Business Management Online

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1 Business Management Online Version: User Guide Version page 1 of 93

2 Table of Contents Summary 1 Business Management Online (BMO) Starting BMO Quotation Starting BMO Inventory Items Vendors Inventories Contacts Making Sales P.O.S (Point of Sales) P.O.S Terminal Starting BMO e-leave Starting AlienMailer Starting BMO CRM Starting isms...90 Version page 2 of 93

3 Table of Contents Business Management Online (BMO)...6 Registration...7 Company Information...8 Letterhead...8 Deduct Item Quantity Type...9 BMO upgrades...9 Starting BMO Quotation...10 Register BMO Quotation...11 Setting up Quotation Template...11 Create Quotation...11 Starting BMO Inventory...15 Setting up inventory locations...16 Setting up Categories...16 Setting up Units...17 Permission and users...17 Group permissions...17 Employees...18 Items...21 New Item...22 Manufacturer code...22 Physical check...22 Serial control...22 Unit Conversion...23 Item list...23 Composite Item...23 Item Selling Price...24 Reorder Alert...25 Item cost...25 Fix Cost...26 Average Cost...26 Vendors...27 New Vendor...28 Vendor List...28 Vendor Cost and Item...29 Inventories...30 Order and Receive...31 Receive item without purchase order...31 Purchase Order...32 Receive Item with P.O...33 Item on hand...35 Detail Transaction...35 Contacts...36 New contacts...37 Version page 3 of 93

4 POS synchronization...38 Contact Group...38 Private and public contact list...39 Customer service history...40 Making Sales...41 New invoice...42 New Cash Sales...43 Official Receipt...44 Delivery Order...45 Outstanding...47 Sales Report...47 P.O.S (Point of Sales)...49 P.O.S Terminal...50 Installation...51 Register & Activation...52 Payment...54 Synchronization...55 Petty cash setting...55 Setup P.O.S template...55 Barcode scanner...57 Printer...58 Cash Drawer...58 Stand Display...59 Sales...59 Order Mode...60 Inventories...61 Contacts...62 Receipt list...63 Starting BMO e-leave...65 e-leave registration...66 Subscribe e-leave module...67 Setup e-leave...67 Leave Type...67 Employee Type...69 Work Pattern...70 Holidays...70 Leave Template...71 Employee...72 Approval set...75 E-leave...76 Leave Calendar...77 Starting AlienMailer...78 AlienMailer registration...79 Version page 4 of 93

5 SMTP setup...79 Mailing List...81 Mail Template...82 Contacts...82 Contact List...82 Send Image Progress Report...85 Starting BMO CRM...86 Employees...87 Contacts...87 Case...88 Tasks...89 Starting isms...90 Starting SMS...91 Send SMS...91 Display Numbers...91 BMO SMS...93 Version page 5 of 93

6 Business Management Online (BMO) Registration...7 Company Information...8 Letterhead...8 Deduct Item Quantity Type...9 BMO upgrades...9 Version page 6 of 93

7 Registration BMO is a cloud application design for small and medium enterprise. It is software that is covering day to day corporate operations, inventory management, marketing, membership and accounting. To register an account to start using BMO, please visit the main web site of BMO at For specific module, it is located at Module Web site Simple Inventory Module Marketing Module Simple Quotation Module or E-Leave module or Simple CRM Module Bulk SMS The registration is free, it has 30 days free trial. Anytime of the trial period, users can make payment to continue using credit cards or bank in directly. The registration process is simple, fill in the form at the specific web site and one confirmation will be send to your account. Activate the account, and then login to use the registered features. Illustration 2: Login Form Company code is unique through out the whole system. Every company that register with BMO will provide one unique company code for login purpose while registration. Illustration 1: Registration Form Version page 7 of 93

8 Company Information After initial login, user shall update the company information. The company information page can be found at Admin Company Info Illustration 3: Company Info Form Letterhead Please create a letterhead of 700px width * 80px height, a jpg or png (picture) file and upload the letterhead at company info page as above. After the upload of letterhead, the image will be use in quotation, invoices, delivery order etc. Illustration 4: Letterhead Version page 8 of 93

9 Deduct Item Quantity Type There are two types of scenario where company would like to deliver the item once issue cash sales or invoice or deliver later. The setting can be found at the company setting page. This should be done just once and should not change documents have been issue, or else the quantity on hand will not be tally. Illustration 5: Deduct Qty Type BMO upgrades BMO is a multi-modules cloud application. It is the nature for cloud applications to evolve faster than traditional software. Therefore, some of the field and check boxes may be different from the screen at the right. And there are some parameters which may not seems to relate to traditional inventory system, such as PIN, Utility Bill, Supply from Location and other. Please bear in mind that user just have to skip the column, if any further information is needed, BMO team welcome any inquiries from users. At the same time, BMO team will keep on upgrading the software, and make sure it does not affect any users. We will keep on adding information and guides for users to keep up with the upgrades and features. Version page 9 of 93

10 Starting BMO Quotation Register BMO Quotation...11 Setting up Quotation Template...11 Create Quotation...11 Version page 10 of 93

