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Sirius User Guide.book

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1. 1 QI cosh ov aj Andre Gilbert NO Preprinted Forms NO 5 YES x Customer item maintenance Yes 2 None x Merge Contracts NO zi RUT Management NO Zi Optional damage waiver VES 2i Credit note management NO i Modify delivery screen No Zj INO ps Modify Transaction Date VES Z ta ajl Check YES Z NO Cancel N Click Modify ow Move through the following fields and configure the general operations for each of the following Default cash drawer for payments and manual invoices Default salesclerk of payment and manual invoices Type the default Cash Register to be used for payments and manual invoices or select one from the list Type the default Salesclerk to be used for payments and manual invoices or select one from the list Sirius User Guide 350 Print reports by salesclerk in closing Password to delete contracts Show hints on transaction window Additional Trs Info Activity Management Check Payment Mode Select Yes if you want the closing report to be sorted by Salesclerk If a user deletes a contract in Sirius they will be prompted to enter a password Type the password to protect your contracts Select Yes if you want a hint to appear when the mouse cursor moves over a button icon or tab For example when you move your cursor over the Add button the words Add a Transaction will appear Allows you to set up to five user
2. E e coy D 1001 RCON Concrete mixer 1 2 to 3 4 bag capacity 520011 fro 2 Rental RCON Masonry Saw 4 cut blade included T i 3 Rental RCON Concrete diamond drill 1 to 12 T 1004 Rental ACON Diamond core drill bit 1 to 12 and up T fro 5 Rental RCON Concrete Saw 4 cut i 6 Rental ACON Diarnond blade 4 to 20 T fro Z Rental RCON Air hammer drill 66lbs 1400 hits min Al 1008 Rental RCOM Compactor 10 x13 comp 2200Ibs F 1009 Rental RCOM Vibrator plate 19 1 2 x22 comp 3400lbs T 1010 Rental RCOM Asphalt roller 40 x81 comp 2930lbs T hi 11 Rental RCON Air hammer drill 65lbs 1300 hits min T 1012 Rental RCON Wheelbarrow 9 cubic ft capacity T zl In the Sort field specify how you want to search for the Item by e Item Code e Type e Category e UPC e Supplier No Supplier Ref Keywords 93 Chapter 5 Entering Data Managing Items 3 Once you ve selected a sort method you can search for the item using either of the following methods In the Search field type the first few characters or digits of the sort method you selected then click Go For example if you selected Description as the sort method you would type the first few digits of the Item description Once found a black arrow will point to the Item in the list Use the 4 gt gt arrows to move through the list and locate the Supplier I Move to the top of the list Move up one in the list k Move down one in
3. ewl IN Bore ceny ol sre picd osoon net ltem Description Quantity Size Price Total r Cancel 0 00 F amp B F amp B Amount Exchange Rate Sai DescipfonOterrees a AmountOter Fess 9000 Total 0 00 2 The remaining instructions are the same as those for regular purchase orders See Creating a Purchase Order on page 188 Keep in mind the following when creating multi branch Purchase Orders Orders created for branches other than the current one are flagged with a red dial in the header to the right of the number of the destination branch This dial indicates that the order has been created for another branch but has not yet been exported to it Once an order has been exported the dial turns green Sirius User Guide 194 New numbers are created for exported orders according to destination branch enumeration systems although the original number from source branch will be preserved as the reference number You can search for an order according to its main branch PO number If the order is to be modified the changes must be made in the branch the order was created The dial switches back to red to indicate that the modified order must be re exported Simply repeat the export transfer and import processes The dial will then switch back to green to indicate the export is completed Order reception is performed at the destination branch Sirius User Guide 195 Receiving Pur
4. 1002 Q Description Camera Ikegami HC 400 gls Extension None Comments Rate Rental Rate Days _ Modi j Regular Education Theatie Priced PiiceS Minimum Ext Type Description Quantity Price SSS SS Click OK Total Dise f OK Cancel The item will display the serialized item individually in the detail section Quotation Seach Golta QJ date Customer UTES A MeBowen Alison Comments Salesclerk Q Patick From To AAT JArists Q Read Office z his Invoicing 7 days EE hes A nor oere Fina Cancel ox eaf ltem Q Description Type Zi 1 8 Extension Quantity Comments SRate Price Days _ Modit E Ext Type Description E Cancel Sirius User Guide 326 4 Click OK The printout will show the item and its corresponding quantity on one line e pice a iat QUOTATION ORION New York NY 10014 Date Transaction no RENTAL Tel 877 755 2012 0947 2007 11 1018 0 Fax 212 484 1339 info orion soft com Page toft 1 McGowen Alison s N 51 Washington Square H V Mission Viejo Califomia 1 O 94165 p 1 P C Tel 818 984 0331 Fax E E D Quotation no 0 0 Customerno 3001589 Tems 30 Daye Reservation no Customer P O Contract no
5. Sirius User Guide 304 13 In the Image and Print tab leave as default Scanner Configuration Automation License text export Image Print Live Update Passport size Full size 3 x5 Nj Driver license size PIETECES Custom Color scheme True Color 24 bit v Resolution 300 dpi JPG Quality 75 Driver s license document dimensions Width 2 20 Height 3 60 Units Inches O Millimeters Driver s license image dimensions and size Width 660 pixels Height 1080 pixels Estimated file size for bitmap format 2 138 456 bytes Clean Scanner J Calibrate Scanner Configuration Automation License text export Image Print Live Update Printed image is 100 precent of actual size C Print image immediately after each scan cycle Show Print dialog before printing Left 250 Image Full image O Face only License Zip Name M Issue date Address Expire date City V Date of birth State 305 Chapter 15 Sirius Peripheral Devices Configurating the Scan Shell Properties 14 In the Live Update tab do not perform any updates Scanner Configuration Automation License text export Image Print Live Update ep my program up to date by verifying that the software versio Automatically check for new updates Every time the program start Automatically check for new updates Every Day At
6. Comments Deteiled Regular Disch Disc10 Price 4 Price 5 Modif I I Type Description Quentity Price Total Dis Add Cancel 2 Follow the instructions shown for creating a Rental Contract See Creating a Rental Contract on page 116 113 Chapter 6 Managing Transactions Types of Transactions Work Order A Work Order is used to reserve a service for a customer The Work Order can be mailed or emailed to the customer and once the service is completed it can be automatically transformed into an invoice E To Access a Work Order 1 Choose Work Order from the Customer Operations menu The WORK ORDER window will appear Work Order Search GO Tre a Date 03 0 Customer 1518797 Q Jundt Herben Comments cc Cash Customers Salesclerk 03 Pave Harris Cash Q Fest From 03 01 2007 1521 To 03 01 2007 1521 Period 0 days 0 0000 nrs LL o p pemove out gt i Fina ox conc Name Jundt Herbert Address Charge il Invoiced to oy poor Prov State Current 90 days Balance due Postal Zip Code 0 00 0 00 0 00 Telephone Fax Category Cash Customers Contact Driver s License ID1 ID2 ID3 Sirius User Guide 114 Reservations A Reservation is used to reserve a rental item for a customer You may also place sales or service items on reservations The Reserva
7. Cancel 15 Double click the IDScanOCR icon and insert the calibration card before using the ID scan Card Scanning Solutions idScan Capture Scanner Calibration Signature Please insert the calibration card to the scanner tray and press on Calibrate button License verification v Ref Barcode Src OCR Sirius User Guide 306 ID Scan Configuation from Sirius The following step needs to be configured in Sirius to identify the executable path of the ScanShell application E To Configure ID Scan Properties 1 2 3 4 5 6 7 Choose Configuration from the Branches menu Choose Customer Transactions Click on Modify Activate User ID Scan to YES Enter IDScan Folder executable path Customer transactions Activate invoicing period Activate delayed invoicing Retain original periods on transactions Activate Invoice to option Activate Skip to end button Activate delivery screen Allow deposit on customer with account Prices fixed on transactions Retain prices on transactions Enter items with registration code and scanner Use UPC to enter items Optional tax waiving on line item Term for customer payment default Damage waiver rate Activate cement calculation module Suggest Deposit Periodic control Semi Serialized Management Staff Management Multi branch availability Special prices per customer Click OK Click Quit alfa
8. 10 Click Finish to complete the installation Sirius User Guide 24 Installing Sirius on a Standalone PC 1 From the Windows desktop make sure all open programs are closed 2 Insert the Sirius CD in the CD ROM drive 3 Choose Windows Start gt Run The RUN dialog box will appear displaying SETUP EXE in the Open box Type the name of a program Folder document or Internet resource and Windows will open it for you ox cae Browse 4 Click OK The CHOOSE DESTINATION window will appear Choose Destination Location Setup will install Sirius Re following directory To install to this directory click Next To install to a different directory click Browse and select another directory You can choose not to install Sirius by clicking Cancel to exit Setup Destination Directory C Program Files Sirius Browse lt Back Cancel 25 Installing Sirius Installing Sirius on a Standalone PC 5 To return to a previous window just click on the Back button To exit the installation click Cancel 6 Accept the default Destination Directory C Program Files Sirius or if you wish to install to a different folder click the Browse button and select another folder Click Next The SETUP TYPE window will appear Setup Type x Click the type of Setup you prefer then click Next C Typical Program will be installed with the most common options Recomme
9. Select the components you want to install clear the components you do not want to install Destination Directory C Program Files Sirius Browse Space Required 75530 K T Space Available 2096832 K Disk Space lt Back Cancel Sirius User Guide 20 The server must be checked to run Sirius from the server Do not check both boxes simultaneously 7 Do the following Leave the box beside Server checked Click the box beside Station to remove the check mark 8 Click Next The START COPYING FILES window will appear Start Copying Files x Setup has enough information to start copying the program files If you want to review or change any settings click Back IF you are satisfied with the settings click Next to begin copying files Current Settings Setup Type Typical Target Folder C Program Files Sirius User Information Name Brian Neale Company lt Back Cancel 9 Click Next The install program will begin copying files Once finished the SETUP COMPLETE window appears Setup Complete Setup has finished copying files to your computer Setup will now launch the program Select your option below J Yes Launch the program file Click Finish to complete Setup SER 10 Click Finish to complete the installation 21 Installing Sirius Installing Sirius on Client Workstations Installing Sirius on Client W
10. Check Depost Form Orion Boston Tools f Bank TD Bank 3619 South Hastings Way Account 113 889 01 TiterAccessNo_ 03488 Boston MA54701 Date 01 21 2007 3 48 51 PM Tel 15 832 3344 Fax 715 632 1203 Page 1 Check I Customerno Description I Amount Ck 1234 6543210 City of Dallas 1900 00 Ck 3345 6543210 City of Dallas 1 500 00 Ck 33445 6543210 City of Dallas 1900 00 Ck 55557 5347788 Smith John 100 00 Ck 445566 85913 BASIC ELECTRIC 1900 00 Chq 598 518797 Jundt Herbert 8500 00 10002 DAHL AIR CONDITIONING 22 00 6543210 City of Dallas 45 00 5347788 Smith John 100 00 518797 Jundt Herbert 40 00 TotalDepost_ 14 207 00 Number of checks 10 Deposited b Sirius User Guide 234 Balancing Your Cash Generating the Cash Balance Report You can generate a Cash Balance Report that lists the cash amounts that should be in each of your Registers 1 2 3 To Generate the Cash Balance Report Choose Cash Balance Reports from the Customer Operations menu The CASH BALANCE REPORTS window will appear Cash Balance Reports Requested data Cash Balance Report Sort Alphabetical Branch Current Multi Branch Forthe Date of to 1 21 2007 C Close no to 99999999 Balancing Level C Report to G L to 222222 Cash no to 222222 zzzzzz Salesclerk no to sox Xor In the Requested Data field click the down arrow button and select Cas
11. To print invoices for a range of customers type the first Customer Code in the Range field and the last Customer Code in the range in the to field 6 Click OK The Statements of Account appears See Printing Forms and Reports in Sirius on page 33 314 East 24th Street o Suite 240 e New York NY 10014 ORION er lary 755 2012 MENTE Fax 212 484 1339 info orion soft com STATEMENT OF ACCOUNT DAHL AIR CONDITIONNG 30 SOUTH LA PATERA LN 9 01 21 2007 01 21 2007 GOLETA CA 93117 Customer no Customer no 10002 10002 Invoice no ype Pate ustomer Order Amount Jrvoice Bal Balance Invoice no Invoice Bal 3 1001 c 01 8 2007 0 0 22 0 2200 1001 22 00 Sirius User Guide 244 Accounts Aging The Accounts Aging report allows you to view your receivables to see which customers have not paid their invoices within 30 days 60 days 90 days etc 1 To Run the Accounts Aging Report Choose Statement of Account from the Accounts Receivable menu The STATEMENTS OF ACCOUNT window will appear See sample on page 242 In the Requested data field click the down arrow button and choose Accounts Aging In the Branch field do one of the following Leave Current selected to indicate the Account Aging report should be generated for the current branch only Click Multi Branch if you want the Account Aging report to include all branches in your organization To view invoices
12. gt at the bottom of the window to scroll through the records E To View the Availability Status of Items 1 2 3 Choose Consult Transactions on the Inventory Management menu The CONSULT TRANSACTIONS window will appear Consult Transactions Item Code Go Q Concrete mixer 1 2 to 3 4 bag capacity ayia Must be returned cleaned zi Qty Inventory Qty Rented Qty Available Qty Reserved Qty Ordered 1 yh 1 0 Multi Branch Kit Minimum 1 Hour 4 Hours 8 Hours Days Weekend Week Month Rental Price 150 00 150 00 150 00 150 00 150 00 225 00 450 00 1 200 00 Availability From 0172072007 v 1950 To 0172072007 x 1350 Period OF Verification QtyInventoy Rent and Reserv Qty Quotation Qty Available Multi Branch Type of Transactions C Purchases C Quotations C Reservations Rentals tem E Quant Fiom Tn Yvetrmerl Mame Telenhnne In the Item Code field click the Search a icon and search for the item whose availability you want to view or change The top section of the window displays the item s immediate availability for the current Branch Click Multi Branch to view availability in other branches or Kit to see if the item is part of a kit Sirius User Guide 218 4 5 Qty Inventory Quanity in stock Qty Rented Quantity currently rented and unavailable Qty Available Quantity currently available Shown in green if over 0 otherwise shown
13. Requested data List of Sales Prices Detailed List of Sales Prices Summary List of Rental Prices Detailed List of Rental Prices Summary Inventory Value Last Cost Inventory Value Average Cost List of Kits List of Accessories List of Serial Numbers Detailed List of Serial Numbers Summary List of Serial Numbers Semi Detailed List of Items Detailed Inventory Value Serial Numbers Summary List of Comments List of Equipment Maintenance Items List of Equipment Maintenance Categories Inventory with Location Serialized Inventory with Location Current Repairs Report 3 Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Sirius User Guide 283 4 Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 1003 1004 1005 1006 1007 1008 1009 1010 1011 1012 1013 Orion Boston Tools List of Sales Prices Detailed Concrete mixer 1 2 to 3 4 bag capacity 22 000 0C 0 00 Masonty Saw 4 cut blade included 500 00 0 00 Concrete diamond drill 1 to 12 25 00 0 00 Diamond c ore drill bit 1 to 12 and up 25 00 0 00 Concrete Saw 4 cut 400 00 0 00 Diamond blade 4 to 20 100 00 0 00 Air hammer drill 66lbs 1400 hits min 200 00 0 00 Compactor 10 x13 comp 2200Ibs 600 00
14. Type Description Quantity Price Total Disc 1007 E ji ra a r Add Mocity Remove Rental Air hammer dril 66lbs 1400 hits min 1 120 00 120 00 Periodic Invoice Sirius User Guide 259 Notice that the last date the contract was invoiced is shown in Green at the top of the screen Depending on the Periodic Control you selected in step 4 the system will automatically select the contracts that are to receive a Periodic Invoice To see the contracts to be invoiced click the arrow icon gt in the middle of the screen to advance to the next contract If necessary you can modify or remove invoices from the Periodic Invoice screen See Modifying a Rental Contract on page 123 To generate the Periodic Invoices click the blue icon gt in the middle of the screen A Confirm dialog box will appear indicating the number of invoices that will be created Complete Periodic Invoicing Create 3 invoices x Ce Click OK to generate the periodic invoices Once generated a dialog box will appear Sirius Monthly Invoicing Completed 9 Click OK Sirius User Guide 260 Handling Pre Invoicing You can use the pre Invoicing feature in Sirius to either collect payment from a cash customer before the customer leaves with the rental item or e generate an invoice for a customer with an account at the time the item is rented rather
15. 3 In the Term field type the terms of payment applied to you by the Supplier For example 30 60 or 90 days 4 Inthe Shipping field type the preferred method of shipping applied to you by the Supplier 5 In the F amp B Rate field type the freight and brokerage costs associated with the item 6 In the Last transaction field the system will display the last transaction date This field is automatically updated by Sirius 7 Inthe Total Purchase field the total amount of purchases you made from this Supplier is displayed This field is automatically updated by Sirius 8 In the Use Exchange Rate field select Yes if you are using foreign currency to purchase items from this Supplier and you want to use the exchange rate Sirius User Guide 80 Comments Tab 1 Click the Comments tab or click OK on the Conditions tab The Comments tab will appear Supplier Management B2006 BLACK amp DECKER No orders after 3 00 PM on Fridays UEDA v 2 In the Comment text box type your comments 3 Click OK 4 Click Quit 81 Chapter 5 Entering Data Managing Suppliers Ss Use the control buttons 4 gt at the bottom of the window 99808EEE JOHNSON SUPPLIES Johnson Supplies to quickly scroll through A1046 ABMAST ABRASIVES ABMAST ABRASIVES CORP 4025 WELCON each of your Supplier hi B2006 BLACK amp DECKER BLACK amp DECKER 100 CENTRAL records B2016 BOSCH ROBERT BOSCH 681
16. Payment2 Payment3 Balance due TOTAL In Trans the Finalizers pane In the Sales tax field the proper tax code appears The default tax codes are defined in Customer Categories See Setting Up Customer Categories on page 48 lf additional taxes apply click the drop down list box and select another tax code To remove a tax simply leave the list box blank the Deposits pane lf a deposit was obtained for the rental item it will be shown with a minus sign to indicate the amount is being credited back to the customer lf the payment is by credit card and you have set up a scanner in Sirius do the following to capture the customer s credit card information Click the Auth Credit Card button Scan the credit card To modify the information click the Modify button Click Quit Sirius User Guide 140 If the customer has an account and makes a partial payment a message will appear prompting you to apply the outstanding balance to their account If the Delayed Invoicing option is set to Yes in Branch Configuration a Return Slip will be displayed instead of the Invoice Rental The Invoice will not be issued until all items have been returned See Setting Customer Transaction Options on page 333 in the Appendix 10 In the Payment pane do the following In the Payment 1field in the Amount column type the amount received from the custom
17. Purchase Management Order no ae Q Reference no C al Purchase date DA Branch Q Purchase detel01 1772007 Name Orion BostonToo Nome Aics 20 So Hasings wey Actress E cty Bea o Prov Stat Code favor Shippingdate 01 17 2007 Invoice account Fo Term Shiopina Shipping H 4 geacey o Additional Information 3 In the Supplier field either type the Supplier code or click the Search Q icon and select the supplier with whom you are placing the order The supplier s address as well as any additional information will automatically appear in the Supplier and Shipped To sections Sirius User Guide 189 4 Inthe Purchase Date field leave the default current date shown or type a new date 5 In the Branch field specify the Branch to which the item will be delivered See Creating a Purchase Order for Multiple Branches on page 193 u Since you can create 6 Modify the Shipped To address section if necessary orders for other Branches The address shown is the default address for the branch in your organization it is very important to specify 7 Inthe Additional Information section move through and the branch where the complete the necessary information order will be delivered 8 Click OK The following message will appear Confirm 2 Generate detail No 9 Do one ofthe following Click Yes if you want to perform an automatic order T
18. Sirius UserGuide 170 4 Inthe Salesclerk field use either of the following methods to select the customer Sales Representative Type the Salesclerk code if known and press Enter Click the Search icon to display the SALESCLERK SEARCH dialog and select a Salesclerk 5 Leave the current dates shown in the From and To fields 6 Click OK The window refreshes and the Delivery pane is displayed as shown in the example below f nors le a cance Delivered NA X PO Shipping Notes Shipped to City Prov State Postal Zip Coq Contact Telephone 7 Do one of the following in the Delivery pane lf the sale item is to be delivered to the customer select Yes in the Delivery field and enter the shipping notes address and contact information Fields that are in red are lf the sale item is not being delivered leave No mandatory z p selected in the Delivered field 8 Click OK The window refreshes and your cursor jumps to the Item field Sirius UserGuide 171 9 In the Item field use either of the following methods to select the Sales item you are selling to the customer Type the Item code if known and press Enter Click the Search icon Q to display the ITEM SEARCH dialog and select an Item 10 Click OK The details of the sales item will be displayed as shown in the To maximize the It
19. 001 Rental Heater 3000 watts 10200 BTU 1 25 00 25 00 Rental Contract Click the Extend button The Finalizers tab will appear on the Invoicing screen showing the amount owing for the extended days you entered Cick OK to generate an Invoice for the extended days Sirius User Guide 264 Applying Credits to Pre Invoices If a customer was pre invoiced and then returns the item before the rental period expires you can credit or refund them either in cash or by applying the amount to their account To Apply Credits to Pre Invoices 1 Choose Rental Contract from the Customer Operations menu The Rental Contract screen will appear 2 Click the transformation button gt in the middle of the screen The Rental Invoice screen appears Search Er al Date E al mosa 2 fore O undt Herbert Comments z cc Cash Customers Salesclerk Q erena Noriega Cash ees Fiom 03 06 2007 T623 To fos o72007 w 0848 Peroa 23 deysf65833 hre mi srl 0 gt on sa fon rs a om The Period Days and Hrs fields will automatically display the number of days left in the rental period as a negative This represents the amount to be credited back to the customer 3 Return the item s using the instructions shown in Chapter 7 Processing Returns Sirius User Guide 265 4 Once you ve returned the items click the Final button The Finalizer Tabs appear showing the Amount of
20. 11 Click Yes The rental item is displayed in the table and your cursor remains in the Item field to allow you to select additional items ltem A Description js Type Extension Quentity Eli Comments Price M Tex ecni Cc item Ext Type Description Quantity Price Total Dis LLL ty roe 12 Once you ve finished selecting the rental items for sale click the Final button Sirius UserGuide 177 The system refreshes and displays three additional panels Finalizers Deposits and Payments as shown in the example below Rental Subtotal 0 00 f Accumulated Deposits 0 00 Rental Discounts Deposits Sales Subtotal Total Deposits 0 00 Sales Discounts Damage Waiver Amount Method of Payment Shipping Total Due 106 00 Cleaning Payment 1 Labor Payment 2 Subtotal Payment 3 Wisconsin sales tax i Payment 4 Balance due Invoice 13 In the Finalizers pane do the following Add any applicable Rental or Sales Discounts Damage Waivers Shipping Cleaning and Labour charges In the Sales tax drop down list boxes click the down arrow buttons to select the applicable taxes 14 If the payment is by credit card and you have set up a scanner in Sirius do the following in the Deposits pane to capture the customer s credit card information Click the Auth Credit Card button Scan the credit card To modify
21. 147 Chapter 7 Processing Returns Identifying Equipment Needing Maintenance Repair or Cleaning SYL Chapter 8 Managing Invoices This chapter shows you how to search for and manage invoices Here s what you ll find in this chapter Accessing Invoices Creating Invoices Searching for Invoices Finalizing and Printing Invoices Emailing an Invoice Adding Tax Identification Numbers on Invoices Adding Your Logo to Invoices 149 Chapter 8 Managing Invoices Accessing Invoices Accessing Invoices 1 Choose Invoice from the Customer Operations menu The INVOICE window will appear Invoice S Search Gofre a Date Email 2 Retun gq Comments Salesclerk Q Arare Giben con a feast From Customer cc Cash Customers To Period 0 days his gt OULES Add Quit l gt ord Status Delve Detail Final Description EIA Extension Comments Regular Disc5 Disc10 Price4 Price 5 nie pated iii Type Description l Quantity Price Total Disc Sale Gloves heavy duty 2 4 25 8 50 Invoice Creating Invoices For instructions on creating a rental invoice see Closing Rental Contracts on page 162 For instructions creating a sales invoice see Processing the Sale of a New Item or Accessory on page 196 Sirius User Guide 150 Searching
22. Add Mosity Remave Rental Invoice 6 To return one or more items but not all do one of the following Click on each item that was returned and then click the 4l icon Click the Modify button and type the amount returned in the Close field as shown in the example below Click Hoy OK em Description Air hammer drill 65lbs 1300 hits min i 5 nee Contech Type gt Extension _ Quantity 1 El Comments Close Cor Detsiled Minimum 1Hour 4Hours 8Hours Day Weekend Week Month Price 0750 4 Modif Cc ltem Ex Type Description Quantitse Con Price Discalancy Total ha gt 1011 1020 00 1055 00 v Cancel 139 Chapter 7 Processing Returns Handling Partial Returns u Scanning the credit card DOES NOT authorize payment it simply records the customer s credit card information Once the sales or rental transaction is complete the credit card information can then be processed for payment 7 Click Final on the Toolbar in the middle of the window The FINALIZERS DEPOSITS and PAYMENTS panes will appear Rates Amount Rental Subtotal 48 12 Accumulated Deposits 8 Rental Discounts Deposits Sales Subtotal I Total Deposits Sales Discounts Damage Waiver Amount Method of Payment Shipping Total Due 51 01 Cleaning Payment1 Labor Subtotal Wisconsin sales tax Payment 4
23. Customer al Jundt Herbert Comments cc Cash Customers Drawer Salesclerk fre STE Cash al Cash 1 From E To 03702 2007 E Em Period Hi deys 0000 hrs m al gt gt Add Mocity Remove out gt on Status Delivery Detail Final lt za ltem Description elja Extension Quantity Comments Minimum 1Hour 4Hours 8 Hours Day Weekend Week Month Description Wheelbarrow 9 cubic ft capacity 1 9 00 9 00 Concrete mixer 1 2 to 3 4 bag capacity 1 150 00 150 00 ra a gt gt Ada Mouity Remove Sirius User Guide 116 Creating a Rental Contract 1 On the RENTAL CONTRACT window click the Add button on the Toolbar The window refreshes with the cursor in the Customer field 2 In the Customer field use either of the following methods to select the customer Type the customer code if known and press Enter Click the Search icon amp and select a customer from the list See Searching for Rental Contracts on page 123 Once you ve selected a customer the name addresses and account status of the customer is automatically displayed as shown in the example below Name LA COUNTY MASONARY The Credit Status of the Address 27811 AVENUE HOPKINS customer is displayed in Charge Line Tem Invoiced to the Charge field If the City VALENCIA Beg 1 3 custome
24. Do not enter any password Everyone needs full access without a password If you re running on Windows NT you Il also need to specify the users that will have access to this shared folder Select Everyone or ask your network administrator to add all the necessary users to the list Sirius User Guide 28 Borland Database Engine Setup This step will configure the access to your database and must be done on every computer that will be using Sirius including the server The process is exactly the same for each computer E To open the Borland Database Engine BDE 1 2 3 4 5 6 10 11 12 13 14 15 Click on your START button Click on SETTINGS Click on CONTROL PANNEL Double click on the BDE ADMINISTRATOR icon Click on the DATABASES tab If you see a plus sign on the left of Databases click on it to expand it Click on Conversion This must be a single left click on the word Conversion Click on the box to the right of Path and enter the location of the Conversion folder located on your server Use the full network path as the example Click on Locatout so that it is highlighted This must be a single left click on the word Locatout Click on the box to the right of Path and enter the location of the Data folder located on your server Use the same format as in the example Click on Sirius so that it is highlighted This must be a single left click on the word Sirius Click on th
25. Transf The Total in the Finalizers pane will be shown as a negative and must match the Total shown in the Finalizers pane on the Rental Contract If the customer paid cash for the rental item type the amount being credited or returned to him as a negative in the Payment field on the Finalizers tab 19 Click OK The Invoice Rental form or Return Form will be displayed showing both the original invoice amount and the new credit invoice amount in brackets See Printing Forms and Reports in Sirius on page 33 for instructions on printing the forms The next step is to remove the credit invoice amount from the customer s account by entering a 0 dollar payment 20 Choose Enter Payments from the Accounts Receivable menu The ENTER PAYMENTS window will appear See sample on the next page 21 Click Add Sirius User Guide 163 22 In the Customer field either type the Customer Code or click the Search Q icon and select the customer from the list 23 Accept the current date as the Payment Date or change to a different date 24 In the Payment field type the amount of the payment as 0 25 In the Method of Payment field click the down arrow button and select the applicable method from the list Cash Check MasterCard Vlsa American Express or Debit Card Enter Payments a mj X Customer aj Orion Software Payment Date Branch Current Reference Payment Method Of
26. hem Q Description a a coseco a a Type gt Extension H Quantity Ef jn Comments 4 CEEA Detailed Minimum 1Hour 4Hours 8Hours Day Weekend Week Month Price id _ Madit cS item Et Type Description Quantity Close Contract Price _ Disc _ Balance Total yi 10m Rental 1 1 6750 0 6750 1 1020 003 Rental Free standing fen 110v 30 1 speed 1 1 18 00 o 18 00 fi 1055 003 Rental Measuring tape 100 amp 200 30m amp 60m 1 1 9 00 o 3 00 Rental Invoice paaa 143 Chapter 7 Processing Returns Closing Rental Contracts 7 Click Final on the Toolbar in the middle of the window The FINALIZERS DEPOSITS and PAYMENTS panes will appear Rental Subtotal 48 12 Accumulated Deposits 0 00 Rental Discounts Deposits Sales Subtotal Total Deposits Sales Discounts Damage Waiver Amount Method of Payment Shipping Total Due 51 01 Cleaning Payment 1 Labor Payment 2 Subtotal Payment 3 Wisconsin sales tax Payment 4 Balance due TOTAL 8 In the Finalizers pane In the Sales tax field the proper tax code appears The default tax codes are defined in Customer Catgeories See Setting Up Customer Categories on page 48 lf additional taxes apply click the drop down list box and select another tax code To remove a tax simply leave the list box blank 9 In the Deposits pane lf a deposit was obtained for the rental item it will be sho
27. 1021 NORTH LAKE STREET i ie P BURBANK CA 91502 p E ROBERT 5 D Tel 818 558 5995 Fax Quotation no 0 0 Customer no 82647 Reservation no ustomer P O Contract no 00 hipping 01282007 20 00 Representative Mark Mohr fflose Contract 01 29 2007 20 00 aty Description Days tem Price Total 1 Moving strap SO0Ibs capacity 1 92 1060 133 Chapter 6 Managing Transactions Transforming the Rental Contract into a Rental Invoice Transforming the Rental Contract into a Rental Invoice Once the Rental Contract has been completed it can be transformed into a Rental Invoice H To Transform a Rental Contract 1 Onthe RENTAL CONTRACT window click the gt iconon the Toolbar in the centre of the window The RENTAL INVOICE window will automatically appear See Chapter 12 Managing Invoices Sirius User Guide 134 Archiving a Rental Contract Once a Rental Contract is no longer needed you can remove it from Sirius The password needed to delete a contract is contained in the Password to Delete Contracts field on the Operations window in Configuration See Configuring General Operations for a Branch on page 344 in the Appendix E To Archive a Rental Contract 1 On the RENTAL CONTRACT window search for and select the customer s Rental Contract you want to archive See Searching for Rental Contracts on page 123 Click the Remove button on the Toolbar in the middle of the RENTAL CONTRACT wi
28. I Move to the top of the list Move up one in the list Move down one in the list gt i Move to the end of the list 4 Once you ve located the Supplier you can use either of the following methods to select the record e Double click on the name of the Supplier e Make sure the black arrow is pointing at the Supplier s name and then click OK The SUPPLIER MANAGEMENT window reappears with the supplier record information shown 5 Click Modify to change the supplier information 6 Click OK 7 Click Quit 83 Chapter 5 Entering Data Managing Items Managing Items Accessing Item Management 1 Choose Items from the Data menu The ITEM MANAGEMENT window will appear Item Management Description Rental Purchase Comments 1 Comments 2 Comments 3 2 al ane o Pictures ltem Code al Type Rental Category Equipement Garden Landsc and Exca Description Serial Yes nas BI Kit Ye z aaay Verification z Taxable Yes Bein Yes n Ves Key Item ae gt Gar Picture Managemen UPC Code Discountable Yes Location Price Calculation No Regular Price Disc5 Disc 10 Price 4 Price 5 Sale Price 2 i 62 25 58 06 55 59 0 0 oynenoy Margin Qty reserved Qty Ordered QtyRented gt coce Add Modify Remove Serial Access Kit Stats Adding New Items j To maintain accurate inventory management you must add a
29. Orion Software S N H v l ie P I P c E E Tel Fax p Quotation no 0 0 ustomer no 5144849661 Terms 30 Days Reservation no ustomer P O Contract no 1121 1 hipping 01282007 22 13 Representative Mark Mohr lose Contract 01282007 22 23 Qty Description Days tem Price Total 1 Concrete diamond drill 1 to 12 0 92 1003 145 Chapter 7 Processing Returns Identifying Equipment Needing Maintenance Repair or Cleaning Identifying Equipment Needing Maintenance Repair or Cleaning You can identify equipment that is damaged or dirty when returned and assess the applicable maintenance and cleaning charges E To Identify Equipment Needing Maintenance Repair or Cleaning 1 Select the Rental Contract and navigate to the Return Invoice Details pane using the instruction shown in Handling Partial Returns on page 137 or Closing Rental Contracts on page 141 The Item pane appears listing the items that were rented tem al Description ajs Type Extension Quantity r Comments Minimum 1Hour 4Hours 8Hours Day Weekend Week Month Price g JEA c tem Ext Type Description Quantity Price Total Disc 4 ll 1011 Rental Air hammer drill 65lbs 1300 hits min 1 67 50 67 50 Ji 1020 003 Rental Free standing fan 110v 30 1 speed 1 18 00 18 00 1 1055 003 Rental Measuring tape 100 amp 200 30m amp 60m 1 9 00 9 00 v
30. a gt IB Final Cancel ltem ay Description ajs Type Extension Quantity flg Comments Price r C litem Ext Type Description Quantity Price Total Disg E Add Conce 9 In the Item field use either of the following methods to select the items the customer wants to rent Type the Item code if known and press Enter Click the Search icon to display the ITEM SEARCH Click the e icon to dialog and select an item go back to the previous pane Delivery 119 Chapter 6 Managing Transactions Rental Contracts 10 The details of the item will appear as shown in the example below Masonry Saw 4 cut blade included als tem 0U Q Description Type Extension z Quantity Comments Detailed Minimum 1Hour 4Hours 8Hours Day Weekend Week Month v Price Moai Description Quantity Price Total Disc y To maximize the Item pane click the 3 icon To minimize click the icon i PCS 11 Do any or all of the following in the details section If the Item you selected is a Serial item click the arrow button in the Extension field and select the correct serial number extension Comments that have been entered about the item can be viewed by clicking the down arrow button in the Comments field To change the quantity needed enter the number in the Quantity field Click the Det
31. aale Loi Aa vosy reno 2 To return the items do one of the following To return all of the items click the To return a selected item but not all click on the item that was returned and then click the l icon See Handling Partial Returns on page 137 3 To indicate the item is in need of maintenance repair or cleaning do the following Click the Add button at the bottom of the window Sirius User Guide 146 In the Item field click the Search Vicon and select the item that is used for maintenance repair or cleaning In the Price field type the cost of maintaining repairing or cleaning the item Click OK The item is added to the invoice Click Final on the Toolbar in the middle of the window The FINALIZERS DEPOSITS and PAYMENTS panes will appear Rental Subtotal 1280 00 Accumulated Deposits Rental Discounts Deposits Sales Subtotal Total Deposits Sales Discounts Damage Waiver Amount Method of Payment Shipping Total Due 1528 52 Cleaning Payment 1 1528 52 Labor Payment 2 Subtotal 1442 00 Payment 3 Wisconsin sales tax 86 52 ff Payment 4 0 00 Balance due TOTAL 1528 52 Me 8 i Notice that the Total includes the repair maintenance or cleaning costs you added to the invoice in step 3 above Continue closing the contract using the instructions shown in Closing Rental Contracts on page 141
32. ltem M Type Quantity Extension Description tlel Comments Minimum 1 Hour 4 Hours 8 Hours Day Weekend Week Month Description Quantity Price Total Disc ra a gt or Add Moniy Remove Wheelbarrow 9 cubic ft capacity Concrete mixer 1 2 to 3 4 bag capacity 1 9 00 9 00 1 150 00 150 00 Rental Contract 2 Click the Modify button on the Toolbar in the centre of the window 3 In the Salesclerk field do one of the following Type the Sales Representative s code if known Click the Search icon and select the name of the Sales Represenative who is modifying the Rental Contract Sirius User Guide 126 Modifying the From and To Dates and the Time Period 1 Move through the From To and Period fields and modify the dates and times as required 2 Click OK Modifying the Delivery information 1 Click the Delivery button on the Toolbar in the centre of the window 2 Click the Modify button at the bottom of the window 3 Move through the fields and make your changes 4 Click OK Modifying the Detail Information 1 Click the Detail button on the Toolbar in the centre of the window 2 To modify an item In the Item table click on the Item whose information you want to modify Click the Modify button at the bottom of the window Make your changes to the Qua
33. on page 185 Sirius User Guide 183 j The Inventory Adjustment report can be reprinted at any time Simply select the item and then click the Print icon in the Header section Once you ve removed the print label message the Inventory Adjustment report appears See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page Adjustrent 1028 Inventory Adjustment Date Description xtenson Pescription Duantity ost fem tension Pesonption ratty 1009 Vibrator plate 19 1 2 x22 comp 3400Ibs 2 344 00 688 00 2 688 00 The Inventory Adjustment report lists each of the item quantities you added along with the cost of each Entering Inventory Quantities using UPC Codes You can enter inventory quantities for an item using a barcode scanner and UPC codes E To Enter Inventory Quantities using UPC Codes 1 Choose Inventory gt Reset Inventory File from the INVENTORY MANAGEMENT window The following warning message will appear Warning A Would you like to empty the Inventory file 2 Click Yes to empty the Inventory file 3 Create a new inventory file and save it to a drive and directory 4 Choose Inventory gt Lot Transfer from the INVENTORY MANAGEMENT window A message will appear stating Select Inventory File 5 Click OK Sirius User Guide 184 u Warning Running the Update operation is irreversible and may take several minutes
34. type the Item code in the Search field and click Go or use the control buttons 1 at the bottom of the window to scroll through the records A The Last Listed Cost price will appear by default on your purchase orders On the ITEM MANAGEMENT window click the Search Q icon beside the Item Code field and select the item for which you want to set quantities Click Modify Click the Purchase tab In the Minimum Qty field type the minimum quantity to be kept in stock For automatic orders the item is ordered once the quantity drops to the Minimum Qty number For more information on automatic orders see Creating a Purchase Order on page 188 In the Maximum Qty field type the maximum quantity not to be surpassed For automatic orders this is the maximum number of the item that can be ordered In the Economical Qty field type the minimum quantity to ordered to benefit from any volume discount offered by the Supplier Click Ok Click Quit Sirius User Guide 188 Purchasing Inventory Items Creating a Purchase Order You can add items to your inventory by generating a Purchase Order to replenish stock When the stock is received Sirius will automatically update your inventory quantities E To Create a Purchase Order 1 Supplier Shipped to ae ee Oa pa rD Choose Purchase Order from the INVENTORY MANAGEMENT window The PURCHASE MANAGEMENT window appears Click Add
35. G for example ALT TAB In full screen mode only Local devices E Connect automatically to these local devices when logged on 2 to the remote comouter Disk drives Printers C Serial ports Sirius User Guide 308 ID Scan Configuration on Remote Desktop from Sirius To run the ID Scan properly on terminal services the Sirius Client Interface executable must be running on each local computer E To Configure ID Scan from Sirius 1 2 3 u It is important to place Sirius Client Interface on the same directory for 4 every client PC Contact our support team to obtain Sirius Client Interface executable file Choose Branches from the Configuration menu Choose Operations In the Operations 2 tab enter the executable file on Sirius Client Interface Path For example TSCLIENT C SIRIUS CLIENTINTERFACE EXE SiriusClientInterface exe Sirius Client Interface Orion Software Activate Use ID Scan Remotely option to YES Operations Operations Operations 2 Scan Counter z Use idScan remotely Sirius Client Interface Path 5 Go to c Program Files Card Scanning Solutions ScanShell 6 Double click IDScanOCR INI Set Show Minimized 1 iDScanOCR INI Notepad File Edit Format AppData License Y C32P4C1WwPAI2C30 version 9 6 4 Title card scanning solutions idscan BypassUserca 1 m on 0 Hide scan progress 0 a whee d wo View Help 309 Chapter 15 Siri
36. Kit and Access at 0 Group Serialized Items Line Total Finalizers No of copies Starting Tray Select if you want the comments contained on the Item Management window to appear on the form See Comments Tab on page 63 fora detailed description Select if you want to enter text lines at the detail level when entering a transaction Select if you want items that are part of a kit and accessory and have a price of 0 to appear on your form Select if you want to be able to group similar serialized items together on the printed form Select to display the line total qty x price Select if you want to print the amounts shown in the Finalizers pane on the transaction windows Type the default number of copies you want to print for each form Select the printer tray to be used when printing the form Sirius User Guide 336 Configuring General Form Settings j The Preview forms before printing field must be set to No in order to apply the No of Copies and StartingTray printer options See page 335 You can configure a variety of form settings for use in Sirius For example you can specify that you want to preview all forms before printing select the form template you wish to use or automatically print a Pick Up Slip with contracts E To Configure General Form Settings 1 Choose Branches Forms from the Configuration menu The Forms window will appear Preview forms
