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JEAL COMPUTER SERVICES PTY LIMITED

1. cccccssssccccssssssccccessessseccccssssseeccescesseeecesessaeeecesseaeeeececeesaeeeeeeesesseeeeceeseaeeeeseceesaaeess 68 Pauls Parmalat Victoria on eee rere yen EEE a 69 Goodman fielder Ex Mainland in New Zealand cccccccesseesesssssssssssssssssssssssssesssesessesessesseseeseeseeeeeseesesesessesseeeeeseeesesseeeeeseeeeseeeseeeeees 69 MOE CO A O 69 N tonal Masters 1m Westerm aora daa ONO SS 70 etek show Mes iis W eSterm AUSH aliae OOOO A On 70 Appendix D How to set up a Central Billed customer oooccccoocnncnccnnnnonnnonnnoncnnononnnnnnnnnononnnonnnonncononncnnnns 71 Appendix E How to set up a Fee for Service CUSTOMET coooccncoccnnnoncnnnncnnnononnnnnnnonnnnonnnnnnonnnnnnnnnnnnnnnnnnnonnnnnnns 12 Appendix HOw to seuup a Re Dale CUM ssl 73 Appendix G Choosing a Rebate Type and Value cooooncccoccnccoccncncnnoncnnonocnnnnncnnononnnnnnnoncnnnoncnnonnnnnnoncnnnns 74 Rebatesexamap le CENT SPATS Fe sos N cat oc ra crea can EELEE RESES ERE E A eae eee eC 74 Append HATIIN S orga a ocios 19 Archivine A A A AN 75 A A 76 Appendrnol Mim POS iii Sas T1 Easy Vend 2000 Mini Depot Help so III III OVAS i iiia i i T11 NEEDED OL BURE TI OMOLON ASAS NAS aaa nee RE 79 How to retrieye the Vendors Dai cet e ETE ciales 79 A A T 80 Mini Depot Central Billing Vendors notes oooncoconcnnnnninnnnnnnnnnnnnononononnnnnonononnnnonnnnnn non nnncnnnnnnnnncnoncnnnnannnns 8l Da NA 83 INTRODUCTION
2. JEAL COMPUTER SERVICES Software So Simple its EASY JEAL COMPUTER SERVICES PTY LIMITED FasyVend 2000 User Manual 1983 2012 Jeal Computer Services Pty Ltd P O BOX 1013 ST MARYS NSW 1790 AUSTRALIA Reg office Unit 5 190 Queen St St Marys N S W 2760 Australia Mobile 0412 281 158 Fax 02 9673 4063 NN PHONE 02 9623 6403 Last revised 07 Aug 2012 TABLE OF CONTENTS INTRODUCTION 0 a E a eaa toc EEE a e aa sec ea ea 6 Davec EO e ETE EE TA AAN reos 6 What your Easy y end Hcence Mea A 6 You do not OWN Easy Vend 2000 Not even the copy that you are USI 8 siccc ciccciececcceesaccedscuubtecssaceceeseescaescencedessauptesicenbscdavenesseceneesiceanten 6 INSTALLATION 0 E en ett eet ac eka 7 Installs Easy V end 2 O00 sss sacycoacs ate dine A ota a nea A 7 Retrieve Registration Information from Jeal via the Internet ooooonncoocnnnnncnnnnonononnnoncnnnnnncnnonccnnonncnnnnnnnnooss 8 Send Data OSC aa lt digas 9 SD A A en easeee Aes essen otineans Me tons E O 9 SOLUN E Easy Vena 2000 sass uiat A AS A anita bisa daa 10 Stoppine Easy VGN 2000 a ia a 10 Credins anew database and or 1IMportias data a Ai 10 Cream o ONEW dard VOSE ESAS AAA AAA 10 Importing products and prices from another EasyVend 2000 database oooccooonnnonnnnonnnnnnnnnnnonnnnononinnannnns ll GETTING STARTED 00 13 Tie Se UU MUS aea a a a a a a a e E E E 13 OOOH ONS E a E OEREO AEE AE AE A AS 13 Working in the wrong database 13 Er
3. a prompt will appear on the screen during the install telling you that it is necessary to restart your computer so that some system files can be updated This means that you must 1 Restart your computer This is necessary in order to complete the installation When the installation has been completed you should arrive back at the installation menu with the heading JCS Jeal Computer Services On this menu click the option Exit and then remove the CD If you are a NEW user of EasyVend 2000 you must create a new database at this point See Creating a new database on Page 10 Retrieve Registration I nformation from Jeal via the I ntemet EasyVend 2000 must be registered before it can be used Telephone our office for a temporary registration number so that you can commence work immediately O nce Jeal Computer Services P L JCS has received your completed and signed software contract along with the necessary payment you can then obtain another registration number from JCS When you telephone us you will be shown how to retrieve your registration information from the Internet When are registration details retrieved automatically from the Intemet Each time an existing established database is opened The registration number and the pre paid number are validated If either of them is about to expire EasyVend 2000 will check to see if you are logged onto the Internet If so the license file is retri
4. Select Invoices Dockets from the menus along the top of EasyVend from the drop down menu select Invoice Layouts Step 5 Click Add enter an Invoice Code then click in the Invoice Type and from the drop list select EML This will create the necessary invoice attributes needed for emailing invoices O nce you have done that click Save Step 6 Click Data Entry and from the drop menu select Customers find a customer that wishes to receive their invoice via e mail and click on Invoice Options Step 7 Click Edit then select the Invoice Layout and from the list click on EML then click on Customer Details and enter the customers e mail address click Save Step 8 Follow instructions for Printing Invoices listed on page 47 Invoices will be emailed during the invoice print run N ote You must be connected to the intemet to use this function 47 Printing delivery dockets N ote Delivery dockets should NOT display pricing they are NOT invoices If your customer wants to know how much they have spent with you they should be given an invoice a daily invoice If your customer expects you to provide an invoice on the spot then they ought to be placing an order with you on the previous day This gives you an opportunity to enter the details into EasyVend and to print an invoice that you can take with you when you deliver the goods The practice of displaying prices on delivery dockets and collecting money based on the prices shown
5. In the receipts screen you can move around in the customer list using the Search previous or next customer buttons When you have located the correct customer use the options below Step 2 To add a receipt click on the Add button and the Add Receipts screen will appear Enter all relevant information OR if the full outstanding amount has been received simply click on the Paid button If the customer has been specified for automatic allocation of receipts the payment will be completed If the customer has been specified for manual allocation of receipts the manual allocation screen will be displayed so that you can apply the amount to the appropriate invoice s Step 3 Click on Save to save this receipt information Viewing payments allocated against each invoice As you highlight each receipt in the receipts screen the right hand side of the screen shows which invoice s the highlighted receipt was allocated against Conversely as you highlight each invoice in the invoices screen the right hand side of the screen shows which receipt s were allocated against that invoice Receipts Quick Entry screen Step 1 Click the dollar sign on tool bar the right hand one then click the Quick Entry button and the quick entry screen will appear Step 2 The cursor will be positioned in the customer dialog box Enter the customer code number strike the enter key Enter the receipt type cheque number amount received and then strike lt Enter
6. New Format is set in Setup Options Deliveries Step 2 Enter the required information in the lower half of the screen starting with the date lt Enter gt through each field typing in the customer code and striking the lt Enter gt key NOTE e If a quantity is typed incorrectly click into the quantity column for the relevant product in the upper half of the window highlight the incorrect quantity and overtype with the correct value e If aproduct code is typed incorrectly and a non existent product code is entered you will see a message Product Code not on file e If a product code is typed incorrectly but a valid product code is entered you need to highlight the incorrect line and click the Delete button Multiple lines may be deleted by usingthe lt Ctd gt key when selecting them e If you need to delete ALL the entries from the Quick Entry screen click the Delete All button Step 3 Enter the quantity and product code striking lt Enter gt after each field Step 4 Click on the Update button to transfer the deliveries to the main delivery screen NOTE e If there are duplicate entries for the same product for the same customer code you will be given a message Duplicate entries must be removed before you can update Use the lt Check Duplicates gt button to identify any duplicates and either correct or delete them before clicking the Update button 37 Quick Entries for future dates You can use th
7. Note For customers with a Billing Type of Cash C O D If you require the invoices to be generated but not printed go to page 2 Invoice options of the customers details screen There is an option called Number of invoices to be printed Set this to zero 0 This will generate invoice records but will not print the customer s invoices 46 Note For customers with a Customer Type of C Contra Your supplier will be invoicing the customer If you require the invoices to be generated but not printed go to page 2 Invoice options of the customers details screen There is an option called Number of invoices to be printed Set this to zero 0 This will generate invoice records but will not print them When payment is received from your supplier you should enter it as a payment from the customer Payment from your supplier is likely to be in the form of adiscount on your next bill from them INVOICES WITH UNIT PRICE DISPLAYED The display of Unit Price on invoices is controlled by the Invoice layouts The Unit Price that is displayed on invoices is the result of two components The first is the Selling Price taken from the products and price list using the price level that applies to the customer in question The second is the Adjustment that has been applied in the deliveries screen for the same customer Add these two together to arrive at the displayed Unit Price THIS INVOICE INCLUDES G ST Free Items t
8. Y ou can then use Manual Allocate to pay the invoices correctly Alternatively you can use Auto Allocate and let EasyVend do it automatically it will start with the oldest unallocated receipt and the oldest unpaid invoice allocating each receipt in turn When invoices are cancelled any receipts previously allocated against those invoices become unallocated 44 CREDITS Refunding an amount of money If you have decided to simply give your customer an amount of money you will find this method ideal e Add anew supplier called credits with a code of C See page 13 e Add anew product type called credits with a code of C See page 13 e Add anew product with A description of Credit Type C Supplier C Cost prices and GST rate zero Selling prices should all be minus 1 ie 1 those price codes that are not used do not matter If you now use the deliveries screen to add the new product called credit and you enter a quantity that represents the amount of money including GST to be given back to the customer their invoice will display the credit clearly As an example a quantity of 23 78 would give the customer a credit if 23 78c This method reduces your total sales figures by the amount of the credit Products that are returned e Display the existing customer on screen in the customer details screen then Add a new customer with the same code number but append a decimal value
9. but you do not become the owner of it You may not alter decompile or reverse assemble the software and YOU MAY NOT COPY the software or copy portions of the manuals Allowing any other persons to use the software for their own benefit other than for evaluation purposes is a breach of that contract and will cause legal action to be brought against you the licensee Copyright trade secrets and trademark law protects the software and the manuals The violation of this protection can result in civil damages and criminal prosecution The Internet web page for Jeal Computer Services P L may provide answers to many questions If you are currently connected and logged on to the Internet you can go directly to our web page by using View on the Main Menu and then Browse Web Y our browser will go to www easyvend com au There is provision on our web page for sending e mails to us if you have an e mail program set up in your computer INSTALLATION Before you can start using EasyVend 2000 it will need to be installed onto your computer Depending on your particular setup you will need to follow some or all of the steps outlined below After installing EasyVend 2000 do not change the name of the directory or move the directory in which it has been installed If you find it absolutely necessary use the control panel in Windows to uninstall the software and then use an EasyVend CD to reinstall it into another directory After installing EasyV end 2000
10. don t forget to immediately obtain the latest version from the Internet if your CD is not the latest version If you have already installed any previous beta copies of EasyVend 2000 uninstall them before installing a newer version If you have already created any databases for testing early beta versions of EasyVend 2000 delete them Installing E asyVend 2000 Step 1 Insert the EasyVend 2000 CD into aCD drive and wait 20 seconds or so for a menu to appear The heading on the menu is JCS Jeal Computer Services Step 2 Highlight EasyVend 2000 by clicking on it once then click on Run Y ou will be now greeted by the Welcome message click Next Step 3 The License Agreement will be displayed for you to study If anything in the license is not acceptable to you the setup will close otherwise click on Y es Step 4 A prompt will ask you if you wish to install the program into the default directory This default directory may not be suitable for your computers operating system see below for suitable directories Windows XP Ca Program Files E asyV end 2000 Windows Vista OR Windows 7 Ca Users Public EasyVend 2000 Once you have selected the correct directory click Next Step 5 A prompt will ask if you wish to create a desktop icon Y ou can tick or untick the option and then dick on Next Step 4 A prompt will ask if you wish to start the install Click on Install IMPORTANT NOTE On some machines
11. layouts to choose from at the click of a button The default screen layout could be changed if you d care to tell us of a more useful arrangement for the columns Note that you can also change the width of the columns by dragging the separating bar between two column headings Sorting the columns HINT Y ou can sort the data in any column by simply clicking on the blank space at the foot of the column Searching for Customers The Search option is used to find a particular customer quickly click on the Search button For more information on searching see Searching using EasyV end on page 24 32 ORDERS The Standard O rder may be nothing at all or it may be simply a list of products or it may be as comprehensive as a list of products and quantities on specific days The more closely the standard order matches the customers usual purchases the less work you will do each week in the future in the deliveries screen If you have used ONE BASE SELLING PRICE only then you will apply a or dollar adjustment or or adjustment in order to correctly set the selling price for each customer and each product If you have used a number of different selling price levels then you may or may not need to apply a or dollar adjustment or or adjustment The adjustment that is the amount by which the list price should be varied for a customer for any product can be applied in the standard orders scre
12. on page 24 Browse products used to view a list of all products on file This is also useful for finding a product quickly D ouble click any product code number in the list to display that product Close used to close the products and prices window 18 PRICES Price codes Each customer in EasyVend 2000 can use a single price code system or a multi price code system Y ou can have some customers on each system They do not all have to be on the same system All customers transferred from previous versions of EasyVend will initially be in the multi price code format Each product has a cost price i e what you pay for it as well as up to 48 selling prices Each selling price is called a price code or a price level The price codes are generally given names by the vendor to make the purpose of each price code clearer The names could be similar to retail wholesale schools coffee shops wholesale higher wholesale lower and so on See also Price Code Descriptions on page 14 Customers on a single price code system will be on the same price level however the adjust in each customer s standard orders screen see page 33 is used to produce the correct selling price In a multi price code system each customer is allotted a specific price code and therefore you may need quite a few different price codes The price code is used to determine the list price for each product in t
13. or number The appropriate code is attached to each customer If you do not need to use groups ignore this option Messages Different messages are required for different customers This option is used to create various standard messages Each message is given a code The appropriate code is applied to each customer which can be applied to delivery dockets or invoices Products and prices This option is used to enter and maintain a list of products and the buying and selling prices Suppliers Not all products are purchased from the same suppliers This option is used to create a list of those suppliers Each supplier is given a code The appropriate code is applied to each product Product types For sales reporting purposes it is convenient to be able to report on various types of products This option is used to create a list of those product types Each product type is given a code The appropriate code is applied to each product Price level description Not all customers will pay the same amount for a product Y ou may want to have different price lists or price levels to suit different customers This option is used to create a list of the descriptions that will apply to those different price levels Each price level is given a code An appropriate code is applied to each customer 64 Reason Codes Are used when transmitting your Central Billing dockets to your supplier and allow them to assess wh
14. you click on the Retrieve Data button which will connect to the FTP Address that you specified in the Options screen and download the Vendors data files and read them into the Mini Depot screen Once the Mini Depot screen has retrieved the data files and read the data files Information E 1 j Valid Records 0 ay Rejected Records 35 into the Mini Depot screen you will get a message figure 2 0 letting you know how many records were Valid and how many were Invalid Rejected The display can be restricted to any one vendor or alternatively expanded to include ALL vendors data using the drop down labeled Select a vendor ID to view blank for all Figure 2 0 If any records in a day are rejected due to invalid product central billing codes or unrecognised customer supplier ID number then the entire day is rejected The bad record s is returned to the FTP Server in the form of a confirmation file for the vendor to collect at his convenience He will be required to re send all the data for that day not just the rejected record The Valid records will be placed into the first screen Billing Information to Import figure 2 1 and the Invalid Rejected records will be placed in the second screen Rejected Billing Information figure 2 2 Figure 2 1 EasyVend Mini Depot Sl ud NoE fieve Data importa Billing Information to Import Rejected Billing Information select a Vendor ID to View b
15. 111 11 O 85 MOOWE 300 ML BOTTLES 0 31 0 7117 10 0 7829 1 4070 1 5477 0 6953 97 70 O 90 MOOVE 600 ML ANY 0 6 1 0934 10 1 2027 1 9140 21054 0 8206 75 05 O J9 2LT MOOVE ANY 2 2 51 30 10 2 7709 3 3800 4 3780 1 4610 58 00 O 1105 GOOD ONE ANY 300 ML 0 3 0 7117 101 0 7829 1 3970 1 5367 0 6853 96 29 O EME OAK CLASSIC 375ML 0375 0 7246 10 0 7971 1 4887 1 6376 0 7641 105 45 P1195 OAK CLASSIC 600ML 0 6 1 0934 10 1 2027 1 9140 21054 0 8206 75 05 O 120 DAK LITE 375ML 0 375 0 7246 10 0 7971 1 4887 1 6376 0 7641 105 45 O Inc levy Inc levy Change Correct price Used to correct mistakes in the current price record N ote that delivery records and invoices that have already been created using this price record will not be affected by simply altering a price record the delivery records and invoices still stand even though they may be wrong If you print invoices and then discover that you have an error in one of your prices you will have to cancel the incorrect invoices Display the customer s invoice screen and select the incorrect invoice click once on it to highlight it Once it is selected click on the Cancel invoice button This will cancel the invoice by creating an adjustment note as required by the GST rules Next correct the pricing by clicking on the Reget button in the deliveries screen You
16. 23 Feb 2009 v P Code Description i ES e E loe Ber Profit ZProfitl Updated 2 p gt 7 3LT PLASTICBOTTLE AS ol 26100 44200 4 4200 1 8100 69 35 O 1D 2 LT MILK PLASTIC BOTTLE 2 1 8800 QO 1 8800 29800 29800 1 1000 58 51 O 120 1000 ML MILK CARTON 1 0 9500 ol 0 9500 1 5900 1 5900 0 6400 67 37 O GE 600 ML MILK CARTON 0 6 0 6440 0 0 6440 1 0840 1 0840 0 4400 68 32 O A 30 300 ML MILK CARTON 0 3 0 4370 O 0 4370 0 7170 0 7170 0 2800 64 07 O 35 D F FARMERS BEST PET 1 1 2400 Ol 1 2400 1 7900 1 7900 0 5500 44 35 O o 155 LITE WHITE 7LT 1 1 1400 0 1 1400 1 6300 1 6900 0 5500 48 25 O 160 LITE WHITE 2LITRE 2 2 2200 0 22200 3 2800 3 2800 1 0600 47 75 O 6 D F SKIM FRESH 600 ML 06 0 7340 OF 0 7340 1 1340 1 1340 0 4000 54 50 O 1 6900 0 5500 48 25 O 2 O 22200 3 2800 3 2800 1 0600 47 75 O 0 0 6770 1 2670 1 2670 0 5900 87 15 O 0 1 2240 25840 25840 1 3600 111 11 O 1 4070 1 5477 0 6953 97 70 O 101 1 2027 1 9140 21054 0 8206 75 05 O 10 2 7709 3 9800 4 3780 1 4610 58 00 O 10 0 7829 1 3970 1 5367 0 6853 96 29 O 1 4887 1 6376 0 7641
17. 24 MOVING ana tes Ine THE COMMING SA A ASA A atc 24 SOTANO CO UMSS iio coa 24 OEE PLOAUCTS oa E 24 NE FEAS TT EAS YN CNG A A A 24 CHECKIN 2 yourprodict and PICOS acido 23 CUSTOMER DETAILS srren aa ctusnaalu gradu sie inant ea puso inlays tore isnt ateat 26 DCTCCH D CUSO FACTOS ll in 26 AA NENE CUSTOMS E as 26 One customets tWO Or MOTE SUPPHEES criar cian AAA E AO cana EA 26 Customer NN oo 26 A A T Nena aes E sels a ha seams iee alt cand ie sees sens ari hg Ms susan ane wa oie E 26 Several deliver eS pEr Asse ess deuce acca ceca A E 26 ES TIVA RES AAA SA AA ASS 27 SPET EVO COP O AEAT AA AA AS 27 Customer type Contra Rebate E Fee for Service e 27 DEMAS Rebate AmOUntS doraa an a a od 28 TOTS COATES OCCIE o ti iia tl 29 Billing type Cash CODJO INVOICE eee E 29 PLONE PCE COU EAEE A A AE E tas 30 Discount totalt INVOICE AMOUR A 30 Sereen SS DORE OPU ONS A A AAA AA A E 30 DEV SEGUN a 30 TO CNROMCC TNC SCOUCH CC x dt ideas 30 DENVER sa 31 DEMEI do Ck e ROPAS ii iS 31 SCCA S ROCCIDEOD OTS ai aE A AA EOS 31 Automatically allocate receipts against the oldest INvOICES ooonccoonnnoonnnnonononnnonnnnnononncnnnnonnnnnnnanonnnninnnnonoss 31 NIOSUCOMMONIV used DOVINCNETY DC rar aa ar 31 MOST COMMONIY nsed bank details TOF CHEQUES tcs dt T 31 STELIS ENOTO clic aide dic suiicid sa 31 Ni MAA A A T A EE A A 31 Notes o ao A A A 32 BTOWSEIU CUSTOMES dd A Ud das 32 SONEA NCE OITS NEEE ASA AS Na aa 32 Ser CNM FOF C USI OMETS Said S 2 ORDES taras
18. 33 Adding Standard OLAS AAA A 33 LPO OT ORE OT Re ATT CRTC E Mere TUNE E AOE 33 POET ERD Sapo ae arse ce Saas A A eae Sanaa ON 34 THE Deliver es SCV CCI a caasie es crs A A A Saat hada cole de een A naa 34 The Reece opuon wierd Wrone price Was USE Uca cesses corse COCOS IRA REA oem AS AAA E ra 34 ATRIO A AAA A aes amiae as ace E eae 34 Crean E BNEW WEEK said td iaa 35 Entero Actual DENVER EN 35 Decimals TINE OURAN A A ra 35 Adm FORSAS uE E T A Ry pe nan ee Rene RerEy 35 Adding Customer Rebates through Deliveries SCreen oooooocncccoonnnononononanonnnnnonannnnnnnnnonnnnnnnnnnnonnnonnrnnnnnnnnnnns 36 Zeko DEVETE S AAA DAA a era dieses eeu Saat 36 Removing a PrOAUCHS FFOM Ne GENVETIOS su A as 36 Missing or Zero Selling prices in the product price liSt ooooooncconnnionnnnonnnnnnnonononncnnnonononnnnonnnncnnnnnoncnnnnnnnnns 36 METAS MUSSINE SCHING PICO A AAA AN net eteles gece 36 DOTA POUR AAA A A AAA AA A RN 37 Deliver OEK L IN ES SAA A A A E AS 37 OMKE NES TOR TUTE COTS AAA AAA AA AA AAA AAA A AS 38 Taans Of deV ES AAA ASAS A AAA A A add 38 PHN SG selecteddelnery COCK EE td A A AR eS 39 COPY PEET ES E A T TAT AE 39 RECIF Saad AS 40 Viewing payments allocated against each invoice oooocccooonnnnonnnnnonnnnnonononnnnnnnnnnnnnnnnonnnnnonnrnnonnnnnnnnnonnnnnnnnnnns 40 Rece EOK EIN SCT OCT Ae T E E A E 40 Receipts other fast ways to enter theM oooncccoonniocnnconononnnnnnnononnnnonnnnnnnnnnnnnnnnnnnnrnnnnnnnnnnnnnnnnnnnn
19. 4 o 366 ARoas Beef 1 2 tKa 04 Jul 2007 05 Jul 2007 05 Jul 2007 1630 1 100 O5 Jul 2007 Primo Shortcut Aindless Bacon 10 250g 100 05 Jul 2007 Primo Fremium Middle Bacon 750g 100 05 Jul 2007 J100 Colonial Wirginia Ham Ko 100 O5 Jul 2007 100 Premium leg Ham Halves Kg 1193 100 05 Jul 2007 1100 969 Chorizo s Bulk k 4599 100 08 Jul 2007 330 530 06 Jul 2007 334 06 Jul 2007 06 Jul 2007 1 Kransky s Cheese F 3 54 06 Jul 2007 1 364 Premiun leg Ham Halves F Egl 4 03 100 06 Jul 2007 1 el 971 Twiggy Mild 15cm 1KgBag s5a48 2 100 06 Jul 2007 r cod4 Che 1am F a bd Aone 410 me 1 aaa D4 Jul 007 04 Jul 2007 Figure 3 2 SUCCESS Mini Depot Central Billing Files Sent 82 MINI DEPOT CONFIRMATION The Mini Depot Confirmation screen is used by the Vendor to check for a Confirmation file to find out if their Central Billing s were processed ok If there are any Invalid Rejected records that were sent to the Mini Depot they will be sent back in the confirmation file so the Vendor can fix up the error To check for a confirmation file you must first connect to the Internet Once you are connected you can click on the Check for Confirmation which will connect to the FTP and see if there is any confirmation waiting If there are it will download the files read them in and display them in the Confirmation screen figure 4 0 Note The errors are usually an incorrect Customer Code or P
20. Code 0 Zero the user MUST select a new Price Code other than zero for the Customer The customer must have valid selling prices and cannot use the cost price After having saved the customer with his new customer type the price code can then be changed to price code zero Any other Price Code The Customer will be changed to the selected Customer Type 19 When changing a Customer to Customer T ype C Contra from any other Customer Type If the Customer is on Price Code 0 Zero The Adjustment Amounts are removed from the Standard Orders Screen set to zero Any other Price Code The Customer will be changed to Customer Type C Contra PRICE TYPE AFFECTS AUSTRALIA ONLY This affects only products that are subject to GST and that are also subject to the Dairy Industry Adjustment Levy in Australia As the DIA Levy Tax was removed by the Australian government in February 2009 though this option is still available in EasyV end it is no longer applicable When entering Price Descriptions you will see a column headed Price Type In this column you can nominate which price levels are to be used by consumers we use the term Household and which price levels are to be used by your resellers we use the term Wholesale Use the letters H or W to designate the price type The Price Type is used to calculate the Selling price including G ST that is displayed in the products and prices screen ONLY T
21. For example if their original code number is 155 then the new customer could become 155 99 This customer is now called a grouped customer e Give them the same name but append the word credits if their original name is Airport Canteen then the new name could become Airport Canteen Credits No need to enter any more details just Save the new customer To give the customer a credit for specific product s use the decimal grouped customer rather than original header customer Simply enter a negative quantity into the deliveries screen for the product that is retumed Strike the minus key either before or after entering the quantity When the next invoice is printed the credits for the grouped customer will be listed separately from the deliveries for the header customer PRODUCTS THAT ARE DUMPED OR RETURNED TO YOUR SUPPLIER Because you have purchased the products and have not sold them your sales figures will still be correct If you are using beginners stock control the adjustment will be accounted for when you enter your actual end of day count If you are using advanced stock control the adjustment will need to be entered into STEP 7 of the stock control routines maybe your supplier will include a credit on your next invoice for any products retumed to them Written off amounts If a customer disagrees with an invoice and you decide to accept a smaller amount as full payment use the recei
