BCR Activity

Book In	Enter a Book In which you wish to search for
Customer	Select the customer relating to the book you wish to search for
Asset No	Enter the Asset Number to narrow down search results
Data Type	Select the date type
Date From	Enter the estimated period in which the book in was made
Status	Search by status
Description	Enter a description specific to the booking to narrow down search results
Reference	Enter a reference specific to the booking to narrow down search results.
Supplier	Select the supplier on the drop down selection
Date To	Add the date you want to search to

Reminder

Reminder Search Help

It helps one to create a reminder of something, works like an alarm. It allows a user to search according to preference.

If the search tab items are left blank, the system will pull out all the all the reminders on the system

Search Tab

User – search by entering the user name

Reference – search by reference

Description – search by description

Date From – search by selecting the date and the system will pull out the reminders according the date selected

Document Type – select the document type of a reminder from the drop down arrow

Document Number – search by entering the document number

Interaction Type – select the interaction type from the drop down arrow

Date To – Select the date to

Show Completed – if the box is ticked, then the system searches only completed reminders

Search Results Tab shows a list of the reminders searched according the preference

Standard Tab

Insert button – to insert the reminder

Amend button – allows changes on the reminder

Complete button – to complete the reminder

Print Grid button – to print reminder report

Print Summary button – to print reminder summary report

View Doc Detail button – to view reminder details

Memo Search Menu

Memo Search

Memo is used to keep track of communication

CRM Module> Activity> Memo Search

Document Type	Here you can search all memos relating to a specific document type
Date From	Limit the data returned by using a date range
Debtor	Search for all memos relating to a specific Debtor
Stock Item	Search for memos on an inventory item
Module	Search for all memos in a specific Module
Document Number	Search for all memos related to a specific document number
Date To	Limit the data returned by using a date range
Creditor	Search for all memos relating to a specific Creditor
Employee	Search for all memos made by a specific employee/ All employees
Order By	Select order by on the drop down

Alert Search Menu

Add Alerts

Alerts allow an automatic pop-up to occur when selecting a specific customer, supplier, stock item and other sections within the system.

When creating the alert it will be in an active state

If you want to remove the alert, make the alert inactive or Cancel the alert

Alerts can be created across the system for various document types

CRM Module> Activity> Alert Search

Source Type	Select the source type you are creating an alert for on the drop down selection
Doc Type	Select the document type you are creating an alert for on a drop down selection
Creditor/ Debtor	Select the creditor or customer you are creating an alert for on a drop down selection This will change based on the source type selection
Target User	Select the user who must see this alert on the drop down selection. You can also send it to all users
Reference	Add alert search reference
Action on	Select when the alert must pop-up on the drop down selection
Name	The name of the creditor, Debtor or inventory item
Active	The tick means that the alert is active and no tick means that the alert is inactive

Alert Search Menu

Alert Search

This is where you search for active an inactive alerts

CRM Module> Activity> Alert Search

Source Type
Alert No
Show
Date From
Reference
User
Action On
Date To
Grid

User Dashboard

Webatar > Activity> User dashboard

Purpose:

The User dashboard was designed to give easy access to documents. The dashboard will show the user the last records that they opened and can be filtered by document type.

Controls:

Document Type Combo Box: Gives a list of all document that the user can choose from. If you require a specific document type to be added to the list, please contact Huge ERP support.

View Button: Allows the user to view the selected document.

Refresh Button: This will load the documents that the user has recently worked on according to the document type selected.

Refresh All Button: Refresh all grids where the document type selected does not equal “All”

Number of Records Textbox: Allows the user to change the number of records that is displayed in the grid.

Notes:

You will see “blank lines” on the grid when you open a document create screen and then close it again. So if you open the screen to create a quote, but change your mind and close the screen again. This will appear as a blank line on the grid.

