BDM Activity Customer Dashboard Menu Customer Dashboard Debtors Module> Activity> Customer Dashboard Customer dashboard is like your personal control center for all things related to your customers. It's a webpage or screen that brings together important info and key stats about your interactions with customers. Customer dashboards give you an overview of a clients activities and transactions You can only select one client at a time  If you do not select a debtor/ customer you will receive an error Show Graph Shows a graph with a summary of client's activities Debtor/ Customer Enquiry The customer inquiry window allows you to view the customer at a quick glance Information on invoices in payments. Debtor enquiry allows you to view all transactions against the client Edit Debtor/ Customer This button will take you back to customer setup screen to edit debtor/customer details For a detailed manual on how to edit debtor/ customer click  here  Customer Select a debtor/ customer you want to view the dashboard for Show Open Items  Include items that are not yet completed to the dashboard Use Date Range You can also view by date range Date From / Date To Choose the date range for which you want to view the report from Select a date range of when you want to see the report to Debtors Transactions Menu Debtors Journal Transactions Import Print / Import function This function allows you to print existing debtor/customer journal transactions and import new journals to the system. Import clone refers to loading an existing debtor from the system. All you need to do is make changes as per current journal. Debtors  M odule >Activity > Debtors Transactions > Print /Import     Print  option will take you to print the selected debtor's transaction.     Import takes you to the option of bringing in data from a   saved csv file   See the process of importing a debtor/ customer journal transaction into the system: Click Select Upload After, uploading the CSV file the import button will open allowing you to import the file into the system Once, complete click close Important CSV File notes and format tips: The file must be saved as a CSV Don't put commas in your file Fields for values mostly require codes of those fields The date format must be 2020/01/01 YYYY/MM/DD The column headings can be left in the import file. See the file Layout for CSV file: 1 AccountCode Required 2 Date Required 3 Reference Required 4 Description Required 5 Amount Inc Vat Required 6 ExchangeRate Required (Default 1) 7 Action Required 8 TaxType  Enter the applicable VAT type 9 AutoAllocate 1/0 10 CheckZero 1/0 11 Division  Enter the Division code (if applciable)  12 Region enetyr the Region code (if applciable)  13 GL Account Required Import Clone To import a cloned journal, one will need to create the clone form an existing journal transaction. To create a journal clone go to: Debtor module> Analysis> Debtors Transaction history Search the required Journal Click the Clone Journal button Continue This will create a clone that can be used anytime in the future to import the cloned journal go to: Debtors > Activity > Debtors Journal transactions Click the Print / import Drop down Select Import clone Search the required clone Click Import This creates a clone of the initial journal. You can then make any necessary edits and process the journal as normal Add Debtors Journal Transaction Video Training Manual 2016 - Click Here This is where we capture debtors/customer's journal entries in Huge ERP These are direct adjustments to the balance of debtors/customer's account A few examples of journal entries are: Discounts allowed/received Gain/ Loss Write-Offs Take on Balance Debtors Module> Activity> Debtors Journal Transactions   Click Add to add a new journal Add Transaction Line Action Select journal Action from the drop down list e.g debtor journal debit Enter the action of the journal transaction This governs how the transaction will update general ledger accounts Date Enter the correct date of the journal Debtor/ Customer Select the customer who is affected by the journal transaction Currency Currency becomes available if the customer is a multi-currency then select currency Amount Inc VAT/GST The amount entered will include VAT/GST VAT/ GST Account Select the tax general ledger account Description Enter the amount and description Additional Comment Aff more information regarding the journal Outstanding Balance Displays the total amount outstanding Reference Enter a reference for the journal transaction Exchange Rate When currency is selected, enter the exchange rate VAT/GST Type If the Tax account is selected enter the Tax type   Click save and click on Next Next takes you to another window where extra information can be added Select a region, division, project or TrackIt item related to this journal entry  This field does not apply to every client You can click Next again to go to the posting window Region If you have Regions, this will add Regions to the report. Division If you have multiple Divisions, by selecting this will add this column to your report. Project Select the Project TrackIt Select the TrackIt asset affected Contra Journal Contra journal is used to ensure accurate reconciliation of debtor/customer-related transactions Contra Journal tick Put a tick on if you want an additional journal to be posted Debtor Used when you want to move values from one customer to another Creditor Used when you want to move values from one supplier to another Credit Card Surcharge A credit card surcharge is an additional fee imposed by a merchant when a customer uses a credit card for a transaction Credit Card Select if charging a credit card surcharge with the payment