37. NO v E4 Congure scanning device _ Semi Serislized Management NO Card Readers VES Use IDScan NO Staff Management Multi branch availability Special prices per customer li l4 IDScan Folder Cancel Zz O 4 lt m wo 4 i For a detailed description of the CUSTOMER TRANSACTIONS window see Setting Customer Transaction Options on page 333 in the Appendix 2 Click Modify 3 In the middle of the right hand column click the down arrow button beside Project Management and select Yes Sirius User Guide 102 4 5 Click OK Click Quit Adding Projects 1 2 3 4 Choose Configuration Projects from the Configuration menu The PROJECT MANAGEMENT window will appear TTT ox ProjectCode 455 Description Waterford Dam In the Project Code field type a unique code that identifies the project In the Description field type a description of the project Click OK 103 Chapter 5 Entering Data Managing Projects Assigning Rental Resources to a Project You can assign the rental of an item to a project rather than a customer E To Assign Rental Resources to a Project 1 Click the Delivery button on any of the transaction windows Quotation Customer Order Reservation Work Order or Rental Contract CIM i Lx Search alte 1007 8 aj Date 11 02 2004 g Email sb Re Customer 347788 a Sri John Comments ec Cash Customers
38. Salesclerk ee ers e 102 2004 ee fo daysfa 0000 a 5S si Le bd dd adify Remove Gui gt E Status Final oy OK Cancel Delivered No v Quotation no 1008 44 Staff Shipping Notes ren Fro Shipped to fies Construction site Term Deductible File no Amount Allowe ey North Shore Oilfield City j Advisor Including Tx Prov State hha Telephone Exemption fro Postal ZipCof Fax Contact Telephone E mail tem aj R E vost RAISES 2 Click the Modify button at the bottom of the window 3 Inthe Project field either type the Project code that you want to assign rental resources to or click the Search amp icon and select a Project from the list 4 Click OK Sirius User Guide 104 Entering Data Managing Staff Configuring Sirius for Staff Management Once activated the Staff option is added to the Data menu Before you can add staff to Sirius you must first activate the Staff Management option in Customer Transactions E To Configure Sirius for Staff Management 1 Choose Branches Customer Transactions from the Configuration menu The CUSTOMER TRANSACTIONS window will appear Customer transactions Activate invoicing period Activate delayed invoicing Retain original periods on transactions Activate Invoice to option Activate Skip to end button Activate delivery screen Allow deposit on customer with account Price
39. click Add To modify the item quantity information click on the item click Modify make your changes and then click OK To remove an item click on the item click Remove and then click OK To return to the HEADER section of the window click Header F4 Click OK A message appears stating Do you want to print labels Click Yes if you would like to print bar code labels for each Item Quantity you added If not click No See Receiving Transferred Stock on page 210 Sirius User Guide 215 Once you ve removed the print label message the Inventory Adjustment report appears See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page Adjustrent 1028 Inventory Adjustment Date Description a a LL 1009 Vibrator plate 19 1 2 x22 comp 3400Ibs 2 344 00 688 00 2 688 00 The Inventory Adjustment report lists each of the item quantities you added along with the cost of each Sirius User Guide 216 Charging for Broken Lost or Stolen Rental Equipment Before you invoice the customer make sure all items are returned including the item that was broken lost or stolen If you do not wish to charge the customer for the broken lost or stolen equipment you should still follow the procedures shown in this section to remove the item from inventory You can charge a customer the sales price of an item if they report it has been broken lost or
40. defined fields that will appear in the Delivery section when adding or modifying transactions Select User defined and then do the following e In Fields 1 through 3 select a pre set value from the drop down list boxes In Fields 4 and 5 type a definition for the text field Select to display an Activity Info tab on the Customer Management window See Adding Customers on page 58 The tab allows you to enter a variety of emergency health related information for a customer such as any known heart diabetic or allergy problems emergency contact numbers etc It also separates the Invoice option within customer transactions by activity sales or service Select the applicable GL account to which check payment deposits will be charged Sirius User Guide 351 Birthday Management Multi currency Management Preprinted Forms Max number of lines per trs Customer Item Maintenance Merge Contracts Optional damage waiver Select Yes if you want to enter the customer s birthday in their customer profile Select Yes allows you to manage multiple currencies when processing transactions Select Yes If you are required to print invoices on government approved preprinted forms Only available if you select Yes to Preprinted Forms shown above Allows you to specify the number of lines you want to appear in the invoice for each transaction The default is 25 Select Yes i
41. field For example if you were adding a 10 discount rate you would type 10 not 10 00 or 0 10 You can create Customer Discount Groups that allow you to specify discount rates you want to offer to different customers for sales rentals and invoice payments Each Discount Group you add is then attached to a customer category See Setting Up Customer Categories on page 54 E To Add Customer Discount Groups 1 Choose Discount Group Management from the Configuration menu The DISCOUNT GROUP MANAGEMENT window will appear Discount Group Management Discount Code Description Sales rates G L Sales disc Sales Discount Rental rates G L Rental disc Rental Discount G L Payment disc Payment Discount gt gt Add Modify Remove out Click Add In the Discount Code field type a unique code that identifies the discount you are adding In the Description field type a name that describes the discount In the Sales Rates field type the applicable discount percentage you want to apply on sales In the G L Sales disc field either type the G L account code that will be used to calculate the sales discount or click the Search Q icon and select one from the list Sirius User Guide 58 10 11 In the Rental Rates field type the applicable discount percentage rate you want to apply on rentals In the G L Rental disc field either type the General Ledger account code in which the rental di
42. invoices statements of account Invoice professionally in your customer s language Monitor customer credit limits special instructions and accounts receivable efficiently Access the location and availability of your equipment at all times Efficiently manage equipment operations and availability in several branches in real time Prevent oversights and lost add on sales thanks to our Kit and Accessories Management Instantly access a detailed customer rental and equipment history Track maintenance repairs and depreciation for all your equipment Prerequisites Before you start using Sirius you should be familiar with the Windows operating system Sirius User Guide 8 New Features in this Version If you re already familiar with Sirius you ll notice right away that this latest version brings you many significant additions E Staff Management This new complete module allows you to manage resources assigned to deliver install operate and dismantle your customer orders These resources can be your technical employees drivers and material resources such as trucks or lifts Allows you to maintain a detailed file per technician including phone email and detailed expertise You then assign your team or trucks to your transactions each staff member with its own date and time and special instructions A staff sheet is available by employee and by transaction Finally in order to assign your team and bet
43. on page 33 Orion Boston Tools Page 1 Sot Codes List of Order Receptions by Item Date 01 22 2007 Range ZZA Time 10 34 PM fem jescription ieception rder A jate upplier no lame luantty os otal 1003 Concrete diamond drill 1 to 12 1002 5 1002 0419 2007 AnS ABMAST ABRASIVES CORP 1 00 0 00 0 00 T 1007 Air hammer dril 66lbs 1400 hits min 1005 1 1006 01 20 2007 B2016 ROBERT BOSCH 1 00 55500 555 0 TG 1017 Linoleum outter up to 13 tiles 1005 1 1005 04 20 2007 B2016 ROBERT BOSCH 1 00 22 54 254 1005 1 1006 0420 2007 B2016 ROBERT BOSCH 1 00 22 54 254 200 08 1018 Heater 3000 watts 10200 BTU 1005 1 1005 04 20 207 B2016 ROBERT BOSCH 0 00 0 00 0 00 700 TS 1040 Hydraulic auger gas 4 man 4 to 11 bit 1002 5 1002 0419 2007 ANS ABMAST ABRASIVES CORP 1 00 0 00 0 00 1002 6 1002 04719 2007 ANG ABMAST ABRASIVES CORP 1 00 0 00 0 00 200 Sirius User Guide 287 Generating Reports Financial History Reports Generating a Closing Report This report allows you to consult previous closings by transaction or by G L number For a detailed description of this report see Closing the Accounting Period on page 68 Generating a Financial History Report This set of reports allows you to run and view a Deposit Manual Invoice and Payment history for specific dates and customers E To Generate a Financial History Report 1 2 3 Choose Financial History Reports gt History Reports from the Reports menu The HISTO
44. see Appendix A 5 Click Quit lele x 105 Chapter 5 Entering Data Entering Data Managing Staff Accessing the Staff window 1 Choose Staff from the Data menu The STAFF window will appear 5 x Code pos A Comment Adarest Address 2 LOO SI oly Prov State DOO O Postal Zip Cod Telephone DOO O Fax DOO iyi E mail ee Adiver res Language ENGLISH 7 Alphabetical BRANNEAE a Ld Neal iL gt coce Add Modify Remove fi Adding Staff 1 Inthe Code field type a unique code that will identify the staff member you are adding 2 Inthe Name field type the full name of the staff member 3 Type the staff member s address telephone fax and email information 4 Inthe Active field leave Yes if the staff member is an active employee If not select No 5 In the Language field select the staff member s primary 5 language English French or Other Notice that after you ve 6 In the Comment text box type any comments you want to finished typing the staff make in regards to the staff member member s name it will automatically appear in 7 Click OK the Alphabetical field at php nea pok eb 8 Click Quit the bottom of the window Sirius User Guide 106 B To quickly move through Viewing Staff Availability Using the Availability Calendar You can use the Staff Availability Calendar for the staff to perform tasks within the worked days E To View Sta
45. the Alphabetical field in the next column General Information Tab 1 In the Code field type a unique code that will identify the Supplier It is recommended that you use an alphanumeric code letters and numbers that is easy to remember The code should not exceed six characters although Sirius will accept up to 10 characters 2 Inthe Name field type the full name of the Supplier HE General Information Conaiions Comments C Code 343EEE aj Name fo Telephone Address 1 Fax Address 2 ar E mail City Contact Poste Doo Contact Telephone Postal Zip Code Alphabetical Language JENGUSH a en L Code Add Modify Remove Quit 3 Type the Supplier s address telephone and fax information 4 Inthe Contact and Contact Telephone field type the name of your contact at the Supplier s business 5 In the Language field select the Suppliers preferred language English French or Other 79 Chapter 5 Entering Data Managing Suppliers Conditions Tab 1 Click the Conditions tab or click OK on the General Information tab The Conditions tab will appear Supplier Management AE x General Information Conditions Comments Supplier B200 Brac amp DECKER Account ee Tem 30 Days Shipping 200 Minimum F amp B Rate Lasttransaction Total purchase 7 Use exchange rate aaa 2 Inthe Account field type the account number assigned to you by the Supplier
46. window 2 Click the Auth Credit Card button Deposits Amount Sugg Deposit Auth Accumulated Deposits 0 00 Credit Card j Deposits 117 38 Total Deposits 117 38 PCCharge can be used in der t 5 d it Amount Method of Payment order to receive Qeposits Total Due TE and payments Payment 1 fi 17 38 Payment 2 Payment 3 Payment 4 Balance due 3 Click Modify to manually enter the credit card information If the magnetic band reader is configured in Sirius swipe the credit or debit card in the magnetic band reader Sale Please insert card for scanning Type of card Visa Last name Smith Card number 4000 5000 6000 7000 First Name J ohn Expiration date 00 00 MMAYY Authorization 55555 PCCharge Operation E e V Process Amount 117 38 j Show Results E Modiy S K X Cancel 4 Click OK Sirius User Guide 320 Credit Card Report The credit card report provides you with the information required to process a payment E To Generate a Credit Card Report 1 Choose Customer Operation from the Reports menu 2 Click the down arrown button and select Credit Card Report from the list 3 Click OK The Credit Card Report is displayed as shown in the example below Sort Date Date 19 12 2000 To 18 01 2008 Orion Software Credit Card Report Credit Card Event by Transaction Page 1 Date 19 12 2007 Heure 12 15PM rsio rs Type ustomer lw Pustomer
47. 0 00 Vibrator plate 19 1 2 x22 comp 3400Ibs 500 00 0 00 Asphalt roller 40 x81 comp 2930Ibs 2 000 00 0 00 Air hammer drill 65lbs 1300 hits min 200 00 0 00 Wheelbamow 9 cubic ft capacity 400 00 0 00 Ceramic savwewet cutting 8 diamond blade 100 00 0 00 Rental RCON 0 00 0 00 Rental RCON 0 00 0 00 Rental RCON 0 00 0 00 Rental ACON 0 00 0 00 Rental RCON 0 00 0 00 Rental ACON 0 00 0 00 Rental RCON 0 00 0 00 Rental RCOM 0 00 0 00 Rental RCOM 0 00 0 00 Rental RCOM 0 00 0 00 Rental RCON 0 00 0 00 Rental RCON 0 00 0 00 Rental RCON 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Sirius User Guide 284 Generating Reports Supplier Reports Generating a Supplier Report This set of reports allows you to run and view a list of your suppliers in three different formats telephone address and supplier details E To Generate A Supplier Report 1 Choose Supplier from the Reports menu The LIST OF SUPPLIERS window will appear Click the down arrow button and select a report from the list List of Suppliers Requested data Telephone List Address List List of Suppliers Detailed Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Click OK The report you selected is displayed as shown in the example below See Printing Forms and R
48. 5 Supplementary Trs Info T REQUESTH NO Activity Management Credit note management Check Payment Mode 1006 Modify delivery screen Birthday Management na Modify Transaction Date Batch Scanning YES Payment Promise Multi curtency management Customer item maintenance CE M ol Cancel Click OK Click Quit E To Enable Serialized Items on a Single Line Printout 1 2 3 Choose Configuration from the Branches menu Choose Form Settings Click on Modify Sirius User Guide 324 5 6 Check the boxes for the desired transactions under column Group Serialized Items Form BGE Item Text Lines comments Quotation r ca Customer Order F vy Reservation Vv F Work Order F Vv Rental Contract 7 Vv Pick up Slip oO F Delivery form je A Retum Slip oO A Invoice F F Ready to Invoice IF A r Click OK Click Quit Kits and Group Line total Finalizers No of copies Starting Tray Access atO Serialized Items ja Vv La Vv zl ja d La V zl ja d La V zl ja iF Vv Vv zl ja d La Vv zl ja d ja ja zl ja d je jz zl ja d La Vv zl ja Vv La La zl ja Vv Vv Vv zl E To Enter Quantity for Serialized Items on a Quotation 1 2 3 4 5 6 Choose Configuration from the Branches menu Choose Forms Click on Modify Activate Group Similar Serialized Items to YES Forms Preview forms before printing Customer form
49. Capital 3XXX Revenue 4xxx COGS 5XXX Other Expenses 6Xxx It is also recommended that you use a different Ledger for each type of revenue This will highlight the profitability for each type of activity E To Configure GL Accounts in Sirius 1 Choose G L Accounts from the Configuration menu The G L ACCOUNTS MANAGEMENT window will appear G L Accounts Management G L Code al Description QB Vendor gt Add Modify Remove 2 Click Add 47 Chapter 4 Configuring Sirius If you ll be exporting entries from Sirius to an accounting application such as QuickBooks make sure the G L Description you use in Sirius is the same as the ones you entered in your accounting software In the G L Code field type the code for the General Ledger Account you are defining In the Description field type the name of the General Ledger Account Click OK Click Quit Sirius User Guide 48 Setting Up Methods of Payment j For each method of payment you set up you must create a corresponding G L account See Configuring GL Accounts in Sirius on page 45 Important for bank reconciliation at the end of the month j Cash Balancing allows you to keep a detailed account of monies collected for each method of payment You can then generate a detailed Cash Balancing report and compare the amounts collected with those that appear on your transactions Sirius allows you to set up the method of payments yo
50. Cash 2 Click Modify 3 Locate the GL account you want to modify and then do one of the following If you know the G L account code to be charged type it in the field If you do not know the code click the Search Q icon and select one from the list 4 Click OK 5 Click Quit Sirius User Guide 348 Configuring Data Transfer to and From Accounting Software You can transfer accounting data generated in Sirius to your accounting software Before you can do that however you must first configure the Accounting Export options shown under Data Import Export on page 353 Sirius User Guide 349 General Operations Configuring General Operations for a Branch You can use Operations to configure a variety of Branch configuration options E To Configure General Operations for a Branch 1 Choose Branches Operation from the Configuration menu The Operations window will appear Operations Default cash drawer for payments and manual invoices Default salesclerk of payments and manual invoices Print reports by salesclerk in closing Password to delete contracts Show hints on transaction screen Additional Trs Info 1 Supplementary Trs Info T 2 Supplementary Trs Info T 3 Supplementary Trs Info T 4 Supplementary Trs Info T 5 Supplementary Trs Info T Activity Management Check Payment Mode Birthday Management Multi currency management
51. End T 049498 Brian Neale hghgjhg 01 15 2007 08 07 01 24 2007 0 B Print il gt ms Add Modify Remove B Pri 109 Chapter 5 Entering Data Entering Data Managing Staff 4 Do one of the following To add an assigment for a staff member click the Add button and either type the name of the employee in the Code field or click the Search icon and select one from the list Type a description select an assignment Start and End Date and then click Ok To modify an assignment click the Modify button make the necessary changes and then click OK The changes you made will now be reflected on the STAFF AVAILABILITY window See Viewing Staff Availability Using the Availability Calendar on page 106 M Chapter 6 gt Managing Transactions This chapter introduces you to the various transactions available in Sirius and shows you how to create and modify a rental contract Here s what you ll find in this chapter e What are Transactions e Types of Transactions e Creating a Rental Contract e Modifying Rental Contracts e Printing a Rental Contract e Cloning a Rental Contract e Printing a Pick Up Slip e Transforming a Rental Contract into a Rental Invoice e Archiving a Rental Contract e Transforming Other Transactions 111 Chapter 6 Managing Transactions What are Transactions What are Transactions Transactions in Sirius correspond to the tasks you perform in operating y
52. From 02 28 2007 1533 To 03 01 2007 w 17 55 Period 1 daysf2 2667 hrs LIA 22 vey rere Name DAHL AIR CONDITIONING Address 30 SOUTH LA PATERA LN 9 Vox concer e Charge Invoiced to oy GOLETA o Prov State CA Current 90 days Balance due Postal Zip Code 93117 0 00 0 00 0 00 Telephone 805 964 2002 Fax Category CH Customers with Account Contact Driver s License D1 D2 D3 Sirius User Guide 138 Es If you have the Delayed Invoicing option activated the Rental Invoice window is renamed Ready for Invoice See setting the Delayed Invoicing Option in Appendix A Branch Configuration for details 4 In the Salesclerk field either type the Salesclerk Code or click the Search icon Q and select the Salesclerk who is closing the Rental Contract 5 Click OK at the bottom of the window The Item pane appears listing the items that were rented item Description ajs Close Co A Type 2 Extension Quantity E ja Comments Cosa Contract Minimum 1Hour 4Hours 8Hours Day Weekend Week Month Pice M Te Description i i A vy 1011 Rental Air hammer drill 65lbs 1300 hits min 1 O 6750 1 0 00 1 1020 003 Rental Free standing fan 110v 30 1 speed 1 0 18 00 1 0 00 1 1055 003 Rental Measuring tape 100 amp 200 30m amp 60m 1 0 900 1 0 00 lt gt
53. L liability account that will keep accounting records for the taxes collected on sales that are to be paid to different governments GST PST State and Local taxes Setting the tax field to Yes will make this tax taxable on another tax Only applies in Quebec Do not include decimal points when entering a percentage in the Rates field For example if you were adding the GST rate you would type 6 not 0 6 You can create Tax Groups within Sirius that will allow you to apply and calculate the various taxes you collect on each sale E To Set Up a Tax Group 1 Choose Tax Groups from the Configuration menu The TAX GROUPS MANAGEMENT window will appear Tax Groups Management Tax Code Description Rates G L Taxable gt m Add Modify Remove 2 Click Add 3 In the Tax Code field type a unique code that identifies the tax you are adding 4 Inthe Description field type the name of the tax The description should be short since it will appear in a limited space on all transaction forms 5 In the Rates field type the applicable rate percentage 6 In the G L field select the General Ledger account code to which the tax will be charged lf you know the G L account code to be charged type it in the field If you do not know the code click the Search Q icon and select one from the list 7 Inthe Taxable field leave No selected to indicate that the rates for the Tax Group you
54. LOST RENTALS window appears Lost Rentals Salesclerk al Date Period Day s Hour s Code al Aerator gas 3hp 28 w depth max 2 3 4 Oty gt F coce Add Modify Remove Quit 70k ccr 2 Click the Add button 3 In the Salesclerk field select the name of the Salesclerk reporting the item missing 4 Inthe Period Day s and Hours field type the number of days and or hours the item has been missing 5 In the Code field either type the Item Code or click the Search Q icon and select the Item from the list 6 In the Qty field type the quantity of the item 7 Inthe Value field type the cost of the item 8 Click OK Sirius User Guide 213 Adjusting Inventory for Lost or Stolen Equipment You can use the INVENTORY ADJUSTMENT window to adjust your inventory for lost or stolen equipment t In order to maintain an accurate inventory it s important that you enter a brief concise description of why you are adjusting the inventory quantity Do not leave this field blank E To Adjust Inventory for Lost or Stolen Equipment 1 Choose Inventory Adjustment on the Inventory Management menu The INVENTORY ADJUSTMENT window will appear 2 Click Add amp Inventory Adjustment x Adjustment Date Description aj Detail F3 Add yo Cancel ltem al Extension f Serial Quantity Cost Sale Price 1 ltem Ext Name Qty Cost Total fal To
55. Must be returned cleaned 10 fee for cleaning service 2 Onthe Comments 1 2 and 3 tabs type the customer related message you want to appear on all rental contracts and sales invoices For example you may want to enter directions on how to use the item or safety tips etc inthecommente Zand 3 Since Sirius is a multilingual program the three tabs tabs enter the item s correspond to the language preferences you set for your description for the set company See General System Configuration on page 36 languages For example if you set English as your first language preference French your second and Spanish your third you would complete the tabs as follows Comments 1 Type your message in English Comments 2 Type your message in French Comments 3 Type your message in Spanish 3 Click OK Click Quit Sirius User Guide 92 Searching for Items To quickly locate an Item type the Item code in the Search field and click Go or use the control buttons 1 lt gt gt at the bottom of the window to scroll through the records m To Search for Items 1 Onthe ITEM MANAGEMENT window click the Search al icon beside the Item Code field The ITEM SEARCH dialog box will appear Item Search a gt pi Search You can quickly search for and select existing Item records Once found you can then view or modify the information lolx Go Sort Item Code z OK
56. Name peration Tite ype of Card ard number Bip Date fard Folder ization No Pre Author ization Payments oot John Smith Sae 12450 Mastr Card 518400000000405 2359 Master Cent 10 oot John Sith Sale Master Card F5180000000X0405 9989 Master Cient 1 00 001 John Smith Sale Master Card F5190000000X0405 9939 Master Cent 3 1 00 001 Jane Smith Sale Visa 4512XXXXXXXX2839 999 Visa Clent 1 00 001 John Smith Sale Master Card 513400000000405 2339 Master Cient j 1 00 001 John Smith Sale Master Card F519000000KX0405 s999 Master Cient 1 0 001 John Smith Sale Master Card 321 Chapter 15 Sirius Peripheral Devices PCCharge Warning Messages from Sirius PCCharge Warning Messages from Sirius Here are the most common warning messages from Sirius when using PCCharge For warning messages generated by PCCharge please refer to PCCharge user s manual Cannot process card error with PCCharge This message appears when PCCharge is closed or is not working properly Solution Make sure PCCharge is open If it is open close and re open again A transaction is currently processed by PCCharge Please try again in a few seconds This message appears when PCCharge is already processing a transaction Solution Wait a few seconds and try to process your transaction again Failed to communicate with PCCharge or operation cancelled by user This message appears when the user clicks on the Cancel button on the waiting mess
57. Payment Payment3 Payment 4 Balance due Rental Contract Add 121 Chapter 6 Managing Transactions Rental Contracts Scanning the credit card DOES NOT authorize payment it simply records the customer s credit card information Once the sales or rental transaction is complete the credit card information can then be processed for payment d gt You can configure Sirius to automatically insert the Payment that equals the the Amount Due See Setting Customer Transaction Options on page 333 in the Appendix 15 In the Finalizers pane do the following Add any applicable Rental or Sales Discounts Damage Waivers Shipping Cleaning and Labour charges In the Sales tax field the proper tax code appears The default tax codes are defined in Customer Categories See Setting Up Customer Categories on page 48 lf additional taxes apply click the drop down list box and select another tax code To remove a tax simply leave the list box blank 16 In the Deposits and Payments pane do one of the following lf the item does not require a deposit click OK The Rental Contract will be automatically displayed See Printing Forms and Reports in Sirius on page 33 lf the item requires a deposit do the following Type the amount in the Deposits field and click OK Type the deposit amount paid in the Payment 1 field Click the down arrow button to select a payment
58. Payment Check Balance due 2 33 Invoice Discount n Zoe davaice Due Date Order no Balance due Discount Payment Balance 01 28 2007 02 27 2007 01 30 2007 03 01 2007 01 28 2007 02 27 2007 01 30 2007 03 01 2007 01 30 2007 03 01 2007 02 26 2007 03 28 2007 02 26 2007 03 28 2007 Total 31 04 0 00 2 33 g Header 26 Click Detail Notice that the original entry and the negative credit invoice amount are now both shown in the table 27 Locate and select the negative payment in the table Click the icon to apply the 0 dollar payment The negative credit invoice amount is now removed and the balance shown is 0 00 28 Click OK 29 Click Header to return to the top of the ENTER PAYMENT window 30 Click OK and then Quit Sirius User Guide 164 Crediting a Sales Invoice If a customer is dissatisfied with an item they purchased you can credit their sales invoice for the amount of the item E To Credit a Sales Invoice 1 Choose Invoice from the Customer Operations menu The INVOICE window will appear 2 Click the Add button on the Toolbar The window refreshes with the cursor in the Customer field Rental Invoice Search Galt aj Date pA El cue EO Q LA COUNTY MASONARY Comment z Customers with Account SEa Peve Hanis Cash fl Cash1 From o3 01 2007 15 30 To fo3 01 2007 1845 Period 0 days 3 2500 h
59. UpdateTables located on the Utlil folder 17 Double click on the UpdateTables exe icon 18 Click on the Update button 19 When you get the Operation Completed message click on the OK button SYL Chapter 3 Starting Sirius This chapter introduces you to User levels and shows you how to start Sirius for the first time Instructions for changing User IDs Passwords and Language are also included Here s what you ll find in this chapter e Obtaining a Key Number e Starting Sirius for the First Time e Viewing the Sirius Main Window e Changing Your User ID e Changing Your Password e Changing the Language Settings e Quitting Sirius Sirius UserGuide 33 Obtaining a Key Number The first time you start Sirius you ll be required to obtain a Key Number which is used to unlock the application E To Obtain a Key Number 1 Choose one of the following methods to open Sirius Choose Windows Start gt All Programs gt Sirius Double click the Sirius icon on your desktop The SECURITY dialog box will appear Security OY x hd GICIB ORI L S SOFT WAR B Lock Number 0203 0674 5059 327D Key Number 2 To activate Sirius you ll need to obtain a Key Number that matches the Lock Number shown Call Orion Software at 877 755 2012 Monday to Friday between 9 00 A M and 5 00 P M E S T 3 Once you ve obtained the Key Number type it in the Key Number field and click OK See Starting Siriu
60. and Ladders 0 0 0 1018 Heater 3000 watts 10200 BTU RVEN Equipement Heating and Ventilation 1 0 00 1019 Heater 9000 watts 30700 BTU RVEN Equipement Heating and Ventilation 3 0 00 1020 Free standing fan 110730 1 speed RVEN Equipement Heating and Ventilation 2 o 0 0 1022 Dehumidifier 110v 5000 BTU 50L capacity RVEN Equipement Heating and Ventilation 2 o oo 12 Pick up Truck RSHI Equipement Shipping 1 o 00 1059 wheel dolly 500Ibs capacity RSHI Equipement Shipping 3 0 00 1056 Floor jack bydraulic S000Ibs capacity RSHI Equipement Shipping 4 o 00 1057 Platform truck hyd 27 x48 50001bs cap RSHI Equipement Shipping 10 o oo 320 0 Guard Rail Post W Speedlock RSCA Equipement Scaffolding and Ladders 50 0 00 6053 10 Plank 10 AL W Plywood Deck RSCA Equipement Scaffolding and Ladders 35 0 oo 1032 Double step ladder 2 sections 11 22 RSCA Equipement Scaffolding and Ladders 7 o 0 0 1540 Frame 4x 5 Single Ladder W RSCA Equipement Scaffolding and Ladders 25 o o0 Sirius User Guide 278 Generating Reports Database Information Reports Generating a Database Information Report This set of reports allows you to run and view detailed lists of your Sirius configurations E To Generate a Database Information Report 1 Choose Database Information from the Reports menu The DATABASE INFORMATION LISTS window will appear Database Information Lists Requested data 2 Click the down arrow button and select a report from
61. are creating is not taxable by another tax Select Yes to set it to be taxable for this Tax Group 8 Click OK and then Quit 51 Chapter 4 Configuring Sirius Price Groups Price Groups Creating Price Groups You can create Price Groups within Sirius that will specify the price a customer will pay to purchase a product or rent an item tarification 2 or 3 only Creating price groups allows you to manage multiple prices lists which can help you stay competitive in a variety of markets The number of Price Groups you can create corresponds to the number off price levels 1 5 found on the ITEMS MANAGEMENT window See Creating an Item Category on page 61 E To Set Up Price Groups 1 Choose Price Groups from the Configuration menu The PRICE GROUPS MANAGEMENT window will appear u You must create at least Price Groups Management one Price Group and it must be identified as 1 A ooo in the Price Code field Price Code a Any subsequent groups Description you add must be numbered 2 3 4 and 5 respectively gt Add Modify Remove 2 Click Add 3 In the Price Code field type the applicable code 1 2 3 4 or 5 4 Inthe Description field type a name that identifies the price group Click OK 6 Click Quit Sirius User Guide 52 Entering Surcharge Rates Sirius allows you to enter the surcharge rates that will be charged to the customer for each additional hour day
62. be either created or saved under MS Paint Logos are named Logoform bmp Logo sizes and use Logoform bmp Use Customer transaction documents Statement of accounts Size 370 x 80 740 x 160 pixels Sirius User Guide 156 Logoform2 bmp Use Purchase Orders header Purchase Order receipts header Size 370 x 80 740 x 160 pixels Logoform3 bmp Use Customer Form Template 17 20 26 31 36 37 39 42 46 49 59 66 70 71 76 and 78 Select YES for this option under the menu Configuration Branches Forms Logo on Form 17 Size 370 x 80 740 x 160 pixels Logoform3 rtf Use Customer Form Template 54 55 61 62 64 65 67 69 72 73 75 77 79 81 Select YES for this option under the menu Configuration Branches Forms Logo on Form 17 Size Variable Can be quite large Logoform5 bmp Use Signature line Rental agreement marketing infos etc Customer Form Template 40 Select YES for this option under the menu Configuration Branches Forms Logo on Form 17 Size 420 x 125 840 x 250 pixels Logoform6 bmp Use Customer transaction documents Customer Form Template 81 Size 370 x 150 740 x 300 pixels 157 Chapter 8 Managing Invoices Adding your Logo to Invoices Creating Bitmap bmp logos 1 2 3 4 a From the Start menu go to Programs Choose Accessories gt Paint Once in Pa
63. bottom of the window to scroll through the records You can quickly search for and select existing Customer records Once found you can then view or modify the information E To Search for Customers 1 On the CUSTOMER MANAGEMENT window click the Search S icon beside the Code field The CUSTOMER SEARCH dialog box will appear EET r e Search pooo Go Sort Customer Code v OK g 10002 DAHL AIR CONDITIONI DAHL AIR CONDITIONING 30 SOUTH LA 23498 LA COUNTY MASONAFLA COUNTY MASONARY 27811 AVENU 39751 PYRAMID BUILDERS PYRAMID BUILDERS 12225 WEST 1 5144849661 ORION SOFTWARE Orion Software 518797 JUNDT HERBERT Jundt Herbert 5347788 SMITH JOHN Smith John 4192 Colt Roa 5552222 BOB Hardware Bob 2349 Ferqusoi 6543210 CITY OF DALLAS City of Dallas 1 Little Big Hor 6771266 PITNEY BOWES Allen Tim P O BOX 827 7425634 CHARBONNEAU ROG Charbonneau Roger 1610 Bourget 8235410 ROBINSON GORD Robinson Gord 82647 ARK FIRE ARK FIRE 1021 NORTH 1 84327 LYNX IRON CORPORA LYNX IRON CORPORATION 4550 BUCK OY x 4 gt 2 Inthe Sort field specify how you want to search by e Customer Code e Alpha Alphabetically Name e License e Telephone e Category 3 Once you ve selected a sort method you can search for the customer using either of the following methods In the Search field type the first few characters or digits of the sort method you selected then click Go For example
64. cH aj Customers with Account Identification 3 Adding Customers You can add each of your Customers to Sirius and specify the following General information such as the Customer s name address and contact person e Conditions relating to the Customer s credit such as terms credit line late payment interest rate etc e Vehicle information such as the model year and registration number e Comments regarding the Customer that will be seen by your staff but not by the Customer Once you ve added a customer you can then manage and modify their information as necessary Sirius User Guide 66 It is recommended that you use the customer s telephone number for the Customer code Do not include the area code or hyphen e g 5555555 Customers will always remember their telephone number which should make it easier for you to find their record when handling an inquiry General Information Tab 1 On the CUSTOMER MANAGEMENT window click the Add button In the Customer Code field type a unique code that identifies the Customer In the Driver s License field type the Customer s driver s license number In the Name field type the Customer s name last name first e g SMITH JOHN Notice that the customer s name now appears in the Alphabetical field at the bottom of the window In the Address fields type the Customer s address telephone fax and email information
65. cccceeceeeeee ceeeeeeeeeeeeeeeeeeeseeenaeees 347 Configuring Data Transfer to and From Accounting Software e 348 General Operations 22 0 2 ccccceeceeececeeeneceeceeeeeeeeeeeeecennaee ceeeeeeeeeesesseeesineeaeeeeeees 349 Configuring General Operations for a Branch ceeceeeeeeteeeeeeeeeteeeeeeeeeee 349 Data lmport EXpOrt stscc czices chad E EE A E eoeeaouth laeda dened seaeeaneie Sees 353 Setting Up Data Import and Exports 20 0 2 ccccccceccceeeeeeeeee ceceeeeeeeeeeeeeetecetessiaeeees 353 SYL Chapter 1 Introducing Sirius This chapter introduces you to the Sirius software application highlights the latest features and explains how to contact Orion software for technical support Here s what you ll find in this chapter e Introduction e New Features in this Version e Conventions Used in the Documentation Contact Us 7 Introducing Sirius Introduction Introduction Sirius was developed with input from industry leaders and combined with our 20 years of experience we have created a powerful flexible yet easy to use and learn rental solution Sirius advantages Monitor pick ups and returns quickly and efficiently Profit from automatic price and tax calculation while keeping special agreements for each customer in mind Avoid double bookings that are disastrous to your customers and your reputation Eliminate time consuming tasks such as manual form entries reservations contracts
66. each month on the interest previously charged an overdue account Sirius User Guide 334 Forms Setting Up Printers for Forms Depending on the form you select you may also have access to the Form Settings screen where you can set additional options See Configuring General Form Settings on page 336 You can set a variety of options that will be used when printing your forms Keep in mind though the options may vary from form to form E To Set Up Printers for Forms 1 Choose Branches Form Settings from the Configuration menu The Form window will appear fom BEE ltem TextLines Kits and Group Line total Finalizers Noofcopies Starting Tray comments Accessat0 Serialized tems Quotation M v v v v v 1 Customer Order V v Vv M Vv M 1 Reservation M v Vv M Vv v 1 Work Order v M Vv M Vv M 1 Rental Contract v M Vv M E E 1 Pick up Slip Vv v v v E 1 Delivery form v v Vv Vv E M 1 Return Slip lv lv Vv Vv M Vv 1 z Invoice Vv M M M Vv M 1 Readyto Invoice V M v M Vv v 1 Print all 4 payments J OK Cancel 2 Click Modify Sirius User Guide 335 The No of Copies and StartingTray options will only be applied if you have set the Preview forms before printing field to No See page 336 3 Move through each of the columns and click the box beside a form to select or deselect the following settings Item Comments Text Lines
67. equipment availability within all branches before warning you of a non availability Sirius User Guide 12 This facilitates management of closely located multi branch operations maintaining efficient availability status without the need to enter stock transfers between branches E Simplified Serialized Inventory Control e Warning when creating a serialized item with a serial number that already exists in order to facilitate the management of large serialized inventory E Improved Item Import Function e The item import function now allows for the import of UPC s and selling price e An alternative to automatic price calculation e Sirius Pro already offered the import of items description costs with suppliers and categories set in bulk A perfect tool for automatically managing parts and supplies e This system is an add on module Optional E New Sale Pricing Scheme e You can now manage multiple decimals on your sale price Allows for easy management of gas sales as an example 3 decimals Sirius Pro now uses the amount of decimals set in Windows for prices E New Forms e Development of 25 new customer form layouts e Sirius Pro now offers over 100 form layouts and you can select different ones per station and per function delivery slip reservation How flexible E Customers Birthday e New birthday management that will notify you of a customer s birthday when they come to your store Hel
68. fast and efficient E New Inquiry Window Consult transactions put an item on window and see all transactions pertaining to this equipment Customer console put a customer on the window and visualize all current and past transactions of a customer Finalize quotations when customer inquire about a reservation status or view at a glance the customer behavior from quotes to reservations to actual contracts in history Contract console put a contract on the window and view where it comes from quotation and reservation and all invoices pertaining to it and with full drill down functionality E New Operational Reports In order to facilitate logistics and pre payment collection we added the following customer operation reports List of reservations summary List of quotations summary It is now possible to group several orders via the User defined field 1 Truck in order to facilitate the delivery of several similar orders on the same truck tables amp chairs for example This feature is activated in the Branch setting and the new report is Cumulative reservation report Sirius User Guide 10 E Salesman History Report In order to allow for efficient salesperson activity tracking and provide the tools to calculate commissions Sirius Pro now offer a complete salesperson tracking system e Salesperson is assigned for each customer in the customer file conditions window e Salesperson is assigned t
69. for Invoices You can quickly search for and select existing Invoices Once found you can then view or modify the information E To Search for Invoices 1 On the INVOICES window click the Search Q icon beside the Trs field The SEARCH INVOICE dialog box will appear Searchinvoice Sot Transaction v w Customer Name PO Date Start Time Start Date Return Time Return Tal Total Project 4 1071 C 06 26 2003 10 13 00 AM 06 26 2003 10 13 00 AM 9 01 T 5 1074 6543210 City of Dallas 12 08 2003 4 17 00 PM 12 08 2003 417 00PM 703 654 3210 2120 O quickly locate a n 1077 6543210 City of Dallas 01 27 2004 8 1400AM 01 27 2004 8 1400AM_ 703 654 3210 0 Invoice type the 1080 518797 Jundt Herbert 02 28 2004 10 47 00 AM 02 28 2004 10 47 00 AM 424 Transaction number in 1131 5347788 Smith John 06 15 2004 213 00PM 06 15 2004 2 13 00PM 703 534 7788 58 3 the Search field and click 1134 6771266 Allen Tim 08 18 2004 11 29 00 AM 08 18 2004 11 29 00 AM 305 677 1266 236 12 1136 5347788 Smith John 10 26 2004 1 32 00 PM 10 26 2004 1 32 00PM 703 534 7788 0 Go or use the control 1138 5347788 Smith John 11 17 2004 5 25 00 PM 11 17 2004 5 25 00 PM 703 534 7788 256 23 buttons 1 lt gt at 1161 5144849661 Orion Software 01 24 2007 2 25 00 PM 01 24 2007 2 25 00 PM 11 61 P 1162 84327 LYNXIRONCORPORATION 01 15 2007 9 02 00AM 01 25 2007 9 02 00AM 661 327 6727 53 the bottom of the window 1163 39751 PYRAMID BUILDERS 01 26 2007 10
70. for a specific customer type the Customer code in the Select field To view invoices for a range of customers type the first Customer Code in the Range field and the last Customer Code in the range in the to field Click OK The Accounts Aging report will appear Sirius User Guide 245 Issuing Interest j The interest you set up will only be generated when the amount due from the customer is received You can set up Sirius to automatically calculate interest on overdue accounts once they are paid To Issue Interest Choose Issue Interest from the Accounts Receivable menu The ISSUE INTEREST window appears Issue Interest C Date of Last Issuance 12 22 2006 Interest on Interest Coo Yg Minimum Amount C sog Date of New Issuance Calculate according to Due Date Fixed date Select List Only Jf OK The following information is already displayed Date of Last The last date on which interest was Issuance calculated A new issuance will only calculate interest incurred from this date Interest on Interest Yes is displayed if interest will be applied on overdue interest If not No will appear This option is set during Sirius configuration See Entering Surcharge Rates on page 46 Sirius User Guide 246 Minimum Amount The minimum amount that must be overdue before interest will be applied This prevents applying interest to relatively small amounts owing This
71. gu Purchase date ii Accumul Depreciation o Model Last Depreciation if Description Net Value ul Serial 10011001 Total Maintenance o Meter dz Capitalized reparations 0 Quantity Registration Code Location Specific Price ft Extension Model seit Registration Ci 10011001 J002 1001002 J003 546546546 oo4 100011007 Modify Remove f od ee fied Si Meintenancd 97 Chapter 5 Entering Data Managing Serialized Items Adding Serialized Items To see if the item extension is consolidated or available in other branches of your organization click the Multi Branch button You can add serialized items to your inventory one at a time Serialized items are identified with 3 digit extension numbers E To Add Serialized Items 1 On the SERIAL NUMBER MANAGEMENT window click Add 2 Inthe Extension field type a three digit suffix that will distinguish the serialized item you are adding from other serialized Items For example a Video Projector could have two models both with the same Item Number but different serial number extensions The first model 61780872 could be identified by the Item Code 10001 and a three digit Extension 001 The second Video Projector Model 451 12654 would be identified by the Item Code 1001 and a three digit extension 002 3 In the Supplier field either type the name of the Supplier who sold you the item or click the search Q icon and select one from the
