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1. Price breaks also work in client invoices Bucket prices Bucket pricing is an alternative form of volume discount to the price breaks Where price breaks allows multiple levels of discount bucket pricing only allows one and applies only to multiples of the number to be discounted For example if bucket pricing is triggered when there are two items the third item does not have the discount applied However if 4 items are then purchased the discount price is applied to the third item as well as the fourth For example Bucket pricing of 3 00 for the purchase of 2 of Item Y Normal price 3 25 1 Cashier scans one of Y Price 3 25 2 Cashier scans one of X normal price for X 3 Cashier scans one of Y Price 3 00 total price for all Y purchases now 6 00 4 Cashier scans one of Z normal price for Z 5 Cashier scans one of Y Price 3 25 Total price for all Y purchases now 9 25 As you can see the items can be scanned in any order To set up item bucket pricing click the Bucket Price button on the Stock Management form If the item already has price breaks set you will be warned that they must be cleared before a bucket price can be applied 156 To bucket prices set up form is as follows Units to apply 2 Unit price 6 00 If you set up an item to use a bucket price it cannot be used as part of a collective bucket price To set up a collective bucket price go to the System Settings form and select Bucke
2. Change Total tendered Balance due 34 e Select the preferred payment method Customers can pay using up to two different payment methods The following form activates e Inthe example the customer is paying both cash and EFTPOS e Enter the amount of cash to pay either by using the buttons or by directly typing into the active Cash field As you do so the EFTPOS field changes to the balance due Click Accept once the amount being tendered has been entered Total due 87 17 Cash payment EFTPOS payment Bettis MEWTFALA MO TWENTY A 20 Eras S 70 a a i i i 2 dollars 1 dollar 50 cents 20 cents 10cents Scents 1cent Gear A e If any change is due the amount displays on the Change pop up form e Click Accept e Optionally print the receipt e If the payment includes items that require you place them in the cash drawer coupons cash cheques the cash drawer opens If you have not activated the touchscreen option the following form activates This allows you to enter more than two payment types In manual mode the POS page appears as follows Note that there is now a To Auto button 35 Professionals Front Counter Operatc SOS ea Front Counter Logon to Front Counter g Exit Front Counter _ a RAE AO TaT o PP v Create new stock item if code not found Front Counter POS Client accounts Stock inquiries Supplier stock orders
3. Line No ltem Code Amount Discount Description a i Invoice write offs Billed Invoices A 8 0 00 Moir s Guide North i RS Invoice No Biling Date Amount Due Paid Refund Credit sa A I 9 201100154 5 11 2013 0 00 0 00 1300 00 4 RS 201100155 5 11 2013 129 95 0 00 0 00 rint selected invoice 201100160 11 11 2013 258 80 0 00 0 00 id lt Jo Write Offs 201100157 13 11 2013 0 00 89 80 0 00 i Invoice notes 201100162 26 11 2013 1855 85 0 00 0 00 Invoice No Description Entry Date 14 201400001 23 01 2014 I Import customers IM Ii 4 p gt Export customers I Payments redemptions 14 pea s a T z 7 Invoice Payment Date Paid Tax a Stock Orders 14 201100157 LEARI E Order Sees Date Supplier Code a Maintain jobs projects gt AAA 23 Construction order 8 June 2009 i Jobs quotes estimates 24 Maintenance gear 8 June 2009 a W 4 Invoices can be printed as often as you like Once an invoice payments entered for it write offs or credits debits must be used to adjust the debt GST is calculated and displayed on the invoice based on the GST set up If it is inclusive each line includes it otherwise it shows as a separate subtotal The client operations form includes a client s billing to date summary Entering write offs and credit and debit notes Make sure the relevant record is selected in the Debtors Ledger Billed invoices and click the relevant button 105 Client Invoicing T
4. Placemakers 7 Registered for G 5 T as P O Box 267 WHANGAREI Postal Code m 25 AAA esaa aaan Fi Help e To create a new supplier click Add e Enter a supplier code to identify them This must be unique Compulsory e Bank account is optional This is currently not used e Contact name is optional e Company name is optional Itis a good idea to include this as it helps you identify the supplier when selecting them from a list e If the supplier is registered for GST check the Registered for GST Box If this box is not checked payments made to them do not include GST This setting overrides the Company department and Ledger accounts GST settings Compulsory 98 e Enter their postal address if you intend to create stock orders Even if you send orders by email the address is included e Enter their email address if you intend to email orders Supplier Invoices Using supplier invoices can improve control over commitments And can help provide an indication of whether there is sufficient funds to pay them Supplier charges require that the ledger accounts be set up An invoice may be divided between multiple departments and accounts Decide whether the goods are for one ledger account If they are and you don t wish to track how much of each item was supplied e
5. Password Expires F1 Help Set Access Level System Administrator access to all facilities Including set up O Transaction data entry No set up forms Penodic user Front counter operations and reports Reports and enquiries only If the user is not to use the system immediately uncheck Active Password e Once the user has been set up neither their name nor number can be changed Everything else can be changed If you intend to activate bookings you also need to create details about the staff member These details include their position contact details and the times they are on duty 184 PSL Maintain staff details for rra Warne Position Sous chef Address 25D The Strip Phone Mobile Birthday Start Employment type Full time permanent 16 09 2010 e Hours between 0830 and 16530 24hr clock 1 00 pm is 1300 Days on Monday Tuesday WednesDay Thursday Friday The system tracks all log ons The user name and number are saved to the security log To view and clear the log click the Security Log button Periodically you should clear the log Especially if you require that all users log on to the software View and clear the security Entry Date 2511 2012 2710112012 27 11 2012 17 12 2012 17 12 2012 2112 309 2 4 173 2131 22 11 2012 2524 11 20 24 11 2012 185 1
6. gt 1 14 50 3 14 00 Es 7 If price breaks have already been set clicking Price breaks brings up the following form Maintaining price breaks volume discounts r 1000553 200 X 50 RAD NO1 H1 2 PG 6 6M SL e e ee 14 00 Bae With price breaks set the POS switches to manual mode and the Volume discounts panel displays As follows 155 Jrofessionals Front Counter E Admini Lock Front Counter pl Logon to Front Counter g Exit Front Counter qx __ _ _ __ __ __ _ __ Create new stock item if code not found Front Counter POS Client accounts Stock inquiries Supplier stock orders Qty Description Discount Net amount Tax 0 00 Cash out payment 0 00 150 X 50 RAD NO1 H1 2 PG 6 9M SL pin Item Code 1000449 Trade price 6 67 Retail price 6 67 e Cancel F5 gt sale Volume discounts Unit price 6 67 1 6 50 2 025 3 6 00 Over ride Quantity A Discount 000 Net amount Invoice oe _ payment _ oe _ Tax exempt Client F11 i Sa Release Ast Soft Drinks Entrees All wines sandwiches Main meals including large Desserts Takeaways Fresh vegetables Fresh fruit servings You can override the default volume discounts by checking the Over ride box When you do you need to enter the relevant unit rate
7. 1 Install Retail Business base system 2 Make sure the database by default CAPSLiDatabase can be shared To share the folder start up Windows Explorer right click the Start button select the folder C PSL and right click it Select Sharing and Security and check the Share this folder box if it is not alread checked Click Apply then Ok Database Properties General Sharing Customize Local sharing and security a To share this folder with other users of this computer o onl drag it to the Shared Documents folder To make this folder and tts subfolders private so that only pon have access select the following check box Network sharing and security To share this folder with both network users and other users of this computer select the first check box below and type a share name Allow network users to change my files Learn more about sharing and security 1 Windows Firewall is configured to allow this folder to be shared with other computers on the network Wei your Windows Firewall settings 3 On the PC Front Counter is to be installed on start up Explore and select Tools Map Network drive 137 Map Network Drive Windows can help you connect to a shared network Folder and assign a drive letter bo the connection so that you can access the folder using My Computer Specify the drive letter For the connection and the Folder that you wank to connect to Drive E bl Folder 1 Arte
8. invoice details maintenar 112 Enter the description of the item on the line this is not necessary if the line is for a stock item In that case the description of the item is used If entering a stock item select the code first e Select a stock code if using the inventory In that case Unit price is entered for you e Enter Unit price if entering a manual non stock line e Ifthe item has price breaks a set of figures appears in a group labelled Price breaks As above This shows the unit rate for the relevant volumes If you wish to over ride the set volume discount check the Over ride box You need to enter the unit rate yourself e If appropriate enter a discount rate e If this is not a stock item enter the Units EA M Ltr Km etc if desired e Enter the No of units e If you have entered Unit price and No of units the charge amount is calculated As is GST e Click Save You are returned the the main invoice form e If the item is on order a check box becomes visible to the right It defaults to being checked If you leave it checked the phrase On back order is added to the description Once the invoice is complete you can print a preview copy e All invoices can be sent to a temporary address For example if the invoice has to be delivered to someone at an address different from the client s billing address Or if you want to produce a delivery docket To do that check the Insert manual deliv
9. Amount Date Cashier Code 79 97 6 Feb 2014 100 Y Release F4 8175 6Feb 2014 100 Cancel F5 Search for receipt Review select existing sales records for James Electrical Ltd Description Unit price Chef s Secrets Recipes from the Huka Lodge Kitchen 34 99 EDWARD THE VERY USEFUL ENGINE 9 99 Held items can be released in any cashier lane This means a customer can switch lanes and the receipt created by another cashier can be released by the cashier of the lane they are now in At the end of the day there should be no held receipts If there are you need to release and then void them Customer Bookings Customer bookings enables you to timetable customer related events Such as vehicle service hair appointments item pick up or any other activity that requires you provide some service for the customer To activate Customer bookings go to Company Control Select Edit and then check the box Activate Customer Bookings If the box isn t visible you don t have the module required to activate them Please contact Professional Systems You must be registered for support to obtain the required files Once you have activated Customer Bookings an additional button is visible on the Front Counter POS form Assign Booking As below 73 Exit Front Counter Lock Front Counter regen Logon to Front Counter Create new stock item if code not found Front Counter POS Clien
10. Enter the amount of the transaction Enter the date of the next transaction run for the process to run After the first run this date updates automatically You can change this after you have completed the schedule If adding a transaction the schedule form displays when Save is clicked 17 e To edit the schedule click the Schedule button This button is disabled when adding transactions Set Up the Transaction Schedule Edit recurring trans schedule Mortgage on workshop Transaction Type Run Frequency Exit 3 No set end Specify which date of month rir EA 5 Set stop Date O Weekly 0 Every two weeks C Feed number of transactions Every three weeks mada Active Which day of which month Po Lal 1 Gal Every day of each Month s Editing Transaction Schedul e Select a transaction type 1 No set end it will continue running until you delete it 2 Set stop date requires a date after which the transactions will no longer run 3 Fixed number of transactions you know exactly how many times the payment is to be made e Specify the run frequency Set date weekly two weekly or every three weeks Set date is based on the period of the run as in On the 3rd day of every 2nd month etc The example above is set to run on the first day of every month with no set end e Ifa bank transaction occurs weekly click on the Weekly box If you have made the mistake of enterin
11. The staff rosters form is as follows ES e Je e ru e Setting roster for selected date Notes Date 102 Thursday Not likely to be very busy today Waitangi Day q Clear old a Tosters Staff id e O PE On from 24hr 0930 09 30am To rn 2 00pm Name Wame Stewart Dumauner i ee ent Use Notes to include special information that relates to that day Once you have set up the day you can start adding staff to the roster e Select the staff member s id This is the same id as they use to logon to Front Counter Enter the times they will be on from and to In 24 hour format That is 8 00am is 0800 and 1 00pm is 1300 The staff selection list includes staff details that you can use to validate staff availability As follows 75 If you only have a small number of staff and most work the same days and hours you don t need to fill in the details In fact using a roster could more of a nuisance than anything else Once you have entered the details for a roster you can check that the staff member hasn t been double booked Click the Review button The following form activates lo RR A 2 Rostered on dates Between 6 01 2012 and 13 02 2014 Date on From 27 07 2012 10 30am 27 07 2012 4 00pm 5 11 2012 09 30am 6 11 2012 09 30am 7 11 2012 07 30am 6 02 2014 08 30am This displays the staff member whose entry is highlighted on the details list If you change the dates cl
12. ATOM Bank ACCOUNTS oie 21 Opening Bank Balances riel eos E EEEIEE 22 ii AAA nse E E E E 23 E A o E O OO ee errr ee ere eee 23 POS 1141110 ac pincer tate E pa sens coat one T 25 BSC le o O E E A E E N Zi Seting up the stock hine DULOMS sanitaria 29 Upecta mo ron Gro 1181 ento 31 POE reten 32 Using the Stock line buttons oocccccccnnnnnnononononononnnnnononnnoncnnnnnnnnnnnnnncncnnnnnnonnnnnnos 40 Usme ceros 41 AC A A dd 42 DAVY SOR OC CSS aia 45 Recul Custo Meri ads 48 ST TMG NC CO LEIS asters sa sae aed onaatoenaete 51 Warranties Registrations also known as arrangemMentS cccccccccnnnnnnnnnnnnonncnnnnnnnnnnnnnnnnns 32 SOCIA QUISO 55 REQUISITOS ia 55 SUPPE STOCK DS ads 57 Stock REPENSAR E 59 End of day Cashup Banking ccccccccnnnnncnnnnnonoonnnncnnnonnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnononannnnss 60 A O a E hata 63 SESE 0 Gis a O O TE TE ET EE 64 PRS VLC WIN Sales ia 8a Serie AE TE E A N deenicdes dudes 66 Creating Hems MOL IM TV CMLOLY sricoesdedeacacadedtuds iio AE AER 67 Creating client invoices from Front Counter ooooooooonnnncnccnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnoninoss 69 Holding and releasing sales docCke fS oooooonnnnnnnccononononononononononononcnnnnnnnnncnnnnnnnannnos 73 Customer BOOKIE add aio 73 A A A DO ee nC eA me ene Ree eee eee ee 74 BOOKS CASONS laa 17 BOOKINES SEVICE S io 78 Customer BOOKIN ltda 79 Assigning bookings to sales docCkefS oooooonnnnnnncococonononon
13. Cash 322 00 11 May Cash sales Cash 00 00 12 May EF Payment for invoice 20090050 DETAILS 47 60 08 June Cash sales Cash 76 20 D4 August Front counter sales DETAILS 920 39 06 August 1011681 Cash sales Cash 270 00 MA Annist 1011AR7 Front enuntar calas NFTAINS 35 AN Page 1 of 1 Profit and Loss Revenue Statement The profit and loss report summarises the information for each ledger account Start the report dialog by clicking the Profit and Loss button If you are using the asset register depreciation and creditors and debtors check the Income statement includes depreciation bills payable and receivable tax paid box This produces a proper revenue statement that includes outstanding debtors and creditors balances and depreciation if it has been run for the year The reports dialog is as follows Revenue statement for James and Jude E Exclude G S T Taxable entries only Between 1 04 2012 ser 27 11 2012 B Report for Specific Department Include domestic accounts Income statement includes depreciation bills payable and recievable tax paid If you provide the I R D with a financial summary that excludes GST check the Exclude GST box To exclude transactions such as drawings and loans check the Taxable entries only box 175 In the income statement GST is excluded by default The start date for this report always defaults to the beginnin
14. If a receipt is for multiple invoices make an entry for each invoice it relates to When entering an existing invoice number in the receipts form how much is owed displays Cash payments can be banked when they are not the result of an invoice by using the deposit s miscellaneous details Cash payments used to pay invoices can be entered using the Payments form If accepting cash payments create a ledger account for them for example with a code CASHR or whatever your accountant is using and a description Cash receipts You can create a client called CASH to enable the generation of cash invoices when required for GST purposes for example if using Front Counter In that case enter those payments in this form Bank Transaction Maintenance Use this form to carry out all operations on bank accounts except for cheques They are Deposits Withdrawals Transfers between accounts Bank fees Interest payments 89 You can add transactions for multiple ledger accounts into a single detailed bank transaction Note lf you have set up a bank account so it applies to one department and you have multiple departments you cannot create transactions for ledger accounts linked to other departments Should you attempt to do so you will be warned and the save button disabled Adding bank transactions MESA checking account en A O O aaa Fl Help Trans Date Narrative Ledger account Amount Trans type 30 10 2013 Goods purchas
15. If you have selected an Invoice or charge the next step may not be required e Warning If you have entered payments for client invoices you must check the Client Invoice button to link the transaction to that payment If you don t and the deposit is for such a payment you will have recorded it twice e Select the transaction type source and purpose Ledger code the transaction applies to e You can change the narrative if you want to Leaving as it is makes it easier to match the bank statement to the transaction when doing the bank reconciliation The transaction date and amount fields cannot be changed e Changing the narrative allows Retail Business to learn what transactions belong to what ledger accounts For example if a deposit is for Sales entering Sales into the narrative means the next time you enter Sales the Type Source and purpose are selected automatically e Once you have finished click Accept The newly imported line is saved the line removed from the grid and the fields cleared Transfers between accounts You must import the transaction data from both bank accounts to have a complete record of transfers The import facility does not operate in the same way as Bank Transactions when it comes to transfers If a bank account is not being tracked in Retail Business then only record the transaction for the one that is For example if you are transferring drawings from your cheque account to a family savings account you w
16. Misc Sales and general income 2605 20 DETAILS Cash payment wire o 06 200 Misc sales and general income 11061200 Misc sales and general income 11061200 Misc sales and general income a Mier Salos and nanaral inname wagani AlCshTApt This report is not a profit and loss report It is a transaction report that is divided into income and expense sections The balance may equal the net income in the profit and loss report Bank Statement To print a bank statement report click the Bank button on the report form The following form activates Bank Account 00456 1 3345230 Bank of New Zealand Cheque account a 1104 22 By qo 1705 2012 El HALA Make sure the correct bank account displays This report should match line by line your bank statement for the same period 174 Report Preview J i i e es ey Nas H ds ThumbNails Search Results Printed on 30 10 2010 Page 1 Bank transactions for James Electrical Ltd Account Cheque account 00466 1789452 90 Between 01 April 2009 and 01 May 2010 Date Trans No Description Source Debits Credits 01 April Rates Cash 250 00 02 April DC Payment for invoice 20090046 DETAILS 2750 00 02 April DC Payment for invoice 20090038 DETAILS 3041 72 06 April Front counter sales DETAILS 6976 82 07 April Front counter sales DETAILS 222 90 08 April Cash sales
17. and QtyLYR columns If any are over 999 99 remove the comma To do this select the entire column format and change to custom and format as 00 00 If you don t do this the import will fail Once the list has been imported values 1 000 and above have the commas put back If you like you can remove all columns after On Order They are ignored 7 Save as Comma separated CSV Remember where you saved it to 8 Start up Professionals Go to the Stock menu and select Load if there is nothing in the inventory Update if there is something 9 Now follow the instructions for importing any price list Select Cashbook Complete from the drop down list And get the file you saved from the spreadsheet aoe Note the import does not bring in any fields after On Order As a result you need to create the required suppliers in the supplier form and then link the relevant stock item to the supplier Once you have done so you can create supplier orders It is possible you have been using the inventory to create invoices and that the prices don t include GST Professional s inventory is designed to work with Retail Business As a result GST must be included in prices Check Add GST to prices box to make sure this happens during the import 164 All stock item handling in the Professionals Series assumes GST is included in the prices and the required adjustments are made accordingly Importing from Excel CSV file To import stock from an
18. for security lights Relights for reading lights e Enter a description e If the group is to have a sale check Sale on and enter the dates during which the sale will be held You can set up sales before they are to activate When Sale on is checked the sale will start on the date entered e If the group is subject to G S T leave Sales tax enabled checked This can be unchecked if you intend to arrange a GST holiday With sales activated the form appears as follows 143 Stock line maintenance for James anc Curent Stock Line Configuration Line Code Lighting Stock line Lighting O ee A Code Lighting 4 Sales tax enabled Description Stock Groups Stock group Lighting rl Sale on Description Percent 10 00 Sale between 122012 El and 14 12 2012 Group Code Description Stock group Lighting _ StkCntrl pas The sale is to be held between 7th and 14th of June Stock Orders There are two types of orders supplier orders and client orders Supplier orders can be built from client orders by running the order consolidation process You can also build supplier orders by setting up stock items to automatically replenish when the number in stock reaches a defined level Supplier orders can be started from the Stock Orders page of Front Counter and the Stock menu Client orders can be started from the Client Accounts page of F
19. it will continue running until you delete it 2 Set stop date 3 Fixed number of transactions 117 e Select a weekly run fortnightly three weekly or on which day of the month and which months the transaction will run e Specify which date of month This is based on the run being On the 3rd day of every 2nd month etc The example above is set to run on the 15th day of every month four times e Fora set finish date or number of transactions the relevant fields display If you select the No set end option the Number of Transactions and Stop Date fields are not visible Recurring invoices are duplicates of the one they are based on That means if there are multiple lines in the original invoice there will be multiple lines in each recurring invoice If you wish to change a recurring invoice s details switch to creating the next one as unbilled You can then amend it and switch the recurring invoice settings back to creating as billed You will need to manually bill the invoice once you have changed it The amended invoice will be used to create the next and subsequent invoice s Running recurring invoices Before running recurring invoices set them up Make sure you have created at least one invoice that is identical to what you want to set up as recurring Recurring invoices can be run from the Invoices menu If the Recurring invoices button is not visible you don t have the correct release of Business Accounts To obtain th
20. that 70 Complete sale select payment method a Receipt no 8369 Total due 50 46 EFT POS 0 00 Cash 0 00 Offline EFTPOS 0 00 Coupon voucher 0 00 cheque _ 000 Cancel F5 Invoice amount credit coupon 50 46 Credit redemption not coupon 0 00 Credit coupon redemption 0 00 Change Total tendered Balance due The Invoice amount field is only visible if you have selected a client on the sales page Other wise you cannot create an invoice Click Accept a new form opens Enter the required details about the new invoice The default is to create the invoice as billed If you are sure the invoice will not be changed leave the Bill invoice box checked Only billed invoices can be selected for payment 71 E AA Generate invoice credit coupon sales 8 69 Tax exempt Billing date 3 02 2014 gt Date payment due 5 03 2014 gt Purchase order Description Sales invoice Sale 8369 Generate Include F2 1 j notes e Ifthe invoice is for a tourist with GST exemption check Tax exempt e Enter the date payment is due The default is 30 days from the current date e Enter any purchase order e Change the description if you wish The description helps to identify invoices when selecting them for payment e Click Generate to create the invoice When you do a form activates to allow you to select the correct printer for the invoice You can select preview if you wish
21. useful if you are using a word processor or a range of other formats All reports have two amount columns total amount and business amount Where the ledger account is set to split the transactions the amount in each column will differ Other wise the figures are identical Reports for active company James Electrical Ltd The Front Counter POS sales report menu is as follows 170 EA Margin analysis Display Details Exclude sales tax Audit report Cash only nonbank Enter From date Eh 28 06 2012 E Ta 27 11 2012 y Report for Specific Department Selected Ledger Code 171 This dialog includes three reports income and expense transaction audit and a cash only report To generate that report check the Audit Report box Generate the income and expense report by checking the Display Details box only If the Display details box is the only one checked the Selected Ledger code box becomes visible Check it to activate the Ledger code field You can then report by selected ledger codes If the Ledger Code field is blank even though you have checked the box no report is generated Report forms All reports provide an option for a preview ltis often a good idea to choose this option because it allows you to make sure you have the correct criteria for the report without wasting paper Previews allow you to search for certain words and print multiple copies of the report Report Preview AllCshIRp
22. 00 1 November 2009 30 November 2009 0 00 0 00 0 00 F 1 December 2009 31 December 2009 21157 50 0 00 21157 50 1 January 2010 31 January 2010 0 00 0 00 0 00 1 February 2010 28 February 2010 0 00 0 00 0 00 1 March 2010 31 March 2010 210 00 0 00 210 00 Totals 21479 85 894 80 20585 05 m __ _ _ zz a5 Page 1 of 3 179 Supplier Charges To activate the supplier charges report click the Supplier Charges button The dialog form is a follows Supplier charges report selection for James ind Jude Charges Status Report Content a All 5 Unpaid Paid Detail 5 Summary Enter From date To 20 11 2012 H For selected department Report for selected supplier Use this form to find out which suppliers you owe money to To report on a selected supplier s charges check the Report for specific supplier box A large number of reports can be generated from this dialog Their layout is identical The example below is for all suppliers Report Preview Sele JoL ee E ces Printed on 1 11 2010 Page No 1 Accounts payable report all invoices CBSRntAt James Electrical Ltd Due date to 1 11 2010 Narrative Due Date Paid Charged Balance Due BUNN Bunnings Invoice 12012010 Materials purchases 20 February 2010 0 00 Materials purchases electrical supplies 2 000 00 Invoice total 2 000 00 Total this supplier 2 000 00 2000 00 Narrative Due Date i Charged Balance Due CARTERS Carters Invoice
23. 00 31 49 4 11 1 John Pascoe Author Climber H 0 00 53 99 7 04 Exit Front Counter E Cash om WET sale Item Code O Trade price 0 00 Retail price 0 00 Unit price 0 00 Quantity 100 f Cashout e 03 Net amount 00 00 conc SA ree omit Jeje g Alcoholic y y ktails Soft Drinks Entrees All wines sandwiches Main meals including large Desserts Takeaways Fresh vegetables Fresh fruit servings To process a normal sale that is sale on auto single item carry out the following sequence e Enter or swipe the bar code If there is no bar code enter the stock code Or click the appropriate button on the buttons at the bottom If you do so the form appears as follows 32 Professionals Front Counter POS Operator System Administ HA LockFront Counter Exit Front Counter D 83 93 Qty Description Net amount Cash out 0 00 1 SPONGE BOB 10 00 CLEARANCE 10 99 1 Darwin s Dangerous Idea 17 96 1 Moir s Guide North 34 99 1 Photography amp Paradox 19 99 Quantity Finished Haiwaian pizza large Haiwaian pizza medium Haiwaian pizza small Peperroni pizza large Pepperroni pizza medium Pepperroni pizza small Pe e As you click the buttons the item selected is displayed in the sold items list The default number to be sold is one Change the number to something else immediate
24. 04 2008 148 50 CHEQUE 1212 04 04 2008 800 00 DC MSD Nat Crown 20283317 EG 0141172601 6036 0405068 E transaction CBimport pas e Click Confirm to return to the import form with the file displayed line by line on the grid Warning some banks provide their download transactions with the most recent transactions at the top This means you need to start importing from the bottom and work 187 up e Click Add to display the highlighted row in the fields on the form The fields that should display something are 1 Amount 2 Narrative 3 Date 4 Ref No if the transaction is a cheque If these fields are not displaying what you expect a couple of things could have gone wrong e You have selected the wrong bank from the bank list at the top of the form e You have attempted to display a row that is not a transaction For example ASB sends across a lot of stuff to help describe the bank account s current situation it is at the beginning of the file Scroll down until you have reached an actual transaction line it should be highlighted The BNZ sends across balances you need to ignore those lines e If you are using Client Invoicing or Supplier Charges click the correct button in the Reason panel Otherwise leave it to miscellaneous Depending on which button you clicked a new form displays Select the invoice or charge the bank transaction relates to If you get the wrong one click Cancel and Add again
25. 2007 Mico 200700008 Supplier order to PLACE Order for Quote TIKIM2 1 1 1 Job Card TIKI2 30 Jan 2007 Placemakers 200700013 Supplier order to HAR Harper Collins 5 Apr 2007 Harper Collins Publishers 200700014 Supplier order to PEN New books 22 Feb 2008 Dananin Buhlichine Page 1 of 2 Click Orders to maintain orders for all suppliers New orders can be created and old ones maintained See Stock for more detail about stock orders To produce client orders use the Client Accounts page 58 You can generate stock replenishment for those items set up for it You can list all open orders click List To include an item in a supplier stock order include the relevant supplier code as part of the item s inventory entry Stock Replenishment To enable stock replenishment you need to set replenishment on for each stock item Set the level it is activated at and the minimum standard order level To do so click Replenishing in the inventory form The following form displays Replenishment rules for OO hornby track per metre Auto replenish on 0 00 0 00 Minimum stock level Maximum order level A Save ES Cancel e Check Auto replenish on if the item is to be replenished To stop including this item in replenishment orders uncheck it Enter the minimum stock level that will trigger an entry in the stock order In the above example order processing will include this item wh
26. Add GST to listed prices e Click either Load or Update Depending on which form you are using Warning The load will not run if there is already stock in the inventory In that case select Update and check the Create new items box Importing from QuickBooks IIF QuickBooks allows you to create an export file This is designed to be imported without any modification to QuickBooks To import to the Professional series stock file you need to modify some things 1 Rename the file extension from IIF to xls Excel will load the file 2 In Excel make the following changes to several columns Change them to custom 0 00 Select the entire column right click Format cells select Custom and 0 00 from the dropdown list If you have any prices above 999 99 this will get rid of the comma in 1 000 00 3 To select the entire column click the top of the column indicated by a capital letter A B C etc The columns are PRICE COST GROSSPRICE NETPRICE Select Save as and then select Comma delimited CSV Use Explore to find the file then open it using WordPad In WordPad remove the lines above the field descriptions Save the file The file can now be imported into the Professionals inventory Se a 165 7 Open Retail Business Select the Stock Management Form If you have not added any inventory items click Load If you have click Update 8 Select QuickBooks IIF to CSV from the drop down list 9 Get the
27. Cashbook Complete MYOB or QuickBooks export file IN the case of Jaycars Electus a Jaycars supplier is created when the load runs e If ready to go click Load Warning some price lists are extremely large For example the Placemaker s full list is over 35 000 items J A Russell s is over 100 000 If you stock only a small fraction of the list it may be better to load the items manually as maintaining such large inventories can be a very difficult operation Especially if you are loading from more than one supplier If you are loading from Carters Mico MasterTrade or MYOB export file it is possible to create stock lines and groups as the load proceeds To do so check the relevant box in the panel at the bottom of the form The drop down list includes suppliers Professional Systems know provide price lists If you have a different supplier who is prepared to do so contact Professional Systems professionalsystems professionalsystems co nz with the suppliers contact details Please send us an example of the price list We will contact the supplier to let them know what we are doing and make sure we have all the information required to import the price list in a manner that is useful To load a supplier price list follow the sequence below Click Load The following form displays Import stock lists for James and Judes i E PAN Whack list is from Professionals Inventory wf Get List ad Load Exit Loadi
28. Qty Description Discount Net amount Tax 1 Haiwaian pizza medium 0 00 13 95 1 82 1 Haiwaian pizza small 0 00 12 55 1 64 1 Coca cola 1 5 itre diet 0 00 3 00 0 39 0 00 1 1 5 litre Fanta 0 00 3 00 0 39 Sesion e esla A Item Code Trade price 0 00 Retail price Benon sale Unit price Quantity Discount Net amount Process EFTPOS Alcoholic rs Soft Drinks Entrees All wines sandwiches cocktails Main meals including large Takeaways vegetables Fresh fruit servings If the customer is buying more than one copy of an item click To Manual to switch to manual mode so you can enter the number of items Or click the Quantity button immediately before swiping the bar code or entering the Stock PLU code To switch back to auto click the To Auto button It changes to To Manual If the identical items are in any old order just keep swiping They will be added to the Qty of the matching item as you do so If an item is being returned click the Ref Cr F9 button You may include returns within a normal sale For example if the customer returns an item sold for 12 50 you may record that and the record of a sale for another item at 12 50 The net effect is to update the inventory the returned item is placed back in inventory and the replacement is taken out If the sale is for a return credit only an additional form activates to allow you to select whether the transaction is
29. Refunds BUNN Bunnings i CARTERS Carters 4 Credits Debits CRP Craig Potton Publishers DBATE David Bateman Ltd Current year s summary A gt i List invoices y Refunds 00 00 Cheques Payments double click to view or maintain I Credits Debits 250 00 Cheque Payment No Bank Account Date Amount a Id lt gt bl gt 1000084 00466 045523342 01 26 09 2013 i List suppliers Cheques Payments 2 136 97 Previous year s summary ices 4 293 92 Invoices reports Refunds 00 00 Invoices 00 00 saad NS Sta E 8 Credits debits 00 00 Total to pay 1 906 95 i Supplier s list report Cheques Payments 00 00 Total unpaid 00 00 14 4 gt 28 01 2014 CBSupp pas e The form includes financial summary information for the current year and totals from previous years e To change the year change the dates Click Refresh The new dates will be used from now on Or until you change them again e To edit any transaction displayed double click the highlighted one To add or edit suppliers click the Suppliers button The supplier maintenance form opens Supplier Maintenance It is not necessary to create any suppliers creditors if using the Payments accounting basis If GST is set up on the Invoice basis use Suppliers as GST is based on invoices in the month they are received Suppliers can be used regardless of the GST basis If operating on the Payments basis using Suppliers al
30. Sales receipts may be converted to invoices In addition and at least as important for business prospects is the integration between client management and Front Counter You may set up regular customers email them notice of special deals produce orders discounts and loyalty programs For your peace of mind you may also email invoices and statements so that credit control is simplified and sped up Contacting Professional Systems If you wish to contact us for assistance in using Retail Business please make sure you have your registration number available You also need to be currently paid up for support 195 incl GST per year Before contacting us be sure the answer to your question is not readily available by using help F1 or looking in this manual To contact us call 09 432 8904 or email professionalsystems professionalsystems co nz if the problem is not urgent Registered users may contact us with ideas to improve Retail Business Periodically Professional Systems polls registered users with ideas that have been submitted to see if there is a significant demand for those ideas to be included If you are not paying for support and wish to go to Appendix 1 fill in the form and send it to us with your payment You may also pay for support online at www professionalsystems co nz Payment entitles you to regular free updates of the software and inclusion in email contacts about ideas to improve the software as well as tips for you