Surcharge % Populates from a setup with the percentage charged for credit card Debtor Transaction Link Shows the default debtor transaction  Surcharge Value Displays the surcharge value GL Links The default GL Accounts will populate this window, but you have a choice to change the other leg of the posting to go to any other desired GL account Once satisfied with the posting entries click save and next The process button will be activated to continue processing this transaction. Or alternatively, save and close to process at a later stage. Process in the search window To   p ost transactions in the system select it either by highlighting it or adding a tick in the tick box Custom Fields   Transaction Procedure - Gains/Losses Debtors/ Customer Module> Activity> Debtors/ Customer Transactions   Things to note about the Journal entries for foreign debtors The journal entry in the foreign currency – creates a dual entry in that currency and in Rand Ensure you are using the correct exchange rate Ideally, capture gains and losses immediately after capturing the payment Scenario 1 We sold goods to an American US-dollar company When the initial sale was made the amount of the invoice was R2800 at an exchange rate of 14 = 200 dollars When the invoice is paid The exchange rate was 14.5 which is still 200 dollars but at R2900 The difference will need to be journalized in the debtor’s transactions   From these entries, we can note that the dollar amount will clear However, there will be a gain in the rand account whereby an extra hundred rand is gained due to the differing exchange rate at the time of the transaction Since this is a credit balance, we will add a debit journal to clear it out into the Gains GL Account Click here to add a new journal     Debtors Gains/ Loss Journal This journal is typically used in foreign currency transactions when there is a difference between the foreign currency balance and the Rand balance. Following from the Procedure Gains/ loss manual, a journal is necessary to clear the R 100 balance (gain) Transaction Procedure Gains/loss  to Create the journal the steps are the same as adding a debtors' journal transaction. with the only exception being that you will change the currency on the journal to Rand When a journal for a foreign debtor is created in Rands, then no corresponding foreign amount is created. Thus, the journal only processes in the Rand currency. Add a debtor journal as normal, You will note by default, once the foreign debtor is selected, the currency populates in the respective foreign currency click the drop down and select Rands as the currency. note the exchange rate field is now disabled Ensure all remaining details, are entered Click next as normal to process the journal Edit and select the necessary contra GL account Then click process Move a payment to another customer Debtors Module> Analysis>  Debtor Analysis Move a payment to another customer when payment was incorrectly processed to the wrong customer account. They currently show an outstanding balance of $115 but have confirmed payment. A payment was mistakenly applied to the wrong customer account. Upon review of the cashbook, you find the funds were incorrectly allocated to AIR BMB 01 instead of AIR BMB 03 . To resolve this, we need to adjust the incorrect account which in this case is  AIR BMB 01 . When determining whether to apply a debit or credit, simply perform the opposite of what currently appears in the account. In this case, as shown below the $115 is in the Credit column and you’ll therefore need to process a  Debit to AIR BMB 01 to reverse the misallocation. If you're working within the  Allocations screen, the same principle applies: When the amount appears in the Credit lines, you’ll need to process a Debit to correct it We now need to process a Debtors Journal Transaction  to counter this error Creating a Debtors Journal Debit Debtors Module> Activity> Debtors Journal Transaction Click  “Add”  to begin a new transaction. Complete the required fields, then click “Next. Action Select Debtors Journal Debit Date Ideally, use the same date the payment was received to ensure accurate reconciliation Reference Use a reference that links directly to the transaction you're correcting—such as the original document number. Debtor Select the name of the debtor associated with the correction. Amount Enter the exact amount being corrected, inclusive of GST if applicable. Description For consistency, use the same description that appeared on the original payment (e.g., “Payment Received from AIRBNB”). Applying a Payment via Contra Journal Tick the “Contra Journal” checkbox to indicate this is a contra entry. Select the appropriate debtor from the “Contra Debtor” dropdown, this is the account the payment will be applied to. Once all relevant fields are completed, click “Next" this will open the Process button. Click “Process” to apply the journal entry and update the debtor’s account accordingly. If you have a look at each of the customers now you will see the correction. To finalize the process correctly, you’ll need to complete allocations on both debtor accounts . This ensures that all transactions are accurately reconciled, and the accounts reflect the intended balances Allocations Debtors Module> Activity> Allocations Locate matching entries in both the Credit and Debit sections. Focus on transactions with the same amount , date , and reference —such as a payment received and its corresponding invoice or debit note. Select the matching lines by highlighting the relevant transaction in the Credit section and ticking the checkbox beside the corresponding entry in the Debit section. Once both lines are selected, click