72. if you selected Telephone as the sort method you would type the first few digits of the telephone number unit it is unique from the others Once found a black arrow F will point to the Customer in the list Sirius User Guide 72 Use the 1 gt gt arrows to move through the list and locate the Customer I Move to the top of the list Move up one in the list Move down one in the list gt i Move to the end of the list 4 Once you ve located the Customer you can use either of the following methods to select the Customer Double click on the name of the Customer e Make sure the black arrow is pointing at the Customer s name and then click OK The CUSTOMER MANAGEMENT window reappears with the customer record information shown 73 Chapter 5 Entering Data Managing Customers Editing Customer Details B Click the 2 icon to view the User who created the customer record and the User who last modified the record You can edit the details of a customer record including the conditions vehicles and comments E To Edit Customer Details 1 On the CUSTOMER MANAGEMENT window click the Modify button The fields on the CUSTOMER MANAGEMENT window become available for editing General Information Conditions Vehicle Comments aa Search coj Customer Code 00 Driver s lic Name DAHL AIR CONDITIONING Addisssi 30 SOUTH LA PATERA LN 9 Address 2 City GOLETA Prov State c
73. item although it s not mandatory that all 5 price fields be completed e If you decide to use more than one Price Group it s important to enter an amount in each of the remaining Sale Price fields For example the amount you enter in the first Sale Price field will apply to customers from Price Group 1 and the amount you enter in the second Sale Price field will apply to customers from Price Group 2 13 The profit Margin for each Price Group will be automatically calculated when you enter the purchase cost for the item on the Purchase tab See Purchase Tab on page 89 for details 14 The quantity information for an Item is automatically tracked and calculated as follows Qty Inventory Qty Reserved Qty Ordered Qty Rented Displays the current quantity in inventory Adjustments to quantities are calculated whenever a Rental Invoice Sales Invoice or Purchase Order is processed for the item or if you manually make an inventory adjustment The quantity held in reservations The quantity currently on purchase orders The quantity currently rented Sirius User Guide 88 J You must enter an amount in each of the Price fields shown even though you may not offer rates in those time periods Do not enter 0 s since the system will consider that a price value and it will always be considered the most advantageous rate for the customer Rental Tab 1 On the ITEM MANAGEMENT window click the Rental t
74. la alla lal Lalla Let Let Let Le alla lal fa ala Cash Customer Code Repair Customer Code Pre invoicing Suggest Payment Enter extension directly Include Quotation in Availibility Variable Taxes Lead Lag time management Display non retumed items Project Management Activate mandatory franchise Magnetic card Scanning dev type Generic type 1 Driving License Scanner Driving License Format Credit card scanning Py Configure scanning device Card Readers Use IDScan Let Le Leh Ley Let Ley bet Led Le fala NO NO la zi IDScan Folder C Program Files Card Scanning Si 307 Chapter 15 Sirius Peripheral Devices ID Scan Configuration on Remote Desktop Connection ID Scan Configuration on Remote Desktop Connection The following step allows you to access the ID Scan remotely E To Use ID Scan on Remote Desktop 1 Nn O Oo WO N Click the Start buton from the client s workstation Click on Programs Click on Accessories Click on Communications Click on Remote Desktop Connection Click on the Options button In the Local Resources tab check Disk drives Remote Desktop Connection General Display Local Resources Programs Experience Remote computer sound QE Bring to this computer by Keyboard zw Apply Windows key combinations
75. list 4 In the Invoice field type the invoice number for the item that was purchased 5 In the Purchase Date field type the date the item was purchased 6 In the Model field type the model number for the item 7 In the Description field type any additional information that relates to the item The information you enter here does not appear on any document 8 In the Serial field type the Serial number for the serialized item you are adding 9 Inthe Meter field type the current meter reading either number of hours or mileage Sirius User Guide 98 To run depreciation make sure you enter the purchase date or the last depreciation date with the accumulated depreciation 10 11 12 13 14 15 16 17 18 19 In the Location field type the physical location of the item within your organization In the Cost field type the price paid to purchase the item Click the Detailed Cost icon to add discounts freight and brokerage F amp B percentages exchange rates and other fees to arrive at a net cost In the Accumulated Depreciation field type the depreciation amount that has accumulated on the item Normally this field is automatically calculated by Sirius but if the item you create has already been partially or completely depreciated you can enter the accumulated depreciation amount Make sure you enter the date of the last depreciation so the program can calculate future depreciatio
76. message appears stating Do you want to print labels 12 Click No Once you ve removed the print label message the Inventory Adjustment report appears See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page Adjusment 1028 Inventory Adjustment Date Description eR Fs pesto ry fo 1009 Vibrator plate 19 1 2 x22 comp 3400Ibs 2 344 00 688 00 2 688 00 The Inventory Adjustment report lists the item quantity that was transferred and should be sent along with the serialized item to the receiving Branch See Receiving Transferred Stock on page 210 Sirius User Guide 210 Receiving Transferred Stock You can use the INVENTORY ADJUSTMENT window to receive stock transferred from another Branch in your organization E To Receive Stock from Another Branch 1 Choose Inventory Adjustment on the Inventory Management menu The INVENTORY ADJUSTMENT window will appear 2 Click Add Inventory Adjustment Adjustment Date Description al ltem al Extension Zi Serial Quantity Cost Sale Price 1 ltem Ext Name Qty Cost Total gt r Da fi Total 3 In the Description field type Inventory Transfer Received from Branch No insert number 4 Click Detail F3 5 Inthe Item field either type the code of the Item that is being transferred or click the Search Q icon and select the item from the list Sirius U
77. method For example Cash Check MasterCard etc If the payment is by credit card and you have set up a scanner in Sirius click the Auth Credit Card button to scan the credit card information Click Quit Click OK on the Work Order window Sirius User Guide 122 The Rental Contract is displayed as shown in the example below e bea RENTAL CONTRACT O Gi New York NY 10014 Date Transaction no ORION Tel 877 755 2012 01 28 2007 31121 0 Fax 212 484 1339 info arion soft com Page 10f 1 Orion Software S N H v oO P f P c E E D D Tel Fax Quotation no oo Customer no 5144849661 Tems 30 Days Reservation no ustomer P O Contract no oo Bhipping 01 28 2007 22 13 Representative John Wilson pose Contract 01 30 2007 22 13 Qty Description Days Item Price Total 1 Concrete diamond drilk1 to 12 2 92 1003 3 50 See Printing Forms and Reports in Sirius on page 33 for detailed instructions 123 Chapter 6 Managing Transactions Searching for Rental Contracts Searching for Rental Contracts To quickly locate a Rental Contract type the Transaction number in the Search field and click Go or use the control buttons 4 lt gt 1 at the bottom of the window to scroll through the Rental Contracts You can quickly search for and select existing Rental Contract transactions Once found you can then view or modify the information m To Search for Rental Contra
78. naming and type button Scanner Configuration Automation License text export Image Print Live Update Data Source O Image file O Magnetic strip O Manual save Save to clipboard Auto save Paper auto detection Scanner button assignement Orientation File naming and type Save immediately after scan Rotate picture after scan in s degrees Scan scheme Single side document v Orientation O Use time stamp as file name O Save to file name using extracted data from ID File name Image ipo v Path C T emp Name example C Temp lmage jpg conca Lok 7 Select option button Save to fixed file name 8 Choose jpg from the drop down list 9 Enter c temp in field Path 303 Chapter 15 Sirius Peripheral Devices Configurating the Scan Shell Properties 10 In the License text export tab check Extract full image and Extract face image to file checkboxes 11 Enter c temp ldText txt in the Text file name edit box 12 Uncheck Append records checkbox Scanner Configuration Automation License text export Image Print Live Update Image extraction Extract full image Extract face image to file C Extract signature image to file C Export id data to web Extract id data to a file Fleld separator In record Comma delimited O Tab delimited Custom char delimited Text file name E Temp ldT ext txt C Append records
79. number of days Type the number of days in the Number of days for monthly rate field Click the down arrow button and select Month if you want to base the monthly rental rate on the number of days in the calender month Sirius User Guide 333 It is recommended that you provide some leeway when setting your week end rate period in order to maintain goodwill with your customers Example If your advertised weekend rates start at 4 00 PM Friday and end at 8 00 AM Monday you may still want to offer the weekend rate to those customers who rent the item at 3 30 on Friday and return it Monday at 8 30 8 Inthe Periodic invoicing fixed number of days or 1 month field do one of the following Leave No of days selected if you want to invoice customers every fixed number of days Type the number of days in the Number of days for periodic invoicing field Click the down arrow button and select Month if you want to invoice customers every calendar month 9 In the Weekend Rate section specify the day and hour when your weekend rates start and end In the Start fields select the day and the time the weekend rate starts In the End fields select the day and the time the weekend rate ends 10 In the Minimum interest amount field type the minimum interest rate percentage you want to charge on overdue accounts 11 In the Invoice interest on interest field leave Yes selected if you want to charge interest
80. ooo a Lee 2 Type the Model Color and Year of the customer s vehicle 3 In the Registration No field type the vehicle s registration number Sirius User Guide 70 Comments Tab 1 On the CUSTOMER MANAGEMENT window click the Comments tab or click OK The COMMENTS tab will appear General Information Conditions Vehicle Comments l E 0002 DAHL AIR DITIONING Comment Post dated cheques accepted for this customer 2 Inthe Comment Text box type any comments you may have relating to the customer you are adding Keep in mind the following when entering comments Since only employees have access to these comments you may use them to leave important messages concerning your customers There are no limits to the amount of information that can be entered into this window however only the first few lines will appear in the transaction window For this reason it is recommended that you enter the most important information in the first few lines and add less important information afterwards The comments recorded here do not appear on ANY document handed over to a customer However the comments do appear on the CUSTOMER MONITOR window when entering customer transactions 71 Chapter 5 Entering Data Managing Customers Searching for Customers SB To quickly locate a Customer record type the Customer code in the Search field and click Go or use the control buttons 4 gt at the
81. option is set during Sirius configuration See Entering Surcharge Rates on page 46 In the Date of New Issuance field type the date on which interest will be calculated This function calculates interest as of the due date of all customer invoices and will become the Date of Last Issuance In the Calculate According to fields do one of the following Leave Due Date selected to calculate the interest from the due date to the issue interest date in proportion to the number of days Example Invoice Date Feb 15 2000 Amount 100 Term 30 days Interest 12 Date of Issuance April 30 2000 Date due Feb15 2000 30 days March 16 2000 Days late April 30 2000 March 16 2000 45 days Interest calculation 100 x 12 x 45 365 1 48 Sirius User Guide 247 Click the Fixed Date check box if you prefer to calculate interest based on the Statements of Account due dates rather than the due date of each invoice All invoices with a due date equal to or greater than the indicated fixed dated will carry over the interest of this fixed date to the date of issuance Example Invoice Date Feb 15 2000 Amount 100 Term 30 days Interest 12 Date of issuance April 30 2000 Date due Feb 15 2000 30 days March 16 2000 Fixed Date March 31 2000 Days late April 30 2000 March 31 2000 30 days Interest Calculation 100 x 12 x 30 365 0 99 4 Click OK A message will ap
82. or all of it 3 Click Send The Invoice will be sent to the customer contact Sirius User Guide 154 Adding Tax Identification number on Invoices You can add Tax ID numbers in Sirius that will automatically be displayed on all invoices you issue to customers To find out how to add Tax ID numbers see General System Configuration on page 36 in Appendix A 155 Chapter 8 Managing Invoices Adding your Logo to Invoices Adding your Logo to Invoices You can create and integrate your business logo in Sirius and then have it printed on invoices Understanding Sirius Logo Files This section provides you with the file specifications you should follow when creating Sirius logo files Logo files directories Sirius logo files have to be saved under the Sirius data files in each of the Sirius branches on the server The directory is as follow Server Sirius Data Where Server is the name of your server machine Graphic resolution Sirius will resize the bitmap graphic file to the following sizes We strongly recommend to improve the printed quality to double the size of the following files Sirius will resize these at half their size and thus improve quality Do not use larger files though for it might cause intermittent memory overflow and print a black square in place of your logo Sirius logo file format The file format for Sirius logos is bitmap bmp This means that all Sirius logos have to
83. or click the down arrow button and select No 4 Inthe Type of Label Printer field click the down arrow button and select the printer you want to use to print your product labels In the Path for logo on stickers field 6 In the Label Type field either leave Standard Price Format selected or click the down arrow button and select Use Special Price 7 Inthe Activate Stock Output option 8 Click OK and then Quit Sirius User Guide 347 Accounting Setting Up GL Accounts for a Branch For accounting troubleshooting purposes It is recommended that you create individual GL accounts for each of the options shown Each option is linked to a field within Sirus You can modify your existing GL Account Numbers for use in your branches GL Accounts are set up to ensure daily transactions are properly processed for accounting purposes See also Configuring GL Accounts in Sirius on page 40 E To Setup GL Accounts 1 Choose Branches GL from the Configuration menu The GL window will appear aL lolx Damage waiver revenue aa aj Damage Waiver Taxable ves El Shipping revenue _ a Shipping Revenue Taxable ves S Labor revenue 4310 a Labor Revenue Taxable YES z Cleaning revenue 4190 a Cleaning Revenue Taxable vs g Interest revenue asio a Interest Revenue Customer Deposits Liability 2300 al Customer Deposits Inter company account Asset 1200 a Account Receivable Method of payment used to remit change o al
84. other item types See The Item Management window will appear on page 76 or Modifying Item Details on page 87 E To Set Up a Meter 1 Choose Items from the INVENTORY MANAGEMENT menu The Item Management window appears 2 Click Add Item Management Description Rental Purchase Comments 1 Comments 2 Comments 3 2 3 E Search Item Code Type Categon Description Serial Kit Availability Key Item UPC Code Location Sale Price Margin Meter F Pictures 67676 a No Zi No pA Poo al No 2i No Verification xf Taxable No photo for this cust lo photo for this customer No x l bl insurable y Picture Management Discountable Price Calculation Regular Price Disc 5 Disc 10 Price 4 Price Qty Inventory Qty reserved Qty Ordered Qty Rented fox ie om e REMIMTZer cons 3 In the Item Code field type a code that identifies the meter Item It is recommended that the meter code begin with a non numeric or alphabetical character so as to put the meters outside the scope of your real inventoy Sirius User Guide 201 9 For example if you entered a meter code of HM1025 it would indicate the following e sets the code outside the normal scope of inventory items HM indcates that it is an hour meter and it is followed by the item code using this meter 1025 1025 is the item code In the Type field clic
85. rental contract Choose New Scan to start a new scan on any of the serialized items listed on the contract or choose Resume to modify ia a p Add Modify Remove Rental Contract ltem N Description g5 Type D Entension None Z Quantity Llr Comments E Rate Rental Rate Regular Education Theate Pice4 Price5 Minimum Price id Days c ltem En Tse Description Quantiy Price Total Disca rr 1002 None Rental Camera Ikegami HC 400 1 1104 00 1 104 00 i 1002 None Rental Camera Ikegami HC 400 1 1104 00 1104 00 i 1002 None Rental Camera Ikegami HC 400 1 1104 00 1104 00 m Trs no 1018 0 Pick Ticket 09 18 2007 14 03 Customer McGowen Allison Salesclerk 05 James Ddivery Date 09 18 2007 Pick up Date 09 21 2007 tem Ext Description Registration Code Serial Qy Trs Qty Scan Qy Dif 1002 001 Camera Ikegami HC 400 117750 976422 3 1 a 1002 002 Camera Ikegami HC 400 118213 7426 1 1 a 1002 003 Camera Ikegami HC 400 118214 9463 1 1 0 1002 006 Camera Ikegami HC 400 160304 1123 a 1 1 Exceeding Qty 3 Start scanning the bulk and serialized items to be listed on the nN Oo oO A contract Code Ouens T J rar ESTE a cane E Click OK Click Cancel Click Finish Click on Assign Quantity to assign the items to the contract or click on Assign Quanti
86. rental contracts Here s what you ll find in this chapter e Handling Partial Returns e Closing Rental Contracts e Identifying Equipment Needing Maintenance Repair or Cleaning 137 Chapter 7 Processing Returns Handling Partial Returns Handling Partial Returns To quickly locate a Rental Contract type the Transaction Number in the Search field and click Go or use the control buttons 14 4 gt 1 at the bottom of the window to scroll through the records If a customer returns some but not all of the equipment they rented you can return the items and invoice the customer for those items only If you have the Delayed Invoicing option activated you can return the items print a Return Slip and leave the contract open until all items are returned before you invoice the customer See Delayed Invoicing option in Appendix A Branch Configuration for details E To Handle Partial Returns 1 Choose Rental Contract from the Customer Operations menu The RENTAL CONTRACT window will appear 2 In the Trs field click the search amp icon and select the applicable rental contract See Searching for Rental Contracts on page 144 for instructions 3 Click the Transformation gt icon The RENTAL INVOICE window will appear Rental Invoice Search Gol AJ pete 2 Customer Q DAHLAR CONDITIONING Comments CH Customers with Account Salesclerk aj Andie Gilbert Cash al Cash1
87. s what you ll find in this chapter e Processing the Sale of a New Item or Accessory e Processing the Sale of a Rental Item Sirius UserGuide Processing the Sale of a New Item or Accessory A The Credit Status of the customer is displayed in the Charge field If the customer has gone over their credit limit or past their payment term Payment Default will be shown in red You can sell an item or accessory to a customer and then generate an invoice to record the sale E To Process the Sale of a New Item or Accessory 1 Choose Invoices from the Customer Operations menu The INVOICES window will appear 2 Click the Add button on the Toolbar The window refreshes with the cursor in the Customer field 3 In the Customer field use either of the following methods to select the customer Type the customer code if known and press Enter Click the Search icon amp and select a customer from the list Once you ve selected a customer the name addresses and account status of the customer is automatically displayed as shown in the example below 169 EEE Name Orion Software Address Charge Line Invoiced to ty gt Prow State r Curent 30 days 60 days 90 days Postal Zip Code 2267 00 00 00 Balance due 22 67 Multi Branch Telephone Fe fale Category CH Customers with Account Contact Driver s License D1 D2 D3
88. scanning driver licenses If you answered Yes to Driving License Scanner select the license format to be used Select Yes if you want to be able to scan credit card information within the transaction shown in the Scanning Device Type field is to be used for scanning credit cards Sirius User Guide 345 Use IDScan IDScan Folder Select Yes if you are using Card Readers to scan driver licenses You can use the driver license scan to add customers directly into Sirius After you scan the license a customer record will be automatically created assuming the customer is not already in the system If the customer already exists the user will be prompted to update the information Click to select the folder and exe file used to launch the Card Reader software Sirius User Guide 346 Inventory Labels Configuring Labels for Sales Items You can use Inventory to activate and configure the printing options to be used when printing labels for sales items a 1 To Configure Labels for Sales Items Choose Branches Inventory from the Configuration menu The Inventory window will appear Inventory Print product labels _ m Type of label printer 4 Path for logo on stickers a SS SSS ig Label type 4 Activate Stock Output option 4 2 Click Modify 3 Inthe Print Product Labels field either leave Yes selected to allow the printing of your product labels
89. select the customer Sales Representative Type the Salesclerk code if known and press Enter Click the Search icon amp to display the SALESCLERK SEARCH dialog and select a Salesclerk 5 Leave the current dates shown in the From and To fields 6 Click OK The window refreshes and the Delivery pane is displayed as shown in the example below ea gt SE e e Delivered Te P O Sn ow nse el Shipping Notes Shipped to City Prov State Postal Zip Cor Contact Telephone 7 Do one of the following in the Delivery pane If the rental item being sold is to be delivered to the customer select Yes in the Delivery field and enter the shipping notes address and contact information Click the WEEN icon to If the rental item being sold is not being delivered leave go back to the previous No selected in the Delivered field ane Delivery ey me 8 Click OK The window refreshes and your cursor jumps to the Item field Sirius UserGuide 176 To maximize the Item pane click the icon To minimize click the icon 9 In the Item field use either of the following methods to select the Rental item you are selling to the customer Type the Item code if known and press Enter Click the Search icon Q to display the ITEM SEARCH dialog and select an Item 10 Click OK The following message will appear Confirm
90. templates Coupon Model YES ad 107 Customized Laser 50 1 Standard Message for customer forms Thanks for shopping at Orion Rental 4 Message 4 Message 2 g Message 5 Message 3 Branch no to check Optional tax printing Group similar serialized tems Use altemnate logo on form 17 Number of days according to line total form 17 Header text for Form 1 Statement of account form Purchase order form Click OK Click Quit p Message 6 Automatically print a Pick up Slip with contracts Using multi trays Mult tray Printer X Standard with logo Personalized laser 1 Sirius User Guide 325 Entering Quantities for Serialized Items on a Quotation When working on a quotation or reservation it is not required to identify serial number of the units to be shipped You can enter on the quotation screen a quantity for the number of serialized items desired See Rental Contracts on page 113 E To Enter a Quantity on a Quotation 1 In the Item field add the item code 2 Quotation Search ote QJ dare Ja Customer Q McGowen Alison Comments art Artiste w o ooo A fPatick cn ff o o A Head Otfice From aI Tof zf Period days E Nor Perre out gt lie E Salesclerk his Invoicing 7 days E hrs Fna e E Cancel Enter the desired number in the Quantity field
91. the register or it s location Click OK Click Quit 45 Chapter 4 Configuring Sirius Configuring GL Accounts in Sirius gt Pp You do not have to enter all of your General Ledger accounts only those that would likely be affected by any transaction processed in Sirius You must define some of your General Ledger accounts in Sirius to ensure that your daily transactions are properly processed for accounting purposes List of Accounts Here is the list of accounts that should exist in Sirius Assets Collect Cash Collect Check Collect Master Card Collect Visa Collect American Express Collect Debit Direct Accounts Receivable Accumulated Depreciation Inter company Transfer if you operate in multi branch mode Liabilities Customer Deposits G S T on Sales Canada only P S T on Sales Canada only Revenues Rental Revenue Damage Waiver Rental Discount Supplies Sales Disposal Revenue Equipment Shipping Revenue Cleaning Revenue Sales Revenue New Equipment Interest Revenue Sales Discount Labor Revenue Payment Discount Sirius User Guide 46 Expenses Depreciation Equipment Bad Debts GL Numbering System Your GL account numbering system must consist of at least four numbers This allows for enough space between each account to insert new ones should the need arise Here is a possible example of structure for your chart of accounts Assets 1Xxx Liabilities 2XXX
92. the Salesclerk field either type the Salesclerk Code or click the Search icon Q and select the Salesclerk who is closing the Rental Contract 14 In the Period field make sure the original rental period for the item you are crediting matches the period of time shown on the Rental Contract 15 Click OK on the Toolbar in the middle of the window 16 Click OK at the bottom right of the Rental Invoice window 17 In the Item Table click on the item you are crediting and then click the 44 icon The Items Table will display both the original debit amount and the offsetting credit amount in brackets Sirius User Guide 162 The amounts in the Total column on the Rental Invoice must match the amounts in the Total column on the Rental Contract If it doesn t it is probably because the time shown in the Period field on the Invoice window does not match the Period field on the Rental Contract window 18 Click the Final button The FINALIZERS DEPOSITS and PAYMENTS panes will appear Finalizers Rates Rental Subtotal Amount 84 38 Rental Discounts Sales Subtotal Sales Discounts Damage Waiver Shipping Cleaning Labor Subtotal Wisconsin sales tax Amount Accumulated Deposits 0 00 0 00 Total Deposits 0 00 Deposits saa Total Due 98 39 Method of Payment Payment1 Payment Payment3 Payment 4 Balance due Rental Invoice
93. the information click the Modify button Click Quit 15 In the Payments pane do the following In the Payment 1field in the Amount column type the amount received from the customer It should equal the Total Due shown If a cash customer the amount of the payment is automatically inserted by Sirius Sirius UserGuide 178 In the Method of Payment column click the down arrow button and select a payment method For example Cash Check MasterCard Visa American Express Debit Card You can enter up to four payments in the Payment 1 to Payment 4 fields 16 Click OK The Invoice will be printed and automatically displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 314 East 24th street PORI ON now York NY 10014 Date a To berate Tel 877 755 2012 0173072007 311870 Fax 212 484 1339 info orion soft com Page 101 ARKFIRE S N 1021 NORTH LAKE STREET i o P BURBANK CA 91502 p g ROBERT F D Tel 818 558 5995 Fax Quotation no 00 ustomer no 62647 Tems 30 Days Reservation no ustomer P O Contractno 00 Representative Andre Gilbert Qty Description Days Item Price Total 1 Finish nailer 1 to 2 1 2 nails 1016 100 00 100 00 Sirius UserGuide 179 SYL Chapter 11 Managing Inventory This chapter shows you how to enter and manage your inventory in the Sirius program Here s what you ll find in this chapter e Ent
94. the list gt i Move to the end of the list 4 Once you ve located the Item you can use either of the following methods to select the record e Double click on the name of the Item e Make sure the black arrow is pointing at the Item and then click OK The ITEM MANAGEMENT window reappears with the Item record information displayed Sirius User Guide 94 Modifying Item Details Click the 2 icon to view the User who created the Item record and the User who last modified the record You can edit the details of an Item record including the rental purchase and comment information E To Edit Item Details 1 On the ITEM MANAGEMENT window click the Modify button The fields on the window become available for editing Item Management lolx Description Rental Purchase Comments 1 Comments 2 Comments 3 2 3 al eis Search seid Item Code Type E Categon RCON aj Equipement Concrete and Masonry Description Concrete mixer 1 2 to 3 4 bag capacity Serial oe With Meter Yes Metercode Hmon al Kit Yes I Aveilabilty Verification z Taxable es eee Ye z es Key tem ss Insurable AAAS x Picture Management UPC Code 5200112456 Discountable Yes NEA Price Calculation No Regular Price Disc5 Disc 10 Price 4 Price 5 A 22000 00 o oo 0 00 0 00 o oo Sale Price e Qty Inventory g 0 p 0 0 p Margin F Qty reserved QyOrdered 7 Qty Rent
95. the list Database Information Lists Z Requested data OOo yr O O List of Branches List of Salesclerks List of Cash Registers List of G L Accounts List of Tax Groups List of Price Groups List of Customer Discount Groups List of Customer Categories List of tem Categories List of Depreciation Tables List of Staff 3 Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Sirius User Guide 279 4 Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Sort Codes List of Salesclerks Range toZZZZZZ Bode Description 01 Andre Gilbert 02 Ken Winkey 03 Dave Harris 4 Serena Noriega 05 Mark Mohr 08 John Wilson Sirius User Guide 280 Generating Reports Customer Reports Generating a Customer Report These set of reports allows you to run and view lists of your customers in four different formats telephone address customer names an customer credit E To Generate a Customer Report 1 Choose Customers from the Reports menu The LISTS OF CUSTOMERS window will appear List of Customers Requested data x Telephone List Address List List of Customers List of Customer Credit 3 Complete the required fields for the report you selected See Under
96. window appears Export Purchase Purchase Orders can only be exported off line EXPORT PURCHASE ORDER 2 Click OK A message will appear stating Purchase Export completed 3 Click OK The data is sent to the export file specified when you configured Sirius The default location is C PROGRAMFILES SIRIUS EXPORT To complete the export the Branch receiving the information will have to use the Import function to copy the information from the export file See Importing Branch Customer Items Supplier and Purchase Order to Sirius on page 294 Sirius User Guide 294 Importing Data to Sirius Importing Branch Customer Items Supplier and Purchase Order to Sirius You can use the Import feature to import information that was previously exported to a temporary file by another Branch See E To Import Customer Item Supplier or Purchase Information 1 Choose Import Customer Item or Supplier from the Maintenance menu The IMPORT ITEM CUSTOMER PURCHASE window appears Import Item Customer Purchase T X V Import Customer V Import tem V Import Purchase Import Supplier 2 To begin the import copy the files contained in the export file C PROGRAMFILES SIRIUS EXPORT to the import file C PROGRAMFILES SIRIUS IMPORT Sirius User Guide 295 3 On the IMPORT ITEM CUSTOMER PURCHASE ORDER window click the check box beside each data type you want to import Import Customer Imp
97. 0 e 4 hour rental rate 8 00 e 8 hour rental rate 10 00 e 1 day rental rate 10 00 Purchase Tab 1 Onthe ITEM MANAGEMENT window click the Purchase tab The Purchase tab will appear Item Management o x Description Rental Purchase Comments 1 Comments 2 Comments 3 ltem Supplier pete Q Back DECKER Reference Minimum Qty 20 Last Listed Cost Maximum Qty 40 Discount Economic Qty es F amp B p Qty case 5 Exchange Rate Po Weight 1kg Other Fees J n Lead Time item Last Cost O Lag Time hhimm Listed Cost Weighted ave cost Fix depr amount j To understand how to maintain Minimum and Maximum inventory 2 Inthe Supplier field either type the code of the Supplier from levels see Setting whom you bought the item or click the Search q icon and Minimum and Maximum select one from the list Inventory Levels on page 213 3 In the Reference field type the supplier s item number Sirius User Guide 90 The Last Listed Cost price will appear by default on your purchase orders 11 12 13 14 15 16 17 In the Minimum Qty field type the minimum quantity to be kept in stock For automatic orders the item is ordered once the quantity drops to the Minimum Qty number In the Maximum Qty field type the maximum quantity not to be surpassed For automatic orders the system will order the required quantity t
98. 0 0 DeliveryDate 10 30 2007 Representative Patrick RetumDate 11 02 2007 ay tem Type Description Price Total 3 1002 R Carera kegami HC 400 1 104 00 3312 00 Sirius User Guide 327 Assigning Bulk and Serialized Items ona Rental Contract You can assign the specific extenion of a serialized item when transforming to a rental contract See Transforming Other Transactions on page 133 E To Assign Serialized Items on a Rental Contract 1 Click the Scan button Rental Contract oo Seach Golts QJ dete I 2 2 Customer Q MeGowen Allison Comments aa ART Artists Sask f A ames ean Q Head Office From zf Tof zf Period days hrs Invoicing gt days T hrs EA o el oere J o coven ltem QI description f IHC i Type 2 Extension None E Quantity ir Comments ZI Rate Rental Rate Regular Education Theatte Priced PriceS Minimum Price _ FZ Taxable Days po I I z Tel ltem Ex Type Description Quantity Price Total __ Disc fi 1002 None Rental Camera Ikegami HC 400 1 1 104 00 1104 00 Ai 1002 None Rental Camera Ikegami HC 400 1 1104 00 110400 i 11002 None Rental Camera Ikegami HC 400 1 1104 00 1104 00 rajale lra add Mosi Remove Son ME Sirius User Guide 328 j The pick ticket on hand provides you with the missing items to complete the
99. 0 00 Fanwl FaBAmom Stl a Exchange Rate Descipton heros AmoutOherFose 8000 HeaderF4 wf Finalize Cancel Transaction Total 0 00 8 Do one of the following to verify that you have received the items If you received all of the items click the icon If you received one or more of the items but not all click on the items received and then click the 4d icon lf you received less quantities for an item than ordered do the following Click on the item in the table Click Modify Type the quantity received in the Received field The remaining quantities are considered to be back ordered Sirius User Guide 198 9 Click the Finalize button to complete the receipt process Inventory quantities are now adjusted to include the new items 10 If the items you ordered are serialized the following window will appear displaying the new extension numbers for each serialized item in the order Purchase order receipt a o X Swper S OEO benne A Os ERR F lt Pe E f Extension Ww Peniereon cade E Model Extension pa Flaqietefion Code linn E ss Model swe CS Specie FO 3 EER X Cancel By default Sirius assigns each new serialized item the next available extension number Do one of the following Click Cancel and leave the remaining extension fields blank You will have to enter the information later on the SERIAL NUMBER MANAGEMENT window See Managi
100. 00 6 334 50 2400 G S T on Sales 0 00 10 500 63 2450 P S T on Sales 0 00 10 655 53 2490 Wisconsin sales tax 0 00 4936 11 4110 Rental Revenue 0 00 289 583 02 4120 Damage Waiver 0 00 21 554 76 4150 Rental Discount 12 888 16 0 00 4160 Supplies Sales 0 00 70 18 4180 Shipping Revenue 0 00 475 00 4210 Sales Revenue New Equipment 0 00 222 88 4310 Labor Revenue 0 00 525 00 Grand Total 344 757 61 344 757 61 Sirius User Guide 255 Periodic Invoicing If a customer has rented item s for an extended period of time you may want to invoice them periodically during the lengthy rental period instead of waiting for the items to be returned The benefits of periodic invoicing are e Collection is staggered throughout the duration of the contract This means you avoid having to finance your customers over long periods e Periodic invoices are usually generated on a monthly basis An invoice is issued for each rental contract that has at least a one month period since the last invoicing A month may be calculated according to the calendar e g from April 1st to May 1st or a fixed number of days e g 28 days Therefore a month of rental is invoiced as soon as the contract covers a period of 28 days or more e Periodic invoicing can be done for an individual customer from their rental contract or multiple customers from Accounts Receivable Configuring Sirius for Periodic Invoices A See Setting Customer Transaction
101. 1 CENTUF H8004 HONDA HONDA CANADA INC 715 MILNER A H8008 HITACHI HITACHI KOKI CANADA CO 6395 KESTRE k1m002 KaNGoO KANGO INTERNATIONAL 3970 RUE GR M13011 MILWAUKEE MILWAUKEE ELECTRIC TOOL LTD 755 PROGRES M13013 MAKITA MAKITA CANADA INC P O BOX 7492 Searching for Suppliers You can quickly search for and select existing Supplier records Once found you can then view or modify the information E To Search for Suppliers 1 On the SUPPLIER MANAGEMENT window click the Search Q icon beside the Code field The SUPPLIER SEARCH dialog box will appear Supplier Search i ojx ta a p Search Go Sort Supplier Code OK xl 2 Inthe Sort field specify how you want to search for your Supplier by e Supplier Code e Alpha Alphabetically e Description e Telephone e City e Postal Zip Code 3 Once you ve selected a sort method you can search for the customer using either of the following methods In the Search field type the first few characters or digits of the sort method you selected then click Go For example if you selected Alpha as the sort method you would type the first few characters of the Supplier s name Once found a black arrow will point to the Supplier in the list Sirius User Guide 82 Click the 2 icon to view the user who created the item and who last modified the record Use the 1 gt gt arrows to move through the list and locate the Supplier
102. 222 Hardware Bob 708 567 4321 1100 10 26 2004 2 33 00 PM 10 26 2004 2 33 00 PM c1001 Counter 1042 None Aeratorgas Shp 28 w depth max 23 4 1 6543210 City of Dallas 708 6543210 1110 1214 2004 3 08 00 PM 12 14 2004 3 08 00 PM C1001 Hour Meter 1042 None Aeratorgas 3hp 28 w depth max 23 4 4 8771266 Allen Tim 905 677 1266 1108 10 27 2004 2 18 00 PM 1103 2004 2 18 00 PM ES1003 o Scissor Lit Genie ML3452 4 85913 BASIC ELECTRIC 714 693 3980 1108 0104 2005 3 01 00 PM 1220 2004 3 01 00 PM Please check if you can find MISSING ITEMS 254 10 Cross Brace 4x 10 4 200 01 Bolt amp Nut 616 x 2 1 2 4 98705483 Road Bull Paving 708 987 6543 1101 1026 204 6 02 00 PM 1029 2004 6 02 00 PM These are internal instructions PICK Pick Up Long distance 25 miles i C1001 Hour Meter 1042 006 Aeratorgas Shp 28 w depth max 23 4 4 Sirius User Guide 273 Generating Reports Customer Transaction History Reports Generating a Customer Transaction History Report This set of reports allow you to run and view a list of invoice histories for an Item or a Customer E To Generate A Customer Transaction History Report 1 Choose Customer Transaction History from the Reports menu The CUSTOMER TRANSACTION HISTORY window will appear Customer Transaction History Requested data Sort Select For the Date of ltem nos 12 23 2006 to 1 22 2007 to z2zz2z2z sx xo 2 Click the down arrow button and select a report f
103. 42 00 AM 01 26 2007 10 42 00 AM 310 327 4970 1080 to scroll through the PADRE 5144849661 Orion Sotware 01 28 2007 10 30 00 PM 01 28 2007 10 30 00 PM 106 Invoices 2 Inthe Sort field select how you want to search for the Invoice by Transaction Number the default method e Transaction date e Customer Code e Customer Name e Customer P O 3 Once you ve selected a sort method you can search for the Invoice using either of the following methods In the Search field type the first few characters or digits of the sort method you selected then click Go For example if you selected Customer Name as the sort method you would type the first few digits of the customer s name Once found a black arrow will point to the Item in the list 151 Chapter 8 Managing Invoices Searching for Invoices Use the 14 1 arrows to move through the list and locate the Rental Contract I Move to the top of the list Move up one in the list Move down one in the list gt i Move to the end of the list 4 Once you ve located the Invoice you can use either of the following methods to select the transaction Double click on the name of the Invoice e Make sure the black arrow is pointing at the Item and then click OK The INVOICE window reappears with the information displayed Click the icon to view the user who created the Invoice and who last modified the transaction Sirius User G
104. 6 Locate the drive and directory containing your Inventory File and click Open to download it into Sirius 7 After the file has been downloaded choose Inventory gt Difference Report from the INVENTORY MANAGEMENT window The Inventory Differences Report will appear Orion Boston Tools Page 1 Inventory Differences Date 01 17 2007 Time 3 13 PM fem no E By Captured Theoretical GY Oferencd Average coal Tine Total 1007 7 00 1001 001 1 00 4 500 00 4 00 5 000 00 1 00 0 00 4 00 0 00 1 00 0 00 4 00 0 00 1 1 1001 o 1 o 1 1 1 4 400 1 1 1 1 2 1 1 1002 1002 001 1002 oa Masonry Saw 1002 o Masonry Saw 4 cut blade 1003 Con 1003 004 4 00 395 00 1 00 340 00 4 00 37500 4 00 360 00 2 00 4 00 336 00 1 00 310 00 1003 o2 1003 o 1003 004 1004 nd up 1004 001 ian re drill Bit to 12 and up 1004 ona Diamond core drill b 1 to 12 and up The Inventory Differences report compares the inventory quantity differences between Sirius and the downloaded 4 500 00 5 000 00 o0 ow o0 0 00 395 00 340 00 375 00 350 00 335 00 310 00 Inventory File See Printing Forms and Reports in Sirius on page 33 8 Ifthe results are not acceptable click Close to exit the viewer and modify the Inventory File using the steps shown above Repeat as many times as required 9 Once you are satisfied with the results of the Inventory Differences Report ch
105. A Postal Zip Code 117 Telephone 805 964 2002 Fax E mail Contact Alphabetical DAHL AIR CONDITIONIN Category cH al Customers with Account Language Identification 1 Identification 2 Identification 3 15 Pictures No photo for this customer Lis T bi JENGUSH zl e m Move through the General Information Conditions Vehicle and Comments tabs and make the necessary changes To change the Customer Code see Changing Customer Codes on page 76 Click OK Click Quit Sirius User Guide 74 Assigning Tax Numbers to Customers You can assign up to three different tax numbers for each customer E To Assign Tax Numbers to Customers 1 On the CUSTOMER MANAGEMENT window click the Conditions tab General Information Conditions vehicle Comments Customer 1 DAHL AIR CONDITIONING Allow charge Yes Price Group l aj Regular Price P O Mandatory No Discount Group PEG Ono Discount Account blacked IN z Tex Term 1 No Tax1 CreditLine g Tex Interest Rate Lal No Tax2 Customer To Invoice o Tax3 Statement of Account Wes No Tax3 Distribution Printer station Insurance Exemption IN Consolid statement al Insurance Salesclerk al Date of birth it 2 Inthe No Tax 1 No Tax 2 and No Tax 3 fields type any tax numbers assigned to your company by the tax authorities 3 Click OK 75 Chapter 5 Entering Data Managing Custo
106. ADOX ODBC INSTALLATION window reappears 14 Click OK Sirius User Guide 297 Using Sirius Data to do a Mass Mailing in Microsoft Word u The instructions for Mass Mailing may vary depending on the version of Microsoft Excel you are using Check the documentation that came with your Microsoft Excel applications You can import Sirius data into Microsoft Word to do a mass mailing E To Use Sirius Data to do a Mass Mailing in Microsoft Word 1 From the Tools menu in Microsoft Word choose Mass mailing 2 Select the type of document that you want to produce Letter labels or envelopes 3 On the Toolbar click Open Data Source to choose the data source to use for your mass mailing 4 Select the Data folder located on your server in the Sirius folder 5 Under File type select Paradox Files Select the DClient db file from the list and then click Open 7 In the CONFIRM DATA SOURCE window select Sirius via ODBC 8 Activate the link Sirius User Guide 298 Using Sirius Data in Microsoft Excel You can import Sirius data into a Microsoft Excel spreadsheet a 1 2 10 11 12 13 To Use Sirius Data in Microsoft Excel Choose External Data from the Data menu in Microsoft Excel Choose Create Query The CHOOSE A DATA SOURCE window appears Select Sirius or any other name you gave your database under Paradox ODBC Installation Click OK Select the files or the fields that you need f
107. Charge for technical support E To Configure PCCharge Properties 1 2 3 4 o oN Q A Choose Configuration from the Branches menu Choose Customer Transactions Click on Modify Activate Credit Card scanning to YES Magnetic card Scanning dev type Generic type 1 v Driving License Scanner NO X Driving License Format Credit card scanning v Py Configure scanning device Click OK Click Quit Choose Configuration from the Branches menu Choose Operations In the Operations 2 tab click Modify 10 Enter the executable file on PC Charge Path Sirius User Guide 318 11 Type c Program Files Active Charge Operations Operations 2 NO v Use idScan remotely YES lt Sirius Client Interface Path MTSCLIENTACASIRIUS Partial reservation shipment YES hai Location Text Field Customer name z Project in transaction search NO hd Default sort in transactions Transaction Number zl Default cash register PCCharge Path Scan Counter C PROGRAM FILES ACTIVE Quantity change on return password 319 Chapter 15 Sirius Peripheral Devices Apply transactions with PC Charge Apply transactions with PC Charge PC Charge can be used in the final screen of any transaction in Sirius to receive payments for deposits or payments for invoices using debit or credit cards E To Apply Debit and Credit Card Transactions from Sirius 1 Click the Final button on the Toolbar in the centre of the
