Copyright 2006 Business Management Systems. Web Based ERP/CRM Software

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1 Web Based ERP/CRM Software

2 INTRODUCTION...8 Features... 9 Services INSTALLATION...11 CUSTOMER FILE...12 Add Customer Modify Customer Add Ship To Modify Ship To Reports View Customers INVENTORY...17 Add Inventory Modify Inventory Reports View Inventory Inventory In Stock Inventory Value Inventory Types Low Inventory Open Work Orders PURCHASING...23 Order Inventory Receive Inventory Purchasing Non-Inventory Items Shop Requisition Reports View Open PO s Print PO Daily PO Report

3 Print RFQ s TIME FILE...31 Login Logout SUB-ASSEMBLY FILE...32 Add Sub-Assembly Modify Sub-Assembly Add Work Order Modify Work Order Receive Work Order View Sub-Assembly Print Work Order View Work Order PARTS FILE...38 Add Part Modify Part Add Work Order Modify Work Order Receive Work Order Reports View Part Print Work Order View Work Order ORDER FILE...43 Add An Order Ship An Order Reports Open Orders Search By Field Print Sales Order Print Invoice

4 RECEIVABLES...47 Add Cash Receipts Reports Open Cash Receipts Search By Field Aging Report Customer Aging Report Daily Cash Receipts VENDOR FILE...50 Add Vendors Modify Vendors PAYABLES...53 Add Payable Modify Payable Pay Payables Reports All Open Payables Search By Field View Payable View Paid Payables View Account Summary Check File (Payables) Print Checks Check Register Post Check Data Clear Check Data View Check Archive Check Reconciliation Clear Checks Print Open Checks GENERAL LEDGER...60 Company Information (1) Enter Dates (3) ACCOUNT FILE...62 Add Account (4)

5 Modify Account (5) JOURNAL FILE...64 Add Journal Document Modify Journal Document View Journal Document Reports Pre-Post Report Pre-Post By Date Transaction Report Transaction Select Trial Balance Balance Sheet Balance Comparison Income Statement Month Comparison Year Comparison Income For Year POST PERIOD...73 Post Period (Sales) Post Period (Payables) Post Period (Cash Receipts) Post Period (Payroll) Post To Accounts File END PERIOD (GENERAL LEDGER)...74 End Month End Year CONTACTS...75 Add Contact Modify Contact Search Contacts MARKETING

6 SALES REP FILE...78 Add Sales Rep Modify Sales Rep LEAD FILE...80 Add Leads Modify Leads Add Contact Leads Modify Contact Lead Search Contact Leads Reports View Leads QUOTE FILE...87 Add Quotes Open Quotes REPORTS...88 Posting Post Commissions Sales Sales Ranking YTD (Cust) Sales Ranking YTD (Rep) Rep Ranking YTD Sales By Part For Customer Commission History Invoicing By Customer Open Orders By Customer A/P A/R Monthly Invoicing Commissions Report A/R Aging Report Monthly Account Summary Cash Receipts A/P Open Payables A/P Aging Report A/P Code Summary Cash Disbursements Journal Monthly Check Register

7 Vital Signs End Month End Month Cash Receipts End Year End Year Commissions End Year Cash Receipts TOOLS...93 Quick Expert Calculator Home Administration Logout CALENDAR...96 REFERENCE...97 CONTACT...99 INDEX

8 Introduction Combine the stability and reliability of the MySQL database with the flexibility and accessibility of PHP and you get our next generation database solution, Dolphin. Dolphin can be easily modified or added to in order to fit your organization's needs. Does your organization require something not featured in Dolphin? We can program it for you. 8

9 Features Features Include: Access to your database from anywhere with an internet connection Run your software onsite over a local network or offsite over the internet Order Entry Invoicing Inventory Control Accounts Payable Accounts Receivable Purchasing General Ledger Contact Management Bar-coding Marketing Quotes and Leads Convert quotes to orders and/or convert leads to customers User friendly, web based point-and-click environment directly from program Scheduling within Calendar feature Calendar allows separate or shared scheduling for employees Basic calculator for quick computations Easy to use User Administration And much more. 9