22. Invoice Date During the initial setup process the last invoice date is the date of the last invoice given to the customer before his deliveries began to be entered into EasyVend 2000 O nce invoices have been printed for the customer this field displays the date of the last invoice printed The amount is the total amount invoiced on that date An example would be where the customer has their very first delivery entered into EasyVend 2000 on Tuesday because the deliveries for Monday were invoiced by hand In this situation the last invoice date is Monday and the Tuesday deliveries are included in the first invoice produced by EasyVend 2000 Screen 2 Invoice options This is where you will select details such as your customer s type billing type product price code etc Y ou would have already setup most of these codes in the setup guide so you will simply need to select the required codes for each field Strike the Tab Key to move through all fields Customer type Contra Rebate amp Fee for Service H Household This is a simple case where the vendor purchases the goods and sells them to his customers The vendor invoices these customers and collects payment The Billing Type is I invoice if you intend to enter each payment that you collect from the customer The Billing Type is only entered as C cash or C O D if you are certain that goods will NEVER be delivered without immediate payment because receipts
23. Next correct the pricing by clicking on the Reget button in the deliveries screen Y ou should present your customer with all invoices even the incorrect one and the adjustment note s See the Reget function on page 34 Step 1 In the Products and prices screen select the Bulk Change Correct Price button in the prices group Step 2 Select the Price level E g Wholesale you wish to adjust from the drop box on the left Step 3 Select a Enter a Price Date from the drop down box on the right These are the starting dates of when new price rises are effective Step 4 Click Edit and a list of your products will be displayed below Step 5 Depending on what your comfortable with you can correct your prices based on their Inc GST Levy price or the Ex GST Levy prices Click in the appropriate column and enter your new price Cost and Selling price for this select price level Step 6 Click Save and all products for the selected price level are updated Y ou may now select another price level and repeat the above steps E Bulk Edit Prices Please select the Price Date and Price Code for which Prices you want to Edit then click on the Edit Button You can then change the Prices in the grid below then click on Save to save the Prices Note Only the Products that have been updated will be saved Make sure you update ALL price levels that need updating Price Code 01 RETAIL H Effective Date
24. Rounds Groups or Types of customers within your business It is less common although it may still be workable to associate the Invoice Layouts with a range of customer numbers For example Household customers are identified as Type H and they usually use an invoice Layout that is designed to print the invoices onto special envelopes For consistency you might choose to give this layout a code of H If you do not use the special envelopes you may have used another layout that is designed to print the invoices onto plain sheets of A4 paper or A5 paper and give that layout a code of H Wholesale customers are labelled as Type W and usually they use an invoice Layout that is designed to print the invoices onto plain sheets of A4 paper For consistency you might choose to give this layout a code of W Before starting the print run in a simple situation you should define which customers that you require invoices for by nominating the date on which the invoices fall due and also nominating the Type of customers Y ou can then expect to get a continuous flow of similarly formatted invoices from the printer that has been nominated in the Invoice Layout used by those customers In a slightly more complicated situation you might have two printers connected to two printer ports in your computer called LPT1 and LPT2 The customers that you specify with the Rounds Groups and Types may require the use of either of the two printers I
25. Version Log shows a list of the versions that you have used Delete Version Log deletes the list of the versions that you have used WINDOW Cascade Tile horizontal Tile vertical If more than one window is open it may be desirable to rearrange them automatically Arrange icons not operative Close The currently active window in EasyVend is closed Close all All windows in EasyV end are closed The last options in this menu vary according to which windows you currently have open The open windows are listed here so that you can see the list and change which one is active HELP Tip of the day Turns on off the Tip of the day that is displayed on each start up of the program About EasyVend Provides detailed information about your computer system or alternatively provides detailed information about the upgrade history of the EasyVend 2000 program It also indicates the version number that you are using 67 Appendix B Additional considerations for N etwork users During each start up of EasyVend just before the last used database is opened a series of database backups can be maintained automatically This feature is controlled in the Setup Options If you are using a networked version of EasyVend 2000 it is important that this feature is activated on the first machine that will use EasyVend 2000 each day Once the backups have been made on the first started machine and the program is ready for use the r
26. When printing dockets from the deliveries screen these options are initially ticked The customer details referred to above are relative to each customer and are set up in the customer details on page two 2 invoice options They are as follows Show product group totals only Show products with zero quantity Print dockets even when the customer is on holidays 48 DEPOT ORDERS Check that you have correctly nominated your supplier the organisation where you buy from in the Setup Options Suppliers The Depot orders information is usually taken from the deliveries screen Y ou will avoid some work if you can first enter your deliveries before you place an order This is not always feasible If you only ever create and send a simple order for all products and all customers then you may only ever require O NE setup and you may call it order setup code A If you order goods twice each day then you may have order setup code A and B Order setup code A would cover the customers who get deliveries from the first order and order setup code B would cover the customers who get deliveries from the second order You could have other order setup codes that are only used occasionally such as an order for the customers who receive a delivery on Saturday this order setup may only be used once each week To send only one of them leave the order date field blank in the setup of any order you are not sending When the order is
27. When the depot order and or central billing data has been created and is ready to be sent the program that you have specified in the Peters Brownes configuration will be initiated If you have no idea what it should look like click on the Default buttons and it should appear as shown below Depot Order C PROGRAM FILESAEASTWEND 000 send exe Browse Parameters o Default Central Billing C PROGRAM FILESSEASYVEND 000 send exe Browse Parameters Default To save the settings click Apply and then Ok In the O ptions screen click Apply also The default configuration settings will probably be correct If this is not the case call our support staff for assistance 70 Appendix D H ow to setup a Central Billed customer In general you will only deliver rtain products to a Centrally Billed customer as arranged by your supplier If you are also going to deliver additional foreign products you must create another separate customer in E asyV end This additional customer will havea different Customer Type usually W By foragn products we mean products that are purchased from sources that are unknown to your normal supplier products that you are invoicing for E nter deliveries of the foreign products into the deliveries screen for the new Type W customer Enter deliveries from your supplier into the deliveries screen for the C entrally Billed Type C customer 1 The Rebate Report
28. al FBIM E CKI FERFECH End Kdl Transenna TO Truck 1 FROM lo o m Actual Count Quantity iH Product i The actual count may be entered directly into the browse table or using the quantity and product fields Use the Transfer quantity column to enter amounts Always take note of what location you are in and which location you are transferring to Click Save when adjustments are complete Step 5 For any known adjustments click button 7 In the actual end of day column type in any differences such as breakages stolen items or returns Click Save when finished then Print if needed Step 6 Click button 8 This is the final step end of day reconciliation If needed adjustments can be made whilst in this screen and button 7 can be skipped Click Save then Print if needed 53 PRINTING REPORTSFROM EASYVEN D 2000 General overview for printing For all the EasyVend 2000 Run sheets Reports Lists and Summary s you will find there are a few standard and simple steps to printing From the main menu select the required print out from one of the following headings Invoices Dockets Run Sheets Reports and Products Customer lists IMPORTANT Many of the reports can be printed in either Portrait mode or Landscape mode Landscape mode often provides more information than Portrait mode For example the we
29. and lower case data entry GST rate DIA Levy rate Suppliers that you deal with Internet connection details A dive V s Passive M ode Backups Which dockets should be checked for duplicated numbers 66 Active Vs Passive Mode This option has been installed for people that may have firewalls installed on their computer Firewalls are designed to stop people from accessing your computer via the internet or phone connection this is a good thing but when retrieving your registration sending retrieving your database from Jeal or doing a software upgrade these firewalls can cause problems A dive M ode You the client will connect to our server and the two computer will negotiate the terms on which the data will be exchanged Our server will then connect back to your computer and begin sending data Passive M ode You the client will connect to our server and the two computer will negotiate the terms on which the data will be exchanged Y our computer then connects back to our server and begins to retrieve data This option may prevent the firewall from disconnecting you when attempting to connect to JCS for any reason Registration Details of your business name address telephone number etc These details will appear on all invoices and delivery dockets that you print Retrieve Registration Information from Jeal for vendors who rent EasyVend this option is a simple way to renew the registration number via the Internet at
30. are entered automatically just before each invoice is printed Because the customer has paid for the goods and a receipt has been entered this often means that no invoice is printed Household customers probably don t want an invoice Some vendors may wish to record receipts from their C cash or C O D customers on their Palm Hand Held computer If this is the case then it will be essential that EasyV end does NOT enter receipts for C O D customers automatically during an invoice print run To provide for this situation remove the tick from the checkbox called Automatically create cash receipts do this for Billing Type C customers W Wholesale This is a simple case where the vendor purchases the goods and sells them to his customers The vendor invoices these customers and collects payment The Billing Type is I invoice if you intend to enter each payment that you collect from the customer The Billing Type is C cash or C O D if you are certain that goods will NEVER be delivered without immediate payment receipts are entered automatically just after each invoice is printed Wholesale customers always want an invoice C Contra Central Billing See appendix C How to set up a Central Billed customer The vendor purchases the goods and delivers them to one of his supplier s customers The selling price is arranged between the supplier and the customer for all of the products delivered There is a p
31. can be given a default usual payment type which is used each time a receipt is added Type x payments can be used to write off bad debts It can also be used to correct small under or over payments eg if a customer underpays by 3 you may decide to enter a type x receipt for 3 rather than chase the customer for such a small amount Payments of this type are never included in the bank deposit slip They are included in the receipts report but are deducted from the report total so the net total shows the amount actually received COMMENT Notes or comments can be entered here if needed DRAWER BAN K BRANCH a An If the payment was by cheque payment type c and you want the cheque details to appear on the bank deposit slip cheque listing enter the cheque details here The fields are always automatically filled in for you if you have entered cheque details into the customer s bank details screen If the default details are incorrect eg if the customer pays using a different account than usual just replace them with the correct information These details are only used if the payment type ay is c DELETE Used to entirely delete the highlighted receipt Y ou will be asked to confirm you actually want to delete the record 41 Manual allocate If areceipt has not yet been fully allocated this option can be used to manually specify which invoice s it should be allocated against Note Allocating a receipt m
32. completely new database file Can only be used if all database files are closed Open Used to open an existing database file Can only be used if all database files are closed Close Used to close a database file so that another database file can be opened or a new one can be created Import Used to read in or copy the data from another database file into a completely new database file Export Used to write out all or some of the data from the currently open database file to another file that could be an Excel 97 xls file or a text file txt or a D base file dbf or an Access database file mdb These other files can then be opened and viewed with other software packages Make a local backup copy Making a local backup copy is a quick and convenient way to make a temporary backup Archiving Removes old historical records that have been accumulating This may be necessary once each year after your yearly accounting period has finished Send data to Jeal Use the Internet to send a copy of your database to Jeal Computer Services for support purposes Connect to the Internet first Get data from Jeal Use the Internet to get your database or other files back from Jeal Computer Services Connect to the Internet first Execute Used to run miniature one line programs Generally used by support staff to analyse or repair database file problems Repair database Not generally recommended Can repair some database file pro
33. customer or for all customers on a particular date To do this click on the Docket button while still in the actual delivery screen The Print dockets screen will appear where you can specify the required information for the required docket s i e rounds customer groups customer types and the customer code NOTE The code for the customer being displayed in the delivery screen will be automatically inserted in the Print Dockets screen Y ou may wish to accept this selection if you only require one docket otherwise change the selections to Suit To preview only select the Preview button or simply click on the Print button to print nominated dockets See Printing delivery dockets about the options in this screen on page 48 For more information about printing reports see Printing Reports from EasyVend 2000 on page 54 Copy Deliveries The Copy Deliveries screen gives you the option to delete the deliveries for the day you are viewing and then copy those deliveries to another day for one or multiple customers This feature is particular useful when deliveries are moved closer or later due to public holidays 39 RECEIPTS When you receive a payment from a customer you will need to enter it into the receipts screen for that customer There are several ways to get to the receipts screen Step 1 Select the Customer Receipts icon a large dollar sign on the Toolbar Or from the Customer screen click the Receipts button
34. day The Save as dialogue box will automatically default to Backup of xxxxxxxxxxx mdb Step 4 Click on Save 59 TELEPHONE SUPPORT AND PROGRAM MAINTENANCE The importance of telephone support and program maintenance cannot be stressed enough IT IS VITALLY IMPORTANT TO YOU AND YOUR BUSINESS Your CLIENT CODE number This is the number that we use to identify you there are many similar names in our database and we frequently have to ask for a client code to identify somebody correctly This number is up to four digits the numbers are now approaching 2500 If you have already entered this number into your registration screen it will be displayed on the extreme top line of the EasyVend 2000 window to the right of your name If it is not recorded in your registration screen call us and we will give it to you This number must be entered before any process of sending or receiving data to our Internet server will work or if you need to Retrieve Registration Information from Jeal A prompt on the screen will ask for it if it is not already recorded in your registration screen If the prompts indicate that there is no registration information to be collected then either 1 we are not yet aware that you are in need of the registration you need to advise us that you are still renting EasyVend 2000 or 2 payment has not yet been received When you call for telephone support we may also ask for this number Your PRE PAI
35. details 97 97 2007 to 09 07 2007 Code for period Vendor ID Ed AA MEDE po speed estes PANES Ae Last Biting 26 07 2007 to 26 08 2007 z For customers in Round s Iw e blank for all Supplier iv wo blank for all Group s Ca blank for all Tupels we es blank for all Customer Codes w 1 bo e067 l inclusive T he second screen figure 3 1 allows you to see what billing information will be sent If there are missing docket numbers they will show up as a black box 81 To send the Mini Depot Central Billing Information you firstly need to connect to the Internet Once you have connected to the Internet you can then click on the Create Send button which will create the Mini Depot Central Billing files and send them via FTP to the FTP Address specified in the Options screen figure 1 1 Note If the Central Billing was sent successfully you will get a message figure 3 2 Figure 3 1 J Mini Depot Central Billing Central Billing pre E z co Day o Description 100 3 g 00 Honey Ham Thin Sliced 10x 100g 1705 1 100 03WJu 2007 poo a 904 Hungarian Salami 10 100g Twin Pack 1775 03 Jul 2007 fo f3 1908 Shaved Leg Ham 10 100g 1530 03 Jul 2007 ho 3 310 Shaved Chicken 10 100g Twin Pack 1560 1 100 03 Jul 2007 Primo Shortcut Aindless Bacon 10 250g 2530 1 100 03Jul 2007 2 100 El 10 2 86 Shaved Honey Ham 6 gt 2009 330 Primo Aindless Bacon Bulk amp Eg Box
36. displayed in the Mini Depot Confirmation screen and this will open up the appropriate screen required to correct the problem Eg 1f the Customer Code is wrong the Customer screen will open with the correct Customer Code on the screen and if the Product Code is wrong then the Product amp Price screen will open with the correct Product on the screen Once the Vendor has fixed up the Rejected records they can then re send the information for the invalid rejected days to the Mini Depot again 80 Mini Depot Central Billing Vendors notes The Mini Depot Central Billing screen figure 3 0 works the same as the Central Billing screen for any other supplier The user first creates a billing configuration by clicking on the Add button and entering a Configuration Code The vendor then enters the dates for the Delivery period And lastly he enters the Rounds Groups Types and Customer Codes as necessary and then clicks on the Save button Note The Mini Depot Vendor ID that you entered into the Options screen is shown to the right of the screen across from the Add Edit and Delete buttons Once you have prepared a Central Billing Configuration you can now click on the Generate Central Billing button to generate the central billing information and display it on the second screen figure 3 1 Figure 3 0 M Mini Depot Central Billing Configuration Add O Edt O Dee Mini Depot Vendor ID 100 m Billing Setup Configuration fo Delve
37. gt Step 3 If the option Automatically update quick entry list is ticked the receipt will be transferred to the receipts list above When all receipts are entered click the update NOTE All receipts will be automatically transferred to each customer Any receipts which need to be manually allocated to individual invoices will be listed in the Manual allocated customer s box shown on the bottom right To allocate a receipt simply double click the receipt and the allocation box will appear See Manual Allocate on page 43 Receipts other fast ways to enter them IN THE INVOICES SCREEN Whilst viewing a customer s invoices list in the Invoices screen you can highlight one or more invoices that s called selecting them and you can then simply click on the Paid Button The Paid Button will display the total amount that is being receipted Note To select or highlight several invoices hold down the lt CTRL gt button on your keyboard while you click on the required invoice details IN THE RECEIPTS SCREEN Whilst viewing a customer s receipts list in the receipts screen you can click on the Paid Button This will enter an automatic receipt for an Auto allocated customer using the default date and the amount displayed on the screen If the customer is a Manual allocated customer the Manual allocation screen is displayed so that you can allocate the payment to the appropriate invoice s You will find that t
38. on a delivery dockets should be discouraged and phased out if at all possible it is not consistent with G ST and tax invoices The option to display pricing on delivery dockets has not been removed from EasyVend 2000 as yet because we have to maintain some backward compatibility with previous versions If an invoice must be printed on the spot without a previous order you may need to inquire about a hand held computer and printer that is set up especially for EasyVend Some delivery dockets require a tractor feed printer whilst others require a single sheet feeder In this case it is sometimes necessary to nominate not only the date but also to nominate which type or group of customers the delivery dockets should be printed for When the print run has finished another type or group of customers can be nominated and a further print run commenced maybe to a different printer Step 1 Click Invoice Dockets on Main Menu Step 2 Click on Print Delivery Dockets the Print D ocket screen will appear Step 3 Select the date that your dockets are due on select the required rounds groups and customer types or leave blank for all to be selected Step 4 Click on Preview or Print Note Consider the options at the bottom of the print dockets screen a When printing ignore customer s detail options b When previewing ignore customer s detail options When printing dockets from the Main Menu these two options are initially unticked
39. sales of product 200 to that customer For each product code each end customer can have a different rebate amount and even a different method for calculating rebates The Product Rebate Group is used only to group products in an organised way on the rebate claim form 74 Appendix H Archiving ARCHIVING YOUR DATA The archiving process removes data from your database so before proceeding there are a few things that should be done e Upgrade to at least version 1 03 086 of EasyV end e Reprint any cancelled invoices e Allocate any unallocated receipts where possible A n Unallocated R ecapts R eport is available from the R eports menu to assist you with this Y ou can also find unallocated recapts by sdecting the N ext Unallocated button found on the customers R ecapt sre e Write off any amounts if necessary Payment typeX e Print any reports required e Backup data to external media eg Re wniteable CD Zip disk USB Stick etc N ote For Network Users The Archiving routine should be run from the computer where the data is stored All other users should be out of EasyVend From the File menu select Archiving and then select Archive Data If you are sure you are ready to proceed select Yes If you do not wish to proceed select No Determine how many months of data you wish to keep and select the period from the options provided Or you can select O ther and enter your own period greater than 12 months but not less than 3 months On
40. shortfall The Billing Type for Rebate customers should be I invoice F Fee for Service D elivery O nly See appendix E How to set up a Fee for Service customer The vendor does not purchase the goods he simply collects the goods from his supplier and delivers them to a customer of the supplier The pricing is arranged between the supplier and the customer The vendor notifies his supplier of the products and quantities that he has delivered and provides his supplier with supporting documentation The documentation could consist of signed delivery dockets or a Rebates report from EasyV end The supplier then invoices his customer and credits the vendor s account with a rebate consisting of a delivery fee and GST When setting up Fee for Service customers the Billing Type and the Price Code are irrelevant and the selection boxes are hidden EasyVend never prints invoices for this type of customer DEFINING REBATE AMOUNTS For Contra Rebate and Fee for Service customers a Rebates button in the Customers D etails screen allows the rebate for each product to be specified The rebates that you establish here have no effect on the invoices issued to the customer They are used to create a rebate report that is either sent to your supplier or used to verify the rebates received Invoice amounts are determined by the price code leve allocated to the customer the selling price of a produd the adjustment in the deliveries screen th
41. specific to different suppliers on page 68 in case there are special notes relating to your supplier 50 STOCK CONTROL FOR BEGINNERS This is a very simple and quick end of day stock count of a what you started with b what you picked up ordered and c what was delivered giving you an end of day stock reconciliation amount This can be previewed and or printed for your records Using stock control for beginners Click on Depot Order Stock Control on the main menu and then select the option Stock control for beginners The Stock Control for Beginners screen will appear Step 1 You must follow the steps numbered 1 4 by clicking on the appropriate boxes in their correct order Start a New Day The stock control date box appears and you can select the required date for this stock count Y ou can select the option to start the day with an empty load or leave blank and your on hand stock will be recalculated from the previous days stock count Step 2 Beginning of Day Stock Count here you enter in the amount of stock that you had at the beginning of the day if you did not start with an Empty load the column labelled calailated count will have yesterdays end of day amount if your load was empty this column will be zero Y ou may need to make adjustments to the actual count amount Adjusting the actual count can be typed straight in the column or you can use the Actual count section of this screen When any or all adjustment