108. Choose Rental Contract from the Customer Operations menu The RENTAL CONTRACT window will appear 2 Return the items using the instructions shown in Chapter 7 Processing Returns 3 Click the Final button The Finalizer tabs will appear showing zero amount owing Sirius User Guide 267 4 Click OK The Return Form appears ready to be printed and given to the customer SYL Chapter 13 Managing Reports This chapter shows you how to generate a variety of Sirius reports to assist you in your sales and rental operations Here s what you ll find in this chapter e Basics e Customer Operations Reports e Customer Transaction History Reports e Statistics Report e Database Information Report e Customer Reports Item Reports e Supplier Reports e Inventory Adjustment Reports Order Reception Reports e Financial History Reports Sirius User Guide 269 Basics Understanding Report Criteria When you select a report to generate you are prompted to specify a variety of report criteria For example you can specify the range of data to include in your report the time period and how you want the data sorted The table below describes the report criteria that can be specified Sort For the Date Of Category Customer No Item No Determines the order in which information will appear on the report The date range for the report By default the majority of reports for current operations ar
109. ENUE HOPKINS Charge Tine Term Inveiced to City VALENCIA Bam a 30 Prov State CA r Current 30 days Bl days days Balance due Fostal ZipCode 91355 Muti 0 00 0 00 000 000 0 00 Telephone 561 775 3798 orad Fax Categary CH Customers with Account Contact DANNY Driver s License Di D2 103 2 Follow the instructions shown for creating a Rental Contract See Creating a Rental Contract on page 116 Sirius User Guide 112 Customer Order A customer order is used to reserve a sales item for a customer You may also place rental or service items on this document however these items will be considered as disposable and will be treated as sales items You can create an order for a customer either from scratch or by transforming it from an existing quotation Once the customer purchases the item the Customer Order is transformed into an Invoice See Transforming the Rental Contract into a Rental Invoice on page 133 for instructions on using the transformation feature E To Access Customer Orders 1 Choose Customer Order Sales from the Customer Operations menu The CUSTOMER ORDER window will appear Customer Order T o X Search Te al Date Customer A Prravo BUILDERS Comments CH Customers with Account Selesclerk A e Gilbert Cash al Cash1 From M Period days hrs gt e Final Cancel Description Concrete Sew 4 cut al al Extension
110. Guide 289 gt Chapter 14 Sharing Data This chapter shows you how to import export data between Branches in your organization and into Microsoft Word and Microsoft Excel Here s what you ll find in this chapter e Exporting Data from Sirius Importing Data from Sirius e Exporting Sirius Data to Microsoft Office Applications Sirius User Guide 291 Exporting Data from Sirius Exporting Customer Item or Supplier Information from Sirius You can use the Export feature in Sirius to copy your Customer item or Supplier information from one Branch in your organization to another You can export customers using either of the following methods e Online for Branches that are linked in real time e Offline for Branches that are not linked This will require the receiving branch to use the Import feature to complete the transfer E To Export Customer Item or Supplier Information from Sirius 1 Choose Export Customer Item or Supplier from the Maintenance menu An EXPORT window appears similar to the one shown below Export Customer Current Br 3 Sirius Tools Copy Note With Customer v Export Date Eg Sirius User Guide 292 2 If you want to copy the customer item or supplier comments click the Copy Note with Customer Item Supplier check box 3 Click the down arrow button to the left of the Export Date and select the source branch 4 Inthe Export Date field type the date yo
111. If you leave No selected you will be required to select each unit individually being rented Leave Yes selected if you want to be able to create a staff schedule to handle acustomer transaction The Staff button gt gt Staff will be activated on the transactions window See Adding Staff on page 98 7 Leave No selected if you want Sirius to check only your Branch for item availability Select Yes if you want Sirius to check all branches for item availability before stating the item is not available Sirius User Guide 342 Special prices per customer Cash Customer Code Repair Customer Code Pre invoicing Select Yes if you wish to be able to offer product items at a special rental price to individual customers The Special Prices section on the Item Management window will now be available to you Leave C selected to indicate a cash customer You would enter this code in the Customer field when processing cash transactions Since they are paying cash the customer account information will not be displayed Make sure you do not remove the C customer when working within the Customer Management screen Leave Rep selected so that Sirius will be able to associate the maintenance of serialized items with specific customers Make sure you do not remove the Rep customer when working within the Customer Management screen Select Yes if you want to be able to create an invoice for
112. In the Contact field type the name of the person to contact at your customer s business In the Category field either type the category to which your customer belongs or click the search icon and select one from the list See Setting Up Customer Categories on page 48 for a detailed explanation of customer categories In the Language field type the customer s preferred language of correspondence This option determines the language in which contracts invoices and so on will be printed In the Identification fields type any additional customer information you may feel is necessary such as social security number etc 67 Chapter 5 Entering Data Managing Customers Conditions Tab 1 On the CUSTOMER MANAGEMENT window click the Conditions tab or click OK The CONDITIONS tab will appear General Information Conditions Vehicle Comments Customer Allow charge P O Mandatory Account blocked Term Credit Line Interest Rate Customer To Invoice Statement of Account Distribution Consolid statement Salesclerk Date of birth 1000 JAHL AIR CONDITIONING Yes X No Z No X Yes X Printer station a a Price Group Discount Group Tax No Tax1 Tax2 No Tax 2 Tax No Tax 3 Insurance Exemption Insurance L al Regular Price REG al No Discount 2 Inthe Allow charge field leave Yes selected if you will be extending credit to this customer Otherwise select No
113. In the PO Mandatory field select Yes if you want your staff to enter the Customer s purchase order number on all of their transactions If not leave No selected In the Account blocked field select Yes if you want to block a customer s account Otherwise leave No selected Blocking will not allow any new transactions cash or credit to be processed for this customer Only returns and close contracts will be permitted in order to recuperate rented equipment In the Term field type the terms of payment in days for this customer before the account must be settled For example 30 60 or 90 days Sirius User Guide 68 10 11 12 13 14 15 In the Credit Line field type the maximum amount of credit the customer is allowed If a transaction exceeds this limit a warning message will appear on window to notify your staff that the Customer has exceeded their credit limit It is still possible though for your staff to accept and finalize the transaction In the Interest Rate field type the annual interest rate the customer will be charged for overdue invoices If transactions for the customer you are adding are to be charged to another Customer either type the other Customer s code in the Customer to Invoice field or click the Search Q icon and select the other customer from the list In the Statement of Account field leave Yes selected if a statement of account must be produced for this custom
114. Item A The Credit Status of the customer is displayed in the Charge field If the customer has gone over their credit limit or past their payment term Payment Default will be shown in red You can sell a rental item to a customer and then generate an invoice to record the sale Rental items are defined as equipment currently in the rental inventory that may also be checked out E To Process the Sale of a New Item or Accessory 1 Choose Invoices gt Sales from the Customer Operations menu The INVOICES window will appear 2 Click the Add button on the Toolbar The window refreshes with the cursor in the Customer field 3 In the Customer field use either of the following methods to select the customer Type the customer code if Known and press Enter Click the Search icon amp and select a customer from the list Once you ve selected a customer the name addresses and account status of the customer is automatically displayed as shown in the example below NoTrs gt IB Cancel Name Orion Software Address Charge Line Term Invoiced to oy EEE i Prov State E Curent 30 days 60 days 30days Balance due Postal Zip Code Multi 22 67 00 00 00 22 67 Telephone Branch Fe Bg Category CH Customers with Account Contact Driver s License D1 D2 D3 Sirius UserGuide 175 4 In the Salesclerk field use either of the following methods to
115. MAINTENANCE MANAGEMENT window allows you to record maintenance performed on an item This information is important when determining an item s profitability It simplifies the task of determining a disposal price for the item or whether it would be profitable to purchase another one You can enter the cost of labour and or parts that were required in performing maintenance on an item Any parts you enter on the window will automatically be removed from your inventory E To Maintain Serialized Items 1 In the Extension table at the bottom of the SERIAL NUMBER MANAGEMENT window click on the extension you want to view or perform maintenance Click the Maintenance button The ITEM MAINTENANCE MANAGEMENT window will appear See sample on the following page Click Add Notice that Sirius will automatically insert the current date as the maintenance date in the Date field You can leave the maintenance date shown or change it to another date In the Salesclerk field either type the code of the salesclerk who s requesting maintenance or click the Search icon and select a salesclerk from the list In the Item field either type the code for the item that is being used for maintenance or click the Search icon and select the item from the list Sirius User Guide 100 E To record labour costs instead of parts or to record invoices from external repairs simply leave the Item field blank and enter only a descri
116. Managing Projects Managing Projects Configuring Sirius for Project Management Before you can add projects to Sirius you must first activate the Project Management option E To Configure Sirus for Project Management 1 Choose Branches Customer Transactions from the Configuration menu The CUSTOMER TRANSACTIONS window will appear a x Activate invoicing period hd Cash Customer Code c a Activate delayed invoicing NO hd Repair Customer Code Pe aj u Retain original periods on transactions NO v Pre invoicing YES To finalize the enabling of Activate Invoice to option YES SuggestPayment YES the project management Activate Skip to end button Mes x Enter extension directly Mo x module you must exit Activate delivery screen YES Include Quotation in Availibility YES Sirius and re login Allow deposit on customer with account YES Variable Taxes YES v Prices fixed on transactions NO ne Lead Lag time management Mo x Retain prices on transactions YES Display non returned items NO M Enter items with registration code and scanner NO v Project Management YES v Use UPC to enter items NO v Activate mandatory franchise YES v Optional tax waiving on line item NO v _j Magnetic card Term for customer payment default 60 Scanning pacen z PETEERE jo Driving License Scanner NO v Activate cement calculation module YES v Piee Ieee aD VES Credit card scanning YES x Periodic control
117. Master C ard 3 483 641 438851 1008 Collect Visa 3 6919 64 ema Grand Total 32 405 00 Pay Outs Cash float variation Net Over Deficit Sirius User Guide 236 Accounting Closing Accounts at Day End Configuring an Automatic Close in Sirius You can configure Sirius to automatically close Branch accounts at day end To Configure an Automatic Close in Sirius 1 Choose Automatic Close from the Configuration menu The AUTOMATIC CLOSE window will appear Automatic Close Branch es Not Included Branch es Included X Cancel 2 Use the arrow keys in the middle of the window to include or exclude Branches from the day end close 3 Click OK A message will appear stating Irreversible Operation 4 Click OK to continue or Cancel to exit Sirius User Guide 237 Performing a Manual Close in Sirius You can use the CLOSE TRANSACTIONS window to manually close accounts for a Branch To Perform a Manual Close in Sirius 1 Choose Close gt Branch from the File menu The CLOSE TRANSACTIONS window will appear Close transactions Close Date 1421 2007 The current date is automatically displayed Click OK A message will appear stating Irreversible Operation Click OK to continue or Cancel to exit Click Quit Sirius User Guide 238 Accounting Verifying Account Receivable Balances Verifying Account Receivable Balances You can have Sirius review and re
118. Multi branch availability 4 4 4 4 4 Special prices per customer 2 Click Modify 3 Move through the fields and configure each of the following customer transaction options Activate invoicing period Select Yes to activate the invoicing period on the transaction windows This allows you to specify the rental and invoicing period for a transaction Sirius User Guide 339 Activate delayed invoicing Retain original periods on transactions Activate Invoice to option Activate Skip to end button Activate delivery window Allow deposit on customer with account Prices fixed on transactions Retain prices on transactions Enter items with registration code and scanner Select Yes if you want to allow the return of items at contract closing and have the return slip placed in the ready to invoice folder Select Yes if you want to keep the invoicing periods entered by the original user If No Sirius will update the periods as modifications are made to the transaction Select Yes if you want to be able to send invoices to a third party rather than the customer Select Yes to activate a Skip to End button when booking a reservation This option allows you to create a reservation number for a customer without having to add the items being rented The Skip to End option is primarily used in the party equipment industry Select No if yo
119. Printed in Canada amp amp Sirius Cisr Powerful Integrated Easy to use www orion softcom ORION SOFTWARE COPYRIGHT Copyright 2007 Orion Software Ltd All rights reserved This Orion software is copyrighted by the developer of the software Orion Software Ltd All rights reserved Information in this document is subject to change without notice The software described in this document is furnished under a license agreement and or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements No part of this publication and the software may be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form without the manufacturer s written permission Microsoft and Windows 98 or later are registered trademarks of Microsoft Corporation All other product names are copyrighted and registered trademarks or trademarks of their respective holders All computer and software names identified by TM or tm are trademarks of their respective manufacturers Table of Contents Chapter 1 Introducing Sirius Introd ction seansanna aa cet Laat ected dd eG e 7 Sinus advantages arii eE one yeni el ania 7 PIErEQUuISILGS 53 205 ie ois ra eh ch a tee a Se EE i a tae oa ae ae oer 7 New Features im this Version a a a a a a a a lect aa 8 Conventions Used in the Documentation s ussnennnnns cesseeeeeeeeaneeeeeeeeseaaeeeeee
120. RY REPORTS window will appear History Reports Deposit History Manual invoice History Payment Histo Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Sirius User Guide 288 4 Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 Period 12 23 2006 To 41 22 2007 Orion Boston Tools Sort Customer Code Payment History Range 00000000 tozzzzzzzz D GmdTtl o0 om Serialized Item Profitability Report The Serialize Item Profitability Report allows you to view the revenue generated for each of your rental items This is useful in that it allows you to determine whether or not you should sell off items that are not generating much revenue E To Generate a Serialized Item Profitability Report 1 Choose Customer Transaction History from the Reports menu The CUSTOMER TRANSACTION HISTORY window will appear Customer Transaction History Requested data Sort Select For the Date of 12 23 2006 to 1 22 2007 ltem nos to 22222222 sx xo 2 Click the down arrow button and select Serialized Item Profitability from the list 3 Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Sirius User
121. Remove 1 Click Add 2 Inthe Category Code field type a unique code that identifies the item category you are adding 3 In the Description field type a name that describes the item category you are setting up For example Accessories Carpentry Equipment Heating and Ventilation etc 4 Inthe G L Revenue field either type the General Ledger account code to which the revenues for the item category will be charged or click the Search icon and select one from the list 5 In the G L Disposal field either type the General Ledger account code to which the sales revenue for disposed items in Sirius User Guide 62 this category will be charged or click the Search q icon and select one from the list 6 In the Taxable field leave Yes selected if Tax items belonging to this group with all aplicable taxes select Tax 1 if item is only taxed by tax 1 and tax 2 if item is only taxed by tax 2 If not leave No selected if item is tax exempt 7 Inthe Insurable field leave Yes selected if a damage waiver will be required when items in this category are rented 8 In the Discountable field leave Yes selected if discounts is given to items belonging to this category If not leave No selected to disable discounts to items of this category 9 In the Depreciation table field either type the Depreciation table code that applies to the items in this category or click the Search A icon and select a Depreciation Tabl
122. Sulte 240 Pick up Slip e New York NY 10014 Date Transaction no ORION Tel 827 7353 2012 01 80 2007 31122 4 Fax 212 484 1339 info orion softcom Page 1of 1 1 Orion Software S N H v o P P C E E D p Tel Fax Quotation no 0 0 ustom er no 5144849661 Reservation no ustomer P O Contract no 1122 3 Bhipping 0145 2007 22 21 Representative Andre Gilbert lose Contract 01 30 2007 12 13 Qty Description Days item Price Total 2 Air hammer dril 65lbs 1300 hits min 158 1011 3 Click the Print icon to print the Pick Up Slip See Printing Forms and Reports in Sirius on page 33 for additional viewer instructions Sirius User Guide 132 Printing a Delivery Slip You can print a delivery slip for a rental contract which lists the items a customer is renting and the price H To Print a Delivery Slip for a Reservation 1 Choose Reservation from the Customer Operations menu The RESERVATION window will appear Search for an select the reservation for which you want to print a delivery slip Click the Deliv button in the top right hand corner The Delivery Slip will be displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 314 East 24th Street x amp Pd Suite 240 Dellwery form e New York NY 10014 Date Transaction no ORION Tel 877 755 2012 017282007 3108 0 Fax 212 434 1339 Jofo orion soft com Page 1of1 ARKFIRE S y
123. Summary 3 The current date is automatically inserted in the For the Date of field Accept the date shown or enter a different date Sirius User Guide 254 4 Inthe Branch field do one of the following Leave Current selected to indicate this report should be generated for the current branch only Click Multi Branch if you want the Statements of Account to include all branches in your organization 5 Inthe For the Date of fields enter the date or range of dates for the report you are generating 6 In the Close No field select the day or number of days to be included in the report 7 In the Balancing Level section select the desired balancing level Branch Cash or Salesclerk 8 In the Report G L Cash No and Salesclerk no match your selection here with your selection in the previous step For Branch choose Report or G L 9 Click OK The Period End Financial Report will appear See Printing Forms and Reports in Sirius on page 33 Type to ZZZZZ2 Orion Boston Tools Close no 0 to99999999 Report by G L Summary Ranges Cash to ZZZZZZ Salesclerk to ZZZZZZ GL to ZZZZZ2Z Pt escription iP prett 1005 Collect Cash 23 181 05 0 00 1006 Collect Check 16 171 22 0 00 1007 Collect Master Card 7865 15 0 00 1008 Collect Visa 6 919 54 0 00 1009 Collect American Express 1 500 00 0 00 1010 Collect Debit Direct 150 00 0 00 1200 Account Receivable 276 082 39 0 00 2300 Customer Deposits 0
124. a customer when the rental contract is created This allows you to collect a payment before the customer leaves with the rental item Pre invoicing is useful in dealing with long term rentals where you may want to collect a portion of the rental amount up front If you select Yes a Pre Invoice button will appear on the Finalizers pane when processing a transaction Sirius User Guide 343 Suggest Payment Enter extension directly Include Quotation in Availability Variable Taxes Lead Lag Time Management Leave Yes selected if you want Sirius to automatically enter the payment amount required on the Payments pane when processing a transaction Keep in mind that even though the payment will be entered automatically you still must select the Method of Payment See Creating a Rental Contract on page 137 Select Yes if you want to be able to enter the Item Number plus extension EV001 4 directly into the Item field when processing a transaction If you leave No selected you will have to enter the Item Number and Extension number in two separate fields Select Yes to include quotations on the Availability window This will take an item s quantity from a quotation into consideration when determining the availability of the item Select Yes if you would like the ability to specify which taxes apply on the Finalizer pane when processing a transaction If you leave No selected the
125. ab The Rental tab will appear Item Management lol x Description Rental Purchase Comments 1 Comments 2 Comments 3 fem 4 chainse Deposit 566 00 Regular Minimum Price Sul Price 1 hour 8 00 Price 4 hours 12 00 Price 8 hours 15 00 Price Day 123 00 Price Weekend 199 00 Price Week 268 0p Price Month Acce t Stats lie Cancel 2 Inthe Deposit field type the amount of deposit to suggest taking when renting the item 3 In the Regular column move through and enter the following rental prices Minimum Price The lowest possible price for the item If the price calculated is lower than the minimum price the minimum price will prevail Price 1 hour Price 4 hours Price 8 hours Type the rental price for each of these hours Price 1 Day Week end Week Month Type the rental price for each of these time periods 4 The amounts shown in the Granted Qty column are automatically calculated by Sirius based on the surcharge rates you entered on the SURCHARGE RATES MANAGEMENT window See Entering Surcharge Rates on page 46 89 Chapter 5 Entering Data Managing Items Sirius will calculate the rental price according to the period most advantageous for the customer For example the rates below show that the most advantageous rate for a 3 hour rental would be the 4 hour rental rate period not the hour rate e 1 hour rental rate 5 00 x 3 hours 15 0
126. action List of Work Orders by Item List of Contracts by Transaction price List of Contracts by Item List of Contracts by Item Detailed List of Contracts by Customers List of Contracts by Customer Detailed List of late Contracts List of late Contracts by Customer Detailed List of Contracts to invoice periodically List of contracts for manual periodic invoicing Chronological List of Contracts Sirius User Guide 272 3 Complete the required report criteria for the report you selected See Understanding Report Criteria on page 269 for a description of the fields 4 Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page 1 Customer s to zzzzzzzz List of Contracts by Customer Invoiced Customer Date 01 22 2007 Time 10 11 PM ustomer no lame elephone Ts no late Start ime Stat Pate End me End flemno enson Pesciption larity 10002 DAHL AIR CONDITIONING 905 964 2002 1112 0411 2007 3 00 00 PM 0413 2007 3 00 00 PM 1004 None Diamond core drill bit 1 to 12 and up 4 23408 LA COUNTY MASONARY 661 775 3796 1105 1207 204 2 22 00 PM 0104 2005 2 22 00 PM 9904 oe Scissor Lit SM2232E Grove 4 1111 0411 2007 2 58 00 PM 0413 2007 2 58 00 PM 1002 Mas onry Saw 4 cut blade included 1 518797 Jundt Herbert 1113 0411 2007 3 040 PM 0413 2007 3 04 00 PM 1007 Air hammer drilk66lbs 1400 hits min 1 565
127. aeeeeeeecaeeeeseeneeeeeesenaaes 221 Adding an Invoice to the Accounts Receivable a a cccccceseeeseeeeeeeeeeeeeneees 221 Searching for an Accounts Receivable Entry 0 0 00 cccceeessseeeeeeeseteeeeeeeees 224 Entering Payments for an Invoice in Accounts Receivable ceeeee 229 Viewing DepOSits rnar uars cette seed trees eae a eee nace cet aa aden ctede 232 Generating a Check Deposit Form cccccceeccceeeeceee caeeeeeeesceeeeeeennaeeeeeeeaas 233 Balancing Your Cash crierai bee tiiads otbdieele pace tinder EAEE E 234 Generating the Cash Balance Report 0 0 ecceceeeeee ceeeeeeeeneeeeeeeeeneeeeeeeeaaes 234 Accounting Closing Accounts at Day End 0 ccecccceee ceteeeeeeeetieeeeeetiteeeeeees 236 Configuring an Automatic Close in Sirius cee ceeeeeeeeteeeeeeeentteeeeeeeeaaes 236 Performing a Manual Close in Sirius 0 0 0 0 eeeeeeeeeee ceeeeeeenneeeeeeeenaeeeeeeeeaaes 237 Accounting Verifying Account Receivable Balances 0 0 0 ecccceeeesseeeeeeeeetieeeeeees 238 Verifying Account Receivable Balances 0 cccccccee caeceeeeesteteeseeeneeeeeeenaaes 238 Accounting Regenerating Item Quantities and Statistics 0 eee 239 Verifying Serialized Item Quantities ooo eeeenee ceeeeeneeeeeteeneeeeeeteeeaaeeee 239 Verifying Revenue for Serialized Items eee eeeeeee ceeeeeeeeneeeeeeeeneeeeeeeeaaes 240 Regenerating Item Statistics 0 0 ceeeeeeeeeeeeeeeeee caeeeeeeeeaeeeeeeeenaeeeeeeeaaas 241 Closin
128. age generated by PCCharge SYL Chapter 16 Batch Scanning This chapter shows you how to perform batch scanning from Sirius Here s what you ll find in this chapter e Configuring the Batch Scan Properties e Entering Quantities for a Serialized Item on a Quotation e Assigning Bulk and Serialized Items on a Rental Contract Sirius User Guide 323 Configurating the Batch Scan Properties The batch scanning process is useful for companies renting bulk and serialized items in large quantities This process offers the flexibility of creating quotations displaying the total quantity of items being rented while allowing inventory control at a serial item level E To Configure Batch Scan Properties 1 2 3 4 5 6 Choose Configuration from the Branches menu Choose Operations Click on Modify Activate Batch Scaning to YES Operations Operations Operations 2 Default cash drawer for payments and manual invoices Cash1 Default salesclerk of payments and manual invoices Andre Gilbert Print reports by salesclerk in closing Preprinted Forms Password to delete contracts Show hints on transaction screen Invoicing based on hour of days Additional Trs Info User Define v 1 Supplementary Trs Info T TRUCK MANAGER 2 Supplementary Trs Info T Merge Contracts 3 Supplementary Trs Info T CHECKED RUT Management 4 Supplementary Trs Info T OUT Optional damage waiver
129. ailed button to view the surcharge rates for the item To change the rates for the item click the Modif button and move to the applicable period box and change the rate 12 Click OK Sirius User Guide 120 If the item you selected is not available in inventory the AVAILABILITY VERIFICATION pop up window appears An X will appear in the Qty Available field to indicate the item is out of stock If the Item has an accessory or is part of a kit you will be prompted to make a selection See Adding Accessories on page 145 and Adding Kits as an Item on page 144 ow Notice that the item now appears in the table at the bottom of the window ltem a Description els Type gt Extension pa Quantity ja g Comments a Detailed Eia p Modif C ltem Ext Type Description Quantity Price Total Dis 13 Repeat the above step for each item being rented by the customer 14 To finalize the quotation click the Final button on the Toolbar in the middle of the window The system refreshes and displays three additional panels Finalizers Deposits and Payments as shown in the example be low Rental Subtotal Rental Discounts Sales Subtotal Sales Discounts Damage Weiver Shipping Cleaning Labor Subtotal Wisconsin sales tax m m Accumulated Deposits Deposits Total Deposits Total Due Method of Payment Payment1
130. amed Ready for Invoice See setting the Delayed Invoicing Option in Appendix A Branch Configuration for details m 4 gt gt i Add Modify Remove lt Rental Invoice 4 In the Salesclerk field either type the Salesclerk Code or click the Search icon Q and select the Salesclerk who is closing the Rental Contract 5 Click OK at the bottom of the window The Item panel appears listing the items that were rented ltem A esi ell Close Co gja Type gt Extension z Quantity En Comments z Close Cor Minimum 1Hour 4Hours 8Hous Day Weekend Week Month Price u Ezi C ltem Ext Type Description Quantitse Con Price Discalanc Total N MI 101 Rental Air hammer drill 65lbs 1300 hits min 1 0 6750 1 0 00 1020 003 Rental Free standing fan 110v 30 1 speed 1 0 18 00 1 0 00 1055 003 Rental Measuring tape 100 amp 200 30m amp Om 1 0 8 00 1 0 00 6 To return the items do one of the following To return all of the items click the a Jicon To return a selected item but not all click on the item that was returned and then click the icon See Handling Partial Returns on page 137 After you finish recording the return item s the quantity returned is automatically inserted in the Close Contract column of the Item Table SEEE Add Modify Remove
131. amount of mileage to be charged to the customer based on the usage you entered 4 Click the Transformation icon The RENTAL INVOICE window will appear 5 Inthe Item field either type the item code for the metered item you want to adjust or click the Search icon Q and select the item 6 Read the meter on the returned item to determine the usage value In the Close Contract field type the new usage amount and then click OK Click the a icon to return the metered item as you would any other item See Closing Rental Contracts on page 162 Notice that Balance column shows the number of hours or the mileage amount used by the customer Rental Invoice Search Bofe aj Date Q DARLAR CONDITIONING Customer Comments z CH Customers with Account Salesclerk al Ken Winkley al Cash1 From xl To 7 i Period deys hrs l i 3 B Final 22 concer tem Description Hour Metar 8 B close contract Type Extension Quantity 0 Er Hold Comments Close Cor 64 Meter Regular Disc5 Disc10 Priced PriceS 1500 I c ltem Ext Description Nuantitbe Con DiscBalanc Price gt Madly Cancel Sirius User Guide 206 Transferring Stock between Branches Transferring Bulk Stock Items to another Branch You can use the INVENTORY ADJUSTMENT window to transfer bulk stock ite
132. and then click OK to run the report See Understanding Report Criteria on page 294 Sirius User Guide 249 To Runa Bulk Rental Items Inventory Value 1 Choose Items from the Reports menu 2 In the Requested data field click the down arrow button and select Inventory Value Average Cost 3 Specify the following report criteria Items Not Serialized Select Type Range 1 to 1 for Rental 4 Click OK to run the report Accounts Receivables You should generate these reports when closing your fiscal year to obtain a list of all your outstanding Account Receivable amounts To Run a Statement of Accounts Report Aging 1 Choose Statement of Accounts from the Accounts Receivable menu 2 In the Requested data field click the down arrow button and select Accounts Aging 3 In the For the Date of field select Year End See Accounts Aging on page 244 4 Click OK to run the report Current Deposits To Run a Deposits Report 1 Choose Deposits from the Accounts Receivable menu 2 In the Requested data field click the down arrow button and select Current Deposits 3 Select your report parameters and then click OK to run the report See Understanding Report Criteria on page 294 Sirius User Guide 250 List of Rental Equipment Sold To Run List of Rental Equipment Sold by Item Report 1 Choose Customer Transaction History from the Reports menu 2 In the Requested data fiel
133. ansaction When you create a kit all the items that compose the kit must be added as items into Sirius See The Item Management window will appear on page 83 In the Availability field select one of the following Verification if you want Sirius to check the item s availability before renting or reserving it When you rent or reserve an item that is not available Insufficient quantity rented or reserved Sirius will display a message stating that it is not available but will still allow you to enter the item No Verification if you do not want to Sirius to check item availability In the Key Item field leave Yes selected if you want the item to be displayed in the availability calendar upon opening it If you set Key Item to Yes only key items will be shown on the Availability Calendar 10 In the UPC Code field type the Universal Price Code UPC for the item if applicable 11 In the Location field type where the item is located in your business For example Warehouse Aisle 6 Bin 48 etc 12 In the Sale Price table type the sale price in the required fields shown Price Groups determine the price a customer must pay for merchandise and are set up when you configured the Sirius application See Creating Price Groups on page 45 87 Chapter 5 Entering Data Managing Items Keep in mind the following when entering Sales Prices e You can enter up to 5 different prices for a single
134. at you use a sequential another item so you can monitor the time or mileage numerical code with the used first item code being N F 1001 the second 1002 3 In the Category field click the Search 9 icon and select the and so on You may have Item Category to which the item belongs these codes engraved onto small plaques and rivet them to your equipment This makes item identification easier and accelerates the processing of counter transactions 85 Chapter 5 Entering Data Managing Items j An item associated with a meter must be serialized 4 In the Description field type a description of the item For example 14 chainsaw 35mm camera safety helmet etc 5 Item Management Description Rental Purchase Comments 1 Comments 2 Comments 3 2 9 al aren Go Pictures Item Code aj Type Rental Category Equipement Garden Landsc and Exca Description Serial ves ii No Oo A Kit ves Availability Verification Z Taxable Yes Picture 1 of 1 Key Item ves Insurable ee gt ay Picture Management UPC Code Discountable Yes ieee at Price Calculation No Regular Price Disc5 Disc 10 Price 4 Price 5 Sale Price eee 62 25 58 06 55 59 0 0 SALE 5 Qty reserved Qty Ordered t QtyRented lt gt gt BRB aca Mooy Remove f Guit serial Access Kt stots In the Serial field select Yes if the it
135. ata field select either Lost Rentals Report By Item or Lost Rentals Report By Date Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Click OK The report you selected is displayed See Printing Forms and Reports in Sirius on page 33 Sirius User Guide 276 Generating Reports Statistics Reports Generating a Statistics Report This set of reports allows you to run and view detailed rental statistics E To Generate A Statistics Report 1 Choose Statistics from the Reports menu The STATISTICS window will appear Statistics Requested data Sort Select E Best Rentals Sort Worst Rentals Customer Statistics Best Volume Sizze ROI Report 3 Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Sirius User Guide 277 4 Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 Period 2006 01 To2006 12 Orion Boston Tools Page 1 Range tozzZz List of best rentals Date 01 22 2007 Time 10 21PM fode Peserition Fiese pessription E inv paz Rent pom Ratio 1028 Air drill3 8 mandrel 2200 rpm RPNE Equipement Pneumatic and Paint 3 o oo 325 55 Guard Rail MID RSCA Equipement Scat
136. ation shown on the RECEIPT window If the equipment you received is a serialized item keep in mind the following pe The date entered in the Shipping Date field is the one that will appear in the Purchase Date field in the N d SERIAL NUMBER MANAGEMENT window w The Invoice no will also appear on the Equipment received from SERIAL NUMBER MANAGEMENT window lti h Purch i z oe meena 6 If the invoice number is unknown when you receive the in the destination branches not in the main branch See Receiving Purchased Inventory Items on page 195 equipment enter your supplier s packing slip number in the Reference field Sirius User Guide 197 7 Click OK The RECEIPT window will appear showing the items that were ordered on the original Purchase Order Purchase order receipt Order Header BEEN Order no 1005 2 Purchase dete MMDD Search Sa aol r 1 1005 Reference no Shipped to Supplier Number Shipping date ME Nae v SSS ST Product 7 Descr ArhemmerchiFO6 1400his7min ala Guenity IN Rscoved O Sire PN priced S500 Discourse 0 Net 985500 I ltem Description Quantity Size Received Price Total 1007 Air hammer drill 66lbs 1400 hits m 1 Once Q 555 00 0 00 11017 Linoleum cutter up to 13 tiles 2 Once 0 2254 0 00 1018 Heater 3000 watts 10200 BTU 0 Once O 0 00 0 00 a Laa Modify Remove Other Fees F5
137. before printing Customer form templates Number of detail lines Coupon Model v 14 1 Standard v 82 Customized Laser 31 Message for customer forms Thanks for shopping at Orion Ret ntal Message 4 Message 2 Message 5 Message 3 Branch no to check Optional tax printing Group similar serialized items Use alternate logo on form 17 Number of days according to line total form 17 Header text for Form 1 Statement of account form Purchase order form 2 Click Modify Le lele Le Ls 6 Message 6 Automatically print a Pick up Slip with contracts Using multitrays Multitray Printer Standard with logo Laser with logo In the Preview forms before printing field leave Yes selected if you want to preview your forms prior to printing In the Customer form templates field click the down arrow button and select a form template from the list The selection here can be overidden by selecting Configuration gt Station and making your changes appear on the form In the Message for customer forms fields move through the list of forms 1 6 and type the message you would like to Sirius User Guide 337 10 11 12 13 14 15 16 17 18 In the Automatically print a Pick Up slip with contracts field select Yes if you want to be able to print a pick up slip when a rental contract i
138. calculate each customer transaction to ensure that inventory quantities are correct Sirius will also generate a list of the corrections that were made during the review To Verify Account Receivable Balances 1 Choose Quantity and Balance Verification from the Maintenance menu The CUSTOMER BALANCE and QUANTITY IN INVENTORY window will appear Customer Balance and Quantity in Inven E k 2 Click OK to start the verification 3 Click Quit Sirius User Guide 239 Accounting Regenerating Item Quantities and Statistics Verifying Serialized Item Quantities You can have Sirius recalculate the bulk item quantities and serialized item quantities shown in Item Management See The Item Management window will appear on page 76 and Adding Serialized Items on page 90 When recalculating Sirius adds the serialized quantity to the bulk item quantity and inserts the total in the Quantity Inventory field on the ITEM MANAGEMENT window Sirius will also generate a list of the corrections that were made to your inventory To Verify Serialized Items Quantities 1 Choose Serialized Items Quantity Verification from the Maintenance menu The QUANTITY VERIFICATION window will appear Quantity Verification 2 Click OK A warning message will appear Irreversible Operation This operation could have an impact on your inventory value Cancel Do you want to continue 3 Click OK to contin
139. ccceeeeeeeeeeeeee caeeeeeeetneeeeeeenaeeeeeeeaaas 126 Modifying Finalizer Deposit and Payment Information 0 eeeeeeee 127 Emailing a Rental Contract ereas ar T T 128 Cloning Rental Contracts orin na E N EE A 129 Printing a Pek U p SD ee a etnias a eee 131 Printing a Delivery Sip erener ninne araa AARE a eE E a 132 Transforming the Rental Contract into a Rental Invoice asese 133 Archiving a Rental Contract oeerccrorie ia an E a PEE EEE E aS 134 Transforming Other Transactions 0 eccceceeeeeeeeeeeeeneeee tennnesnrinadsstnnnnesennnnesenea 135 Chapter 7 Processing Returns Handling Partial Returns oniiir dae iaeiiai 137 Closing Rental Contracts ssrin reiini eiii an aie iiai ei daas aii 141 Identifying Equipment Needing Maintenance Repair or Cleaning 0 145 Chapter 8 Managing Invoices ACCESSING INVOICES assire aa R AER T A e SLAA AEA 149 Creating INVOICES sisian air AEE PENERE ia 149 Searching for INVOICES sendinar aAirr PEENE ERLE EREA 150 Finalizing and Printing INVOICES 0 0 ceeeeeeeeeeeeeeeeeeeee ceeeeeeneaeeeeeseeaeeeeeeeeaaees 152 Emailing An INVOICE sartina arke d A AAS EAEI ANE AART AAE AAA AES 153 Adding Tax Identification number on INVOICES oo eee sesrerssserrrssererrsserrrrrssees 154 Adding your Logo to INVOICES 0 0 eee eeeeeeeeeeeeteeeeeeeeeeeeeeeeee ceeeeneaaeeeseeeaeeeeseeaaeeees 155 Understanding Sirius Logo Files ee ceceeeeeeeeeeee ceeeeeeeeneeeeeeeenaeeeeeseeaae
140. chased Inventory Items Receiving Equipment Ordered Using a Purchase Order You can receive equipment that you ve ordered with a Purchase Order and add them to your inventory E To Receive Equipment Ordered Using a Purchase Order 1 Choose Purchase Order from the INVENTORY MANAGEMENT window 2 The PURCHASE MANAGEMENT window appears Purchase Management Header Detail a A o Prinoe 2 Purchase te IB UG2000 Branch Supplier Shipped to Purchase seta 06 02 2000 Name he ShawMustGoOning Nene ios SN Acres OTTOENTURVAVENUE T aS I MISSISSAUGA ONLINE Prowsi ade LT Foe sesan Tek foose2sa70 Additional Information Shipping date Shipping f gt E Modify Remove gt gt penons moien FS ganne Loo Tem POO Reference X Quit 3 Inthe Order no field click the Search al icon and select the Purchase Order whose eq 4 Clickthe gt icon uipment you ve received Sirius User Guide 196 The PURCHASE ORDER RECEIPT window will appear Purchase order receipt Order no m Reference no 10 al Purchase date AIA Branch Boa r Supplier rShippedto ol Purchase datg 08 02 2000 Name The ShowMustGoOnin Nama ROBERT BOSCH Address 51 SladevewCes saec LC E Additional Information Shipping date i2020 Invoice no Accountno tem P Shipping sisimo Reference _ 5 Review the original purchase order inform
141. click the column header of the sort method you want to use For example to sort by Due Date click Due Date in the column header If the customer requires a receipt for the payment made click the print icon to print a payment receipt 10 Choose one of the following methods to apply the payment To apply the payment to the first invoice in the Invoice If the amount applied to the first payment is not used in its entirety the balance is applied to the following invoice and so on Notice that the amount applied will appear in the Payment column and the Balance column shows the reduced amount To apply the payment to a selected invoice click on an invoice in the table and then click the Invoice by Invoice 4 icon Any unused balance is entered into the Balance column 11 Click Modify and do any of the following To apply a discount to the payment type the amount in the Discount field The amount entered in the discount box is allocated to ledger account defined as payment discount in Customer Discount Group To manually enter a payment type the amount in the Amount field 12 Click Ok 13 Click Header to return to the top of the ENTER PAYMENT window 14 Click Ok 15 Click Quit Sirius User Guide 232 Viewing Deposits You can use the Current Deposits report to view a list of all deposits you are holding for your customers These are the rental deposits you collected from the cu
142. cross reference to other material in the Guide Window and Dialog boxes are capitalized The tack icon indicates special information in the form of notes and reminders The exclamation mark icon indicates Important information and warnings The lightbulb icon indicates tips on how to perform a task or action 15 Introducing Sirius Contacting Us Contacting Us If you encounter a problem while using the software you can contact us to get the help you require Telephone 514 484 9661 Toll Free 1 877 755 2012 Fax 514 484 1339 E mail support orion soft com Address 6000 C te des Neiges Suite 240 Montreal Quebec H3S 1Z8 Canada SYL Chapter 2 Installing Sirius This chapter shows you how to install Sirius on a network Server workstation and standalone PC Here s what you ll find in this chapter Standalone Installations and Network Installations e Upgrading Sirius from an Earlier Version e Checking Workstation and Server Requirements e Performing Pre Installation or Upgrade Procedures e Installing Sirius on a Standalone Workstation e Installing Sirius on a Network Server e Installing Sirius on Client Workstations e Granting Network Access to Sirius e Borland Database Engine Setup e Setting up the Sirius Database e Upgrading Sirius on a Standalone PC e Upgrading Sirius on a Network e Performing Post Installation Procedures 17 Installing Sirius Checking Workstation and Server Require
143. cts 1 On the RENTAL CONTRACT window click the Search Q icon beside the Trs field The SEARCH RENTAL CONTRACT dialog box will appear SearchRental Contract Sort Transaction v 100 5552222 2004 23300PM 27 98 101 9876543 Rod Bull Paving 10 26 2004 602 00 PM FIED 18232 1 26 1 26 1110 6543210 Ciy of Dalles 12 14 2004 3 0800 PM PE o i 6543210 3498 1 My 28 Hardware Bob 11123498 LACOUNTYMASONARY 01 11 2007 266 00 PM MAA 681 775 3795 70 71 5144849661 Orion Sofware 01 28 2007 10 13 00 PM 01 30 2007 10 13 00 PM 87 45 2 Inthe Sort field select how you want to search for the Rental Contract by e Transaction Number the default method e Transaction date e Customer Code e Customer Name Customer P O 3 Once you ve selected a sort method you can search for the Rental Contract using either of the following methods In the Search field type the first few characters or digits of the sort method you selected then click Go For example if you selected Customer Name as the sort method you would type the first few digits of the customer s name Once found a black arrow will point to the Item in the list Sirius User Guide 124 c Click the icon to view the user who created the Rental Contract and who last modified the transaction Use the 1 gt gt arrows to move through the list and locate the Rental Contract I Move to the top of the li
