Introduction
Welcome to the Open Business
Systems Software. We here at The
Consortium hope you find this program easy to use and helpful in organizing and
maintaining your company and its endeavors.
This manual was written in simple format to allow quick reference to
subjects via the Table of Contents. If
you read it cover to cover we hope that you find it insightful and clear cut
while you learn the ins-and-outs of OBS.
Enjoy and thank you for purchasing the Open Business System.
-The Consortium
To Log in, open your
web browser, such as Internet Explorer,
and enter the server address in the address bar. At the Log
in screen enter your User Name
and Password. Once you log into the system you will
automatically be brought to the Dashboard.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Point
of Sale. This will bring up a fresh Point of Sale screen.
Step Three: Enter your User Name into the Employee
Code field. Press Tab and then enter the Customer Code into the next field. (To
perform a search of customer codes, enter the first part of the code or name
and a selection list will appear).
Step Four: Press
Tab once more and it will take you
to the Tax Rate dropdown menu. (This will default to whatever the master
account dictates.) If you would like to
change this, use the up or down arrow keys to select a different tax rate or
click using the mouse. Press Tab once more. This will put you in the Delivery checkbox.
Step Five: Press
Space Bar to check the Delivery checkbox if the item needs to
be delivered. If this box is checked, you will be taken to the Invoice Delivery
Address screen after creating the invoice. Pressing Tab again will put the cursor into the Item Code field.
Step Six: This
is where you begin the invoicing process.
Enter an Item Code, item name,
or use the search function by typing the beginning of the Item Code or name. Once you have entered the Item Code, click Tab.
You will advance the focus to the first UM field which is the Sell in UM. Press the down or up arrow to choose this UM. Press Tab
again and you will advance to the Quantity
field. It is already highlighted so simply enter the desired QTY number. Press Tab
again and this will take you to the Cost
in UM. This is where you will
determine the Pricing Cost UM. Press
Tab once again and you will be in
the Price field, you may choose to
override the price here or just click Tab
once more to advance. You should now
have the Save Button highlighted, clicking
enter will add this item to your invoice.
NOTE: The history button is a handy tool for viewing
the full history record of a particular item in relation to a customer. It is basically a standby search tool for past
transactions involving the item number(s) in question. This is useful when
returning an item and requiring the information at the time of purchase to
ensure an accurate transaction. Click
the History button. A separate window will be opened. Select a range of dates to search from and
click Search. Below your search has returned all history
for that item by date, invoice number, quantity bought, and price at the time
of sale.
Step Seven: To
add a Non-Stock or Special Order Item (SPO), click the SPO Item button. You may also enter an item-specific Remark by clicking the Remark button.
Step Eight: Once
you have entered all of the items you wish, click the Continue button on the lower right of the screen. This will take
you to the Invoice Payment screen.
NOTE: If at any time you wish to cancel this order and
delete it from the database, simply click the Delete button in the lower right.
Step Nine: This
is where you conclude and choose the Type
of transaction it will be. Listed below
are your options.
Authorized
Signers:
If the customer has a sub account with authorized signers (see Customer
Management), you can select them here. If not, leave this field as No Signers.
PO
Number: If
the invoice will include a purchase order, enter the PO number here.
Job
Number:
This number is for customer reference.
Note: Include a
note in the invoice.
Receipt: Choose the
delivery method for the receipt: E-Mail Only, Printed Only, or Printed and
E-Mail.
E-Mail: The e-mail
address the receipt should be sent to.
Capture
Signature: If
the transaction requires a signature from a digital signing pad, click Start Signature Capture. The singing
pad is ready once the window that says Press
OK when finished pops up. When the customer is done
signing, click OK. To try
again, click Clear.
Payment
Type:
In the bottom box, select the Payment
Type: click either Cash Payment, Check Payment, or Credit
Payment.
When you are finished, click the Invoice button at the bottom right
corner of the screen to complete the invoice. You can also click Leave Open to postpone completion of
the invoice and leave it in an open status. You can search for open invoices by
going to Invoice Search in the Main
Menu to the left, clicking Advanced
Options under Search Invoices,
selecting Open under Status, and clicking Search.
DASHBOARDStep One: Log-in
by entering your User Name and Password.
Step Two: After
logging in, the Dashboard will be
the first thing you see. Here you can get a quick view of several postings,
including: News, Tasks, Calendar Events, and Reminders. This makes it easy to
quickly view and share news, view calendar updates, and see what tasks are
currently being processed. Each widget will provide links to more detailed views
of each item.
The Dashboard can be
customized to display any information you want. Ask us about customizing Open
Business Systems to suit your needs.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Invoice
Search. This will bring up the Invoice
Search form.
Step Three: This
is the search tool for finding transactions. This page opens with a default
query, which is Search all, meaning that all past
transactions, by transaction date, have been pulled up below. To search through these transactions scroll
down to the bottom of the page and then click the nextŕ button to
continue to the following page.
Step Four: To
search specific criteria, simply supply the form with as much information as
you are certain of (e.g. invoice number, customer, or employee code) and click
the Submit button. For more specific search options, click Advanced Options. A more detailed
search helps to narrow your results even further. You can also convert between
Invoices, Quotes, and Purchase Orders. Simply click the Convert button next to an invoice in the list.
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click
Receive on Account. This will bring up the Receive on Account screen.
Step Three: Enter your Employee Code. Next enter
the Customer Code from whom you wish
to receive payment.
Step Four: The Date
field is the next entry. It defaults to today’s date but is adjustable if you
wish (e.g. you are receiving a payment into the computer that was physically
received the day before). Next choose a payment type and currency from the
dropdown menu. Enter the amount and any notations you wish, and click Enter ROA when finished.
NOTE: Payments are assigned
identification numbers by the system. If you wish to track payments by check
number or any other system, use the Note
field. (This will be displayed on the description in the payment search.)
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Time Clock. This will bring up
the Time Clock screen.
Step Three: Enter your Employee Code and select either Clock In or Clock Out
from the dropdown menu.
Step Four: Enter a Customer Code. You may also enter a Note. When you are
finished, click Submit. You will see a confirmation page.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Open Cash Drawer. This will
bring up the Open Cash Drawer screen.
Step Three: Enter your Employee Code and click the Open
Drawer button. If the user is authenticated, the cash drawer will open.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Track Packages. This will
bring up the Package Tracking screen.
Step Three: Select the relevant Shipping Service and enter the Tracking
Number. Click the Track button
to view the tracking information for that package.
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Quotes.
Then click Create a Quote. This will
bring up the Create a Quote screen.
Step Three: Enter your User Name into the Employee
Code field. Press Tab and then enter the Customer Code into the next field. (To
perform a search of customer codes, enter the first part of the code or name
and a selection list will appear).
Step Four: Press
Tab once more and it will take you
to the Tax Rate dropdown menu. (This will default to whatever the master
account dictates.) If you would like to
change this, use the up or down arrow keys to select a different tax rate or
click using the mouse.
Step Five: Check
the Delivery checkbox if the item
needs to be delivered. If this box is checked, you will be taken to the Invoice
Delivery Address screen after creating the invoice. Pressing Tab again will put the cursor into the Customer PO field.
Step Six: If
there is a Customer PO, enter it
here. Otherwise, hit Tab to move on
to the Item Code field.
Step Seven: This
is where you begin the invoicing process.
Enter an Item Code, item
name, or use the search function by typing the beginning of the Item Code or name. Once you have
entered the Item Code, click Tab. You will advance the focus to the
first UM field which is the Sell in UM. Press the down or up arrow to choose this UM. Press Tab
again and you will advance to the Quantity
field. It is already highlighted so simply enter the desired quantity. Press Tab
again and this will take you to the Cost
in UM. This is where you will
determine the Cost to you. Press Tab to move to the Amount. This will be the price
you are charging. Press Tab once
again. You should now have the Save button
highlighted, clicking enter will add this item to your quote.