Allocate to process the transaction. This action reconciles the payment against the appropriate debit entry, ensuring accurate account alignment. Debtor Cash Book Menu Debtor Cash Book Search Video Training Manual 2016 - Click Here This allows a user to prepare a debtor’s financial records. Debtor/Customer Cash Book Basic Search You can search by the following: Cash Book Name Cash book Date GL Bank Accounts Cash Bool Status Cash Book Type Debtors Cashbook is where we capture Debtors'/ Customer's payment entries Debtors Module> Activity> Debtors Cash Book Search Search for an already created cashbook Add Add a new cashbook Edit Edit existing Lines function Cance l cancel a cashbook Verify Cashbook Verify the cashbook lines before posting Authorize Authorize the cashbook before processing this activates the process button Process Cashbook Post to the ledger account Post Status Check the posted status P r int/Import Print the cashbook grid or import data from Excel Post Status Button   A llows a user to check if the cashbook has been posted or not Search Search for posted cashbook Reset Item Reset the item Reset All Qued Reset all qued items at once   Remove Item Remove item from the list   Remove completed item Remove the completed items from the list   View View the transaction View button Allows a user to view the cashbook   Print button Allows a user to print the cashbook Print / Import Button   Print Print cashbook   Order: allows you to order it by date, account, account date, description, and reference   Upload Cashbook Import Cashbook Once the cashbook has been uploaded it will be found under the import list   Select cashbook Verify the cashbook for any errors click on import (refer to the import menu for the cashbook import format file) Add Debtors Cashbook Adding a Cash Book Go to Debtors Module> Activity> Debtor Cash Book Click Add to create a new debtor Cash Book Once complete, capture the details below: Cashbook Number This is the Number that is Generated in the system when a Cashbook is saved. Cash book Date The System defaults to today’s date the user can adjust the date of the cashbook. Bank Accounts This is a list of company bank accounts for transactions. Cash Book Name This will be the way the Cashbook is identified in the company books Cashbook Type This will be either Daily Cashbook or Weekly or Monthly. Reference This will be the reference for this cashbook. Short Description The Given Short Description for the Cashbook. Long Description The Long Description for the Cashbook. Increment Reference It Increases the number by one example if the user Reference is CB 1 and the tick is added on the ‘increment reference’, when you add a new line, it will add one to the number. Copy Reference It Copies the reference. Add Cashbook Items To add cash book items, you need to click on the middle Add below  After clicking on the middle add you will see the screen below: Cash Book Type Cash book type should be debtor/ customer cash book Line Date Add a date the payment was received Reference Add appropriate reference  Debtor/ Customer Enter debtor name Entry Type Select entry type on the dropdown menu Amount Enter the amount reflecting on the payment VAT/ GST Account Select VAT/GST Account on the drop-down menu VAT/ GST Type Select VAT/GST type on the drop-down menu Description Add description for cash book Additional Comment Add additional comment if any Debtor Link This is used to link an expense to an existing customer to track what a customer may be costing the company. Eg: taking a customer to lunch Branch The default branch will show, they you want to change the branch then select the right on the drop-down menu once all information has been captured, click Next  This screen caters for allocation to Division, Region, etc. You can also enter the settlement discount amount on this screen to enter a settlement discount, click the discount box  this will enable the fields for you to select the action and amount Enter the amount Select Journal action: Debtors / Customer Discount   Once the cashbook is processed a debtor journal transaction will also be created automatically for the settlement discount portion. Youi can click next to allocate the payment amount to the specific invoice Note: if settlement discount amount is applied, once the cashbook has been processed you will need to do the allocation for the discount portion separately on debtors Allocation Save and Close to capture the next entry or Click Save and Close The Cashbook can then be authorized and processed Click on the Authorize button, the message below will show click ok   Once authorised the option to process cashbook will be available and you can click on the process button to process the Cashbook   Insert Template   Search Search for existing Templates Import import template information Delete Template delete an existing template New Date and Reference Tick here to change existing template with New date and New reference New date Enter a date that you want your cashbook lines to change to New Reference Enter a reference that you want your cashbook lines to change to Swop Debit/Credit Allows you to swop the debit and credit lines around Excellent if you want to reverse the cashbook Keep Template date This tick retains the transaction dates as per the cashbook template being imported. If the tick is off, then current date will be applied to the imported entries. Quotation Menu Quotation Search Video training manual 2016 -  Click Here Debtors Module > Activity> Quotation Basic Search On the Basic Search Tab, the user can search the quotes by entering information on the following fields Quote Number Search by entering the quote number Description