Expedient User Manual – Administrator Functions
Contents
1. ese EED Name of Bank i Bank Branch Bank Currency Enter Account Number Enter new document into form Field Name Description Validation Default General This is the Bank Account Number This must be Mandatory Ledger unique Account No Department This is the department for the bank account This is Mandatory usually only used for multiple bank accounts one for each department Usually set to 000 HEAD OFFICE BSB This is the Bank BSB Number Mandatory Blank Account This is the Bank Account Number Mandatory Blank Name of Bank This is the name of the Bank Mandatory Blank Bank Branch This is the branch of the Bank Optional Blank Bank Currency This is the default currency for the Bank Account Optional Blank 13 Bank Account information is also used Printing Invoice Remittance Advices This information is found Administration Menu Company Details Sub Menu Input Terms Printouts The Terms Code will already be added when the document is placed in the system This screen is only used for update purposes g GAVIN fh fic ss File View Help de iz X a B lt gt Add Update Delete Find Browse Previous Next Input Terms Terms Code INV FXC Printed Document INVOICE PAYMENT INFO Document Description INFORMIXATION THAT PRINTS ON THE REMITTANCE ADVICE ON PREFERED PAYMENT METHODS Max Length 90 Max Lines 14 Last Updated 01 09 2009 44 by User peterw2. Payment Methods Pay By Mail Send your cheque amp remittance advice to Gavin Millman Pty Ltd PO Box 561 Essendon Vic 3040 Pay Electronically Please note our preferred method of payment is via EFT direct to the following account Bank A C Name Gavin Millman Pty Ltd Bank Commonwealth Bank Main Street Here VIC 3000 BSB 044 002 Acc No 1234567890 Fax or Email your remittance advice to accounts receivable gmaaust com au Fax Head Office Accounts 03 9331 3075 1 of 4 Field Name Description Validation Default Terms Code This is the unique terms For the invoice information update the following terms codes INV FXC INV GST Printed This is the document in which the data will print on Document Document A short description of what the information is Description referring to Max Length This is the maximum length you can type that will fit on to the printed document Max Lines This is the maximum lines you can type that will fit on 14 Field Name Description EIEL Og Default to the printed document Last Updated This is the last time this has been updated By User The user who performed this Description This is the actual data that will print out on the document Adding Modifying Generic Notifications Register Details Throughout the system there are various documents such as Invoices Notifications Bills of Lading that require certain terms printed on them These are maintainable by
3. Setting these flags to Yes perform the following 1 Prepare Charges a When the User has entered the Charges Screen and clicked Prepare Charges after it has prepared the charges from the Rates then popup the Job Notes Screen and display the Accounting Tab 2 Create Job Invoice a When the User is in add update mode in the Debtors Invoice Screen after the Job Number field popup the Client Notes screen and display the Invoice tab 17
4. lodging Optional Blank with AQIS Dangerous This is the user s Dangerous Goods Code This is used Optional Blank Goods when sending Export EDN ESM to Customs Aviation This is the user s Aviation Security Number and is used Optional Blank Security when lodging Neutral Airway Bill Super User This defines the users access settings and privileges A Optional Blank Super User can restrict users menu and or program user access for both Super Users and Normal Users Setting Users Access If you require restrictions for users in certain menus and or specific programs then this is possible to do so by Super Users If you have Super User Access then you will have access to the Access button on the Main Menu See below Setting Menu Level User Restrictions Expedient allows Super Users to restrict a user having access to an entire menu In this example we want to remove the General Ledger Menu from the user bktest When in the Main Menu click on the General Ledger Menu once Then click on the Access Button Select Function gt EI Debtors Creditors General Ledger Banking Management Reports Once you have done this you will be presented with the following screen Clicking on Revoke All will remove all ticks from the Access column conversely the Grant All Button will tick each user Access to Chart of Accounts User Code User Name andreah el ANDREA HOLC anthonyk anthonykFULLNAME bktest TEST USER