11 Register BMO Quotation The BMO quotation can be register via web site listed above. After the registration, and confirmation, user can login to the BMO at the web site listed at registration section. After the registration, user should create letterhead, upload it via company info page. Eventually, we are ready to begin configure quotation template. Setting up Quotation Template The quotation template contains term and conditions and running number of the quotation. Illustration 6: Quotation Template After the configuration, user can proceed to Item section to create and price the item, please refer to the content. Contact section to create new contact, please refer to the content. Create quotation and print out. The quotation module is a small module in BMO, therefore, some of the features may not be available. If there is a need to add features, user can always go to add module page to subscribe a new module. Create Quotation After user have created the item (refer to item section), the user should have some item in the item list. The screen shot below one item in the item list. This is the item that we are going to create a quotation on. Version page 11 of 93

12 Illustration 7: Item list To create quotation, the contact must exists. Therefore, user will need to create a contact before creating quotation. Follow the Contact section for any further information. Illustration 8: Contact list After the contact and the item is created, we proceed to create the quotation. Go to Activity Quotation New Quotation. The new quotation screen will appear as shown below. Select the contact and select the item to sell. There will be a text box for item description and user can modify the fields accordingly. Illustration 9: Quotation item Version page 12 of 93

13 Illustration 10: New Quotation The parent quotation field will help user identify the evolution of the quotation. Keep the old quotation number at this field. After the quotation saved, the quotation will appear at the quotation list. Illustration 11: Quotation list View it or viewpdf to print a PDF. If user prefer to print the screen to PDF, we recommend to install CUTEPDF software from online The software will convert printable document to PDF. Version page 13 of 93

14 Illustration 12: Quotation PDF Finally, print out the quotation and send to your customers. Version page 14 of 93

15 Starting BMO Inventory Simple inventory module can be registered at on registration, users will have 30 days free trial. Setting up inventory locations...16 Setting up Categories...16 Setting up Units...17 Permission and users...17 Group permissions...17 Employees...18 Version page 15 of 93

16 Setting up inventory locations After successfully login, a clean dashboard will appear. Illustration 13: Simple Inventory Dashboard Go to item Inventory Inventory List to create and manage inventory location. Inventory is the location where goods are stored. By default, there is an inventory location preset which is the main location. To edit the name and address, click on edit, and to add a new location, click add. Items inside the inventory location is transferable via request and issue mechanism which will be discuss later. If any business need to store the goods at more than one location, and the goods will be deliver from those locations, this is the form for adding new location. Setting up Categories Each item can be categorize. There are two types of grouping available namely Category Type. Each of these are customizable. It is important to create some correct categories for your goods before we begin to use the system. To setup new category, goto item item item category. The new item category form will appear. Fill in the necessary column to begin. Category name is the most important as it is the one we use to display item in P.O.S (point of sales) terminal. Item Type Item type setup can be found from menu. Goto item item item type. Illustration 14: New Category Form Version page 16 of 93

17 Save new item type and view all the types from the list. Setting up Units Every item in BMO is able to present different units. There are some predefined units entered for users when the user setup their company. The units can be found at item item Unit Setup The units will be use to do conversions and perform sales. Every Item will have one base unit where it is setup at New Item page. If the default unit is sufficient, users may not need to setup additional units. Illustration 15: Units Permission and users By default, the registered user is the administrator. After login, the group permission name is shown on top of the screen. Illustration 16: Permissions Click the Perm URL, will brings user to group permission setting. The group permission setting can also be found at Admin Permission Setting Group Permission. Group permissions Every users that able to login to BMO need to be assigned a group permission. From the group permission, administrator define Menu and pages that is visible to the group Permission to edit, create and delete data Version page 17 of 93

18 Permission to share data Illustration 17: Group Permission To create new permission, duplicate and edit the group information is the only way. If there are needs to edit permissions group, click edit to show the edit screen. Select the menu that user authorized to view and then save it. After saving the new permission setting, the user will have to re-login to apply the setting. The BMO system will refresh session every one hour. If there are no activities within one hour, the user will have to re-login. Employees In BMO context, employees are the admin that able to login to the system. The operator, the cashier and your members, if any of them are authorize to login to the system is consider employee. However, the employees are categorized using the permission group. BMO system is able to support multiple branches, however for different modules, maximum branches are limited. Some version of BMO provides setting for corporate structure where administrator will be able to setup Department Section Inside a branch. Illustration 18: Edit Group Permission Version page 18 of 93

19 Illustration 19: Employee List Employee list show full list of the employees within the company. Illustration 20: New Employee Form To add new employee, go to Employee new employee. A new employee form will show. There will be a lot of columns available. Some of the columns may be extra and only functional in other modules, nevertheless, BMO team will keep upgrade and make sure it Version page 19 of 93

20 will be even more friendly without losing any data. Therefore all upgrades will be save from data loses. To set group permission for the employee and change password. Please find the tab System Account at the BMO new employee or edit employee form. Illustration 21: System Account Version page 20 of 93

21 Items New Item...22 Manufacturer code...22 Physical check...22 Serial control...22 Unit Conversion...23 Item list...23 Composite Item...23 Item Selling Price...24 Reorder Alert...25 Item cost...25 Fix Cost...26 Average Cost...26 physical check and serial production Version page 21 of 93

