For Stock & Station Agents

Transcription

1 For Stock & Station Agents In This Issue Important Issues Belvoir Office Christmas Holidays Backing up your data Delete old Postman reports Windows 7 Aero themes Screen Resolution Important Changes Address Book Addresses Address Book Phone & Internet Address Book GST Registration New Features Skins Account Sale settlement date print option Set Phone/Fax/ to print on sale documents Rebate Agent reporting in Sale Summary OJD Exemption comment set in Sale Type Sale Update Due Date EFT Payment Report in banking Livestock document number in banking More Accounting Search Tool options Improved Address Book reports For Your Information 3 rd Party NLIS Transfers Coming Soon Improved communications reporting and feedback Charge Control Delete journals from Standing journal batches Split deposit management COPY option when printing sale documents

2 Belvoir Newsletter - December 2012 Page 2 *** IMPORTANT ISSUES *** 2012/2013 Christmas & New Year Customer Service Update Please note that the Belvoir Information Technology office will be closed over the Christmas/New Year period The office will close at 5pm Friday 21 st December 2012, reopening at 9am Monday 7 th January 2013 Full support services will be available during this period on the following number HOLIDAY Jim Geyer Mobile: CONTACT Home : Jim, A dam, D ave & Jane at B elvoir w ould like to take this opportunity to thank you for your business and w ish you and your fam ilies a M erry Christm as and a happy, prosperous N ew Y ear Backing Up Your Data Belvoir Information Technology does not perform regular backup of your data It is your responsibility to ensure you have adequate back-up procedures in place so if a catastrophic event causes loss of your data you have access to a usable and up-to-date copy of your data to restore from If you use a scheduled backup it needs to be checked regularly to ensure it is working Also, having a secure off-premises backup of your Belvoir data is vital Even if your backup hard drive is kept on-premises in a safe it can still be destroyed or stolen Belvoir advises a backup of your data should be taken and kept off the premises at least once a week If you are not currently backing up your data, are unsure where your backups are stored, or would like any advice regarding backups including setting up and checking backup schedules, please call the support team on or your request to support@belvoir-itcom Recommended Not Recommended

3 Belvoir Newsletter - December 2012 Page 3 Delete old Postman reports Is Belvoir taking a long time to print reports? If so, your Postman report list needs cleaning up Each time a report is generated to screen it is added to your Postman report list so that if you need to reprint it you do not need to regenerate it again However, if these reports are never deleted from the list the list becomes huge and Postman slows down Belvoir recommend you clear all Postman lists at least once a month To delete old reports in Postman you need to highlight the reports using Windows control keys, ie hold down the [Shift] or [Ctrl] keys while selecting reports to delete by clicking them Highlighted reports display as pink Click the Delete icon to delete highlighted reports In the example below when the Delete icon is clicked only three reports will remain on the list those displayed in black Note: Deleted reports cannot be re-activated, however most reports can be regenerated at any time Windows 7 Aero themes Windows 7 Aero themes allow you to change the colour and colour intensity of your Windows borders, Start Menu and Task Bar The effect is a semi-transparent header instead of the normal blue Belvoir header Both are shown below - Aero Theme Regular header This is not a problem until processing End Of Year where the header changes to half blue, half orange to indicate you are in the 13 th accounting period If you have an Aero theme on your computer the header will not change colour Nor will the header change to red when you are using your TEST system Please keep this in mind if you use a Windows Aero theme on your computer

4 Belvoir Newsletter - December 2012 Page 4 Screen Resolution issues If the screen resolution of your computer is too low there are fields you cannot access in some screens, specifically livestock charges We recommend a screen resolution of at least 1024 x 768 to ensure all fields will be displayed For example, Butcher Insurance charges have an expense account that is set in the bottom field of the Charge Maintenance screen If your computer is set with a resolution lower than 1024 x 768 the bottom third of the screen will be chopped off and therefore you cannot enter the expense account for this charge Your screen resolution is set in the Control Panel Display settings of your computer For help in changing screen resolution settings please refer to the Windows Help for your edition of Windows If you are still unsure contact Belvoir Support on *** IMPORTANT CHANGES *** Address Book - Addresses You can still have multiple addresses for your contacts however now you can define which is the Primary address from the Type drop-menu in Address Maintenance You can also enter notes for each address that display on the Name Maintenance screen for easy reference There are two address types available Primary - The Primary address is coloured bright green and is the address that displays on the left side of the Address Book Name Maintenance screen Each contact can only have one Primary address but as many Other addresses as required The Primary address prints out on all documents for this client Other - Each client can have as many Other addresses as required Other addresses are coloured light green and are for reference only They will not be printed on any documents for this client