5. your company resides Mandatory Blank QB expedient Phone This is the phone number of your company s head Mandatory Blank office Country This is the country in which your company resides Mandatory Blank Website This is the company website Optional Blank Oldest Date This is the oldest Accounting Date in which you can Mandatory Blank post items to This is only to be used if there is an item that you need to enter in which is to be posted to a previous period Entity ID This is the internal unique Entity Identifier Display Only Blank This is the logo of your company Use the Load Logo Optional Blank Button See Below Logo W3C Adding Modifying Branch Details The Branch Maintenance details screen is used to print Branch details on invoices and various internal reports This screen is found in the Administration Menu Company Details Sub Menu Branch Masterfile 10 Ke Branch Maintenance GA File View Options GMA Maint Help d B X A EE lt P Add Update Delete Find Browse Previous Next Print Branch Details Branch Maintenance Branch Code A Contact JIM COURIER ICS BSB 014002 Branch Name JONES SA BRANCH ICS Account No 322979629 Postal Address for Invoices Residential Address P O Box PO BOX 125 Address 1 2 RICHMOND ROAD Suburb Marleston Address 2 MARLESTON SA 5022 State SA Post Code Phone 08 8311 1111 Phone 08 83111111 Fax 08 8322 2222 Fax 08 83222222 EDIFICE Details ICS Details
6. Broker Code Branch ID AE44LR BSB Acct No Other Details 1 of 2 Field Name Description Validation Default ICS BSB This is the ICS BSB Number Mandatory Blank Suburb This is the postal suburb Mandatory Blank State This is the postal state Mandatory Blank Post Code This is the postal post code Mandatory Blank Phone This is the postal phone number Mandatory Blank Fax This is the postal fax number Mandatory Blank Residential Address 1 This is the residential Address of the branch Optional Blank Residential Address 2 This is the residential address of the branch Mandatory Blank Phone This is the residential phone number Mandatory Blank Fax This is the residential fax number Mandatory Blank ICS Branch ID This is the ICS Branch ID Mandatory Blank Printer This field is not active please ignore Mandatory Blank 11 Adding Modifying PKI Certificate The PKI Certificate is used to authenticate your company when lodging Customs Entries with Customs Australia This screen is used when your PKI expires This screen is found in the Administration Menu Field Name Site ID Text Email Address Admin Email Address Entity Active PKI Password PKI Certificate Email Address Expiry Date Company Details Sub Menu PKI Maintenance Qur File fiev SMA Maint Main Fe ala Site Details Site ID AAA346 Text Email Address peterw gmaaust com au Admin Email Address peterw gmaaust com au En
7. LE CONTROL DEBTORS INVOICE PERMISSIONS DEBTORS INVOICE SUPER USER PERMISSIONS JOB DISBURSEMENT CHEQUES UPDATE FWB CONSOL ONCE PRINTED GENERAL CODES MAINTENANCE ENTRY PAY LEVELS CONTROL PORT CODES CONTROL QUOTE APPROVING FF RATES ADMIN CONTROL RATES ACCESS CONTROL RATES LISTING PRINT CONTROL TLF MASTERFILE MAINTANANCE ADD USERS FUNCTION VESSEL MASTERFILE CONTROL Security Disabled Disabled Enabled Disabled Enabled Enabled Enabled Disabled Disabled Disabled Disabled Disabled Disabled Disabled Disabled Enabled Disabled Exit Enable Disable DEBT_INVS This must be ENABLED by default This feature by default does not allow users to update or delete printed invoices If an administrator wishes to provide the ability for certain users to be able to delete or update a printed invoice then double click on the DEBT_INVS line This will display the following Le Security Access Users 0 x Access to DEBT_INVS DEBTORS INVOICE SUPER USER PERMISSIONS is currently ENABLED User Code andreah el anthonyk bktest brettk brettl chandima freds gavinm helens markf michaell peterw peterw gma scottc taniab testl test2 test3 test gmaau testuser User Name ANDREA HOLC anthonykFULLNAME TEST USER BRETT KING BRETT LORENSINI GMA CHANDIMA DE ZOYSA FRED SMIT GAVIN MILLMAN HELEN STAPELY Mark Fragopoulos MICHAEL LUCY PETER WILLIAMS Peter Williams SCOTT CRAVEN TANIA TEST t
