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NAME: POOJA OMAR

REGISTRATION NO. : CRO0215353
BATCH NO. : 33



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A As s t th he e p pa ar rt t o of f I IT TT T a a p pr ro oj je ec ct t h ha as s b be ee en n i in nc co or rp po or ra at te ed d i in n t th he e c cu ur rr ri ic cu ul lu um m. .
T Th he e p pr ro oj je ec ct t i is s a ac ct tu ua al ll ly y t to o d de ev ve el lo op p s so of ft tw wa ar re e t to o a au ut to om ma at te e a a t ta as sk k o or r a a s se et t
o of f t ta as sk ks s. . A A s st tu ud de en nt t s sh ho ou ul ld d s se el le ec ct t t th he e t ta as sk k h hi im ms se el lf f. . T Th he e p pr ro oj je ec ct t i is s
i in nc cl lu ud de ed d i in n t th he e c cu ur rr ri ic cu ul lu um m t to o t te es st t a an nd d d de ev ve el lo op p s sk ki il ll ls s o of f s st tu ud de en nt ts s i in n
a ac ct tu ua al l w wo or rk k s si it tu ua at ti io on n. .

O Ou ur r c cl la as ss sr ro oo om m t te ea ac ch hi in ng g a an nd d t te ex xt tb bo oo ok ks s g gi iv ve es s u us s t th ho or ro ou ug gh h t th he eo or re et ti ic ca al l
b ba ac ck kg gr ro ou un nd d o of f d di if ff fe er re en nt t f fu un nc ct ti io on na al l a ar re ea as s, , d de ev vo oi id d o of f a an ny y p pr ra ac ct ti ic ca al l
e ex xp pe er ri ie en nc ce e. . T Th he es se e p pr ro oj je ec ct t a as ss si ig gn nm me en nt ts s g gi iv ve e u us s a an n o op pp po or rt tu un ni it ty y t to o
p pr ra ac ct ti ic ca al l k kn no ow wl le ed dg ge e, , l le ea ar rn n t ti im me e m ma an na ag ge em me en nt t a an nd d d de ev ve el lo op p a a c ca ap pa ab bi il li it ty y
t to o i in nd di iv vi id du ua al ll ly y h ha an nd dl le e l le ea ar rn ni in ng g. . I It t m ma ak ke es s u us s u un nd de er rs st ta an nd d t th he e a ap pp pl li ic ca at ti io on n
o of f o ou ur r c cl la as ss sr ro oo om m l le ea ar rn ni in ng g. .

T Th he e I In ns st ti it tu ut te e o of f C Ch ha ar rt te er re ed d A Ac cc co ou un nt ta an nt ts s o of f I In nd di ia a ( (I IC CA AI I) ) h ha as s
p pr ro ov vi id de ed d a a 1 10 00 0 H Ho ou ur rs s C Co om mp pu ul ls so or ry y I In nf fo or rm ma at ti io on n T Te ec ch hn no ol lo og gy y T Tr ra ai in ni in ng g
w wh hi ic ch h h ha as s b be ee en n f fr ra am me ed d b by y m mo od di if fy yi in ng g t th he e o ol ld d c cu ur rr ri ic cu ul lu um m o of f T Tr ra ai in ni in ng g. . I It t
i is s f fr ra am me ed d i in n o or rd de er r t to o g ge et t t th he e p pr ra ac ct ti ic ca al l k kn no ow wl le ed dg ge e a ab bo ou ut t i it ts s a ap pp pl li ic ca at ti io on n
i in n v va ar ri io ou us s a ar re ea as s o of f p pr ro of fe es ss si io on na al l k kn no ow wl le ed dg ge e. .
T Th hi is s P Pr ro oj je ec ct t i is s a ai im me ed d a at t p pr ro ov vi id di in ng g i in nf fo or rm ma at ti io on n a ab bo ou ut t a ap pp pl li ic ca at ti io on n
s so of ft tw wa ar re e r re el le ev va an nt t f fo or r A Ac cc co ou un nt ti in ng g a an nd d A Au ud di it ti in ng g. . I In n t th hi is s p pr ro oj je ec ct t I I t tr ri ie ed d t to o
g gi iv ve e s so om me e i im mp po or rt ta an nt t k kn no ow wl le ed dg ge e a ab bo ou ut t t th he es se e a ap pp pl li ic ca at ti io on n s so of ft tw wa ar re es s
s su uc ch h a as s M Ms s W Wo or rd d, , E Ex xc ce el l, , T Ta al ll ly y a an nd d f fe ew w d de et ta ai il ls s a ab bo ou ut t c co om mp pu ut te er r
n ne et tw wo or rk ki in ng g. .