42. standard order Price code is not used for these customers In fact the price code field is disabled you are not buying the products nor are you selling them When you have entered your actual deliveries either e print delivery dockets from EasyVend in which case the docket numbers will be recorded automatically with each delivery OR e hand write dockets when you delivery the goods and then manually enter the delivery docket numbers into the deliveries screen with each days actual deliveries See appendix G Choosing a Rebate Type and Value on page 51 72 Appendix F H ow to set up a Rebate customer 1 If you are using the Adjustment rebate type see Appendix H for all products delivered to Rebate customers the Rebate Report shows individual products and you may skip this step For all other rebate types the Rebate Report shows the rebate for each product Rebate Group Use Data Entry and then Product Types to establish product types to coincide with the rebate groups for which your supplier is going to provide a rebate As an example you may receive several rebates similar to 8 cents per litre cpl for white milk and will therefore need a type of W example to identify the white milk 33 cpl for flavoured milk and will therefore need a type of F example to identify the flavoured milk products 28 cpl for other service lines and will therefore need a type of S example to identify the serv
43. the Office Canteen Customer 2580 30 may be Jeal Computer Factory Canteen and deliveries are entered as required by the Factory Canteen Notice that in this example we have used the first decimal place to signify a location Y ou don t have to do exactly the same but consistency is very helpful later to understand what is going on SEVERAL DELIVERIES PER DAY You can ALSO add decimals to the customer code numbers if they receive more than one delivery per day For example 26 Customer 2580 00 may be Jeal Computers who get billed for all the milk delivered although no delivenes are entered in the deliveries screen for customer 2580 0 Customer 2580 11 may be Jeal Computers Main O ffice moming delivery and deliveries are entered as required by the Main O ffice in the moming run Customer 2580 22 may be Jeal Computer Office Canteen aftemoon delivery and deliveries are entered as required by the Office Canteen during the afternoon run Customer 2580 33 may be Jeal Computer Factory Canteen evening delivery and deliveries are entered as required by the Factory Canteen during the evening Notice that in this example we have used the second decimal place to signify a first second or even third delivery and also note that the first decimal place is used to signify the location of the delivery You don t have to do exactly the same but consistency is very helpful later to understand what is going on Last
44. the deliveries and the default date is several days or weeks for that matter later than the last delivery day in your computer then you will be given the opportunity to e Go back to the deliveries current date without installing any standard orders or e Change the default date and either 1 Copy the standard orders for the default date only or 2 Copy the standard orders for all days from the last delivery up to and including the selected date 34 Creating a new week Y ou can create an entire week of new deliveries not just a single day if you use the 7 days screen and click on the N ext week button when you are already viewing the last week of deliveries N ote This option can be disabled from the Options screen Entering Actual Deliveries Step 1 Your cursor will automatically start in the field named code you can either type in the appropriate code for each product or select the product by clicking on the product from the Products list viewed on the right hand side of screen This will automatically enter in the details such as product code description list price Tax rate and Levy amount Note Clicking on the Customer list button or the Product list button a second time chooses the customer list the product list and or no list to show on the Actual deliveries screen Step 2 Enter the required quantity today and any adjustment amounts Step 3 Select Next Customer Previous Customer or Next Da
45. the standard orders screen Any product can be quickly added to the list if you click once on the product in the product list on the right And any customer can be selected quickly by clicking on that customer in the customer list Step 3 Select the products for this customer as noted above and enter in the required amounts for each day Y ou can also enter an adjustment amount in this screen if needed Step 4 By Closing out of this screen with the Close button all information entered is saved and ready to be imported into the deliveries at the commencement of each new week Import Orders T his routine is not required in the normal course of events Step 1 To import your standard orders to your deliveries simply click on the Import Orders button The Import Orders screen will appear Step 2 Type in the required details for this import i e Customer groups customer rounds and customer codes Step 3 Now click on the Import button you will be asked if you re sure you wish to import to this delivery Step 4 A summary screen will appear informing you of the number of product quantities added to the delivery Step 5 Now simply click on the Close button to exit from the import orders screen 33 DELIVERIES The Deliveries screen Clik on the Deliveries button in the Customers Information screen Each day in the deliveries screen is created by copying the information from the Standard Orders screen In other words each ti
46. tick from the checkbox called Automatically create cash receipts Allocating receipts For each customer you can tell EasyVend whether or not receipts should be automatically allocated against the oldest outstanding invoice s This was done when you first set up your customer details 42 Automatic allocation of receipts For most customers you have probably chosen automatic allocation of receipts which just means that EasyVend will assume that each receipt entered is a payment for the oldest amount s outstanding When you finish entering a receipt for one of these customers the program will automatically use the receipt to pay the oldest outstanding invoice s for that Customer Sometimes EasyVend may not be able to fully allocate receipts immediately if a customer overpays part of the receipt will remain unallocated because there is no outstanding amount to pay it against Once you have issued the next invoice any unallocated receipt s will be used as payment against the new invoice This will happen automatically the next time that you enter a receipt for that customer unless you have tumed off this feature in the Receipts option in the customer screen If necessary you can manually change the automatic receipt allocation by selecting the Manual allocate button from the receipts menu Manual allocation of receipts If you have chosen not to automatically allocate receipts you will be able to manually allocate each r
47. to enter the FTP Address and FTP Port for your own FTP Server Also enter a Username and Password and a Directory if necessary You the Mini Depot will also need to give your vendors a unique Vendor ID which will identify them when they send their data to you Note The Mini Depot must fill in all details including a password supplied by JCS in the Vendor ID field The Vendor must fill in all the details including his unique Vendor ID allocated to him by the supplier Once you have set up the FTP Details and the Username Password and Vendor ID you can then click on the Ok button If you are a Mini Depot you will now have the Mini Depot option visible in your File menu figure 1 2 Figure 1 2 Archiving Mini Depot Retrieve Orders Billing Options If you are a Vendor you will now have 2 options in your File menu called Central Billing Contra Mini Depot and Check for Confirmation file figure 1 3 Figure 1 3 Fig Archiving Mini Depot Create amp Send Orders a Check For Confirmation File Billing Options Send Data To Jeal Send a File To Jeal Get Data From Jeal IMPORTANT Each and every customer record for which data must be transmitted must be given a unique Suppliers ID This applies to grouped customers as well It is called a suppliers ID because it is usually the supplier who allocates this number for the purpose of iden
48. you click on this symbol the list with shift down so that you are looking at the first product In the top right comer of the window there is a right pointing symbol the cursor in this picture at the right is pointing at it If you click on this symbol the list with shift up so that you are looking at the last product Other products The options in this section allow you to make changes to any other products by moving to the Next Previous product or by Searching Browsing for other products Search using EasyVend Step 1 Display the appropriate screen eg Customer or Products screen Step 2 Click on the Search button Step 3 The Search Customers or Search Products screen will appear Tab through each field entering in required information eg Customer Code 10 and Customer name Joe Black Step 4 Click on the search key or hit the lt Enter gt Key 24 The Search button is similar in both the customer s screen and the products screen The search screen requires that you enter a Select criteria and optionally enter an Order results by You will also find that the option to look for a name or a contact that either starts with or contains the Select criteria is very useful and often provides vastly different results If the search results find more than one match the results are listed in the Customer Search Results screen where they are sorted according to your requirements D ouble clicki
49. 105 45 O 1115 DAK CLASSIC 600ML 0 6 1 0934 10 1 2027 1 9140 2 1054 0 8206 75 05 O OAK LITE 375ML 0 375 0 7246 10 0 7971 1 4887 1 6376 0 7641 105 45 O E 1122 DAKDARE 500ML 0 5 1 2045 10 1 3249 20550 2 2605 0 8505 70 61 O ea Inc levy Inc ley X 22 Add a price nse and change correct price Add a price rise or Change correct price will only affect invoices that are produced after the price change has been recorded If printed invoices need correcting they must be cancelled the price change must be entered the Reget function must be used and finally the invoices can be re printed Making changes to the prices will not have an impact on previous invoices unless these steps are taken See the Reget function on page 34 Flavours The prices portion of the screen lower half is not bold when a decimal numbered grouped product is displayed This is to indicate that the pricing for the product can only be changed by altering the header product Group Headers The prices portion of the screen lower half is BOLD when a group header product is displayed or when a product with no flavours is displayed this indicates that you can work on the prices The prices portion of the screen will appear in normal lighter than bold when you are looking at a flavour product and therefore cannot edit or change the prices The prices portion of the screen will not be di
50. 9 999 There is a cost price code preset in the program for use with centrally billed customers This is price code 0 zero refer to Price Code 0 Zero If you have a customer that is being centrally billed you set the price code for that customer to price code 0 zero and any delivenes being created will use the cost price In your customers list ensure that your centrally billed customers e are setas Type C now you can use the Query option to display O NLY type C customers e use the price code set up in Step 5 e havea Billing Type of C payment will be by way of amounts credited to your account so auto recapting is fine e have the number of Delivery D ockets per day set to 2 This assumes that you will give the customer one docket and keep the second one after they have signed it e have the number of Invoices per day set to 0 This assumes that you only wish to record the amount of the invoices but have no need to print them e havea suppliers ID number that is recognised by your supplier e have product 01 in their standard order When you have entered your actual deliveries either e print delivery dockets from EasyVend in which case the docket numbers will be recorded automatically with each delivery OR e hand write dockets when you delivery the goods and then manually enter the delivery docket numbers into the deliveries screen with each days actual deliveries See appe
51. D SUPPORT number This is the number used to control downloads of new versions of EasyVend 2000 from the Internet It is approximately 14 digits long A new number is put onto our Internet server or given to you over the telephone when your paid tax invoice is posted to you that is each time we receive payment for your pre paid support Use the option Retrieve Registration Information from Jeal in order to get your new number and install it automatically connect to the Internet first Your REGISTRATION number This number is derived from the particulars that are displayed on your invoices name address occupation etc This number is approximately 10 digits long and is often followed by aforward slash and another two or three digits This number changes every time your registration details are refreshed This may be six monthly or yearly The registration details are refreshed periodically in order to allow some flexibility in the particulars that are displayed on your invoices to your customers If you request a permanent registration number that never expires and never needs to be refreshed there will be NO flexibility in the registration details Changing this number or changing the particulars that are displayed on your invoices phone numbers are not affected will change EasyVend back to a demonstration program unless it is done under supervision from our support staff What it covers Firstly program maintenance is to prov
52. G OVC A AA A cola 49 CONNECTING GNA Sendan E NOU OLA ASA ASA RI 50 STOCK CONTROL FOR BEGINNERS smile il ri E A 51 USING STOCK CONTEO OF DESNIMETS S da 51 ADVANCED STOCKS CONTROL sI A alee ae 52 PRINTING REPORTS FROM EAS VEND 20000000 A aa 54 GENET OVE CWT OF PENN oa 54 SLAT PEONES a A T AAA AAA AAA AAA 54 TEEVI W PO Ee ee NY FeO A oom APNE NT OE UTS oe eT Ten IMTOO TOR nT ee On ee ere ee nENT ee TT 54 EXPORTA XII TO OCA PEORES A A St oes de 54 An example of printing the Daily Run Sheet cccccccceccccaucccausceaccauscuueccansecausesausccausceaseauseaaecsansesausesausenenses 54 DEIECCPLOMUC S cccseccsesecossseanencncnssaana E E A E O O A E E N 55 A OAAR AAAA RG Sa a adie 55 An Example of Printing The GST receipts report for Cash Basis BAS ooooccononnnnnnnionncnonnnncnnnnononrnnnanononoso JJ Browse aul Delivery dockets and OF INVOICES iia A A A A E id nd 56 GETTING AN UPDATED VERSION FROM THE INTERNE T ccccccceseccecccesssccescecassccensccsenscees 57 BACKING UF I DATE errada rl raised 58 BUS VEN OS iia 58 To make a local backup copy onto another disk drive on your network oocoonccnoncnnonnnnnnnnnnnnnnnnnnnrnnnonnnnnnnnns 59 TELEPHONE SUPPORT AND PROGRAM MAINTENANCE coocccoccononoconnnccnnnnaconnoconarononcorcnnanonnnccnnnanonoss 60 4 Tour CHANT CODE Fi Ci cases de ls dd ce ees 60 rowr PRE PALD SCOPE ORL m e dio ias 60 VOUT GIS LIT LOIN NIDOS icono 60 WHITE OT Re TCHR Tn TORT SE Ren nee one Ten ra Te tr cn
53. Retail Price List This will give you a preview or printout showing you all product prices for any one selected price code being effective from any specific date required Wholesale Price List Single Gives you a preview and printout of the wholesale price on any one particular price code being effective from the specific date required Wholesale Price List Multiple This will give you a preview and print out of the wholesale price for up to 5 price codes showing from any specified date Vendor Product Price List Will give you a preview and print out of cost prices for any particular product you can view up to 5 price codes at one time Eg Wholesale Retail Household Full Customer List Will give you a preview or printout listing detailed information in relation to any or all customers this shows details such as docket invoice round group and literage details for the customers Short Customer List This will give you a brief listing of customer details for any or all customers This report lists details such as contact number customer type round and customer code Address labels For any mailouts that you may do for your customers SETUP MENU Working date default date This is the date that EasyVend will assume you wish to use while entering details of deliveries receipts and while printing reports Setup guide The step by step guide to set up EasyVend Options Preferences relating to printer dialogue boxes upper
54. T he manual We realise that many of you will want some straight to the point plain English and so we have written this manual especially for YOU Please inform us of any problems you may find in using this manual Similarly if you cannot locate the information that you want we will gladly remedy this Feedback is always welcome What your E asyV end licence means If EasyVend were ever passed on from you to another user the new user would need and expect telephone support and upgrades Further if you were permitted to sell EasyVend and you decided later to buy another milk or bread run you would resume using your copy of the program wouldn t you This would mean that two programs were being used and only one user would have paid for a licence If this situation were multiplied many times over we could not remain in business to provide support and or supply improvements to the program we would soon follow the same fate of so many other businesses that have written software for the milk bread industries It has to be understood that the cost to produce EasyVend will take years to recover Continuous ongoing expenses will be required for the upkeep of the software It is therefore essential that everybody who gains advantage from using EasyVend must pay the licence fee We permanently fix a name into each program and we do not change it That name is prominently displayed on the printed tax invoices Tampering with the name will cause unpre
55. W example to identify the white milk 10 cpl for flavoured milk and will therefore need a type of F example to identify the flavoured milk products In the products screen enter the Rebate group on each product that you may be going to deliver to fee for service customers by selecting from the product types that you have just established note that you are entering these codes under Rebate group not under Product type In your products list create product 01 if it does not already exist This product is used for recording delivery docket numbers in the deliveries screen for each delivery If required also create product 02 if it does not already exist This product is used for recording order numbers in the deliveries screen for each delivery In your products list ensure that products that are going to be delivered under the fee for service arrangement have e a supplier code number that is recognised by your supplier e a product code number above 1 and below 99 999 In your customers list ensure that your fee for service customers e are setas Type F now you can use the Query option to display O NLY type F customers e have the number of Delivery D ockets per day set to 2 This assumes that you will give the customer one docket and keep the second one after they have signed it e havea suppliers ID number that is recognised by your supplier e have product 01 in their
56. ainst the correct invoice i e you will tell EasyVend which invoice s this payment is for rather than EasyV end just assuming it is in payment of the oldest outstanding invoice s If you want to manually allocate payments untick this checkbox to answer No Most commonly used payment type In the drop down menu you can chose the most likely form of payment this customer uses eg cash as in notes and coins C cheque T tokens common in New Zealand O other anything else I haven t thought of E electronic direct bank transfers X written off not added to sales figures Most commonly used bank details for cheques If this customer s most common form of payment was chosen to be by cheque then you would enter the details for this cheque account 1 e Drawer Bank and branch These details will be automatically inserted as you add receipts All of these details will be printed on the bank deposit slip later Screen 5 Notes NOTES FOR YOUR INFORMATION 5 Notes This is where you would enter notes or any further information you have relating to this customer that may be of use to you Once notes are entered astricts can be seen to let the user know the customers has Leave delivery at side door notes that may need their attention 31 NOTES FOR YOUR DRIVER S INFORMATION On the notes screen there are two text panels where you can enter notes that should appear on the daily and weekly run
57. and forward the message to our office If Internet Explorer settings are not configured appropriately then the e mail message will be sent to us the next time you use your e mail program In the options screen set the e mail address to support jeal com au Who are YOUR Suppliers The suppliers are the people from whom you purchase your stock Suppliers could include Eggbert eggs National Foods Norco Parmalat Goodman Fielder etc By selecting the correct supplier some additional menu options may become visible Product types that you sell These are the types or classes of products that you may want to create separate sales reports for If you want your sales reports to be more informative they could report on certain types of products such as Taxable Dairy Juices Y oghurts Bread Eggs and Water etc A product can belong to as many as five types 13 Price Level Descriptions Rather than refer to price codes as 1 2 and 3 etc we allocate a name to each one like 1 Retail 2 Wholesale 3 Shops 4 Cafes etc etc See also price types on page 20 There is a price code O zero that has already been setup refer to Price Code 0 Zero which will be used for centrally billed customers The selling prices for this price code will be the same as the cost prices Products and Prices Create a list of products each with your cost price and ONE OR MORE selling prices all prices entered should be before GST See product
58. aragraph relating to flavoured products on page 17 Docket numbers order numbers Any product numbered LESS than 1 eg 01 1 03 5 etc is assumed to be a docket number order number or similar No adjustment list price etc will be displayed for products numbered LESS than 1 The number 01 is reserved for delivery docket numbers The number 02 is reserved for order numbers Y ou may wish to use other numbers such as 99 for a truck number 88 for a driver number and so on Step 3 Enter in all the required information in each field pressing the lt Tab gt button to move to each field Use the drop down boxes to display allowable selections NOTES Literage You should enter a factor here that can be used to do the calculations A one litre product has a literage factor of 1 a 600ml product has a literage factor of 0 6 a 175 ml product is 0 175 if in doubt ask us Alternately the Literage can be used for products that are measured by weight For example a 2kg Shredded Cheese would have a literage of 2 a 2 x 175g Y oghurt Twin Pack would have a literage weight of 0 350 and so on The Suppliers product code is the number that is used by the people you obtain the product from to recognise that product The Central billing code is the number that is used by the people who may be doing the invoicing for the sale of the products to recognise that product This number is sometimes sent electronically along with other infor
59. ation you need to click on Save How to Add a Bulk Price Rise Some of you may only have 1 or 2 price levels that are actually in use and therefore it can be time consuming to go through adding a price rise on all products for just the one price level The Bulk Add Price Rise screen allows you to change the prices of all products on the same price level all on the one screen Step 1 In the Products and prices screen select the Bulk Add Price Rise button in the prices group Step 2 Select the Price level E g Wholesale you wish to adjust from the drop box on the left Step 3 Enter a date at which the new prices will be effective from the drop calender on the right Step 4 Click Edit and a list of your products will be displayed below Step 5 Depending on what your comfortable with you can enter your new prices based on their Inc GST Levy price or the Ex GST Levy prices Click in the appropriate column and enter your new Cost and Selling price for this select price level Step 6 Click Save and all products for the selected price level are updated Y ou may now select another price level and repeat the above steps Bulk Add Price Rise cla Please select the Price Date and Price Code for which you want to Add a Price Rise for then click on the Edit Button You can then enter the Prices in the grid below then click
60. be allocated and invoice balance are all automatically updated The invoice balance is the amount that will be still unpaid on this invoice after the amounts in the other receipts and this receipt column are deducted When an invoice is fully paid this amount will be zero You would make the necessary changes and then click the Save button to retum to the receipts screen Sometimes a receipt may not be fully allocated eg if the customer has overpaid if you simply have no idea which invoices the receipt is supposed to be paying or if you make an error when entering the amount into this receipt EasyVend will ask if it is ok to leave that amount unallocated If you have made a typing error answer no so you can go back and correct the mistake Unallocated receipts have no affect on the final balance due figure shown on invoices The full amount of the receipt is still treated as a payment received 43 Unallocating receipts If receipts have been incorrectly allocated to the wrong invoices it may be necessary to unallocate some receipts so they can be reallocated correctly To do this highlight the receipt to be unallocated and select Manual Allocation Enter 0 00 into the column titled this receipt for each of the invoices displayed When you exit you will be asked if it is ok to leave the receipt unallocated answer yes If you unallocate several receipts you will be left with unpaid invoices and unallocated receipts
61. before G ST and the selling price after GST in the appropriate fields and click on the Save button The list price will now be showing for the product in the delivery screen and you can enter the quantity required for today s delivery 36 Deleting a product To completely delete a product select it by clicking in the empty grey column at the left of A the code number see the pictur to the right then click delete or strike the lt delete gt key many OM MILE i Li PLASTIC BOTTLE Delivery Quick Entry To enter bulk high speed data in to your deliveries see the following steps Step 1 Click on the Delivery Quick Entry button This will take you to the D elivery Quick Entry screen se File Data Entry Invoices Dockets Depot Order Steck Control Run Sheets Reports Product Customer Lists Setup Update View Window Help weit Pi 3 5 9 8 2 o Delivery Quick Entry eipts Quick Entry Dat a bas updating transfer deliv te 01 08 2012 al 08 2012 aE andin hule Customer Ent after this date will be he ald in red deliveries fae ain E O ima Diae Date 9 08 2012 Swap Quantity and Product d Customer Product Quantity Y Swap Quantity and Product Set Default View Old Format for PCs running Windows X P New Format for PCs running Windows Vista or Windows 7 O ld
62. blems search me don t ask A database file must be currently open Compact database Recommended routinely Removes any blank unused space from within a database file Exit Terminate the program It will close any open database files first DATA ENTRY MENU Customers The most frequently used part of EasyVend 2000 used to enter new customers and to change information From within the customers screen you will access the other data input screens such as deliveries quick entry of deliveries a fast bulk data entry screen and receipts Query Rounds Groups Types This is used to select certain rounds groups types of customers to be displayed Query s can be run on the following Screens Customers Browse Customers Receipts Browse Receipts O rders Browse Orders Deliveries Browse D eliveries D ockets Browse D ockets Invoices Browse Invoices Order by Changes the sequence that customers are displayed in the customer details screen when using Next and Previous buttons Delivery sequence Used to re arrange the sequence that the customers appear in reports and printouts Rounds Use this option to name the rounds that you will use Each round has a name and a code letter or number The appropriate code is attached to each customer If you do not need to use rounds ignore this option Groups Use this option to name any groups that you may need to isolate within your customers Each group has a name and a code letter
