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1. select the O icon on the bottom right hand corner to enlarge the video to full screen size How the Index works The index along the left hand side of the screen see black shaded area in the next image shows what will be covered in the video It also allows you to skip to the specific section that you would like to watch by just clicking on the relevant text Debtor FM 1 INiroducton 2 introduction 4 Create a New Debtor ACCRIVIA 9 Direciars 10 Pricing Tab 0000 3212 4 E To showand hide the index on the left hand side of the screen select the g icon in the bottom right hand corner Breaks for Questions and Tasks There are prompts throughout the video to allow for Questions during training sessions which enable you to put in practice what you have just learnt by completing a number of Tasks If you have already completed these tasks or are simply reviewing the video you can skip through these prompts To continue on with the video press Tasks and skip through the prompts Page 12 GO TO ASSIST Go To Assist is a Support tool to enable Your Accrivia Support Team to log into your live system and either take over your system to correct errors or work together with the user to assist with issues in a live state Once the initial setup has been done the Go To Assist programme will remain on your terminal ready to activate whenever it is required As a security measure access to your site2. From within any screen simply press your F1 button to activate the Help screen which will open to the exact topic you are working on BY Accrivia Online Help File Edit View Go Help es gt A A4 Hide Back Forward Home Font Contents Search 1 5 obe C 2 Z q 6 2 amp madcap wa Accrivia Features Cashbook General Ledger Welcome to Accrivia V10 1 Accrivia V10 1 13 B10313 is a business and accounting software package developed to streamline your operational and accounting processes within your business and minimise any double handling of data It encompasses modules NA Industry Specific System Debtors EF E Inventory Point of Sale POS Jobs Costing General Ledger Cashbook Creditors and Payroll Links are provided throughout the help screens taking you to related topics and you can also make your own selections by clicking on any of the topics listed in the Contents field on the left Each module is listed separately and by clicking on the heading you will then be able to see all the individual Topics available Searching for a Topic Can t find what you re after or not sure which module it might be in Click on the SEARCH tab at the top ofthe screen then enter a specific word to help you find some results A list of all topics containing that word will be presented below and you can then choose which one seems the most applicable Obviously using
3. To Tab Password pw Tab In Grids qld P 4 WU Search On Section ana O Maxine Windows on Open Hew Password Exact Code Entry Confirm Password Ca Change iM Preserve Grid and Window Dimensions Grid Highlighting X Reset Floating Hints w Auto Dlnvoice after receiving or invoicing PO mi 3 9 Display Images i Use a shade of grey in the main background Check For Messages Every seconds 60 w G he Automatic Message Popup w POF Emailing Default Company hy Email Address Enable Bulk Emailing Job Quote Signature pe Sending A Message 1 Click on Fite SEND MESSAGE 2 Use the drop down to select the User name you wish to send to 3 Enter the date you want to message to be sent as a general rule it will usually be todays date typing D will enter that for your automatically 4 You can place a tick in the HIGH PRIORITY field if required This will be highlighted on their message letting them know the message is urgent 5 Show Employees no longer applicable 6 Typein your message as required 7 Click SEND It is possible to send a Global message to all Users by selecting the ALL option when sending a message Page 25 WP Send Messages amp To JACCRIVIA E F High Priority Send Date Time 122172013 Show Employees Phone message please return call from Debtor A c ABCD wishes to place an order Receiving Messages Once you have se
4. ACCRIVIA ACCRIVIA FEATURES Last Manual Update 01 03 14 PO Box 911 Warrnambool Vic 3280 e Ph 03 5562 0700 e Fax 03 5562 0400 e Email support accrivia com au ACCRIVIA FEATURES TOC ACCRIVIA FEATURES u uuu hecho tenes case Baa ban a tasca AO anG AA TA AA a AA 1 PC CRIVIA FEATURES TOC WA bad aa Wa aa MS aw O GO 2 Welcome to Accrivia V10 1 eee eee ee eee ee ee eee 5 CONTACLAGCCKIVid SUD DORE uuu oe create m 2 AA than tase WA AA WA a usu ee tut bos 5 HeFe eu uuu can aie ANAS AAA cake cathe EHE Gang oats eh GG EA WAPI a Na laba BG deena AE 5 Loge PrODICMIS 2 uum ua uusha derma duane AA vane AA AA AA A aupusoesstaq 5 Nominated System Administrator 6 Bi eS UPO AA 6 Accrivia Overview 7 System Features uu u u uu ee a isu S aaa Du sty aah hisua An kA 7 Debtors Module INCIUGESS sumi eeu nan ANG a Rh bea IA us oblast UES tau 7 POS SUD IVIOGUICINCIUCES u u ue ete rete dante d a e aaa 8 Inventory Stock Module Includes 8 Creditors Module Includes e eee a Ta aE 9 Payroll Module Includes 9 General Ledger Module Includes 10 Cashbook Module Inc
5. as unique a word as possible will narrow your search options eg typing in the word Debtors would produce too many results to make it worthwhile Page 16 2 Accrivia Online Help File Edit View Go Help tt 1t 5 gt ft Previous Mert Back Forward Home Font Contents Type in the word s to search for a cee List Topics ay Select topic Found 26 Completing Your BAS PAY Accrivia Online Help BAS and PAYG Withholding Accrvia Online Help Ledger Batch Posts Accrivia Online Help System Settings Tax Accrivia Online Help Setting Up BAS Groups Accrivia Online Help Access to F1 While the Online Help can be accessed using the F1 button you can also access it by clicking HELP at the top of the screen then choosing CONTENTS Contents Support Request Form Register Version Changes Accrivia PDF Folders FTP Version Update Show Exception Report About Dual Screens This little trick will keep your Online Help screen locked on the screen side by side while still allowing you to enter data very helpful when first learning a new feature For full details on how to use Dual Screens please refer to the Accrivia Features Manual Page 17 GENERAL USAGE OVERVIEW This section covers the useful tips and tricks for efficiently navigating around and using Accrivia including e Howto move around grids e Common buttons used in Accrivia and what they do e Short cut keys e Howto proces