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C Co om mp pu ut te er rs s a ar re e a an n i in nh he er re en nt t p pa ar rt t o of f t th he e l li if fe e t to od da ay y. V Vi ir rt tu ua al ll ly y, , in e ev ve er ry y
w wa al lk k o of f l li if fe e, , a a p pe er rs so on n i is s e ex xp pe ec ct te ed d t to o b be e a ab bl le e t to o u us se e c co om mp pu ut te er rs s. . A A
w wo or rk ki in ng g k kn no ow wl le ed dg ge e o of f c co on nt te em mp po or ra ar ry y i in nf fo or rm ma at ti io on n t te ec ch hn no ol lo og gy y i is s a a b ba as si ic c
b br re ea ad d & & b bu ut tt te er r r re eq qu ui ir re em me en nt t o of f C CH HA AR RT TE ER RE ED D A AC CC CO OU UN NT TI IN NG G t to od da ay y. .
H He en nc ce e, , t th he e k kn no ow wl le ed dg ge e a ac cq qu ui ir re ed d b by y t th he e s st tu ud de en nt t t th hr ro ou ug gh h t th he e s st tu ud dy y o of f
t th he e s su ub bj je ec ct t I IN NF FO OR RM MA AT TI IO ON N T TE EC CH HN NO OL LO OG GY Y w wi il ll l b be e v ve er ry y h he el lp pf fu ul l i in n t th he e
l lo on ng g r ru un n. .
This is a project depicting views on the various computer concepts,
which have been taught to us as a part of Information Technology
Course. I have opted for these topics, as these are some of those
topics, which help in extracting out our creativity and blending it with
our knowledge of accounts seemed to me.
First of all, I would like express my immense gratitude towards Mr.
Shashank Saxena and Mr. Satish Bhatia our ITT instructors who
suggested us the relevant topics and took all the pains for us to make
the course comprehendible for us.







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PARTUCULARS

COMPUTER FUNDAMENTALS

MS WORD

MS EXCEL

TALLY

MS ACCESS




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A computer is an electronic device- a flexible machine that can
manipulate data. It is a programmable machine. The two principal
characteristics of computer are:
It responds to a specific set of instructions in a well-defined
manner.
It can execute a prerecorded list of instructions (a program).
Modern computers are electronic and digital. The actual machinery --
wires, transistors, and circuits -- is called hardware; the instructions
and data are called software. All general-purpose computers require
the following hardware components:
Memory: Enables a computer to store, at least temporarily, data
and programs.
Memory




PRIMARY MEMORY SECONDARY MEMORY

(Internal memory) (External memory)




RAM ROM
(RANDOM ACCESS (READ ONLY
MEMORY) MEMORY)


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Mass storage Device: Allows a computer to permanently
retain large amounts of data. Common mass storage devices
include disk drives and tape drives.

Input Device : Usually a keyboard and mouse, the input
device is the conduit through which data and instructions enter
a computer.

Output Device : A display screen, printer, or other device that
enables us to see what the computer has accomplished. Output
can be meaningful information or gibberish, and it can appear in
a variety of forms- as binary numbers, as characters, as
pictures, and as printed pages.

Central Processing Unit (CPU): The heart of the computer,
this is the component that actually executes instructions.




Central
Processing
Unit


Output Device
(Monitor)




Input Devices
(Keyboard, Mouse)


Computers use binary digits using a base 2 number system. A binary
digit commonly called a bit. Where:-
1 BYTE =8 BITS
1 KILOBYTE (KB)=1024 BYTES
1 MEGABYTE (MB)=1024 KB
1 GIGABYTE (GB)=1024MB
1 TERRABYTE (TB)=1024GB

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Computers can be generally classified by size and power as follows,
though there is considerable overlap:
Personal Computer: A small, single-user computer based on a
microprocessor. In addition to the microprocessor, a personal
computer has a keyboard for entering data, a monitor for
displaying information, and a storage device for saving data.

Minicomputer: A multi-user computer capable of supporting
from 10 to hundreds of users simultaneously.

Mainframe: A powerful multi-user computer capable of
supporting many hundreds or thousands of users
simultaneously.

Super computer: An extremely fast computer that can
perform hundreds of millions of instructions per second.

Uses of Computer: -
The purpose of the computer is to transform data into information. In
this context, data means some kind of unorganized material that can
be entered into the computer-a rough sketch that needs work a first
draft of an essay that needs revision or polishing, figures from a
companys books, a list of names and address. What results from
processing operations is information, i.e. data that has been made
meaningful and useful.