22 New Item Every company within BMO have a main item list. The item list is a complete set of items covering goods to sell and assets. The item may be intangible and tangible item. It can be categorized by selecting the correct category. Go to Item item new item Illustration 22: New Item Form Fill in the correct information and save it. Each Item Code must be unique. After new item has been saved, BMO will automatically setup a price for the item in the main location. The price is 0.00 and user can continue or edit the price. Please refer to the illustration below and the Default Item Price section Manufacturer code Manufacturer code in BMO is use to identify the item from barcode scanner. BMO system is able to generate barcode based on the manufacturer code entered. Physical check If the item need to be available before able to sell. Please check the option. Serial control If the item is a serial control, BMO system will force users to enter serial number when receiving the item. When selling the item, serial number needs to be enter as well. The serial number list can be found from the menu or item list. Version page 22 of 93

23 Unit Conversion Illustration 23: Unit Conversion For every item, user can set up unit conversion at new item page. The user can modify it anytime. Item list Item list is the complete list of goods within company. The list can be found at item item item list Illustration 24: Item list From the item list, user will found many information by clicking on the links shows on the screen. Composite Item A composite item is a combination of multiple items. In BMO context, we treat composite item as product of production lines. However, a composite item is also a product to sell. For example, a computer is a composite item of Monitor Version page 23 of 93

24 Keyboard CPU Mouse To build a composite item, we start from new item page, go to the composite item tab and start adding the item. The component list is called BOM (bill of material) Illustration 25: Composite item After the item has been setup. There is no quantity available yet. User still need to proceed to order and receive the item. The detail discussion is at the inventory section. Item Selling Price User have to define item selling price once the general information has been saved. BMO system will bring user to item price location page. The main function of this form is for user to define selling price for the item at specific location. The picture below shows that there are two inventory location, and both have different price. If price is not defined for the location, the location cannot sell the item. There are multiple parameters user can define for the location. However, another important parameter is the membership price. If membership module is activated, user can define membership price for the item at the specific location. Version page 24 of 93

25 Illustration 26: Item Price Location Reorder Alert The reorder alert parameter can be found at the picture above. It is the item selling price attachment form, by setting the reorder level, the reorder alert widget is activated. When user login to the BMO system, the reorder widget will shows item to order and quantity on hand. Illustration 27: Reorder alert Item cost There are two types of item cost can be found at the BMO inventory system. Fix cost Average cost Version page 25 of 93

26 Fix Cost When user define selling price at the item price location attachment form, a fix cost can be entered at the same time. If it is average cost, the cost field is left empty. Average Cost Average cost is calculated by dividing total cost with total quantity received. Both price shows at item on hand page and 'sales report page Item Inventory On Hand Summary Illustration 28: Cost at Item on hand The cost is calculated real time according to the definition at item price page. When user make sales, the cost are reflected at the report too Receivable Report Sales Report Illustration 29: Sales Report Version page 26 of 93

27 Vendors New Vendor...28 Vendor List...28 Vendor Cost and Item...29 Vendor report Version page 27 of 93

28 New Vendor To create vendors in BMO, the first thing would be login to the system and then go to menu Vendor New Vendor Illustration 30: New Vendor The vendor must be approved to supplying goods to the company. Vendor List Vendor list shows approved vendors and more information. Illustration 31: Vendor list Version page 28 of 93

29 Vendor Cost and Item Each vendor can supply multiple items to the company. Only vendor that attached to the item is able to receive purchase order from the company. In order to attach vendor and item, please edit the item at item list or click on the vendor link at item list. Illustration 32: Attach vendor Illustration 33: Vendor cost and item While attaching the vendor, BMO lets user enter the cost of purchase to the item. It is then use for purchase order. Version page 29 of 93

30 Inventories Order and Receive...31 Receive item without purchase order...31 Purchase Order...32 Receive Item with P.O...33 Item on hand...35 Detail Transaction...35 Inventories On hand Adjusts Requests Issue Stock check detail item transaction Version page 30 of 93

31 Order and Receive After define the item in new item, define the price and location, we are ready to sell the item at the specific location. However, we need to have items on hand in order to make sales. But, if the item is not physical control, or it is intangible, we can make the sales now. There are a few ways to increase item quantity on hand. Receive item without purchase order Receive item with purchase order Issue and receive item Item adjustment Unpack a composite item Item production To reduce item quantity on hand, BMO provides a few method as well. Selling via invoice (optional) Selling via cash sales (optional) Deliver the product via delivery order Issue the item out Selling via P.O.S terminal Item adjustment Receive item without purchase order Go to item list at item item item list Find the item you want to receive, and then click the receive item URL beside the row. Put in the relate information accordingly. Tracking number is just a reference number for tracking purpose. The cost will be use for calculating average cost, but not the fix cost. Please refer to section pricing later. Immediately after successfully receive the item, BMO brings up an on hand list of the item. Showing current quantity on hand. Version page 31 of 93

32 Illustration 34: Receive item w/o P.O Illustration 35: On hand To show the on hand list, user may find on hand link at item list too. Purchase Order If user have setup the approved vendor list, and attached the vendor the items, the user can issue purchase order to vendor, go to. Vendor Purchase Order Illustration 36: Purchase order Version page 32 of 93

33 The purchase order can then be view or print out as PDF file. Illustration 37: Purchase Order List Illustration 38: Purchase Order PDF If the purchase order exists for the item, when user open Receive Item form, the purchase order will appear at the top section. Receive Item with P.O if there are P.O for the item, the P.O will appear automatically on top section at receive item page as shown in the picture below. Version page 33 of 93