6. requires a constantly changing Support Key Access code which we will supply upon each login Activating Go To Assist Goto Assist Contents Support Request Form Register Version Changes Accrivia PDF Folders FTP Version Update About 1 Click on the HELP tab at the top of the screen 2 Click on GoToaAssist 3 You will be prompted with an Information box advising what is about to happen click ok This will open a secure web based connection to allow the support desk operator to connect to your PC You should key your name in the Customer Name field and the 9 digit access code the support desk operator gives you into the Support Key field then click the Start Support Session button 4 You will now be connected to a website in order to set up the connection Page 13 3 search ishare A More st EH t Only join support sessions with people you recognize and trust x i Be cautious if you receive unsolicited requests to access your computer Establish Support Connection Type your name and the Support Key received from your Technician and click Continue to proceed Your Name Support Key Continue Powered by GoToAssist 5 At this point you will be asked to enter Your Name this is not required and can be skipped 6 Nowyou will need to enter the 9 digit Support Key number that is given to you by Your Accrivia Support Tea
7. vector and bitmapped images it also allows transferring and storage of documents intended for viewing and further printing Standard Page range options apply place a tick in the box to automatically open the spreadsheet once the export is complete Selecting Compressed amp Embedded Fonts in your settings will produce a PDF that exactly matches the Accrivia report Page range fe All Current page Pages Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Export settings i Compressed Print optimized le Embedded fonts m Background le Open after export e Compressed output file compressing It reduces file size but increases export time e Embedded fonts all fonts used in report will be contained in the PDF output file for cor rect file displaying on computers where these fonts may be absent Output file size increases considerably e Background export of graphic image assigned to a page into PDF file It considerably increases output file size e Print optimized output of graphic images in high resolution for further correct print ing This option enabling is necessary only when the document contains graphics and its printing is necessary It considerably increases output file size Page 37 e Outline option is enabled when report outline is used It enables export of the outline to the PDF document e Open after export resulting file is opened right after via
8. 0 Help Features For help using the many features that Accrivia provides press F1 from any screen to access context sensitive help use the Help menu to access the on line manuals or call Your Accrivia Support Team Logging Problems If you experience a problem with your system often it will be simply resolved with a quick call to our support desk As most issues within the system have recognised Error Log messages it is helpful for Your Accrivia Support Team to be able to see the actual message Simply take a screen capture using a software program such as Snag It or Microsoft Snip It or use the Print Screen button on your keyboard then paste into an email to take screen shots and highlight any data or messages which you need help with and include in your email to support Email to support accrivia com au Page 5 When referring to an Accrivia generated report please quote the report reference code from the bottom left footer of the report DInquiry Debtor Inquiry Page 1 of 1 DEMO PTY LTD Nominated System Administrator All users are welcome to call our support consultants directly for assistance with using any of your Accrivia features however we will ask you to nominate an Accrivia System Administrator This is the person who is responsible for communicating any problems or requests for changes to our Support Team and maintaining the system settings user access and decisions around how Accrivia is used in your
9. PDF files viewing program which must be installed in OS by default for example Adobe Acrobat Reader Extra details can be added to this document by choosing the Information Security amp Viewer tabs before clicking OK to export Export As RTF File RTF Rich Text Format was developed by Microsoft as a standard for text documents interchange Accrivia would recommend that best practice would be to use Office Word 2013 which allows you to produce documents in a PDF format and then edit them as required direct in the PDF These documents can then be saved as DocX or PDF Page 38 REPORT FAVOURITES Accrivia provides a vast array of reports in all modules however we realise that for each user you may only ever have a handful that you use regularly To save time we have set up a Favourites tab in the Reports module to allow you to save reports from multiple modules onto one tab Within the Favourites tab there are a further 4 tabs which you use at your own discretion eg you could choose to save all Debtor amp Creditor reports to Favourites 1 then Inventory amp Jobs to Favourites 2 Cashbook amp General Ledger to Favourites 3 and finally Payroll reports to Favourites 4 Or you may simply wish to add all your reports into the first tab it s up to you Add a report to Favourites e Find the report in the required module e Right click on the name of the report e Choose which of the Favourites tab you wish to add the r