Pre-Inspection Check List Menu

Pre-Inspection Check List Search

Allows the user to search, add, edit and delete pre-inspection checksheets

CRM Module> Activity> Pre Inspection Check List

Document Number	Enter a document number you wish to search for
Description	Enter a description specific to the document you need to search for
Customer	Select the customer relating to the checksheet you wish to search for
Support Loh No
Job Number
Status	Search by status
Assigned To	If you know who the checksheet was assigned to. Enter it to narrow down search results
Time Log No

Pre-Inspection Check List Menu

Add Pre Inspection Check List

Check List Group

This help document describes how to create and maintain a Pre Inspection Checksheet.

Code
Description
Sequence No
Template Task
Import

Check List Item

Item
Description
Department
Employee
Estimate Qty
Qty
Notes	This tab allows you to link notes to the Pre Inspection Checksheet
Sequence No
Checked
Working
Quote
Repaired

Check List Item Questions

this tab allows you to link questions to the Pre Inspection Checksheet

Question
Code
Description
Sequence No
Selected Field

Sales Leads

Sales Leads Search

The Sales Leads screen allows users to create new Sales Leads or search for existing ones.

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Webatar > Activity> Sales Leads

Search Functionality

The search panel enables users to filter and locate Sales Leads using criteria such as Customer, Lead Number, Date Range, Status, Sales Representative, Owner, and Lead Type.

Select the desired filters and click Search to refine results.
If no filters are applied, all Sales Leads will be displayed in the grid.

Customer Field

Searches on the Debtors Code, Debtors Name, email address, telephone number and mobile number fields

Use the Expand button to show additional search filters, or Contract to hide them.

Action Buttons

Located on the top navigation ribbon:

Search	Runs the search based on selected filters.
Add	Creates a new Sales Lead.
Edit	Opens the selected Sales Lead for editing.
Create Reminder	Sets a reminder linked to a Sales Lead.
Create Quote	Generates a quote from the selected Sales Lead.
Workflow	Access workflow-related actions.
Print	Opens print and export options.

Print / Export Options

Export	Export Sales Leads to an Excel file.
Print Grid	Print all Sales Leads currently displayed in the grid.
Print Lead Details	Print details of the selected Sales Lead.
Print Lead Form	rint a blank Sales Lead form template.

Results Grid

The lower section of the screen displays the results grid, showing all matching Sales Leads with key details such as:

Stage
Due Date
Lead Number
Follow-Up Date
Lead Date
Progress
Sales Representative
Source
Customer

Graph tab

The Graphs tab provides a visual overview of Sales Lead data, allowing users to quickly analyse trends and distributions.

Change any filter and refresh to update the graph dynamically.
Use different combinations of Graph Type and Graph Category to gain deeper insights into Sales Lead activity and trends.
This feature is useful for monitoring pipeline health, identifying bottlenecks, and supporting reporting.

Graph Filters

The following fields are available to customise the graph display:

Graph Type
Select the type of chart to display from the dropdown options (e.g. Bar, Line, Pie). This determines how the data is visually presented.
Graph Category
Select the data grouping for the graph. For example, choosing Lead Status will display leads grouped by their current status (e.g. Pending, Closed).
Date From / Date To
Define the date range for the data to be included in the graph. Only Sales Leads within this period will be displayed.

Graph Display

The graph is shown below the filter section and updates based on the selected criteria.

In the example shown, a Bar Graph is used to display the distribution of Sales Leads by Lead Status.
The vertical axis represents the Number of Leads, while the horizontal axis shows the selected category (e.g. Pending, Total).
Each bar visually represents the volume of leads for that category, making it easy to compare performance at a glance.

Sales Leads

Sales lead Process

CRM Module> Activity> Sales Leads

A Sales Lead is a person or organisation that has shown interest in purchasing a product or service and has the authority to do so. This represents the first stage of the sales process.

The Search button allows you to open and review the details of an existing prospect.

Creating a new prospect

The Add Lead screen is used to capture and manage all relevant information for a new Sales Lead. Below is an explanation of each field and function.

CRM Module> Activity> Sales Leads

Click Add

Add Sales Lead Screen

If the customer already exists and is interested in additional business, you can either enter their name or select it from the Customer dropdown list.