34 Illustration 39: Receive Item with P.O. The receive item page with P.O may look different. BMO assume that the P.O may be receive in multiple times. Therefore, user can edit and add the quantity anytime. Illustration 40: Receive P.O After the receive, user should always take a look at the item quantity on hand. The quantity will increase and the cost will be different if user are using the average cost. The cost will be re-calculated. Version page 34 of 93

35 Item on hand After we define the price for the item at the location, we can find the item on hand when we have started transaction on the item. The transaction include receiving the item, making sales and etc. The item transactions list down detail in and out of the item. To get a full list of on hand item, go to Item inventory on hand summary Illustration 41: On Hand Summary It shows a list of the on hand item and detail transaction shows in/out of the item. Please take note that the cost shown are the cost defined at item price. The cost may be fixed cost or average cost accordingly. User can change the unit to show the on hand quantity as well. If user would like to view detail information or in and out of the item, click on Detail Trans to show detail transaction report. Detail Transaction Illustration 42: Detail Transactions Detail transaction shows all transactions. Version page 35 of 93

36 Contacts New contacts...37 POS synchronization...38 Contact Group...38 Contacts...87 Employee permissions Personal Enterprise Version page 36 of 93

37 New contacts Contact is a list where customers and non customers are listed. The list can be categorized by contact group. To insert new contact, go to Contacts new contact Illustration 43: New contact Key in all the information, after save it, it is easy to find the information at contact list. Illustration 44: Contact list Version page 37 of 93

38 The contact list can be configure to be unique for each sales person or in BMO context, employee. The contact list is generally shared across whole BMO, multiple modules and documents will be using the same contact list including Quotation Invoices Receipts Cases Tasks etc. POS synchronization If user sign up for offline POS terminal, all contacts from offline POS terminal will be sync here. Basically, user will have two copies, one in offline POS and one online. Contact Group Contact group helps users to group contacts together, the group can be define at Contacts Contact Group Illustration 45: Contact Group Once user have the group, the user can then assign the contacts to group or multiple group. Please refer to the illustration New contact above, there is a Add button for the contact group. User can define types of hobbies, car and etc at the group. The contact group can be use to filter the contact list. There are also multiple filter can be use to filter the correct group of customers you want. The filtered list can be use to do marketing and sms marketing and etc. Version page 38 of 93

39 Illustration 46: Contact List The contact list can be private public Private and public contact list Private contact list meant to be view and edit by the specific person(employee). Public contact list can be view by a few people. By default, the contact list are common, doesn t own by anybody. However, once the Illustration 47: Assign Contact contact is assigned, the contact will be view only by the assignees. User can assign a contact from assign function at Edit contact page. A contact can be assign to multiple people. Version page 39 of 93

40 Customer service history BMO contact list provide an easy way to record customer service history. By editing the customer, the user can enter any sorts of information Illustration 48: Customer Service History The customer service history can be view and edit anytime. This shall help user to find service records and all sorts of information related to customers. Version page 40 of 93

41 Making Sales New invoice...42 New Cash Sales...43 Official Receipt...44 Delivery Order...45 Outstanding...47 Sales Report...47 Version page 41 of 93

42 After several setup, we can start to make sales. New invoice Illustration 49: New Invoice go to Invoice New Invoice Fill in the data, the customer field is extracted from contact list. If the customer have a sales order with the company, user can select the sales order to attach together with the invoice too. Once the invoice is saved, the invoice will appear at the invoice list for further action. Illustration 50: Invoice List The main concern for invoice is the payment. As we can see from the list above, the invoice INV is not fully paid. The payment can be made by opening official receipt. The invoice can be printed out as PDF to send or to customer. Version page 42 of 93

43 New Cash Sales User open cash sales if there is no pending payment. Find the cash sales at menu Receivable Cash Sales New Cash Sales, For general use, please create a contact call Cash Sales. Illustration 51: Cash Sales After the cash sales has been created, it can print out as PDF too. All cash sales are fully paid, that is not pending amount show at cash sales list. Illustration 53: Cash Sales PDF Illustration 52: Invoice PDF Version page 43 of 93

44 Illustration 54: Cash Sales List Official Receipt When a customer make payment, company need to open official receipt as a prove of payment. The official receipt can be found at Receivable Receipts New Official Receipt Illustration 55: New Official Receipt When a customer is selected, the outstanding invoice will appear below. Input the total payment made and the value paid at the invoice. After saving, user can print out the receipt in PDF or normal view. Version page 44 of 93

45 Illustration 56: Official Receipt PDF As usual, there is an official receipt list listing all the receipt and information. The list show POS, Cash sales and official receipt together. Illustration 57: Receipt List Delivery Order After we have made sales and open invoices, the item is not delivered yet. So, we still Version page 45 of 93

46 have the item on hand. To deliver the item, we open delivery order. Go to Receivable Delivery Order New Delivery Order Illustration 58: Delivery Order Only items that are purchased by the customer appear at the item list. After saving the delivery order, we visit delivery order list. Illustration 59: Delivery Order List Version page 46 of 93

47 Illustration 60: Delivery Order PDF We can print the delivery order as PDF. Now, we can find the outstanding item we owe to the customers. Outstanding Go to Receivables Delivery Order Outstanding Illustration 61: Outstanding The list above shows that customer e1 ordered 2 item ac1 and one delivered while another one still pending. Sales Report After all, the most important report is the profit report. In BMO, we have one of the most comprehensive sales report. Version page 47 of 93

