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1. m Transactions Je Remove Sales Transactions Entered On or Before 2 472001 Je Remove Purchase Transactions Entered On or Before 2 472001 Je Remove Nominal Transactions Entered On or Before 2 472001 Back Orders Je Remove Completed Sales Orders Entered On or Before 3 342001 Je Remove Completed Purchase Orders Entered On or Before 3 73 2001 Jobs T Remove Completed Jobs Completed On or Before m Stock Transactions Je Remove Invoiced Stock Items Invoiced On or Before 2 472001 Je Remove Sales Order Transactions Entered On or Before 2 74 2001 Je Remove Purchase Order Transactions Entered On or Before 2 74 2001 Je Remove Stock Receipts Received On or Before 2 4 2001 Il Remove Stock Adjustments Entered On or Before l Remove Price Changes On or Before Stored Invoices Remove Stored Invoices Entered On or Before A Housekeeping window Transactions Remove Sales Transactions Entered On or Before click the box and enter the date up to which you want the transactions to be removed Please note that you must also click the box to remove sales transactions in each customer s sales accounts in order for transactions to be removed Transactions that have been completed after the entered date will remain Remove Purchase Transactions Entered On or Before click the box and enter the date up to which you want the transactions to be removed
2. Sales Order Setup window Sales Order Prefix this may be up to 4 characters long and is printed before the digits Sales Order Suffix this may be up to 4 characters long and is printed after the digits It is generally used to denote the person ordering It can be edited or left blank if not required Next Acknowledgement enter a starting acknowledgement number which will be automatically incremented as each new order is produced Only numeric characters are allowed Sales Order Message enter a suitable message to be printed on the Sales Order form Authorisation Required Before Invoicing select his button if the operator has to get permission from the supervisor before invoicing items placed on sales backorder Line Order select the order in which the sales order is printed ie by Entry Stock Code or Stock Location order Allocate Stock on Sales Order select his button if the Stock Levels are to be adjusted at the time of placing the order Normally Stock is adjusted at the time the Sales Order is invoiced Setup 52 Purchase Orders Enter the standard Purchase Order details in this window lt Purchase Order Setup 28 Order Details Ei Next Onder ez Prefix ses gugge Placed By Peter Morts Trading Terme EE Standard Terms Net 30 days EADE Settlement Percent oq Settlement Period C Calendar Month C Monthly Due on Day Fy of Following honth Ce Das Due in EJ Days Time Pricing De
3. KR Balance Sheet Layout window Control Account Layout Setup 81 Nominal Control Accounts m Control Accounts a Sales Discount 050 Discount Given Purchase Discount 300 Discount Received Closing Stock fe oS Closing Stock Closing Work in Progress ez tti lt i i S Closing Work in Progress Point of Sales Receipts 757 Point of Sale Tills Debtors Control Account psa Debtors Control Account Creditors Control Account Ia 6 2 2 C Creditors Control Account VAT Control Account 755 VAT Control Account Work in Progress Fluctuations 998 W P Fluctuations Stock Value Fluctuations 997 Stock Value Fluctuations Unrealised Currency Fluctuations 048 Currency Fluct Charges Currency Fluctuations 048 Currency Fluct Charges Departmental Adjustments DL Departmental Losses Profit and Loss Brought Forward 999 Profit and Loss B F HIE Control Account Layout window Enter the relevant Nominal Accounts for the Control Accounts Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Languages This determines the languages to be used in the system Existing Languages a E oj x Details Code UK Name English Comments Default for England Scotland Wales and Ireland Also used for several other Countries a Languages window New Language Code enter the code name and comments if r
4. Period Sales Analysis Cost Centres Detailed Analysis POS Daily Audit Trail Period Purchase Analysis Sales Daily Audit Trail Purchase Daily Audit Trail Sales Reports Setup menu Purchase Reports Setup menu Setup 57 Product Lists Low Stock Sales Stock Ledgers Purchase Stock Ledgers Stock Categories Sales Back Orders Stock Memos Purchase Back Orders Component Usage Product Tracking POS Transactions Journal Stock Transactions Journal Stock Assembly Stock Reports Setup menu Sales YAT Journal Purchase VAT Journal Nominal YAT Journal VAT Return Pay VAT Receive VAT Refund EC Sales Listing VAT Reports Setup menu Single Barcode Labels Batch Barcode Labels Goods In Barcode Labels Bank List Bank Balances Trial Balance Profit Loss Balance Sheet Account Layout Nominal Ledger Nominal Daily Audit Trail Nominal Reports Setup menu Sales Invoices Job Invoices Pro Forma Invoices Open Item Invoices Tele Sales Invoices Sales Invoices Setup menu Credit Notes Sales Order Acknowledgements Customers Delivery Labels Customers Delivery Notes Stock Picking Lists Purchase Order Forms Remittances Advice Notes Cheques Point of Sale Printer Export Translations Barcode Labels Setu
5. The OK and clear buttons on the ribbon are to replace the OK and cancel buttons which were previously on the windows eg when saving information in a window click the OK button on the ribbon menu The buttons from left to right perform the following tasks OK This is to replace the OK button that was previously displayed on the window CLR This is used to clear data which has just been entered into a window and will leave the window in the same condition as when it was first opened Go Back all Records by clicking this button the program will go back all records that are currently being viewed eg if the stock details window is open and this is clicked it will go back all records and display the last record To stop at a record press the Pause button Go Back 1 Record by clicking this button the program will go back 1 record eg if the stock details window is open and this button is clicked it will go back 1 record and display that particular record Go Forward 1 Record by clicking this button the program will go forward 1 record eg if the stock details window is open and this is clicked it will go forward 1 record and display that particular record Pause use this Pause button to view a record if you have selected Go Back Software Generalities 12 all Records or Go forward all Records Go Forward all Records by clicking this button the program will go forward all records that are currently being viewed eg if
6. Search For Code DODO Name Options Code Order C Name Order Display Short Description Display Full Description Cancel Account Help window Code enter the account code you wish to find Name enter the Name you wish to find If either the Code or the Name are unknown click OK and all the Sales Accounts will be displayed To restrict the number of records found to a particular set eg to find Accounts that have DE in the name enter DE in the Name field and click OK The indicates a wildcard character that will match any number of character that appear after the DE If the is put before the DE then only accounts that end with DE will be displayed This method can also be use to find an account code or name where only a few of the characters are known from the middle eg S amp S Systems Ltd could be found using an entry such as yst A second wildcard the underscore can also be used to replace a single character eg _ystems An additional keyboard shortcut is to hold down the Option or Ctrl amp Shift keys when selecting the Info menu which will bypass the search dialog and display the full list directly Code Order the Info listing will be produced in alpha numeric Code Order Name Order the Info listing will be produced in alpha numeric Name Order The following window will be produced when the OK button is clicked showing the selected range of acc
7. WAT Rate Details E VAT Code p Name Standard VAT Percent 17 50 Comments VAT rate for UK transactions Tax Rates window E is usually used for exempt of tax in the UK and the VAT rate is usually set to 0 Z is usually used for zero percent tax These items are vatable but currently attract 0 S is usually used for the standard rate currently 17 5 in the UK Rates L 1 2 3 4 5 and 6 are for use in countries which operate several Tax rates Changing a Tax Rate click into the appropriate box and enter the amount Each rate can be up to 99 99 and 2 decimal places Existing Tax Rate enter a Tax Rate and the details previously entered will be displayed for confirmation You can edit the name and comments if required New Tax Rate enter a Tax Rate name and if required a comment Delete Tax Rate enter the Tax Rate you want to delete Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Country Codes Country codes will be used on various reports Setup 46 Country Codes window Existing Country Code enter a code and the details previously entered will be displayed for confirmation You can edit the name and comments if required New Country Code enter the code of the country this can be up to 15 characters the name of the country relating to the code this can be up to 40 characters and any comments relating to the country Dele
8. s merchant number for quick reference when phoning credit card companies for authorisation Floor Limit these are the limits up to which credit cards or cheques are accepted for payment before ASTRA insists on an authorisation number being entered Setup 48 Keep Transaction Audit Trail Select this box if you want income methods individually listed in groups when the Bank List is printed see the Nominal Accounts manual for details It will show the name of the customer the amount received the date time reference and authorisation numbers These will be grouped together to form a bank paying in list Cash is not normally selected to be audit trailed as only the total amount is usually required Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Calculate Checksum select if you want the sum calculating to validate the entry This helps to minimise fraud Existing Income Methods enter a code and the details previously entered will be displayed for confirmation Once filed you can edit all the details except the code Delete Income Methods enter the Tax Rate you want to delete Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Transactions ASTRA allows Sales Purchase and Nominal transactions within any date during the current last or next financial year providing the dates have been enabled by the superviso
9. 11 New VETSiONS Of EE 5 New E EE 90 EE ery MNT eT Ree ee Ee ee ee 31 New Groups essessesssessessersesessessersrrsrreererreeserseesessrrerserreeseeserserseeseserssereereeesees 30 Nominal Accounts EE ENEE 31 Nominal e Ee EE SO Nominal Groups EE 30 ee On Old gy essuessiscsey cacy cu iuie ieee sii EEEIEE 51 Opening a Database EEN 28 Opening an accounts database EE 90 Opening Slock EE 31 Opening WOrk TEE 31 er 37 EE EE 60 71 97 her EE 72 74 Passwords EE 90 LEE 99 Plain paper reports POOLEES e 69 EE EE 69 ebe 39 Point of Sale Invoice issccssssasssncarnraresererercuereaearueuasiriviricisisiaraeeesebeirananiaiailieedec 42 ee EE 40 IEN ee TEE 73 ee e 41 et 42 e ben E 42 Simu ltaneco s sales a reee EEE EEEE EES 41 TYPE MBO PIE ni a atta re CC 71 PPC Toolbox eege e RE 24 Pric LOO ONIY ba sbi eb bites Sec isi aes Esa EMER ELON EERE OR EER EE ER EIRENE CEREAL ERRAND 36 Print RE 37 Print TAX PATA VSL ica cence cece enue UU NLR EN 41 Printer RE DO Printer EE 56 e ne awa ee 24 PHT TEE 56 Sher E 23 Printing Width and Depth EE 60 ere tt tracking EE 105 Prompt FOr BACK Oder ee 36 Proportional ee E 22 Purchase Ageing EE 38 Purchase order NUM DET heck ee 53 Prefix and SUBIR E 53 Purchase Order 53 Dee Query Negative Strock 41 Quitting from Ee 98 Quitting Ee Ee EE 11 ict as haa a rere Receipts RER 42 N m DOES 08 41 Remove Completed e E 88 Completed Purchase Orders deeg 87 Completed Sales EE 87 Invo
10. ERLE 93 LEI EEN 20 21 FIAS eee se E E ce 95 98 Leer EE 48 ee EE 8 For Period p p up Menu KE 26 Por ioty CUmeney EES 41 Free Wad Conan ee er ee SORE ETRE ET CCRC CT eee ee eee rer Tere rer er rere rer er ere rer errr errr cee rere ere Te 100 Full Stock Ree 41 ee ee 36 Bean EE 45 TM EE Hard disk Eege 10 Highlighted EE 18 Housekeeping cirri nnn i RAAM EEN 87 EE AE 93 EE Irene eee eee ee ee PETE CTE e PETE EE CPE PETE ET CPE TET ECE CET ETE CT CPCI EET CTC OTTE Petree tere 13 Illustrations General ER EE 13 ASTRA Menu Beatles ssicscsnsisorsnsisorvnnisornbebsonvnebsoeebsosbaeaboenauarennataagses 14 Clicking the Zoom BOX E 20 21 Highliehted e EE 18 Mo se Tick and CroSS CUTS OF EE 18 R sizing REENEN 20 21 Menus Account Help Window TTT 102 Barcode Labels EE 58 Company File Sizes Eet 91 Edit nt EE 99 Help MENU EES 101 EE 86 Month Pop Up Men shes 26 New Open and Close EE 90 Nominal Reports Setup SE 58 Open MENU aie ean e EE EE E E EEE EEE EE EEE 28 Page Setu pas oe 98 Purchase Reports EE 57 Sales REPOS Seu psa a 57 Serial Barcode Reader isis iiccsisciccncncaccncucsccnsucnrsnsunnesuanencousuenenuheesaensensausains 93 Le D h S PEDANE E SA nn AEDT AAR ACEO EOE ONS OO EAA AA OREO ET 32 EE Set EE 55 Stock Reports Setup EE 58 ke ter 94 Windows Account On Hold EE 23 Account Over its Credit Limit sssssssesrssssesessssesesessesesessrsesesseseseeers 23 E 44 Alternative EEN 103 Back LACES TOI ee 104 Index
11. Enter the name of the Database to match the new database name created on your SQL Server in the Database Name field e Enter sa without the quotes as the User Name There are no password set up or in use at this stage so do not enter one e Press the OK Ribbon Menu which will then format the database ready for use While we strongly recommend a new database is created and therefore a new structure and working practice is evolved if desired it is possible to transfer all data from a Premier data file to a Millennium database This is a service only provided by S amp S Systems please contact us for more details Opening a Database While it is possible to double click the Millennium application to launch it the database can only be opened via the Open Database menu If only the application is launched and no database has been opened the menus will be dimmed with the exception of File and Edit To gain access to the menus and sections of the system it is necessary to open your accounts database To do this choose Open from the File menu AstrA Millennium er Fie Edt Sales Purchases Steck Nominal Info Window Help New Database Coen Database LA Open menu This will present an Open Database window Enter the required information Running ASTRA for the first time 28 and press enter or click the OK button on the Ribbon Menu Open Database wll x Database Details al ODBC Da
12. File dialog box is presented which is used to select the required accounts database Refer to the manuals supplied with the computer for information on opening files If there is already a company database opened this menu option will not be available until the current file is closed After the database has been opened a Password is required Asterisks are substituted for each letter as it is typed to prevent the password from being inadvertently seen by others Note that when using MSDE the User Name is sa by default and there is no password Open Database i on Database Details CS ODBC Data Source Bad Server Database Mame Accounts User Detak User Hame Petai Moris User Password em al Password window File 90 If the password is correct the password window will disappear leaving the menu bar with the sections available at that password level If it is a new database which is being opened passwords have not yet been set up so leave the password blank and click the OK button on the ribbon menu Close To use a different company database from the one currently being used first close the current file then open the new one The name of the currently open database will be shown on this menu eg Accounts Company File Sizes This option can be selected at any time to show the name and current usage of the database and the amount of computer memory in use xi 9 ee Clase Accou
13. Folder enter the name of the Stationery Folder to be used by this accounts database Whenever it is required to use a PICT form in a printout ASTRA will automatically locate this Stationery Folder then the applicable PICT form The form which consists of drawn lines shaded boxes company logos etc is sent to the laser printer at the same time as the actual data thereby producing a complete bespoke document Setup 77 Stock Pictures enter the name of the Stock Pictures to be used by this accounts database ASTRA will automatically locate the Pictures specified for each Stock Item Point of Sale Adverts enter the name of the Point of Sale Adverts to be used by this accounts database ASTRA will automatically locate the Adverts Each advert will be displayed as it appears in alphabetical order To repeat an advert during a sequence make a duplicate of the advert and name it accordingly Note that these files must be stored on a Macintosh compatible volume on the NT Server Please refer to the NT manuals for information on how to create Macintosh Volumes When specifying the File Locations enter the full path name starting from the Macintosh volume in the example above the Macintosh volumes is called ASTRA_Server and the file locations path name follows and separate each path folder name with a full colon Macros enter the name of the Macros Folder to be used by this accounts database ASTRA will automatically default to t
14. Terms Purchase Ageing Terms LS das santo SRT pe gor Quit VAT Rates Contry Codes Income Methods Transactions Sales Orders Purchase Orders Stationery b r r F F F Localisation File Locations Nominal Accounts Languaqes Currencies Price Levels Workstation Menu Permissions Menu FT F F F Access Level To set Access Levels you choose the relevant User Group under Options Next go to the headings at the top of the Menu Permissions Window and click in the box of the section you require For example if you click Sales you will be presented with a list of options Only leave the boxes clicked that you want to be accessible to the User Group which has been selected Next click the headings down the right hand side of the Menu Permissions Window You will now be presented with a list of facilities the user can access Again only leave the boxes clicked that you want the user to access Continue working in this way until you have selected all of the headings accordingly To file click the OK button on the menu bar Note that you must have a user usually the System Supervisor that can access the Menu Permissions menu to edit these settings Software Generalities The User Groups are those that are defined by SQL Server ie those as defined by Roles in a selected database Please refer to your SQL documentation for more details The selectable menu options are Menus Main menu File New Datab
15. The printer used will be the one as Software Generalities 23 specified for the report in Stationery Setup which is explained later in this manual Screen enables a report to be viewed on the computer screen Note that transactions cannot be cleared after printing a Transactions Journal to the Screen This is to ensure that a hard copy or a disk file has been obtained for archiving as part of the company s books before allowing the Journal to be deleted Text File produces the report in the form of a text file which can be read or imported by a database or a word processing application The report may then be further customised as required If the report is to be read into a word processing application first select fixed spaced fonts such as Monaco or Courier to ensure that the columns will line up correctly If a proportional font such as Times is chosen the report may be out of alignment Tab Delimited File produces the report in a tab delimited format suitable for reading into Microsoft Excel or other applications such as databases and word processing programs for further customisation as required This report uses the tab character ie Char 9 as the field delimiter Comma Delimited File produces the report in a comma delimited format suitable for reading into Microsoft Excel or other applications such as databases and word processing programs for further customisation as required This report uses the comma character