Step Eight: Repeat this
process to add more items. Once you have
entered all of the items you wish, click the Continue button in the lower right of the screen. You may now print
or e-mail your new quote.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Quotes.
Then click Quote Search. This will
bring up the Quote Search screen.
Step Three: This
is the search tool for finding quotes. This page opens with a default query,
which is Search all, meaning that all past quotes, by quote number, have
been pulled up below. To search through these quotes scroll down to the bottom
of the page and then click the nextŕ button to
continue to the following page.
Step Four: To
search specific criteria, simply supply the form with as much information as
you are certain of (e.g. quote number, customer, or employee code) and click
the Submit button. This will narrow the search to only quotes
that fit within your criteria.
Step Five: For
more specific search options, click Advanced
Options. A more detailed search helps to narrow your results even further.
Content
Management allows you to create pages and content for the ECom
store on you website.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Content
Management. Then click Create a Page. This will bring up the Create a Page screen.
Step Three: Type
in a Title which will appear on the
navigation panel of your site and on the browser tab.
Step Four: The
Description is embedded in the HTML
code of your site. Search engines, such as Google, use this information when
presenting a link for your site. A good description gives the page better
exposure and more customers.
Step Five: Keywords are also embedded into the HTML code and provide search engines with a better idea of what the page contains.
Step Six: The Sub-Title appears near the top of the page body.
In the E-Com store it will look
something like this:
Step Seven: Use
the text editor to enter the content of your Body. This advanced text editor allows you to include rich text
features such as bold, italics, colors, different fonts, bullets, graphics,
special symbols, links, HTML code, and even animated content.
Step Eight: The option to Make this my website’s home page makes this page appear by default and is accessible via the Home link on the main navigation panel. The Published option simply publishes the page to the site. When you are done, click the Save button on the bottom right of the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Content
Management. Then click Manage Pages. This will bring up the Manage Pages screen.
Step Three: Here
you see a list of the pages you have created and the default Open Business
Systems page. This is the default home page. You may delete it once you have
created your own.
Step Four: To
modify a page, click the Edit button
on the far right of the page. For more information on modifying pages, see the Create a Page section of this manual.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left click the Calendar
button. Then click Calendar. This will bring up a list of employees. Click on either Today, This Week, or This Month to go to different calendar views. You may also click Tasks to go to the Calendar & Tasks screen.
Step Three: To enter information into a specific
day, click on Today. You may switch
between Day, Week, and Month at the
top of the page or click the Yesterday button or Tomorrow button to switch days.
In the Month view, click the number
at the top left of the day to select it. You may also click View Week on the far left side of the
calendar.
Step Four: The
Day and Week views show individual time slots. Click on the time slot of
your choice to create a New Schedule. Fill in the form and click
the Add button at the bottom.
Step Five: If
you click Tasks from the employee
list, you will be taken to the Calendar
& Tasks screen.
Step Six: From
here you may enter a new schedule under the Calendar section or a new task under the Tasks section. A Schedule
is an event that has a specific date and time associated with it. If an
employee is scheduled attend a meeting at 11:00 am on January 3, you would
create a Schedule to reflect that event. A Task
is a particular job that needs to be done. Creating a new Task allows you to
prioritize it and track its progress.
Step Seven: The
Calendar & Tasks screen also has
convenient links to the Manage Employee
screen and Employee Hours at the top
(also see Human Resource).
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Add an Item. This will bring up the Add an Item screen.
Step Three: Enter all of the applicable data starting
with the Item Code (SKU number). Next you will enter the Vendor Item Code number (This is for items where the store and
vendor stock numbers are not the same). Next you will need to enter a short Description (e.g. 20oz. Dalluge Framing Hammer). Select the Department, a Physical
Location, Item Type, Expiration Length, Service Duration, if the item Requires a Serial Number, and if the item is Taxable. When you’re finished, click Next.
Step Four: This is where you will setup your Unit Measures (UM). First decide what
unit of measure will be your base unit (Do you sell it in each (EA), thousand square feet (MSF), box (BX), lineal foot (LF),
square foot (SF)). You can decide what you want to call it and
come up with a two or three-letter acronym and enter it under UM. Next enter a Quantity. The base unit should always have the lowest quantity. If
you sell the item by the “each (EA)” then you will want a quantity of 1.
The Base is the base price of the item. Price adjustments can be made
in the Percent (%) row of each Price Level. To mark up the price,
enter a positive percent into the Percent field for the appropriate Price
Level. To discount the price, enter a negative percentage. You will see the
final Price ($) adjust according to
your percentage. Price Levels make it easy to define a range of prices that can
be used for sales promotions, employee discounts, or any other purpose. Cost and Gross Profit (GP) are not entered manually,
they will be filled in when you order stock. When you have entered all the
necessary information, click the Add New
UM button.
Step Five:
Next
do you sell it in any packaged quantities? (like a
sheet of plywood is actually one each (EA)
of a plywood but it is actually 32 square feet (SF), or a box (BX) of
bolts is 100 “eaches” (EA)). For this you will create another UM. Create a new UM for a
CASE. Enter 12 in the Quantity
field. By doing this it assumes that the CASE contains 12 base units (the UM
with the lowest quantity), and so the CASE will contain 12 “eaches”
(EA).
Notice that the Base price for the CASE is not determined by the price of EA. The
price of the CASE is entered manually. To edit the UMs, modify the entries
under Current UMs and click the Update UMs button. To delete a UM,
click the Delete UM option in the
top right of the UM. When you are done, click the Continue button.
You can see here how the UMs and
prices appear to the online customer.
NOTE: All items
do not necessarily have multiple Units
of Measure;
many
will have just one or possibly two.
Step Six:
You
will now be prompted to enter Item
Information, Shipping Information,
and ECom Information. Under the Item Information section you will see
some previously entered information along with some new fields. The Buy In, Sell In, and Price In
dropdown menus allow you to decide how stock is purchased and sold. It is
common to buy stock by the CASE and sell by the EA. The UMs you choose here
will be the defaults.
The Price In option affects the Unit of Measure used when generating
reports.
For Weight enter a rough weight in pounds for the UM of your choice.
This is the weight of the item excluding any shipping materials.
Step Seven: Next, you will determine shipping options in
the Shipping Information section. Shipping UM is the unit that the
following shipping dimensions and weight apply to.
The Round Up option causes decimal shipping quantities to be rounded up
to the nearest integer. This is useful if, for instance, shipping weights are
entered automatically by weighing packages on a digital scale and you want the
weight to be rounded up to the nearest ounce.
The Not Machinable option is for large or
oddly shaped packages that will not fit in a sorting machine.
Enter the Shipping Length, Width, and Height in
inches. Enter the Shipping Weight in
pounds and ounces.
NOTE: Shipping dimensions and weight are required for
E-Com! Each dimension must be greater than zero, and the minimum weight is one
ounce. If these fields are not entered correctly, online customers will not be
able to add this item to their shopping carts.
The Shipping Override defines an absolute shipping cost in dollars. If
this option is specified, package dimensions and weight are no longer factored
into shipping cost.
Enter a Handling cost, a UPS Package
Type, a FedEx Package Type, and Shipping Insurance Value where
applicable.
Step Eight: Scroll
down to the ECom Information section. Enter a Long Description for the item. The Long
Description appears on the details page for the item. Extra Info URL can be specified if more information on the product
is available on another page. Enter the URL (e.g http://toolshed.com/hmr/)
to provide a link to the page. The Open
in New Window option causes product detail pages to open in a new window.
To enable sales of this item in the ECom store interface, select the desired UMs under Allow Sale In. Enabling this will make
the item visible to online customers immediately after completing this form. If
you do not want the item to be available yet, leave this option blank.