48 Illustration 62: Sales Report Go to Receivable Reports Sales Report The report, show profit for each sales, combining P.O.S, Cash sales and invoice. Version page 48 of 93

49 P.O.S (Point of Sales) Receipt list Petty cash Payment Type Version page 49 of 93

50 P.O.S Terminal Installation...51 Register & Activation...52 Payment...54 Synchronization...55 Petty cash setting...55 Setup P.O.S template...55 Barcode scanner...57 Printer...58 Cash Drawer...58 Stand Display...59 Sales...59 Order Mode...60 Inventories...61 Contacts...62 Receipt list...63 multiple payment method, Data backup Version page 50 of 93

51 Installation Illustration 63: BMO-POS Terminal BMO POS terminal is able to support standard hardware including touch screen monitor, barcode scanner, one or two receipt printer, cash drawer, stand display and even dual monitor. Installation steps 1. Get the application setup file, click and run it. Follow the instruction. 2. If the computer is running on 32 bits, or if you found errors pop up, most probably you are using 32 bits windows. Please download the SQLite Framework 4.0 from and run the installation. Illustration 64: Sample error message The above error shown because user lack an sqlite framework 32 bits. Once you Version page 51 of 93

52 see the error, please down load the installation file at Other drivers also available there. Please contact us if any driver is missing. 3. Once done, please make sure the application is able to create folder pos at C:/ drive. (if you are administrator, it would be fine) After installation, a desktop icon and a start up icon will be created. Click the icon to run the application. The offline POS is running on Microsoft Dot Net framework, if the system does not contain Dot Net Framework, then the installer will prompt download instruction and proceed to the installation. Register & Activation When the application run for the first time, an alert message will show. This is because the application failed to find the setting file at C:/pos. Proceed to the setting to fill in all information and sync for the first time. Please make sure the system is online too. After the alert, it prompts user to enter initial setting information. There are a few crucial information needed to key in to the system before everything can start. Company ID The company ID can be found from online system. Login to the system and go to page Admin Branches, refer to illustration below, find the company id and key in to the system Company Code Company code is the code user use to login. Admin ID Key in the initial registered admin username here. Admin Password Key in the admin password here. Branch ID Find the branch ID at Admin Branches page, the page will be the same as illustration below. The other setting are self explainable, if any questions arise, please contact administrator at Version page 52 of 93

53 Illustration 65: Company ID Illustration 66: Offline POS Setting After all setting done, the system will sync for the first time. Eventually, a login screen will pop up, waiting for user to enter correct username and password. Version page 53 of 93

54 As notice, there is a line stating: Please register to enable login button, upon registration, you will have 30 days free trial. Next, click on the register button and the system will attempt to register itself with BMO server. Again, please make sure the system is online. Once the registration is successful, login button is enabled and user can login now. Payment The payment can be made from online. Login to the system to make payment. Go to page Admin BMO Modules Illustration 67: BMO Modules Select the modules and click Pay to pay with credit card. After the payment, click Activate button at login page. Version page 54 of 93

55 After the activation, the POS terminal will be free for usage within the computer. Synchronization Illustration 68: POS terminal Initial synchronization is crucial to start the P.O.S terminal. The synchronization will download all the setting and items from BMO online. Firstly, please click the Sync button to start the synchronization. The synchronization download relevant data from online. After that user can re-login to load the latest data. Any error within synchronization may cause the database to corrupt. Please take note. Petty cash setting Petty cash is the collection of money that POS terminal received when making sales. For each terminal, there must be a petty cash IN account and petty cash OUT account. The BMO POS module supports multiple POS terminal in one location. Setup P.O.S template Login to BMO online. Find the POS menu at POS pos template Version page 55 of 93

56 Illustration 69: POS template Setup of POS running number and petty cash IN and OUT account is in the form. We will need a Label or account code for petty cash IN and one for petty cash OUT. Illustration 70: New Petty Cash IN OUT Code Go to BMO Online, Journal Chart of Account New Account Code Create two account code at general ledger account and then move to POS template. Inside the POS template, select the account code for petty cash in and out then save it. After the petty cash account has been saved, we need to sync the data so that the POS terminal have the setting. This may be done before the initial sync. Version page 56 of 93

57 Illustration 71: Petty Cash Setting Once the sync has been done, we need to set the petty cash IN and OUT account code to the offline terminal. Login to offline terminal, go to Petty Cash Setting Illustration 72: Petty Cash Select the Petty Cash Account for petty cash IN and Petty Cash Account for petty cash OUT. Then save it. This will be the default account for IN and OUT. Every time the system make any cash transaction, a line of credit or debit shows at the petty cash screen. Barcode scanner Standard barcode scanner can be use within the system. The design of BMO system allows scanning of any barcode at Manufacturer code section. Version page 57 of 93