10. ab Key Function 23 Send Receive Messages 24 System Settings Send Receive Messages aaa aaa ada Laaa aana onnaa 24 Sending a Message 25 RECEIVING WICSSASCS osc uuu ull ecu dt ols Soda DA AG esas as KG PG nay LG PLA Ann deen 26 Dual screen tiles _ 28 Reporting Overview 29 Report Option Buttons 30 Reports Data Extract 32 Report EX OVS sie ee a ee oe a ee eee Sere oe ease 33 Exporting Reports in Accrivia Using Fast Reports 33 Excel Export Quick Steps 33 ate TaD ae a uu uuu uyu Zyras sss asap Sana Q UA AA Aa uama dot 34 Excel Setting explanations 34 Excel reports using As Text 35 EXDOTE CS VRC oso Nada u l S NAK AA AUN ANAN gag PA DUAL ANA G
11. awa vials did dated DAANG NAA 36 Page 3 2 46 0 Bers SHE WA ee Se as ne 36 EXDIORG aS PD eye triers Dansa kupu te Le Nak pa au E UISHE an cia te ad MH 37 EXOORC GSR Ur File 2525 u tee itis ae nals MAs ahh bo setae cakes eee aba este Anas baya alan BB 38 Report Favourites 39 Add a report to Favourites 39 Report u uu l u tee dant ee Dunia sical tue eens eet ce ett WA ea eh athe dint 41 System Settings for Report Groups 41 Setting Up Report Groups 42 Add Reports to a Group 43 Producing the REDONS u uu u uuu E a LG NA LNAG N 44 Page 4 WELCOME TO ACCRIVIA V10 1 Accrivia V10 1 13 B10313 is a business and accounting software package developed to streamline your operational and accounting processes within your business and minimise any double handling of data It encompasses modules e Debtors e Inventory e Point of Sale POS e Jobs Costing e General Ledger Cashbook e Creditors and e Payroll Contact Accrivia Support Contact details for the Your Accrivia Support Team are Phone 03 5562 0700 Email support accrivia com au Fax 03 5562 040
12. business IT Support It is important to differentiate between Accrivia Support and IT Support Very occasionally you may experience what appears to be an error in Accrivia but in fact is due to a hardware or network problem at your site In such cases our Support Team will refer the problem to your local IT service provider It is essential for any business dependant on computerised systems to have a good relationship with a reputable local IT service provider who can diagnose and fix hardware or other IT problems at your site Page 6 ACCRIVIA OVERVIEW Accrivia is a powerful multi user Windows accounting system offering the latest features expected from High Quality software products and the option of personal customisation to meet your exact requirements Modules included are Debtors Point of Sale POS Creditors Purchase Orders Inventory Payroll General Ledger Cashbook and fully integrated Job Costing System Features e True 32bit and 64bit versions available for all supported Windows platforms e Multi User e Multi Company e User Definable Toolbars e Customisable Preferences e Security implemented at the menu level such that individual menu options can be dis abled for individual users e Open Database Model Query tools can be used to access data directly third party reporting tools can be used to define your own reports e Backups can set up backups to your local drive Debtors Module Includes e O
13. ce Sheet Profit and Loss Creditor Trial Balance as at Creditor Trial Balance as at This Month This Year Sales Transactions Sales Transactions This Month This Year Report Group Email Settings Send Frequency Monthly Addresses sunport accrivia com au Add Reports To A Group 1 Open FILE REPORTS 2 Select a report that you wish to attach to a Group 3 Click onthe Group button at the bottom of the screen You will then be presented with a pop up screen Add to Report Group Report To Add Debtor by Area a Er te Weak gt tnong roup Name die ee eee This Month This Year This Month Last Year This Financial Year This Calendar Year Last Financial Year Last Calendar Year Last Month This Year 4 Thename of the Report you wish to Add appears automatically 5 Choose the applicable Group name Page 43 6 Choose the applicable Period using the drop down this gives you options on the time frames you wish to report on or simply choose none if you simply want the current infor mation 7 Click OK to save these choices Details of this selection has now been added to FILE REPORT GROUP MAINTENANCE Producing The Reports Open FILE REPORT GROUPS Select the Group name Preview either each report individually PREVIEW or click PREVIEW ALL to see all of them YP NN Pa You now have 2 options EMAIL LATER will hold the reports and send them ou
14. ed on your PC RichText objects are transferred as simple text graphic images transference is supported The screen capture below shows the recommended setting selections required to produce a report that matches the original Accrivia version with minimal corrections needed Page range fe All Current page Pages Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Export settings Continuous Merge cells Pictures WYSIWYG W As text Background Iw Fast export Page breaks Grid Lines W Open Excel after export Excel Setting Explanations e Continuous exports as per Accrivia report but eliminates the page breaks e Pictures includes graphic images export into output table e As text all objects are transferred into table diagram as text ones This option may be use ful when transferring numeric fields with complicated formatting must tick if also ticking Fast Export Page 34 e Fast export usage of optimised fast data transferring to Excel This option disabling slows down data transferring but increases export compatibility on any errors during data transferring e Merge cells cells integration in resulting table diagram for achieving maximum cor respondence to the original Disabling increases exporting but reduces document appear ance e WYSIWYG what you see is what you get full compliance to report appearance On this option disabling the optimi
