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SMS Manual - Cyrious SMS© WIKI

Contents

1. 31 3 6 Price Sheets 31 3 7 Increase Pricing 32 3 8 Entering Data 33 3 9 Product Navigation Tree 33 3 10 Product Entry Form 34 3 10 1 Product Tab 34 3 10 2 Pricing Tab 36 3 10 3 Tables Tab 37 3 10 3 1 Table Options 37 3 10 3 2 Table Descriptions 38 3 10 4 Material Tab
2. 88 8 2 Managing Customer Information 88 8 3 Reassigning Orders 88 8 4 Customer Industry and Origin Groups 89 8 4 1 Reassigning Industries 89 8 4 2 Reassigning Origins 90 Chapter 9 Reports 91 9 1 Reporting Setup 91 9 1 1 Crystal Reports Templates 91 9 1 2 Word Report Templates 91 9 1 3 SMS Report Templates 91 9 2 Adding a Custom Report Custom Menu Item
3. 49 5 1 User Options 49 5 2 Common Options 49 5 3 Invoice Number Options 49 5 3 1 Next Invoice Number 50 5 4 Shipping Links 50 5 5 Email Options 50 5 6 Explorer Color Settings 50 5 7 Standard Text 51 5 8 Estimate Greeting List 51 5 9 Standard Order Notes 51 5 10 Standard Production Notes
4. 118 10 8 Historical Sales Query 119 10 9 Activity Manager 119 10 9 1 AM Calendar 119 10 9 2 AM Tasks 119 10 9 3 AM Contacts 120 10 9 3 1 Schedule Contacts 120 10 9 3 2 Purging Contacts 121 10 9 3 3 Delete Prospects 121 10 9 4 AM Appointments 121 10 10 Production Tasks 122 10 11 Promotions 122 10 11 1
5. 62 6 9 Apply Finance Charges 63 6 10 Payments and Order Status 63 6 10 1 Payments 63 6 10 1 1 Finding the Order or Payment 63 6 10 1 2 Searching By Company Tab Sheet 63 6 10 1 3 Searching By Order Tab Sheet 64 6 10 2 Payments Tab Sheet 64 6 10 3 Status Tab Sheet 64 6 10 3 1 Change Status 64 6 10 4 Add to Notes 65 6 10 5 Signatures 65 6 10 6 Multi Order Payments Tab Sheet
6. 82 7 5 1 Sketch Pad 83 7 5 1 1 Onscreen Image Display 83 7 5 1 2 Invoice and Estimate Image Display 83 7 5 1 3 Work Order Image Display 83 7 6 Quick Price Quotation 84 Chapter 8 Customers 85 8 1 Adding a New Customer 85 8 1 1 Contact Tab Sheet 86 8 1 2 Financial Tab Sheet 87 8 1 2 1 Default Payment Information 87 8 1 3 Marketing Tab Sheet 87 8 1 4 History Tab Sheet
7. 11 2 3 Installation 12 2 3 1 Install Cyrious on the Server Standalone Computer 12 2 3 1 1 Step 1 Getting Started 12 2 3 1 2 Step 2 User Name and Company Name 13 2 3 1 3 Step 3 Selecting Network Server Standalone or Client Installation 13 2 3 1 4 Step 4 Select Installation Type 13 2 3 1 5 Step 5 Select Region 14 2 3 1 6 Step 6 Select Destination Path 14 2 3 1 7 Step 7 Select Program Folder 15 2 3 1 8 Step 8 Installation Complete 15 2 3 2 Install Cyrious on Each Client 16 2 3 2 1 Step 3 Selecting Network Server Standalone or Client Installation 16 2 3 2 2 Step 4
8. 137 11 7 2 2 Step 2 Select Products to Import 137 11 7 2 3 Step 3 Select Modifiers to Import 138 11 7 2 4 Step 4 Select Product Categories to Import 138 11 7 2 5 Step 5 Select Volume Discounts to Import 139 11 7 2 6 Step 6 Select Fonts to Import 139 11 7 2 7 Step 7 Select Colors to Import 140 11 7 2 8 Step 8 Select Price Sheets to Import 140 11 7 2 9 Step 9 You are now ready to import the product data 141 11 7 2 10 Step 10 Process Complete 141 11 8 Exporting Information 142 11 8 1 Exporting Product Data 142 11 8 1 1 Step 1 Getting Started 142 11 8 1 2 Step 2 Select Product Categories
9. 45 4 1 Adding New Employees 45 4 1 1 Business Info Tab Sheet 45 4 1 2 Other Info Tab Sheet 45 4 1 3 Commission Tab Sheet 46 4 1 4 Time Clock Tab Sheet 46 4 2 Editing Viewing Existing Employees 46 4 3 Time Clock 46 4 3 1 Adjusting the Time Clock Records 47 4 3 2 Clock In Times 48 4 4 Commission Fees Tab Sheet 48 4 4 1 Franchisee Fees 48 Chapter 5 Customizing Cyrious
10. 51 5 11 Passwords 52 5 12 Sales Goals 52 5 13 Store Information 53 5 14 General Tab Sheet 54 5 15 Taxes Tab Sheet 54 5 16 TaxID Options 54 5 17 Order Estimate Tab Sheet 55 5 18 Logo Tab Sheet 55 5 19 Production Info Tab Sheet 55 5 20 Installation Tab Sheet 56 5 21 Statement Text Tab Sheet
11. 69 6 11 1 Why Closeout 69 6 11 2 Closeout Types 69 6 11 3 Other Closeouts 70 6 11 4 Unclosing 70 Chapter 7 Orders and Estimates 72 7 1 Order Status 72 7 2 Entering New Orders and Estimates 73 7 2 1 Products Tab 73 7 2 1 1 Adding Additional Products 76 7 2 2 Customer Tab Sheet 77 7 2 3 Totals Tab Sheet 77 7 2 4 Notes Tab S
12. 65 6 10 7 Selecting Invoices to Post Payment 65 6 10 8 Partial Payments 66 6 10 9 Void Payment Tab Sheet 66 6 10 10 Issue Credit Tab Sheet 66 6 10 11 Credit Memos Tab Sheet 66 6 10 12 Apply Credit Tab Sheet 67 6 10 13 Write Offs Tab Sheet 67 6 10 14 Overpayments Tab Sheet 67 6 10 15 Refunds Tab Sheet 68 6 10 16 Finance Charges Tab Sheet 68 6 10 17 History Tab Sheet 69 6 11 Closeout Procedures
13. 39 3 10 5 Defaults 41 3 10 6 Modifiers Tab Sheet 41 3 11 Modifier Entry 42 3 11 1 Modifier Navigation Tree 42 Page 2 of 158 Rapidly Operational Highly Served Incredibly Satisfied 3 11 2 Modifier Tab 42 3 11 3 Pricing Tab 43 3 11 3 1 Base Charges 43 3 11 3 2 Setup Charge 43 3 11 3 3 Minimum Charges 44 3 11 4 Products Tab 44 Chapter 4 Employees
14. 56 5 22 SI Activity Manager Tab 56 5 23 Marketing Tab Sheet 57 Chapter 6 Accounting 58 Page 3 of 158 Rapidly Operational Highly Served Incredibly Satisfied 6 1 Account Codes 58 6 2 Accounting Transactions 58 6 3 Payment Types 59 6 4 Payment Terms 60 6 5 Sales Tax Groups 61 6 6 Reconcile GL 61 6 7 Export GL Entries 62 6 8 View GL Entries
15. 143 11 8 1 3 Step 3 Saving the Export File 143 11 8 2 Exporting to QuickBooks 144 11 8 3 Setting Date Range on Reports 145 11 8 4 Setting the Report Period 145 11 8 5 Step 1 Enter the starting and ending dates and times for the report period 146 11 8 6 Step 2 If you already have a QuickBooks company defined 149 11 8 7 Step 3 Match Cyrious Chart of Accounts 150 11 8 8 Step 4 Create New QuickBooks Accounts 152 11 8 9 Step 5 Enter QuickBooks Account Information in Cyrious 153 11 8 10 Step 6 Enter Payment Export Information in Cyrious 154 11 8 11 Step 7 Export Setup 156 11 8 12 Step 8 Daily Export 156 11 8 13 Step 9 QuickBooks Import
16. 26 3 3 6 Table Lookup by Height Width and Quantity 26 3 3 7 Table Lookup by Area and Quantity 26 3 3 8 Table Lookup by Length and Quantity 26 3 3 9 Table Lookup by Height and Quantity 27 3 3 10 Set Production Rate Pricing 27 3 4 Product Survey Set up Forms 27 3 4 1 Production Locations Worksheet 27 3 4 1 1 Accounting Breakdown Sales Tracking 27 3 4 2 Product Category Worksheet 27 3 4 3 Quantity Discount Worksheet 28 3 4 4 Products Worksheet 28 3 4 5 Price Modifiers Worksheet 30 3 5 Quantity Discounts
17. 3 10 6 Modifiers Tab Sheet This tab sheet is used to indicate which price modifiers apply to the product being entered All of the price modifiers are listed in alphabetical format based on the modifier code The complete pricing information for each modifier can be seen by using the scroll bar along the bottom of the Page 41 of 158 Rapidly Operational Highly Served Incredibly Satisfied screen The scroll bar on the right side of the screen will allow you to move up and down through the modifier list To apply a modifier to the product being entered place a check mark in the box beside the modifier code by clicking with the mouse To apply all modifiers to the product click on Include All To remove a modifier from the product being entered remove the check mark by clicking with the mouse To remove all modifiers from the product click the Clear All button 3 11 Modifier Entry 3 11 1 Modifier Navigation Tree To move between different modifiers use the Modifier Tree on the left side of the modifier entry screens The Modifier Tree consists of an alphabetical index at the first level and the modifier codes in the second level In the example below E is the index letter and Easel Backs is one of several modifier codes Click on the plus icon beside the appropriate index letter or number to see the modifier codes beneath Click on the minus icon to collapse any part of the tree To move from modifier to modifier in t
18. Enabling this level of password protection restricts access to the Marketing program issuing customer credits and voiding orders and payments Reporting Restrictions This level restricting access to the Reports Menu No password is needed for basic order estimate company and payment entry 5 12 Sales Goals Cyrious allows the User to define monthly sales goals To access the Sales Goals definition screen click Mgmt Setup Sales Goals Page 52 of 158 Rapidly Operational Highly Served Incredibly Satisfied Enter the monthly sales goal number in the field beside the month The sales goal numbers are used on the sales graph and the Activity Report as an indicator of what level of sales you want to achieve for a given month You cannot reset the order of estimate number to be lower than the last number used 5 13 Store Information This set of entry screens record default and system data used for the store In certain cases this information may be overridden for a specific order or customer e g tax rates but for most information these screens are the only input source e g the store address amp logo Fill in each of the tab sheets in the Store Information setup to establish standards for the store Although they may be completed in any order certain fields must be filled in before changes can be saved These fields are displayed in blue To make changes to the Store Information setup you must be in edit mode C
19. Lists payments made based on selected criteria Salesperson Report Lists data by salesperson Salesperson Reports are usually designed to answer questions about which Salesperson sold certain types of jobs how much salespeople sold or who sold to certain customers Industry Report Lists data by industry categories established within the POS Industry Reports are useful in studying industry buying patterns sales volumes or sales cycles Origin Report Lists data by origin of sales Typical questions answered with the Origin Report include How effective was the Yellow Page Ad How much referral business do I get from the Chamber of Commerce To select the desired output report click on the report button and then click on Next Step Alternately you can double click on your report selection 10 3 Selection Screen After selecting the Report Type Cyrious Marketing leads the User through a sequential process of creating a marketing report The Report Selection Criteria screen is divided into three sections Headings Selections and Report Criteria Cyrious Marketing uses an interface similar to Windows Explorer Whenever a list of choices is presented in folder outline format clicking the plus icon will expand the outline to show options under each folder Likewise clicking the minus icon will shrink the outline Page 101 of 158 Rapidly Operational Highly Served Incredibly Satisfied Use the values under t
20. Minimum Recommended Processor Pentium III 1ghz Pentium IV 2 4ghz 1 2000 2003 XP Professional operating systems supported Page 9 of 158 Rapidly Operational Highly Served Incredibly Satisfied Single Station Installations Minimum Recommended Memory 256 MB 1024 MB Hard Drive 10 GB free 30 GB IDE Drive 7200 RPM Monitor 800x600 resolution 256 colors 1024x768 resolution 32 bit color Printer Windows Compatible non impact printer Laser Printer Backup Device None Option A 100 MB ZIP Drive Option B CD DVD Writer Internet Access No Yes Others None Clients and server USB compatible Operating System Windows 2000 2003 Windows XP Professional Windows 2000 2003 Windows XP Professional Figure 2 1 Single Station Installation Requirements Network Installations Minimum Recommended Processor Clients Pentium III 1ghz Server Pentium IV Clients Pentium IV Server Pentium IV 2 4ghz Memory Clients 256 MB Server 256 MB Clients 512 MB Server 1024 MB Hard Drive Server 30 GB IDE Hard Drive Server 30 GB SATA Drive Monitor Clients and Server 800x600 resolution 256 colors Clients and Server 1024x768 resolution 32 bit color Printer Client or Server Windows Compatible non impact printer Client or Server Laser Printer Page 10 of 158 Rapidly Operational Highly Served Incredibly Satisfied
21. Royalty Fees Enter the percentage of Royalty fees assessed Advertising Fees Enter the percentage of Advertising fees assessed Page 48 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 55 CC UU SS TTO O M M II ZZ II NN G G CC YY RR II O O UU SS 5 1 User Options To set the screen options for Cyrious select Mgmt Set Up User Options The User Options portion of Cyrious allows each station or computer to set certain options to his or her liking There are three User Options tabs Common Options Shipping Links Email Options and Explorer Color Settings 5 2 Common Options Entry Options allow the User to customize certain Order and Estimate entry options Customer Entry First in Order Entry Check this option to set the Customer Tab screen as the first screen in order and estimate entry Show Override Item Total in Red at Order Entry Check this option to have overridden line item prices appear in red during order entry Some Users may wish to disable this option if the monitor is accessible to customers during order entry Skip Over Area Codes By default Cyrious will tab past the area code field during phone number entry This will save time in cities primarily covered by one area code Allow Due Date Before Today By default Cyrious will not allow due dates to be entered before today s date This includes edited orders To allow orders to be saved with prior due
22. The left portion of this window contains criteria that may be used to selectively filter which GL entries are displayed on the right section of the window The following selection criteria may be used individually or in combination Limit display to order number This limits the GL entries displayed to those for the order listed in the number box Limit display to customer number This limits the GL entries displayed to those for the customer listed in the number box Limit to the following accounts This limits the GL entries displayed to those for the account selected in the account code list beneath this checkbox Limit to transactions between This limits the GL entries displayed to those between the starting and ending dates selected To edit a GL entry simply click in the grid and change the desired values To insert a new GL entry click Insert New GL Entry and then enter the appropriate values in the grid Anytime you Page 62 of 158 Rapidly Operational Highly Served Incredibly Satisfied edit or insert a new entry Cyrious will automatically adjust the description and add the prefix ME to indicate a manual entry adjustment To exit without making any changes click Close 6 9 Apply Finance Charges The Apply Finance Charges window will allow you to apply finance charges on all invoices in accounts receivable based upon their age duration in ARs and payment terms as setup in the customer record For
23. This field is automatically maintained by Cyrious It is the total amount this customer currently owes on all orders Credits Given This field is automatically maintained by Cyrious It is the total amount of credit for this customer Last Approved Enter in the date that the customer received approval to open or renew their account status This date is tracked by Cyrious and is very useful in tracking when new credit information needs to be provided by the customer Payment Terms Click the down arrow in the Payment Terms box and select the payment terms that apply to this customer For more information on defining the selections see Payment Terms 8 1 2 1 Default Payment Information This section is used to record a default payment type for this customer If payment information is entered for this customer Cyrious will automatically fill in this information on the payment entry form Type Click the down arrow and select the default payment type from the list Credit Card Information Enter the Credit Card Number and Expiration date if applicable 8 1 3 Marketing Tab Sheet The fourth tab sheet in the customer entry form is the Marketing Data tab sheet This tab sheet is used to enter and track additional marketing information The left side of this tab sheet lists marketing related information about this customer including Customer Status Lists whether the customer record is a prospect no orders in the sys
24. To have Cyrious automatically post the reconciliation entries in the general ledger set the date for which you want the entries made and click Yes If you know the first date the general ledger was out of balance use this date as the entry date If you are not sure of which date to use use any date before the current monthly closeout To exit without making any reconciliation entries click No Page 61 of 158 Rapidly Operational Highly Served Incredibly Satisfied 6 7 Export GL Entries To export accounting data from Cyrious click File Export Accounting Data from the menu bar This opens the Export GL Transactions Screen There are several steps to complete for the successful export of data Choosing the correct dates By default Cyrious will export all data since the last time an export file was generated To change the dates exported click Change Export Dates Click on the desired period for records to be exported or enter the starting and ending dates Click OK to return after selecting the correct period Click Export to begin the export Cyrious will open a window to determine the name to use to save the file 6 8 View GL Entries Cyrious permits direct access to the general ledger database provided the User has the correct password level if passwords are enabled To access the GL database click Mgmt Accounting GL Manual Entry on the menu bar This will open the View Add GL Transactions window
25. Dates of Last Activity This section contains criteria for Estimate Created Date and Due Date For more information on using Date criteria see Selections Dates Estimate Amounts This section contains criteria for Estimate Sub Total Pre Tax Estimate Sub Total After Tax Shipping Sales Tax Non Taxable Sales and Discount Amount Salesperson An alphabetical listing of employees designated as Salespeople Use this criterion when building a query base on an individual estimates salesperson To base a query on the default customer salesperson use the Default Salesperson entry under Customer Criteria Entered By An alphabetical listing of employees designated as Entered By Use this criterion when building a query based on who actually entered the estimate in the POS system The list of information under the Product Criteria heading can be used when the criteria for your query is either all or in part based on the products and product categories in your Cyrious database Products An alphabetical listing of all User defined product codes Use this selection when building a query based on a particular product or group of products Product Categories An alphabetical listing of all User defined product categories Use this selection when building a query based on a particular product category or group of categories There are many options when adding criteria to a query based on dates Between Use this selectio
26. Last Year Use this selection to set the criteria to include all activity within the previous year For example if today were April 15 1999 this selection would include all activity from January 1 to December 31 1998 Up to this Month last year Use this selection to set the criteria for activity for last year For example if today were April 15 1998 this selection would include all activity from January 1 to March 31 1998 Up to this Date last year Use this selection to set the criteria for year to date activity for last year For example if today were April 15 1999 this selection would include all activity from January 1 to April 15 1998 Up to this Date in month last year Use this selection to set the criteria for month to date activity for last year For example if today were April 15 1999 this selection would include all activity from April 1 to April 15 1998 Examples There are many options when adding criteria to a query based on amounts The following selections are to be used when the query is based on INDIVIDUAL Order Estimate amounts Is Between Use this selection to establish a range of amounts Is Less than Use this selection to define a less than amount Is No More than Use this selection to define a less than or equal to amount Is More than Use this selection to define a greater than amount Is At least Use this selection to define a greater than or equal to amount Is Zero
27. Save Select Save to save the report s in the various supported formats Page 98 of 158 Rapidly Operational Highly Served Incredibly Satisfied Cancel Select Cancel to cancel printing 9 7 Emailing Reports Emailing reports from Cyrious SMS is made simple Open the report dialog window by selecting the report you want to print You must first connect to the Internet through your Internet Service Provider Once you connection has been established click on the Show Details section for the Email options listed on the print dialog screen To If an email address has been entered for this contact in the customer record Cyrious will automatically fill in this field To change the to address or to add a new one click in this field and enter the new email address CC To change the CC address or to add a new one click in this field and enter the new email address BCC To change the BCC address or to add a new one click in this field and enter the new email address Send to each recipient individually This option will send separate emails to each of the email addresses specified within the To field Subject Cyrious will automatically fill in the subject with the overall description for this report To change the subject click in this field and type the new subject Message Text in this field will be included in the body of the email In addition you may click the button to th
28. This is not necessarily a template that would be saved 10 6 8 Determining Effectiveness of a Particular Type of Advertising Task Determine the dollar amount of sales originated from the Yellow Page ad Report Type Origin Report Query Criteria Select the necessary criteria by following these steps Expand Customer Criteria Highlight Origins under the Headings column Double click on Yellow Pages under the Selections column to add this value to your query Page 115 of 158 Rapidly Operational Highly Served Incredibly Satisfied Sorting Customer Type Output Simple Report Flags No Flags Save Template Save as Yellow Pages Sales Report 10 6 9 First Time Customer Thank You Task Send a thank you follow up customer satisfaction letter to all first time customers that have picked up signs within the last week Report Type Customer Report Query Criteria Add the necessary criteria by following these steps Expand Customer Criteria Expand Dates of Activity Highlight First Order Date and then double click on This Week under the Selections column Page 116 of 158 Rapidly Operational Highly Served Incredibly Satisfied Sorting Company Name Output Options Microsoft Word Label and Letters Choose First time customer Thank you and then print Flags No flags Save Template Save as First Time Customer Thank You Page 117 of 158 R
29. 157 Page 7 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 11 UU SS II NN G G TT HH II SS G G UU II DD EE 1 1 How to Use this Manual 1 1 1 Notes It is always a good idea to save your work Notes are things we want you to be aware of These functions will help your shop be more efficient with the software 1 1 2 Warnings You should never leave your system for any extended period Warnings are things we want you to pay attention to As with any software program Cyrious is not 100 perfect These are some things you should look out for 1 1 3 Go To s Main Menu Setup System Setup Because Cyrious is such a complex program we have included links in every section These links will tell you how to get to the screens you need access to click by click 1 2 Technical Support If we have not addressed your question in this manual please contact our Technical Support team Cyrious Software Inc 12627C Jefferson Highway Baton Rouge LA 70816 www cyrioussoftware com Support Sales Toll Free US 888 552 9823 International UK 225 709 0499 Direct 225 709 0499 Fax 225 612 6308 smssupport cyrious com Toll Free US 800 552 1418 International 407 573 1100 Fax 407 573 1101 sales cyrious com Page 8 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 22 G G EE TT TT II NN G G SS TT AA RR TT EE D
30. 2 4 2 9 Reports Menu 18 2 4 2 10 Management Mgmt Menu 18 2 4 2 11 Help Menu 18 2 4 3 Main Toolbar 18 2 4 4 Action Toolbar 19 2 4 5 Navigation Window 20 2 4 6 Cyrious Explorer Search Engine 21 Page 1 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 4 7 Search On 21 2 4 7 1 Additional Search Options 22 2 4 8 Customer Grid 22 2 4 9 Order Estimate Grid 22 2 4 10 Other Cyriou
31. By selecting the More option Cyrious provide four additional search options Order Estimate Number Depending on the option chosen in the navigation window enter the order or estimate number for which you are searching Company Name Enter the first few characters of the company name As you enter more letters from the company s name Cyrious automatically locates the first customer that matches the letters typed Depending on the search criteria selected all orders or estimates for the customer entered will appear in the order estimate grid Last Name Enter the first few characters of the last name of any contact entered in Cyrious that has placed an order That contact s company information and any orders or estimates they have placed are displayed Page 21 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 4 7 1 Additional Search Options Salesperson Choose a salesperson from the drop down list P O Number Enter the first few or all digits of the P O Number As each number is typed Cyrious will search for the best match Phone Number Enter the first few digits of the ordering contact s phone number As each number is typed Cyrious will search for the best match You do not need to enter the area code Description Enter the first few characters of the overall order estimate description As each character is typed Cyrious will search for the best match 2 4 8 Customer Grid The
32. Select Server Location 16 2 4 Navigating in Cyrious 16 2 4 1 Home Page 16 2 4 2 Standard Menu Bar 17 2 4 2 1 File Menu 17 2 4 2 2 View Menu 17 2 4 2 3 Action Menu 18 2 4 2 4 Order Estimate Menu 18 2 4 2 5 Company Menu 18 2 4 2 6 Product Menu 18 2 4 2 7 Payment Menu 18 2 4 2 8 Marketing Menu 18
33. There are no setup options for line item discounts Line item discounts may be entered as absolute amounts or percentages of the base and modifiers Installation Installation is added to the base price and price modifiers less the discount to obtain the price for each product in the order The Installation Estimate screen is used for estimating installation and other costs not included in the product price Page 25 of 158 Rapidly Operational Highly Served Incredibly Satisfied The following pricing methods are used to determine the basic charge of a product Carefully read the descriptions of the different pricing methods to assure the most appropriate selection 3 3 1 Unknown Manually Overridden Use this option if this product is an item for which no standard pricing has been established This pricing method is commonly used for sub contracted and catalog sales This category will always result in a base price of 0 00 which means the User must always enter the actual price at the time of order entry Because it requires additional information excessive use of this pricing method slows the order entry process and decreases customer responsiveness 3 3 2 Fixed Price Size Preset Use this option if this product is an off the shelf item Typically the basic charge of the product is fixed and does not vary with size or number of sides 3 3 3 Area Based Height x Width Pricing Applies to products that are priced by the squ
34. To delete a customer first open the customer record as described above Then click Delete on the toolbar to delete the prospect If the customer has any orders they must be reassigned before deleting the customer 8 3 Reassigning Orders To reassign all orders from one customer to another to merge two customer records for instance click Customer Re Assign a Customer s Orders This will open the Re Assign Orders form Select the customer to be re assigned by clicking the top Select button This will open the Explorer screen and allow the User to select the original customer Designate the customer these Page 88 of 158 Rapidly Operational Highly Served Incredibly Satisfied orders will be assigned to by clicking the second Select button This will open the Explorer screen and allow the User to enter the destination customer To delete the original customer after reassigning check the Delete this customer after all orders are reassigned checkbox at the bottom To reassign the contacts for the original customer to the new customer check the Reassign contacts from old customer to new customer checkbox 8 4 Customer Industry and Origin Groups To define customer origins and industries click Customer Industries and Origins View Industries and Origins on the menu bar This will open the Customer Industry and Origin set up form To insert a new industry or origin click Insert and type the new name in the appropriate
35. check this box This is the most commonly used type and is appropriate when the average scrap calculation is built into the price Roll Material with one fixed dimension and one variable dimension By Roll Fixed Height If the material used comes from a fixed width substrate select this option and enter the actual height of the material in the Material Height box By Roll Fixed Width This is the most common option for digital printing If the material used comes from a fixed width substrate select this option and enter the actual height of the material in the Material Height box Sheet Material with a fixed height and fixed width By Sheet If the product is produced from cut sheets select this option and enter the sheet height and width Tiling The placement of multiple pieces along the fixed dimension of the material To allow tiling for this product check the box that says Tile within a Panel Roll with no tiling Roll with tiling Page 39 of 158 Rapidly Operational Highly Served Incredibly Satisfied Sheet with no tiling Sheet with tiling Gap Size The gap size is the amount of space to leave between pieces when arranging them on the material Enter the gap size for this material Rotate Rotating allows a piece to be turned 90 in order to achieve a better fit on the material Paneling If a piece is too large to fit on the material it must be divided into sections that are
36. enter the appropriate percentage Amount If the promotion entails a fixed amount off discount enter the appropriate amount Minimum Purchase If a minimum purchase is required to qualify for the promotion enter that amount in this field If there is no minimum purchase requirement enter zero or leave this field empty Cyrious will automatically save the promotion data when you close the Define Promotions form New promotions entered will be immediately available for use in order entry 10 11 1 Promotional for Specific Products Task Generate a list of customers purchasing banners during the previous November for a pre Christmas promotional letter Report Type Customer Report Query Criteria Select all customers who ordered a banner product something from the Banners category between November 1 20xx and December 1 20xx Expand Product Criteria and then click on Product Categories Double click on Banners or your appropriate product category in the Selection column Next expand Order Criteria under the Headings column Expand Order Dates and then click on Order Placed Date Page 123 of 158 Rapidly Operational Highly Served Incredibly Satisfied Click on the Between value in the Selections column and enter your dates using the calendar After entering the dates click on the Add button Sorting Zip Code for bulk mailing Output Save Data to File Comma Delimited Form
37. entry screens calculate prices based on the information entered on this screen This feature can be disabled if it is not applicable Enable Click on this box to enable the Installation feature for use on the order and estimate entry screens Equipment Enter the names of three frequently used installation devices Some examples are scaffolding hammer drill bucket truck or crane Minimum Charge Enter the minimum amount charged for the use of each of the frequently used items listed in the equipment column If there is no minimum amount required enter zero in the appropriate box If a fixed charge applies regardless of how long it is used enter this amount as a minimum charge with an hourly rate of zero Hourly Rate Enter the hourly rate charged for each of the frequently used items listed in the equipment column Shop Labor Rate Enter the hourly fee used for sign installation work that is done in the shop Some examples are building sign frames or installing vinyl on vehicles Field Labor Rate Enter the hourly fee used for sign installation work that is done on a job sight Material Multiplier Enter the multiplier used for purchased materials that are then used for installation 5 21 Statement Text Tab Sheet The Statement Text tab of the Store Information Setup stores the default statement text for delivered orders Enter different messages for the different ages of outstanding payments If orders have b
38. line item Clear To clear an existing the image click Clear Sketch To sketch an image using a mouse or Pen Tablet click Sketch This will invoke the sketchpad to allow the User to draw an image for this order Page 82 of 158 Rapidly Operational Highly Served Incredibly Satisfied Load Click on Load to open a file selection dialog and allow Cyrious to import a file into the image field for this product Attach To attach the file name and path of the graphic image without actually saving it in Cyrious click Attach This reduces the hard drive space taken up by the image and allows for changes in the design file to be automatically incorporated in Cyrious This option however does result in slower performance Save To save the image to disk click Save Copy Click Copy to copy the image to the Windows clipboard Paste Click Paste to paste copies of the image from the Windows clipboard Paste is often used with digital camera software that captures a digital picture and copies it to the clipboard 7 5 1 Sketch Pad The sketchpad is opened when the User clicks Sketch on the Sketch Image picture or the line item artwork tool bar Toolbar For ease of learning the Cyrious sketch pad s toolbar is similar to the Microsoft Paint program that comes with Windows including icons for writing drawing filling in color drawing circular or rectangular frames choosing the line thicknes
39. regardless of the quantity size or number of modifiers applied If the calculated value is lower than this value the minimum charge will be used instead Per Piece Enter the lowest acceptable charge per piece if this price modifier is selected If the calculated charge is lower than this value times the quantity this value multiplied by the quantity will be used Per Modifier Enter the lowest acceptable charge per modifier applied If the calculated charge is lower than this value multiplied by the number of modifiers applied the latter quantity will be used Double Minimums for Second Side Check this box if the minimum charges for this modifier should be doubled for a two sided product 3 11 4 Products Tab The information displayed on this screen includes product codes and the categories they belong to To assign a price modifier to a product click in the box beside the product code To assign this modifier to all products click the Include All button To remove the modifier from a certain product remove the check mark from the box beside the product code To remove the modifier from all products displayed click the Clear All button Page 44 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 44 EE M M PP LL O O YY EE EE SS 4 1 Adding New Employees Each Cyrious transaction requires an employees name to identify who created the estimate order or modification to an estimate or
40. then reassembled to create the final piece Paneling is also used in an effort to reduce the amount of scrap material Check the Avoid Paneling of Pieces if Possible check box to enable Cyrious to reduce the number of panels created even if more material is used and more scrap generated Charge Extra Per Panel Check this box to assess additional charges for each additional panel A fixed charge per panel or a percentage of the base price can be assessed Scrap Any unused material including gaps between tiles Check the Charge for Scrap box to add an additional amount to the price based on the scrap amount and the scrap factor Page 40 of 158 Rapidly Operational Highly Served Incredibly Satisfied Scrap Factor Enter the percentage of full price that scrap should be priced at To charge for scrap at the same price as the regular product enter 100 To charge half as much for scrap as for regular product enter 50 3 10 5 Defaults The Defaults tab sheet sets default values for the number of sides dimensions and colors that are applicable to the product The values chosen will appear in the line item tab sheet during order entry The default pricing tab must be complete for every product code entered into Cyrious Sides The default number of sides for the product This is usually one but can be set to any value between the minimum and maximum number of sides set on the Product tab Sheet Height The default height f