Elements of a computer: -
Computers consist of hardware, the physical parts of the computer,
and software, the programs that tell the computer what to do.
Processing data into information involves more elements than just
hardware and software. All these elements must be organized so that
each works smoothly and efficiently with the others. In the computing
process, computers integrate the use of five key elements:

Hardware
Software
Data
People
Procedures


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Hardware: - The term hardware refers to the physical parts of the
computer. Computer hardware is versatile-but it does depend on the
computer program you use.

Software: - Software is the set of instructions (also called a program)
that guides the hardware through its job. Software constitutes the
logical programs that handle the different components of your PC and
help them to interact with one another in hassle-free manner.

Software has three types:

System software: computer needs system software to function.
System software integrates the computers hardware components
and provides tools for day to day maintenance tasks . Example :
MS-DOS, UNIX, MICROSOFT
WINDOWS 98, SYSTEM 7 ETC.

Application software: Application software turns the computer
into a tool for a specific task, such as writing. Not all application
programs will prove useful to us. Some application programs are
special purpose program, which perform a specific task for a single
profession. Example: MS WORD, MS EXCEL, TALLY ETC.

Utility software: These are the software used to make system
work efficiently and progressively these software are Antivirus
Software and System Management Software


Data: Computers transform the data into information. Data is the raw
material, information is the processed data. A useful model describes
the relationship between data and information which is system model.
People: Knowledgeable people are called power users. Computer
professionals have taken intermediate and advanced courses about
computers.
Procedures: Procedures are the steps we must follow to accomplish
a computer related task. Part of the users computer literacy is known
common procedures. Examples, ATM, VCR, etc



Characteristics of a computer: -

Relevant

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Timely
Accurate
Concise
Complete
Classification of Computer: -

Super Computers
Mainframe Computers
Mini Computer
Workstation
Micro Computer

Historical Perspective: -

First Generation Computer
Second Generation Computer
Third Generation Computer
Fourth Generation Computer


























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Before the development of personal computers and word processing
software, documents were on typewriters. Early word processors
consisted of two parts: an editor and a formatter. For example, we
could see the code in the text that would make it bold or underline,
but the text wouldnt appear bold or underlined until we printed it on
paper. In other words, it was difficult to visualize the final document.

Later word processors, such as the popular WordPerfect 5.1,
combined the editor and formatter and concealed the codes so that
they were not visible on the screen (although the user had the option
of revealing the code when desired). For example, bold or underlined
words appeared on the screen in different colors, page document, as
it would appear, before us actually printed it; however, we could not
view it in this format while editing.

Today most word processors combine the editor and the formatter in
such a way that the page would appear on the screen in a similar
fashion as it would be printed. Two such most popular word
processors are WordPerfect and Microsoft Word. In Word the
formatting codes are completely hidden; WordPerfect allows the user
to view the codes if desired.



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FEATURES OF WORD PROCESSORS :-

Word Wrap: This function allows us to type continuously without
thinking about where one line will end and the next one begins.
Unlike a typewriter, which requires us to press a return bar or key
to advance to the beginning of a new line, a word processor does
this automatically. As we approach the end of a line, the computer
determines whether the word we are typing is extending beyond
the margin; if so, it hunts backward until it finds a separator- a
space or a hyphen. It then moves the block of text following the
separator in the next line. When we want to begin the new
paragraph, we simply press the Enter key.

Deleting Text: Word processor allows us to make corrections by
deleting characters, words, or larger blocks of text which we want
to delete. The Delete key and Backspace keys are used for this
purpose.

Inserting Text: In word processor, we can simply move to the
insertion point to the proper place and insert the omitted letter; all
other characters will move to the right to make room for it. We can
insert as many characters as we like, including complete words
and sentences.


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Moving and copying Text: It permits us to move a block of text of
any size. Without deleting or retyping, we can move a sentence, a
paragraph or an entire section of text from one location to another.
We can also copy a block of text so that it appears in two or more
locations without retyping.

Spell Check: We can even check our spellings. The computer
underlines the word if it is not available in its dictionary. We can
then correct it ourselves or ask the computer to help us find the
correct spelling. Or, we may ignore it if the word is correct but not
recognized by the computer.

Alignment: We can align the text in various ways. We can indent
the first line of the paragraph or the entire paragraph. We can
create a hanging indent, where all lines of a paragraph are
indented except the first one. We can also create lists with bullets
or numbered lists besides each item. Text can be automatically
centered by a word processor. It can also be justified at either the
right or the left margin; or it can be full justified so that both right
and left margins are even. We can also create multiple columns
with shorter lines in newspapers and magazines.