8. Volume Expedient User Manual Administrator Functions Gavin Millman amp Associates Aust Pty Ltd 281 Buckley Street Essendon VIC 3040 Phone 03 9331 3944 e Web www expedientsoftware com au Table of Contents SAVE PO VOT er N ate meine aoe newadeae dace ane a saeae eee 2 ACGING new users to Expedient ses as DE es tongs oa eet oa oe ee aA 3 setting Users ACCESS se RE OR RE SG GER RE N GE DE OG GE EG GE GR DA DE GO EG Ge GR EE De GE DR EG Ee 4 Setting Menu Level User Restrictions DE SE vs wing Ge Ge ns ecg elo winds en aed das ae aa aaa eae a 4 Setting Program Level User Restrictions ccccccssscccccssssecccceeseccecaeeeceesaaseeceseaeseecessueeeecessaeaseeeesanaecessaaaseeessaganses 5 Setting Users Security ACCESS iii io EG E E E GO Ge eg 7 Adding Modifying Company Detalls cccccccccccccsssssssssssssssscccccssccscccssccssccesecscecesceesecesesececeseeesecesececeeeceeeeeeeseceeeeeeeeees 9 Adding Modifying Branch Detads ee ee eg ER Der be vane Boe ee ee ER ee be nae oe ee ee intend de an cea ba 10 Adding Modifying PKI Certificate ees ees ee ee ee ee ee 12 Adding Modifying Bank Details ees ee ee 13 Banking PAFDOSES se oe EE EE Ee ss eu aS cass ee Ee Ge EG GE ee OG ee ee Gee eg ee GE Ge Ge 13 Printing INVOICE Remittance AdviCES SE a a Ge GE cease 14 Adding Modifying Generic Notifications Register Details iese ee 15 Forms MaintenanEE EE ES EG EG N Ge Ge a Wale Bae GO Ge de oa e
9. e ba Aa Sade debe ee N ee 15 import Job Pop Up Notes Configuraton es EE SE EE bee HE De Ee De kaa be ee ES Ee GE aaa De Ge OE Ge oe 16 Accounting Pop Up Notes ConfiguratiOn ees ee AR Ee ee Ee ee AR ee ee ARE Ee ee ee RE Ee ee ede Ee ee ee AR Ee ee ee Re ee ee ee 17 QB expedient Introduction Xpedient certain functions that administration users will be required to perform during the setup and maintenance of Expedient Express Save Password Expedient On your desktop will be an Icon which looks this Double click on this icon This will then open up the Expedient Application at a log in prompt Genero Desktop Client Conne User name Password Save Password Cancel The save Password Option is ticked by default for all users This can be de activated by GMA at a site s administrator s request This will enforce all users to enter a password every time they log in QB expedient Upon initial installation of Expedient you will be assigned a user name and password Your username possesses administration privileges one of which allows you to add other users enabling them to log in to Expedient The screen shot below allows you to add new users This screen also allows you to modify existing users This screen is found in Administration Menu Company Details Sub Menu User Masterfile Adding new users to Expedient ie User Masterfile GAVIN MILLMAN amp ASSOCIATES AUST PT File wi
10. ections Invoice with logo Invoice With Logo Version 2 Invoice without logo Form Code Form Description Form Type EXP_5_INTRECEIP Export Sea Interim Receipt EXP_5_JOBSHT_FC Export Sea JobSheet FCL EXP S JOBSHT_LC Export Sea JobSheet LCL EKP_5 MAFEST Export Sea Manifest EXP_5 PRADOC Export Sea Pra Docket FAX_W_PORTRAIT Fax Wide Portrait Fax Wide Portrait FXINV Foreign Currency Invoice IMP_A ALYSIS_SH Import Air Analysis Sheet IMP_A_CARGO Import Air Cargo Import Air Cargo IMP_AJOBSHEET Import Air Jobsheet IMP_CARGO_OUTRN Import Cargo Outturn IMP_FREEAGR Import Free Trade Agreement IMP SEA MANIFES Import Sea Manifest MP S ARR NOTIC Import Sea Arrival Notice Import Sea Arrival Notice IMP_S_JOBSHEET Import Sea JobSheet Import Sea JobSheet MP S UNPACK Import Sea Unpack Import Sea Unpack JOBINY Job Invoice Invoice with logo LC_PERCENT Landed Costing with Percentage LC VOLUME Landed Costing by Volume MANINV Manual Invoice Invoice with logo Import Job Pop Up Notes Configuration Expedient allows users to configure which customers they wish to set to have notes pop up when Adding and Updating Import Jobs To configure this go to the Customer Masterfile and search for a Customer that has a company type of Debtor Go to the Configuration Tab This tab displays the following Import Job Registration Pop Up Delivery Details Delivery Notes lt Yes No gt Add Update Job Customs Notes l
11. est2 TEST3 Test2 test users login QB expedient Click on the selected users add update delete options Adding Modifying Company Details The Company Details are used when lodging EFT with Customs and is also used when printing Invoice Remittance Advices to customers for Direct Debit purposes This screen is found in the Administration Menu Company Details Sub Menu Company Details Screen View GMA Maint Help ry BE xX amp Ba SP Add Update Delete Find Browse Previous Next Company Details Company Name GAVIN MILLMAN amp ASSOC AUST A B N No 52006246260 Address Linel Address Line 111 JONES STREET Suburb SMITHVILLE State VIC PostCode 3207 Phone 0396664444 Country AUSTRALIA Fax 022454987454 Website www gmaaust com au 1 of 1 Field Name Description Validation Default Company This is the name of your company Mandatory Blank Name Address Line 1 This is the first line of the company s head office Optional Blank address Suburb This is the suburb in which your company resides Mandatory Blank State This is the state in which your company resides Mandatory Blank Post Code This is the postcode in which