Search by entering the description of the quote Date Type Select the quotes based on date type being Quote date, Quote valid to date, Quote completing date or Quote Delivery date Date From / Date To Select the date range for which you want to view the report from Select a date range of when you want to see the report to Order Number Search for quote based on client order number Customer Search by selecting the customer Reference Search quote by reference entered Quote Status Select status quote you want to search by on the drop down Sales Rep Search the quotes by selecting the sales rep from the drop-down menu Expand Displays additional search criteria options Custom Search One can create your own custom fields on the system that are specific to your business and link these to various documents, such as quotation. The custom search, then allows you to search base off these fields. Example: Import Quote from CSV The file to be imported must be in a CSV format. Click on the Select Files… button to open the navigate window allowing the user to navigate to the file to be imported. Once the desired file has been located either double click in the file or click the Open button. Now click on the Upload button. If the upload was successful a window will appear confirming that the upload was successful. Click Ok. The Import button now becomes enabled allowing the user to click on the Import button to import the file. An Import Report will open displaying any errors in the import or displaying the successful quotes that were imported. Note: Please request the Quote Import – Template file from Huge ERP Support. Approvals Options Approve Tab has the following buttons Internal Approval For the supervisors / managers to approve the quote prior to sending to client. Customer Approval This indicates that the quote has been sent to the customer and awaiting approval Approve to Sales Order Promotes the quote to a sales order Approve To Invoice Promotes the quote to an invoice Approve To Job Approves the selected Quote to be a job. Return to Internal Approval Reverts the quote status from Customer approval to Internat approval Return to Preparation Reverts the quote status from Internat approval to Preparation Print / Import Print Tab has the following options Print Quote Prints the currently selected Quote Item. Print Job Card Prints the job card for the currently selected Quote Item . Print Service Card Prints the service card for the currently selected Quote Item . Similar to a job card, but specific to Service industry or jobs.  Print Grid Prints the list of quotes displayed on the grid based on the search criteria Print Job Header This prints a Header/ Label that can be used to label hard copy files related to the job Bulk Print Allows one to simultaneously print multiple quotes selected from the grid Bulk Email Allows one to email simultaneously multiple quotes selected from the grid Export Grid Exports the listed quotes on the grid to excel Export Gris with Notes Exports the listed quotes on the grid into excel and includes any memo notes linked to the respective quotes Export Quote Lines Exports into excel the line items on the specific quote selected Print Quote Debtors> Activity> Quotation > Print /Export   Print quote from here and email to your clients Debtor Quote Debtor Items Grouped Job High Level Job Inventory Detail Group Stock Category Packing Slip Show Zero Balance Suppress Line Note Printing Break On Totals Print Line Reference Print Quote Totals T & C Position Hide Qty Column Quote Total Value Only Quote Proforma Invoice When printing the quote, there is an option to make the quote a Proforma Invoice. This will change the header of the quote and labels to read Proforma Invoice. The Proforma number will be the quote number       Cancel Bulk Quotes To cancel bulk quotes, tick the checkboxes next to the quotes you want to cancel on the left-hand side, as shown below. Then click " Cancel "   Print Job Card Debtors> Activity> Quotation > Print /Export Select A quote that has a job number and select print job Card form the drop-down arrow.     Print Service Card Debtors> Activity> Quotation > Print /Export Print a service card Select a quote with a job number and print a service card from the drop-down menu   Print Grid Debtors> Activity> Quotation > Print /Export   Email Opens Up the email function. Copy Copies to clipboard to enable exporting to excel Print Print a hard copy for use. Print Job Header Select Job Header Print Help Debtors> Activity> Quotation > Print /Export Generate Generates a print layout according to the information contained in that specific Job History Item Bulk Print Quote Print Selection Popup Help Debtors> Activity> Quotation > Print /Export   This popup window allows the user to select the layout of the quote to be printed. Debtor Quote is typically used for Debtor Quotes and Standard Job Quotes. Job High Level is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and only the Task Code and Description with the total value of the Task. Job Detail Contex is typically used to Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and in the case of the Task items, the actual Stock, Service or Custom code will be printed, and the actual item’s description will be preceded by the Task’s description e.g. Task Description…Standard Item’s Description with the actual quantity and value of the Stock, Service or Custom item. Job Inventory Items is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print only the standard Stock, Service or Custom items on the quote. Bulk Email Quote Print Selection Popup Help   Debtors> Activity> Quotation > Print /Export     This popup window allows the user to select