15. een once a report has been selected and previewed In order of appearance the above Icons will produce the following action Hovering over each Icon will also produce a short description of it s use at the bottom of the screen e Print allows you to print the selected report e Export export your report to the following formats CSV File Excel Table E Mail PDF File or RTF File e PDF allows you to create a PDF of your report and allocate details to the file such as Export details Information about the file amp Security amp Viewer options e Email allows you to send the report as an attachment in an email Clicking on this will bring up asub screen to enter an email address note this does not connect to your standard Email Address Contacts so manual entry of the address is required e Find standard search function e Zoom In amp Out standard viewing is set to 100 this can be changed by either clicking the or or using the drop down to select a specific percentage e Full Screen removes all other tabs and headings and shows the report only on a full screen use the X button at top of screen to close report e Report Outline creates a bookmark column if settings activated e Thumbnails provides a left side column showing thumbnails of each page of report e Page Settings allows you to determine the settings of a printed report including page size page orientation and Margins e Edit Page Internal u
16. eport to By clicking on the Favourites tab now you will see each of the reports you selected sitting on the relevant tab You can now add selection criteria to the reports as needed to run the reports KY Report Selection E23 E3 Favourites 1 Favourites 2 Favourites 3 Favourites 4 Report Group Selection Criteria Branch Starting Account Ending Account f Balance Sheet Profit and Loss Starting Year 140742012 Starting Pernod i Ending Penrod i f Sales Transactions Creditors Debtors Inventor Jobs GLedger Cashbook Payroll Favourites R Page 39 Page 40 REPORT GROUPS A function is available which allows you to automatically generate specific reports on a regular basis and then email those reports as PDF documents to selected people The idea behind this function is that you may have a specific set of reports that are required by different people at different times of the month this function automates this routine ensuring the right people get their reports on a regular basis Examples e The Sales Manager needs to see details of sales on a regular basis possibly even daily e The General Manager only wants to see sales on a Monthly basis but he also wants a copy of the Trial Balance for Debtors amp Creditors as wellas a Profit amp Loss report for the period e Accounts Payable may wish to see a Creditor Trial Balance at the end of each week You could achieve the above by setti
17. fields to expand the field to its full size not always available e Where the grid references data from another area of Accrivia click in the field to access a drop list of options If no drop list is available double click in the field to access a selection screen e Where a grid is a selection screen i e stock search or creditor selection double clicking on the required entry will select it and move you into the next step of the process Page 22 e Ctrl Payroll Timesheet Grid only expand date time entry e Ctrl Payroll Timesheet Grid only collapse date time entry Tab In Grids Function Check this option if you want to use the TAB key to move you between cells within a grid normally the tab key will jump you out of any grid When this option is selected a will appear in a square at the bottom left of the screen in all Accrivia windows You can select this option or toggle the Tab key back to its original function by pressing CTRL 7 or double clicking in this square Add Key Tab Key Function Check this option if you want to use the plus key on the number pad as a Tab key When this option is selected a will appear in a square at the bottom of the screen in all Accrivia windows You can select this option or toggle the plus key back to its original function by pressing CTRL or double clicking in this square Page 23 SEND RECEIVE MESSAGES An internal function is available which enables yo
18. have customised programming written specifically for an industry so some details and screens may vary from client to client It is expected that these videos will be used for new clients as training but also remain available to all clients as a means of refreshing current staff and training new staff as your business changes Having difficulty playing the video If the video won t play when you double click on it you may need to download the program Google Chrome You should then be able to right click on the item choose Open with select Google Chrome and the video should now work See image below Name Date modified Type Ji Individual 19 02 20141 32PM File folder Ji Project 19 02 2014 1 37 PM File folder k Raw 19 02 2014 1 37 PM File folder k scripts 19 02 2014 1 30 PM File folder k skins 19 02 2014 1 30 PM File folder E Debtor FM MAMA _ HTML Document E Debtor FM Opes file E Debtor FM Edit Video Debtor FM config Open in Same Window Debtor FM controller Document Print kwave Flash o Debtor FM embed e Debtor FM player Ms Debtor FM First Frame playerProductinstall Open with Restore previous versions Send to Cut Copy Create shortcut Delete Rename Properties Page 11 t Google Chrome a Internet Explorer Choose default program Altering the size of the screen The videos are best when opened as full screen