63. ce you have done this you will notice that the date displayed in this window will change depending on the period of data you select to keep This date is used as a base date only Archnvany will Memos data bedore and up 1o 31 4ug 7000 Ho jas H ordha cd des do ee In the example above the date of 31 Aug 2000 is 12 full calendar months prior to the current date 28 09 01 This does not mean that everything up to and including this date will be archived Customers may have differing archive dates For example if an invoice end date is 27 Aug 2000 and the next invoice date is 5 Sept 2000 No part of the invoice dated 5 Sept 2000 will be archived it will remain in the database The date of 27 Aug 2000 is the Customers Archive D ate Once you are sure the date is correct select Archive If you are not sure or do not wish to proceed at this time select Close Y ou are once again given the chance to change your mind If you do not wish to proceed at this time select No If you are sure you are ready to go ahead select Yes The database is now being compacted and data is being removed Once complete the following would have occurred e New opening balance invoices have been created The date of the opening balance invoice will be the customers archive date If using the example above the new opening balance invoice date would be 27 Aug 2000 The amount of this new invoice is made up off all unpaid invoices either part or whole that were outstandin
64. ck on OK With the option to replace a product with another substitute product note that this is only available if you are removing only one 1 product If you had multiple products that you wished to replace with substitutes you would have to carry out steps 1 5 for each product to be removed and replaced Note Quantities will not be removed for customers that have already been invoiced for the selected date Step 5 A message box will appear informing you of the amount of products removed and the amount replaced if any Missing or Zero Selling prices in the product price list If you attempt to enter a quantity for a product that does not have a price in the price list you will be asked to enter the pricing immediately Y ou will not be able to leave a product in the deliveries without a selling price unless you select the option to allow zero selling price This also applies if you add a new product or change from one product to another The Allow zero selling price is used for special offers An example could be where a 100gm twin peck might be given away for free when any customer buys any 2kg yoghurt and Y ou could have a Christmas gift for all deliveries over 100 this gift product would need a zero selling price Entering missing selling price The Zero price screen will automatically open if you are trying to enter a quantity for a product with a missing selling price Here you simply enter in the selling price
65. d for Envelopes Households 108 mm Docket Layouts Not all your customers will want their delivery dockets laid out the same way In Docket Layouts you are able to create different variations and give each vanation it s own Docket Layout code Then the appropriate code is applied to each customer Rounds If you have drivers doing each round then you may wish to use rounds to identify each one If you do some customers in the moming but others in the afternoon then you may wish to use rounds again here A customer can only be in one round If you don t need to use rounds ignore this section See also Delivery Sequence on page 30 Customer Groups Y ou may need to isolate or group some customers from your entire business at different times Use Groups for this purpose Group S might be slow payers Group L might be the deliveries taken from the left side of the truck and Group R might be the deliveries taken from the right side of the truck A separate run sheet might be prepared for each of these last two groups To designate customer groups you can use any letter or any number A Z or 0 9 ie 36 groups Messages Y ou may want to print various messages on invoices and or dockets Store a selection of messages and identify them with a code letter or number Later when you add your customers you will apply a code letter or number of your choice to each of them Customers Y ou must now create a list of custo
66. d or Invoices When using the BROWSE screen you may sort any column by clicking on the FOOTER of any column This helps you to find anything in any column For example you may be looking for a date and therefore it would be simpler to have the information sorted according to the dates If you were looking for an amount of money it would be simpler to have the information sorted according to the amount Some columns may be of more interest or importance than others Highlight any column by clicking once on the header and then click and drag it left or right This way you can place important information on the left in full view and unimportant information to the right where it is out of the way 56 GETTING AN UPDATED VERSION FROM THE INTERNET EasyVend 2000 includes routines for automatically downloading and installing updates from the Internet If you do not have Internet facilities and or pre paid support available then we strongly urge you to get both the benefits are real We recommend that you log onto the Internet weekly and download each progressive update If you have been providing feedback you can then periodically check to see that YO UR input has been accepted If you have not already done so at the EasyVend Main Menu click Setup Options and Intemet Options In the Internet O ptions screen use the drop down box click on the symbol and select your Internet connection If there are no service provider addresses listed then
67. dard orders screen for this customer This ADJUSTMENT is likely to be equal to the rebate amount 6 In your customers list ensure that your rebate customers e are setas Type R now you can use the Query option to display ONLY type R customers e use the correct Price Code for that type of customer possibly the price code for Wholesale customers and have the required Adjustment amount for rebate products in the Standard O rder and Deliveries e have the number of Delivery D ockets per day set to 2 This assumes that you will give the customer one docket and keep the second one after they have signed it e havea suppliersID number that is recognised by your supplier e have product 01 in their standard order 7 When you have entered your actual deliveries either e print delivery dockets from EasyVend in which case the docket numbers will be recorded automatically with each delivery OR e hand write dockets when you delivery the goods and then manually enter the delivery docket numbers into the deliveries screen with each days actual deliveries 8 See appendix G Choosing a Rebate Type and Value on page 51 The rebates that you establish have no effect on the invoices issued to the customer The rebates types and values are used to create a report that is either sent to your supplier or used to verify the rebates received Invoice amounts are determined by the price code level the customer has been all
68. detailed version of the above stock control here you are able to transfer quantities from your general stock to any trucks that you have operating and you can transfer from truck to truck Eg Cool Room Truck 1 Truck 2 etc Also for convenience the depot order from the main screen is repeated here Step 1 Click Depot Order Stock Control then Advanced Stock Control If you only have one location leave the dot in General Stock Stock Location Type f General stock C Separate stock control for individual trucksstock locations Truckstock location General Stock Delivenes for Round s All rounds Stock control date Tuesday If you have separate trucks or cool rooms and need to keep track of how much stock 1s at each location move the dot to Separate stock control for individual trucks stock locations This will then enable the option to change and create new locations Click E dit Trucks Type a code number or letters to identify each truck or cool room then strike the down arrow on your keyboard Change the description if needed then click the cross in the top right corner of that box Select which Truck location you wish to the load first Click the Start New day button this will generate an amount from the previous days End of Day Stock Reconciliation If you wish to transfer stock to different locations you must start a new day for each location Step 2 To adjust starting amount click option 2 Beginning of Day St
69. dictable results for which we are NOT responsible In any case after closely inspecting EasyVend it should become obvious that it is well worth paying the licence fee Y ou are prohibited by a legally binding contract from selling EasyVend with or without your business or including EasyVend as part of the sale of your business YOU DO NOT OWN EASYVEND 2000 NOT EVEN THE COPY THAT YOU ARE USING However you have been provided with a non transferable LICENCE that allows you to use EasyVend 2000 with your name fixed in it Any subsequent owners of your business who wish to use EasyVend must also pay a licence fee to Jeal Computer Services Pty Limited unless you choose to pay it on their behalf If you pay the licence fee on behalf of another person we still require the same contract to be signed by the new user before we permanently install the new user s name The new user will then be provided with the same benefits and free telephone support period that you received EASYVEND ISA LICENSED PROPRIETARY WORK ALL RIGHTS RESERVED Use of this software is permitted only under the conditions contained in a Software Licence Agreement which must be read in full and then signed by you the licensee In summary upon complete and final payment of the licence fee Jeal Computer Services P L grants you a non transferable personal licence to use EasyVend on a single or subsequent but not additional computer Y ou receive the right to use the software
70. e Ex GSI has the discount calculated at the foot of the column the same thing applies to the G ST column The actual percentage that has been discounted is shown on the invoice if the customer is a single customer with NO customers grouped under it The percentage is NOT shown if the customer is the Header of a group each member of the group could have a different percentage of discount Screen 3 Docket options Here you will enter information regarding the customer s dockets such as the number of delivery dockets to be printed for this customer each day the docket layout this will affect the appearance and content of the docket Docket messages are also to be selected here these again should have been setup previously in the setup guide and therefore you will only need to select from a list Delivery sequence Some of the functions and reports within EasyVend 2000 require the customers to be in a different numerical sequence to the customers code This alternative numerical sequence can be different on each day of the week This alternative sequence is called the delivery sequence Consider a milk or bread run with several rounds and a driver for each round On Saturday or Sunday many customers are bypassed and a completely different round is created with the customers in a different sequence and probably belonging to a unique group Under these circumstances you would use the delivery sequence optio
71. e Quick Entry screen to store deliveries for future dates H owever deliveries for future dates cannot be put into the deliveries screen they must be stored in the Quick Entry screen until the appropriate date There are two TABS at the top of the screen called Current deliveries and Stored deliveries use these to display the required screens Unless you change it the date on the right of the screen will display the date of the last delivery entered When you have finished entering deliveries in this screen you would often use Update to move all of the deliveries from the quick entry screen into the deliveries screen The date shown on the right of the Quick Entry screen will prevent future delivenes being put into the deliveries screen In the new format Quick Entry screen there is no date box displayed for the last date to be transferred The usual process would be to complete your activities for any day and then move on to the Next Day in the deliveries screen This process will copy all any standard orders from the Orders screen to the deliveries screen and then also copy any appropriately dated deliveries that may be stored in the Quick Entry screen If or when you use the Quick Entry routine to add further deliveries the date on the nght will be set correctly to Update those deliveries If deliveries were moved from the Quick Entry screen to the deliveries screen for a date that was for example one month in the future a small problem
72. e is an option in SETUP gt OPTIONS gt Enable checking of default database If this option is enabled and for any reason you close your database and open an alternative one you will also be prompted on the screen with a message to indicate that you are no longer working in your normal working database If you acknowledge that you are NOT working in your normal database if you are viewing an old archive for example it is almost certainly NOT your normal working database then the name of that database is not saved when you exit EasyVend If on the other hand you insist that you are working in your normal database then the name of that database will be saved when you exit EasyV end The wamings and prompts regarding your normal working database have been installed in an effort to prevent you from inadvertently keying data into the WRONG database If you find it necessary to change database frequently disable this option in SETUP gt OPTIONS Errors emailed automatically to CS In the SETUP gt OPTIONS there is a facility that you are strongly urged to ENABLE It is a facility to send comprehensive error messages to our office via e mail In other words if an error occurs within EasyVend 2000 the details are collected automatically and prepared for sending as an e mail If Intemet Explorer settings are confi appropriately the e mail pro robably Outlook or Outlook Express will immediately dial into the Internet
73. e password system Initially a MASTER password must be established The user of the MASTER password can ADD new users delete users and change the MASTER password Each and every user can be allowed or denied access to any of the various screens within EasyVend Take care when controlling access to receipts and deliveries because there are TWO ways to enter the receipts via the normal receipt entry screen and also via the quick entry of receipts same with deliveries If you intend to deny access to these functions you must deny access to BOTH access paths Products Adding new products Click on Data Entry then Products and Prices To add a product into the EasyVend database you must be viewing the Produds and Prices screen Step 1 Click the Add button The products screen will now be in edit mode to allow you to start adding new products Step 2 The cursor will start in the Product code field enter in your code number for this product NOTES Do NOT allocate sequential code numbers to your products i e do NOT number them 1 2 3 45 6 7 and so on Instead number them 10 20 30 40 50 60 or even 20 40 60 80 You will almost certainly need to add new products from time to time and numbering your products as we have suggested will give you plenty of room for them Y ou may also need to move products from one position in the list to another It would be difficult to do so if you have insufficient spaces between numbers Be sure to read the p
74. e prices in the deliveries file see THE REGET OPTION The deliveries screen is a close approximation of pricing and if a discount applies it does in fact discount everything including Levy and is slightly wrong but good enough for what it was intended If we introduce more calculations in the deliveries screen it will slow down the display The discount on printed invoices is calculated accurately THE REGET OPTION WHEN A WRONG PRICE WAS USED Occasionally it will be necessary to change the price of one or more products or cancel invoices and change a customer s price code after invoices have been printed If you find yourself in this situation change the customers price code to the correct level or correct the pricing in the products prices screen Next cancel the incorrect invoices and finally use the Reget option in the delivenes screen This option refreshes the list prices based on acustomer s current price code When you next print invoices a an adjustment note will be printed to totally reverse the original invoice and its GST content and b the corrected invoice will be printed See Change Correct Price on page 21 Creating a new day If you are viewing the last most recent delivery day and you choose to move to the next day you will be given the opportunity to change your mind and retum to the deliveries or copy the standard orders for the new day into the deliveries screen If you attempt to view
75. e quantity in the deliveries screen and any discount applied to the customers invoice the last of which would be unusual with a rebate custome F ee for Service customers NEV ER have an invoice printed and thar deliveries are N E V ER induded in sales reports even if you specifically sdect Customer T ype F 28 For each product the rebate or delivery fee type may be Cents per litre Cents per unit Percentage of cost price Cost refers to the cost to the customer your selling price Adjustment Margin cents per litre Margin cents per unit The Adjustment Margin cents per litre and Margin cents per unit rebate type applies only to Rebate customers The Rebates Report for Adjustment type rebates is laid out differently from the report for other rebates and was designed especially to meet the needs of Mainland and G oodman Fielder vendors in New Zealand See Appendix G Choosing a Rebate Type and Value for details on setting up rebates for each customer The Rebates Screen Important buttons in this screen are Add Missing Products This will add ALL products from your main products list and will use the default rebate type and amount stored in the customers options Any products already in the rebates table will not be altered Import From This is used to copy the complete rebates table from another customer to the currently displayed customer Existing products if any will adopt the rebate type and amount
76. e vendor s account with a rebate consisting of any loss that the vendor has sustained on the rebate products plus a profit margin Because your supplier arranges the pricing you may need to obtain a price list from your supplier You may choose to do either one of the following e Preferred Method Put the rebate customer on the same price code as your other wholesale customers then use the adjustment in the deliveries screen and the standard orders screen to ensure that the customer is actually invoiced at the correct prices Some prices are arranged between you and the customer whilst prices for rebate products are arranged between your supplier and your customer o HINT When using this method you can take advantage of the A dd Rebates to Ordes function See Defining Rebate Amounts on Pg 29for details e Altemate Method Create a complete new price level The price level is entered into EasyVend as a special price level to be used only by the rebate customer The prices in this special price level will be the prices at which you will be selling each item to the rebate customers In this situation you will not use the adjustment in the delivenes screen and the standard orders screen Most of the prices will be arranged between you and the customer but some will be prices arranged by your supplier This price list may not always produce a profit from the customer on rebated products but the rebate received from your supplier will make up the
77. eans telling EasyV end which invoice s the payment refers to Auto allocate If one or more receipts have not yet been fully allocated this option will try to automatically allocate them against the oldest unpaid invoices Browse receipts Used to view a list of all receipts on file They are displayed in date sequence Close Use this option to return to the customer menu Auto cash payments There are a few points to bear in mind if any of your customers are set up with a Billing Type of C for Cash or C O D Cash C O D customers will have a receipt entered automatically each time they are invoiced This receipt will be for the amount due for the invoice excluding any past due amount and will have acomment of Auto cash payment Slightly different wording Automatic payment will be displayed in the comments field if invoices were paid via the Paid button Y ou do not normally enter receipts for cash C O D customers yourself The exception is if a cash C O D customer over or under pays In that case you will need to enter an extra receipt so that the total of the automatic cash payment plus the receipt you enter is the same as the amount actually paid by the customer For example if the cash C O D customer is invoiced for 25 90 the automatic cash payment will also be for 25 90 If the customer actually only pays 25 00 you will need to enter a receipt for 0 90 minus 904 The next invoice will t
78. eceipt as you enter it This simply means that you tell EasyVend which invoice s each payment is for rather than EasyVend assuming it is in payment of the oldest outstanding invoice s For those customers the receipt allocation screen will be displayed automatically after you enter each receipt The following details are displayed immediately below the customer name Receipt amount to be allocated The amount in the receipt you have just entered Amount allocated so far How much of that receipt has so far been allocated against outstanding invoices Amount still unallocated How much of that receipt remains to be allocated when a receipt is fully allocated this amount is Zero T he lower section of the screen lists all unpaid invoices for this customer in a browse screen Invoice number date amount Details of the unpaid invoice The amount shown is for that invoice only It does not include any past due amounts past due amounts belong to other invoice records Other receipts The total amount already allocated against this invoice from receipts other than the one you are now working on Amount still due The amount still unpaid on this invoice after the other receipts have been deducted This receipt This is the only column you need to change enter the amount from the current receipt that you are allocating against this invoice As you make changes to this column the figures in amount allocated so far amount still to
79. ecify a single product code number in which case there is no need to specify types or Suppliers SELECT PRODUCTS There is occasionally a further need to exclude specific products or possibly exclude all but a few products There is a function green buttons at top of screen to specify which products should be included or excluded This function is useful where an unrelated selection of products is needed Y ou will notice that this same products selection routine is used for various other reports To specify which customers can be included in the report enter the parameters such as one or more rounds one or more groups one or more types or a range of customer code numbers As with all reporting no entry means all Remember that it is perfectly valid to specify a single customer code number in which case there is no need to specify rounds groups or types The normal function of the Daily Run Sheet is to list the deliveries that have to be carried out according to the deliveries that have been entered into the deliveries file It is sometimes necessary to also include the customers who fit the specified parameters but do NOT have any deliveries entered as yet There is a check box for this purpose labelled Show customers with no deliveries SELECT CUSTOMERS There is also a need to exclude specific customers on certain days There is a function green buttons at top of screen to specify which customers should be excl
80. ectories for your backups on one of the workstations Use directories named with the days of the week seven of them and within each one have two more directories named lunch time and end of day Every time you do a backup copy your data to the correct directory In high volume situations you may even have three directories within the daily directories and you might call them moming tea afternoon tea and end of day Don t worry about using lots of disk space it s cheap compared to the labour required to re enter a couple of days work Following is a graphical idea of the directory structure you might use Monday Monday Lunch time ___ Morning tea ___ End of day Afternoon tea ___ End of Day Tuesday ___ Lunch time Tuesday Morning tea Afternoon tea End of day Wednesday q Lunch time ___ End of day Wednesday Morning tea ___ End of day 58 For making permanent extemal backups you must refer to your Windows Help System and use the facilities provided there To make a local backup copy onto another disk drive on your network Step 1 Click on the File menu Step 2 Click on Make a local Backup copy The save local back up copy window will appear Step 3 In the Save in dialogue box put the name of the workstation and the directory of your choice Example This may mean that you enter FA Tuesday End of
81. ed to be self inflicted and therefore chargeable Tuming the computer off when EasyVend is still active or being used will often damage databases Repairing damaged data is a tedious amp time consuming job requiring the expertise of a programmer Maintaining a set of secure backups will reduce or eliminate the likelihood of having to get your data repaired IMPORTANT It is essential that the person calling for support is able to sit at the keyboard whilst speaking on the telephone Service calls are usually impossible often time consuming and even annoying when a telephone is not available at the keyboard Please DO NOT call for telephone support until this basic requirement is satisfied A Client Code is displayed above the main menu It will be helpful to quote your client code when placing service calls During the free period If you make the effort to read this manual and read the help screens you will find us most grateful and helpful Y ou will also find the program simpler to use However if you cannot find the answer to your problem in this manual or you simply do not understand the manual we will be very pleased to assist you The first three months telephone support is provided free to newcomers When your free telephone support has expired we will notify you The cost of Pre Paid Support after the free period After the first three months support is chargeable The current cost is advertised on the Jeal Comp
82. either sent to your supplier or used to verify the rebates received 3 For each product received by this customer you must enter the product into the list and specify the rebate type and amount applicable to that product The right side of the rebates screen can display either the products list or your complete customers list option buttons are provided to switch back and forth Clicking with the mouse on a customer in the list on the right will display the rebate products for that customer Clicking with the mouse on a product in the list on the right will insert that product into the list of rebate products on the left 4 When selecting a Rebate Type and Rebate value for each product observe the following e Cents per Unit U simply means that each unit of the product will attract a rebate of the amount specified in the Rebate column A rebate of 50cents per unit is entered as Rebate Type U with an amount of 0 50 e Cents per Litre L means that each Litre of the product will attract a rebate of the amount specified in the Rebate column If the product is three litres of milk and you have specified 20cents shown as 0 20 then the rebate will be 60cents for each unit that you sell e Percentage P means that each unit will attract a rebate that is a percentage of your cost when purchasing the product from your supplier If you purchase an item for 5 and you have it listed in your price list to sell to a rebate customer f