10 Services We offer a variety of services to assist in streamlining your organization s workflow while increasing profitability by providing state-of-the-art cost effective open source technology. Additional services for Dolphin include: Custom programming Data conversion Consulting Education/Training 10

11 Installation In order to install the MySQL tables you need to do a couple things. Create a user in MySQL that has all privileges including GRANT privileges. Run install.php located in the install directory. Change the paths in dolphin/the_includo.php. Change the MySQL server name, user, password, and database name in dolphin/aup.php. Change the MySQL server name, user, password, and database name in dolphin/calendar/includes/config.php. Copy the modified the_include.php file into dolphin/calendar/ and dolphin/calendar/includes/. Copy the modified aup.php into dolphin/calendar/ and dolphin/calendar/includes/. Modify the paths in dolphin/menugen/menu_generator.js. When you have completed the above you will be able to log into Dolphin using the user name admin and the password admin. After you have logged in go to Tools => Administration on the menu. From there you may create new users and begin setting up the company information. Be sure to remove the user admin after you have created a new administrative user for security reasons. 11

12 Customer File Add Customer To add customers select Customer File => Add Customers. Click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Each Customer that is stored in the database is automatically numbered sequentially. You will see the number assigned when you go to Modify Customers. 12

13 Important Fields: Credit Limit: This determines the amount of credit you are allowing the customer to carry. Price Code: Use numbers 1-4 corresponding with selling price 1-4 in the inventory file. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase. Taxable: This determines whether or not to charge a customer sales tax when ordering. Company/Last Name: If the customer you are adding is a company, enter the company s name into this field leaving the First Name field blank. If the customer you are adding is an individual, enter their last name into this field and their first name into the First Name field. 13

14 Modify Customer To modify an existing customer you will need to search for the customer. To do so select the field you would like to search on from the drop down box and then enter the value you would like to search for in the adjacent field. When you have done this click on the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue customer number located to the left of the customer you would like to modify. This will bring up the customer s information. Now that the customer s information is on the screen you may modify it as needed. Also note that the customer s current open invoices are listed at the bottom of the screen. If you would like to view any of the invoices, simply click on the invoice number. Click on the Save Changes button located near the bottom of the screen to save the customer s new information. Important Fields: Credit Limit: This determines the amount of credit you are allowing the customer to carry. Price Code: Use numbers 1-4 corresponding with selling price 1-4 in the inventory file. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase. Taxable: This determines whether or not to charge a customer sales tax when ordering. Company/Last Name: If the customer you are adding is a company, enter the company s name into this field leaving the First Name field blank. If the customer you are adding is an individual, enter their last name into this field and their first name into the First Name field. 14

15 Add Ship To In order to add an additional ship-to location for a customer you must first select a customer. To do so enter part or the entire customer s name into the field near the top of the screen and click the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue customer number located to the left of the customer you want. This will bring up the customer s information. Now enter the customer s new ship-to information under the Add Ship To Location area and click the Add Record button. 15

16 Modify Ship To In order to modify an existing ship-to location for a customer you must first select a customer. To do so enter part or the entire customer s number into the field near the top of the screen and click the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue number located to the left of the ship-to location you would like to modify. This will bring up the ship-to s information. When you have finished modifying the ship-to click the Save Changes button. Reports View Customers This PDF report simply lists all your customers along with their billing address, phone number, fax number, and address. 16

17 Inventory Add Inventory To add a new inventory item simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. 17

18 Important Fields: Item Number: This is the number or alphanumeric code that will identify your item. Description: This is the name or a description of your item. Type: This is the type of inventory the item is. Selling Price 1-4: These selling prices correspond with customer s price codes. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase. All orders from the shopping cart use selling price 4. 18

19 Modify Inventory In order to modify an existing inventory item you must first select an item. To do so enter part or the entire item s description into the field near the top of the screen and click the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue number located to the left of the item you would like to modify. This will bring up the item s information. When you have finished modifying the item click on the Save Changes button located at the bottom of the screen. 19