General Information

Owner	The person responsible for managing and progressing the lead.
Customer	The individual or organisation interested in your product or service. If the customer already exists, select them from the dropdown list. To create a new customer, click New, which opens the Debtors Setup window. Enter the company details and select Prospect or Opportunity under the Debtor Type.
Contact Person	Displays or allows selection of the contact linked to the chosen customer.
Sales Rep	The sales representative responsible for the lead and associated commission.

Lead Details

Stage	Defines the current stage of the lead (e.g. New Lead, Qualified, etc.).
Lead Date	The date the lead was first identified.
Follow Up Date	The date scheduled for the next action or follow-up.
Est. Close Date	The expected date the sale will be finalised.
Customer Type	Indicates whether the customer is New or Existing.
Rating	Classifies the lead as Hot, Warm, or Cold based on likelihood.
Status	Specifies the current status of the lead (e.g. In Progress, Lost, Successful).
Reference	Enter any relevant reference number or identifier.
Description	Provide a brief summary of the opportunity.
Comments / Notes	Add detailed notes or additional information about the lead.

Classification Fields

Route to Market	Select how the lead was brought in (e.g. direct, partner, online).
Source	Indicates where the lead originated from.
Activity Category	Categorises the type of sales activity.
Colour Code	Assign a colour to visually identify or prioritise the lead.
Division / Region / Project	Assign organisational structure details for reporting purposes.

Financial Information

Probability (%)	The estimated chance of closing the deal.
Estimated Revenue	Expected income from the lead.
Estimated Cost	Anticipated cost associated with fulfilling the sale.
Estimated Profit	Calculated or entered expected profit.
Weighted Pipeline	A calculated value based on revenue and probability.
Available Budget	Indicates if a budget is confirmed and allows entry of the budget amount.

Tabs

Contacts Tab

Displays all contact persons linked to this Sales Lead.

Sales Leads Activity Tab

Tracks activities related to the lead.

Use the Edit button to update existing activity details (e.g. change Activity Category).

Action Buttons

Save & New	Save the current lead and open a new blank form.
Save & Close	Save the lead and exit the screen.
Save	Save changes without closing the screen.
Close	Exit the screen without saving changes.

Contacts Tab

The Contacts tab within the Edit Lead screen displays and manages all contact persons linked to the selected Sales Lead.

Time logs help monitor effort spent on each Sales Lead and support productivity tracking.
This feature can also assist with billing where time-based charges apply.
Keeping time logs updated ensures accurate reporting and accountability.

The grid shows a list of all contacts associated with the lead, including key details such as:

First Name and Last Name
Position/Title
Telephone and Cellphone numbers
Email Address
Active status (indicates whether the contact is currently active)

Each row represents an individual contact linked to the Sales Lead.

Action Buttons

Located above the contact grid:

Add Contact
Allows you to create and link a new contact to the Sales Lead.
Edit Contact
Enables you to update the details of a selected contact.
Import Contact
Import contact information from an external source.
Import VCF Contact
Upload and import contacts from a VCF (vCard) file.

Documents Section (Docs)

The lower section of the screen displays documents linked to the Sales Lead, such as files or attachments.

Available actions include:

Add – Attach a new document
Open – View a selected document
Print – Print the document
Remove – Delete the selected document

If no documents are linked, the grid will display “No data to display.”

Additional Notes

Contacts linked here are directly associated with the selected Sales Lead and can be used for communication and tracking purposes.
Keeping contact details up to date ensures accurate follow-ups and reporting.

Time Log

The Time Log tab allows users to view and manage time entries linked to the selected Sales Lead. This feature is useful for tracking time spent on activities related to the lead.

Time logs help monitor effort spent on each Sales Lead and support productivity tracking.
This feature can also assist with billing where time-based charges apply.
Keeping time logs updated ensures accurate reporting and accountability.

Time Log Grid

The grid displays a list of all recorded time entries. Each entry includes the following information:

Log No – Unique reference number for the time entry
Date – The date the activity took place
Contact – The contact person associated with the activity
Reference – Additional reference or description for the entry
Owner – The user who created or is responsible for the time log
Job Number – Linked job or project reference (if applicable)
Completed – Indicates whether the activity has been completed
Time From / Time To – Start and end times of the activity
Duration – Total time spent on the activity
Billable Rate – Rate applied if the time is billable
Status – Current status of the time entry

If no time entries have been recorded, the grid will display “No data to display.”