19. heduled Send Frequency SMTP Email Account Settings Send all emails via server email address Daily Time of the Day 10 00 Email Username Weekly Day of the Week Jus Email Password a Password Monthly Day of the Month box Email Display Name Reply To Email Address POF Email Settings BCC Email Address Admin E mall Address SMTP Server Report Email Subject SMTP Authentication at Logon f Startup Time 05 30 00 Report Email Message Text Shutdown Time 22 00 00 Auto PO Email POs emailed to following users when selected stock included Users PO Credit Limit Overrun Email Users Setting Up Report Groups Open FiLE REPORT GROUP MAINTENANCE Click on the Add Report Group button at the top of the screen Give the new Group a name Choose the Send Frequency from the drop down either Daily Weekly or Monthly vu e W P P Add at least one email address for these reports a warning will appear if no email addresses are added 6 Click on the Green tick at the top of the screen to save the entry Note actual report name details will be automatically added to this screen from the Reports module Example below shows a Report Group called Management Reports that will be emailed Monthly and include 3 reports Page 42 i Report Group Maintenance Group Management Reports Reports _ ReportName User ReportName Criteria Balance Sheet Profit and Loss Balan
20. ion Standing Journals Batch Posting GL Account Reconciliation BAS amp PAYG Withholding Budgets Cashbook Module Includes Multiple Bank Accounts Full Bank Account Reconciliation inc direct bank file imports Journal Posting Bank Deposits Jobs Costing Module Includes Transparent movement from Quotes to Jobs to Job Completion Merging of one job quote template section into another job quote template section and creation of jobs quotes or templates based on existing jobs quotes or templates Full financial posting of all jobs including automatic PPS notification on billing Fast Invoicing for non progress payment jobs Contract and Section Variations catered for Estimated versus Actuals reporting profit reporting Invoices Statements Trial Balance PPS tax withheld Supplier Orders based on Job Stage Stock definitions for Each Per Metre Per Square Metre and per Cubic Metre Stock Kits Allows a stock line to be defined based on quantities of other stock lines Supplier stock prices updated monthly Each stock line can be attached to the stock line of a supplier and be automatically maintained User Definable Job Sections Page 10 TRAINING VIDEOS USEFUL TIPS Accrivia has produced a number of instructional videos for each of the Modules covering aspects including the set up of data files right through to the day to day processes commonly used throughout the programme It should be noted that some clients do
21. ions Stock Kits Allows a stock line to be defined based on quantities of other stock lines Storage for two Bar Codes Individual GL Account Updating for stock lines Stock Manufacture can set up complete procedures Warehouse Transfers for mulit site clients Stocktake Purchase Orders Page 8 Creditors Module Includes e Invoicing including Standing Invoices e Credit Notes e Purchase Orders linked through Inventory module e Manual Payment Entry e Automated payments based on Creditor strategies discount days or pay by date trans action stamping Autopay e Direct creditor account payments e Contra payments for Debtors Creditors e Expense Account Entry and Reporting linked to General Ledger e PPS Tax e Updating of Stock Quantities from Invoices e Updating of Job Estimates from Invoices e Cheque printing facilities e Links directly to the General Ledger e Import XML files direct from Suppliers Payroll Module Includes e Department Reporting e Sick Holiday and RDO Accrual e Standard employee payment definitions for fast payment processing e Superannuation Processing e Fully linked Awards module e Fully linked Tax Tables e Timesheet facility for both manual entry and automated external imports e EOY Payment Summaries e Links directly to the General Ledger Page 9 General Ledger Module Includes Unlimited User Definable Profit Loss and Balance Sheet reports Asset Register and Automatic Depreciat
22. ludes 10 Jobs Costing Module Includes 10 Training Videos Useful Tips 11 Having difficulty playing the video 11 Altering the size of the screen 12 HOW the INGEX WORKS IA UA A Na a toto bm etude denis 12 Breaks for Questions and Tasks 12 AN NAA 13 Page 2 F1 Online Help 16 Searching fora KODI pu yu l sa am S uu aD ue lye ree Daqu sa 16 AOE SLOR AA AA 17 DSC CCINS APA AA AA 17 General Usage Overview 18 How to Move Around Use Accrivia 19 Screen Navigation 19 System Back Ups 21 Working in Grids 22 Tapin Grids FUNCION u uu a e inc etn ee re ee se 23 Add Key T
23. m 7 The next pop up will advise that a connection is being established and to follow the prompts and click RUN when prompted starting Support Session Click Run when prompted If the download didn t start click here Co nnecting t2 Powered by GoToAssist Page 14 8 Once connected you will get confirmation of this with the following Connected to GoToAssist Remote Support You can close this window now Powered by GoToAssist You may find that the confirmation screen to click run is hiding behind the scenes minimise this screen in order to see the message 9 The final message is to confirm that you are happy to join the session click Yes Approve Session GoToAssist Accrivia Support has invited you to join a support session By joining Accrivia Support will be able to see your screen control your mouse transfer files and request diagnostics information for Bo you wish to join the session Crs A short delay may occur while the session on both sides is connected and once finalised Accrivia will then be able to see exactly what is on your screen and will be capable of using the mouse to move around the screen for you Page 15 F1 ONLINE HELP Accrivia provides a variety of documentation for all aspects of each module The most exciting new development in V10 1 is the Online Help which allows you to access the entire suite of User Manual documentation at the touch of a button