16. any Printer Effects and Options If using custom sized stationery click the Custom button if it appears in the Page Setup window see the previous Custom Width and Depth Note that Custom stationery should not be used for such as the LaserWriter as it will use fixed A4 sized paper Click OK to save the Page Setup for this report The original stationery setup window will be returned Note that additional printer features such as the Paper Source and the Page Layout depending on the selected printer can be selected by clicking the Printer button This is effectively the same as clicking the Job setup button in the Macintosh stationery setup window which is explained as follows Job Setup the standard printer Job Setup window will appear as applicable to the type of printer driver being used This is explained in the computer s handbook B1i 8 4 2 Printer DMS_PRO630 v Destination rcm o l i Copies D Pages All O Frm e Paper Source O All pages from v First page from Cassette 250 Sheets v Remaining from Cassette 500 Sheets v Job Setup window Macintosh Setup 62 Page Setup Printer Name Status Type Where Comment WWPe_server NT_Pro630 Ready Apple Laserwriter Pro 630 On PC_Server Job Setup window main PC ei NT_Pro630 on Pc_server Document Properties Layout Paper Quality Orientation Ce Portrai
17. as the field delimiter Excel produces the report in a Microsoft Excel spreadsheet format suitable for reading into Microsoft Excel If an Excel worksheet is on the screen when outputting the report from ASTRA the data is immediately placed in the worksheet PPC Toolbox produces the report in a format to be used to transfer data through a toolbox to be read by other applications that support PPC Toolbox functions eg Microsoft Query which is the trade name of a spreadsheet that is popular in Europe Headings when saving reports the option is available to include or exclude report headings Excluding headings can be used eg when entering stock lists into a database where headings are not required Using the printer When different printers are being used for stationery items ASTRA will automatically print them out in the correct order via the appropriate printer Printer selection to different printers is fully automatic therefore eliminating the need to use Chooser If required the printing may still go through the Chooser and the normal page setup and options for the chosen printer used Refer to the setup of printers as explained later in this manual If one printer is being used for different reports a message will appear to prompt the user to change the paper Software Generalities 24 Please load your printer with Delivery Note stationery Co Change Paper Message window PDF Writer Laser on Pc_server S
18. button on the ribbon menu to proceed to file the transaction Labels All of the various label setups are similar The Customer s Delivery Labels set up has been chosen to serve as an example Setup Customers Delivery Labels pel E loj xj Printer Details al Printer Harma Jup seen D Page Setup Paper Details Label Width finches a00 Label Depth inches 1 50 Number Across Page E Nurnber Down Page E Fom Name Labets Form Label Type i Plain Label PICT Fom Font Name Courier t lt Ss Font Size bn Font Style Reus ti Colour a Customer s Delivery Labels Stationery Setup Enter the parameters suitable for each type of label Printer Details select the name of the printer driver from the pop up menu and if using a network printer also enter a printer name Label Width amp Depth these are only entered in inches and only if using specially sized paper in a printer which can support Custom sizes in its Page Setup such as a dot matrix printer Remember to select the Custom size button in the Page Setup dialog box for these Custom Width and Depth sizes to be used Number Across amp Down Page enter the number of labels across and down the page Top and Left Margins specify the top and left margins in inches to the first label if using individual sheets of labels If using continuous stationery enter 0 00 for the top margin as the labels will automatically line up be
19. cursor keys operate just as in any other application although there are additional functions within ASTRA eg when moving the cursor into a tickable column the cursor will change into a tick or a cross This enables the operator to make selections On a number of windows it is possible to resize the column width by placing the cursor over the column header line until the column adjust cursor last cursor show below is displayed Once the cursor is shown hold the mouse button down and drag the column to the desired width To restore the column width setting to their default size hold the option key or Ctrl and Shift keys down when opening the window k wi x Mouse Tick and Cross Cursors Keyboard The keyboard is used to enter data into the windows Additional functions from the keyboard are To move from field to field press either the Tab Return or use the Cursor keys To acknowledge a highlighted button click on it or press the Enter key Ses Highlighted button To Cancel data entered into a window click on the CLR button on the ribbon menu This is not used to close a window it is used to cancel data which has just been entered into that window and will leave the window in the same condition as when it was opened If the data which has just been entered in a field needs to be duplicated into the next field move to the desired field and hold down the Command key a
20. however the balances are not known at the time enter them as new accounts with a zero balance then using ASTRA s Manual Sales Invoice Section enter all the previous years outstanding sales invoices using their last year s dates If the Tax has been accounted for in the previous accounts enter the invoice totals as a Tax inclusive amount ie the actual amount owed All outstanding sales invoices for each customer will therefore be correctly dated and aged in last year s accounts This will not affect the current year s Profit and Loss Enter the current year s sales invoices as normal Stock Details Stock details can now be entered Select New Stock from the Stock menu Jobs Jobs or Job details do not have to be created at this stage prior to using the accounts data Once this basic data has been entered the accounts database can be used Please refer to the respective manuals on how to use each section Running ASTRA for the first time 31 Setup Before using the ASTRA system several options need to be set up to tailor the system to your company eg the company name financial year dates menu permissions printers and reports messages and advertisements etc The Setup should be carried out by the person who has overall responsibility for the system ie the supervisor Astr A Millennium o E xi Fie Edt Sales Purchases Stock Nominal Info Window Help Mew retenese Kg Database Close Accounts Co
21. is for extra clarity Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters It is advisable to set both the serial tally roll printer and barcode reader to the same serial settings Barcode Reader In order to use a serial barcode reader at the Point of Sale its hardware specifications need to be set up These settings should only be altered if a different type of barcode reader is used and then only by a person with the appropriate knowledge A laser scanner type of barcode reader may be used for high volume throughput for such as at a busy supermarket checkout A serial barcode reader is connected to the computer s modem port Barcode Reader Baud Rate CH 1200 4 2400 i 4500 9600 Parity fe None 4 Odd C4 Even Data Bits O 7 Bits 8 Bits Stop Bits Bit O 2 Bits Line Ends With fe 4 Carriage Return 4 Carriage Return amp Line Feed Barcode Reader Setup window Setup 73 Baud Rate select this to match the barcode reader Parity select this to match the barcode reader Data Bits select this to match the barcode reader Stop Bits select this to match the barcode reader Line Ends With select whether the string of barcode characters will end with a Carriage Return or with a Carriage Return and Line Feed Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters It is adv
22. prompts are not required ie a stationery form has been designed with these included disable this check box Default Invoice enabling this click box will save these setup parameters into all of the other invoice reports when this stationery item is filed This is useful when all types of invoices have the same parameters and so saves time When setting up a plain paper report eg Trial Balance the default click box name will change appropriately eg Default Plain Paper Page Setup after specifying the fonts for each section click on this button The standard Page Setup window applicable to the chosen printer type will appear This is explained in the computer s handbook Note that if Chooser is selected as the printer driver this button will be dimmed therefore use the Page Setup option from the File menu and Job Setup which is displayed when printing via the Chooser Setup 60 Laserwriier 6 Page Setup 21 8 7 Page Attributes H Format for DMS_PRO638 Ta chen Scale 100 Page Setup window Macintosh Page Setup m Paper Size Source Cassette 250 Sheets 8 f Margins finches Left os Fight Ins To Jos Bottom 05 caca Printer Page Setup window PC Select the size of paper to be used and enter any required Reduction or Enlargement percentage If large font sizes are used the Orientation may need Setup 61 to be set to landscape Select
23. server MSDE is based on the same data engine as SQL Server and because of this client server applications can integrate with either MSDE or SQL Server without changes to the application MSDE does not include administrative tools or reference material which can make administering MSDE more difficult than SQL Server Although MSDE is functionally equivalent to SQL Server MSDE is not as feature rich as SQL Server Electricity Supply It is important to ensure that the computer system is powered by a good clean electricity supply If there is any doubt have the mains supply checked and fitted with suitable filters It is also advisable to have an emergency power supply unit fitted to all computer supplies If the mains supply to any computer unit is disrupted even for a fraction of a second then valuable data WILL be lost Remember to perform data backup routines on a regular basis to minimise this possible loss Backing Up Data The regular or daily backing up of programs and databases onto some form of removable storage medium is absolutely essential these backups then need to be taken out of the building to prevent loss or damage It is recommended that backing up is carried out onto at least two completely separate sets of media alternating them each time to ensure that one set will exist should the hardware or power fail whilst actually backing up The manuals supplied with the computer hard disk or network system provide the gui
24. the printing process as the printing data does not need to go back down the network Remember to use Chooser to first select either the modem or printer port for any direct connect printers Using Chooser Setup 56 In the following stationery setups the reports can be selected to use the printer as currently selected by Chooser without the need to have the printer driver pre specified Customising Reports Each section of a report can be customised and also have its own printer eg Sales Invoices can be produced in one office and Tele Sales in another with each using a different type of stationery on a different printer Paper size printing orientation font type font size and font style can be specified within the sections of each report The Invoice form can be further customised to alter the position of different fields which can be specified to be printed or not The full list of reports which can be set up are Statements Aged Debtors Sales Ledgers Sales Invoices Due Jobs Report Customers Details Customers Mailing Labels Aged Creditors Agents Details Purchase Ledgers Agents Summary Analysis Purchase Invoices Due Agents Detailed Analysis Suppliers Details Sales Centres Details Suppliers Mailing Labels Sales Centres Summary Analysis Sales Centres Detailed Analysis Cost Centres Details Cost Centres Summary Analysis
25. the serial data settings for the printer Data Bits as applicable to the serial data settings for the printer Stop Bits as applicable to the serial data settings for the printer At End of Line select Requires a Newline if the printer has to be forced to advance the paper at the end of each line of printing see below Newline select whether a carriage return or a carriage return together with a linefeed is needed to advance the paper in the printer Guillotine Characters if the printer has the facility to cut the receipt enter the required string of decimal ASCII characters Line Width select the line width of the printer If the 40 characters button is Setup 72 selected and if Long Messages have been chosen in the Point of Sale setup see previously two lines will be printed for each item on the receipt Page Length select either Roll or Fixed Length for the POS receipt If Fixed length is chosen the size of the POS receipt is entered in the No of 1 6 Lines box eg 48 would give 8 receipts If fixed length is specified custom pre printed POS invoices can be used Line Feeds to Tear Off Receipt enter the number of lines which the receipt needs to advance in readiness for tearing off This enables the POS printing to match different POS invoice layouts and POS printers Add Extra Blank Lines this inserts blank lines onto the POS receipt to space out the printed information and
26. the stock details window is open and this button is clicked it will go forward all records and display the last record To stop at a record press the Pause button Note Pad this allows extra information to be added to individual records eg customer s details or stock details To use open a customer details window and click on the note pad button A note pad window will appear in which information can be written eg customer sales contact preferences Text Font Style Colour this is used to change the font and style of selected text Resume Print click this button to resume printing Pause Print click this button to pause printing Cancel Print click this button to cancel printing Print Window click this button to print the current active window If the print dialog is cancelled the window contents will remain in the Clipboard and so can be pasted into another document for printing at a later stage Screen Shots The ASTRA manuals contain many pictures ie screen shots of screens which appear as the system is set up and run Please note that some screen shots may look slightly different from the ones which appear on your computer as some have been reduced or only partly shown for convenience or are Macintosh or PC based Graphics in this document are used as learning examples only and your icons and screen images may therefore be different ASTRA Icons ASTRA produces several icons when saving data to disk These are s
27. to ensure that users take into account other users on the system when performing certain procedures eg a user should not delete customer records or run a Housekeeping routine whilst other users are logged onto the system Menu Permissions should be used to prevent unauthorised access to various sections of the system Closing Down the Network Follow the guidelines as outlined in the network software for closing down or switching off the network in an orderly fashion All users should be informed when this is about to happen to prevent them being logged off the system without their knowledge Quitting from ASTRA Remember to quit from the application in the correct manner using the Quit option from the File menu Installation 11 Software Generalities This section explains how to operate windows menus and buttons etc within ASTRA and how to enter data and print out reports These functions are common to all sections of ASTRA Familiarity with the handling of the computer s mouse pull down menus and the desktop together with the method of copying files or folders is assumed If help is required in these areas please read the manuals supplied with the computer or contact your dealer who will be happy to arrange the necessary training It is wise to do this before implementing the ASTRA system Ribbon Menu The buttons on the ribbon menu carry out specific tasks such as printing and filing ota aes oe Ribbon Menu
28. 108 Balance Sheet TAY OVE WING EE 81 Ba rcode RAGE SEP iee cerenccecnennceancnnceancannanenannanenannnnenannnnenannceneune 73 Cash Drawer tee oy Un Sere ree ET ene ene RAN re ee 43 Chance Paper EE 25 erte AE 33 EE Ee E 47 Currencies WinNdOW ee 83 Customer s Delivery Labels Stationery Setup 70 Empty Field Fseor M esemere de 19 EE Methods eege eT ee ee Tee ere EEES 48 Incorrectly Entered Date Message ce ceeeecee sense eeneceeeeeeneeeeneneeneneneenes 26 Invoicing Defaults amp Optons cece eeceeneceeeee sence eeeeeeneeeeneaeaeeneaeneenes 35 JOD SOU e DE 62 63 64 Lang ages Window incunccmacnma EE EEE EE E EE E EE EEE EERENS 82 Localisati i ee 75 New DE 28 Nominal Accounts Layout wimdow 81 Nominal E ee 80 RG e EH 29 Te EE 61 Password WINGOW 4 EE 90 Plain Paper Stationery Setup EEN 69 Point of Sale Setpa EH 40 POS Display Unit Setup sessssssesssssesrsseesrseseesrseseeseseseeseseseeseseseeseseses 44 POS Serial Tally Printer EIERE 72 POS Se Cp Wil OW osa iaiiarosrro rro rrrsE sssr ETSE ESETE E EEET EEE ESET EEE EEETE EEEE EEEE EAEE 39 Print ee EE 23 PANTEC DIVE aca Perper ey cy tia There ert Ete te tere rer ere rere rere rere re pepe pe pepe pete rere Terr rrr re tree yy 56 PURCHASE A C112 NOTIN eech 38 Purchase Order Setup EE KR EE 97 TRS SG le Egeter 95 Sales Accounts Hel Psa 102 Sall s Ageing TeS irisi aa EaR EMER EEREREREEEEREREGEREER EGER EES 38 Sales Invoice Stationery Setup sessssssssrssse
29. Cost Centres Stock Items Alternative Stock Back Orders Warehouses Nominal Accounts Nominal Groups Departments VAT Rates Product Tracking Setup Help Close ALL Windows and Close Active Window Each of these Info items work in the same way as described above with the exception of Alternative Stock siox Stock Details Ei Stock Code IVP Description Invoice Paper Category en Description st ationery Options Code Order Description Order Al Alternative Stock window If a stock code is entered in the Stock Code field the stock description category number and category name will be displayed Click OK or press the enter key to display the Info window containing all stock items within the same category If no stock code was entered and the tab key only was pressed the cursor will move to the Category field where the required category number can be directly entered Click OK or press the enter key to display the Info window containing all stock items within the same category Help Menu 103 Back Orders This Help facility is to give the Sales and Purchase status of a stock item It is useful when dealing with such as telephone sales enquiries and a particular item is out of stock Callers will usually want to know when the item can be supplied Open this Info window and enter the stock code The window will display the current quantity in stock together with details of how many are on Purchase a