A Minimum
Sale Quantity may be specified. Leave it at zero to specify no Minimum Sale
Quantity. When you are finished, click the Complete
Entry button at the bottom of the page.
Step Nine: You have now received confirmation that the
item has been added. You have the option to Manage the Item or Add Another
Item. Adding another item will repeat the Add an Item process. If you want to further configure the item,
such as uploading photos, click the Manage
the Item button. For more information, see the Manage Inventory section of this manual.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Clone an Item. This will bring up the Clone an Item screen.
Step Three: Enter the Original
Item Code of the original item that you would like to clone, and enter the New Item Code for the new item. When
you are done, click the Clone Item
button. The new item will have most of the old item’s properties and a new item
code.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Manage Inventory. This will bring up a
search criteria page. Enter the Item Code or Name and click Submit. You
should now see a list of inventory items that fall within your search criteria.
Step Three: Click the Edit
button on the right of the item. This will bring up the Item Profile screen.
Step Four:
Navigate
through the information until you locate what you would like to edit. The
information in this section is very similar to that of the Add an Item section. Refer to the Add an Item section of this manual for more details on available
options. Once you have completed your editing, click the Update button at the bottom of the Item Information section.
Step Five:
Use
the tabs on the top right of the screen to view and edit different settings that
are available for the item.
Item Profile Tabs
General: Here you can
edit general item information such as: Item Code, Short Item Description (the
item’s name), Weight, Department, Location, what Unit Measures to buy/sell in,
and more.
UM: This is where you define the Unit Measures (UM) for the item. It
allows you to define units such as Each, Case, Box, Pallet, etc. For more
information on configuring UMs, refer to the Add an Item section of this manual.
Adjust: Here you can make inventory adjustments
for a single item. You can enter a positive or negative Quantity and the Cost
per UM.
Shipping: Here you can modify shipping options.
For more information on shipping options, refer to the Add an Item section of this manual.
Images: This is where you can upload photos or
graphics for the item. These images will appear on the ECom
portion of the site and give customers a better idea of what the product is. See
the Uploading an Image section below
for more details.
Extra: This section allows you to add and
modify several extra settings that affect the ECom
interface and some extra functionality. See the Extras section below for more details.
Uploading an
Image
Step One:
To
upload an image, click the Browse…
button under Upload Image section of
the Image tab.
Step Two:
Use
the File Upload window to navigate to the image file of your choice and click Open.
Step Three: The Image Alt Text is optional and defines the text that should be
displayed if, for whatever reason, a customer’s web browser cannot display the
image. When you are done, click the Upload
button.
Step Four:
Under Existing Images you now have the
options to Update Alt Text, Remove Image, or Remove Primary Status. The image that has primary status is the
image that will display next to the product and will be the first thing
customers see. All other images will be viewable in the product’s image
gallery. Click Make Image Primary next
to any image to make it the primary image. Any image that is not the primary
image has the option to Hide Image on
Site, which simply makes the image invisible to the customer.
Step Five: Repeat
this process for each image you wish to upload.
Extras
The
Extra section of the Item Profile
contains many extra settings that affect the way the item appears on the ECom store interface. This section also allows you to
customize the item and add extra functionality to the page.
Attributes: This allows
you to specify additional attributes of the item (e.g. color). Customers will
then be able to select the attribute when making a purchase. Simply type a name
for the attribute next to New Attribute
and click Add. Beneath the new
attribute, type a value (e.g. red) next to New
Value and click Add. Add each
additional value (e.g blue, green, yellow, etc.) the
same way. Here you can see the attribute settings on the left, and how that
Attribute will appear to the customer on the right.
Tags: A Tag is an additional search term that
makes it easier for customers to find what they are looking for by using the
site’s search functionality.
Item
Information:
This section has a more advanced text editor that allows you to include rich
text features such as bold, italics, colors, different fonts, bullets,
graphics, buttons, check boxes, special symbols, links, HTML code, and even
animated content.
Ecommerce
Options:
This section contains many options that were mentioned in the Add an Item section of this manual. The
most notable option is Allow Sale In.
At least one of the UMs must be selected under this option in order to make the
item visible on the ECom store. This is also where
you would go if you wanted to temporarily remove an item from the store. Simply
de-select all UMs and click Save at
the bottom.
Item
Customization:
This section allows you to add interactive content to the item profile. An Applet can be any resource that you
would like to embed into the page. For example, a clothing store may want to
include an interactive applet that allows customers to select different
clothing items and accessories and combine them into an image. This would allow
customers to create custom ensembles and place orders on all the selected
products with one click. At the bottom there is also a Field Prompt option. This adds a section to the item profile called
“Make It Your Own” and allows customers to enter information. For example, if
you sell products with custom engravings, a field titled “Enter Engraving”
would allow the customer to specify what they want engraved on the product.
Related Items: Defining
Related Items creates an association with other products in your inventory.
Customers who buy a hammer may also be interested in buying nails. Specifying
nails as a Related Item will embed a suggestion box on the details page.
Alternate
Departments:
Sometimes it makes sense to include a product under multiple departments. For
instance, a hammer may belong under “Tools” but it may also be appropriate to
include it under “Weapons.” This section lets you specify alternate
departments.
Alternate
SKUs:
If you need to enter other SKUs or UPCs aside from the primary SKU, enter them
here.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Manage Departments. This will bring up
the list of current departments.
Step Three: To add a new department, type the name of the
new department in the text box below the Sub
Departments menu and click Add.
Step Four: To edit a department, click the department
name in the Sub Department menu,
change the name in the text box below, and click Update.
Step Five: Each department can contain sub departments.
The “master” department is called Root.
This is the default department and it contains all other departments. To add
sub departments to a department, click on the dropdown menu that says Select One just below Current Department. Click on the department
you wish to modify. If you chose the “Electrical” department, you will now see “Root
> Electrical” beneath Current Department. The arrow
symbolizes a hierarchy: Root contains Electrical, which can then contain other departments.
Step Six: With “Electrical” as the Current
Department, the Sub Departments menu
now shows the sub departments contained within Electrical. Add a sub department
by typing the name of the new department, such as “Cabling,” in the text box
below and clicking Add.
Step Seven: From here, you can navigate into the
Cabling sub department by using the Choose
One dropdown menu. The navigation list beneath Current Department will now say Root > Electrical > Cabling.
Step Eight: To navigate backwards through the
hierarchy, simply click the links in the navigation list below Current Department.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen, click Inventory Control. Then click Department Item Sequence. This will bring up the Department Item Sequence screen.
Step Three: Select a department by navigating using the Select One dropdown menu. Once you have selected the department you want to modify, click the Go to Sequence button.
Step Three: Here you will see a list of items in the
department. This list represents the order in which the items appear in the
online ECom store. To change the order, click the Up or Down arrow buttons on the
right-hand side. The changes will take effect in the online store immediately.
[image]
Sometimes
items are left without a department either because they were not put in a
department or because a department got deleted. The Department Orphans tool is a quick and easy way to find orphaned
items and manage them.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Department Orphans. This will bring up the list of currently Orphaned Items.
Step Three: To move items into the appropriate department, place a check mark in the box on the far right of each item.
Step Four: Use the dropdown menu that says Choose One at the bottom of the page to select a department. The navigation list next to Current Department will change. Use the dropdown menu again to choose a sub department. Click the links in the navigation list to go back to a previous department.
Step Five: When you have selected the items you wish to move and selected the department to move them to, click the Reassign Selected button at the bottom right of the page.
Locations
are managed similarly to departments, but they refer to physical locations
rather than logical categories.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Manage Locations. This will bring up the list of current Locations.
Step Three: If you have few locations, you may only need
to specify a store location. You do, however, have the capability to organize
locations by street, city, county, state, or even country.
Step Four: To add a new location, type the name of the
new location in the text box below the Sub
Locations menu and click Add.