Tables: With word processor, we can create an attractive table
customized to our needs. We can adjust the size and number of
rows and columns, the styles of separator lines and borders, the
justification of the text within the table, and other features.

File Management: To enable us to organize and store our
documents the word processor includes ways to save text in a file
and to load text from a file. There is some flexibility in the load and

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the save operations, which enables we to save or load a document
in a different format in case we want to use it on a different word
processor.




Loading Word

To load word we follow the steps as under:

1. Click on Start button in the left hand corner of the taskbar.
2. Select the Programs menu.
3. Select Microsoft Office.
4. Select Microsoft Word.


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The Word Screen
There are three basic areas on the Word Screen: the bars on
the top of the screen, the document window and the bar below the
document window.


Formatting Toolbar Ruler
Standard Toolbar

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Title Bar Menu Bar







Mail Merge
Mail merge is the term used for merging a list of names and
addresses with a standard letter to create personalized letters. It
s a very useful technique whenever you want to send the same
letter to several people.
Mail merge consists of two parts:-
Main document
Data source

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Main document is that part where the matter or text is written.
Data source is the document that contains the data to be
merged into the main document .

CREATING A MAIL MERGE
Step 1:
Open a blank document.
Click on mailing tab present on the standard tool bar as shown below.


Step 2:
Then click on start a mail merge option present in mailing tab. From
here choose any of the options present there. For example choose
letters options.





Step 3 :
After choosing the above option then click on select recipients option
present just besides start mail merge option. Here click on type a new
list, which will show a dialogue box named as new address list.
From here choose the required fields (i.e. the details given there) by
clicking on customize columns options. Remove all those fields
which are not required and delete step by step (Repeat the step as
per requirement and finally press OK button) as shown below:

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Step 4:
Give the relevant information in the appropriate boxes for all the
persons by clicking on the new entry button, respectively and finally
press close button. Then save the above data by any name and press
ok button.


Step 5:
Then on the blank document which you had chosen earlier write a
letter or type your matter.

Step 6:
Then place the insertion point at the position where you want very first
field. Then again click on mailings option from where choose insert

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merge field option. From here select the required field. This step can
be repeated again by changing the position of your cursor.
STEP 7:
Finally preview the result. After this click on finish & merge option
from here choose edit individual document option as shown below:

After this a dialogue box will be shown from where choose the
required field.






Ultimately after completing the process the result will be shown on
the screen.


Macro
A Macro is a single instruction that performs several different
commands in a sequence determined by the user, and is triggered
when we run it. Most tasks that we perform on a regular basis can be
made into macros.

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We create a macro by recording a series of actions or by writing the
instructions in a special format. Since the sequence of actions is
important, we need to plan the macro carefully before we record it.
Commands used to record, run and modify macros are located on the
Tools menu.

RECORDING A MACRO
To record a macro, we simply type the keystrokes and select the
commands we want the macro to execute. As we record the macro,
each action is translated into programming code, which we can later
view and modify.
Steps to record a Macro:
To begin recording, we select Tools option on the Menu Bar.
1.We click on Macros from the drop down menu.
2.From the Macro sub menu select Record a New Macro.

Recording a Macro

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3. We type the name of our Macro under the head Macro Name
and click OK.
4.We may also assign the Macro to a toolbar or shortcut keys.
5. To assign it to Toolbar we click on Toolbars then OK and
select Commands tab. From under the commands head, we
click on the Macro we want to record and then click Close to
start recording.


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6. And to assign a Macro to a shortcut key, we click on Keyboard,
then OK, then we select the Macro we are recording and type
the shortcut key we want to assign under the head Press new
shortcut key and then click Assign.



7. We select commands as we would normally do.
8. After finishing, we click on Stop button on the Stop Recording
toolbar. The stop recording toolbar appears when we are
recording a macro.



Stop recording button

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RUNNING A MACRO

After we have created a Macro, to perform the similar type of task
once again we can simply run our Macro.
1. To run a Macro, we simply click on Tools Menu. Select Macros
from the drop down menu and then Macros.
2. We select the Macro we want to run and click Run. We see
that the work has been done on the click of a button.
3. If we had assigned a shortcut key to the Macro, we just need to
press that particular shortcut key and our work is done.
4. If we had assigned the Macro to a toolbar, an icon appears on
the screen clicking on which we can run the Macro.

To delete aMacro

To run a Macro



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DELETING A MACRO
We can delete a Macro if it is not required any more. To delete a
Macro:
1. We Tools Macros Macros.
2. Select the Macro that has to be deleted.
3. Click on the Delete button.