Action Buttons

Located above the grid, the following options are available:

Open
View or open the selected time log entry.
Email Self
Send the time log details to your own email for reference.
Print
Print the selected time log entry or list.
Remove Sales Lead Link
Unlink the selected time log entry from the Sales Lead.
Create Time Log (available on the top ribbon)
Create a new time entry linked to the Sales Lead.

Sales Leads

Create a Quote From Sales leads

Create a quote

The system allows users to generate a Quote directly from an existing Sales Lead, helping streamline the sales process and avoid re-entering information.

Click on "Create Quote" button

View Quote

Once a quote has been created and linked to a Sales Lead, it can be easily accessed using the "View Quote" function.

Only one quote can be linked to a Sales Lead at any given time.

Link Quote

The Link Quote function allows you to connect an existing quote to a Sales Lead after the quote has already been created in the Debtors module.

When to Use Link Quote

Use this option when a quote was not created directly from the Sales Lead.
For example, if a quote was created separately in the Debtors module, it can still be linked back to the relevant Sales Lead for tracking purposes.

Remove Quote Link

The Remove Quote Link function allows you to disconnect a linked quote from a Sales Lead.

Open the Sales Lead in Edit Lead mode
Click the Remove Quote Link button on the top navigation ribbon
The system will remove the association between the Sales Lead and the quote

When to Use Remove Quote Link

When the incorrect quote has been linked to the Sales Lead
When you need to replace the existing quote with a different one
When the quote is no longer relevant to the Sales Lead

Important Notes

Removing the link does not delete the quote from the system
The quote remains available in the Debtors module and can be reused or linked to another Sales Lead if required
Only the connection between the Sales Lead and the quote is removed

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Sales Leads

Sales Leads - Reminder Create

This section of the Edit Lead screen controls key date fields and reminder functionality for managing follow-ups and expected closure.

Field Layout & Display

The date fields are reduced in size to improve screen layout and usability.
The Follow Up Date is positioned below the Estimated Close Date (swapped from the original layout).
The Follow Up Date field is highlighted with a cream background, making it easily identifiable as a priority action item.

Reminder Buttons

A Reminder button is available next to both:
- Estimated Close Date
- Follow Up Date
These buttons allow users to manually create or view reminders linked to each date.

Follow Up Reminder Tick Box

A tick box is located next to the Follow Up Date field, controlling automatic reminder creation.

Behaviour:

When adding a new Sales Lead
- The tick box is selected (on) by default.
When editing an existing Sales Lead
- The tick box is unselected (off) by default.
When saving the lead (Save or Save & Close)
- If the tick box is selected, a reminder is automatically created based on the Follow Up Date.
If the Follow Up Date is changed
- The user must re-select (tick) the box to confirm a new reminder should be created.
When saving again with the tick box selected
- A new reminder is created using the updated Follow Up Date.

Sales Leads

Sales Leads import export

This feature allows for exporting and importing of sales leads.

It can be used to import new leads or update existing leads.

Sales leads import export function is disabled by default.

Enable via Form security

Export the data based on the search

This will give you the template layout as well as the data

Exported Data

To add a new Sales, leave the Lead number blank and enter the DebtorCode

These fields will auto populate if you don't fill them in

Field	Default setting	Can set to
Contact Person	default contact person of setup	N/A
Lead Status	In Progress	N/A
Sale Rep	default to the prospect or customer setup. If none, leave blank	Sales Rep code
Rating	Cold	Cold, Warm or Hot
Probability	0%	10, 20, 30 etc
Stage	First one on the list - Stage0	Stage codes
Est Close Date	7 days from Imported date	N/A
Follow up date	same as Est close date	N/A
Customer Type	New	New or Existing
Division	Default to customer setup	Division Code
Region	Default to customer setup	Region Code

Support Request Search

Support Request

A support request search entails the list of requests sent through from the Website Support

This is where they will be listed in the system

Normally all our command ribbons are at the top of the screen in WebAccounting

When you click on the Search Button It will give you the list of Support Request available

To view the details of the support request click on the view button

The support request can be promoted to a time log by a click of a button “to Time Log”

Or The Support Request can be promoted to a support log to be assigned to a specific person to handle the query.