Step Five: To edit a location, click the location
name in the Sub Locations menu, change
the name in the text box below, and click Update.
Step Six: Each location can contain Sub
Locations. The “master” location is called Root.
This is the default location and it contains all other locations. To add sub
locations to a location, click on the dropdown menu that says Select One just below Current Location. Click on the location
you wish to modify. If you chose the “Oregon” location, you will now see Root > Oregon beneath Current Location. The arrow symbolizes
a hierarchy: Root contains Oregon, which can then contain other locations.
Step Seven: With “Oregon” as the Current Location,
the Sub Locations menu now shows the
sub locations contained within Oregon. Add a sub location by typing the name of
the new location, such as “Portland,” in the text box below and clicking Add.
Step Eight: From here, you can navigate into the Portland
sub location by using the Choose One
dropdown menu. The navigation list beneath Current
Location will now say Root > Oregon
> Portland.
Step Nine: To navigate backwards through the
hierarchy, simply click the links in the navigation list below Current Location.
Step Ten: You can now create a Portland store location,
such as “Stark St Plaza.”
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Promotions. This will bring up the Promotions Tool, as well as the list of all Promotions in the system.
Step Three: To create a new promotion, type the name of the
new promotion in the text box under Add
New Promotion, select the dates during which the promotion will take
effect, select the Display Area, and
click the Add Promotion button. The
new promotion has been added to the list.
Step Four: In the Current Promotions list, click the Edit button on the far right of the promotion. This will take you
to the Promotion Items page.
Step Five: Type in the Item Code of an item that you would like to promote. Select the UM for which the promotion will apply
and type in a Sale Price. The Sale
Price will override the item’s typical price for the duration the promotion.
When you are finished, click the Add
button.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Add Set. This will bring up the Add an Item Set screen.
Step Three: Under the Set
Information section, enter an Item
Code and any other information for the new set. When you are done, click Next.
Step Four: A new section will appear at the bottom called Set Items. This is where you specify the items to be included in the set. Type in the Item Code of an item you wish to add to the set.
Step Five: Select a UM, Quantity, the UM to price in (UMP), and the Amount or price for the item. To add the item, click Add. The total price for the set will be the sum of the items in the set. You can remove an item by clicking Remove or change the order of the items by clicking the up or down arrows.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Manage Sets. This will bring up the Manage Sets screen.
Step Three: Under Search
Sets by, type in a search term in the text field and click Search. The results will be shown in
the list below.
Step Four: To modify a set, click the Edit button on the far right of the item. For more information on modifying a set, see the Add Set section of this manual.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Receive Inventory Manual. This will bring up the Receive Inventory Manual screen.
Step Three: Under Item
to Receive, type the item code or name of the item you wish to receive. The
Quantity on Hand field will then
update to show you how many units you currently have in your inventory.
Step Four: Select the UM to Receive and enter the Quantity
Received.
Step Five: Enter the cost by selecting the Cost to UM and enter the Cost of Inventory. Cost to UM may be
different than UM to Receive if you want to, for instance, receive a CASE but
provide the price for “each” (EA) item in the case. Cost of UM is the cost of a
single unit.
Step Six: If you want to change the Base
Price of the item, select a Base UM
and enter a Base Price. Check the Update Bases checkbox. This will update
all your UMs and change the price in the store. If you do not wish to change
the Base Price, leave this field blank.
Step Seven: Modify the Date
Received if necessary. When you are finished, click Submit.
NOTE: In order to receive the inventory, it must be
approved by going to Report of Manual
Entries.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Report of Manual Entries.
This will bring up a page showing the entire received inventory.
Step Three: At this point you can view, delete, or accept
all of the inventory you have received. You can also
print out a paper copy of this inventory for your records and for further
verification.
Step Four: Once you have reviewed all of the
inventory and are satisfied with the information, click the Accept Count button.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the
menu on the left of the screen, click Inventory
Control. Then click Receive Inventory by PO. This will
bring up the Receive Inventory by PO
screen.
Step Three: From the Search Purchase Orders section you can
search for a PO by PO Number, Vendor Code, or Employee Code. If you click Advanced
Options, you can search by Date as
well.
Step Four: In the Results section, locate the PO you wish
to receive on and click the Edit
button on the far right. You also have the options to E-mail or Print the PO.
Step Five: When you
click Edit, you will see the Receive Purchase Order screen. Review
the PO details and enter the quantity you want to receive in the Receive Now field. Click the Receive Purchase Order button at the
bottom of the screen. Once you have received the entire PO (the Qty Received matches the Qty of the PO)
the PO is then Locked.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click Inventory Count. This will bring up the Inventory Count screen.
Step Three: Click
the Instructions / Before Count Checklist button. This will give you the list of all tasks that require completion
before the Inventory Count begins.
They Are:
§
Invoice All
Open Invoices (You must invoice all Open Tickets)
§
Make Sure The
Receiving is Current (All products must be received or excluded from the count)
§
End The Day (Which posts all transactions to the GL and customer
accounts)
Step Four: Click the Print
Blank Count Sheets button. The amount of sheets you need varies depending
on how much inventory is barcode scan-able and how large your inventory is.
Click the Print button in the top right corner of the screen.
Step Five: Click
the Print Count Sheets by Dept button. You
will select from the dropdown menu each department (make sure you print sheets
for all departments).
Step Six: You can Assign employee to count # and location. This step is required if you are
using a handheld device for counting. On this screen, select an Employee, Count #, Location, and
click Add. When you are finished,
click the Back button.
Step Seven: Begin the physical inventory count.
Make sure to mark your count sheets legibly and keep departmental sheets
together. Use the blank sheets for items not included on the list.
Step Eight: Enter the count sheets by clicking Log Counts. Begin entering information
for each item and click Submit.
Step Nine: Once you have entered the entire inventory
into the system, review your counts by clicking View/Edit Counted. Here you can view the counts individually. You
may make changes using the Edit and
or Remove buttons on the right. When
you are finished, click Back.
Step Ten: You can
compare counts by clicking Variance
Report. On this screen, you can select whether to ignore uncounted items
and then select the two counts you would like to compare. This will give you
the difference between the two. When you are finished, click Back.
Step Eleven:
Once
you are satisfied with your entry, click the Accept Count button.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Inventory Control. Then click View SPO Items. This will
bring up the SPO Items screen.
Step Three: This page displays all of the past Special Orders and a search tool. To
search for a specific SPO, enter as
much information as you can into the search tool and click Search.
Step Four: In the SPO
Items section, you can view information about SPOs and delete them by
clicking the Remove button on the
far right.
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the
screen, click Customer Management. Then click Add a Customer. This will
bring up the Add Master Account
page.
Step Three: Begin by filling out the information fields. Most
fields are self-explanatory, but some may require explanation:
§ Discount Level: This is associated with the
five price levels in the UMs.
§ Balance Type: Balance Forward causes
payments to accumulate against one balance. Applied Payments will apply
payments to existing invoices.
Step Four: When you are finished, click Submit. You will be directed to the Master Account Info page for the newly
added customer. For more information on this page, continue on to the Manage a Customer section of this
manual.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Customer Management. Then click Manage a Customer. This will bring up a search criteria page. Enter the Customer Code or Name and
click Submit. You should now see a list of customers that
fall under your search criteria.
Step Three: Click the Edit
button on the right side of the customer.
This will bring up the Master
Account Info screen. There are several additional options on this page,
including: Billing Email, Receipt Delivery, Statement Delivery, Promotional
Code, CC Guarantee, and Charge Card When Balance Due.
Step Four:
CC Guarantee means Credit Card Guarantee and allows you to save a customer’s credit
card information in the system and use it to charge. Next to CC Guarantee, you will see that it is Not Active. To activate it, click Activate. To enter credit card
information, click Manage. On the Manage CC Guarantee screen, enter the
appropriate information and click Submit.