83. ekly run sheet will only display the amount owed by each customer when printed in Landscape mode The paper orientation is generally changed by clicking on a Setup button or using the printer properties Some reports can ONLY be printed in Landscape mode because the amount of information that has to be displayed will not fit otherwise All printouts have several options in the print screen for you to select from these options will have drop down arrows for you to click on When using the drop down menu s you can select certain customers groups and or products thus making your printout more specific Y ou can leave these fields blank in order to see all customers products types and groups in your selected printout Sales reports also have two additional options a show profit figures and b show costing figures Use these options to provide a report that can be shown to your customer or your supplier Select products This option is used when a report is required with only certain products on it The required products may not all belong in a type and or may not be in a consecutive range of numbers After selecting the required products then put a tick in the selection box labelled Of these products print only those that have been selected BUT do not forget to remove this tick after printing the report next time you print a report you may not notice it Preview Use the preview option to see exactly what the printed out report
84. en if you want it to be used all the time or until you change it again Suppose that price code 1 was exactly the same as your cost price and suppose that all your customers were on price code 1 This means that you could enter your profit margin into the orders screen for each customer as the adjustment then each customer would be charged the selling price that you have chosen for him or her This adjustment can be a dollar value or percentage However 1 you can override the adjustment on a daily basis whilst entering the deliveries 2 you only have ONE price list to maintain 3 any customer can be adjusted totally independently of all other customers and 4 you can choose to make the adjustment semi permanent in the standard orders screen Perfect Once the Standard Orders have been entered you will do very little work in the Standard Orders screen again The majority of your data entry work will now be carried out in the Deliveries screen and the Receipting screen Adding Standard Orders Step 1 Enter the Orders screen by clicking on the Orders button in the customer screen Step 2 In the Standard O rders screen you can select the required customer by using the Search Previous or Next customer buttons N ote The display of a the customer list b the product list and c NO list at all are chosen by clicking on the Customer List or the Product List buttons a second time These lists can be displayed on the night hand side of
85. eries 17 Notice that in this example we have used 01 for Choc Y ou would be well advised to use 01 for the Chocolate flavour of 600 ml as well as 300 ml and any other Chocolate flavoured products You don t have to do exactly the same but consistency is very helpful later to understand what is going on All Chocolate flavoured products would therefore end in 01 All Strawberry flavoured products would therefore end in 02 Etc etc Remember the term group header Only add or change the pricing for the group header it stores the pricing for the flavours NOTE Use the Browse screen to check your work periodically Click on Browse button in the Prices group to view prices To browse other products click on the Browse button in the other products group The products screen Next product used to move to the next product Normally products are displayed in sequence by product code so next will move to the product with the next higher code number You can change the order in which products are displayed and this will affect which product is shown on screen when you use Next For example if you change the order to product name then next will move to the next product alphabetically by name description Previous product used to move to the previous product Again the product that will be shown depends upon the current display order Search used to find a particular product quickly See Search using EasyVend
86. es and you do not need to enter in any more information regarding the current reporting period then select the Yes button This will then mark the current information as being correct and completed Important note the first BAS report that you print will include all receipts up to the end date that you nominate even those receipts dated prior to the start date that you nominate Because they have never been included in any BAS until now the start date is effectively ignored It is therefore important that you print a dummy report first and discard it The dummy report must have an end date that is one day prior to the real report that you plan to use You must specify that the report printed comectly 55 Example the first BAS report that you wish to use may be for the quarter 01 01 2002 until 31 03 2002 You must therefore print a dummy report that commences on any prior date at all and has an end date of 31 12 2001 At the end of the printing you must specify that the report printed correctly so that all of the receipts listed in that report are marked as having been included in a BAS report and cannot be included in future reports Discard this dummy report You can now print the report for 01 01 2002 until 31 03 2002 and it will include only the receipts for this period Remember to specify that the report printed correctly if you want all the receipts records to be excluded from all future reports Browse all Delivery dockets an
87. est of the machines on the network can then start using the database The SETUP gt OPTIONS setting could should be turned OFF on the workstations that are NOT likely to be first started If the database has already been opened for use by any machine on the network the backup will fail Also see Backing up your data on page 58 The Quick Entry of Deliveries routine at any workstation will only display the entries made at that machine when browsing the entries Appendix C Information specific to different suppliers NATIONAL FOODS IN VICTORIA AND NEW SOUTH WALES Before attempting to send data files for D epot O rdering Central Billing or Sell Thru please ensure that you have a connection to the Intemet and it is currently in working order Also ensure that you have installed the necessary N ational Foods Data Transfer Software from the EasyVend 2000 Compact Disc Run the installed software from the Start Menu Use the Configuration tab and the Settings option to display the screen shown below National Foods Limited Data Transfer Configuration Local Configuration Internet Access Connect to internet using registry defaults f Connect to internet directly Global Configuration File c inattoodsinatfoods cfg E Global Configuration Dutbox Path icchnatfoads outbox ES Archive Path cchnatfoods archive pa Control Path c natondssconttol 00 ES Distributor Id FE NFL Server A NFL User MES TEST HFL Pa
88. ether or not credits should be issued based on the Reason you have supplied INVOICES DOCKETS MENU Print invoices Invoices are printed according to the date upon which they fall due This option is used to nominate the date and start the process of printing Allocate all unallocated receipts Ignore until further notice May be removed in the future Browse all invoices This option is used to view a listing of all invoices printed Invoice layouts Not all customers will want their invoices laid out the same way This option is used to create variations to the way invoices are printed Each variation is given a code The appropriate code is applied to each customer Attach Message This option allows you to attach or remove Invoice or Docket messages from multiple customers in one go Central Billing Contra This option is used to send information to your supplier so that they can invoice customers who are classed as Centrally billed or Delivery only This option requires a modem and probably an Internet connection Sell Thru This option is used to send information about your customers and their buying habits to your supplier The information is used to prepare advertising campaigns and prepare statistical information for your use This option requires a modem and probably an Internet connection Print Rebate Claim Form Compiles a list of the amounts that your supplier owes you for Contra customers Rebate cu
89. eved automatically If not the user is advised In the case of new users who have just created a new database The user selects the menu option Setup gt Retrieve Registration Information from Jeal A dialogue box asks for a Client Password Img 1 2 The password is only available from Jeal Computer Services If no C lient Password is entered then the Retrieve Registration Screen closes How it works When the registration retrieval screen is displayed Img 1 1 it checks to see if the Client N umber is 0 Zero or blank or the Client N ame is Demonstration Copy Only this is the situation that would exist when a new user has created a new database Note if you are currently not connected to the Internet you can minimise EasyVend make your dial up connection to your Internet service provider and then restore EasyVend If you fail to connect to the Internet you will get a message similar to Host not found when you attempt to retrieve your license details If the Client Password Img 1 2 is entered the routine then attempts to log onto the Internet and attempts to retrieve your license file containing your registration details If the license file is not found the Client Password may be entered again Img 1 2 in case it was mistyped initially A second attempt is made to retrieve the license file If the license file is still not found the registration retrieval screen is c
90. f EasyVend is installed Once you open this database you will notice that the buttons that are usually blue green are now mauve This is to remind you that you are not working in your normal working database Whilst viewing an old archive the program will re print any reports invoices dockets or printouts If you have expenenced some sort of problem and find it necessary to revert back to using the data as it was prior to doing an archive you should either restore from your backup or copy this data into your EasyV end data folder Be sure you know exactly what you are doing 76 Appendix Mini Depots EASYVEND 2000 MINI DEPOT HELP The purpose of the Mini D epot is to receive central billing data lists of deliveries for various customers from a vendor and to import those deliveries into another EasyVend 2000 database for the appropriate customers The Mini D epot could be owned by a Milk Processor a sub depot or a satellite depot any of these may have a mixture of Contra Rebate Fee for Service as well as end user customers The central billing data can be passed up the supply chain via any number of Mini Depots It is used in situations where the owner of the Mini D epot is the owner of the end customer and will be invoicing them even though another vendor does the actual delivery The vendor collects the goods from the Mini D epot and delivers them to the end user Whether the vendor purchases those goods o
91. for each customer shows the rebate for each product Rebate Group Use Data Entry and then Product Types to establish product types to coincide with the rebate groups for which your supplier is going to provide an allowance As an example you may receive several allowances similar to 8 cents per litre cpl for white milk and will therefore need a type of W example to identify the white milk 33 cpl for flavoured milk and will therefore need a type of F example to identify the flavoured milk products 28 cpl for other service lines and will therefore need a type of S example to identify the service lines In the products screen enter the Rebate group on each product that you may be going to deliver to centrally billed customers by selecting from the product types that you have just established note that you are entering these codes under Rebate group not under Product type In your products list create product 01 if it does not already exist This product is used for recording delivery docket numbers in the deliveries screen for each delivery If required also create product 02 if it does not already exist This product is used for recording order numbers in the deliveries screen for each delivery In your products list ensure that any products that are to be centrally billed have e a supplier code number that is recognised by your supplier e a product code number above 1 and below 9
92. form of external disk at the very least once a week Making a backup onto a zip disk is fine provided a second copy of it is kept off the premises Y ou can make backups as frequently as you wish Ask yourself this when the big day arrives and you lose all the information that you have been gradually accumulating day by day how much information are you prepared to re enter or type back into your computer If you don t mind re entering one days work then you must backup every day If you don t mind re entering one week of work then you only need to backup once each week But think about it when the big day arrives you may be in a hurry much more of a hurry than you are today IMPORTANT DO NOT BACKUP OVER THE LAST MOST RECENT BACKUP IN FACT ALWAYS PRESERVE AT LEAST THE LAST SEVEN BACKUPS IN CASE YOU ARE UNKNOWINGLY BACKING UP CORRUPT DATA OVER THE TOP OF GOOD DATA Finally EasyVend makes a daily backup once every day and another weekly backup once each week and finally a monthly backup once each month Don t depend upon these backups remember that they are only local backups on your hard disk This automatic backup feature is controlled in your Setup gt Options Also see Appendix B Additional considerations for Network users Busy Vendors If you are a busy vendor you will almost certainly need a network for several reasons If you are going to use Local Backups be sure to have at least 14 dir
93. g prior to the archive date e New balance bought forward b fwd for receipts have been created if the total of the unallocated amounts are greater than zero The date of the b fwd receipt will be the customers archive date If using the example above the new opening balance receipt date would be 27 Aug 2000 The amount of this new receipt is made up of all unallocated amounts dated prior to the archive date e All products price levels that have an end date prior to the earliest customer archive date will be removed If there is only one price level record regardless of the date this will not be removed e Removes all delivenes on or before the customer archive date 75 e Removes all dockets on or before the customer archive date e A copy of your database prior to the archive has been compacted and stored in an archive folder within the folder where your data is found This is usually cA program files easyvend2000 data VIEWING ARCHIVED DATA If you have to view your data as it was prior to the archive it is possible to do this From the File menu select Archiving and then select View Old Archive Highlight the archive you wish to view and select View Archive It is likely that you have updated EasyVend 2000 since the archive was created and EasyVend will need to update the archived database When the update is complete the database will be re saved in the updated form and will not require updating again until yet another update o
94. generated only products belonging to setups that have an order date will be included If you need more setups eg if you have a second afternoon run select Add from the menu Be sure to give it a different setup code To make alterations to an existing setup you can use Change or type directly into the browse screen Step 1 Click on Depot Order Stock Control and then click on Depot Order The Depot orders screen will appear N ote Y ou must create at least one depot order setup before the depot ordering can be used To do this simply click on Add Step 2 Give the order setup an appropriate code which is used to identify it You may find that order setup code A will do initially Tab through each field filling in all information as required Your vendor ID and or order ID pin are issued by your supplier National Foods allocate one number called a Distributor ID Step 3 Enter in required dates a pickup time and fill in any message details if needed Step 4 Specify the details of the customers and products to be included in the setup and click on Save Generating an order Now that you have setup the configuration for your depot order s you will need to generate the order Step 1 Click on Generate Order you will now see your order code for this depot order pick up date product code and description as well as the delivery amounts and your quantities Y ou are able to edit change the quantity amounts and t
95. he lt F2 gt key will be very helpful here 40 To change an existing receipt Step 1 Use the arrow keys or mouse to highlight the required receipt and then click on the Change button Step 2 The Edit receipt screen will appear and here you can change the required information eg amount received Receipt date This is the date on which you received the payment The default date is automatically entered for you If this is not the correct date simply type in the correct date or use the drop down calendar to select a date Cheque no If the payment is made by cheque enter the cheque number here If you enter anything in this field the receipt will be automatically given a payment type of c for cheque Amount received A default amount is entered automatically for you This is the amount that was shown as the balance due on the customer s last invoice However you must enter the amount actually paid even if the customer has overpaid or underpaid So if the default amount is incorrect just type in the correct amount Payment type This can be for cash C for cheque T for tokens used in New Zealand O for other credit card etc E for electronic or X for amounts written off You can use lt F2 gt to select a payment type The payment type is particularly significant if you are going to print bank deposit slip cheque listings See the bank deposit details on page 31 Each customer
96. he customer type determines the selling price of the products for each customer Add price rise Each product in EasyVend has 48 price levels but each product can also have many price records Each price record contains the prices that will be charged for that product during a certain period of time For example for your 1 litre milk the first price record may be effective from 01 01 00 until 20 02 00 This means the prices in that price record are used for all deliveries made from 01 01 00 until 20 02 00 inclusive On the 21 02 00 the price of 1 litre milk rose so you have a second price record effective from 21 02 00 If you invoice a customer for the fortnight ended 27 02 09 the first price record is used to calculate charges for deliveries up to and including 20 02 09 the second price record is used for the deliveries from 21 02 09 until the end of the invoicing period Obviously you must enter price changes before printing invoices which are affected by the change For example you may want to have a special offer where the prices for some products are lower for the fortnight 28 02 09 to 13 03 09 inclusive Y ou can enter the special price reduction and the subsequent price rise at any time before 28 02 09 For each product that you will have on special you would use add a new set of prices effective from 28 02 09 At the same time you would add a second new set of prices effective from 14 03 09 Each time you
97. he deliveries screen The list price can also be adjusted up or down in the deliveries screen or the standard orders screen if itis to be permanent PRICE CODE 0 ZERO Price Code 0 is a selling Price Code that uses the Cost Price This will mostly be used for Contra Customers It can also be used for Household Wholesale and Rebate Customers where you want to use the Adjustment Amount in the delivery screen to show the customer s markup When changing a Customer to Price Code 0 from any other Price Code If the Customer is Contra then the Adjustment Amounts in the Standard O mers Screen are set to 0 Zero Rebate Wholesale Household then the Adjustment Amounts are put into the Standard Orders Screen The Adjustment A mounts are the difference between the Old Price and the Cost Price Eg Old Price inc GST 1 00 Cost Price inc GST 0 40 Adjustment Amount 0 60 NOTE Delivery Records are not updated The Reget option in the Delivery Screen must be used to update the Un Invoiced Deliveries if required See Page 34 for details When changing a Customer from Price Code 0 to any other Price Code The Adjustment Amounts are removed from the Standard O rders Screen set to zero NOTE Delivery Records are not updated The Reget option in the Delivery Screen must be used to update the Un Invoiced Deliveries if required When changing a Customer from Customer Type C Contra to any other Customer Type If the Customer is on Price
98. he on hand amounts in this screen as required N ote If you have nominated that a product shall be ordered in creates only then the total quantity amount will be rounded up to the next full crate Eg If 11tr milk is purchased in crates of 2 dozen 24 and your deliveries for the depot order comes to 40 the quantities amount will read 48 that is 2 crates Step 2 To adjust edit the quantities amount click in the required field eg on hand or quantity field and type in the correct amount Watch out for the rounding if order by crates is enabled See Products on page 16 OR you can use the Add adjust Quantity field at the bottom of this screen for a quick data entry Step 3 For using the Add Adjust Quantity field you simply type in the amount required and hit the lt Enter gt key then type in the product code and hit the lt Enter gt key This is automatically adjusted to show the new quantity amount Step 4 When all adjustments have been made click the Create button Y ou will be told if you were successful in creating an order Y ou are now ready to send it to the depot NOTE If you use Stock Control the On Hand quantities current stock control quantities can be automatically filled in from the Stock Control screen by using the Truck Stock Location drop down box below the product quantities to select the Stock Control Truck Location 49 Connecting and sending your order See appendix C Information
99. he standard order screen into the deliveries screen If the standard order includes a or dollars price adjustment it will also be copied In the deliveries screen you may add or remove products enter or change quantities enter or change the price adjustment and generally ensure that it displays what the customer is going to be invoiced for Continue to step through each of your customers ensuring that the deliveries are correctly displayed See T he deliveries screen on page 34 for more detail If you have received any payments from invoiced customers go into the receipts screen for the particular customer and add a receipt for the amount they have paid Do not enter receipts for cash C O D customers this is done automatically See Customer Billing Type on page 29 It is important that only one person enters receipts A strict routine must be used to ensure that every receipt is entered and that it can only be entered once Work out a routine that fits your situation and stick to it On any day that delivery dockets are required they should be printed from the main menu The docket numbers will automatically be entered into the deliveries screen for customers who have a product called delivery docket numbers product code number 0 01 On any day that invoices are required they should be printed from the main menu 15 USING EASYVEND Passwords to control who can access your data EasyVend 2000 has an extensiv
100. hen show that the customer owes whatever is due for deliveries during that invoice period plus the underpayment of 906 When the outstanding 904 is eventually paid you will have to enter a manual receipt for 0 90 If a cash C O D customer pays by cheque and you are using EasyVend to print bank deposit slips you will need to manually change the receipt type of the automatic cash payment from to C If an automatic cash payment is wrong because the invoice itself was wrong you can cancel the invoice and the automatic cash payment for that invoice will also be deleted For example the invoice may be wrong because incorrect quantities were entered in the delivery screen To correct them simply display the deliveries on screen and start to change the incorrect quantities Y ou will be asked if you want to cancel the invoice s Answer Y es to cancel the invoice and the automatic cash payment then type in the corrected delivery quantities When you reprint the corrected invoice a new correct automatic cash payment will be created Some vendors may wish to record receipts from their C cash or C O D customers on their Palm Hand Held computer If this is the case then it will be essential that EasyV end does NOT enter receipts for C O D customers automatically during an invoice print run To provide for this situation you must check the Invoice Options for your C cash or C O D customers and remove the
101. his figure is the sum of the amounts in the Price Ex GST column for the products that do NOT attract G ST plus the total of the Levy column The whole of the DIA Levy is also aG ST free item Taxed Items this figure is the sum of the amounts in the Price Ex GST column for the products that DO attract GST plus the total of the GST column Emailing Invoices Due to the internet becoming a vast and successful business tool we have incorporated the option to e mail invoices into EasyVend 2000 First thing is to configure EasyV end with your SMPT e mail settings Step 1 Select Setup from the menus along the top of EasyVend from the drop down menu select O ptions Step 2 Click on the Emailing Invoices tab Step 3 Enteryour PORT Typically 25 SMPT address Password Username and E mail Address then click Ok N ote Y our SMPT settings can be found by Information on retneving the SMTP Settings from Outlook Express following these directions Y ou can also find these instructions at the bottom of the E mailing Invoices window Click on Tools then Accounts Click on your mail account then click on Properties Tou Will then get a Properties bos up then click on the Servers tab The Address we want is the Outgoing mail SMTP Address Now that EasyVend has been configured with your SMPT settings the next step is to create an invoice layout suited for emailing invoices Step 4
102. ice lines In the products screen enter the Rebate group on each product that you may be going to deliver to centrally billed customers by selecting from the product types that you have just established note that you are entering these codes under Rebate group not under Product type 2 In your products list create product 01 if it does not already exist This product is used for recording delivery docket numbers in the deliveries screen for each delivery 3 If required also create product 02 if it does not already exist This product is used for recording order numbers in the deliveries screen for each delivery 4 In your products list ensure that any products that are to be centrally billed have e a supplier code number that is recognised by your supplier e a product code number above 1 and below 99 999 5 Establish a price code to be used for Rebate customers It may be the normal price code used for your wholesale customers The price code that you select will apply to all products that are sold to this customer However some of the prices will have been arranged by your supplier and may require you to incur a loss The rebate that you are going to claim later should produce a profit The difference between the price shown in your price list and the price at which your supplier requires you to sell the rebated products for must be entered as a negative ADJUSTMENT in the deliveries screen and the stan