20 Important Fields: Item Number: This is the number or alphanumeric code that will identify your item. Description: This is the name or a description of your item. Type: This is the type of inventory the item is. Selling Price 1-4: These selling prices correspond with customer s price codes. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase. Reports View Inventory This report displays inventory quantities and totals the value of your inventory on the page. Inventory In Stock This report shows inventory quantities in stock. 20

21 Inventory Value This report shows the value of inventory with and without labor. Inventory Types This report shows the value of inventory by type. 21

22 Low Inventory This report shows Items that the Available is less than the Min Amt., and the product type is not Obsolete. Open Work Orders This report shows the work orders that are still in production. 22

23 Purchasing This section is used to purchase items that are in your inventory. 23

24 Order Inventory To begin, enter all or part of the vendor s name you are using into the field next to Vendor Name and click the Search button. Select the vendor from the search results by clicking on their vendor code. Next, select a date by clicking the button next to the date field that will bring up a calendar from which you may click on the date you want. Once you have selected both a vendor and date click on the Submit Above Info button. If you selected the wrong vendor simply click on the Clear Above Info button to start over. To enter line items, type in all or part of the part number you want and click the button next to the part number field. Next, select the part you want by clicking on the part number.now simply fill in the quantity and price and click 24

25 the Submit button on the line. You may use Description field to add comments to your order. To do so, simply leave the quantity, price, and part number fields blank and type in the description field and click the Submit button on that line. When you have finished entering your items click on the Add Record button located at the bottom of the page. Important Fields: Vendor Name: Name of the vendor you are ordering from. Date: Use the button to the right of this field to bring up a calendar from which you may select the date you want. Additional Comments: If you have any comments about this order you may enter them into this field, but be sure to click the Submit button next to it or your comments will not be saved. 25

26 Receive Inventory In order to receive inventory you need to Enter the PO number, or Vendor Name into the search box and select the PO that you are receiving product for. If you have received all the items in the order click on the box next to Receive All?, or you may type in the amount of each item received. If the Qty received is not equal to the amount ordered, and you want to make the shipment complete, check the complete box, and your inventory will be adjusted correctly, and the PO will not remain open. When you are finished click the Submit button located at the bottom of the page. Purchasing Non-Inventory Items When purchasing Items that are not in your inventory, and you do not want them in your inventory, simply create an item called Misc in inventory, and type the product information that you are ordering into the Description field. 26

27 Shop Requisition The Shop requisition gives your company a way to let the purchasing department know that items are needed to be purchased. The Shop Requisition does not place the items on order. You Enter the Shop requisition, the same way that you enter the Purchase Order described above, and the data is stored in a separate database from the Actual Purchase Order file. When the requisition is entered, a form is printed that can be handed to the purchasing department, or the purchasing department can see which items are still in the Requisition stage by going to the Modify SR (Shop Requisition) When you enter Modify SR, all of the open SR s are displayed. This list displays all of the open SR s. By pressing the items underlined in blue from the open SR list on the previous page you have the ability to: 1) Re-Print the SR, 2) Convert the SR to an open PO 3) Create an RFQ either to paper and or to a faxing program that will automatically fax the rfq to the vendors specified in the SR. 27

28 Reports View Open PO s This report includes information only your open purchase orders. (Purchase orders that have not been received yet.) 28

29 Print PO This report displays a purchase order s information in a printer friendly format. Daily PO Report Allows you to select a date range to report PO s entered. 29

30 Print RFQ s When Request for Quotations are needed (RFQ s), we have a way to speed up the process. If you need an RFQ for an item already existing in Inventory, bring up the item in Inventory, through Modify Inventory, and scroll down to the bottom where you see Purchase History. There you will see a blue link that lists the last vendors that you have purchased this item from. If you then click on the blue link Complete History you will see the screen below. You can place a check mark in the far left hand side, and input a quantity for RFQ, for each vendor that you would like an rfq for. Then hit Submit. Upon submittal, an RFQ is created, and can be printed, of faxed by going to Purchasing => Reports => Print RFQ s Fax RFQ s Clear RFQ s These will allow you to Print, Fax, and Clear (the last batch of RFQ s). * In order to fax we use a product called Interfax from: 30