Step Five:
Navigate
through the information until you locate the text you would like to edit. Once
you have finished entering the information you want to enter, click the Submit button on the bottom of the
screen. The page will reload and focus on the top of the page.
SUB
ACCOUNTS
Step One:
To
open or add Sub Accounts, scroll to
the bottom of the Master Account Info
page. There you will see a list of existing Sub Accounts. To add a new sub account, click the Add New Sub Account button. This will
take you to the Sub Account screen.
Step Two:
On the
Sub Account screen, there are four
tabs in the top right. You are currently viewing the Sub Account Information tab. Here you can enter all the necessary
information for the account. You can add Custom
Pricing or Custom Pricing by Item.
You can also add a Username and Password for account logins. The Logged IP field contains the Internet
Protocol (IP) address of the customer. This field will be filled automatically
as the customer logs in.
Step Three: Near the
bottom of the screen, there is a Contacts
section. This section lists contact information for the Sub Account. To add a
new contact, click the New Contact
button. A New Contact form will pop
up. Fill in the appropriate information and click Add New Contact.
Step Four: At the bottom
of the screen, there is an Authorized
Signers section. To add an Authorized Signer, enter their name in the text field on the left and
click Add Signer on the far right.
Step Five: Click
the Transaction List tab at the top
right of the page. This screen allows you to search and view transactions on
the account.
Step Six: Click
the Correspondence tab at the top
right of the page. This screen allows you to search and view all Notes related to the account as well as
Emails.
Step Seven: Click the Calendar & Tasks tab at the top
right of the page. This screen allows you to search and view all Schedules and Tasks related to the account. To add a new schedule or task, click
the New Entry button under the
appropriate section. A New Schedule
or New Task form will pop up. Fill
in the appropriate information and click Add.
For more information on Calendar & Tasks, see the Calendar section of this manual.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Customer Management. Then click Billing Terms Setup. This will bring up the Billing Terms Setup screen.
Step Three: Here you can add Billing Terms which are used
when generating invoices. Enter a Name
for the new term. Next enter either a Duration in days or a Day
of the Month. You can also enter a Discount
Percentage. When you are finished, click Add. You can Edit or Remove an entry by using the
appropriate button on the right.
[image]
Common
Customer Term Types are as follows:
Due on Receipt: Full amount is due upon receipt. Afterward an invoice is considered past due.
Net 10th: The customer
must pay by the 10th (or any day you choose) before the account is
past due.
Service Charge: A service charge will be applied to a balance
as set up in the Accounting - Accounts
Receivable - Setup Service Charge menu.
CC Account: A credit
card guarantee is applied to the account charging the customer based upon set
terms in the Customer Management - Edit
Customer - Payment Guarantee field.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Customer Management. Then click Customer Type Manager. This will bring up the list of current Customer Types.
Step Three: Here you can add a Customer Type. Customer
Types can be used for different purposes. By default, it is used to toggle
online access for customers. To add a customer type, enter the name of the Type into the text field, select
whether they are Allowed Online, and
Click Add. You can toggle a customer
type’s online access by clicking the Yes
or No phrase under Allow Online.
You can remove a customer type by clicking the Remove button.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Vendor
Management, then click Add a Vendor.
This will bring up the Add Vendor screen.
Step
Three: Fill out the form
by entering the vendor information and clicking Submit. You will then be directed to
the Manage
a Vendor screen for the vendor you just added. For more information
on this screen, continue on to the Manage a Vendor section of this manual.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Vendor Management. Then click Manage a Vendor. This will bring up a search criteria page. Enter the Vendor Code or Name and
click Submit. You should now see a list of vendors that
fall under your search criteria.
Step Three: Click the Edit
button on the right side of the vendor. This will bring up the Vendor Information screen.
Step Four:
Navigate
through the information until you locate the text you would like to edit. Once
you have finished entering the information you want to enter, click the Submit button on the bottom of the
screen. The page will reload and focus on the top of the page.
Step Five: At the bottom
of the screen, there is a Contacts
section. This section lists contact information for the vendor. To add a new
contact, click the New Contact
button. A New Contact form will pop
up. Fill in the appropriate information and click Add New Contact.
Step Six: Click the Transaction List tab at the top right of the page. This screen
allows you to search and view transactions associated with the vendor.
Step Seven: Click the Correspondence
tab at the top right of the page. This screen allows you to search and view all
Notes related to the vendor as well
as Emails.
Step Eight: Click the Calendar & Tasks tab at the top right of the page. This screen
allows you to search and view all Schedules
and Tasks related to the vendor.
To add a new schedule or task, click the New
Entry button under the appropriate section. A New Schedule or New Task
form will pop up. Fill in the appropriate information and click Add. For more information on Calendar
& Tasks, see the Calendar
section of this manual.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Purchase Orders. Then click Create a Purchase Order. This will bring up the Create a Purchase Order screen.
Step Three: Enter your Employee Code and the Vendor
Code.
Step Four: Enter items into the purchase order by
providing the Item Code, UM, Quantity (Qty), Unit Measure Price (UMP), and the Cost per unit. To add the item, click the Save button on the right-hand side. You can Edit, Remove, or change the order of items in the PO by
using the buttons on the right of the items.
Step Five: To leave a remark in the PO, click the Remark button at the bottom left of the
screen. A Remark window will pop up.
Fill in the remark and click the Save
button. The remark will now appear in the PO.
Step Six: To add a Special Order (SPO) item, click on the SPO Item button on the bottom left of the screen. The SPO Item
window will pop up. Fill in the information and click Save.
NOTE: At any time if you wish to cancel this order and
delete it from the database, simply click the Delete button in the lower right.
Step Seven: When you are finished filling out the PO,
click the Continue button on the
bottom right of the screen. You will now be on the Purchase Order screen.
NOTE: If you have inadvertently clicked
the Continue button to arrive here,
simply click the Go Back button.
Step Eight: Here you can view the PO. You can also email or print the PO using the icons at the top right of the screen.
Step Nine: When you are finished, click the Continue
button on the bottom right of the screen. You will now be on the Purchase Order Search screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Purchase Orders. Then click Purchase Order Search. This will bring
up a search criteria page. Enter the PO Number, Vendor Code, or Employee
Code and click Search. You
should now see a list of purchase orders that fall within your search criteria.
To search by Date, click on Advanced Options.
Step Three: You can E-mail,
Print, Edit, or Remove each PO
by clicking the appropriate button on the right-hand side of the PO in the
list.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the
screen, click Human Resource. Then
click Add an Employee. This will bring up the Add Employee screen.
Step Three: Begin by filling out the information fields
and setting a username and password. Click
Submit. You will now be on the Edit Employee screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Human Resource. Then click Manage an Employee. This will bring up a search criteria page. Enter the Employee First or Last Name and click Search. You should now see a
list of employees that fall under your search criteria.
Step Three: Click the Edit
button on the right of the employee. This will bring up the Edit Employee screen. Here you can
modify information about the employee.
Step Four: There are three tabs at the top right of the
screen: Manage Employee, Employee Hours, and Calendar & Tasks. The Manage
Employee tab is the Employee Information page and the page you are currently
viewing.
Step Five: Click on the Employee Hours tab to view or manage the employee’s time clock. By
default, each employee only has permission to view their own time clock. If you
are the administrator and you want to be able to view or manage another
employee’s hours, you must modify your permissions in the Permissions screen under Settings.
For more information on changing permissions, see the Permissions section of this manual. For more information on time
clock management, continue on to the Manage
Time Clock section of this manual.
Step Six: Click the Calendar & Tasks tab at the top right of the page. This screen
allows you to search and view all Schedules
and Tasks related to the
employee. To add a new schedule or task, click the New Entry button under the appropriate section. A New Schedule or New Task form will pop up. Fill in the appropriate information and
click Add. For more information on
Calendar & Tasks, see the Calendar
section of this manual.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Human Resource. Then click Manage Time Clock. This will bring up an employee list.