30. Entering Initial Information Setup Company Details Invoicing Sales Ageing Terms Purchase Ageing Terms POS Details Cash Drawer Display Unit Adverts Tills Tax Rates Country Codes Income Methods New Income Method Transactions Accounting Periods Sales Orders Purchase Orders Stationery Printer Drivers Customising Reports Labels Barcode Reader Localisation File Locations Stationery Folder for Macintosh Stationery Folder for PC Nominal Accounts Nominal Accounts Layout Balance Sheet Layout Control Account Layout Languages Currencies Window Colours Tax Returns Housekeeping and Year End Housekeeping Transactions Back Orders Jobs Spooled Invoices Year End Contents Year End Completed Late Sales Purchases and Journals File New Open Close Company File Sizes Serial Barcode Reader Macintosh Only Barcode Labels Setup Macros Utilities Auditors Note Reset Flags Reset Accounts Page Setup Quit Edit Menu Info Menu Locating Info Items Scrolling Automatic Entering of Information from Help Close All Windows Close Active Window Index Contents 105 106 Software Registration and Support Please complete the registration form at the beginning of this manual noting the various options as applicable This should be sent to S amp S within 28 days so we may register your company as a licensed user and for you to receive details of any updates or enhancements Training S amp S or your dealer can provide install
31. Go to the About ASTRA menu and verify your company details are correct You have now registered your ASTRA system and can continue using the system This procedure must also be performed when an update is received Please refer to the installation notes supplied with the update for any additional messages and steps that may be required Software Registration and Support Installation ASTRA Software The ASTRA software package should be a multi user version if using more than one computer A single user system can be updated to a multi user system at any time without the need for any data re entry Configuration Macintosh A Power Macintosh with at least 4MB of free RAM and a minimum OS of 8 6 Each user s System file must have the following fonts installed Chicago 12 Courier 12 Geneva 9 and Monaco 9 and 12 These fonts are usually included in the standard system as supplied with the computer If in doubt please contact your dealer Without these fonts some of the printed reports or text in the windows may appear strange or may be missing Configuration PC A PC with at least 128MB of RAM a Pentium 350Mhz CPU or higher at least 4GB disk space and be running Windows XP Windows 2000 Windows NT Windows Me or Windows 98SE Each user s PC must have the standard Windows fonts installed Without these fonts some of the printed reports or text in the windows may appear strange or may be missing PC and Macintosh C
32. Inside ASTRA Millennium Kange part of the ASTRA Desk Top Accounting range of integrated software for Advanced Business C ontrol 1981 2006 Stephen H Alsop Contents Contents Software Registration and Support Training Telephone Support Receiving New Versions or Updates With Software Update Maintenance Without Software Update Maintenance Upgrading from Single to Multi User What to do when an Update is received Registration Key Procedure Installation ASTRA Software Configuration Macintosh Configuration PC PC and Macintosh Compatibility Issues Databases all platforms Electricity Supply Backing Up Data Backup Unit Hard Disk for Accounts Database ASTRA Program Installation Update Warning PICT or EMF Forms amp Stationery Folder Macro Files Pictures Adverts Multi User Installation Accounts System Responsibility Closing Down the Network Quitting from ASTRA Software Generalities Ribbon Menu Screen Shots ASTRA Icons Menus Menu Permissions Access Level Menus Main menu Menus Menu Sub menu Mouse Cursors and Icons Keyboard Windows Entering Data into a Window Saving Changes Warning and Message windows Account On Hold Account Over its Credit Limit Printing Reports Using the printer Contents OCOUMNDMDABADNMAQDAauGKGHUH TN Entering Dates For Period Menu Tax Standard Deferred Tax and Cash Accounting Running ASTRA For The First Time Launching ASTRA Creating a Database Opening a Database
33. Invoices for Printing T Unlock Accounts for Open Item Invoicing T Unlock Job Records for Invoicing I Unlock Manual Price Changes IV Recover lost Invoice Numbers etc T Zero Actual Stock Quantities Zero Stock Tumover Statistics Zero Allocated Stock Quantities T Zero Allocated Product Tracking Items T Bring Barcode Items into View Send Diagnostics to Serial Port I Opening Balances on Existing Sales and Purchase Accounts T Re nstall Stored Procedures T Re Install Windows Popup Menu Threshold E Al Reset Flags window Select the flags to be reset Dimmed lines indicate that those flags are not affected Unlock Tele Sales Invoices for Printing this section is locked to prevent more invoices being added to the list whilst printing the invoices If a fault occurs during the print run this flag will be left locked Unlock Open Item Invoices for Printing this section is locked to prevent more invoices being added to the list whilst printing the invoices If a fault occurs during the print run this flag will be left locked Unlock Accounts for Open Item Invoicing this section is locked whilst issuing stock to a customer s open item invoice to prevent more items being added to that invoice elsewhere If a fault occurs during this operation this flag will be left locked Unlock Job Records for Invoicing this section is locked whilst issuing stock to a customer s job to prevent more stock being added to that pa
34. Please note that you must also click the box to remove purchase transactions in each supplier s purchase accounts in order for transactions to be removed Transactions that have been completed after the entered date will remain Remove Nominal Transactions Entered On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Back Orders Remove Completed Sales Orders Entered On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Remove Completed Purchase Orders Entered On or Before click the box and enter the date up to which you want the transactions to be removed Housekeeping and Year End 87 Transactions that have been completed after the entered date will remain Jobs Remove Completed Jobs Entered On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Stock Transactions Remove Invoiced Stock Items Invoiced On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Remove Sales Order Transactions Entered On or Before click the box and enter the date up t
35. a separate analysis for companies who use the Cash Accounting method of Tax whereby they only pay the government the Tax calculated on actual receipts and payments Software Generalities 26 Running ASTRA For The First Time Launching ASTRA ASTRA is run by double clicking on the program Before any database can be opened and used either the Microsoft Data Engine MSDE or SQL Server must be installed and configured Please refer to your Microsoft documentation for full instructions ASTRA uses the Roles also known as the Users and Groups in earlier versions of SQL Server setup option on the SQL server for password levels and access Note that password security is not available in the MSDE version as it is a single user group system It is therefore important that the Roles configuration is correct Any changes made to the Roles must also be granted access rights as per the NT amp SQL server documentation Creating a Database This section does not apply to users who are using the Microsoft MSDE package and only applies to the full Microsoft SQL package SQL7 2000 For users that are using the MSDE package a pre created database is provided and information on how to use the database is included in the form of a Read Me document provided with the software Before any transactions can be entered a New Database has to be created This is a 2 stage process involving the creation of a database shell in SQL Server and completi
36. adeaadanaadenadanaadeasdanaadeaadaniaee 10 PICT 2 ee cesses ccc cs E A a mm 10 EE 54 Stock Details EE 103 Details Category NUMbDET Geer eer er er er rr err rr rr Tee 103 Stock Help facility ee 42 St ck ER 10 Stop e 72 74 Store POS ENEE 40 Store POS Stock Transactions ssssesesessesrseseeseseseesesereseesesereeseseseeseseseesee 41 Store StR TEAMS ACTIONS eege 37 E EE 5 Suppliers Opening balances ssssssessssesesessesesessesesessrseseseeseseseeseseserseseseeseserseseseeees 31 Suppliers and Purchase Accounts ees 31 System EE 8 SySteM SONWALE EE 8 KE Tab Delimited File Lee e e EE 24 em eels EE 42 Tax Ca E ee E 26 KE ols arr enema cree er cr errr rrr errr rr rrr rere rrr rr rrr errr rr rrr rr rrr errr rr rr rrr rr rrr rrr rc eee 34 QUATTET EE 85 Standard Deter EE 26 TAX e 34 Telephone sales ETag 104 Telephone SUpport icine 5 Text Ea cee EEEE EEEE EEEE EEEE RETESET EEEE EERE ENEE 24 Text File Printing E 24 Thousands E E 75 RE Er EE 5 Transaction Dates Automatic Update ss si ikai a ka ASKER EEEE REEE EEE REEE SER EREE SEKERA E SERERA R SRAKAR 49 Current last or next financial wear 49 Transactions E EE 94 RR Ee EE 99 EE EE ere 99 EE ee 95 Upgatine ee e E 57 Upgradi g EE 6 Utilities section WE 94 E ee VAT E 26 34 85 WAL EELER 45 EE WATE FOULS EE 30 EENS 22 Wideard ol Gta hes 01 EE 102 ee 102 USGS 16 OM gg 66119 E EE 83 Ee 101 On ee re ee EE QV bcs EAA TET Year E
37. ails again File 96 Ensure that there are no other users logged onto the system whilst performing the Reset Accounts function fe IO XI This Astv utility allows you to reset all the variable accounts dataina a file Customers Agents Suppliers Cost Centres Stock tems Stock Categones and Nominal Accounts will remain but transactions and totals will be zeroed Reset Accounts FS Reset Accounts window Warning reset data cannot be recovered so ensure this is what is actually required before proceeding Never perform this on a live database and always take a backup first Only a responsible and fully trained person should use this facility Export Stationery Allows current stationery setup to be saved as an SQL file which can then be put into a new database using the Execute SQL Script Utility Execute SQL Script This is a built in utility to execute an SQL script Enter the path name of the Script and click OK to execute the instructions in the file Page Setup This is used to display the standard printer page setup This uses the Page Setup as selected by the standard Chooser and is used for any reports which have specified Chooser as the printer driver in the Stationery Setup File 97 AstrA Millennium zz File Edt Saes Purcheses Stock Nominal Info Window Helo Hew Datanase Open Darata Chose Accounts Company File Sizes Housekeeping Serial Barcode Reader Barcode Label
38. ame address as set up in the Company Details window Price Levels Enter 3 Price Levels eg Level 1 2 3 Nominal Accounts It will be necessary to create a set of Nominal Groups and Nominal Accounts by selecting New Groups and Accounts from the Nominal menu Certain control accounts are automatically created by ASTRA as they are required for other transactions To see which accounts have already been set up by ASTRA go to Nominal Reports Account Layout and print the report to screen to display the account layout Agents Agents Details or Sales Staff details will need to be entered if their performance is to be monitored If there are no sales staff or recording of their performance is not desired simply create one agent called for example General All sales can then be allocated to this one agent Cost Centres At least one cost centre must be entered even if it is not intended to use cost centres at this stage eg create one called General All transactions can then be allocated to this cost centre Stock Categories Stock categories allow the grouping of particular stock items and is useful when printing the stock product list It is not essential to use stock categories but it would be advisable to create at least one called for example General Any stock that does not have an allocated category will be allocated to category 0 Unallocated Running ASTRA for the first time 30 Nominal Account Opening Ba
39. ancelled and unused However if a fault occurs whilst invoicing select this reset option to zero any serial numbers which remain incorrectly allocated Bring Barcode Items into View select and file this if when using Barcode labelling to create a label the barcode itself does not appear within the specified label area Send Diagnostics to Serial Port this is used for development only Re Install Stored Procedures to install or update the command instructions on the main server Re Install Windows to install or update the windows visualisations on the main server Popup Menu Threshold this value will determine at what point the popup menu becomes a popup list A popup list is easier to manage than a popup menu when there are multiple items Enter a threshold value where this change should occur Press the enter key or click the OK button on the ribbon menu to proceed to file the details Reset Accounts To help familiarisation with ASTRA your dealer may have advised that all of the facilities are tried out by first creating dummy invoices issuing stock to dummy jobs etc Once familiar with the system and ready to go live use this utility to reset all the variable accounts data such as turnover balances transactions etc but leaving all the fixed headings of Customers Agents Suppliers Cost Centres Stock Stock Categories and Nominal Accounts intact and ready to use so that there is no need to enter the det
40. ase Open Database Close Database Company File Sizes Housekeeping Serial Barcode Reader Setup Macros Utilities Page Setup Quit Sales Transactions Jobs Customers Agents Sales Centres Customer Types Reports Purchases Transactions Suppliers Cost Centres Reports Stock Transactions Details Categories Warehouse Product Tracking Reports Nominal Transactions Vat Account Details Group Details Department Details Reports Info Sales Accounts Customers Customer Types Sales Centres Agents Jobs Purchase Accounts Suppliers Cost Centres Stock Items Alternative Stock Stock Categories Back Orders Warehouses Nominal Accounts Nominal Groups Departments VAT Rates Product Tracking Setup Help Window Close All Windows Close Active Window Help About ASTRA Menus Menu Sub menu Sales Transactions Point of Sale Sales Orders Sales Invoices Sales Credit Notes Job Invoices Pro Forma Invoices Open Item Invoices Print Open Item Invoices Tele Sales Invoices Print Tele Sales Invoices Manual Invoices Manual Credit Notes Money Received Cancelled Receipts Sales Adjustments Sales Jobs Existing Jobs New Jobs Delete Jobs Sales Customers Existing New Delete Contacts Existing New Delete Sales Accounts Existing New Delete Sales Accounts Budgets Sales Agents Existing New Delete Set Targets Sales Sales Centres Existing New Delete Sales Centres Targets Sales Customer Typ
41. ase Ageing Terms Point of Sale F F Page Setup Quit VAT Rates COUR Codes Display Unit Income Methods Transactions A z Sales Orders Exiting ils Purchase Orders New Tils Stationery k Delete Tib Menu Permissions Localisation File Locations Nominal Accounts Languages Currencies Price Levels Workstation POS Setup window Details EI Cash Drawer rr Ff F0 Fpi FT w F F Setup 39 Details This section needs to be set up if using POS Point of Sale at any computer Point of Sale Setup Point of Sale Options l V Store POS Stock Transactions IV Store Full POS Invoice V Full Stock Descriptions IV Print VAT Analysis Je Multiple POS and Spooled Printing Je Query Negative Stock Je Foreign Currency IV Allow Customer s Menu Next POS Invoice fio Discount Percent 0 007 Price Level Retail Sector 0 YS Cash Change Cash Customer Details POS Customer Code Cah PUSEusomerMeme CashSaes O OO OOOO O POS Account Code Cash gt POS Account Name Ic ash Sales D Jh Ask for Customer LD Invoice Filing Line by Line No Product Tracking Batch Filing With Product Tracking Display POS Prices re Including VAT C Excluding VAT Ce Pounds and Pence C Pence Only C Localisation Decimal Places Two Decimal Places Printer Details Name Line SuSSystemsLtd 0 Addr Line Bretton Court Manor Road Sheffield Top Line 1 Thank you
42. atically locate the Pictures specified for each Stock Item Point of Sale Adverts enter the name of the Point of Sale Adverts to be used by this accounts database ASTRA will automatically locate the Adverts Each advert will be displayed as it appears in alphabetical order To repeat an advert during a sequence make a duplicate of the advert and name it Setup 79 accordingly When specifying the File Locations enter the full path name starting from the main volume in the example above volume is called ASTRA_Server and the file locations path name follows and separate each path folder name with a backslash Macros enter the name of the Macros Folder to be used by this accounts database ASTRA will automatically default to this location when opening a Macro Also specify the File Type that is used for Macros Printed Reports enter the name of the Printed Reports Folder to be used by this accounts database ASTRA will automatically locate the Reports folder when saving reports to a file Also specify the File Type that is used for Printed Reports Nominal Accounts The structure and layout of all Nominal Group can be fully controlled to show where each Nominal Group is printed for management reports Company eta Macros k Invoicing Utilitas V Sales Ageing Terms EH Purchase Ageing Terms Point of Sale Out VAT Rates QUIRES Codes Income Methods Transactions Sales Orders Purchase Orders Statione
43. ation and training This ranges from basic getting started to full and in depth specific courses Initial training on the PC or Macintosh computer can also be arranged Telephone Support S amp S or your dealer can provide direct Hot Line support ASTRA Telephone Support ATS which provides help towards the general running and operation of ASTRA It helps in answering day to day or unusual questions when the answers cannot be found in the manuals ATS is available during normal working hours or alternatively a letter fax or email enquiry may be made To receive support ATS must be paid for and current A serial number of the ASTRA system and company name to whom the system is licensed to must be provided when requesting help On the Mac version this can be found from the About AstrA Desk Top Accounting menu under the Apple menu On a PC version this can be found from the About AstrA menu under the Help menu Generally answers will be given the same day and in many cases immediately Receiving New Versions or Updates There are two options currently available to obtain ASTRA upgrades and new versions for registered users With Software Update Maintenance Software Update Maintenance SUM can be taken out at any time within the first 3 months of purchasing ASTRA and is usually taken out at the time of registration This ensures that updates for the licensed sections purchased are received free of charge for a
44. cause the gap between sheets is the same as the gap between labels and a fixed label depth is specified PICT or EMF Form enter the name of the PICT or EMF form Label Type select by clicking the relevant radio button if the label is Plain or a PICT or EMF form Typestyles select from the pop up menu the Font Size Style and Colour Setup 70 Page Setup select to adjust the Page parameters as explained in the above stationery setup Job Setup select to adjust the Page parameters as explained in the above stationery setup Press the enter key or click the OK button on the ribbon menu to proceed to file the transaction Individual Sheets of Labels If using individual sheets of labels in such as a Laser printer the Start at Column and Start at Row of the first available label can be specified when printing This is useful when using a part used label sheet These label co ordinate values are incremented automatically as the labels are printed ImageWriter Printers It is recommend that users with ImageWriter printers use labels with a minimum depth of 1 5 Smaller labels will work by setting the No Gaps Between Pages option on the Page Setup box A dummy label may be printed either when starting or finishing printing because the Macintosh Print Manager tries not to let paper rest below the pinch bars Point of Sale Printer Various types of POS invoice stationery can be spec