31 Time File Login To login on a work order you must first select the type of work order it is from the dropdown and then click the Search button. Select the work order you want from the lookup screen by clicking on the work order number. Finally, fill in the employee number, operation, and department fields and click the Add Record button. Logout To logout of a work order enter your employee number and click the Submit button to bring up the work order you are currently logged into. Enter the pieces made, any miscellaneous information and then click the Save Changes button. 31

32 Sub-Assembly File Add Sub-Assembly To add a new sub-assembly you must first select the finished part s inventory number, therefore the part must already be in inventory. Enter all or part of the item s part number into the Finished Part Inventory Number field and click the button next to the field. Select the part you want from the lookup screen by clicking on the item s part number. Finish filling in the appropriate fields and click the Submit Above Information button when you are done. Add new parts to the sub-assembly by entering the quantity needed and then typing all or part of the needed item s part number into the respective fields and click the Submit button under the Enter New Part section. Then select the item you need by clicking on that item s part number. Add new processes for a sub-assembly by entering the process number, description, standard pieces per hour, and clicking the Submit button under the Enter New Process section. Cost information displays the cost to produce the sub-assembly based on parts needed and labor. The labor rate is set on the Administration page under Extras on the Dolphin menu. When you have finished entering all the necessary information for the sub-assembly click the Add Record button located at the bottom of the page. 32

33 Modify Sub-Assembly To modify an existing sub-assembly select the field you would like to search on from the drop-down, type the value you would like to search for into the field next to the dropdown and click the Search button. Select the item you want from the lookup screen by clicking on the item s part number. Modify any of the information, adding or removing parts and processes just as you would if you were adding a new sub-assembly. Click the Save Changes button located at the bottom of the page when you have finished modifying the sub-assembly. 33

34 Add Work Order To add a new work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the part you need to order by clicking on the item s part number. Enter the necessary information and click the Add Record button located at the bottom of the page. Important Fields: Length / Quantity: Number of the item that you want to order. 34

35 Modify Work Order To modify an existing work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the work order you want by clicking on the work order number. Enter the new quantity into the Modify Length / Quantity field and click the Save Changes button located at the bottom of the page. Important Fields: Modify Length / Quantity: Number of the item that you want to order. 35

36 Receive Work Order To receive a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the dropdown and click the Submit button. Select the work order you want by clicking on the work order number. The amount to receive defaults to the number ordered, however you may modify this by changing the number in the Length / Quantity Received field. Click the Save Changes button located at the bottom of the screen when you have finished. Important Fields: Length / Quantity Received: Number of the item that you are receiving. Reports View Sub-Assembly To view an existing sub-assembly select the field you would like to search on from the drop-down, type the value you would like to search for into the field next to the dropdown and click the Search button. Select the item you want from the lookup screen by clicking on the item s part number. Print Work Order To print a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the work order you want by clicking on the work order number. 36

37 View Work Order To view a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the work order you want by clicking on the work order number. 37

38 Parts File Add Part To add a new part you must first select the finished part s inventory number, therefore the part must already be in inventory. Enter all or part of the item s part number into the Finished Part Inventory Number field and click the button next to the field. Select the part you want from the lookup screen by clicking on the item s part number. Finish filling in the appropriate fields and click the Submit Above Information button when you are done. Add new parts to the part by entering the quantity needed and then typing all or part of the needed item s part number into the respective fields and click the Submit button under the Enter New Part section. Then select the item you need by clicking on that item s part number. Add new processes for a part by entering the process number, description, standard pieces per hour, and clicking the Submit button under the Enter New Process section. Cost information displays the cost to produce the part based on parts needed and labor. The labor rate is set on the Administration page under Extras on the Dolphin menu. When you have finished entering all the necessary information for the part click the Add Record button located at the bottom of the page. 38