the layout of the quote to be  emailed. Debtor Quote is typically used for Debtor Quotes and Standard Job Quotes. Job High Level is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and only the Task Code and Description with the total value of the Task. Job Detail Contex is typically used to Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print all standard items e.g. Stock, Service and Custom as normal and in the case of the Task items, the actual Stock, Service or Custom code will be printed, and the actual item’s description will be preceded by the Task’s description e.g. Task Description…Standard Item’s Description with the actual quantity and value of the Stock, Service or Custom item. Job Inventory Items is typically used for Job Costing Quotes where Task items have been selected as a line item in the quote. This layout option will print only the standard Stock, Service or Custom items on the quote. Export Grid Debtors> Activity> Quotation > Print /Export   Exports the document search grid to excel   Keyboard quick keys Quick keys help access functions using the keyboard Used with Alt + Letter S earch Alt + s Search for Quotes A dd Alt + a Add a new Quote E dit Alt + e Edits the Quote that is highlighted C lone Alt + c Clone the highlighted Quote Cance l Alt + l Cancel the Quote that is highlighted Re j ect Alt + j Reject the selected Quote Expa n d / Co n tract Alt + n Expands / Contracts the header section of the window Create  R eminder Alt + r Creates a reminder to highlighted Quote I mport Alt + i Focus on the Import split button F unctions Alt + f Focus on the Function split button Approval  O ptions Alt + o Focus on the Approval Options split button Print / Expor t Alt + t Focus on the Print / Export split button Tab Basic Search Alt + 1 Basic Search Tab Custom Search Alt + 2 Custom Search Basic: Add Quotation Detail Tab Debtors Module> Activity> Quotation The quotes screen will open To search for existing quotations, select your search criteria and click search  Search criteria can be quote description, order number, customer name, etc Select a date range To create a new quotation, Click the  Add Button as shown below This will display the New Quote screen Add information below so that the greyed-out buttons can be activated: Select the customer/ debtor you are creating a quotation for, from the drop-down menu.  Select the sales rep on the drop-down selection, if applicable Update dates if necessary Add description and reference Add order number, if applicable Then, once you are done adding all relevant information click Save and all the greyed-out buttons will be active as shown below: Address Tab Click the Address Tab to check if address details are correct You can edit the address if necessary Note: if details are edited on the quote, this will only apply to the specific quote and not update the debtor setup unless the debtor setup is access and updated as well. On the address tab you can also select the respective contact person and check if their details, such as contact number and email address are correct Once all the necessary quote header details have been loaded click the Save button. This will activate the Add button in the centre of the page This Add button allows the user to add line items to be added to the quote Line Items You can only add a line item after adding all the necessary information needed on the quote detail tab and all greyed buttons have been greyed out Then the screen below will appear Select the item you want to quote on the drop-down selection by typing part of the item code or description. Once the options appear, click on the relevant item option Enter the quantity you are quoting the customer/ debtor on Make sure pricing is correct Select a relevant warehouse if you have multiple warehouses Select the correct VAT Type Click Save & New if capturing numerous line items  Click Save & Close if capturing a single line item Once done  All line items will appear on the grid below: Paging If you have more than the default 100 lines on the quote, paging removes multiple pages and displays all items in a single page on the grid. Add Enables user to add another item line to the quote Note Allows the user to add a note as an item line on the quote. this will, be printed on the quote. Edit Enables the user to edit an item line added to the quote Delete Deletes and removes a selected item line from the quote Quick Enables the user to select items to be added to the quote quickly without entering item code or descriptions, but by using the Brand make model search options Note Button Type a note that you wish to display on the quote Once all items have been captured, you can then click Save Close Send the quote for Internal approval if necessary. Alternatively, click print The quote will print to screen. check all r=details and if satisfied, you can then email the client or print a hard copy of the quote Attachments Should you wish to attach any additional information such as drawings, specifications, workings, you can attach the document to the quote Click the Attachment Button Either drag and drop from a folder on your computer or search the file and upload Keyboard quick keys for Quote Detail Quick keys help access functions using the keyboard Used with Alt + Letter Attachmen t Alt + t Opens the Attachment window M emo Alt + m Opens the Memo window Create  R eminder Alt + r Opens the Reminder window Qu o te History Alt + o Opens the Quote History window I nfo Alt + i Opens the Quote Info window F unctions Alt + f Focus on the Function split button S ave Alt + s Saves the quote C lose Alt + c Closes the quote window P rint Quote Alt + p Print the quote J ob Card Alt + j Pring