31. Soft Drinks AS NY Entrees All wines sandwiches c a OO AA mm A Main meals including Desserts Takeawa large servings m Fresh vegetables Fresh fruit Client invoices cannot be created from the Quick Sales form Neither can you create new stock items on the fly You can apply an existing regular customer discount and maintain lay bys as well as releasing them Client orders can be created if you have top level access Or someone who has authorises your access To manual Change item pata F3 F7 Lock FrontCounter Exit Front Counter D EKE Cash out BE processing er processing Void nemre item F6 No salt Clear F5 J Release Hold a a Lay bys pal EA All buttons behave in the same manner as their equivalents in Full Service If the customer has provided evidence they are exempt GST click Tax Exempt prior to entering anything for them Sales return to the default setting once the sale is finished Invoice payments e To enter customer payments for an existing billed invoice First select the customer the payment is for by clicking Client and selecting the customer from the list The customer s name is placed in the green field at the top of the POS form The Stock list button changes to Invoice list Then click the Invoice payment button 42 Lock Front Counter A Logon to Front Counter _ Create new stock item if c
32. Supplier if required If the item was loaded from a supplier price list or order this field already has the supplier code in it If this is a one off entry that will be subsequently kept up to date using the price list update facility the supplier code is required If you intend to use stock orders it is a very good idea to enter the supplier To run stock replenishment you must enter a supplier code e Enter the number in stock This field is optional in that negative stock amounts are permitted If you intend to run the stock valuation report this field has to be accurate at least once a year after stock take e Enter the Buy Price This field is used to calculate stock valuation e Enter the Trade price This is optional This is loaded from some supplier price lists Enter the Retail Price This is compulsory e Distributor price is not compulsory This price only applies if you have resellers and provide a special price just for them If you do this price can be used on any invoices you create for them e All prices must include GST 151 e Enter the Unit for example MTR EA LTR KM This is optional and prints on sales slips and invoices e The Has been discontinued box defaults to unchecked If you check it the item displays on selection lists in yellow Selecting the item in Front Counter invoices quotes etc results in a warning that it has been discontinued e Ifthe item is to be a package check the Is a package box If
33. Supplier stock orders Qty Description Discount Net amount Tax f 1 Darwin s Dangerous Idea 0 00 16 16 2 11 D ue 1 Moir s Guide North 0 00 31 49 4 11 E Cash out payment 0 00 1 John Pascoe Author Climber H 0 00 53 99 7 04 a Sae Void item F6 Item Code Trade price 0 00 Retail price 0 00 Unit price _000 Quantity __ 100 Discount 0 00 Net amount 00 00 gt Invoice _ 5 o Soft Drinks All wines sandwiches Main meals including large Takeaways Fresh fruit servings Desserts Fresh The Assign Booking button is to the left of the Hold button If it isn t visible you need to see if the Activate customer bookings box is visible in Company Control In addition there are two more buttons visible on the Front Counter selections form Bookings and Staff Rosters To set up staff rosters you need to first enter staff details in the Staff Profiles form Select Front Counter interface or function POS reports Housekeeping Receipt printer format Staff rosters 74 Use staff rosters to allocate staff to duty at certain times The aim of staff rosters is for you to check that staff are available for the bookings that are made You can print off staff rosters by individual staff member Or all staff Rosters must be set up by the day If you duplicate a date you will be warned and will not be able to save the roster
34. Tax J Due MO AO Cash out payment 0 00 Void item F6 Void item F6 Voia nom ro RES No salt eheAute ashange m i New item Item Code ngg Item Desc Unit price Quantity Discount Net amount Process m Process EFTPOS me Cash ee at Alcoholic Soft Drinks Entrees All wines sandwiches cocktails Main meals including large Takeaways vegetables Fresh fruit servings Note the page switches to manual mode You need to enter the stock code description and retail price of the item When you click Accept the new item is saved to the inventory Whatever code you entered as the item code is saved into the Stock PLU code field If you used a bar code you may not change that code nor remove the item It is better to use a shortened stock PLU code rather than a bar code Especially as you are less likely to make a mistake when entering it This function is really only practical when you are not under pressure to complete sales Or there is an alternative cashier lane customer can use ltems saved in this way do not have a buy price To carry out stock valuation a buy price is required The inventory form has the facility to check for items with no buy price It is the No buy price button in the lists group on the inventory management form When clicked the following form appears 68 Description SPONGE BOB 6 00 CLEARANCE 0009116030 CAT IN THE HAT 50TH BIRTHDAY CELE
35. WestPac Import file You must delete or make sure you don t accept the first line This line describes the file contents All other lines can be imported unless they are for cheques that have already been created If you are importing a cheque transaction the cheque number will be brought over as well The narrative will be made up of several fields from the transaction file If you have created any cheques in cheque entry then remove those cheques from the file If a cheque is in the download file and you needed to create it with multiple detail lines you may create it here then switch to Cheque Entry to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail lines ASB Import file The file starts with a lot a summary stuff Do not accept these lines You may delete them or go to the first transaction line Also delete or ignore the column header line If you have created any cheques in cheque entry then remove those cheques from the file If a cheque is in the download file and you needed to create it with multiple detail lines you may create it here then switch to Cheque Entry to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail lines Taranaki Savings Bank Delete or don t accept the first line This line describes the file s contents All other lines can be imported unless they are for cheq
36. a refund or credit note The default is credit note 36 e When changing an item s quantity and you change your mind click the Cancel F5 button If you have accepted it click Void F6 e Due is added to as the items are accepted he tom Receipt no 8366 Total due 3 45 ae _ HE Accept F2 Cash Offline EFTPOS Coupon voucher Cheque Cancel F5 Credit redemption not coupon 0 00 Change Total tendered Balance due To finalize the sale click Process sale F2 The following form activates if you aren t using a touchscreen e The default payment type is EFTPOS e Sales can be a combination of two or more payment types For example someone can pay by both EFTPOS and cash If the payment is split between cash and EFTPOS the form appears as follows 37 Receipt no 8366 Total due 3 45 EFT POS 17 45 Cash 20 00 Offline EFTPOS 0 00 Coupon voucher 0 00 Cheque 0 00 Cancel F5 Credit redemption not coupon 0 00 Change Total tendered Balance due e Customers may also make multi tender payments by using more than one EFTPOS or credit card In that case enter the amount for each card Click Accept when the terminal accepts their card When you click Accept the amount in the EFTPOS field defaults to the balance due e Ifthe total payment is by cash press the space bar This clears the EFTPOS field Ta
37. accounts invoices clients and suppliers Setting up Professionals Retail Business Retail Business has to be set up in a particular order As follows 1 2 Modify the company that was installed when you first started Retail Business to match your requirements Setting up a department division is optional If you wish to set up more than one department complete all those required for each company created If you are running separate operations eg retail shop and workshop set up a department for each This allows you to keep track of the performance of each and your total financial situation Review the existing ledger accounts and add your own if required Once an account is set up you can create budgets for it Creating a bank record is optional The main bank record may be shared between a company s departments You don t need to create a bank account However if you intend to use the end of day cashup facility it is a good idea to at least set up a dummy bank account Doing so gives you some idea what should have been banked from the POS If you want to keep supplier records or are using the invoices accounting basis create supplier records in Supplier Details before entering the opening balances as cheques may need to be linked to supplier s invoices You need to set up suppliers if you intend to run stock replenishment If you are using the Hybrid or Invoices accounting basis enter all your current clients Once you are re
38. all the existing orders In that case a new order will be created End of day Cashup Banking You must be logged on with administrator s rights to run this process Open this form from the Front Counter selection form When first opened the date used to calculate the banking is today s date Change the date if required To carry out banking make sure 1 Noone is logged on to Front Counter or 2 The selected date is correct Unless you are carrying out cash up for the previous day s takings 3 If someone is logged on exit Front Counter and reenter Cancel the logon The sales page must not be active If you change the date click the Calculate button to obtain the amount to be banked The left most column shows the totals based on sales completed by cashiers The right hand column provides for check totals based on your calculations and the totals from your EFTPOS provider If you leave the check totals at zero the entered amounts are used e Make sure the date is for the day the sales are for If you change them click Refresh to refresh the totals Enter the amount of money to be retained for next day s float into Minus next day s float e Enter the actual amount in the cash drawer s into the Total cash field 60 To calculate the amount in the cash drawers click Calculate The cash calculator will pop up Enter the relevant denomination counts into the fields and click Accept Include the float amount as part of the money in th
39. and record payments if they are not included in the till takings The Payments made list displays payments for the currently highlighted invoice You can use this tab to check that the customer is acceptable as a credit risk if they haven t purchased anything for a while as it displays their entire credit history To generate a one off invoice click Invoices This opens the invoices form To check for and record if not using the POS page client payments click the Payments button This opens the client payments form Recording a payment here means no record is kept of the payment in sales Add such payments to a deposit in Bank Transactions as a detail transaction To print a single job sheet click job sheet You may print blank sheets or ones that include details of an existing client The job sheet can be used to describe what the customer wants done Click Registration to maintain things like rentals warranties any other arrangements you may have with the customer that are time dependent To maintain loyalty card rules click Loyalty Rules To maintain and release lay bys click Laybys To find out what orders are due or overdue for delivery click Delivery Enter the date range the deliveries are due within and preview the report Record client lay bys by clicking the Lay bys button A client must exist before entering the lay by Clients can be created from within the Lay bys form To do so click Clients on the form See above
40. any valid ledger account is acceptable If you are uncertain about how to do this stop now Setting the journals up correctly requires some accounting knowledge If you have a sympathetic accountant look at the list above decide if it applies to you and then ask them how to set up journals for those accounts The ones shown are the ones that usually require journal adjustments for most businesses Journal Adjustments To enter a new set of adjustments make sure the correct journal appears in the Active journal account panel If there are any current unposted journal entries they will appear in the grid at the bottom And the first will be displayed in the Active journal entry panel The current period as per journal control settings is displayed in the Current period is panel If the selected journal has any posted entries they appear in the Posted Entries grid on the right To create a new adjustment click the New button The form appears as follows E D Assets Maintain register y Financial Ledger control joumals 9 reports Active joumal account Code LOANS Account is in balance Loan account adjustments MW l Joumal entries to post If balanced click Post to post to the ledgers Ledge Maintain journal adjustment entry Adding journal adjustments The first entry defaults to a credit entry If you have previously set up default ledger accounts for the selected journal the credit acc
41. button If you prefer to use the Company Operations form then switching companies displayed there changes the active company The administrator can change companies when maintaining links under account setup When first starting Professionals Retail Business you are presented with the following form Professionals Log on Your user number 100 Password TITI Welcome System Administrator wf OK Cancel Enter a valid user number and password If you are starting Retail Business for the first time the user number and password are included in the installation instructions See User Security to change them Once you have set up the software you can disable the requirement to log on every time the software starts up Go to System Settings gt POS settings and uncheck the Activate Password access box If you do so cashiers still have to logon when starting up the POS This is because of the need to be able to track who has what float amount and who has made what amount of sales Once you have logged on and if you are running more than one company you are presented with a form that allows you to select the company you want to have active Select the company Once the Change button has been clicked all operations are linked to the selected company Once Retail Business is running you can change the active company by returning to the main menu and clicking the Change Company button The following form displays This is the m
42. button in the Bank Transactions form z gt a en Adding payments to deposit for 00466 045523342 01 Invoice no Payment Date Amount paid Tax Narrative Mel y Finished 201100051 2411 2012 828 00 108 00 Payment for Weekly maintenance DC 201100080 4 12 2012 4315 76 562 93 Payment for Rewiring of workshop and store EC Add F2 21 11 2013 2022 97 263 87 Payment for Bectrical work on store re Edi F3 W Deposit At F2 lt Delete F6 F1 Help Total Payments 7166 73 ta fa gt Ja Total to Deposit Browsing 1 February 2014 CBCIPay pas Select the relevant entry and click Deposit The entry is removed from the list Miscellaneous Cash Transactions Use this form when dealing with cash that has been paid to you and not deposited For example if a client makes a cash payment and you retain the money to pay for goods and services rather than banking it Or you have received a payment and intend to bank it Or have paid for an expense with cash from petty cash do people use that any more For a payment there should be at least two entries for each payment the payment itself and the expenditure the payment is used for The expenses can be for multiple items Example 1 You have withdrawn 300 from the bank for domestic expenditure income derived from a partner s income You use 50 to fill up the van In that case you enter 50 00 as income because you are using it for business purposes an
43. expenses in the range 300 to 399 If you think that you will need more than 100 accounts for any group then you can start at 1000 to 1999 etc You can use your accountant s coding system Be aware Professionals Retail Business does not display expenses as minus amounts eg 100 00 so you need to use the code or its description to know at a glance if an account is expense or income Company A GST enabled Department Business 1 GST enabled 15 Income 100 Sales miscellaneous GST 101 Sales product X GST 102 Sales product Y GST 103 Sales both product X and Y GST 104 Sales Cash GST 201 Refunds from suppliers GST 202 GST Refunds no GST 300 Bank interest no GST Expenditure 500 Materials miscellaneous GST 100 at 15 501 Materials Product X GST 100 at 15 502 Materials Product Y GST 100 at 15 600 Rates Local Council GST 100 at 15 601 Vehicle delivery van GST 100 at 15 602 Insurance company X GST 100 at 15 603 Sundry expenditure GST 100 at 15 604 Credit cheques GST 100 at 15 700 Refunds to customers GST 100 at 15 800 Capital items GST 100 at 15 701 Salaries GST 0 not enabled overhead 702 Tax to pay GST 0 not enabled overhead Account Budgets Please see the Business Accounts manual for detail on these Recurring Transactions Set up Recurring Transactions after you have completed all other set up
44. file 10 Click Load 11 While the update loads you may get error messages saying that some record numbers could not be imported Note the number and click Ok to continue You will need to load that item manually as QuickBooks probably put some characters in the record that the import function could not resolve 12 You may want to do a progressive tidy up as QuickBooks sometimes puts control characters into the description These take the form of n and You can do a search and replace in Excel to remove the characters If you do so replace them with a space Stock Take To carry out a stock take follow the sequence 1 Load the stock take list this can consist of all existing stock items or by stock line If you have a very large inventory it is better to carry out stock take by line Click Load 2 Find out how many of each item you actually have and enter that number into the stock take form Click Edit The only field that is active is Number in Stock 3 Generate the stock audit report to find out what the difference is between actual stock levels as manually entered here and those in the inventory 4 Load the stock take record into the inventory this updates the inventory item count 5 Run the stock value report This is for tax purposes 6 Clear the stock take The stock take form is as follows Carrying out stock take for James and Judes i Stock tem Bar Code Code Description Seagrams 7 Crow
45. for If the invoice has not been billed the Save button will not be activated e The Amount defaults to the total of the invoice e Enter the date In all write offs must be linked to an invoice A write off has a different purpose from a credit or debit Its purpose is to remove an existing debt So it must be linked to an existing invoice If you are writing off multiple invoices enter a 119 write off for each invoice Write off show on the trial balance and balance sheet as bad debts Credit and Debit notes Credit and debit notes are required if using the Invoice or Hybrid accounting basis They influence the amount owed to suppliers or how much a client owes you When entering client payments or cheques they modify the amount due Each credit note must be linked to an invoice If you receive a credit note that covers multiple invoices split it based on the invoices it relates to For example if one invoice is for 1000 and another is for 2000 and you receive a credit note of 1500 1000 for the first and 500 for the second enter it as two credit notes If you attach the total credit to the 2000 invoice your records will show that you still owe the 1000 invoice as no payment exists for it When maintaining customer invoices enter credit or debit notes against specific invoices you have issued Credit and debit notes result in an adjustment to GST in the period they are received not the date of the invoice they relate
46. for details on managing lay bys Warranties Registrations also known as arrangements Arrangements may be recorded by clicking the Registration button on the Client Accounts tab or going to Contacts Management If the customer does not have a client record create one To find existing arrangements click the Registrations button 52 Registrations for James Electrical td A A O O A Client ge Customers lt Back Code JAMESH Fa Search by name James Henry E Arrange Report Serial No Code Description Started Finishes At nt gt 4238776THA ATLAS Atlas stove 2 11 2010 2 12 2011 12 30 E 238776THA PHILAIRCON Phillips Magna Air conditioning unit 6 08 2010 6 08 2012 12 30 238776THA WW12345 Security lighting system and cameras 6 12 2012 5 02 2013 12 30 Tia la ba Date created Due Date 4201100081 Rewiring of garage and installation of 6 12 2012 3795 02 AUT This form displays any arrangements and existing invoices the client has The invoice may relate to the arrangement The intention is to provide one point of access to enable verification of registration The form displays any arrangement s the customer may have As well as the invoices that may have given rise to that arrangement To maintain arrangements click Arrange The following form displays Maintaining arrangements for James Henry Exit Description Atlas stove New F2 Main Id_ 2387 6THA Edit F3 Alternate Ids Starts 2 11 2010 Ei Sav
47. for the customer of the currently displayed invoice by clicking the Statements button at the bottom right The statement covers all invoices with due dates up to the current date To email an invoice click the Email button to the right Set the printer control options first Emailing Invoices Click the Email button If the client has an email address in their record that displays The invoice to email shows in the Attachments You can add more attachments if required To email using this form your Internet connection must be active Make sure the password is the one you use to get email and matches the From email address This email may not work if you have certain firewalls active It has been tested using XP Pro Vista and Windows 7 with the firewall on It also works with AVG MicroSoft Security Essentials and Avast antivirus active It is highly unlikely it will work if you have a firewall active in addition to the Windows firewall If you cannot get it to work suggest you send invoices using your usual email client To make sure this form works correctly under all conditions would result in the software being a lot more expensive that it is 115 r Password ee V Retain message Attachments observa xtra co nz james henry clear net nz Subject Reminder notice 238776THA Request receipt James This is to remind you that the service for your air conditioning unit is due Ple
48. form If you have difficulty with the form and contact Professional Systems for help please give that name When editing or adding data you cannot exit from the form Save or cancel the operation first Key code fields have a button beside them You can view more about the key by clicking the button If the form is in edit or add mode a record may be selected from a list of the keys by clicking the Select button Deleting key records such as ledger account definitions is only possible if there are no records dependent on that key For example account transactions If you are adding a record and must create a key field the save button is not enabled until you do so When entering certain key fields the database will be searched as you enter data for that code This means cannot be found displays until the correct code has been entered At which time the description of that code will be displayed beside the field 2 Reports 3 Help The report forms allow you to select a preview or to print the report immediately If you select preview you can print the report from the preview Preview allows you to change print queues and save the report in a form that allows it to be emailed All reports work on certain key fields and a date range Make sure you select the required key codes When you select key codes their descriptions display to the right of the entry field Make sure that is the correct description Because
49. from Front Counter 25 Apply loyalty points to sales specials discounts Yes No Activate password access A Set cash as default POS payment type o Enable multi4tem sales selection POS defaults to auto mode F bucket prices clothing syles Use touch screen payments form secondhand items Enable stock line sales buttons on POS Enable customer bookings Disable receipt default message Blank You have been served Fl Activate free sales ailts by message on receipt Activate second monitor There is a current store sale active Select a printer and check the operation EPSON TM Receipt EPSON TM Recejpt 2 Default reports invoices quotes etc 44 printer Auto Brother HL 2040 se es on DEVELOPADMIN 3 Default labels printer DYMO LabelWriter 450 1 To activate password access to Front Counter check the Activate password access box The default is to have password access off Passwords are required for access to the POS because of the requirement to track who sold what and how much 2 If most of your customers pay by cash and you want that to be the default active field on the payments processing form check the Set cash as the default POS payment type The default is to use EFTPOS This option only applies to the manual payments form It isn t required for the touch screen form 3 Check the POS defaults to auto mode box to start up the POS in auto mode If you switch to manual once the item has be
50. multiple lines in each invoice Each line can differ in the information included To create invoices complete a two step process 1 Create the invoice header This consists of the due date used to calculate debtors aging and to advise the client of when payment is due by entry date invoice number created automatically and a description of up to 200 characters optional If you leave the description blank the invoice selection lists will not be very informative You may leave it blank if you don t wish to print it on the invoice e Anorder number if your client requires one e The payment due date defaults to the 20th of the following month e The Billing Date defaults to today s date e If the client has a contact who should be either dealing with the invoice or is used to identify who the work is for then enter their name into Who for Or select them from a 111 list of the current client s contacts The contact s address can also be used as an address the invoice is sent to by checking the Contact as primary address box when you print the invoice Uncheck it to revert to the main client address e Enter a description of the invoice e Ifthe invoice is for an export sale check Zero rated supplies e Save the header AP Ps Billing JE EC James E 2 Create the invoice details Click Add in the Maintain Details panel to create a new line A new form is opened with the fields blank
51. number of factors To enable that to be done send a copy of your asset schedule to your accountant The following report is for all assets to date Report Preview J i l e e 186 46 Bu H ds ThumbNails Search Results Depreciation schedule for James Electrical Ltd All assets He zi st 8 i tie TH 8 yt Printed on 27 10 2010 Page 1 Asset Holden Ute XR50 hardtop Purchased 3 June 2007 Purchase price 8888 89 Disposed of 23 May 2009 Disposal price 6500 00 Gain Loss on disposal 2388 89 Asset New PC with Vista Premium Purchased 24 May 2008 Purchase price 1333 33 Disposed of Disposal price 0 00 Gain Loss on disposal 0 00 Year begins Year ends Depreciation arnount Adjusted tax value 1 April 2010 31 March 2011 350 28 188 61 Total depreciation for this asset 350 28 Asset New photocopier Xerox 2300 Purchased 24 August 2008 Purchase price 1111 11 Disposed of Disposal price 0 00 Gain Loss on disposal 0 00 Page 1 of 1 136 Installing Front Counter standalone Front Counter can be installed on PCs that have access to the Retail Business database By default Front Counter is installed as part of Retail Business Front Counter can be installed as a cashier workstation once the base system is installed If the intention is to install it on another PC purchase a workstation license To install Front Counter workstation follow the instructions below
52. of your business For example if you run a shop and workshop For descriptive purposes fill in the name of the department the name is printed on reports If more than one department is set up be careful to select the correct accounts the department displays when entering transactions If more than one company is created select the active one when starting Retail Business If multiple companies have been set up make sure the correct company appears at the top of the form e There are three compulsory fields Code Name and GST Enabled for this department e Code is used to search for the department if there is more than one and is a key field in transactions e Name is part of headers on reports and identifies the department cash accounts belong to in transaction maintenance forms e Enable GST for this department if checked all transactions for that department have GST calculated This setting overrides the Company GST set up The default when adding a department is checked 12 ag Professional s Business Accounts Department and ledger account settings OOOO O O Code and Nme UM James Electrical Enable G 5 7 for this department Managers Name Description Postal Address Postal Code Signatury Phone E Mail Fl Help e The other information address etc is for your own purposes Defining the Accounts Ledger Before defining accounts complete Company set up The accounts set up whe
53. of standard items that bookings are charged for For example a shampoo and set maintenance booking etc This can decrease the chances of getting things wrong as the service items are added to the sales docket as soon as you allocate the booking to it You then only have to enter the number of items To maintain services click Services on the Bookings Maintenance form The following form activates 78 PSL Maintain booking reasons for James Electrical Ltd o a Service code Description cands Cut and shape area Fl help shandc Shampoo and cut Add F2 candex Cut and extensions 2 Edit F3 m cut Cut only alada highlites Cut and highlights GQiecrrranaa na X Delete F6 This means that the item details of shampoo and cut will be placed onto the sales docket as soon as you assign the docket to any booking for a shampoo and cut It you wish to itemise things a bit further you can for example have one item Shampoo and another Cut This will result in two items appearing on the sales docket e To create a service click Add FSL Maintain booking reasons for James Electrica pa Service code l Maintain services e Cut and shape MT las set sen amel GETZ Cancel F5 e Select enter an existing service code e The description of that code is placed in the Description field You can change it if you wish e Click Save If editing a s
54. of the asset configuration form 4 Calculate depreciation on assets Run this process once a year when you want to send your books to your accountant Or your accountant can run it for you if they have Retail Business installed If they don t contact us and we will send them a demonstration copy this may be loaded with your data but no editing is possible 5 Include depreciation and profit loss on asset disposal in the profit and loss statement If you run the trial balance assets are included 6 Print an asset schedule for selected and all assets by year or for all years Access asset management from the balance sheet menu Configuring Depreciation Create ledger accounts for capital expenses and asset disposal income This allows automated creation of assets from your transactions and recording profit loss on disposal of an asset The capital ledger account must be included in the depreciation control form You should only have one capital ledger account Don t create one for every major asset you purchase Note Calculating profit loss on the disposal of assets is a major operation If you keep your asset register up to date and properly record the sale price your accountant can do this for you Don t attempt to do it yourself Send your accountant the asset schedule at the end of the year if you want them to do this When they give you the information enter it into the sale of assets account 131 Maintaining asset
55. of zero at the beginning of the current year there is no point loading it Unless it is on the books and you intend to record its disposal If you don t know the depreciation method and rate stop now The information is available from the IRD s website Maintain assets of James and Judes Description New sels a Depreciation rate per year Link to inventory Curent Value A tem disposed of Purchase price 1111 11 1 04 2011 31 03 2012 143 24 4 lt e Ifthe asset was loaded from the purchase record the description used there displays in the description 133 Enter the depreciation rate for the item e Select the depreciation method for the item e If this is an inventory item and you intend to write off depreciation on such inventory define a link to the inventory record e Enter the current value if it is a new item You cannot change this once the first depreciation run has completed e Enter the domestic percent of the item if the item is to be used for domestic purposes If the item is split depreciation is run on the business component only To create records for assets purchased in the current financial year click the Load Existing Asset button on the depreciation control form Once the asset has been loaded use asset maintenance to define the depreciation rate and method If you are unsure of the depreciation rate and method to use check with your accountant or che
56. price 000 necat ran Unit price Quantity Discount 0 00 Net amount 0 00 oak Stock Invoice Process Process Cash x list payment EFTPOS Cash Ma T C 7 Assign ax exempt Cir clientF1 an ap ooking Release Quantity Alcoholic Soft Drinks Entrees All wines sandwiches cocktails Main meals including large Desserts Takeaways Fresh vegetables Fresh fruit servings If the Void or Accept buttons are clicked a warning message displays The action is not carried out You cannot edit a completed sale To clear a reviewed sale click Process F2 Or in the above case Other processing You can reprint the sales receipt if required Creating Items not in inventory Front Counter does not require the inventory be fully populated before using it Stock items can be created on the fly To do so check the Create new stock item if code not found box When the sale is Accepted a new inventory item is created Once checked this box stays checked unless you uncheck it The Sales form appears as follows when this facility is enabled and a new item is being entered 67 Professionals Front Counter Operator Lock Front Counter Logon to Front Counter am Exit Front Counter v Create new stock item if code not found Front Counter POS Client accounts Stock inquiries Supplier stock orders Qty Description Discount Net amount
57. tas settings Registered Exclusive on Invoices Emailweb site 09 430 7689 Perce 15 E 201100072 rcent No of Months Phone Number Last Invoice Mo Auto generate client codes Last number 4 Number Activate system save on shutdown Pa ar 5 Invoice Payment Browsing companies 1 August 2012 CBCoy pas If you are using the GST report form provided it is necessary to include your address details as well All the rest of the information is optional e Company Name and Code are compulsory fields as are all the sales tax GST related fields e Include a description if you wish it to be printed on invoices e To ensure your sales receipts are complete enter the full postal address that is the same the I R D has on file e Enter either your email address or we site If you enter your email address it is used when emailing invoices etc to clients e Enter your phone and fax number if you want them to appear on invoices etc Enter the last invoice number You can start from O the default or use you own format for example 201100000 Where the first four characters represent the year Doing this allows you to work out how many invoices you generate every year e If you want to be reminded to backup your records check the box Activate system save on shutdown You will then be prompted to connect your backup media when you shutdown the software e If you have a logo you want to include o
58. tasks Recurring transactions are for transactions that occur regularly and for which the amount is fixed They include mortgages rents Internet fees If the amounts vary but payment is also regular such as power and telephone you can set then up as a manual recurring transaction but only if you don t pay them by cheque Recurring transactions can be used for receipts and payments that are paid automatically or by electronic transfer from your bank account Do not use recurring transactions to pay suppliers if you are paying by cheque or need to update the creditors account Running recurring transactions towards the end of the month and immediately prior to bank reconciliation makes the process simpler and ensures you have an accurate reconciliation as at a known date Check recurring transactions regularly Change the date of the next run if required in the bank form Do not set up transfers between bank accounts as recurring transactions It is assumed all recurring transactions are to pay for something or are receipts Hence each must have a ledger account Transfers between bank accounts don t require ledger accounts When you enable recurring transactions make sure the next run date is in the future unless you wish to run them immediately Transactions are run for all departments of the activated company Due transactions are run when you click the Run button on the recurring transactions form If the ledger account has be
59. to The sales figure is adjusted by the amount of the note rather than appearing in the adjustments field in the GST form When you enter the note the GST adjustment is calculated and displays Credit and debit entries display on the GST imputation form as adjustments You may review any entries you have made from within that form Adding and Editing Credit and Debit Notes There are two credit debit forms Supplier Credits and debits To enter multiple credit debit notes for invoices from the supplier displayed in the Supplier s operations form click the Credit Debits button Make sure the invoice the note relates to displays at the top Click Add Select whether it is a debit or credit note Enter the details Click Save Credit debit notes cannot be changed or deleted if using the Hybrid or Invoice accounting basis and GST imputation for the month they are in has been run When using the Payments basis there is no effect on GST They have an effect on the Trial Balance and Balance sheet Client credits and debits This form restricts entry of credit debit notes to the invoice displayed in the Client s operations form This form is only for adding credit debit notes To view all credit debits notes for a client click the View Credits Debits button on the client operation form 120 Credit and Debit notes of Invoice 201100061 to Northland Polytechnic Credit Debit Credit 0 Debit Dte MV2 Br Amount 25 00 D