39 Modify Part To modify an existing part select the field you would like to search on from the dropdown, type the value you would like to search for into the field next to the drop-down and click the Search button. Select the item you want from the lookup screen by clicking on the item s part number. Modify any of the information, adding or removing parts and processes just as you would if you were adding a new part. Click the Save Changes button located at the bottom of the page when you have finished modifying the part. Add Work Order To add a new work order select the field you want to search on from the dropdown, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the part you need to order by clicking on the item s part number. Enter the necessary information and click the Add Record button located at the bottom of the page. Important Fields: Length / Quantity: Number of the item that you want to order. 39

40 Modify Work Order To modify an existing work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the work order you want by clicking on the work order number. Enter the new quantity into the Modify Length / Quantity field and click the Save Changes button located at the bottom of the page. Important Fields: Modify Length / Quantity: Number of the item that you want to order. Receive Work Order To receive a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the dropdown and click the Submit button. Select the work order you want by clicking on the work order number. The amount to receive defaults to the number ordered, however you may modify this by changing the number in the Length / Quantity Received field. Click the Save Changes button located at the bottom of the screen when you have finished. Important Fields: Length / Quantity Received: Number of the item that you are receiving. 40

41 Reports View Part To view an existing part select the field you would like to search on from the drop-down, type the value you would like to search for into the field next to the drop-down and click the Search button. Select the item you want from the lookup screen by clicking on the item s part number. 41

42 Print Work Order To print a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the work order you want by clicking on the work order number. View Work Order To view a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the Submit button. Select the work order you want by clicking on the work order number. 42

43 Order File Add An Order To place an order, first select a customer by entering all or part of the customer s last (or the company s name) into the field next to Customer Name and click the Submit button. Next, select the shipping location from the drop down and click the Submit button. The customer s default ship via, salesman, and terms will be filled in automatically, but you may change these fields if needed. When you have finished filling in the fields click the Submit Above Info button. You will now be able to enter individual line items. To do so enter the quantity, select the item you want and click the Submit button. The item s information will now be displayed under the Review Order section. To remove an item from the order, simply click the Remove button on that line. Tax is based on whether or not the customer is taxable and the resale tax rate located on the Home page. To add a shipping amount to the order, type in the amount in the field next to Shipping and click the Submit button. 43

44 The Customer Credit Information section displays the customer s credit limit along with a balance of all of their open invoices including the current order. If the customer s credit limit has been exceeded the available credit amount will turn red. When you have finished click the Save Changes button located at the bottom of the page. Ship An Order To ship an order, use the search box to lookup and select the order. Next, click the box next to Ship All? if you are shipping everything in the order or you may enter the quantities of each item that are being shipped next to the items. When you are finished click the Submit button. Reports Open Orders This report not only displays your open/unshipped orders, it is also used to modify orders. To modify an order click on the order number and you will be brought to a new page from which you may modify the order. Search By Field To search for a particular order or a group of orders select the field(s) you would like to search on from the drop downs and then type the value(s) you would like to search for next to Value fields. When you have done that click the Search button. 44

45 Print Sales Order This report is similar to an invoice however it does not contain any cost or pricing information. 45

46 Print Invoice From here you may either print or a selected invoice. 46

47 Receivables Add Cash Receipts To add a new cash receipt you first must select a customer. To do so enter all or part of the customer s name into the field next to Customer Name and click the Search button. Next, click on the customer number next to the customer you wish to use. Then you will need to fill in the required fields marked with a *. Use the button next to the date fields to bring up a calendar from which you may choose your date. When you are finished click the Submit Above Info button. To enter new lines simply select an open invoice from the drop down, enter the amount paid, any allowance and then click the Submit button. If you need to change a line, click the Remove button on that line and re-enter the lines information. Note the Remaining Funds section near the bottom of the page informs you of how much money is left on the on the check. When you are finished click the Save Changes button located at the bottom of the page. Reports Open Cash Receipts This report lists all of your cash receipts where the balance is not equal to zero. 47