24. ng up 3 Report Groups e Sales Reports e Management Reports e Accounts Payable Reports There is no limit to the number of Report Groups you can set up although you will need to select a Frequency for each group that will remain constant so for example if you wish the Sales Manager to get a report on a Daily Weekly then Monthly basis simply set up a Group for each frequency At this time in order to run this function it is necessary for the User to have a specific Print Email server set up in their office This Server would have to be a stand alone terminal that is always left on so that it can connect to the main server to access the reports We are aware that this is not always possible for some sites and in future upgrades we will have this function included in the main server eliminating the need for a separate server System Settings For Report Groups Print Server Accrivia to set up a stand alone server in your office User Access Activate the following functions in the File module Reports amp Report Group Maintenance System Settings Emailing Automated Reporting tab enter the details of scheduled times you wish your reports to be sent Page 41 49 Branch Maintenance System Preferences Jl o Branch Tax Bank System Dates Payroll Creditors Debtors Debtors 2 Debtors 3 POS Inventory Jobs Jobs Jobs Quote Ledger POF Reports Data Transfer Emailing z Automated Reporting Sc
25. ns but whenever you click back into Accrivia to work the help disappears The following instructions will set up the help as a 2nd tile on your screen e Open the Accrivia module e Press F1 e Click on any space within the F1 document e Hold down the Windows button on your keyboard between Crtl amp Alt e Press either the left or right arrow button depending on where on your screen you want the help info to stay e Now click on the Accrivia screen and do the same thing holding the Windows button but this time select the opposite arrow e This will now set up the info and you can see both screens side by side and you work in either This process will allow you to set up any 2nd screen tile as needed Simply close the screens to return to normal function Page 28 REPORTING OVERVIEW A vast array of reports are available within Accrivia both within the File REPORTS screen as well as throughout the system These reports are able to be previewed to the screen printed to your printer or exported in a number of formats This section discusses e The features available within the preview window See Report Option Buttons on next page e Howto export a report to various formats including Excel PDF CSV etc See Report Exports on page 33 Page 29 REPORT OPTION BUTTONS The Reporting feature has it s own button selection that provides extra actions for all reports These options appear across the top of the report scr
26. of the screen Where there is a need to Type Yes or No The first letter is always in uppercase and the remaining letters are lower case By default if you type a part of a code into an entry field the system will jump to the next closest alpha numeric match Alternatively you can elect to have the system automatically open the search selection screen if the typed code does not have an exact match Page 20 SYSTEM BACK UPS Menu option FILE a Ehi This program allows you to make a backup of the Accrivia data while users are still logged into Accrivia This backup process copies the Accrivia database to a new temporary folder zips the copy of the database in the temporary folder saves the zip file to the selected destination directory Once the zip backup has been completed the program deletes the copy of the database in the temporary folder This Accrivia Backup program is only available to sites where the Advantage SQL database is version 9 0 0 0 or later Even though your business may have its own system wide backup it is advisable to run the Accrivia backup program on a regular basis and also prior to significant month end processes Accrivia Support is able to easily access the Accrivia based backups for the restoration of data in the event that is required To Run a manual Backup Open the Backup file to view the details of the file including the Source details what is going to be backed up the detail
27. rdering e Invoicing e Back Ordering e Point of Sale including scanning e Quoting with integrated Word Processor links to include a detailed description of your quotations e Credit Notes e Settlement Discounts e Entry and reporting of transactions by Area Sales Rep or Debtor Type e Manual and Automatic reconciliation of debtor payments against invoices Page Direct Debit Payments from Credit Card or Bank Accounts Interest Rent or Fuel charge facility POS Sub Module Includes Very fast entry and processing time Stock Code Entry or Bar Code Scanning Pop up stock selection screen for invalid or unknown stock codes Docket or Laser Bubble Jet Printed Receipts Price and Description Override Available Each transaction may be flagged by Operator Easy Payment entry with option of splitting payment between available payment types Summary Transaction List available per Cashdraw or Company Internal Department Transfer Hotkeys available Order Number and Contact Person logging against Entry Easy Selection of Accounts for Account Sales and Account Payments Adjustable Trading Date Inventory Stock Module Includes Automated Stock Re Ordering for low quantities 5 Levels of Volume Discount 6 Levels of Debtor Discount per stock line Including and Excluding tax stock price levels Stock definitions for Each Per Metre Per Square Metre and per Cubic Metre Automatic On Special and Off Special date and price definit
28. readsheet where the data can then be manipulated to obtain your desired results CSV file contains values formatted in the form of a table diagram and adjusted in such a way that every value in column is divided from value in the next column by means of separator and every new row begins with newline This format may be imported into different table diagram editors Export peculiarities on transferring into this format report design is not saved Graphic images are not supported Standard Page range options apply place a tick in the box to automatically open the spreadsheet once the export is complete In order to export a valid report you must change the Separator selection to a Comma see below Export to CSV Page range w All Current page CU Pages PO Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Export propertes OEM codepage Separator ie Open after export Export As Email Exports a report as an attachment within an email Clicking this option will bring up a sub screen to enter an email address Note this does not connect to your standard Email Address Contacts so manual entry of the address is required Page 36 Export As PDF PDF Portable Document Format a platform stand alone format of electronic documents created by Adobe Systems The free Acrobat Reader package is used for viewing This format is rather flexible as it allows inclusion of necessary fonts