12. ew Options GMA Maint Help B Ra amp lt 4 p Add Update Delete Find Browse Previous Med User Masterfile User ID Full Name EE E mail Deparment Direct Phone Accreditations ICS Broker No AQIS Mo Dangerous Goods B Aviation Security Super User E Enter Specified User Field Name Description Validation Default User ID This is the unique number assigned to the user generated No Entry Blank by the System Login Name This is the user s login name which they will use each time Mandatory Blank they log in to Expedient Express This is usually their email address Full Name This is the user s full name This is used in reporting and Mandatory Blank for logging of who does what within the system E mail This is the user s email address This is used for sending Mandatory Blank requested documents to the user like Customs Entries Branch This is the location of the user This is used for statistical Mandatory Blank reporting and client facing document Department This is the department in which the user belongs to Thisis Optional Blank used in statistical reporting Direct Phone This is the direct phone number of the user this assistsin Optional Blank internal communication of users and is used in notification reporting Field Name Description Validation Default ICS Broker This is the user s ICS Broker No and is used to lodge Optional Blank No Customs Entries AQIS No This is the user s AQIS Number and is used when
13. gt IE Debtors brettk BRETT KING gt E Creditors brettl BRETT LORENSINI GMA chandima CHANDIMA DE ZOYSA freds FRED SMIT General Ledger gavinm GAVIN MILLMAN a Banking helens HELEN STAPELY Select Function To remove access of the General Ledger Menu de select the check box under the access column The user will need to log off for this to take effect See below The user now does not have access to the General Ledger Menu Access to General Ledger User Code bktest brettk brettl chandima freds gavinm informix peterw scottc taniab User Name TEST USER BRETT KING BRETT LORENSINI GMA CHANDIMA DE ZOYSA FRED SMIT GAVIN MILLMAN GAVIN MILLMAN PETER WILLIAMS SCOTT CRAVEN TANIA dee dee dee E Select Function b LI f rs Le Debtors Creditors Banking Management Reports Landed Costing Setting Program Level User Restrictions Expedient allows Super Users to restrict a user having access to a particular program In this example we want to remove the Chart of Accounts Screen from within the General Ledger Menu from the user bktest At the Main Menu expand the General Ledger Menu Then click on the Chart of Accounts Menu once Then click on the Access Button ACCESS Select Function gt IEA Debtors gt fal Creditors 4 General Ledger C
14. hart of Accounts Job Journal Job Only Auto Profit Standard Journals Journal Entries Once you have done this you will be presented with the following screen As per below the user currently has access to the Chart of Accounts Screen Menu Access Access to Chart of Accounts User Code User Name bktest TEST USER W brettk BRETT KING Fi brettl BRETT LORENSINI GMA Fj chandima CHANDIMA DE ZOYSA Fj EE EN freds FRED SMIT Fd i gavinm GAVIN MILLMAN w a Es General Ledger informix GAVIN MILLMAN Fj peterw PETER WILLIAMS Fd Chart of Accounts scottc SCOTT CRAVEN Fj taniab TANIA Fj E Job Journal El Job Only Auto Profit El Standard Journals El Journal Entries To remove access of the Chart of Accounts Screen deselect the check box under the access column The user will need to log off for this to take effect See below The user now does not have access to the Chart of Account Screen MEP Menu Access Access to Chart of Accounts User Code bktest brettk brettl chandima freds gavinm informix peterw scottc taniab User Name TEST USER BRETT KING BRETT LORENSINI GMA CHANDIMA DE ZOYSA FRED SMIT GAVIN MILLMAN GAVIN MILLMAN PETER WILLIAMS SCOTT CRAVEN TANIA COIS SSSI Exped lent 4 8 General Ledger Job Journal Job Only Auto Profit Standard Journals Journal Entries Q g Setting Users Secu
15. rity Access Expedient allows Super Users to control what users can perform what functions in certain programs For example if you only want to provide Add Access and no Update Delete Access within the Input Invoice Screen then this can be done by performing the following Enter the Invoice Screen The Top Menu Displays Options Clicking on this will display the Security Access option Clicking on this will display a screen similar to below Accessto DEBT_INW DEBTORS INVOICE PERMISSIONS is currently DISABLED User Name ANDREA HOLC BOARDROOM BRETT KING BRETTL LORENSINI CHANDIMA DE ZOYSA GAWIN MILLMAN GAWIN MILLMAN PETER WILLIAMS ROSS KIDSON SCOTT CRAVEN STEVE JAMES HSOSSS88800 sos Enabie Disabie To enable this feature of limiting users Add Upd Del privileges the is currently needs to be set to ENABLED If this is DISABLED then all users will be able to Add Update and Delete Once this is set to ENABLED then you can select which users can perform which tasks QP EXredient There are certain functions that can be set by the Administrator to allow users to perform Below is a list of these functions Setting User Functional Settings Area Code CURRCTRL CUSTRATE DEBTRCTRL DEBT_INV DEBT_INVS EXP_CHQ FWBUPD GENCODES PAYLEVELS PORTCDCTRL QUOTEFF RATESADMIN RATESYS RATLIS TLFMAINT USERADD VESSELCTRL Description CURRENCY CONTROL RATES ACCESS CUSTOMS DEBTOR MASTERFI