45. ceed with the new financial year s sales point of sale purchases and journals as normal The new financial year dates are automatically transferred Late Sales Purchases and Journals As there could be late journal entries and corrections late sales or late purchase invoices still in the post ASTRA can allow Sales Purchase and Nominal transactions to be entered into the previous financial year s accounts Please refer to the Setup section in this manual and to the Sales Purchase and Nominal manuals for further details Late transactions will automatically be slotted into last year s accounts correctly updating the applicable nominal accounts and reports ie Trial Balance Balance Sheet Profit amp Loss together with this year s brought forward values Please refer to the Nominal manual for details Housekeeping and Year End 89 File The File menu contains everything relevant to the accounts database Note that not all of the menus will be available at the same time and are only shown here for clarity AstrA Millennium File Edt Sales Purchases Stock Romina Info Window Help New Database Open Database Linse Accounts New Open and Close menu New Please refer to the previous section called Running ASTRA for The First Time for information on how to create a New database Open When ASTRA is first launched choose Open to open the required accounts database When selected a standard Open
46. de lines for performing backups Ensure that these are understood and enlist the help of a dealer if necessary Backup Unit A suitable backup unit eg tape unit CD ROM or removable hard disks with two or more sets of tapes or removable cartridges is recommended This unit is usually situated with the main computer or server Contact your dealer or S amp S for details Installation Hard Disk for Accounts Database The size of the hard disk depends on the number of stock items accounts and transactions etc which are to be processed and stored The hard disk storage is mounted on to the main Microsoft NT server and is accessed via the Microsoft SQL ODBC Drivers Please refer to your Microsoft NT amp SQL Server installation manuals for further details ASTRA Program Installation Please refer to the installation instructions provided which contain the latest procedures and installation information Update Warning Remember to update each user when an ASTRA update becomes available Never use different versions of ASTRA on the same network as this could cause problems and can seriously damage the accounts database and render it unusable PICT or EMF Forms amp Stationery Folder If it is required to print custom layouts on plain paper rather than on pre printed stationery when using such as a Laser printer the document layouts can be produced with a drawing application The forms must be saved in the file format known a
47. e Accounts Company File Sizes Housekeeping Serial Barcode Reader Barcode Labets P Sebup Macros 2 Reset Flags Lt iii ies Reset Accounts Translablons D Register Astra Utilities menu Warning Please carefully note the following before using any of the following menu items This section must not be used by unauthorised or untrained personnel as there is the real possibility that the data could be corrupted or destroyed The Utilities section should not be used if other users are logged onto the system Always ensure that a backup of the database has been made before proceeding with any section in Utilities As the actual data in the accounts file can be altered at the raw data level it is recommended that only a suitably trained dealer or S amp S are allowed to enter this section Auditors Note If any data is changed a comment to that effect is printed on the next relevant transactions journal giving the date and time the data was altered to enable the supervisor to be queried as to why the changes were made Each transactions journal is serially numbered so each page should follow on consecutively File 94 Reset Flags This unlocks any flags that may have been left locked following equipment failure or loss of mains power whilst using ASTRA Ensure that there are no other users logged onto the system before resetting any flags BE I Unlock Tele Sales Invoices for Printing Unlock Open Item
48. e Writer StyleWriter etc These 10 driver names will then appear in each report s stationery setup window and can be selected as required They can be any current Macintosh supported printers and new ones can be entered as they become available It is often convenient to use more than one printer as different types of stationery can be left in each printer ready for use Note that the reports can be sent to a printer as selected by Chooser without the need to pre specify any driver Printer Drivers These are the names of the Printer Drivers that are currently available for use by AstrA Desk Top Accounting Printer 1 LaserWriter 6 Printer 2 ppleTalk Image riter Printer 3 O AppleTalk Image riter Printer 4 mage riter Printer 5 tyle riter 2500 Printer 6 aserWriter 4 600 Printer 7 ask riterCAppleTalk Printer 6 esk Jet Pro 2000 Printer 9 aser Writer Pro 630 Printer 10 olour LaserWriter 12 660 PS I cr Printer Drivers window Ensure that all required printer drivers are correctly entered This is usually carried out as they are installed by the dealer Printer drivers must be exactly entered otherwise ASTRA will not recognise them Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Direct Connect Printers Direct Connect printers eg a standard printer connected to the printer or modem ports are also supported A direct connect printer can sometimes speed
49. e the cursor in the position required for the next display of text Display Clear Enter the characters to clear the display Display Unit Enabled select this to enable the display unit Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Adverts Once enabled this feature will display a sequence of up to 20 adverts or sales messages if a POS computer is idle for a specified length of time Immediately a key or the mouse is clicked the advert sequence stops and the computer reverts back to being a point of sale terminal advert Details d i d A Dy xj Display linterwals all seconds to Fast Advet 120 Seconds Between hs Options Te Actual Size Scale to fit Window F Adverts Enabled Seconds to First Advert the number of seconds 1 to 999 a POS computer has to remain idle before the adverts automatically appear Seconds Between Adverts the number of seconds 1 to 999 each advert will appear on the screen Advert Folder Enter the pathname of the Adverts folder in File Locations Actual Size or Scale to fit Window select whether the adverts are to appear in fixed or full sized window Adverts Enabled enable this to enable the sequence of adverts Setup 44 Display click this to display the adverts in turn on the screen Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters T
50. e to the Aged Creditors report Purchase Ageing Terms BE a loj xj Ageing Details al Calendar Month C Monthy Due on Day of Following Month Ge Days Penod 2 jen Days Period 3 E Das Purchase Ageing Terms window Calendar Month an invoice becomes due at the end of the month in which it was raised and ages each month thereafter Monthly an invoice becomes due on the specified day of the following month and ages each month thereafter If 31 is entered it is presumed to mean the last day of the month Days the ageing periods can be specified in groups of days which are entered Setup 38 in Period 1 2 and 3 as shown above These options accommodate virtually all ageing facilities Due by Dates are automatically calculated and placed into the Date Due field when entering purchase invoices This can be edited when entering the invoice The Aged Creditors window and report will display the applicable Due By dates Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters POS This allows the setup of the items to be used with Point of Sale AstrA Millennium _ ts sall Fie Edt Sales Purchases Stock Nominal Info Window Help New Uatoetesg s pen Database Company File Sizes Housekeeping Seral Barcode Reader Barcode Labels Setup Macros Utilities d Company Details Inwaicing Sales Ageing Terms Purch
51. ecimal places for quantities from the pop up menu Example of Entry this shows an example of the above parameters Currency Home Currency Name enter the default currency name Home Currency Code enter the symbol of the currency Leading Places on Entries choose the number of leading places on entries from the pop up menu Leading Places on Reports choose the number of leading places on reports from the pop up menu Example of Entry this shows an example of the above parameters Country Details Language enter the default language Country enter the default country Prefix and Suffix Divider enter default character to be used as a divider Search Character select either the or key to be used as a wildcard Setup 76 character when using the Info menu Please refer to the section Locating Info Items for instructions on how to use this feature File Locations Stationery Folder for Macintosh Stationery Folder Enter the full name and path of the folders where the following files for your company are kept Stationery Forms ASTRA_Server Accounts Stationery Forms Stock Pictures ASTRA_Server Accounts Stock Pictures Point of Sale Adverts ASTRA_Server Accounts POS Adverts ASTRA_Server Accounts Macros File Type TEXT File Creator DMSP Printed Reports ASTRA_Server Accounts Printed Reports File Type TEXT File Creator DMSP File Locations window Stationery
52. equired Existing Language Code enter a code and the details previously entered will be displayed for confirmation You can edit the name and comments if required Setup 82 Delete Language Code enter the code you want to delete Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Currencies Up to 35 currencies can be specified in this window Existing Currencies fr O x m Details l Code B Name Sterling Comments Used for England Scotland and Wales Please use Euro for Ireland Ki Currencies window New Currency Code enter the code name and comments if required Existing Currency Code enter a code and the details previously entered will be displayed for confirmation You can edit the name and comments if required Delete Currency Code enter the code you want to delete Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Window Colours The appearance and window colours can be specified here Please Note DO NOT set the menus to all the same colours as this will cause the menus to effectively disappear as the headings will be the same colour as the background By selecting other from the pop up menu it is possible to select your own colour using the standard Apple colour picker Please refer to the Macintosh user manual for details If the colour is cha
53. erall debts in groups of ageing periods Aged Debtors are also grouped in the same ageing periods nm Sales Ageing Terms RK ll x Ageing Details B Calendar Month de Monthy Due on Dau E of Following Month Days Penod 1 Days Penod 2 Days Penod 3 Days Include Transaction Within Last E Days Statement Messages Please ensure that payments are made by nebum Setup 37 Sales Ageing Terms window Calendar Month an invoice becomes due at the end of the month in which it was raised and ages each month thereafter Monthly an invoice becomes due on the specified day of the following month and ages each month thereafter If 31 is entered it is presumed to mean the last day of the month Days the ageing periods can be specified in groups of days which are entered in Period 1 2 and 3 These options accommodate virtually all ageing facilities Due by Dates are automatically calculated and placed into the Date Due field when entering sales invoices This can be edited when entering the invoice The Aged Creditors window and report will display the applicable Due By dates Statement Message appears on each statement and contains text ie usually general terms This text cannot be edited when creating a statement Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Purchase Ageing Terms This window is used to specify the Ageing Terms applicabl
54. ers Purchase Stock Ledgers Stock Categories Sales Back Orders Stock Memos Purchase Back Orders Component Usage Product Tracking POS Transactions Journal Stock Transactions Journal Nominal Transactions Journal Entries Payments Currencies Bank Reconciliation Exchange Rates Revalue Foreign Currencies Year End Nominal VAT Sales VAT Journal Purchase VAT Journal VAT Return Pay VAT Receive VAT Refund EC Sales Listing Nominal Account Details Existing New Delete Account Budgets Nominal Group Details Existing New Delete Nominal Dept Details Existing New Delete Nominal Reports Bank List Bank Balances Trial Balance Profit amp Loss Balance Sheet Account Layout Nominal Ledger Nominal Daily Audit Trail Info Sales Accounts Customers Customer Types Sales Centres Agents Jobs Purchase Accounts Suppliers Cost Centres Stock Items Alternative Stock Stock Categories Back Orders Warehouses Nominal Accounts Nominal Groups Departments VAT Rates Product Tracking Setup Help Software Generalities 17 Window Close All Windows Close Active Window Help About ASTRA WARNING always ensure that a least one Group or User has access rights to this menu item If this menu is disabled it is impossible to reset it from within the application Mouse Cursors and Icons ASTRA adopts all of the standard PC and Macintosh protocols when working with menus windows mouse and keyboard The mouse and
55. es Existing New Delete Customer Types Targets Sales Reports Statements Aged Debtors Customer Ledgers Invoices Due Sales Stock Ledgers Sales Back Orders Stock Memos Jobs Report Customers Details Customers Mailing Labels Agents Details Agents Software Generalities 16 Summary Analysis Agents Detailed Analysis Period Sales Analysis POS Daily Audit Trail Sales Daily Audit Trail Purchases Transactions Purchase Orders Invoices Credit Notes Pay Suppliers Cancelled Payments Transactions on Hold Purchase Adjustments Purchases Suppliers Existing New Delete Contacts Existing New Delete Purchase Accounts Existing New Delete Purchase Account Budgets Purchases Cost Centres Existing New Delete Set Budgets Purchases Reports Aged Creditors Suppliers Ledgers Invoices Due Purchase Stock Ledgers Purchase Back Orders Suppliers Details Suppliers Mailing Labels Cost Centre Details Summary Analysis Detailed Analysis Period Purchase Analysis Daily Audit Trail Stock Transactions Purchase Orders Goods Received Stock Issues Stock Returns Stock Manufacture Stock Level Adjustments Stock Details Existing New Delete Manufactured Items Manual Price Changes Automatic Price Changes Stock Categories Existing New Delete Stock Warehouses Existing New Delete Set Targets Stock Product Tracking Existing New Delete Batch Stock Reports Product Lists Low Stock Sales Stock Ledg
56. esrseseesrseseeseseseeseseseeseseseeeee 59 Tar Ra EE 46 Transactions Window ssssssssssseseseesesessesesesseseseseesesesseseseseeseseeseseseeeee 50 Window Colours window E 84 Year ENA sinni E E E E EEEE E EEEE Eaa 89 Keele 65 Importing data Ree Pane Men ene re Ere Eee rere Eee ee ere ee re ere ee eer ee ee 92 nS ee nn E 11 Jnstalling SERA 8 Invoice E 42 tere 36 Invoice INRA EE 35 Invoices RE E EE 64 AV DICES u a aaa a a a ETER 67 Invoicing E 34 ee SEH 62 Jobs Index 109 ee Keyboard SE Ee 99 101 Key DOatd ET 18 EE E EE 69 EST tee 71 A EE 71 TEE 30 82 LSS Teo eps e 73 Late journal entries rn SEA ENTE 89 Late transactions ee 89 La nching ek EE 27 PATS KEE eege EEN 74 Localisation E 74 Lost Invoice Numbers 393 38888EAKENERERESNRRERERNRREAERARREAERAERKAERNERERERNERRRKRAENERERAEARA ERR 95 E Macintosh protocols eege 18 Macro E 10 Ma TOS Airs eene eE EEEE cana cacnenanaancnannaannsneannannsnennnanacnennnanaanennnanaanenaReomnn Renee 93 Making gb E 20 21 Men hedig Si ee ere eer eee rere TL rer eee eer ete eerste Terese eee eee TER 14 Went PerimissiOns aissscpcccaiiiiiaiasasciaiaraiaracaeunaeeea eiiiai ai i AA N 11 Ee 22 Monetary aMounts 233 cccccssccionconenncanconenncnnnonenarnnennenacanennennennennenneanennemnentisatees 74 aen ol ge ne RO en eee eee ee E ee eer ee Cer ee eer ee eer rr Te 18 MUl USEN SVS TT 6 11 OT ape nee Sante er ery Sear Pere ee nee en nae rsa ore aa ee nen ane Nene er rer 45 IK EE Neel SYSTE E
57. ey must be registered with the supplied ASTRA Registration Key To register a database do the following e If a Macintosh version ensure that the ASTRA Router is the latest version running and correctly configured on your Server Launch the new ASTRA Millennium program from your hard disk and open your database Go to the File Utilities Register AstrA menu which may be the only menu available This will display a dialog box as show below Software Registration and Support Register AstrA Sa AstrA Settings File SS File Name C AstrA 15009999 ABC Compan IECH a Register AstrA window Click the Select File button and locate the ASTRA Registration file using the standard open file dialogue Once you have selected the file the File Name field will contain the path name to the file and the text AstrA your AstrA Serial number and the first 10 digits of your company name each separated with a hyphen Please confirm the serial number is correct before you proceed e Click the OK button or press enter on your keyboard twice to register your new ASTRA program This procedure only needs to be done once on each licensed data file you have ie in a multi user environment you do not need to do this for each user If the registration is successful a message is displayed as shown below Your AstrA Millennium Settings information has now been updated Registration Confirmed window
58. f days allowed for the prompt payment discount settlement If a settlement discount is not offered enter the number of days for standard terms There are three options for purchase order settlement periods Calendar Month invoices become due at the end of the month in which they are raised Monthly an invoice becomes due on the specified day of the following month If 31 is entered it is presumed to mean the last day of the month Days the invoice becomes due after the specified number of days Purchase Price Level enter the price level to which you are entitled Discount Percent if you are entitled to a discount enter the percentage amount here Please Note enter any text that is to be printed on purchase orders It can be changed at the time the purchase order is created and will not be saved back as the default It can be left blank if not required Conditions enter up to 4 lines of conditions that are to be printed on purchase orders They can be changed at the time the purchase order is created and will not be saved back as the default It can be left blank if not required Display amp Edit Cost Price when Goods are Received enable this to allow Goods In staff to see the cost price of received items and to alter it if the actual price differs Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Stationery The Stationery Setup enables printers to be desig
59. for your Custom SS Top Line 2 for Sales enquiries tet 01909 7733393 t Bottom Line Please visit us againson Short Messages Long Messages C Macintosh Printer Ce Serial Tally Printer C No POS Invoice Normal POS Invoice C Full POS Invoice Point of Sale Setup window Store POS Invoices enable this to store the individual POS invoices rather Setup 40 than the overall invoiced total These are then stored in the POS Transactions Journal If required a report can be printed This is useful for analysing high value invoices Print Tax Analysis enable this to print a Tax analysis at the bottom of till receipts Choose this as the default if sales are usually made to trade customers It can also be temporarily enabled at a till if someone requests a Tax receipt The Tax number taken from the Company Details setup is only printed when printing Tax receipts Store POS Stock Transactions enable this to record every individual POS stock movement through each POS till It can be used to see the effect of altering the till locations in the store and to check that selling prices have not been irregularly reduced A report can be printed Query Negative Stock enable this if a warning is to be given when trying to invoice out of stock items at a Point of Sale till This is useful in situations where the stock is kept away from the tills such as at a builders merchants The checkout operator is then prompted to only char