41. 5 5 10 TABLE NAME _____________________________________ should match from previous section Price Modifiers Added Value Items for Product Enter the price modifiers that can apply to this product For example a benefit charge of 15 might apply to Rush orders Price Modifier Codes 3 4 5 Price Modifiers Worksheet Price modifiers adjust the base price up or down to reflect the actual requirements of the job For instance a standard vinyl aluminum sign may include two colors on white 040 aluminum The Base Price for this will be calculated from the answers earlier in this section Price Modifiers are used to modify the base price based on answers to questions like How many additional colors beyond the standard two does the job entail Is premium vinyl required wanted for the job Is this a rush job Enter the factors that can change the base price It may be desirable to treat some of these items as separate products so the invoice will be clear Like products price modifiers also have a variety of pricing options Description PM CODE __________________________________________________ an 8 10 letter abbreviation used as a quick reference DESCRIPTION __________________________________________________ Question To maximize the ability for lesser trained personnel to price from the system the questions should be structured as a complete sentences and include the default values For in
42. Help Menu This menu provides helpful information on the security key number database location etc 2 4 3 Main Toolbar The main toolbar allows the User to perform some of the most commonly utilized functions with a single click Button Function Opens a new pricing screen Handy when a telephone call requesting a quick quote comes in Opens the estimate entry form Opens the order entry form Page 18 of 158 Rapidly Operational Highly Served Incredibly Satisfied Button Function Locates information by company order number or estimate number Allows the User to quickly post payments and change order status Allows employees to clock in or out Opens the quick report menu Access to daily planner and task list Provides quick easy to understand method of viewing the company s status through a graphical representation of information Opens the calendar Opens the standard Windows calculator 2 4 4 Action Toolbar The action toolbar appears on the right of every screen This toolbar allows the User to make certain choices such as save print or edit with respect to the information on the data entry screen Any active portion of the toolbar appears in color Any inactive portion appears gray Button Function Saves all entered information Allows the User to quickly post payments and change order status Page 19 of 158 Rapidly Operational Highly Served Incredibly Satisfied Button Func
43. Network Installations Minimum Recommended Backup Device None Option A 100 MB ZIP Drive Option B CD DVD Writer Internet Access Clients No Server Recommended Clients Recommended Server Yes Others None Clients and Server USB compatible Operating System Client or Server Windows 2000 2003 Windows XP Professional Client or Server Windows 2000 2003 Windows XP Professional Figure 2 2 Network Installation Requirements 2 2 1 Unsupported Operating Systems Windows NT Windows 98 ME Windows XP Home Edition Media Center Edition Macintosh OSX Due to network protocol changes between various versions of Windows we urge our customers not to use a hybrid operating system network environment such as Windows XP Server or Windows 98 Client Database corruption can occur using this type of a network configuration Cyrious recommends utilizing the same operating system on all network systems 2 2 2 Other Information Microsoft Word and Microsoft Excel are not required for proper operation of any functions within Cyrious SMS However if Word is available Cyrious automatically integrates with Word for creating mailing labels and form letters To use the mail merge features offered within Cyrious Microsoft Word 2000 or later are required Page 11 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 3 Installation 2 3 1 Install Cyrious on th
44. Promotional for Specific Products 123 Chapter 11 Misc 125 11 1 Backup Procedures 125 11 1 1 What to Back up 125 11 1 2 Other Backup Methods 125 11 2 Cyrious SSLIP 127 11 3 Database Management 127 Page 6 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 3 1 Rebuilding Databases 127 11 3 2 Clean up Databases 127 11 3 3 BDE Administrator 127 11 4 Dongle Management 128 11 4 1 Dongle Installat
45. Server Please contact a Cyrious Technical Support Representative if additional assistance is needed with this step 2 4 Navigating in Cyrious 2 4 1 Home Page The Home page is accessed by clicking on the Home button in the top left of the screen The Home screen contains shortcuts to these frequently used functions 1 Activity Manager 3 Explorer 5 Payment Entry 7 New Estimate 2 Marketing 4 Quick Reports 6 New Order 8 New Company Page 16 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 4 2 Standard Menu Bar The standard menu bar includes menus for File View Order Estimate Company Product Payment Marketing Reports Management Mgmt and Help Click on any of these to open that menu function Using lt Alt gt and the underlined letter in the menu title also opens the menu Press down lt Alt gt and lt O gt simultaneously to open the Order menu 2 4 2 1 File Menu New To create new records click here then select New Record from the list You can also access screens for New Order New Estimate New Company and New Product from this pathway Import Click File Import and then choose the type of data to be imported Export Click File Export and then choose the type of data to be exported Printer Setup Click here to set up the printing device You may select any printer installed by choosing it from the drop down box Print properties settings can be modif
46. Table is a list of heights quantities and their corresponding per piece prices When a product is entered in an order Cyrious uses the per piece price from the first row in which the table height and table quantity are less than or equal to the ordered height and quantity The entered length has no effect on the price Click in the box and type a height quantity or price Page 38 of 158 Rapidly Operational Highly Served Incredibly Satisfied 3 10 4 Material Tab Material pricing allows for pricing based not only on the size of the item but also on the amount of material actually used in production It gives Users the flexibility to increase the price of an item to account for unused material and or extra labor Certain products are produced using sheets or rolls of material of a predetermined size For many of these products especially digital printing it is preferable to specify the material dimensions and allow Cyrious to calculate the amount of material used This information is entered on the Materials tab of the Product Entry form The material packaging section specifies the size of the material used for producing the product If these are entered Cyrious will automatically calculate the actual amount of material used and the actual amount of scrap Cyrious can then charge a variable rate between 0 and 100 for the scrap material Not Specified If the actual material and scrap usage is not part of the price calculation then
47. The actual color of the dongle may vary Cyrious Software uses a brand of dongle called HASP which provides both parallel and USB port dongles In addition to the physical dongle HASP requires a device driver be loaded to properly function in Windows Cyrious automatically installs this driver during installation Each dongle has a unique serial number You may be asked for this serial number when you call for technical support This number will be printed on one side of the HASP and can be found in the Help about SMS section of Cyrious If the HASP is not detected because the dongle is physically absent or the device driver is not loaded Cyrious will NOT run 11 4 1 Dongle Installation The HASP dongle fits on a standard printer port or USB port and acts as a transparent device This means that anything connected through the HASP will not be affected To be sure the drivers are properly loaded install Cyrious Software first and then attach the dongle to your computer The HASP should be the first device connected to your computer If you have multiple dongles on the computer place the newest dongle first since the newer the dongle the more transparent it is likely to be If you have more than one printer port connect the HASP to the least frequently used port If you currently have a printer cable attached to the computer at this point remove the cable first Attach the HASP and then connect the printer cable to the back of the HAS
48. a new custom report or custom menu item a Enter the desired name of the report e g Payments Report b Select the appropriate Crystal Reports template from the System Report selection drop down list provided under File location e g CRYSTAL_Payments_PaymentsReport01 c Click on the Options tab select your desired configuration settings For the date configuration click Show Detail and select Use Group Value s Setting the option to Use Group Value s will result in the payments report utilizing the date configuration that you specified for the Quick Reports Group you created 5 With Custom Quick Reports Group selected click the Add drop down selection box at the top and click SMS Report a Enter the desired name of the report e g Sales by Order Origin Page 94 of 158 Rapidly Operational Highly Served Incredibly Satisfied b Select the appropriate SMS Report template from the System Report selection drop down list provided under File location e g Sales_SalesByOrderOrigin c Click on the Options tab select your desired configuration settings For the date configuration click Show Detail and select Use Group Value s Setting the option to Use Group Value s will result in the payments report utilizing the date configuration that you specified for the Quick Reports Group you created 6 Exit reporting setup 7 Your custom Quick Reports group is now ready f
49. and then placed on hold You must enter a description when putting an order On Hold Once the new status is selected click Change Status to change the status of the order 7 3 1 2 Un closing an Order After an order has been closed the User may change the status back to Picked Up in the same way the other statuses are changed Un closing an order makes auditing more difficult than normal Un closing is not recommended if entering a new order is feasible Only orders closed within the last three months can be un closed If you use reports based on orders closed e g royalty or commission reports based on orders closed any orders that were unclosed may show up on two separate reports The first appearance will occur when the order was originally closed The second appearance will occur after you reclose the order If security is enabled Cyrious will ask for a password before changing the order status backed to Picked Up Once the order status has been changed to Picked Up the order can then be edited or voided 7 4 Working with Existing Estimates Viewing Editing Existing Estimates To view an existing estimate click Explorer on the main tool bar or select View Explore Estimates from the menu bar to open the Explorer screen To view estimates select the Locate by Estimate option in the Explorer Navigation window This will display all of the existing estimates Page 81 of 158 Rapidly Operational Highly Served Incre
50. button Type your promotional message in the Message Text field Then click E mail to List This opens the Send E mail screen Cyrious Marketing will provide the addresses for the To box based on the e mail addresses of the customers and contacts you selected Customers will appear in this list only if an e mail address is entered in their Cyrious customer record Connect to your Internet carrier and then click Send to e mail the letter Note America Online cannot be used for the mass e mail option at this time because it does not support standard SMTP protocols Flags No flags Save Template Save as Monthly E mail promotion 10 6 7 Industry Specific Buying Trends Task Determine if there are any unidentified buying trends in the Food Sector within the last year for future promotions Report Type Order Report Query Criteria Expand Customer Criteria then highlight Industries under the Headings column Under the Selections column double click on Food Sector to add it to your query Next expand Order Criteria and then expand Order Dates Click on Order Placed Date and double click on Within the last year to add the time criteria to the query Page 114 of 158 Rapidly Operational Highly Served Incredibly Satisfied Sorting Order Date and Due Date for analysis of specific date event generating sale Output Options Simple Report Flags No Flags Save Template
51. click New To edit a payment term click on the payment term in the Terms List click Edit then click in the field to be changed and type the new value The following fields may be modified for each payment term Name Enter the name of the payment term Grace Period Enter the number of days from the Picked Up date that can elapse before payments on the order are considered late Fees based on Original Due Date Click in this check box if late fees are assessed starting on the original payment due date If this box is checked on the first day after the grace period interest is calculated since the original due date Charge Interest on Interest Click in this check box if interest compiles into the late balance amount owed Monthly Interest Rate Enter the monthly interest rate that should be charged when payment on the order is late This amount will not be automatically applied Message for Invoice Enter the text that you want to appear on the bottom of the invoice explaining the payment terms to the customer This area may be left blank if no payment terms information is desired on the invoice Page 60 of 158 Rapidly Operational Highly Served Incredibly Satisfied Once all information has been entered click Save To exit without making any changes click Cancel 6 5 Sales Tax Groups Defining sales tax regions is the key to simplified sales tax reporting to the government Cyrious allows an unlimi
52. customer grid contains summary information about customers entered in Cyrious Double clicking on any record in the customer grid opens the customer record Alternately you can access the record by right clicking and choosing Open or by highlighting the record and clicking the Select button 2 4 9 Order Estimate Grid The order estimate grid provides summary information about existing orders and estimates Double clicking on any record in the order estimate grid opens the selected record Alternately you can access the record by right clicking and choosing Open or by highlighting the record and clicking the Select button 2 4 10 Other Cyrious Explorer Options Many common functions can be accessed from the Explorer screen by using the right click menu These options include printing posting payments and viewing and scheduling contacts Printing orders and estimates Highlight the record in the order estimate grid and click the Print Invoice or Print Estimate button Printing order history Highlight the record in the customer grid and click the paper icon Printing payment history Highlighting the record in the customer grid and click the dollar sign button Viewing contacts Highlight the record in the customer grid and click the magnifying glass icon Page 22 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 33 PP RR O O DD UU CC TT SS AA NN DD PP RR II CC II NN G G 3 1 The Pow
53. dates check this box Order Origin Required to Save an Order Estimate Checking this box requires the User to track the origin of each order Order Origin tracking is essential to effectively gauge the success of marketing and advertising efforts Clone Shipping Address while Cloning and Order Estimate Check this option if you prefer to have the shipping address brought over when cloning an order estimate Proof Date Checked by Default Check this option to have the proof date in order estimate entry to be checked by default Post Deposit when Saving a New Order Check this option to have a Cyrious prompt you to apply a payment to the newly saved order Excluded Saturdays From Scheduled Dates Check this option to prevent an activity from being created on this day in the Activity Manager Excluded Sundays From Scheduled Dates Check this option to prevent an activity from being created on this day in the Activity Manager Show Advanced Screens Check this option to enable advanced screen choices Show Line Item Tree in Order Estimate Entry Check this option to enable a Windows Explorer type interface for the display of line items in order and estimate entry Show Artwork Window in Order Estimate Entry Check this option to display the artwork feature by default in order and estimate entry 5 3 Invoice Number Options Option A Set invoice number to the order number Select Option A to keep the sam
54. displayed on an order or invoice 7 5 1 3 Work Order Image Display Any of the three image types will be printed on certain work order templates Again only one will print if multiple images have been entered First the design artwork will print if there is no artwork the completion photo will print if there is no photo the sketch will print Page 83 of 158 Rapidly Operational Highly Served Incredibly Satisfied 7 6 Quick Price Quotation To provide a quick price to a customer click Quick Price on the Speed Bar This opens the Products tab sheet of the Order Entry Form which allows the calculation of a product price without entering customer or sales person information Choose Continue on the Action toolbar to continue the price screen so that it may be completed as a full Order or Estimate Follow procedures outlined in Entering New Orders and Estimates for more information Click Close to exit this function without saving a record of the Quick Price calculation Page 84 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 88 CC UU SS TTO O M M EE RR SS 8 1 Adding a New Customer Customer data can be added deleted or modified using the Customer Menu Order information must be modified through the Ordering functions A separate customer record is required for each billing address you wish to use Each customer however can have an unlimited number of contacts This enables order
55. etc There is no requirement for uniqueness in this name In fact it is often desirable to combine several fields into the same account when exporting by using the same Export Name To adjust the account code name used for export change the value of the text in the Export Number Description column Click Save to save all changes Click Cancel to exit without saving changes 6 2 Accounting Transactions Cyrious records accounting transactions for each payment entry and change of order status The following table lists the general ledger transactions associated with the change in order status Action Order Status Debit Credit New Order New WIP WIP Orders Outstanding Order Built WIP Built Built WIP Order Picked Up WIP Picked Up Orders Outstanding ARs Customer Deposits WIP Sales Sales Tax Built Picked Up Orders Outstanding ARs Customer Deposits Built Sales Sales Tax Order Closed Picked Up Closed None None Order On Hold WIP On Hold None None Built On Hold WIP Built Order Off Hold On Hold WIP None None Order Reopened Closed Picked Up None None Voided Order WIP Orders Outstanding WIP Page 58 of 158 Rapidly Operational Highly Served Incredibly Satisfied Action Order Status Debit Credit Built Orders Outstanding Built Picked Up Sales Sales Tax ARs Customer Credits The following general ledger transactions are
56. in each line For example you can combine the fields Work In Progress Inventory Finished Goods Inventory and Orders Outstanding in WIP FGI into one QuickBooks account to combine these accounts In this case the result will always be zero so nothing will export You may want different payment methods from those shown in the Comparison Chart If so include them in the blank rows provided Likewise if you will not use one or more of the payment methods shown simply draw a line through them to show they will not be used within QuickBooks Cyrious Accounts QuickBooks Accounts Already Exist in QuickBooks s QuickBooks s Account Type CURRENT ASSETS Payments 1100 Yes No Other Current Asset Page 150 of 158 Rapidly Operational Highly Served Incredibly Satisfied Cyrious Accounts QuickBooks Accounts Already Exist in QuickBooks s QuickBooks s Account Type Accounts Receivable 1200 Yes No Other Current Asset Work In Progress Inventory 1250 Yes No Other Current Asset Finished Good Inventory 1260 Yes No Other Current Asset CURRENT LIABILITIES Orders Outstanding in WIP FGI 2410 Yes No Other Current Liability Customer Deposits 2420 Yes No Other Current Liability Customer Credit Balances 2430 Yes No Other Current Liability State Taxes Owed 2501 Yes No Other Current Liability County Taxes Owed 2502 INCOME ACCOUNTS Sales Production Location 1 4001 Yes No Income Sales Production
57. in the Estimate Entry screen 7 4 1 Purging Estimates To purge old estimates from the system select Order Estimate Purge Estimates This opens the Purge Estimates screen To purge all estimates that are a certain number of days old enter that number in the box Click OK This deletes all estimates older than the specified number of days old To delete individual estimates select the estimate in Explorer and click Delete on the Action Toolbar Cyrious will maintain all estimate records until they are purged deleted or converted to orders Once an estimate has been purged or deleted there is no way to retrieve it 7 5 Artwork and Graphics For many orders it is still desirable to provide a sketch picture or design at the time of order entry A completed picture or design is particularly valuable during the reorder process to assist in quickly finding the order and ensuring it is what the customer wants Cyrious allows the capture of up to three images for each product entered These three images are designated the Sketch Image the Design File and the Completion Photo although there is no restriction on what graphics may go in any of the images Viewing editing and attaching artwork images To edit or view images in an order or estimate click the Artwork button on the line items tab while creating or editing the order or estimate Cyrious will bring up the line item artwork form to display all of the images associated with this
58. information before applying the finance charges to all orders 6 10 Payments and Order Status 6 10 1 Payments Cyrious uses one form to enter virtually all financial transactions such as payments and customer credits To access the payments screen click Payment New Payment or click on the New Payments icon on the main form The Payments form consists of two panels The top panel is used for locating the order for which the payment is associated The bottom panel is used for selecting the desired action entering payments issuing credits and entering the necessary information for that action the amount of the payment method of payment etc 6 10 1 1 Finding the Order or Payment Most financial transactions like payments order status write offs and refunds are associated with a specific order Some financial transactions like issuing credits are only associated with a customer The first step in entering a payment or other financial transaction is to select the appropriate customer and or order 6 10 1 2 Searching By Company Tab Sheet If given the company name click on the By Company tab and start typing in the Company field As you type Cyrious will look up the first customer matching what you type Alternately click the Page 63 of 158 Rapidly Operational Highly Served Incredibly Satisfied book icon to open Explorer and search for a customer or order using the familiar Explorer search engine Once the cus
59. is recommended that you create new account for the Accounts Receivable Specifically the new Accounts Receivable account must be named differently than the default account and the new Accounts Receivable must be defined with a Type of Other Current Asset rather than account Type of Accounts Receivable associated with the default Accounts Receivable account Note that QuickBooks will NOT allow you to import sales tax data directly into the default sales tax liability account within QuickBooks This is a special account that QuickBooks uses to automatically track sales taxes You will have to create new accounts for the State and County Taxes Owed from Cyrious New accounts are added in QuickBooks by selecting Edit and New Account Note the use of Parent and Sub Accounts In the following chart of accounts Parent accounts appear left justified and Sub Accounts where they exist are indented below the Parent account After you have created the new accounts print the modified Chart of Accounts by selecting File then print List The following Chart of Accounts illustrates those accounts required by Cyrious as well as the recommended naming of those accounts Note the existence of three parent accounts Sales Taxes Sales and Cost of Goods Each of these parent accounts has two or more Sub Accounts Page 152 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 8 9 Step 5 Enter QuickBooks Accou
60. order Therefore employee names and information must be entered into Cyrious before orders or estimates can be saved Select Mgmt Personnel New Employee to add new employees into the system This opens the Employee Information Entry Screen which includes three tab sheets Business Info Other Info and Commission Tab through each box to enter the necessary information 4 1 1 Business Info Tab Sheet The boxes beside words with blue lettering must be filled in before the employee information can be saved Name Enter employees first and last name Title Enter job title such as manager sign maker receptionist etc Store Number Enter the store number if applicable Dept Enter the department this employee works in such as screen prints electric installations etc Reports To Select the employee s immediate supervisor from the list Tax ID SSN Enter the employee s social security number or employee tax identification number Office Phone Enter the employees work telephone number and extension if applicable Office Fax Enter the fax number at employee s location E mail Enter the e mail address for employee if applicable Use of System Cyrious places the employee information in various places throughout the program To place the employee on the Active Employee list the Sales Person list the Entered By list and or Time Clock list click on the appropriate box Edit these
61. prices that we agreed upon If you have any questions please feel free to contact me It was a pleasure speaking with you 7 2 5 Dates Tab Sheet The fifth tab sheet in the order entry form is the Dates tab sheet Use this sheet to view the historical dates associated with the order and record signatures Dates This section lists out historical dates associated with this order such as Estimate Created Order Created Built Picked Up Closed date etc To record a signature Cyrious allows you to track and record customer signatures at several important points Click on Signatures to open the signature form While the Signature form is open click on Sign The Cyrious Sketch Pad will open With a pen based tablet the customer can sign his or her name After the User signs click Close to save the signature Select the image type Select the image type by clicking in the circle preceding the appropriate reason for the signature Placed Signature This box displays the signature of the individual who placed the order Art Approval Signature This box displays the signature of the individual approving the final layout of the order Picked Up Signature This box displays the signature of the individual taking possession of the completed order Page 79 of 158 Rapidly Operational Highly Served Incredibly Satisfied It is also a good policy to always enter the name of the person who signed to avoid difficulty lat
62. primary purposes of font lists are to 1 To provide the person entering the order with a list of valid fonts 2 To simplify the order entry process To assign font lists to different products open the Product menu click Lists and then click Font Lists This opens the Define Font Groups screen The font groups are listed in the left box To add a new group click on the Insert button To delete a group click on the Delete button The default group is always the first group and is used when no font list is assigned to a product It may be left blank if no default fonts are wanted The valid fonts for the selected group are listed in the right box Enter the fonts for this group in the list Use the Enter key in between to move to a new row To sort the list alphabetically click the Sort List button at any time There is no limit to the number of items that may be entered in either box Page 24 of 158 Rapidly Operational Highly Served Incredibly Satisfied 3 2 2 Re Assign and Delete Products In order to delete a product from the system you must first reassign all orders and estimates for that product to a new product The Reassign Products screen can be accessed from Product Products Reassign Delete or by clicking the Delete button in Product Entry To reassign a product select the product code from the original product list Next select the new product from the new product list To delete the original product after reass
63. s The total cumulative balance of the Accounts Receivable is displayed here Page 118 of 158 Rapidly Operational Highly Served Incredibly Satisfied 10 8 Historical Sales Query The Historical Sales Query form displays sales and accounting summary information for the selected period To generate a Historical sales Query open the View Historical Sales To change the selected period for the report click Change Dates and select the desired period To calculate the values for the specified period click Calculate 10 9 Activity Manager The Activity Manager provides an online calendar book with reminders for such things as customers with estimates outstanding aged accounts receivable or orders recently built or picked up Appointments and tasks can also be entered on this screen To access the Activity Manager click on Marketing Activity Manager Activity Manager or click on the Activity Manger icon on the main screen 10 9 1 AM Calendar The Activity Manager uses the Windows standard calendar to allow dates to be changed easily To change to a different date within the same month simply click on the desired date The current date will always appear with a red rectangle around it To change to a different month use the scroll arrows in the upper corners of the screen The highlighted date indicates the selected date and is the date used when setting or viewing appointments tasks or contacts To schedule contacts a
64. stores default information for Franchisee fees and Commission rates Pay Commission Based On Cyrious allows the User to define how commission will be paid to sales personnel Only one commission option can be enabled Picked Up Orders Choose this option if sales personnel receive commission based on orders picked up sales Closed Orders Choose this option if sales personnel receive commission based on orders that are picked up and fully paid Payments Received Choose this option if sales personnel receive commission based on payments collected for their orders Placed Orders Choose this option if sales personnel receive commission based on orders placed to their credit Cyrious can track Royalty and Advertising fees If applicable enter the percentage to use when calculating these franchise fees These numbers are used only for reporting purposes and do not affect any operations of the program If not applicable enter zero Pay Franchise Fees Based On Use this section to select the method of assessing franchise fees Cyrious allows only one method of assessing royalties to be selected at a time Built Orders Choose this option if franchise fees are paid based on orders built Picked Up Orders Choose this option if franchise fees are based on orders picked up sales Closed Orders Choose this option if franchise fees are based on orders that are picked up and fully paid 4 4 1 Franchisee Fees
65. taken on certain customers Marketing Flags can be used to exclude or include customers in subsequent queries Flagging customers as being mailed to and then excluding these customers in subsequent queries is an easy way to prevent duplicate mailings to customers To set marketing flags click on the flag name under the Set Flags list To clear marketing flags click on the flag name under the Clear Flags list The names for marketing flags are defined under Store Information Setup in Cyrious 10 5 Saving Report Template Screen If the query generated will be useful for future reports click on the Save this report template for future use button You will be asked to give the template a name Try to be descriptive as this will help you for future reports Report templates should be saved in the C Program Files Cyrious SMS Reports Mktg directory All templates saved in this default directory will appear on the Getting Started screen Page 108 of 158 Rapidly Operational Highly Served Incredibly Satisfied 10 6 Marketing Examples 10 6 1 Miss You Cards Task Send customers that have not placed an order in the last 6 months letters inviting them to come back Report Type Customer Report Query Criteria Last Order Date over 6 months ago Click on the plus icon beside Customer Criteria under the Headings column Click on the plus icon beside Dates of Activity and highlight Last Order Date Under the Se
66. the Unselect All button This will remove any check marks from the box beside the selected records Previous Step Click on the Previous Step to return to the Selection Criteria screen if it is necessary to modify the selection criteria This is usually done when the data yields too few records To set the sort order simply click on the header of the column you want to sort by For example if you want to sort by Company Name click on the Company Name header If individual records are desired simply click in the box beside the record to select it Once all selections have been made click on the Next Step button 10 3 5 Output Options Screen The Output Options screen is where you determine exactly what format you want for the output of the data There are several output options for the data To select a particular type of report output click on your selection from the Output Options list Page 106 of 158 Rapidly Operational Highly Served Incredibly Satisfied 10 3 5 1 Labels and Letters Note The use of the Labels and Form Letters option requires Microsoft Word 2000 XP The Labels and Letters output option allows Cyrious Marketing to utilize the mail merge capabilities of Microsoft Word 2000 The Labels and Letters options are Print to Word Use this option with existing Microsoft Word 2000 mail merge templates Highlight the desired template on the right side of the screen and click the Print to Word button Fax
67. the bottom window Cyrious will generate a list of all time cards that seem incorrect This is usually because an employee forgot to clock in or out on the day given To edit a record select the employee from the list on the left All time cards for that employee for the past month will appear in the Recent Time Cards window in the middle of the screen A list of open time cards for the employee will be displayed in the Open Time Cards box The manager may edit any of the times by selecting the appropriate record and changing the times for that time card on the right side of the form Page 47 of 158 Rapidly Operational Highly Served Incredibly Satisfied You cannot adjust timecards more than one month old To insert a new record click New Time Card and an empty line will appear Enter the time card date and correct times for that employee When you are finished click Save Changes 4 3 2 Clock In Times Minimum Clock In Time Cyrious allows the User to set a minimum clock in time for employees If this time is set and password protection is enabled a password is required to clock in before the minimum clock in time Maximum Clock Out Time Cyrious allows the User to set a maximum clock out time for employees If this is set and password protection is enabled a password is required to clock out after the maximum clock out time 4 4 Commission Fees Tab Sheet The Commission Fees tab of the Store Information setup
68. the marketer remembered to always send out the Miss You letters exactly every six months As most operators are not that precise this method eliminates double mailings and ensures that every absent customer is contacted at least once Sorting Company Name Output Options Microsoft Word Label and Letters Choose Inactive Customer Postcard with Coupon and then print Flags Set Flag 2 Absent Customers Save Template Save as Customers with no Orders in 6 months This will replace the previous template created in the first Miss You example and will eliminate the need to recreate the template every 6 months 10 6 3 VIP Customer List Task Create a list for sales personnel to deliver promotional gifts to customers that have ordered over 5 000 00 in signs this year Report Type Customer Report Query Criteria Customers who have ordered over 5 000 00 this year Expand Order Criteria and then Order Dates Highlight Picked Up Delivered Date Under the Selections heading double click on This Year To add the sales criteria expand Sales Amounts under Order Criteria and highlight Order sub total pre tax Page 110 of 158 Rapidly Operational Highly Served Incredibly Satisfied Click on Sum is more than and enter 5 000 00 in the text field to the right Click on the Add button to complete the query Sorting Salesperson Output Simple Report This allows the e