103. ide you with upgrades Upgrades will be made available whenever EasyVend is modified enhanced or has corrections or bug fixes To avoid time wasting problems it is critical that you obtain every upgrade as soon as it is released Upgrades may be produced weekly fortnightly or monthly The upgrades are placed on the Internet where they can only be accessed by those vendors who have a current support plan with us Secondly telephone support is to guide you through problems and help you to get the most out of EasyVend 2000 We will guide you through any procedures that you have not yet become familiar with We will also answer questions about any facet of EasyVend We will take serious notice of any suggestions that you put forward and quite possibly modify or enhance EasyVend 2000 as a result We will also take urgent calls at any time of the day night weekends and holidays Any problem that prevents you from continuing to do your work is considered urgent However telephone support does not provide any other services such as tuition in the use of Windows removing virus making backups other than local backups from within EasyVend 2000 or diagnosing faulty hardware The people who 60 supplied your computer and the Windows operating system provide these services If we have the time expertise and or resources to assist with these problems we may offer our services at a fee Repairing damaged or corrupted data is consider
104. it indicates that you do not have Internet facilities set up on your computer Note that a modem is necessary to use the Internet On the main menu of EasyVend 2000 click on Update then on Check for an Update A message will ask if you want to shut down EasyVend while you are getting an updated version answer Y ES If you are not successfully connected to the Internet a message similar to Error host not found will appear You should close the Update Window and ensure that you have a connection to the Internet then run EasyVend and try again Allow a few minutes for the update process to start The first message will indicate whether or not a newer version is available If it is then the transfer of the newer program to your computer will start automatically O nce it has started a visual progress bar will be displayed If a newer version is not available simply click on the Close button and retum to EasyVend When the file transfer has finished a prompt will appear asking if you wish to install the update pona foran Update File Download Progress Total Size 1 35 M6 Recieved Size 1 35 MB Speed 137 36 Kbps Time Remaining 00 00 00 Elapsed Time 00 00 50 A Locate D A Lezat Uaim Download Complete x pe Download e Check Versio Downloading Download Complete Do vou wish to install now Yes Mo Your Yeron Latest Version Update Install Updates Answer Y es At this point EasyVend wi
105. lank for all A Billing nforma ti ion to Import Docket Product Central Billing Customer Central Billing BB vendor io Vendor 1D Dace E EA Code Quantity E ode Ear Mumber Peivey Date Count O 79 figure 2 2 FasyVend Mini Depot Seles Docket Su liers Central Billin Le EA Code ie EE Number p 1100 00001 1100 06 Jul 2007 100 0 11193 aa 03 100 Cn A 100 1193 369 e 05 Jul 2007 po o EZ d 56 05 Jul 2007 o poo 100 P N Fag 00 05 Jul 2007 Fao i 100 Juk 2007 o po o 50 2 100 03 Jul 2007 aio o 1560 1 1100 03 Jul 2007 Count 35 The next step is to Import the Billing information into the Deliveries This is done by clicking on the Import button The Valid Billing Information is first added to the Delivery table Then the Invalid Rejected Billing Information is processed and confirmation files are created and sent to each vendor CONFIRMATION FILES Confirmation files contain information about which days were valid and which were not If a billing day was processed successfully then a confirmation is sent back for each successful day If a billing day was rejected for some reason only the Invalid Rejected records along with an extra field indicating what was rejected eg Customer Code or Product Code are sent back to the Vendor The extra field indicates what the Mini Depot rejected This allows the user to correct the rejected information The vendor can simply double click the item
106. ll close and you will be prompted with the EasyVend 2000 installation Click Next and follow the prompts to install NOTE If you have more than one computer using EasyV end follow the steps above for one computer only Than on the other computers open EasyV end click on Update and select Install Update from N etwork This option will than begin to install the update from your server N ote For troubleshooting on sending getting database from Jeal refer to A diveV s Passive M ode Page 68 57 BACKING UP YOUR DATA IMPORTANT Jeal Computer Services P L and its support staff are in NO WAY responsible for your backups We may offer suggestions and encourage you to do backups however YO U must ensure that the backups are carried out securely Within the File menu there is an option to Make a Local Backup It copies the data to another location on your hard disk drive or another hard disk drive on your network if you have one A Local Backup is very fast and convenient and allows for very fast recovery Busy vendors should use it several times each day It is not used for copying your data to a floppy drive because this routine cannot span across disks and your database will almost certainly be too large for a single disk Making a backup to another location on your hard disk drive may be fast and convenient but it offers limited security in the event of stolen computers viruses or lightning damage A backup should be made onto some
107. losed If the license file is found it will be retrieved and inserted into the registration details screen Img 1 1 aa i Please Yalt Retrieving Registration file the Internet Checking for Easy end Registration File C Checking for Minit end Registration File Cancel Downloading 1490 vend lic via the FTP Protocol img 1 2 Client Password There i no registration file to download IF any of pour registration details have changed since ES pour last registration was sued please enter your client password provided by Jeal Computer Services Pty Ltd SS Send D ata to Jeal How it works Send Data to J eal Send D ata to Jeal first displays the following message This option will Make a backup of your data Transmit a copy of the data to Jeal Computer Services via the Intemet Are you sure you want to continue If you click Yes this routine will copy and compress the current database error log file and the version log file into the Upload directory It then connects to our Internet FTP Server and sends the file When the file is sending it will look something like this 98 Sending Data to Jeal Eq 99 KB of 89 KE Transfered Time Left 00 00 00 Speed 916 67 Kbps Percentage 984 Elapsed Time 00 00 00 Le Cancel 2 U09 Dec 21 120746 Aussie Samples zip You can continue to use the program while the file is sending It won t interfere with the
108. ly refers to Household accounts where the money or payment is left out for the vendor to collect The RULE of the day must therefore be no money no goods otherwise the customer should have a Billing Type of I for invoiced Some vendors may wish to record receipts from their C cash or C O D customers on their Palm Hand Held computer If this is the case then it will be essential that EasyV end does NOT enter receipts for C O D customers automatically during an invoice print run To provide for this situation you must check the Invoice Options for your C cash or C O D customers and remove the tick from the checkbox called Automatically create cash receipts 29 Product price code This designates the price code that is used for calculating the selling price of each product See Price codes on page 19 Discount total invoice amount by If a discount is applied to a customer s invoice customer details page 26 the deliveries screen will indicate that the discount is applied to the goods and the GST This is not correct The deliveries screen is a very close approximation and does in fact apply the discount to everything and is slightly wrong but good enough for what it was intended If we introduce more calculations in the deliveries screen it will slow down the display When the invoices are being printed however the calculations are correctly printed You can see that the column on the invoice headed Pric
109. manually re entered All this was because the user did not want to pay for a mobile phone call Had we received a call at the onset of the problem it could have been corrected within minutes This was a self inflicted problem and we had to invoice the user for our time Instead of costing the user a mobile phone call it cost him hundreds of dollars Software Problems If you have recently installed any new software ask yourself has EasyVend 2000 worked correctly since the new software was installed Hardware Problems Before calling us please do some preliminary checks If you have just moved your computer from one room to another and it no longer works it will almost certainly be one of the cables are not plugged in correctly unless you dropped the computer on the way If you have just moved your computer from one house to another by car truck or bicycle and it no longer works it may be that one of the internal cards have come loose from the main board This type of service call should be directed to the supplier of the computer If your computer is a Jeal business computer it may be quite feasible to talk you through on the telephone as you re install a loose card If you have recently changed the location of the printer ask yourself has it worked correctly since it was moved Have the cables been reconnected properly If the number keys on the right hand side of your keyboard are not printing numbers on the screen check tha
110. mation to them The barcode has not been implemented at the time of writing this manual 16 Order whole crates only may be required by your supplier If this option is ticked when you place an Depot Order See page 49 with your supplier EasyVend will automatically round up the number of units ordered to meet a full crate The Date last sold is for display only and automatically populated by EasyV end when that product is sold The Reserve refers to the number of units you wish to ensure EasyVend will keep on hand when using Stock Control See page 51 Step 4 When you have reached the last field Click on Save Step 5 You can now enter the date the prices apply from and all GST costs and rates lt Tab gt through each field NOTES These prices apply from may be left at the default date of 01 01 1995 if this is a newly entered product This date need only be changed if you are altering prices for an existing product These prices apply until is for display only Cost ex GST is the bare cost of the item the price you pay to purchase the item before the G ST or levy is applied GST rate should not include the percentage sign Cost inc GST is calculated and displayed for you However if you change this figure the cost ex GST will be corrected Subject to DIALevy The DIA Levy Tax was removed by the Australian government in February 2009 This option should not be ticked on any new products entered into EasyV end Ste
111. me you move forward to a new day by using the Next Day option EasyVend will take a copy of the information that is stored in the Standard Orders screen and paste it into the Actual deliveries screen The Actual Deliveries screen must be adjusted routinely to reflect exactly what each customer actually receives Invoices delivery dockets run sheets and some sales reports all draw their information from the Actual deliveries screen This screen not the standard orders screen is the basic source of information for many functions in EasyVend Once the deliveries have been entered the prices that have been charged are stored with the deliveries Changing the customer s price code or the prices stored in the products list has no effect because a re printed invoice draws the pricing from the deliveries and will therefore reproduce the same invoice every time it is printed If the quantities are changed and the invoice is therefore automatically cancelled it means that when you next print invoices 1 an adjustment note will be printed to totally reverse the original invoice and its G ST content and 2 the corrected invoice will be printed showing the new quantities BUT STILL at the original prices stored in the deliveries file If the products are changed and the invoice is therefore automatically cancelled fresh prices are drawn from the price list and stored with the deliveries ready for the invoice to be re printed In order to refresh th
112. mers and enter the essential details about them Y ou will eliminate a great deal of ongoing work if you enter your customers in batches as follows e Entera Household customer and complete all the details then continue to enter all the rest of your Household customers by entering only a new customer code a new name and a new address All of the other relevant details will be copied forward from one customer to the next See Customers on page 26 for more details e Enter a Wholesale customer and complete all the details then continue to enter all the rest of your Wholesale customers by entering only a new customer code a new name and a new address All of the other relevant details will be copied forward from one customer to the next See Customers on page 26 for more details 14 Y ou will also eliminate a great deal of ongoing work if you give each customer a standard order See Orders for details on page 33 Start the ball rolling Each time EasyVend is started the default date is needed When you are prompted for the date note that you can use the key or the key on the keyboard to quickly change the date If you prefer click the Y symbol to display a calendar then click any day The date that you enter will be referred to as the default date When you display the deliveries screen for the first day or any subsequent day for the first time EasyVend 2000 will copy the products and quantities if any from t
113. n a browse screen items appear in a list format NOTE Use the Browse screen to check your work periodically Click on Browse button in the Prices group to view prices To browse other products click on the Browse button in the other products group Moving and re sizing the columns E Browse All Prices The headings of the columns are shaded a dark colour Click one of these columns and it will change colour and become highlighted Place the mouse cursor on the highlighted heading and you can drag that column to a different position amongst the other headings As seen opposite on the picture the product code is being moved After moving and re sizing the columns to your preferred positions use the Save Your Layout button to save the settings The columns will re appear in the selected format until you change them and re save them again Y ou now have two screen layouts to choose from at the click of a button The default screen layout can be changed if you d care to tell us of a more useful arrangement for the columns Note that you can also change the width of the columns by dragging the separating bar between two columns Sorting the columns Hint You can sort the data in any column by simply clicking once on the shaded plain box located at the foot of all columns In the top left comer of the window there is a left pointing symbol the cursor in this pictureat Browse Products the right is pointing at it If
114. n give EasyVend time to re paint the screen correctly Or The Data Transfer software will run and display a list of the files that are available to be transmitted Y ou are required to select those that you wish to transmit to select files click on them to highlight them and then click the Send button PAULS PARMALAT VICTORIA If you have selected Pauls Parmalat Victoria as your supplier then you will be able to send Bulk Billing central billing information to your supplier via e mail O btain your Pauls Reference No from your supplier if you do not already have it In the Invoices dockets menu use the Central Billing function Ensure that your Pauls Reference Number has been entered and the period of time has been defined with the two dates Also ensure that the Customertypes has been defined as C for Central Billing Click the button Generate the Order and inspect the listing for errors missing fields shown in black If the file is free of errors click the button Create The data file will now be ready to send to Pauls with your e mail software Y ou may wish to leave EasyVend running and start your e mail software from the Start Menu or you may wish to close EasyVend first It makes no difference The file that you e mail to Pauls will be found in the same directory as EasyVend 2000 normally CA Program Files EasyVend 2000 Attach the file to your e mail and send it to the e mail address that is p
115. n this case the Invoice Layout used by some of the customers would specify that invoices are printed via LPT 1 and the Invoice Layout used by the other customers would specify that invoices be printed via LPT2 This setup would make it possible to print both H and W Type customers in a single print run the appropriate printer would operate as it was required by the invoice currently being printed When the print run has finished another type or group of customers can be nominated and a further print run commenced maybe to a different printer Step 1 Click on Invoices Dockets on the main menu Step 2 Click on Print Invoices Step 3 Select the date that your invoices are due on If you wish to limit the print run in some way select the required rounds groups and customer types leave blank for all to be selected Step 4 Click on Preview or Print If any invoices are not printed be sure to check the options at the bottom of Print Invoice screen You may need to select the ignore customer options when printing under some conditions For example each customer has an option in the Customer D etails Screen 2 which specifies Do not print if in credit If this option has been used then this could explain why an invoice has not been printed for that customer To override the customer options you would then need the ignore customer options when printing selected in order to force the printing of the invoice
116. n to change the run sequence for those two days Daily and or weekly run sheets would then be printed probably for the group of customers in the correct sequence on the appropriate days of the week You can chose to enter your own numbering for the delivery sequence for your customers while in screen 3 or you can simply leave this field without changing it EasyVend will then automatically use the customer number and apply it to the delivery sequence Example customer 10 would be given the sequence code of 1000 EasyVend simply adds 00 to the customer code To change the sequence 1 Look under the heading Data Entry then click on Delivery Sequence Or click on the D elivery sequence button Y ou will now be in the Customer D elivery Sequence Screen 2 Firstly select the appropriate day by clicking on the drop down arrow at the top of the screen Then use the mouse or the lt up gt and or lt down gt arrow keys to highlight a customer who is to be moved to a different position in the list Use the lt spacebar gt to a select that customer The selected customer number will be displayed on the heading above the top of the list 30 3 Now use the mouse or the lt up gt and or lt down gt arrow keys to highlight the new position in the list where the selected customer should appear The customer who appears behind the selection will be moved down one position to make room Use the spacebar to insert the selected customer i
117. ndix G Choosing a Rebate Type and Value on page 51 71 Appendix E H ow to set up a Fee for Service customer In general you will only deliver certain products to a Fee for Service customer as arranged by your supplier If you are also going to deliver additional foreign products you must create another separate customer in E asyV end By foragn products we mean products that are purchased from sources that are unknown to your normal supplier products that you are invoiang for T his additional customer will have a different Customer Type usually W E nter deliveries of the foreign products into the deliveries screen for the new customer E nter deliveries from your supplier into the deliveries screen for the F ee for Service Type F customer Y ou may consider that it is not necessary to record F ee for Service customers in E asyV end at all A fer all you may only need to do a quick calculation on a delivery dock el to determine the payment that you should receive for your services 1 The Rebate Report for each fee for service customer shows the rebate for each product Rebate Group Use Data Entry and then Product Types to establish product types to coincide with the rebate groups for which your supplier is going to pay you a fee for delivery As an example you may receive a fee for delivering white milk and flavoured milk similar to 8 cents per litre cpl for white milk and will therefore need a type of
118. ndow will appear Step 2 Add the product to the customer s delivery See Entering Actual Deliveries on Page 37 for details Step 3 Once in the Adjustment Amount column insert a dollar value and press tab The cursor will automatically move into the rebate grid where you enter the Rebate Type and Rebate Amount Zero Deliveries The Zero Deliveries screen is accessible while in the customer screen and or the Actual Deliveries Screen It may be used when a delivery item is unavailable Zero Delivenes can be used to remove a single product for selected customers rounds groups types etc and replace it with another or alternatively it can be used to remove a number of products without the replacement feature Z ero D eliveries has a from and a to date so you can zero a selected range of dates Removing a product s from the deliveries Step 1 Click on the Zero Deliveries button The Zero D eliveries box will appear Step 2 Enter in the date on which the deliveries have been entered and any other relevant information eg Rounds Customer groups and customer code Step 3 Now enter the product code s for products to be removed in the lower section of the screen click on the Remove deliveries button A Replace delivery box will appear if only one product has been nominated Step 4 You can replace a selected product with another or you can simply leave this field blank to have no replacement for the product then and cli
119. ng on any one entry in this list will display the entry in the full screen window If the search results find only one match it will be immediately displayed in the full screen window Caution In many screens the display can be restricted to include on certain Rounds Groups and or Types of customers All criteria that you enter must be located in order to create a match In other words if you enter something into the Rounds and also Groups then the only matches that will be displayed are those that match BOTH the group that you have entered AND the round that you have entered but not those that appear in only ONE or the other of them Checking your product and price list Once you have entered all your products and prices you should print a product price list so you can check the prices you have entered are correct This report will also serve as a handy reference when entering customers and standing orders To print a product list select Product customer lists from the Main Menu Check the reports carefully to make sure that the prices are correct and that no products have been left out G etting the price list right now will save a lot of heartache later If you find any errors mark them on the report When you have checked the entire report select Products and prices from the Data Entry menu to make any corrections Now that you have finished entering products and prices protect all your hard work by making a back
120. nnnnnnoncnnoss 40 lo ool a a eerste Eaa a E A E e E E EE O 40 EAA NEA AAA E Ec ep AAA O A A A 40 LO CHANGE Oe NNO FECE nirea aaa E R A 4 LALA RG ON eR Coreen E A E NE E A AENA E etry ee Serer rer ree eer err crue te 4 ENCUEN dd os aseos 4 AMOUNT CCOO toros 4 LORY LICL IA A A PES E o O E vi Poo E OO Trrere ere erent r rer cry te rr 4 a A O errr scr 41 Diawen Dan OL ANC sia 41 A A A E EL 41 Manual alocada leds lacio 42 AUTO ONO di ii 42 BION EMOCIONES SS 42 PAULO COSI DIVERS idad 42 OCA FOC C1 DUS A das 42 Amoma ne ALO CO TONO KECI S SA 43 Mannal QUOC OIL ORO TECA S AA A A didas 43 TUES COU AROS EITEN estas A pig Sn in PO ales ile pei A EN anes ie apes E E 43 WGI OCONM ST CCCUIIS yt Sire eed tans eg te esas Sanaa bs diets ee Gene aetna ce tn ote ens agen a 44 CREDITS ida 45 Reunan e IRIMROUA CO MOMO a SAA 45 Proqucisihtatare redee cicitos set 45 Products that are dumped or returned to your supplies 45 Wanten ON OMOTI A AA i 45 TINY OTC ESD OCR St asa 46 INVOLCES GJ AST WON LO TOC DETRAS AAA wk Hale Rees cad A dead AA AS 46 VS TIVO CS ately na dea aa ate A II II seen OO casen tsar iota 46 Invoices with LITT CPT CSTs PAYS A A lrg tc ita ea arterioles 47 auna ie inel des mercer eet erent scent EAE AEAN ASEAN eu ASAE UNENEE EN ABAE N ESANA AESC E EENEN EANES KASA AELE VEERE ERSEN EANES A K OASE SEL Leeki saii 47 Ema ino AN VOICES SAA AA A ES 47 Printing delivery COCKS DS A A AA A ds 48 DEPOT ORDERS usarios drid sede 49 OTC T
121. nt satisfies you please have your credit card details ready when you call then allow 5 minutes for us to verify your card before you call back 61 The telephone numbers During our office hours 02 9623 6403 To call for urgent support outside normal hours use this number After Hours Support 0412 281 158 We are happy to receive calls after hours as long as they are necessary to sort out an urgent problem If you have questions of a non urgent nature it would be more appropriate to call us during business hours We will drop some hints and probably the phone too if you call at 11 00 pm to order a printer ribbon Don t laugh it has happened If you call our office after hours with a serious problem our answering machine will suggest that you call the mobile number first please call it Please don t let a problem compound itself I received a call recently where the problem had originated one week earlier on a Saturday but no call had been logged with us By Monday morning it appeared to have corrected itself but had actually got much worse Finally after 7 days the user could not print invoices at all During that week the user had been making backups of corrupted data over the top of the last seven backups that were previously good By the time we were advised the problem had become complex and messy The result was that we spent six and a half hours working on the problem and the last 14 days of deliveries and receipts had to be
122. nto the new position The sequence of the customers can be different for every day of the week This will not affect the display of customers on the customer screen but it will affect the printing of run sheets invoices dockets and probably some other functions Y et to be thought of Delivery Truck Delivery docket options Show product group totals only If ticked this will mean that any product with numbers like 100 1 will not be listed Instead the quantity for all of the flavours belonging to this group will be added together and shown as product 100 the group header Only the group header will be shown eg 100 If all individual flavours are to be shown on this customer s delivery docket then do not tick this option Show products with Zero quantities If ticked any products listed in the deliveries screen will be shown on the docket whether there is a quantity or not Screen 4 Receiptoptions Automatically allocate receipts against the oldest invoices Allocating a receipt means telling EasyVend which invoice s the payment refers to For most customers it is simpler if receipts payments received are automatically allocated against the oldest unpaid invoice s and this checkbox can be ticked the default setting of Y es Some larger businesses may pay their invoices weeks or even months late and quite possibly in the wrong sequence For these customers you will find it beneficial to manually allocate each payment ag
123. nto your desktop Note that EasyVend normally attempts to open the most recently used database on start up If you have updated your software the database will be updated automatically During the process of updating the database an update log is amended to record the version number now being used Simply accept any prompts by clicking on OK or striking the lt Enter gt key Stopping E asyVend 2000 Always exit from EasyVend before tuming off your computer Never tum off the computer while EasyVend is still running If you do this you may damage your data destroying many hours of work To exit from EasyV end make sure the EasyVend Main Menu is displayed then either Click the File menu then click exit or Click the x in the top nght comer of the window Creating a new database and or importing data EasyVend 2000 includes a routine for importing data from an existing EasyVend 2000 databases Creating a new database New Database Step 1 In the Main Menu click on File to display the file menu Step 2 If Close is available then you must click on Close to close any currently open databases Step 3 Now click on File again and then click on New The N ew D atabase window will appear Step 4 From the N ew D atabase menu select Create New Blank Database Step 5 Click O pen Step 6 A message prompt will appear asking you if you want to import information from an earlier version of EasyVend e If this is y