the Job Card for the quote Ser v ice Card Alt + v Print the Service Card for the quote A dd Alt + a Opens a New Quote Line Detail window E dit Alt + e Opens the Quote Line Detail window for the selected quote line  D elete Alt + d Deletes the selected line from the quote Q uick Add Alt + q Opens the quick add window to add a quote line to the quote Dimensio n Alt + n Opens the Dimensions wind for the selected quote line Tab Quote Detail Alt + 1 Sets the tab notebook to the Quote Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tabnotebook Keyboard quick keys for Quote Line Item Detail Quick keys help access functions using the keyboard Used with Alt + Letter Inventory  O verview Alt + t Opens the Inventory Overview window View  I mage Alt + i Opens the View Image window S pecial Item Alt + s Opens the Special Item window C lose Alt + c Closes the quote window R eminder Alt + r Opens the Reminder window F unctions Alt + f Focus on the Function split button Save & N ew Alt + n Saves the Quote Item Detail window and opens a new Quote Item window Sa v e & Close Alt + v Saves the Quote Item Detail window and then closes the window U pdate Cost Alt + u Updates the cost of the selected item to the latest cost price Tab Quote Item Detail Alt + 1 Sets the tab notebook to the Quote Item Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tab notebook Advanced Add Quote Process Functions Drop Down Create Stock Request Change Warehouse Manage Standard Notes This window allows the user to add a specific Note to each line on a Quote. The  Stock Type  drop down will allow the user to specify  All  lines or lines of a selected inventory type e.g. Stock, Service etc. The  Note Action  radio buttons allows the user to modify the note to a limited extent by  either replacing  the whole note, inserting a new note in front of the existing note and keeping the existing note or adding a new note to the end of an existing note. Click the  Add  To  Note  button to add the Note to the lines subject to the previous two selections. Once the note has been added and also based on the selection of the  Stock Type  drop down the user can view the resulting note by clicking on the  View Note  button. By clicking on the  Delete Notes  button and subject to the selection of the  Stock Type drop down the notes can be removed from the quote lines. Save As Template It allows a user to create a quote template by filling in the Code and Description. Import Quote Template This allows a user to import a copy of a quote that was previously saved as a Quote Template. Code – enter the code of the quote template and then click on the Search  button. Description – enter the description of the quote template and then click on the  Search  button. If Code and Description are left blank, the system search will retrieve all quote templates. Once the desired template has been located select that template and either click on the Import  button or double click on the grid line. Import button – allows a user to import a quote template into the currently opened quote. Export Spec If there were any specification captured, these will be exported Create RFQ Allows one to create Requests for quotes (RFQ) from your suppliers for the items on the selected quote Create Purchase Order Creates a purchase order automatically to be sent to your supplier(s) for items on the quote. The default supplier as per the item setup will be used, unless edited/ updated on the PO create. View Special Deals Displays a list of Specials or Deals that have been setup on the system. Print Link Quote Barcode Update Doc Lines Allows the user to update certain fields on quote lines. in the event that there are multiple item lines on the quote, this option saves the user from having to edit each line individually. Import Creditor Doc This option allows the user to import a creditors document such as Purchase order or Goods received Note (GRV) into a quote Info Button The screen allows for any additional info to be captured against the quote Customer  Select the customer you are creating a quotation for on the drop-down Sales Rep This is where you select the specific sales rep if you have sales reps set up. Quote Date This is the date captured on the quote  Valid Until Date This will be the date on which the quote will expire. Delivery Date This is the date on which the goods or service will be delivered. Description This is a general description of the items on the quote. Reference Reference captured on the quote Order Number If a client requests for a specific purchase order number to be put on the quote. Currency View This allows one to toggle between  Comment Go to Address Tab and insert the additional properties such as Division, Region, invoice Group if applicable) and Click Save Next the items that you want to put on the quote have to be inserted. To do this click  Add .   Next the items that you want to put on the quote have to be inserted. To do this click  Add.   