69. the most common transactions associated with payments credits and refunds Action Order Status Debit Credit Payment WIP or Built Payments Customer Deposits Picked Up Payments ARs Apply Credit WIP or Built Customer Credit Customer Deposits Picked Up Customer Credit ARs Refund from Payment on Order WIP or Built Customer Deposits Payments Picked Up ARs Payments Refund from Customer Credit N A Customer Credit Payments Write off Picked Up Write offs ARs Increase Customer Credit N A Credits Given to Customers Customer Credit Decrease Customer Credit N A Customer Credit Credits Given to Customers Overpayment N A Payments Customer Credit Voided Payment WIP or Built Customer Deposits Payments Picked Up ARs Payments 6 3 Payment Types Cyrious allows each User to define which forms of payments may be accepted By default Cyrious is set up to accept Cash Checks Credit Cards and Trade Barter To edit the existing payment types or to define new types click Mgmt Accounting Setup Payment Types Payment types may be organized into Payment Groups for purposes of financial reporting While Cyrious will track each payment separately reporting is grouped by payment groups This grouping permits similar types of payments for instance MasterCard and Visa to be grouped together on reports This feature is particularly useful when multiple credit cards are deposited into a bank account i
70. through Word Use this option with existing Microsoft Word 2000 mail merge templates and any fax driver You must have a fax driver loaded and access to a phone line to use this option Highlight the desired template on the right side of the screen and click the Fax through Word button Preview in Word Use this option to preview your data in an existing Microsoft Word 2000 mail merge template Highlight the desired template on the right side of the screen and click the Preview in Word button Find Other Template Use this option to browse for other existing Microsoft Word 2000 mail merge templates Edit Word Template Use this option to edit an existing Microsoft Word 2000 mail merge template Highlight the desired template on the right side of the screen and click the Edit Word Template button For more information on editing an existing Word 2000 mail merge document please consult the Microsoft Word User guide or online help file New Word Template Use this option to create a new Microsoft Word 2000 mail merge document For more information on creating new Microsoft Word mail merge documents please consult the Microsoft Word User guide or online help file 10 3 5 2 E mail List At the Output options screen click the E mail Report button Type the promotional message in the Message Text field and then click on the E mail to List button This opens the Send E mail screen Cyrious Marketing will provide the
71. to assign discounts or premiums to a price as the area height x width changes and can be assigned only when the area based pricing structure is selected The Area Discount Table is established so that Cyrious will automatically apply discounts for the product at the specified area break points When the minimum area and volume quantity are both met or exceeded the discount is applied The discount does not apply to the set up or per piece portion of the price This is usually not a problem because set up charges and area discounts are usually not used together 2 Length Discount Table Length discounts are used to assign discounts or premiums to a price as the length changes and can be assigned only when the length based pricing structure is selected The Length Discount Table is established so that Cyrious will automatically apply discounts for the product at the specified area break points When the minimum length and quantity are both met or exceeded the discount is applied 3 Height Discount Table Height discounts are used to assign discounts or premiums to a price as the height changes and can be assigned only when the height based pricing structure is selected The Height Discount Table is established so that Cyrious will automatically apply discounts for the product at the specified area break points When the minimum height and quantity are both met or exceeded the discount is applied 4 Size Lookup Table The Size L
72. to store information pertaining to the software Cyrious recommends using the program folder After you have completed this step the setup program will run the process of loading the files needed for Cyrious SMS to operate This process can take several minutes depending on the speed of your server standalone machine 2 3 1 8 Step 8 Installation Complete You have now completed the installation process You must reboot your machine for the settings to take effect Install the HASP security block on the machine before rebooting Page 15 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 3 2 Install Cyrious on Each Client Cyrious does not require the HASP dongle security key to be installed The HASP security block located on the Cyrious server is authorized for the number of connections licenses you purchased from your Sales Associate The procedure for installing SMS on each client is the same as installing the program on each individual machine except for Steps 3 and 4 2 3 2 1 Step 3 Selecting Network Server Standalone or Client Installation Insure that the option selected is Network Client 2 3 2 2 Step 4 Select Server Location Either type in the name of the server machine or select the Browse button If you select the Browse button expand either Network Neighborhood or My Network Places Under Entire Network expand Workgroup and select the machine on which you installed the Cyrious
73. to the query to complete the export process 11 8 13 Step 9 QuickBooks Import To import the Cyrious data into QuickBooks begin by opening QuickBooks and opening your company Select the file to be imported by choosing from the menu bar File gt Import gt IIF Files Locate the correct folder containing the file to be imported For example the folder may be named QB Page 157 of 158 Rapidly Operational Highly Served Incredibly Satisfied Imports and the sub folder may be named Jan Import Select the file name from the list of files within the folder chosen and then select Open The import should take only a few seconds If the import completed successfully there will be a message saying something like Import Completed Successfully If any errors occurred during the import there will be a message saying there was an error Contact Cyrious Tech Support if there was an error that you cannot resolve on your own If there was an error it is best not to attempt any subsequent imports until the problem has been resolved Page 158 of 158
74. tracking for different individuals at the same company without forgoing consolidated billing and overall customer management To add a new customer in Cyrious click on Company New Company from the file menu or click on the New Customer icon on the Home Page The Customer Entry Form will open This entry form contains five tab sheets of information Required fields those fields that must be entered before the customer record can be save are indicated by blue text Other fields are available to capture customer information but are not mandatory After all information has been entered click Save on the action toolbar to save the customer record The first tab sheet of the company information form is the Company Info tab sheet It is used to enter the primary company information Company Name Enter the company name for this customer Active Customer Uncheck this box for customers that are no longer active Department Location Enter the department name or location of this customer This is particularly useful when dealing with different offices of a large corporation or billing company departments separately Billing Address Enter the billing address city state or province and postal code of the customer Customer Notes Enter any additional notes desired This information is displayed when the customer places an order but does not print on invoices estimates or work orders Examples of information frequently incl
75. value if you wish Cyrious to automatically round the price of this product If no rounding is desired designate rounding to 01 Pricing Method Select the appropriate pricing method to calculate the basic charge of the product being entered For more information on the pricing methods Cyrious has available see Chapter 3 Section 3 3 Pricing Theory Base Enter the standard charge used for a product For area based pricing the basic charge is the charge per unit of area e g 10 00 per square foot For length based pricing this is the charge per length e g 8 00 per linear foot For production rate pricing this charge is base material price per unit area This value is not used for table based pricing One Time Fixed Set up The one time set up charge is a fixed charge that is included once for a product in an order regardless of the height width quantity or number of sides If there is no setup charge for this product enter zero Per Piece Fixed Set up The per piece fixed set up is a constant amount that is applied for each sign This amount does not change based on height width number of sides or quantity If this charge does not apply to the product being entered enter zero in the box Second Side Percent of Base The second side percent of base is the percentage increase applied to the product if it can be two sided If this charge does not apply to the product being entered enter zero Second Side
76. want to be included in the export file All Products and Modifiers associated with Products will be exported with the categories selected 11 8 1 3 Step 3 Saving the Export File You are now ready to export the product data to the destination selected in step 1 Select Start Export to begin the process Page 143 of 158 Rapidly Operational Highly Served Incredibly Satisfied Product Export is complete Select Done to close the window 11 8 2 Exporting to QuickBooks To setup your company in QuickBooks open the program and the following screen may appear If the following screen does appear then select the button labeled create a new company If the following screen doesn t appear go to File New Company to begin the EasyStep Interview process Page 144 of 158 Rapidly Operational Highly Served Incredibly Satisfied After you have selected Create a New Company select Next it will be necessary to select Next several times until the following screen appears Click the link saying Skip Interview 11 8 3 Setting Date Range on Reports While the Quick Reports Menu form is ideal for printing the most commonly used reports less frequently used reports and historical reports reports printed for a previous period must be printed individually All reports can be accessed by clicking on Reporting in the menu bar When you select a report a Print Report form is displayed Depending on the selected report not all of t
77. 9 RR EE PP O O RR TT SS 9 1 Reporting Setup Cyrious SMS supports three report types these are 1 Crystal Reports RPT file extension 2 Word Reports DOC file extension 3 SMS Reports GCR file extension 9 1 1 Crystal Reports Templates Crystal Reports provide the ability to drill down financial figures email and save reports in a variety of different formats Perhaps the best feature of all Crystal Report templates enable you to customize the templates using a design interface Customization of crystal report templates requires the purchase of Crystal Reports from Business Objects 9 1 2 Word Report Templates Microsoft Word Reports provide the ability to incorporate merge fields into a report Word Reports can be used in several ways For instance adding a product assembly sheet to print in conjunction with the Work Order Word Reports also enable the printing of Individual Mailing Labels without opening the marketing program and much more Cyrious provides you with a sample word document that provides a list of all merge fields 9 1 3 SMS Report Templates GCR Files were originally used in older versions of Cyrious The program still allows the use of this file type for customers that upgrade from an older version Your existing GCR files will not convert during the upgrade process so you will need to manually add them to the menu Note Cyrious will no longer create or customize GCR files and may eventually re
78. 91 9 3 Tips for Modifying Report Sections 93 9 3 1 Using the Copy To Option in Reporting Setup 95 9 4 Removing a Report Report Menu Item 96 9 4 1 Option 1 Disabling Show on Menu 96 9 4 2 Option 2 Deleting a Custom Report Item 96 9 5 Modifying Existing Report Settings 97 9 6 Printing Reports 98 9 7 Emailing Reports 99 9 8 Saving Reports 100 Chapter 10 Marketing 101 Page 5 of 158 Rapidly Operational Highly Served Incredibly Satisfied 10 1 Basic Marketing Operation 101 10 2 Marketing Report Ty
79. D 2 1 What is Cyrious SMS Cyrious SMS is a Windows based1 software program specifically written to help sign design print digital and engraving businesses flourish Cyrious software assists industries that are both retailing and manufacturing By using the complete Cyrious system the User obtains the following A menu driven customizable pricing system A customer database with complete customer history Accounts Receivable and collection Activity management Billing systemization Custom project estimates Work in Progress WIP Project Tracking Cyrious is loaded with features designed to increase your store profitability and effectiveness in running a retail manufacturing business Cyrious also provides analysis tools which are simple to generate and will save you time in managing your business Accounts Receivable analysis Estimate conversion analysis Industry analysis Marketing tool set Product analysis Salesperson analysis Time clock reports And much more We at Cyrious Software thank you for selecting our product to help manage the financial doings of your business 2 2 Hardware Requirements The following are the recommended configurations for Cyrious SMS in both single and multi User environments For additional information contact a Cyrious Software Technical Support Representative Single Station Installations
80. Deposits CustomerCredits 2430 Customer Credits StateTaxesOwed 2501 Sales Taxes State Owed CountyTaxesOwed 2502 Sales Taxes County Owed SalesProdLoc1 4001 Sales Core Products SalesProdLoc2 4002 Sales Digit Products SalesProdLoc3 4003 Sales Sub Contract Products CreditMemo 4110 Sales Credit Memo DiscountAmount 4120 Sales Discounts SalesShipping 4130 Sales Shipping InterestCharges 4140 Sales Interest Charges Credits 5100 Cost of Sales Credits WriteOffs 5200 Cost of Sales Bad Debt 11 8 10 Step 6 Enter Payment Export Information in Cyrious Now that the Account Names are filled in correctly you then need to fill in the export Account Names for the various Payment Methods Open Cyrious by selecting MGMT gt Accounting gt Setup gt Payment Types This step is illustrated as follows Page 154 of 158 Rapidly Operational Highly Served Incredibly Satisfied The following screen of Payment Groups and Methods will appear The Payment Groups in your system may be slightly different On each Payment Method you need an export description which is the QuickBooks Account Name Select the plus sign next to the group and then select the Payment Method Enter in the matching name you created in QuickBooks to correspond with the Export Description Cyrious recommends that you use Undeposited Funds for the Cash Related Payment Methods The QuickBooks Account Name for System Transfer and Trade Ba
81. Location 2 4002 Yes No Income Sales Production Location 3 4003 Yes No Income Credit Memos 4110 Yes No Income Discounts Given 4120 Yes No Income Shipping Revenue 4130 Yes No Income Interest Charges Assessed 4140 Yes No Income EXPENSE ACCOUNTS Credit Given to Customers 5100 Yes No Income or Expense Bad Debt Write Off 5200 Yes No Expense PAYMENT METHODS System 1100 000 Bank Cash 1100 110 Yes No Bank Checking 1100 111 Yes No Bank MasterCard 1100 112 Yes No Bank Visa 1100 113 Yes No Bank Page 151 of 158 Rapidly Operational Highly Served Incredibly Satisfied Cyrious Accounts QuickBooks Accounts Already Exist in QuickBooks s QuickBooks s Account Type AmEx 1100 114 Yes No Bank Discover 1100 115 Yes No Bank Direct Deposit 1100 116 Yes No Bank Trade Barter 1100 117 Yes No Bank 11 8 8 Step 4 Create New QuickBooks Accounts Once the Comparison Chart is completed open QuickBooks to begin creating new accounts It is likely that you will need to create new accounts for all Current Assets except Undeposited Funds all Current Liabilities all Income Accounts and all Expense Accounts The type of account to use is shown in the column labeled QuickBooks s Account Type in the Comparison Chart Note that if you use the default QuickBooks account for Accounts Receivable you will likely get an error when trying to import a file from Cyrious into QuickBooks Therefore it
82. One Time Fixed The second side one time fixed charge is a constant one time charge that is applied for each two sided sign This amount does not change based on height width or quantity If this charge does not apply to the product being entered enter zero into the box Second Side per Piece Fixed This is a fixed charge added to each sign that is applied for two sided signs This amount does not change based on height or width If this charge does not apply to the product being entered enter zero Per Piece Minimum Enter the lowest acceptable per piece charge for the product If the calculated charge is lower than this value times the quantity the Per Piece Minimum times the quantity will be used If this charge does not apply to the product being entered enter zero Per Line Item Minimum Enter the lowest acceptable charge for an order of this product regardless of quantity or size If the calculated charge is lower than this value the Per Line item Minimum will be used instead If this charge does not apply to the product being entered enter zero Page 36 of 158 Rapidly Operational Highly Served Incredibly Satisfied 3 10 3 Tables Tab Depending on the pricing structure the Area Discount Table the Length Discount Table or the Pricing Table may be visible No table is visible for fixed or cost plus pricing All of these tables affect the pricing of the product as the products size changes For descriptions of t
83. P 11 4 2 Device Driver Installation Normally Cyrious installs the device driver for the HASP during installation If you need to install the driver manually run the program HDD32 EXE or HINSTALL EXE located in the O Program Files Cyrious Common HASP directory The following command line options may be used to bypass the menu and set up the HASP driver Page 128 of 158 Rapidly Operational Highly Served Incredibly Satisfied HINSTALL EXE I Installs the HASP driver HINSTALL EXE r Removes the HASP device driver HINSTALL EXE info Displays information on the HASP HINSTALL EXE computer nec Sets up HASP for NEC computer HINSTALL EXE computer ibm Sets up HASP for standard PC type Additional utilities like HASPDIAG EXE provide further diagnostic information on the HASP Driver If you are experiencing difficulties getting Cyrious to acknowledge the dongle you may be asked to run these programs by Cyrious Software Technical Support After installing the HASP device driver software you must reboot the computer for the software to load There are several printer port types the most common of which are standard bi directional EPP and ECP modes The HASP device driver will not work with EPP mode Changing the printer s port mode is usually done in the CMOS setup when you first turn on your computer Is this setting is EPP change it to any other value although ECP is recommended due to its enhanced abilitie
84. RR DD EE RR SS AA NN DD EE SS TT II M M AATT EE SS 7 1 Order Status All orders normally proceed through a set path from creation to closure although they may skip several steps along the way Estimate WIP Built Picked Up Closed New Order Picked Up Immediately Cloned Repeat Order ORDER LIFE CYCLE Pre Paid Two additional statuses On Hold and Voided are special statuses that are not in the normal order process Below is a full description of each status Work In Progress WIP New orders start as Work In Progress or WIP as it is usually called An order is automatically given a status of WIP when it is saved or when an estimate is converted to an order Orders in WIP are awaiting construction or fulfillment Cyrious provides numerous production oriented reports to help identify orders in WIP and when they are due Built Once an order has been constructed or fulfilled the status can be changed to Built Built orders are ready to be picked up delivered or installed but have not yet been If an order s status is incorrectly changed to Built the status can be changed back to WIP From an accounting viewpoint an order is not considered a sale when it is still in WIP or Built Until control of the product is transferred to the customer when it is picked up shipped delivered or installed the order is not considered a sale For the same reason all payments against orders in WIP and Built status are treate
85. Rapidly Operational Highly Served Incredibly Satisfied TTAABBLLEE O OFF CCO ONNTTEENNTTSS Chapter 1 Using this Guide 8 1 1 How to Use this Manual 8 1 1 1 Notes 8 1 1 2 Warnings 8 1 1 3 Go To s 8 1 2 Technical Support 8 Chapter 2 Getting Started 9 2 1 What is Cyrious SMS 9 2 2 Hardware Requirements 9 2 2 1 Unsupported Operating Systems 11 2 2 2 Other Information
86. Screen 108 10 5 Saving Report Template Screen 108 10 6 Marketing Examples 109 10 6 1 Miss You Cards 109 10 6 2 Miss You Cards Part II 109 10 6 3 VIP Customer List 110 10 6 4 Sending Holiday Cards 111 10 6 5 Outstanding Estimate Reminders 112 10 6 6 Monthly E mails 113 10 6 7 Industry Specific Buying Trends 114 10 6 8 Determining Effectiveness of a Particular Type of Advertising 115 10 6 9 First Time Customer Thank You 116 10 7 Sales Graph
87. Set Production Rate Pricing Select this option if this product requires a large set up charge and then is produced in volume at a certain rate per hour Printers and screen printers are the main Users of this pricing methodology 3 4 Product Survey Set up Forms 3 4 1 Production Locations Worksheet Production locations identify where the product is going to be produced 1 ________________________________ 2 ________________________________ 3 ________________________________ Each product is assigned a default production location The Work In Progress WIP list and other production lists can be segmented according to production location Production locations can be used for several purposes but are most commonly used for Production Tracking WIP Typical breakdowns by production locations are Common Alternate Local In house Brokered 3rd Party National Subbed Subbed Local When so segmented the WIP list allows the manager to immediately see how the workload is broken down and therefore determine how to schedule his her resources 3 4 1 1 Accounting Breakdown Sales Tracking Production Locations may also be used to break out sales and production according to some internal division such as departments for accounting and sales tracking purposes In general however the product categories usually provide more flexibility for this purpose 3 4 2 Product Category Worksheet Product Categories are groupin
88. Use this selection to set the amount criteria to be equal to zero Is Not Zero Use this selection to set the amount criteria to not be equal to zero Is Over 100 Use this selection to specify that the amount must be more than 100 Is Over 250 Use this selection to specify that the amount must be more than 250 Page 105 of 158 Rapidly Operational Highly Served Incredibly Satisfied Is Over 500 Use this selection to specify that the amount must be more than 500 Is Over 1000 Use this selection to specify that the amount must be more than 1000 The following selections are to be used when the query is based on CUMULATIVE Order Estimate amounts Sum Is Between Use this selection to establish a range of amounts Sum Is Less than Use this selection to define a less than amount Sum Is No More than Use this selection to define a less than or equal to amount Sum Is More than Use this selection to define a greater than amount Sum Is At least Use this selection to define a greater than or equal to amount Sum Is Zero Use this selection to set the amount criteria to be equal to zero Sum Is Not Zero Use this selection to set the total amount criteria to not be equal to zero Sum Is Over 100 Use this selection to specify that the total amount must be more than 100 Sum Is Over 250 Use this selection to specify that the total amount must be more than 250 Sum Is Over 500 U
89. You can backup you data in many other acceptable ways Two of the most common are copying the files with Windows Explorer and using other backup programs Copying Files The easiest alternative to using a backup program is to copy the data files using Windows Explorer Network Users frequently use this option to copy the data from one computer to another as an intermediate backup If you use the default values for the installation Cyrious stores the data in two locations The following files and folders should be backed up from the two directories 1 C Program Files Cyrious SMS Folder named DATA SMSStoreData MDB SMSSystemData MDB 2 C Program Files Cyrious SSLIP SSLIP MDB NOTE If you have customized your invoice estimate work order or any of the reports you should also backup the C Program Files Cyrious SMS Reports folder and all subfolders Unless you have implemented customized reports it is not necessary to back up the Reports folder Page 125 of 158 Rapidly Operational Highly Served Incredibly Satisfied Other Backup Programs Many other backup programs will work to backup the files If you purchased a tape drive CD Burner Zip Drive External Hard Drive you probably received a copy of a backup program Most of these programs include features schedulers etc that will automatically run in the evening Many backup programs predating Windows 95 98 NT do not back up the long file names associated wit
90. acks Once all information has been filled in click the Schedule Contacts button 10 9 3 2 Purging Contacts To purge contacts that are older than a specified number of days click on Marketing Activity Manager Purge Contacts This will open the Purge Contacts form Enter how old in days the contact needs to be to be deleted If all contacts are to be purged enter zero for the number of days Place a checkmark in the box beside what types of contacts to purge Click on the Purge button to purge the contacts or Cancel to close without purging the information 10 9 3 3 Delete Prospects This screen allows you to delete or purge prospects from your database In order to use this function you must include the condition Customer is a PROSPECT as one of your criteria This is found under the Customer Criteria in the General Criteria folder You also have the option of deleting prospects that currently have estimates To delete prospects with estimates you must remove the checkmark from the Do not delete prospects with estimates box Please exercise caution when using this function as there is no undo feature To delete prospects simply click on the Delete Prospects button 10 9 4 AM Appointments Appointments must be added manually to the Activity Manger This section is a useful tool to help track sales calls and other business meetings Scheduling a New Appointment To schedule a new appointment click in
91. addresses for the To box based on e mail addresses of the customers and contacts you selected Customers will appear in this list only if an e mail address has been entered in their Cyrious customer record Connect to your internet carrier and then click Send to e mail the memo Note America Online cannot be used for the mass email option at this time because it does not support standard SMTP protocols 10 3 5 3 Save Data to File Cyrious Marketing can export your marketing data in the following formats Text File comma delimited Text File tab delimited DBase File Paradox File To export your data choose the appropriate format from the dropdown list and then click the Export Data button You also have the option to select what fields you want to export To choose an individual field or group of fields simply click in the box beside the field names you want to export To select all fields for exporting click on the Select All button The Unselect All button will remove all check marks To order the fields in the export file click on a selection and drag it to the appropriate place in the list Page 107 of 158 Rapidly Operational Highly Served Incredibly Satisfied 10 3 5 4 Simple Report The Simple Report option allows for the printing of a simple list The first step is to select the Export and Viewer Format Next select the desired fields to print This is done by clicking in the box b
92. aged Therefore Cyrious Software strongly recommends daily backups of all data 11 3 2 Clean up Databases To clean up databases click Mgmt Maintenance Utilities Database Clean up from the menu bar This utility is used to scan the databases for locked records due to previous edits Generally these records are automatically unlocked by Cyrious but in cases when the computer is not properly shut down or experiences an error the locked records may remain The presence of locked records can prevent the record from being edited In these cases Cyrious will notify the User that either another User is editing the record or the databases need to be cleaned up It is extremely important that only one computer on a network has Cyrious open Running Clean up Databases with multiple stations open may result in lost records on the other computer 11 3 3 BDE Administrator Cyrious utilizes Borland s Database Engine BDE to access and manipulate the data it uses The BDE is automatically installed when Cyrious Software is installed and operates behind the scenes so most Users never need to concern themselves with it Page 127 of 158 Rapidly Operational Highly Served Incredibly Satisfied If you have any questions about the Borland Database Engine please contact Cyrious Technical Support 11 4 Dongle Management Cyrious uses a dongle also known as a security key for short to protect against unauthorized use of the program Note
93. and enter the number of days desired between contacts to remind the customer that a completed order is waiting for pickup 5 23 Marketing Tab Sheet The Marketing Tab of the Store Information setup is used in conjunction with the Cyrious Marketing amp Information Utility Program Using the marketing tools Cyrious allows you to flag customers after they meet certain requirements For instance a flag may be used to identify customers that were recently sent a promotional mailer or that have not ordered in the last six months This would allow you to either eliminate these customers from a subsequent mailer or generate a follow up targeted at this group For ease of reference you may name each of these marketing flags by clicking in the Name field and typing the flag name Since no two stores are the same Cyrious permits each store to setup two customized drop down lists and two free form memo text boxes for gathering additional customer information This information can be entered in the customer record when the record is created or edited These fields are frequently used to record business associations demographic information company size or other information you wish to track Name of User Defined Fields Enter the name title for the customized drop down boxes This field name is what is used in the Marketing amp Information Utility program Selection List Enter the values you wish to appear in the drop down list during
94. apidly Operational Highly Served Incredibly Satisfied 10 7 Sales Graph The Summary Sales Graph provides a graphical representation of information for Monthly Sales Goals Month to Date Sales Works in Progress Payments and Accounts Receivable It provides a quick easy to understand view of the company s status To display the Sales Graph click View View Graph on the menu bar or click the Graph button on the main toolbar By default the sales graph display information since the last monthly closeout To change the dates select the date period from the Select Dates drop down list and click the Refresh button The following statistics are displayed in the Sales Graph for the selected period Sales Goal The User defined sales goal for the period is displayed here MTD Sales The Month to Date Sales total is displayed here WIP 1 The total value of WIP in the first production location is displayed here The names for the production locations will be those specified in the program setup WIP 2 The total value of WIP in the second production location is displayed here WIP 3 The total value of WIP in the third production location is displayed here WIP Total The total value of WIP in all production locations is displayed here Built The total value of orders completed but not picked up is displayed here Payments The total value of payments entered for the period is displayed here A R
95. are foot inch meter or millimeter This is the most commonly used pricing structure for the sign industry Discounts may be applied based on the size of each individual sign or quantity 3 3 4 Length Based Pricing This is the best choice if the product has a fixed height and the price is determined solely based on length While Cyrious will allow the User to enter a height this value will not be used in the pricing calculation Additional length discounts may be set that allow for price reductions as the length increases Banners are the most common application for length based pricing 3 3 5 Height Based Pricing Select height based pricing if the product has a fixed length and the price is determined solely based on height While Cyrious will allow the User to enter a length this value will not be used in the pricing calculation Additional height discounts may be set that allow for price reductions as the height increases Channel letters and vinyl lettering are the most common application for height based pricing Cyrious will also allow the User to enter pricing directly into a table format Depending upon the nature of the product if may be more advantageous to enter the actual dimensions or just one dimension In each case Cyrious will automatically look up the appropriate pricing and return on the value that was entered 3 3 6 Table Lookup by Height Width and Quantity Used to enter a table of prices specifying the height wi
96. at Flags No Flags Save Template Because of the specific dates entered for this query it may not be desirable to save for future use Page 124 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 1111 M M II SS CC 11 1 Backup Procedures 11 1 1 What to Back up Backing up your data is the single most important thing you can do to prevent a catastrophic problem Hard disk failures high voltage spikes and other events can render even the best system inoperable Cyrious Software STRONGLY encourages you to back up your data on a daily basis As with almost all Windows applications it is not necessary to backup the application In case of a hard drive failure it is better to reload Cyrious and then simply restore the data then to try to restore the program from a backup If you use the default values for the installation Cyrious stores the data in two locations The following files and folders should be backed up from the two directories 1 C Program Files Cyrious SMS Folder named DATA SMSStoreData MDB SMSSystemData MDB 2 C Program Files Cyrious SSLIP SSLIP MDB NOTE If you have customized your invoice estimate work order or any of the reports you should also backup the C Program Files Cyrious SMS Reports folder and all subfolders Unless you have implemented customized reports it is not necessary to back up the Reports folder 11 1 2 Other Backup Methods
97. atus button will switch the product category status between Active and Inactive Products assigned to an Inactive product category will not appear on the product selection list when entering new orders Click the Close button to close the screen All changes are automatically saved 3 2 1 Color and Font Lists Cyrious allows for the definition of standard color groups for use with products The primary purposes of color lists are 1 To provide the person entering the order with a list of valid colors 2 To simplify the order entry process Page 23 of 158 Rapidly Operational Highly Served Incredibly Satisfied To assign color lists to different products open the Product menu click Lists and then click Color Lists This opens the Define Color Groups screen The color groups are listed in the left box To add a new group click on the Insert button To delete a group click on the Delete button The default group is always the first group and is used when no color list is assigned to a product It may be left blank if no default colors are wanted The valid colors for the selected group are listed in the box on the right Enter the color choices in the list Use the Enter key to move to a new row To sort the list alphabetically click the Sort List button at any time There is no limit to the number of items that may be entered in either box Cyrious allows for the definition of standard font groups for use with products The