60. ge for the available items Ask for Customer I D enable this when customer accounts are used The customer account code will need to be entered before proceeding with the sale If you want to also sell to the general public on a cash sale basis simply create a new account called for example Cash Sale Allow Customer s Menu enable this if POS operators are allowed to add new customer details into the system this would generally be disabled If a new account is added at POS the credit limit will automatically be set at 0 01 and will have to be edited when not in POS by the supervisor at a suitable password level Full Stock Descriptions enable this if the full stock description is to be used on the POS receipt The description is taken from the stock details record Multiple POS and Spooled Printing enable this if up to 10 simultaneous sales at each computer need to be performed Each POS sale has its own window which can be left whilst another window is brought out and another customer served This facility is invaluable in situations such as at a wholesalers where customers keep adding more or view other items before completing their purchase It enables other customers to be served without delay If this option is selected printing will only be carried out at the end of each sale Next POS Invoice enter the starting POS till receipt number It will be automatically incremented as each new receipt is produced Note that t
61. he changes press enter key or the OK ribbon button To File the Stationery Setup Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Perform this setup procedure for each stationery item to customise the reports as required Plain Paper Reports These are similar to the previous Sales Invoice example but with a few differences as explained below Setup 68 Nominalledger s Prnter Details a Printer D rver Pe_server NT_Pro6 30 I Draft Matrix Printer Page Setup Paper Details Fom Name Plain Paper Paper Type Plain EMF Form Typestyles Sectiort Man Ted Font Marne Caour r Font Size g Font Styles Plain Text Colour BA Font Setup E 7 Default Plain Paper I Print Page Footer Ir Plain Paper Stationery Setup window Print Page Footer when enabled puts footers at the bottom of each page containing the same information as appears in the heading at the top of each page This is to help when quickly scanning through long printouts if they are bound at the top of the pages Default Plain Paper enabling this click box will save these plain paper setup parameters into all of the other plain paper reports when filed This is useful when all plain paper reports have the same parameters Typestyles select a Sections and then the required Font Name Size Style and Colour Press the enter key or click the OK
62. he POS invoice number is separate to the one in Invoicing setup Foreign Currency click this if the currencies received through Point of Sale will include any foreign currencies If selected money can be received in different currencies through POS Discount Percent If a discount percentage is entered it will appear on every Setup 41 invoice It can be edited at the time of invoicing Price Level select from the pop up menu the selling price level When invoicing the retail price of the stock code will automatically be put on the invoice unless specified otherwise in Customer Account Details This price can be edited at the point of invoicing Invoice Filing this can be either Line by Line or Batch Filing with Product Tracking If it is Line by Line each line of an invoice is filed at a time If it is Batch Filing with Product Tracking click to batch file so that the invoice is filed when completed Display POS Prices the price of items sold at a POS till can be displayed and printed either including or Excluding Tax allowing POS to be used in both Retail and Trade environments The Stock Help facility will also display prices inclusive or exclusive of Tax Cash amounts may be entered in pounds and pence using a decimal point or in pence only eg 245 for 2 45 Many POS operators prefer to use penny amounts for speed of entry Name Line enter the company s trading name this will appear on the POS receipt Addre
63. he following message appears if an account is On Hold Clicking OK will Software Generalities 22 cancel the entry on the screen and prevent the transaction being processed Refer to the Sales or Purchases manual for details on placing and removing accounts On Hold Account On Hold This Account ts Un Hold Either Select another Account of contact the Accounts Department for assistance EES Account On Hold window Account Over its Credit Limit The following message appears if an account has exceeded its credit limit If authorisation to continue is received from the Accounts Department click OK to continue otherwise click Cancel to cancel the current transaction Refer to the Sales or Purchases manual for details on entering account credit limits Credit Limit Warning Please Contact the Accounts Department conceming the Credit Limit on thes Account mwg o oa Account Over its Credit Limit window Printing Reports Reports can be produced in any one of seven different formats select one from the Output To pop up menu The last selected method of printing is remembered and becomes the default setting The next time a Print window appears it will show the last referenced method as the default Stock Transactions Journal Options Output To Purine co Noe cea Screen Text File Tab Delimited File Comma Delimited File Print window Printer produces a hard copy on paper
64. he front or re select from the appropriate menu To select a window that has been hidden by another window re select the window from the appropriate menu When in POS the applicable POS invoice number from the Windows menu can be selected to bring that invoice to the front Software Generalities 20 Existing Sales Accounts a y im Customer Details Customer Code B101 Customer Name Bateman Insurance Ltd Account Details Account Code BAO e Windows Controls for PC top To move and reposition a window click and hold the mouse down on the window s top title bar then drag the window to its new location A solid line will appear showing the size and position of the window as the mouse is moved or the contents of the window will be shown if the Show windows contents while dragging is enabled from the Display properties settings To make the window fit the screen click on the Zoom box which is the middle box in the top right hand corner of the window Clicking on it again will return the window back to its original size To minimise or collapse a window click on the Minimise box which is the left box in the top right hand corner of the window Clicking on it again will display the window again To close a window click the Go Away box at the top right corner of the window or select Close Active Window from the Window menu Closing a window will not file the data all new
65. he page size and orientation as selected for the previous Page Setup The individual invoice text items will be shown as applicable to the Paper Type settings If using plain paper the prompts are displayed in inverse text and can be positioned and customised If using PICT or EMF Forms the sales invoice form is first drawn on the page to allow accurate positioning of the items Setup 64 Sales Invoices Il x INVOICE Customer Copy Bretton Court Manor Road Wales Village Sheffield S265PS fet Doe razn Bono lls r Engir Wl Mo CR Ogre Customer Details Software Systems Ltd Bj moice Date Focount Your TAK No MAT No Order No Order N Placed By l mank Foto your Or der Stock Code Description Ory Price Per Disc VWAT Net Amount Amount Line Total Stock Code Description Quant Price _ Per_ Discl Mat Net Amoun Vat Amoun Line Tot Free Text Back Order Message Company Details Telephone Wm 1 e O Deliver To Tems Terms produced on he ASTRA OE xj mm Total VAT Ne Total Net Total Total Total Due Grand To Wi Arya CONN AET x Custom Layout without Prompts window Setup Sales Invoices _ INVOICE Customer Copy Software Systems Ltd 2 Bretton Court bei Manor Road Wales Village Date Sheffield Account Account ccount S265PS VAT No en No ele CCOL Order No At Me Co
66. his location when opening a Macro Also specify the File Type and File Creator that is used for Macros Printed Reports enter the name of the Printed Reports Folder to be used by this accounts database ASTRA will automatically locate the Reports folder when saving reports to a file Also specify the File Type and File Creator that is used for Printed Reports Stationery Folder for PC Setup 78 Stationery Folder of xj Enter the full name and path of the folders where the following Al files for your company are kept Stationery Forms ASTRA_Server4ccounts Stationery_Forms Stock Pictures ASTRA_Server4ccounts Stock_Pictures Point of Sale Adverts ASTRA_Server4ccounts4 POS_Adverts Macros ASTRA_Server Aaccounts Macros File Type Jest m Printed Reports STRA_SerenAccountsiPrinted_Reports File Type txt p File Locations window Stationery Folder enter the name of the Stationery Folder to be used by this accounts database Whenever it is required to use an EMF form in a printout ASTRA will automatically locate this Stationery Folder then the applicable EMF form The form which consists of drawn lines shaded boxes company logos etc is sent to the laser printer at the same time as the actual data thereby producing a complete bespoke document Stock Pictures enter the name of the Stock Pictures to be used by this accounts database ASTRA will autom
67. hown below and are the Program Disk Text File and Barcode Label for Macintosh For PC icons the program icon the first one shown above is the same and report icons will adopt the Windows icon attached to the respective application used for reading the reports as specified in the File Type fields in File Locations eg txt would display the icon of Notepad Note there is no Barcode Label icon as this section is not included for the PC Software Generalities Menus The various section menu headings are shown across the top menu bar of the screen Some will be in black and others may be dimmed ie greyed depending upon access levels and which ASTRA sections have been installed database has not been opened most menus and options will be dimmed Astr Millennium E sl File Edit Sales Purchases Stock Wominal Info Window Help ASTRA Menu Headings If a Clicking and holding down the mouse button on any of these headings causes a menu which may be hierarchical containing additional menus to appear beneath from which the required menu option can be made Menu Permissions Software Generalities 14 w Help Astra Millennium k File Edt Sales Purchases Stock Nominal Info Wirion Mew Dstanese Moen Database Chose Accounts Company File Sizes Housekeeping Serial Barcode Reader Barcode Labels Setup Company Detak Maros k s Invoking Utilities Sales Ageing
68. iced Stock TEE ee 88 Pric EE 88 Purchase Order Transactons een eeeeeeeeeeeeeeeeeeeeeeeenenees 88 Sales Order Transactons ee ee ee eneeeeeeeeeeeceeeseeeeeeeenenees 88 EE e EE 87 spooled Ee ag ON 88 Index 111 Ee HEH 88 Stock RECEIPTS E 88 emlterbge ere GC 100 Reports CUSTOMISE D 57 Eeer 57 Reports PANUNG EE 23 EE 24 FREDO UES EE 23 Reset accounts data sesssssesrseseesrseseesrseseeseserersrsesesseseseeseseseeseseseeseseseese 96 Reset Tage 95 ee 95 Resizing Ee 20 21 Ee Sales Nee 44 RE 45 Sales Ageing EE 37 Ledger EE 31 Sales CENEO EE 30 Sales invoice Prefix and Er 35 Dales Invoices Setup Mens sienna 58 Sales e EE 52 Sales otal Biches E 30 EE beac EE ee 22 Screen Gbots eeeceeeceececeeneceeecnececneeeeeseeeeeseneeeeseneeeeseeeeeeeeeeeeeeeeaeeseeeaeeeeeeeeees 13 Screen PHONG E ee 24 SSES eeeegeeeeeegeeeeeeeeeeeeeeeeeEeEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE EE 103 EN 100 Serial Tally Printer ee 71 Settlement LA A EE 36 Penrod scene E EEEE EEEE EEEE EEEE EET EA ETETA 36 Eege 93 EE 32 43 lee EE 42 Single User SY STOM ay sac san ss tisiiewsicaicnsinnrensinaienaacncensanncanninsaensansnumainenumaansmaeentines 6 Software Update Maintenance E 5 Pace Dar EE EE 19 Sp oled e e e EE 41 Standard Deferred BEE 26 Standard e Leer ern Ree ee eee eee eee eee ree eee eee eer rr 35 Statement E 38 Stationery Folder PICT FOTM S cncosesnncneeneennennenesnnadeaddaaaadenadaaaadenadana
69. ified which therefore enables the POS computer to be also used as a high speed Trade Counter with its own customised stationery In the Point of Sale setup explained earlier you can select whether the POS printer is to be a standard printer eg Laser or dot matrix printer etc or a high speed tally roll printer connected to the serial port This setup window therefore depends on which type of printer has been previously selected Standard Printer If this was selected in the previous Point of Sale setup use the stationery setup as explained in the previous example Serial Tally Printer If this was selected in the previous Point of Sale setup the following window will appear Setup 71 Point of Sale Printer i BR ol sl Baud Rate al 1200 2400 4800 Ze 9600 Parity Ce None Odd Even Data Bits 7 Bits 8 Bits Stop Bits Ge 1 Bit 2 Bits t End of Line Automatic Newline Requires a Newline m Newline Requires CR Requires CR and LF m Guillotine Characters z fr lr Wo Line Width Ge 40 Characters 80 Characters Page Length Ce Roll C Fixed Length No of 1 6 inch Lines Line Feeds to Tear Off Receipt 2 IW Add Extra Blank Lines Serial Port Port Name COM2 e E POS Serial Tally Printer Setup window Baud Rate as applicable to the serial data settings for the printer Parity as applicable to
70. ills This function is for security purposes A unique code needs to be entered for each person who requires access to the cash till They will have to enter their code to open the till This number will then be logged on the POS Transaction Journal for each transaction that they have processed Mew Tills Till Details aj Code fetan ooo Name Cash Tal 1 Comments On front sales desk Engure adverts ae enabled and the screen is facing out towards the shop wandow at might r Til Options IY Tilin Use Al H T New Tills window Existing Till enter a code and the details previously entered will be displayed for confirmation You can edit the name comments and till in use if required New Till enter a code name comment if required and select the box if the Till is in use Delete Till enter the code you want to delete Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Tax Rates To avoid confusion this manual has standardised on the word TAX instead of referring to Sales Tax by its locally known name i e VAT in the U K GST in New Zealand and MWST in Germany To enter or amend a Tax or sales tax percentage go to Setup and Tax Rates Select either New or Existing depending on whether you want to enter a new one or amend an existing rate These are the rates which are used when invoicing etc Setup 45 Existing Yat Rates _ O
71. imited File JIG NGRGUG DEE 24 Company EE 33 Name and Address ssesesssesesrseesesesessrsereesrseseeseseserseseseesrseseesrseseeseseses 33 Computer memory in EE 91 CODY EEN 99 EE 30 Cost nl 54 COUN ssh hs eee Ee 47 Country CodeS ee 30 Credit Note reet 35 EE 83 Ob basi al see TEE eT eee ee errr rrr Tyre 30 CUTSORKEY S ue oe eee CCR ee poe 18 Custom EE 10 EECH ee 30 Customers Opening balances tyre eer er ne rer ne eee nee Een re ee 31 CO er re 99 IR DT Data HEEN DACH 72 74 Data ENUY EE 74 ENEE 93 Database Niuniber ee cicscxamosemeemo emo oO ORO ORONO 91 EE 91 Ee 25 Decimal delimiter eege EEN 75 RT E EE 30 Different versions OF ASTRA oire icc Geek 6 eR ERREREREEEERER CEH ERER EEN 10 Display Company Name in Window Titles cece ceeeeeeeneeeeeeneeeeeeneaeeeenees 34 Display Unit E 43 EE EE 20 21 EE 96 D plicat Ee 99 Duplicating da tay accnsnnnnnmunccmnnnsexnnieannnianannanacasananananmnnmnmaner pera 18 EEN Electricity Emergency power supply viscaisscicnisccieaieccseniescsediontevaceninnacenscndcensnninuncnebeunnbies 9 Entering Data into a WindoW ssssssssseseseseeseseseesrsesessrseseeseseseeseseseserseseeeee 22 Entering EIERE EE 29 EE 30 Year Start and Year End Dates nccarccccsaacencnannenanncanercncarereunererenee RREEK 29 Entering Information RE 25 Excel PAATE Me eRe eee een ee tee Tete Te Tere eee eee eet eee a 24 eee err er rere rere etry PET ATO E 77 78 Index 107 TEE ALDER
72. ing Cut removes the selected text and places it onto the clipboard ready for pasting elsewhere Copy copies the selected text and places it onto the clipboard ready for pasting elsewhere Paste places a copy of the text already on the clipboard into the selected field Clear deletes the selected text without placing it onto the clipboard Note that there is no keyboard short cut in order to prevent an accidental deletion Duplicate places the text taken from the last entered field into the current field It is a useful feature when wishing to print a report for an individual account Enter the account code in the Start at field press tab to place the cursor into the End at field then press the command and d keys The entered code from the first field will now appear in the second field Edit Menu 99 Select All selects the whole of the text within the current field Replicate can be used when you wish to replicate an entered value eg if you want to enter the same budget amount into all 12 months of a nominal account budgets window Enter the required amount into one month then choose replicate If you wish to enter a yearly figure and have this automatically divided into each month use the keyboard short cut shift command k This first divides the amount by 12 then replicates it Free Text when ticked enables the entry or pasting of large blocks of text onto a sales invoice Text ite
73. isable to set both the serial tally roll printer and barcode reader to the same serial settings Data Entry from Another Computer via the Serial Port Whenever ASTRA expects input it looks first at the modem port to see if a serial barcode reader has sent a signal then the keyboard This protocol enables data to be entered into any of ASTRA s windows from a remote computer via the serial port and is particularly useful for such as transferring large quantities of stock details in a new ASTRA installation To do this Connect the output of the remote sending computer to the input of the modem port of the receiving computer running ASTRA Open the required window then send the data at the same baud rate etc as specified in the Barcode Reader Setup To move from field to field send a tab character char 9 To accept the screen data send an enter character char 3 followed by a further enter character to acknowledge the OK to File The data will then be filed and the window will be ready for further data input Localisation This determines the format of monetary amounts Setup 74 Localisation ent Decimal Point Symbol Thousands Symbol A Example 60 475 042 0 r Prices D ee eee E DI _ Leading Places on Entries le D Leading Places on Reports 7 si Example d Entry 268 751 24 Quantities Number of Decimal Places Jo sl Leading laces on Enties 7 D Leading Places on Repon
74. lances If there are any assets and liabilities except debtors and creditors which have come forward from the last year s accounts eg bank accounts and machinery perform a journal entry with the date set for last year This will create a brought forward Nominal Accounts amounts which will be seen on the Trial Balance and Balance Sheet reports Enter the Opening Stock and Opening Work in Progress values Suppliers amp Purchase Accounts Details of Suppliers and Purchase Accounts can now be entered Suppliers Opening Balances If known enter the opening balances at the time of entering the Purchase Accounts details If however the balances are not known at the time enter them as new accounts with a zero balance then using ASTRA s Purchase Invoice Section enter all the previous years outstanding purchase invoices using their last year s dates If the Tax has been accounted for in the previous accounts enter the invoice totals as a Tax inclusive amount ie the actual amount owed All outstanding purchase invoices for each supplier will therefore be correctly dated and aged in last year s accounts This will not affect the current year s Profit and Loss Enter the current year s purchase invoices as normal Customers amp Sales Accounts Customer and Sales Account details can now be entered Customers Opening Balances If known enter the opening balances at the time of entering the Sales Account details If
