Table of Contents

MAIN.. 1

LOGGING IN.. 1

POINT OF SALE.. 2

DASHBOARD.. 6

INVOICE SEARCH.. 7

RECEIVE ON ACCOUNT. 8

TIME CLOCK.. 9

OPEN CASH DRAWER.. 10

TRACK PACKAGES. 11

QUOTES. 12

CREATE A QUOTE.. 12

QUOTE SEARCH.. 14

CONTENT MANAGEMENT. 15

CREATE A PAGE.. 15

MANAGE PAGES. 17

CALENDAR.. 18

INVENTORY CONTROL.. 20

ADD AN ITEM... 20

CLONE AN ITEM... 25

MANAGE INVENTORY.. 26

MANAGE DEPARTMENTS. 31

DEPARTMENT ITEM SEQUENCE.. 33

DEPARTMENT ORPHANS. 34

MANAGE LOCATIONS. 35

PROMOTIONS. 37

ADD SET.. 38

MANAGE SETS. 39

RECEIVE INVENTORY MANUAL.. 40

REPORT OF MANUAL ENTRIES. 41

RECEIVE INVENTORY BY PO.. 42

INVENTORY COUNT. 43

VIEW SPO ITEMS. 45

CUSTOMER MANAGEMENT. 46

ADD A CUSTOMER.. 46

MANAGE A CUSTOMER.. 47

BILLING TERMS SETUP.. 50

CUSTOMER TYPE MANAGER.. 51

VENDOR MANAGMENT. 52

ADD A VENDOR.. 52

MANAGE A VENDOR.. 53

PURCHASE ORDERS. 55

CREATE A PURCHASE ORDER.. 55

PURCHASE ORDER SEARCH.. 57

HUMAN RESOURCE.. 58

ADD AN EMPLOYEE.. 58

MANAGE AN EMPLOYEE.. 59

MANAGE TIME CLOCK.. 61

ACCOUNTING.. 64

ADD AP INVOICE.. 64

AP INVOICE SEARCH.. 65

AP CHECK REGISTER.. 66

APPLY PAYMENTS. 67

SERVICE CHARGE SETUP. 68

CALCULATE SERVICE CHARGES. 69

VIEW SERVICE CHARGES. 70

POST SERVICE CHARGES. 71

VIEW ROA.. 72

STATEMENTS PRINT. 73

BULK INVOICE PRINT. 74

STATEMENTS E-MAIL.. 75

ADD RECURRING INVOICE.. 76

CREATE RECURRING INVOICES. 77

VIEW RECURRING INVOICES. 78

CREATE CASH PAYOUT. 79

CASH PAYOUTS SEARCH.. 80

END OF DAY.. 81

CASH FLOW ACCOUNTS. 82

YEAR BEGINNING CALC. 83

LOCK DATES. 84

CHARGE ON BALANCE DUE.. 85

REPORTS. 86

DAILY SUMMARY.. 86

DAILY DETAIL.. 87

TRIAL BALANCE.. 88

TRIAL BALANCE DETAIL.. 89

INCOME STATEMENT. 90

BALANCE SHEET. 91

STATEMENT OF CASH FLOW... 92

MONTHLY SALES TAX.. 93

ONLINE OPEN CASH SALES. 94

AGING AR REPORT. 95

SALES BY DEPARTMENT. 96

INVENTORY VALUE BY DEPT. 97

INVENTORY VALUE BY ITEM... 98

ITEM HISTORY.. 99

OVER CREDIT LIMIT. 100

CREDIT CARD GUARANTEE.. 101

CASH RECONCILIATION.. 102

CASH PAYOUT REPORT. 103

UNAPPLIED PAYMENTS. 104

EMPLOYEE HOURS. 105

SHIPPING CALC. ERRORS. 106

DELETED INVOICES. 107

SERVICE CHARGE REPORT. 108

INVENTORY SALES DETAIL.. 109

TIME SUMMARY REPORT. 110

PRE-BILL REPORT. 111

ONLINE ALTERNATE PMT. 112

GENERAL LEDGER.. 113

MANAGE COA.. 113

VIEW GENERAL LEDGER.. 114

ADJUST GENERAL LEDGER.. 115

VIEW ADJUSTMENTS. 116

BATCH TRANSACTIONS (EDI) 117

CUSTOM MODULES. 117

NOTES, EMAIL & NEWS. 118

CREATE A NOTE.. 118

NOTE SEARCH.. 119

CREATE AN EMAIL.. 120

EMAIL SEARCH.. 121

CREATE NEWS. 122

NEWS SEARCH.. 123

SETTINGS. 124

MACROS. 124

INVALID CHARACTERS. 125

TAX RATES. 126

CURRENCY.. 127

SYSTEM SETTINGS. 128

PERMISSIONS. 129

LICENSE.. 130

ADDRESS OPTIONS. 131

ERROR LOG.. 132

ADD TERMINAL.. 133

EDIT TERMINALS. 134

WEIGHT BASED.. 135

USPS SETUP. 136

UPS SETUP. 137

FEDEX SETUP. 138

SETTINGS (SHIPPING) 139

TRANSACTION MAINTENANCE.. 140

AUTHORIZE NET. 141

PAYPAL.. 142

PAY TRACE.. 143

SETTINGS (CREDIT CARD) 144

AO ECOMMERCE.. 145

SETTINGS (ECOMMERCE) 145

THEMES. 146

DEPARTMENT DISPLAY.. 147

AO HAND HELD.. 148

INFORMATION.. 148

SETTINGS (HAND HELD) 149


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MAIN

 

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

 

LOGGING IN

 

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.

 

 

 

 

 

 

 

 

 

POINT OF SALE

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DASHBOARD

 

Step 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.

 

 

 

 

 

 

 

 

 

 

INVOICE SEARCH

 