98. ay click the book icon to open the Product Selection form This screen offers a list of products arranged by category Select a category in the left panel and all products in that category will be displayed in the right panel Find the desired product and double click on it to select the choice or highlight the code and click Select Page 73 of 158 Rapidly Operational Highly Served Incredibly Satisfied Detailed information about the product can be accessed by clicking on the button to the right of the book icon Any information entered in the detail product information section of the product entry form will be displayed Certain default product information is automatically filled in by Cyrious when a product code is entered If you enter a product code and subsequently decide to change it Cyrious will ask you if you wish to reset the line item If you answer yes the defaults for the new product will be loaded and they will overwrite anything currently entered in that line item Child Check this box if the current product should be a child or secondary line item Child line items do not print on estimates or invoices The charges of child line items are included in the parent line items price Child line items are denoted in the line items grid with item numbers of 1 A or 2 A depending on the parent line item number Quantity Enter the quantity of the product ordered Sides Enter a one if this is a one sided product
99. ayment 6 10 15 Refunds Tab Sheet The Refunds tab sheet allows the User to issue a refund to a customer This tab should only be used when the customer receives money back Do not use this tab to increase customer credit There are two sources for refunds First the User may issue a refund from payments made on the order This is not the same as voiding a payment and does not have to be for the same amount as any payment However it is not possible to refund more than the total amount already paid for an order The second source for refunds is customers credit balances The User may issue a refund up to the amount of a customers credit balance The following information must be entered to issue a refund Amount Enter the amount of the refund Reason Enter the reason this refund is being given This information will print on all payment reports that list the refund To issue the refund from payments made on the selected order select From Order Payments To issue the refund from an existing credit balance select From Customers Credit Balance If only one of these items is applicable because either no payments have been made or the customer has no credit balance this box will be disabled Issued By Select the name of the person issuing the refund from the drop down list Method Choose the payment method from which the refund is issued from the drop down list Once you have entered this information click Issu
100. cked Total Credit This is the total amount of credit that will be issued to this customer Once all of the information has been entered and verified click on the Issue Credit Memo button 6 10 12 Apply Credit Tab Sheet The Apply Credit tab sheet allows a customer to use all or part of a credit balance that has been established If the customer has a credit balance Cyrious will automatically select the Apply Credit tab in Pay Status The following information must be entered to apply an existing customer credit to an order Amount Enter the amount of the credit to be applied to this order Entered By Select the name of the person applying the credit from the drop down box Once you have entered this information click Apply Credit to apply the credit to this Order Applied Credits will appear on the Activity Payments and Credits Applied reports 6 10 13 Write Offs Tab Sheet The Write Offs tab sheet allows the User to write off all or part of the remaining balance for the selected order The status of the order must be Picked Up to write off the balance The following information must be entered to write off the order Amount Enter the amount of the balance you wish to write off You cannot write off more than the remaining order balance Reason Enter the reason this order is being written off Written Off By Select the name of the person writing off the order from the drop down box Once you ha
101. cked Up Sales Report are also usually printed with the daily closeout These reports provide more detail than the daily activity report and can be used for reconciliation that is more detailed Of course the User can also specify other reports printed with each daily closeout Monthly closeouts are typically performed at the end of each month to close out the sales figures Additional reports like the sales tax report royalty report commission report sales breakdown by industry sales breakdown by category and others are often printed at this time The depth of analysis desired will determine which reports are printed Additionally many managers prefer a printout of the accounts receivable listing at least once a month 6 11 2 Closeout Types Daily Closeouts There are two ways two initiate a daily closeout First insure that Close Day is an option listed and checked under the daily closeout option under Quick Reports If not please refer to the reports section of the help file Then following the printing of the daily reports Cyrious will prompt you to close the day To manually close the day click Reporting Close Out Close Day Page 69 of 158 Rapidly Operational Highly Served Incredibly Satisfied DO NOT CLOSE OUT THE DAY UNTIL THE DAILY REPORTS HAVE BEEN PRINTED DO NOT perform any function i e posting payments changing status or entering orders between printing the reports and closing the day If data is e
102. closing is commonly used to correct an erroneous closeout or to correct errors discovered after a closeout is conducted To unclose the last closeout click on Mgmt Un Closing Unclose Day Cyrious will inform you of the date time and type of the most recent closeout and ask you to confirm that you want to remove it You may repeat to continue removing the next most recent closeout Monthly closeouts automatically perform daily closeouts before they conclude Therefore to remove a monthly closeout you will need to remove both the monthly closeout and the corresponding daily closeout Unclosing an Order Cyrious allows the User to unclose an order This will open the order and place it back in Accounts Receivable so that it may be modified Unclosing an order may result in the order being closed on two separate occasions Users that pay taxes commissions or royalties on closed orders must be especially careful when reopening orders as they may cause duplication in closed reports Page 70 of 158 Rapidly Operational Highly Served Incredibly Satisfied Unclosing is commonly used to correct an erroneous closeout or to correct errors discovered after a closeout is conducted To unclose an order click on Mgmt Un Close Unclosing Order This will open the Payments Form and allow the User to select the order to un close Page 71 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 77 O O
103. cted Print the Chart of Accounts by selecting File then Print List Note that your actual accounts will be different from the sample printed below Page 148 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 8 6 Step 2 If you already have a QuickBooks company defined Open you QuickBooks for your company and view the chart of accounts by choosing List then Chart of Accounts Print your chart of accounts by selecting File and Print List The following is a portion of a sample chart of accounts This chart of accounts will be different from that of your company Page 149 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 8 7 Step 3 Match Cyrious Chart of Accounts Print the table below and in the column labeled QuickBooks Accounts fill in the name of the corresponding QuickBooks account Most likely you will not have existing accounts in QuickBooks for all of the accounts listed You will need to create a new QuickBooks account for each entry in the list that did not have a match in QuickBooks See Step 4 to create new QuickBooks accounts If the account you wish to use is a sub account recommended for Sales Taxes Sales and Cost of Goods write the text name as the parent account a colon and then the sub account name for instance Sales Core Products You can combine multiple Cyrious accounts into one QuickBooks account simply by entering the same QuickBooks Account name
104. ction task list the following day If the task was not deleted or marked complete it will continue to appear on the production task list until deleted or marked complete Adding a New Production Task To schedule a task manually click the plus button This opens the Production Task Properties screen Enter the information for the newly scheduled task New tasks can also be scheduled from within the Explorer screen by right clicking on an order or estimate and choosing Schedule Production Task This action opens the Production Task Properties screen Deleting a Production Task To delete a task highlight the task and click the Erase button This action removes the task from the production task list Viewing Task Order Estimate To view the order or estimate associated with a particular task highlight the task and click the button Viewing Task Customer Records To view the record of the customer for whom the task is scheduled highlight the task and click the file folder button Rescheduling Production Tasks To reschedule a particular task highlight the task and click the calendar button This opens the Production Task Properties screen Enter the new information for the task Printing a List of Production Tasks To print a list of production tasks click on the desired date on the calendar and then click the printer button From the menu bar Click the Show only check box to limit the tasks shown fo
105. ctric neon signs The User can add product categories using the Edit Categories function A product category can have several product codes assigned to it Page 34 of 158 Rapidly Operational Highly Served Incredibly Satisfied Name on Estimates Enter the text used to identify the product on an estimate This should be a name that will have meaning to customers It may be the same name as the product code or something completely different If desired you may use the same name on estimates for several similar products Thickness Enter the thickness of the product This field is used to help identify the product in the product look up menu but does not print on estimates of invoices If the thickness is desired on the invoice type it in the default line item description on the Defaults tab sheet Number of Sides Enter the minimum and maximum number of sides allowed for this product Leave one or both of these fields blank if they do not apply Foreground Color Click on the down arrow to open a pre set list of color lists Select the color list that applies to the foreground color for this product by clicking on it with the mouse This color list will be used to fill the drop down list for the foreground color when the product is selected in order entry Leave this field empty if no color list is applicable or desired Only Allow List Values Foreground Color Check this box if you want the User entering orders to be restric
106. customer entry The User will be limited to the values in this list if Limit Entries to this List is checked Name of User Defined List Enter the name of the free form text boxes used for capturing additional customer information These fields are usually used for entering essential phrases that can be searched on in the Marketing amp Information Utility program Page 57 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 66 AA CC CC O O UU NN TT II NN G G Cyrious uses an internal double entry general ledger to track all financial transactions The general ledger or GL as it is commonly called is a record of all financial transactions that occur in the Cyrious system The GL is a transaction oriented database which means it is concerned with recording the changes that occur throughout an orders life cycle In contrast the order database is status oriented database which means it contains a record of the current state of the order 6 1 Account Codes To change the name for any of the accounts in the general ledger click on Mgmt Accounting Setup Account Codes from the menu bar This opens the System Numbering and Account Code form Internally Cyrious uses account numbers or account codes to separate the entries in the general ledger Each account also has a corresponding description This description is used as the name of the account when exporting such as to QuickBooks Simply Accounting
107. d Fax Enter the facsimile number for the contact E Mail Enter the e mail address of the contact Phone 2 and 3 Enter additional telephone numbers for this customer Select the type of telephone number from the Type drop down list Primary Contact Check this box if this is to be the primary contact for this customer The primary contact name is used in all reporting where only one contact name appears Collections Contact Check this box if this is to be the contact for payments and collections for this customer Statements and other consolidated billing reports will use this contact name Page 86 of 158 Rapidly Operational Highly Served Incredibly Satisfied Shipping Address for Contact Enter the shipping address for the contact if it is different from the billing address for the customer If entered this address will automatically be used as the Ship To address and will be printed on work orders and packing slips Schedule Contact Click this button to schedule a follow up contact for this customer 8 1 2 Financial Tab Sheet The third tab sheet of the customer entry form is the financial sheet This tab sheet is used to enter additional credit and tax information and consists of the three following sections Credit Account Open Check this box if the customer has established a credit account with your company Credit Limit Enter the credit limit for this customer Outstanding Balance
108. d you are posting Check CC Number Enter the check or credit card number for better payment tracking Credit Card Expiration Date Enter the expiration date if a credit card is the method of payment Entered By Select the name of the person entering the payment from the drop down list Total Payment Enter the total amount of the payment received Payments Assigned This will keep a running total of the invoices you have posted payment to Over Payment If the amount of the Total Payment is more than the Payments Assigned you must enter the difference as an overpayment This amount will be added to the Customers Credit Balance The balance of the above fields must be zero to post payment 6 10 7 Selecting Invoices to Post Payment All invoices for this customer that have a balance outstanding will appear in the bottom section of the screen To select an invoice click in the check box beside the invoice number The amount of the invoice will be added to the Payments Assigned field Once all invoices have been selected click Record Payment Page 65 of 158 Rapidly Operational Highly Served Incredibly Satisfied 6 10 8 Partial Payments To post a partial payment to an invoice right click on the invoice and choose Partial Payment Enter the amount of the partial payment in the pop up window and click OK 6 10 9 Void Payment Tab Sheet The Void Payment tab sheet is used to void a payment or credi
109. d as deposits and recorded as a liability Picked Up When an order is picked up by the customer delivered to the customer installed for the customer or the customer assumes possession of the sign the status can be changed to Picked Up For accounting purposes Cyrious records an order as a sale when it is marked Picked Up If an order is incorrectly changed to Picked Up it cannot be reclassified as WIP or Built The order must be voided and either cloned or reentered Closed An order is Closed when it is both Picked Up AND fully paid off it has a balance due of zero Once the order is closed it may not be adjusted except by re opening it On Hold At times a customer may become uncertain about the details of an order after it has been entered In these cases Cyrious allows you to place an order that is in WIP in a hold status The On Hold status is used to denote that the order is temporarily incomplete or paused When the order is no longer on hold the User may change the order status back to WIP Only orders in WIP may be placed On Hold For accounting purposes Cyrious also does not differentiate between an order On Hold and an order in WIP i e both are recorded in the GL as WIP Page 72 of 158 Rapidly Operational Highly Served Incredibly Satisfied Void If you void an order the status of the order is changed to Voided and all accounting entries are reversed It is not possible to re open a voided order altho
110. d line item as a parent line item Demote reclassify the selected line item as a child line item Page 76 of 158 Rapidly Operational Highly Served Incredibly Satisfied 7 2 2 Customer Tab Sheet The Customer Tab allows the User to assign detailed customer information to the order or estimate A customer must be assigned before Cyrious will allow the order estimate to be saved or printed If this record is for a new customer click Enter a New Customer to access the Customer Entry form Click in the Company Name field and start typing to select a customer already in the database Cyrious will complete the name as you type As soon as the correct company is entered hit the tab key to move to the next field To search for the name of the customer click the book icon to open Explorer and select a customer If the customer has any flags Cyrious will display a Flag Screen with for the User to see Click OK to acknowledge the flag and continue If the customer has only one contact that contact will be loaded into the Ordered By section of the order If the customer has multiple contacts then a drop down selection screen will appear Select the desired contact from the drop down list To make changes to existing contact information change the information in the Add Edit Contact Information box and check the Update Contact box To add a new contact for this Company enter the new contact information in the Add Edit Contac
111. dibly Satisfied Highlight the desired estimate and double click on it in the bottom grid or click Select This will open the Estimate Entry form so the estimate can be viewed or modified See Explorer for additional instruction on using Explorer to locate your estimate Converting Estimates to Orders Once you have located the desired estimate converting the estimate to an order is simple From within Speed Explorer you can right click on the estimate and choose Convert from the menu list Alternatively you can open the estimate from Explorer and then click Convert on the Action toolbar to convert the current estimate to an order Cyrious will prompt the User to verify that a conversion is desired Choose Yes and the Order Entry form will open displaying the new order Cyrious will then ask do you wish to post a deposit now To record an initial deposit with this order select Yes and enter the deposit at this time If you do not wish to enter a deposit select No Cloning Estimates The cloning order function allows the User to quickly copy the contents of an existing estimate to a new estimate This is especially helpful for re orders To clone an existing estimate locate the estimate using the Explorer screen Highlight the estimate in the lower half of Explorer and click on it with the right mouse button Select Clone Estimate from the selection list Alternatively you can click the Clone button on the action toolbar
112. dly Operational Highly Served Incredibly Satisfied To start the import wizard click File then Import and then Customer Database or File This opens the Cyrious Import Wizard After reading the instructional text click Next to move to the next screen Enter the path and file name of the data to import or click Explorer to search for the file on the computer In this case the select file dialog will open and allow you to locate the correct folder and file Page 131 of 158 Rapidly Operational Highly Served Incredibly Satisfied After selecting the proper file click Open Click Next to move to the next screen Select the format that correctly identifies the file to be imported If you are importing a Text File that is comma delimited click on Text File Comma Delimited If the file you are choosing is a Text File that is tab delimited then click Text File Tab Delimited and so on Click Next to continue to the next screen Page 132 of 158 Rapidly Operational Highly Served Incredibly Satisfied After reviewing your fields determine which Cyrious field best matches then drag and drop from the left side of the panel to the right Information may often be presented in many ways For instance the city state or province and postal code may be stored as one two or three fields depending upon the source of the information In these cases there are multiple Cyrious fields After matching the a
113. dth quantity and price of each sign If Cyrious is unable to obtain an exact match from the table the next table entry with a height and width greater than or equal to the entered values and a quantity less than or equal to the entered quantity will be used 3 3 7 Table Lookup by Area and Quantity Used to enter a table of prices specifying the area quantity and price of each sign If Cyrious is unable to obtain an exact area match from the table the next table entry with an area greater than or equal to the entered area and a quantity less or equal to the entered quantity will be used 3 3 8 Table Lookup by Length and Quantity Used to enter a table of prices specifying the length quantity and price of each sign The height entered if any is ignored If Cyrious is unable to obtain an exact length match from the table the next table entry with a length greater than or equal to the entered length and a quantity less or equal to the entered quantity will be used Page 26 of 158 Rapidly Operational Highly Served Incredibly Satisfied 3 3 9 Table Lookup by Height and Quantity Used to enter a table of prices specifying the height quantity and price of each sign The length entered if any is ignored If Cyrious is unable to obtain an exact height match from the table the next table entry with a length greater than or equal to the entered height and a quantity less or equal to the entered quantity will be used 3 3 10
114. during the previous screen To add an industry that is not found in the existing database click Add Industry To substitute the default industry click Use Industry Category Below and enter the default industry in the Default box Page 134 of 158 Rapidly Operational Highly Served Incredibly Satisfied After making the necessary assignments click Next to continue to the Define Origins screen Repeat the same steps for origin assignment as for industry category assignment After making the necessary assignments click Next to continue to the Save Template screen To save the formatting information as a template to make future imports easier click Save and enter a file name Click Next to continue to the Start Import screen Page 135 of 158 Rapidly Operational Highly Served Incredibly Satisfied Click on Import to start the import process When the import is complete the following screen will appear Click Close to exit the import utility 11 7 1 1 Comma or Tab Delimited Text ASCII files These formats are used by most applications to export data that can then be viewed or edited with a text editor Microsoft Word Microsoft Excel Lotus 1 2 3 Phone Disk and many other programs can export to this format Remember which type of file the data is saved as so you will have this information during the import process 11 7 1 2 Dbase or Paradox Database Files These common database formats may be available I
115. e Estimate Created Date folder and then click on the Between value under the Selections column The query screen below indicates the text boxes in which the number of days ago can be entered or the calendar may be used to choose dates Once your dates have been entered click on the Add button to add this criterion to your query Page 112 of 158 Rapidly Operational Highly Served Incredibly Satisfied Sorting Salesperson Last Name Salesperson First Name and Company Name Output Options Microsoft Word Labels amp Letters Choose the Simple List form and then print The simple list format will provide all necessary information for sales personnel to make calls phone numbers contact names estimate details etc Flags No flags Save Template Save as Open Estimate List 10 6 6 Monthly E mails Task Send monthly e mail product updates and specials to all customers with an e mail address This is the ultimate cost effective marketing method as it incurs no printing and postage expense Report Type Customer Report Query Criteria Select the necessary criteria by following these steps Click on the plus to expand Customer Criteria Highlight the General Criteria folder and then double click on Customer is ACTIVE to add this to your query Page 113 of 158 Rapidly Operational Highly Served Incredibly Satisfied Sorting Company Name Output Options Click on the e mail Report
116. e Refund to issue the refund If security is enabled Cyrious will prompt the User for a password before actually recording the refund 6 10 16 Finance Charges Tab Sheet The Finance Charges tab sheet allows the User to manually assess or remove a finance charge to an individual order Finance charges are usually assessed for non payment or late payment of invoices For more information on assessing finance charges on multiple orders see Apply Finance Charges Enter the following information as it applies to the customer Current Finance Charge This is a display of the finance charges currently assigned to an order Amount Enter the amount of the finance charge to be added to the order Select the appropriate option Assess New Charges of Select this option to assess a new charge of a set amount This amount will be added to the existing finance charges Page 68 of 158 Rapidly Operational Highly Served Incredibly Satisfied Set Total Charges to Select this option to assess a charge without calculating the incremental increase Reduce Charges By Select this option to reduce the charges by the amount entered Adjusted By Select the name of the person adjusting the customers finance charges from the drop down list When complete click Adjust Assess Charges to change the finance charges on the order Set to Zero Select the name of the person adjusting the customers finance charges from the dro
117. e Server Standalone Computer This documentation assumes that Cyrious will install to the default C Program Files Cyrious SMS directory If this is not correct then substitute the actual path used for C Program Files Cyrious SMS whenever it occurs in the following instructions For a standalone computer Cyrious requires the HASP dongle security key to be installed on the server standalone machine Follow the installation steps before placing the HASP security block on the machine 2 3 1 1 Step 1 Getting Started Install SMS V8 Begin installation Cyrious Help File View the Cyrious Help File Cyrious Website Visit the Cyrious Website Page 12 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 3 1 2 Step 2 User Name and Company Name 2 3 1 3 Step 3 Selecting Network Server Standalone or Client Installation Insure that the option selected is Network Server Single User 2 3 1 4 Step 4 Select Installation Type Select the installation type that best fits Page 13 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 3 1 5 Step 5 Select Region 2 3 1 6 Step 6 Select Destination Path Select the Destination Path that best suits your server Cyrious recommends using the default path Page 14 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 3 1 7 Step 7 Select Program Folder Select the program folder where you want
118. e order number for all status of the order WIP Built On Hold Picked Up and Closed Option B Assign independent invoice number Select Option B to assign the order a different order number once the job has been marked Picked Up Option B is primarily used for international Users Page 49 of 158 Rapidly Operational Highly Served Incredibly Satisfied Order Number 1000 when in WIP Built and On Hold When status is changed to Picked Up Order Number is assigned the new ID of 1001 5 3 1 Next Invoice Number To set the number that prints on the invoice or estimate click on Mgmt Set up Store Information Order Estimate Tab To change the order or estimate number use the scroll arrows Once the desired invoice and estimate number is selected click Save to save changes 5 4 Shipping Links Cyrious will allow the User to enter four shipping links or web sites to obtain detailed shipping information The links entered here appear on the shipping screen during order entry The links will allow the User to access the web sites using an already established internet connection 5 5 Email Options Cyrious provides you two methods of email delivery from the program Internal and Outlook Internal By selecting Internal from the drop down menu Cyrious will send the email directly out of the program without any prompts You have the following options when selecting this method Outgoing Mail Server SMTP Enter t
119. e proceeding to check which version of Crystal Reports is required for editing the saved reports To begin the save process locate the appropriate report that you would like to modify using Crystal Reports within Cyrious Click on the desired report to load the Print Dialog screen The print dialog screen will display a list of options click the Show Detail tab to display the configuration for the SAVE option File Type Select Crystal Reports from the drop down menu File Name Name the file to your desired preference Destination Path Alter the path to your desired location in which the report template will be saved Please make note of this path once save is complete to retrieve the newly saved exported template Click the SAVE button located on the bottom of the Print Dialog box to save the Browse to the Destination Path using Windows Explorer to retrieve the saved template to begin editing of the Crystal Reports template Page 100 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 1100 M M AA RR KK EE TT II NN G G 10 1 Basic Marketing Operation The initial Marketing screen also offers two options for getting started Create a New Report and Open a Saved Query Click the Create a New Report button if you would like to begin a new marketing report To select a previously saved query double click on a template on the right side of the screen Alternately y
120. e right of the text field to expand a larger text input window Page 99 of 158 Rapidly Operational Highly Served Incredibly Satisfied Include In Body Select this option if prefer the report to be included in the body Note This option is not intended for the use of Invoices Estimates and Work Orders due to limited Crystal Reports export HTML formatting Send as Attachment This option will automatically attach the report as the file type you selected in the drop down Note Adobe PDF Writer is not required to create the PDF file of the report Attachments Use this option to attach any other files that might be needed during the email process Email Select Email to email the report Cancel Select Cancel to cancel the email Preview Select Preview to preview the report before emailing NOTE You must first setup your email options located in Store Setup before the email can be processed 9 8 Saving Reports Cyrious SMS combined with Crystal Reports offers the ability to save your report in a variety of different formats Only templates that are written in the Crystal Reports language are capable of the various save export features In our example we will save an Invoice template in a Crystal Reports format When saving a report in this particular format a User now has the ability to modify the template file as desired using Crystal Reports Note Please check with Cyrious Technical Support befor
121. e the small Contact Window appear on the main window each time Cyrious is opened Page 50 of 158 Rapidly Operational Highly Served Incredibly Satisfied Show Sales Monitor on Startup Check this option to have the Sales Monitor appear on the main window each time Cyrious is opened Show Main Toolbar Check this option to display the Main Toolbar at the top of the screen The main toolbar is the button bar that runs along the top of the screen Show Action Toolbar Check this option to display the Action Toolbar The action toolbar is the button bar that runs along the right side of the screen Show Status Bar Check this option to display the status bar along the bottom of the screen Prompt For Account Export After Closeout Check this option to have Cyrious automatically prompt you to export your accounting data after printing your closeout List Store in Order Adjustment Dialog Check this option if you prefer to have your store listed as an option in the Order Adjustment Dialog Show Tips on the Home Page Check this option if you wish to have Cyrious Quick Tips located on the Home Page This option also gives you quick access to our customer website 5 7 Standard Text Cyrious uses standard lists at several places to allow repetitive or frequently used text to be entered once and then selected from a list when needed 5 8 Estimate Greeting List Cyrious permits the definition of standard greeting notes
122. e time of one of the daily closeouts click on that date time in the Starting Date list Similarly you may fill in the ending date time for the report period by clicking on a closeout listed in the Ending Date list To fill the list with the monthly closeouts instead of daily closeouts click Monthly Close Outs in the Select From panel If entering a unique date or set of dates it is important to pay attention to the time as well as the date chosen To choose one day the start date should indicate 12 00 AM and the end date should indicate 11 59 PM of the same calendar date Complete the following form Your accountant may need to guide you in specifying such fields as the first month for fiscal and income tax year as well as the company type Page 146 of 158 Rapidly Operational Highly Served Incredibly Satisfied Next you must specify the type of business in order to create the desired Chart of Accounts You may need the assistance of your Accountant to select the Company Type and associated Chart of Account template The system now wants you to define the File Name for your company It is recommended that you name the company CyriousPOS Page 147 of 158 Rapidly Operational Highly Served Incredibly Satisfied After a few seconds the following screen will appear Select the link labeled Chart of Accounts After selecting Chart of Accounts the chart of accounts will appear based on the company type you sele
123. ed To revert to the calculated price uncheck the Using Overridden Price box Modifiers Click Modifiers to open the price modifier screen Price Modifiers are used to adjust the base price of the product to reflect the actual details of the product e g additional colors non standard size etc Cyrious then displays a list of price modifier questions that were assigned when the product was created Click on the row for any question and a drop down list of values to choose from will automatically appear Select the appropriate answer For a non standard modifier you may also enter a description and an amount in the Additional Price Modifiers box in the top left of the screen This amount is added to the amount calculated based on the answers to the price modifier questions You may also override the calculated total by entering a value in the Override box Click OK to close this screen and apply the price modifier charges to the product for this order Discount Cyrious will allow the entry of a discount for each product individually as either a fixed amount or a percentage To enter a fixed amount enter a value in the first discount box To enter the discount as a percentage of the Base plus Price Modifiers enter the percentage in the second discount box and Cyrious will automatically calculate the discount Percentage discount do not apply to any amount entered in the installation column If a percentage is entered and sub
124. ed mostly for reports Page 28 of 158 Rapidly Operational Highly Served Incredibly Satisfied NUMBER OF SIDES 1 1 or 2 2 Other DEFAULT COLORS ______________ foreground _____________ background ASK FOR DIMENSIONS IN Inches Feet Centimeters Meters Base Pricing Check all that apply Fixed Price ________ each for resale amp std Items Setup Charge ________ per order regardless of quantity ordered Area based Charge ________ per pricing based on area Sq In Sq Ft Sq Cm Sq Meter Area Discount Area Discount Area Discount Length based Charge ________ per pricing based on length Inches Feet Centimeters Meters Length Discount Length Discount Length Discount Round up to nearest value in Table pricing based on fixed sizes Length Width Price Length Width Price Minimum Unit Price ________ each minimum for each unit ordered Minimum Total Price ________ minimum total even if only 1 ordered 2nd Side Premium ________ increase to make sign 2 sided Page 29 of 158 Rapidly Operational Highly Served Incredibly Satisfied Volume Discount for Product Enter the volume discounts that apply to this product for multiple purchases For example if the customer orders two 2 s he may get a 5 discount on the items This is written as a 2 5 discount DISCOUNTS _____________________________________ example 2
125. edibly Satisfied preferences To view the available options for a particular section select the Show Detail button Upon completing the desired adjustments to the default configuration you may save the settings for future use by clicking the Save these settings as the default button located in the bottom left corner of the print dialog screen 9 6 Printing Reports To print reports out of Cyrious simply click Print or Select the drop next to print for a list of Reports on the Action Toolbar or Select one of the reports from the Reports menu bar This opens the Print Report screen Note Click Show Detail to expand the various options available within the report Please note that not all reports have the same options available SMS Reports do not have the capability of being emailed or saved however Crystal Reports do support these features Preview This option allows for full screen previewing of reports Printer Select Custom in the drop down menu to change to a printer other than the one indicated on the screen Number of Copies Click the up or down arrow to select the number of copies desired in the copies dialog box Pages Select ALL if you desire all pages to print or select from and enter in the desired pages to print Preview Select Preview to preview the report before printing Print Select Print to print the report s Email Select Email to email the report s