124. ocated the selling price of a produc the adjustment in the deliveries screen the quantity in the deliveries screen and any discount applied to the customers invoice 73 Appendix G Choosing a Rebate T ype and Value NOTE The Adjustment rebate type should be used only for Rebate customers not Contra or Fee for Service customers This rebate type was designed specifically for New Zealand reporting requirements though others can use it if the report meets their needs The adjustment rebate type produces a separate report where the rebate amount is based on the Adjustment to List Price entered in the standing orders and deliveries For each product delivered to a customer it shows the normal list price before GST the adjusted price before GST the difference ie the adjustment amount before GST the percentage of the adjustment to be claimed and the total claim To set up your rebates 1 Use the Query option to display ONLY type RCF customers Using the Query is optional but usually simplifies the display Y our view of your customers has now been filtered to display only the Rebate Contra and Fee For Service Customers 2 Use the Rebates button in the customers details screen to display the Rebate types and amounts for each product received by the current customer The rebates that you establish here have no effect on the invoices issued to the customer The rebates established here are used to create a report that is
125. ock count If adjustments are needed type directly into the column named actual count or use the actual count option located at the lower left corner of this screen ctual Count Quantity Product a The actual count may be entered directly into the browse table or using the quantity and product fields When all adjustments have been made click Save then print if you wish to keep a hard copy Step 3 To generate an actual order amount click Button 3 Order stock from the depot See Generating order on page 49 Step 4 Click Button 4 Enter depot pickup quantities The actual count may be entered directly into the column pickup quantity If a depot order was created the quantities may be inserted automatically by selecting the correct depot order from the drop down box After any adjustments have been made click save 52 The first section of stock control is now complete If you have separate locations and you need to transfer stock to and from each location use option 5 and 6 transfer stock to and from locations Transfer stock to current location g s General Stock Current Load Current Loa Code L a TSA e P TWi2cT MILK PLASTICBOTT 121 7 31 sw EEN AI5IFRESHCEREAMELT a J 2 wy A Y 20 1000ML MILKCARTON 7 J w J 0 FE EN 5 S00ML MIEECAATON 18 J J W a FL D F FARMERS BEST PET J o J 0 2 OOO SIHTE WHTE ti E J e y e T o J oew 80 is
126. of the imported product Browse Rebates This is used to list ALL of the rebates tables for ALL customers in one table The table is for viewing only Add Rebates to Orders Using this function will paste all the products in the Rebates screen into the customer s standard orders Also if using the Use percentage of Ex GST Price instead of Adjustment Amount from the Options screen for any Rebates that have are type P Percentage of cost an adjustment amount will be also pasted into the customer s standard orders This in tum will discount or adjust the customer selling price and effect their invoicing HINT Before adding products to the rebates table complete the Default Rebate Type and Amount settings in the customer s Invoice O ptions This may save you a considerable amount of time HINT Customer rebates can also be added to a customer on the fly from the Deliveries Screen For details see page 34 NOTE Sub Customers can have their own Default Rebate type and amount that is not necessarily the same as the Header customer Billing type Cash C 0 D or Invoice N ote If you specify that a customer is an invoiced customer you will be required to enter a receipt each time they pay you this is the normal situation If you specify that they are cash C O D customers then a receipt will be automatically generated and entered for you when the invoice is produced The cash C O D customer general
127. on Save to save the Price Rise aa Note Only the Products that have been updated will be saved Make sure you update ALL price levels that need updating Price Code 01 RETAIL H Effective Date 31 12 2009 Code Description Literage e ST cs ee a En ee Profit Profit Updated Cg 3 LT PLASTIC BOTTLE 3 2 6100 2 6100 4 4200 4 4200 1 8100 69 35 O E 2 LT MILK PLASTIC BOTTLE 2 1 8800 0 1 8800 2 9800 2 3800 1 1000 58 51 O i5 FRESHCREAM 2LT 2 3 4100 O 3 4100 6 5000 6 5000 3 0900 90 62 O 20 1000 ML MILK CARTON 1 0 9500 0 0 9500 1 5900 1 5900 0 6400 67 37 O 25 600 ML MILK CARTON 0 6 0 6440 ol 0 6440 1 0840 1 0840 0 4400 68 32 O 130 300 ML MILK CARTON 0 3 0 4370 OJ 0 4370 0 7170 0 7170 0 2800 64 07 O 35 D F FARMERS BEST PET 1 1 2400 1 2400 1 7300 1 7900 0 5500 44 35 O 155 LITE WHITE 1 LT 1 1 1400 O 1 1400 1 6900 1 6900 0 5500 48 25 O Je LITE WHITE 2 LITRE 2 2 2200 0 2 2200 3 2800 3 2800 1 0600 47 75 E J65 D F SKIM FRESH 600 ML 0 6 0 7340 0 0 7340 1 1340 1 1340 0 4000 54 50 O 170 D F SKIM FRESH 1 LT 1 1 1400 0 1 1400 1 6900 1 6900 0 5500 48 25 O 72 DF SKIM FRESH 2LT 2 2 2200 0 2 2200 3 2800 3 2800 1 0600 47 75 O 175 FRESH CREAM 300 ML 03 0 6770 ol 0 6770 _ 1 2670 1 2670 0 5900 87 15 O Ja FRESH CREAM 600 ML 0 6 1 2240 0 1 2240 2 5840 2 5840 1 3600
128. or 9 then you may also have an adjustment in the deliveries screen that reduces the selling price by one dollar If this were the case then your rebate percentage would need to be 20 of your cost price in order to get back the discount from your supplier e Adjustment A applies only to rebate customers and means that each unit of the product will attract a rebate of the amount entered into the deliveries screen as a negative adjustment If you have been required by your supplier to reduce your normal wholesale price by 30cents including G ST if applicable then the adjustment in the deliveries screen will be minus 30cents for each unit that you sell In the rebates screen you simply choose a rebate type of A and aclaim percentage of 100 If on the other hand you are required to reduce your normal price by 30cents but your supplier s rebate will be only 27cents the claim percentage will be 90 5 When you have entered all the rebate information for each product that the current customer receives move to the next customer and repeat the process or use the Import From option to copy the entire rebates table from another Customer REBATE EXAMPLE CENTS PER LITRE End Customer Customer Type R with rebate type set to Cents per Litre Product Product code 200 Rebate Group F for flavours Customers Rebates Table Shows a rebate of 0 50 for product code 200 These 3 settings combine to give the vendor a rebate of 50 cents a litre for
129. ou would like this particular database to open each time tssyend 2000 z you start EasyV end answer Y es x WARNING It will then prompt you with this message This is NOT your normal daily working database Would you like to make it your daily working database from now on If you are not sure answer NO Step 3 If you answer Y es it will the database currently open will become your default database and will open each time you open Yes No EasyVend Step 4 You will then be prompted with a message reading It is very important to know WHAT YOUR DATABASE PATH ISY our normal daily working database path from now on is E g CA Users Public EasyVend D ata Aussie Samples mdb The section underlined is your database name Click Ok Step 5 You will then be prompted with a message asking you to Compact pack the database CA Users Public EasyVend 20001 D ata Your Database N ame Here mdb Y ou must answer Yes Step 6 The Compad Database box will appear with a message saying Compact pack the database CA Users Public EasyVend2000 My D ata mdb you must now click on Yes Note Unless you need to import data you are now free to start using either your new database or your demonstration database Importing products and prices from another EasyVend 2000 database The products and prices can only be imported into a NEW database They cannot be imported into a database that contains c
130. our first and only version of EasyVend if you do not have any data in an old version of EasyVend that you need to use answerNO e Ifyou have been using an earlier version of EasyVend and you want to continue to use the existing data from your older version please contact JCS for assistance 10 You are now ready to browse through the SETUP GUIDE This will automatically appear once the Import has been completed When you first start to use EasyVend please take the time to follow the steps in the setup guide under the Setup menu Work your way through the setup guide one stage at a time in the sequence presented Finish each step before going on to the next one By doing this you will find you don t miss any vital information This menu has the option to create Demonstration data for you trial It includes some practice customers deliveries accounts and so on There are 2 demonstration databases for you to trial Step 1 Select Create a Aussie Samples D atabase for a database that has been setup specific for Australian vendors GST rate and products are some settings pre setup for Australian vendors OR Step 1 Select Create a New Zealand Samples Database for a database that has been setup specific for New Zealand vendors GST and products are some settings pre setup for New Zealand vendors A fter successfully creating athe a demonstration or new database you will be prompted with this message Step 2 If y
131. p 6 Now enter the selling prices relating to each price level for this product as required Step 7 Click on the Save button to save this information Note If you already have Contra Centrally Billed or Fee For Service customers entered into your database you will be prompted to answer this question Do you want to add this product to the rebatable customers rebates table The answer would nomnally be No for Customer Types C and F If answered Yes the result is that the rebates table for all these customers will be updated to include the new product and will use the Rebate Type and the Rebate Amount that has been specified in the 2 Invoice Options screen for each customer Several flavours for a product HINT Add decimals to the product code numbers if they represent different flavours for of the same product and are therefore the same price If the different flavours are different prices then they must use different product code numbers For example Product 280 may be One litre flavoured milk any This is now called a group header and is not generally used in the deliveries Product 280 01 may be One litre flavoured Chocolate These are the products used in the deliveries Product 280 02 may be One litre flavoured milk Strawberry These are the products used in the deliveries Product 280 03 may be One litre flavoured milk Caramel These are the products used in the deliv
132. program at all You should not close the program down otherwise the send will stop Get Data from Jeal Ga Data from Jeal first connects to our Internet FTP Server and gets a listing of files in your directory It then shows the files listed in another screen allowing you to select a file and click on Get to start downloading the file or click on Cancel to close the screen and not download anything This is what the screen looks like If you download a file it is stored in a directory under the program directory called D ownloaded If the file is a Zip file eg filename zip then the program will attempt to Unzip the files within it into the same directory This is what the screen looks like Get Data From Jeal Select a file to get from Jeal Type Modified 22 2009 Dec 21 120723 Aussie Samples zip S0K8 Compressed 21 Dec 2009 12 07 00 PM En 2009 Dec 21 120739 Aussie 5 amples zip 30KB Compressed 21 Dec 2009 12 07 00 PM 44 2009 Dec 21 120746 Aussie Samples zip 30 KB Compressed 21 Dec 2009 12 07 00 PM Cancel N ote If you experience any problems when attempting to send retrieve your data download software upgrades or when retrieving your registration details from the internet refer to A diveV s Passive M ode on Page 67 Starting E asyVend 2000 Use the Windows Start Menu Because you will use EasyVend 2000 frequently you may prefer to copy the EasyVend 2000 option from the Start Menu o
133. pts screen as follows for illustration we will assume the invoice was for 100 and you have agreed to accept 80 In the customer receipts screen Add a receipt for 80 in the normal manner if required manually allocate it to the correct invoice this will leave a balance owing on that invoice of 20 The 80 will appear in sales reports In the customer receipts screen Add a receipt for 20 in the normal manner however be sure to specify that the Receipt type is X for Written off if required manually allocate it to the correct invoice this will leave no balance owing on that invoice The 20 will not be added to sales figures 45 INVOICES DOCKETS Invoices a fast way to receipt them Whilst viewing a customer s invoices list in the Invoices screen you can highlight one or more invoices that s called selecting them and you can then simply click on the Paid button The Paid button will display the total amount that is being receipted Note To select or highlight several invoices hold down the lt CTRL gt button on your keyboard while you click on several of the required invoices Printing invoices Some invoices require a tractor feed printer whilst others require a single sheet feeder Because of this it is sometimes necessary to nominate not only the date but also to nominate which type or group of customers the invoices should be printed for It is usual to associate Invoice Layouts with
134. r erty Mer repens Tere ren teeny er eny Minera mer rar Tay cas di sane rrtet 60 DATTA SMED 61 The costo Frea Suppor aer the free Perito AS 6l PAS VOM CO SY ODOM aa AAA 6l The tele PRONE TUN OT S IEA EN E O 62 SOWA E VOOL IS AAA O 62 PV AV PW OUORE TOLLENS tis eO E E A 62 Telephone SUPPO VALUE rarte EAIA EAE TE 62 Sending your database to loa aaa ida 63 Getting your database back Ted Cal A EE O E EOI EE sen cesesecuasescen sun Mienscscessssenaceasscgahs mss 63 ALLENDE 64 Appendix A Phe main A ios 64 THERMO acero eros 64 Data entity MGUY IA OU EE E 0 EE A 64 Invoices Dockets TAC AAA AAA AE 65 Depor Order SOON a eee eE SS 65 RETTES IAN I 61 OA PROA U0 no o canna cana secnceuaaunausacauuauacaseertatenscuccsaasanasacesaamnacsncsacatasanscecaccmmemecsseusemes 65 o cea ce im ca a E nL DE ERLE DR RE A een mn nnn Rana eR 66 Prod ct c stomer MSS AAPP eiv ETETE 66 Set p MENU AAA AAA LSS e 66 Update PA A A o o A A 67 O A O 67 teo A I O O NO 67 Helpar rere rrr ee rrr rrr rr creer rerrr rrrnnrrrerrrrrrrrer Treen rt ererrr renner rrnrrnrernn neste rr rrrrnn rr rrrnrnnrernn trees irrccrrn errrrerrrrernr nr rrerer trrerryrveerey wet 67 Appendix B Additional considerations for Network users ccccseecccseeeeceeecaeeeceeeeeeaseneeeaecesseseeeaseeeaeeeaes 68 Appendix C Information specific to different SUPplleTS ooccccooccnnoccnnnnonnnonnnoncnnnnonnnnoncnnononnnnnnnonnnononnnnnnos 68 National Foods in Victoria and New South Wales
135. r not depends on his arrangement with the Mini D epot see Contra Rebate and Fee for Service Enabling and Setting up EasyVend s Mini D epot To enable EasyV end 2000 s Mini D epot Screens go into the Options screen Setup gt O ptions figure 1 0 and click on the Mini D epot tab figure 1 1 figure 1 0 A Update view Help Working Date default date Setup Guide Options Registration Retrieve Registration Information From Jeal Retrieve Registration Information From Jeal FTP View Link History Users figure I 1 Options Data Entry GST Tax Levy Daily Backups Suppliers Internet Options Invoices Dockets Receipts Deliveries Mini Depot Emailing Biling Options Min Depot Options FTP Address leal drizalias net Usemame Password Directory Active Mode O Passive Mode Vendor ID Once you are in the Options screen on the Mini Depot tab figure 1 1 you will need to enter a Username and Password 17 This Username and Password will need to be given to all vendors who will be sending their Central Billing information to the mini depot Note If you are using the default settings for FTP Address and FTP Port as shown above you will need to phone Jeal Computer Services to set up a user name and password on our FTP Server before use If you are using your own FTP Server on the Internet you will need
136. rice code price code 0 already setup for Contra Customers refer to Price Code 0 Zero This price code is automatically set to Cost Price Use this price code for Contra centrally billed customers For these customers EasyVend produces Contra invoices not tax invoices The vendor may print these and present them to his supplier to indicate the products and quantities delivered and to indicate how much the goods cost him 27 The supplier then gives the customer a tax invoice and credits the vendor s account with the cost of the goods as shown on his invoices that use the cost price The supplier will also pay the vendor a rebate cents per litre or cents per unit or percentage the vendor s profit margin The vendor does not provide tax invoices to the supplier The supplier produces Recipient Created Tax Invoices R Rebate See appendix D H ow to set up a Rebate customer The vendor purchases the goods and delivers them to one of his own customers The price for some of the products rebate products will have already been arranged between the supplier and the customer The vendor invoices the customer and in so doing may or may not make a profit on the rebate products but will make his normal profit on the rest of the products The vendor notifies his supplier of the products and quantities of rebate that he has delivered and provides his supplier with supporting documentation The supplier then credits th
137. ries have not yet been invoiced The adjustment can be set as a semi permanent adjustment in the orders screen for that customer along with the standard orders products and quantities The adjustment that you enter will be inclusive of G ST IMPORTANT For entering an adjustment of less than one dollar example 50c type a decimal point before the value For example 5 point five will adjust the list price up by 50c whilst 5 minus point five will deduct 50c from the list price To make an adjustment permanent so that you don t have to enter it every day it must also be entered into that customer s standard order The list price after G SI is taken from your price list and displayed Y ou cannot change this column in the deliveries screen itis adjusted in the products and prices screen The adjusted price is the result of the list price and the adjustment that you have applied Y ou cannot change this column The adjusted price is the end price to your customer it includes GST and DIA levy where applicable This is the GST inclusive price used to print invoices The extended price is the result of the quantity times the adjusted price Y ou cannot change this column 35 Adding Customer Rebates through Deliveries Screen If your customers substitute their products on a regular basis but still receive the same rebate for them this is a suitable option Step 1 Tick the Rebates box The Rebates wi
138. roduct for the same day and the Enter key will move the cursor to the next day for the same product You may add additional products to the customer delivenes by clicking on the particular product from the product list on the right hand side Be sure to click Save once you have finished entering your deliveries Y ou can double click on the highlighted heading of a particular day date and this will bring the selected day to the deliveries screen where you can edit the required information regarding this customer s delivery To move through the Browse delivery week screen 7 days simply click on the buttons labelled Previous N ext Customer or Previous N ext Week Alternatively use the Browse deliveries or Search buttons Y ou can toggle whether or not the product list is displayed on the far right by clicking the Product List button To determine which day appears as the first day on the left and which day appears as the last day on the right use the Options screen to indicate your preference Y ou can create an entirely new week of deliveries not just a single day if you use N ext week when you are already viewing the last week of deliveries unless you have disabled this action in the O ptions screen To exit from the 7 days screen click on the Close button and you will return to the delivery screen 38 Printing a Selected delivery docket While in the deliveries screen you can print delivery dockets for a particular
139. roduct Code To fix up the Invalid Rejected records you can double click on the item in the list and depending on the error it will open either the Customer screen or the Product amp Price screen Figure 4 0 Mini Depot Confirmation Rejected Information to Import Select a Deliver Date 03 Jul 2007 i 3 Central Billing Central Billing Delivery Me Docket ganus ETA Er Number RR E Product Code O 1530 100 034Jul 2007 IE Customer Code 1530 100 03 Jul 2007 Product Code 1560 mw 0 00s 3 J 000 eee 1560 100 03 Jul 2007 a 10 GU 2007 Customer Code 1650 oO 03 du e2007 Customer Code 1705 03 Jul 2007 ek Code 75 i wo uF 200r ha Double click on a record will bring up the Customers or Products and Prices screen depending on what was rejected by the depot Count 11 Once you have fixed up the Invalid Rejected records you can then Delete them from the list either one by one or all at once Don t forget to resend all of the data for each of the rejected days 83
140. rors emailed dutomaticallyto TOS A A iia 153 Whordre YOUR SUD DUCTS uta ias 153 Product PES MALOS Edd 13 Prce e Deroo AA 14 PROCU SA T T O Se E N CET ROOT Tey renee tt a E rec ter ere Rereret here 14 ER EI Ce EE TCE TE CODE COPE ECT CED ECT TROT TOR Cee TREC TE O Pentre er tren O 14 Pol MAE ees oa eta ec eats cake ein ee Actas aA chad ane een ate E 14 TIO CK NOMS dd E uted eset eaeate 14 DLE IN 14 CUS OMET COU IS sd dd dd sac 14 MESS OLEA 14 CUSTOMER A lia tanana 14 MCE A A O E e E E 15 USING OAS AAA cab Sae rE Saia 16 Passwords to control who can access your dataro L a E 16 PEO Sri dd idea 16 AOS NEO PV OGUCES EE N E SE ATER ERS 16 Several Tavos TOF a ROUCO sio sisas Ly TTS PT OCU CLS 3S CY COIN ea E ieee SA A 18 PRICES at at alada 19 ENCON tase eabnkas aaanta a E aemeds Ricca ane bateean anak 19 PICS COLE O ZETO nia AAA AAA A AAA AA esa ONAE 19 Price ly peta cc Australii OL corno codicia condi OO OOOO OOO Dcdo ODO E E ASIA OOOO OO On asses a E 20 Add PYICE TUS CA AAA RAR EA AAA A AS ASA 20 LO WELO TAT O PECETUSC IAEA AR AAA AAA LAA AN 20 How TOGO BDU FICER Cra A E 21 Chance Corne i Price Poeran eaan E T R A A 21 Bulk COn e COLFECLL TCO rri E E a a eee ORR e a 22 Add aP eT eand CHANCE CONTCCE PTICE aia 23 A A aimee eaneamnnan in Minted 23 TOUP Head co da es 23 DICTA AY 6 ERE sea o Terrie idos 23 REPRO VOI O E E IAS 23 PEIES DICO A A Ad 23 NED CON A il ads 23 PTO OUS DUI CIU AS 23 Drowse Produ SI PTLCES SCTCCAS sonic
141. rovided by Pauls The file will be named similar to ZBBV_88888888_200301_000045 TXT This file name actually contains some useful information for example 88888888 is your Pauls Reference No 200301 indicates that this data file was created on the 20 of March in 2001 GOODMAN FIELDER EX MAINLAND IN NEW ZEALAND Goodman Fielder Mainland and Meadowfresh distributors must be sure to visit the Setup O ptions G ST Tax Levy screen to set the correct G ST rate and to ensure that the DIA Levy has been disabled Be sure that every product in your product list has the G ST rate entered unless the product is something like Tokens Goodman Fielder electronic Depot Orders and Central Billing transfers is done via the Internet using e mail You must complete your E mailing settings from the Setup gt Options in EasyVend before sending For help configuring your e mail see E mailing Invoices on page 49 NORCO Fonterra Norco electronic Depot Orders and Central Billing transfers is done via the Internet using e mail You must complete your E mailing settings from the Setup gt Options in EasyVend before sending For help configuring your e mail see E mailing Invoices on page 49 69 NATIONAL MASTERS IN WESTERN AUSTRALIA When sending depot orders via modem the process of transferring the data may vary from depot to depot In the Setup Options Suppliers Masters screen there is a configuration button that is used to
142. s have been made click on the Save button Step 3 Now you can select Enter Depot Pickup Quantities here you enter in the picked up quantities amounts by clicking on the drop down arrow in the field named Depot Order This is only available if you have previously created a depot order for that day see generating an order on page 49 When you select your depot order from the drop down menu the quantities will be added to the column named pickup quantity If your actual pickup varies from the amounts in the column enter the correct amounts straight into the pickup column or for fast data entry use the Actual pickup quantities at the bottom of the screen After you have made the adjustments to quantities click on the save button Y ou may need to adjust this column if a product was out of stock or you were only able to fulfil part of your order Step 4 Finally click on the step End of Day Stock Reconciliation Y ou can again make any required adjustments to the Actual End of Day column using the Actual count field located at the bottom of the screen or simply type straight into the adjustment column Y ou would make adjustments if you received any returns Printing the Stock Control for Beginners can be done throughout several stages of the stock count while in screen 2 Beginning of day and 4 End of Day Stock Reconciliation Click on Preview or Print in either of these screens 51 ADVANCED STOCK CONTROL This is a more
143. s list REPORTS Debtors Report Will give you a list to preview or print showing all details for any or all debtors as at any required date Aged Debtors Report As above but showing 30 60 90 days type of report Overdue Letters Report Very similar to debtors reports this report displays customer amounts that out standing outside of the Credit Terms Invoice Report Gives you a detailed listing to preview or print of all invoices dated between any two dates for any or all customers Dockets Report This report is used to preview or print out a listing of any or all dockets from any two dates for any and all customers Receipts Report This option is used to print or view a list of receipts dated between any two dates for any and all Customers Unallocated Receipts Report This option is used to print or view a list of receipts for monies collected but not yet applied to any particular invoice Bank Deposit slips Cheque list Will print bank slips with details of payment ready to take to the bank Sales Reports Costing information for sales showing profit GST Report Business Activity Statement for Accrual basis and Cash basis reporting showing amounts collected forGST Sales Reports A list of sale and profit details for a specified month Sales Rebate Summary Report This report shows a total profit from your Sales Rebates and Credits Cartage you receive back from your supplier PRODUCT CUSTOMER LISTS MENU
144. s on page 16 as well as prices on page 19 for more details Some vendors will choose to have just O NE selling price for ALL customers and will use the adjustment that is provided in the standard orders to provide for those customers who pay more or less Other vendors may choose to have several selling prices for each product to suit different customers Invoice Layouts Not all your customers will want their invoices laid out in the same way and so we have given you the facility to create different invoice Layouts to cater for household wholesale full page invoices with or without unit price displayed etc O ne important option in each Layout allows you to display the Past Due figures on the invoices that use that layout If you choose NOT to display the past due figures the invoices will print considerably faster especially if you are using a very large database Y ou can create the layouts that you need initially and you can also create more layouts later when you need them As you create each new layout you will give it an Invoice Layout code Later when you add your customers you will apply an Invoice Layout code of your choice to each of them Dot Matrix Only select this option if you are using a printer that emulates an EPSON dot matrix printer This option allows very fast printing of invoices onto a dot matrix printer however it is MO ST effective when using the layout that has a layout type of CE and is use