60. to check the invoice e If it looks ok print it If it needs to be changed go to the Client accounts page and modify it there e The printer selection dialog activates Invoices printed from here don t include notes They do include a remittance advise slip Select printer from EPSON TM T88V Receipt e Select the printer to use to print the invoice the default is to use the receipt printer Once it is highlighted click Assign F2 then Print or Preview then print If you wish to use an A4 printer select the appropriate printer assign it F2 then print e Click Back to return to the sales page Once the invoice is printed the default printer is reset back to the usual 12 Holding and releasing sales dockets Holding a sales receipt allows you to put aside a sale while the customer gets another item And still serve other customers in the queue You can also use the holds facility to assign a docket to a booked customer when they come in hold it and then release it when they are ready to pay To hold a sale click the Hold button after you have entered at least one sales item The sale is immediately removed from the sales list To release a held sale click the Release button A selection form activates lt may be a good idea to read off a couple of the detail lines to confirm you have the correct receipt if there is more than one Select the receipt to release Once you have done so you may add change or void items
61. to get the most out of the software Installation 1 Place the CD in the CD drive 2 The installation procedure starts automatically 3 Click Install 4 Retail Business icons are set up on the Desktop and Start menu You are now ready to go Using Retail Business Access to functions from the menu in Retail Business depend on your user access level If you have administrator s access rights you can access all menu options If you have data entry access you can access data entry options and reports The only people who can change user access levels are those with administrator s access rights If you are in a multi user environment such rights should be given to no more than two people If everyone has them there is a high chance of things going wrong simply because people who seldom use some component and do not need to use it make mistakes when they use such operations It also makes it difficult to find out what caused such mistakes if they do happen There are two main form types in Professionals Retail Business Data entry and report forms 1 Data Entry All the data entry forms behave in the same way Browsing At the bottom of each form is a status bar 3 July 2008 CEval pas This shows you whether you are browsing editing or adding to the records If browsing the left most panel displays Browsing if editing Editing data and if creating a new record Adding data The right most panel displays the name of the
62. 0283317 EG C1711 260 Hectus Distribution Electronic Transfer 101181 1011814 8 Presented Cheque No 1155 1155 Til E Presented Cash Sales and general income 125 06 207 Fl Presented Cash Goods purchases receipt rolls 150 26 01 2011 E Presented e Select the bank account to reconcile It must display in the top panel e The account s unreconciled transactions display on the bottom panel e Enter the Statement balance from the bank statement e Select transactions that match those on the bank statement and click the Present button A running total updates as selection is made and the Presented box is ticked If you present an incorrect transaction you may cancel by clicking the Cancel button Note the Present button becomes a Cancel button once the transaction is confirmed as presented e If the transaction needs to be changed highlight the transaction and click Edit this transaction e You can exit from this form and return All the transactions selected for reconciliation remain checked e When you have finished click the Update button Make sure the running balance equals the bank statement balance before doing so When you click UpDate the transactions reconciled with the bank statement disappear from the bottom panel Warning You cannot change the date amount or type of reconciled transactions You can change their description and ledger account Cheque Payments Use this form to enter supplier payments c
63. 1 42 Adding a new user e Click the New User button This creates a new user number with all other fields blank The user number is automatically created and cannot be changed Enter the first and last name Both are compulsory Click Save e Ifthe user is to start using the software immediately check the Active Password check box e If you intend using Customer Bookings click Staff Details and enter the staff member s position and the time and days they re on duty Access levels There are four access levels Levels 3 and 4 are currently non functional Level 2 Users with this level of access are restricted to Quick Sales They may not create or change any cash or bank accounts clients or suppliers Level 1 Administrator Only users with this level of access can use Full Service and authorise customer discounts You also need this level of access to change system settings and carry out cash up Changing Passwords To create the new password click Change Enter a valid password in the New Password field and repeat it in the Repeat field lf a user forgets their password it can be changed by selected their profile and clicking the Change button entering and repeating the new password then clicking Confirm If the two passwords are not identical they will not be saved and both must be re entered Expiring Passwords Passwords can be expired This means the user will no longer be able to use their current password
64. 1 December 2012 Enter the Number in stock and click Save When you are ready to update the inventory with the stock take click Update Stock This changes the item level to the new one from the stock take Stock Card This form provides an overview of the situation for any one stock item It includes some summary statistics that serve to indicate whether the item should be kept in stock 168 E soc sor res no MA eer Active tem Code 014016 34X Status Active Description Darwin s Dangerous Idea In stock 20 Stock value 577 00 Search by code Search by description Search by altemate code ra Tma cala io cs bantas Total sold 6 00 Total Invoiced 1 00 Total ordered Cash sales value 103 25 Invoiced value 22 99 Orders value Last sale date 01 October 2012 Last invoice date 10 November 2010 Last order date Sales Invoices Orders Slip No Date Invoice No Date Amount Number 83 13 07 2012 i 2010000003 10 11 2010 44 13 07 2012 3651 14 09 2012 36 2 20 09 2012 3674 20 09 2012 Iq lt Sy 11 December 012 The summary covers cash sales invoices and stock orders If a cash sale was converted into an invoice there are two entries one in sales the other in invoices Reports There are over 100 reports in Retail Business The following describes a representative sample You can start reports from most forms For exam
65. 12 2012 10 43 58 a m CBBank pas e Make sure the caption at the top displays the company opening balances are for If it does not click the Bank Account tab and change to the required company If the bank account has been allocated to a specific department it displays at the top of the page 22 e Select the bank account the opening balances are for Either click the navigation arrows at the bottom of the page or click the magnify button to select from the list of accounts set up e Enter the opening balance date and the balance amount from the most recent bank statement e Enter any deposits not on the bank statement Click the button to the right of the deposits field and enter the details Each deposit can have multiple ledger transactions The total of the deposits appears in the deposits field when you click the Export Balances button on the bank transactions form e Enter any cheques that are not on the bank statement Click the button to the right of the Cheque field The cheque total appears in the cheques field when you click the Export Balances button in the Cheques Payment form e Once you have completed the transactions not on your bank statement click the Update button This creates the opening balance for the bank account If you do not wish to update at this point you may return to the form later Make sure you do not enter any further transactions until you enter the opening balance You can no longer run this process for t
66. 2 8380 EFTPOS 35 45 35 45 0 00 4 Feb 2014 8378 EFTPOS 49 98 49 98 0 00 4 Feb 2011 The sales are in date order With the most recent sales are the top Use this to verify a return item if the customer has lost the sales slip but knows that date of the purchase and the amount Other wise it can be difficult to find a specific record The review list is for non archived sales This means if you archive sale records every week you will need to print a library sales report to find the receipt if it is older If you forgot to print a sales receipt review gives you the chance to do so Select the sale then click Process sale The POS appears as follows when reviewing a completed sale 66 Professionals Front Counter Lock Front Counter LockFrontCounter__ Logon to Front Counter u Exit Front Counter na eee Create new stock item if code not found Dinwoodie and Brown Loyalty card number 9999999 Expires 2 Front Counter POS Client accounts Stock inquiries Supplier stock orders Qty Description Discount Net amount Tax 1 Pepperroni pizza medium 0 00 15 50 2 02 D u e 1 Pepperroni pizza small 0 00 12 50 1 63 j 1 Te Kauwhata estate reserve 0 00 35 95 4 69 Cash 1 Te Mata Estate private bin 0 00 32 95 4 30 Other processing Void item F6 item F6 Mosale ro Auto FI RAVi w a n IM Details F7 ItemCode Cancel i GS Trade price 0 00 Retail
67. 2 KD PG 75 X 40 RAD MGP TF PG KD Lists Inventory items can be created on the fly while you are dealing with stock items for example if creating a stock line in an invoice Activate the selection list and the New button e To create a new item click Add F2 150 ET Stock management for James Electrical Ltd r 7 Ext b 9 dp Ey CUA DEDUCE DL Stock rocess Client Supplier Replenish config orders orders stock Stock card Stock lines Suppliers Requisitions Stock take F1 Help o Maintain stock Add F2 O Image s Edit F3 E Export BarCode Code PLU J ma Cancel F5 Load from file mE Update from file Update prices 00 Buy Price 0 00 Trade 0 00 Retail 0 00 Distributor price 0 00 Lists 0 00 isc i On Order Has been discontinued ls a package List Select Altemate search code ea Full list Gp By supplier _ DEL up pnce lapels As Ad sheet luUuZzUyD WA 2 HAU NUI niZra 1 09 1002289 100 X 50 RAD MGP FJ H1 2 KD PG 434 EA No buy price 1003458 100 X 50 MM RAD LASER FRM F5 UT PG KD 4 42 8 ra 1005503 75X 40 RAD MGP TF PG KD 2 96 1005504 75 X 40 RAD MGP TF PG KD 4 5M UNDER 2 96 2 Packages 1005505 75 X 40 RAD MGP TF PG KD 4 8M PLUS 2 96 1005511 100 X 40 RAD MGP TF PG KD 357 Level below 2 1005513 100 X 40 RAD MGP TF PG KD 4 5M UNDER 3 23 1005515 100 X 40 RAD MGP TF
68. 7 11 2012 828 00 108 00 Payment for Weekly maintenance 4 12 20i2 4315 76 562 93 Payment for Rewiring of workshop and store 14201100161 21 11 2013 2022 97 263 87 Payment for Electrical work on store lal Total Payments 7166 73 ta lt a gt Ja Total to Deposit CBCIPay pas lf a payment has been deposited it may not be edited or deleted If Deposited displays the payment has been deposited Adding payments e Click the Add button The editable fields are cleared and enabled e If this is a supplier refund check the Supplier Refund button in the Type panel The default is Client Invoice e In the Paid by field enter the client code If entering a client payment enter or select a client code other wise a supplier code If using Job Costing and the selected client has a job set up a Client Jobs panel displays Invoices linked to jobs display that job Finished Add F2 Edit F3 w Deposit At F2 f E Cancel F5 Delete F 20 01 2014 Pay Method Credit Card F1 Help Total Payments 7166 73 l u Jl Jl i J Total to Deposit e Select an existing invoice from the selection list Click on the button at the right of the field or enter the invoice number if you know it This results in the description of the invoice if there is one displaying along with the amount due The amount owing displays to the right of the invoice field e Ifthe payment is for an invoice for exported goods and
69. 9 01 2013 El Description For work on garage Clone ES Cancel Note The invoice is cloned with the same number as the quote less QUO So the above example will clone an invoice with the number 2001100071 e Check Bill the invoice to create a billed invoice If you think any changes may be required leave the box unchecked e f you have created text associated with any lines check Transfer text to make it part of the invoice e Billing date defaults to the current date e Date payment due defaults to 30 days after the billing date You can change that date if you like e Description defaults to the description of the quote It may need to be changed e Click Clone You will be informed when cloning has finished The form then closes Once a quote has been cloned it cannot be cloned again If you attempt to you will be warned End of period adjustments Warning end of period adjustments requires a fairly high level of accounting bookkeeping knowledge Do not carry out these operations if you are not sure what you are doing You may carry out end of period adjustments when certain payments and expenses cross periods For example you may have paid insurance in June for twelve months At the end of the financial year assuming it is March your insurance company has been paid for three months in advance You therefore subtract 3 months of that payment from your expense for the current year and add it to the following
70. August 2007 James Electrical Ltd 136 Bank Street Whangarei Period covered bythe return SIX MONTHLY 0114 Registration number 1 gt 23 256 249 Fro10 March 2007 2 gt to 31 August 2007 This return and any payment are due 30 September 2007 If your correct postal address for GST is not 3 shown above print it in gt Box 3 n If your correct daytime phone number Invoice Basis is not shown here print it in Box 4 09 430 7689 4 gt I Area code Telephone number Total sales and Income for the period including GST and any zero rated supplies 5 gt 5310 00 Goods and Zero rated supplies included in Box 5 6 gt 0 00 services tax on your sales and Subtract Box 6 from Box 5 5310 00 Divide the amount in Box 7 by 9 00 590 00 Office use only Operator Comesp 3 Adjustments from your calculation sheet 0 00 code Payment Retum Add Boxes 8 and 9 This is your total GST collected on sales and income 590 00 Total purchases and expenses including Page 1 of 2 Cheques To activate the Cheque report dialog click the Cheques button on the reports menu form The following form displays 177 a heque reports for James and Judes Display Details Selected supplier Select Specific Cheque Enter From date 27 11 2012 To print the cheque details check the Display Details button A report can be run for selected supplier s cheques and a specific check by checki
71. BRATION 0009116260 SKULDUGGERY 24 COPY BIN 060356191 LOOK AND FIND WITH HAROLD 06035623437 EDWARD THE VERY USEFUL ENGINE 0603562345 GORDON AND SPENCER 0603562353 PERCY AND THE HAUNTED MINE 0603562361 THOMAS JAMES amp THE RED BALLOON 0603562350 STORIES FROM WINNIE THE POOH 0603562463 CHILDHOOD FAVOURITES WC EACL To enter the buy price highlight the item and click Select to edit it This list should not be allowed to become very long Check it regularly and update the relevant item s buy price You need the buy price to be able to calculate stock value Generally the only items that remain on this list are non stock items like freight services etc Creating client invoices from Front Counter Retail sales may be invoiced To do so follow the sequence below Enter the sales items as usual Before clicking Process Sale click Client to select the customer the invoice will be for If you wish you can set up a cash customer to generate one off invoices on request You will have to make the cash customer an invoice customer as well For example if the customer has to show that the purchase is based on a purchase order Front Counter should look something like the following 69 Logon to Front Counter baa Exit Front Counter m AS y Create new stock item if code not found Doug Brown Loyalty card number 10000001 Expires 27 07 20 Lock Front Counter Front Counter
72. Brown Loyalty card number 9999999 Expires 2 Front Counter POS Client accounts Stock inquiries Supplier stock orders Qty Description Discount Net amount Tax J 1 Darwin s Dangerous Idea 10 00 16 16 2 43 D u e 16 16 E Cash out payment xT Other ca To Manual Ghange item Rewer ew F3 ItemCode Lo Trade price 0 00 Retail price 0 00 Clear F5 nliconom Unit price 0 00 Quantity 100 Discount 10 00 Net amount 00 00 Sy Stock Invoice Meters Process SN list payment EFTPOS Cash Exit Front Counter eel a i The above customer is an invoice customer with a discount of 10 and a current loyalty card Sales will be completed with a 10 percent discount That includes bucket items if the item is not one of the multiple Otherwise the bucket pricing is allocated When Process is clicked the POS page is reset to Normal That is the client field is cleared and the discount is set back to zero If the client has an active loyalty card clicking Process results in the following form activating 50 Adding loyalty points for MJD Receipt 8390 Amount 96 90 Enter Card Id 0011223344 Expires 27 11 2014 Accept F2 Cancel F5 OK to approve Accumulated points 369 78 Accumulated dollar value 16 49 Additional points eamed 96 90 New point s value 4 85 Total points eamed 466 66 Total dollar value 23 33 E
73. Cloudy Bay Pelorous sparkling l aama ESKVALLEYSAVE Esk Valley Sauvignon Blanc GISBSPECRES Gisbome chardonnay special reserve HUNTCHAR Hunters Chardonnay Private bin MARLCHARRES Marborough Chardonnay special reserve MATUAVCS Matua Valley cab sav MONESTSB Montana Estate Sauvignon Blanc MONMARLSB Montana Marlborough Sauvignon Blanc PINOTOO1 Mission Hills private reserve PINOTO02 Te Mata Estate private bin PINOTOO3 Te Kauwhata estate reserve TEMATACHAR Te Mata Chardonnay a Z Stock items This form displays the stock items already linked to the stock line you have highlighted in the Stock lines button form If there are no items linked to the stock line the list on the right will be empty If there are items in it you can link them to buttons that have no captions To create stock items click the Stock Items button If an item has already been linked to a button you cannot link it again If you wish to remove the item from the button click Clear To link a button an unlinked item click highlight one that is blank select an item from the list the description of the item displays on the button and click Accept Warning when the form starts up for the first time the description of the first item in the list is already displayed to the button on the top left You must still press Accept to attach it Operating Front Counter You may suspend Front Counter by clicking Loc
74. D PG Cancel changes P 1000448 150 X 50 RAD NO1H1 2PG 7 2M SL E dirik to stockitem Bucket prices override sales prices and any specials So if you want to include any items in a bucket price list in sales you need to remove them from the bucket list You can do that from within Stock Management by clicking Bucket Price and then Clear Or you can do it in the above form by clicking Remove link Non stock items You can include non stock items in the inventory Professionals software allows the inventory level to be drawn down to less than zero So the actual stock level will not prevent you including those items on invoices or sales To make sure the valuation is correct enter a buy price as zero And to make it easier to do stock take it is a good idea to place all non stock items into their own stock line Creating and printing price labels You can produce price labels for two label printers Brother QL series Dymo Labelwriter 400 series and the Zebra Peacock Bros LP series For the Brother the following labels are available 29mm by 30 5mm DK 22210 62mm by 30 5mm DK 22205 These fit all the QL series P Touch printers For the Dymo the following labels can be printed e 32mm by 57mm 11354 e 36mm by 89mm 99012 For the Zebra the following labels are available 40mm by 28mm L11384 61mm by 36mm L10005 159 The codes in brackets are what to look for when purchasing The Zebra printer labels a
75. ESSURE Save 10 00 da aC P Cancel Delete F12 e Click Add F10 e Select enter the stock item s code or bar code e Enter the quantity being requisitioned e Click Save e If written authorization is required click Print and sign the form 56 Report Preview Jol e e 9 ThumbNails Search Results Stock Requisitions James Electrical Ltd Reason Restocking service van 25 Requisition No REQ 51 Who by Henry Crunn Date 08 November 2010 Signature Code Description Quantity 422330 CHAMBER PRESSURE 404000 LAMP 40W SES 300 DEGREE Page 1 of 1 To find out what requisitions have been completed click Report Select the dates and then click either Preview or Print Supplier Stock Orders Access to the inventory allows cashiers to print price labels To maintain stock requisitions click Requisitions This activates the requisitions form To maintain stock click Inventory This activates the inventory maintenance form Inventory maintenance allows you to set up sales displays and specials for stock items If carrying out a stock take click Stock take To create an export file of the entire inventory in Comma delimited Excel CSV format click Export lf you create such a file it can be imported again using the stock inventory Update process Be aware that Excel often puts new characters into files if you save them as something other than the original format To list and s
76. Eb Next run date 4112 2012 Ei G mihia Last invoice Description on each invoice Amount Nextrundate 201100025 For installation of new wiring and air conditioning unit 2100 00 5 08 2011 gt 201100079 i 30 00 4 12 2012 Lal e Select the client the invoice is for e Select the client s invoice you wish to use as the recurring invoice When the recurring Invoice process is run this invoice will be duplicated From then on the last invoice run is duplicated to create the new invoice The amount of the invoice selected displays As does the date it was due for payment e Ifthe source invoice has a purchase order it will display Other wise you may enter it now Enter the description of the invoice if it differs from the original description e If you wish to change the due date to another one change it e Enter the date the recurring invoice is to be created You must make sure this date is in the future e When you click Save and assuming you are creating a new invoice the invoice schedule form activates Edit recurring invoice schedule Book sale standing order Transaction Type No set end Specify which date of month Set stop Date C Weekly 3 Every two weeks 5 Fixed number of transactions me d Every three weeks Active Which day of which month 1 1 Every day of each Editing Transaction Schedul __ CBRecDet pas AAA e Select a transaction type Three types are available 1 No set date
77. Excel CSV file the fields must be in a particular order And certain fields must have something in them and be unique The CSV file is the same format as the Professionals stock export file When importing select the Professionals Inventory option in the Import form select Update from inventory maintenance The import file must be in the following format Stock code 20 characters Barcode 20 characters description 240 characters supplier code 20 leave blank if none unit of measure 10 RRP leave any commas out trade price leave any commas out buy price leave any commas out no in stock 0 if none No on order 0 if none Stock code is compulsory It must be unique Bar code is not compulsory but if importing it must be unique If you intend to leave a field blank then that field column in Excel must also be blank In the money fields make sure there are no commas So 1 000 00 should be 1000 00 That means the field should be text in Excel or be set up as Custom 0 00 so no commas are created when the amount is above 999 99 Not numeric In the Load form follow these instructions e From the drop down list select Professionals Inventory IMPORTANT uncheck the Includes lines and groups box e Get the list from the folder you have it in by clicking Get List e If you are updating rather than loading check the Create new items box e If the prices don t include GST you need to add it So check the
78. MESH invoice 201100081 Invoice is for job JAMESH 1 Rewiring of garage and installation of security system Account 100 Sales and general income Date 2012 2012 Eh Fay Method Credit Card lil o Notez Payment for Rewiring of garage and installation of security system Amount 3799 02 Tax 499 00 Amount Due 3795 02 Formatting invoices statements and quotes You may change the format of invoice and statement headers In the System Settings menu click Invoice Statements The following form displays 108 James and Judes Electrical services and sales T E S T 138 Bank Street Whangarei 0114 Phone 09 430 7669 jamesandjude xtra co nz Company name Company description Size Size 14 i Style Position Style Bold Bold E Center Bold Ky El italics E Italics F Left E ttalics Fi E Underline i i Right E Underline Right E Underine Style Logo position a Left 5 Center You can format the header in three sections e Company name size position and style e Logo position You may need to experiment with the size and position of the description and logo to make sure both print properly e Description size position and style It is a good idea to keep this smaller than the company name On statements description is replaced by Client statement but in the same position and style as defined here e Address position and style If you have lin
79. P12112009 20 November 2009 Timber brackets 1 500 00 Invoice total 1 500 00 Total this supplier 1 500 00 500 00 Narrative Due Date i Charged Balance Due MAST MasterTrade Invoice 25092010 Miscellaneous supplies 20 October 2010 Electrical cable Page 1 of 2 Client Balances 180 This report provides an analysis of what a client has paid been billed and what adjustments credits debits write offs have been made to their account Start the form by clicking Client Balances from the reports menu Clients balances re OIE Enter From date Transactions up to 21712 2012 Select Client Mi it Client Code MJD Dinwoodie and Brown The example above is selecting by a specific client Uncheck the Select client box to print all clients Report Preview Clientdebt TER 3 91 a e Printed on 1 11 2010 Professionals Cash Book James Electrical Ltd Page 1 Client Balances The period to 1 11 2010 MJD Dunwoodie and Green PAE cESGR oppent E Invoices i Due date 20080026 Test for network connection and see if the invoice 20 November 2008 description wraps around or overlaps 20080027 New books 339 92 20 November 2008 20090050 Sales invoice Sale 413 47 68 20 May 2009 5 Sales invoice Sale 1772 74 97 3 March 2010 Total billed 626 07 Payments Paid Pay Date 20080026 Test for network connection and see if the in
80. PG KD 4 8M PLUS 3 57 Bar codes prices I Bar codes no prices 00000000 4 a No bar code Id h bl Total items 216 00 Total value 4799 68 Adding stock item 1 February 2014 Inventory management e Enter the bar code if the item has one This enables you to use a bar code scanner when using Front Counter The Bar Code field activates and if you have a scanner scan the bar code into the field Bar codes can be changed But not if you make them the Code PLU price look up e If the bar code is to be the main search code click the arrow to the right of the bar code field to place it in the Code PLU field In Front Counter the inventory is searched first for the bar code and then the item code if the bar code is not found Both codes can therefore be different The Code PLU field is compulsory e If the supplier has a stock warehousing code that differs from either the bar code or stock PLU code enter it into the Supplier code field e If lines and groups are defined select the relevant ones These fields are optional even when set up To search for non line group items on the inventory list you must check the Display all items box Including lines and groups makes it easier to run stock take and arrange store sales You must place a stock line code into that field to include the item on the stock line buttons e Enter a description of the item e Enter the
81. POS Client accounts Stock inquiries Supplier stock orders Y om woo 12551 JI 52 26 Haiwaian pizza small 0 00 12 55 1 64 izz par Due Pepperroni pizza small 0 00 11 25 Coca Cola 1 5 litre 0 00 3 00 0 39 1 5 litre Fanta 0 00 3 00 0 39 Cash out payment een Mae cab a oo 2245 293 P A To Manual Change item Revir Fo F3 F7 Item Code A Trade price 0 00 Retail price 0 00 melearFS bae sale Unit price 0 00 Quantity Discount mall b l e Net amount Alcoholic i p ktails Soft Drinks Entrees All wines sandwiches Main meals including large Takeaways vegetables Fresh fruit servings Notice that there is a client s name in the green field at the top of the POS That is required before the sale can be converted into an invoice e Select the client from the Client s list Make sure the client is not a cash client If the client is Cash only you may still generate a sales invoice for them e Once you have the correct client displayed in the green field at the top of the POS you can click Process Sale or proceed to sell through items and then process the sale e If using the manual payments form clear the EFTPOS field and enter the sales amount in the Invoice amount field This field is only visible if a regular customer was previously selected in the POS e f using the touch screen payments form the Generate Invoice button is activated Click
82. Post Joumal entries to post If balanced click Post to post to the ledgers Posted Entries Ledger Account Description Date 30 Joumal adjustment Loan repayments 31 March 2011 15 Joumal adjustment Loans 31 March 2011 100 Joumal adjustment Sales and general income 28 January 2014 Joumal adjustment Loans 28 January 2014 Ledger Control To carry out journal adjustments each company must have a ledger control record The control record defines the period adjustments relate to Entering adjustment entries outside the current period results in a warning Once the end of period adjustments have been posted the new period dates may be entered They need to be changed manually as Retail Business does not roll over periods If there is no control record the New button is visible and active This becomes invisible and inactive once the record has been created e Enter a description if you wish This defaults to Ledger control for etc e Enter a ledger account code for the loans and prepaid tax ledger accounts If you do so you must make end of period adjustments to decrease the value of the loan s usually to the value of the amount you repaid over the year Do not enter any codes if you are uncertain about how to do this You must also enter journal adjustments to deal with prepaid tax at the end of the year Entering the codes here ensures the balances appear in the correct places on the balance shee
83. Professional Systems Retail Business Version 7 0 User Manual revision 11 Copyright O 2000 2014 If you are a registered user and consider there is anything you think could be improved about the software and this manual please contact us at 09 432 8904 or professionalsystems professionalsystems co nz AA nce ace ce E Oo eeqecaraeoemamscentonce 5 Introducing Professionals Retail BusineSS ccccccseeesssseessessessssssesssesssssseesseseeeeeeeeeaas 5 Contacting Professional SS iaa 5 Sta ATO TO dsc 5 Uomo ER Spd ES VG E anna 5 Starline Protessi nals Retail BusidoSS errada 1 Editing or Adding Datos in ina E e A EDE 8 Setting up Professionals Retail Business oooonnnnnnncncnnnnnnnnnnnnnonnonononnnnccnnnonnnnnnnnnnncnnnnnnnnonos 9 Companys Uria 9 A E E E carotene suisse sect E E isan ca E E E tonne 11 Creating additional COMPANIES cccccccccccceccececeeseeeessseeeeeeeeeceeeeeeeeeseeseaeaseeeeseeeeeeeeeeas 12 Department Divisions DE Udine 12 Demas the AC CO PIM LEd oE rsr E S EES EEEE 13 ra Or ACCON 1 CCU a N NAT E A E ES 15 POCO WINE DOI O a E E E ER 16 Ke Ta O n E E E E ns 16 Settine UP recurra ans acu Saey aa e ai aao 17 Set up the transaction details oooccccnnnoonononncnnnnnnnnnnnnononoconnnononnnnnncconnnnnnnnnnnnncccnnnnnns 17 Set Up the Transaction Schedule inicia 18 Runtime recun AIS AC OTIS robada 18 Bank VIIntenancs testa 20 A 0 Ao Ameestatoasueussacsieet 20 Bank acC reacci n 20
84. SL Database images folder If you don t have a logo file you will need to create one Refer to Company Control for an explanation Save it as logoss bmp Note the ss This stands for sales slip You cannot use the logo that you have already loaded for the company because it is most likely too large for receipts Resize the file Select Image Stretch Skew You may be able to get away with decreasing it by 50 horizontally and vertically Save the file Open the settings menu in Front Counter Select any of the format sizes Click the Logo button Load the file and then Confirm It should appear on the example forms If it doesn t appear to fit you will need to go back to Paint and fiddle around a bit more with the size Form now on make sure you open the file logoss omp in the C PSL Database images folder Setting up the stock line buttons Stock line buttons are designed to be used to process the sale of items that don t have any bar codes and for which you would otherwise have to manually enter the stock code For example vegetables bakery goods takeaways other food items To connect stock line items to the POS buttons carry out the following sequence l 2 3 Create a stock line for each keypad button The words This button is not assigned are replaced as you link stock lines to the relevant buttons Create the required stock items you can set them up as packages if you wish to track inventory levels in detail an
85. ady to start running set up any recurring transactions These are fixed amounts that occur at known times such as lease and mortgage payments Setting them up in Recurring Transactions means you do not have to concern yourself with them until something changes Go to the stock management menu and set up the required stock configuration lines and groups Stock configuration allows you to link your supplier customer numbers to stock orders Stock lines and group allows you to set up and group stock items for sales including GST holidays To use the POS stock lines buttons you must create stock lines and link those lines to the required stock items Set up the inventory You can load it from a range of price lists Or set it up manually In the inventory form you can set up item specials stock replenishment rules package items and volume discounts Company Set up Set up at least one company If installing the software for the first time edit the existing company with the code MYCOY If adding a new company enter a unique code so it can be identified easily This can be ignored if there is only one company Enter the Company name It is included on the top of reports and invoices sz Professionals Company Mointenan lt NY A E Code Company Mame Description Exit JEC James and Judes The restaurant at the end of the universe 138 Bank Street Address Whangarei 0114 Save Cancel Fi Help obser alakra co nz Sales
86. ae 2 Edit item t Extensions colour of choice amaral tolerate T1 The example above is for a hair salon You can create any reasons that match your business e Tocreate a new reason click Add The fields are cleared z T PSL Maintain reasons settings for James Electrical Ltd Reason code candex Description Cut and extensions Service items Description _Maintain service items b litem code Description ttt e Enter a unique reason code If the code isn t unique you may not save the reason e Enter a description of the reason e When finished click Save e Now click New item and enter select an item from the inventory in Item code Each service can include multiple items from the inventory You can combine both stock and non stock items When a customer booking is assigned to a sales docket all the details of the reason for that booking are added to the docket e The description from the inventory entry is placed in the Description field If you wish to have something else appear on the sales docket change the description Whatever the description is here is what is used on the sales docket e Click save e You can add multiple items to the service list Each item will be included on the sales docket if you assign a booking to a docket You can remove any items after they ve been added Or add further ones Bookings services Create services if you intend to create a set
87. ain menu form Stock Professionals Retail Business V 7 0 PA Integrated EFTPOS Registered Retail Shutdown Front Counter WA Business estore x Retail settings Business R Company operations Contacts a Management Y Help Active company is James Electrical Ltd From this form you can carry out all operations If you have set up users with less access than the system administrator they cannot activate all options The company operations form also provides access to all back office operations and an up to date view of the financial situation Editing or Adding Data All maintenance forms are set up in a similar fashion When adding or entering data the following applies on all forms When the Add New button is clicked initially all but the Cancel buttons are disabled The Save button becomes active when compulsory information has been entered When the Add button is clicked all fields are blanked Except on the bank transaction where the first bank account displays When you click the Edit button all buttons but the Save and Cancel buttons are disabled You cannot exit from a form when in add or edit mode Move from field to field using the Tab key Do not use the enter key The fields are set up so that if you are in the first one pressing the tab key will take you to the next You cannot enter anything in certain fields Such fields are displayed because if necessary those fields can be
88. ancel Save gt lt Delete F12 2 Print E Inventory To create new order click Add The order number is created automatically Select an existing client If there is no record for the client click the button to the right of the Client Code field and then New on the list form Once the client has been selected the Address field displays their postal address This is to lessen the chance of wrong clients when dealing with common surnames Enter a description of the order This field displays on order lists and reports and helps to identify the order Enter the date of the order This defaults to the current date Enter the Planned Delivery date This date allows you to identify which orders are overdue and provides a reminder The boxes Closed Placed and Invoiced are not checked Click Save The details list becomes visible To create order details Click the Add button beside the details panel The details maintenance window opens 148 Add Fe ES Cancel m E Inventory e Enter an existing stock item code in the Stock Code field This can be either the bar code or stock code if different e The description of the item displays in the Description field e The retail price of the item displays in the Price per unit field e Enter the number ordered The total field is updated as the price per unit field is changed e Click the Save button beside the Details panel When you do so the Value of the or
89. and general income DEP 1011608 1 06 2007 1500 00 166 67 Misc Sales and general income DEP 1011612 1 08 2007 1000 00 111 11 Misc Sales and general income DEP 1011609 1 09 2007 2500 00 2500 00 277 18 Misc Sales and general income DEP 1011613 1 09 2007 1000 00 1000 00 111 11 Misc Sales and general income DEP 1011635 3 09 2007 13000 00 13000 00 1444 44 Misc Sales and general income DEP 1011614 1110 2007 1000 00 1000 00 111 11 Invoice No 20060274 Payment for Servicing air PAY 1209 2008 497 82 497 82 55 31 conditioning cy Invoice No 20060270 Payment for Electrical repairs 19 09 2008 1125 00 1125 00 125 00 dn i tun Invnine No 20080771 Pavment for Test invnine far AMNANNA FA AN FR AN A AN Page 1 of 6 AJAudRp1 Hie ET Ar Ft iit EN Income and expense report This report groups the accounts by ledger account code and whether they are income or expense accounts The income and expense balances print at the end of the report To print this report check the Display Details box and nothing else 173 Report Preview AllshTRpt Jo eesi SY 18 Se Printed on 23 10 2010 Page No 1 Income amp Expense Report All Journal Entries AICSHTRA All journal transactions for James Electrical Ltd To 29 10 2010 Account Code Narrative Ref Transaction Date Total Business Amount GST Income 10 Capital introduced Misc Capital introduced 110912006 Total this account 100 Sales and general income Misc Sales and general income 10 05 20