48 Search By Field Search button. To search for a particular cash receipt or a group of cash receipts select the field you would like to search on from the drop down and then type the value you would like to search for in the field next to Value. When you have done that click the Aging Report This report displays unpaid invoices for your customers and how long the invoice has been open for. Customer Aging Report This displays the same information as the aging report except it only contains one customer. To select a customer simply enter all or part of the customer s name into the field next to Customer Name and click the Search button. Then click on the customer number of the customer you want. Daily Cash Receipts To view cash receipts for a range of dates simply use the buttons located next to the date fields to bring up a calendar from which to select your dates. Once you have selected your dates click the Search button. 48

49 49

50 Vendor File Add Vendors To add a vendor simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Each Vendor that is stored in the database is automatically numbered sequentially. You will see the number assigned when you go to Modify Vendors. Important Fields: Vendor Name: This is the name of the vendor. GL Account #1-10: These are general ledger accounts that are associated with this vendor. Net Due Days: The number of days you have to pay invoices from this vendor. 50

51 Discount Days: The number of days before the discount is no longer valid. Discount Percent: The percent of a discount if paid within the discount days. 51

52 Modify Vendors To modify an existing vendor enter all or part of the vendor s name into the field next to Vendor Name and click the Search button. Next select the vendor you want by clicking on their vendor code. When you have finished modifying the vendor s information click the Save Changes button located at the bottom of the page. Important Fields: Vendor Name: This is the name of the vendor. GL Account #1-10: These are general ledger accounts that are associated with this vendor. Net Due Days: The number of days you have to pay invoices from this vendor. Discount Days: The number of days before the discount is no longer valid. Discount Percent: The percent of a discount if paid within the discount days. 52

53 Payables Add Payable In order to add a new payable you must first select a vendor. Enter all or part of the vendor s name into the field next to Vendor Name and click the Submit button. Next, click on the vendor code of the vendor you would like to use. Fill in the required fields and click the Submit Above Info button. Use the buttons next to the date fields to bring up a calendar from which you may select a date. Enter the amounts and general ledger accounts into the Charge To G/L Account Number section. When you are finished click the Add Record button located at the bottom of the page. 53

54 Modify Payable To modify an existing payable enter all or part of the vendor s name into the field next to Vendor Name and click the Search button. Next, click on the id of the payable you would like to modify. When you have finished making your changes click on the Save Changes button located near the bottom of the page. Use the PREVIOUS and NEXT buttons to change payables. 54

55 Pay Payables To pay open payables you must first select a range of dates. Use the buttons located next to the date fields to bring up a calendar from which you may select a date. Any payable with a net due date or discount date within that range will be selected. Click the Search button after selecting the two dates. You will now be brought to a new screen with the results of your search. Click on the check box under Pay next to the payables you wish to pay, and then click the Submit button. On the next screen review the selected payables and click the Submit button if you are satisfied with your selections. If you would like to change your selections click the Make A Change button. After clicking the Submit button your checks will then be ready to print. Reports All Open Payables 55

56 This report displays all of your unpaid payables. Search By Field To search for a particular payable or a group of payables select the field you would like to search on from the drop down and then type the value you would like to search for in the field next to Value. When you have done that click the Search button. View Payable Select the field you would like to search on from the drop down and then type the value you would like to search for in the adjacent field and click Search. Select the payable you wish to view by clicking on the id number next to the record you want. View Paid Payables This report displays all of your paid payables for a selected range of dates. 56

57 View Account Summary This report lists all the general ledger account information associated with payables for a selected range of dates. Select dates by clicking on the button next to the date fields which will bring up a calendar from which you may select a date. 57

58 Check File (Payables) View Check File This is used to view your current check file information. Print Checks This is used to print your current checks. Check Register This is a check register for your current checks. Post Check Data This posts your current check file data to the archive check file. Clear Check Data This clears out all of the data within the check file. View Check Archive This is used to view past archived check information. Check Reconciliation This is used to keep track of checks that have cleared with the bank. 58

59 Clear Checks This is used to mark checks as cleared. Print Open Checks This is used to view and/or print checks that have not cleared. 59