144. customer s photo at the transaction level as shown in the example below Rental Contract Search Gf Date 08 01 2007 2 Customer 4849661 Q Steve Micik W Comments 08 07 06 02 40 M Y80x CH Customers with Account Gh Q Dave Haris Cash aj Cash From 08 01 2007 1249PM_To 08 01 2007 12 49PM Period 0 days 0 0000 hrs Invoicing 0 days 00000 hrs zant AAA eA Steve Milcik 6000 Cote des Neiges Chage Tne Tem Invoiced to Montreal 0 30 es Prov State ac r Curent 30days 60days _ 30days Balance due Postal ZipCode H35 128 Multi 0 00 0 00 0 00 0 00 0 00 Telephone Branch 08 07 06 02 40 M vB0X Fax La Category CH Customers with Account Contact Driver s License M1335 281080 02 ID1 ID2 ID3 Sirius User Guide 312 Signature Pad Configuration on Remote Desktop Connection This feature allows you to capture customer s signature on an electronic pad The signature is merged with the transaction and saved in PDF format All signed documents are attached to the transaction and can be viewed or printed at any time Before configuring the signature pad please ensure the CD provided to you with the hardware is installed in advance E To Use Signature Pad on Desktop Server 1 Click on the Start button from the client s workstation Click on Programs Click on Accessories Click on Communications Click on Remote Desktop C
145. d click the down arrow button and select List of Rental Equip Sold by Item 3 In the For the date of field select Fiscal Year 4 Select your report parameters and then click OK to run the report See Understanding Report Criteria on page 294 Sirius User Guide 251 Calculating Global Selling Prices Information You can calculate the global selling price by category supplier Instructions for both methods are shown in this section Calculating Global Selling Prices 1 Choose Global Selling Prices Calculation from the Maintenance menu The AUTOMATIC SELLING PRICE CALCULATION window appears Automatic Selling Price Calculation OX ltem Category ACAR Percentage Ex enter 10 for 10 vx In the Item Category field type the applicable Item Category for which you want to change prices or range of Item Categories In the Percentage field type the price percentage change you want to apply Click OK The following warning message will appear Warning d Are you sure you want to change these prices Cancel Sirius User Guide 252 Calculating Selling Prices by Category Supplier 1 Choose Category Supplier Selling Prices Calculation from the Maintenance menu The MAINTENANCE SELLING PRICE CALCULATION window appears Maintenance Selling Prices Calculation lol Select Supplier na A1046 kroz Range to Costto use Realcost Listed cost X Quit 2 In th
146. ds of total amount collected for this method of payment In the detailed cash balancing report this method of payment appears in the first section with the detailed total Overall usually designates payments made by check Detailed Unlike the other two balancing types this function allows for detailed entries for monies collected For example 100 50 20 10 5 2 1 or Change The amount entered first appears fully detailed then is summarized in the overall section where it is added to the totals of the other methods of payment Detailed can be used to designate cash payments the Deposited field do one of the following Leave Yes selected if the amount deposited for the method of payment must be entered Click the down arrow button and select No if the amount deposited does not need to be entered the Funds field do one of the following Leave Yes selected if funds are maintained for this method of payment Click the down arrow button and select No if the amount deposited does not need to be entered In the Balancing Level field select one of the following to indicate the level of detail on which the cash balancing will be performed Branch to balance cash drawers at the Branch level Cash to balance cash drawers individually Salesclerk to balance cash drawers by salesclerk Sirius User Guide 50 Taxes Setting Up Tax Groups For each required tax you must create a G
147. e icon Click OK to exit J4 The customer s payment terms Credit Line overdue Interest Rates and the names of other customers with whom they are consolidating their statements with are also displayed The Customer Statements table displays Each invoice issued to the customer that has not been paid including the date issued due date amount payments the current balance and the accumulated Balance due A breakdown of the current outstanding amount the amounts due over 30 days 60 days and 90 days and the total outstanding 4 You can also perform the following additional tasks To view paid invoices for the customer click the Include paid invoices check box In the From box that appears leave the current date selected or select a new from date All paid invoices that are later than the From date will be displayed Click Go See Entering Payments for an Invoice in Accounts Receivable on page 229 To view any outstanding invoices for the customer in other Branches click the Multi Branch check box To add comments click the Modify button and enter your message in the Comments box To block or unblock the Account click Modify and then select Yes or No in the Account Blocked field top of window Blocking an account prevents the customer from renting equipment or services Sirius User Guide 226 Viewing Credit Statistics You can use the Credit Stats feature to view detailed credi
148. e 230 5 In the Branch field do one of the following Leave Current selected If you only want to apply payment to the outstanding customer s invoices in the current branch Select All if you want to apply the payment to all outstanding customer s invoices in all branches 6 In the Reference field type the payment reference number in this box For example the customer s check number or credit card authorization number 7 Inthe Payment field type the amount of the payment 8 In the Method of Payment field click the down arrow button and select the applicable method from the list Cash Check MasterCard Vilsa American Express or Debit Card 9 Click Detail The invoice table will appear listing each of the customer s outstanding invoices Enter Payments E 0 E Customer al Jundt Herbert The Balance Due field Payment Date Brench Curent will automatically display Reference Payment Method Of Payment Crec the amount you entered in the Payment field Balance due 33 00 Method Invoice Discount Amount 4a a 7unel dete Date Orderno Balance due Discount Payment Balance 8 1125 03 22 2004 04 21 2004 48808 12 0 0 48 808 12 1001 12 22 2006 01 21 2007 Interest 31290 69 0 0 31 290 69 Total 80 096 81 0 00 0 00 Header Sirius User Guide 231 gt A The invoices in the table are automatically sorted by Branch Number To change the default sort order simply
149. e Select field click the down arrow button and select Item Category or Supplier 3 Inthe Range field type the range of Item Category Codes or Supplier Code whose item price you want to change 4 Inthe Percentage field type the price percentage change you want to apply 5 In the Cost field leave Real Cost displayed if you want the the real cost of the item to be used or click Listed Cost if you want to use the list cost for the item 6 Click OK The following warning message will appear Warning dd Are you sure you want to change these prices Sirius User Guide 253 Generating Period End Financial Reports You can generate the period end financial reports at the end of your accounting period To Generate Period End Financial Reports 1 Choose Financial History Reports Maintenance menu gt Close Reports from the The CLOSE REPORTS window appears Close Reports Requested data Report by Transaction Sort Alphab etical Branch Current Multi Branch For the Date of 01 11 2006 1 21 2007 Close no 0 Balancing Level GE 99999999 Report 222222 G L Cash no 222222 Salesclerk no 222222 X Quit Fij 2 In the Requested data field click the down arrow button and choose one of the following reports e Report by Transaction e Report by Transaction Detailed e Report by G L Detailed e Report by G L
150. e box to the right of Path and enter the location of the Data folder located on your server Use the same format as the example Click on the Configuration tab If you see a plus sign to the left of Configuration click on it to expand it Click on the plus sign to the left of Drivers 29 Installing Sirius Borland Database Engine Setup 16 17 18 19 20 21 22 23 24 Click on the plus sign to the left of Native Click on Paradox so that it is highlighted You must do a single left click on the word Paradox Click in the box to the right of Net Dir and enter the path leading to the Locks folder located onyour server Use the full network path as the example If you see a plus sign to the left of SYSTEM click on it to expand it Click on INIT so that it is highlighted You must do a single left click on the word INIT Click in the box to the right of Local Share and select True using the arrow Close the BDE window using the x located in the top right corner or by selecting Object and than Exit in the menu You will get a first Warning window answer Yes to the question asking if you want to save In the second Warning window just answer YES Sirius User Guide 30 Setting Up the Sirius Database The Edit Data button looks like a pencil located on the toolbar In this part of the installation we ll setup the database files of your software This will ensure that yo
151. e caaeeeeeeeiaeeeeeeenaeeeeeeeeaas 295 Exporing Sirius Data to Microsoft Office Applications ccceeeeeeeeteteeees 296 Setting Up an OBDC Link to SiriiUS eects crete ee terete eee eeetteeeeereeee 296 Using Slrius Data to do a Mass Mailing in Microsoft Word ceeeeeeeees 297 Using Slrius Data in Microsoft Excel 0 0 0 ceeeeceeee caeeeeeeenceeeeeeennaeeeeeeeeaas 298 Chapter 15 Peripheral Devices ID SC anette aie ia Tait ei eee Pa eae 301 Configurating the ScanShell Properties ccceeeee ceeeeeeeeeeeeeeeeeeeeeseenaaeeees 301 ID Scan Configuration from SiriUS cc cccceeeeeteeeee caeeeeeeeeaeeeeeeenaeeeeeeeaaas 306 ID Scan Configuration on Remote Desktop Connection eeeeeeeeeee 307 ID Scan Configuration on Remote Desktop from Sirius 0 308 Scanning ID Card into Customer Mangement Screen aa 309 Viewing the Scanned ID in a Transaction c cece ceeceeeeeeeeeeeeeeenteeeeeeeeaes 311 Signature Pad vcs sie r alee vee Seis aa Sas Daa e er aan tate 312 Signature Pad Configuration on Remote Desktop Connection 312 Signature Pad Configuration on Remote Desktop from Sirius 0 00 313 Positioning the Electronic Signature on a Report occeeeeeeeeeeeeseeeeeeeeenees 314 Creating the Electronic Signature on a Rental Contract 0 0 00 cece 315 PG Charges 2 cise ehh E ale eat a a taten EE E Sea ingens tase niece seen dacth sends 317 PC Charge Configuatio
152. e customer for each additional week the item is rented 4 Click OK 5 Click Quit Sirius User Guide 54 Customer Configuration Setting Up Customer Categories Customer categories are used to group customers who have similar characteristics For example you could set up a separate customer category for those customers who are subject to the same tax rules or for those customers who have open accounts with your company E To Set Up Customer Categories 1 Choose Customer Category Management from the Configuration menu The CUSTOMER CATEGORY MANAGEMENT window will appear Customer Category Management Category Code al Description lenquaces ENGLISH Account Open Statement of Acco G LAR Account Receivable Term Interest Rates Price Group Regular Price Disc Group No Discount Tax1 Wisconsin sales tax Tax2 Tax 3 Insurance Exemption No Account blocked No gt Add Modify Remove 2 Click Add 3 In the Category Code field type a unique code that identifies the customer category you are adding 55 Chapter 4 Configuring Sirius Customer Configuration Use the Other category to specify languages other than English or French 4 10 11 12 In the Description field type a name that describes the category of customers you are adding For example Cash Customers General Service Tax customers etc In the Language field click the down ar
153. e entry click Header F4 to return to the top section of the window 13 Click OK 14 Click Quit Sirius User Guide 224 Searching for an Accounts Receivable Entry To quickly locate a customer record type the Customer code in the Code field and click Go or use the control buttons lt at the bottom of the window to scroll through the records You can search for and view customer invoices or payments using the CUSTOMER MONITOR window To Search for an Accounts Receivable Entry 1 Choose Customer Monitor from the Accounts Receivable menu The CUSTOMER MONITOR window will appear 2 Click the Search amp icon beside the Code field The CUSTOMER SEARCH dialog box will appear Search for and select the customer whose Accounts Receivable entries you want to view For detailed instructions see Searching for Customers on page 64 The window reappears with the customer s invoices shown in the Customer Statements table Customer Monitor A m EJ Coe 2 8 Go Q DAHLAIR CONDITIONING Telephone 805 964 2002 Account blocked No Contact Fax Tem Credit Line Interest Rates Consolidated statement Include paid invoices T Multi branch Current 30 Days 60 Days 90 Days TOTAL 22 00 0 00 0 00 0 00 22 00 Comments gt c Mody Out Credtstas Sirius User Guide 225 To view the User who last created and modified information on the CUSTOMER MONITOR window click th
154. e fee in the Amount Other Fees field Click the el icon to save the information 19 To generate the Purchase Order click Finalize Sirius User Guide 192 To return to the Header page of the Purchase Order click the Header F4 button at the bottom of the window To cancel the entire Purchase Order click Cancel Transaction at the bottom of the window The Purchase Order appears See Printing Forms and Reports in Sirius on page 33 Untitled report 1 page B Setup Finished Page 1 of 1 Orion Baston Took PURCHASE ORDER SUPPLIER er3i2e6ts 61972330 pocorn Tems sitig Referee Dewey ome DeL vere Orion Bonton Tool 3518 souh Man tnge tay Borton Mase 01 eisyasasses as yasa t203 cae oz or J N Epema Fa oe ye ee AEL am o om mm om H Ar Panerai aens GE eT Sirius User Guide 193 Creating a Purchase Order for Multiple Branches You can create Purchase Orders for other branches in your organization This allows you to centralize your purchases by managing them from a single branch E To Create a Purchase Order for Multiple Branches 1 On the PURCHASE MANAGEMENT window in the Branch field select the destination Branch for the order you are creating Purchase Management Order Header Order no MATA Purchase date M secrch edie Reference no a Supplier Number Name Shipped to Shipping date AAI Name
155. e from the list 10 In the Calculate Price field do one of the following If you do not want Sirius to calculate the price of an item when it is sold leave No selected If you do click the down arrow button and select Yes The Profit Margin table at the bottom of the window will be activated Type a margin rate percentage for each of the five Price Group levels shown Key item should be set to Yes for all rental categories The Calculate Price option will automatically calculate the item selling price for each of the five Price Groups by adding the profit margin specified to the cost of the item See Creating Price Groups on page 51 11 In the Key Item field leave Yes selected if you want to designate all items in the category as key items This option allows you to limit the items displayed on the Availability Calendar to key items rather than all items in your inventory 12 In the Purchase Discount Rate field type the discount rate offered by the supplier for the items in the category You would only complete this field if you were creating an Item category for each supplier 13 Click OK and then Quit 63 Chapter 4 Configuring Sirius User ID Configuration User ID Configuration Creating User IDs Sirius allows users with administor rights to create User ID with 3 different security levels E To Create the User ID 1 Choose Users from the Configuration Menu THE USERS MANAGEMENT window wi
156. e generated for a period of one month preceding the current date Transaction history reports are generated for a period of one month preceding the current date To run the report for a category of customers or items The range of customers for which you would like to produce a report To limit the customer range for your report simply enter the codes of the first and last customers that you would like to appear By default these reports are generated for the complete list of your customers The range of items for which you would like to produce a report To limit the item range for your report simply enter the codes of the first and last items that you would like to appear By default reports are generated for the complete list of your items Sirius User Guide 270 Trans No Close No Select Range Item Quantity The range of transactions for which you would like to produce a report To limit the transaction number range for your report simply enter the codes of the first and last transaction numbers that you would like to appear By default reports are generated for the complete list of your transactions Select the day or number of days to be included in the report The range of criteria entries must match to be included in the report The range of entries to be included in the report Simply enter the first and last entries to be included in the report By default reports are generated for al
157. ed 2 Move through the Description Rental Purchase and Comments tabs and make the necessary changes To change the Item Code see Changing Item Codes on page 95 3 Click OK 4 Click Quit 95 Chapter 5 Entering Data Managing Items Changing Item Codes You can change the code for an existing Item using the Modify Item Code icon E To Change an Item Code 1 On the ITEM MANAGEMENT window click the Q icon The MODIFY KEY window will appear TT Previous Item Code 1001 u ha oo 2 New Item Code 1887 The item code will be modified in all current and historical transactions to aoea J OK X Quit maintain your data integrity 2 Type a New Item Code 3 Click OK Sirius User Guide 96 Managing Serialized Items Accessing Serial Number Management 1 2 w The Serial button will 3 only be available if the item you chose has the Serial field set to Yes Choose Items from the Data menu The ITEM MANAGEMENT window appears In the Item Code field click the search Q icon and select an item with a serial number See Searching for Items on page 92 for additional instructions Click the Serial button at the bottom of the page The SERIAL NUMBER MANAGEMENT window will appear Psi Code for El Type Ranta Description Concrete mixer 1 2 to 3 4 bag capacity Category con E Extension m FE Mult Branch Total Revenues 7092 00 Supplier ROl 1 58 Invoice Cost
158. ed Time End The time the transaction ended Sirius User Guide 228 Item No Next Description Qty Price Total 2 Click Ok The item number that was rented or bought The item number extension if a serialized item A description of the item The quantity rented or purchased The price per quantity The total price of the transaction Sirius User Guide 229 Entering Payments for an Invoice in Accounts Receivable You can post a payment for an outstanding invoice to the Accounts Receivable This procedure is primarily used for cheque payments received by mail in most cases for invoices in Accounts Receivable To Enter Payments for an Invoice 1 Choose Enter Payments from the Accounts Receivable menu The ENTER PAYMENTS window will appear 2 Click Add Enter Payments Customer 5144849661 Payment Date 1 21 2007 Reference 3776 al Orion Software Branch Payment Current x 320 00 Invoice Discount Method Of Payment ees Balance due Detail add Cancel Method Amount a Z e Invace Date Due Date Orderno Balance due Discount Payment Balance 3 In the Customer field either type the Customer Code or click the Search amp icon and select the customer from the list 4 Accept the current date as the Payment Date or change to a different date Sirius User Guid
159. ee Searching for Rental Contracts on page 144 for instructions Rental Contract Search Softe l Al bate Email amp Retum Deliv al LA COUNTY MASONARY Customer Comments CH Customers with Account Drawer Salesclerk al Dave Harris Cash al Cash 1 From To J Zi Period days hrs n gt m GOLES Add Modify Remove Quit gt Bord Status Delivery Detail Final lt tem S Description aj Type Extension Quantity Comments Detailed Minimum 1 Hour 4Hours 8 Hours Day Weekend Week Type Description Quantity Price Total Rental Asphalt roller 40 x81 comp 2930Ibs 1 150 00 150 00 a Le pe Click the Modify button on the Toolbar in the middle of the window In the Salesclerk field either type the Salesclerk Code or click the Search icon Q and select the Salesclerk who is closing the Rental Contract Click OK Notice that the items contained in the Rental Contract are displayed in the Item Table at the bottom of the window Sirius User Guide 160 Click the Add button The cursor jumps to the Item field In the Item field type the Item Code of the item you are crediting Must match the item already displayed in the Item Table tem 201 al Description als Type gt Extension a Quantity Bir Comments pa Price k c ltem Ext Ty
160. eeeeeeeenaeeeeeeeeaas 282 Generating Reports Supplier Reports c cccecccee ceeeeeeeseeeeeceeneesaeeeeeeeeees 284 Generating a Supplier Report c cccceccecceceeeee ceeeeeeeecceeeeceeeeeeeeteeeteees 284 Generating Reports Inventory Adjustment Reports s ceeeeeeeeeeeeeenteeeeeeenees 285 Generating an Inventory Adjustment Report 0 ceccceeeeseeeeeeeestteeeeeeenaas 285 Generating Reports Order Reception Reports 2 cceeeeeeeeeeeeeeceeeeeeeeeeeeeees 286 Generating an Order Reception Report 0 c cccce cseeeeeeeceeceeeeeeeeeeeeeeeees 286 Generating Reports Financial History Reports e ccceeeeeeeeeeeeeennteeeeeeeeaes 287 Generating a Closing Report c ccceeeecccceeeeeeteeeeeeee caeeeeeeetaeeeeeeeetaeeeeeeeaas 287 Generating a Financial History Report eecccceeeee ceeeeeeeeeeeeeeeeeeeeeeeeeeeaaes 287 Serialized Item Profitability Report cc eeceeeeeeee caeeeeeeeeceeeeeeeenaeeeeeeeaas 288 Chapter 14 Sharing Data Exporting Data from SMU p ar eretier aA EE EEA ATERA 291 Exporting Customer Item or Supplier Information from Sirius 291 Exporting Purchase Order Information from Sirius ecceeceeeeeeeeeeeeeeenee 293 Importing Data to SiriUS nosediens baaa da E aAA ieia 294 Importing Branch Customer or Supplier Information from Sirius 294 Creating Item Key Words 0 ccccececeeeeeceeeeeeeenteeeeee
161. eeepc 65 Searching for CUStOMEMS iisas erisera M a E ARE AEEA EEA SESE 71 Editing Customer Detalls nerirereirenass a e E AR T 73 Assigning Taxes to Customers sssssssceeesssesersirnestee nestsennesternaessrinnssstnenneennt 74 Setting Up Price and Discount Groups for Customers 2 sccceeeeeeeeeees 75 Changing Customer CodeS eirinen aa EAE EEEE EEEE EEA EEA Aa 76 Managing Suppliers 3 02 25 fsssach esas n TE T 77 Accessing Supplier Management cccececceceeeee ceeeeeeeeneeeeeeeeeeeeeeteeenaeees 77 Adding New Suppliers ccceeeeeeeeececeeceeeeeeeeeeeeeee ceaneaeeeeeeeeeeeeeeteeteeneenaeeas 77 Searching for Suppliers iyi epin naa ae a aa ea aaae 81 Managing MESS ira T a T eet 83 Accessing Item Management ccccecccceeeecceeeeeee caeeeeseeeeeeeeseeaaeeeeeeeaaees 83 Adding New ems 33025 un Ane ends T eens 83 Sgarchipg fOr Mems seses erine eee lad ditiecd AEE Meaatlan oteeeena pete 92 Modifying Item Details musse a a EAA AR 94 Changing Item Codes srine ren a a o E 95 Managing Serialized Items 0 eeeeeeeeeeeeeeeeeeeeeeeeeeeeeee caeeeeseneeeeeeesenaaeeeeeeeaaees 96 Accessing Serial Number Management ccccccee ceeeeeeeeeeneeeeeeeenneeeeeeeaees 96 Adding Serialized Items seiri a T EEEE RTR 97 Maintaining Serialized Items sseeeeeseeesesrsneesrrnesses nestssnnenstrnaassrinnnestnenneeens 99 Managing Prce a o A AT A AO A 101 Configuring Sirius for Project Management seessss serssse
162. ees 14 Contacting US EE E EEA E N EA E A E asians 15 Chapter 2 Installing Sirius Checking Workstation and Server Requirements 2 ceeceeceeeeeeeeeeeeteeeeeeeaaees 17 Installing Sirius on a Network Server eceeeeeeeeeeeeeee cecteeeeeeeeneeeeeeeeaeeeeeeeeaas 18 Installing Sirius on Client Workstations cccccccececeeceee ceieeeeeeeeiieeeeeeetnneeeeeeeee 21 Installing Sirius on a Standalone PC oo eeeecceeeeeeeeeee ceneeeeeeeeneeeeeeeeneeeeeeeeaas 24 Granting Network Access to Sirius cccccceeneereeeeenteteee caeeeeeeeenaeeeeetenaeeeeeeeaaes 27 Borland Database Engine Setup ceceeceeeeeeeeeeeeetee ceeeeeeeeneeeeeseeaeeeeseenaaees 28 Setting Up the Sirius Database ooo cece eeeeeeeeeeeee ceeeeeteeeeeeeeseeeaaeeeeeeeaaees 30 Chapter 3 Starting Sirius Obtaining a Key NUMDE 00 se EA AAS A EER A TEA 33 Starting Sirius for the First Time cc ccceeeeeeeeeeeeeeeeeeeeee caeeeeeeeeneeeeeeenaeeeeeeenaaees 34 Viewing the Sirius Main WindOW 0 ee cccceeeeceeeeeeeeeteeeeee ceneeeeeeeenaeeeeeteeneeeeeseeaas 35 Changing Your User ID ornoa nna a a a A a A 36 Changing Your Password oiiiensieia ei a eia ae S NE E a 37 Changing the Language Setting cc cceeseecceeeeeseeeeeeee ceeeeeeeeneeeeseeeneeeseneenaees 37 Quitting SINUS sanean aa i A ETEA EN RAE A 38 Chapter 4 Configuring Sirius General System Configuration ccceceeeeeeeeeeeeeeeeee derirneedttrnnesrrrnneeetennneennnn 41 Enteri
163. em example below pane click the 3 icon To minimize click e pe al iG l 3 the m icon Type Extension Quantity Bii Comments Regular Disc5 Disc10 Price 4 Price 5 Price g Jedoeeut C ltem Ext Type Description Quantity Price Total Dist gt 11 Do any or all of the following in the details section If the Item you selected is a Serial item click the arrow button in the Extension field and select the correct serial number extension Comments that have been entered about the item can Click the IEEE icon to be viewed by clicking the down arrow button in the go back to the previous Comments field pane Delivery To change the quantity needed enter the number in the Quantity field To change the price of the item insert your cursor in the Price field and change the amount shown 12 Click OK Sirius UserGuide 172 Scanning the credit card DOES NOT authorize payment it simply records the customer s credit card information Once the sales or rental transaction is complete the credit card information can then be processed for payment 13 To finalize the sale and generate the Invoice click the Final button on the Toolbar in the middle of the window The system refreshes and displays three additional panels Finalizers Deposits and Payments as shown in the example below Rental Subtotal 0 00 Accumulated Depo
164. em has a serial number and you want to manage it by serial number to distinguish it from other similar items For example you could use serial numbers to distinguish between a Pentax and Canon 35mm cameras or a Kubota and Kango pneumatic hammers Sirius inventory management functions on two levels Item Management which allows you to select and view the general characteristics of an item Serial Number Management which allows you to select view and check the availability of items by serial number See Managing Serialized Items on page 96 In the With Meter field select Yes if the rental rates for the item depends on hours of usage Otherwise leave No selected If you select Yes click the Search 9 icon in the Meter Code field and select the item that will be used to measure the time Sirius User Guide 86 A A kit itself does not have to physically exist it can simply be used to link items that are rented as a group d j For kits it is preferable to set the field at No verification since the verification would only be performed at the primary Item level In the Kit field select Yes if the item you are adding is part of a kit A kit is a group of items that are rented together This means you don t have to list each item separately when processing a transaction Instead you simply enter the kit code and each item in the kit will automatically appear on the tr
165. emove Click Add In the Salesclerk Code field type a unique code for the Salesclerk you are adding The Salesclerk Code can contain alpha characters numeric characters or a combination of both In the Description field type the Salesclerk s name Click OK Click Quit Sirius User Guide 44 Creating Cash Registers You must create at least one Cash Register before you can operate Sirius A different Cash Register must be created for each cash drawer This will help you balance each drawer individually at the end of the day Registers are cash registers or cash drawers that are used by salesclerks to process sales and deposit money mM To Create Cash Registers Choose Cash Register from the Configuration menu The CASH REGISTER MANAGEMENT window will appear Cash Register Management Cash Code al Description gt Add Modity Remove Quit Click Add If you do not want your Salesclerks selecting the Cash Register everytime they process a transaction leave or create a Cash Register called Cash Code 1 Sirius will automatically use this Cash Register as the default and will not prompt your Salesclerks to select a Cash Register In the Cash Register Code field type a unique code for the Cash Register you are creating Cash 1 is the default The code can contain alpha characters numeric characters or a combination of both In the Description field type the name assigned to
166. ems the quantity is automatically set at 1 5 Click Ok 6 Click Quit Sirius User Guide 186 Setting Inventory Levels Setting Minimum and Maximum Inventory Levels You can set minimum and maximum inventory quantities for an Item in Sirius This is useful when creating a purchase item for a supplier A prompt will appear to confirm that you want the system to generate the detailed purchase order When you click Yes the system will compare quantity in stock versus minimum quantity for all items identified with the selected supplier If the quantity in stock is smaller than the minimum quantity the system will order whatever is required to reach the maximum quantity The instructions that follow assume you have added your inventory items to Sirius using the instructions shown in Chapter 6 Entering Data E To Set Minimum and Maximum Inventory Levels 1 Choose Items from the Inventory Management menu The ITEM MANAGEMENT window appears Item Management Description Rental Purchase Comments 1 Comments 2 Comments 3 item Supplier K11002 aj KANGO INTERNATIONAL Reference Minimum Qty Last Listed Cost Maximum Qty Discount Economic Oty al F amp B Qty case Exchange Rate Weight Other Fees Last Cost Listed Cost U Weighted ave cost Fix depr amount as a sine l A Vox cence Sirius User Guide 187 To quickly locate an Item
167. eports in Sirius on page 33 Orion Boston Tools Sort Code Supplier Address List Range toZZZZZZ a ed y ontact ontact Tel 343EEE 99808EEE Johnson Supplies A1046 ABMA ST ABRASIVES CORP 1 800 361 2297 1 800 300 2420 4025 WELCOME ALL ROAD ATLANTA SUITE 110 GA 30349 B2006 BLACK amp DECKER 613 342 6641 61 4 722 9421 100 CENTRAL AVE BROCKVILLE ON KEV SWB Sirius User Guide 285 Generating Reports Inventory Adjustment Reports Generating an Inventory Adjustment Report This set of reports allows you to run and view a list of inventory adjustments performed to date E To Generate an Inventory Adjustment Report 1 Choose Inventory Adjustments from the Reports menu The LIST OF INVENTORY ADJUSTMENTS window will appear Click the down arrow button and select a report from the list List of Inventory Adjustments Requested data List by Item List by Transaction Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page 1 Sort Codes List of Inventory Adjustments by Item Date 01 22 2007 Range tnZZ2ZZZ Time 10 32PM fem jasc pion Justment Peseriplion fate antiy endon Pos otal 4001 Concrete mixer 1 2 to 3 4 bag capacit
168. er If not select No and a statement of account will not be produced for the customer If you selected Yes in the Statement of Account field select one of the following In the Distribution field Leave Printer selected if the Statement of Account is to be printed and mailed to the customer Select E mail if the Statement of Account is to be emailed to the customer If the customer s account statement is to be consolidated with another customer click the Search Q icon in the Consolidated statement field and select a customer from the list In the Salesclerk field type the name of the salesclerk assigned to the customer or click the Search Q icon and select a salesclerk from the list To specify the Price Group see Setting Up Price and Discount Groups for Customers on page 75 To specify the Discount Group see Setting Up Price and Discount Groups for Customers on page 75 To specify the taxes to be charged to the customer see Applying Taxes to Customers on page 72 69 Chapter 5 Entering Data Managing Customers 16 In the Insurance Exemption field select Yes if the customer is exempt from purchasing a damage waiver insurance If not select No 17 In the Insurance field type the customer s insurance policy number Vehicle Tab 1 On the CUSTOMER MANAGEMENT window click the Vehicle tab or click OK The Vehicle tab will appear 10002 DAHL AIR CONDITIONING
169. er for the item s they returned It should equal the Total Due shown If a cash customer the amount of the payment is automatically inserted by Sirius In the Method of Payment column click the down arrow button and select a payment method For example Cash Check MasterCard Visa American Express Debit Card You can enter up to four payments in the Payment 1 to Payment 4 fields 11 Click OK The Invoice Rental form will be displayed for the item s returned See Printing Forms and Reports in Sirius on page 33 314 East 24th Street Suite 240 INVOICE RENTAL New York NY 10014 Date Transaction no ORION Tel 377 755 2012 01 28 2007 3116 0 Fax 212 434 1339 Ifo orion soft com Page 1of1 Orion Software 5 N H v ie P I P C E E Tel Fax k Quotation no 0 0 ustomer no 5144849661 Terms 30 Days Reservation no ustomer P O Contract no 1121 1 Shipping 01282007 22 13 Representative Mark Mohr lose Contract 01 28 2007 22 23 Qty Description Days tem Price Total 1 Concrete diamond drill 1 to 12 0 92 1003 2 00 141 Chapter 7 Processing Returns Closing Rental Contracts Closing Rental Contracts Once a customer returns the rental equipment you can close the contract associated with the item and issue an invoice If you have the Delayed Invoicing option activated you can return the items print a Return Slip and leave the contract open and invoice them at a
170. ering Inventory in Sirius e Setting Inventory Levels e Purchasing Inventory Levels e Receiving Purchased Inventory Items Setting Up Meters on Rental Equipment Transferring Stock between Branches e Handling Broken or Lost Rental Equipment e Adjusting Item Availability for Maintenance or Repair Sirius User Guide 181 Entering Inventory in Sirius Entering Your Inventory Quantity As An Adjustment In order to maintain an accurate inventory it s important that you enter a brief concise description of why you are adjusting the inventory quantity Do not leave this field blank You can enter the quantity for each item into Sirius as an inventory adjustment E To Enter Your Inventory Quantity as an Adjustment 1 Choose Inventory Adjustment on the Inventory Management menu The INVENTORY ADJUSTMENT window will appear 2 Click Add Inventory Adjustment mi 1X Adjustment Date Description aj B Detail F3 Add 7 0 cence Item al Extension E Serial Quantity Cost Sale Price 1 ltem Ext Name Qty Cost Total f j Total In the Description field type a description that indicates that the reason for the adjustment is to enter inventory quantities for an item Click Detail F3 In the Item field either type the code of the Item you are adding to inventory or click the Search Q icon and select the item from the list Sirius User Guide 182 gt gt Fo
171. errreseerrrssrrrrresseren 101 Addmg Projeti eeror ieran e aa ETE AE 102 Assigning Rental Resources to a Project sessseee ceeeeeeeenteeeeeeenteeeeeeeenaaes 103 Entering Data Managing Staff eeaeesseeeeeererresesrrrnesrenn sersrnnessrtanneasrennessenennne 104 Configuring Sirius for Staff Management cece ceeeeeeeeeeeeteeeeeeeteneeeeee 104 Accessing the Staff WINdOW ccccceeeceeeeeeeeeeenteeeeeeen ceeeeeeenaeeeeeeeeneeeeeeeenaaes 105 ANAMO Stalls arran E E T leek aes GIy E 105 Viewing Staff Availability Using the Availability Calendar eee 106 Modifying Staff Availability neccen nE E AET EEEE ARTANA 108 Chapter 6 Managing Transactions What are Transactions Decsrrestin aTr o a A AT A 111 Types Of TranSactlons seror aeaa EE EAE dee 111 Rental Contacts sorene ATE E EET 115 Accessing the Rental Contract WiINdOW ssssessssseee ceeeeeeeeenieeeeeeeenaeeeeeeneaas 115 Creating a Rental Contract 00 00 reni Senai EEan ENARE EERIE IAEE 116 Searching for Rental Contracts arien a re E RE a AREA aana 123 Modifying a Rental Contract 00 0 ccccceeceeeceeeeeeeeeeeeeeeeeeee eeeeseeeeeeeeseeeeaeeeeseeaaees 125 Selecting the Rental Contract Being Modified 0 00 0 cccceeeeeeeeeeettteeeeeeees 125 Modifying the From and To Dates and the Time Period a se 126 Modifying the Delivery information 0 cccecceeceeeee caeeeeeeetceeeeeeeeetaeeeeeeeaas 126 Modifying the Detail Information
172. ers transactions of the targeted Branch E To Set Customer Transaction Options 1 Choose Branches Customer Transactions from the Configuration menu The Customer Transactions window will appear Customer transactions Activate invoicing period Cash Customer Code Activate delayed invoicing zZ O Repair Customer Code i Retain original periods on transactions Pre invoicing KAKI Activate Invoice to option Activate Skip to end button Suggest Payment i Enter extension directly Include Quotation in Availibility Variable Taxes Activate delivery screen Allow deposit on customer with account Prices fixed on transactions Lead Lag time management Retain prices on transactions Display non returned items Enter items with registration code and scanner Project Management a l a fla ia alfa iia fp Use UPC to enter items Activate mandatory franchise Magnetic card Scanning dev typelGeneric type 1 Driving License Scanner 4 i a e i lla e ie Optional tax waiving on line item Term for customer payment default i KIK Damage waiver rate i Driving License Format Activate cement calculation module Credit card scanning YES l4 Suggest Deposit Pode canol Configure scanning device Card Readers Use IDScan NO v IDScan Folder E Semi Serialized Management Staff Management
173. f crediting one item you would set the quantity to 1 Click OK The Items Table will now display the item as a credit in the Total column ltem Type Quant Price a Description rind gt Extension A iy l E ji Comments jeme 0 i Moai c ltem Ext Type Description Quantity Price Total Disi Sirius User Guide 166 9 Click the Final button The FINALIZERS DEPOSITS and PAYMENTS panes will appear Rental Subtotal 0 00 J Accumulated Deposits 0 00 Rental Discounts Deposits Sales Subtotal Total Deposits Seles Discounts Damage Waiver Amount Method of Payment Shipping Total Due 106 00 Cleaning Payment1 Labor Payment 2 Subtotal Payment 3 Wisconsin sales tax Payment 4 Balance due The Total in the Finalizers pane will be shown as a negative 10 Click OK The Invoice Rental form or Return Form will be displayed See Printing Forms and Reports in Sirius on page 33 The credit amount will be shown in the Grand Total field If the customer paid cash for the sales item type the amount being credited or returned to him as a negative in the Payment field Sirius User Guide 167 SYL Chapter 10 Selling Items and Accessories This chapter shows you how to sell both new items and rental items and then generate an invoice to record the sale Here
174. f you want to manage your maintenance work orders by customer equipment This allows you to specify the specific piece of customer equipment that requires maintenance Select Yes If you are performing multiple rental contracts a day for the same customer project and would like to have the ability to merge all of the contracts into one contract See Creating a Rental Contract on page 137 Select Yes if you want the collection of damage waivers to be optional when processing transactions for your customers if you select Yes the Sirius user will be given the option of selecting Yes or No in the Finalizers Damage Waiver field when processing a transaction Sirius User Guide 352 Credit note management Modify delivery window Modify Transaction Date Select Yes to print negative invoices as a credit note when refunding monies to customers The title will appear as Credit Note and the refund amounts will be shown as positive Used in Europe and Latin America or wherever negative invoices are not permitted Allows you to enter an alternate delivery address in the customer s profile At the transaction level in the delivery panel you may then click on Copy Delivery to copy the alternate delivery address information from the customer management profile Select Yes if you want to be able to modify the date a transaction was created The date appears at the top of each transaction window Sir
175. ff Availability Using the Availability Calendar 1 Choose Staff Availability Calendar from the Inquiries menu The STAFF AVAILABILITY window will appear Staff Availability Calendar ie Calender e Range Start Date Start Time 12 Hours x n5207 t fizo yt Active employee only Name 075 20 01 16 2007 01 16 2007 01 17 2007 01 17 2007 01 18 2007 01 18 2007 43 0 nnn 412 00 ANNAN 13 00 ANAN 19 0 2 Inthe Range field click the down arrow button and select the time period for which you want to see if staff are available For example the next 15 minutes 30 minutes or 1 day etc 3 Depending on your selection in the Range field do one of the following If you chose minutes or hours as the time period select the Start Date and Start Time to specify the range of time for which you want to check staff availability the Start Date and Start Times click the and buttons beside each field 107 Chapter 5 Entering Data Entering Data Managing Staff lf you chose 1 Day leave the current date selected or choose another day 4 Click Apply 5 The names of the staff members and their availability are shown on the window Green indicates the staff member is available for the time period Red indicates the staff member is unavailable Double click on the line to view a pop up window containing details of the assignment the staff member is currently working on Click Close t
176. folding and Ladders 25 0 oo 327 10 Guard Rail 10 P H RSCA Equipement Scaffolding and Ladders 50 0 00 1034 Scattold steel set cross bar Sw x Sth RSCA Equipement Scaffolding and Ladders 4 o 00 155 0 Frame 5 x 5 Single Ladder RSCA Equipement Scatfolding and Ladders 4 0 oo E5103 Scissor Lift Genie ML3452 RPUM Equipement Pumps and Plumbing 3 oO 00 1030 Paint gun 1L 40 to 70lbs Mt press ure RPNE Equipement Pneumatic and Paint 2 0 oo 1027 Finish nailer1 to 2 1 2 nails RPNE Equipement Pneumatic and Paint 2 0 oo 1026 Roof nailer 1 to 4 34 galvanized nail RPNE Equipement Pneumatic and Paint 3 0 00 325 05 Guard Rail 5 P H RSCA Equipement Scatfolding and Ladders 25 0 00 1025 Frame nailer 4 1 2 to 3 1 2 nais RPNE Equipement Pneumatic and Paint 1 o 0 0 9901 Scissor Lift JLG 3989 Electric RUF Lits 3 0 00 9004 Soissor Lift 16 High 32 Wide Electric RUF Lits 3 0 00 02 Soissor Lift 1932ES Mayville MEC RUF Lits 2 0 00 1037 Generator gas 10hp 110v max 42amp 168lbs RGEN Equipement Generators and Lighting 3 o 00 1036 Power light 110v 10amp 2 500w bulbs RGEN Equipement Generators and Lighting 2 o oo 1051 Leaf blowermixed gas 21 2c 130mph RGAR Equipement Garden Landsc and Excav 8 0 00 1050 Chipper gas 25hp 24 blade 1720lbs RGAR Equipement Garden Landse and Excav 3 o 0 0 1052 Trenchergas Shp 4 w max depth 11 ROAR Equipement Garden Landse and Exca 3 0 0 0 1033 Aluminum platform 19 width 10 length RSCA Equipement Scaffolding
177. g Reports BaSICS T A ene ed ees ee ee eee 269 Understanding Report Criteria eccceeeeeseeeeeeeee caeeeeeeenneeeeseenaeeeeeeeaas 269 Generating Reports Customer Operations Reports e cecceeeeeeeeeeeeeees 271 Generating a Customer Operations Report cceeeeseeeeeeeeceeeeeeeeeeeeeees 271 Generating Reports Customer Transaction History Reports c ccecee 273 Generating a Customer Transaction History Report cecceeeseeeeeeeeeeee 273 Interpreting an Invoice History Report cceeeccceee ceeeeeeeeeseeeeeeeeeneeeeeeeaas 274 Interpreting a Lost Rentals Report cccccceeceesee ceeseeceeceeeeeeeeeeeeeeeseenaees 275 Generating Reports Statistics Reports c ccceeccee ceeeeeeeeeeeeeseeneecaeeaeeeeeees 276 Generating a Statistics Report cc eceeeeeeceeretee ceetneeeeeeeeeeereeaeeeeree 276 Generating Reports Database Information Reports s eeseceeeeeeeeeeees 278 Generating a Database Information Report 0 ceccceeeeseeeeeeeeestteeeeeeenaes 278 Generating Reports Customer Reports cececccee ceeeeeeeeeeeceeeceeeeeeeeeeeeees 280 Generating a Customer Repott 0 ceccccceeeeeteeeeeeee caeeeeeeenceeeeeeenaeeeeeeeaaas 280 Generating Reports Item Reports ccecseeceecceceeeee ceeeeeseecenncaeeaeeeeeeeeeeeeees 282 Generating an Item Report eeecceeeeeneeeeeeeeeeeeeeeee caeeeeeeeesa
178. g the Accounting Period sesei eiakir rirani tn nrean r caeeeeeesenaeeeeeeeeneeeeeeeeaas 242 Generating a Statements of Account ssssssesesesiet ceeeeeeeettneeeeeettaeeeeeeeaaas 242 ACCOUNTS AGING ea AA 244 Issuing INTSR OSE nea E EE E 245 Closing the Accounting Period sessssseesesseeserirreserenn sesssnnessrrannestrenneeseennnees 248 Calculating Cost of Goods Sold Information eeeeeereseserressrerrrssererre 251 Generating Period End Financial Reports ssssesees ceceeeeesneeeeeeeesneeeeeeeenaaes 253 POHOGIC INVOICIIG areenaan rite e EI T R sndeetaatadines 255 Configuring Sirius for Periodic Invoices esseeeeee ceeeeeeeeeeeeeeeeeeneeeeeeeenaes 255 Generating Periodic Invoicing from Rental Contracts eeen 256 Generating Periodic Invoices in the Accounts Receivable iesene 257 Handing Pre INVOICING areena Er E E G TA a 260 Configuring Sirius for Pre INVOICING ssesesssseseesee eestrrrrssrrrrrssrrrrrsssrernns 260 GoneratingPre NVOICeS aeaea aiaa AIEEE AERE NE 261 Extending a Rental Contract 2 0 0 cceeceeeceeeeeeneeeeeee tennnesttinaeesennnnesinnnneeeena 263 Applying Credits to Pre INVOICES 00 eeecceeeceeeeeeeeeeeeee ceeeeeeeeeeeeeeeeaaeeeeseenaees 264 Entering Pre Invoices in the Accounts Receivable sceceeeeseteeeeeeeneee 265 Recording Payments for Pre INVOICES ec eeeeeeteeee ceeeeeeeeeneeeeeeeeenaeeeeeeeaaas 266 Closing Pre INVOiC S aisaen ere a a n ae 266 Chapter 13 Managin