Step Three: To view their current hours, click on the Edit button next to the employee’s
name. This will bring up their hours for this month to date.
Step Four: To change the range of hours shown, select
the Date Range in the Range of Hours to Show section and
click the Search button.
Alternatively, enter a Customer to
view hours by customer.
Step Five: To create a new time clock entry, click the
New button
under Time Clock Entry. A New Time Clock Entry form will pop up.
Enter the appropriate information into the form. Hours may be entered as a Start Time and End Time. Alternatively, you may simply enter the Total Hours. The Start Time and End
Time method will calculate the Total Hours automatically. When you are
finished, click Add.
Step Six: Another way to create a time clock entry
is to Import it. This function is
used when another piece of software, such as a custom mobile app, is integrated
with Open Business Systems to allow you to import data. Simply click the Import button and proceed to follow the
necessary steps to import the entries.
Step Seven: Time clock entries are shown in the Employee Hours section. The entries are
shown according to the Date Range
under Range of Hours to Show. Here
you may Edit or Remove entries using the buttons on the right-hand side.
Step Eight: To invoice time clock entries, place a check
in the Invoice checkbox for each
entry you want to include and click the Submit
button in the bottom left-hand corner of the screen.
Step Nine: You can override the hours of an entry by
entering a number in the Override
field. This is useful for instance, if the entry’s Duration is 5 hours, but you
offered the customer the first hour of work for free; you would simply enter 4
in the Override field. Likewise, if you have a minimum billing charge of 1
hour, but the job only took 40 minutes you can enter 1 in the Override field.
Step Ten: To add entries to an existing open
invoice, place a check in the Add to
existing open invoice checkbox next to the Submit button.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click Add AP Invoice. This will bring up the Add AP Invoice screen.
Step Three: [incomplete]
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click AP Invoice Search. This will bring up a
search criteria page.
Step Three: Enter the Vendor, Invoice Number, Dates, or Status and
click Search. You should now see a
list of AP invoices that fall within your search criteria.
Step Four: [incomplete]
[image]
Step One:
Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click AP Check Register. This will bring up a
search criteria page.
Step Three: Enter the Vendor
Code, Check Number, or Dates and click Search. You
should now see a list of AP checks that fall within your search criteria.
Step Four: [incomplete]
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Apply
Payments. This will bring up the Apply Payments screen.
Step Three: Enter the Customer
for which you would like to apply payments and click Apply Payments. Once you have selected your customer, a detailed
account of their transaction will appear with an amount of their positive
balance.
Step Four: Each invoice in the left-hand list is a
transaction that still has a balance to receive on. Highlight an invoice and
you will see the Amount in the text
box above. Modify the amount and click the Log
Application button to apply the payment. The amount cannot exceed the total for a particular transaction.
Step
Five: To post the changes, click the Post Logged Applications button. The
invoice and the Amount Remaining
will be posted in the right-hand list.
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click Service Charge Setup. This
will bring up the Service Charge Setup screen.
Step Three: To
add a new service charge, enter a Name,
the desired service charge attributes, and click Add. You can Edit or Remove a service charge by clicking the
appropriate button on the right-hand side.
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click Calculate Service Charges.
This will bring up the Calculate Service Charges screen.
Step Three: The first screen will ask you if you are sure
you want to calculate service charges. Click Yes, Calculate Charges to confirm. The next screen will confirm
that the charges have been calculated.
Step Four: To view the charges, click View Charges. For more information on
this section, continue reading the View
Service Charges section of this manual.
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click View Service Charges. This
will bring up a search criteria page.
Step Three: Enter a Customer
Code, Dates, and whether or not
the charges were Posted
and click Search. You will now see a
list of service charges.
[incomplete]
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click Post Service Charges. This
will bring up the Post Service Charges screen.
Step Three: The first screen will ask you if you are sure
you want to post the service charges. Click Yes, Post Now to confirm. The next screen will confirm that the
charges have been posted.
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click View ROA. This will bring
up a search criteria page.
Step Three: Enter a Customer
Code or Name, Dates, and click Search. You will now see a list of
Returns on Assets.
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click Statements Print. This will
bring up the Statements Print screen.
Step Three: In the Print
Accounts That Start With field, enter a term that pertains to a Customer Code or Name. For instance,
you can print all statements for customers that start with the letter “c”.
Step Four: Enter the Starting Date for Statement Details and select any of the other
options below. The Show Remit Stub
option includes a stub on the first page of each statement. The Show Zero Balance option includes
statements with zero balance. You can choose to Show Invoices on Statements by choosing One to a Page or Four to a Page
or you can choose to have None. In
the next option, you can either Print
All statements, or you can print them Based
on Customer Preference. Customer preferences are configured in the Manage a Customer screen. For more
information, refer to the Manage a
Customer section of this manual.
Step Five: When you are finished, click Submit. You will now see all statements
that meet your criteria. To print the statements, click the Print button in the top-right corner of
the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click Bulk Invoice Print. This
will bring up the Bulk Invoice Print screen.
Step Three: Enter a Customer
Code and enter a Date range for
either the date the invoices were created or the date they were completed. When
you are finished, click Submit.
Step Four: You will now see all the invoices that meet
your search criteria. You can now Print
or Email the invoices by clicking
the appropriate button in the top right corner of the screen.
NOTE: Invoices will print automatically to the default
printer without giving you a print preview.
Make sure you are positive of the date range.
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From
the menu on the left of the screen, click Accounting. Then click Statements E-Mail. This
will bring up the Statements E-Mail screen.
Step Three: In the E-Mail
Accounts That Start With field, enter a term that pertains to a Customer Code or Name. For instance,
you can e-mail all statements for customers that start with the letter “c”.
Step Four: Enter the Starting Date for Statement Details and select any of the other
options below. The Show Remit Stub
option includes a stub on the first page of each statement. The Show Zero Balance option includes
statements with zero balance. You can choose to Show Invoices on Statements. In the next option, you can either E-Mail All statements, or you can
e-mail them Based on Customer Preference.
Customer preferences are configured in the Manage
a Customer screen. For more information, refer to the Manage a Customer section of this manual.
Step Five: When you are finished, click the E-Mail button. You will now see a list
of customers who will be receiving statements. Statements are e-mailed to the
customer’s billing e-mail address. Enter a Subject
and a Body for the e-mail. When you
are finished, click E-Mail Statements.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click
Add Recurring Invoice. This will bring up the Add Recurring Invoice screen.
Step Three: To add a recurring invoice you must first
generate an invoice or have an invoice number handy. The invoice must not be in
an open status. Enter the Invoice Number
into the text field.
Step Four: Next select from the dropdown menu the
frequency of the Billing Cycle and select
a Start Date. When you are finished, click Submit. You will see a confirmation
that the invoice has been added.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Create
Recurring Invoices. This will bring up the Create Recurring Invoices screen.
Step Three: Here you will see a list of recurring
invoices. To create these invoices, click Yes,
Create Now.
Step Four: You can edit an invoice by clicking the Edit button. This will take you to the Point of Sale screen. For more
information, refer to the Point of Sale
section of this manual.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click
View Recurring Invoices. This will bring up a page with a list of all
recurring invoices.
Step Three: If you wish to remove an invoice, click the Remove button on the far right.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Create
Cash Payout. This will bring up the Create Cash Payout screen.
Step Three: A cash payout is money taken directly from the
till to pay a bill. Enter the Employee
Code, Date, Amount, and GL Account.
You may add a Note if you wish. When
you are finished, click Submit Payout.
You will receive a confirmation that the cash payout has been completed.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Cash
Payouts Search. This will bring up the Cash Payouts Search screen.