126. een in accounts receivable for 0 30 days the text from the first box will print on invoice statements Similarly text for orders in accounts receivable for 31 60 days will be printed from the second box and so on 5 22 SI Activity Manager Tab The information on the Activity Manager tab located in the Store Information Setup allows the User to define the amount of time between a customer visit and a follow up telephone call The boxes on this screen define the time between certain customer activity and Cyrious prompting the User to follow up with the customer by automatically scheduling a contact Days after Estimate Given if it is not converted Enter the number of days after an estimate is quoted in the system that Cyrious should prompt the User to follow up with the customer Page 56 of 158 Rapidly Operational Highly Served Incredibly Satisfied Days after Order Built if it is not Picked Up Enter the number of days after an order is built that Cyrious should prompt the User to follow up with the customer Days after Order Pick Up Enter the number of days after an order is picked up that Cyrious should prompt the User to follow up with the customer Days after Order is in A R if it is Not Fully Paid Enter the number of days after an order is entered into A R but not completely paid that Cyrious should prompt the User to follow up with the customer Allow days Between Contacts Click in the box preceding this field
127. emo and enter the amount of taxes in the Taxes field Please note that you can choose the Tax Region when issuing credit memos It is important that the User verify the tax region before issuing the credit memo A credit memo will not remove taxes from an invoice Issuing a credit memo and subsequently applying the credit will nullify the taxes for that invoice Page 66 of 158 Rapidly Operational Highly Served Incredibly Satisfied The following fields need to be completed to issue a credit memo Current Credit Balance Cyrious automatically maintain this field This is the total of all credits for this customer Tax Region Select the appropriate tax region from the drop down list It is important to select the correct tax region for accurate sales tax reporting Taxes Overridden This box will automatically be checked if the Tax amount is changed from the default Reason Enter the reason why the credit memo is being issued This reason will appear in on the Credit memo printout Adjusted by Select the name of the person issuing the credit from the drop down list Amount Enter the amount of the credit to be issued If the credit memo is for TAXES ONLY leave the amount field blank Taxes The tax amount will automatically be calculated based on the tax region and amount entered If the credit memo is for TAXES ONLY enter the amount of taxes in this field The Taxes Overridden box will automatically be che
128. ent the entering of incorrect dimensions during order estimate entry 3 Apply Discounts to Total Area Length Height Used in conjunction with the area length and height discount tables Applies to discounts to the total area length height of all signs not the individual signs Most commonly used for the digital printing and other four color output where the price is a function of the total area printed and not the area of each individual sign 4 Round Sizes up to Table Values Used in conjunction with all of the price and discount tables Check this box to always round up the values entered during order entry to match a value on the table 5 Interpolate Between Table Values Used in conjunction with the table lookup pricing methods When enabled Cyrious will calculate the price for any size that falls between table values For example if the table values are set for a 12X12 sign to cost 20 00 and a 24X24 sign to cost 40 00 when the User enters 18X24 for the size Cyrious will automatically calculate the price between 20 00 and 40 00 This helps limit the number of table values Page 37 of 158 Rapidly Operational Highly Served Incredibly Satisfied 6 Extrapolate Beyond Table Values Used in conjunction with the table lookup pricing methods When enabled Cyrious will automatically calculate the price of any size outside of the table values 3 10 3 2 Table Descriptions 1 Area Discount Table Area discounts are used
129. er when trying to read the signature Cyrious will automatically include the date and time of the signature in the order record Click OK to close the signature form 7 2 6 History Tab Sheet The sixth and final tab sheet of the order entry form is the History tab sheet It displays all payments and adjustments made on this order to date While this page is not very enlightening for new orders the order history is extremely useful in answering questions about payments and any price adjustments 7 3 Working with Existing Orders Viewing Existing Orders To view an existing order click Explorer on the main tool bar or select View Explore Orders from the menu bar to open the Explorer screen To view Orders select the Locate by Order option in the Explorer Navigation window This will display all of the existing orders in the bottom half of the screen Highlight the desired order and double click on it in the bottom grid or click Select This will open the Order Entry form so the order can be viewed or modified Editing Orders Using Explorer select the order to edit Once the order entry form is open click Edit on the Action toolbar to modify the order information After editing information click Save to save the adjusted order Cyrious will ask the User to select their name from the list and enter the reason the order was adjusted To close without saving changes to this order click Cancel Orders with a status of Cl
130. er and Production Notes sections when needed Cyrious allows you to define a separate list of notes for the order and the production notes To switch between these lists simply click anywhere inside of the Order Notes or Production Notes fields To create a new speed note or to edit an existing note click View Edit Speed Notes 7 2 4 1 Inserting Standard Speed Notes Position the cursor in the Order Notes or Production Notes field where the Speed Note is to be inserted Scroll through the standard notes grid to the right until you find the desired note To insert the note highlight it in the list and click the red arrow button Alternately double click on the desired note in the Notes List to insert it 7 2 4 2 Estimate Greetings The Estimate Greetings tab allows you to enter a greeting that will print out on the estimate Listed below are several examples of greetings Example 1 Thank you for the opportunity to estimate this job I look forward to working with you on this project This quote includes an actual prototype of the finish product for you to approve the colors and artwork Example 2 Thank you for meeting with me I am confident that if you try our company you will be very pleased with our service Here is an estimate of the different items we discussed To quote the 4 x 6 signs I need to know an approximate quantity I look forward to working with you in the future Example 3 Listed in this quote are the
131. er of Cyrious Cyrious allows the User to enter many different products and their corresponding prices or price structures Products are assigned unique codes for identification and are then grouped together in User defined categories Cyrious is extremely flexible in its ability to calculate pricing thus allowing each User to customize the pricing to match the way their store wants to price Understanding the options available is key to effectively implementing your pricing in Cyrious 3 2 Product Categories Product categories are used by Cyrious to organize products into groups To add new product categories open the Product menu and click Product Categories This opens the Define Product Categories screen To edit a product category name Click in the desired row and edit the current category Any product assigned to the category will automatically be reassigned to the new name To insert a new category Click the Insert button to enter a new row into the product category table Type a name in the grid where the new row was inserted Cyrious will automatically resort the list upon saving so a new category can be inserted from any row To delete a category Click the Delete button to delete an existing row in the product category table Cyrious will only allow you to delete a product category if no products are assigned to that category A better alternative to deletion is to set the product category inactive Clicking the Toggle St
132. ero On Hold Indicates an order in WIP or Built that has a hold status Orders that are already Picked Up may not be placed on hold Orders with a Built status are first transferred to WIP and then placed on hold When placing an order On Hold you must enter a reason in the box labeled Reason Once all necessary information is entered click Change Status to change the status of the order The Project Job Box entries are defined in the Store Information Setup For more information see the Project Job Box topic in Store Information To change the Job Box entries select the new entry from the drop down menu and click Change Job Box 6 10 4 Add to Notes Additional entries can be made to an order s Production Notes section by clicking on the Add to Notes button After entering any additional production notes click on the OK button This will automatically update the production notes 6 10 5 Signatures To enter a customer s signature for an order click on the Signatures button For more information on the signatures feature see Artwork amp Signatures 6 10 6 Multi Order Payments Tab Sheet The Multi Order Payments tab allows the User to post one payment to multiple invoices The following fields must be completed in order to post payment Company Name Type the company name in this field or click on the book icon to open the Explorer screen Payment Method Enter what type of payment check credit car
133. eside the field name The order of the fields can be rearranged by clicking on a field name and dragging it to its new location The following options are available Export and Viewer Format Select the type output you want for this report The options include Microsoft Excel Microsoft Word HTML Web Browser Text file Comma delimited and Text file Tab delimited Report Title Enter the title of the printed report Simple Report Once the fields have been selected click on the Simple Report button to view the report Set Font for Report Use this option to change the font and its characteristics before printing Select All Click on the Select All button to select all report fields Unselect All Click on the Unselect All button to clear all report field selections Note The use of the Labels and Form Letters option requires Microsoft Word 2000 XP 2003 10 4 Marketing Flags Screen Marketing Flags are used to tag or identify customers into groups defined by the User Typical marketing flag groupings are First time customers mailed thank you letters Customers mailed Miss You letters at 6 months Customers mailed Inactivity Letters at 12 months VIP customers or prospects Late Pay Customers Marketing Flags can be set individually in the customer records but are usually set or cleared based on the results of a marketing query In addition to identifying actions
134. f available these formats are generally easier to exchange data with and hence more desirable for this purpose 11 7 2 Importing Product Data A few simple steps can accomplish importing your product export file into Cyrious Follow the directions below Page 136 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 7 2 1 Step 1 Getting Started Select File gt Import gt Import Product Data from the menu bar The window listed below will appear Select the destination path where the file GOD is located If a password was entered during the product export enter in this password now If not password was entered during the export then leave the password field blank Replace Codes and Names This option will over write the existing product name values etc Leave Existing Products Information and Pricing as is This option will ignore any products that it finds with the same name It will not over write any options or data 11 7 2 2 Step 2 Select Products to Import Select the products you wish to import Page 137 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 7 2 3 Step 3 Select Modifiers to Import Select the Modifiers you wish to import 11 7 2 4 Step 4 Select Product Categories to Import Select the Product Categories you wish to import Page 138 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 7 2 5 Step 5 Select Volume Discoun
135. fied 11 5 Overview of Cyrious Networking Cyrious utilizes Borland s Database Engine the BDE to access and manipulate the data it uses The BDE is automatically installed when Cyrious is installed and operates behind the scenes so most Users never need to concern themselves with it In a Cyrious SMS install data is stored in numerous tables in one directory on the computer running Cyrious By default this is in C Program Files Cyrious SMS Data on the main server computer Although there are many ways to achieve the networking of Cyrious it is strongly recommended that all Users follow the installations contained in this manual This installation method allows Cyrious Software to better support their network Users by standardizing the installation The BDE maintains the integrity of the data through a complex system of locking records To prevent two people from changing a record simultaneously when one User is using a record no other User can access that record Cyrious is designed to take advantage of this mechanism to prevent problems Directions for setting up these links are in the following section 11 6 Remote Operation It seems there are never enough hours in the day and most owners managers inevitably find themselves frequently working at home For those who desire to bring Cyrious home with them in the evenings or weekends to work on there are several options Though not discouraged Cyrious Software does not direct
136. for Activity Report Copy and click EDIT on the right toolbar g Modify the Menu Item Name if preferred h Click on the Options tab and modify the Date configuration to Use Group Value s 5 Repeat the above steps for copying different reports into your report group Note Reports of specific type will function properly when copied into a report group of the same type e g You can not copy an invoice report into a Quick Reports Group because the Invoice report will not automatically preload the invoice number it should print 9 4 Removing a Report Report Menu Item The Reporting Setup section within Cyrious SMS allows the ability to remove or disable report templates from appearing within the menu structure Two options are available to remove a report from the menu structure 9 4 1 Option 1 Disabling Show on Menu 1 Click on Mgmt gt Set Up gt Reporting Setup 2 Click the sign next to the report category in which the report is located 3 Browse through the drill down menu to locate and highlight your the desired report 4 Once selected click the Edit button located on the right hand side of Cyrious to enable the configuration of the report settings 5 Located on the General tab is the option for Show on Menu To disable the report from appearing on any menu structure simply deselect the checkbox 6 Press the SAVE button on the right hand side of Cyrious to apply your settings 9 4 2 Option 2 De
137. g for Product Codes or products You may have as many product categories as you like although each product will appear in only one product category Product Categories Page 27 of 158 Rapidly Operational Highly Served Incredibly Satisfied Since selecting a product category is the first step in finding selecting a product use product categories that are logical to the User For speed of use try to limit yourself to 12 20 product categories Typical breakdowns of product categories are By Substrate At the simplest each material may have its own product category For example CORO PVC and CHANNEL LETTERS all may be their own category By Production Process Department If you produce multiple types of signs this division is frequently used Examples may be VINYL TEMP SIGNS SCREEN PRINTED SANDBLAST or DIGITAL PRINT SIGNS By Vendor If you resell signs from specific vendors this category may make sense for you You may have a category for GEMINI SCOTT or others If your sales volume in resale signs is not too high you may choose to group this whole category under WHOLESALE SIGNS Remember these category breakdowns are only a few of the possible ways to structure your product categories You may choose to use none or combine several What is most important is to have a result that makes sense to you and your employees so they will be able to locate the product with minimal effort 3 4 3 Quantity Discount Work
138. ges These discounts are off the order total for the entire order Taxes Click Taxes if there are any special sales tax considerations associated with this order The tax information window will open and allow the User to adjust how taxes are treated in this order The checkboxes on the left side are used to indicate the appropriate tax treatment of the customer Default This default tax rate is setup in Store Information It indicates normal sales tax applies to this order Tax Exempt Click in this box if the customer is exempt from sales tax In these cases this information is usually transferred from the customer record when the customer entered for this order The Tax Exemption ID number should be entered in the Tax ID field to assist in tax reporting This is not used for customers that are tax exempt because they take receipt out of state For these customers you should use the next option Alternate Tax Region Click in this box when the customer takes receipt of the order in an area that is taxed at a different rate Typical tax regions are set up for out of state customers customers in neighboring counties or provinces etc although they can also be used to classify special types of customers like Hospitals Government etc Once the tax information has been verified click OK Shipping Information Click Shipping to enter a shipping amount or ship to address information if it is different from the bill
139. gion here Tax regions are particularly helpful when a company does business with customers that fall under different tax regions i e State to State Province to Province For more information on Tax Region setup and usage see Tax Regions Always Round Taxes Up Click this check box to always round taxes up during calculation Installation is Taxable Click this check box if installation services are taxable in your area Shipping is Taxable Click this check box if shipping is taxable in your area Note Tax laws vary from city to city Cyrious Software strongly recommends that the User check local ordinances to determine if any taxes are applicable 5 16 TaxID Options Option A Do not prompt Select Option A not to be prompted upon save of order if job does not have a TaxID Sales Tax Number entered Page 54 of 158 Rapidly Operational Highly Served Incredibly Satisfied Option B Notify when not entered but do not require a TaxID Select Option B to be prompted upon save of order if the job does not have a TaxID Sales Tax Number entered Option C Always notify and require a TaxID when the order amount exceeds Select Option C to be prompted upon save of order if the does not have a TaxID Sales Tax Number entered This option will require the TaxID to be entered before the order can be saved 5 17 Order Estimate Tab Sheet The Order Estimate tab sheet of the Store Information setup stores defa
140. grid To rename an industry or origin click in the grid and type over the existing name with the new name This will automatically rename all customers using these origins and industries to the new name Click Close to exit 8 4 1 Reassigning Industries To reassign all of the customers classified in one industry to another industry click Customer Industries and Origins Reassign Industry This will open the Reassign Industries form Page 89 of 158 Rapidly Operational Highly Served Incredibly Satisfied Select the industry you wish to reassign from the Original Industry grid on the left Select the new industry you wish to assign customers to from the New Industry grid on the right If desired check the checkbox next to Delete this Industry after it is reassigned To perform the reassignment click Change Industry 8 4 2 Reassigning Origins To reassign all of the customers classified in one Origin to another Origin click Customer Industries and Origins Reassign Origin This will open the Reassign Customer Origins form Select the origin you wish to reassign from the Original Origin grid on the left Select the new origin to assign customers to from the New Origins grid on the right If desired check the checkbox next to Delete this Customer Origin after it is reassigned To perform the reassignment click Change Origin Page 90 of 158 Rapidly Operational Highly Served Incredibly Satisfied CChhaapptteerr 9
141. h these files Ensure that any program you are using retains the long file names or you may not be able to restore your backed up files when needed Due to the large number of programs on the market Cyrious Software cannot directly support other backup programs Proper use of and familiarization with these products is the responsibility of the User Backup Hardware Recommended Media Zip Disk 100mb 250mb CD Writer CD R Write Once Cyrious does not recommend using CD R W media DVD Writer DVD R Cyrious does not recommend using DVD RW media Network Backup Off site online Backup Cyrious recommends moving a weekly backup off site A backup to a separate computer in your store will not protect you against robbery system theft severe weather tornados lightning etc Program Default Data Location SMS v8 Single or Network C Program Files Cyrious SMS Data C Program Files Cyrious SMS Reports Note Do not utilize the commonly method of dragging and dropping the folder you are wishing to back up A procedure such as this can cause critical files to be lost or overwritten A more proper procedure to be utilized is Right Click Copy Right Click Paste Folder Name Folder Contents Version 8 Data Contains all information pertaining to customers invoices estimates payments etc Reports Contains custom templates unique to your store These could include custom estimate invoice work orde
142. he Headings column to determine the criteria groups for your report Double clicking on a value under the Selections heading adds it to the Report Criteria box When building a query it is best to begin with the main selection of your report and work your way down the list For example Customer Reports should begin by selecting Customer Criteria first This is the most logical and efficient way to build a query Once the desired criteria have been established click on the Next Step button to continue developing your marketing report 10 3 1 Report Criteria Headings The Headings column contains four main criteria choices Customer Criteria Use this section when the desired output is based on Customer Information Order Criteria Use this section when the desired output is based on Order Information Estimate Criteria Use this section when the desired output is based on Estimate Information Product Criteria Use this section when the desired output is based on Product Information 10 3 2 Report Criteria Buttons As you build your query you will see the different criteria form a tree structure under the Report Criteria heading Use the buttons along the top of the column to modify your criteria once it has been added to the query All of these functions can also be accessed using the right mouse button Erase If you would like to remove any portion of the query simply highlight the selection and click the Erase butto
143. he Modifier Tree simply click once on the appropriate modifier code The Price Modifier Entry form contains three tab sheets that must be completed for each modifier Fill in each of the tab sheets to establish standards for each modifier Although they may be completed in any order certain fields must be filled in before changes can be saved These fields are displayed in blue 3 11 2 Modifier Tab Modifier Code Enter the price modifier code or name for this entry The modifier code is used only in the pricing set up and is not seen by the operator or customer when quoting It is recommended that you name the modifier in a way that conveys meaning and purpose about its charge Print As Enter the text used to describe this modifier on the printed order or estimate The printing of modifiers on invoices estimates and work orders is dependant on the report template used in the printing process Page 42 of 158 Rapidly Operational Highly Served Incredibly Satisfied Question Enter the question the User will see on the Modifiers screen during order entry This question should be simple and descriptive enough for a relatively new employee to understand Sort Level Enter a number between one and 99 to indicate how close to the top of the screen this price modifier should appear One indicates the top of the list while 99 indicates the bottom Answer Required Check this box if an answer to this modifier is required d
144. he SMTP server you use for outgoing mail If you are unsure of your SMTP server setup contact your ISP Internet Service Provider From Name Enter the Sender s name that will appear on e mail messages sent from this terminal Email Address Enter the default email address that will appear on the email messages sent from this terminal User Name If your ISP requires a User name fill in the User name provided by your ISP Authentication Required If your ISP requires authentication before the email can be sent select this check box then fill in the password provided by your ISP Copy me on all Emails by default Check this box to automatically send a copy of all email messages sent from this terminal to the Email address entered in the Email Address field above Outlook By selecting Outlook from the drop down menu Cyrious will send the email to Microsoft Outlook The SMTP server User name authentication copy me on email options are available but must be setup in Outlook User options Microsoft Outlook must be installed for this option to work 5 6 Explorer Color Settings Cyrious provides you with the ability to customize your explorer view for orders in AR s and with the On Hold status Select the color next to the option that works best for your business System Options Allow the User to customize the layout of the main screen Show Small Contact Window on Start Up Check this option to hav
145. he tables available see Chapter 4 Section 2 3 2 Table Descriptions Price Sheet Format This field references the price sheets that can be printed for when the User is unable to access Cyrious directly To select a price sheet format click on the down arrow and choose a format from the list For more information on this feature see Chapter 3 Section 5 Price Sheets Quantity Discount Category The Quantity Discount category permits reductions or premiums to be given as the quantity changes All pricing structures except Unknown Manually Overridden allow quantity discounts To assign discounts click on the down arrow and select the appropriate discount category from the list If this product requires the creation of a new quantity discount category click on the New Edit button to create the new category For more information on defining these categories see Chapter 3 Section 4 Quantity Discounts 3 10 3 1 Table Options There are six options available when using the table options for price or discount lookups 1 Symmetric Table 1X2 2X1 Used in conjunction with table lookup pricing methods By default Cyrious will search the table based on symmetric values For example Cyrious will assume that the price for an 18X24 will be the same as a 24X18 To disable this option remove the check mark from the box 2 Limit to Table Values Used in conjunction with Table Lookup pricing methods Check this box to prev
146. hedule a particular contact highlight the contact and click the calendar button This action opens the Contact Properties screen Enter the new information for the contact Printing a List of Contacts To print a list of contacts click on the desired date on the calendar and then click the printer button From the action tool bar Click the Show only check box to limit the contacts shown for those scheduled only for today This will hide from view any contacts that have rolled over from previous days 10 9 3 1 Schedule Contacts Cyrious will allow the User to schedule contacts for the records generated by marketing queries To schedule contacts select the Schedule Contact output option The following information must be filled in to properly schedule contacts Description for Contact This description will appear in the Activity Manager for these contacts Starting On Set the start date for the contacts to begin appearing on your daily contact list Days Available to Schedule Contacts Place a check mark beside the days of the week contacts can be scheduled for This option is very effective for stores that have part time marketers Page 120 of 158 Rapidly Operational Highly Served Incredibly Satisfied Max New Scheduled Contacts per Day Enter the maximum number of contacts to be scheduled for the selected dates above Limiting the number of scheduled contacts helps to spread out the number of required callb
147. heet 78 Page 4 of 158 Rapidly Operational Highly Served Incredibly Satisfied 7 2 4 1 Inserting Standard Speed Notes 79 7 2 4 2 Estimate Greetings 79 7 2 5 Dates Tab Sheet 79 7 2 6 History Tab Sheet 80 7 3 Working with Existing Orders 80 7 3 1 Changing an Order s Status 80 7 3 1 1 Select the new order status 81 7 3 1 2 Un closing an Order 81 7 4 Working with Existing Estimates 81 7 4 1 Purging Estimates 82 7 5 Artwork and Graphics
148. hese options may be available Date Click this box to open the Select Dates form to set the reporting period for this report For more information see below Printer Click this box to open the printer selection form to change the destination printer for this report 11 8 4 Setting the Report Period For each period report you may change the starting and ending date and time for the report To change the date click Show Detail button for the Date configuration on the desired report This opens the Select Dates form The Select Dates form allows you to select from several stored periods or enter any custom period The standard selections include the following Page 145 of 158 Rapidly Operational Highly Served Incredibly Satisfied Custom Selecting this option allows you to set your own start and end date time for the report When you click this option the Select Dates window will expand to include a list of starting and ending dates Standard Selecting this option allows for the selection of several pre configured date ranges Close Outs Selecting this option allows for the selection of several pre configured closeout date ranges a few examples are listed below Since Last Daily Closeout Selecting this option sets the starting date time to the date time of the last daily closeout The current date time is used as the ending date time Since Last Monthly Closeout Selecting this option sets the start
149. ia can severely increase the time it takes to execute a query and is generally discouraged Expand This button will expand any portion of the query that has been collapsed Alternatively you can click on the plus sign beside any portion of the query Shrink This button will shrink or collapse a portion of the query This is extremely helpful when building long queries Alternatively you can click on the minus sign beside any portion of the query Page 102 of 158 Rapidly Operational Highly Served Incredibly Satisfied 10 3 3 Selection Criteria The list of information under the Customer Criteria heading can be used when the criteria for your query is either all or in part based on the customers in your Cyrious database It is extremely important to maintain accurate customer information within the program The data generated by the Marketing and Information Utility program will only be as good as the data entered in Cyrious by the User 10 3 3 1 Customer Criteria Company Name An alphabetical listing of all Companies This criterion is effective when specific Companies are desired City An alphabetical listing of all Cities Use this criteria when target marketing a particular city or group of cities State An alphabetical listing of all States Use for target marketing an individual state or group of states Postal Code Full A listing of all Postal Codes Use for marketing to a single Postal Code area o
150. ial If a background color list was assigned when the product code was created Cyrious will lookup the color being entered Click the down arrow to drop down a list of colors from which to select If Limit to List is selected in the product set up then only values in the color list are allowed If Limit to List is not selected any value may be entered in this field Font Enter the font to use when designing the product If a font list was assigned when the product code was created Cyrious will lookup the font being entered Click the down arrow to drop down a list of fonts from which to select If Limit to List is selected in the product set up then only values in the font list are allowed If Limit to List is not selected any value may be entered in this field Page 74 of 158 Rapidly Operational Highly Served Incredibly Satisfied Base Price The base price based on the quantity and dimensions is calculated by Cyrious for this product The Base Price or the Base Unit Price the base price for each item may be overridden by re typing this value Cyrious will remember any overridden price and use it in place of the calculated price When a price is overridden Cyrious will automatically check the Using Overridden Price checkbox to inform the User it is not using the calculated price When a price is overridden Cyrious will continue to use the overridden price even if the dimensions quantity or base unit price is chang
151. ibly Satisfied modifiers that will prompt employees during order and estimate entry Most stores will probably wish to enable this powerful feature If this box is not selected the price modifiers function will not be visible or enabled on the order and estimate input screens Enable Production Locations on Pricing Screen Click in this checkbox to enable the production location feature to be visible from the pricing screens If enabled this will allow Users the ability to change production locations for each product line item as necessary Production Locations Cyrious allows the User to specify up to three different production locations for better tracking of sales numbers The User is allowed to choose at which production location each product is produced The first production location should be the local store Production locations 2 and 3 are commonly used to track sales produced or installed by subcontractors affiliated stores national supply companies etc Enter the production location names in fields 1 2 and 3 Default Due Time The default due time is the time that an order is due by Click on the clock or the arrows to set the default due time When enabled the time each order is due will print as this default time To override the default time simply input a different time during order entry 5 20 Installation Tab Sheet Cyrious allows installation to be handled separately for each line item The order and estimate
152. icable CC expiration Enter the month and year of the credit card expiration date if applicable Entered by Select the name of the person entering this payment from the drop down menu Once the appropriate information is entered click the Record Payment button 6 10 3 Status Tab Sheet The Status tab sheet is used to change the status of an order record customer signatures and to add to an orders production notes The orders status will dictate which choices are enabled 6 10 3 1 Change Status WIP Indicates that the order is in Work in Progress or not yet completely fabricated Cyrious gives all new orders a status of WIP so the only time you will normally need to select this order is when taking an order off the On Hold status Page 64 of 158 Rapidly Operational Highly Served Incredibly Satisfied Built Indicates that the order is fabricated but not yet picked up delivered or installed Picked Up Indicates that the order has been picked up delivered or installed Once it is marked Picked Up Cyrious records the order as a sale If the remaining balance of the order is zero Cyrious will also automatically close the order The order will remain with a Picked Up status until it is fully paid Closed Indicates orders that are both picked up and fully paid Manually closing an order is only necessary when a closed order was re opened or a picked up order is adjusted so that the remaining balance is z