90. arge the details appear in the details panel e If you do not use supplier charges enter all the details In that case Invoice number is not compulsory because it is for information purposes only e Once satisfied with the details click Save If the bank account does not permit an overdraft or the overdraft limit is exceeded by the payment total you are warned You may still proceed as it is possible the bank account has the required funds In that case update the bank account balance in Retail Business by entering the required deposit 4 Payments not on Bank Statement If entering cheques for an opening balance enter the cheque number Once saved that plus one is the number used to create the next cheque 5 Refunds 86 Use refunds if you are using the Hybrid or invoice accounting basis or are using creditors and debtors Other wise refunds are simply cash transactions There are two types of refunds client refunds recorded through Cheque Payments Supplier refunds recorded in Payments Client Refunds Client refunds may be made by cheque electronic funds transfer or cash They must relate to an existing transaction either invoice or cash If using money from petty cash already withdrawn from the bank account as an expense pay yourself the value of the refund as income and record the refund as a cash expense with no change to the bank account balance In the case of an electronic funds transfer from your ba
91. as something other than the original format To check whether an item is in stock and its price click List Requisitions Use stock requisitions when stock is removed from the inventory for internal purposes For example if you run a service business and hold stock in vans If this is done make sure you don t include that stock as part of a detailed line on any invoices created by the service staff if Draw down stock is checked when creating the requisition If you do the stock will be drawn down twice and as a result stock levels will be wildly inaccurate The requisitions form is as follows Maintaining requisitions for James and Judes gt Henry Cunn Restocking service van H 25 8 11 2010 EM EE Decne chema sirk SOJA Details Stock Code 22330 amp Edt F11 CHAMBER FRESSURE Quantity 10 00 tem Code Requisition items must exist in the inventory e To add a new requisition click Add F2 e The number is created automatically e Enter the name of the person requisitioning the stock Depending on your internal policies they may need to sign the requisition form e Enter the reason Enter the date e If stock is to be drawn down check Draw down stock If the item is to be included on the invoice don t check the box In that case the requisition is purely for information purposes e Click Save e Details become visible To enter details Details Stock Code CHAMBER PR
92. ase advise if a technician can visit in the next week In replying please provide several days and times that are suitable We will get back to you with a time Thank you e f you use Hotmail or Gmail you need to configure them to use Outlook Even if it is not installed That allows your computer to connect directly rather than through a web interface e If sending a series of standard messages check the Retain message box e f you have a web site and wish to use your domain name email you will need to set up your mail server to handle SMTP and a password Cloning Invoices You may make clones of existing invoices if you regularly send customers bills for the same items and prices To create a cloned invoice click the Clone button Cloned invoices have a new number billing date and date due The date due is based on the date day of the invoice being cloned For example an invoice due on the 20 6 2010 and being cloned on the 1 7 2011 will be due for payment on the 20 8 2011 Recurring invoices To set up recurring invoices click Client Invoices on the main menu form Click Recurring invoices if it is visible The following form activates 116 Setting up recurring invoices for Electrical Ltd Recuming invoice details Client code GRPUR Grace Churchill Last invoice 201100075 Purchase order if any Save Description Book sale standing order Cancel Amount 30 00 Tax 3 31 x Delete Next payment due date 20 12 2012
93. at release you must currently be registered for support Activate recurring invoice running from the Client Invoice form When you click the Recurring invoices button the following form activates Recurring invoices processing for James and Judes The following recurring invoices are ready to run Recurring invoice for Grace Churchill 23 Run Set up invoice Client Code Description Amount Next run date Last invoice a Print controls AGRFUR Book sale standing order 30 00 201100079 MN E Include notes SMTH1 Electrical repairs to workshop Including replacement of m 1614 88 7 07 2011 7 Use preprinted letterhead Any invoices ready to be run are listed If an invoice is set to run a certain number of times or to a certain date it is set to inactive when that number or date is reached After that it will no longer appear on the list Prior to clicking Create select the relevant controls in the Print Controls panel These behave in exactly the same manner as the same controls on the invoices form Highlight the invoice to create and click Create That invoice is removed from the list Unless you have a backlog of invoices to send out If you have checked the Preview invoice box the preview form activates You can print the invoice from that form Warning if the recurring invoice settings specify the invoice is to be created as billed you cannot modify it in invoices maintenance If the invoice includes stock items the inven
94. ay at the top of the form Set up the same clients and suppliers using the same codes as on the system you are importing from There is no check for duplicate transactions Imported transactions are added to the existing transactions if any The transaction numbers in the import file are retained Make sure cheques being imported do not duplicate cheque numbers already in the system Because transaction numbers are used to connect transactions duplicated numbers will cause problems that may require a full restore Carry out a full system backup before doing the import The import facility allocates transactions to departments based on the matching ledger account code For example if account 100 is allocated to Department 1 in the source system but to Department 2 in the destination the transaction will be allocated to Department 2 Make sure the ledger accounts are allocated to matching departments in both systems or to the company only lf errors occur while importing they can be examined by clicking the Error Log button If you find any enter them manually Do not use the import facility to start a new system To create a new system on another PC that matches an existing system restore a system backup You will lose any data already entered into that system 19 To import transactions first create the required company department s and any suppliers and clients If you have suppliers and clients in the source system the transaction
95. b to the Cash field When you do that the EFTPOS field changes to 0 00 e If the EFTPOS terminal is offline you can record the payment as an offline EFTPOS payment You will need the manual credit card swiper If the touchscreen processing form is activated the form appears as follows when a combination cash and EFTPOS payment is being made 38 Total due 87 17 Tendered amount ar 50cents n 20 cents 10 cents J Scents Process Process EFIPOS Cash If the customer wishes to be provided with cash assuming an EFTPOS sale check the Cash out box on the Sales page If you split the payment between cash and EFTPOS the payment processing form will look something like the following Total due 87 17 Cash payment EFTPOS payment On this form clicking a button results in the value of the button being added to the value in the active field To enter the EFTPOS amount first so you can tell the customer how much cash is 39 due click the Enter here button The EFTPOS field becomes the active field As you enter an amount into that field the balance payable is shown in the cash field If you make a mistake click Clear and start again If the payment is in cash or a coupon and change is due when you click Accept the change form activates to remind you of the amount due Close F5 Click Close and you are returned to the POS form Cas
96. button in the main lay by form The total paid to date is included in the lay by display The Select form always defaults to the balance owing If the amount to pay and the amount being paid don t equal the total value of the lay by it cannot be released Until the lay by is released the inventory level is not adjusted Once the lay by has been paid for all items are added to the sales record Only the lay by payment has a sales amount The items are printed with Lay by item added to their description on the recejpt The lay by payment is given a code LAYBY in FC Multiple partial payments can be made If the total layby has been paid for the layby can be released and the inventory updated Note the To pay amount is 0 00 and the Release lay by and update inventory box is checked When this box is checked the inventory is drawn down Leave it as the default unless you have a very good reason not to At the same time the lay by is cleared Regular customers Front Counter enables you to manage regular customer sales You may 1 Setup an automatic discount for them 2 Define the customer as a cash only or invoice customer This provides a warning to the cashier if the customer requests credit 3 Build invoices from Front Counter sales Regular customers can also have lay bys orders and loyalty cards To modify the customer s sales setting click the Sales button on the Client Maintenance form The following form displays 48 Er Regu
97. by Paid to date Total due 22 09 2013 23 08 2013 70 00 127 12 item Code Description 40009116030CAT IN THE HAT 50TH BIRTHDAY CELEBRATION 04730525623 Moirs Guide North 046410538 Story of a Treaty The 4 Use this form to record lay bys for clients To enter a lay by first create a client record Click the Clients button to do this Once the client has been created make sure their code and full name display in the Active Client panel You may now create change or delete lay bys If you intend to complete the sale of the lay by items click the Lay by button on the POS sales tab And then click the Select button Note the form displays all lay bys for the active client and the details of the currently selected lay by Lay bys can have multiple items You can release individual items and enter partial payments Final release can only occur when the client has paid the total balance due To print a list of the lay by items click the either the Receipt or A4 button If you click the A4 button the lay by list is shown in preview mode You need to switch to the required A4 printer to make sure it prints on that printer To create a new lay by click Lay by then New 45 Active Lay by Instructions Pre ordered books Lay by date 7 02 2014 Dr Pick up date 11 04 2014 E pan A Total to pay 0 00 Paid 0 00 Balance Ji Save FA pl 5 Cancel F5 Morona TA E NEW TU LETAL Ins
98. c amdSS0 Arche v Example server share Reconnect at logon Connect using 4 different user name Sign up For online storage or connect to a network server 4 Find the drive of the PC Retail Business is installed on by clicking the Browse button If you cannot find it the connection to the PC may have been dropped The workstation PC may have to be shut down and restarted Or repair the connection if using XP Vista Windows 7 or 8 Warning don t map to the folder the Base System database is on The network will not be able to connect consistently if you do that Map to the C drive only Or whichever drive the database has been installed on if you are running in a server based environment Once the shared drive displays in the Folder field check Reconnect on Logon click Finish The database is now accessible from the Front Counter PC The shared folder must be the drive of the PC not the full folder as in CAPSL Database 5 Place the Workstation installation CD in the PC If the installation does not start automatically double click Setup exe This installs the Front Counter application Do not change the default settings 6 Go to the Workstation folder on the CD Double click InstallWkstn exe and select the network drive defined in step 4 eg G then the folder C PSL Database From now on so long as both PCs are running Front Counter can access the data it needs to run Stock Inventory ma
99. ck the IRD s website Running depreciation Run depreciation after the end of the financial year The result enables you to include asset valuation in the profit and loss and trial balance reports When the depreciation schedule has been run the year is rolled over into the next year Depreciation is also calculated on asset items you create and that were purchased in years prior to the current one Disposing of assets When you sell an asset you must make allowance of whether you made a profit or loss on the sale Calculating profit or loss on disposal is a fairly complex process You should leave it to your accountant To help your accountant do it record the sale of the asset transaction in the cash journal and also against the asset in asset maintenance You can then print off the assets schedule which will display the required information Enter the sale as a normal transaction If the transaction was a cash only one use the cash transactions form You can include it as part of a detailed bank transaction Use the Sale of Assets ledger account code 134 Maintain assets of James and Judes Curent Asset Description Holden Ute XR50 hardtop Depreciation method Straight line Depreciation rate per year 33 00 Link to inventory Current Value 822 23 Domestic percent 0 00 V tem disposed of Dispo
100. configuration for James and Judes Control set up Description Asset control Joumal Capital codes Expense purchase of assets 60 Fa Capital items Income sale of assets TE Maintain tems 160 a Ee E a O Load existing assets Current financial year 5 Run Schedule First day First month Last day Last month Current year 1 4 y 3 2011 2012 a oa 2 Schedule Reports BE oOo e When you click New a description of the configuration is created for you You can change this if you wish e Enter or select the capital purchases expense account code from the ledger If you are going to use this account is has to have GST turned off Capital items that are depreciated may not have GST claimed on them e Enter or select the sale of assets income account from the ledger This account is non taxable and not subject to GST e Define the days and months at the beginning and end of the financial year These control whether depreciation for an asset is for an entire year or a fraction of the year For example assets are not depreciated for the entire year in the year they were purchased unless purchased in the first month of the year As a result the software needs to know when the beginning of the year was e Select the current financial year Note this assumes the financial year crosses calendar years Depreciation for older assets is calculated once you save the new asset s entry and is up to but not includin
101. cted dates Cash sales all or selected inventory items Up to or between selected dates This report is useful for assessing how popular any item was Margin analysis this report calculates the margin on actual sales lt is based on an average sale price compared with the actual buy price of the items Sales to recorded customers you need to create and bill invoices from the POS for this report to include any information This report is for selected customers up to the selected date Cashiers the value of sales by cashier You can use this to assess performance pay if you have that arrangement IN that case each cashier has to have their own logon Lay bys by selected customers and pick up dates Sales statistics This report prints the amount of sales for each item the percentage of number of total sales and the percentage of total sales value lt gives a good indication of whether it is worthwhile to continue stocking an item Lines and groups The same as sales statistics but by lines and groups You can use this to assess the success of any line and group based sales Stock turn This report requires that stock is ordered and fulfilled by using stock orders It calculates an average duration based on stock orders for the relevant items made up within the period selected If you regularly delete stock orders this report will be of no use Library based reports Library reports use data from archived sales records To add
102. curate if Front Counter is to calculate the end of day cash up Once you have made any sales the float amount is retained and can be shared between tills if you wish e To have a friendly message print on sales receipts change the receipt message The message you enter is retained while Front Counter is running Unless you have turned it off in POS settings e Select the receipt printer width you intend to use The default is 80mm Front counter logon Enter cashier id and float amount Cashier id number system Administrator Float amount 200 Receipt message Receipt width Ok F2 Cancel Fo 60mm 80mm Log on to enable the POS page Check a couple of things before you start making sales 1 Is it likely you will often enter more than one unit at a time If so click the On Auto button 24 to turn it to Manual If the button is on auto the selection of an inventory item results in the item being recorded as sold without further action Switching to Manual allows you to change the number of units sold You can control this setting from the POS settings form 2 If you log off the next user including yourself needs to logon to activate the page If people are always changing the logon and do not have separate floats you may share the float Once someone has logged on subsequent logons have a form that looks like the above That is the Use current float box is checked To require the entry of another
103. d Placemakers Carters MasterTrade also Corys and EquipSafety select comma separated Mico select extended comma separated J A Russell Ideal Electrical select NZA Gold Electus Distribution initial load includes price breaks not bar codes Telfers Redpath Radcliffs Professional Systems exported inventory CSV 10 Electus Distribution Silver Core price list includes bar codes 11 MYOB retail basics stock export 12 Cashbook Complete CSV 13 QuickBooks after the IIF file has been converted to CSV eel A a a ea Others will be added as customers request them If you wish to do so please provide an example file from your supplier s web site or software If you are running a bookshop the following price lists can be imported first check the Use Book List box on the Stock Configuration form 139 Educational Distributors Ltd Harper Collins David Bateman Reeds Craig Potton Publishing ee E Importing from Excel CSV file To import stock from an Excel CSV file the fields must be in a particular order And certain fields must have something in them and be unique The CSV file is the same format as the Professionals stock export file When importing select the Professionals Inventory option in the Load form select Load the stock menu The import file must be in the following format and order Stock code 20 characters Bar code 20 characters leave blank if you don t hav
104. d 50 00 as expenditure Note there is no effect on the bank balance and you don t need to make a special journal adjustment Example 2 You are paid 250 in cash for carrying out a service You keep 50 for petrol and bank the 200 There is one entry in bank deposits of 200 and two entries in the General Cash Transactions entries income of 50 with the same income journal code as the deposit and expense of 50 for the petrol 95 Miscellaneous transaction details deposit for James Electrical Ltd Bank a c 00466 045523342 01 Vehicle expenses petrol Sale of Holden Narrative Amount 2500 00 125 00 1350 00 Entry Date 21 April 2012 23 April 2011 23 April 2011 Vehicle expenses petrol Sale of Xerox photocopier Sales and general income 100 00 450 00 134 67 100 00 250 00 23 September 2011 23 September 2012 21 June 2013 21 June 2013 21 June 2013 24 January 201 Sales and general income Sales and general income Total amount 314 36 Maintain cash transactions Transaction Details Add F2 Type 2 Edit F3 0 Miscellaneous gt Supplier payment Save F4 S Cancel F5 Delete FE Line No 3 G 5 T not calculated 100 Sales and general income Wf Select At F2 Zero rated 24 01 2014 Purpose Dept James Electrical Namative ales and general income Date 125 97 Fl Help Amount Total amount 314 36 Amount selected e Select the
105. d link each item to the relevant stock line Link all the items of the selected stock line menu definition to the stock selection buttons The following describes linking stock lines to the relevant POS menu keypad button On the Systems Settings form select POS buttons The following form activates 29 Link buttons to stock lines Select line to attach to selected button Line code Description P barstock Bar stock items by volume cloth Clothing items nonstock Services provided PA a A Click the button you want the stock line to use a Linked lines and menu buttons a Stock line to Button caption Soft Drinks Tap beer b cocktails Alcoholic cocktails i d softdrinks Soft Drinks tbeer Tap beer Gwine Wine by the glass Wine by the glass All wines sandwiches Wine Al wines sandwiches sandwiches i i Main meals including large Mains Main meals desserts Desserts including large certs i takeaway Takeaways servings bread Breads ET Item buttons Stock definitions All snacks Stock items Side salads Kids menu including biscurts and crackers The example above has all the buttons allocated Note when you open Full Service POS the buttons are set out at the bottom of the form in three rows of buttons Not in the layout shown above On the Quick Service POS the buttons are in the above order The Alcoholic cocktails button is highlighted As is the cocktails line in the Linked lines and buttons list I
106. ded a separate address for the contact s Phone list this lists the numbers for the client and contacts Registration maintain warranties and item registrations Registrations list view current warranties and registrations To maintain contacts click the Add or Edit buttons on the client maintenance form You may delete contacts If a contact has been included as part of an invoice you will be warned that it is in use If you still delete it the link is cleared when you next view the invoice If you wish to enter a reminder set the reminder date to the day it is due Enter details about the reminder in the Notes field To use reminders it is a good idea to get into the habit of printing the reminder report when you first logon To do so click Contacts on the main menu and then Reminders The report lists any reminders for the current day 104 It is a good idea to make sure the reminder date is at least the day or more prior to the action to carry out Put the date and time of the action to follow in the Notes field Something like the following Your son is due at the surgery for a checkout at 3 00pm on 12 12 2009 The reminder date may be the 10th In that case the reminder will appear on the list on the 10th If you carry out work that is warranted or sell registered items then maintain them through Registrations This is the same form as is activated from Front Counter Use this list to check who has a current arrangem
107. der is updated When adding details the items ordered field of the stock item is updated e When the items are delivered enter them into the No provided field When you save the number provided is added to the number of the selected item in stock and the number ordered is decreased Client order can be converted to an invoice To do so click the Invoice button You can also email the order to the client to confirm what has been ordered and when If you run stock consolidation the order s status is changed to Placed when all items have been allocated to supplier orders Close the order to prevent further items being added Or you can delete it if not using the stock turn report Stock Management To load inventory from a external stock list click Load from file on the inventory form Make sure 149 you have the latest prices before going any further If you have already loaded the price list and your supplier has provided you with a new price list or you have modified an exported stock file click the Update from file button Inventory can deal with book lists or trade supplies 1000439 150 X 50 RAD NO1 H1 2 PG 6 3M SL 1000447 150 X 50 RAD NO1 H1 2 PG 6 6M SL po if 150 X 50 RAD NO1 H1 2 PG 6 9M SL 3 200 X 50 RAD NO1 H1 2 PG 6 6M SL i 200 X 50 RAD NO1 H1 2 PG 7 2M SL 75 X 50 RAD NO1 H1 2 PG 125 X 50 RAD NO1 H1 2 PG 200 X 50 RAD NO1 H1 2 PG 300 X 50 RAD NO1 H1 2 PG 100 X 50 RAD MGP FJ H1
108. displays 110 e statements for James and Judes pa O a li _ WEN Statements 90 days 60days 30days Curent E Selected TCV Raymond MoCanthy O o Include payments JJM JJ Macromax 0 D 0 431 JONES Henry Jones 077 88 828 Yes ix D MB Marketers Books 2369 45 O 1 Include payment slip POLY Northland Polytechnic 201 2 D 0 Yez z Payments due since Payment due to 6 12 2012 sl Leave letterhead clear F Include notes r Fi Help If you have a large number of clients this form may take a while to display up to 1 5 minutes for 1800 clients Depending on the speed of your network and PC You can print statements for all clients by clicking the Statements button or for a selected client by clicking the Selected button Maintaining Invoices How GST is calculated and displayed on invoices is set in the Company form on the Tax settings panel Invoices have two sections 1 The header this links the invoice to the client sets the date payment is due and includes the description of the invoice It optionally includes the name of the contact and either a purchase order or job card number Although the description is not compulsory its entry is recommended to assist selecting invoices from selection lists The description prints on the invoice The total value of the invoice is updated as each line is saved changed or deleted 2 Invoice details this section provides for
109. displays in arrival time order This helps to check if any staff member is double booked If the customer is a regular and you have entered their email address into their customer record you can send them a reminder email of the booking Click the Email button The first time you do this the message field is clear After that if you check the Retain message box the last message is retained and displayed next time you open the email form You can print out or review bookings for any day To do so make sure the date you want to look at is the date in the For bookings on field If you want to look at bookings by reason make sure the reason is displayed in the List by reason field To look at a staff member s bookings first make sure the staff id is displayed in the List by staff id field Once you have the correct code s displayed click the relevant reports button With bookings set up you can assign the booking to a sale That results in the contents of the booking being allocated to the sale 81 To allocate a booking you can do so immediately they arrive in the store And then place the sale on hold You can add further items to the docket should they purchase more than those included in the service Assigning bookings to sales dockets Please make sure you have activated customer bookings by checking the Activate customer bookings box in Company Control To assign a booking the booking must first be created And it must be for curren
110. e Account Code field must be unique for the company currently active If you are using numbers and have multiple departments the account codes could be something like the following 1000 Sales for department 1 1001 Sales for department 2 e The Description field is not compulsory but you are advised to fill it as it helps to find the correct account from selection lists The description is also printed in account reports e Department Division Optional The default is blank which is a company level account If you have set up any departments you must enter the relevant one here e Affects tax amount Check this if the account is to appear on the profit and loss report Some accounts for example loans do not e Apply sales tax check if the account is to have GST applied Most accounts will The ones that won t are payroll tax payments etc and domestic accounts This setting overrides the GST status for the company and department That is if both have GST enabled any account to which it does not apply results in transactions for that account not having GST calculated If you are going to change it so GST does not apply do so immediately after you calculate GST Imputation e Active The default is checked Generally you won t change this When you have the correct account highlighted click the Select button Ledger Account Structure Setting up the ledger structure correctly is crucial to being able to report on how well the busi
111. e F4 Finishes 2 12 2011 G Hours 24h 12 Minutes 30 Cancel FS Payment 0 00 Fl Closed Delete F6 e Optionally select the item Code from the inventory You can skip this step and enter a one off description e The description is the same as the inventory item It can be changed e Enter a Main id and optionally two alternate ids These provide a means of identifying units that have separate serial numbers e Enter the date the arrangement starts e Enter the date and the time in hours and minutes when it finishes This can be the same day as it starts 53 e Enter any payment for an extended warranty or bond Once the arrangement is complete it is available in the registration list that can be used by help desk staff As follows 2 Nov 2010 2 Nov 2013 2 Nov 2010 2 Dec 2011 Fujistu F450 air conditioning unit 20 Apr 2011 20 May 2012 JAMESH Securty lighting porem and cameras 6 Dec 2012 When a customer contacts you it is assumed they have the serial number To check for warranties due to expire click the Order by finish date Once the warranty has expired close or delete it in the warranty maintenance form Or alternatively send them a reminder notice so you can increase the chances of repeat business The registrations list can be set to display only open closed or all arrangements This form is also the main contacts management form 54 Stock Inquiries To maintain stock orders or find out i
112. e any description 240 characters supplier code 20 leave blank if none unit of measure 10 RRP leave any commas out trade price leave any commas out O if none buy price leave any commas out 0 if none no in stock 0 if none No on order 0 if none Stock code is compulsory It must be unique Bar code is not compulsory but if importing it must be unique If you intend to leave a field blank then that field column in Excel must also be blank In the money fields make sure there are no commas So 1 000 00 should be 1000 00 That means the field should be text in Excel or be set up as Custom 0 00 so no commas are created when the amount is above 999 99 Not numeric In the Load form follow these instructions 140 Import stock LE for James and Judes stock o Professionals Inventory wwf Get List ag Load L E wit Loading stock list from CAPSLAPS Inventor caw Add G 5 T to prices A Includes distributor price Suppliers Code iz le Import F Includes lines and groupe e From the drop down list select Professionals Inventory IMPORTANT uncheck the Includes lines and groups box e Get the list from the folder you have it in by clicking Get List e If you are updating rather than loading check the Create new items box e If the prices don t include GST you need to add it So check the Add GST to listed prices e Ifyou have included the distributor prices chec
113. e as many bank accounts as you like For ease of use specify one account as the default account for cheques payments This means that account will appear automatically when adding payments Bank details and accounts must be completed in the following order 1 Bank 2 Bank accounts 3 Account opening balances if not zero Bank Bank details require that the bank s code usually the first 2 to 6 numbers of the account code and its name be completed Everything else is optional You may set up as many banks as you have accounts for Bank Code No Mame Branch Postal Address Physical Address Postal Code Contact Name Phone No Fax Mo E Mail Editing Bank details CBBank pas Bank accounts Each bank can have multiple accounts 20 When entering the bank account numbers make sure the format complies with your bank s format If you are setting up multiple bank accounts and companies it is a good idea to create the accounts for each company immediately after you have created it and any department s A company s bank accounts can be shared between departments This allows the completion of a payment for goods from one supplier while allocating it to ledger accounts that have been set up for different departments If you do not wish to do this check the box labeled One dept only When you check the box a list of all departments belonging to the currently active company display Select th
114. e drawer It is subtracted when you click Accept providing you have already entered the next day s float value The total will be placed into Total cash The example below has no discrepancy Retail Business cash calculator Denomination count Ten cents 10 Twenty cents Fifty cents One dollar Two dollars Five dollars Ten dollars Twenty dollars Fifty dollars One hundred dollars Five hundred dollars One thousand dollars Enter the actual amounts of any cheques travelers cheques and electronic transactions into the relevant Check totals fields The aim is to get the Discrepancy totals to zero Compare the To deposit total with the Drawer balance Any discrepancy is displayed When you click Bank you will be given the option of banking the drawer balance rather than the To deposit amount Optionally using the EFTPOS sales report enter the recorded EFTPOS and credit card sales in the Check totals fields This is purely for checking purposes You may need to manually record these deposits if each is a separate bank transaction and has any fees so the net deposit is less than the total shown here Note the amounts and enter the deposits once you have obtained the actual amounts from your bank the transactions will be detailed one line for the deposit another for the relevant fees To record a bank transaction of the EFTPOS sales check the box Bank EFTPOS sales Once you know the amounts of the fees you can add
115. e following form displays 152 Sales settings for OOENGSET Hornby engine set Settings 9 Extras prompt W On special 10 00 0 00 Special starts 10122012 alr Finishes 24 12 2012 Ev L Buy price visible E Wam on discount Tum on price calculation option Zea see O cana e Extras prompt Check this if you wish to be reminded of something that may need to be included or be sold with an item For example batteries for those items that don t include batteries When checked the following form activates New extras prompt for OO Hornby engine set Prompt Text to display Need to purchase controller handset e When you sell through an item with Extras prompt turned on a popup form appears with the extra prompt in it e On special Check this if the item is to have a special price If checked the three fields Discount Special starts and Flat Discount appear The special can be based on either a percentage discount or a flat discount Not both e Buy price visible The default is for buy price to be invisible on the sales page Of course If you wish it to be visible for any reason check this box Making buy price visible could be useful if there is a chance discounts may result in sales less than buy price e Warn on discount Check this if you want a message to pop up warning that the item should not be discounted This warning is to prevent discounts being applied Not the warning that senior au
116. e one to allocate the bank account to This prevents other departments from using the bank account You would be advised to indicate in the description which department if any the account is for Adding Bank Accounts JEC James and Judes Bank Code No 00455 Bank of New Zealand Account Number Use as default account Cheque account Description Last Cheque No 10000 Last Transaction No 1011304 E One dept only M Overdraft provision Overdraft amount Account No Description 1729452 90 Cheque account 06793 O06 7931 01 Business saver Cash transactions bucket CBBank pas e Select a bank to view select existing banks click on the button to the right of the Bank Code field e Enter a new bank account number lt must follow the format of the bank account use your bank statement to see what it is e If this is the Default bank Account for cheques and other payments check the Use as default account box The account is then the first to display when adding cheques e Enter a description of the bank account Use the same name as your bank account for ease in reconciling accounts and identifying the account in selection lists e If you wish enter the Last Cheque number from your cheque book This is used to automatically increase cheque numbers when entering cheques e To allocate this account to one department only check the One Dept only box This is 21 not checked when you click the New bu
117. earch for inventory items click List 57 Professionals Front Counter Operator System Administra Lock Front Counter Logon to Front Counter ACI ext Front count Exit Front Counter __ Create new stock item if code not found Front Counter POS Client accounts Stock inquiries Supplier stock orders Orders for supplier A BUNN 0 Bunnings Number Supplie Description Order Date 4200700005 Timber order for planned work 22 01 2007 a 200700015 GST Exclusive test 23 02 2008 200800021 test 10 04 2008 200800022 Another test order 15 04 2008 Id od gt Pl Stock Code Description Ordered Buy value Provided d 24045RSGH IP 240 X 45 RAD MSG8 STRESS GRADED LOSP H 120 2101 2 y 14045RSGHIP 140 X 45 RAD MSG8 STRESS GRADED LOSP H 250 2292 5 1000439 150 X 50 RAD NO1 H1 2 PG 6 3M SL 50 225 9045RSG12H1P 90 X 45 RAD MSG12 STRESS GRADED LOSP 250 1710 lt al 3 To list orders and their status click List If you have a large number of orders the list can be fairly long Report Preview SEE Jor _ThumbNalls Search Results Order No Who to Description Date 200700004 Supplier order to PLACE Still another test order 22 Jan 2007 Placemakers TEEEEEREER 200700005 Supplier order to BUNN And another 22 Jan 2007 Bunnings 200700006 Supplier order to CARTERS Order for job TIKI1 22 Jan 2007 Carters 200700007 Supplier order to MICO Plumbing order 23 Jan
118. ek Or monthly 63 l SL Save sales history to the sales archive This process copies the existing sales transactions Ad to library files To produce reports using these records select Library in the sales reports menu Please make sure everyone is logged off before running Once the records have been cleared you cannot recover them unless you have a recent back up archive Warning do not run either option unless everyone is off the system If you have not run the copy transactions option for a long time the process could take a while Up to 15 minutes for 15 megabytes The sales report menu includes a button to activate the library based reports These reports will be as complete as the date you last updated the library The library reports form is as follows Sales statistics Customer sales Library reports are restricted to stock related activity sales only Non sales data is not copied into the library for example warranties arrangements invoices etc Sales reports There are thirteen sales reports available All reports provide for a selection based on client or inventory item and by date As a result there is an extensive range of information available 64 10 vious Coupon balances O Hee compos A Sales statistics pony creation Stock expiration YA Library reports Customer loyalty points Warranties registrations by all or selected clients Up to or between sele