179. h The settings in this section apply to the exporting of the GL Account Summary report file Select Yes selected if you want to be able to transfer the GL Summary Report file from Sirius to your accounting software Otherwise select No Select the accounting software to which you will be importing the data QuickBooks Simply Accounting Peachtree or MAS 90 Specify the path where the GL Summary Report file will be exported The default location is C temp Select Acomba If you are running Acomba accounting software This selection allows you to export to Acomba an enhanced GL Summary Report file that contains a breakdown of each of your Accounts Receivables and the amount owed If you selected in Acomba in Accounts Receivable specify the drive and directory where the GL Summary Report will be stored prior to exporting to Acomba The settings in this section apply to the transfer of customer or item files between branches Specify the path where your import files will be stored prior to importing to Sirius Specify the path where your export files will be stored prior to exporting Sirius User Guide 355 Import export on line Add to export without erasing External Transfer Import External Customers Client Import Format Import External Items Export to CRM Commence Path and file for Customer transfer Select Yes if to transfer the customer or item import export file directly in
180. h Balance Report In the Sort field click the down arrow button and select Alphabetical to sort alphabetically by customer or Codes to sort by Customer Code Sirius User Guide 235 It is recommended that you use the Daily Payment report for your end of day cash balance process In the Branch section do one of the following Leave Current selected to generate a Cash Balance Report report for the current Branch only Click Multi Branch to generate a Cash Balance Report that includes amounts from all Branches In the For the Date of fields enter the date or range of dates for the Cash Balance Report In the Close No field select the day or number of days to be included in the report In the Balancing Level section select the desired balancing level Branch Cash or Salesclerk In the Report G L Cash No and Salesclerk no fields match your selections with those you made in the previous step For Branch choose Report or G L Click OK The Cash Balance Report appears See Printing Forms and Reports in Sirius on page 33 Type p ZZZz72 Orion Boston Tools Page 1 Forthe 1290 1899 to 1 21 2007 Cash Balancing Report Date 01 21 2007 Ranges Cash to ZZZZ77 Salesclerk to ZZZZZZ GL to ZZZZ77 Time 3 56PM Baleslerk Pexription a ee CN Coe COCO COC LA o Andre Gibert 4005 Collect Cash 3 2075685 20 766 85 1006 Collect Check 3 346 00 345 00 107 Collect
181. he Rental Contract Click Once to clone a single copy Sirius User Guide 130 9 In the Type section click Rental Contract In the Item Prices section choose one of the following Leave Preserve Item Prices selected if you want to maintain the original item prices in the cloned Rental Contract Click Update Item Prices if you want to change the item prices in the cloned Rental Contract If you selected Multiple in the Method section type the number of times the Rental Contract should be cloned in the Number of Repetitions field and the frequency in the days field if you selected Once in the Method section leave the current date selected in the Once section or type a different date to clone the Rental Contract Click OK A message will appear stating Operation Completed Click OK 10 Click Quit Chapter 6 Managing Transactions Printing a Pick Up Slip Printing a Pick Up Slip When renting items you can print a Pick Up Slip for the customer that shows the equipment they are renting E To Print a Pick Up Slip 1 On the RENTAL CONTRACT window search for and select the customer s Rental Contract for whom you want to print a pick up slip See Searching for Rental Contracts on page 123 2 Click the Return button in the top right corner of the RENTAL CONTRACT window The pick up slip will appear in the viewer 314 East 24th Street amp A
182. he amount is negative the invoice amount will be inserted into the Credit box Click Detail The Invoice amount you entered is recorded as a Debit entry in the G L table as shown in the example below Invoice amp Date Customer Q PYRAMID BUILDERS Due Date Customer Order Amount Debit Credit G Lno 1005 Q collect Cash G Lno Description Debit Credit gt j1200 Account Receivable 987 00 0 00 Total 987 00 0 00 aE cares 10 Since accounting requires offsetting entries do the following to create a Credit entry In the G L no field select the G L account to which the credit entry will be charged Either type the GL Code or click the Search icon and select a code from the list Sirius User Guide 223 In the Credit field type the invoice amount in the Credit field and press Enter The offsetting credit entry will appear in the GL table in the Credit column Enter Invoices Invoice al Date Customer Q PYRAMID BUILDERS Due Date Customer Order li Amount SE Credit GL no A fAccount Receivable G L no p Description ESS Credit Account Receivable 987 00 0 00 Collect Cash 0 00 987 00 987 00 987 00 11 Click Cancel To modify an entry click on the applicable line in the table and then click Modify To remove and entry click on the applicable line in the table and then click Remove 12 Once you ve finished making th
183. he depreciation costs or click the Search icon and select one from the list Sirius User Guide 60 7 Inthe Method field click the down arrow button and select one of the following methods e Residual calculates the rate on the net value after accumulated depreciation of the equipment e Continuous calculates the depreciation on the initial cost non depreciated of the equipment e Fixed Amount calculates the depreciation on a fixed amount 8 Inthe Rate field type the depreciation rate percentage if you are using either the Residual or Continuous methods If you are using Fix Amount you can ignore this field 9 Click OK 10 Click Quit 61 Chapter 4 Configuring Sirius Item Configuration and Depreciation Creating an Item Category Item categories are used to group product items which have similar characteristics For example you could create an Item Category for those items whose revenue source is primarily rentals or sales or who share the same profit margin or who use the same item depreciation method E To Create an Item Category The ITEM CATEGORY MANAGEMENT window will appear Item Category Management Category Code Description G L Revenue Rental Revenue G L Disposa Disposal Revenue Equipment Taxable Insurable Discountable Depreciation table Small Tools Calculate Price Key Item Purchase discount rate Profit Margin 3 Add Modity
184. he item quantity that was transferred and should be sent along with the item to the receiving Branch See Receiving Transferred Stock on page 210 Sirius User Guide 208 Transferring a Serialized Item to another Branch You can use the INVENTORY ADJUSTMENT window to transfer serialized items between Branches in your organization E To Transfer Serialized Items to Another Branch 1 Choose Inventory Adjustment on the Inventory Management menu The INVENTORY ADJUSTMENT window will appear 2 Click Add amp Inventory Adjustment x Adjustment Date Description aj Detail F3 Add yo Cancel ltem al Extension p Serial Quantity Cost Sale Price 1 ltem Ext Name Qty Cost Total gt fal 2 Total 3 In the Description field type Inventory Transfer to Branch No insert number 4 Click Detail F3 5 In the Item field either type the code of the serialized Item being transferred or click the Search Q icon and select the item from the list In the Quantity field type 1 to indicate the item is being transferred out of your inventory Sirius User Guide 209 7 Click the down arrow button beside Extension and select the extension number being transferred Since serialized items are single quantity items Sirius will automatically enter the Quantity as 0 8 Click OK The item now appears in the Item table 9 Click Cancel 10 Click Header F4 11 Click OK A
185. his equipment e Perfect to maintain a repair history of your customer s equipment and follow up warranties e Activate in Branch management and report is available in Customer History Repair History by item Batch Scanning e In order to facilitate and improve accuracy in transaction processing you can now batch scan products when preparing or returning an order e Please contact customer support to discuss its potential implementation in your corporation Improved Flexible Pricing e Available in the tool price scheme price per 1hr 4hrs day week month Allows you to set a specific price list per item per customer e This new feature allows you to maintain the same short term pricing and offer a deal on monthly rentals to certain customers as an example e Special Pricing will be shown on transactions in yellow An interesting alternative to discounting Lead amp Lag Time Management e Between transactions some equipment may need preparation and dismantle time In order to allow Sirius Pro to keep enough time between two transactions you can now activate lead lag time management and set these delays in the item file purchase window Improved Multi branch Availability e In addition to providing a multi branch availability window or been able to view each branch in the availability calendar Sirius Pro now allows you to select multi branch availability verification This new feature will verify
186. his means that all items ordered from this Supplier that have fallen below the specified Minimum quantity are automatically added to the Purchase Order See Setting Minimum and Maximum Inventory Levels on page 186 Click No to manually add the items you want to order Sirius User Guide 190 The Detail information will appear with your cursor in the Product field Any automatic order items will be shown in the Item table Purchase Management Order Header Order no 1472 Purchase dete IOI Search o z Reference no e Supplier Shipped to Shipping dete M Number Name Name l nae ER wan Quantity SS Size Dcourt c Net Sj Description r GOCE OK Cancel 0 00 F amp B en F amp B Amount sooo Exchange Rate i uy Description Other Fees Amount Other Fees sooo Total 0 00 10 To add the product items you want to order either type the Item Code in the Product field or click the Search Q icon and select an item from the list The product you added now appears on the Item table in the middle of the window 11 In the Description field leave the description shown or modify if necessary 12 In the Quantity field type the number you would like to order You can order a quantity greater than 1 even for serialized items 13 In the Size field leave the default value shown or type a different size 14 In the Price field leave the default price Li
187. in red Qty ordered Quantity ordered from Supplier but not yet received Qty reserved Quantity reserved for future dates This does not affect immediate availability The Rental Price section displays the rental rates for the item Minimum 1 hour 4 hours 8 hours Days Weekend Week and Month The Availability section allows you to view an item s availability for a specific period In the From and To field click the down arrow button and select a date from the calendar Click the Verification button The following availability information for the period selected is displayed Qty Inventory Quanity in stock Rent and Reserv Quantity currently rented or reserved for the specified period Qty Quotation Quantity quoted for the specified period Qty Available Quantity currently available Shown in green if over 0 otherwise shown in red Click F3 to view availability for a specified period of time within the date range selected in the From and To fields In the Period field type the number of days and or hours the item is needed by the customer For example 3 days and 2 hours Once you ve entered the time period click Verification to view availability Sirius User Guide 219 Click Multi Branch to view availability in other branches or Kit to see if the item s kit availability 6 The Type of Transactions section allows you to view and access the Item s transactions Click on the applicable tran
188. in the Meter field 4 Click OK to exit Sirius User Guide 204 Viewing and Adjusting Meter Usage on the Rental Contract You can view and adjust the meter usage for an item on the Rental Contract in the following circumstances prior to the item going out on a rental This allows you to record the beginning usage value of the item prior to the rental after the item has been returned to determine the amount of usage to charge the cusotmer Rental Item Going Out 1 Choose Rental Contract from the Customer Operations menu The RENTAL CONTRACT window appears Select the customer whose is renting the metered item In the Item field either type the item code for the metered item you want to adjust or click the Search icon Q and select the item In the Quantity field if based on hourly use or Mileage if based on mileage type the current usage value on the meter for the item going out Click OK The Hour or Mileage metered item is added to the table Rental Item Returned 1 Choose Rental Contract from the Customer Operations menu The RENTAL CONTRACT window appears Select the customer whose metered item you are returning In the Trs field search for and select the rental contract you are closing See Searching for Rental Contracts on page 144 for instructions Sirius User Guide 205 j Before returning the items you can click the Meter button to view the number of hours or
189. ing the Surcharge Rate Definition lolx Rates table will not be Surcharge Rates available to calculate the Hour Day Weer Dibaca z surcharge Instead the E item pricing structure will Price Day Bee be used Price Week Price Month 25th hour free Zi Monthly rate fixed number of days or 1 month Number of days for monthly rate Periodic invoicing fixed no of days or 1 month Number of days for periodic invoicing Weekend Rate Start End Minimum interest amount Invoice interest on interest p lt 2 Click Modify 3 Inthe Disable prorating field click the down arrow button and select Yes if you want to disable prorating Prorating fractions are shown in the Surcharge Rates table If not leave No selected Sirius User Guide 332 A good method to use to determine the value of the surcharge fractions you enter is to answer the following question If the item is rented fora specific period and the item is not returned on time what portion of that original period would like to charge the customer for the late period Example Let s say you charge 70 00 for a one week rental You then decide to charge 14 00 or one fifth 1 5 of the weekly rental for each day it is overdue The fraction you would enter in the Price Week and Day field would be 0 2 or one fifth 1 5 of the weekly rental rate If you elected to keep prorating y
190. int select Attributes from the Image menu Set image attributes as defined under Logo sizes and use on page 155 Create your logo text or image Save the logo in its appropriate name under the desired Sirius data folder on the server Creating Rich Text Format RTF logos 1 2 3 4 5 6 From the Start menu go to Programs Choose Microsoft Word Type the information you would like to appear on the form Select Save as from the File menu In the Save as type field select Rich Text Format rtf Save the logo in its appropriate name under the desired Sirius data folder on the server SYL adi AY rediting Invoices This chapter shows you how to credit a rental and sales invoice Here s what you ll find in this chapter e Crediting a Rental Invoice e Crediting a Sales Invoice Sirius User Guide 159 Crediting a Rental Invoice If a customer with an account is dissatisfied with a rental you can credit their account for the amount of the item To quickly locate a Rental Contract type the Transaction Number in the Search field and click Go or use the control buttons 4 gt gt at the bottom of the window to scroll through the records HH To Credit a Rental Invoice 1 Choose Rental Contract from the Customer Operations menu The RENTAL CONTRACT window will appear In the Trs field click the search icon and select the rental contract whose invoice you are crediting S
191. ion Text Field Customer name Interface executable file Project in transaction search YES Z Default sort in transactions Transaction Number PCCharge Path Quantity change on retum password EA o cocs Sirius User Guide 314 Positioning the Electronic Signature ona Report You have the option to adjust the position to how you want to display the electronic signature on a transactional report E To Adjust Signature Position from Sirius 1 Choose Station from the Configuration menu 2 Choose Terminal Configuration 3 Activate Use Signature Pad option to YES 4 j Adjust the position left top and size width height accordingly This is the ONLY step Terminal Configuration required to configure Transaction Transaction printer of Printing Form template override gt ray signatur e pad if you are Quotation lt default gt lt Default gt lt default gt running on a client Freee edefaul gt lt Default gt defaut lt Default gt lt defautt gt workstation Reservation aetan Work order kdefaut gt lt Detault gt kdefaut gt Rental Contract kdetaut gt lt default gt lt defautt gt Sale invoice lt defautt gt lt Default gt lt defautt gt lab Lab lab lahi ab fab lad Leet ele Lele Rental invoice Periodic and lt default gt lt default gt lt defautt gt ready to invoice Return slip lt defa
192. irius User Guide 203 Viewing and Adjusting Meter Usage in Serial Number Management j You could adjust the meter usage by clicking Modify and entering a new total in the Meter field Normally though meter usage is adjusted on the RENTAL CONTRACT window when an item is returned See Viewing and Adjusting Meter Usage on the Rental Contract on page 204 You can view and adjust meter usage for an item directly on the SERIAL NUMBER MANAGEMENT window E To View and Adjust Meter Usage 1 Choose Items from the Inventory Management window The ITEM MANAGEMENT window appears 2 Use either the Search or Item Code fields to select the item whose meter usage you want to view See The Item Management window will appear on page 76 or Modifying Item Details on page 87 3 Click Serial in the toolbar at the bottom of the window The SERIAL NUMBER MANAGEMENT window will appear Code Type Description f amp Multi Branch Supplier ROI Category Extension Total Revenues Invoice Cost Purchase date Accumul Depreciation Model Last Depreciation Description Net Value Serial Total Maintenance Meter Capitalized reparations Quantity Registration Code Location oo Extension 001 1003001 002 1003002 003 1003003 004 1003004 GE 2 Add Modity Remove f Registration 1 Maintenancd The current meter usage for the item is shown
193. it for you SETUP EXE i IMPORTANT Your first a Cancel Browse installation must be done on the server 3 Click OK The CHOOSE DESTINATION window will appear Choose Destination Location Setup will install Sirius La following directory To install to this directory click Next To install to a different directory click Browse and select another directory You can choose not to install Sirius by clicking Cancel to exit Setup m Destination Directory C Program Files Sirius Browse 4 Accept the default Destination Directory C Program Files Sirius or if you wish to install to a different folder click the Browse button and select another folder 19 Installing Sirius Installing Sirius on a Network Server 5 Click Next The SETUPTYPE window will appear Setup Type xj Click the type of Setup you prefer then click Next Typical Program will be installed with the most common options Recommended for most users Compact Program will be installed with minimum required options Custom You may choose the options you want to install Recommended for advanced users Destination Directory Files Sirius Browse Ee 6 Click Custom and then click Next To return to a previous The SELECT COMPONENTS window will appear window just click on the Back button To exit the Select Compar ES installation click Cancel
194. ius User Guide 353 Data Import Export Setting Up Data Import and Exports You can use Import Export to set the options needed to successfully transfer data from Sirius to your accounting software or to other branches in your organization E To Set Up Data Import and Exports 1 Choose Branches Import Export from the Configuration menu The Import Export window will appear Import Export Accounting Export Accounting Transfert Accounting Software Acces path for Export Files Accounts Receivable Export path for accounts receivable Multi Branch Transfer Sirius import path Sirius export path Import export on line Add to export file without erasing External Transfer Import External Customers Client Import Format Import External Items Exportta CRM Commence Path and file for Customer transfer Path and file for Item transfer Path and file for Transaction transfer Click Modify YES v QuickBooks v c temp No export v CAPROGRAM FILES SIRIUS IMPORT C PROGRAM FILES SIRIUS EXPORT NO v ppa dclie dbf Complete the following fields for each of the sections shown below Click OK Click Quit Sirius User Guide 354 Accounting Export Section Accounting Transfer Accounting Software Access path for Export Files Accounts Receivable Export Path for Accounts Receivable Multi Branch Transfer Section Sirius import path Sirius export pat
195. k the down arrow button and select Meter In the Category field click the Search Q icon and select the Item Category to which the item belongs In the Description field type a description that uniquely identifies the item as a metered item For example hour meter mileage meter etc In the Serial field leave No selected if the metered item is not serialized otherwise select Yes In the With Meter field leave No selected The With Meter field is used when attaching a metered item to another item to measure usage See page 78 to find out how to attach a metered item to another item In the Availability field select No Verification 10 In the Key Item field select No Sirius User Guide 202 11 Click the Rental tab The Rental tab will appear Item Management Description Rental Purchase Comments 1 Comments 2 Comments 3 item a Meter Deposit Granted Granted Qty Minimum 1 Hour eo 4 Hours 8 Hours Day Week end Week Month 3199 Special Prices 3 Modify E or coo 12 In the Granted column move through and enter the granted hours of usage for every rental period 13 In the Sales Price field type the price to charge by meter unit hour mile etc for excess usage 14 Click OK to until you reach the Comments tab 15 Enter your comments 16 Click OK to return to the Description tab 17 Click OK 18 Click Quit S
196. l Recommended for advanced users Destination Directory C Program Files Sirius Browse lt Back Cancel 6 Click Custom and then click Next The SELECT COMPONENTS window will appear Select Components x Select the components you want to install clear the components you do not want to install Components Station 24687 K Destination Directory CSProgam Files Sirius Browse Space Required 24687 K Space Available 2096832 K Disk Space Eea 7 Do the following Leave the box beside Station checked Click the box beside Server to remove the check mark 23 Installing Sirius Installing Sirius on Client Workstations 8 Click Next The START COPYING FILES window will appear Start Copying Files xj Setup has enough information to start copying the program files If you want to review or change any settings click Back Ifyou are satisfied with the settings click Next to begin copying files Current Settings Setup Type Typical Target Folder C Program Files Sirius User Information Name Brian Neale Company 9 Click Next The install program will begin copying files Once finished the SETUP COMPLETE window appears Setup Complete Setup has finished copying files to your computer Setup will now launch the program Select your option below T Yes Launch the program file Click Finish to complete Setup
197. l your entries To select which items will be included in the report All All items in the range e Greater than 0 Only the items in the range whose inventory quantity is over 0 e Equal to 0 Only the items in the range whose inventory quantity is equal to 0 e Less than 0 Only the items in the range whose inventory quantity is less than 0 Sirius User Guide 271 Generating Reports Customer Operations Reports Generating a Customer Operations Report This set of reports allows you to obtain lists of transaction in different formats The transactions can be sorted by item by customer or by transaction number E To Generate A Customer Operation Report 1 Choose Customer Operation from the Reports menu The CUSTOMER OPERATIONS window will appear Customer Operations Requested data x Customer Operations Requested data List of Quotations by items Detailed List of Quotations by Customer price Chronological List of Quotations Detailed List of Quotations Summary List of Orders by Transaction List of Orders by Items List of Reservations by Item List of Reservations by Item Detailed List of Reservations by Customer List of Reservations by Customer Detailed List of Reservations by Customer price Chronological List of Reservations Chronological List of Reservations Detailec List of Reservations Summary Cumulative reservation report List of Work Orders by Trans
198. later date See setting the Delayed Invoicing Option in Appendix A Branch Configuration for details E To Close a Rental Contract 1 Choose Rental Contract from the the Customer Operations menu The RENTAL CONTRACT window will appear 2 In the Trs field search for and select the rental contract you are closing See Searching for Rental Contracts on page 144 for instructions To quickly locate a Rental Contract type the Transaction Number in the Search field and click Go or use the control 3 Click the Transformation gt icon buttons gt 1 at l l the bottom of the window The RENTAL INVOICE window will appear to scroll through the records Rental Invoice Search lT al Date Qustomer a DAHL AIR CONDITIONING Comments CH Customers with Account Salesclerk al Andre Gilbert Cash al Cash1 From 02 28 2007 v f15 39 To 03 01 2007 x 1755 Period fi daysf2 2667 hrs oe feral ou gt Roa se rac Name DAHL AIR CONDITIONING Address 30 SOUTH LA PATERA LN 9 Charge Line Invoiced to City GOLETA no 0 Prov State CA Current 30 days 90days Balance due Postal Zip Code 93117 0 00 0 00 0 00 0 00 Telephone 805 964 2002 Fax Category Customers with Account Contact Driver s License D1 Sirius User Guide 142 Z If you have theDelayed Invoicing option activated the Rental Invoice window is ren
199. lists all outstanding invoices and unpaid balances To Generate a Statements of Account 1 Choose Statement of Account from the Accounts Receivable menu The STATEMENTS OF ACCOUNT window will appear Statements of Account Requested data Statements of Account For the Date of 1 21 2007 Branch E Current Vv Multi Branch Invoice from Ti Code v Code x to 1222222 SOK Xaut 2 In the Requested data field click the down arrow button and choose Statements of Account 3 The current date is automatically inserted in the For the Date of field Accept the date shown or enter a different date 4 Inthe Branch field do one of the following Leave Current selected to indicate the Statements of Account should be generated for the current branch only Click Multi Branch if you want the Statements of Account to include all branches in your organization Sirius User Guide 243 The Statements of Account can only be sorted by Customer Code not Description 5 To select the invoices to print on the Statements of Account do one of the following To print a batch of invoices for specific date click the Print invoices in batch check box and enter a date in the Invoice From field To print all invoices click the Print all invoices check box and enter a date in the Invoices from field To print invoices for a specific customer type the Customer code in the Select field
200. ll appear Users management User Code QJ Name Security mai Code Add Modify Remove Quit Password 2 Click Add 3 In the User Code field type a user code that uniquely identifies the user you are adding 4 Inthe Name field type the name of the user 5 In the Security field select the security level assign to the user 6 Inthe Password field type the password assigned to the user and confirm the password 7 Click OK 8 Click Quit SYL Chapter 5 Entering Data This chapter shows you how to enter and manage your Customers Items Suppliers and Staff in the Sirius program Here s what you ll find in this chapter e Managing Customers e Managing Suppliers e Managing Items e Managing Serialized Items e Managing Projects e Managing Staff 65 Chapter 5 Entering Data Managing Customers Managing Customers Accessing Customer Management 1 Choose Customers from the Data menu The CUSTOMER MANAGEMENT window will appear AE General Information Conditions Vehicle Comments EY S pPictures Search col Customer Codes Driver s lic Name DAHL AIR CONDITIONING Address 1 30 SOUTH LA PATERA LN 9 Address 2 GOLETA City Prov State cs Postal Zip Coda 3117 No photo for this customer Telephone 805 964 2002 Fax E mail Language ENGUSH z Contact Identification 1 Alphabetical DAHL AIR CONDITIONIN Identification 2 Category
201. ll of your items that are available for rent or sale into the Sirius application An item is defined as an apparatus that is able to perform a certain task Items that have comparable tasks values characteristics or performance can be grouped together into categories See Creating an Item Category on page 55 When adding new items you can specify the following e Description such as the item code category description serial number if applicable and the sale price e Rental rates for each item including hourly daily weekly and monthly Sirius User Guide 84 e Purchase information for each item including the name of the supplier from whom you bought the item the last cost and the quantities to be kept in inventory Comments 1 2 3 are used to enter messages for customers that will appear on all rental contracts and sales invoices Each of the Comment tabs represents a different language Once you ve added an Item you can then manage and modify the information as necessary Description Tab 1 In the Item Code field type a code that uniquely identifies the Item 2 Inthe Type field leave Rental selected if the item is available for rent If not click the down arrow button and select one of the following Sales Item is for sale Service Services performed for customers shipping labor etc oe creating ltem Meter A measuring item that can be attached to Codes it is recommended l th
202. luding telephone and fax numbers Enter any tax numbers assigned to your company by the tax authorities The numbers you enter in these fields will appear on the invoices generated in Sirius The name of the bank with whom your company or branch conducts their financial transactions This information is used when printing your deposit slip in Sirius Bank account number A unique number that identifies the bank and branch Enter the primary language you want to use in Sirius English French or Other Enter a second preferred language This is the language that will be used when you complete the Comments 2 tab on ITEM MANAGEMENT window Enter a third preferred language This language that will be used when you complete the Comments 3 tab on the ITEM MANAGEMENT window Specify the date format you wish to use in Sirius Leave the U S format 5 00 PM selected or click and select the International time format 1700 hrs 43 Chapter 4 Configuring Sirius Adding Salesclerks It is recommended that you use numeric codes rather than alpha to avoid duplication Salesclerks are employees who are responsible for processing client operations rental contracts or sales invoices within the Sirius software E To Add a Salesclerk 1 Choose Salesclerks from the Configuration menu The SALESCLERK MANAGEMENT window will appear Salesclerk Management Salesclerk Code Ql Description gt Add Modify R
203. ments Checking Workstation and Server Requirements Before installing Sirius make sure you have the software and hardware you need to use the application The following are required e Pentium Il 400 MHz PC computer with a CD ROM drive e Monitor with 640 x 480 video resolution with 16 bit color display or higher 64 megabytes of RAM e Operating Systems e Windows 95 Windows 98 e Windows ME gt e Windows NT Server amp Station Sirius is not available for e Windows 2000 Server amp Professional Windows 3 1 and A Windows XP Macintosh operating systems x Windows Vista e Network Setup e Use only the TCP IP protocol Deactivate the other protocols NetBeui IPX SPX e Use fixed addresses 192 168 0 xx xx 1 2 3 e Mask 255 255 255 0 e If using a Novell server please contact us for your setup e Windows registry In order to assure the proper working of your software you must run a program to update your Windows registry on all computers server and stations running under the following operating systems NT 2000 XP You will find this program on your installation CD Sirius User Guide Installing Sirius on a Network Server 1 18 Insert the Sirius CD in the CD ROM drive 2 Choose Windows Start gt Run The RUN dialog box will appear displaying SETUP EXE in the Open box Run x Type the name of a program Folder document or F Internet resource and Windows will open
204. mers Setting Up Price and Discount Groups for Customers The Price and Discount Groups description to which your customer currently belongs are shown to the right of the Search Q icon You can set up Price and Discount Groups and then apply the groups to each of your customers e Price Groups allow you to specify the price a customer will pay to purchase a product item or service The number of Price Groups you can create corresponds to price levels 1 thru 5 that were set on the ITEMS MANAGEMENT window For instructions on setting up Price Groups see Creating Price Groups on page 45 e Discount Groups allow you to specify the discount rates you want to offer to different customers for sales rentals and invoice payments For instructions on setting up Discount Groups see Adding Customer Discount Groups on page 51 Applying a Price Group to a Customer 1 On the CUSTOMER MANAGEMENT window click Conditions tab 2 Inthe Price Group field do one of the following Leave the Price Group to which they have been assigned selected e g Regular Price Discount 5 etc Click the Search Q icon and select a new Price Group 3 Click OK Applying a Discount Group to a Customer 1 On the CUSTOMER MANAGEMENT window click the CONDITIONS tab 2 Inthe Discount Group field do one of the following Leave the Discount Group to which they have been assigned selected Click the Search Q icon and select a new Di
205. ms between Branches in your organization E To Transfer Bulk Stock to Another Branch 1 Choose Inventory Adjustment on the Inventory Management menu The INVENTORY ADJUSTMENT window will appear 2 Click Add amp Inventory Adjustment x Adjustment Date Description al Detail F3 Add Zo Cancel ltem al Extension Zi Serial Quantity Cost Sale Price 1 ltem Ext Name Qty Cost Total gt r r Total 3 In the Description field type Inventory Transfer to Branch No insert number 4 Click Detail F3 5 In the Item field either type the code of the Item that is being transferred or click the Search Q icon and select the item from the list 6 In the Quantity field type 1 to indicate the item is being transferred out of your inventory Sirius User Guide 207 7 In the Cost field type the cost of the item 8 Click OK The item now appears in the Item table 9 Click Cancel 10 Click Header F4 11 Click OK A message appears stating Do you want to print labels 12 Click No Once you ve removed the print label message the Inventory Adjustment report appears See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page Adjustrent 1028 Inventory Adjustment Date Description a SC IC 3 1009 Vibrator plate 19 1 2 x22 comp 3400Ibs 2 344 00 688 00 2 688 00 The Inventory Adjustment report lists t
206. n correctly In the Last Depreciation field type the date the last depreciation was calculated In the Net Value field type the difference between the item s cost and its accumulated depreciation The Total Maintenance field is automatically calculated by Sirius and shows the total maintenance cost for the Item In the Capitalized reparations field enter the amount of value added to your item for depreciation purposes In the Registration Code field enter the item s unique identifier code that is on the item itself To set a specific sale price for a serialized item click the check box beside Specific Price and enter the item extension s sale price Normally during the sale of a serialized item the sale price used by Sirius is the one contained on the ITEM MANAGEMENT window See Managing Items on page 83 You can define a different sale price for a particular extension by checking the box beside the Specific Price field Sirius will then use the sale price shown in this field rather than the price shown on the ITEM MANAGEMENT window Click OK 99 Chapter 5 Entering Data Managing Serialized Items Notice that the item extension you added now appears in the table at the bottom of the window This allows you to view at a glance the number of extension items associated with a serialized Item 20 Click Cancel Click Quit to return to the ITEM MANAGEMENT window Maintaining Serialized Items The ITEM
207. n from Sirius 0 0 0 eceeeeeeee ceeeeeeenneeeeeeeeneeeeeeeeaaes 317 Apply transactions with PCCharge from Sirius ceeeeeeeeeeeeeeeeeeeeeneeees 319 Credit Card Reports eioi oana araa anakane t a aeneae denea ta aana eana E oa Taata aE 320 PCCharge Warning Messages from Sirius 0 0 eee ceceeeeeeeeeeeeeenteeteeeeeaaes 321 Chapter 16 Batch Scanning Configuring the Batch Scan Properties ccccccceeeeceeeeeee caeaeaeeeaeeeeeeeeeeeeeeeeeeeees 323 Entering Quantities for a Serialized Item on a Quotation eee eeeeeeeeee ees 325 Assigning Bulk and Serialized Items on a Rental Contract cceceeeeeeeee tees ees 327 Appendix Branch Configuration Rates da iteenvt eet ie ee ee AAA N 331 Setting Up Surcharge Rates 0 0 eects centre eee taee tees eeeaaeeneas 331 FOIS sist even oh tapsaatitd ec ate T em aadsaent suas taal taadag ter easuitannandet darted ae 334 Setting Up Printers for FOrMS soies ir arre iera a aE A aaas 334 Configuring General Form Settings cccecceeeeceee caeeeeeeennneeeeeeesnaeeeeeeeaas 336 Customer Transactions viciccctestiteiecedaaes eenaa EE EESTE deest EAEE 338 Setting Customer Transaction Options ssseseeesse ceeeeeeeeeeeteeeeeeetteeeeeeeeee 338 Inventory tabals ara E ava E EEN 346 Configuring Labels for Sales Items cecceceeceeeteee ceeteeeeeetetieeeeeetiaeeeeeeees 346 ACCOUNTING ieecenaee ar eaae a a E E EEE NAE 347 Setting Up GL Accounts for a Branch ec
208. nd select the date you expect the rental items to be returned Type the time of day the rental items are to be returned in the Time field Notice that the system will automatically calculate the total rental days and hours in the Period fields If you manually change the duration period Sirius will automatically adjust the return date and or time Click OK The window refreshes and the Delivery pane is displayed as shown in the example below From xl Tof xil Period days hrs GacH MBBRB 15 sy renee out gt Rou sate osven owe ft 70 omc Delivered NA v Quotation no 1 PO Reservation no 0 Shipping Notes Shipped to City Prow State Postal Zip Cod Copy Delivery Contact Telephone Enel Sirius User Guide 118 7 Do one of the following in the Delivery pane lf the rental item is to be delivered to the customer select Yes in the Delivery field and enter the shipping notes address and contact information If you enter Yes to Delivery you will be able to print a chronological list of all the transactions to be delivered See Printing a Delivery Slip for a Reservation on page 197 J i lf the rental item is not being delivered leave No Fields that are in red are selected in the Delivered field mandatory 8 Click OK The window refreshes and the Rental Item pane is displayed as shown in the example below
209. nded for most users Compact Program will be installed with minimum required options Custom You may choose the options you want to install Recommended for advanced users Destination Directory C Program Files Sirius Browse lt Back Cancel Leave Typical selected and then click Next The START COPYING FILES window will appear Start Copying Files x Setup has enough information to start copying the program files If you want to review or change any settings click Back If you are satisfied with the settings click Next to begin copying files Current Settings Setup Type Typical Target Folder C Program Files Sirius User Information Name Brian Neale Company lt Back Next gt Cancel Sirius User Guide 26 7 Click Next The install program will begin copying files Once finished the SETUP COMPLETE window appears Setup Complete Sg ay _ j z 8 Click Finish to complete the installation 27 Installing Sirius Granting Network Access to Sirius Granting Network Access to Sirius In order to be able to use Sirius each one of your users needs to have full access to the Sirius folder on your network E To Grant Network Access to Sirius 1 On your server right click on the Sirius folder and select Properties Select Sharing from the menu Click on Share As and enter Sirius as the share name In the access type select Full Access
210. ndow The Protect pop up box appears prompting you to enter a password Type the password A message appears stating Do you want to erase transaction Click Yes to remove the Rental Contract 135 Chapter 6 Managing Transactions Transforming Other Transactions Transforming Other Transactions Once a transaction except for Quotations has been completed you can transform it into a different transaction as follows Customer Orders Once the customer purchases the item this transaction can be transformed into an Invoice Work Orders Once the customer obtains the service this transaction can be transformed into an Invoice Reservation Once the item is rented this transaction can be transformed into an Invoice Transforming a Quotation When you create a quotation and the customer decides to proceed you can transform it into any of the other transactions Customer Order Work Order Reservation or Rental Contract E To Transform a Quotation 1 On the Quotation window click the icon on the Toolbar in the centre of the window The TRANSFORMATION OPTIONS dialog box will appear Transformation Options C Reservation Order Form C Work Order C Rental Contract C Invoice 2 Click the radio button beside Reservation Order Form Work Order Rental Contract or Invoice 3 Click OK SYL Chapter 7 Processing Returns This chapter shows you how to process returns and close the associated
211. ng General Company Information sseesseeeee ceeeeeeeeeeeteeeeeeenteeeeeeeaees 41 Adding SAaleSClerkS2iu ceccctsndocceevicth E tein Gain eae Ri 43 Creating Cash Registers aoii aaa a EAEE PARAE EN EEEREN 44 Configuring GL Accounts in SiriUS eesisercnaroiiieneie pirrer dienari itenni 45 Setting Up Methods of Payment eee ccceeeeeeteee ceeeeeeeeeenaeeeeeeeenaeeeeeeeeaaas 48 TAXKCS a d c5 eck siateces EE ate teal ant in hati cand ite deal and tlhe See 50 Setting Up Tax Group aa a a aaa e aeaa aaan ea ETEA 50 AEREN o EE E E E E EEE E A deekeesashide 51 Creating Price Groups retina aa a a EAEE ENER 51 Entering Surcharge Ratsa nre re oea ae EEEE AERE R ET 52 Customer Configuration irei e aE E E E AEA 54 Setting Up Customer Categories 2 0 00 ececcceeceeeeee secriraeesrernnesrinnneeerenneaent 54 Adding Customer Discount GroupS eceeceeeseeeenee ceeeeeneeeeeeseeeeeeeeeseeeaeeees 57 Item Configuration and Depreciation 0 0 0 ececcceeeeeteeeee ceneeeeeeeeeeeeeeeeenaeeeeeeeeaaas 59 Setting Up Item Depreciation Tables cccce ceceeeeeeeeeeeeeenceceeeeeeeeeeees 59 Creating an Item Categoriae a kerner A AE A AEE EAEAP RE 61 User ID Configuration eia a A ET A 63 Creating User IDS eeir ha Noli T ORA 63 Chapter 5 Entering Data Managing CUStOMESS eases a a r a eraa aE AERA 65 Accessing Customer Management ccccecccececeee ceeeeeeeenteeeeseeeaeeeeeeeaaees 65 AGING CUSTOMENS aara EA REA eres ee Sender
212. ng Serialized Items on page 89 Complete any or all of the remaining fields shown Model Serial Registration Code Location and Specific Price If you complete the fields here you will not have to open the SERIAL NUMBER MANAGEMENT window and enter the information Click OK once you ve finished Sirius User Guide 199 The Order Reception report should be given to Accounts Payable so they can reconcile the items received with the items shown on the Supplier s invoice 11 A message will appear after you click Cancel or OK stating Do you Want to Print Labels Click Yes to print labels otherwise click No For details and instructions on printing labels see page 214 The Order Reception report will appear See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools ORDER RECEPTION Dee oeoo Reception 1005 1 Page 1 Reference Order Supplier ROBERT BOSCH Term Invoice No lem Description Pupplier tem Prder Received Price 1007 Air hammer drill 66lbs 1400 hits nin 4 1 555 00 555 00 1017 Linoleum cutter up to 13 tiles 2 2 22 54 45 08 1018 Heater 3000 watts 10200 BTU 0 0 0 00 0 00 Sirius User Guide 200 Setting Up Meters on Rental Equipment Creating a Meter Item You can create a meter item which can then be attached to another item to measure usage The instructions for adding a meter item are similar to those used when adding
213. ntity Description Extension and Comments fields Click Modif to modify the rental rates and Detailed to view the surcharge rates for overdue items Once you ve finished click the End Modif button 3 To Add a new Item Click the Add button The cursor jumps to the Item field 127 Chapter 6 Managing Transactions Modifying a Rental Contract Select the item you want to add See Creating a Rental Contract on page 116 for instructions on adding items Once you ve finished adding click the End Modif button Modifying Finalizer Deposit and Payment Information 1 Click the Final button on the Toolbar in the centre of the window 2 Click the Modify button at the bottom of the window 3 Move through the Finalizers Deposits and Payments panes and make the necessary changes 4 Once you ve finished click OK Sirius User Guide 128 Emailing a Rental Contract You can email a Rental Contract to the customer directly from the RENTAL CONTRACT window E To Email a Rental Contract 1 Search for and select the Rental Contract you want to email See Emailing a Rental Contract on page 128 2 Click the Email button located in the top right hand corner of the window The E MAIL RENTAL CONTRACT dialog box appears E mail Rental Contract 1121 Subject Rental Contract 1121 Message Electronic delivery of Rental Contract 1121 X core Notice that the email is automatically addres