The support request can also be promoted to a sales lead

Once the support log is promoted to either time log, support log or sales leads it will be moved from the support request search and can be found at the relevant allocation

Support Log Ticket Menu

Support Log Ticket Search

The Support Log Ticket is essential and serves as a centralised repository for all relevant support log queries

In the Debtor setup search, you will see two search tabs

Basic Search tab	If you know the log number or part of the support log number you can search here
Custom Search tab	If you have setup custom fields in support log tickets, you can search for the items in this area.

If you leave the basic search blank it will bring up all support log ticket codes

CRM Module> Activity> Support Log

Log No	search using a support log number

Date From	search by entering the from which the support log will run from
Date To	search by entering the date to, in order to limit to search run
Employee Log	search by selecting the employee from the drop down arrow
Assign To	search by selecting the person the support log is assigned to a certain user
Task	search by selecting the status from the drop down arrow
Show Completed	tick the box to search for completed support log
Support Tasks
Status

System Buttons

Search	The search function will return support log ticket records based on the search criteria entered.
Add	Allows you to create a new support log ticket
Edit	Allows you to make changes to an existing support log ticket
Cancel	Allows you to cancel support log ticket
Create Time Log	Duplicate an existing debtor or customer
Workflow	Allows you to load a workflow and move support logs around
Complete	Allows you to highlight a support log and complete it
Email Self	Allows you to email support logs to yourself
Import	Allows you to import support logs
Print Dropdown	Allows you to print your Support log ticket in PDF or download an Excel sheet of your support log tickets

Support Log Ticket Menu

Add Support Log Ticket

Detail Tab

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Support log tickets are used to capture work for internal and technical staff.

Customer problems or support issues.

CRM Module > Activity > Support log ticket

It shows a list of support log from customers

Search according to user’s preference

Log No – search using a support log number

Reference – search by entering the reference of the support log

Employee Log – search by selecting the employee from the drop down arrow

Assign To – search by selecting the person the support log is assigned to a certain user

Debtor – search by the debtor

Date From – search by entering the from which the support log will run from

Date To – search by entering the date to, in order to limit to search run

Task – search by selecting the status from the drop down arrow

Show Completed – tick the box to search for completed support logs

Details Tab - to show the support log details

Support Tasks Tab – to show support log tasks

Status Tab - to show and allocate different colours to the status codes

Standard Tab has five buttons

Insert button – to insert the time log

Amend button - allows changes on an existing time log

Delete button – to delete the time log

Print button – to print the time log

Print Grid button – to print support log report

Extras Tab

Create Time Log button – to create a time log

New Features

Colour Code Status of Task

Colour code in the the Support Log Status makes it easier to view the different status of support tasks sitting in the Support Log Queue.

The user has the ability to change the status colours themselves.

Colour Codes On the due date - denotes at a glance wich support logs need urgent attention.

Closing or Cancelling of Service Logs

Service Logs cannot be deleted off the Webaccounting system and the only way in which they can be resolved is by either closing or cancelling the Service Log.

To search for completed and cancelled Service Logs tick the Added Show Completed tick box.

Status Task Percentage Complete

The Service Log progress can be monitored by assigning a % completed.

Support Log Ticket Menu

Support Website logging

With Webaccounting we can integrate a logging system so that customers can go to your website, click on a support button and log a ticket.

This feature also allows the company to publish basic support manuals to their customers by using the Search Help files button.

This ticket is then sent to Webaccounting system.

The path will be as follows:

https://Name of server/csp/name of database/wab/acck/frmServiceSelect1.csp

Once the customer proceeds with the support, a new window will come up.

If the customer knows his customer code, he can enter it in the Company Code and when he clicks on tab.

It will bring up the companies list of contact persons. If the person logging the call is on the system then they can select their name.

The person can also update their information.

If you don't know your company code then skip the first line and go and enter your company name and details to log a support log.