Step Three: Enter an Employee
Code, Date, or GL Account and click Search. You may add a Note if you wish. You should now see a
list of cash payouts that fall within your search criteria.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click End
of Day. This will bring up the End of Day screen.
Step Three: The End of Day function does several things:
it updates your inventory based on sales and receiving, marks paid invoices as
“posted”, and does the debits and credits for applicable GL accounts. Ending
the day does not affect your ability to continue processing transactions. You
will be asked if you are sure you want to end the day. To confirm, click Submit. You will receive a confirmation
that the End of Day is complete.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Cash
Flow Accounts. This will bring up the Cash Flow Accounts screen.
Step Three: Here you can define which GL accounts will be
included in the Statement of Cash Flow
under Reports. There are four
categories of cash flow accounts: Net Cash from Operating, Cash from Investing,
Cash from Financing, and Cash Accounts. To add an account, enter the Account Number in the text field and
click Add. To remove an account,
click the Remove button.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Year
Beginning Calc. This will bring up the Year Beginning Calc. screen.
Step Three: This tool performs all final calculations for
the last fiscal year. It will create/update customer beginning balances,
create/update GL start balances for the new year, and
create/update GL adjustments to zero out any accounts which reset each year. In
order to perform the Year Beginning Calc, you must
have all GL accounts setup under the Account
Settings sub-header in Settings - System
Settings. To proceed, click the Calculate
Now button.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Lock
Dates. This will bring up the Lock Dates screen.
Step Three: This will prevent further accounting
information from being entered prior to the specified date. Select dates for Accounts Payable, Accounts Receivable, and General
Ledger. When you are finished, click Update
Dates.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen,
click Accounting. Then click Charge
on Balance Due. This will bring up the Charge on Balance Due screen.
Step Three: This will apply charges on all applicable
balances due. A list of invoices shows all the charges that will be made.
Review the list and click the Submit
button at the bottom of the page.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Daily Summary. This will
bring up the Daily Summary screen.
Step Three: Select the
date you wish to create a summary for and click Run Report. This report summarizes your total sales and also breaks
down sales by hour. You can print this report by clicking the Print button in the top right corner of
the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Daily Detail. This will
bring up the Daily Detail screen.
Step Three: Select the
date you wish to view details for and click Run Report. This report enumerates sales and costs. You can print this
report by clicking the Print button
in the top right corner of the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Trial Balance. This will
bring up the Trial Balance Report screen.
Step Three: Select the
date range you wish to view the balance for and click Run Report. This report summarizes balances for all accounts. You
can print this report by clicking the Print
button in the top right corner of the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Trial Balance Detail. This
will bring up the Trial Balance Detail Report
screen.
Step Three: Select the
date range you wish to view details for and click Run Report. This report details balances and all invoices for all
accounts. You can print this report by clicking the Print button in the top right corner of the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Income Statement. This will
bring up the Income Statement screen.
Step Three: Select the
date you wish to view income for and click Run
Report. This report summarizes income by Month to Date and Year to Date.
You can print this report by clicking the Print
button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Balance Sheet. This will
bring up the Balance Sheet screen.
Step Three: Select the
date you wish to view the balance for and click Run Report. This report summarizes Current Assets, Depreciating
Assets, Current Liability, Long Term Liability, and Owner Equity. You can print
this report by clicking the Print
button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Statement of Cash Flow.
This will bring up the Statement of Cash Flow screen.
Step Three: Select the
date range you wish to view cash flow for and click Run Report. This report summarizes cash flow. You can print this
report by clicking the Print button
in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Monthly Sales Tax. This
will bring up the Monthly Sales Tax Report screen.
Step Three: Select the month
and year, and click Run Report. This
report summarizes Taxable Sales and Non Taxable Sales. You can print this
report by clicking the Print button
in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Online Open Cash Sales.
This will bring up the Online Open Cash
Sales screen.
Step Three: This report
lists all online cash sales that are currently open. You can print this report
by clicking the Print button in the
top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Aging AR Report. This will
bring up the Aging AR Report screen.
Step Three: Select the
date, age of balance, and open or closed accounts and click Run Report. The Suppress Zeros option excludes accounts with zero balance. You can
print this report by clicking the Print
button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Sales by Department. This
will bring up the Sales by Department Report screen.
Step Three: Select the department
and date range you wish to view sales for and click Run Report. This report summarizes sales for the selected
department. You can print this report by clicking the Print button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Inventory Value by Dept.
This will bring up the Inventory Value by Department Report screen.
Step Three: Select the department
you wish to view the inventory value for and click Run Report. This report summarizes the total value of inventory
within the selected department. You can print this report by clicking the Print button in the top right corner of
the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Inventory Value by Item.
This will bring up the Inventory Value by Item Report screen.
Step Three: Select the department
and UM you wish to view the inventory value for and click Run Report. This report details the inventory value of all items
within the selected department. You can print this report by clicking the Print button in the top right corner of
the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Item History. This will
bring up the Item History Report
screen.
Step Three: Enter the Item Code and select the date range you
wish to view the history for and click Run
Report. This report details the sales history of the selected item. You can
print this report by clicking the Print
button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Over Credit Limit. This
will bring up the Over Credit Limit
Report screen.
Step Three: Select the
date you wish to view details for and click Run Report. This report lists customers who have exceeded their
credit limit. You can print this report by clicking the Print button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Credit Card Guarantee. This
will bring up the Credit Card Guarantee Report screen.
Step Three: Click Run Report. This report lists balances
for all customers who have Credit Card Guarantee. You can print this report by
clicking the Print button in the top
right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports.
Then click Cash Reconciliation. This will bring up the Cash
Reconciliation Report screen.
Step Three: Select the
date you wish to view details for and click Run Report. This report summarizes Total Cash Sales, Total Received
on Account, Cash Payouts Total, and Partial Payments/Deposits. You can print
this report by clicking the Print
button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Cash Payout Report. This
will bring up the Cash Payout Report screen.
Step Three: Select the
date range you wish to view cash payouts for and click Run Report. This report details all cash payouts within the
selected date range. You can print this report by clicking the Print button in the top right corner of
the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Unapplied Payments. This
will bring up the Unapplied Payments
Report screen.
Step Three: Click Run Report. This report lists all
unapplied payments. You can print this report by clicking the Print button in the top right corner of
the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Employee Hours. This will
bring up the Employee Time Report screen.
Step Three: Select the Date range, Over Time Rate, and Standard
Hours and click Run Report. This
report lists the time and pay for all employees. You can print this report by
clicking the Print button in the top
right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Shipping Calc. Errors. This
will bring up the Shipping Calculation
Errors Report screen.
Step Three: Select the
date range you wish to view shipping errors for and click Run Report. This report lists all shipments for which the cost of
shipping did not match the stated shipping cost. You can print this report by
clicking the Print button in the top
right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Deleted Invoices. This will
bring up the Deleted Invoices Report
screen.
Step Three: Select the
date range you wish to view deleted invoices for and click Run Report. This report lists all deleted invoices within the
selected date range. You can print this report by clicking the Print button in the top right corner of
the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Service Charge Report. This
will bring up the Service Charge Report screen.
Step Three: Select the
date range you wish to view service charges for and click Run Report. This report summarizes all service charges within the
selected date range. You can print this report by clicking the Print button in the top right corner of
the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Inventory Sales Detail.
This will bring up the Inventory Sales Detail Report screen.
Step Three: Select the
date range and the invoice status and click Run Report. This report summarizes all inventory sales within the
selected date range. You can print this report by clicking the Print button in the top right corner of
the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Time Summary Report. This
will bring up the Time Summary Report screen.
Step Three: Select the
date range you wish to view the time summary for and click Run Report. This report summarizes time by account. You can print
this report by clicking the Print
button in the top right corner of the screen.
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Pre-Bill Report. This will
bring up the Pre-Bill Report screen.