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QUITTING WORD
To close Word, we select Exit from the File Menu or click the Close
button.

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Microsoft Excel is a spreadsheet program that gives us support for
XML and new features that make it easier to analyze and share
information. A spreadsheet uses the idea of a large sheet of paper
into which numbers are entered. A spreadsheet is a highly interactive
computer program that consists of a collection of rows and columns
that are displayed on screen in a scrollable window. The intersection
of each row and column is called a cell. A cell can hold a number, a
text string or a formula that performs a calculation using one or other
cells. The page or spreadsheet as it is known, is a grid, referenced
by letters horizontally and numbers vertically. Each square or cell is
referenced by a letter and a number, A1 being the top left column.

Excel also allows for multiple sheets, so a spreadsheet could be split
over several pages, say one page for input, one page for calculations
and another for output. This collection of pages is known as a
Workbook.

Worksheet is a grid made up of horizontal rows and vertical columns.
The worksheet contains 8192 rows and 256 columns. Each
intersection of a row and a column forms a cell, in which data can be
stored.






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FEATURES OF MS EXCEL :-

Microsoft Excel is developed on the GUI concept. It is the most
comprehensive spreadsheet. The features of Microsoft Excel are
listed below:

Worksheet and Graphics: This feature includes extremely
powerful calculating features. It is also possible to present
graphical data using Excel 2003.

Data lists and Databases: Several useful functions are available
for working with data that are listed in a tabular form. Functions
are also available for evaluating values, combining data and so on.

Data exchange with other applications: Excel takes advantage
of the Window Environment which applies to the DDE (Dynamic
Data Exchange) and OLE (Object Linking and Embedding)
concepts within Excel and between Excel and other window
applications.

Workbooks: Excel works with a consistent file concept. All data is
gathered in workbooks. These workbooks store current status of
the workspace, along with all currently opened files and the
settings selected for them.



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Loading excel

To load excel we follow the steps as under:

1. Click on Start button in the left hand corner.
2. Select the Programs menu.
3. Select Microsoft Office.
4. Select Microsoft Excel.

On starting Excel, a blank workbook is opened. This workbook has
several worksheets and by default, sheet1 is selected. Excel provides
options in the menu and the user can select the appropriate options
to perform an operation.





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The excel screen
Formatting Toolbar Menu Bar Standard Toolbar
Function Bar



Active Cell

Active Sheet







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Cell referencing

Cell referencing is the method by which we refer to a cell or a series
of cells in a formula. A reference identifies a cell or a range of cells
on a worksheet and tells Microsoft Excel where to look for the values
or data we want to use in a formula. With references, we can use
data contained in different parts of a worksheet in one formula or use
the value from one cell in several formulas. We can also refer to cells
on other sheets in the same workbook or to other workbooks.
References to cells in other workbooks are called links.

Cell Referencing can be done in following ways:

Referencing cells in the same worksheet

It is possible to use cell references on the same worksheet.To
reference the value stored in a single cell, enter its coordinates as a
function argument. For example, to have the data in cell G4 (here 10)
appear in another cell (here G7), enter =G4 into the cell G7 as shown
below. As a result of this the value appearing in the cell G4 will
appear in the cell G7 as well and whenever we alter the value in the
cell G4 the value in the cell G7 will automatically change.

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Then, for example, we want to add the data in different cells we use
the = sign and click on the different cells the values of which have to
be added using the + sign after each referring each cell.







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Referencing cells in different worksheets in the same workbook

We can use cell referencing to refer to cells which are on different
worksheets in the same workbook. For this we put the = sign on the
cell on the cell on which we want the data and switch over to the
sheet from which the data is required. We place the pointer on that
particular cell the data of which we wish to enter into the other sheet
and press Enter.

If we want to put in a formula we can use this method. Cell
Referencing is very useful while using formula. For example, we
want to calculate 5% commission on sales; we put = sign and click on
the cell on which the figure of sales is written and then we use the
formula as shown below. While putting the formula if we had not
used cell referencing; if the figure of sales changes we will have to
edit our formula every single time which becomes very cumbersome.
But by using cell referencing our work becomes much easier. Once,
we put the formula using cell referencing, as soon as the figure of
sale changes the commission changes automatically. When we put
the formula using cell referencing the name of the sheet and its cell
numbers appears in the formula bar in place of the figure required
and on pressing the Enter key the result appears on the particular
cell.

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The two worksheets which are used in cell referencing
The formula appears as shown below:



Referencing cells in worksheets in different workbooks

It is possible to reference cells which are not part of the current sheet.
This is done using the NAME!CELL syntax. For using the formula in
different workbooks both the workbooks might be open or close.