153. ied by clicking Properties Close All Windows Click here to close all open windows within the program Exit Cyrious Click here to close Cyrious 2 4 2 2 View Menu The View menu allows the User to select an assortment of different areas within the program Page 17 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 4 2 3 Action Menu The actions listed on this menu are specific to the active window that is currently open within Cyrious If a user was viewing an order then the items listed in the menu would be specific to the actions you can perform to an order 2 4 2 4 Order Estimate Menu This menu provides for the selection of various actions such as new order new estimate purge estimates etc 2 4 2 5 Company Menu This menu provides access to company related areas of Cyrious such as exploring companies modifying industries and origins etc 2 4 2 6 Product Menu This menu provides access to the product configuration areas of Cyrious 2 4 2 7 Payment Menu This menu provides access to applying payments and finance charges within Cyrious 2 4 2 8 Marketing Menu This menu provides access to the marketing module promotional and activity manager related areas of Cyrious 2 4 2 9 Reports Menu This menu provides a complete list of individual reports that can be printed from Cyrious 2 4 2 10 Management Mgmt Menu This menu provides access to the setup areas of Cyrious 2 4 2 11
154. igning click the checkbox next to Delete this product after orders and estimates are reassigned Click the Change Product button to make the change To exit without making changes click Cancel 3 3 Pricing Theory It is essential to understand the Cyrious pricing theory before entering your products and prices Base price Pricing in Cyrious starts with the base price The base price of a product is the beginning price of a standard sign of the given size quantity and number of sides The base price is used as the starting point for pricing the product Depending upon the pricing method chosen the base price may use look up tables area discounts quantity discounts area based charges length based charges or other methods to arrive at the appropriate price Price modifiers installation price and or line item discounts can modify the base price of the sign to arrive at the final price of the product Price modifiers Since each order is unique the actual price must be adjusted based on price modifiers Each price modifier is simply a question Associated with each modifier question is a preset formula that adjusts the base price up or down to reflect that particular order Setting up detailed well constructed price modifiers is the most important step in developing consistent accurate pricing Line item discounts Line item discounts allow the User to apply discounts to individual products at the time of order entry
155. in the last month Use this selection to set the criteria to begin on the same date of the prior month and to end on the current date For example if today were April 15 this selection would include all activity from March 15 to April 15 Within the last 3 months Use this selection to set the criteria to begin on the same date of the month three months prior and to end on the current date Within the last 6 months Use this selection to set the criteria to begin on the same date of the month six months prior and to end on the current date Within the last year Use this selection to set the criteria to begin on the same date of the prior year and to end on the current date Over 7 days ago Use this selection to set the criteria to exclude all activity within the last 7 days Over 1 month ago Use this selection to set the criteria to exclude all activity within the last month Over 3 months ago Use this selection to set the criteria to exclude all activity within the last three months Over 6 months ago Use this selection to set the criteria to exclude all activity within the last six months Over 1 year ago Use this selection to set the criteria to exclude all activity within the last year Last Month Use this selection to set the criteria to include all activity within the previous calendar month For example if today were April 15 this selection would include all activity from March 1 to March 31
156. in this checkbox to prompt Cyrious to automatically round taxes up to the next highest cent If this box is unchecked 0 644 in taxes is rounded to 0 64 Checking this box will result in the final tax being 0 65 Check with your local tax authority to determine if this rounding applies to you Reference ID for Group If desired enter a reference ID for the tax region If entered the reference ID will be included on standard tax reports Mailing Address If desired enter a reference mailing address for the tax region If entered the reference will be included on standard tax reports To save all of the information on this screen click the Save button 6 6 Reconcile GL In the unlikely event that the general ledger should become out of balance with the order database it may be necessary to reconcile the general ledger After an import from another POS system or if you suspect the general ledger totals are not correct simply click on Mgmt Accounting Reconcile GL to open the general ledger reconciliation window Cyrious will automatically calculate totals for all WIP orders all built orders all accounts receivable balances all customer deposits all customer credits and the total orders outstanding in the shop The balance in the general ledger and from the order database will be displayed in the first two columns respectively If there is any difference between the two columns the adjustment column will show the difference
157. ing date time to the date time of the last monthly closeout The current date time is used as the ending date time For Year to Date Selecting this option sets the starting date time to the date time of the last yearly closeout The current date time is used as the ending date time Since Last Data Export Selecting this option sets the starting date time to the date time of the last general ledger export The current date time is used as the ending date time Since Last Royalty Report Selecting this option sets the starting date time to the date time the last royalty report was printed The current date time is used as the ending date time This period is generally only used for Royalty Reports Previous Close Out Period Selecting this option automatically selects the date range associated with the previous closeout stored within Cyrious Prior Close Outs Selecting this option will allow the user to select a particular closeout date range that has been stored within the system 11 8 5 Step 1 Enter the starting and ending dates and times for the report period Alternately you may fill in the Starting and Ending Date Times using the date times of prior closeouts The Select From panel at the bottom left of the form determines the contents of the Starting Date and Ending Date lists Selecting Daily Closeouts will fill the lists with all of the date times for all daily closeouts To fill in the starting time with the dat
158. inus icon beside the category name Product codes can be reassigned to different categories by highlighting the code to be moved and dragging it to the new product category A pop up window will instruct you to confirm the reassignment Another option that the Product Tree offers is the ability to easily rename product codes Highlight the product code to be renamed and then click once with the mouse A box with a cursor will appear around the existing code name Make the desired changes and then hit the Enter key This will save the changes to the product code 3 10 Product Entry Form The Product Entry form contains five tab sheets that must be completed for each product Fill in each of the tab sheets to establish standards for each product Although they may be completed in any order certain fields must be filled in before changes can be saved These field names are displayed in blue 3 10 1 Product Tab Tab through the selections in the product tab sheet and provide the following information Product Code Enter the unique descriptive code used to identify the product Up to 25 characters are allowed and may include upper and lower case letters numbers spaces and punctuation The product code will print on invoices the way it is entered Product Category Click on the down arrow This opens the scroll down box for product categories Click on the appropriate category Cyrious provides standard categories such as banners or ele
159. ion 128 11 4 2 Device Driver Installation 128 11 4 3 Authorize Dongle 129 11 4 4 Re Authorize Technical Support 129 11 5 Overview of Cyrious Networking 130 11 6 Remote Operation 130 11 6 1 Remote Control 130 11 7 Importing from Other Sources 130 11 7 1 Importing Customer Lists 130 11 7 1 1 Comma or Tab Delimited Text ASCII files 136 11 7 1 2 Dbase or Paradox Database Files 136 11 7 2 Importing Product Data 136 11 7 2 1 Step 1 Getting Started
160. lder Name the Folder QB Imports During the course of a year the number of exported files will be significant Therefore to make it easier to find export files you may consider creating sub folders inside the QB Imports folder The recommended naming method for the sub folders is to create a sub folder for each calendar month To create sub folders select the QB Imports then add a new folder inside QB Imports for each month The suggested name for the January sub folder is Jan Imports You can place the QB Imports folder in any drive or shared folder you desire Our recommendation to use C Program Files Cyrious SMS QB Imports is just a suggestion 11 8 12 Step 8 Daily Export It is strongly recommended that a daily export be done at the end of each business day The export is best done after you have reconciled cash receipts and after you have successfully printed all end of day reports To perform daily a daily export begin by opening Cyrious and from the menu bar select File gt Export gt Export Accounting Data The export window will open Page 156 of 158 Rapidly Operational Highly Served Incredibly Satisfied Within the Export GL Transactions screen begin by following the steps below 1 Check the box labeled Consolidate Journals to Single Entry The option labeled Full Detail cannot be chosen because it is not supported by QuickBooks 2 Remove the Check beside the phrase labeled Group Payment Types with the same E
161. lect the default color from the drop down list Font Click on the down arrow in the Fonts box and enter the default font for this product If there is no default font leave this field blank If a font list was entered on the Products tab sheet select the default font from the drop down list Line Item Description Click in this box and enter the brief description of the product Any text entered here will be automatically placed into the line item description during order entry The line item description prints on all invoices and estimates in order to provide more detail about the ordered product Description of Product Click in this box and enter a detailed description of the product This information is available to employees when entering a product and is intended to provide detailed information the User wants available Typical information included in this section includes expected life typical uses warranties permit requirements etc This information does not print on invoices or estimates Picture If desired you may store an image of the product for use on estimates and invoices This image is most helpful for standard or stocked components e g frames riders Click on Open Picture to open a file and paste it into Cyrious This attaches the picture to a product file Click on Clear Picture to remove a picture that is attached to a product Click on Paste Picture to import a picture from the Windows clipboard to Cyrious
162. lections column double click Over 6 months ago to add this to your query on the right Sorting Company Name Output Options Microsoft Word Label and Letters Choose Miss You Letter with Coupon and then print Flags Set Flag 2 Absent Customers Save Template Save as Customers with no Orders in 6 months 10 6 2 Miss You Cards Part II Task Send customers that have not placed an order in the last 6 months letters inviting them to come back however eliminate customers that have previously been mailed Miss You promotions Report Type Customer Report Query Criteria Last Order Date over 6 months ago and customers with marketing flag Absent Customers CLEAR Click on the plus beside Customer Criteria under the Headings column Page 109 of 158 Rapidly Operational Highly Served Incredibly Satisfied Click on the plus beside Dates of Activity and highlight Last Order Date Under the Selections column double click Over 6 months ago to add this to your query on the right Expand Marketing Flags and highlight Absent Customers Double click on Absent Customers is CLEAR under the Selections column to add these final criteria to your query This last step will eliminate absent customers from the previous mail out because the Absent Customers flag was set at the end This is one method of reducing marketing costs by making the list very targeted This step would be unnecessary if
163. leting a Custom Report Item Note You can only delete Custom Reports System Reports can only be disabled from appearing on the menu by utilizing Option 1 1 Click on Mgmt gt Set Up gt Reporting Setup 2 Click the sign next to the report category in which the report is located 3 Browse through the drill down menu to locate and highlight your the desired report 4 Once selected click the Delete button located on the right hand side of Cyrious 5 Click YES when prompted to confirm deletion of the report 6 Refer to the figure below for further clarification on the process of deleting a report Page 96 of 158 Rapidly Operational Highly Served Incredibly Satisfied 9 5 Modifying Existing Report Settings This section will provide you with an overview on the steps required to modify the options of an existing Cyrious report During the printing process a print dialog screen will appear in which the user has the ability to modify the default settings and save those changes as defaults for future use The figure below outlines the standard print dialog box that will appear upon initiation of printing an invoice template Several options are available for modification including preview mode printer selection email settings save settings export and report options Each of the sections labeled offer configurable settings that can be modified to your desired Page 97 of 158 Rapidly Operational Highly Served Incr
164. lick on the Edit button After changes all changes have been made click on the Save button To exit without saving changes click on the Cancel button For detailed information on each tab screen see General Tab Sheet Taxes Tab Sheet Order Estimate Tab Sheet Logo Tab Sheet Production Info Tab Sheet Installation Tab Sheet Statement Text Tab Sheet Activity Manager Tab Sheet Marketing Tab Sheet Time Clock Tab Sheet Commission Fees Tab Sheet Page 53 of 158 Rapidly Operational Highly Served Incredibly Satisfied 5 14 General Tab Sheet The General Information Tab Sheet is used to enter information about the store in which Cyrious is being used This information will print on forms such as invoices and work orders Enter the appropriate information for the following entry boxes Store Number Enter the number that is assigned to each store specifically It must be a number and will print on all orders and estimates Default Area Code Enter the default area code in which the store is located This will serve as the default area code for new customers and employees Company Name Enter the company name in this box Address City County State Postal Code Enter the store address etc in these fields Country Enter the country in which the store is located Phone Fax Enter the store telephone and fax numbers in these fields f
165. limination of many fields that are not necessary for the purpose of this list Flags No flags Save Template Save report as VIP Customer List 10 6 4 Sending Holiday Cards Task Send Holiday Cards to all customers that have ordered over 1000 00 worth of merchandise within the last year Report Type Customer Report Query Criteria Over 1000 in sales pre tax during the previous 12 months Click on the plus beside Order Criteria and then expand Order Dates Highlight Order Placed Date and then double click on Within the last year to add the date criteria to your query Next click on the plus beside Sales Amounts pre tax under the Headings column Then double click on Sum is over 1000 Page 111 of 158 Rapidly Operational Highly Served Incredibly Satisfied Sorting Zip Code to assist bulk mailing Output Options Microsoft Word Label and Letters Choose the Avery label type supported by your printer and then print Flags No flags Save Template Save as Holiday Card List 10 6 5 Outstanding Estimate Reminders Task Print a simple list of open estimates that are 7 30 days old for sales personnel to do follow up calls Report Type Estimate Report Query Criteria Estimates that have not been converted or deleted and that are 7 30 days old Click on the plus beside Estimate Criteria and then expand Dates of Last Activity Next highlight th
166. ll be added to any amount calculated above to arrive at the Calculated Price The calculated price may be ignored or not entered To do this simply override the price by filling in a value in the Actual Page 75 of 158 Rapidly Operational Highly Served Incredibly Satisfied Amount to Use box In this case Cyrious will automatically uncheck the Use Calculated Value checkbox To return to the calculated value re check this box All detailed information entered on this screen will print on the work order but not on the invoice or estimate Click OK to save this information and return to the order screen Another option for entering installation is to enter a completely separate product on another line item This may be particularly appropriate if the installation applies to several products and is difficult to itemize When setting up an installation product in Product Setup be sure to check the box Product is Installation and the correct tax box Subtotal To override the calculated total or per piece total for this product click in the subtotal box The sub total is the final price for the product before any taxes shipping etc A subtotal per piece is also calculated for ease of comparison Overriding the sub total will automatically check the Using Overridden Price checkbox To return to the calculated price uncheck this box Calculated Pricing If the base price has been overridden this box will be checked To return t
167. lowing options are available for the Contacts portion Viewing the Contact Small Form To open the small contacts window click the handshake button This will close the large Activity Manager window and open a miniature window in its place Marking a Contact Completed To mark a contact completed highlight the contact and click the check button If a contact is checked as done it will not appear on the contact list the following day If the contact was not deleted or marked complete it will continue to appear on the contact list until purged deleted or marked complete Adding a New Contact To schedule a contact manually click the plus button This opens the Contact Properties screen Enter the information for the newly scheduled contact New contacts can also be scheduled from within the Explorer screen by right clicking on a customer order or estimate and choosing Schedule Contact This action opens the Contact Properties screen Deleting a Contact To delete a contact highlight the contact and click the Erase button This removes the contact from the screen Viewing Contact Order Estimate To view the order or estimate associated with a particular contact highlight the contact and click the button Viewing Contact Customer Records To view the record of the customer for whom the contact is scheduled highlight the contact and click the file folder button Rescheduling Contacts To resc
168. ly support remote hook ups via dedicated connections The discussion and recommendations that follow are given as is without warranty or further representation 11 6 1 Remote Control The approach that Cyrious Software recommends utilizes one of several computer products that allow a local PC the home computer to take over a remote PC the office computer In this scenario the home User would dial into the office computer and take over its screen keyboard mouse etc The home User would then run Cyrious on the office computer but could control the program from the house using the home keyboard mouse etc Because only the keystrokes and video screens need to be transmitted over the phone lines this approach is only slightly slower than being at the office Several commercial products exist specifically for this type of remote PC control Manufacturers include Laplink PCAnywhere Microsoft Remote Desktop Available within Windows XP Professional For specific details of how these programs work consult the User s manual for that program Hardware requirements will vary however since the office computer is still running Cyrious the home computer typically does not need to be upgraded to run the program 11 7 Importing from Other Sources 11 7 1 Importing Customer Lists Cyrious comes with an import wizard that will import customer data using several generic formations Page 130 of 158 Rapi
169. more information on defining the terms see Payment Terms To open the Apply Finance Charges window click on Payment Apply Finance Charge Cyrious POS will automatically calculate finance charges for orders in Accounts Receivable based on the payment terms specified for each customer Cyrious provides a summary of all orders for which Finance Charges are applicable based on the current date and customer settings The following information fields are displayed Customer Company Name Invoice Invoice Number Invoice Description Description of Invoice Payment Due Date Date when first payment was due on order this is equal to the picked up date plus the grace period for the customer s payment terms Last FCD Last Finance Charge Date Date when the last finance charge was applied to this invoice Balance Balance Remaining Due on Invoice F Charge Calculated Finance Charge for Invoice based on the options specified in the payment terms for the customer You may click the checkbox next to the Company name to apply finance charges to any or all Click Mark All to check all boxes Click Execute to post finance charges for all selected invoices or Cancel to cancel without applying finance charges You may also manually enter finance charges for an individual invoice on the Finance Charge Tab of Pay Status Please note that finance charges can only be removed on an individual order basis Please verify all
170. move this feature from the menu GCR files do not provide you with the ability to email nor save the report to disk Contact a Cyrious Implementer for information on converting your GCR file to Crystal Reports The conversion from a GCR template to a Crystal Report template will incur a charge to be quoted by the Cyrious Implementation department 9 2 Adding a Custom Report Custom Menu Item The following steps will guide you through the process of adding a new report to the existing menu structure The steps to add a report will vary based on your desired selection of where the new report will be located and which types of options you would like set on the report In this section we will add a new Crystal Report to the Reports drop down menu as noted in the figure above Reports can be added to the Quick Reports and Individual menus in the same manner as discussed below for the Reporting menu To add your report to the menu please follow the steps listed below Select Mgmt from the menu bar gt Set Up gt Reporting Setup Located in the left hand column select the option reporting Menu Click the sign next to the Reporting Menu option to reveal a list of all report categories and report templates Page 91 of 158 Rapidly Operational Highly Served Incredibly Satisfied Highlight the appropriate report subcategory such as Accounting Reports Once the appropriate category or subcategory is selected proceed with adding
171. n Add This button is used to insert criteria headings in order to group selected criteria together This allows more complex queries to be developed that combine multiple individual queries Insert All Inserts criteria heading that returns records that match ALL of the criteria under it Insert Any Inserts criteria heading that returns records that match ANY of the criteria under it Insert None Inserts a criterion heading that returns all records that match NONE of the criteria under it Note Use of NONE in criteria can severely increase the time it takes to execute a query and is generally discouraged Change This button is used to change the logic used by criteria headings Normally you would not change the default logic used by Cyrious Marketing Occasionally it may be desirable to change the logic of the records selected Change to All Changes criteria heading so that it returns records that match ALL of the criteria under it This is the default logic when combining different types of fields in a single query E g Selecting City and Industry Change to Any Changes criteria heading so that it returns records that match ANY of the criteria under it This is the default logic when selecting multiple items from a single data field e g multiple values for City Change to None Changes criteria heading so that it returns records that match NONE of the criteria under it Note use of NONE in criter
172. n one bank transaction In the example below Credit Card is the Payment Group and MasterCard is the Payment Type Page 59 of 158 Rapidly Operational Highly Served Incredibly Satisfied To add a new Payment Group click on the Add Group button Payment Groups can be deleted if all of the Payment Methods within them have been deleted To add a new Payment Method highlight the group name and click the Add Method button Enter the Payment Method name and Export Description for use with exporting GL information Payment Methods can be deleted if they have not been used for entering payments A better alternative to deletion is to set a particular method inactive by removing the check mark beside Active Inactive payment methods do not appear in the payment method drop down list Payment Methods can be reassigned to Payment Groups by clicking on the Method name and dragging it to the new Group 6 4 Payment Terms Cyrious allows payment terms to be defined and then assigned individually to customers By default all customers are created with Cash payment terms Setting up additional payment terms however is very simple with Cyrious Select Mgmt Accounting Setup Payment Terms from the menu bar This opens the Create Modify Payment Groups form The first payment term Cash is always the default and may not be deleted It may however be edited if desired To delete a payment term click Delete To create new payment terms
173. n the clock icon to display a list of times and select the appropriate due time enter the time at which the order is due Proof Due On If an artwork proof is needed by the customer click the calendar icon to display a calendar and then select the date which this proof is due to the customer This date appears on work orders and production reports Purchase Order Number Enter a customer PO number if applicable The PO number will print on invoices and estimates Page 77 of 158 Rapidly Operational Highly Served Incredibly Satisfied Order will be Click on the appropriate method indicating how the customer will obtain the product after it is built This information prints on Work Orders Discounts and Promotions Click Disc And Promotions to open the Discounts and Promotions screen Enter any discounts or promotions for this order To associate this order with a promotion click on the desired promotion and click Select This will automatically apply the necessary discount to the order To enter a discount not associated with a specific promotion click in the box beside Discount type a percentage in the box or click in the box beside Discount Amount and type the dollar amount to be discounted If you enter a discount as a percentage and later change the order totals the discount will adjust with the order If you enter the discount as a final dollar amount it will not change even if the orders total chan
174. n to set a specific range of dates Before Use this selection to set the end date All data generated from a query using this criterion must have occurred prior to the date set After Use this selection to set the beginning date All data generated from a query using this selection must have occurred after the date set Note When any of the above selections are highlighted a Start Date and End Date screen will appear Either use the calendar to select the dates or enter the desired number of days Click the Add button to include this selection in your query Today Use this selection to set the criteria for the current date This Week Use this selection to set the criteria to begin on the previous Sunday and end on the current day of the week This Month Use this selection to set the criteria to begin on the first of the current month and end on the current date For example if today were April 15 this selection would include all activity from April 1 to April 15 This Year Use this selection to set the criteria to begin on January 1 of the current year and end on the current date For example if today were April 15 this selection would include all activity from January 1 to April 15 Within the last 7 days Use this selection to set the criteria to begin 7 days prior to the current date and to end on the current date Page 104 of 158 Rapidly Operational Highly Served Incredibly Satisfied With
175. nd appointments for future dates click on the desired date and then insert the new entry 10 9 2 AM Tasks Daily tasks can be entered on the contact screen Tasks can be given a priority such as 0 9 or A Z but tasks are not assigned a date An explanation of the task should be entered Tasks remain on the task list until erased or marked as completed If marked as completed tasks will not appear the following day Adding a New Task To add a new task click the plus button and enter the necessary information Page 119 of 158 Rapidly Operational Highly Served Incredibly Satisfied Marking a Task Completed To mark a task completed highlight the task and click the check button Removing a Task To remove a task highlight the task and click the Erase button Printing a List of Current Tasks To print a task list click the printer button From the action tool bar 10 9 3 AM Contacts Contacts can be added to the system every time an estimate is given an order is picked up or an outstanding balance is left on an order that has been picked up The contacts screen includes the customer name telephone number order estimate number and description Cyrious will automatically schedule contacts based on information entered in the Store Information Setup Contacts can also be scheduled from within the Explorer screen by right clicking on a customer order or estimate and choosing schedule contact The fol
176. nt Information in Cyrious Once you have your accounts setup in QuickBooks open Cyrious and go to MGMT gt Accounting gt Setup gt Account Codes Below is an image of the Cyrious Account Codes The column listed Export Number Description is where you enter the correct account name as it appears in QuickBooks for that account Be sure that the account names in Cyrious match EXACTLY with the corresponding account in QuickBooks For example if you have a QuickBooks account named Discounts Given the account in Cyrious must be Discounts Given not Dis Given If the account names do not match then the account cannot be imported into QuickBooks If you use account numbers in QuickBooks ignore the numbers and use only the account name You must reference the entire account name without the number in order to assure a match in QuickBooks during an import When you have finished click Save To exit without saving changes click Cancel Ignore Payments in this window more on Payments in Step 6 CYRIOUS GENERAL LEDGER Internal ID Internal No Export Description No Payments 1100 Undeposited Funds ARs 1200 Accounts Receivable Page 153 of 158 Rapidly Operational Highly Served Incredibly Satisfied CYRIOUS GENERAL LEDGER Internal ID Internal No Export Description No WIP 1250 Inventory WIP Built 1260 Inventory WIP Built OrdersOutstanding 2410 Orders Outstanding CustomerDeposits 2420 Customer
177. ntered between printing and closing the sales and payment totals my be incorrect Monthly Closeouts There are two ways two initiate a monthly closeout First insure that Close Month is an option listed and checked under the daily closeout option under Quick Reports If not please refer to the reports section of the help file Then following the printing of the monthly reports Cyrious will prompt the User to close the month 6 11 3 Other Closeouts Cyrious uses several other types of closeouts to track the start and end of reporting dates Royalty Closeout A royalty closeout is used to establish the end of a royalty reporting period and the start of the next period Cyrious will prompt the User to reset the royalty report period A royalty closeout is automatically entered following the printing of a royalty report Export Closeout An export closeout is used to track when data was last exported and hence which data still needs to be exported An export closeout is automatically entered following an export of the accounting data Yearly Closeout A yearly closeout is similar to a monthly closeout except that it indicates the start of a new fiscal year In addition a yearly closeout automatically closes the month and day The yearly closeout should be conducted immediately following the last monthly closeout of the year 6 11 4 Unclosing Unclosing a Close out Cyrious allows the User to unclose the last closeout Un
178. o the calculated pricing uncheck this box When not using overridden pricing this box is disabled Text Enter the text here that belongs on the product Cyrious will automatically wrap words a soft return onto new lines as the end of the box is reached Do not hit the enter key a hard return to go to a new line unless you always want a new line of text Description Enter the description of the product here When the product is initially entered the default value is filled in from the product definition Production Notes Enter any information about the product that should only print on work orders Production Location If the production location for this order is different from the default for that product click on the down arrow and change the production location Accurate entry of the product location is especially important for production WIP and sales tracking Artwork and sketches can be captured for each line item There is no limit to the number of line items that can be entered on an invoice or an estimate 7 2 1 1 Adding Additional Products To add additional products to the current order use the following buttons Prior Next navigate between existing line items Insert add a new line item to the order or estimate Delete remove the selected line item from the order or estimate Clone copy the contents of the selected line item to a new line item Promote reclassify a chil
179. onfiguration of a shortcut key sequence to launch the appropriate report and or action E G If you wanted a database backup to occur every time you pressed CTRL SHIFT P on your keyboard then you would click in this particular field and press that exact key sequence at the same time File Location Specify the report template you would like to use for the new report All custom reports must be placed in the Reports folder located in installation path of Cyrious The default path for these reports is C Program Files Cyrious SMS Reports The storage path for on drive reports can be modified within Machine Setup located under Mgmt gt Set Up gt Machine Setup All system reports such as the templates that are included by default with the Cyrious program are located within an encrypted database To use an existing template select the System Report option and locate the proper template from the drop down menu After finalizing the General settings of the report additional options are available under the Options tab as shown in the figure below Within this screen configuration of various settings such as printers copies report options etc can be modified accordingly Once you have configured all the desired settings for the new report simply press the SAVE button located on the right hand side of Cyrious to save your new report 9 3 Tips for Modifying Report Sections The following steps and tips will help guide you thr
180. ookup Table is a list of heights widths quantities and their corresponding per piece prices which can only be used when the Table Lookup by height width and quantity pricing structure is selected When a product is entered in an order the per piece price from the first row in which the table height table width and table quantities are less than or equal to the ordered height width and quantity is used Height and width are interchangeable and Cyrious will always arrange the entries so the height is smaller than or equal to the width Click in the appropriate box and type a height width quantity and price 5 Area Lookup Table The Area Lookup Table is a list of areas quantities and their corresponding per piece prices When a product is entered in an order the per piece price from the first row in which the table area and table quantity are less than or equal to the ordered height times width and quantity is used Click in the box and type an area quantity or price 6 Length Lookup Table The Length Lookup Table is a list of lengths quantities and their corresponding per piece prices When a product is entered in an order Cyrious uses the per piece price from the first row in which the table length and table quantity are less than or equal to the ordered length and quantity The entered height has no effect on the price Click in the box and type a length quantity or price 7 Height Lookup Table The Height Lookup