Step Three: Enter the Employee, Customer (optional), and date range and click Run Report. This report roughly estimates the total billing charges
for a particular customer or customers based on time clock entries. You can
print this report by clicking the Print
button in the top right corner of the screen.
[image]
Step One: Log-in
by entering your User Name and Password.
Step Two: From
the menu on the left of the screen, click Reports. Then click Online Alternate Pmt. This
will bring up the Online Alternate
Payment Report screen.
Step Three: Select the
date range you wish to view alternate payments for and click Run Report. This report summarizes alternate
payment balances for all accounts. You can print this report by clicking the Print button in the top right corner of
the screen.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click General Ledger. Then click Manage COA. This will bring up the Manage Chart of Accounts screen.
Step Three: To add a new account, enter an Account Number and a Description at the top and select an Account Type from the dropdown menu.
When you are finished, click the Add
button on the far right.
Step Four: You can Edit
or Remove each entry by using the
buttons on the far right. You can also sort the list by clicking on the column
title at the top. So if you want to sort the list by Account Type, click the Account Type title at the top of the
column.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click General Ledger. Then click View General Ledger. This will bring up the General Ledger screen.
Step Three: You can view detailed transaction information
for each entry in the General Ledger by clicking the Details button on the far right.
Step Four: To view a list of transactions, select a Date Range by typing in the dates
manually or clicking on the calendar icons and clicking Submit.
Step Five: To view the invoice for a transaction,
click the Tran ID of the transaction
you wish to view.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click General Ledger. Then click Adjust General Ledger. This will bring up the Adjust General Ledger screen.
Step Three: Enter the GL
Acct Number for the account you need to adjust and enter the Credit or Debit values as needed. The Cust/Vend Acct is
only applicable for certain GL Accounts. When you enter the GL Acct Number, hit
Tab to enter the Cust/Vend
Acct.
Step Four: Enter each GL Account on a new line. If you need to make more entries, click
one of the Add buttons on the
right-hand side. Each Add button will insert a new line above it. Click Remove to remove a line.
Step Five: An Employee
Code is required to complete the adjustment. Optionally, you may also enter
a Note. When you are finished, click
Submit.
Step Six: In the next screen, you are given an
opportunity to review your adjustments before submitting. If you need to go
back click the Back button. When you
are ready to submit the changes, click Submit.
A confirmation will indicate the changes have been made.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click General Ledger. Then click View Adjustments. This will bring up the View Adjustments screen.
Step Three: Here you can view the adjustments that have
been made to the General Ledger. To narrow the list, use the search function.
You can Search GL Adjustments by Employee, Vendor Code, Customer Code,
GL Account, or Adjustment Date. Enter the desired search criteria and click the Search button. The results will be
displayed below.
Open
Business Systems can integrate with any Electronic Data Interchange (EDI)
system. We will build custom modules that allow you to scan product codes and
automatically enter them into the system, import and export data to files, submit
data to the EDI system, automate receiving and sales, and much more. Any vendor
specific functionality can be seamlessly incorporated into our software to make
your business processes as easy and hassle-free as possible. Contact us to find
out what OBS can do for you.
[image]
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click Notes, Email & News. Then click Create a Note. This will bring up the Create Note screen.
Step Three: Here you can create a note and attach it to a
specific customer, vendor, or transaction. Type in your Username and the Customer
Code or Vendor Code of the
account you wish to attach the note to.
Step Four: If you want to attach the note to a specific transaction, type a valid Transaction Number and select the transaction type from the dropdown menu below.
Step Five: Type your note in the text editor. There are a few formatting options on the bar above the text editor. When you are finished, click the Save button.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click Notes, Email & News. Then click Note Search. This will bring up the Note Search screen.
Step Three: Here you can search through all the notes in
the system. The search criteria include Customer,
Vendor, the user it was Created By, the user it was Last Modified By, and Date range. Enter your search criteria
and click Search. The results will
be displayed below.
Step Four: You can Edit
or Remove a note by using the
buttons on the far right of the note.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click Notes, Email & News. Then click Create an Email. This will bring up the Create an Email screen.
Step Three: Here you will enter the typical email options,
such as To, CC, BCC, From, and Subject. You may also apply a Customer Code or Vendor Code.
Step Four: Enter the body of the email in the advanced text editor below. There are many formatting options on the bar above the text editor. To enter HTML code, click the Source button in the top left of the text editor.
Step Five: When you are finished, you can click the Save Email button at the bottom to save the email, or click the Send Email button to send it.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click Notes, Email & News. Then click Email Search. This will bring up the Email Search screen.
Step Three: Here you can search emails by To Address, From Address, Keyword,
or Date range. The
Keyword field searches for a word or
phrase in the Subject of the email. Enter your search criteria and click
Search. The results will be
displayed below.
Step Four: You can Edit
or Remove an email by using the
buttons on the far right.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click Notes, Email & News. Then click Create News. This will bring up the Create News screen.
Step Three: Enter a Headline for the news article and the username it will be Created by. Select a Start Date and End Date to define when the article will be displayed. The Status of the news article defines whether the article is a Draft or Published. The Display setting lets you choose whether the article is displayed at the physical Store, the Online store, or Both. Type a Summary for the article to provide a brief description of the article’s content.
Step Four: Type the body of the article in the text
editor below. There are a few formatting options on the bar above the text
editor. When you are finished, click the Save
button.
Step One: Log-in
by entering your User Name and Password.
Step Two: From the menu on the left of the screen, click Notes, Email & News. Then click News Search. This will bring up the News Search screen.
Step Three: Here you
can search news articles by whom it was Created By, News Date, Status, or Display. There are two options for News
Date: the Ignore option will only
show news articles that are not
displayed on the selected date, and the Valid
On option will only show news articles that do display on the selected date. Enter your search criteria and
click Search. The results will be
displayed below.
Step Four: You can view details about each article by clicking the headline of the article. You can also Edit or Remove an article by using the buttons on the far right.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click Settings. Then click Macros. This will bring up the Macros screen.
Step Three: Here you can create Macros. A Macro is a
filter that replaces a “string,” or series of characters within text, with
another set of characters. For instance, you could configure a Macro to replace
the string “obs” with “Open Business Systems”
automatically. As of this writing, Macros only take effect on time clock
entries.
Step Four: To add a Macro, enter a Match string and a Replace
string in the text fields and click Add.
The Match string is the string that it looks for within the text, and the
Replace string is the string that it replaces it with. To delete a Macro, click
Delete.
Step One: Log-in by entering your User Name and
Password.
Step Two: From the menu on the left of the screen, click Settings. Then click Invalid Characters. This will bring up the Invalid Characters screen.
Step Three: An Invalid Character applies to Item Codes,
Vendor Codes, Customer Codes, SKUs, and other primary identifying codes. This
is useful for keeping uniformity in the codes. It may also be used to prevent
input problems with custom applications. For instance, a backslash (“\”) has
special meaning in many applications. If you integrate a custom mobile
application with OBS and find that item codes with a backslash in them are not
being recognized, then you can prevent users from creating such item codes by
defining it as an Invalid Character.
Step Four: To add an Invalid Character, enter the
character in the Character field,
enter a description in the Note
field, and click Add. The character
will then appear in the list with single-quotes around it. To delete a
character from the list, click Delete
next to it.
NOTE: OBS has several invalid character definitions by
default. Most of these characters have special meaning in other contexts and it
is recommended to leave these defaults as they are unless it is necessary to
change them. The default characters are listed in the table below.
|
Default Invalid Characters |
|||
|
! |
Exclamation
Point |
) |
Right
Paren |
|
@ |
AT
Symbol |
= |
Equal
Sign |
|
" |
Double
Quote |
+ |
Plus
Sign |
|
# |
Pound
Symbol |
{ |
Left
Brace |