119. el applied to the Stock line buttons You can attach up to 18 stock lines to the buttons in Front Counter And up to 36 stock items for each line Stock groups these are the divisions that group stock items into categories such as framing beams piles etc under a stock line such as timber Group items if they are likely to share sales discounts and are part of shelving sections for stock take 142 EST Stock line maintenance for James and Judes Curent Stock Line Configuration Line Code Whiskey All types of whiskey O ee ee EAR Shots Sales tax enabled Shots E Sale on Description Stock Groups Description Group Code Description Shots StkCntrl pas e Create the stock line first Click New in the top group of buttons e The line code can be quite descriptive It must be unique e Enter a description of the line This displays on the inventory item for those linked to the line If the stock line is to be used on the Stock line buttons make sure the first 12 characters can identify the line e Click Save e Create the groups that belong to the stock line Groups are the level at which sales and specials like GST holidays can be arranged Creating a stock group e Click New in the bottom group e Enter a code This can be quite descriptive If you have other groups of lights for example it is a good idea to make the code sufficiently descriptive to avoid confusion For example SecLights
120. en accepted the POS switches back to auto mode The default is manual If you leave it you will need to switch to auto mode after the POS starts 4 To enable stock to include multi item item selection for example clothing styles size colour designer brand second hand items and bucket pricing check the Enable multi item sales selection box Additional fields become visible on the inventory maintenance form when this is checked Including the Bucket items and Stock Details buttons 26 5 Check the Use touch screen payments form box to switch from the manual fields payments to touch screen The default is to use manual payments If you think it may be necessary to split payments between more than two payment types you will need to continue using the manual form Otherwise suggest you switch to the touch screen form There is less chance of things going wrong 6 When you log on to Front Counter POS the logon form includes a message This message prints at the bottom of receipts You can delete it But in that case you need to delete it ever time you logon The easiest way to remove it is to check the Blank You have been served by box It will never bother you again 7 To activate the stock line buttons on the POS check the Enable stock line buttons on POS box Don t do this until you have set the buttons up 8 If you have a second monitor connected the POS can use it as the customer display Check the Activate second
121. en set up to split transactions between business and domestic the split is carried out automatically 16 Setting up recurring transactions Within the Bank form select the Recurring Transactions tab The required ledger accounts and bank accounts for the company and any departments must be set up If you have set up suppliers they may also be used Otherwise any supplier identification is a Miscellaneous supplier There are two stages to setting up recurring transactions Set up the transaction details Bank Acct 00466 1 3945230 Cheque account Purpose 260 Mortgages Descr Mortgage on workshop James and Judes iq lt Account is for JAM James Electrical 1500 00 Descrioti Mortgage on workshop mabel h henry Service contract Henry s coolstore Contracts A P Select deposit or withdrawal The default is withdrawal Enter or select the bank account Enter or select the ledger account Purpose the transaction belongs to Include a description of the transaction so reports can be more informative the description is included in the transaction journal when run with AP added For example if you have a single ledger account for mortgages but several mortgages describe each payment here The default is to use the ledger account description If you have set up suppliers you may include the supplier code This has no effect on the supplier s invoices
122. en the stock drops to 10 or below e Enter the minimum order level to be included in the stock order In the above example 1500 is the default amount each time this item is included in an order You can turn auto replenish off without having to change the stock and order levels If stock items have been imported from a price list it is set to off Turn it on for the items you want it active for When you click Replenish in the Stock Order page the following form displays 59 Replenishing stock for James and Judes y _ Supplier CARTERS Current open orders Order Description irde 200700006 Order for job TIKI i 22 01 2007 Replacement timber 45 26 02 2008 Stock replenishment order 25 6 03 2009 Timber order 27 10 2010 Timber order 1857 00 811 2010 If there are any open orders they display The default is to add the additional stock to the selected open order If no orders are open a new open order is created Each time a supplier order is created in this way it has a description Stock replenishment order Note order 9 above You can review orders and change the quantities ordered or delete items you don t want to stock anymore In that case it may be a good idea to turn off automatic replenishment for that item Select the supplier to place the order with If that supplier has any open orders they display in the list Whichever one is selected is the one the items are added to If you don t want that to happen close
123. ent registration If the arrangement is due for renewal you can email a reminder by clicking Email If you need to change the client s details click Client The client s maintenance form is activated with the current client displayed To create or edit an existing invoice click invoice To modify or create a new registration click Registrations You can exclude closed registrations by checking the Open only button in the Status panel The default is to display all Client Operations This form provides an overview of clients what they have paid and how much they owe including invoices payments write offs and credits and debits and stock orders Activate it from Invoicing or the Company operations form o y ET Customer maintenance for James Electrical Ltd e T eS 3 Y TT Active Client Search for Client Exit client operations A F1 Help co oa f Maintain customers il Dinwoodie and Brown Id 4 j gt Pl All invoices credit coupons anaana Numbe Descripti Due Dat Amount Dat Biling Summary for Displayed Client me eae Quotes Estimates i Billed 6 060 64 14201100074 Store sales 20 12 2012 316 93 12 11 2012 paa Credits 5 00 201100077 For work on garage security system 20 12 2012 773 39 30 11 2012 i y Pai Client orders E e 0 00 i i Written off 0 00 P m sssssssss Refi nds 1 300 00 I lt l Credits debits aA 4 665 84 Details lt jf meta i HI
124. er anything into the text fields on the right the user defined settings will be used To turn them off clear the Notes field and click Accept 28 The top text box should not have any more than 5 lines in This is because the sixth and subsequent lines will over write the date and time and possibly also the transaction number lines To preview your changes click Preview user defined Set up the appearance of the company name This is based on the name entered into the company control record Be careful with the size The maximum size cannot exceed 14 point If you have a long name you may need to make it smaller It is a good idea to make it bold Date time transaction number GST Number TAX INVOICE and You were served by print on both types of receipts The panel to change is System Standard To leave bar codes sku and plu codes off the receipt check Turn off bar codes on receipts The result is a receipt that looks more like a supermarket receipt Select the settings for the user defined text These settings apply to both top and bottom text The bottom text can be something like a returns policy or special message To set up a logo for the receipt follow the instructions below Other settings relate to stock and are covered in the section on stock management Setting up a receipts logo 1 2 3 A ed Using your existing logo if you have one open Paint Open the file logo bmp from the C P
125. ervice you can only change the description Customer Bookings Customer bookings allow you to book customers in for certain things hair cuts maintenance deliveries etc To set up bookings first check the Enable customer bookings box on the Company Control form If this box isn t visible you don t have the required files to use bookings Please contact Professional Systems To use bookings you need to set up the Reasons for any bookings These can be set up from the bookings maintenance form The bookings maintenance form can be accessed from the Front Counter POS selection form The required button becomes visible once you have checked the Enable customer bookings box in the POS settings form 79 To attach staff to specific customer bookings you must also set up staff details It is possible to attach set services items to reasons lf you do that those are placed onto the POS sold items list when the booking is assigned to a docket You can still add more items Or remove ones that don t apply Doing this helps increase accuracy when a booking is for a reason that involves multiple standard items on the bill To set up complete bookings including automated sales and staff allocation follow this sequence 1 Set up staff details First create the staff profiles Including their details 2 Setup booking reasons You can set up as many reasons as you like 3 Make sure you have entered all required items services into the inve
126. ery address box in the Print Controls panel If that is checked the following form activates when you print the invoice or delivery docket Enter temporary delivery address Street 5uburb location Citytown Past zone e The address replaces the client s default address on the invoice to be printed It is retained and can be reprinted by checking the Insert manual delivery address box and then Accept e To produce a delivery docket click the Delivery button If the customer s physical address is in their record that will be used Other wise their postal address will be used Unless the Insert manual delivery address box is checked Text on invoices You can include a large mount of text on invoices if you need to provide a full description of the work carried out Each set of text is linked to one line This means if you wish to include text that explains the full job carried out attach it to the last line It will then print under that line To include text select the line the text is to be linked to and click the Text button The following form activates 113 junction box in house to allow additional load Also to fit new lights power points and security lighting beh save canc To print the text on the invoice check the Include text box in print controls Payment slips Remittance Advise To print invoices that include a payment slip click the Service button These invoices are to be used when you a
127. es 200 125 00 Misc 26 09 2013 Electronic Transfer 1000071 1250 70 EDI 21 10 2013 ANZ NBNZ ATM WITHDRAWAL ANZ WHANGAREI WHE 200 200 00 EFTPOS 1 10 2013 DC MSD Nat Crown 20283317 EG C1241172601 6036 040508 100 800 00 EFTPOS 22 10 2013 ANZ NBNZ ATM WITHDRAWAL ANZ WHANGAREI WH 200 200 00 EFTPOS 31 03 2008 INTERNET BANKING BILL PAYMENT BN2VISAMGLOBAL PLU 200 89 99 EFTPOS 26092013 Bunnings Electronic Transfer 1000077 1380 00 EDI 26 09 2013 Dinwoodie and Brown Electronic Transfer 1000078 1300 00 EDI 26 09 2013 this is contract payment 339 80 DETAILS 26092013 Aussie Surveyors Pty Electronic Transfer 1000084 2136 97 EDI 2601 2014 Payment to MZI to renew insurance policy 20 1289 95 AP 25 01 2014 Sales and general income 3200 00 Misc Pp 25 10 2013 Sales and general income 100 4500 00 Misc at ia ca ela Opening Balance 2300 00 Current Balance 3381 21 Overdraft 0 00 e Select the bank account to operate on If there are any transactions in this account they display in the list Reconciled transactions may not be deleted e Click the Add button 90 Br Bank Transaction maintenance for James Electrical Ltd Bank Account Bank Acct Opening Balance Maintain transaction Type Deposit E Withdrawal Transfer C Fees Debits Has details Ref No 1000033 Purpose 100 Sales and general income Account belongs to James Electrical Reconciled Narrative Sales and general
128. escription Goods could not be provided ld Save Fa Cancel F5 F1 Help Pie Jee Pi ES AA De es December 2012 CBCICrDr pas When you click Add the Credit and Debit radio buttons have the Credit button selected Click on the Debit button if a debit note e f adding a note the compulsory fields are the correct credit debit button and amount The default button is Credit To enter a debit note check the Debit button e The date must be later than the period of the last G S T imputation run if using the Invoice or Hybrid accounting basis e Itis a good idea to include a description of the note this prints on the various reports and helps to identify why the note was created Your client may require the description to be included for tax purposes A note results in an adjustment to the G S T on the selected invoice if you are using the Invoices or Hybrid accounting basis To print a credit debit note to send to the client click Print GST Imputation GST imputation applies to all departments that have GST enabled Professional s Retail Business requires that all departments of a company have the same GST set up If they do not you should set up separate companies for those departments The process of building the imputation form depends on the accounting basis you are using 1 The Payments Basis The imputation form gets all its information from income and expense transactions Even if you are using customer in
129. ess If you can t trust yourself then you have a problem this software cannot help solve Be careful when creating passwords It is not a good idea to use a user s pet s name car type or anything like that The system will prevent the use of user names Valid characters in a password are the following capitals A Z and lower case a z numbers and the underscore When creating a user make sure the date the password expires is the current date or the date they will first use the system This forces them to change their password when they first log on Only the administrator can change passwords that have not expired You will need to make up your mind whether to expire passwords Doing so improves security so long as users do not put a copy of their password in their top draw But it can annoy users and result in simple and easily solved passwords Cashiers should be at least level 2 access to key data If you create them with a lower access level than this they will be constantly asking the system administrator to authorise actions Do not remove the system administrator s profile It is created when the software is first installed At least one other person should have administrator s rights or at least know what the administrator s logon id and password are 183 E Maintain staff access profiles O ae Staff id no First Name System pu RE Last Name Administrator New Password Repeat
130. etables Fresh fruit servings e The customer s name is in the green field at the top e Click Change to enter the amount for Cut The unit price from the inventory is allocated automatically Click Accept e Do that for each item on the docket You can also add additional items that aren t part of the predefined service e If the customer purchases other items you can add them to the docket Dockets can be created when the customer arrives and placed on hold until they pay Item Code Back Office Operations The following sections cover back office operations including entering financial transactions maintaining customers and stock management Financial Transactions Financial transactions include banking invoice payments managing debts and supplier invoices Bank Reconciliation Bank reconciliation enables you to match the bank transactions and balance with the bank account statement s You may run recurring transactions from this form Run any due recurring transactions before carrying out the reconciliation 83 You are presented with a list of bank transactions that have not been reconciled Bank Bank of New Zealand Branch F1 Help Opening Balance 347 37 Bank Account 00466 1 8945 2 90 ld 0 00 Description Cheque account Reconciled Balance Id 4 gt e E Rec Trans Statement Balance 1255 00 Cheque Tran No Amount DC MSD Nat Crown 2
131. f a button is linked to a stock line you may remove the link You cannot create a new one unless the button highlighted has no stock line connected The example above displays one possible set of button captions for a set of buttons set up as a menu buttons panel The stock line descriptions are used as captions on the relevant buttons To make sure everything fits there should be no more than 40 characters in each stock line description From this form you can create new stock lines and link stock items to selection buttons It is these buttons that are activated when you press the relevant button on the POS Note you can set up menus The dinner menu has to be set up using the relevant buttons For example Entrees Mains Desserts etc Once you linked the stock line to the selected button click Menu buttons The following form activates 30 ings Gisborne chardonnay special Marlborough Chardonnay Matua Valley cab sav Mission Hills private e e reserve special reserve 4 4 Short Description Caption Gisbome chardonnay special res Te Mata Estate private bin Te Kauwhata estate reserve Cloudy Bay Pelorous sparkling Esk Valley Sauvignon Blanc se Cear E Click to select the item to attach to the highlighted button Hunters Chardonnay Private Montana Estate Sauvignon Montana Marlborough n Code Description bin Blanc Sauvignon Blanc e gt CLBAY PELOROL
132. f an item is on order go to the Supplier stock orders tab in Front Counter Professionals Front Counter Operator S Admini Lock Front Counter j Logon to Front Counter Exit Front Counter eee eee Create new stock item if code not found Front Counter POS Client accounts Stock inquiries Supplier stock orders Requisitions Inventory Stock take og Export y Stocklist To maintain stock requisitions click Requisitions This activates the requisitions form Requisitions are for when one part of your business takes stock out of the inventory but doesn t sell it immediately For example it may be held in a service van or used for demo purposes You may wish to know where such items are If the item is sold the inventory is drawn down by the invoice or cash sale created to record that sale Maintain stock click Inventory This activates the inventory management form Inventory management allows you to set up sales displays and specials for stock items If carrying out a stock take click Stock take Stock takes can be carried out by dividing them into stock lines This can help make it easier to carry out if you have a large inventory To create an export file of the entire inventory in Comma delimited Excel CSV format click Export If you create such a file it can be imported again using the stock inventory Update process Be aware that Excel often puts new characters into files if you save them
133. float amount uncheck the box Leave Use current float checked if you are sharing your float with other cashiers Other wise uncheck it and enter your float Select the paper width of your receipt printer The default is 80mm If you have multiple cashier workstations receipt printers can be shared That is the receipt printer of workstation 1 can be used by workstation 2 Or each workstation can have their own Setting up Front Counter There are three areas where you may need to change default settings 1 International This is not required in New Zealand To activate select System Settings on the main menu then International The following form activates PSL International settings Select your country a Canada E ST Tax label appears on sales Cook Islands Fiji Tonga United Kingdom Because the default tax type is GST based only countries that use it or something similar can be set up 1 Select your country 2 Enter the tax description you want to print on the sales receipt If in the UK V A T ABN in Australia For example Warning don t change settings if operating in New Zealand Those settings will be used from then on And you cannot change back to New Zealand without reinstalling the software POS Settings Use this form to change the way the POS behaves Also to avoid the need to keep selecting printers when switching from receipt to A4 For example when printing client invoices and quotes
134. for James Electrical Ltd Active budgets only Account Code 100 Sales and general income Total budget 18600 00 Budget is from 1 04 2009 to 31 03 2010 T D Actuals 17009 66 Remaining Budget 1590 34 Period Begins Period Ends Budget Amount Actual Amount Variation 1 April 2009 30 April 2009 1550 00 20270 48 18720 48 1 May 2009 31 May 2009 1550 00 402 48 1147 52 1 June 2009 30 June 2009 1550 00 76 20 1473 80 1 July 2009 31 July 2009 1550 00 0 00 1550 00 1 August 2009 31 August 2009 1550 00 1560 98 10 98 1 September 2009 30 September 2009 1550 00 0 00 1550 00 1 October 2009 31 October 2009 1550 00 11942 48 10392 48 4 1 Novernber 2009 30 November 2009 1550 00 127 00 1423 00 3 1 December 2009 31 December 2009 1550 00 0 00 1550 00 1 January 2010 31 January 2010 1550 00 0 00 1550 00 1 February 2010 28 February 2010 1550 00 0 00 1550 00 1 March 2010 31 March 2010 1550 00 0 00 1550 00 Totals 18600 00 34379 62 15779 62 Account Code 200 Goods purchases Total budget 21479 85 Budget is from 1 04 2009 to 31 03 2010 Y T D Actuals 894 80 Remaining Budget 20585 05 Period Begins Period Ends Budget Amount Actual Amount Variation 1 April 2009 30 April 2009 0 00 100 00 100 00 1 May 2009 31 May 2009 112 35 124 80 12 45 1 June 2009 30 June 2009 0 00 0 00 0 00 1 July 2009 31 July 2009 0 00 0 00 0 00 1 August 2009 31 August 2009 0 00 120 00 120 00 1 September 2009 30 September 2009 0 00 550 00 550 00 1 October 2009 31 October 2009 0 00 0 00 0
135. from a certain date They will have to enter a new password When they do that a new expiry date is created based on the number of days set when the user was first set up If the password is to expire check Password Expires Number of Days and Expires on fields display You can only edit the Number of Days field As that is changed the expiry date will be changed Importing Bank Transactions Retail Business provides the facility to import bank transactions from your bank To do this you must have access to internet banking All banks have a transfer download or export facility usually from their View transactions balances web page Click Import on the Banking management form When you go to the relevant web page make sure you select one of the following import formats For ANZ Bank CSV For ASB Bank CSV For BNZ GIFT For Westpac CSV select date format dd mm yyyy For TSB CSV For KiwiBank CSV Save the bank transaction file to a folder that you can find easily Do not use the temp folder as it 186 can become cluttered and it is difficult to find a single file using Windows Explore You can place the file in the C PSL folder To lessen the chance of confusion it is a good idea to use the same file name each time for example ANZImport csv so that each import is saved over the previous one Business Account s browser displays files that have the csv extension Once you have saved the file start
136. g the current financial year Once the first depreciation schedule has been run the financial year definition cannot be changed manually The current year is changed when the depreciation schedule is run for that year Run the schedule once during a financial year at the end of it Creating new assets You may load assets into the register in two ways l If the asset was purchased during the current financial year as displayed in the depreciation control form Load it from the cheque payment transaction that records the payment The ledger account the transaction is for must be the same as the capital expense account in the depreciation control form 2 If the asset was purchased prior to the current financial year Create a new asset from the asset maintenance form Make sure you have the cheque transaction number purchase date and purchase price When saved depreciation is calculated and the asset s current value is calculated 132 Entering assets for James z Entering an asset purchased priorto 104 2012 Description Date purchased 3 04 2011 EM Purchase price minus sales tax oe Cheque No Depreciation method En Straight line Diminishing value Depreciation rate per year Link to inventory Domestic percent 0 00 Use the above form to enter assets purchased prior to the current year Activate it by clicking New on the assets maintenance form If the asset has a value
137. g days and months they reset to 1 e Fora set finish date or number of transactions the relevant fields display If you select the No set end option the Number of Transactions and Finish Date fields are not visible Transaction Type Run Frequency 5 No set end Specify which date of month Set stop Date O Weekly 0 Every two weeks W Active Which day of which month 5 Fixed number of transactions le Every de day of each 1 Stop Date 4M2DE Editing Transaction Schedul Running recurring transactions Run recurring transactions at least once a month You may change the transaction amount from within the recurring transaction run form 18 To run recurring transactions select Recurring Transactions from the operations form or click the Rec Trans button in the banking menu If any transactions are due to run they display on the form Recurring transactions processing for James and Judes The following recurring transactions are due Ea OAn Amount Next un date Account Code Bank Account 1500 00 23 11 2009 OM466 1 39452 90 mabel h henry Service contract Henry s coolstore 1500 00 26 04 2011 Contracts 1550 00 25 05 2011 WARNING the recurring transactions process does not check for overdrafts It behaves in exactly the same manner as the bank s automatic transactions This means even if the bank account is not set up to allow an overdraft
138. g of the current financial year The report is as follows Report Preview CBBusRevRpt JaC e e 9 Printed on 30 10 2010 Page No 1 Income Statement for James Electrical Ltd Between 1 04 2010 and 30 10 2010 100 Sales and general income 209 74 150 Supplier refunds 22 22 Credit sales unpaid 2042 71 Total Income 3074 67 20 General insurance 311 11 200 Goods purchases 2497 77 210 Vehicle expenses 11 56 250 Electricity home 56 89 350 Machine rental 311 11 370 Freight 88 88 450 Client refunds 5333 32 Purchases to pay 6672 13 Depreciation for the period 1 04 2010 to 30 10 2010 0 00 Bad debts written off 0 89 Total Expenses 15283 66 Net revenue Page 1 of 1 CBBusRevRpt G S T and non taxable transactions can are excluded GST Reports There are two GST reports One is a reprint of historical imputation forms The other is a transaction audit report of all G S T related transactions for the current period Both reports can be started from the G S T imputation form The imputation form can be run by clicking the GST button on the reports form The imputation selection dialog is as follows 176 6 Sf Tieri for James and Tadeg SS of period nd of period de 1 11 2010 30 04 2011 J pl Inland Revenue Te Tari Taake Goods and services tax return Goods and services Tax Act 1985 Please use the GST quide IR375 to help you complete this return or phone us on 0800 377 776 GST 101A
139. gs to displays immediately underneath e Enter a description of the line materials The narrative defaults to the description of the ledger account e Optionally enter the number of items supplied e Enter the amount of the line s value into Amount The Tax field updates automatically as the value is entered Enter the amount as GST inclusive e If the invoice has the GST amount as one total at the bottom of the invoice check the Add Tax box GST to pay is then calculated and added to the line amount Warning the Add Tax box is to help with calculating GST only The amounts are saved and subsequently displayed with GST added The Add Tax box is visible if the ledger account is entirely for business purposes e The Tax field may be changed if the calculated GST differs from the amount on the Supplier invoice e When you click Save the invoice totals are updated in the top panel Clients Debtors You must maintain client debtors records if using the invoice accounting basis for GST 100 Using the debtors facility you may keep track of all invoices credits debits and write offs and client payments It is possible to run the debtors aging report bill clients track client debts and write off unpaid debts These figures are important for the end of year balances En Customer maintenance for James Electrical ti First name Middle name Last Name or company Search Clients Dinwoodie and Brown Northland Pohtechnic Developers Ac
140. h out cannot be completed if there are insufficient funds in the cash drawer You will be warned if that is the case If you need to add to the float put the sale on hold log out logon and change the float amount Then release the sale and complete it e When you click the Cash out button the page switches to manual mode The Accept button becomes visible The stock code field defaults to CASH OUT e Click Accept when the cash out amount is entered e Due is the sale plus any cash out e Cash out is shown as a separate field Both appear on the sales slip e The cash out amount shows on the sales receipt as Cash out e f the customer pays by cash enter the amount tendered Any change due is calculated and rounded If the cents figure is 5 cents or below the rounding is down and up if it is above e If you are having a sale the POS can calculate the sale price Group items in the inventory You can have different sale discounts for items by the group they are in If you have a large number of stock items this could be a major operation initially See Stock Lines and Groups to find out how to set up sales Once the correct set up has been completed sales may be turned on and off very easily e You may set up item specials within the inventory by clicking the Sales Setting button Using the Stock line buttons If you have activated the Stock line buttons in POS Settings a panel displays at the bottom of the POS screen It only displays button
141. he wrong cheque number and there are cheque details you must delete and re enter it 3 Details Enter as many detail lines as required Each line specifies the ledger account the payment is allocated to Adding details to cheque payment No 1011906 Details Invoice Ref 03142011 k Total due 3880 Account 340 Fa Construction related costs Account belongs to JAM James Electrical Narative Constuction related costs timber Addtax Business amount 2770 00 Tag be Save F2 Cancel F5 e Click Add in the Details panel The above form activates with the fields cleared e Ifthe detail is for a supplier invoice enter the invoice code into Invoice ref The only valid invoice s is for the supplier selected when creating the transaction e Enter or select the ledger account code in the Account field If the account selected splits transactions between business and domestic allocations the Total Amount and Business Amount fields display e Enter the amount into the Amount field if it displays otherwise enter the amount into the Business Amount field If entering into the Amount field business amount calculates and displays automatically To enter the amount exclusive of GST check the Add tax box e If creating a payment for a regular supplier s invoice select the invoice line s to be included in this cheque by clicking on the ellipsis button beside the Invoice Ref field When you select a supplier ch
142. heques electronic and cash payments The default cheque account displays when creating a new cheque You may change bank accounts by entering another account code in the Bank Acct field If using the Invoice accounting basis all cheques must be for supplier invoice s When each line is saved the payment is 84 recorded against the relevant invoice A single transaction can for supplies for multiple ledger accounts If a bank account is allocated to a single department you are warned if selecting a ledger account attached to another department Cheque Payment Bank Acct 00466 178345290 Cheque account Amount i Cheque _ Cash SAE Tax uu UU Delete FE Number 1011306 Fa 18 04 2012 E Mot reconciled Client Refund FS Supplier BUNN 2 Bunnings Fl Help 2 List Invoices 05 December 2012 CBChqEnt pas 1 Adding cheques e Think of this panel as the cheque butt e Click the Add button in the top panel The bank account number which is the default account the cheque number the number of your last cheque plus 1 and the cheque date defaults to the date of the last transaction are set You can change them When entering opening balances the bank account cannot be changed as it was set in the opening balances form otherwise e Enter the Bank No and Bank Account if the default bank account is not the one you wish to use or select from the list e You may change the bank account and cheque numbers The
143. his account without removing all transactions first e f you return after entering the historic cheques and deposits but have not run the update repeat steps 4 and 5 this time without altering anything the unpresented transaction value is totaled automatically click the Export Balances button to update the relevant fields and then click the Update button The transaction and cheque entry forms behave differently when started from the Opening Balances Complete the entire set up sequence before entering current transactions If you have created any delete them before proceeding further See the details for Cheque entry and Bank Transactions for how to complete the above tasks correctly Front Counter Professionals Front Counter is more than just a point of sale system It provides facilities for you to carry out stock supplier and client management from one point of entry If you don t need to do so then open Quick Sales rather than full service Use Front Counter full service to carry out client and sales related operations Front Counter allows you to Record sales Both cash and invoice Record client payments against invoices Update and create client invoices Maintain the inventory Order items for customers Produce sales reports Record and issue lay bys 11 Record warranties rentals registrations 12 Carry out housekeeping to ensure Front Counter runs quickly ao UN Point of sale There are t
144. hr eg 1 00pm is 1300 Reg Customer Ol e Select enter a reason code e The Date defaults to the current date Or the date date in the For bookings on field if you have changed it If you change it the entry will disappear when you save it To make it appear you have to switch the For bookings on date to the relevant date e Enter the arrival time Enter the time in the 24 hour clock format That is for example 0830 for 8 30 am 1300 for 1 00 pm The am pm time is displayed under that field once you have saved the entry e If the customer is a regular customer enter select their code into the Reg customer field This isn t compulsory If you do so the full name of the customer displays in the Name field lt is a good idea though As it allows you assign the docket to the booking when they arrive and to place the docket on hold The client record is then linked as well as the booking You can then obtain information about what that customer purchases as their record Is linked to the docket e If the customer isn t a regular customer enter their name into the Name field e If there are any special notes about the booking enter them into the Notes field e Enter select the staff member s access code into the Staff id field This isn t required if you intend to allocate customers to staff as they arrive Entering the staff id does allow you to check at a glance whether any one staff member is over committed The bookings list
145. hs field enables the system to calculate the begin and end dates of GST periods automatically based on the last GST return e Select one of three methods of accounting for GST Check the relevant button lf GST is not relevant to any department you must make sure the Enable GST box for that department is not checked in the department set up form Cash Basis GST is calculated based on cash transactions Invoices issued and received are ignored The use of creditors and debtors is optional Hybrid Basis GST is calculated based on invoices you issue and expenses you pay Use the debtors components of Retail Business Use of creditors is optional Invoice Basis GST is calculated based on invoices received and issued Retail Business makes no attempt to find cash payments made to you or by you prior to the issuing or receipt of an invoice It assumes that no money changes hands unless you have issued or received an invoice Use credits debits and write offs to change the value of such invoices when required Creating additional companies From the Main form select System Settings In the Settings menu select Company In the Company Maintenance form click Add Once a new company has been created stay in the Settings menu and follow the order there to create the required ledger and bank accounts IN Department Divisions Set up Departments divisions are optional Set up two or more to report on the profitability of part s
146. ick Refresh to redraw the list To print a roster for all staff or selected staff click Print on the Rosters maintenance form The following form activates 76 Print rosters for individual staff members and by date For selected staff member Staff member Staffid 1011 8 Shane Warne O Preview Between 6 02 2014 LJ E E 13 02 2014 E This will print a roster for one selected staff member for rostered times between 6 and 13 February Booking reasons Booking reasons helps you to identify why people have made bookings These are required when entering a booking If the reason descriptions are clear enough that may be all you need to identify what the customer wants done There are two types of booking reasons if you are using the Hospitality suite General purpose and hospitality The hospitality reasons must relate to table bookings Services are connected to those two types That means a service created from the POS bookings form is general purpose and cannot be applied to a reason used in the Hospitality suite And vice versa And bookings created in Hospitality cannot be seen in the POS bookings form To maintain booking reasons click the Reasons button on the Bookings maintenance form The following form activates PSL Maintain reasons settings for James Electrical Ltd Reason code candex Description Cut and extensions 6 Back 2 Edi i 3 Service items oT New item Description Cut ane f
147. if 140 X 45 RAD M5G3 STRESS GRADED LOSP H1 2 ATLAS Atlas stove 7045R5GH1P 70X 45 RAD MSG8 STRESS GRADED LOSP H1 2 This form allows you to mix complete fulfillment with selected lines To record all lines as being fulfilled click the All button You can then enter the actual numbers for the lines that are not fulfilled When you exit from the form the order is updated Client orders Client orders work in much the same way as supplier orders The major difference is that items can be from multiple suppliers Because supplier orders can be consolidated from multiple client orders it is a good idea to enter order fulfillment into the client orders the consolidated orders were built from This enables you track the state of client orders 147 En Maintaining client stock orders for James Electrical Ltd ES Order Exit ual T Closed MEN Placed n Client Code MJD Fa Dinwoodie and Brown Add F2 Address jj Edit F3 Date Value Stock Save F4 Cancel F5 gt lt Delete F6 Description Book order 14 06 2012 C Planned delivery 26 02 2013 E E Invoice 766 68 invoiced 2 Email SEO JA E semen Code Description Ordered Provided a gt Add F10 40473057999 Photography Paradox 0473094436 John Pascoe Author Climber H Edit F11 0749700424 PB THE WIND IN THE WILLOW 014016734 Darwin s Dangerous ldea 0473102603 Contemporary New Zealand Phi C