214. nvoices in Accounts Receivable 1 Choose Periodic Invoicing from the Accounts Receivable menu The PERIODIC INVOICE screen will appear Periodic Invoice Invoicing Date 3 6 2007 Periodic control Contract with periodic NUIISENGHCESS 268 Contract without periodic All contracts 88 Extract X Quit Sirius User Guide 258 2 Inthe Invoicing Date field type the base date from which you want your long term contracts to be invoiced 3 In the Number of days field type the number of days ina month 4 In the Periodic Control section specify which contracts should be invoiced periodically e Contracts with peridoic Only those contracts with the periodic invoicing option e Contracts without periodic Only those contracts without the periodic invoicing option All contracts All rental contracts 5 To generate the periodic invoices click the Extract button The PERIODIC INVOICE screen will appear Periodic Invoice Search Customer Comments Salesclerk rel Afoa al al Jundt Herbert al Dave Harris A Cash cc Cash Customers fi ash From To a Period Removel Quit gt e days Status Deive Detail Final P 70x hrs BEN item Type Quantity Price Description ale Extension Comments Detailed Minimum 1 Hour 4 Hours 8 Hours Day Weekend Week Month ltem
215. o each transaction Delivery window Default to customer s assigned salesperson e Several sales history invoice reports are now offered Sales per salesclerk Summary Sales per salesclerk Summary Sales per salesclerk Detailed E New Sales History report By items Item Revenue Summary Sales Item Revenue Summary Rentals Serialized Item Revenue Sales Serialized Item Revenue Rentals Serialized item profitability e By customers Customer historical summary Customer historical summary by zip code Sales by customer Detailed E 1ID Scan Integration e The ID Scan allows you to scan your customer s driver s license Sirius Pro will take a picture of the license as well as a close up of the face and extracts name and address to fill in the customer s database file e Call customer support for more details E Improved Maintenance Management e Inthe maintenance window we can now enter the meter at last maintenance and a new report Repair History by Item is now available e With these new tools you can monitor past history and plan future preventive maintenance of your equipment 11 Introducing Sirius New Features in this Version Customer Repair Follow up e Customer equipment repair can now be monitored This new feature allow you to maintain the customer s equipment identification make model serial number on every work order and provide a history of all work performed on t
216. o reach the Maximum Qty number In the Economical Qty field type the minimum quantity to be ordered to benefit from any volume discount offered by the Supplier In the Qty Case field type the item quantity per case In the Weight field type the weight of the item In the Listed Cost field type the cost of the item In the Weighted ave cost field type the per unit price based on the average cost of items in inventory This cost appears during inventory adjustments If you are using the Fixed Depreciation method enter the fixed amount to depreciate by in the Fix depr amount field See 9 Setting Up Item Depreciation Tables on page 53 In the Last Listed Cost field type the last purchase price you paid for the item In the Discount field type the discount you received when purchasing the item In the F amp B field type the freight and brokerage costs associated with the item In the Exchange Rate field type the rate of exchange to be used when purchasing the item if required In the Other Fees type any other fees or costs associated with the item In the Last Cost field type the cost you paid for the item less any discounts but including F amp B Exchange Rate and other fees 91 Chapter 5 Entering Data Managing Items Comments 1 2 and 3 Tabs 1 On the ITEM MANAGEMENT window click the Comment 1 tab Description Rental Purchase Comments 1 Comments 2 Comments 3 Item Comment
217. o remove the pop up window Orange indicates the staff member is an Inactive employee 6 Once you ve finished viewing staff availability click Close If you only want to view the availability of Active employees click the check box beside Active Employee only Sirius User Guide 108 Modifying Staff Availability You can modify staff availability when processing transactions for a customer E To Modify Staff Availability 1 Click the Delivery button when working on any of the transaction windows Quotation Customer Order Reservation Work Order or Rental Contract oad Search GO T7s E Date 11 02 Customer aa din Conners ec Cash Customers Drawer Salesclerk B E zz afest j PE Add adify Removel Qu 3 Status Delivery Deta Final 5 y Ok Delivered No v Quotation no 1008 44 Staff Shipping Notes Project P2006 GX Noth Shore Oifiela Car Rental Term Deductible File no Amount Allowe Shippedto 123 Construction site City Advisor Including Tx Prov Stete Telephone Exemption fror Postal Zip Cod Far Contact Telephone E mail al a ltem Q 2 Click the Modify button at the bottom of the Delivery pane 3 Click the Staff button on the right side of the window The Staff Assignment pane will appear Assignment Code al Brian Neale 1 ji Description f Code Description Date Start Time Start Date
218. of Dallas 12 14 2004 3 0800 PM A 702 654 3210 3498 1111 23498 LACOUNTYMASONARY 01 11 2007 25600PM MARA 081 775 3796 78 71 5144849681 Orion Sotware 01 28 2007 10 1300 PM 01 30 2007 101300 PM 874 3 Select the Rental Contract you want to invoice and click OK 4 Click the Delivery button in the middle of the screen e a ov gt eea l Delivered Periodiccontol Yes Quotation no 0 PO Reservation no 0 Shipping Notes Shipped to City Prov State Postal Zip Co Contact Telephone E mail Sirius User Guide 257 5 Click the Modify button 6 In the Periodic control field click the down arrow button and click Yes 7 Click OK 8 Click the Modify button in the middle of the screen 9 Inthe To field select the date up to which you want to invoice the customer For example if the rental is for two months and you want to invoice after one month change the To date to reflect one month 10 Click the Invoice button in the middle of the screen The Finalizer tabs will appear showing the Total Due to date or from the date the customer was last invoiced 11 Click OK to generate the invoice The Invoice Rental form will appear ready for you to print and send to the customer Generating Periodic Invoices in the Accounts Receivable Periodic Invoices can be generated directly from Accounts Receivable for all rental contracts Generate Periodic I
219. om the Configuration menu The GENERAL INFORMATION ENVIRONMENT window will appear General Information Environment General Information Environment Orion Boston Tools ENGLISH Company name Master Language Pleg 3619 South Hastings Way FRENCH Language 2 Language 3 OTHER MM DD YYYY city Boston Date Format leill le fc MA US Prov State Time format Postal Zip Code paid Telephone 715 832 3344 Ra 715 832 1203 Text Tax2 Bank TD Bank Account 113 889 01 Inter Access No 03488 2 Click Modify 3 Move through the fields and enter the information for your company and each branch location A description of each field is shown on the following page 4 Once you ve finished click OK 5 Click Quit Sirius User Guide 42 You must select a different language for each of the three language fields shown even if you intend to use only one language The language specified in the Master Language Language 2 and Language 3 fields will be used when entering comments on the Comments 1 2 and 3 tabs in Item Management See Comments Tab on page 63 General Information Company Name Address Tax 1 and Tax 2 Bank Account Inter Access No Environment Master Language Language 2 Language 3 Date Format Time Format The legal name of your company Enter the primary address for your company inc
220. omer or range of customers whose invoices you want to view and the date and range of dates the invoices were issued H To Generate an Invoice History Report 1 Choose Customer Transaction History from the Reports menu The CUSTOMER TRANSACTION HISTORY window will appear In the Requested Data field select either Invoice History by Item or Invoice History by Customer Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Click OK The report you selected is displayed See Printing Forms and Reports in Sirius on page 33 Sirius User Guide 275 Interpreting a Lost Rentals Report The Lost Rentals report shows you the number of lost rental opporunities your company experienced over a specific range of dates A lost rental opportunity is defined as a rental requested by a customer that for a variety of reasons you were unable to complete The report can be run by item or by date Lost Rentals Report By Item allows you to specify lost rental opportunities by item and the date and range of dates the opportunities were lost Invoice Rentals Report By Date report allows you to specify the lost rental opportunities by date or range of dates E To Generate a Lost Rentals Report 1 Choose Customer Transaction History from the Reports menu The CUSTOMER TRANSACTION HISTORY window will appear In the Requested D
221. onic Signature on a Report e Creating the Electronic Signature on a Rental Contract e PC Charge Configuation from Sirius e Apply transactions with PCCharge from Sirius e Credit Card Report e PCCharge Warning Messages from Sirius 301 Chapter 15 Sirius Peripheral Devices Configurating the Scan Shell Properties Configurating the Scan Shell Properties This system is based on a scanner that takes a picture of the driver s license extracts the face for a larger view and completes the customer database with the name address city and zip postal code of the client Before configurating the ID scan please ensure the CD provided to you with the hardware is installed in advance Follow Windows found new hardware wizard if necessary Before using the ID scan you must configure the ScanShell s properties E To Configure ID Scan Properties 1 Create a c temp folder 2 Use only IDScan v 9 4 2 or higher see www scanshell com 3 Click on the 6th button on the toolbar Document insertion auto detect A Click on Configuration The gear button above the exit button Card Scanning Solutions idScan wa A 8 z N a Category Driver license ID w State v Canada auto detect 2 EA H E H License verification Ref Barcode Src OCR ocr A Gis idScan Ready Saved images 0 0 5 In the Automation Tab select option button Auto Save Sirius User Guide 302 6 Click on File
222. onnection Click on the Options button Nn O Oo WO N In the Local Resources tab check Disk drives Remote Desktop Connection General Display Local Resources Programs Experience Remote computer sound m le Bring to this computer S Keyboard awe Apply Windows key combinations B for exemple ALT TAB In full screen mode only Local devices Connect automatically to these local devices when logged on Z to the remote comouter V Disk drives V Printers C Serial ports j 313 Chapter 15 Sirius Peripheral Devices Signature Pad Configuration on Remote Desktop from Sirius Signature Pad Configuration on Remote Desktop from Sirius To run the signature pad properly on terminal services the Sirius Client executable must be running on each local computer E To Configure Signature Pad from Sirius 1 Choose Configuration from the Branches menu 2 Choose Operations 3 In the Operations 2 tab enter the executable file on Sirius Client Interface Path For example TSCLIENT C SIRIUS CLIENTINTERFACE EXE SiriusClientInterFace exe Sirius Client Interface It is important to place Orion Software Sirius Client Interface on the same directory for Operations every client PC Contact Ti ia our support team to Scan Counter obtain Sirius Client Hho ere Sirius Client Interface Path VISCLIENTAC SIRIUS f Partial reservation shipment Locat
223. oose Inventory gt Update from the INVENTORY MANAGEMENT window Update will adjust Sirius inventory quantities according to the quantities captured the barcode scanner Sirius User Guide 185 Entering Inventory Quantities Manually You can add items to your inventory manually one at a time using the ITEM MANAGEMENT window For detailed instructions on adding items manually see The Item Management window will appear on page 76 Printing Labels to Track Inventory Items Before you can print labels you must make sure that the Print Product labels option is set to Yes on the Inventory window in Branch configuration See Appendix A Branch Configuration You can print a label for each of your inventory items using the PRINT LABELS window Labeling allows you to track inventory item usage revenue and costs E To Print Labels to Track Inventory Items 1 Choose Print Labels from the Inventory Management menu The PRINT LABELS window appears Print Labels Item no fi 009 Description Vibrator plate 19 1 2 x22 comp 3400Ibs Extension Quantity 2 2 Inthe Item No field either type the code of the Item you want to print labels for or click the Search Q icon and select the item from the list 3 If you are printing a label for a serialized item click the down arrow button and select the applicable item Extension 4 Inthe Quantity field type the number of labels required For serialized it
224. or week the item is rented For example in the sample window below Sirius has been set up to charge 0 125 or 1 8th of the daily rate for each additional hour an item is rented by the customer E To Enter Surcharge Rates 1 Choose Surcharge Rates from the Configuration menu The SURCHARGE RATES MANAGEMENT window will appear Surcharge Rates Management A O x Price Day Price Week Price Month 2 Click Modify 3 Move through the SURCHARGE RATES MANAGEMENT window and modify the existing rates as follows In the Price Day and Hour field type the fraction of the regular daily rate to be charged to the customer for each additional hour the item is rented In the Price Day and Day field type a fraction of the regular daily rate to be charged to the customer for each additional day the item is rented In the Price Week and Day field type a fraction of the regular weekly rate to be charged to the customer for each additional day the item is rented In the Price Week and Week field type a fraction of the regular weekly rate to be charged to the customer for each additional week the item is rented 53 Chapter 4 Configuring Sirius Price Groups In the Price Month and Day field type a fraction of the regular monthly rate to be charged to the customer for each additional day the item is rented In the Price Month and Week field type a fraction of the regular weekly rate to be charged to th
225. or your report and click on gt to move them over to the box to the right Click Next If you do not want all the data from a file to be included in your report you can enter selection conditions In the left box you select the field on which you want to discriminate and then select the condition that you want to apply to that field in the right part of the window If for example you only want the customers from category A to appear in Excel you pick the category field in the left box CCliCat then you select Is equal to in the drop box to the right and you pick A in the list of category that appears beside the Is equal to box Click Next Select the fields you want to use for sorting the data Click on Next Click Send the data to Microsoft Excel Click on Finish Sirius User Guide 299 Sirius Peripheral Devices gt Chapter 15 This chapter shows you how to configure the ID scanner electronic signature pad and PC charge from Sirius Here s what you ll find in this chapter e Configurating the ScanShell Properties e ID Scan Configuration from Sirius e ID Scan Configuration on Remote Desktop Connection e ID Scan Configuration on Remote Desktop from Sirius e Scanning ID Card into Customer Mangement Screen e Viewing the Scanned ID in a Transaction e Signature Pad Configuration on Remote Desktop Connection e Signature Pad Configuration on Remote Desktop from Sirius e Positioning the Electr
226. orkstations 1 Insert the Sirius CD in the CD ROM drive 2 Choose Windows Start gt Run The RUN dialog box will appear displaying SETUP EXE in the Open box Run zx g i Type the name of a program Folder document or 3 Internet resource and Windows will open it For you 7 A SETUP EXE IMPORTANT Your first installation must be done j Cancel Browse on the server 3 Click OK The CHOOSE DESTINATION window will appear Choose Destination Location x Setup will install Sirius Re following directory To install to this directory click Next To install to a different directory click Browse and select another directory You can choose not to install Sirius by clicking Cancel to exit Setup Destination Directory conan Files Sirius Browse ea 4 Accept the default Destination Directory C Program Files Sirius or if you wish to install to a different folder click the Browse button and select another folder Click Next Sirius User Guide 22 The SETUP TYPE window will appear Setup Type x Click the type of Setup you prefer then click Next Typical Program will be installed with the most common options Recommended for most users Compact Program will be installed with minimum required options To return to a previous window just click on the Back button To exit the installation click Cancel Custom You may choose the options you want to instal
227. ort Item Import Purchase and Import Supplier The data is sent to the destination branch s import file 4 Repeat the above steps for each destination Branch Creating Item Key Words You can use the Key Words function to create item key words that were not imported with the Items E To Create Item Key Words 1 Choose Key Words Creation Function from the Maintenance menu The CREATING ITEM KEY WORDS window appears Creating Item Key Words Creation Process Click OK to generate key words Once completed a message will appear stating Operation Completed Click OK Sirius User Guide 296 Exporting Sirius Data to Microsoft Office Applications Setting Up an OBDC Link to Sirius You can set up an ODBC link to the Sirius database for both standalone and network systems a 1 Nn O a A WO N 10 11 12 13 To Set Up an OBDC Link to Sirius From your Desktop choose Start gt My Computer Click Control Panel Double click on ODBC 32 bits data source Click the User data source tab Click Add Choose Microsoft Paradox Driver in the list Click Finish The Paradox ODBC Installation window appears Enter a name in the Data source name field ex Sirius Choose the Paradox 5 X version Remove the check mark in the Using current directory box Click Choose directory Choose the folder holding your files It should be C PROGRAM FILES SIRIUS DATAS Click on OK The PAR
228. ou can set the default surcharge rates as follows In the Price Day and Hour field type a fraction of the regular daily rate to be charged to the customer for each additional hour the item is rented In the Price Day and Day field type a fraction of the regular daily rate to be charged to the customer for each additional day the item is rented In the Price Week and Day field type the fraction of the regular weekly rate to be charged to the customer for each additional day the item is rented In the Price Week and Week field type the fraction of the regular weekly rate to be charged to the customer for each additional week the item is rented In the Price Month and Day field type the fraction of the regular monthly rate to be charged to the customer for each additional day the item is rented In the Price Month and Week field type the percentage of the regular weekly rate to be charged to the customer for each additional week the item is rented In the Exchange Rate section type the exchange rate to be used for foreign currency transactions and purchase orders in relation to surcharge fees In the 25th hour free field click the down arrow button and select Yes if you do not want to charge customers that are an hour late returning an item In the Monthly rate fixed number of days or 1 month field do one of the following Leave No of days selected if you want to base the monthly rental rate on a fixed
229. our rental business These include Quotations Customer Orders Work Orders Reservations and Rental Contracts For example you might start off by preparing a quotation then if accepted transform it into a Reservation Customer Order Work Order or Rental Contract Once the transaction is completed you can then issue an invoice to the customer Types of Transactions Since the instructions for completing each of these transactions are almost identical only detailed instructions for Rental Contract have been provided in this chapter There are five types of transactions Quotations Customer Order Work Order Reservations and Rental Contract Quotations A quotation provides the customer with the price of a sales or rental item Once accepted it can be transformed into a Reservation Customer Order Work Order or Rental Contract See Transforming the Rental Contract into a Rental Invoice on page 133 for instructions on using the transformation feature E To Access Quotations 1 Choose Quotation from the Customer Operations menu Quotation Sa rl af vae a a Customer 23498 _Q LACOUNTYNABONARY GAS tH Customers wih Account Salesclerk fez en Winey Cash po afem From 03 07 2007 v 1508 To ogor 2007 gt I508 Peroa D deysfo 0000 hrs L ewe ot gt Boa see oren ee nos e Name LA COUNTY MASONARY Address 27311 AV
230. pe Description Quantity Price Total Dis gt End Moa Add Cancel 9 Click the Bl icon in the Quantity field to change the quantity to a negative amount equalling the quantity being credited For example if crediting one item you would set the quantity to 1 10 Click OK The Items Table will now display both the original debit amount and the offsetting credit amount in brackets ltem Description eF Type 2 Extension a Quantity Ej E Comments a Detailed Price id C ltem Ext Type Description Quantity Price Total Disc a p v End Moa Add Cancel Sirius User Guide 161 11 Click the End Modif button 12 Click the Transformation gt icon The RENTAL INVOICE window will appear Rental Invoice Search TfT aj Date 23498 Q LA COUNTY MASONARY Customer Comments CH Customers with Account Salesclerk al Dave Harris al Cash1 From 03 01 2007 1530 To 03 01 2007 w f1845 Period f0 days 3 2500 hrs Ani MAAE e Z coe Name LA COUNTY MASONARY Address 27811 AVENUE HOPKINS Charge Line Tem Invoiced to Ciy VALENCIA Baw 0 30 Prov State CA Current 30 days 60 days 30 days Balance due Postal Zip Code 91355 0 00 0 00 0 00 0 00 0 00 Telephone 661 775 3796 Fax EAE Category CH Customers with Account Contact Driver s License D1 ID2 ID3 13 In
231. pear stating Interest Issuance Complete 5 Click OK Sirius User Guide 248 Closing the Accounting Period This section shows the Sirius reports you should run before closing your monthly or yearly accounting period The reports should be given to your accountant and represent a snapshot of your inventory and A R at year end The reports must be generated before you start the new month or year Inventory Value List Reports Generate these reports when closing out your fiscal year to obtain a list of all your equipment and its value 1 To Run a Serialized Sales Items Inventory Value Choose Items from the Reports menu In the Requested data field click the down arrow button and select Inventory Value Serial Numbers Summary Select your report parameters and then click OK to run the report See Understanding Report Criteria on page 294 To Run a Bulk Sales Items Inventory Value Report Choose Items from the Reports menu In the Requested data field click the down arrow button and select Inventory Value Average Cost Specify the following report criteria Items Not Serialized Select Type Range 2 to 2 for Sale Click OK to run the report To Run Serialized Rental Items Inventory Value Choose Items from the Reports menu In the Requested data field click the down arrow button and select Inventory Value Serial Numbers Summary Select your report parameters
232. ps add a personal touch to your service E Multi currency Management Do you deal with another country This advanced feature will allow you to maintain your price list in one main currency and invoice in another for certain contracts Payments are received in any of the two currencies and gain and loss on exchange rates are calculated and accounted for automatically 13 Introducing Sirius New Features in this Version E Credit card processing You can now scan and manually edit a customer s credit card when creating or editing a transaction This adds another layer of security to your rentals E Improved exception messages When entering a transaction with a null period E Email distribution of customer statements You can now define the method of statement delivery in the conditions window for each customer e Options are printed mailed or emailed e Selecting the latter will automatically send the customer s statement via email PDF file sent via Microsoft Outlook when generating the statement s batch e You could save up to 1 per statement per month with this feature E Improved Maintenance Features e Transaction and work table verification are now grouped for complete and proper verification in case of power failure during daily data entry E Enhanced history performances e You can now maintain a history of 1 Gigabyte allowing for keeping at hand decades of historical information No need to purge o
233. ption quantity and price To end repair return to the Item Maintenance Management screen and click the End Repair button on that item A description of the Item will automatically appear in the Description field and the per unit price of the item used in performing the maintenance will be shown in the Price field Item Maintenance Management Og B x Code for Extension P Description Concrete mixer 1 2 to 3 4 bag capacit Repair no ar Salesclerk aj Total Maintenance 0 00 Date Start 1 15 2007 Dats End 1 15 2007 Capitalized reparations 0 00 Comments Last maintenance pi zl Meter at last maint DOO Current meter 452 In Repair Modify Repair End Repair Date insew Salesclerk al item al Extension z Description Quantity pooo Pia T Capitalized reparations Jose em fe oen Joy oo re Iplory15 2007 1007 Air hammer PARAE 400 hits min 1 000 0 00 H Add Cancel In the Extension field type the item extension if applicable In the Quantity field type the number of items used in performing maintenance on the item 9 Click OK 10 Click the In Repair button The following will occur The Maintenance information you entered will now appear in the table at the bottom of the page The maintenance fee total will be displayed in the Total Maintenance field on the SERIAL NUMBER MANAGEMENT window See Adding Serialized Items on page 97 101 Chapter 5 Entering Data
234. r archive E Pre numbered Form Management In some countries delivery slips and invoices are pre numbered This demands the integration of these reference numbers in all accounting and accounts receivable windows This is now completely supported by Sirius E Improved Accounting Exports e We can now export invoices to Acomba in order to manage accounts receivable in that system e Vendor is now exported to QuickBooks in order to easily manage tax reports and check emission Sirius User Guide 14 Conventions Used in the Documentation When reading the User Guide it s important to understand the symbol and formatting conventions used in the documentation The following conventions are used in the Guide Boldface type Italicized type ALL CAPITALS g Indicates the start of step by step instructions All step by step instructions are numbered so the steps needed to complete a task are easily identifiable The diamond indicates the first level of sub steps in a procedure The plus sign indicates the second level of sub steps in a procedure Bullets are used to specify lists All references to the names of menus fields buttons and icons are in boldface type For example Click the Modify button or click OK Quotation marks indicate an action you must perform For example In the Language field select the Suppliers preferred language English French or Other Italicized type indicates a
235. r has gone over Prov State CA r Curent 30days 60days 20days Balance due their credit limit or past Postal ZipCode 01355 Muli 000 00 000 000 000 their payment term Sent Payment Default will be Telephone 661 775 3796 shown in red Fax Category CH Customers with Account Contact DANNY Driver s License D1 D2 D3 3 In the Salesclerk field use either of the following methods to select the customer Sales Representative Type the Salesclerk code if known and press Enter Click the Search icon 9 to display the SALESCLERK SEARCH window and select a Salesclerk 117 Chapter 6 Managing Transactions Rental Contracts d A The From and To dates are used to calculate the availability of your equipment You can change the return date and time later once the item has been returned If you activated the Invoicing Period option during Configuration the Invoicing days and hrs fields will appear See Setting Customer Transaction Options on page 333 in the Appendix 4 5 6 To select the rental dates and times do the following in the From and To fields In the From field Accept the default current date shown or click the down arrow button and select a different date in the calendar This is the date the items go out Type the time of day the rental starts in the Time field This is the time the items go out In the To field Accept the default current date or click the down arrow button a
236. r serialized items the quantity is automatically entered by Sirius Since these are single items the quantity will be 0 or 1 d A Choosing to allow Sirius to print your bar code labels at this point means you can avoid having to create them one at a time in the future 10 11 12 13 14 If the Item you are adding is a serialized item click the down arrow button beside Extension and select New to indicate this a new extension being added If not go to step 7 In the Quantity field type the quantity of the item you are adding to inventory In the Cost field type the cost of the item whose quantity you are adding to inventory In the Sale Price 1 field accept the price shown for the item or modify it if necessary Click OK The item now appears in the Item table and the cursor returns to the Item field Click Cancel to display the following action buttons To add additional quantities for the item click Add To modify the item quantity click on the item click Modify make your changes and then click OK To remove the item quantity you added click on the item click Remove and then click OK To return to the HEADER section of the window click Header F4 Click OK A message appears stating Do you want to print labels Click Yes if you would like to print bar code labels for each Item Quantity you added If not click No See Printing Labels to Track Inventory Items
237. rom the list Requested data Sort Select For the Date of ltem nos Customer Transaction History nvoice History by Item nvoice History by Customer List of rental equip sald by item List of rental equip sold by Trx Lost Rentals Report By Items Lost Rentals Report By Date nvoice History by Transaction nvoice History by Project Customer historical summary Customer historical summary by zip code nvoice History by Salesclerk Sales per salesclerk Summary Sales per salesclerk Detailed Profit on Sales by Salesclerk tem revenue summary Sales tem revenue summary Rentals Serialized item revenue Sales Sirius User Guide 274 3 Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields Click OK The report you selected is displayed See Printing Forms and Reports in Sirius on page 33 Interpreting an Invoice History Report The Invoice History Report lists the invoices that have been issued to customers either by rental items or customer name This allows you to analyze which items are being rented and to whom Invoice History By Item report allows you to specify the category of items whose invoices you want to view the Item Number or range of Item Numbers and the date and range of dates the invoices were sent Invoice History By Customer report allows you to specify the cust
238. row and select the language spoken by all customers in the category you are adding For example you could create a separate category for all French speaking or English speaking customers In the Account Open field leave Yes selected if the customers in the category are allowed to open accounts and be extended credit by your company If they are not allowed to open an account click the down arrow button and select No In the Statement of Account field leave No selected if the customers in the category you are adding WILL NOT be provided with monthly statements If they will be sent account statements click the down arrow button and select Yes In the G L AR field either type the General Ledger account code in which the Account Receivables for the customer category will be calculated or click the Search icon and select one from the list In the Term field type the applicable payment term period for customers in the category For example 15 30 60 or 120 days In the Interest Rates field type the amount of interest to be charged to the customers in the category when payments are received after the term period you specified in 9 above In the Price Group field either type the Price Group to be applied to the customer category or click the Search Q icon and select a price group from the list See Creating Price Groups on page 57 In the Disc Group field either type the Discount Group to be applied to the cus
239. rs acD ACA osiven cowl e e o cance Name LA COUNTY MASONARY Address 27811 AVENUE HOPKINS Charge Line Tem Invoiced to City VALENCIA YES 0 30 Prov State CA r Current 30 days 60 days 90 days Balance due Postal Zip Code 91355 Multi 0 00 0 00 0 00 0 00 0 00 Telephone 661 775 3796 Branch Fe Ale Category CH Customers with Account Contact DANNY Driver s License D1 D2 D3 3 In the Customer field use either of the following methods to select the customer whose sales invoice is being credited Type the customer code if known and press Enter Click the Search icon amp and select a customer from the list See Searching for Customers on page 64 Once you ve selected a customer the name addresses and account status of the customer is automatically displayed as shown in the example below Sirius User Guide 165 In the Salesclerk field use either of the following methods to select the customer Sales Representative Type the Salesclerk code if known and press Enter Click the Search icon amp to display the SALESCLERK SEARCH dialog and select a Salesclerk Leave the current dates shown in the From and To fields Click OK on the Toolbar in the middle of the window Click OK at the bottom right of the Rental Invoice window The cursor jumps to the Item field Click the icon in the Quantity field to change the quantity to a negative amount equalling the quantity being credited For example i
240. s in Appendix A for a detailed description of the periodic invoice configuration Before you can use the Periodic Invoice function you must first activate the Periodic Control option from the Configuration menu Once activated a Periodic Control field will appear in all Transaction screens on the Delivery Tab To Configure Sirius for Periodic Invoices 1 Choose Branches gt Customer Transactions from the Configuration Menu 2 Click the Modify button 3 In the left hand column towards the bottom locate the Periodic Control field and select Yes 4 Click OK and then Quit A Periodic Control field will now appear on all Transaction screens including the Rental Contract in the Delivery tab See Generating Periodic Invoicing from Rental Contracts on page 256 Sirius User Guide 256 Generating Periodic Invoicing from Rental Contracts During a customer s rental period you can use the Periodic Invoice option to invoice a customer directly from the Rental Contract To Generate a Periodic Invoice from a Rental Contract 1 Choose Rental Contract from the Customer Operations menu 2 Onthe RENTAL CONTRACT screen click the Search Q icon beside the Trs field The SEARCH RENTAL CONTRACT dialog box will appear SearchRental Contract 1100 5552222 Hardware Bob 26 2004 23300PM 035674921 2798 1101 9876543 Road Bull Paving 10 26 2004 60200 PM 703 907 6543 182 32 11106543210 Ciy
241. s 155 Creating Bitmap bmp IOGOS eeeeeeeceeeeeeeeeeeenee eeeteeneeeeeseeeeeeeeseeeaeees 157 Creating Rich Text Format RTF loQOS ceecceesee ceeeeeeeeeeteeeteeeeeeeeenaeeees 157 Chapter 9 Crediting Invoices Crediting a Rental INVOICE niceties EREE KIEREN REIS 159 Crediting a Sales INVOICE 0 eee eceeeeeeeeeeeeeeneeeeeeeeeneeeeetee ceeeeeeeenaeeeeeeeiaeeeeesenaaes 164 Chapter 10 Selling Items and Accessories Processing the Sale of a New Item or ACCESSOLSY i ceceeeeeeeeeeeeeeeneeeeteeenaees 169 Processing the Sale of a Rental Item ccccccceeeeeeeee ceeeeceeeeeeeeeeeeeeeeeeeeeeees 174 Chapter 11 Managing Inventory Entering Inventory in SIUS 2 0 0 eee ceeeceeeeeeeeeeeeeeeeeeeeeeee EE A IAEE 181 Entering Your Inventory Quantity As An Adjustment seese 181 Entering Inventory Quantities using UPC Codes 0 0 eee eecececeeeeenteeeeeeeneaes 183 Entering Inventory Quantities Manually 00 0 ccceeeee ceeeeeeeenneeeeeeeenneeeeeeeeaaes 185 Printing Labels to Track Inventory Items 0 0 eeceee ceeeeeeeeeeeteeeeeeteteeeeeeetee 185 Setting Inventory Levels aior arai a AT caeeenensdeceeeeeetsnseeetensians 186 Setting Minimum and Maximum Inventory Levels 0 0 aese 186 Purchasing INVentory ItOMS ora rakaa A A E E RA 188 Creating a Purchase Order esisiini reenen EEEN EEA A E EEEN 188 Creating a Purchase Order for Multiple Branches aeeceeeeeeseeressreee 193 Receiving Purchased Inventory ltemS ss
242. s associated with a damaged item they return will be waived If you rent cementing equipment to customers select Yes to activate the cement calculation module on the Customer This module is a calculation tool that allows you to determine the exact volume of cement needed for a specific task in both cubic feet and yards Specify the suggested default deposit required on rental items The amount you enter will appear on the Deposits pane when finalizing a transaction Sirius User Guide 341 Periodic Control Semi Serialized Management Staff Management Multi branch availability Select Yes if you use periodic invoicing and would like a Periodic Control field to appear on the transactions windows The Periodic Control field can be set to Yes No or All This means when you do your periodic invoicing you can have Sirius invoice all customers whose Periodic Control field is set to Yes No or All You can enter the serial numbers of all your product items into the Sirius system This is referred to as serialization and when items are rented it allows you to track a variety of information including maintenance costs and depreciation Semi serialized Management allows you to continue to track maintenance costs and depreciation without having to select the individual units being rented If you select Yes you will only have to select the item and enter the total quantity being rented
243. s created and printed In the Optional Tax Printing field select Yes if you want to be able to choose whether or not to print tax information on forms In the Using Multi Trays field select Yes if you are using multiple trays when printing In the Multi tray Printer field specify the default printer to be used when printing from multi trays If you are using multi trays specify the tray to be used when printing forms in the Tray Number field In the Group similar serialized items field select Yes if you want similar serialized items to be grouped together on the form prior to printing In the Use alternate logo on form 17 field select Yes if you want to use the alternate logo that appears at the bottom left corner of the form Usually the logo specifies the terms and conditions In the Number of days according to line total form 17 field select Yes if you want to print the effective number of days In the Header text for Form 1 field type the header text you want to appear at the top of Form 1 In the Statement of account form field select a format from the list provided In the Purchase order form field select a format from the list provided Click OK Click Quit Sirius User Guide 338 Customer Transactions Setting Customer Transaction Options You can set a variety of default customer transaction options for each Branch in your organization The options you set will apply to all custom
244. s fixed on transactions Retain prices on transactions Enter items with registration code and scanner Use UPC to enter items Optional tax waiving on line item Term for customer payment default Damage waiver rate Activate cement calculation module Suggest Deposit Periodic control Semi Serialized Management Staff Management Multi branch availability Special prices per customer 2 Click Modify YES ad Za O ih lt Z O lt ES E ES YES Pd oO i lt ES NO Z O HEHE Za lt m wo Zz O i Pd O lt m wo rs O j lt m wo lt w 4 iia iia iia 4 4 il 4 iia 4 4 4 4 a Cash Customer Code ii Repair Customer Code E Pre invoicing YES v Suggest Payment YES v Enter extension directly NO v Include Quotation in Availibility YES x Variable Taxes YES v Lead Lag time management NO v Display non returned items NO X Project Management YES v Activate mandatory franchise YES v Magnetic card Scanning dev typeGeneric type 1 v Driving License Scanner NO v Driving License Format Credit card scanning YES v ead Configure scanning device Card Readers Use IDScan o v IDScen Folder K Near the bottom of the first column click the down arrow button beside Staff Management and select Yes Click OK For a detailed description of the CUSTOMER TRANSACTIONS window
245. s for the First Time on page 34 Sirius UserGuide 34 Starting Sirius for the First Time 1 Choose one of the following methods to open Sirius Choose Windows Start gt All Programs gt Sirius Double click the Sirius icon on your desktop The USER VERIFICATION dialog box will appear a e Sirius 238222 User Verification User Password Branch Sirius Toos o a X cut 2 Inthe User field type USER1 3 In the Password field type Orion 4 Click OK j The MAIN window will appear See Viewing the Sirius Main Window on page 35 If you re a multi branch organization you can See also Creating User IDs on page 65 select the applicable Branch once youve set these up in Sirius See Appendix A Branch Configuration Sirius UserGuide 35 Viewing the Sirius Main Window The Main window contains the menus used to perform all of your tasks Take a moment to familiarize yourself with the window and then review the descriptions that follow Main Title Bar N Sirius Fie Accounts Receivable Customer Operations History Inquiries Inventory Management Data Configuration Reports Maintenance About Menu Bar Status Bar _ amp isis j Active Br 3_ Sirius Tools E Main Title Bar The main title bar displays the name Sirius It also contains the standard Minimize Maximize and Close buttons found in all Windows based applications E Menu Bar The menu bar contains pull do
246. saction button Purchases Quotations Reservations and Rentals to display the list Double click on a transaction to launch the PURCHASE QUOTATION RESERVATION or RENTAL window View or modify the transaction as necessary Consult Transactions E Item Code 1001 Go Q Concrete mixer 1 2 to 3 4 bag capacity Commene Must be returned cleaned M Qty Inventory Qty Rented Qty Available Qty Reserved Qty Ordered 1 i 1 O Multi Branch Kit Rental Price Minimum 1 Hour 4 Hours 8 Hours Days Weekend Week Month 150 00 150 00 150 00 150 00 150 00 225 00 450 00 1 200 00 Availability From 01 20 2007 1950 To 01 20 2007 1950 Period QF fi Verification Qty Inventory Rent and Reserv Qty Quotation Qty Available Mult Branch Kit C Reservations C Rentals Type of Transactions C Purchases Quotat 7 Click OK to exit the CONSULT TRANSACTION window Accounting SYL Chapter 12 This chapter shows you how to use Accounts Receivable to enter payments invoices and deposits for your rental or sales transactions Here s what you ll find in this chapter e Managing Accounts Receivable e Balancing Cash Closing Accounts at Day End e Verifying Account Receivable Balances e Regenerating Item Quantities and Statistics e Closing the Accounting Period e Periodic Invoicing e Handling Pre Invoicing Sirius User Guide 221 Managing Accounts Receivable Adding an Invoice to the Acco
247. scount Group 3 Click OK Sirius User Guide 76 Changing Customer Codes j You must be the only user in Sirius to modify a customer code You can change the code for an existing customer using the Modify Customer Code feature E To Edit a Customer Record 1 On the CUSTOMER MANAGEMENT window click the Q icon The MODIFY KEY window will appear Modify key x Previous Customer Code 10002 New Customer Code f 008 sx xo 2 Type a New Customer Code 3 Click OK 77 Chapter 5 Entering Data Managing Suppliers Managing Suppliers Accessing Supplier Management 1 Choose Suppliers from the Data menu The SUPPLIER MANAGEMENT window will appear Bal General Information Conditions Comments A Te a EEE al ee Telephone Address 1 Be Address 2 aus ay Contact Posa Contact Telephone Alphabetical Postal Zip Code os Enas J AA J code Add Mody Remove Quit Adding New Suppliers You can add each of your suppliers to Sirius and specify the following e General information such as the Supplier s name address and contact person e Conditions specified by the Supplier such as your payment terms preferred shipping method F amp B rate etc Comments regarding the Supplier that will be seen by your staff but not by the Supplier Sirius User Guide 78 B Notice that once you ve finished typing the Supplier s name it will automatically appear in
248. scount will be calculated or click the Search Q icon and select one from the list In the G L Payment disc field either type the General Ledger account code in which the payment discount will be calculated or click the down arrow button and select one from the list Click OK Click Quit 59 Chapter 4 Configuring Sirius Item Configuration and Depreciation Item Configuration and Depreciation Setting Up Item Depreciation Tables You can set up Depreciation tables that allow you to specify the method to use when calculating depreciation on individual product items There are three methods available Residual Continuous and Fixed Amount E To Set Up Item Depreciation Tables 1 Choose Depreciation Tables from the Configuration menu The DEPRECIATION TABLES MANAGEMENT window will appear Depreciation Tables Management Depreciation Code Description G L Expenditure G LAccumul Deprec Method Residual v 0 Rate 2 Click Add 3 In the Depreciation Code field type a unique code that identifies the depreciation method you are setting up 4 Inthe Description field type a name that describes the depreciation method 5 Inthe G L Expenditure field either type the G L account code that will be used to calculate depreciation costs or click the Search Q icon and select one from the list 6 Inthe G L Accumul Deprec field either type the G L account code that will be used to accumulate t