The following screen will appear. Category Select the type of inventory item i.e. Stock, Service or Custom. Item Code This is where you search for the item that you want on the quote. Item Description This will be filled in automatically once the item is selected. Quantity The quantity of the specific item that you want on the quote. System & Total Cost Leave this as it is. Warehouse Select the warehouse that you want to take the stock out of from this drop-down menu. Selling Inc. VAT If you want to enter the selling price per item including vat then tick this box. This will open up the “Selling Including VAT” field so that you can enter the inclusive selling price. Selling Exc. VAT If you prefer to enter the exclusive selling price then you should not tick the “Selling Including VAT” box and just enter the exclusive amount. Once you have entered either the inclusive or exclusive amounts per item then the system will work out the rest of the amounts for you. Line Discount If you want to give a discount on the specific line then a percentage can be entered here. If you choose not to give a discount, then just leave this field blank. Vat This is where you select the Vat type for this transaction. Mark Up This will default to your system mark-up that was selected when the company was first configured however it can be changed for each transaction. Unit Of Measure Select the unit of measure for the specific item from this drop down. Lead Time This is the time the supplier takes to deliver ordered items from the order date to the date that the items are physically delivered to the client. Order Date This is the date on which the order for the items should be placed from the supplier. Reminder Date This date is a final reminder to order items. Own discretion should be used when adding this date. This date should be about a week after your order date. Required Date This is the date on which the specific item is needed. This means that the item should be ordered, delivered and ready to be used on the intended job. Payment Method This is the account terms that you have with the supplier of the specific item. These include COD, 30 days, 60 days, 90 days, 120 days, 150 days or 180 days. Supplier This will default on the default supplier of the specific item, but other suppliers can be chosen or added. Internal Note This is any note about the item or supplier that you want to add. This will not appear on any printed documents. After all the info has been entered click either the Save & Close button or the Save & New button. Save & New is to add another line item and Save & Close if you only want the one-line item. After clicking on the Save & Close button you will be back on the New Quote screen. Notice that your line items also appear on the screen with the amounts at the bottom.  Once you are happy with all the details you can click Save and then Close. Now you will be back on the main quote screen Click on Search and your quote should appear on this screen. If you are happy with the quote, it can be approved. Click the approve tab at the  top  of the screen. Here you will see 5 different approval buttons. Internal Approval This is when all involved parties that work for the company are happy with the quote then it can be approved internally. Customer Approval After the quote has been approved internally it can be sent for customer approval. Approve To Invoice If the client is happy with the quote, it can be approved to invoice. Approve To Sales Order If you want to approve the quote to a Sales Order. Approve to Job if you want to approve the quote to a Job You will notice that all four options mentioned above are sub menus under activity on the left. Depending on the approval stage this is where the quote will appear. So, for example, if you approved a quote internally it will move out of New Quote Search and into Internal Quote Approval. Any of the approval stages can be skipped. This means that if you would like to create a quote and immediately approve it to an Invoice or Sales Order instead of Internal Quote Approval or Customer Quote Approval then you can do this. Once the quote has been approved to Sales Order or Invoice then it can be treated as a normal Sales Order or Invoice from there on out Button Functions Explained Change Warehouse Debtors / Customer Module> Activity> Quotes Video training manual 2016 - Click Here   Import Dropdown Import Import AutoCAD Import Checklist   Approval Options Drop Down Debtors> Activity> Quotation> Approval Options Internal Approval This is when all involved parties that work for the company are happy with the quote then it can be approved internally. Customer Approval After the quote has been approved internally it can be sent  for customer approval. Approve to Sales Order If you want to approve the quote to a Sales Order. Approve to Invoice If you want to approve the quote to an Invoice Approve to Job If you want to approve the quote to a Job Return to Internal Approval This button allow you to return the quote for internal approval Return to Preparation Return the quote to preparation status Email attachments alert I would like to put an alert on the emailing of documents where the flag to email an attachment is on If a user has uploaded an attachment and wants to email it. When we get to email and the user forgets to select the attachment he wants to send with the email. An alert to come up to say You have uploaded attachments to be sent with this email, but you have not selected the ones you want to send with this email Continue without sending any attachments Cancel to go and select attachments Continue Cancel If the user has selected the attachments, then you don’t need to pop up this message This is to help the user remember that he attached documents to send with the email, but most times people forget to select them to email   Build Kit Build Kit Update Quantity tick box There is an alert for the user who wants to remove the tick box Relevant for the following documents 1 Quote 2 Sales Order 3 Invoice 4 Credit Note WARNING If you remove this tick for Update Quantity for Build Kit quantity, one runs the risk of not matching the build to the line quantity. Click on Continue to accept risk   Quote Proforma Invoice Create a quote to be a Proforma Invoice When printing the quote, there is an option to make the quote a Proforma Invoice   This will change the header of the quote and labels to read Proforma