60 General Ledger Step 1: Add Company information. Step 2: Setup Control File for beginning and ending ranges of account numbers. This is how the reports will be subtotaled. Step 3: Fill in Period ending Dates (if different than those that are entered). The Current Period Number must agree with your accounting period. Nothing will post after that date (you cannot post more than one month s data at a time). Step 4: Enter you re Chart of Accounts. Note that provision is made to subtotal a group of accounts on the Financial Statements (use same position number for accounts to be totaled). Step 5: Modify Account Information, if needed. Company Information (1) 60

61 Control Setup (2) This file is used to setup general ledger account numbers as well as the current period and period ending dates. Note: You will need to setup your accounts before you are able to complete the Control Setup. Use the drop down under Set Accounts to select the account you are setting. Next enter the account number into the text box next to the drop down. If the account exists in the account file you will be able to click on the account number that shows up. After setting the default accounts you will have to manually enter the Chart Of Accounts Ranges and the heading you would like to show up on reports. Enter a number 1-12 into the current period field based on what the current period is. Use the buttons next to the period ending dates to bring up a calendar from which you may select a date. After you have filled everything in click the Save Changes button. Enter Dates (3) Current period Number should agree with the accounting period you are going to post. 61

62 Account File Add Account (4) To add an account simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Important Fields: Account Number: This is the general ledger account number. Sub Account is used if you are departmentalized. Description: This is the description of this account. 62

63 Modify Account (5) To modify an account enter all or part of the account s description into the field next to Account Description and click the Search button. Click on the account s account number to select the record you want. When you have finished modifying the account s information click the Save Changes button located at the bottom of the screen. All data shown in shadow is posted from the Journal File. Important Fields: Account Number: This is the general ledger account number. Description: This is the description of this account. Sub Account is used if you are departmentalized. 63

64 Journal File Add Journal Document To add a new journal document enter a description, date and click the Submit Above Info button. Your date MUST be within the current period, which is set in Control Setup. If your date is not within the current period you will not be able to continue. To add lines to the document fill out the necessary fields under the Enter New Line section and click the Submit button. If you do not select debit or credit you will be notified. To remove lines from the document click the Remove button next to that line. When you have finished entering your information and you ve made sure the balance for the document is equal to zero, click the Add Record button located at the bottom of the page. Modify Journal Document To modify an existing journal document enter all or part of the document s number into the field next to Document Number and click the Search button. Next, click on the document number of the document you wish to modify. When you have finished changing the information click the Save Changes button located at the bottom of the page. 64

65 View Journal Document To view a journal document simply enter the document s number into the Document Number field and click the Submit button. Reports Pre-Post Report 65

66 Pre-Post By Date Transaction Report 66

67 67

68 Transaction Select Trial Balance 68

69 Balance Sheet 69

70 Balance Comparison Income Statement 70

71 Month Comparison Year Comparison 71

72 Income For Year 72

73 Post Period Post Period (Sales) To post sales use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the Submit button. This will post any sales information not already posted to a general ledger document. Post Period (Payables) To post payables use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the Submit button. This will post any payables information not already posted to general ledger. Post Period (Cash Receipts) To post cash receipts use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the Submit button. This will post any cash receipts information not already posted to a general ledger document. Post Period (Payroll) To post payroll use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the Submit button. This will post any payroll information not already posted to a general ledger document. Post To Accounts File To post journal document information use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the Submit button. This will post any journal document information not already posted to your general ledger accounts. 73

74 End Period (General Ledger) End Month This clears the values for the current month. End Year This clears the values for the current year. 74

75 Contacts Add Contact To add a contact simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. 75

76 Modify Contact In order to modify an existing contact you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the Search button, and then click the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue link located to the left of the record you would like to modify. This will bring up the record s information. When you have finished modifying the record click on the Save Changes button located at the bottom of the screen. 76

77 Search Contacts Use Search Contacts to search on any combination of fields in the Contact file. Enter the data you are looking for into one or more of the fields and then click on the Search button at the bottom of the screen. This will then bring you to a lookup screen with the results of your search. Clicking on the ID of the record you want will bring you to the modify screen for the associated Contact. 77

78 Marketing Sales Rep File Add Sales Rep To add a sales rep simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. 78