75. ly entered data will be lost as the window is simply closed To file the data click the OK button etc To close all windows select the Close All Windows option from the Windows menu Terms Bank Discounts Details Comments Prices E 4 W Windows Controls for PC bottom To resize a window use the standard drag box at the bottom right of the window or click the zoom box in the top right hand corner of the window If there is more than one window open on the screen only one will be active The active window is shown by the lines on the title bar ie non active windows have a plain title bar showing To make a window active click anywhere on it to automatically bring it to the front or re select from the appropriate menu To select a window that has been hidden by another window re select the window from the Windows menu When in POS the applicable POS invoice number from the Windows menu can be selected to bring that invoice to the front Software Generalities 21 Entering Data into a Window To enter data into a window type the required text into the relevant text box Occasionally it may not be possible to enter any more characters into a text box even though there appears to be spaces left This happens when using a proportional font and the maximum number of characters have been entered Saving Changes When changes have been made in a window the window has been updated or it is wished to perform additional o
76. mpany File Sizes Housekeeping Seral Barcode Reader Barcode Labels Setup Macros Utilities Company Details Invoicing Sales Ageing Terms Purchase Ageing Terms E EE Quik VAT Rates COLI Codes Income Methods Transactions Sales Orders Purchase Orders Stationery L Menu Pennissions Localisation File Locations Nominal Accounts Languages Currencies Price Levels Workstation F F Setup menu If the setup is carefully and thoughtfully performed you will be rewarded with an extremely powerful system which will help manage the company more efficiently and therefore more profitably If doubt exists about any item contact your ASTRA dealer for assistance Setup 32 It is a simple matter at any time to return to the Setup section and make changes However this can only be carried out by a person who holds the appropriate menu permissions In a multi user system ensure that all the other users are logged off before changing anything in Setup as this effects all users Company Details This is where the details of the company are entered including name address telephone mobile and fax numbers the Email contact name company s VAT Number and whether the company is using Standard Tax Rules or EC Tax Rules the Vat Period End and Vat Return Frequency Also included is an option to display the company name in the title bar of a window Company Details Company Details i Compa
77. ms can also be entered without the need for a quantity see invoicing setup The text box position on the invoice font style and size are customisable see custom invoice stationery setup These facilities are useful for companies and professional practices who invoice services and time rather than stock items Please refer to the Sales manual for further details Ribbon Menu when ticked displays the Ribbon Menu Company Name when ticked displays the Company Name Edit Menu 100 Info Menu ASTRA provides a continuous on line help feature under the Info menu section Info windows contain information to assist day to day work and can be accessed by the relevant Info menu New information is placed into Info automatically each time a new or existing record is created or modified Windows can be brought out individually as required or all together and can be placed anywhere on the screen to take advantage when using a large screen Info Sales Accounts Customers Customer Types Sales Centres Agents Jobs Purchase Accounts Suppliers Cost Centres Stock Items Alternative Stock Stock Categories Back Orders Warehouses Nominal Accounts Nominal Groups Departments VAT Rates Product Tracking Setup Help j Info menu Locating Info Items The following example shows the Info window for Sales Accounts Help Menu 101 Account Help Order E xi
78. n of the company name will appear and in some instances it will not appear at all Invoicing This is where the default sales invoicing messages stock issue options and open item order number options are set up Setup 34 InvoicingDetails ES Invoice and Credit Note Number E Next Invoice Number 678 Preis NIN Sui bs Next Credit Note 151 Prefix NCN Sufis NCNS Standard Terms Strict net 30 days ERDE Settlement Percent 2 50 Settlement Period C Calendar Month Ce Monthly Due on Day zz of Following Month C Days Duen ht Days Time Pricing Details Selling Fee Levet Charities k Other Benefits and Causes D Discount Percent E Ka Thank you for pour valued custom m Options f Full Stock Issue Price Lookup Cinly Allow Negative Stock Ce Prompt for Back Order I Store Stock Transactions k Print VAT Analysis I Store Full Invoice Details F Ignote Non Stock Quantities Invoicing Defaults amp Options window Next Invoice Number enter a starting invoice number which will be automatically incremented as each new invoice is produced Only numeric characters are allowed The invoice number should not be changed here whilst an invoice is being created Next Credit Note Number enter a starting credit note number which will be automatically incremented as each new credit note is produced Only numeric characters are allowed The credit note number should not be changed here whilst a credi
79. n the POS computer Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Setup 42 Cash Drawer The cash drawer may be opened by either hardware or software Select the appropriate type in the Setup window Cash Drawer ox Cash Drawer Opened By Hardware Software Opening Characters P fa fa p p fo Ir Cash Drawer Setup window Hardware if using an hardware based till opening unit such as the S amp S T02 connected to the computer serial port it will send an electrical pulse to open the drawer Software if using a tally roll printer to open the cash drawer enter the software Opening Characters in the form of decimal ASCII Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Display Unit The display unit is controlled by characters Enter the appropriate character in the Setup window depending on the type of display that is being used POS Display Unit Printer Only l fr fof fore fz Display Oniy fez bm ke fai fo Display Home fez Jhoss Je Display Clear fr foo fe far fa Options I Display Unit Enabled Ir Setup 43 POS Display Unit Setup window Printer Only enter the characters to send the information to the printer only Display Only enter the characters to send the information to the printer only Display Home enter the characters to plac
80. nated to specific tasks such as printing invoices statements address labels remittance advice slips various reports labels etc The type of stationery to be used in these printers can also be specified Setup 54 AstrA Millennium Fie Edt Sales Purchases Stock Nominal Info Window New Dakabase Open Dabanese Close Accounts Company File Sizes Housekeeping Seria barcode Reader Barcode Lavels Setup Mart D Utilities a Company Details Invoicing Sales Ageing Terms Purchase Ageing Terms Point of Sale Quit VAT Rates Cours Codes Income Methods Transactions Sales Orders Purchase Orders T F Page Sebup WW FF FF FF F statia ety Menu Permissions Localisation File Locations Nominal Accounts Languages Currencies Price Levels T F F F Sales Reports Purchase Reports Stock Reports Momina Reports VAT Invoices Credit Notes Sales Order Acknowledgements Customers Delivery Labels Customers Delivery Notes Stock Picking Lists FT T F F F F Purchase Order Forms Remittances Advice Notes Cheques Barcode Labels Paint of Sale Printer Export Translations Stationery Setup menu Setup 55 Printer Drivers An addition menu item is displayed for Printer Drivers at the top of the Stationery Setup menu to enable up to 10 Printer Drivers to be entered eg LaserWriter AppleTalk Imag
81. nd ssesssesssesssesssesseesseesseessressrssorssorssersseeseeesseesorssorssorsseeseeeseeeseree 49 89 EE Kee be 96 Index 114
82. nd Sales Back Orders and from whom Back Orders Warehouse Warehouse DI x F Stock Code 5943856756323 USB Multiport Hub In Stock fi 00 Quantity Available fi 00 _ Supplier ue _ Supplier Name Order No Date Order Gt Balance Due ACUKOT Apple Computer UK Ltd 3 n 6 5 2002 5 00 5 00 16 5 2002 4 J Total on Purchase Back Order 5 00 5 00 Customer Customer Name Order No Date Order Oty Balance Due BIO Bateman Insurance Ltd 84 16 5 2002 2 00 2 00 16 5 2002 E amp MO1 Edwards amp Moore Ltd 85 16 5 2002 1 00 1 00 16 5 2002 E 1 Total on Sales Back Order 3 00 3 00 E Back Orders Info window The Purchase and Sales Back Orders are displayed in a split window to enable them to be scrolled and viewed individually Find PT Product Tracking Help Menu 104 Product Tracking Help WW oj sl m Search For and Start At Ze Serial Number C Stock Code C Supplier Code Purchase Order No Customer Code C Customer s Order No Invoice Number C Date Sold Agent C Job Number C Stock Category Warehouse C Location avsaasoz3anKor Semer boenr Isesianist for Baas Ge 0 7777 a for for ec m Select Items JV Available Items IV Issued Items IV Allocated Items IV Invoiced Items Si Find Product Tracking Info window Enter the required search criteria then click OK or p
83. nd date and your Vat Return Frequency dates are entered correctly You must ensure that they are correct for the standard 12 months The Vat Period Ends date should be the last day of the month Transaction Dates Select the Transactions menu under the Setup section to change the three transactions to the Earliest and Latest dates you want to prevent transactions being filed eg if the current financial year is 1 4 2003 to 31 3 2004 then initially set the three earliest transaction dates to 1 4 2002 Running ASTRA for the first time 29 and the three latest dates to 31 3 2005 Country Code At least one Country Code must be entered eg create one called Great Britain Language At least one Language must be entered eg create one called English Currency At least one Currency must be entered eg create one called Sterling Localisation Go to Localisation and click the Country Code pop up menu which should be blank There should now set the default Country Code to the new one you have just entered Repeat this for the Language and Currency settings Customer Type At least one Customer Type must be entered eg create one called Retail Sales Centre At least one Sales Centre must be entered eg create one called General Sales Departments At least one Department must be entered eg create one called Administration Warehouse At least one Warehouse must be entered This can be the s
84. nd press the D key to duplicate hold down the Ctrl key and D key to duplicate Software Generalities When operating POS Point of Sale and adverts are enabled and displayed pressing the space bar will re activate the current sales window When in the Money Received window pressing the space bar will move to a pre set receipt method this is explained in detail in the Sales and POS manuals There are certain fields in a window which require data If the operator leaves them blank and clicks OK or presses the enter key a suitable error message will be given eg A value must be entered for this item please try again Note that account codes can be alpha numeric and are not restricted to numbers only Purchase Invoices SE Se e x EEN l Supplier Code feos OO Voucher ho Supplier Mame Express Delivery Service Account Code Account Name Express Delivery Service D Leen Lurencu nams Steng sts Profit and Loss Rate T 000000 Balance Sheet Rate Bes e E EE EE Reference M Date no Description Payment Details Discount Percent rT Settlement Days p I Pay Now Empty Field Error Message window Windows Software Generalities 19 Existing Sales Accounts Customer Details e Customer Code Customer Name Bateman Insurance Ltd Windows Controls for Macintosh top To move and reposition a
85. next year is automatically moved into place for this vear and a new set of accounts are created ready for next year This enables the user to forward date a set of transactions if required Important BACKUP the company s accounts database before proceeding Housekeeping and Year End 88 with a Year End as data could become corrupted in the event of equipment failure or loss of mains power during the procedure DI o m Please Note Before doing a Year End please ensure the following reports have been printed 1 Trial Balance 2 Balance Sheet 3 Profit and Loss 4 Nominal Transactions Journal Please also make sure that no other users are currently using Astra Number of users currently logged on D Transfer Actuals To Budgets Sales Budgets Purchase Budgets IT Sales Accounts IT Purchase Accounts Agents I Cost Centres Sales Centres Il Customer Types Nominal Account Budgets Stock Budgets I Sales I Stock J Purchases IT Warehouses l Expenses Balance Sheet T Bank Accounts Year End window The Year End is located under the Nominal Transactions menu Once selected you will be presented with a box which lists the reports that need to be printed before you can perform the Year End Print these reports and click the OK button on the menu bar The Year End will then proceed Year End Completed After the Year End procedure has been completed pro
86. ng and Year End Housekeeping Astra Millennium xj File Edit Sales Purchases Stock Mominal Info Jew Ile eHeE Window Help nen Database Chose Accounts Company File Sizes Housekeeping Housekeeping menu This is performed whenever it is required to remove completed transactions from the file to free space for new transactions Housekeeping has nothing to do with any accounting procedures and can be carried out at any time Transaction information can be left on the system indefinitely and only cleared when there is insufficient space on hard disk It is however suggested that old transactions are periodically removed to speed up access times and report generation Note that in order for transactions to be removed all related areas of the transaction must be completed eg an sales invoice must be completed and paid the payment allocated the bank reconciliation for that payment checked and updated the stock order if applicable must be completed and the Delete Transactions when Housekeeping checkbox selected This checkbox can be found in the Details section of existing sales and purchase accounts Important BACKUP the company accounts database before proceeding with Housekeeping as data could become corrupted in the event of equipment failure or loss of mains power during the procedure Housekeeping can be performed independently for five different sections Housekeeping and Year End 86 LITT lx
87. ng the process in ASTRA For this section of the manual functions that are required to be performed in SQL are explained in brief and additional information and help should be obtained from your SQL documentation or your system administrator From within SQL Server Enterprise Manager stage one is to create a New database using and observing the standard functions of SQL Server Once the basic database is created please modify the following attributes of the database before moving to stage two of the process by selecting the database properties menu right mouse click on the new database and setting the following options from the Options tab enable the ANSI NULL default and Truncate log on checkpoint options Other options may also have been pre selected but they can be ignored here The database now needs to be populated and made ready for use by ASTRA to do this select the File New Database menu Running ASTRA for the first time 27 Open Database SEN Database Details a ODBC Data Source AST R Semer Database Name Accounts User Detak User Name S User Passveond Ir New Database Window Enter the following information and then press enter or click OK to proceed A ODBC Data Source should be configured first as described in your ODBC manuals e Enter the name of the Server to match your Data Source Name as is seen in the ODBC setup Control Panel in the ODBC Data Source field e
88. nged whilst ASTRA is running then the changes may not be seen To see any changes restart ASTRA Setup 83 Colours Text Headings Prompts Entries Totals Protected i 4 EE Radia Controls Frame Lines Title Grid Lines 4 Check Boxes Text Boxes EE Menus Title Menu Bar Menu Titles Windows Frame Title Background Henu Items Eales co iia CO ICH Ee 4 4 Background Ribbon Menu Background Tel Window Colours window Text select the colours for the headings prompts entries total and protected Lines select the colours for the grid lines and the text boxes Menus select the colours for the menu bar menu titles menu items and background Ribbon Menus select the colour of the background of the ribbon menu Buttons select the colours for the frame body and title of the buttons Radio Controls select the colours for the frame and the title of the radio controls Check Boxes select the colours for the frame and the title Windows select the colours for the frame title and background Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Setup 84 Tax Returns The Tax Return routines can be performed quarterly or at any time as applicable to current regulations Please refer to the Nominal Accounts manual for full details on how to perform these routines VAT Quarters 85 Housekeepi
89. note these colours may vary depending on the windows colour scheme selected Select the Make Default check box to make all Fonts for this setup to be the same throughout the form Note that the form does not reflect the font style or colour selected for viewing purposes Setup 67 System Details select from the relevant pop up menu the Type of Field Section Alignment and Field eg which Field it would be it is possible to have 2 account code fields 1 at the top of the invoice and once again at the bottom The Item is the Item number used in such as Macros Get Field command please refer to the Macro manuals for further information New Item click to create a new custom field The new blank field will be placed on the layout ready for editing This new field can be used to print a prompt or data from the form Select the new item and edit as above In addition to the displayed fields on some layouts it is also possible to print additional or duplicate some fields as required eg Delivery Notes has an additional field to print the Line Price if required Please check the appropriate form to see if additional prompts are available To Reset the Custom Invoice Setup If errors have been made in placing the items click the Cancel button This will replace the settings with those which were seen since the window was last opened To File the Custom Invoice Setup There are no OK or Cancel buttons on the custom layout window so to file t