58 Illustration 74: Scan receipt no Illustration 73: Scan manufacturer code This easily speed up the whole searching process. At the same time, the receipt number can be scan as well. Normally the receipt number only need scanning if it is at order mode which is issue receipt first, receive payment later. Printer Offline POS terminal allows user to set two printers. It is designed to print our receipt and ingredients at the same time with two printers. However, user can choose to not activate two printer but just use one. Illustration 75: Printer Setting The setting can be found at setting page via Setting button at login form. Receipt printer, Default printer use for printing receipt. If it is left blank, default printer will be use. Normal A4 printer is also able to print out receipts. Item printer will print out ingredients. It is only active if option Print Item Separately is checked. If it is left blank, default printer will be use. Cash Drawer We recommend printer driven cash drawer. This is one of the most common cash drawer available in the market. The setup is easy, after the cash drawer is connected to the printer, go to the printer property page to setup the cash drawer behavior. Illustration 77: Epson printer setting Illustration 76: Cash drawer Version page 58 of 93

59 There are many types of printers available in the market, the settings are varies. However, the above illustration shows EPSON's setting for drawer. Stand Display Illustration 79: Stand Display Setting Illustration 78: Stand Display POS terminal supports standard stand display. To setup the display, simply goes to Setting form. The standard baud rate for stand display is However if your model is different, please change it and inform us. The system also support dual monitor. Sales After synchronization, and all the setting done, users are ready to make sales. By selecting the category, and item, user can make sales just by entering the amount of payment paid and click Enter. Version page 59 of 93

60 A receipt will be generated and print out once the user make payment. At the same time, the petty cash will increase and the amount will show on the screen. Illustration 80: Receipt Order Mode Order mode is designed for creating orders before making payments. The POS Terminal can only accept one mode at one time. To set the order mode, go to setting and check the option Order Payment Illustration 81: Order mode Illustration 82: Receipt After the mode change, you will see the Enter button changed to Order. Continue with all the process. Make sales as usual and print the receipt. How the receipt will be printed but no payment is needed. The receipt will be printed without payment. When the customer is ready to make payment, key in the receipt no on top of the system and retrieve the receipt. Once the receipt is found, the form will be loaded with the receipt information. Version page 60 of 93

61 User can update the receipt by entering new item or remove any item. However, to make payment, just enter the amount at tendered and click pay. The receipt will be printed out and consider payment done. Illustration 83: Retrive receipt. Inventories Inventory shows all the items on hand in the current POS terminal location. By clicking the inventory, a screen with inventory list shows. Version page 61 of 93

62 The barcode can be printed and the item is able to show composite item, and multiple quantity. There are multiple variables can be customize in this page, changing item name, receiving goods and other. Illustration 84: Receive Qty Illustration 85: Quick Receive Contacts To know the customers, POS terminal provides a contact list. The contact list is crucial for multiple payment method. There are several payment method supported by POS terminal. However, the contact list is sync with online contact list mention earlier. Every contact that is modified and added will be sync with online. Version page 62 of 93

63 When users are using the payment method such as Debt, a contact must be added. Receipt list Receipt list shows all the receipt that has been generated. From the receipt lists, users can export reports to CSV format which can be open by excel or open office. Illustration 86: Exported Data Version page 63 of 93

64 After the synchronization, with the online system. All the receipt will appear online at POS Receipt list Illustration 87: Online Receipt List All the reports including profit reports, daily sales report can be found from receipt list. By filtering the receipt list, user can sort out all kinds of reports. Version page 64 of 93

65 Starting BMO e-leave BMO e-leave module can be registered at upon registration, users will have 30 days free trial. e-leave registration...66 Subscribe e-leave module...67 Setup e-leave...67 Leave Type...67 Employee Type...69 Work Pattern...70 Holidays...70 Leave Template...71 Employee...72 Approval set...75 E-leave...76 Leave Calendar...77 Leave report leave adjustment approval reminder file upload Version page 65 of 93

66 e-leave registration BMO e-leave module enables companies to manage their employees leave entitlement via online system. Using e-leave system, the employee and company can easily apply leave, approve leave, view leave policy and get reports in real time. The approach will save a lot of administration time and cost. The e-leave module can be register via web site at After registration, an activation will be sent to user's in-box. After activation, user can login to the system at or After initial login, user will find the dashboard and menu. Illustration 89: e-leave screen The menu and dashboard may change from time to time because of improvement and customization. If found anything wrong, please do not hesitate to contact MobiWeb admin. Illustration 88: Register e-leave Version page 66 of 93

67 Subscribe e-leave module go to page Admin BMO modules select the module and subscribed period and click on pay. To change any company information, please refer to section Company Information at Business Management Online (BMO) above. Setup e-leave After login to the system, we need to perform initial setup. This is only done once. Leave Type Leave type define what kind of leave the company have and the rules. Visit menu HR Leave Setting Leave Type Version page 67 of 93

68 Illustration 90: Leave Type Setting At the left are all the types that supported by default. Click on the type and BMO shows the detail. Parameters Description Leave Type The name of the leave Leave Code Short code of the leave Leave Description Description of the leave Apply Before (days) How many days the leave have to be applied before the leave start date. Apply After (days) How many days the leave can be re-apply after the start date. Allow Carry Forward Do the leave allow carry forward. Max Carry Forward (days) How many days the leave allow carry forward. Carry Forward Range (last year) (days) In days, the leftover can be calculate for carry forward. For instance, just the leave earned after 200 days are allow to be carry forward. Carry Forward Lifetime (days) The carry forward of the leave days will be forfeited after how many days Parent Leave Type The type that can be use to replace itself. For instance, annual leave is parent leave for emergency leave. Version page 68 of 93