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 nextà 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.

RECEIVE ON ACCOUNT

 

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.)

 

 


TIME CLOCK

 

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.

 

 

 

 

 

 

 

 


 

OPEN CASH DRAWER

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TRACK PACKAGES

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

QUOTES

 

CREATE A 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 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.

 

 

 

 

 

 

 

 

 

 

 

 

QUOTE SEARCH

 

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 nextà 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

 

CREATE A PAGE

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MANAGE PAGES

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CALENDAR

 

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).

 

 

 

 

 

 

INVENTORY CONTROL

 

ADD AN ITEM

 

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.

CLONE AN ITEM

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MANAGE INVENTORY

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MANAGE DEPARTMENTS

 

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.

 

                       


DEPARTMENT ITEM SEQUENCE

 

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.

 

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DEPARTMENT ORPHANS

 

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.

 

 

 

 

 

 

 

 

 

MANAGE LOCATIONS

 

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.”


 

PROMOTIONS

 

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.

 

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ADD SET

 

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.

 

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MANAGE SETS

 

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.

 

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RECEIVE INVENTORY 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 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.

 

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REPORT OF MANUAL ENTRIES

 

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.

 

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RECEIVE INVENTORY BY PO

 

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.

 

 

 

 

INVENTORY COUNT

 

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.

 

 

 

 

 

 

 

VIEW SPO ITEMS

 

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.

 

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CUSTOMER MANAGEMENT

 

ADD A CUSTOMER

 

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.

MANAGE A CUSTOMER

 

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.

 

BILLING TERMS SETUP

 

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.

 

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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.

 

 


CUSTOMER TYPE MANAGER

 

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.

 

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VENDOR MANAGMENT

 

ADD A VENDOR

 

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.

 

 

 

 

 

 

 

 

 

MANAGE A VENDOR

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PURCHASE ORDERS

 

CREATE A PURCHASE ORDER

 

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.

 

 

 

 

 

 

PURCHASE ORDER SEARCH

 

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.