90. nting Periods Four Twelve Transactions window Last Year s Accounts enter the Start and End Dates of your last year s accounts If required this will enable you to enter transactions into last year s accounts This Year s Accounts enter your Year Start and End Dates Next Year s Accounts enter the Start and End Dates of next year s accounts If required this will enable you to enter transactions into next year s accounts After a Year End the transaction dates are automatically updated to the start and end of the new financial year Earliest Dates the three dates shown in this window for Journal Purchase and Sales Entries prevent last year s transactions being inadvertently being entered into the system If the transactions prior to the these dates need to be entered alter the dates accordingly Setup 50 Latest Dates the three dates shown in this window for Journal Purchase and Sales Entries prevent next year s transactions being inadvertently being entered into the system If the transactions prior to the these dates need to be entered alter the dates accordingly Options enter the Journal and Purchase voucher number if setting up system for the first time or enter a new sequence if required after a Year End Purchase Invoices Filed On Hold if enabled will automatically mark each purchase invoice as on hold as they are entered This prevents them being paid until they have been taken off h
91. nts Compari File Sizes Company File Sizes menu The window shows the allocated number of database records and the amount of each in use File 91 File Hame Customers Suppliers Ledger Transactions Nominal Groups Departments Nominal Accounts oF ee Sales Centres Customer T VE Cost Centres Stock Cabegone Stock Records Stack Tiansactions Stock Assemblies Back Orders Back Onder Lines Stored Invoices Bank Traneacons Stock Memo Items Motes Jobs Product Tracking Records Users ATTA em giel ll ER S 100 ho el on S Company File Sizes menu Serial Barcode Reader Macintosh Only ASTRA has the facility to read ASCII data data sent as characters eg ABC 123 directly from the modem port of the computer To use a Serial Barcode Reader or to import data through the modem port this menu item must be selected The same option is also available in the POS File menu When selected a tick appears against the menu item Selecting it again removes the tick and disables the facility PC users can also use a similar facility by using the Microsoft SerialKeys facility please refer to your PC documentation and manuals for further information File 92 New Database Open Database 0 Close Accounts Company File Sizes Housekeeping Serial Barcode Reader Barcode Labels gt Setup gt Macros gt Utilities p Page Setup Quit Serial Barc
92. ny Name Jee Systems Ltd Address Line 1 Breton Cout Address Line amp Manor Road Address Line 2 wales Vilags Address Lire 4 Sheffield Address LineS South Yokshne Address Line 6 526 SPS Contacts Tel Humber oam 7733 Mobile Number Ian 676767 Fax Number oam 773645 EMait jinfo astraaccountscouk Wat Detads Vat Number GB 300 0662 03 Standard Vat Rules EC Vat Rules ele ala 31 6 2002 Vat Ratum Frequency 3 D Morahs Ir Company Details window Company Name and Address enter the details how you want them to appear on reports and invoices Note however that the Point of Sale tally roll till receipts do not use this information they will use the information as entered in Point of Sale setup Contacts enter the company s Telephone Mobile Fax number and Email Setup 33 address Tax Number enter the registered Tax number This will appear on invoices and various reports Standard Tax Rates or EC Vat Rates select which tax rates apply to your company Tax Period Ends enter the date that your TAX period will end Vat Return Frequency enter the number of months in which you perform your TAX return eg if it is every three months enter the number 3 Display Company Name in Window Titles when selected the name of your company will appear in most windows This is particularly useful when working with multiple company databases On small windows only a small proportio
93. o which you want the transactions to be removed Transactions that have been completed after the entered date will remain Remove Purchase Order Transactions Entered On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Remove Stock Receipts Received On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Remove Stock Adjustments Entered On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Remove Price Changes On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Spooled Invoices Remove Spooled and Tele Sales Invoices On or Before click the box and enter the date up to which you want the transactions to be removed Transactions that have been completed after the entered date will remain Year End A Year End is usually performed after the last day of trading in the financial year It will provide a new set trading nominal accounts ie sales amp purchase ready for the new financial year Note that ASTRA has 3 years on line accounting and so the current
94. ode Reader menu Each user can have this option set independently of each other The state of this Serial Barcode Reader tick is automatically saved ready for when the user restarts To use a printer connected to the modem port disable the Serial Barcode Reader option to prevent the printer being confused with a barcode reader Barcode Labels This section of ASTRA is only available on a Macintosh If you would like to be notified when this section becomes available for the PC please send an email to Sales AstraAccounts co uk stating your company name and serial number Barcode label production is detailed in the Barcode Labelling manual Setting up the barcode label stationery is detailed in the Setup section of this manual Setup Please refer to the previous section called Setup for details and instructions on how to proceed with the complete system setup Macros ASTRA can perform repeated specific and automated tasks using the Macro section Front ends in such as FileMaker and Hypercard can be created by the end user to generate the required text files containing the instructions Data may also be transferred from another system using Macros This ensures high data integrity as all transactions are performed through ASTRA s File 93 windows Please refer to the separate Macros manual for more information and instructions Utilities Astra Millennium Mew Jet eeneg Coen Database Chos
95. old by the supervisor after verification of the invoice Number of Accounting Periods click the relevant radio button to indicate your number of Accounting Periods Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Accounting Periods Accounting Periods a Accounting Petiod Details Start Date 1 1712 2001 Namel Decembr Stat Date2 T7202 Name2 Hamen m Start Date 3 boom Named Febusy Start Date 4 baam Named Mach Start Date 5 baam NemeS apes Start Date bhaeom Nama E May Start Date 1 67202 Name 7 us SS Stat Date 8 fi7 2002 Namen July Start Date 9 bhaom Name 9 Aust tt s s Start Date 10 bam Name 10 September Stat Dateli A0202 Nameii October Start Date 12 bam Name 12 November ti i s S ear Last Year C Next Year zj Accounting Periods window Enter the Start Date for the selected period and a name for the selected period eg if a 12 month period year the standard would be 1 1 2002 31 12 2002 Setup 51 and the corresponding names would be January to December The number of periods are specified in the Transaction Dates setup Sales Orders Enter the standard Sales Order details in this window Sales Orders Please note that all orders must be paid for in full before they can be despatched Line Order Entry Order v Allocate Stock on Sales
96. ompatibility Issues The majority of the PC and the Macintosh ASTRA Millennium applications and their features are fully compatible with each and can successfully use the same SQL or MSDE database However there are a small number of features that may differ or in some cases may be available in one platform and not the other To avoid confusion when explaining a PC or Macintosh specific feature the relevant section of text will be preceded with either an symbol for a PC or an symbol for the Macintosh Where you see these symbols indicates whether the feature is specifically for the PC or Macintosh Databases all platforms For a single user system on a Macintosh Microsoft MSDE or Microsoft SQL 7 2000 is required to be installed on a PC server with suitable networking as MSDE or SQL Server is currently unavailable on Macintosh For multi user systems it is advisable to use Microsoft SQL 7 2000 Installation For a single user system on a PC Microsoft MSDE or Microsoft SQL 7 2000 is required For multi user systems it is advisable to use Microsoft SQL 7 2000 on a PC server with suitable hardware and networking Microsoft Data Engine MSDE is a client server based local data storage tool compatible with Microsoft SQL Server MSDE runs under Microsoft Windows NT 4 0 or later and Windows 98 or later It is designed and optimised for use on smaller computer systems such as a single user computer or small workgroup
97. org Placed by Placed By Placed By Telephon Order No Thank yoo tor your Or der Quantity Bice iewes A unt Stock Code Description Quant Price Per_ Disc Mat Net Amoun Vat Amoun Line Tot Free Text Back Order Message a Company Details Telephone wegen ari oI Lo IVA Woods VA Total Due Grand To VAT Araya Gem Geet ect Ant _ Co M i ST prod Ged on he ASTRA DESA Top ATTON FEM y Custom Layout with Prompts window Select the required item by clicking on it It can then be positioned using the mouse or the cursor keys The text is printed on the invoice starting at the top left of the box Double click on the item to display its specification box Setup 66 Free Text Free Text Specification Position the specifications are the position of the item eg Top Left Height and Width Text the title of the field or the name of the prompt Language select the desired Language from the popup menu Note that it is necessary to create the different languages with the Setup Languages options Options select from the pop up menu the Font Size Style and Colour If you wish to print the item also click the Print Item box Fields that are printed will appear with the standard background colour and those that are selected not to print will appear with a black background Prompts that are printed will appear with a Blue background and those that are no printed will appear with a yellow background Please
98. ounts ioi account Code Account Name PU Apple Tree Computer Sys Bateman Insurance Ltd BRADI Beckworth s Riding Acade Cash Cash Sales to Bateman SI ccco1 Custom Computer Centres Bobo Designs of Distinction DTC01 Doncaster Training Centre E amp MO1 Edwards amp Moore Ltd EDLO1 Elmfield Dental Laboratori FSNHO1 Four Seasons Nursing Ho GHCSO1 Gingerbread House Coffe HUCMEOT Harry s Used Car e ALT Sales Accounts Info window Help Menu 102 Scrolling When a Info window is first opened it is displayed as a small window It can then be resized or scrolled horizontally and vertically as required using the scroll bars or the four cursor arrow keys in order to show additional information Vertical scrolling can also be performed by selecting one line in the Info window and dragging the mouse whilst holding down the mouse button Automatic Entering of Information from Help Automatic entering of data into a field can be achieved by double clicking on the relevant Info line or by pressing the enter key whilst the Info line information is highlighted For example when searching Info for a particular customer account code during invoicing press enter when the correct line is highlighted in the Info window and the account code will be automatically transferred to the invoicing window Other Info items that are available are Customers Customer Types Sales Centres Agents Jobs Purchase Accounts Suppliers
99. p menu Additional Stationery items menu Select each report in turn and customise it as required The Sales setup has Setup 58 been used as an example Sales Invoices Printer Details Printer Driver Printer Name LaserWriter 8 CT Draft Matrix Printer Paper Details Custom Width Inches Custom Depth Inches PICT Form Del Sales Invoice Part 1 Paper Type Plain PICT Form TT Include Prompts on PICT Forms Options ke Default Invoice Layout Page Setup Job Setup Sales Invoices Pinter Detaile zl Printer Name Pe_server NT_Pro630 1 Draft Mai Printer Page Setup v Paper Detaile ee cree Fam Name fi Sales Invoice Part 1 Paper Type C Plain Ze EMF Form I Include Prompts on EMF Forme Options M Defaut Invoice Layout Sales Invoice Stationery Setup window PC Printer Driver select the type of printer driver from the pop up menu The types displayed will be those as entered in the Printer Drivers section together with the option to use a printer as selected by the Chooser Printer Name enter the printer name if using a network printer This printer will be automatically found on the network and selected when the report is printed If a direct connect printer is used a name is not required Setup 59 Draft Matrix Printer if high speed draft or faster printing is required ie without any font or style control and your printer supports thi
100. perations press the enter key or click the OK button on the ribbon menu Before actually filing any changes ASTRA will prompt the operator to confirm the file request Cancel Clicking this button will take you back to the data entry window to allow corrections to be made OK clicking this button or pressing the enter key will file the data and perform any automatic updating or additional procedures where applicable Warning and Message windows During operation there may be times when an operator needs to be warned against proceeding with a transaction such as customers or suppliers being over their credit limit A window will appear to give a warning message In certain cases a generic SQL error message is generated indicating the error is SQL based eg if you try to delete an account that still has outstanding transactions an error dialog similar to the one shown is displayed The message text will indicate where the problem is and in this example it can be seen that there is a conflict with another table in the database which also refers to the account that is being deleted This indicates that account is still in use and cannot be deleted at this time Warnina Microsoft ODBC SQL Server Driver SGL ServerJDELETE statement conflicted with COLUMN REFERENCE constraint fk1_invoices The conflict occurred in database Accounts table IN YOICES column ACCOUNTID SQL Error Message window Account On Hold T
101. period of 12 months commencing from the date of purchase When an update is required the original ASTRA disks must be returned to S amp S together with a pre paid and addressed container suitable for their return If SUM is taken out an annual renewal invoice will automatically be sent thus ensuring future upgrade facilities It can be cancelled at any Software Registration and Support time by not paying the renewal invoice Please note that SUM cannot be taken out after the initial period of 3 months has elapsed or if the subsequent annual renewal lapses The following option would then be applicable Without Software Update Maintenance If Software Update Maintenance is not taken out or has lapsed new versions of ASTRA can be purchased as and when required Current prices are available from ASTRA dealers or S amp S Upgrading from Single to Multi User To upgrade a single user system or add additional users to a multi user system please contact ASTRA dealers or S amp S What to do when an Update is received Carefully follow the instructions supplied with the new update These usually take the form of a Read Me file called Update Procedures Open this file and print out the instructions If there are any doubts on how to update contact your dealer or S amp S Updates should only be performed after you have taken backups of your original accounts database Registration Key Procedure As new databases are created th
102. r This powerful facility allows corrections or late transactions to be processed after a Year End Whenever a Sales Purchase or Nominal transaction is entered for the previous year both last year s and the current year s accounts are automatically updated eg Trial Balance Profit and Loss and Balance Sheet The earliest and latest transaction dates which can be entered are stored in the Transactions option of Setup After a Year End the transaction dates are automatically updated to the start and end of the new financial year These dates can also be altered by the supervisor to prevent entries being made before and after specified dates such as a previous month end or for last year thereby allowing a final printout and archiving of the company s monthly or annual accounts Setup 49 Se 27 x E m xj m Last reese Accounts gt l Start Date fia 3 000 End Date 30 1 2001 This Year s Accounts Start Date fii api Erd Dee 30 11 2002 Hest Year s Accounts Start Date fw ae EndDate 30711 2003 aleet Dee 7 Prevent Journal Entries Before Geli Prevent Purchase Entries Before Gee Prevent Sales Entries Before bann Prevent Journal Entries After 30 11 2002 Prevent Purchase Enbies After 2071172002 Prevent Sales Entries After 2071172002 Options Next Nominal Joumal Number Im oo Next Purchase Voucher Number fo oo Purchase Invoices Filed On Hold Number of Accou
103. r will appear whenever an attempt is made to invoice or issue more stock than is available Setup 36 Store Stock Transactions if selected all stock movements will be stored to allow later analysis and reporting This is usually chosen when selling expensive stock items rather than when selling large quantities of lower value stock items Print Tax Analysis when selected a separate Tax analysis will be printed on an invoice Ignore Non Stock Quantities enable this if the quantity column value is to be ignored when invoicing items which do not have a stock code ie descriptions only or free text entries on an invoice If enabled the quantity value is presumed to be 1 irrespective of any value entered in the quantity column This is useful in instances where no quantity is entered ie only a total amount eg when invoicing for professional services As Ordered Previously when printing open item invoices select this if the text As Ordered Previously is to be printed as the customer s order number Last Order Number when printing open item invoices select this if the last order number given by the customer is to be printed as the customer s order number Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Sales Ageing Terms Statements are produced to send out to customers as a reminder to pay invoices They list all outstanding invoices due and show a summary of the ov
104. ress enter to display the relevant records in the previous List Available Info window Please refer to the Product Tracking manual for further details on the search criteria Close All Windows Select this to close all the windows that are open Close Active Window Select this to close the currently active window All other windows will be left open Help Menu 105 EE Ee EE 22 Account Over its Credit Limit EE 23 Accounts System Responsibility EE 11 RE ele 20 21 EE 44 Ageing Le 37 Agents Details cscri eiiiai EEEE EEEE EREEREER EEEE REEERE EEEE TRA TS 30 Allow Customer s Menu ccccccccsccsccstevncenccnssotsnecensenssteveceneentsetsvecensensseceves 41 Tee 36 As Ordered Previously EE 37 eege 2 9 Ro E EE 92 Ask for Customer Di scans 41 Ye CEKO IEO e 94 E EE BACK EE 104 Backing Up RE 9 Backup Le SE 9 BACKUP EE 94 Balance Ee EEN 81 B rcodedlabellino Aa a neem eee rere men eee rere nnn TT S 96 Barcode EEN 93 EE is Barcode E TEEN 92 Se EE 74 S Dis E 12 73 eene Ee K e E EE 18 EE o 74 Cash Accounting PAR acne ee woe asa hs eo CHW EEEE EEEE EEEE E ARA 26 Cash drawer PETTING ee 43 Cash E EE 43 Changing 4 KEEN 46 OOS EEN 56 Kee 24 L ere e oh Gee ee Rae ERE CE RCE SE RCE OE ee Se eo SEE ee AAAA Se een ee Se ROT Se EET eee 56 EE 60 L et 97 Cleat E 99 Clipboard ere 99 EE EE 105 Close Al WINdowS ee 105 Closing Database EEN 91 Index 106 Closing e a 20 21 EE 11 KEE 18 Comma Del