69 Allow CF Exceed Entitlement Allow carry forward to exceed the total entitlement. (future enhancement) Earn Method How does the leave is earned, typically other than annual leave, all leave are earned yearly and annual leave is monthly. One Time Usage If it is one time usage Allow Apply By Own Allow user to apply themselves Allow Apply By Supervisor Allow only apply by supervisor Display on Web (future enhancement) The leave entitlement for employee type are different. It is shown at the right side of the page. The leave entitlement table shows that the permanent staff have 12 days from 1st year to 2nd year, so on and so forth. It is editable by clicking Edit Illustration 91: Leave Entitlement Illustration 92: Leave entitlement update Employee Type The BMO e-leave system initiate a few employee type. Found the employee type list at Employee Employee Type Version page 69 of 93

70 Illustration 93: Employee Type User can easily create and edit new type according to the company needs. However, after the employee type has been used, it is not encourage to make changes as the changes will affect all the historical data. Work Pattern Work pattern define day and time the employee work. This is essential for e-leave to work correctly. For example, we do not want employee to apply leave on Sunday. Illustration 94: Work pattern The date and time can be edited for different employee type. Holidays Holiday or in BMO term, we call it events. Holiday is one of the event that is happening in the company. There is a list of events in company which can be found at HR Company Setting Company Event List The list should be empty initially, so, we will need to create some events first. We can Version page 70 of 93

71 create it manually or import it from a CSV (comma separated value) file. The import page will looks like this Illustration 95: Event list events Illustration 96: Import After import the events, the event list will be filled. The event list is important because it determines the date employee can take leave or it is a holiday. Leave Template Leave template is the template we send to superior for leave approval, and receive for leave confirmation. The leave template can be found at HR Leave Setting Leave Template Illustration 97: e-leave Template Version page 71 of 93

72 Employee Next, we will create employees. Find the menu at Employee new employee Illustration 98: New employee (e-leave) The significant different while creating e-leave employee is the system account. The employee must have a system account to apply leave. Therefore, the system account must be created. At the same time, user have to specify employment information at the employment tab. Employment type define how many leave user entitle and work pattern define employee work days. Leave approval type define how the leave will be approved. The approval may be different level, different group, combine approval or alternate approval. What the employee sees when the employee login is defined by employee's group permission. The group permission can be define at Admin permission group permission. Version page 72 of 93

73 Illustration 99: Employement Tab After that, the employee exist in the employee list. From the employee list, we can examine leave policy from clicking the leave in the list. Illustration 100: Employee list From the initial leave policy, we will find that the annual leave is still zero. This is because the annual leave is earn monthly, next month, the user will have 1 day. Version page 73 of 93

74 Illustration 101: leave Policy After 1 month, 1 day will be added to the earned column. Illustration 102: Personal Leave Table Version page 74 of 93

75 Approval set Approval set is use to define the approval for the employee. It is capable to set unlimited upper level and unlimited group. Please find the menu at HR Leave Setting Leave Approval Set Illustration 103: Leave Approval Table The leave approval table shows that HPE5 or T2 have to approve then it will move up to T3. Illustration 104: Approval Table Setting To set the approvals, fill in the approval, level and group. ** All group has to pass before moving to the next level. Please play with the setting and find the approval table above to reflect the changes. Once the approval set is done, we use it when we create new employee. Version page 75 of 93

76 E-leave When the user earn their leave. They can apply via web application. Employee must login to BMO at or After login, the employee will have the menu as defined in group permission. Take Leave To take leave, find the menu at: e-leave apply leave Illustration 105: Take Leave Once the leave is taken, will be sent to superior for decision. The will look like picture below. The superior have the option to approve or reject the application directly from the mail box. If the user decide to cancel the leave, the user can go to e-leave my e-leave All the leaves taken by your team will be shown, Admin can resend approval if anything happen, or cancel any leaves that has not been approved. Illustration 106: My e-leave Version page 76 of 93

77 Illustration 107: Leave Approval Leave Calendar Leave calendar shows all leave taken in the company. Find it at e-leave leave calendar Illustration 108: Leave calendar Version page 77 of 93

78 Starting AlienMailer BMO Alienmailer module can be registered at upon registration, users will have 50 credits for free trial. AlienMailer registration...79 SMTP setup...79 Mailing List...81 Mail Template...82 Contacts...82 Contact List...82 Send Image Progress Report...85 Version page 78 of 93

79 AlienMailer registration The AlienMailer module is design for bulk purpose. The module is hosted at User may register an account via 50 credits are given free for every registration. If user tried the service and like it, they can purchase credits via credit cards or other means of payment method. The payment page is located at Admin BMO Modules Illustration 109: Payment Select the module and click pay to proceed to credit card payment page. SMTP setup if you like to use your own SMTP, you may setup here. However, Alienmailer provide user Version page 79 of 93

80 with a ready SMTP server for outgoing s. The SMTP setup can be found at Setup SMTP Setup Illustration 110: Alienmailer SMTP server The most important parameter to fill in at SMTP setup form is the Reply To field. Basically the reply to field indicate where the user should reply to. Illustration 112: Reply to address Illustration 111: SMTP setting Please click Edit link at the SMTP list to edit the information. You may want to change Reply to Test address Version page 80 of 93