16. t Yes No gt Add Update Job Forwarding Notes lt Yes No gt Add Update Job Customs Supplier Notes lt Yes No gt Add Update Job Forwarding Supplier Notes lt Yes No gt Setting these flags to Yes perform the following 1 Delivery Details Rules d When user is in add update mode in the Delivery Details Tab in the Import Job Registration Screen the Client Notes Delivery Tab pops up if the Customer Code is not null 2 Customs Notes 16 a When user is in add update mode in the Import Job Registration Screen and the broker code is own company after the customer code field popup the Job Notes Screen and display the Customs Tab 3 Forwarding Notes a When user is in add update mode in the Import Job Registration Screen and the forwarder code is own company after the customer code field then popup the Job Notes Screen and display the Forwarding Tab 4 Supplier Notes a Customs When user is in add update mode in the Import Job Registration Screen and the broker code is own company after field supplier pop up the Supplier notes customs b Forwarding When user is in add update mode in the Import Job Registration Screen and the forwarder code is own company after field supplier pop up the Supplier notes Forwarding Accounting Pop Up Notes Configuration Heading Accounts Pop Up e Prepare Charges Job Accounting Notes lt Yes No gt e Create Invoice Customer Invoice Notes lt Yes No gt
17. tity Active PKI Information Password eeeeeee File Path Store File AAA346 type3 0 Email Address cmredi gmaaust com au Expiry Date 04 11 2011 LEA Description This is the number that is allocated by Customs This email address is used for Customs to send documents to this should be the same as per the Customs Certificate This is used in the event of any issues Customs will send to this address Unique identifier for your company display only Check this if this site is active This is the password that you received from Customs Load the Customs PKI Certificate into this field This is where the Customs messages are sent from and to by Customs This is the date in which the PKI expires 12 VEL ELOLA Mandator y Mandator y Mandator y Mandator y Mandator y Mandator y Mandator y Mandator y Mandator y Default Blank Blank Blank Set by System Blank Blank Blank Blank Blank Adding Modifying Bank Details The Company Bank Account Details are used for a number of reasons Firstly the bank accounts are recorded below for Banking Purposes This is found in Administration Menu Company Details Sub Menu Bank Account Details eJ Bank Details GAVIN MILLMAN amp ASSOCIATES AUST PTY LID File View GMA Maint Help B RA B SP sd ham He Add Update Delete Find Browse Previous Next Bank Details General Ledger Code Department
18. users This screen is found in the Administration Menu Company Details Sub Menu Generic Notifications Register ES Enter Nofitication Data Output GAVIN MILLMAN ASSOCIATES Meals she in Sas File Mr pea Options GMA Maint m ie MK amp Add Update Delete Find Browse Prewious Het Mofitication Data Output Motification ddauth Authority to Direct Debit Description AUTHORITY NOTICE TO DIRECT DEBIT CLIENT FOR CUSTOMS CLEARANCE l Form Used for_generic_notification Print Fields Job No Module custom el Client Name Menu Suppliers Consignese Client Reference Master Bill House Bill Port Information Wessel Information Screen Event Preamble DDAUTHPRE Postamble DDAUTHPOST ETA Date Mo of Packags Weight volume Goods Delivery Address Print Containers First All 13 of 46 Forms Maintenance We relevant the Expedient System allows Super Users to change the print outs system printed documents such as Delivery Dockets Invoices etc This screen is found in the Administration Menu Company Details Sub Menu Forms Maintenance 15 QB expedient As per below Clicking of the JOBINV option once display the Current Form Type and in the second window the Available Selections If you wish to change the printed document then double click on one of the Selections This will then update the Form Type column to what you have selected Available Sel
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