249. sed to the customer contact and the Subject and Message sections are completed You can either accept the email information as shown or change any or all of it 3 Click Send The Rental Contract will be sent to the customer contact 129 Chapter 6 Managing Transactions Cloning Rental Contracts Cloning Rental Contracts j The top part of the REPETITIVE ORDERS window displays the original transaction information including customer name start and end dates and the rental period If you need to create a new Rental Contract for a customer that is similar to an existing one you can duplicate or clone the existing one H To Clone a Rental Contract 1 On the RENTAL CONTRACT window search for and select the customer s Rental Contract you want to clone See Searching for Rental Contracts on page 123 2 Click the ora icon on the Toolbar in the middle of the window The REPETITIVE ORDERS window will appear Repetitive Orders Original Transaction Customer 5144849661 Orion Software Date start 01 26 2007 to22 13 Date end 01 30 2007 to22 13 Rental Period 2 days 0 0000 hrs Invoicing Period 2 days 0 0000 hrs Method Type Multiple C Quotation C Once Reservation ltem Prices Preserve ltem Prices C Update Item Prices Multiple Number of Repetitions 1l every 0 days Once 1 28 2007 3 In the Method section do one of the following Click Multiple to clone multiple copies of t
250. ser Previous Password New Password Confirm 2 Inthe Previous Password field type your current password 3 In the New Password field type a new password 4 In the Confirm field retype your new password 5 Click OK Changing the Language Setting You can change the language used when working within the Sirius application E To Change the Language 1 Choose Lanugage from the File menu 2 Choose one of the following e Francais French English English e Espanol Spanish Sirius UserGuide 38 Quitting Sirius 1 Choose Quit from the File menu A message will appear stating Quit Sirius 2 Click OK Sirius UserGuide 39 SYL Chapter 4 Configuring Sirius This chapter shows you how to set up your basic configuration information for use in Sirius For instructions on how to configure each of your branches See Appendix A Branch Configuration Here s what you ll find in this chapter e General System Configuration e Taxes e Price Groups e Customer Configuration e Item Configuration and Depreciation e User ID Configuration 41 Chapter 4 Configuring Sirius General System Configuration Entering General Company Information You can add general information about your company such as name address bank accounts date format and the language s you use to conduct your business E To Enter General Company Information 1 Choose Branches General Information Environment fr
251. ser Guide 211 If the Item you are adding is a serialized item click the down arrow button beside Extension and select the extension of the item you received Since serialized items are single quantity items Sirius will automatically enter the Quantity as 1 10 11 12 13 In the Quantity field type 1 to indicate the item is being transferred into your inventory In the Cost field type the cost of the item In the Sale Price 1 field accept the price shown for the item or modify it if necessary Click OK The item now appears in the Item table and the cursor returns to the Item field Click Cancel Click Header F4 Click OK A message appears stating Do you want to print labels Click No Once you ve removed the print label message the Inventory Adjustment report appears See Printing Forms and Reports in Sirius on page 33 1009 Orion Boston Tools Page Adjustrent 1028 Inventory Adjustment Date Description a SC IC 3 Vibrator plate 19 1 2 x22 comp 3400Ibs 2 344 00 688 00 2 688 00 The Inventory Adjustment report lists the item quantity that was added to your inventory Sirius User Guide 212 Handling Broken or Lost Rental Equipment Identifying Equipment that is Missing You can use the LOST RENTALS window to record rental items that are lost E To Identify Equipment that is Missing 1 Choose Lost Rentals from the Customer Operations menu The
252. sits 0 00 m Total Deposits 0 00 J Mam Shipping Total Due 106 00 Rental Discounts Deposits Sales Subtotal 100 00 Sales Discounts Damage Waiver Method of Payment Cleaning Payment1 Labor Payment 2 Subtotal 100 00 Wisconsin sales tax x 6 00 0 00 Balance due TOTAL 106 00 Payment 3 Payment 4 14 In the Finalizers pane do the following Add any applicable Rental or Sales Discounts Damage Waivers Shipping Cleaning and Labour charges In the Sales tax drop down list boxes click the down arrow buttons to select the applicable taxes 15 If the payment is by credit card and you have set up a scanner in Sirius do the following in the Deposits pane to capture the customer s credit card information Click the Auth Credit Card button Scan the credit card To modify the information click the Modify button Click Quit Sirius UserGuide 173 If the customer makes a partial payment a message will appear prompting you to apply the outstanding balance to their account 16 In the Payments pane notice that Sirius automatically displays the Total Due and the Payment 1 amount and method You can modify the payment information if necessary 17 Click OK The Invoice will be printed and automatically displayed See Printing Forms and Reports in Sirius on page 33 Sirius UserGuide 174 Processing the Sale of a Rental
253. sssessssseeessrressee saesssrrnesrenrnssrennnessrennnee 195 Receiving Equipment Ordered Using a Purchase Order csceeeeeeeeees 195 Setting Up Meters on Rental Equipment cccccce ceeeeeeseeeeeccensaeeeeeeeeeeeees 200 Creating a Meter tem cennera rto AA A TAATA 200 Viewing and Adjusting Meter Usage in Serial Number Management 203 Viewing and Adjusting Meter Usage on the Rental Contract ee 204 Transferring Stock between Branches cceceeeeeceeeeeee ceeeeeneeeeeseeeeeeeeteenaeeees 206 Transferring Bulk Stock Items to another Branch 00 0 eeeeeeeeeeeeeeeeeeeeeneees 206 Transferring a Serialized Item to another Branch eeeeeeeeeeeesteeeeeeenees 208 Receiving Transferred Stock eccccceeeceeeeeeeeeeeeeeeee ceieeeeeeetieeeeeetiaeeeeeeeeea 210 Handling Broken or Lost Rental Equipment 000 ceeceeeeeeeeeeeeececeeeeeeeeeeees 212 Identifying Equipment that is MiSSING ccceceeee caeeeeeeeeteeeeeeeentaeeeeeseaaas 212 Adjusting Inventory for Lost or Stolen Equipment s 00 ceeeeeeteeeeeeeneees 213 Charging for Broken Lost or Stolen Rental Equipment 0 cece 216 Adjusting Item Availability for Maintenance or Repair cee eeeeeeeeeeseeeeeeeenneees 217 Viewing the Availability Status of Items 2 0 eee ceeeeeeeeeeeeeeeeneeeeeeeenaeees 217 Chapter 12 Accounting Managing Accounts Receivable cccccceeeeeeeeeeeceeeeeeee c
254. st Move up one in the list Move down one in the list gt i Move to the end of the list 4 Once you ve located the Rental Contract you can use either of the following methods to select the transaction Double click on the name of the Rental Contract e Make sure the black arrow is pointing at the Item and then click OK The Rental Contract window reappears with the Item record information displayed 125 Chapter 6 Managing Transactions Modifying a Rental Contract Modifying a Rental Contract You can search for and select a Rental Contract and then modify the information You can change the header information the shipping address add new items and modify the deposit and payments amounts Selecting the Rental Contract Being Modified 1 Search for and select the Rental Contract you want to modify See Searching for Rental Contracts on page 123 The RENTAL CONTRACT window will appear Rental Contract 0 ltrs a Date z 4 al Jundt Herbert Email amp Return Deliv Search Customer cc Cash Customers The Modify button at the bottom of the window is for modifying the Status Delivery Detail and Final panels not the entire transaction Salesclerk Comments a AJA Gilbert Cash p af From n lt gt oui Add T 3702 2007 A F Modify Remove Quit gt Bor days hrs Status Deive Detail Final P var Drawer
255. standing Report Criteria on page 269 for a description of the fields Sirius User Guide 281 4 Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page 1 Sort Code Customer Address List Date 01 22 2007 Customer Code to ZZZZZZ Time 10 24PM ode ame elephone ax ontact eae p ity mall is 1o02 DAHLAIR CONDITIONNG 2059842002 30 SOUTH LA PATERA LN 9 GOLETA CA 93117 23408 LA COUNTY MASONARY 681 7753796 DANNY 27811 AVENUE HOPKINS VALENCIA cA 91355 3751 PYRAMID BUILDERS 310 327 4970 MIKE 12225 WEST 190TH ST GARDENA cA 90248 5144840661 Orion Sofware 518797 Jundt Herbert 5347783 Smith John 703 534 7788 4192 Colt Road Dallas Texas 46913 john s mith345 aol com 65222 Hardware B ob 703 567 4321 2349 Ferguson Road Dallas Texas 46319 btaylor jk iely com 6542210 City of Dallas 703 654 3210 4 Little Big Hom Plaza Dallas Texas 11158 6771268 Allen Tim 905 677 1266 P O BOX827 Houston Texas 75114 tim allen aolcom 7425634 Charbonneau Roger 450 742 5634 1810 Bourget Sirius User Guide 282 Generating Reports Item Reports Generating an Item Report This set of reports allows you to run and view a variety item lists E To Generate an Item Report 1 Choose Items from the Reports menu The ITEM LISTS window will appear Item Lists Requested data
256. sted Cost for the item shown or type a new price Sirius User Guide 191 Click the l icon to view detailed inventory information for the item This includes the Quantity in inventory Qty Inv the Minimum Qty Maximum Qty and the Listed Cost 15 In the Discount field leave the default discount shown or type a new discount Sirius will automatically calculate and display the Net price for the item Price less Discount Net Price 16 Click OK The cursor returns to the Product field ready for you to add additional items to the Purchase Order 17 Once you ve finished adding the items to be ordered click Cancel Each item you added is shown in the Item table along with the number of quantities ordered and the total price To modify the items in the Purchase Order click on the Item then click Modify To add new items to the Purchase Order click Add To remove items from the Purchase Order click on the Item and then click Remove 18 If there are other fees associated with the purchase click the Other Fees F5 button and then do the following In the F amp B field type the freight and board percentage rate if applicable Sirius will automatically calculate the F amp B amount In the Exchange Rate field type the rate if payment is in foreign currency lf there are miscellaneous other fees type a description in the Description Other Fees field and then type the amount of th
257. stolen This is done at the time the rental equipment is returned and you are closing out the contract a 1 10 To Charge for Broken Lost or Stolen Equipment Choose Rental Contract from the Customer Operations menu The RENTAL CONTRACT window appears Select the customer whose rental equipment was broken lost or stolen See Closing Rental Contracts on page 162 for complete instructions Click the Transformation gt icon The RENTAL INVOICE window will appear Click the __ other item See Closing Rental Contracts on page 162 Click the Add button In the Item field select the lost or stolen item you just returned Click the arrow gt beside the Type field to and change Rental to Sales This allows you to process the transaction as a Sales item and recover your costs In the Price field type the amount you will charge the customer for the item Click OK A message will appear stating You are selling a rental ite Do you want to continue Click Yes The sales price you entered is added to the charge for the rental and the customer will be invoiced both amounts Sirius User Guide 217 Adjusting Item Availability for Maintenance or Repair Viewing the Availability Status of Items You can use the CONSULT TRANSACTIONS window to view the availability status of items To quickly locate an Item type the Item code in the Search field and click Go or use the control buttons 4
258. stomer at the time an item was rented This report is useful in helping you determine your current deposit liability To View Deposits 1 Choose Deposits from the Accounts Receivable menu The CURRENT DEPOSITS window will appear Current Deposits Requested data 2 Click the down arrow button and select Current Deposits 3 Click OK A report displaying your current deposits will appear See Printing Forms and Reports in Sirius on page 33 Orion Boston Tools Page 1 Current Deposits Dae 01 21 200 Tme 7 58PM re fratre f Fudomerno pre frosts Pitted 2 1001 0440 2007 5347788 Smith John 345 00 3 1053 01441 2007 5144940081 Orion Software 50 00 Master Card 5 1101 1102 2004 9876543 Road Bull Paving 100 00 Grand Total 5 0 Sirius User Guide 233 Generating a Check Deposit Form u Only those cheques that were entered on the ENTER PAYMENT window will appear on the Check Deposit Form See Entering Payments for an Invoice in Accounts Receivable on page 229 You can generate a Cheque Deposit form that will list the cheques to be deposited The form can then be taken to the bank along with any cash deposits To Generate a Cheque Deposit Form 1 Choose Check Deposit Form from the Accounts Receivable menu A report will appear displaying the list of cheques for deposit See Printing Forms and Reports in Sirius on page 33
259. t statistics for the customer To View Credit Statistics 1 Click the Credit Stats button The CREDIT STATISTICS dialog box will appear Credit Statistics Code 10002 Name DAHL AIR CONDITIONING Date Created 12 07 2004 Number of Invoices Total Invoices Highest Invoice Highest Credit Average Number of Days for Payment The following information is displayed Date Created The date the customer was added Number of Invoices Total number of invoices created for the customer Total Invoices The total amount of the invoices Highest Invoices The highest invoice amount Highest Credit The highest amount owed Average Number of The average number of days the Days for Payment customer takes to pay an invoice 2 Click OK Sirius User Guide 227 Viewing Invoice History You can use the Invoice History feature to view a detailed history of the customer s invoice transactions To View Invoice History 1 Click the Invoice History icon The INVOICE HISTORY CUSTOMERS dialog box will appear Invoice History Customers x Code 10002 DAHL AIR CONDITIONING Invoices Total 0 00 v 0k The following information is displayed Trs No Transaction Number No Ctr Contract Number Type Transaction type 6 Sales Invoice 7 Rental Invoice 8 Periodic Invoice Date Start The start date of the transaction Time Start The time the transaction started Date End The date the transaction end
260. tal 3 In the Description field type Lost Equipment or Stolen Equipment depending on the reason for the adjustment 4 Click Detail F3 5 In the Item field either type the code of the Item that is lost or stolen or click the Search Q icon and select the item from the list 6 Ifthe lost or stolen item is a serialized item click the down arrow button in the Extension field and select the applicable extension number If not go to step 7 Sirius will automatically enter the quantity as 1 to reduce the inventory quantity for this item by 1 Sirius User Guide 214 P a VA Since serialized items are single items the quantity can only be 0 or 1 Therefore if one is lost or stolen the quantity will be reduced to 0 Choosing to allow Sirius to print your bar code labels at this point means you can avoid having to create them in the future 10 11 12 13 14 In the Quantity field type the quantity of the item that is lost or stolen Make sure you enter a minus sign in front of the number so Sirius will reduce the inventory quantity for the item In the Cost field type the cost of the item In the Sale Price 1 field accept the price shown for the item or modify it if necessary Click OK The item now appears in the Item table and the cursor returns to the Item field Click Cancel to display the following action buttons To add additional items that were lost or stolen
261. taxes on the customer s Customer Category will automatically apply Select Yes if you would like to be able to set lead and lag times for rental items You would specify a specific amount of time at the beginning lead and end lag of a rental period to indicate that the item is not available during this time Sirius User Guide 344 Display non returned items Project Management Activate mandatory franchise Magnetic Card Scanning Device Type Driving License Scanner Driving License Format Credit Card scanning Card Readers Select Yes to have all non returned items in a rental contract shown on the invoice This applies to customers who are being invoiced after returning some but not all of the items rented Leave Yes selected if you want to be able to manage projects for your customers If you select Yes the Project field will appear on the Delivery pane when processing a transaction This will allow you to generate an invoice list by project See Adding Projects on page 95 If you activate the user defined fields for the automobile industry it makes the franchise field mandatory Meaning the system will not allow the user to go beyond that field without enterina a value If you are using scanners to scan driver licenses and credit cards select the scanner type to be used Select Yes to indicate the scanner you selected in the Scanning Device Type field is to be used for
262. ter manage logistics you can view the availability of your team in a calendar by range of 15 minutes 30 minutes 1 hour half day or day E Calendar Functions You asked for it and here it is When entering a date in all windows you now have an integrated calendar that also indicates the days and allow for fast and efficient date entry E New Drill Down Functions e Makes Sirius Pro even easier to use than before e Everywhere you see a transaction summary double click on the line and the transaction is displayed e Available in Customer monitor all inquiry windows customer and item histories All windows are now interlinked for a fast and efficient access to information E Pricing Information in Calendar Availability calendar now shows daily price to make it easier to substitute products in quotations or reservations or to finalize a sale with customers Introducing Sirius New Features in this Version E Improved Links between Windows The idea here is to allow fast and efficient access to information on different windows We now link all customer windows customer database customer monitor customer console customer help window and all item windows item database consult transactions item help window This link allows you to select a customer or an item on one window and then select another linked window which will automatically provide the information of that customer or item on the new window Simple
263. than when it is returned Configuring Sirius for Pre Invoicing Before you can use the Pre Invoicing feature you must first activate the Periodic Control option from the Configuration menu 1 To Configure Sirius for Pre Invoicing Choose Branches gt Customer Transactions from the Configuration Menu Click the Modify button In the right hand column near the top locate the Pre invoicing option and select Yes Click OK Click Quit A pre Invoice button will appear on the Finalizers pane when processing a transaction See page 261 See Setting Customer Transactions in Appendix A for more details regarding periodic invoice configuration Sirius User Guide 261 Generating Pre Invoices Pre invoices are generated at the time an item is rented and after you have either collected the cash payment or charged the amount due to the customer s account To Extend a Rental Contract 1 Choose Rental Contract from the Customer Operations menu The Rental Contract screen will appear From zl To 03 02 2007 E Ei Period ho deysf2 0000 hrs n item Add Modify Remove Quit gt koa Status Delivery Detail Final P ltem S Description aig Type ia Extension 4 Quantity Hlg Comments Minimum 1Hour 4Hours 8Hours Day Weekend Week Month Price a iaasa l Cc ltem Ex Type Description Quantity Price Total Disi a 1012 Rental Wheelbarrow 9 c
264. the credit to be refunded to the customer Rental Subtotal 671 00 f Accumulated Deposits Rental Discounts T Deposits 0 Sales Subtotal Total Deposits Sales Discounts Damage Waiver Amount Method of Payment Shipping Total Due 711 26 Cleaning Payment1 Labor Payment Subtotal Payment3 Wisconsin sales tax Payment 4 Balance due Rental Invoice Transf 5 The next step is to refund the customer lf a Cash customer enter the Total Due amount your refunding to the customer In the Payment 1 field and click OK If the customer has an account click OK to display the green Apply to Account dialog box and then click OK The Invoice Rental will appear showing the amount refunded to the customer Entering Pre Invoices in the Accounts Receivable The procedures for manually entering pre invoices in Accounts Receivable are the same as those for regular invoices See Adding an Invoice to the Accounts Receivable on page 221 Sirius User Guide 266 Recording Payments for Pre Invoices The procedures for entering a pre invoice payment received from a customer into Accounts Receivable are the same as those for regular invoices See Entering Payments for an Invoice in Accounts Receivable on page 229 Closing Pre Invoices Once a customer who has been pre invoiced returns the rental item you can close the contract and issue a Return Form To Close a Pre Invoice 1
265. tion can be mailed or emailed to the customer and once it has been rented it is transformed into an Invoice E To Access a Reservation 1 Choose Reservation from the Customer Operations menu The RESERVATION window will appear Reservation Search colts aj Date 4 Customer al Smith John ommen z ec Cash Customers Salesdek 2 ken Winkley con fash From To 7 Period days hs Ani MAAMA em Em Af Despi EIRA Type Extension Quantity Comments Regular Disc5 Disc10 Price4 Price Description Quanity Price Toti isd Rental Aerator gas 3hp 28 w depth max 2 3 4 1 60 00 60 00 Meter Hour Meter 5000 0 00 0 00 aL aLe e at esy renon 2 Follow the instructions shown for creating a Rental Contract See Creating a Rental Contract on page 116 115 Chapter 6 Managing Transactions Rental Contracts Rental Contracts A Rental Contract is a formal agreement with the customer that specifies the item being rented the period of time it is being rented for and the rental price The Rental Contract can be mailed or emailed to the customer and once the item has been rented it can be transformed into an Invoice Accessing the Rental Contract Window 1 Choose Rental Contract from the Customer Operations menu The RENTAL CONTRACT window will appear Rental Contract Search DA A pate l 4 Email 24 Retum Deliv
266. to the customer See Quitting Sirius on page 38 This is not the Rental Contract See step 9 Click Close The Rental Contract screen reappears To print out the Rental Contract for the customer click the Print icon in the top right hand corner of the Rental Contract Screen Sirius User Guide 263 Extending a Rental Contract You can extend a rental contract for a customer who has been pre invoiced and then decides to keep the item for a longer period of time To Extend a Rental Contract 1 Choose Rental Contract from the Customer Operations menu The Rental Contract screen will appear Click the Modify button in the middle of the screen In the To field in the middle of the screen select a new return date Notice that the period field shows the number of days you extended the Rental Contract Rental Contract Search Te 518797 aj Date al Jundt Herbert Comments a al Dave Harris From 03 06 2007 v 16 56 O E cc Cash Customers Po El Cash1 Customer Salesclerk To 03 31 2007 x 16 56 r peran Period jo days 0 0000 hrs gt e Extend P Cancel ltem Type Quantity ss Extension Description Comments Detailed Minimum 1 Hour 4 Hours 8 Hours Day Weekend Week Month Description tem Type Quantity Price Total Dl 1018
267. to the database of the receiving branch If you leave No selected the file will be placed in the Sirius import or export path see above and will have to be uploaded manually Leave No selected if you want the latest version of your export file to override and erase an existing one with the same name Select Yes if you want Sirius to append your export file to an existing one with the same name rather than erasing it completely The settings in this section apply to Sirius s External Transfer module that allows you to import customer or product items from external sources Leave Yes selected if you want to be able to import customer files into Sirius from other software applications Specify the file format used by the client whose customer file you are importing Standard Sirius format 1 is the default format Leave Yes selected if you want to be able to import product item files into Sirius from other software applications Select Yes if you want to be able to export your product items to Customer Relation Management CRM software Specify the path where the clients customer files will be stored prior to importing into Sirius Sirius User Guide 356 Path and file for Item transfer Path and file for Transaction transfer Specify the path where the clients product item files will be stored prior to importing into Sirius Specify the path where the clients transaction files e g q
268. tomer category or click the Search Q icon and select a discount group from the list See Adding Customer Discount Groups on page 57 Sirius User Guide 56 The Tax 1 field should contain the first tax to be applied to the customer category and followed by the second in Tax 2 Setting Account Blocked to Yes in the category will make any new customer within that category to start with their account blocked The ability to allow for a credit check and thus having an authorized personnel un block it 13 14 15 16 17 In the Tax 1 and 2 fields either type the tax codes to be applied to the customer category or click the Search Q icon and select a Tax Code from the list See Taxes on page 50 In the Insurance Exemption field leave No selected if the customers in this category are NOT exempt from requiring a damage waiver on items rented If the customers are exempt from the damage waiver requirement click the down arrow button and select Yes In the Account Blocked field select Yes if you want to stop doing business with this category If the customer category is not blocked click the down arrow button and select No Click OK Click Quit 57 Chapter 4 Configuring Sirius Customer Configuration Adding Customer Discount Groups There must be at least 1 discount group created ointing to the right G L accounts Do not include decimal points when entering a percentage in the Rates
269. tus Delivery Detail Final lt gt Finalizers Rental Subtotal Rental Discounts Sales Subtotal Sales Discounts Damage Waiver Shipping Cleaning Labor Subtotal TPS j f Clear Cancel Tva 7 Balance due Naty Sirius User Guide 316 7 The rental contract with the signed signature is generated into a PDF file as shown in the example below Shipping Notes Sales Rentals Shipping Labor Dam Waiver 8 I have read and understand the terms and conditions on both sides of this Rental Agreement and certify Subtotal that those printed on the other side are agreed to as if printed above my signature There are no oral or TPS 123456789 other representations not included herein I have received a copy of this agreement ohn mith SIGNATURE X 8 Click the button in Delivery tab to preview the signed signature in PDF file 9 You can double click the path to open the document or add an existing document to the contract Directory and filename Add Modify Remove Show Quit 317 Chapter 15 Sirius Peripheral Devices PCCharge Configuration from Sirius PCCharge Configuration from Sirius Before using PCCharge please ensure that the CD provided to you with the hardware is installed in advance Follow Windows found new hardware wizard if necessary Before using the hardware you must configure PCCharge properties Please contact Verifone PC
270. ty All to assign all items to the contract Sirius User Guide 329 8 9 Click the Print button to print a pick ticket Trs no 1018 0 Customer McGowen Allison Pick Ticket Salesclerk 05 James 09 18 2007 14 03 Ddivery Date 09 18 2007 Pick up Date 09 21 2007 tem Ei Description Regstaton Code Serial Qy Trs Qty Scan Qy Dif A WOT Camera Ikegami HG00 117750 TA T T v wa 002 Camere KeganiHC 400 118213 1426 1 1 0 002 003 Camera kegariHC 400 118214 9463 1 1 f 4002 008 Camera kegani C400 160304 123 0 1 1 Exceeding Qy Click Quit to exit the batch scan screen and return to the rental contract screen SYL Xe Appendix A Branch Configuration This appendix shows you how to configure a variety of options for each of your branch locations Here s what you ll find in this chapter Rates Forms Customer Transactions Inventory Labels Accounting Operations Data Import Export Sirius User Guide 331 Rates Setting Up Surcharge Rates You can use Rate Definition to determine and set the following options e Allow prorating for item rentals e Define rates in Multiple Currencies e Configure Weekend Rates e Determine Rates for Monthly and Periodic Invoicing e Set up how interest is issued E To Set Up Surcharge Rates 1 Choose Branches Rate Definition from the Configuration If you choose to disable menu The Sirius Rate Definition window will appear prorat
271. u are working with the proper file structure and that the paths are correctly identified This setup does not need to be done on every computer You can do it from any computer that has an unrestricted access to the Sirius folder located on your Server E To Set Up the Database 1 Open the Sirius folder located on your Server 2 Open the Util folder and the Double click on DBD32 exe icon 3 From the Database Desktop menu click on File and then on Working Directory 4 In the Working Directory field enter the path to your Data folder as you did in the setup of the BDE Administrator 5 Click on the OK button This button will only be available once a valid path has been entered in the Working Directory field Click on File Open and Table Find the file called DChemin then click on Open Click on the Edit Data button located on the top of the window o Oo N Q Go to the CSuccPath field and replace the information with the path to your Data file as you did in the setup of the BDE Administrator 10 Click on File Open and Table 11 Find the file called DSucc then click on Open 12 Click on the Edit Data button located on the top of the window 13 Go to the CSuccPath field and replace the information with the path to your Data file as you did in the setup of the BDE Administrator 14 Open the Sirius folder located on your Server 15 Open the Util folder 31 Installing Sirius Setting Up the Sirius Database 16 Open the
272. u do not want the Delivery section to appear when processing transactions Otherwise leave Yes selected Select No if you do not want employees to be able to take deposits from customers with accounts Otherwise leave Yes selected Select Yes if you do not want to allow prices to be modified when processing transactions Leave No selected if you do want to be able to modify prices Select Yes if you want Tariff 1 to set pro rating at the item level Select Yes if you want to select serialized items on a transaction by scanning the registration code Otherwise leave No selected Sirius User Guide 340 Use UPC to enter items Optional tax waiving on line item Term for customer payment default Damage waiver rate Activate cement calculation module Suggest Deposit Select Yes to be able to add an item by its bar code during a transaction Otherwise leave No selected Select Yes if you want the ability to waive taxes payable on product items when processing a transaction Otherwise leave No selected Type the default payment term for customer invoices For example 15 30 60 or 120 days The default term you specify can be modified when creating Customer Categories See Setting Up Customer Categories on page 48 Type the default damage waiver percentage that customers must pay when renting product items Once the customer pays the damage waiver rate any repair cost
273. u want to export your information The bottom section of the window displays the list of your organization s branches that have been set up in Sirius 5 On the left side of the window do the following If you change your mind and decide not to export a To select a single Branch whose information you want to Canes E export click the gt button The Branch is transferred button to transfer a to the right sid Fak ed Branch back to the o the right side of the window left side window To transfer all Branches shown in the left side window click the gt button The Branches are transferred to the right side of the window 6 Click OK to export the information lf you are online your data will be exported to all selected branches lf you re working off line the data is sent to the export file specified when you configured Sirius The default location is C PROGRAMFILES SIRIUS EXPORT To complete the export the Branch receiving the information will have to use the Import function to copy the information from the export file See Importing Branch Customer Items Supplier and Purchase Order to Sirius on page 294 Sirius User Guide 293 Exporting Purchase Order Information from Sirius You can use the Export feature in Sirius to copy Purchase Orders from one Branch in your organization to another E To Export Purchase Orders 1 Choose Export Purchase from the Maintenance menu The EXPORT PURCHASE
274. u will accept when processing rental and sales transactions E To Set Up a Method of Payment 1 Choose Methods of Payment from the Configuration Menu The METHODS OF PAYMENT window will appear Methods of Payment Management Payment Code al Description a C Collect Cash Balancing Type Detailed Deposited Yes Funds Yes Balancing Level Branch gt pI Add Modity Remove cuit 2 Inthe Payment Code field type a unique code to distinguish between methods of payment 3 In the Description field type a description of the method of payment e g Visa MasterCard etc 4 Inthe G L field either type the G L code to which the method of payment will be assigned or click the Sear Q icon and select one from the list 5 In the Balancing Type field select the type of balancing desired for this method of payment This information is used when generating detailed cash balancing reports e None Keeps separate records of total amounts collected for this method of payment In the detailed cash balancing report this method of payment appears in the Other methods of payment section None usually designates methods of payment other than cash or check Credit cards and debit direct 49 Chapter 4 Configuring Sirius gt Pp The amount deposited for each method of payment will appear on the cash balancing report N In Overall As with None Overall keeps separate recor
275. ubic ft capacity 1 9 00 3 00 1 1001 003 Rental Concrete mixer 1 2 to 3 4 bag capacity 1 150 00 150 00 A mf ait wot Reno 2 Create a Rental Contract using the instructions shown in Creating Rental Contracts in Chapter 6 Managing Transactions 3 After you create the contract click the Final button on the Rental Contract screen The Finalizer Tabs will appear 4 Click the gt Preinvoice button Sirius User Guide 262 Notice that a green box appears at the top of the Rental Contract screen to let you know the contract has been invoiced The Rental Contract changes to the Invoicing screen The Finalizer tabs are still displayed and the amount owed is shown in the Total Due field Rental Subtotal 25 00 Accumulated Deposits Rental Discounts 0 00 Deposits Sales Subtotal 0 00 Total Deposits i Sales Discounts 0 00 Damage Waiver 0 00 Amount Method of Payment Shipping 0 00 Total Due 26 50 Cleaning 0 00 Payment 1 Labor 0 00 Payment 2 Subtotal 25 00 Payment 3 Wisconsin sales tax 1 50 Payment 4 Balance due TOTAL 26 50 The next step is to apply the payment lf a Cash customer enter the payment In the Payment 1 field and click OK If the customer has an account click OK to display the green Apply to Account dialog box Click OK The Invoice Rental will appear Click Print to print the Invoice Rental and give it
276. ue or Cancel to exit Sirius User Guide 240 Verifying Revenue for Serialized Items You can use Sirius to verify the amount sales or rental revenue generated by serialized items To Verify Revenue for Serialized Items 1 Choose Serialized Items Revenue Verification from the Maintenance menu The SERIALIZED ITEMS REVENUE window will appear indicating that the file is being processed Serialized Items Revenues V TOX Processing File Sirius User Guide 241 Regenerating Item Statistics You can use Sirius to recalculate item statistics for all items in your inventory This may be necessary if your statistics do not add up correctly For example if a transaction was not properly completed due to a technical problem Once the processing is completed Sirius will generates a list of the corrections that were made to your inventory To Regenerate Item Statistics 1 Choose Item Statistics Verification from the Maintenance menu The ITEM STATISTICS RECALCULATION window will appear Item Statistics Recalculation A a X Processing File Processing Completed 2 Click OK The system will begin to regenerate your item statistics Once it s finished a message will appear stating Reconstruction Complete Click OK Sirius User Guide 242 Closing the Accounting Period Generating a Statements of Account At the end of the accounting period you can generate a statements of account that
277. uide 152 Finalizing and Printing Invoices When you finalize an Invoice or click in the top right hand corner of the INVOICE window the Invoice is displayed as shown in the example below See Printing Forms and Reports in Sirius on page 33 314 East 24th Street O Suite 240 INVOICE oF New York NY 10014 Date Transaction no ORI ON Tel 877 755 2012 01 28 2007 31770 0 Fax 212 484 1339 info arion soft com Page 1 of 1 1 Orion Software S N H V o P P C E E D D Tel Fax Quotation no a0 ustomer no 5144849661 Tems 30 Days Reservation no Customer P O IContract no oo Representative Ken Winkley Qty Description Days item Price Total 1 Diamond blade 4 to 20 1006 100 00 100 00 153 Chapter 8 Managing Invoices Emailing an Invoice Emailing an Invoice You can email an Invoice to the customer directly from the INVOICE window E To Email an Invoice 1 Search for and select the Invoice you want to email See Searching for Invoices on page 150 2 Click the Email button located in the top right hand corner of the window The E MAIL INVOICE dialog box appears E mail Invoice 1170 Rad Tie Subject Invoice 1170 Message Electronic delivery of Invoice 1170 Notice that the email is automatically addressed to the customer contact and the Subject and Message sections are completed You can either accept the email information as shown or change any
278. ult gt lt default gt kdefaut gt Delivery slip kdefaut gt lt Default gt lt defautt gt Pickup slip lt default gt lt Default gt lt default gt Credit Note lt default gt ad b lad lab lt Default gt lt defautt gt CAA KAKAK Coupon and cash drawer lt default gt IZ Coupon printer Cash drawer W Test Label printer lt default gt Printer EPSON TM U2G08 No cut Use Signature Pad YES Send string 1B 70 00 50 50 Signature Let AB Top 200 Width 150 Height 175 E JL ok 26 Cancer 315 Chapter 15 Sirius Peripheral Devices Creating the Electroinc Signature on a Rental Contract Creating the Electroinc Signature on a Rental Contract 1 Choose Rental Contract from the Customer Operations menu 2 Follow the instructions shown for creating a Rental Contract See Creating a Rental Contract on page 114 3 Click the Final button on the toolbar located in the middle of the window 4 Click the OK button and the electronic signature pad will pop up 5 Allow customer to sign his her signature 6 Click the Done button to confirm signature Rental Contract Search 60 1 5 aj Date Email Retum Deliv Customer A Smith John Comments v cc Cash Customers Drawer Salesclerk qQ Andre Gilbert Ql Cash1 gt Retun From h Tof y al ji Period days hrs Invoicing J days T hrs Modify Remove Qut gt Ord Sta
279. unts Receivable You can use the ENTER INVOICE window to manually add outstanding invoices when J Entering invoices on the ENTER INVOICE window does not affect your inventory and is quicker than entering them on the INVOICE window in Customer Operations correcting a customer s account writing off a bad debt installing Sirius and you want to enter the Account Receivables that appear on your Statements of Account into the program To Add an Invoice to the Accounts Receivable Choose Enter Invoices from the Accounts Receivable menu The ENTER INVOICES window will appear Click Add Enter Invoices Invoice al Date 11 11 2006 Customer Q pyramio BUILDERS Due Date 2 11 2006 98 Customer Order Amount Credit G Lno al 3 4 Description Credit In the Invoice field type the number of the invoice In the Customer field either type the Customer Code or click the Search amp icon and select the customer from the list Sirius User Guide 222 Sirius will automatically insert the due date based on the terms specified for the customer If the Customer has an order number type it in the Customer Order field Type the date the invoice was issued in the Date field Type the date the invoice is due in the Due Date field In the Amount field type the amount of the invoice including taxes Sirius will automatically insert the invoice amount in the Debit field If t
280. uotations reservations rental contracts will be stored prior to importing into Sirius
281. us Peripheral Devices Scanning ID Card into Customer Management Screen Scanning ID Card into Customer Management Screen If the driver s license number already exist a message will be prompted to ask if you would like to update client s information The following allows you to add customer information into the customer management screen E To Scan ID Card into Customer Management 1 Choose Customers from the Data menu 2 Click the 4 button to begin scanning 9 idScan State i Canada auto detect Permis de conduire MILCIK STEPHEN JOHN i a LACHINE Qc _ jidScan Ready Detected State Quebec 3 Click the Exit button 4 Click Yes button to add the new client Confirm 2 Do you want to add the new client Sirius User Guide 310 The customer managment screen will automatically complete the client s information as shown below Customer Management General Information Conditions Vehicle Comments Delivery Picture 1 of 2 ell edd EL WL N Photo Language ENGLISH X Contact Identification 1 Alphabetical ML Identification 2 Category d Customers with Account Identification 3 i gt gt MBER cd Hodiy Remove Qut Scan Drivers License I Delivery Contacts 311 Chapter 15 Sirius Peripheral Devices Viewing the Scanned ID in a Transaction Viewing the Scanned ID in a Transaction You can view your
282. wn menus for each Sirius module The menus contain commands that are used to perform different module tasks To open a menu click the menu title To start a command click the command in the pull down menu If a command is followed by a black arrow gt that command contains additional menu selections E Status Bar The status bar displays the time and the active Branch for multi branch organizations Sirius UserGuide 36 Changing Your User ID When using Sirius for the first time you should use USER1 2 3 4 to access the program For reduced user rights you may also use S1 2 3 4 or M1 2 3 4 Each user level has its own access to screens and menus You should try them out to get familiar with each of them E To Change User ID 1 Choose Change user from the File menu The USER VERIFICATION dialog box will appear Sirius amp amp SIrIUS Esteres User Verification eer USERI Password Brene Sirius Tools 2 Inthe User field type a another User ID 3 In the Password field type Orion See Changing Your Password on page 37 4 Click OK Sirius UserGuide 37 Changing Your Password You can change your password at anytime but for security reasons we recommend you change it immediately after starting Sirius for the first time E To Change Your Password 1 Choose Change password from the File menu The CHANGE PASSWORD dialog box appears ChangePassword ss X U
283. wn with a minus sign to indicate the amount is being credited back to the customer 10 In the Payment pane do the following In the Payment 1field in the Amount column type the amount received from the customer It should equal the Total Due shown Sirius will automatically insert the payment if you have activated the Suggest Payment option See Customer Transactions on page 333 in Appendix A Sirius User Guide 144 If the customer has an account and makes a partial payment a message will appear prompting you to apply the outstanding balance to their account If the Delayed Invoicing option is set to Yes in Branch Configuration a Return Slip will be displayed instead of the Invoice Rental The Invoice will not be produced until all items have been returned See Setting Customer Transaction Options on page 333 in the Appendix 11 In the Method of Payment column click the down arrow button and select a payment method For example Cash Check MasterCard Visa American Express Debit Card You can enter up to four payments in the Payment 1 to Payment 4 fields Click OK The Invoice Rental form will be displayed See Printing Forms and Reports in Sirius on page 33 314 East 24th Street A Suite 240 INVOICE RENTAL New York NY 10014 Date Transaction no ORION Tel 877 755 2012 017282007 3110 0 Fax 212 484 1339 into orion soft com Page 1of 1 1
284. y 1019 Starting Inventony 0108 2007 1 003 5 000 00 5 000 00 107 0172007 A w2 4576 00 437500 1002 Masonry Saw 4 cut blade included 4029 orner 4 4300 4400 _ m wos Compastor10 x13 comp 22001ts 1025 Equipment Lost 04 17 2007 4 33 00 43 00 an 1009 Vibrator plate 19 1 2 x22 comp 340lbs 1028 ii 01 17 2007 2 34 0 683 00 n on Ait hammer dril 851bs 1300 hits min 4006 Equipment Stolen 0172007 4 230 00 200 00 1080 i 01 20 2007 A 55 00 55 0 z 0 4020 Free standing fan 110v30 1 speed 4001 Inter from 1020 001 to 1028 004 onea 4 oot 1 760 00 4 780 00 Sirius User Guide 286 Generating Reports Order Reception Reports Generating an Order Reception Report This set of reports allows you to run and view a list of order receptions by item or by transaction a 1 To Generate an Order Reception Report Choose Order Reception from the Reports menu The ORDER RECEPTION LISTS window will appear 2 Click the down arrow button and select a report from the list Order Reception Lists Requested data List by Item List by Transaction List by Category Opened Purchase Orders 3 Complete the required fields for the report you selected See Understanding Report Criteria on page 269 for a description of the fields 4 Click OK The report you selected is displayed as shown in the example below See Printing Forms and Reports in Sirius

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