81 Mailing List Go to Setup Mailing List New Mailing List to setup mailing list. Illustration 113: New mailing list The mailing list is use for newsletter subscriptions and grouping purpose. The list can then be found at the 'view mailing list page. We can import data to the mailing list, creating custom mail merge by uploading CSV files. Illustration 114: Custom mail Merge Later we will add contacts to the mailing list. Version page 81 of 93

82 Mail Template Illustration 115: Template Mail template help user to reuse the template for multiple campaign. User can include HTML, pictures and links in the template. Contacts The contacts are entered into contact list using New Contact form. The form can be found at Contacts New Contact Key in the information especially the address for sending . After the contact has been created, user can view it from contact list. Contact List Contact list shows list of contacts, from here, user can insert the contacts into mailing list, quick edit information, and filter contacts according to specific parameters. Illustration 116: Contact list User could use the contact list to send SMS with isms account too. Version page 82 of 93

83 Send Sending with AlienMailer is easy. Go to Setup Send Send Illustration 117: Send Fill in the related information and click send. A subject or campaign has to be entered, each job should have a different campaign. After sending the , we can monitor the progress report. The progress report shows detail information about each and every of the we send out. Image To send with images, we suggest you to put your image file at your hosting, or any image hosting service such as Once you have upload the photo, go to template and click on the image icon (green rectangle below) Illustration 118: Template Version page 83 of 93

84 Illustration 119: Link Image Select the URL containing your image to attach into the . Then the is ready to send. Illustration 120: Template with Image Now select the template to be use when user is sending s. Version page 84 of 93

85 Progress Report The progress report can be found at Setup Progress Report Illustration 121: Progress report The progress report above shows that the campaign test12 has 2 recipients and one of the recipient is bounced with the information. There are a few status can be found on the report, which are Failed Delivered Pending Opened Clicked Unsubscribe Abuse Reports The status are reported based on the signal from mail server, therefore there is no guarantee if the signal will be responded. However, we believe that Alienmailer is able to provide one of the most comprehensive reports for marketing purpose. Version page 85 of 93

86 Starting BMO CRM Private and public contact list...39 Customer service history...40 Employees...87 Case...88 Tasks...89 Version page 86 of 93

87 The C.R.M (customer relation management) system helps company to manage large quantity of contacts. The BMO CRM is ideal for agents that is always on the move, to find customer information, service records and etc. Employees Employees within BMO CRM system may be the sales person, admin or anytime of role that is authorized to login to the system. Firstly, we need to create new employee from Employee New Employee, fill in the necessary information, and then save it. If user need the employee to login to the system, remember to insert the account username and password. Illustration 122: System account Once the user can login to the system. The user can login to create contact. Contacts Please refer to contact section above. Once the contact has been created. We can enter customer service history whenever we serve the customer, for detail please read the contact section above. Lets say, the we have a project with the contact or customer, we will create a case for the customer. Version page 87 of 93

88 Case Case management helps users manage all sorts of case, projects with the customers. To create a case, click New Case User can then select customer, and input the information in the description. Properties will populate more fields for users. However properties is not enabled by default. If any extra properties are needed, please contact us to create new properties for customers. User can set 3 reminders for the specific case. The system will remind user on the exact date and time using and on the dashboard. The entered case will be listed at case list shown below. Illustration 123: New Case Illustration 124: Case List Version page 88 of 93

89 Tasks Every case can have a few tasks. To create the task, please go to Activity Tasks New Task. Once the task is done, it is linked to the case at case list. Illustration 125: Tasks Version page 89 of 93

90 Starting isms Starting SMS...91 Send SMS...91 Display Numbers...91 BMO SMS...93 Version page 90 of 93

91 Starting SMS Illustration 126: isms.com.my The isms.com.my is one of the service linked to BMO, it is another flagship product from MobiWeb. It is specially design to send SMS to multiple contacts at one time. Simply register an account at The registration is free, simply fill in the username and password you desire and start to use the system. Firstly, you can get 5 FREE credits from the web site by entering your phone number to a free demo field at the front page, then login to the account, load the PIN number to get the credits. Then you may test sending out sms. If you are happy with the system, you may want to purchase credits. The credit can be purchased using all sorts of payment methods including credit cards, maybank2u, bank in, etc. Send SMS Sending SMS via isms is simple, login to the isms web site using your username and password, find the compose SMS, and start writing SMS to your clients. You may save all your clients information into address books, group it and use it to populate the destination number field. Display Numbers There are two types of numbers that is going to display at receivers phone. That are 1. Random number (long code) 2. Short code (5 digits number) Version page 91 of 93

92 Illustration 127: Sending SMS Illustration 128: Address book. Version page 92 of 93

93 The main different are 1. Random number able to send up to 2067 characters (13 messages) at one time. Short code can send maximum up to 459 characters at one time. 2. Random number enables user to reply directly to the number, short code number cannot reply. 3. Random number shows (phone number) on receivers phone, short code number shows 6XXXX at users phone. 4. Both have delivery report If you have the account at isms.com.my, you can use the account within BMO sms page. There are many API can be use at isms.com.my, and there are many features available. It is stand alone and it provides best user experience among all the SMS providers. BMO SMS Open page at SMS SMS Setup Illustration 129: isms account Input the isms username and password. Once the setup is successful, user can use the SMS button at contact list to send SMS. Illustration 130: SMS button Version page 93 of 93

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