For the company codes, we suggest putting random four digit numbers after the code. (like a bank code)

Example

ABC company code is usually ABC001

But this is easy for people to guess your code and therefore read the users.

So we suggest doing your code as usual but with a code after - ABC001-2681

The company Code enter, must be an exact match inorder for information to be displayed.

Support Log Ticket Menu

Support Log Capture Process

CRM Module> Activity> Support Log Ticket

Select: Support Log Ticket Menu Item

Click the Add Button

Debtor	Enter the Company Name
Reference	Enter a Reference for the Support Call
Task	Select a Task from the Drop Down
Sub Task	Select a Sub Task from the Drop down
Action Date	Enter the Action Date: Typically, this would be the date the task will be done
Due Date	Enter the Due date for the Task to be completed
Assign To	Select the Technician that the Support Call is to be assigned to
Status	Select the Support Call Status

Click Save

Click the Problem Tab

Enter the details of the problem or task that is required to be performed

After clicking save you note that the notes typed will move to the right-hand side

And the date time and user who captured the note is logged

Click the Feedback tab

Enter details of the feedback that you wish to forward to the client

Click Save

Once again, the note is moved to the right-hand side and logged with Time, date and user.

If you wish to email the client feedback as well, you can click the Save and Send Button.

This will email the Client and the Technician the notes captured.

Once the technician has been to site and performed the relevant tasks, he can enter further details on this page and again Save or Save and Send.

Upon completion of the Support Call, the technician can then call up the Support Log Ticket and enter and further details as well as enter the “Root Cause” if applicable.

Creating a Time Log from Support Log Ticket

If you wish for the Technician to log their time spent on the Support Call, while on the Support Log Ticket, the Technician can opt to create a time log as follows:

The Technician can Search for the Support Ticket

Debtor Module> Interactions> Support Log Ticket

Enter the client name or date range or log number

And click Search

Highlight (click Once) on the required Support log Ticket

Click the Create Time Log Button

Click Yes

1.Select the Agreement Contract

2.Select the Task performed from the drop down

3.Select the respective sub task

4.Select the respective Billing Rate

5.Capture details of the task performed

check the time log date is correct

1.Enter Time Started

2.Enter the Time Ended

The time log can then be either printed or emailed to yourself and then forwarded to the client for signature and /or their records.

Support Log Ticket Menu

Support Log recurring tickets

Create multiple future recurring tickets.

Useful when creating tickets for monthly maintenance on items.

Create one recurring ticket and save and close

Go to support ticket and highlight, click on Create Recurring Tickets button

Specify the recurring occurrences and click on create

This will create future recurring tickets

If you want to see the future tickets, change your date to into the future

Debtor/Lead Interactions

Debtor/Lead Interactions Help

This allows a user to interact with the customers.

Basic Tab – Search button

Debtor/Lead - search by debtor

Interaction Type – select interaction type from the drop down arrow

Date From – select the date from and the Date To, and search

Order By – select the order from the drop down arrow

Detailed Tab – searches the interaction details according to the Follow Up Date selection

Custom Fields – search by selecting the category from the drop down arrow.

Standard Tab

Insert button – to insert debtor’s interaction

Amend button – allows changes

Delete button – to delete the interaction

Send button – to send the interaction

Email Mailing Menu

Email Mailing List Search

Existing Mailing List

This is where you search for an existing Email Mailing List

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CRM Module> Activity> Email Mailing List

List Name	Search for your list-by-list name
Description	Search for your list by description name
Order By	Search for your list by order either by name, description or captured by

Email Mailing Menu

Creating and Send Bulk Mail CRM (Debtors)

CRM > Activity > Email Mailing List

Click on the template that you would like to send out
Click "Send Mail"

The below screen will open.

Choose a Letter Template from the drop-down menu to determine the content of your outgoing message.
Select a Mailing List using the "List Selection" drop-down to specify your email recipients.
Manage Attachments by double-clicking an item to move it between the "Available Attachments" and "Selected Attachments" sections. Double-click again to remove it if needed.