For example, continuing the above example if we have to calculate
sales plus commission and the figure of commission appears on a
different workbook. We calculate it as follows:

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For this, while referring to another workbook we write the name of the
workbook in square brackets and then mention the name of the sheet
and the cell number and press enter. The total sales i.e. sales plus
commission appears on the cell. Every time a workbook is opened
that contains cell references (or links) to other workbooks you will be
prompted as to whether you want to update these links.

Excel uses three types of cell references to create formulas:

1. Relative Cell References
2. Absolute Cell References
3. Mixed Cell References

Relative Cell References
This is the most widely used type of cell reference in formulas.
Relative cell references are basic cell references that adjust and
change when copied or when using Autofill. Cell references in
spreadsheet are relative by default. This means that they a
relationship to other cells. When the formula containing relative
references (eg. A2, B2) is copied to a different cell; it maintains its
relative reference. The formula recognizes where the cells it refers to
are, in relation to its own cell, and changes the cell references in the
formula to keep the same positional relationship.

For example, formula = A2*B2 is placed in cell C2 (the cost multiplied
by the number bought gives the amount of money received.)

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The formula is then copied from cell C2 to cell C3.



The following process happens:
The formula recognizes that it has been placed in a different cell (C3).
It looks at the relative positions of all the cells involved in the
original formula in cell C2 (i.e. cell A2 was two cells to the left of
C2; cell B2 was one cell to the left of C2)
To maintain the relative positions of the cells, it changes its
formula to reference the cell two to its left and the cell immediately
to its left.
Because it has been moved from C2 to C3, these cells change to
A3 and B3 and the formula becomes = A3*B3.

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Finally, the formula from cell C2 is copied to cell C4. The formula
changes to A4*B4, once again referencing the same two relative
cells, as in the original formula.
Absolute Cell Reference
An absolute cell reference is one that refers to a constant cell and
therefore overrides relative referencing. Absolute cell referencing is
particularly useful for formula that are being copied from one cell to
another and are required to reference a constant cell. Inserting a
dollar ($) sign infront of the cell reference (eg. $A$2) will make that
cell absolute and ensure that the formula always references it.

For example, The cost is always the same but the number bought
changes. The money in column references the cost and the number
bought. It needs to refer just one (constant) cost cell (A2) and to
eight different number bought cells (B2 to B9). The picture below
shows the formula in cell C2, which needs to reference cell A2 and
cell B2.


The cost (A2) can be an absolute reference ($A$2), but the number
bought cells need to remain relative. Now, as shown below, the
formula has been copied from cell C2 to cell C3. It now needs to
reference cell A2 and cell B3. Here, the absolute referenced cost cell

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(A2) has remained the same but the number bought cell has retained
its relative reference.




If the formula in the cell C2 is again copied in the cell C4; the
absolute cell A2 remains the same but the cell B2 changes to cell B4,
keeping its relative reference.


Summary of absolute cell reference uses:
$A1
Allows the row reference to
change, but not the column
reference.
A$1
Allows the column reference
to change, but not the row
reference.
$A$1
Allows neither the column nor
the row reference to change.


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Pivot table

Accountants have long known the value of Pivot Tables. But they're a
great data analysis tool for management, too. Pivot Tables allow you
to create multidimensional data views by dragging and dropping
column headings to move data around.

To begin, you first need raw data to work with. PivotTables are
especially well-suited for taking enormous amounts of data and
summarizing that data into useful reports.

1. We click on Data option on the Menu Bar.
2. Select Pivot Tables and Pivot Chart Report.



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In the example below, the marketing department for a company
has tabulated the results of four different types of marketing
campaigns, which were conducted in different locations during
different months of the year.




It's important to note that as presented, the data is not easy to read.
We can easily make a few obvious observations pertaining to this raw
data. For example, we see an October marketing direct mail
campaign conducted in the Atlanta market resulted in 455 redeemed
coupons. However, in its current format we cannot see summary
statistics at a glance, such as the overall success of direct mail
campaigns, October marketing efforts, or Atlanta marketing efforts.
This is where Pivot Tables can help.


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The PivotTable Wizard :-

To create a PivotTable, place the cursor anywhere in the data area
(assuming the data is contiguous), and then start the PivotTable
wizard from the data menu as shown below.



The Pivot Table wizard walks us through the process of creating an
initial Pivot Table. While there are many advanced options available
to us, in this example, we will simply click the Finish button to create
a quick Pivot Table. The results are that Excel creates a blank
PivotTable, and the user must then drag and drop the various fields
from the Pivot Table field list onto the appropriate column, row, or
data section.