148. ill only import the cheque account data and record the Drawings as a withdrawal In the source account it is withdrawal for the destination account a deposit The fact that it is a transfer is recorded in the narrative which is obtained from the import file ANZ Import file This file can be imported directly line by line You don t need to remove anything If you have created any cheques remove them from the file If a cheque is in the download file and you needed to create it with multiple detail lines you may create it here then switch to Cheque Entry to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail lines BNZ Import file 188 This download file has a lot information that Professionals Retail Business also creates Such as opening and closing balances You may wish to delete those lines as doing so makes it easier to know which lines to highlight and then click Accept Retail Business prevents any line that does not start with 3 from being accepted The only lines you must import are those that start with 3 If you have created any cheques that are included in this file remove them If a cheque is in the download file and you needed to create it with multiple detail lines you may create it here then switch to Cheque Entry to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail lines
149. ime in the future The Date field always defaults to the current date Enter a description of the quote For example the reason for the quote as in the example below This prints on the quote form Once you have finished click Save 123 3012 2012 E late 3011 2012 El AT For work on garage security system aa A Browsing quotes Quotes can be printed as either a quote or estimate Estimates do not commit you to matching or charging less than the total Quotes do Once you have saved the quote header the details buttons become active To add a new line to the quote click Add in the Details panel The following form activates 124 Quote details maintenance for JEC James and Judes Adding Description Security lighting system and cameras Line Content 7 WW12345 ore 557 76 MES Stock code pS Unit price 2 Discount 5 Retail price 557 76 Buyprice 0 00 Trade price 461 70 Units 557 76 Tex Save F2 Cancel F5 No of units The above example is using an inventory item As a result all fields but No of units Charge and GST display information about the item e The Charge field is the only compulsory field on this form Obviously it is a good idea to include something in the description field e Ifyou enter a unit rate enter No of units e Ifthe line is for a stock item leave the description field blank until the item code has been selected e If you intend to provide a d
150. income Date 25 10 2013 E Fl Zero Rated Amount lt j pl Creating new transaction 01 February 2014 CBBnkTr pas e Ref No is allocated automatically There is usually no reason for changing this e Select the transaction type Click one of the buttons labelled Deposit Withdrawal Transfer Interest or Fee Debits Depending on which button is clicked the bottom panel changes If you click Transfer fields display that relate to the destination account e If transferring between accounts select the source account in the top panel The destination account cannot be the same as the source account Select the destination account by clicking on the button to the right of the destination bank account field e Select the source of the transaction from the drop down list This is compulsory If entering a detailed transaction the source defaults to DETAILS e Enter the Purpose or select from a list of ledger accounts e Enter the Narrative This can be as descriptive as you like to enable you to identify the transaction e Enter the date This defaults to the date of the previous transaction e Enter the amount of the transaction If it is a withdrawal enter it as a positive The software will convert it e GST Is calculated automatically if you are registered IMPORTANT The selected transaction type determines how the balances are calculated make sure you have selected the correct one 91 Type E De
151. inting price labels with bar codes There are four sizes for labels that include bar code It is likely your label printer is not your default printer As a result you may need to change printers The form used is the same whether printing with or without bar codes 160 Select printer to print project label s select printer EPSON TM T88V Receipt Current printer is EPSON TM 188V Receipt Printer Brother QL series Zebra LP series Dymo 400 series Label size o 11354 32 57mm 99012 36 89mm Select F2 Print E7 Preview F8 Select the printer from the drop down list This list always displays the default printer on the fi line rst The four sizes provided allows you to produce both product and display labels Product labels can be either placed directly onto the item if your price differs from RRP Display labels can be put onto the shelf edges e Click Select or press F2 to update the default printer setting The example above has been switched to a Brother QL 500 Check the printer the labels are for e Check the button for the relevant sized label e To print a single label click Print F7 e To preview and possibly print multiple labels click Preview F8 Note that the stock code prints at the top of the label This is useful if there are any difficulties in scanning the bar code You can key in the stock code instead That is one of the reasons it is a good idea to have a stock code shorter tha
152. ionals Front Counter Lock Front Counter LockFrontCounter JA ee T to Front Counter aas Exit Front Counter na Fs __ Create new stock item if code not found Front Counter POS Client accounts Stock inquiries Supplier stock orders Qty Description Discount Net amount Tax 0 Lay by payment 0 00 57 12 7 45 Due 1 CATIN THE HAT 50TH BIRTHD 0 00 0 00 0 00 1 Moir s Guide North 0 00 0 00 0 00 Fo cee 1 Story of a Treaty The 0 00 0 00 0 00 a paym 1 Story ofa Treaty The 0 00 0 00 0 00 processing processing Void item FS tom EG DATO No saie 1 Moir s Guide North 0 00 0 00 0 00 TTA mors dshange Item Code Trade price 0 00 Retail price 0 00 Accept FA aca r Cancel F5 i Ela sala Unit price 0 00 Quantity Discount 0 00 Net amount as seam EFTPOS nn Cash Mia Tax Assign Alcoholic cocktails Soft Drinks Entrees All wines os ches Main meals including large Desserts Takeaways Fresh vegetables Fresh fruit servings 47 e An entry is added to the docket list with a code of LAYBY and a description of Lay by payment The lay by items are included with a net price each of 0 00 as they have been paid for by way of payments for the lay by As above Releasing and paying for laybys Click Lay bys on the POS page When making up the sale enter the amount of payment by clicking the Select
153. ipts and invoices If you have multiple GST registrations and can t see why a SME would want to you certainly don t need to set up a company for each registration When calculating GST imputation transactions for departments with GST enabled are included in the calculation Example You decide to use Retail Business to maintain a complete financial record for the household Set up two departments one for the business the other for domestic expenditure and income One partner is self employed and registered for GST and their department has G S T enabled The domestic department does not Warning while the above is technically possible it is not advised if you want to make completing tax returns simple It is better to put domestic transactions into separate bank accounts and another set of transactions Perhaps another company is best Don t use this option if you are running a limited liability company e Check the Registered box to activate GST e Enter the correct information in the relevant fields The Accounting Basis defines how GST calculates on the GST imputation form Sales tas settings Registered Exclusive on Invoices Percent Mo of Months MNumber 2d A6 249 Accounting Basis Invoice O Payment Hybrid 11 e The Exclusive on Invoices box is used in Retail Business to calculate and display GST on invoices If not checked prices are calculated as inclusive of GST e The No of Mont
154. iscount you may enter a discount percentage in the Discount field To print a quote click the Quote button at the bottom of the form If the quote is to be sent as an estimate check the Estimate box To include notes these are the same as the invoice notes check the Include notes on quote box If using preprinted letterhead check the Leave letterhead free box Y 1 6 4ce al Close James and Judes Electrical services and sales 138 Bank Street Whangarei 0114 Phone 09 430 7689 Dinwoodie and Brown Estimate a Our Ref QUO 201100077 Printed on 20 December 2012 THAMES This estimate is valid to 30 December 2012 For work on garage security system Description Quantity Units Unit Rate Amount Security lighting system and cameras 1 00 485 01 485 01 Labour 2 50 Hr 75 00 187 50 Excluding G S T 672 51 Total G S T 100 88 Total Estimate 173 39 66 Pagel of 1 You may clone quotes to an invoice when the client accepts it There are two caveats 125 1 If you clone to a billed invoice you cannot change the value of the invoice If as a result of negotiation you have changed the quote make the changes before creating the invoice 2 If the invoice is not billed when it is created you may make as many changes as you like The clone quotes form is as follows Cloning quote QUO 201100071 to invoice number 201100071 Y Bill the invoice El Transfer text Billing date 20 12 2012 fly pde 1
155. it could occur It is wise to check your bank balances before running recurring transactions You can change the amount of each transaction If the amount doesn t alter then set up the transaction to be run automatically If you do not wish to change the amount click the Run button as each record is highlighted on the grid Once the transaction has completed it is removed from the display Only change the amount if you are sure of the actual figure The amount is the Total Amount of the transaction that will appear in the bank statement Recurring transactions processing for James and Judes The following recurring transactions are due Change amount New amount 1900 00 Description Amount Next run date Account Code Bank Account ELA Mortgage on workshop 23 11 2009 00466 1789452 90 mabel h henry Service contract Henry s coolstore 1500 00 26 04 2011 Contracts 1550 00 25 05 2011 e Highlight the transaction to change e Click the Change button The original amount of the currently selected transaction displays in the Change Amount panel The Change button changes to UpDate The Run button is disabled e Enter the new amount of the transaction This becomes the default recurring amount 19 e Click the UpDate button The transaction journal is updated with the new amount e If the ledger account has been set up to split the transaction between business and domestic accounts this is done automatically Bank Maintenance You may hav
156. it of work 1 Obtain a list of account codes from your accountant 2 Enter the Accountant Codes in the Ledger Accounts form You must enter both direct and balancing codes Well if your accountant is using M Y O B you don t But you will get a bigger bill because more time will be spent in setting up the import 3 Enter the matching accountant s code for your Bank Accounts It will be the one labelled Bank 4 If your accountant is using Accomplish you need to provide them with a list of your cash Journal accounts 190 Importing Professionals Transactions Importing transactions adds them to the database Importing should only be carried out in situations where maintenance is carried out on the source PC and none on the destination This does not apply if the intention is to stop using the data on the source PC Before importing the data copy them to the same folder Retail Business uses for its database The default folder for the database is C PSL Database If you have placed them anywhere else copy the export files into it The import form is opened from the Tools form Importing Professionals Transaction Files Company JEC James and Judes ld lt j E Error Log Fi Help To run the import facility the transactions have to be first exported from Retail Business using the export form Be aware of the following 1 If you are running multiple companies make sure the correct company code and name displ
157. k Front Counter To reactivate enter a valid user id and password The Front Counter form is set to occupy the entire screen To use other programs drag the caption bar to the bottom of the screen rather than exiting from Front Counter With auto on each item when swiped results in an addition to the sold items list Click the Quantity button immediately before swiping the item s bar code or entering its Stock PLU code if you have multiple identical items in one group Otherwise just keep swiping Depending on the stock item being sold and the sales settings for that item the actual display will vary For example generally the Buy Price is not visible and the Price Calculation group is invisible unless it is set as visible for a stock item in Inventory maintenance e Retail price is the default price To change it turn auto off click the On Auto button It changes to On Manual If you made a mistake in auto mode highlight the incorrect item and click Change The Accept button displays Make the changes and click Accept 31 Processing sales The sales page appears as follows in auto mode This example has the stock lines buttons activated Professionals Front punter Operator System Adina Lock Front Counter E Lock Front Counter i Logon to Front Counter Aer Front Counter POS Clien ries Supplier stock orders Qty Description Discount Net amount Tax 1 Darwin s Dangerous Idea 0 00 16 16 2 11 D ue 1 Moir s Guide North 0
158. k the Includes distributor price box e Click either Load or Update Depending on which form you are using Warning The load will not run if there is already stock in the inventory In that case select Update and Create new items Prices can be updated from a current supplier price list from the relevant web site or downloaded by e mail Other price lists will be added when suppliers provide details and there is sufficient demand from Professional s customers You can add material items while entering invoice details and stock orders if an item s code is not found Stock Configuration Use this form to configure the stock sub system e A unique code is required e Description is optional put something in there if you are running more than one company e Last bar code last stock order and last sales slip fields are optional If you wish to create your own bar codes they must conform to the EAN13 standard That is 13 characters numbers long a non zero as the first character and a check digit as the last two numbers If you have a bar code generator you would be advised to generate bar 141 codes using that If you don t there is a good chance your bar codes don t comply with the standard In that case the scanner will not work and you will need to enter the code manually There is a risk if using price lists from your supplier s that your bar codes may overlap theirs In that case don t create your own e Check Use book labels if r
159. ked a logo to your company control record it displays by default If you don t want it to print on invoices statements etc remove the file logo bomp from the folder C PSL Database images It is a good idea to check the settings on a completed invoice as the displayed font sizes are not always the same as printed font sizes Reviewing Unpaid Invoices To review unpaid invoices including how long they have been outstanding click the Unpaid Invoices button The following form displays 109 Outstanding debtors for James and Judes 5 a Y Outstanding Aged Debtors Statements Over due Invoice Date due Total due Paid Credit Debit Client Code Project 201100017 20 07 2011 IE 201100022 2 08 2011 2100 00 0 00 0 00 0 00 MB 201100061 20 08 2012 201 20 0 00 25 00 0 00 POLY 201100081 20 01 2013 3795 02 0 00 0 00 0 00 JAMESH This form shows how much has been paid and whether there are any credits or debits To find out how long these invoices have been outstanding click Outstanding The report shows how many days the invoice is overdue To preview the aged debtors analysis click Aged Debtors You can also print statements from this form To send out a reminder statement click the Over due button with the relevant invoice highlighted You can email the statement from the form Aged Debtors Analysis To review aged debtors and optionally print statements for the most remiss click the Statements button The following form
160. l Override to enter a different discount rate 2 One off discounts non stock enter the discount percent in the discount field This is a percentage of the total price 3 Flat amounts Enter the amount as a negative figure in the Charges field The details are fairly free form The alternatives as follows 1 Simple a description and the charge amount of the line This can also be a minus amount if you are cancelling a charge included in a previous invoice but don t wish to enter a credit note or write off 2 Discounts decrease the normal price by a set percent The normal price and discount are printed on the invoice 3 Unit rates non stock enter the unit rates and units of measure Hr Km Mtr Litres etc and number of units The price is calculated as the units or rates are changed 4 Unit rates stock use the inventory to set the price and units You need to have entries 114 in the inventory to use this option You can create inventory items on the fly by clicking the button to the right of the Item code and then the New button on the selection form Two types of invoices can be generated from the invoice form 1 2 Standard invoice You can include notes on this invoice that explain such things as warranties return to base policies direct credit details etc Service invoice This includes a payment slip remittance advise Use this when mailing invoices to customers You can print a statement
161. lar customer arrangements for Dinwoodie and Brown Customer type a O Cash Invoice Discount 10 00 Loyalty card active Available Card Types Short Description gold Card Number 9999999 Card active from 27 07 2009 To 27 11 2011 B Accumulated points 57 37 Accumulated dollar value 14 34 Value for redemption e The customer is an invoice customer e They have s discount of 10 percent e They have a loyalty card gold and have accumulated some points through sales Alternatively you may activate this for the active client on the Client Accounts page of the full service POS by clicking Loyalty Discount is always optional when carrying out sales If the customer has discounts enabled and you select them by clicking Client and and selecting a client you are given the option of applying discounts for the rest of their sales You can also clear the discount for any one sale item To do so go to manual mode prior to swiping the item s bar code or clicking the stock line buttons If you enter the discount field and don t have administrator s rights you need to get someone who has to authorise the discount When a customer with discount enabled is selected the following form appears 49 The POS appears as follows when a customer has a discount and a loyalty card Professionals Front Counter Lock Front Counter y Logon to Front Counter L Create new stock item if code not found Dinwoodie and
162. looking glass button to the right of the bank account field activates a selection list of bank accounts e When adding a new transaction the Cheque Payment No is created automatically If you wish to use another number enter it now Be careful if you enter the cheque payment number it can only be used once e Select the type of payment The default is Electronic transfer If you select Cheque another transaction number is used Duplicate numbers are not permitted You cannot save the entry if the number already exists e Enter the date of the payment The default is the date of the last entry e If making a client refund check Client refund The supplier field switches to Client e Entering a supplier s code is optional You may enter select a supplier s code or enter a short description if you do not need to keep a record of who the payment is for You may select suppliers from a selection list by clicking the Looking glass button to the right e Once you have finished entering the information in the Header panel click Save You may now enter details about this payment 2 Editing Supplier Payments You cannot change the cheque payment number or Bank account when editing the header if 85 there are any detail lines If a cheque has been reconciled you may not change the date or the amounts WARNING If you created a cheque for the wrong bank account it will have the wrong cheque number unless you entered it manually If it has t
163. lows you to keep track of your commitments for budgeting purposes Create suppliers if you intend to use the stock inventory and create stock orders If you have a large number of one off charges you can create a Miscellaneous supplier Do not use a supplier code of MISC as that is used in Cheques Payments to define one off payments not linked to a supplier record If you create a miscellaneous supplier cheque payments not linked to a supplier are automatically defined as MISC and appear as such on the Supplier Charges report Importing Suppliers from other companies If you are acting as a bureau for others or have multiple companies it is possible to import suppliers that belong another company Click the Add button then the Import button A form opens that enables you to search for the supplier you want When you find them highlight them on the list click Import and you are returned to the main supplier form with the fields now populated with the details of the selected supplier Click the Save button and the supplier is saved with a link to the currently active company The original supplier is still available to the company it was imported from 97 Selecting Supplier to import James and Judes Search Suppliers Code Business Mame Selected Code Name Business name Description NA JETA
164. ls for Cheque account Transaction no 1011909 Ximo ea Amount Tax Trans Date Tran Type Invoice Mo 201100006 Payment for Sales invoice 3 9 27062011 Income CANON Tai lise Transaction Details z Line No 0 Purpose 100 2 Sales and general income Dept JAM James Blectrical Marative Mvoice No 201100006 Payment for Sales invoice Sale 2232 e 77 06 2011 Er A Zero rated 30 00 e 3 91 ne Ire 7 E To remove the detail line click Remove The amount of the bank transaction changes If you remove all lines the bank transaction is deleted Editing transactions When editing transactions the transaction type cannot be changed This is because it is used to set how bank balances are updated All other visible fields may be edited When editing or adding the Details button is disabled Miscellaneous Cash Transactions Use this form to make up bank transactions consisting of transactions allocated to different ledger accounts The entries made here can be used to accumulate a running total as they are added to a bank transaction Once bank reconciliation has been carried out for the transaction no further entries can be added Changes to the amounts entered in this form automatically update the value of the bank transaction when the transaction is selected There is no need to remember the amount 94 Depositing client payments Use this form to select payments to deposit Activate the form by clicking the Receipts
165. ly prior to clicking the item button to change the quantity Or just keep clicking the appropriate button e The item is recorded as sold e Keep swiping entering until you have finished e Click Process sale e Select the payment method Depending on whether you have enabled the touchscreen payment form one of the following forms is activated The numeric keypad The numeric key pad enables you to enter quantities if you have a touch screen You can also use it with a mouse pointer It s just a bit more difficult to use than tabbing to or clicking on the quantity field and entering the quantities manually In auto mode activate the keypad by clicking the Quantity button before swiping or entering the item code Enter the quantity then swipe the item code The items sale will be for the quantity you selected Once the item is saved the keypad is turned off This means in auto mode you must press Quantity to activate it The keypad doesn t sum the values you enter As in 1 2 3 It adds the number after the value already in the quantity field As in 1 then 2 results in 12 If you want to add to or subtract from the quantity press the 1 or 1 keys If you want to enter a quantity of 100 first press the 1 then 0 twice 33 lf using a touchscreen clicking Other Processing activates the following form Select the payment type EFTPOS Coupon Redeem credit not coupon
166. may also be people who are referenced on invoices to identify the place you carried out work For example when carrying out contracts for landlords or company departments Deleting clients Clients can only be deleted if there are no active undeposited unpaid invoices When you delete a client all information about that client is removed from the database So be careful If you intend to delete a client print off their invoice payment and write off history first This ensures the R D will be able to find the details should they decide to audit your accounts Client contacts Maintain client contacts from the clients maintenance form To create a new contact click Add in the Contacts panel The following form displays 102 Contacts maintenance for Dinwoodie al Code First Name and initials Last PHIL Phillip Brown Physical Address Reminder date 145 Pollen Street 4 12 2009 gl THAMES Notes THAMES Ring to find out if wants preventive maintenance carried out a Phone 07 435 7888 Post Code Mobile E Mail 4 December 2012 Enter a contact code This must be unique Once created the code cannot be changed Enter the contact s first and last names Everything else is optional If the reminder date is today s date and there is something in Notes you can use the Reminder listing on the Contacts menu to check for it e Ifthe contact s address differs from that of the client enter it It can be used t
167. monitor box 9 The settings for store wide sales is not active To activate it click Store sale settings The following form activates You can set the dates and then enable the sale by checking the Check to activate sale between the selected dates Even if the date is between those two dates the sale will not activate unless you have The sale includes the days of the start and stop dates Change store sales settings HA A Y Check to activate sale between the selected dates Start date 7 01 2014 Z Stop date 3 02 2014 Percent sale discount 10 00 Describe the sale Beginning of year sale Accept Cancel 10 You can set up three printers for specific uses These settings are only relevant when using Front Counter operations If you only have the base system this setting is not relevant when using financial or other non POS reports and forms If these settings aren t used you need to run previews of invoices quotes sales reports etc to switch to the correct printer Because the default printer on the cashier counter should be the receipt printer Select the printer you wish to allocate to the preferred function Then check the relevant button The name of that printer will appear in the correct field Note if using a network the printer names will vary depending on the workstation name You will need to go to Start Control Panel Printers and faxes XP Vista or Start Devices and Printers on Wi
168. most reports work on a date range usually the date of the transactions you may find nothing on the report This is one of the reasons for using preview before printing the report You may view the help file at any time It is in the folder C PSL and is CBRetBus chm If you click on the file Windows will run the help facility You may also place the file on your desktop All forms have context sensitive help To view the help information about any form press the F1 key when the form is activated Some fields have hints attached To view any hints move the mouse cursor over the field Starting Professionals Retail Business You can start Professionals Retail Business from the Start Menu or the program icon on the desktop When starting Retail Business first enter a valid user number and password This is not required if you have turned off user security in the POS Settings However you need to log on to the POS as it keeps a record of who has sold what and can report on cashier turnover The system administrator should have created passwords for everyone who is to use the system These may be different from your Windows password as they set the level of access you have to the program Once you have entered the password you will be prompted to select the company you wish to have active if more than one company has been set up It is possible to change to another company by returning to the main menu and double clicking the Change Active Link
169. n Author Code de Er load Search by code d SEATCROWN Seagrams 7 Crown ss BIOYROLD Bushmills 10 yr old da Audit p DUNPHY Dunphys Search by description JAMGOLD Jamesons Gold ae BRLEGSMALT Brogans Legacy single malt E Ca Search by name Browsing stock take file 21 December 2012 StkTake pas The above example has the stock take already loaded To load the stock take click Load The following form activates 166 Selecting items for stock tems to select All gt By line If you have created stock lines and groups and linked them to the relevant stock items you can load by line This makes the process more manageable as each stock take file is that much smaller If you check the By line button the form appears as follows Select the stock line you want to load items for i ea selecting items for stock takeJames and Judes 9 All a By line tems to select Create Stock line selection imecode BICYCLES cil ico o li To enter the audited stock level for the displayed item click Edit The form appears as follows 167 Carrying out stock take for James and Jud Number in stock a lod Search by code 0036 Canadian Club l PEE AREE T SENNY en n Search by description TALISKER E Y Update stock AAE ae JP Stock value EP Search by name gt gt A Editing stock take record 2
170. n invoices statements quotes and delivery dockets click Logo The following form displays Load company logo into the Company Control record Make sure the logo file logo bmp is in the folder C PSL Database images 10 e Click Load A file browsing form opens e Go to the folder where you saved the logo bmp file Click Confirm e The logo is placed into a folder C PSL Database images If you need to change the logo s size open the file in that folder Not the one you originally worked on To include a logo you need to do the following first 1 Create a bit map file called logo bmp If you have an existing logo on your website open it in Paint and Save as a bit map file called logo omp Generally the file format is jpeg and you need to change that to a bitmap file 2 You may need to change the size of the logo To do that in Paint click Image gt Stretch Skew Initially decrease the size by 50 percent horizontal and vertical You may need to change the size some more 3 Once you have linked the logo to the company record you can experiment with the size to get it to fit properly by placing it on the invoice statements System settings gt Invoices Statements and positioning it where you want it See Invoices Statements formats for how to position the text and logo on the forms Setting up sales tax Include the information about GST if your business is registered Your GST number needs to appear on sales rece
171. n the bar code If you preview a label it is possible to print more than one Click the printer icon with the green wrench on it Reselect the correct printer and the number of copies you want Loading price lists Price lists can be loaded from supplier price lists In effect you can create an inventory of all items included on the price list without the need to enter the items manually Before loading a supplier s price list make sure you have created the supplier record The drop down list displays those suppliers Professional Systems know provide price lists If you have a different supplier that is prepared to do so contact Professional Systems professionalsystems professionalsystems co nz with the supplier s contact details We will obtain the information about the price list s format so it can be included To load a supplier price list follow the following sequence e Make sure the supplier s price list is saved into a folder on your computer It is a good idea to create a folder that you always save the files into This makes it easier to find them again e Enter the supplier code or select from list not if you are loading Jaycars Electus in that case the supplier is created as part of the loading sequence 161 Get the list by clicking the Get List button and browsing to find it e Make sure you have the correct supplier s code showing in the Suppliers Code is field Ignore this if loading Jaycars Electus NZAGold
172. n the software was installed are at company level If you have created any departments you need to create the required ledger accounts for each There needs to be at least one income account to carry out banking cashup from Front Counter General Comments Once an account has been set up the account code may not be edited Accounts may be deleted if they are not in use that is have no transactions against them Budgets may be set up for the account You can create aS many accounts as you like Think of how you wish to track income and expense For example if you are a plumber and suspect roofing jobs are your main source of income it would be wise to set up a separate cash account for roofing jobs If you sell several lines it would be sensible to set up income and possibly expense accounts for each line Or you can set them up as separate departments if you wish to keep separate account information 13 N JEC 2 James and Judes ta lt j Form Use To create a new ledger account or edit an existing one click the New or Edit buttons The following form displays Income Expense Account Code 100 Description Sales and general income Department Division Affects tax amount Apply sales tax Active Dona If editing the Edit button is visible Click that to start editing e Most fields are compulsory 14 e Type select expense or income This is used to calculate profit and loss e Th
173. nagement If you intend to maintain a full inventory use the Stock Management form to carry out inventory related operations 138 a 3 Stock lines Suppliers Requisitions Stock take mice Stock card Instock 150 X 50 RAD NO1 H1 2 PG 6 3M SL 14 99 150 X 50 RAD NO1 H1 2 PG 6 6M SL 6 67 150 X 50 RAD NO1 H1 2 PG 6 9M SL 6 67 200 X 50 RAD NO1 H1 2 PG 6 6M SL 9 23 200 X 50 RAD NO1 H1 2 PG 7 2M SL 9 23 1002013 75 X 50 RAD NO1 H1 2 PG 1002039 125 X 50 RAD NO1 H1 2 PG 1002054 200 X 50 RAD NO1 H1 2 PG 1002088 300 X 50 RAD NO1 H1 2 PG 1002289 100 X 50 RAD MGP FJ H1 2 KD PG 434 1005503 75 X 40 RAD MGP TF PG KD 2 96 olf tos PE Po H 1005505 75X 40 RAD MGP TF PG KD 4 8M PLUS 2 96 i 1005513 100 X 40 RAD MGP TF PG KD 4 5M UNDER 3 23 2 0 Total ae 216 00 Li Jl JL Ja Total value 4799 68 Browsing stock 1 February 2014 Inventory management Because an inventory can become very large it is a good idea to divide it into different lines and each line into different groups This makes it much easier to set up sales and carry out stock take For details about using lines and groups read the section on Stock Lines and Groups In addition if you intend to use the Stock line buttons you must create stock lines Groups aren t necessary in that case It may be possible to load the inventory from an existing price list Currently the following price lists can be importe
174. ndows 7 and change their names so they are the same on all workstations Sales receipts There are default settings for sales receipts To modify click Receipt Printer on the Front Counter functions form You must have logged on with system administrator privileges to able to do so The following form activates 21 Receipt settings selection po anil If you don t have a 60mm receipt printer ignore it Doing the set up for each is identical The following instructions are for modifying the 80mm wide receipt printer Fez Receipt settings for 80mm recei Standard settings from database User defined settings replaces database settings James and Judes James and Judes Phone 03 430 7683 We support what we sell 17 12 2012 4 17 58 p m Ses Transaction No 9999 09 438 6596 G S T No 23 256 749 171122012 4 17 58 p m TAX INVOICE Transaction No 9999 aaa G S T No 23 256 249 TAX INVOICE You were served by User defined E Bold C talics E Underline Sal E Underline E Italics E Underline Notes Tum off barcodes Ceipt E Tum SS retumed within 7 days of purchase Include proof of purchase Packaging must be unopened and items in the same quality they left the shop The settings on the left are standard or default You can change their appearance But not the contents The logo is there because it was included You don t need to include one If you ent
175. ne tan E E E T E ata 168 REPO AATE E T 169 REDOC TONNS aenar A AA 172 Cash Joumal ranas acond aaa 173 lncome and SXPENSS TT Psic 173 Bank Statement side id een eatcnenaecubeae 174 Protitiand Loss Revenue State MeNi i 175 SL REPO tati 176 A A A O A 1577 o O ee Oe Sen ete ene 178 oO is AM A o O eee 180 CHOICE Bala ds 180 Cashier promles and User SCCULILY ia dat ales 183 PO AGW USGL aeeie esata peicee aries tenets seat apes on O 186 VAN GLC ol lt E seer ee eee ee EAE eee eee A ene ye eee ee Te ees 186 Chanemo PASS Words wlan iii aii lin 186 qa A A 186 Importing Bank Transacciones ates 186 ANZ Ido 188 BENZ Polaco ido 188 Westa TIMPO MIC adi ii ii 189 ASE IMD IE std daa 189 Taranaki Savia Di A A O SS 189 A on a de O 190 Expornoe Transactions csp ecard hasan ra tise Tague Cee Dados ecm meet era O 190 Imporuno Professionals TransacnOns da 191 AAA eE Em Es A 192 Repar database ia 193 Clear previous Veal ans acuosa 193 B ckine up your anos 194 Backing up Retail BUSINESS oreiro ad EEEE 194 Recoyetimeo TUN LID AC UN rinna ii 195 Optimismo system space arica 195 APE Dl REI A O OE A T 196 Introduction This Manual provides the information required to get the best out of Retail Business Introducing Professionals Retail Business Retail Business includes a full accounting package so you may consolidate your retail and accounting information For instance cash up in Front Counter can be recorded as a bank deposit in one easy action
176. ness is doing In the simplest form the ledger can consist of two accounts Expense and Income However this is little use if you wish to track important components of your business And you certainly need more than that to comply with I R D requirements The ledger accounts that are installed match those required as a minimum for the IR10 form Spend some time thinking over how you want to report things Is it important to know how one part of your business is doing as well as the whole business Are you running a home office Do you want to divide certain sales from others Do you wish to track the cost involved in selling certain items Ask yourself the following questions 1 Do you wish to track the performance of certain sales and expenses If the answer is yes you need a ledger account at least one each of income and expenditure for each one 2 Do you wish to track your household s total income and expenditure If the answer is yes you need to set up at least two ledger accounts for a non business Domestic department to which GST does not apply An example ledger account structure follows The GST allocation is shown here because it is defined at the same time as you create the accounts Note each account must have a unique code If you are going to use numeric codes it is a good idea to group them For example income account codes could be in the range 100 to 199 expense not overhead in the range 200 to 299 and overhead