Attachment	Here you can upload any attachment you would like to send out with your email
Letter Template	Select your email template from the drop-down menu
View Letter	Click to view the Template you have selected
Subject	The Subject line should auto populate with the description from when you created the template
List Selection	Select the list of contact you wish to send the letter too.
Other Lists	By clicking Other Lists, you can add multiple contact lists to send the mail out too.
Activate BCC
Available Attachments	These are the attachments that have already been uploaded and available for selection.
Selected Attachments	These are the attachments that have already been selected to be sent out with the email.
Save	By Clicking Save you will save all the setting you have created and selected
Process	By clicking Process your letter will be emailed out

To add an attachment:

Click "Attachment" and the below screen will open
Click "Upload" or drag and drop your attachment in the "Drag & Drop" box

Email Mailing Menu

Mail Chimp

Mail Chimp Email Out

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Webatar > Activity > Email Mailing List

In Huge ERP we allow for email mailing list to be exported and imported to mail chimp.

Having created a central database in your customer setup files, you can create different mailing lists for targeted markets.

You can use the web accounting system to email out to the clients as a bulk email out, however this is not as effective as MailChimp.

Web accounting can send out the mailing list with attachments, but we do not keep a record of whether the recipient has read the Mail, opened it and whether that email address is valid.

While MailChimp has all these advanced features, we have added a function to export to MailChimp.

The exported file will have the name, surname, email address and the list name which you can use as a tag in MailChimp to email out.

When you export out, check your file first to make sure that it is comma delimited and not semi colon delimited.

Open the file app in notepad and replace all semi colons with commas.

Log into your Mail chimp profile and import your new list. This will update existing email addresses and put a tag against those customers.

MailChimp allows for multiple tags.

Email Mailing Menu

Creating Debtors Email Mailing List

CRM Module> Activity> Email Mailing List

Click "Add"

Add the Mailing List Name and a Description
Click "Save"

Click Save a new a window will open
Here you can start adding your contact for the mail.

Click "Add"

Use the filters to limit your search results
Click "Search" - The contacts grid will populate with Contacts
Either double click on the contact you want to add to the Selected column or use the Arrows to move these contacts over.
Click "Close" when you are happy with your list

Contact Type	Select the Contact Type you wish to add contact from (Debtors, Prospects, Opportunities, Users, Employees) These may be different depending on what has been setup.
Category	Select the Category you would like to add contact from, these will also depend on what has been setup (Purchasing, Sales, Marketing, Finance, Executive)
Debtors	Select one debtor to add to your mailing list

When you click "Close", you will see your mailing list that you created in the list and will be available for selection when you have a mail to send out.

From here you can double click to open the list to make any changes needed.

Save	Click Save to save any changes made
Add	Click Add to add a contact that may have been missed
Bulk Add	Click Bulk Add to add a bulk amount of Contact to the mailing list (Maybe from a different Contact Type or Category.)
Remove	Highlight the line you want to remove by clicking on the line and clicking Remove.
Remove All	Click Remove All if you want to delete all contacts in the mailing list
Export to Mail Chimp	Click Export to Mail chimp to create this mail list in Mail Chimp.

Bulk Add

You can add an Email mailing list in bulk or by group like all debtors or creditors.

Click "Bulk Add" and the below screen will open
By using the filters, you can create a quick mailing list

List Type	Select the list type you would like to add from (Debtors, Prospect, Opportunities)
Division	If you have set up divisions for your debtors, you can pull the report for all your debtors or you can select a specific Division from the drop-down menu.
Currency	If you are using multi-currency you can select it here
Account Manager	You can pull the report for all your debtors, or you can select a specific Account manager from the drop-down menu if you have set up Account Managers for your debtors.
Acc Terms	You can filter for specific Account Terms (30 Days, 60 Days, 90 Days etc.)
Billing Group	If you have billing groups like, Subscriptions, you can pull a report for these specific groups, or you can pull a report that will include all transactions.
Item	You can filter for Debtors/Customers who have purchased a specific inventory item
Item Inv Date From / Item Inv Date to	You can select the date range you want to filter for of a specific inventory item that has been purchased
Sales Rep	If you want to run a report by a specific sales rep, then you will need to select the sales rep on the drop-down menu. If you leave the sales rep on all the report will run by all sales rep.
Region	You can pull the report for all your debtors, or you can select a specific Region from the drop-down menu if you have set up Regions for your debtors.
Status	If you select all the report will pull all statuses. If you want to view report by status, select the status on the drop-down menu
Pricing Level	You can filter for specific Pricing Levels (In Season, Out of Season, Specials)
Debit Order	Tick the box if you would like to filter for Debit orders
Category	To generate the report, the user has to select the category from the drop-down menu

SMS Mailing List

SMS Mailing List Help

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Details Tab: Shows all the mailing list created.