29. s a backup Page 18 HOW TO MOVE AROUND USE ACCRIVIA screen Navigation CJ Navigator Arrow buttons to move between records Amount mment Award 49 9 mi 1 442 00 Redundant To delete a record Can only be done where no other data exists for the record To Move a column in a grid grab the title with the mouse drag and drop to desired position Merge two records together Any record with postings cannot be deleted Where a duplicate entry has been set up in error the rec ords can be merged using this function All transaction history will be transferred to the record you are merging with and the first rec ord is deleted This is a permanent function and cannot be undone Changes the reference code for this entry All historical ref erences to this record will be updated with the new code Each form has the option to make a record redundant The conditions and terminology around this function may vary between modules A redundant record cannot be posted to but filtering options allow you to report on or view these records if required Not applicable to employees in the Payroll Module Page 19 BO When in date field to insert today s date When in date field to adjust date CTRL D When in memo field to insert current date amp time Space bar to add remove tick or double click on tick box Hold your mouse over each field to view a description in the hints bar at the bottom
30. s of when the last back up was done and most importantly the Destination which is the file name where the backup will be stored in your system Source VDATASVA working NicoledU serGuideidb10 Destination Mdatasvrv working Nicole YU serauide db backup EI Last Backup Thursday 18 October 2012 at 11 11 18 am Clicking on the button at the end of the Destination line will open your terminal folder selection if you choose to change the Destination The AccriviaBackup exe is generally stored in the c program files Accrivia folder Page 21 WORKING IN GRIDS WD invoice Posting Creditor Name Big Trading Company Description Address Address Group GENERAL Section Date 23 03 2012 Reference 123 Pay by Date ff Comment GRID SECTION Discount Tota U LIL ota fl r bl rvoice Total Ex Input Tax Credit 17 60 Invoice Total 193 60 E Post r Payment Pending x Cancel Load PU Load Pending Bar Code Grids are commonly used to list data within Accrivia forms All grids are modified as follows e Tocreate a newline press the INSERT key or arrow down from the last line e Tomove to the next cell within a grid press ENTER e Toundo current changes and revert to last saved version of a line press ESC e To save your entry move off the line e Todeletea line from a grid press CTRL DELETE e Toexit the grid and move cursor back to the Accrivia form press TAB e Double click in a comment or description
31. sation for reducing the number of lines and columns in resulting table is performed e Background export of filling colour assigned to report page e Page breaks includes page breaks in Excel e Open Excel after export resulting file will be opened right after exporting into Excel Excel Reports Using As Text In order to capture the entire document using the Fast Export option you must also ensure that you select the As Text option However this means that all figures will be exported in a text format and while it will appear normal you will notice a small green marker in each field noting that it is text not a number 136 70 3 692 30 622 676 84 923456 To correct this highlight the relevant fields and you will see a small drop down yellow warning tag to the left of the highlighted fields Click on the drop down to see the following which advises that the data is a Number Stored as Text Number Stored as Text Convert to Number Help on this error Ignore Error Edit in Formula Bar Error Checking Options Page 35 You will need to change this by selecting Convert to Number Once complete you will see that the small green markers disappear and the data is now shown in number format Continue working with the document as required deleting unwanted lines or columns to achieve your final product as per standard Excel practices Export CSV File Used primarily to export to an Excel sp
32. se e Arrows clicking either forward or backward page by page through the document e Page Number shows what page you are looking at you can also over type this number to move directly to another page e Close automatically closes the report can still use the X button at top of screen to close report Right Mouse Clicking on the body of the report will also produce a condensed option screen as follows Page 30 Print Export Export to PDF Send by E mail Find Zoom In Zoom Out Full Screen CSV file Excel table OLE E mail PDF file RTF file Page 31 REPORTS DATA EXTRACT Ba Menu option FILE ia A new feature in the Reports module allows you to gather only the raw data included in the selected report into an Excel format suppressing the usual header footer information normally provided on a report By converting to an Excel format with each item reported in it s own column this function allows for data sorting and or manipulation as required Once you made your choice of a report click on the button at the bottom ofthe screen If happy with your selection simply use the normal procedure to either print email save to PDF or Export it to an Excel spreadsheet to continuing working if required Example of normal report Accrivia 11 04 41 am 13 03 2014 Debtor Summary Trial Balance Selection Criteria All Branchs Branch Belonging to cashbook number 2000 DEMO PTY LTD 90 Da