 

 

 

 

 

 

 

 

 

HUMAN RESOURCE

 

ADD AN EMPLOYEE

 

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.

 

 

 

 

 

 

 


MANAGE AN EMPLOYEE

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MANAGE TIME CLOCK

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

ACCOUNTING

 

ADD AP INVOICE

 

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]

 

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AP INVOICE SEARCH

 

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]

 

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AP CHECK REGISTER

 

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]

 

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APPLY PAYMENTS

 

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.

 

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SERVICE CHARGE SETUP

 

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.

 

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CALCULATE SERVICE CHARGES

 

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.

 

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VIEW SERVICE CHARGES

 

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.

 

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POST SERVICE CHARGES

 

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.

 

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VIEW ROA

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

STATEMENTS PRINT

 

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.

BULK INVOICE PRINT

 

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.

 

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STATEMENTS E-MAIL

 

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.

ADD RECURRING INVOICE

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

CREATE RECURRING INVOICES

 

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.

 

 

 

 

 

 

VIEW RECURRING INVOICES

 

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.

 

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CREATE CASH PAYOUT

 

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.

 

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CASH PAYOUTS SEARCH

 

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.

 

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END OF DAY

 

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.

 

 

                       

 

 

 

 

 

 

 

 

 

 

 

 

CASH FLOW ACCOUNTS

 

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.

 

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YEAR BEGINNING CALC.

 

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.

 

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LOCK DATES

 

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.

 

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CHARGE ON BALANCE DUE

 

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.

 

 

 

 

 

REPORTS

 

DAILY SUMMARY

 

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.

 

           

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DAILY DETAIL

 

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.

 

           

 

 

 

 

 

 

 

 

TRIAL BALANCE

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

TRIAL BALANCE DETAIL

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

INCOME STATEMENT

 

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.

 

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BALANCE SHEET

 

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.

 

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STATEMENT OF CASH FLOW

 

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.

 

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MONTHLY SALES TAX

 

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.

 

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ONLINE OPEN CASH SALES

 

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.

 

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AGING AR REPORT

 

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.

 

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SALES BY DEPARTMENT

 

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.

 

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INVENTORY VALUE BY DEPT.

 

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.

 

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INVENTORY VALUE BY ITEM

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

ITEM HISTORY

 

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.

 

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OVER CREDIT LIMIT

 

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.

 

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CREDIT CARD GUARANTEE

 

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.

 

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CASH RECONCILIATION

 

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.

 

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CASH PAYOUT REPORT

 

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.

 

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UNAPPLIED PAYMENTS

 

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.

 

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EMPLOYEE HOURS

 

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.

 

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SHIPPING CALC. ERRORS

 

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.

 

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DELETED INVOICES

 

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.

 

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SERVICE CHARGE REPORT

 

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.

 

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INVENTORY SALES DETAIL

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIME SUMMARY REPORT

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PRE-BILL REPORT

 

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.

 

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ONLINE ALTERNATE PMT.

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

GENERAL LEDGER

 

MANAGE COA

 

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.

 

 

 

 

 

VIEW GENERAL LEDGER

 

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.

 

 

ADJUST GENERAL LEDGER

 

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.

 

VIEW ADJUSTMENTS

 

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.

 

 

 

 

 

 

 

 

 

 

 

BATCH TRANSACTIONS (EDI)

 

CUSTOM MODULES

 

 

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.

 

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NOTES, EMAIL & NEWS

 

CREATE A 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 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.

 

NOTE SEARCH

 

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.

 

 

 

 

 

 

 

 

 

 

CREATE AN EMAIL

 

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.

 

 

 

 

EMAIL SEARCH

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

CREATE NEWS

 

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.

 

 

 

NEWS SEARCH

 

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.

 

SETTINGS

 

MACROS

 

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.

 

 

 

 

 

 

 

 

 

 

 

 

INVALID CHARACTERS

 

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