79 Modify Sales Rep In order to modify an existing sales rep you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the Search button, and then click the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue link located to the left of the record you would like to modify. This will bring up the record s information. When you have finished modifying the record click on the Save Changes button located at the bottom of the screen. 79

80 Lead File Add Leads To add a lead simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. Each Lead that is stored into the database is automatically numbered sequentially. You will see the number assigned when you go to Modify Leads. Important Fields: Price Code: Use numbers 1-4 corresponding with selling price 1-4 in the inventory file. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase. Taxable: This determines whether or not to charge a customer sales tax when ordering. 80

81 Company/Last Name: If the customer you are adding is a company, enter the company s name into this field leaving the First Name field blank. If the customer you are adding is an individual, enter their last name into this field and their first name into the First Name field. 81

82 Modify Leads In order to modify an existing lead you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the Search button, and then click the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue link located to the left of the record you would like to modify. This will bring up the record s information. When you have finished modifying the record click on the Save Changes button located at the bottom of the screen. 82

83 Important Fields: Price Code: Use numbers 1-4 corresponding with selling price 1-4 in the inventory file. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase. Taxable: This determines whether or not to charge a customer sales tax when ordering. Company/Last Name: If the customer you are adding is a company, enter the company s name into this field leaving the First Name field blank. If the customer you are adding is an individual, enter their last name into this field and their first name into the First Name field. 83

84 Add Contact Leads To add a contact lead simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field must be filled in. When you are done filling in the fields press the Add Record button at the bottom of the screen. 84

85 Modify Contact Lead In order to modify an existing contact lead you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the Search button, and then click the Search button. You will now be brought to a different screen, which lists the results of your search. Click on the blue link located to the left of the record you would like to modify. This will bring up the record s information. When you have finished modifying the record click on the Save Changes button located at the bottom of the screen. 85

86 Search Contact Leads Use Search Contact Leads to search on any combination of fields in the Contact Lead file. Enter the data you are looking for into one or more of the fields and then click on the Search button at the bottom of the screen. This will then bring you to a lookup screen with the results of your search. Clicking on the ID of the record you want will bring you to the modify screen for the associated Contact Lead. Reports View Leads This report simply lists all your leads along with their billing address, phone number, fax number, and address. 86

87 Quote File Add Quotes To enter a new quote, first select a customer by entering all or part of the customer s last (or the company s name) into the field next to Customer Name and click the Submit button. Next, select the shipping location from the drop down and click the Submit button. The customer s default ship via, salesman, and terms will be filled in automatically, but you may change these fields if needed. When you have finished filling in the fields click the Submit Above Info button. You will now be able to enter individual line items. To do so enter the quantity, select the item you want and click the Submit button. The item s information will now be displayed under the Review Order section. To remove an item from the order, simply click the Remove button on that line. Tax is based on whether or not the customer is taxable and the resale tax rate located on the Home page. To add a shipping amount to the order, type in the amount in the field next to Shipping and click the Submit button. When you have finished click the Save Changes button located at the bottom of the page. Open Quotes This report not only displays your open quotes, it is also used to modify quotes. To modify a quote click on the quote number and you will be brought to a new page from which you may modify the quote and/or convert that quote into an order by clicking on the Convert button located at the bottom of the screen. 87

88 Reports Posting Post Commissions Sales Sales Ranking YTD (Cust) Sales Ranking YTD (Cust) ranks customers by their current year to date sales. Sales Ranking YTD (Rep) Sales Ranking YTD (Rep) ranks customers by their current year to date sales, but customers are grouped by the sales reps they are assigned to. Rep Ranking YTD Sales By Part For Customer Sales By Part For Customer breaks down the items a selected customer purchased for a selected date range. 88

89 Commission History Invoicing By Customer Invoicing By Customer show you how much was invoiced to each customer for a selected month. Choose any day in the month you would like to select and click the Submit button. Open Orders By Customer Open Orders By Customer shows you how much in open orders each customer currently has. A/P A/R Monthly Invoicing Commissions Report 89

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