177. ng stock list from CAPSLAPS Inventor caw Add G 5 T to prices Supplier s Code is Le Import Includes lines and groups e Make sure the price list is saved into a folder on your computer It is a good idea to create a folder that you always save the files into This makes it easier to find them again 162 e Select the price list from the drop down list e Get the list by clicking Get List and browsing to find it Loading supplier s price list gt Load prices from CAPS PayEp csv I c libeay32 dil LICENSE TXT E Database ML csv gt Database_clean Orders bd p C3 Database_test Payep csy iam Test Database PM Manual pdf ia Test_Database PMManual_ V43 pdf e Make sure you have the correct supplier s code If required showing in the Suppliers Code is field e f ready to go click Load Make sure the Loading price list from description matches the file you need If it does not the load will fail If loading from Carters Mico MasterTrade stock lines and groups can be created as the load proceeds To do so check the relevant box in the panel at the bottom of the form If the import fails before the end check the last record it imported before failing If you are covered for support send it to us and we will have a look at what stopped it It is possible that the supplier or software package has changed the formats Tell us what record Stock code and Bar code plus description is the last record in
178. ng the relevant buttons With details included the report is as follows Report Preview J i I e eo 9 Dies a Print Date 30 10 2010 Page 1 Cheques for James Electrical Ltd Issued between 1 April 2009 and 30 October 2010 Number 1145 Date 3 09 2009 Supplier Miscellaneous supplier or none Total 250 00 Invoice No Narrative Amount G S T Income tax payments 250 00 Number 1146 Date 3 09 2009 Supplier CARTERS Carters Total Invoice No Narrative Amount Goods purchases 250 00 Number 1011752 Date 3 09 2009 Supplier Miscellaneous supplier or none Total Invoice No Narrative Amount Goods purchases 100 00 Number 1011753 Date 3 09 2009 Supplier Miscellaneous supplier or none Total Invoice No Narrative Amount General insurance 250 00 Page 1 of 2 Budgets To activate the budget report dialog click Budgets on the Report form This dialog provides for two budget reports All reports by their status active trial or inactive For a specific budget 178 In addition you can print a business plan from the budgets maintenance form The following form is for a selected budget Budget and Actuals _ CNA View single budget Select Report Type 5 Active Only C Trial Onby 0 Inactive Only All Selected Department only 4 I a e ml 103 4 ea EJ dhse i Search Results A Print Date 23 11 2009 Page 1 Budgets
179. nk account to the client s record the transaction as a payment linked to the original transaction Client refunds can be made using the Cheques Payments form Check the Client refund box Refunds are distinct from credit debit notes and write offs Write offs relate to charges that have been invoiced Refunds are repayments for something the client has already paid and you have to return some or all of the payment Supplier Refunds Supplier refunds can be entered by using the Supplier Refund form From Supplier operations or through the Payments form By clicking Supplier Refund in the Type panel A supplier refund is a payment and can be added to a detailed bank deposit Client Payments Banking client payments may be handled in two ways e Accumulate them to add them to a Deposit to be banked on the current or next day Use this method if using the cash accounting basis and not using the Client Debtors functions Single line bank transactions cannot link to client invoices you must enter them as detailed transactions e Enter payments as they come in into Client Payments or Cash Payments and link the transactions into the deposit when you create it as a Detail Transaction Use this method if using the Hybrid or Invoice accounting basis If a payment is not to be banked immediately it can be entered and deposited later Maintain Client Payments Displays all client payments 87 Payment Date Amount paid Tax Narrative 2
180. ns Optimize database space Back up full system Recover full system back up e Export transactions e Import transactions Repair database Use this tool if you start getting index errors Index errors show by reports being in the wrong or no order Generally you should not need to run this tool Do not use this tool just because things have not run as expected When run this tool reports progress If the repair fails an error message says which table it failed on Contact Professional Systems with that information You will be asked to run some tests Make sure you have the latest back up available Use this form to clear up indexes that have become comupted Make sure no one else is using the database and back it up before you start Clear previous year transactions Run this process if you have no further use for a set of transactions The process can free up a lot of space and may result in improvement to the speed Retail Business runs at especially if running it in a multi user environment The form is as follows Clearing previous years transactions Clear transactions between 1 04 2009 03 2010 F1 Help 193 The above form shows that an entire year s transactions will be cleared Shorter periods can be cleared Use this tool to clear transactions you no longer need access to Backing up your data Before opening any of the back up or recovery tools make sure the backup media is already in
181. nter one line only Otherwise enter as any lines as there are different ledger accounts or items to track To keep track of what charges are due enter the due date This enables the generation of a creditor s aging report as well as supplier charges reports Make sure the correct supplier displays in the top panel En Supplier charges maintenance for James Electrical Ltd Search for Supplier a Supplier Code ASUR Mame Aussie Surveyors Pty Not G 5 T registered Code PC O A aatal De Fl Help Invoice Ref 20131201 E Description For right of way survey Search for Invoice Number Department il Company level invoice Save F4 invoice Ne Charge Date 18 11 2013 Due Date 20 12 2013 gt E Edit F3 Cancel F5 Credits 25000 Total Pad 213697 Charge 429892 Tax 0 00 lo Debits inte ta lt 4 fe ha G 5 T not calculated Line No Narrative Survey charges e Tocreate a new invoice click Add other wise click Edit e Enter the supplier s invoice number this field is compulsory If the supplier does not provide an invoice number you can use any other unique number e Enter a description of the invoice this is not compulsory but using it makes it easier to identify the invoice when you come to pay it e Enter the charge date from the invoice or enter today s date if you are adding today s date is already displayed e Enter the date the invoice is due to be paid by This enables you t
182. nter the card id If you are using EAN8 bar codes you can swipe it When the card expires the accumulated points and additional points earned from the current sale are zeroed In the case above the points to a value of 23 33 That means when they next come in and assuming the sale value is less than or equal to the value of the points accumulated they will be able to have a full redemption The cashier must enter the card id This can be swiped if a bar code is used In that case the bar code must be EAN8 If the total value of the accumulated points plus the new points exceeds the value of the item being purchased the points may be redeemed In that case the loyalty card summary looks like the following Adding loyalty points for MJD Receipt 8465 Amount 17 96 Enter Card Id 9011223344 Expires 27 11 2014 Redeem points Accept F2 Cancel F5 OK to approve Accumulated points 529 71 Accumulated dollar value 26 49 Additional points eamed 17 96 New point s value 0 90 Total points eamed 547 67 Total dollar value 27 38 Check the box Redeem points It is only visible if the points value exceeds the value of the item being purchased If you check it the sale is completed with a sale type of LOYALTY The payment processing form doesn t activate Client Accounts This page provides an overview of the displayed client s situation including any invoices 51 payments and stock orders You may create new invoices
183. ntory 4 Link the relevant inventory items to the reason in the services form All booking related actions can be carried out from the bookings maintenance form To create new booking reasons click the Reasons button The Settings button to maintain settings for any reason And Staff to maintain and add staff profiles The form displays bookings for the date in the For bookings on field The display is in appointment time order To view only those bookings for a selected reason enter the reason code into the List for reason field and click Go es Manse CY E gt 4p Ly ale 8 4r e For bookings on 2 02 2014 Clear RESTE Service S bookings settings profiles Search by name List by reason List by staff id Name Staff Arrival time Date Reason Mary Stuart Daphne 0830 2 02 2014 Cut and shape Jane Mowbray James 0930 2 02 2014 Cut and extensions Doug Brown Daphne 1030 2 02 2014 Shampoo and cut gt John Williams James 1130 2 02 2014 Cut only Y i Bookings Ig 4 gt gt l Bookings Bookings Ramiai by staff by service by date e To create a new booking click New booking The fields are cleared 80 Pst Maintain bookings e eb r See J Lookup reason h LY dh 9 4h 8 Forbookings on 2 02 2014 Clear Rascone Service Staff bookings settings profiles Search by name List by reason List by staff id Arrival time Reason Reason Date 2 02 2014 U Time 24
184. o bill clients simply create the invoice You can delete or add to the invoice until any payments have been made You can reprint view the invoice and change the description line Other changes require the entry of debits credits write offs or refunds The Invoices form Invoice processing can be carried out from the Invoices form This provides access to a range of forms that analyze the current state of client debts allow you to print statements make payments and review outstanding debt John Pascoe Author Climber Historian Photographer l 2 00 104 33 Fortyfive Degrees South EA l 1 00 43 47 lt To review invoices and carry out related actions click the Invoice ops button The following form displays You can display a list of invoices based on their status The default is all invoices Itis not a good idea to have a lot of unpaid invoices check those options regularly 106 2 Quick Pay Statement a 20 07 2010 109 96 Sales invoice Sale 2106 books 20 12 2010 137 96 SMTH1 ee Sale 1007 A 1 e Installation of air conditioning unit 1 1601 88 DLGRAY For jobs during month of May 2011 For installation of new wiring and air conditioning unit 2 08 2011 2100 00 MB Book sale standing order 3 09 2011 30 00 GRPUR For installation of new wiring and air conditioning unit 20 09 2011 2100 00 MB To enter a quick payment select Unpaid invoices and click Quick Pay The following form appears m Recording
185. o identify their location when printing a contacts list You can set up reminder notices that can be printed from the Contacts management form Enter Notes to describe what the reminder is about If there are notes and the date of the reminder has arrived you can print a reminder report that will include all current and past reminders The Contacts Management form is as follows and can be activated from the main menu and from Back Office 103 Contacts management PY De PU Ak a Pa a 5 Closed only From Expires Due Time Payment Phillips Magna Air conditioning unit 2387 76THA JOHNS Phillips Magna Air conditioning unit warranty period 2 Nov 2010 JAMESH Atlas stove 2 Nov 2010 MALLIN Fujistu F450 air conditioning unit 0 Apr 2011 JML LG four element gas hob 17 Jun 2011 JAMESH Securty lighting system and cameras 6 Dec 2012 MJD Cut and perm 14 Mar 2013 You can manage your contacts from this form To create a new contact first create a client record Once the client record has been created you may create as many contacts as you wish Contacts can be included on invoices one per invoice and you may create reminder notices of activity to carry out 1 2 de 4 s Reminders these can be printed on the date the reminder relates to Once that date is passed you need to modify the date to get a reminder to print again Contact addresses these are for the client and all their contacts Providing you have inclu
186. o keep a track of your 99 commitments When you are adding this is automatically set at 20 days from today e You do not need to enter anything in the amount and GST fields The amounts are updated as you add or change the amounts for each line e Click Save when you are sure the new data is correct If you are adding a new invoice the details part of the form displays To create a new invoice line click Add beside the details list Otherwise click Edit Each Invoice must have at least one detail line Maintaining Supplier Invoice Details o S 7 en Supplier charges maintenance for James Electrical Ltd Search for Supplier Supplier Code BUNN Name Bunnings Code Id 4 I F1 Help invoice Ref 01012014 40 Description Materials for contract ie ree aaa Department l L company level invoice E En FA Invoice No Charge Date 1 02 2014 DueDate 20 02 2014 Edit F3 Cancel F5 Credits 0 00 Total Paid 0 00 Charge 0 00 Tax 0 00 Debits 0 00 gt pr G S T not calculated Credits Debits Line No Narative Amount z E New F10 Maintain details Eat F11 Om Delete F12 Adding invoice details 1 02 2014 e Click New the Line No field displays a new number This field cannot be edited e Enter or select the ledger account This field is compulsory When selected the department the code belon
187. ode not found Doug Brown Loyalty card number 10000001 Expires 27 07 20 Exit Front Counter Front Counter POS Client accounts Stock inquiries Supplier stock orders Qty Description Discount Net amount Tax O Payment for invoice 20110003 0 00 254 44 33 19 3 Due Cash acta OT Review MA Item Code l A Trade price 0 00 Retail price o MS a Unit price 0 00 Quantity Pp af Discount 2a Net amount 0 00 Main meals including large Desserts Takeaways Fresh vegetables Fresh fruit servi cocktails Soft Drinks Entrees All wines oe Item code changes to Invoice Enter the invoice number or select it from the client s invoice list This list shows all invoices the client has against them It also shows whether any payment has been made 43 View select invoices for Selected client Code PLGRAY Number Doug Brown Date 10 11 2004 ETA E Invoice No Due Date Invoice Date Amount Amount Paid 201100005 20 March 2011 November 2013 1601 88 1601 88 201100034 December 2011 November 2013 254 44 254 44 201100082 20 January 2013 November 2013 201400003 05 March 20143 February 2014 sido ls ls lbs e The POS changes to manual mode when you click Invoice Payment lt switches back to auto mode when you click Accept e The full amount due on the invoice is placed in the Payment field You may enter less than is owed In tha
188. on sheet enter manually Add boxes 8 and 9 total GST collected Total purchases and expenses 100 00 Multiply Box 11 by three 3 and divide by twenty three 23 13 04 Credit Adjustments from calculation sheet 0 00 Manual adjustments eg pre paid tax added to Box 13 0 00 Add boxes 12 and 13 total GST credit 13 04 Diference between Box 10 and Box 14 441 11 e Date payment due should match the date on the GST form from the R D This is required if you intend sending the GST 101A form to the IRD e Ifthe period dates are changed click the Calc button A new set of totals displays e If you make GST prepayments enter the amount of that payment into the box immediately under Box 13 and click the Calc button The value of that prepayment is added to the total in Box 13 and the Manual adjustments field cleared You need to set up a special non GST ledger account for these payments enter them into cash transactions and add them to bank transactions using the Detailed option e You may generate a GST audit report from this form to validate what is in the relevant 122 boxes The sales and expenses adjustment fields contain figures for transactions that include a domestic component You may still need to check the GST Adjustments sheet to be sure you have included all the required figures If you are satisfied with what is shown click Finalise Warning doing so sets a GST calculated flag in the relevant transactions Those rec
189. onnnoonnonononnnnnnnncccncnnnnnnnnnnnnnns 82 Back ONCE Operations oi 83 Financial as AA A saate ees aeumeseeae 83 Bank RECOnCiiaiOMm a na aa desea eee 83 Cheque Faye NiS ds 84 A o walies 85 2 Editing Supplicr Payments ata 85 A teresa I awe ets Neen tacit O O TA 86 4 Payments not on Bank Statement aa 86 DAR UNS PP PAPA PON OU o O E O IO e AA N 86 Client Pay SBMS id 87 Bank Transaction Maita e ia cio 89 OCG Dank UT ANSAC HONS rara 90 Detailed Bank Transactions ai esata EE ed piece waa tenes 93 Editie TASACI N ii ada 94 Miscellaneous Cash Transactions caia 94 DepOsitine chent A o dao 95 Miscellaneous Cash Transactions dadas 95 SUPPLET OP eral OMS yn id 96 DUP DHE Maitena ica 97 Importing Suppliers from other COMPAnI8S cccccccccnnnnnnnnnnnnonncnnnnnnnnononannnnnonnncnnnnonnnannos 97 Supp ler INVOICE Sia 99 Maintaining Supplier Invoice Detalls cocccccccnnnnnnnnonononnononnncnnnnnnnonanonnnnnonnnnnnss 100 A O In ieee ate ae 100 PG Le HVS cin 102 CAEN CONTACTS dia 102 CHEN COPE OA e a e e da dol death 105 Client ino eee ee ee ee ee E Ne en ee Se ene a Te ee mm tree et 106 TRSTAVOIC ES HTA dai 106 Formatting invoices statements and QUOTES oooooooooocccccnccnnnnnnnnnnnnnnnncnnnnnnonnnnnnnonnnnnnss 108 Reviewing Unpaid Invoice mosni neno d sens 109 PEO DEDO ANAYSSI S gases todeaduiadeceiten cov beis aa 110 Ma A ec 111 DER A a ines 113 Payment slips Remittance AVISO iaa 114 Emails AVOIR 115 Eo A o O aan ee
190. order if you wish to For example if the order is for a particular job It is a good idea to include a description as it makes it easier to identify the order when selecting it for fulfillment or if checking for overdue orders e Select the supplier e Enter the date of the order Default date is the current day e The order is not placed and is open Placed status enables you to check the status of an order from within Front Counter gt Supplier Stock Orders gt List When the order has been emailed or posted change the status to placed by checking the box e If you are entering an order based on a supplier invoice you can create that invoice from the order Is invoiced is checked if you have run that process You can only run it if the order has details An order can only be invoiced once So enter the entire invoice before creating the invoice Once the invoice exists you can record payments for it in Cheques Payments e Save the order and proceed to enter the items Description Timber order for planned work Supplier Code BUNN Bunnings Order Date 99 01 2007 Ehi Invoice created Order values 6928 70 M Placed eses O A A adaa Details m 1445R5GF 140 X 45 RAD MSG8 STRESS GRADED LOSP H1 E ZA y 000439 150 50 RAD NO1 H1 2 PG 6 3M SL 50 11290 X 45 MSG125TRESS GRADED LOSP i nventory F e APN EEPE When the header has been saved details becomes visible To load the order with sold items sourced from the supplie
191. ords date and transaction amount can no longer be modified You may print the GST return once the ledgers have been updated If you enter your GST return electronically keep this form open go to the I R D web site and use drag n drop to put the relevant information on the page The I R D accepts the GST 101A generated by Professionals Retail Business The GST form can be reprinted at any time by setting the dates to those appropriate and clicking the Print Return button GST return forms can also be reprinted from the Reports form Quick Quotes Estimates Start this form from the Client Operation center This section refers to quotes However you may print any quote as an estimate Quotes restrict you to charging no more than the quote amount Estimates provide you with more leeway The form is very similar to the invoice form and behaves in exactly the same way When you click Add a new quote number is created It begins with QUO Should you invoice the quote that number minus QUO is the number of the new invoice If you have an order number from the client enter it in Order number Generally you can fill this field in after the client has accepted the quote and immediately before you clone the quote to an invoice Enter a date in the Valid to field When the quote is printed this date displays as part of the sentence This quote is valid until If you want to give the client lots of time to decide make this date a long t
192. ount displays You can change it if required The description defaults to Journal adjustment plus the description of the ledger account This is the description that appears in the transaction reports Enter the date and the amount Click Save and the form appears something like the following 129 Active joumal account Code LOANS Current balance is 100 00 Loan account adjustments Cancel CIO CIO CI EC Save Post From 1 April 2013 to 1 March 2014 Joumal entries to post If balanced click Post to post to the ledgers Ledger Account Description Date 30 Joumal adjustment Loan repayments 31 March 2011 Joumal adjustment Sales and general income 28 January 2014 Browsing journal adjustments CBJouTran pas Because this is for only one side of the ledger the entry does not balance The Active journal account panel displays a balance of 100 00 and the Post button is disabled When the balancing entry is created the form appears as follows Ledger control Code LOANS 8 Account is in balance Loan account adjustments Cancel IO CI EC CT AER z From 1 April 2013 to 1 March 2014 Joumal entries to post If balanced click Post to post to the ledgers Ledger Account Description Date 30 Joumal adjustment Loan repayments 31 March 2011 Joumal adjustment Loans 28 January 2014 Browsing journal adjustments CBJouTran pas 130 The Post b
193. payment for client POLY invoice 20110006 Account 100 3 Sales and general income Date 27 11 2012 E Pay Method Credit Card v Notes Payment tor For library books Amount 201 0 Tax 26 24 Amount Due Lal Save F2 E Cancel FA If this form has been used once the Account previously selected appears in the Account field Select the Pay Method and from then on that same pay method is used The payment defaults to the invoice s balance due You can enter partial payments To print a statement for the client of the currently selected invoice click Statement The following form displays 107 Statement for_James and Jude Ll Client JOHNS Malcolm Johns JO UA US UT delo e Yes Yes For payments due since the date Payments due to 271 1 2012 Eb F Include notes A Leave letterhead clear You can optionally include payments and a payment slip remittance advise If you have only recently billed an invoice and you want it to display on the statement make sure the Payment due to date goes out to the due date of that invoice Check the Leave letterhead clear box if using pre printed letterhead To pay the selected invoice Unpaid must be selected click the Quick Pay button This populates all fields with the relevant information The first time you use it you need to select the ledger account the payment is for After that it uses that account until you change it Recording payment for client JA
194. place It is important to regularly backup your data Things do go wrong Sometimes they can be fixed Other times all you can do is recover the last backup If that backup was done a long time ago you have a lot of historic data to reenter If you have never done a backup you really need to read this Run a full system backup at least once a week Keep a record of when each backup was run System backup should be made to media like flash drives CDs or another network drive or directory You can set up the company record to activate the full system back up when you shutdown the software If things go wrong recover the last system backup Backing up Retail Business This process completes a complete backup If backing up to a CD DVD make sure it has no data on it is formatted and is rewriteable RW If backing up to a data stick you can create folders This process should be run at least once a month You can run it immediately before switching Retail Business to another PC In that case make sure you install Retail Business on the PC first Retail Business does not clear previous year s transactions when you start a new financial year The total amount of data can become quite large if you have not cleared them by running the Clear Previous Year s Transactions tool The system back up form appears as follows Professionals Business Accounts Backing up complete system Select a drive to save to Select a folder to save to c A
195. ple the Transactions audit report and Bank Statements are available from the Bank Transactions maintenance form Sales reports can be started from the Front Counter selection form To run off a lot of reports it is better to use the Reports form from the main menu Most reports can be produced for individual departments by selecting the relevant one If you have no departments or only one only there is no point using this option All reports can be exported as Adobe Acrobat pdf files You can also export tabular reports eg Journal Actuals vs Budgets Actuals as Excel format files if you wish to carry out further analysis For example to produce graphs If you are running multiple companies you may switch between them within the form by clicking the Change Company button Report dialogs use whichever company is active e All reports are based on a date range from a beginning date to an end date To print all transactions to the current date don t check the Include From Date box e Reports can be based on departments If there is only one department there is no need to use this option Click the relevant check box to display the department field e Select which if any codes bank journal clients suppliers etc to report on Click the relevant check box to display the code field e Reports may be printed immediately or previewed The preview option allows you to save the 169 report in another form such as text rich text format
196. posit f Withdrawal Transfer Interest C Fees Debits If entering a transfer transaction the form appears as follows Bank Account Add F2 Exit 00466 0455233420 Bank Acct Checking account 2 Edit F3 H Save F4 g Cancel F5 Transactions 500 00 3307 2 000 Opening Balance 2500 00 Curent Balance 3387 21 Overdraft Fl Help l Maintain transaction Type 5 Deposit 6 Withdrawal Transfer G Interest C Fees Debits To Account 00466 1789452 30 1149 Savings account Opening balance 0 00 Current Balance 1000094 Reconciled PE Transfer to 00466 1789452 90 Date 25 10 2013 El Amor mal q p Creating new transaction 05 February 2014 CBEnkTr pas e Generally there is no need to change the narrative e When making transfers between accounts there is no need to enter a ledger account as transfers are neither income nor expenditure There are two ways of entering deposits and withdrawals e One bank transaction and a single ledger account entry Enter everything on the main bank transaction form Leave the Has details box unchecked These transactions are described above e One bank transaction with multiple transaction entries To allocate multiple transactions check the Has details box A button displays labeled Details This button enables you to view the transactions once they have been added Do not enter a total transaction amount 92 Detailed Bank Transactions e T
197. r account 100 Sales and general income The form includes separate totals for EFTPOS and and offline EFTPOS sales The EFTPOS total is banked if you check the Deposit EFTPOS payments button The offline EFTPOS payments are for reconciliation purposes If you wish to validate the float balances against actual transactions click the Audit button 62 If customer invoices were paid through Front Counter a detailed bank transaction is created that includes a payment record for each invoice and a single line for the cash including cheques and traveller s cheques Other wise the bank transaction is a simple one using the bank account selected at the bottom Housekeeping Select Housekeeping on the Front Counter selection form Copy transactions to K Clearoldtransacta This menu provides two options 1 Clear out sales records no longer needed Running it periodically clears up space on the disk and in a multi user environment increases response times sales housekeeping for James and Judes This process clears all sales records created before and on the date selected Make sure no one is using Front Counter before proceeding Clear sales records before 2 12 2011 a 2 To keep an extended history of client sales copy them to a history library The library is available from the sales reports menu If you have a large number of transactions daily it may be a good idea to run this option at least once a we
198. r click the From Sales button You have the option of loading all items sold within a selected period or selecting items 145 If you are entering the contents of a supplier order from a supplier invoice each line may not include GST All inventory items must include GST within their price When adding details Buy price is GST exclusive is checked by default If using existing stock items uncheck the box or GST will be added to prices that already have them Adding order line for order 200700005 SS Order Details 4 Add G S T to buy price Stock Code 2 Supplier stock Code Description Buy price per unit Number Ordered Retail price per unit Total provided Number Provided Current amount Curent stock level e Entera stock code If this is a new stock item the description field displays New stock item If the item selected is not for the same supplier as the order you will be warned e If this is a new item enter the description e Enter the buy price per unit This field is optional but if the field is zero when saved that is the buy price in the inventory As a result you will not be able to produce a proper stock valuation at the end of the year e Enter the number ordered This number updates the On order field in the inventory and enables you to advise clients if an item is on order by viewing the stock list in Front Counter e If carrying order fulfillment enter the Number Provided This always display
199. rchiving to C Froddb Source Database is CAPSL Database Froddb Space on drive is 488282108Kbytes BackUp Ext Select the relevant drive from the drop down list on the left Make sure the correct media is already in place before selecting it Memory sticks and CD DVDs show as drives in the list 194 This form is set to back up to the E drive Which in this case is a network drive If you have an external hard drive attached it may be a good idea to create a back up folder on it Recovering full back up This tool enables you to restore a full system backup This may be necessary if you are often getting error messages about the indexes and an index rebuild fails Or you have switched to another PC have installed Business Accounts and now wish to recover the entire database The system recovery form is as follows Professionals Business Accounts Restoring full system Select a drive ta restore from Select folder to restore from I c C Proddb Recovering from C Proddb a Restoring to CAPS5L Database Make sure the recovery media is in place before selecting it from the drop down list on the left Once the process has started do not interrupt it unless you absolutely have to If you do interrupt it there is a good chance that the system will not operate correctly as some records depend on others to display correctly Optimising system space This tool enables you to clear up
200. re invoicing a client to obtain payment and wish to make things a bit simpler for them to send and you to record the payment when they pay by cheque GST Inclusive and Exclusive The final invoice totals amount to bill and GST are printed based on whether your GST is inclusive or exclusive e Inclusive the GST component is included in the charges you are billing the client for To use the inclusive method you must ensure all charges already include GST In that case the invoice prints This invoice includes GST of at the bottom e Exclusive the GST component is added to the invoice amount In that case the invoice will show a separate subtotal for GST e Stock items must include GST in their price If you are updating the inventory through orders then GST is added to the price if the option Buy price is GST exclusive is checked That is usually the case when entering an order fulfilment from a supplier s invoice Deleting Invoices You can delete invoices until payments have been made If you wish to cancel an invoice you must enter a write off against the client s debtors record for that invoice This enables GST to be adjusted if you are using the Invoice or Hybrid accounting bases Discounts There are three types of discounts 1 Using stock a sale price based on the sale discount set in the relevant stock line This is a percentage of the retail price If the item has been set up with volume discounts use manua
201. re only available online Search for Peacock Bros To print price labels make sure you have the correct stock item displaying in the inventory maintenance form There are three label printing options 1 On an A4 sheet in multiples of three Check the Generate price label box Carry out the required actions then click Labels A4 The label format is Avery code L715 7 2 Labels single or multiple with bar codes 3 Labels single or multiple without bar codes Generating A4 label sheets When the Generate price label box is checked the following form activates Labels are printed in groups of three The number of labels to print is in multiples of 3 3 6 9 12 etc setting labels to print for 1200001000439 Number of labels to print for this item hise USt To print price labels using A4 LC 33 L7157 format click Labels The labels to print are accumulated into a file To use a complete sheet of labels generate no more than 33 labels or 3 labels for 11 items You may save the report as Excel or MS Word format if you wish to change the formatting To do so click the Save button on the report form and select the format from the list at the bottom of the form When the labels have been printed they are cleared To reprint you need to generate again If the item does not have a bar code or it is not valid for the EAN13 format a bar code is still printed It will have 0000000000000 at the bottom Pr
202. riday online access for non urgent requests updates new releases and bug fixes Also that may make suggestions for changes to the software and that may participate in the selection of changes to enhance the software Signature 196
203. ront Counter and the Stock menu You can largely maintain the inventory from orders e Ifan item does not exist in the inventory entering it into an order creates it in the inventory e When entering the items provided the number of items in the inventory is increased e When entering items into an order the number on order in the inventory is updated As items are recorded as provided the number on order is decreased e Ifthe buy price and retail price change entering the new prices into an order updates the price in the inventory e All orders can be emailed When sending a supplier order you need to have entered you customer number for the relevant supplier into stock configuration Stock Orders single supplier Single supplier orders enable you to consolidate all items for the supplier For these orders to work properly you must make sure items in the inventory are linked to suppliers If you have loaded the inventory from MYOB Retail basics Cashbook Complete or QuickBooks you need to go through the inventory and create that link 144 You can e mail orders to suppliers Orders can be placed for clients When an order is for a client the order displays in the Client Operations form e Click Add e Order number is obtained from stock configuration and is created automatically e Ifthe order is for a client check Client order Client Code and a selection button display Select the client code e Include a description of the
204. s 116 BRS CU lA O11 CS ors spe ane sa ase me EE T 116 UNMIS recur ine IY O1CES sd a 118 Hi NI tag shee echoed tithes O een ae ate oe eee 119 e a ane 119 Credit and Debit TOTES is li 120 Adding and Editing Credit and Debit Notes ooccccccccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnononininnnnns 120 GSE IMPIDA es ee 121 Quick Quotes Estates aida a o 123 End of penod adjus mentsii Segetcds we hecseriesecsatcasaGatostexeteaciesennee 126 Ledger Controlados 127 TM T E T E T 128 Journa Adate MUS an a aaa a a a ON 129 S UN Ge E E ET EA E o ERE E O ona eh E E AO EE nee 131 Connie urine Deprecation a a E A A 131 CINNE IVS WAS SUS aena E E E E E E Rauneeden 132 a A A 134 DISPOSIO OL ASSIS Cs ais 134 Installing Front Counter standalone ooooooonnnnnncoconcnononononononononnnnonnnnncnnnnnnnnnnnnnnnnnonnnns 137 StOCk myentor mana semen an E 138 importas toni Exc EOS Vaile nren iT eo Te T ee etanneas 140 STOCK C ONNE UTAON lili tado 141 SOCK INES and Cro UDS sanea a di a dae 142 A A aa a a rout mesoeiedeual 144 Stock Orders simo le SUPPlET isa ss 144 CHEnt OFCETS ereere oe a a a is das ia Ee 147 STOCK Mma seme A a cian ynRensanet 149 Price breaks Volume ASCO US idad 153 o nar om mr OEE ee Pee ar ee mn A eee ae eee 156 INOM SLOCKs ICIS ii 159 Creatine and printing Price Tabe visio wast aa 159 Loadino PRICE ISIS seca E E taeds enacts inacenaene aa tetentanteuusnct con semnes 161 Updating Price SES scada diia ip 163 SOCK A E A A 166 LOCK E Wado
205. s as zero as the number provided is added to the total provided e Current amount displays the total value of the items provided To remove the order from reports you can delete it not a good idea if you want to use the Stock turn report or close it Invoice the order if required after it is complete You can add lines to an invoice once it is created To maintain supplier charges click Charges If you accidentally created the invoice before completing the order delete it A new invoice can then be created Order fulfillment There are three ways of carrying out order fulfilment 1 Fulfil each line a time If the order has a large number of items this can be tedious However doing it this way does allow you to modify the number provided including negative numbers if you get it wrong 146 2 Fulfil the entire order To do so click Fulfilled This results in each line having the number provided being equal to the number ordered If the order is not already placed that is done and the order closed The inventory is also updated with the number provided being added to the number of items in stock Once this process has been run it cannot be run again 3 Fulfill each line with either the total ordered or a lesser number of items To do this click Selected in the Fulfillment group The following form activates Processing order fulfillment for ord 1058PDL 27C PDL L HOLDER SWIT 5 16 THR 1255AMP EXTENSION CORD WIRE 14045kR5GH
206. s include those codes The imported tables do not include client invoices and supplier charges If you are using Time and Cost and Time and Materials the job numbers are imported This will result in Not found messages on forms if those systems are not set up All transactions are imported as un reconciled Make sure there is no overlap of cheque numbers between the two systems A quick way of checking is to look at the bank accounts form in both systems If the last cheque number and last transaction number overlap select transaction dates that will not result in duplicates For example if the last cheque number in the export system is 234900 and the last one in the import system is 234690 the first cheque to be imported should be 234691 Check the date of that cheque If it is on the same date as 234690 that one will also be imported As a result it will be duplicated you can delete such duplicates if you wish It is better to make sure the export file starts on a date that has not already been used in the import system Tools Access the tools form by clicking the Tools button on the main menu form Professionals Business Accounts Tools Backup Entire System Recover System Repair database Clear Previous Year Optimise System Export transactions Import transactions The tools form provides for a range of housekeeping operations The operations provided for are 192 Repair database Clear the previous year s transactio