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Dragging and Dropping Data :-



As we drag and drop these items, the resulting report is displayed "on
the fly." Presented below are examples of possible reports that could
be viewed with this data through the Pivot Table format.

Example Reports :-
The report in the diagram below shows the total resulting sales for
each marketing campaign for each of the two months marketing
campaigns were conducted.


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The report in the diagram below shows the profit for each marketing
campaign for each of the two months marketing campaigns were
conducted.



In the similar manner, other pivot tables such as cost and quantity
redeemed can also be generated. We can also filter this information
according to our requirements i.e. we can select the city or the month
or the campaign for which the information is required. This makes
our task easy and simplifies the data.
For example, if we want to view the profit of New York City only, we
will click the arrow the arrow beside city option and select New York
and the details of only New York City are displayed.
We click on this arrow to select the city

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PivotTables just might be the single most powerful tool in Excel for
financial reporting, budgeting, and data analysis.


Introduction
The topic is interpreted as either an accounting package accessible
through a windowing interface or one that runs on Microsoft Windows
operating system.. Either way, Tally fits the description.
Tally is a versatile accounting package and is also based on
window interface.
All screens in Tally are viewed as windows possessing the
following
A title bar that displays the name of application.
A tally icon to the left that pulls down the menu comprising restore,
move, size, minimize and maximize menu items
Three small buttons to the right that activates minimize, maximize
and closure of the window.
These menu items and buttons are invoked through the usual
shortcut keys and hot keys as any other window application.

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Advantages :-
Unencrypted form of files.
Easy exit to Operating System.
Back up facility.
Reliability.
Accepted worldwide.
Automatic preparation of Ledger, Trail Balance and Balance
Sheet.
Disadvantages :-

Inadequate control on automatic entries.
Non-provision for freezing of entered data.
Doesnt support formats of all the softwares.
Inability to add or delete fields.

CREATING A NEW COMPANY
After opening Tally, press Alt+ F3 key. The following list is
displayed



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Select CREATE COMPANY option from it or press C.

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Then we presented with the following screen wherein we can fill in
the details of the company we want to create.





CREATING DIFFERENT Ledger
ACCOUNTS

Go to the main GATEWAY OF TALLY.


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Select ACCOUNTS INFO option.
Select LEDGERS option.



Select CREATE option.



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The following form appears in which the details have to be filled in
to create a ledger account




In the form the following details have to be filled in:
NAME: Specify the name of the ledger here.
UNDER: Specify the name of the group under which the ledger is
to be created.
CURRENCY OF LEDGER: Maintain foreign currency accounts
only if you want its balance in that currency.

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MAINTAIN BILL WISE DETAILS: Once you type the opening
balance, you will receive a Sub- Screen asking for bill-wise details
if you have opted to maintain balances on a BILL-BY-BILL basis.

Tallys VOUCHER TyPEs
The right side of the screen displays a list of vouchers that may be
utilized for entries.


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Payments Voucher

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RECEIPTS VOUCHER

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PURCHASES VOUCHER

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SALES VOUCHER
















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CONTRA VOUCHER
JOURNAL voucher

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PRACTICAL EXAMPLE
Best & Co. is running a business from 1-04-2007 and keeps his
books of accounts in Tally with accounts only. Following are the
details:
DATES PARTICULARS
1-04-2007 Received cash as capital for Rs 200000
2-04-2007 Cash deposited in I.O.B for Rs 100000
2-04-2007 Credit purchases from Charles Co. as per Inv No. 12
for Rs 75300.
2-04-2007 Credit purchases from James Co. as per Invoice No.
253 for Rs 50500.
3-04-2007 Credit purchases from Donold Co. as per Invoice No.
325 for Rs 60000.

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4-04-2007 Purchase Return to Charles Co.- Rs 10000.
4-04-2007 Purchase Return to Donold Co.- Rs 25000.
5-04-2007 Cash Purchases from Victor Co. for Rs 35600.
5-04-2007 Credit Sales to James Traders as per Invoice No. 1
Rs 125000.
5-04-2007 Credit sales to Victor Traders Rs 25000, Inv No. 2.
5-04-2007 Credit sales to Smith Traders Rs 75000, Inv No. 3.
6-04-2007 Cash sales as per Inv No. 4 for Rs 100000.
6-04-2007 Returns from Victor Traders- Rs 25000
7-04-2007 Returns from Smith Traders- Rs 15000
10-04-2007 Stationary purchased from Wilson Co. Rs 2000 on
credit
Depreciation @ 10% on furniture.