5 Belvoir Newsletter - December 2012 Page 5 Address Book - Phone & Internet You can still have multiple phone numbers, fax numbers and addresses for each Address Book entry however now you can define which are the Primary numbers/address for each from the Type drop-menu in the Phone & Internet Maintenance screen You can also enter notes for each number/ address that displays on the Name Maintenance screen for easy reference There are three communication types available Primary - Primary phone, fax and internet addresses are coloured bright green Each Address Book entry can only have one Primary phone number, fax number and address The primary phone number and address display on the left side of the Address Book Name Maintenance screen It is the Primary phone, fax and addresses that you can elect to print on sale documents such as Account Sales and Invoices Any combination of these can be printed on your sale documents or none refer to the New Features section of this document for more information on setting the communications that print on your sale documents Other - Each Address Book entry can have as many Other phone, fax and addresses as required Other numbers/ addresses are coloured light green and are for reference only They will not be printed on any documents Sales - For those who use the Belvoir Inventory module you can enter either a Sales fax number or Sales address This can then be used to transmit Purchase Orders directly Transmit We have also made a wording change from Preferred to Transmit for fax numbers and addresses In the Maintenance screen for these communications the tick-box is now labelled Transmit as is the column in the Name Maintenance screen Any fax or address type can be set as the one to Transmit livestock reports to

6 Belvoir Newsletter - December 2012 Page 6 Address Book GST registered fields The Not Known radio button has been deleted as an option in the GST Registered field in Address Book When entering lots in livestock and clearing sales Belvoir uses this setting in the lot, the GST defaulting to Yes if this field is set to Yes in Address Book If set to No or Hobby the lot GST defaults to No If you wish to report on Address Book entries whose GST registration is not known we advise that you create an Attribute GST Reg - Not Known and attach this to those entries You can then restrict Address Book reports to that attribute Not Known is no longer an option Note: It is possible to enter Yes in this field without actually entering an ABN number if you do not know it at the time of entry *** NEW FEATURES *** Skins (Livestock) You can now add skin sales directly into lots in sheep sales with Vendor/Purchaser Agent Sale Types To be able to do this the Sale Type must have the new field Skins ticked When entering the lot you will then have the option to enter no skins sold, skin purchaser code and price per skin 1 Tick to sell skins in Sale Type 2 Enter skin price, number of skins sold and skin purchaser into lot/s

7 Belvoir Newsletter - December 2012 Page 7 Skins in Account Sales / Invoices Skins are included in Account Sales and Invoices as separate totals Skins in Sale Summary Skins are included in the Sale Summary Skin numbers are listed in a separate Skins column and the skin value is included in the Gross Sale totals Set Phone/Fax/ to print on sale documents (Livestock) You can now set which contact details will print on Invoices, Account Sales, Vendor Information and Purchaser Information reports This control is set in your Sale Type Report Parameters Click this button to apply these report parameters to all Sale Types Open a Sale Type and then click the large Report Parameters button located under the Yard field the Livestock Report Defaults screen will be displayed The Unique Process 4 column is where you set which primary phone/fax/ prints on sale documents with this Sale Type The field defaults to No Contact Details (which will print none of the primary communications) and is available as a setting in Account Sales, Invoices, Purchaser Information, Purchaser Information (Complete) and Vendor Information report defaults

8 Belvoir Newsletter - December 2012 Page 8 For example, in the Account Sale line of the Livestock Report Defaults screen double-click on the Unique Process 4 field and select from the drop-menu the primary communications (set in Address Book) you wish to print on all Account Sale documents of this Sale Type If you wish to apply this control to all current Sale Types click on the Apply To All Sale Types button Click Return to go back to the Sale Type, then Go Back to return to the Livestock Menu The Report parameter settings are saved automatically Note: Only Primary phone/fax numbers and addresses will print as per the setting in Unique Process 4 If an Address Book entry does not have a primary number/ address set nothing will print on sale documents, no matter what you set in Report Parameters In the example below Account Sales have been set to print , Phone and the Address Book contact has both a Primary phone and set in their Address Book entry Account Sale Settlement date option (Livestock) You can now control whether the due date for payment (settlement date) is printed on your Account Sales This control is set in your Sale Type Report Parameters Open a Sale Type and then click the large Report Parameters button located under the Yard field The Livestock Report Defaults screen will be displayed Click this button to apply these report parameters to all Sale Types Note: If you choose to show the settlement date on Account Sales it is calculated from the sale date using the Settlement Days field in the Sale Type attached to the sale In the Account Sale line double-click on the Unique Process 3 field and select from the drop-menu whether you want to show or hide the settlement date If you wish to apply this control to all current Sale Types click on the Apply To All Sale Types button Click Return to go back to the Sale Type, then Go Back to return to the Livestock Menu The Report parameter settings are saved automatically