33. t at the end of the day or EMAIL NOW which overrides the normal programmed times and emails the reports out now 9 Report Groups Report Group Management Reports Criteria User Report None Balance 5heet Profit and This Month This Year Creditor Trial Balance as This Month This Year Sales Transactions r a E mail Later uff Email How Page 44
34. t up your frequency preferences your system will automatically check the system and present you with a pop up message screen whenever a message is sent to you It will show the Priority Date amp Time along with the name ofthe User it came from 9 Messages o 2 Priority Normal From ACCRA Date amp Time 1341142013 12 00 am Phone message please return call from Debtor A c ABCD wishes to place an order ta a gt Remove Show Read Message You can then choose to leave the message open on your screen until you have actioned it or simply click on the REMOVE button at the bottom of the screen Page 26 Placing a tick in the SHOW READ MESSAGES will allow you to see previous messages that you have received that have not yet been removed Alternatively if you wish to manually check for messages or check old ones you can open FILE READ MESSAGES function manually Page 27 DUAL SCREEN TILES If you want to capture 2 different screens and work or read them at the same time eg using the F1 help screen in Accrivia it is possible to set up side by side screens to make it easier A good example is when you wish to have your Accrivia screen open but would also like to use the F1 Help function and be able to read the instructions while you are entering data into the Accrivia screen By default when you open a module then press F1 which brings up the help screen info you can read the instructio
35. u to send and receive messages to other Users in the system It allows you to send short messages eg phone messages requests for information client requests etc the options are endless By using the System Settings you can personalise your terminal to specify how often you receive messages and have them appear as a pop up on your screen when one is sent to you System Settings Send Receive Messages USER ACCESS e Goto FILE USER ACCESS e Click on File then ensure you have a tick next to the functions called Send Messages amp Receive Messages e Click on the green tick at the bottom of the screen to save these changes and then restart your terminal to activate the changes You will now see the following options available in the FILE tab ee Creditors Debtors Inve ystem b Viewer Es User Access Preferences pra Contact Maintenance 12 Remote Server Management Lock Out Users H Backup EE SysDate pa Printer 9 Company Groups Company Reporting Periods Reports BS Report Groups 3 Queued Reports BAS Report Read Messages Send Messages PREFERENCES Go to FILE PREFERENCES Click on the User Preferences tab Enter a value in the field called CHECK FOR MESSAGES EVERY SECONDS Place a tick in the AUTOMATIC MESSAGE Popup field Page 24 Y User Preference amp Llser Tool Bar Print Queues Machine Preferences Email Log Default Stock Line Selection Search Type to Desc Add Eep
36. ustomized reporting for all modules A variety of exporting options are available each providing a different result An Excel export remains one of the most commonly used formats as it retains all column text and number formulas while providing options to re arrange the data etc To that end we have listed a quick checklist for an Excel export and then explained all other options in detail further in the document Excel Export Quick Steps 1 Open the Reports file and select the required report preview Click on the Export button top left of screen 2 3 Click Excel Table OLE 4 Choose any relevant Page Ranges if applicable or leave blank 5 In settings put a tick in As Text Fast Export amp Grid lines 6 To ignore page breaks within the report tick Continuous 7 Tick Open Excel after Export 8 Untick all other boxes 9 Click OK then name the file to save 10 Manipulate the data as required eg expand columns delete unwanted data for matting etc 11 Highlight any numerical fields with a green marker and convert to a number format see Using As Text info below for further instructions 12 Finalise any other changes and save Can now be printed or emailed For more detailed instructions see below Page 33 Excel Table OLE Exports to a standard Excel spreadsheet and provides options to select specific settings Standard Page range options apply Export peculiarities Excel program must be install
37. ys Debtor Code Name Curent Credit Clearance ACC 60 Days ABC ABC COPTY LID AGRO AGRO PTY LTD BETTE BETTE CONSTRUCTION BIO BID SCIENTIFIC 3 145 73 29 723 32 52 909 56 5081 69 3 145 73 29 723 32 52 806 56 351 69 9915 3700 03 5555 6665 03 5555 035 BQUICK B QUICK SALES 0 00 2 202 05 BSPEC BE SPECIFIC BUILDERS 0 00 12 10 CENTRO CENTRO PROPERTY 54 125 60 874 40 OSONE OVER SEAS TRADING 5800 00 300 00 57 214 76 17 84 Total for Credit Clearance ACC 83323470 40 449 46 62 16 33 234 70 52 16 Totals for cashbook no 2000 7 214 76 540 449 46 17 54 7 214 76 17 84 Ya Total for All Branch 53323470 SAD 449 46 82 16 Example of new Data Extract for the same report selection Total Days Phone Cashbook Acct 3 145 73 2000 29 723 32 22 2000 Debtor Code Name Current Clearance ABC ABC COPTYLTD 145 I 0 00 AGRO AGRO PTY LTD 723 0 00 BETTE BETTE CONSTRUCTION 809 I 0 00 2 809 56 2000 BIO BIO SCIENTIFIC 0 00 881 69 9915 3700 2000 2 202 66 2 202 66 50 035555 6666 2000 03 5555 8888 2000 BQUICK B QUICK SALES BSPEC BE SPECIFIC BUILDERS 12 10 12 10 CENTRO CENTRO PROPERTY I 5 000 00 874 40 2000 OSONE OVER SEAS TRADING 5 0 00 800 00 2000 Page 32 REPORT EXPORTS Exporting Reports In Accrivia Using Fast Reports Overview Fast Reports is Accrivia s new reporting function which allows for greater more c
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