TABLE
A table is a collection of data about a specific topic, such as students
or contacts. Using a separate table for each topic means that you
store that data only once, which makes your database more efficient,
and reduces data-entry errors.
Tables organize data into columns (called fields) and rows (called
records).


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Back to top

Create a Table from scratch in Design view
1. If you haven't already done so, switch to the Database Window
You can press F11 to switch to the Database window from any
other window.

2. Double-Click on "Create table in Design view".
(DESIGN VIEW)

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3. Define each of the fields in your table.
Under the Field Name column, enter the categories of
your table.
Under Data Type column, enter the type you want for you
categories.
The attribute of a variable or field that determines what
kind of data it can hold. For example, in a Microsoft
Access database, the Text and Memo field data types
allow the field to store either text or numbers, but the
Number data type will allow the field to store numbers
only. Number data type fields store numerical data that
will be used in mathematical calculations. Use the
Currency data type to display or calculate currency
values. Other data types are Date/Time, Yes/No, Auto
Number, and OLE object (Picture).

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Under the Description column, enter the text that
describes what your field is. (This field is optional).
For our tutorial enter the following items:







QUERIES
INTRODUCTION :-

A query in access is a way of getting at the information stored in a
database. You specify the criteria for the information you want to see
and ask ACCESS to retrieve it. Most query returns a datasheet called
a RECORDSET or DYNASET containing the appropriate information.
There may arise situations where we require information relating to a

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specific condition or we need to change the selected data in various
ways. Queries are used for this purpose.

SELECT QUERIES:-

This is the most commonly used type of query. This query is used to
select the necessary fields from a table based on certain criteria and
to display the results in the data sheet view. The select query can
also be used to query records from more than a single table.

STEPS FOR CREATION OF SELECT QUERY:-

In the database window click the queries tab and then
click new. In the new query dialogue box click design view
and then click ok.
Double click the name of each object you want to add to the
query, and the click close.
Add fields to the query by dragging the field names from the
field list to the design grid. For more information on how to add
fields, click.
Refine your query by entering criteria, adding a sort order,
creating calculated fields, computing the sum, average, count,
or another type of total on the data it retrieves, or otherwise
modifying the querys design.
To save the query, click save button on the toolbar, enter a
name that follows Microsoft access object-naming rules, and
then click ok.
To see the results of the query, click run(!) button on the toolbar
otherwise select query run.

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CROSS TAB QUERY:-

This type of query should be used only for specific purposes such as
to group data into categories and display values in a spreadsheet like
format with summary totals. These queries can also be used to
compare values and obtain summary data.

STEPS FOR CREATION OF CROSSTAB QUERY:-

Crosstab queries allow us to create cross-tabulate data in a row
by column manner.
Comments with the query design window and select the tables
that have to be used.
Select query Crosstab
Select the appropriate row and column heading in the crosstab
cell which should contain a group by in its total cell. In place of
a field name, we can use expressions to group values together.
Choose value in the crosstab cell for the field that needs to be
summarized. Then in the total cell for the field choose the type
of summary required.
Check not shown in the crosstab cell for those fields to group
by additional fields without displaying them in the results.
Click on the query view toolbar button to view the results.


UPDATE QUERY:-


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Update query makes global changes to a group of records in one or
more tables. Update queries allow us to change records or group of
records very quickly.

STEPS FOR CREATION OF UPDATE QUERY:-

Create a query, selecting the tables or queries that include the
records yiou want to update and the fields you want to use for
setting criteria.
In query design view click the arrow next to the query type on
the toolbar and then click update query. Drag from the field list
to query design grid the fields you want to update or you want
to specify criteria for.
In the update to cell for the fields you want to update type the
expression or value you want to use to change the fields.
To see the list of records that will be updated click view on the
toolbar.




APPEND QUERY:-

An append query adds a group of records from one or more tables to
the end of one or more tables. These queries are specially useful for
adding old records to the end of the table.

STEPS FOR CREATION OF APPEND QUERY:-

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Select query Append query from the menu. An append
dialogue box appears on the screen.
Skip the next step if the table chosen is from the same
database, else if it is to be appended to a table in a different
database, click on another database, press tab, and specify the
drive, folder, and name of that database.
Choose the target table from the dropdown list of tables and
click ok.
Add tables and set criteria to select the records that have to be
appended in the query design window.
Click on the query view toolbar button or select view datasheet
view to preview the changes.
Return to the query design window to run the append query and
then click on the run toolbar button.









DELETE QUERY:-

Delete queries allow us to delete a group of records that meet
specific search criteria in bulk. The procedures for setting up a delete
query depend on whether we are deleting records from a single table

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or from multiple tables that are involved in a one to many
relationships.