105. rticular job If a fault occurs during this operation this flag will be left locked Recover lost Invoice Numbers etc each user is given a unique sequential invoice number job number voucher number etc If an invoice was cancelled for instance the unique number is re used by ASTRA If a fault occurs before this number is reused it is temporarily lost Select this reset option to recover up to a maximum of 100 lost numbers They are held in a location called the File 95 Invoice Bucket and may be seen by dumping the invoice bucket report Zero Actual Stock Quantities all stock records will be set to zero if this utility is selected This could be used for instance if after completing a full stock check it is required to re enter the actual stock levels Zero Stock Turnover Statistics zero stock turnover details Zero Allocated Stock Quantities stock is allocated during invoicing or issuing to a job but the actual stock levels are only updated when the transaction is filed If the invoice is cancelled the amount allocated is returned to stock However if a fault occurs whilst invoicing select this reset option to zero any amounts which remain incorrectly allocated Zero Allocated Product Tracking Items serial numbers are allocated during invoicing or issuing to a job but the actual serial number records are only updated when the transaction is filed If the invoice is cancelled the serial number allocated is c
106. ry Menu Permissions Localisation File Locations Momine Scouts Languages LUrreries Price Levels Workskabion Nominal Accounts Layout Balance Sheet Layout Conbral Accounts e we Ki Nominal Accounts window Nominal Accounts Layout Select the nominal group to move by clicking on the symbol and then drag to the required position using the mouse The nominal groups will be shown in this new position as indicated by the line when next displaying the Trial Setup 80 Balance reports Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Nominal Account Lay j Oj x Sales Purchases Expenses General Assets amp Liabilities Banks Fixed Assets Long Term Liability Owners Equity Gh Gp cy Och cy cp CH op CH IR Nominal Accounts Layout window Balance Sheet Layout Select the nominal group to move then drag to the required position using the MOUSE The nominal groups will be shown in this position when next displaying the Balance Sheet Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters and to re index the nominal accounts Balance Sheet Layout WS JO Es OD DODDO D Assets amp Liabilities al Banks Fixed Assets General Investments Long Term Liability D on Total 1 Owners Equity CR sees Trading Profit and Loss CR een Total 2
107. s 7 si p 7 416 435 r Stock Manufacture Quantities Number of Decimal Places Example of Entry a Bic Home Currency Name Sterling e Home Cumency Code E Leading Places on Ertis Is Leading laces on Reports je d Example of Entry 2 363 729 58 Localisation window Number formats Decimal Point Symbol select the type of decimal delimiter eg for Germany Thousands Symbol select the type of symbol for thousands Print Zero as O or Print Zero as select the type of zero to be printed Example this shows an example using the above parameters Prices Number of Decimal Places choose the number of decimal places for prices from this pop up menu Setup 75 Leading Places on Entries choose the number of leading places on entries from this pop up menu Leading Places on Reports choose the number of leading places on reports from this pop up menu Example of Entry this shows an example of the above parameters Quantities Number of Decimal Places choose the number of decimal places for quantities from the pop up menu Leading Places on Entries choose the number of leading places on entries from the pop up menu Leading Places on Reports choose the number of leading places on reports from the pop up menu Example of Entry this shows an example of the above parameters Stock Manufacture Quantities Number of Decimal Places choose the number of d
108. s eg a dot matrix printer select this click box This will print out in draft mode using the printer s built in fonts To print out as per the previous versions of ASTRA set each Section to Courier 9 Condense and 4 Point Tab Stops Enable this click box and also ensure that the Draft or Faster mode is selected in the printer s Job Setup Custom Width and Depth are only entered if using specially sized paper in a printer which can support Custom sizes in its Page Setup Remember to select the Custom size button in the Page Setup dialog box for these Custom Width and Depth sizes to be used PICT or EMF Form enter the name of the PICT or amp EMF form or forms if they are used A pop up menu allows the selection of forms 1 2 3 or 4 Select the form number and enter each form name An example of the use of the multiple forms is If several copies of an invoice are required each containing slightly different details and logos eg copy 1 showing Customer s Copy copy 2 showing Office Copy copy 3 showing Sales Manager s Copy and copy 4 showing Delivery Note Each form can be individually designed and used in turn when multiple copies of the invoice are printed If only one form name is entered and multiple copies are printed the last named form will be used Include Prompts on PICT EMF Forms enabling this option will allow the printing of prompts If
109. s F Setup Macros b Utilities b Page Setup menu Quit When you have finished using ASTRA choose quit This closes all windows and exits the system in an orderly manner to ensure that no flags or data are left incorrectly set Important never be careless and simply switch off the computer Always correctly quit from ASTRA otherwise flags could be left set invoice or voucher numbers could be lost and damage could be caused to the database File 98 Edit Menu This follows the familiar user protocols to enable the easy transfer of data from field to field Note the keyboard short cuts that are available command key and c key or Ctrl and c key held down together in order to perform a copy Edit Undo Undo ckrz Cut Cut Chr Copy Copy Chr Paste Paste Tbr Clear Clear Del Duplicate XD Duplicate Ctrl D Select All fA Select Ai Replicate 36K Replicate Free Text J Free Text Chis v Ribbon Menu Company Name w Ribbon Menu CH Edit menu Macintosh Edit Menu PC Data can be copied and pasted from ASTRA into a Scrapbook amp Wordpad or other applications and vice versa When pasting data into fields such as a customer account code ASTRA will convert it to upper case and restrict the number of characters being pasted to the maximum for that field Undo restores the original data into a field and undoes the last typ
110. s PICT PICT 2 or EMF if using colour or grey scales in your documents Give them suitable names eg Invoices Statements etc Example form templates are provided in the S amp S Stationery folder Use them to help design customised layouts The created forms must be specified in Stationery Forms which is located in Setup File Locations Macro Files It is advisable to store the macro files in the same folder as the accounts database for ease of location Various sample macros are provided and additional customised macros can be created by S amp S or an ASTRA dealer Pictures If it is required to print stock pictures they can be produced with a drawing application The pictures must be saved in the file format known as PICT PICT 2 or EMF if using colour or grey scale The created pictures must be specified in Stock Pictures which is located in Setup File Locations Installation Adverts If it is required to print adverts to screen they can be produced with a drawing application The adverts must be saved in the file format known as PICT PICT 2 or EMF if using colour or grey scale The created pictures must be specified in Point of Sale Adverts which is located in Setup File Locations Multi User Installation The ASTRA multi user version operates over a network system Install the application onto each user s computer when using a Multi User system Accounts System Responsibility Multi user operation needs sufficient control
111. ss Line enter the company s trading address this will appear on the POS receipt Top Lines 1 amp 2 advertising or message lines which will appear on all till receipts These can be updated throughout the day as required Bottom Line this is the final advertising or message line printed on the till receipt Short or Long Messages choose either Short or Long Till Roll messages If Short the description quantity and line price are printed for each stock item on one line of the receipt If Long the product code description quantity unit price and line price are printed for each stock item on two lines when receipts are produced on a 40 column printer Grand totals payment methods and Tax analysis if selected are printed on both types of receipt Point of Sale Printer specify the type of point of sale printer to be used This can be a standard Macintosh computer printer or a high speed serial tally roll printer The printer type will alter the window used in the Point of Sale Stationery setup as explained later Point of Sale Invoice click No POS Invoice if an invoice is not required to be printed at POS Click Normal POS Invoice if an invoice is required to be printed Click Full POS Invoice if an invoice is to be produced similar to the ones produced in sales invoicing If No POS Invoice is enabled a receipt can still be produced at the POS till if required as the receipt is stored in a temporary 500 line buffer i
112. t Aengesd eeneees Page Order Pages Per Sheet 1 v C eebe C Rotated Landscape Front to Back Back to Front Advanced Job Setup window properties PC Enter the number of copies to be printed This is generally left at 1 as the number can be specified when printing To set the number of copies select the Advanced button and then select the number of copies required from the Copy Count option Note that not all printers support this feature Setup 63 Apple LaserWriter Pro 630 Advanced Options 6 Apple LaserWriter Pro 630 Advanced Document Settings 5 125 Paper Output Paper Size 44 1 4 E Collated Copy Count In Graphic Print Quality 600dpi Scaling 100 TrueType Font Substitute with Device Font ike Document Options Advanced Printing Features Enabled o PostScript Options A Printer Features FinePrint TM OFF PhotoGrade TM OFF TraySwitch False 1 Concel Job Setup window advanced features Custom Layout click this if every block of text on the invoice is to be individually customised Note that this option is not available on all layouts and only those layouts that support this will have the Layout button Note that the previously explained Tab Stops At and Section settings are ignored when using a custom invoice layout A window is displayed showing t
113. t note is being created Prefix this may be up to 4 characters long and is printed before the digits It is generally used to denote the person dealing with the invoice It can be left blank if not required Suffix this may be up to 4 characters long and is printed after the digits It can be left blank if not required Standard Terms this will appear on each invoice If required it can be edited Setup 35 on invoices as they are created The edited terms will not be saved back as the default Settlement Percent enter this if a prompt payment settlement discount is to be offered by default If required it can be edited on invoices as they are created The edited percentage will not be saved back as the default Settlement Period enter the number of days allowed for prompt payment discount settlement If a settlement discount is not offered enter the number of days for standard settlement terms If required it can be edited on invoices as they are created The edited settlement period will not be saved back as the default There are three options for sales invoice settlement periods Calendar Month invoices become due at the end of the month in which they are raised Monthly an invoice becomes due on the specified day of the following month If 31 is entered it is presumed to mean the last day of the month Days the invoice becomes due after the specified number of days These settlement options accommodate vir
114. ta Source asua Sever 2 Database Name Accounts SOSStStSCSCS S User Detal User Name Peter Moeris User Password e Enter the name of the Server to match your Data Source Name as is seen in the ODBC setup Control Panel in the ODBC Data Source field Enter the name of the Database to match an existing database name created on your SQL Server in the Database Name field Enter the User Name Enter the Password Entering Initial Information ASTRA is now running and the various system parameters can now be set up The new database is initially empty and requires all the relevant company setup and accounts information to be entered Please refer to the following Setup section in this manual and perform all of the setup options When completed proceed with the following noting the minimum requirements to use the database Where entering the following information please refer to the appropriate manual for further information and suggested usage Year Start amp End Dates Select the Transactions menu under the Setup section and enter the company s Start and End dates for Last Year This Year and Next Year Please note that the Start Date should be the 1st of a month ie 1 4 2003 and the End Date the last day of a month ie 31 3 2004 VAT Period End and VAT Return Frequency Dates Select the Company Details menu under the Setup section and enter the company details noting that your actual Vat Period E
115. tails Purchase Price Level A etal Customers 0000 Discount Percent pm Comments We do not accept deliveries after A 30pm Conditions All documentation must show the Order Mumber in onder for invoices to be passed for payment I Display and Edit Cost Price when Goods are Received a Purchase Order Setup window Next Order enter the next purchase order number which will be automatically incremented as each new purchase order is created Prefix this may be up to 4 characters long and is printed before the digits It is generally used to denote the name of the ordering source to help the inward goods personnel to forward the delivery to the right department It can be left blank if not required Suffix this may be up to 4 characters long and is printed after the digits It is generally used to denote the person ordering or to which job the goods should be directed It can be edited at the time of the purchase order It can be left blank if not required Setup 53 Placed by this is the name or initials of the person who usually orders the goods It can be edited at the time the purchase order is created and will not be saved back as the default It can be left blank if not required Standard Terms enter the trading terms that you have with your supplier Settlement Percent if a prompt payment settlement discount is offered by default enter the percentage amount here Settlement Period enter the number o
116. tatus Ready Preferences Location General Office Invoice Printer WE Find Printer Number of copies fi H IV Collate S S Cancel Printer Selection window Add Printer Acrobat HP Color NT_Pro630 vr Selection Curent Page Pages each document will display the print selection dialog box so an alternative printer may be selected if required Entering Dates If only the day or the day and month figures are entered the remaining current month and year figures will be added automatically by ASTRA when pressing Tab or Enter Incorrect Date formats will cause the following message to be displayed Software Generalities 25 You have entered the date incorrectly or in the wrong format The format should be 15 11 2001 Incorrectly Entered Date Message window For Period Menu Whenever a period has to be selected for a report eg for a Trial Balance it can be chosen from the For Period pop up menu Trial Balance ear Z C Last Year fr This ear Nest Year Calculate Values Accumulate By Period For Pernod February et For Department January O AR Month Pop up menu window Tax Standard Deferred Tax and Cash Accounting On the Sales and Purchase Transactions Journals there is additional information for use with both Standard Tax and Cash Accounting Tax This is then carried forward into your Tax return to give
117. te Country Code enter the code you want to delete Press the enter key or click the OK button on the ribbon menu to proceed to file the setup parameters Income Methods This is where you enter the methods of payment which you accept Setup 47 gt New Income Methods E Method Details al Method Code cc Method Name Credit Cardz Description All Major Credit Cards Accepted Method Options Manual Telephone Mumber roe 345 697878 Auto Telephone Number Jo 345 697828 Merchant Number 3455 9955 1112 2345 Floor Lirit 100 00 I Keep Transaction Audit Trail e Calculate Checksum Ir Income Methods window New Income Method Method Code enter a suitable code for the income method It can be up to 20 characters Method Name enter the name of the income method It can be up to 20 characters Description if required enter a description for the income method Manual Telephone No enter the telephone number to be manually dialled for authorisation when credit card sales exceed stated floor limits This is for reference only Automatic Authorisation Telephone No enter the telephone number to be automatically dialled for authorisation when credit card sales exceed stated floor limits This is for reference only This may be used in the future when credit card companies specify a standard automatic electronic authorisation procedure Merchant Number enter the credit card retailer
118. tually all prompt payment terms The prompt payment date is automatically calculated and entered into the invoice Date Due field when creating an invoice The Invoices Due report is calculated and produced based upon the above selected option Selling Price Level select from the pop up menu the selling price level When invoicing the retail price of the stock code will automatically be put on the invoice unless specified otherwise in Customer Account Details This price can be edited at the point of invoicing Discount Percent If a discount percentage is entered it will appear on every invoice It can be edited at the time of invoicing Invoice Message appears on each invoice and contains text ie usually general terms or sales information This text cannot be edited when creating an invoice Full Stock Issue if selected when sales invoices sales orders incoming goods and job issues and receipts are filed the stock levels will be adjusted Price Lookup Only select this for price lookup only and not to automatically update any stock levels when invoicing stock items Allow Negative Stock if selected no warning will be given when invoicing or issuing more stock than is available This option is usually chosen when continuous deliveries occur and goods are put on the shelf before they can be entered into the computer this may occur in such as a supermarket Prompt for Back Order if selected a prompt for back orde
119. window click and hold the mouse down on the window s top title bar then drag the window to its new location A dotted line will appear showing the size and position of the window as the mouse is moved To make the window smaller click on the Zoom box which is the left box at the top right hand corner of the window Clicking on it again will return the window back to its original size To minimise or collapse a window click on the Collapse box which is at the top right hand corner of the window Clicking on it again will display the window again To close a window click the Go Away box at the top left corner of the window or select Close Active Window from the help menu Closing a window will not file the data all newly entered data will be lost as the window is simply closed To file the data click the OK button etc To close all windows select the Close All Windows option from the Help menu or hold the option key down whilst clicking the go away box ot Windows Controls for Macintosh bottom To resize a window use the standard drag box at the bottom right of the window or click the zoom box in the top right hand corner of the window If there is more than one window open on the screen only one will be active The active window is shown by the lines on the title bar ie non active windows have a plain title bar showing To make a window active click anywhere on it to automatically bring it to t

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