History Tab: Shows the history of sms mailing lists with the messages that was sent.

Add Button: Allows the user to create a new mailing list.

Edit Button: Allows the user to change/update a mailing list.

Show Message Button: This is to show the message that was sent in the past. The button is only enabled on the History Tab.

Delete Button: Allows the user to delete a mailing list. This button is only enabled on the details tab.

Print Button: Gives a printout of all the contacts for a particular mailing list.

Print All Layout 1: Gives a list of all the mailing lists as well as the contacts for each list.

Print All Layout 2: Gives a list of all contacts in the different mailing lists ordered by contact name.

Create SMS Button: Allows the user to create and send an sms.

Show List Status Button: Gives a list containing whether or not the message was sent successfully.

List Name Textbox: Search according to the list name

List Description Textbox: Search according to the list description

Order by:

• Name

• Captured By

• Captured Date

• Description

Expenses Menu

Expenses

Expenses are used to process claims for reimbursement.

Expenses help with accurate and timely expense claiming

Faster expense processing.

Employee satisfaction.

Experience processing cuts costs

Reduce errors and mistakes done by the manual traditional process.

Increased expense claim transparency.

CRM Module> Activity> Expenses

Expense Date	Capture the correct date for the expense you are claiming for
Employee	Select the employee who is claiming on the drop down list.
Manager	The assigned approver will populate in this field
Description	Enter the expense description.
Reference	Enter the expense reference
Amount	Enter the expense amount.
Invoice No	Enter the supporting document number
Category	Select the category on the drop down
Sub Category	Select the sub category on the drop down
Division	Select the division on the drop down
Region	Select the region on the drop down
Note	Allows you to add additional notes on the expense/ claim

You can attach

Once the information has been captured

the user clicks on send approval - this emails the approver regarding this claim.

The status of the expense claim will now change to awaiting approval.

Expenses Menu

Expenses Process

The expenses function allows you to process claims for reimbursement

Benefits of Expenses:

Accurate and timely expense claim routing
Increase in organisational efficiency
Faster expense processing
Employee satisfaction
Expense processing costs cuts
Reduce errors and mistakes done by manual claim process
Increased expense claim and transparency

User

Go to CRM Module> Activity> Expenses

To add a new Expense Click add or click search to see a list of existing Expenses

After clicking Add a screen below will appear, Add all necessary information as shown below

Employee	Select the employee who is claiming on the dropdown list
Manager	The assigned approver will populate this field
Description	Enter claim description
Reference	Enter Claim reference
Amount	Enter the expense amount
Category	Select Category from the drop-down selection
Sub Category	Select the correct sub-category if there is more than one
Division	Enter division
Region	Enter region
Notes	Add detailed additional notes if applicable
Expense Date	Enter the correct date for the claim
Invoice No	Enter the supporting document number if you have This is not compulsory

Once you are done capturing you can load the receipt as proof on the attachments

Once the information has been captured and all receipts are loaded then save and close your expense claim,

Go back to the grid

Select the expense claim from the grid and click Send Approval

This will email the approver (Manager) a request to review and approve the expense claim

Manager

The status of the expense claim will now change to awaiting approval

The Manager can then approve or deny the claim,

Once the manager approves the sales rep will receive an email confirming that the claim has been approved.

Finance Approval

The finance manager will then Appeal, Deny or Reimburse the expense claim.

Once the expense claim is reimbursed a journal will automatically be created

Once the fiance approval makes the decision the sales rep will receive an email informing them if they claim is going denied or going to be reimbursed.