9 Belvoir Newsletter - December 2012 Page 9 Note: The Settlement Date is calculated from the Sale date and the Settlement Days field set in the Sale Type attached to the Sale Eg Settlement Days field in Sale Type = 10, Sale date is 30/10/12 so the settlement date will be 9/11/12 Sale Update due date (Livestock) If only the due date changes when a sale is updated, new journals will not be created The original sale journals will be updated with the new due date Rebate Agent reporting in Sale Summary (Livestock) Rebate Agents in a sale are now included in the Sale Summary report Each agent is listed (Code and Name) with the code and name of each vendor and the total rebate value for each vendor Sale Summary Report Control whether the Settlement Date prints on Account Sales in Sale Type Report Parameters OJD Exemption set in Sale Type (Livestock) You can now elect whether or not the Ovine Johne s Disease exempt sale comment is printed on Livestock sale invoices Sheep Sale Types now have a tick box on the left hand side where you indicate with a tick if you wish this message to print If ticked, this statement is printed on sale invoices Note: The OJD Exempt Sale field defaults to ticked when adding a new sheep Sale Type

10 Belvoir Newsletter - December 2012 Page 10 EFT Payment Report in banking (Accounting) You now have the option to print an EFT report for any banking payment run You will also notice that Banking has new icons Livestock document number in banking (Accounting) When entering banking payment and deposits the livestock document number is now displayed for easy reference Note: Only journals created in a Livestock Sale will display a number in the LS# column

11 Belvoir Newsletter - December 2012 Page 11 More Accounting Search Tool options (Accounting) The Accounting Search Tool allows you to search journals It is accessed via the Accounting Module Actions drop-menu This tool can be extremely helpful in locating specific journals when you only have limited information We have added new fields to enable you to restrict your search to a specific ledger account in a specific system, and search using Journal ID or Livestock Reference You can also now search for either Debits or Credits that fit the search criteria Improved Address Book Reports (Address Book) Address Book reports provide meaningful information to help you manage your Address Book entries and print mailing labels Some Address Book reports have been renamed to better describe the report, eg Phone List has been renamed Contact List as fax numbers and addresses are included in it There is a new report Name Details Export - that generates a csv file that can be opened in Excel and other spreadsheet programs When you generate this report you are asked for a filename and directory or place where you want this file saved to When any Address Book report is selected a screen is displayed that allows you to restrict the report to certain entries in your Address Book Restrictions You can restrict Address Book reports so the report generated includes only the entries you need You can specify a Name Type by selecting from the drop-list (eg Vendors), entries with certain attributes (eg Xmas Calendar) and Employee Representative (if your company uses this field in Address Book) Livestock Restrictions By ticking the Use Livestock tickbox the Livestock Restrictions section becomes active You can then generate the report for Vendors, Purchasers or both, limiting the report to certain sales by clicking the Sale radio button and selecting from the drop menu or clicking the Date and Species radio button to specify a date range and species

12 Belvoir Newsletter - December 2012 Page 12 All Address Book reports now print the restrictions entered when generating the report The Livestock restrictions make it easy to generate a report that lists Vendors and/or Purchasers in a specific livestock sale, as is shown in the example below *** FOR YOUR INFORMATION *** Third party NLIS transfers (Livestock) It is possible to perform Private Sale 3 rd party NLIS transfers from Belvoir as long as - 1 Correct NLIS logon settings are entered in Livestock Proxy 2 The Sale Type has correct NLIS Action and Lot Default settings 3 All the relevent information is entered into the sale 4 NLIS action is performed via Special Features tab 1 NLIS logon settings Contact Belvoir Support on with your NLIS User ID, password and address We will enter this information into your Livestock Proxy settings for you 2 Sale Type settings a) The NLIS action must be entered b) The Lot Defaults must have the following settings NVD = YES NVD Allocation = YES Vendor Lot Allocation = YES Purchaser PIC = YES NVD PIC = NO

13 Belvoir Newsletter - December 2012 Page 13 3 Enter all relevent information in Sale a) Enter all NVDs Enter all NVDs b) All lots in the Sale must have a Purchaser PIC c) Enter all RFIDs (cattle sales only) Enter all RFIDs 4 Perform NLIS Action A sale does not need to be processed to perform NLIS action, however it is important to note that Mob-based movements cannot be rolled back so it is important that the correct information is entered before NLIS action is performed a) Cattle Sales In Special Features tab click the NLIS button, then select 3rd party Paddock to Paddock NLIS action is displayed in the far right column on the Display RFIDs tab grid Pending awaiting response from NLIS Success transfer is successful Any other message the message will indicate the problem b) Sheep Sales In Special Features tab click the NLIS button, then select Mob Based Sheep NLIS action is displayed in the far right column on the Lots tab grid Pending awaiting response from NLIS Success transfer is successful Any other message the message will indicate the problem View NLIS transmissions You can view all NLIS transmissions by clicking the Special Features tab then click the NLIS Transmissions button Only transmissions for this sale will be listed Rolling Back Please contact Belvoir Support on for detailed instructions on rolling back NLIS actions performed in Belvoir *** COMING IN 2013 *** Improved communication feedback (Postman) Charge Control (Livestock) COPY option when printing sale documents (Livestock) Delete journals from standing journal batches (Accounting) Improved split deposit management (Accounting)