181. or a two if this is a two sided product If the product can only be one or two sided or the number of sides does not apply then this field will be gray indicating that entry of this information is not required Height amp Width Enter the dimensions for the product in the units indicated immediately above the entry box In the case of length based pricing these fields are labeled Height amp Length Certain pricing structures do not use both the height and the width in the pricing of the product Some do not use either dimension If the dimension is not used in the pricing of a product Cyrious will indicate this by making the entry box a dark gray color In this case the person entering the order may still enter a value in these fields but this value will have no effect on the pricing If the dimension is grayed out Cyrious will tab past the field by default Use the mouse to click inside the entry box to change the default value Foreground Color Enter the color of the text or graphic on the product If a foreground color list was assigned when the product code was created Cyrious will lookup the color being entered Click the down arrow to drop down a list of colors from which to select If Limit to List is selected in the product set up then only values in the color list are allowed If Limit to List is not selected any value may be entered in this field Background Color Enter the color of the background mater
182. or the sign For products using fixed pricing and length based pricing enter the standard height For other pricing structures in which the height is used in the price calculations it is recommended that you enter one in this field in order to ensure that a User entering order information remembers to enter the actual height Width The default width or length for the sign The caption will change depending upon the pricing structure in use For products using fixed pricing enter the standard height For other pricing structures in which the width is used in the price calculations it is recommended that you enter one in this field in order to ensure a User entering order information remembers to enter the actual width Production Location Click on the down arrow in the Production Location box and select the default production location for this product from the drop down list Foreground Color Click on the down arrow in the Foreground Colors box and enter the default foreground color for this product If there is no default foreground color leave this field blank If a foreground color list was entered on the Products tab sheet select the default color from the drop down list Background Color Click on the down arrow in the Background Color box and enter the default background color for this product If there is no default background color leave this field blank If a background color list was entered on the Products tab sheet se
183. or use within the Quick Reports section The same procedures can be applied to add custom report groups to the Invoice Estimate Company and Reports menus as well 9 3 1 Using the Copy To Option in Reporting Setup The Copy To option within reporting setup can be utilized to quickly and easily add new custom report menu items to existing or newly created report groups In this example we ll add a report that already exists in a report menu to a report group Using this method cuts down on overall configuration and time invested with modifying the report groups within Cyrious 1 Open Cyrious 2 Click on Setup gt Reporting Setup 3 Locate the report that you wish to copy into an existing report group 4 In our example we ll copy the Activity Report from the Reports Menu into the Custom Quick Reports Group we created earlier a Within Reporting Setup click the sign next to Reporting Menu b Click on Activity Report in the list and select the Copy To option c On the Copy To Group popup screen select Custom Quick Reports Group in the new field as shown in the screenshot and click the OK button The report will then be copied into the new report group you selected d Click on the sign next to Quick Reports Menu in reporting setup Page 95 of 158 Rapidly Operational Highly Served Incredibly Satisfied e Click on the sign next to Custom Quick Reports Group f Click on the listing
184. ormatted as you would like it to appear on the invoice Store Manager Click on the down arrow to choose the name of the Store Manager E mail Enter the company s E mail address if applicable in this box URL Enter the company s URL Web Address if applicable in this box 5 15 Taxes Tab Sheet The information entered on this screen is used to set the default tax information for this store Certain tax information can be overridden or modified at the customer and order level Invoice Tax ID Enter the store tax ID number here This number will print on certain invoice templates as required by certain states or countries Sales Tax 1 Name Enter the name of the first type of sales tax to be tracked in the system i e State GST Use the TAB key to move to the Default Rate field Enter the appropriate Default Rate in this box Use the TAB key to move to the Tax Cap field If the tax laws for this company allow for a maximum amount of tax on a given order enter the amount of the cap here This field is generally left blank Sales Tax 2 Name Enter the name of the second type of sales tax tracked by the system i e County PST and City If only one type of sales tax is assessed leave this box blank Sales Tax ID This is the store s taxpayer identification number This number will print as the header on sales tax reports generated from Cyrious Tax Region Type the location name of the default re
185. orrect order using the top section of the form To change the status of an order click on the Status tab in the middle of the screen The order s status will dictate which statuses are enabled The following table shows which statuses and order may change given its status Page 80 of 158 Rapidly Operational Highly Served Incredibly Satisfied WIP Built Picked Up Closed On Hold WIP X OK OK OK Built OK X OK OK Picked Up X OK Closed OK X On Hold OK X New Status 7 3 1 1 Select the new order status Select WIP to change the status to Work In Progress Cyrious gives all new orders a status or WIP so the only time you will normally need to select this order is when taking an order off the On Hold status or reversing a Built status Select BUILT when the order is fabricated but not yet picked up delivered or installed Select PICKED UP when the order is picked up delivered or installed If the remaining balance of the order is zero Cyrious will automatically change the order status to Closed Select CLOSED to manually close an order that has already been Picked Up Manually closing an order is only necessary when a closed order was re opened or a picked up order is adjusted so that the remaining balance is zero Select ON HOLD to place an order in WIP or Built in a hold status Orders that are already Picked Up may not be placed on hold Orders with a Built status are first transferred to WIP
186. osed cannot be edited Voiding Orders Using Explorer select the order to void Once the order entry form is open click Void on the Order Entry toolbar to void the order An order may be voided at any time before it is closed The voided order will remain in the system for tracking purposes but may not be adjusted or deleted If the customer has already made a payment or deposit on the order Cyrious will prompt the User to either void the payments before voiding the order or register a credit balance to the customer for the payment amount Cloning Orders The cloning order function allows the User to quickly copy the contents of an existing order to a new order This is especially helpful for re orders To clone an existing order locate the order using the Explorer screen Highlight the order in the lower half of Explorer and click on it with the right mouse button Select Clone Order from the selection list Alternatively you can click the Clone button on the action toolbar in the Order Entry screen Entering Payments To enter a payment on an existing order click Payment on the main toolbar and follow the steps outlined in Payments 7 3 1 Changing an Order s Status To change the status of an order click Payment or Order Estimate Change Status on the main toolbar Alternatively select the order in the Explorer screen and click Payment or Order Estimate Change Status This opens the Payments Form Locate the c
187. osing on all estimates If this box is unchecked no default closing is used If enabled the closing can be modified on the Print Estimate screen Print Deposit Required Click in this box to print text at the bottom of the estimate stating the amount of the required deposit Default of Estimates Set the number of estimates to print It is very common to print two copies of the estimate one for the customer and one for the salesperson 5 18 Logo Tab Sheet The artwork and tag line information entered on the Logo tab of the Store Information setup prints on all invoices and estimates Logo If entered the User s logo will print on invoices estimates and reports The logo must be in a Bitmap format bmp To load a logo file click on the Open Picture button To paste a logo from the windows clipboard click on the Paste Picture button Tag Line Slogan for the Bottom of Page The User can enter a slogan or tag line in this box It will appear centered across the bottom of the invoices and estimates 5 19 Production Info Tab Sheet The Production Information tab sheet stores default values for what product information will appear on the order entry screen Enable Price Modifiers on Pricing Screen The presence of additional items such as colors or quality of materials can modify the pricing of an item Click in this box to enable the use of price Page 55 of 158 Rapidly Operational Highly Served Incred
188. ou may select the existing query by highlighting it on the right and clicking the Open a Saved Query button The default directory for saved queries is C Program Files Cyrious SMS Reports Mktg Click the BROWSE button to search other directories After selecting a saved report by double clicking or selecting OPEN the next screen that will be displayed is the Sort Criteria screen If you would like to delete a previously saved query highlight the selection on the right side of the screen and then click on the DELETE button Clicking with the right mouse button anywhere on the screen can also access all of these options 10 2 Marketing Report Type Screen The Report Type screen indicates the type of output the report will provide Cyrious Marketing allows production of the following report types Customer Report Lists customers meeting criteria selected This is the most useful and frequently used format for a marketing report The Customer Report only produces one record or row for each customer regardless of the number of contacts it produces one record for each of the customer s contacts Contact Report Lists contact names for customers meeting selected criteria This report produces one record for each of the customer s contacts Order Report Lists order or sales totals for criteria selected It is useful when sales amounts are desired Estimate Report Lists estimates for criteria selected Payments Report
189. ough quickly modifying your default quick reports configuration To begin modifying the Quick Reports section click on Setup gt Reporting Setup from this screen click the next to Quick Reports In this example we will look at creating a new reports group adding a payments report and sales report by origin to the newly created Page 93 of 158 Rapidly Operational Highly Served Incredibly Satisfied quick reports group The screenshots provided are only for reference your quick reports settings may appear differently than those shown below 1 Open Cyrious SMS 2 Click on Setup gt Reporting Setup Click on Quick Reports menu so that it is the active selection in Reporting Setup 3 Click on Add gt New Report Group a Enter your desired Quick Reports Group Name in the field Menu Item Name b Click on the Options tab and specify the date range that this particular report group will utilize For instance if you would like all of the reports within this group to print Since Last Monthly Closeout then you should choose that option in the date configuration section c As you will in the example below I ve created a new Quick Reports group named Custom Quick Reports Group 4 With Custom Quick Reports Group selected click the Add drop down selection box at the top and click Crystal Report This will open a new report configuration screen similar to the screenshots provided under the section on adding
190. ove is the amount to increase the customers credit balance by the final amount for the customers credit balance or the amount to decrease the customer s credit balance Adjusted By Select the name of the employee who adjusts the customer s credit balance by using the drop down box Reason Enter the reason this credit is being adjusted or given This information will print on all payment reports that list the credit adjustment Once this information is entered click Adjust Credit to adjust the customer s credit balance If security is enabled Cyrious will prompt the User for a password before actually adjusting the customer s credit balance 6 10 11 Credit Memos Tab Sheet Credit memos are used to make monetary adjustments to Picked Up orders for Users who are forbidden by law to adjust picked up orders When a credit memo is issued it will be assigned the next invoice number in the order sequence Credit Memos are essentially negative invoices for a customer Issuing a credit memo will automatically increase the customer s credit balance This credit can then be applied to an existing order through the Apply Credit tab in Pay Status Issuing a credit memo will reduce your sales numbers and therefore reduce your royalty and tax obligation Credit memos will appear on the sales tax report as negative sales If a customer needs to issue a credit memo for taxes ONLY they can leave the amount field blank on the Issue Credit M
191. p down list and Click the Set to Zero button to set the finance charges for a particular order to zero All finance charge information will appear in the payments section of the history tab 6 10 17 History Tab Sheet The History tab sheet allows the User to view a list of all activity associated with the selected order as well as all of the payments for the selected order The information is divided into a Payment History which lists all payments voided payments and applied credits for the selected order The Adjustment History lists all order edits and finance charges adjustments for the selected order 6 11 Closeout Procedures 6 11 1 Why Closeout Closing out is an important part of disciplined accounting procedures Cyrious uses Daily Closeouts and Monthly Closeouts to help simplify reporting procedures and practices Daily Closeouts are typically performed before the cash drawer is deposited with the bank For new shops this may be once or twice a week while more established stores typically do this daily The Daily Activity Report which is usually the first report printed in the daily closeout contains a summary of all accounting and payment transactions since the last daily closeout Among other things this report lists the payments by payment group cash check etc and is usually used to reconcile the cash drawer prior to making any bank deposits Two additional reports the Daily Payments Report and the Daily Orders Pi
192. pe Screen 101 10 3 Selection Screen 101 10 3 1 Report Criteria Headings 102 10 3 2 Report Criteria Buttons 102 10 3 3 Selection Criteria 103 10 3 3 1 Customer Criteria 103 10 3 4 Preview amp Sort Screen 106 10 3 5 Output Options Screen 106 10 3 5 1 Labels and Letters 107 10 3 5 2 E mail List 107 10 3 5 3 Save Data to File 107 10 3 5 4 Simple Report 108 10 4 Marketing Flags
193. ppropriate fields correctly click Next to the Scan for Duplicates screen This screen allows you to compare the import file to your existing customer list for duplicate entries Page 133 of 158 Rapidly Operational Highly Served Incredibly Satisfied You can scan for duplicates based on Company Name Phone Number and or Zip Code The options for how the system will handle duplicates are to not import the duplicate record or to overwrite the existing record Another option for the scanning of duplicate entries is for how the program should handle multiple contact records for a customer If the import file contains multiple entries for the same customer with different contact names you have the option either to overwrite the existing contact name or to leave the existing contact information as is and add the new contact entries Click Next continue to the Define Customer Industry screen Special consideration must be given when assigning the industry category to imported data Cyrious provides several options for this assignment If Ignore Industry is selected no industry will be assigned to the imported customer data If Use Industry Below is selected Cyrious will assign the industry entered in the Default box Double click on a category in this industry list to fill in the default value with that industry If Match Imported Industry Category is selected Cyrious will use the industry field identified in the import database
194. queries to segment and target certain customer groups The right section of this tab sheet is used to enter User defined information Marketing Custom List 1 and 2 These fields allow the person entering the customer information to enter additional information about the customer The titles of these lists are defined in the Store Information Marketing set up These fields may be searched in the marketing queries based on key words to find or select target customer groups 8 1 4 History Tab Sheet The fifth tab sheet in the customer entry form shows the customer payment and transaction history This tab sheet displays all payments and credits associated with the customer in the top section The bottom section shows all adjustment and transactions associated with orders this customer has placed 8 2 Managing Customer Information Opening a Customer Record To open a customer record from the menu bar click on Customer View Edit Customer This opens the Explorer menu Select the customer record by entering the name in the company name field then click Select to open the customer entry form Editing a Customer Record To edit a customer first you must open the customer record as described above Then click Edit on the toolbar and modify the customer information When finished click Customer to save the changes made or Cancel to cancel the changes and return to the original customer record Deleting a Customer Record
195. r etc Page 126 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 2 Cyrious SSLIP The SSLIP is a utility that runs only on the server machine If this utility is not running then the Cyrious Software program will not load If you receive this message when the SMS program is loaded verify that the SSLIP program is running To verify that the program is running you should see the Cyrious icon located in the system tray If the icon is not present then select Start gt Programs gt Start gt Cyrious SSLIP If additional assistance is needed please contact our Cyrious Technical Support Department 11 3 Database Management 11 3 1 Rebuilding Databases In the unlikely event that one or more of the databases becomes corrupted Cyrious Software has included a utility program to repair and rebuild the databases Typically such database problems are the result of a power failure during writing a network failure a hard drive failure or other interruptions to the computer that may occur in the midst of updating Such events however are rare and most Users will never find a need to use the repair utilities provided by Cyrious Software To perform a database rebuild load the database rebuild utility located in the following default path on the server C Program Files Cyrious SMS Utilities DBRebuild exe Though DBRebuild will repair most database problems no program can reclaim data that is too severely dam
196. r area group Postal Code 3 digit A listing of the first three digits letters or numbers of all Postal Codes Use for marketing to a single postal code area or area group Industries An alphabetical listing of User defined Industries Use for Industry specific marketing Origins An alphabetical listing of User defined Origins Use for determining the effectiveness of particular ad or promotion Marketing Flags User defined marketing information For more information see Marketing Flags Dates of Activity This section contains criteria for Last Order Date Last Estimate Date First Order Date Last Picked Up Date and Creation Date User Defined These two fields will appear in the Customer Criteria list with the User defined name established in the Store Information Setup General Criteria Use this criterion when building a query based on Active vs Inactive customers Clients vs Prospects and a Customers tax exempt status Default Salesperson An alphabetical listing of salespeople Use these criteria when marketing based on the default customer salesperson Note The default salesperson for a customer may be different from the salesperson for individual orders To base a query on the order salesperson use the Salesperson entry under Order Criteria Import Batch A listing of all Import Batch IDs assigned to customers imported from another database or file The list of information unde
197. r the Order Criteria heading can be used when the criteria for your query is either all or in part based on the orders in your Cyrious database Status A listing of the Cyrious defined order statuses Use the status criteria when generating reports based on order status Order Dates This section contains criteria for Order Placed Date Built Date Due Date Picked Up Delivered Date and Closed Date Sales Amounts This section contains criteria for Order Sub Total Pre tax Order Sub Total After Tax Shipping Sales Tax Balance Outstanding Non Taxable Sales and Discount Amount Page 103 of 158 Rapidly Operational Highly Served Incredibly Satisfied Salesperson An alphabetical listing of employees designated as Salespeople Use this criterion when building a query base on an individual orders salesperson To base a query on the default customer salesperson use the Default Salesperson entry under Customer Criteria Entered By An alphabetical listing of employees designated as Entered By Use this criterion when building a query based on who actually entered the order in the POS system Promotions A listing of all User defined promotions Use this criterion when building a query based on what promotions were applied to an order The list of information under the Estimate Criteria heading can be used when the criteria for your query is either all or in part based on the estimates in your Cyrious database
198. r those scheduled only for today This will hide from view any production tasks that have rolled over from previous days 10 11 Promotions Promotions are an effective way to track marketing efforts Common promotions include Grand Opening discounts Coupons from a Promotional Mailer or Special Sales for seasonal events To access the Define Promotions screen click Marketing View Edit Promotions Page 122 of 158 Rapidly Operational Highly Served Incredibly Satisfied To edit an existing promotion highlight the entry in the list of promotions on the left side of the form Select Edit on the action tool bar To create a new promotion select the New button on the action tool bar To delete a promotion select the Delete button on the action tool bar In most cases it is advisable to make a promotion inactive rather than delete it so that historical reports for the promotion may still be generated To set the currently selected promotion inactive click on the Toggle Promotion Active Inactive button Status Active promotions appear in the list of promotions displayed during order entry Inactive promotions do not appear during order entry Name Enter the name of the promotion Dates Enter the starting and ending dates for the promotion Cyrious will not allow the User to enter a promotion in an order outside of the promotion dates Rate percentage If the promotion entails a percentage off discount
199. rter should be System Transfer and Trade Barter respectively The reason for doing so is that this is the only way you can use the reconciliation function of QuickBooks to reconcile your cash deposits with your bank statement at month end You are allowed only one Undeposited Funds to import into QuickBooks QuickBooks will accept other account names but you will not be able to use the reconciliation feature in QuickBooks The following chart illustrates the likely combination of Payment Methods within Cyrious and the corresponding QuickBooks Account name to be used CYRIOUS GENERAL LEDGER Internal ID Internal No Export Description No System 1100 000 System Transfer Cash 1100 110 Undeposited Funds Page 155 of 158 Rapidly Operational Highly Served Incredibly Satisfied CYRIOUS GENERAL LEDGER Internal ID Internal No Export Description No Check 1100 111 Undeposited Funds MasterCard 1100 112 Undeposited Funds Visa 1100 113 Undeposited Funds AmEx 1100 114 Undeposited Funds Discover 1100 115 Undeposited Funds Direct Deposit 1100 116 Undeposited Funds Trade Barter 1100 117 Trade Barter 11 8 11 Step 7 Export Setup Before exporting you must perform the following preliminary steps 1 Make a backup of the QuickBooks data 2 On the server for Cyrious double click My Computer browse to the C Program Files Cyrious SMS folder 3 From the menu bar select File gt New gt New Fo
200. running linear inch foot etc Charge per Unit of Perimeter Enter the perimeter charge for the selected units The perimeter which is the distance along the outside of a sign is equal to Length Width Length Width For example borders can be assessed as perimeter charges Double Base for Second Side Check this box if the base charges for this modifier should be doubled for a two sided product 3 11 3 2 Setup Charge One Time Charge Enter a fixed setup charge that is included once regardless of the number of price modifier charges applied If there is no one time setup charge enter zero Fixed per Piece Enter a fixed charge applied for each sign This amount does not change based on the number of price modifiers applied Fixed per Modifier Enter a fixed amount charged for each price modifier applied This amount does not change based on the quantity of signs Fixed per Modifier per Piece Enter a fixed amount charged to each sign for each modifier applied That is the quantity of signs is multiplied by the number of price modifiers to determine the number of times to apply this charge Double Setup Charge for Second Side Check this box if the setup charges for this modifier should be doubled for a two sided product Page 43 of 158 Rapidly Operational Highly Served Incredibly Satisfied 3 11 3 3 Minimum Charges Overall Enter the lowest acceptable charge if this price modifier is selected
201. s EPP is the least common of the four modes so this is usually not a problem NEC Users NEC computers use a non standard printer interrupt and may require the HASP device driver to be manually configured If you have an NEC computer and experience difficulty try manually setting the HASP for NEC mode by running HINSTALL EXE with the computermode nec option 11 4 3 Authorize Dongle When you first receive your copy of Cyrious the dongle WILL ONLY BE authorized for a short period This protects your investment in the event you do not receive the dongle for some reason To authorize the dongle call Cyrious Software Technical Support Having your company name and your HASP serial number convenient when you call will expedite the process The Cyrious Software technical support representative will provide you with a 10 18 digit authorization code Login to the SSLIP select Tools Dongle Administration and enter the authorization code If you purchased Cyrious the code provided will permanently authorize the dongle If you are leasing the product the code will provide you with a continued authorization for a set period 11 4 4 Re Authorize Technical Support In order to provide more efficient technical support Cyrious tracks the status of your technical support program When you extend or purchase technical support Cyrious keeps a record of your status on file Page 129 of 158 Rapidly Operational Highly Served Incredibly Satis
202. s information will print on sales tax reports Pricing Level Enter the percentage of standard pricing that applies to this customer The default pricing level is 100 which means that the customer receives normal pricing 100 of Page 85 of 158 Rapidly Operational Highly Served Incredibly Satisfied standard If the customer receives a standard discount 20 for example enter the appropriate pricing level 80 in this case and Cyrious will automatically apply a 20 discount The Eternal Flame Church receives a 10 discount off list price The pricing level for this customer would be 90 Any order by the Eternal Flame Church would automatically have a 10 discount entered The Society of People with Too Much Time SPTMT is always charged a 15 premium for obvious reasons The pricing level for SPTMT would be 115 The pricing for any order for the SPTMT will automatically be adjusted up by 15 although there will be no indication the prices are above average anywhere on the invoice or estimate Customer Status This field is automatically maintained by Cyrious Possible values include Prospect and Client Unlike clients prospects have no orders in Cyrious Flags Flags are used to inform instruct or warn the person entering the order of special conditions associated with this customer Any information entered in the flags box will be displayed in a message box when an order is entered for the customer The person en
203. s Explorer Options 22 Chapter 3 Products and Pricing 23 3 1 The Power of Cyrious 23 3 2 Product Categories 23 3 2 1 Color and Font Lists 23 3 2 2 Re Assign and Delete Products 25 3 3 Pricing Theory 25 3 3 1 Unknown Manually Overridden 26 3 3 2 Fixed Price Size Preset 26 3 3 3 Area Based Height x Width Pricing 26 3 3 4 Length Based Pricing 26 3 3 5 Height Based Pricing
204. s and erasing AutoFrame Cyrious will automatically draw a frame proportional to the dimensions of the product This is to give the User a guide when drawing Cyrious Software DOES NOT RECOMMEND THE USE OF THE SKETCH PAD FOR FINE DETAIL The purpose of the sketchpad is simply to capture a rough sketch during order entry Attempting to use the sketchpad for finer design will slow the order entry process significantly When finished click Close to save the sketch Although any file may be attached only Extended Windows Metafile format emf Windows Metafiles wmf and Bitmap files bmp can be viewed directly in the software 7 5 1 1 Onscreen Image Display If any images have been entered an image will display on the right side of the order entry window If multiple images Cyrious will first try to display the Completion Photo If there is no Completion Photo Cyrious looks for a Design Image to display If there is no Design Image then the Sketch Image if present is displayed If no images are entered but there is a Product Image entered during product set up then this image is displayed Unlike the other images however the product image is not actually a part of the order 7 5 1 2 Invoice and Estimate Image Display Only one image is displayed on certain invoice or estimate templates If design artwork has been entered it will be displayed Otherwise a completion photo will be displayed Sketch artwork WILL NOT be
205. s employee prices at Click Employee on the toolbar to save new employee information 4 1 4 Time Clock Tab Sheet The Time Clock tab sheet of the Store Information setup allows the User to enter default information for using the Time Clock feature Lunch If employees clock out for lunch check this box If automatic lunch subtractions are desired check the box and enter a number in minutes for time to subtract from the employee s hours If employees have the option of clocking in and out for lunch but forget or fail to on any given day the program will automatically deduct the entered time if set for automatic lunch deduction Overtime Calculations Cyrious will calculate overtime hours if one of the overtime options is selected Check the box boxes that apply in determining when overtime is paid 4 2 Editing Viewing Existing Employees Select Mgmt Personnel View Edit Employee Use the employee listing on the left side of the screen to highlight the employee to edit Click the Edit button on the toolbar Modify the necessary information fields Click Save to save the changes made to the employee s record 4 3 Time Clock To open the employee time clock click Time Clock in the main toolbar or click the time clock icon on the home page The Time Clock form will open Page 46 of 158 Rapidly Operational Highly Served Incredibly Satisfied Employees can clock in or out from this point in the program Selec
206. se this selection to specify that the total amount must be more than 500 Sum Is Over 1000 Use this selection to specify that the total amount must be more than 1000 10 3 4 Preview amp Sort Screen The Preview Sort Results screen allows the User to preview the data and set the sort order of the data generated from the selected criteria before completing the marketing report There are several options from this screen Set Top This option allows for the selection of the top X records where X is the desired number of records from the data results This is very effective when target marketing to the top 100 customers top 3 industries etc It is important to note that the Set Top option works in conjunction with the Sort Order chosen in Step 4 To select the top X records type the number of records desired in the field to the right of the Set Top button and then click on Set Top Set Last This option allows for the selection of the bottom X records from the data results This marketing option is useful when targeting low performance industries customers etc Enter the number of records desired in the field to the right of the Set Last button and then click on Set Last Select All If all records are desired click the Select All button This will place a check mark in the box beside all records To proceed with the report click on the Next Step button Unselect All To clear any selections click on
207. selections if the status of the employee changes 4 1 2 Other Info Tab Sheet Click on this tab sheet to enter personal information concerning the employee Home Address Enter the mailing address including city state and zip code Home Phone Enter the home telephone number Cellular Phone Enter the employee s cellular telephone number if applicable Pager Enter the employee s digital pager number if applicable Emergency Contact Enter the name of someone to be contacted in the event of an emergency Phone Enter the telephone number of the emergency contact Birth Date Enter the employee s date of birth Hire Date Enter the employee s initial date of employment Termination Date If an employee leaves the company edit his her record by entering the last date of employment Page 45 of 158 Rapidly Operational Highly Served Incredibly Satisfied Current Status Choose the box that indicates the employee s current status Choices include regular contract on leave and prior Edit this box if the status of the employee changes 4 1 3 Commission Tab Sheet Click on this tab sheet to enter information concerning an employee s commission rate Commission Sales Check this box with the mouse if employee receives a commission Commission Rate Enter the percentage of commission this employee will be paid Pricing Level Enter the percentage of base price thi
208. sequently the base price modifiers are changed Cyrious will automatically recalculate the discount amount If the discount is entered as a final amount and not a percentage Cyrious will not adjust the amount Installation Click Install to open the installation estimate worksheet if installation is required Enter the estimated field time and crew size for the installation If additional shop time is required above what is already included in the product enter the number of worker hours in the third box These hourly estimates will be multiplied by the field and shop labor rate entered in the Store setup If applicable check any of the boxes in the Special Field Equipment section to indicate which equipment is needed for this installation The equipment price for this equipment will be based on the Field Time and the values entered during the Store setup The Height above Ground field provides a place to record this information for the installation crew It also serves as a reminder for the User to ask the question and not make assumptions about the height While Cyrious does not use this value directly in pricing this is important information in planning any installation job Enter additional material or sub contract in the fifth box This value will be multiplied by the Material Multiplier entered during the store set up to arrive at an estimated cost In addition any value may be entered into the Additional Amount box This amount wi