145. sheets When you have entered the information relating to your new customer click the Save button Note If you added a Contra Centrally Billed or Fee For Service customer into your database you will be prompted to answer this question Do you want to add a full set of products using the default rebate type and amount to the rebates table for this customer The answer would nomnally be Yes for Customer Types C and F The result is that the rebates table will be updated to include all products from your products list and will use the Rebate Type and the Rebate Amount that has been specified in the 2 Invoice Options screen foreach customer Browse all customers The headings of the columns are shaded a dark colour Browse Customers Click one of these columns and it will change colour and MlWwiBlB a become highlighted Place the mouse cursor on the i KIKI highlighted heading and you can drag that column to a different position amongst the other headings The example on the right shows the customer type being moved Code Name _ Round 310 Ty 20 DELICATESSAN AUSSIE A A tomer 40 FRUIT FOR LIFE _Type 60 NEW ZEALAND AIR After moving and re sizing the columns to your preferred positions use the Save Your Layout button to save the settings The columns will always re appear in the selected format until you change and re save them again Y ou now have two screen
146. should present your customer with all invoices even the incorrect one and the adjustment note s See the Reget function on page 34 21 Step 1 In the Products and prices screen select the required product by clicking on the Browse button in the other products group You may also prefer to find products by using the Search button and type in the product code or description Step 2 Click on the Change correct price button Step 3 You are now able to enter in new prices for the required price levels hitting the TAB key to move to each field Y ou can move through each field by using the up and down arrows on your keyboard Step 4 To save this information you need to click on Save Bulk Change CorrectPrice The Bulk Change Correct Price screen is used to correct multiple product prices on the same price level Note that delivery records and invoices that have already been created using this price record will not be affected by simply altering a price record the delivery records and invoices still stand even though they may be wrong If you print invoices and then discover that you have an error in one of your prices you will have to cancel the incorrect invoices Display the customer s invoice screen and select the incorrect invoice click once on it to highlight it Once it is selected click on the Cancel invoice button This will cancel the invoice by creating an adjustment note as required by the GST rules
147. specify the name of the data transfer program When the depot order has been created and is ready to be sent the program that you have specified in the Masters configuration will be initiated If you have no idea what it should look like click on the Default buttons and it should appear as shown below Depot Order CAPROGRAM FILES EAS WENO 2000 nsend exe Browse Parameters ORD Default Central Billing C PROGRAM FILESSEASYVEND 2O00 nsend exe Browse Parameters INV Default Cancel When sending central billing information via modem the default configuration settings will probably be correct If this is not the case call our support staff for assistance To save the settings click Apply and then Ok In the O ptions screen click Apply also The default configuration settings will probably be correct If this is not the case call our support staff for assistance In W A one depot at least uses PC Anywhere to transfer the depot orders data We have been told that the D epot order line in this case should read ca Program Files Symantec pcAnywhere WINAW32 EXE and the Parameter for the depot order is ORD PETERS BROWNES IN WESTERN AUSTRALIA When sending depot orders via modem the process of transferring the data may vary from depot to depot In the Setup Options Suppliers Peters Brownes screen there is a configuration button that is used to specify the name of the data transfer program
148. splayed at all for products numbered less than one Date Last Sold Note Whilst importing data from a previous versions of EasyVend there is no practical way to correctly set the date last sold on each product This date is initially set to the date of the last invoice in your imported data It will be updated correctly from that date onwards Re printing invoices Once an invoice has been calculated the total value is stored permanently with the deliveries Re printing an old invoice will consistently produce the same result regardless of price changes that you make in the product prices file If an invoice is cancelled the invoice record remains as a cancelled record but an adjustment note for the same value but negative is created and recorded Delete this price Used to remove the current price record eg if you accidentally add a new price record for the wrong product Be aware that invoices that have already been printed using this price record will not be affected the invoices still stand even though they may be wrong Next price Used to move to the next more recent or newer price record for this product If there are no more recent price records a message is displayed Previous price Used to move to the previous older price record for this product If there are no older price records a message is displayed 23 Browse products prices screens Used to display a list of all price product records When i
149. ssword MES TEST NFL Inbox Path pub i sti i lt lt CS Ow Accept Cancel Fill in the information as shown then contact the National Foods Helpdesk on 1800 637 376 for the missing fields Ensure that the data transfer software above has been configured with your vendor ID number National Foods provide each vendor with a Distributor ID that is used in setting up the National Foods Data Transfer Program When all of the settings have been entered click on Accept and return to EasyVend 2000 In EasyVend click on the Setup option on the Main Menu then click on Options then the Suppliers tab Select National Foods as your supplier Click the configure button and untick the three options so that data files are not sent automatically later you may wish to reverse this Click on Apply and then OK in the configuration window then click on Apply and then OK in the Suppliers window When you are setting up your Central Billing in EasyVend the Distributor ID is taken automatically from the National Foods D ata Transfer Software and is does not need to be entered in the EasyV end central billing setup 68 When you have generated your data and you click on the Send button one of two things will happen depending on the options that you have chosen in the Setup O ptions on the Main Menu Either The Data Transfer software will run and immediately send your files in the background it runs very promptly and may not eve
150. stomers and Fee for Service customers Print delivery dockets Delivery dockets are printed according to the date upon which they fall due This option is used to nominate the date and start the process of printing Browse all delivery dockets This option is used to view a listing of all delivery dockets printed Docket layouts Not all customers will want their delivery dockets laid out the same way This option is used to create variations to the way delivery dockets are printed Each variation is given a code The appropriate code is applied to each customer Print Statements Statements are printed according to the date upon which they fall due This option is used to nominate the date and start the process of printing DEPOT ORDER STOCK CONTROL Depot Order This option is used to send information to your supplier so that they can prepare an order for you to pick up from your depot This is generated from deliveries or standard orders customers can be grouped to create separate orders Eg Morning run or Afternoon run This option requires a modem and probably an Internet connection Stock Control for Beginners This option is used to record what you have purchased what you have sold and what is missing if any Y ou are able to print or preview the stock control report Advanced Stock Control This option is used to record what you have purchased what you have sold what you have in your trucks transfer of stock from truck
151. syVend2000 My Data mdb click on Yes e Finished Compacting completed now click on OK e The Import Complete message will appear click OK Note If you have a database open the location of the database and it s name will be shown in the bottom left comer of the main menu just above the WINDOWS button and it will look like this Ca Users Public EasyVend 2000 My Data mdb 12 GETTING STARTED T he Setup Guide First time users will always be presented with the Setup Guide also available via the Setup menu at top of screen The Setup Guide is displayed by using the Main Menu option Setup then Setup Guide Use this guide to complete the setup and then click the check box D on t show this window next time 1 start EasyV end 2000 Using the setup guide you arrange some options and create any lists that you think you may need such as suppliers from whom you purchase your goods product types for sales reporting and names to identify the various selling prices that you need Options The setup options are virtually self explanatory The cost prices and selling prices that you enter will be before GST This conforms to the price lists produced by most dairies and should simplify your data entry If you have upgraded from and older version of EasyV end the import routine in EasyVend 2000 will perform the necessary calculations to import your price list in the new format Working in the wrong database Ther
152. t the Numlock light is on see the indicator lights in the top right comer of your keyboard Telephone Support via Intemet Alert us before attempting to activate intemet support There a numerous ways our staff can connect to your computer but the end user that s you must always initiate the connect JCS staff cannot connect to your computer without you 62 SENDING YOUR DATABASE TO JEAL It is sometimes necessary to send your database to us so that we can examine it This may be necessary if we cannot explain a problem With your database here we can run EasyVend and observe the results Check the size of your database before sending it so that you may have some idea of the amount of time that it may take See VIEW gt EASYVEND STATS The process of sending your database to us has been made as simple as we possibly can Connect to the Internet On the Main Menu See FILE gt SEND DATA TO JEAL Check with our support staff to see if you can continue to work in EasyVend whilst the file transfer takes place GETTING YOUR DATABASE BACK FROM JEAL Connect to the Internet On the Main Menu click on FILE and then on GET DATA FROM JEAL After the data transfer is complete call our support staff for help to install the returned database N ote For troubleshooting on sending getting database from Jeal refer to A diveV s Passive M ode Page 68 63 APPENDIX Appendix A The main menu ata glance THE FILE MENU New Used to create a
153. the end of each rental period UPDATE Check for an update This option is used to get an updated version of EasyVend 2000 from the Internet and requires a modem and an Internet connection It is only available to those with pre paid support Install Update from Network Allows you to install E asyVend updates on multiple computers with ease VIEW Toolbar This option is used to turn on off the set of shortcut icons that appear on the top of the screens This gives a slightly larger screen but it means that more keystrokes or mouse clicks are required to move about in EasyVend 2000 Status bar This option is used to turn on off the information or status bar at the bottom of the EasyVend 2000 windows This gives a slightly larger screen but it means that some useful information is not so readily available N avigator window This option is used to turn on off the navigator or menu screen that may be used to move about in EasyVend Without the navigator the user must use the menu options and drop down menus or use the short cut icons Background colour The background colour can be changed occasionally to match your mood Bright red is not available Large Toolbar Simply makes the icons larger on the main menu Browse the Web Internet goes directly to Jeal Computer Services Internet web site View error log Support staff may wish to look back at this occasionally Delete error log Once viewed the log may be deleted View
154. tifying each of the end users and identifying whom the data refers to However when using the Mini Depot function the Suppliers ID number only needs to correspond between the two EasyVend programs In the case of end customers who receive more than one delivery on any day or who have goods delivered to more than one location grouped customers the EasyVend customer code number will probably have different decimal numbers The decimals in the number are used to indicate each location and each sequential delivery on any day It is essential that each of these grouped sub customers with differing decimals have unique Supplier ID numbers and that the Supplier ID number matches the customer at the Mini Depot end This means that the vendor and the Mini Depot operator must compare notes carefully regarding the identity of customers Each and every product record must be given a unique Supplier s Product Code This applies to grouped products as well 78 Mini Depot Billing Information If you are a Mini Depot you will have access to the Mini Depot screen figure 2 1 HOW TO RETRIEVE THE VENDORS DATA First of all you will need to make sure that you are on the Internet If you are not already on the Internet you can click on the Connect button which will bring up your dial up networking Internet connection Once you are connected to the Internet the next step is to retrieve the Vendors data from the Internet To do this
155. to truck and what is left or missing You area able to print or preview the advanced stock control report RUN SHEETS SALES Daily Run Sheets Are used to preview and print out deliveries for particular product types supplier and customer groups types and customer codes for any particular date Customers with No Deliveries Will give you a preview and print out of any customer with no deliveries for a chosen date you can chose selected types Rounds groups and customer codes Debtor Payment Collection Sheet Will give you a print out or preview of any or all debtors by groups types rounds and customer codes for any required date Customer Onder Pad This will print a list of products from the customers standard orders screen for an entire week Y ou can give this to your customer so they can fill in the necessary order for each day and fax it back to you Daily Load Summary Used to list a total quantity of each product required for a selected date and customer or all customers In addition the cost price is shown for each product Average Load summary Will give you an average amount for a selected amount of weeks for deliveries and selected customers Weekly Run Sheet Orders Lists the standard orders only for a particular week for any and all customers you can preview or print this list 65 Weekly Run Sheet Deliveries Lists the actual deliveries only for a selected period for any and all customers you can preview or print thi
156. uded on certain days This function by default has all customers set to YES for all days NOTE On all of the Run sheets Reports Lists and Summary s you will find there is typically 4 different types of drop down boxes you can use to narrow down your report These are Rounds Groups Customer Types and Customer Codes Next to each of these drop down lists is a small tickbox Leaving this box ticked will include the selection specified from the particular drop down box unticking this box will exclude Example From Customer Types drop down box select C for Contra Central Billing customers Now untick the box next to customers types this would exclude all Centrally Billed customers from your report An Example of Printing The GST receipts report for Cash Basis BAS Step 1 Click onto Reports and then select GST Receipts for Cash basis BAS Step 2 Enter in the required reporting period dates from and to eg 01 07 00 to 30 09 00 Step 3 Select your required Customer Rounds Groups Types and Codes OR leave blank for ALL to be included in the GSI BAS report IMPORTANT NOTE You can Preview the BAS however you will need to print the whole document in order for the GST records to be marked off as being completed for the current period Step 4 To print the BAS report just click on the Print button Step 5 Next you will be asked if the report printed correctly if the answer is y
157. up copy of your data Y ou should make a backup at least once a day For instructions on how to do this see backing up your data on page 58 After you have made your backup retum here to continue setting up EasyV end 25 CUSTOMER DETAILS The complete set of details for any one customer is viewed by moving between the five pages that apply to each customer Click on any one of the red tabs along the top of the customer details pages to access any of the five pages Screen 1 Customer details Adding new customers A customer cannot be saved until all essential fields have been entered In fact it will save time later if you complete as much detail as possible for the first customer because much of the information is carried forward to each subsequent customer that you enter and will continue to be carried forward until you change it the changed information is then carried forward until you change it and so on After the first customer has been entered subsequent customers will only require a code number and a name All the other required fields will be copied from the customer displayed on screen when you clicked on Add This can dramatically decrease the time taken to enter your customer list ONE CUSTOMER TWO OR MORE SUPPLIERS Occasionally you will supply goods from two different suppliers to the one customer This is perfectly normal provided that you invoice the customer for all the goods that you supply If howe
158. use add a price rise the prices from the currently displayed price record are carried over and displayed in the new record ready for you to edit so that you only have to type over the changes rather than enter all of the figures How to add a price rise Step 1 Click on Data Entry and then click on Products and Prices OR Click on the Products and Prices in the Navigator window Step 2 In the Products and prices screen select the required product There are various methods that you may use to select a product 1 By clicking on the Browse button to display alist then double click on the selected product 2 Click on the Search button type in the product code or description and click on Search Step 3 Now click on the Add price rise button Step 4 The cursor will automatically be in the field T hese prices apply from type in here the required date of price rise Press the lt Tab gt key to move through each field 20 Step 5 You are now able to enter in new prices for the required price levels hitting the TAB key to move to each field Y ou can move through each filed by using the up and down arrows found on your keyboard If you alter the price code that is being used by single price code customers keep in mind that the change that you make is going to affect ALL of the single price code customers Note Pre GST or including GST fields entered in EasyV end will back calculate Step 6 To save this inform
159. ustomer information or product information because if product code numbers do not match or have conflicting descriptions the database would become corrupt e PuttheCD USB drive containing sample products mdb into the CD drive or USB port unless the database is on your local hard disk drive e Run EasyVend 2000 e Close any database that you may have open and create a new database to import the products and prices into See Creating anew database on page 10 e When you have created the new database you will be prompted New database created do you want to import information into the new database Click Y es 11 e The next window that is displayed is headed Importing From E xisting E asyV end D ata In this window is a field called Look In Click on the Y symbol at the end of the line and select the drive or the directory where your sample product list is stored Y ou will then see the name of the database displayed below in the window e Doubleclick the database name The E asyV end Import window will be displayed e Ensure that the following items are selected Selected D ata Files Products and Prices Product Types Suppliers Price Level Descriptions e Do not select i e Untick any of the following Customers Rounds Customer G roups Customer Types Messages e Click on the Import button e The Compact Database box will appear with a message prompt Compact pack the database Ca Users Public Ea
160. uter Services P L web site at http www easyvend com au easyvend support price list htm It 1s invoiced half yearly or yearly in advance This figure is adjusted annually in line with inflation or the Consumer Price Index The benefits include 24 hrs 7 days emergency telephone support All program updates and enhancements are made available to you via the Internet Access to automated features such as Electronic D epot O mering amp Central Billing Y our suggestions for improvements to EasyVend 2000 are given priority If you subscribe to pre paid support you may call for support whenever necessary without incurring further charges Y ou may also download upgrades from the Internet at any time We are continuously on call 24 hours 7 days just in case you have a problem Y ou are strongly encouraged to take up a pre paid support arrangement Pay as you go support If you choose to pay for support calls as each one is required a credit card is essential you will find that the cost of each call will very quickly add up to a great deal more than the up front subscription If you choose you can pay for support calls with a credit card at the time of calling This option is N OT available after hours For business hours call 75 inc GST forup to thirty minutes These charges reflect the costs in continuously developing and upgrading the software as well as maintaining specialist telephone support staff If this method of payme
161. ver the customer is centrally billed for some products you will need to create two customers One customer will have deliveries of centrally billed products entered into their deliveries screen and the other customer will have deliveries of non centrally billed products entered into their deliveries screen This enables you to produce one invoice and your central billing organisation probably your supplier to produce a Recipient Created Tax Invoice Click on the Add button The cursor will start in the customer code number field Enter in the code number for this customer Customer Code Number Note Do not allocate sequential code numbers to your customers do not number them 1 2 3 4 5 6 7 Instead number them 10 20 30 40 50 60 oreven 20 40 60 80 You will almost certainly need to add new customers from time to time and numbering your customers as we have suggested will give you plenty of room for later additions SEVERAL DELIVERY POINTS Add decimals to the customer code numbers if they are to be billed to one address but have several delivery points For example Customer 2580 may be Jeal Computer who gets billed for all the milk delivered although no deliveries are entered in the deliveries screen for customer 2580 Customer 2580 10 may be Jeal Computer Main Office and deliveries are entered as required by the Main Office Customer 2580 20 may be Jeal Computer Office Canteen and deliveries are entered as required by
162. will look like maybe you only want to see it on screen and can save some paper Be adventurous check the export functions under the FILE menu and the VIEW menu Exporting data to other programs When you are previewing any of the reports in EasyVend 2000 use the options under the file menu discover the vast number of uses that exist for information that has been exported to other programs In EasyVend 2000 you can select the order in which some reports will print out eg you may wish to print out the information in customer code supplier code or product number and so on Occasionally you may start a print run and decide that you want to stop it again Look at the task bar close to where the time is displayed you may see an icon that represents your printer Use the mouse to Right click this icon then select Document then select Cancel printing An example of printing the Daily Run Sheet There are numerous variations possible if you consider that you can not only limit the customers and products but also force the report to include those customers who do NOT have a delivery A further option is to force the exclusion of customers on various days of the week To specify which products can be included in the report enter the parameters such as one or more types one or more suppliers or a range of product code numbers As with all reporting no entry means all 54 Remember that it is perfectly valid to sp
163. would arise The deliveries file would record that the last delivery on file was xx xx xx a month in the future however no standard orders would have been copied from the orders to the deliveries for that one month period Stepping through each day in the deliveries file during that vacant month would reveal no deliveries Some vendors have NO standard orders all of their delivenes are entered via the Quick Entry screen In this case it does not matter that there are deliveries entered for future dates and it does not matter if the date on the right of the Quick Entry screen is moved into the future to allow future deliveries to be moved into the delivenies file Other vendors however rely heavily on standard orders If you find your deliveries screen does not display the standard orders for any reason use the option in the deliveries screen to Import Orders This option is used one day at a time Read the information that is displayed on the screen when this option is accessed 7 days of deliveries NOTE This option is not available for users on a network version You can enter customer s deliveries over a seven day period from the Actual Deliveries screen To do so click on the 7 Days button To enter deliveries into the 7 day screen click Edit the cursor will be flashing in under the first day column on the first product in the list you may now type a quantity in When in edit mode the key will move the cursor to the next p
164. y Previous Day to move through and enter all required deliveries Decimals in the Quantity The quantity today is exactly that the quantity to be delivered on the day being displayed The quantity can include decimals so products may be sold by weight A product might be yoghurt twin pack but a customer is supplied with only a single yoghurt so the quantity you enter can be 5 point five Another product might be 1 kg of cheese but a customer buys a block that weighs 13 4 kilo so the quantity that you enter can be 1 75 Another interesting variation would be a product called refund which has a selling price of minus 1 and a cost price to you of minus 1 This would then allow you to issue a refund for any amount using this produd by entering the quantity as though it were dollars and cents A quantity of 19 50 would produce a refund of 19 50 Perfect In the normal course of events you would enter a quantity or change a quantity in this column for each day and sometimes even for days gone past even if the deliveries may have been invoiced changes made in the delivenes screen will cause the invoice to be cancelled and an adjustment note to be printed Adjustment or dollars The adjustment or dollars represents the amount that you want to adjust the list price up or down for deliveries on that day for that product for that customer Y ou change this column when needed assuming the delive

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