207. s that have been allocated to a stock line with stock items Each stock line can have up to 36 items You may select as many items as required before clicking Finish As you press each button the item is added to the sold items list To change the quantity change the number in the Quantity field before pressing the button Or simply keep clicking the relevant button The POS appears as follows when you click one of the stock lines buttons 40 83 93 Description 1 SPONGE BOB 10 00 CLEARANCE 1 Darwin s Dangerous Idea 1 Moir s Guide North 1 Photography amp Paradox Finished e The above example is for pizzas Which is a natural use of the stock line buttons as such food items don t have bar codes And customers want things to be completed quite quickly Using Quick Sales The Quick Sales interface is designed to behave in the same manner as a chain store or supermarket point of sale lt assumes every sale is cash You may enter and complete the sale of items and include lay bys and customer orders if you have the required access rights The quick sales POS form with the stock line buttons active is a follows Professionals Front Counter POS S Qty Description Net amount 1 SPONGE BOB 10 00 CLEARANCE 10 99 1 Darwin s Dangerous Idea 17 96 1 Moir s Guide North 34 99 1 Photography amp Paradox 19 99 Ea Client tan s Baisi ama e F11 EA s a ieee a Alcoholic cocktails
208. sal price excl GST 6500 00 Disposed on 23052009 Purchase price 0008 89 Date purchased 3 06 2007 CARA Depreciation schedule for this item Year start Year end Amount Jax Value a To dispose of the asset edit the asset and check the Item disposed of box A list of asset sales defined by the income account included in the Asset Configuration form appears In the Asset Maintenance form check the Item disposed of box The following form appears Narrative Sale of Halden Sale of Xerox photocopier Only transactions for the assets sales ledger account defined in the asset register control display in the above list Select the relevant sales record The asset maintenance form now appears as follows 135 Maintain assets of James and Judes Description Holden Lite AR5O hardtop Depreciation rate per year Link to inventory Current Value 822 23 Domestic percent 0 00 Cancel tem disposed of Disposal price excl GST 6500 00 Disposed on 23052009 Purchase price 0008 89 Date purchased 3 06 2007 O a n a Year start Year end Amount Tax Value gt A Delete Depreciation schedule for this item When you click Save residual depreciation is not calculated as depreciation may not be included in the year an asset is disposed of Calculating the net profit loss on the sale of an asset is a major operation that involves a large
209. t Di UNUM 1 ME LA i _ TE Eo rr LN Dip A Mab HL E jE BEE ED A i jab Lijs IT UN dia dd E TALA ead EE i malaria Trl Ft De ae Wee MO Page 1 of 8 All shTRpt e If there are multiple pages use the blue arrows to go from page to page e To resize the report click one of the buttons at the top left e To change printers and produce multiple copies click the printer icon with the wrench across It e To print immediately click the printer icon e To save the report click the disk icon 172 e To get a saved report back click the open folder icon Cash Journal Transactions This report runs if Audit Report is checked This report is in Ledger account order If you have been running Retail Business for some years it is a good idea to restrict the report to a set period That is select both the beginning and end period dates Report Preview AJAudRp1 ty eee El dos i ThumbNails Search Results Printed on 29 10 2010 Page 1 Cash Journal Audit Report To 29 10 2010 For James Electrical Ltd AJAudRp Narrative Reason Trans No Date Business Amount G S T Misc Capital introduced DEP 1011618 1 09 2008 1000 00 0 00 Misc Sales and general income DEP 1011598 10 05 2007 110 00 12 22 Misc Sales and general income DEP 1011593 26 05 2007 i 2500 00 277 78 DETAILS Cash payment wire DEP 1011597 8 06 2007 200 00 22 22 Misc Sales
210. t The balances must also be correct hence the need to do journal adjustments 127 Maintaining ledger control for James and Judes Control set up Description Ledger control for James Hectrical Ltd Loan account Prepaid tax account s20 Curent Period Beginning date Last date Current year 1 04 2011 al 31 03 2012 Eh 2011 2012 Save Cancel e Enter the beginning date of the current year or period Professionals does not use these dates for any other reason than checking that journal adjustments have the correct date so they can appear correctly on the trial balance and balance sheet Enter the last date for the period Generally both these dates should be the first and last days of the financial year e Select the year range the period relates to Note You can define each period as a month or year If you define it as a month it is assumed that journal adjustments will be made on a monthly basis Journals To carry out journal adjustments the journals must be defined These are purely to ensure that adjustments balance correctly and they do not appear on the trial balance Journal accounts maintenance for James and Click New to create a new journal Enter a unique code This can be alphabetic as above or numeric Enter a description of the journal Select the default credit and debit accounts These appear automatically when creating a new journal adjustment You don t need to use the defaults as
211. t Prices The following form activates Stock code Description P CODE1 5L Coca Cola 1 5 litre 1 5LFANTA 1 5 litre Fanta 1 5LFANTADIET 1 5 liter Diet Fanta COKE 1 5LDIET Coca cola 1 5 ltre diet Link to tod item The multiplier for the price is set in the top panel As is the bucket price when the relevant items on list are being sold To create a new bucket price rule click New Price settings The form appears as follows 157 Maintain bucket prices Cet Number of units Bucket price Mew price settings Change price settings ee gt gt E Remove price settings save price settings Link to stock item Remove link The above bucket price will activate on whichever items are being sold provided they are in multiples of four To add items to the bucket click Link to stock item The following form activates pp new bucket links stockitem Select the stock item by clicking the magnifying glass or entering the code The form should look something like the following 150 X 50 RAD MGP H3 1 KD PG After several items have been added to the bucket rule the form should appear something like the following 158 Exit Number of units 7 Bucket price 4 90 New price settings UN UA A ataa Remove price settings Stock code Description 1005529 150 X 40 RAD MGP TF PG KD save price settings 1007413 150 X 50 RAD MGP H3 1 K
212. t case the next payment defaults to the new balance due e f you don t know the invoice click the Invoice list button This activates a form that allows you to find invoices by client e Click Accept The following form activates select ledger code for paym ent Ledger code 100 sales and general income Cancel F5 e Click Ok if the ledger code is correct The code defaults to the last one used Change it if you need to e Click the appropriate Process button The payments form activates 44 Lay bys processing e Lay bys must be for regular customers That is you must create a customer record to attach any lay by s to e To activate the lay bys form click the Lay bys button on the POS form The lay bys maintenance form activates You can also create new customers from this form e Once you created the required customer s select the customer the lay by is for If the customer has a regular discount that will be displayed on the form The discount IS NOT automatically applied to lay by items You need to apply it if you wish to e To create or record payments for lay bys click Lay bys on the POS The lay bys form displays and click the Select button Lay buys for James Electrical Ltd o omi Client a Back Select F4 aaa Customer discount 10 00 will be used Code MJD Fe as default Search by name Dinwoodie and Brown Y ren Beer om 8 Clients _ Lay by F2 Instructions Pick up on Laid
213. t date Make sure the sales docket has no entries Then click Assign Booking The following form is activated In this case two bookings have already been assigned to dockets If you attempt to change the docket assignment you will be warned But you can do so as it is possible the booking was assigned to the wrong docket Y Professionals Front Counter Assign 8417 to selected booking O Mon A Current date Assign Back 2 02 2014 EN docket Bookings Name Assigned staff Arrival time Docket Service Notes lt gt Mary Stuart Daphne Dumaurier 08 30am 8411 cands Jane Mowbray James Stewart 09 30am 8415 candex John Williams James Stewart 11 30am cut O When you click Assign Docket you are returned to Front Counter and the sales docket will have at least one entry The entry will have a value of zero To change it to the required amount click Change Then Accept Most of the time that is all you need to do The software has been set up to apply the item s price in this manner as other wise when you change prices in the inventory you would need to change them for all service items by deleting the item and reattaching it Warning when recording bookings it is a good idea to create a regular customer record for the person the booking is for That allows you to set up reminders and email them It also means you can assign the booking when they come in and then place the docke
214. t on hold until they are ready to pay If you enter them as a one off customer the docket looses the connection to the customer as they don t have a client code The result is if you assign the booking to the docket when they come in the door and then place the docket on hold the POS will not display a customer name in the Release form As a result you will not be able to be sure you have the correct docket when you release it Especially if you have a large number of customers for the same type of booking When a booking has been assigned the Front Counter POS appears as follows 82 Professionals Front Counter Operator Lock Front Counter Logon to Front Counter aa Exit Front Counter O _ Create new stock item if code not found Mary Stuart Front Counter POS Client accounts Stock inquiries Supplier stock orders i Qty Description Discount Net amount Tax 0 Cut 0 00 0 00 0 00 D ue O Shape 0 00 0 00 0 00 Cash a om processing vos item F6 Voia ton 6 OESS To Manual Change item gt Rovior Fo F3 vr Trade price 0 00 Retail price 0 00 melear F5 Review sala Unit price 0 00 Quantity 100 Discount 0 00 Net amount a Stock Ta invoca a cash A Siet payment a eeeeececooososooeocececeeeoooooosoooosesesooooo Tax exempt Client F11 eae n o Release gt gt po no ic Soft Drinks Entrees All wines Main meals including large Takeaways veg
215. that transaction to the existing bank transaction to get the net income from EFTPOS If using integrated EFTPOS run the settlement cutover to get the total day s transactions and close off the current day Select the bank the deposit is to be made in If you don t have a bank record set up you can ignore this Select the ledger account the income relates to 61 e If required produce a detailed audit report Audit or a daily banking summary Banking The daily banking summary should have identical figures to the form e Click Bank The form is cleared If the Total deposit is zero you will be told there was nothing to bank e Refunds and Coupons are for information purposes and in the case of coupons to make sure the values match Front Counter end of day processing for James and Judes O a tt vit Depost Date 3 10 2013 E y Ext 3 10 2013 g 200 00 Check totals Sales on Hoat Cash tendered 0 00 Total cash Cheques 0 00 Cheques Travelers cheques 0 00 Travelers cheques Cash outs pay outs 0 00 Drawer balance Change 0 00 Discrepancy Minus next day s float 200 00 To deposit Refunded 0 00 Coupons 0 00 Coupons Offline EFTPOS 0 00 Deposit EFTPOS payments EFT POS 231 31 EFT POS Total electronic transfers 231 31 Total EFTPOS Total banking from sales 231 31 Discrepancy Cash pay outs 0 00 Deposit in bank account O0466 1 89452 90 Cheque account Income ledge
216. the database This is the program s version of the defrag tool When records are deleted the space they take up is not automatically cleared This tool clears that space Make sure no one else is using the software If they are this tool reports a failure Backup the system before starting Optima Peterson sabor M This utility allows you to provide more space on the disk drive Make sure no one else is using any of the Professional systems when you run this utility and also make sure you have backed up the database first 195 Appendix 1 Professional Systems Ltd Software for the Small and Medium Business Fill out this form to register for software support If you have been using Professional Systems software for some time and have never paid for support you may do so online at www professionalsystems co nz Or you may fill in this form and send with payment to Professional Systems Ltd 25B Kuparu Place Ruakaka WHANGAREI 0116 Name Company Registration Number Registration key Postal Address Email Web site Tick if you wish to be billed for further support after 12 months Enclose 195 00 including GST A tax invoice will be provided on receipt Payment of 195 00 deposited in account ANZ 01 0455 0075746 01 Payment may also be made through our website http www professionalsystems co nz understand that support consists of telephone support during the hours of 9 00am to 5 00pm Monday to F
217. the inventory If we find out what caused the failure you can continue importing by using the update option Updating price lists Price updates operate on a similar way to loading price lists Use this to replace old prices with new ones If the price being loaded don t include G S T check the Add G S T to listed prices Add new items to the inventory by checking the Create new items box 163 Update price lists from selected supplier for James and Judes li Professional Systems Inventory F Create new items Updating price list from CAPSLAPS Inventory csw Lis fg Update F1 Help Import Includes lines and groups Updating the price list looks for the existing code and updates the price s This means the new prices become effective immediately Importing from CashBook Complete Importing from Cashbook Complete can be quite simple Depending on the prices in the inventory You must have either Excel of OpenOffice installed Follow the steps below to carry out the import 1 In Cashbook Complete go to the Inventory form Select the entire list Ctrl C 2 Make sure the stock fields are in the following order Group Code Description Units Cost Price Sell Price Type On Hand On Order Min Level Supplier Notes SalesYTD QtyYTD SalesLYR QtyLYR Right click the mouse and select copy Start up an empty spreadsheet Right click and Paste Look at the Cost Price Sell Price Sales YTD QtyYTD SalesLYR
218. the item is being added this is active If checked another form activates when you save the item See below for more information e Enter an alternate search code if you want to use a code that is more descriptive than a numeric code This code can be searched in this form and in the stock list page of Front Counter To run stock replenishment click Replenishing The following form displays Replenishment rules for OO hornby track per metre Auto replenish on 0 00 0 00 Minimum stock level Maximum order level Save S Cancel e To turn on automatic replenishment check Auto replenish on This enables you to generate supplier orders when stock items reach a set level If the item has been discontinued you cannot activate this form and auto replenishment is turned off by default e Seta value in Minimum stock level When the stock level reaches this figure or below it the item will be included in an order when you run the replenish process e Seta value for maximum order level This is the default number of items units that will be ordered when the replenishment process Is run Stock replenishment requires that you keep the inventory stock level accurate Other wise the system will generate unwanted orders Prior to turning replenishment on set the stock level at the actual amount for the relevant items To change the default sales display settings for a stock item in Front Counter click Sales Settings Th
219. thorisation is required for discounts e Turn on price calculation option Checking this displays an additional prices panel that allows you to override the default prices Without using discounts In that case if the POS is in auto mode it switches to manual mode Price breaks Volume discounts All items can be set up for volume discounts To do so click Price breaks on the inventory form when the item the discounts are to apply to displays 153 The following form displays Creating new price breaks for 1000553 200 X 50 RAD NO1 H1 2 PG 6 6M SL How many price breaks First break 1s 0 00 You can set up a maximum of three price breaks To do so change the number in How many price breaks With three price breaks selected the form appears as follows Creating new price breaks for 1000553 200 x 50 RAD NO1 H1 2 PG 6 6M SL How many price breaks B Second break Third break Ce Ga First break 2 3 Te 0 00 la 0 00 la Set the number above which the discount applies by changing the values in Second break and Third break fields The break is defined as one above the number displayed So 1 means 2 up to the next break 5 means 6 and greater The first break cuts off at 5 With the full range set the form appears as follows 154 Creating new price breaks for 1000553 200 X 50 RAD NO1 H1 2 PG 6 6M SL am How many price breaks Second break Third break 3 6 First break gt
220. tive Marketers Books Computer Underhill Cancel FS yy Macromax Wendy Dykstraco al ocara Ravi Matel Conad Leeanne McDonald e Mane Jansen Code Harmes James e To create a new client click Add The form appears as follows 101 PEE Customer maintenance for James Electrical Ltd Client Code First name Middle Last or company name Delete FE F1 help Adding customer 3 February 2014 CEClientl pas e Client s Code and Last or Company name are compulsory fields Client s code must be unique e Enter an individual s name or that of a full company For example if the company is called The Mighty Moving Company Ltd enter The into first name Mighty into initials and Moving Company Ltd into last or company name On all reports and stationary it prints as The Mighty Moving Company Ltd e If generating invoices include the client s postal address e Physical address is included as well because you may need wish to visit your clients If you make deliveries you can produce delivery dockets from invoices that use the physical address rather than postal e If their postal address is the same as their physical address enter it into the postal address fields Postal address is used for invoices statements and quotes e Once the client has been saved you can enter contacts for them Contacts are people you regularly deal with They
221. to the archive select Housekeeping gt Copy transactions to library This process must be run when no one else is using the system The archived records are removed from the 65 live system If you have a large number of transactions 15 000 a week or more it is a good idea to run this monthly Or even weekly Reviewing sales To review existing sales records click the Review F8 button A reviewed sale may not be changed The sales slip can be reprinted The review selection list appears as follows Review select existing sales receipts for James Electrical Ltd A o _ gt pS TOS Search for sales slip Display loyalty sales only Review F4 MEF Display free sales Check Amount Amount tendered Change Date a Display interrupted transactions only Receipt No 8431 8428 8424 8411 8405 8402 8401 8399 8396 Invoice EFTPOS EFTPOS EFTPOS EFTPOS EFTPOS EFTPOS EFTPOS Coupon Cheque 79 97 6 00 125 95 125 95 150 00 200 00 200 00 200 00 200 00 79 97 6 00 125 95 125 95 150 00 200 00 200 00 200 00 200 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 6 Feb 2014 6 Feb 2014 6 Feb 2014 5 Feb 2014 4 Feb 2014 4 Feb 2014 4 Feb 2014 4 Feb 2014 4 Feb 2014 8394 MANEF TCC 50 00 50 00 0 00 4 Feb 2014 8393 EFTPOS 45 95 45 95 0 00 4 Feb 2014 8390 EFTPOS 96 90 96 90 0 00 4 Feb 2014 8382 EFTPOS 65 35 65 35 0 00 4 Feb 201
222. tory is decreased by the number of units included 118 Only invoices that are active display If you wish to discontinue an invoice click Set up Invoice and edit and click the Schedule button Uncheck the Active box Client Refunds Client refunds can be made through electronic transfer cash or cheque Use Cheques Payments to record them Write Offs Write offs enable the cancellation of bad debts Each write off must be matched to an invoice this is a requirement of the R D It also ensures your aged debtors analysis is correct Write offs are required if using the invoice or hybrid accounting basis Write offs print as credit adjustments on the GST imputation form If you accidentally bill a client and wish to remove that invoice you cannot You must enter a write off to cancel the debt e Access Write offs from Client Operations To enter new write offs click the Write offs button If the invoice has not been billed the write offs cannot be applied Write offs maintenance for James Jodeg s a Current Write off Cent Code EY Raymond McCarthy 201 100003 H Home security kit Total billed 425 69 Invoice ai 42569 Date 7112 2012 A Save F4 Description Refuses to pay got the items back S Cancel Fo Written off so far 0 00 Narrative 201 100046 Over charged 045 97 28 August 2012 e Select the client the write off is for e Select the invoice it is
223. tructions are optional If the client has multiple lay bys it helps to enter something to identify the lay by The instructions print on the top of the lay bys list The Lay by date defaults to today s date and the pick up date to today plus 30 days The amount paid and due are calculated as you enter payments and items for the lay by To maintain lay by items click New or Edit at the bottom of the form The following form opens er Adding line to lay by Item code 046410538 Description Story of a Treaty The Discount No of Units Po 17 99 5 Save F2 The item must be in the inventory To create a lay by with multiple items select them individually You may enter as many inventory items as you wish e To select a lay by for payment click Select The following form activates 46 Paying layby for Dinwoodie and Brown MJD Payment amount To pay 0 00 Release lay by and update inventory Enter the amount to pay You can enter a partial payment The payment amount always defaults to the balance owing When you enter a complete payment the lay by can be completed because the Release lay by and update inventory box is checked and active The above example shows that if the amount shown in Payment amount is paid the lay by will be paid off e Click Save You are returned to the POS with the sales items filled out as below Profess
224. tton e If you have an overdraft facility check the Overdraft provision box The field Overdraft amount displays e Enter the permitted overdraft amount in the Overdraft amount field When entering transactions a warning occurs if the account balance drops below the overdraft amount lf you are using the software to track supplier charges you still need to create a bank account It doesn t have to be a match to your actual account But payments have to be entered for a bank account Opening Bank balances You must have created at least one company and bank account before using this page If No company account links set displays on the page you cannot enter opening balances e Make sure you have not entered any cheques or other bank transactions before you create the opening balance s e If you are using Client invoicing complete generating any invoices that payments deposits relate to and bill them even though you do not mail the invoice Create the necessary clients and ledger accounts e If you are using Creditors make sure you have recorded the supplier s charges that any cheque relates to Bank Information Bank Account s Opening balances Bank Account No Account 393 99999999 39 2 Cash transactions bucket Startup Date 412 2012 Balance Amount from statement 00 00 Plus deposits not on statement 00 00 ke Minus cheques written not on statement UU A in nn nn UU ALS Opening Balance PT EA UE PA 4
225. type of transaction The default is Miscellaneous selected a Supplier Code field appears selected e Enter the Purpose ledger account e Enter the narrative Make this as descriptive as necessary It defaults to the description of the ledger account e Enter the date of the transaction e Check Zero rated if the item was sold to an overseas client e Enter the business amount GST is calculated automatically unless Zero rated is checked lf Supplier payment is To save the record a valid supplier must be If the transaction has been included in a GST imputation run only purpose and narrative can be changed Supplier Operations Use this form when working on suppliers and entering transactions related to supplier invoices such as payments credit debit notes and refunds The form provides an overview of the situation 96 in relation to the supplier It displays how much they have been paid and how much is owed a Search Suppliers Date Range for year to date Exit es Code maen 21 01 2013 28 01 2014 a Help a Business name Maintain suppliers Z Refresh Cheques payments Selected Supplier Aussie Surveyors Pty Invoices double click to view or maintain Invoices Invoice No Description Due Date Amount Paid Tax Cre Suppier Code Busnes Nare 20131201 Fort way ey re Aia gt ASUR Aussie Surveyors Pty VISA BNZ Visa BNZ Bank of New Zealand
226. ues that have already been created If you are importing a cheque transaction Retail Business attempts to create the next valid cheque number It may not be correct because of the order cheques are presented in In that case you will need to enter the cheque number shown in the import file Retail Business checks to see if that number has already been used The narrative is made up of several fields from the transaction file If you have already created any cheques in cheque entry remove the matching cheques from the 189 import file If a cheque is in the download file and has multiple lines you may create it here then switch to Cheque Entry to complete the entry Delete the first line to zero the cheque total and add lines KiwiBank Do not import the first line Cheque details are minimal you will need your cheque book to ensure the transactions can be matched Exporting Transactions Start the Export form from the Tools form as follows Exporting text file of transactions for James and Judes Select format ionals Business Accounts ik 1 04 2012 Ej 11 12 2012 El Transactions between and FI Help Gi Epot Retail Business allows you to export your transactions to the following systems Quick Books M Y O B Accomplish Any of the Professionals series Find out from your accountant which one they are using Before you can export transactions you may need to do a little b
227. unning a bookshop This ensures the correct fields are visible in the inventory maintenance form and the correct supplier list is available to load and update the price lists If it is not checked the suppliers are assumed to be trade Stock Configuration Unique code JAMES Description Stock contral Last bar code Last Stock Order 9 Last Sales Slip No 2 64 Your customer number s For Supplier BUNN Bunnings ka 1456 7865 e Customer number s are required if you intend to use stock orders and send orders to the supplier To complete these fields create the supplier first e Sales slip number is required to use the cash sales facility If not ignore it It can be left at O and will increment from there Stock lines and groups Using stock lines and groups helps to simplify the management of the inventory Because some price lists can be very long up to 30000 plus items consider whether there is benefit in making use of lines and groups Some lines and groups are created automatically if you select that option when loading the price lists Carters Mico and Placemakers Although the descriptions are not exactly all that useful Having stock lines and groups allows you to set up sales for items within groups when having a sale You can also arrange sales tax holidays by groups Stock Lines these are the highest level of division possible For example timber pipes secondhand books etc Stock lines are the lev
228. up Retail Business if it is not already running e When the import form appears select the bank account you are importing for Warning this form uses the company that is displayed as active at the bottom of the main menu If the wrong company is displayed at the top of the form return to the main menu and change it e Select your bank from the drop down menu beside the bank account panel If you do not do this when you click Add nothing will happen If you select the wrong bank the fields will not display correctly e Click the Get File button This opens a file browsing form Use this form or click Browse to open the Windows browser to find the file e f you have the correct file make sure the File to import is field displays the correct file Bank Account Select your bank ANZ Bank Acct 00466 1783452 30 j Cheque account Opening Balance 347 37 Curent Balance 21276 67 Overdraft 20000 00 Es CARAS Transaction Details Type Deposit O Withdrawal O Cheque Payment C Interest EFTPOS 1011911 Purpose CHEQUE 1217 21 04 2008 Amount 87 25 Business Amount 00 00 Tax 00 00 Reason Miscellaneous Client Invoice Paying Supplier Record No Data to import 21 04 2008 57 28 CHEQUE 1217 21 04 2008 200 00 ANZ NBNZ ATM WITHDRAWAL ANZ WHANGAREI WHANGAREI 18042008 183 22 CHEQUE 1218 1870472008 86 75 CHEQUE 1216 1470472008 231 79 CHEQUE 1214 1170472008 373 50 CHEQUE 1215 04
229. used to search for the relevant data But the data in them is generated by the system and is used by the system to link records or as a unique key that decreases the chance of user errors For example invoice numbers You can enter the first invoice number in the company set up and from then on the system generates new invoice numbers Many forms include a data list These provide a view of several records at once When you click on the arrows below or scroll the list the content of the fields on the form changes to show the highlighted record The list and navigation buttons are disabled in add or edit mode When the Add or Edit buttons are clicked the status bar at the bottom of the form displays the words Adding data or Editing data in the left most segment until the Save or Cancel buttons are clicked Then the status bar displays Browsing data If you are interrupted check here for the current status of the form Click the Cancel button if you make a major mistake This returns the fields to their previous contents if you are editing them or to the current record when adding data Some fields have a button beside them with a magnifying glass in it Use this to open a drop down list you can select the required code from When you are adding a new record or editing you may select an existing code to be displayed in the relevant code field Most forms include a search facility to search for key fields such as journal codes bank
230. utton is now enabled and the phrase Account is in balance appears in the Active journal account panel The adjustment can now be posted When posted each transaction is placed in the journal as if it is a normal transaction As a result they show on normal transaction reports Note posted adjustments can only be removed by further adjustments Asset Register Use the asset register if you wish to carry out depreciation calculations and keep a full register of your assets Other wise it is better to leave it alone and let your accountant handle it A key to using the assets register is that you know enough about depreciation to be able to select the correct depreciation rate and method from the IRD s asset depreciation schedule To running the asset register means you can 1 Import assets from the transaction used to pay for them To do this set up asset control to link to the capital expenses ledger account Import transactions just before or after the end of the financial year Make sure the capital expense account has tax disabled Capital expenses must not be taxable items if depreciation is claimed 2 Enter assets purchased in previous years and calculate the amount of depreciation to be claimed This does not calculate depreciation for the current year 3 Dispose of assets Records the sale price of disposed assets You need to create an asset sales ledger account and enter the journal code in the Income sale of assets field
231. voice 163 50 29 October 2008 description wraps around or overlaps 20080027 New books 33992 29 October 2008 20090050 Sales invoice Sale 413 47 68 12 May 2009 5 Sales invoice Sale 1772 50 00 30 March 2010 Total Paid 601 10 Be Pepp ed Se 9 2 Credits Amount Date 20080027 Over charged 20 00 12 November 2008 20090050 Test 1 10 00 8 October 2009 Total credits 30 00 TA E A Client s Balance 5 03 POLY Northland Polytechnic Invoices i Due date 20080033 Servicing ariconditioning units in registry 20 January 2009 Total billed Page 1 of 6 Clientdebt ee 181 182 Cashier profiles and user security Use this form to define who can use the system and at what level Once you have set up a user they can be inactivated so they are unable to access the system Before creating the user s profile think about what you will need them to be able to change For example if everyone is to be able to enter cheques and receipts and you also want them to be able to create new accounts when on those forms then you must give them data entry and direct access to key information In the relevant forms this means there are several additional buttons visible and activated If you do not give anyone but the administrator such access you will need to create additional codes when requested This may slow down data entry and can become quite a nuisance e f you are the only user stay with the initial administrator s acc
232. voices and supplier charges GST is only calculated on the actual transactions that is entries in the cash journal 2 The Invoice Basis GST is calculated based on customer invoices and supplier charges only This means you must keep these current Adjustments are made based on any write offs credits or refunds All write offs must be entered against an existing invoice so the adjustment calculation can be carried out correctly If a supplier charge resulted in a credit you must enter that so a credit adjustment can be calculated 3 The Hybrid Basis 121 This is a combination of both of the above Income related non cash transactions are included in the current calculation Cash expense transactions are added as part of the calculation You must enter invoice related records for income and actual cash transactions for expenses Generating a new Imputation form e When you open the imputation form not the first time the fields display the current GST imputation situation The GST period dates are based on the previous GST record You can change these dates if you need to Fl Help Calculate Goods and Services tax retum James and Judes 23 296 249 Date payment due 28 11 2011 EF G S T between M os 2001 SY ong 31 10 2011 E Total sales and income includes GST and zero ated supplies ferotated supplies Subtotal Box 5 minus Box 6 Multiply Box 7 by three 3 and divide by twenty hree 23 Adjustments trom calculati
233. wo POS interfaces Full service and quick sale Full service is only available if your logon gives you full administrative access Quick sale works in the same manner as a supermarket or chain store POS When you click Front Counter on the main menu the following form activates 23 Select Front Counter intes faa 7 function POS full Es End of day service sales Housekeeping POS quick Y Receipt printer format The form includes customer bookings activated Two additional buttons Bookings and Staff rosters are visible To make these active you must check the box Activate customer bookings in Company Control If that box isn t visible you don t have the tables required to activate bookings Please contact Professional Systems if you wish to activate customer bookings If you intend to carry out a range of customer related activities as well as back office operations click POS Full service Other wise click POS Quick Sales Quick sales allows you to process normal sales including specials and volume discounts plus lay bys and customer discounts Note For end of day processing to work correctly you must select the correct Payment method for each sale That is EFTPOS Cash coupons cheques etc e When you first start Front Counter the Cash Sales page is disabled The Logon form starts immediately Use your Retail Business id to logon e Enter the amount of the float you have for the day this must be ac
234. wo buttons are visible at the bottom of the form e If depositing customer receipts click Receipts If miscellaneous transactions click the Misc button e A detailed bank deposit can consist of details from both and the total value of the details from each including any expenses display as the total on the form e Once you exit either form the new total amount of the deposit or withdrawal displays and the transaction is saved automatically Details can only be entered for deposits and withdrawals e A deposit can consist of a combination of income or expense transactions Providing the total is greater than zero Bank Account Add F2 Exit nace rc eee er ee Bank Acct 2999 sa Checking account Edit F3 Ld Save F4 g Cancel F5 Transactions E Details F1 Help Opening Balance 2900 00 Curent Balance 1 Overdraft Maintain transaction Type Source 3 Deposit Withdrawal Transter Fees Debits DETAILS Has details Ref No 1000081 Reconciled his dca this is contract payment Date 26 09 2013 E7 Amount Fa lt j bl Editing transaction 01 February 2014 CBEnkTr pas The amount stays at zero until transactions have been selected from either client receipts or miscellaneous cash transactions forms Once you have created the transaction you can edit the details by clicking the Details button at the top right The following form activates 93 Detai
235. year Similar adjustments may be carried out for leases rates wages and salaries and for invoiced income and supplier charges To carry out end of period adjustments follow the sequence below 1 Set up a ledger control record This is used to define the current period year 2 Set up the required journals The journals do not appear on any reports They are buckets to hold transaction adjustments until they are posted to the ledger They are also used to ensure any adjustments balance You can create default credit and debit ledger links that help simplify the entry of journal adjustments It is the adjusting transactions that appear on reports 126 3 Enter the journal adjustment transactions Each journal adjustment must consist of at least two entries a debit and a credit Some may have more than two But all such entries must balance That is total credit value minus total debit value must equal zero If it does not you may not post the entries to the ledger Start Journal adjustments from the company control form by clicking the Balance Sheet button Jol ent ped susan Jae Bacal a IS Mills Ml a Ta M O a a Assets Fl aad i y l aintain register inancia ourna ii joumals reports transactions Active joumal account Current period is From 1 April 2013to 1 March 2014 Code LOANS Fa Account is in balance Loan account adjustments New ee es ee ee Ei XK Delete ip
236. zero rated supplies was checked when creating it the zero rated supplies box is checked 88 e Enter the cash account the payment is for e Enter the date of the payment e Enter the amount of the payment if it differs from the amount due The following form displays payments not yet deposited Start this form from the Bank Transactions form if adding or editing a detail transaction Activate it by clicking the Receipts button Narrative Entry Date Purchase of photocopier Al 21 April 2012 Vehicle expenses petrol 23 April 2011 Sale of Holden 23 April 2011 Vehicle expenses petrol j 23 September 2011 Sale of Xerox photocopier 50 23 September 2012 Sales and general income 34 21 June 2013 Sales and general income iD 21 June 2013 Sales and general income 50 21 June 2013 Y Select Alt F2 Sales and general income 25 97 24 January 2014 Fl Help Total amount 314 36 You may carry out receipts maintenance as well as select receipts to add to bank deposits As you select receipts for deposit they disappear from the form Payments must be linked to existing billed invoice s Using Hybrid or Invoice Basis A receipt must be matched to an existing invoice You may enter multiple receipts against an invoice but each receipt must relate to only one invoice This enables the system to calculate possible write offs and also overdue debt A client may make a part payment and it is possible to track what has not been paid

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