209. sheet Quantity discount tables are used if you give discounts for multiple purchases of the same item For instance you might give a 5 discount if the customer purchases two or more of an item represented below as a 2 5 discount while you offer a 10 discount for purchases of five or more of the same items or more a 5 10 discount To simplify the process Cyrious allows you to group these discounts Consider using the product categories as a starting point volume discount tables Frequently but not always products in the same production category receive the same discounts You can create as many discount categories as you like The POS operator never sees or uses this information directly since Cyrious automatically includes any volume discount in the price calculation Quantity Discount Table Name Quantity Discount Product Categories or Products 3 4 4 Products Worksheet Now we come to the heart of the product section entering the actual products You will need to make a copy of the product and price modifier sections and fill them out FOR EACH PRODUCT If that sounds like a lot of paperwork it is However the benefits will be well worth the time Description PRODUCT CODE _________________________________________________ a 5 15 letter abbreviation used as a quick reference DESCRIPTION _________________________________________________ NAME ON ESTIMATES _________________________________________________ us
210. stance rather than the phrase Added Colors consider a more useful sentence like How many additional colors beyond the standard two does the customer need want QUESTION _________________________________________________ ANSWER TYPE Yes No 0 50 True False Page 30 of 158 Rapidly Operational Highly Served Incredibly Satisfied Base Pricing Check all that Apply Fixed Extra Charge ________ regardless of how many units ordered Extra Price per Item ________ each charge for each unit ordered Percentage Charge ________ of base price Min Price per Item ________ each min AV charge per unit ordered Min Total PM Price ________ minimum total AV charge 3 5 Quantity Discounts To create quantity discounts for different products or product groups select Product Lists Quantity Discount Lists This opens the Quantity Discounts Assignments screen Cyrious allows the User to define quantity discount categories which can then be applied to products Quantity discount categories usually have the same names as product categories because products in the same category are generally discounted at the same rate To add a new quantity discount category click Insert and type the name of the category Next fill in the quantity breakpoints and the percentage of discount in the quantity discounts grid There is no limit to the number of quantity discounts or quantity discount categories Quantity disco
211. t the product and uncheck the box Product is Taxable Check this box if the product is normally subject to sales tax Product is Only Installation Check this box if the product should be classified as installation for purposes of accounting and taxes This checkbox has no effect on the pricing but is used to ensure accurate tracking of installation charges Product is a Child by Default Check this box if this product when assigned to an order is set to automatically appear as a child line item of another product Production Time Enter the standard lead time in workdays for this product This production time is used to set the initial due date for orders during order entry and can be overridden if necessary Page 35 of 158 Rapidly Operational Highly Served Incredibly Satisfied 3 10 2 Pricing Tab There are many ways in which pricing can be defined in Cyrious to achieve the outcome you desire However there are several components to pricing that are frequently used in most pricing models Fill in the following fields as they pertain to a specific product Order Entry Dimensions Select the dimensions used when actually entering an order in Cyrious from the drop down list Price Formula Dimensions Select the dimensions used for the prices entered in the product entry form Cyrious will automatically convert between units entered and used for pricing if applicable Round To Select the appropriate rounding
212. t Information box and check the Add Contact box The Customer tab displays notes and flags that have been entered in the Customer Entry Form for this customer Also displayed is the current credit information for this customer To make any changes to the existing customer record click View Edit Customer Record 7 2 3 Totals Tab Sheet The Totals Tab sheet is used to capture salesperson due date shipping and special discount information for the order or estimate Use the tab key to move between the fields Sales Person The default salesperson for the customer will automatically be entered when the customer is selected To credit a different salesperson with this sale click on the down arrow and select the new salesperson Entered by Click on the down arrow and select the name of the User entering the order Due Date Enter the date on which this order is due Initially the default due date will be calculated based on the average days of production for the products in this order This information is entered in the product set up Also to change the due date click the calendar icon to display a calendar and then select on the correct due date If normal product delivery is four working days and the order is taken on Thursday the 12th the default due date would be set for Wednesday the 18th provided the shop is closed Saturdays If the order is a one day rush this date would need to be changed Due Time Click o
213. t Name Click on the down arrow in name box to display a list of employee names Select the appropriate employee name If the employee has already clocked in for the day the times associated with each time clock entry will be displayed next to the appropriate Action If the employee skips any step i e forgot to clock out before lunch Cyrious will ask her him to acknowledge the skipped step explicitly before continuing Clock in To clock in at the start of the workday click in the circle preceding Clock In If the selected employee has not already clocked in this will already be selected as the default Click OK to record the employee s start time Each time a new time clock entry is entered Cyrious will respond with a confirmation to let the employee know the exact time recorded If you have chosen Cyrious to track lunch the Start Lunch and End Lunch options will be displayed Start Lunch At the start of lunch clock the selected employee out by selecting Start Lunch and clicking OK End Lunch Upon return from lunch clock the employee back in by selecting End Lunch and clicking OK Clock out At the end of the workday clock the employee out by selecting Clock Out and clicking OK 4 3 1 Adjusting the Time Clock Records Cyrious allows for the adjustment of individual employee s work records Click Mgmt Personnel Time Clock Adjustment to open the Time Clock Adjustment form In
214. t applied to the selected order All of the payments for the selected order will be listed in the grid on the left of the tab sheet Select the payment to be voided by clicking anywhere in the row containing the payment The following information must be entered to void a payment Voided By Select the name of the person voiding this payment from the drop down box Reason Enter the reason the payment is being voided This information will print on all payment reports that list the voided payment Once this information is entered click Void Payment Note Voiding a payment for a closed order will result in the order status reverting to Picked Up Similarly if you void an order that has a payment applied the amount of the payment will be transferred to Customer Credits Voided payments will decrease your total payment numbers on the Daily Activity and Payments report for the day that they are voided 6 10 10 Issue Credit Tab Sheet The Issue Credit tab sheet allows the User to issue credit to a customer for later use From this tab you can increase the customer s credit balance decrease the customer s credit balance or set the final customers credit balance The following information must be entered to adjust an existing customer s credit balance Amount Enter the amount to increase the credit decrease the credit or set the customer credit balance Click the appropriate choice indicating whether the amount entered ab
215. ted number of sales tax regions to be defined Sales tax regions break down almost all tax reporting in Cyrious in order to simplify the various government tax authorities To define select Mgmt Accounting Setup Sales Tax Groups from the menu bar A sales tax region is typically set up for each different tax authority or region to which taxes are paid In most areas tax regions are defined for each county in which a company does business if the tax rates between counties vary or reporting by county is required Tax regions are also typically defined for neighboring state or provinces or generic categories i e out of state may be used Tax regions may also be used to identify groups of customers that receive different tax treatment such as government or civic organizations In all cases sales to each group will be separately identified in the standard tax reports allowing for easy use of this information The first tax region is the store default It cannot be deleted but it can be modified for your area The following information may be entered for each tax region Group Enter the name of the tax region This should be a descriptive name such as Government or Jackson County Tax Rate Enter the tax rate for each tax region usually state or GST normally paid by customers in this tax group Tax Cap Max per Order Enter the tax maximum for each order if applicable for this Tax Group Always Round Taxes Up Click
216. ted to the values in the Foreground Color List If unchecked the User may type in a value not in the list Background Color Click on the down arrow This opens a preset list of color lists Select the color list that applies to this background color for this product by clicking on it with the mouse This color list will be used to fill the drop down list for the background color when the product is selected in order entry Leave this field empty if no color list is applicable or desired Only Allow List Values Background Color Check this box if you want the User entering orders to be restricted to the values in the Background Color List If unchecked the User entering orders may type in a value not in the list Font Click on the down arrow This opens a preset list of fonts Select the font list that applies to this product by clicking on it with the mouse This font list will be used to fill the drop down list for the font when the product is selected in order entry Leave this field empty if no font list is applicable or desired Only Allow List Values Font Check this box if you want the User entering orders to be restricted to the values in the font list If unchecked the User entering orders may type in a value not in the list For more information on creating custom lists see Chapter 3 Section 2 1 Color and Font Lists Active Product This box will be checked by default To set an individual product inactive edi
217. tem or a client Created Date The date the customer record was first created This will appear blank until the record is saved for the first time Import Date This date will be set if the customer has been imported into Cyrious from an outside file If the customer was created directly in Cyrious this date will be blank Import Batch Name The name given to a batch of customers imported from another database If the customer was entered directly into Cyrious this field will be blank First Order Date Last Order Date Last Picked Up Date and Last Estimate Date Displays the corresponding useful marketing data Marketing Flags Flags are used by the marketing module to tell the User information about the customer record These are User defined fields and typically record the most recent date of the last customer thank you letter or marketing mailing To set a marketing flag click the checkbox beside the flag name To remove a marketing flag uncheck the box next to the appropriate name The center section of this tab sheet is used to enter User defined information Page 87 of 158 Rapidly Operational Highly Served Incredibly Satisfied Marketing Custom Fields 1 and 2 These fields allow the person entering the customer information to select from custom drop down lists These titles and values for these lists are defined in the Store Information Marketing setup Each of these fields may then be used in marketing
218. tering the order cannot do anything until she he acknowledges the flag window Typical flags include Purchase Order requirements bad check or special payment notification approvals required etc 8 1 1 Contact Tab Sheet The second tab sheet of the customer entry form is the Contact tab sheet It is used to enter all of the contact information for this customer A customer can have any number of contacts one of whom is designated as the primary contact The contacts are listed on the left of the screen The full information for the selected contact appears in the right half of the screen To select a particular contact to work with simply click on the desired name When you first create a new customer record Cyrious automatically creates an empty record for the first contact To create additional contacts click New Contact To delete an existing contact select the contact and click Delete Contact To copy the information for a contact to create a new record click Clone Contact The following information can be entered for each contact Name Enter the first and last name of the contact Title Enter the title of the contact Phone Enter the telephone number and extension of the contact Cyrious will automatically enter the default area code selected during store set up To enter a different area code hit the backspace key from within the telephone box This will highlight the area code so that it can be change
219. the appointments box and click the plus button At the Appointment Properties screen enter the description and time of the appointment Page 121 of 158 Rapidly Operational Highly Served Incredibly Satisfied Rescheduling an Appointment To reschedule an existing appointment highlight the entry and click the calendar button to select a new date for the appointment To change the time click on the time next to the entry then type the new time Deleting an Appointment To delete an existing appointment highlight the entry and click the Erase button This removes the appointment from the scheduler Marking an Appointment Done After an appointment has been completed highlight it and click the check button to mark it done Printing Appointment Lists To print a list of daily appointments click on the desired date on the calendar Click the printer button from the menu bar to print the list of appointments 10 10 Production Tasks Production tasks allow the production manager to schedule what jobs need to be worked on Production tasks can be scheduled from within the activity manager or by right clicking on orders in Explorer and selecting Schedule Production Tasks The following information is available for production tasks Marking a Production Task Completed To mark a task completed highlight the task and click the check button If a task is checked as done it will not appear on the produ
220. the template Click the Add button as shown in the figure below and select the appropriate report template option In this instance we selected New Crystal Report Your report choice may vary based upon the template that will be used for your new report Upon selecting to add the new report a new set of options will appear as shown in the figure below The fields formatted with blue text are required settings that must be completed before the new report can be saved Menu Item Name Enter the name of the report how you want it to appear in the menu Show on Menu Enabling this checkbox will display the report as an option on the appropriate menu Add a separator before this item in the menu This option inserts a blank separator line between your reports and or report groups Group Select the report category consistent with where the report will be located on the menus Description A brief description of the report for reference purposes Page 92 of 158 Rapidly Operational Highly Served Incredibly Satisfied Print Option This setting is used to specify the default action that will occur when a particular report or report group is selected The options provided are Quick Preview Quick Print Quick Email and Quick Save Upon selecting one of these options that default action will occur immediately upon selecting the appropriate report or report group Shortcut This setting allows for the quick c
221. tion Converts Quick Price data to an order Closes an unedited screen Disregards changes and additions made to a record Enters a mode that allows previously saved information to be changed Copies a pre existing order estimate or product to a new record Opens a submenu to change the status of an order You can also void an order with this button Removes an estimate or product from the database Prints the selected order estimate company etc Opens a screen to create a new record Locates information by company order number or estimate number 2 4 5 Navigation Window The navigation window filters information in your Cyrious database so that you can search effectively It is comprised of three main levels 1 Locate by Customer 2 Locate by Order 3 Locate by Estimate To expand an option click on the plus sign next to the heading This allows the User to access several more detailed filter criteria Page 20 of 158 Rapidly Operational Highly Served Incredibly Satisfied 2 4 6 Cyrious Explorer Search Engine The Cyrious Explorer search engine provides customer and order information at rapid speed Use Explorer to access customer information estimates and invoices The Explorer screen consists of four main parts 1 The navigation window 2 Search On including more search options 3 Customer grid 4 Order estimate grid 2 4 7 Search On There are three main fields in this window
222. to address If the contact selected has an alternate address in their records this information is automatically entered in the Ship to address The Ship to address will print on the bottom of work orders The Order Totals tab is the last tab sheet that contains required information fields The order or estimate can be saved at this point or additional information can be entered on the Notes tab 7 2 4 Notes Tab Sheet The Notes tab allows the User to enter detailed information concerning the order or estimate The order notes and production notes can contain an unlimited amount of text Project Job Box Click the down arrow beside Project Job Box to select from the predefined job lists or simply type the desired text This information appears on Work Orders and production reports Order Notes Enter any information about the order that should be printed on estimates invoices and work orders Production Notes Enter any information about the order that should only print on work orders Some notes such as the estimate number and the original order number when an order is cloned are automatically entered into the production notes by Cyrious Page 78 of 158 Rapidly Operational Highly Served Incredibly Satisfied Standard Speed Notes In order to simplify order and production notes Cyrious allows the User to define Standard Speed Notes to store frequently used text Speed Notes can then be easily inserted into the Ord
223. to be used on the estimate greetings tab of Estimate Entry To open the Standard Greeting Notes entry window click on Mgmt Set up Standard Text Lists Estimate Greetings from the menu bar Cyrious allows you to define as many standard greeting notes as you desire To make changes to any particular note simply type in or edit the Text box Scroll between notes using the directional arrows Clicking the plus sign allows you to enter a new note To delete a standard note click the minus sign When you have finished making changes click the check mark to save Click OK to close the window 5 9 Standard Order Notes Cyrious permits the definition of standard order notes to be used in the order notes a section of orders and estimates To open the Standard Order Notes entry window click on Mgmt Set up Standard Text Lists Order Notes from the menu bar Cyrious allows you to define as many standard order notes as you desire To make changes to any particular note simply type in or edit the Text box Scroll between notes using the directional arrows Clicking the plus sign allows you to enter a new note To delete a standard note click the minus sign When you have finished making changes click the check mark to save Click OK to close the window 5 10 Standard Production Notes Cyrious permits the definition of standard production notes to be used in the production notes section of orders and estimates To open the Standard Prod
224. tomer is located a list of open orders will appear in the grid on the right Click anywhere in the row of the appropriate order to select that order Normally Cyrious will only show open orders Check the Show Fully Paid Orders checkbox to include closed and voided orders in the grid on the right 6 10 1 3 Searching By Order Tab Sheet Another way to search for an order is using the By Order tab sheet Enter the order number directly in the Invoice Number box Alternately click the book icon to open Explorer or use the arrows to scroll through sequential orders The Payments Form contains the following tabs Payments Status Multi Order Payments Void Payment Issue Credit Issue Credit Memo for International Stores Apply Credit Write Offs Overpayments Refunds Finance Charges History 6 10 2 Payments Tab Sheet The Payments tab sheet is used to enter a payment for the selected order Enter the following information if applicable to enter a payment on an order Amount Deposit Cyrious fills this box with the default deposit percentage for deposits or with the remaining balance for all other unpaid orders To change this value click in the box and enter a different deposit payment amount Payment Method Select the form of payment the customer desires to use Check CC number Enter the check or credit card number for the payment if appl
225. ts to Import Select the Volume Discounts you wish to import 11 7 2 6 Step 6 Select Fonts to Import Select the Fonts you wish to import Page 139 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 7 2 7 Step 7 Select Colors to Import Select the Colors you wish to import 11 7 2 8 Step 8 Select Price Sheets to Import Select the Price Sheets you wish to import Page 140 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 7 2 9 Step 9 You are now ready to import the product data Select Start Import to begin the process 11 7 2 10 Step 10 Process Complete Select Done to close the window or Import Again to import a different file Page 141 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 8 Exporting Information 11 8 1 Exporting Product Data A few simple steps can accomplish exporting product information from Cyrious Follow the directions below 11 8 1 1 Step 1 Getting Started Select File gt Export gt Export Product Data from the menu bar The window listed below will appear When importing the product data into Cyrious you will be required to re enter the password The purpose of password protecting the export file is to protect your products and pricing if lost Page 142 of 158 Rapidly Operational Highly Served Incredibly Satisfied 11 8 1 2 Step 2 Select Product Categories Select the product categories that you
226. uct category click Product Products Increase Pricing This opens the Global Price Increase screen Page 32 of 158 Rapidly Operational Highly Served Incredibly Satisfied Enter the percentage increase desired A negative number indicates a global price decrease If you wish to increase or decrease pricing only for select products check the Include Only the Following Categories check box This will show all of the product categories on the right side of the screen Select the product categories that you wish to apply the pricing increase to by clicking in the box beside the category name To implement the price change click Increase Pricing It is strongly recommended that a backup be made before instituting any global price increases or decreases 3 8 Entering Data 3 9 Product Navigation Tree To move between different products and product categories use the Product Tree on the left side of the product entry screens The Product Tree consists of all product categories at the first level and the products in that category in the second level beneath the product category Page 33 of 158 Rapidly Operational Highly Served Incredibly Satisfied To navigate through the products expand the appropriate product category by clicking on the plus icon or by double clicking on the category name Click on the individual code names to select the desired product To collapse or shrink a particular product category click on the m
227. uction Notes entry window click on Mgmt Set up Standard Text Lists Production Notes from the menu bar Cyrious allows you to define as many standard production notes as you desire To make changes to any particular note simply type in or edit the Text box Scroll between notes using the directional arrows Clicking the plus sign allows you to enter a new note To delete a standard Page 51 of 158 Rapidly Operational Highly Served Incredibly Satisfied note click the minus sign When you have finished making changes click the check mark to save Click OK to close the window 5 11 Passwords Cyrious supports several levels of security Cyrious is shipped with the password protection features disabled It is strongly recommended that the system manager enable password protection before putting Cyrious into use To enable password protection click on Mgmt Set up Change Passwords This opens the Change Passwords screen The passwords screen consists of the restriction levels on the left password entry fields in the center and the restricted features on the right The following restriction levels are available Set up Restrictions This level restricts access to the set up features and time clock adjustments Accounting Restrictions This level restricts access to the General Ledger or GL Pricing Restrictions This level restricts access to the Product and Price Modifier entry screens Advanced Use Restriction
228. uded are spouse s names customer preferences etc Industry Category Click the down arrow in the Industry Category box and select the business category that best describes this customer Click New to open the Industry Category definition window to enter a new industry For more information see Customer Industry and Origin Groups Customer Origin Click the down arrow in the Customer Origin box and select the category that best describes how the customer heard about your business Click New to open the Customer Origin definition window to enter a new origin For more information see Customer Industry and Origin Groups Sales Person Click the down arrow in the Sales Person box and select the name of the default sales person for this customer This person will be automatically entered as the sales person for new orders made by this customer although the sales person s name may be overridden Click New to open the Employee Entry screen and enter a new salesperson Tax Group Click the down arrow in the Tax Group box and select the default sales tax region for orders placed by this customer This will set the default tax rate and tax classification for this customer Click New to open the Tax Region definition window to define a new tax region Check if Tax Exempt Check this box if the customer is exempt from paying sales tax Sales Tax Number Enter the customer s sales tax identification number in this field Thi
229. ugh you can clone the order to copy the contents to a new order or estimate 7 2 Entering New Orders and Estimates The order entry function is designed for a logical progression through four tab sheets Each tab allows the User to enter part of the information required to fully capture the work necessary Since the information needed to give an accurate estimate is similar the order and estimate screens are very similar If you open an Estimate screen you will always have the option of saving the record as an Order and vice versa To create a new order click the Order button on the main toolbar or select Order Estimate New Order This opens the first sheet in the Order Entry Form the Line Items Tab sheet The following tab sheets must be filled in to complete the order or estimate They may be completed in any sequence but certain information is required before the order or estimate can be saved Required fields are displayed in bright blue Use the Tab and mouse to navigate through the entry screens The Page Up and Page Down keys allow you to switch between the different tab sheets Important order information is displayed along the top portion of the screen at all times This information includes Company Name Order Description Order Sub Total Tax Information Order Status and Pricing Level After filling in all tab sheet information click Estimate on the Action toolbar to save the entry as a new estimate If there are any req
230. uired fields that are blank Cyrious will display a message indicating that those fields need to be completed After filling in all tab sheet information click Order on the Action toolbar to save the entry as a new order If there are any required fields that were are blank Cyrious will display a message indicating that those fields need to be completed When saving the order Cyrious will prompt the User with would you like to post a deposit now Click Yes to enter deposit amount and information The procedure to enter a deposit is the same as entering any payment For more information on posting deposits see Payments 7 2 1 Products Tab The Products Tab sheet is used to enter information about each line item that makes up an order Use the Tab Key or mouse to move between fields Enter the appropriate information in the following fields Overall Order Description Enter a brief explanation of the entire order or estimate not just a particular product being ordered Cyrious uses this summary description in reporting and whenever a summary of the order is needed such as the Explorer screen Product Type in the name of the product for this line item Cyrious will lookup the product code that best matches what has been typed so far As soon as Cyrious has identified the correct product use the Tab key to move to the next field Use the up and down arrows to scroll through the list of defined products Additionally you m
231. ult information about such things as formats and minimums Invoice Number Prefix Enter a prefix number for invoice printouts Prefixes are not required but are very helpful when one owner has multiple stores Default Deposit Amount Enter the percentage of the sale that customers must deposit Cyrious will automatically calculate this amount for each order Thus employees will accurately collect deposits from customers Minimum Order Amount Type the amount in this field if a minimum order amount is required before an order can be placed Default of Invoices to Print Set the number of copies of an invoice to print It is very common to print two copies on the invoice one for the customer and one to file Default Days for Proof Enter the number of days from the order date for the proof to be due This date can always be modified during order entry Selection List for Job Box Projects Many orders have multiple steps between receiving the order and completing the job Cyrious allows this User defined field for bin numbers job boxes or department heads This information prints on work orders and on certain WIP Report templates Dear lt first name gt greeting Click in this box to print a greeting on all estimates If this box is unchecked no default greeting is used If enabled the greeting can be modified on the Print Estimate screen Sincerely lt Salesperson gt Closing Click in this box to print a cl
232. unts will automatically take effect when a product is ordered in a quantity that has an applicable discount 3 6 Price Sheets To view pre set price sheet lists or to set sizes prices for a price sheet click on Product Lists Price Sheet Lists This opens the Price Sheet Definition screen Cyrious allows the User to view the price sheets for common products Page 31 of 158 Rapidly Operational Highly Served Incredibly Satisfied The Price Sheets box displays the name for the price sheet templates Here you can set up one or several templates for use with all products instead of forcing price sheets to be created for each product To create additional price sheet templates click on the Insert button The sizes for the price sheet selected in the Price Sheet box above should be entered in this grid Cyrious allows you to enter the selected sizes you would like to price on the price sheet The information entered in this grid will run down the left side of the price sheet The quantity and options for the price sheet selected in the Price Sheet box above should also be entered in this grid Cyrious allows you to specify the quantity and the sides for a selected product You also have the option of applying a price modifier by clicking in the PM Code column The information entered in this grid will print along the top of the price sheet 3 7 Increase Pricing To increase or decrease all products pricing or pricing for a specific prod
233. uring order entry If checked this modifier question will appear in blue on the modifiers screen 3 11 3 Pricing Tab Pricing for price modifiers can be based on a fixed price the size and base price flat charges or custom combinations of the three The pricing tab sheet assigns the pricing structure for the price modifier The red writing indicates commonly used pricing Answer Format Select the appropriate answer type for the price modifier question The options are Yes No and Numeric Pricing Method Select the method used in calculating the price modifier price The pricing method will determine what pricing fields need to be completed Price Formula Dimensions Select the units used for all prices entered for area and perimeter charges in the price modifier form If required Cyrious will automatically convert between units used for entering the product dimensions during order entry and the units for pricing price modifiers 3 11 3 1 Base Charges Percent of Base per Modifier Enter the percent the base price is multiplied by for each modifier applied This is the most common form of modifiers For example you may wish to charge 10 of base for additional colors Charge per Unit of Area Enter the value to charge a fixed amount per square inch foot etc For example you may wish to charge an additional 2 00 per square foot for premium vinyl Charge per Unit of Length Enter the charge for a fixed amount per
234. ve entered this information click Write Off to write off amount entered If security is enabled Cyrious will prompt the User for a password before actually writing off the order 6 10 14 Overpayments Tab Sheet The Overpayments tab sheet allows the User to enter overages pre payments or payments that do not go with a particular order This frequently occurs for customers that pre pay to maintain a credit balance or customers that accidentally pay for an order twice and want the duplicate payment applied to their credit balance Enter the following information if applicable to enter an overpayment Page 67 of 158 Rapidly Operational Highly Served Incredibly Satisfied Amount Enter the amount of the over payment or pre payment that should be credited to the customers credit balance Payment Method Select the payment method from the drop down list Check CC No Enter the check or credit card number for the payment if applicable For cash payments you may wish to enter the denomination of bills in this area for example 2 20 would represent two 20 bills This information can be useful in tracking cash box variances later Credit Card Expiration Enter the month and year of the credit card expiration date if applicable Entered by Select the name of the person entering this over payment or pre payment by using the drop down box Once you have entered this information click Record Payment to record the p
235. xport Description If the check mark is not removed only a single entry for all payments will be exported rather than individual export records for the various Payment Methods 3 Listed at the bottom of the screen is the date of the last export If for any reason you want to export from a different date time select the Change Export Dates and choose the date time desired 4 Once the export date is correct verify the Export Format is Intuit QuickBooks 5 Select Preview to view the export results and to observe if the Export is in balance If the export is Out of Balance do not proceed and call Cyrious Software Technical Support for assistance 6 If the Export is In Balance start the export by clicking the Save button In the dialog box asking where to save the export select the folder and appropriate sub folder for the location where the file will be saved 7 Cyrious uses GLyymmdd as the naming structure for exported files The naming convention is yy for current year mm for current month and dd for the current day actual day the export is being done If the dd in the file name is different than the day for the business day being exported change the day in the GLyymmdd structure to reflect the correct business year month day then click save 8 The system will ask you if you want to update the Last Export Date Respond Yes or if you do not want to change the last export date respond No

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