Invoice. The Proforma number will be the quote number Sales Order Menu Sales Order Search Debtors Module> Activity> Sales Order Video training manual 2016 -  Click Here Sales  Order processing occurs after receipt of a sales order from a customer. Buttons defined Search Search for an existing sales Order Add Add a new Sales Order Edit edit an existing sale Order Cancel Cancel a sales order Close Close a sales Order Create reminder Create a reminder for the sales order Create Stock request create a stock request Actions This button opens up action items that can authorize, unauthorize, confirm, confirm quantity, process a sales order Print/Export print sales order - or export sales order details to excel. Search options Customer Name Allows a user to search by customer and the system will pull only the sales order for that selected customer Date From Select the date from which the sales order will be functional from Sales Order Number Search by selecting the sales order number Sales Rep Search by selecting the sales Rep from the drop-Down Menu Date to Search by selecting the date to Custom Fields Tab   Contract / Expand Tab Search by Selecting from the category from the drop down arrow   Import Document Import Template Approvals Import Back Orders Import / Export Keyboard quick keys Quick keys help access functions using the keyboard Used with Alt + Letter S earch Alt + s Search for Quotes A dd Alt + a Add a new Quote E dit Alt + e Edits the Quote that is highlighted C lone Alt + c Clone the highlighted Quote Create  R eminder Alt + r Creates a reminder to highlighted Quote Create Stock Re q uest Alt + q Opens the dialog window for Stock Request Pr o cess Alt + o Process Sales Order P rint Sales Order Alt + p Print Sales Order Expa n d / Co n tract Alt + n Expands / Contracts the header section of the window Close / Cance l Alt + l Focus on the Close / Cancel split button Tab Basic Search Alt + 1 Basic Search Tab Custom Search Alt + 2 Custom Search   Add Sales Order Detail Tab Debtors Module> Activity> Sales Order The Sales Orders screen will open To search for existing Sales Orders, select your search criteria and click search  Search criteria can be sales order description, order number, customer name, etc Select a date range To create a new Sales Order, Click the Add Button as shown below After clicking Add the screen below will appear Add information below so that the greyed-out buttons can appear: Select the customer/ debtor you are creating a sales order for, from the drop-down menu.  Select the sales rep on the drop-down selection, if applicable Update dates if necessary Add description and reference Add order number, if applicable Then, once you are done adding all relevant information click Save and all the greyed-out buttons will be opened as shown Add Line Items You can only add a line item after adding all the necessary information needed on the sales order details tab and all greyed buttons have been greyed out To add line items click on the middle Add Button shown below Then the screen below will appear Select the item you wish to create a sales order for on the drop-down selection You can also search for the item by using part of the code or the name of the item You can change the description to match what you want to see on a sales order or leave it as it is Enter the quantity or how many items you creating a sales order for Make sure pricing is correct Select a relevant warehouse if you have multiple warehouses Select the correct VAT Type Click Save & Close if capturing numerous line items  Click Save & Close if capturing a single line item Once done  All line items will appear on the grid below After capturing you can send it to a relevant person to authorize the SO Once a PO is authorized you can confirm it so the warehouse staff can confirm the quantity and start picking stock Sales order Printing Options After clicking confirm the printing options will pop up below: Click here to see a manual on how to confirm sales order quantity Keyboard quick keys for Sales Order Detail Quick keys help access functions using the keyboard Used with Alt + Letter Attachmen t Alt + t Opens the Attachment window M emo Alt + m Opens the Memo window Create  R eminder Alt + r Opens the Reminder window Send Ema i l Confirmation Alt + i Sends an email to the contact person on Confirmation of Sales Order Order Histor y Alt + o Opens the Order History window F unctions Alt + f Focus on the Function split button S ave Alt + s Saves the sales order C lose Alt + c Closes the sales order window P rint SO Alt + p Print the Sales Order A u thorize SO Alt + u Authorize the Sales Order Co n firm SO Alt + n Confirm the Sales Order Pr o cess SO Alt + o Process the Sales Order T  &  Cs Alt + & Opens the Terms and Conditions window Vie w  Quote Alt + w Opens the associated quote for viewing (if applicable) Re v ert SO Alt + v Resets the Sales Order to Preparation Status A dd Alt + a Opens a New Sales Order Line Detail window E dit Alt + e Opens the Sales Order Line Detail window for the selected sales order line  D elete Alt + d Deletes the selected line from the sales order Q uick Add Alt + q Opens the quick add window to add a sales order line to the sales order B arcode Alt + b Opens the Barcode window to add an item using barcode scanning Attachment Button Alt + 0 Focus on the Attachment button Tab Sales Order Detail Alt + 1 Sets the tab notebook to the Sales Order Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tabnotebook Keyboard quick keys for Sales Order Line Item Detail Quick keys help access functions using the keyboard Used with Alt + Letter Inventory  O verview Alt + o Opens the Inventory Overview window View  I mage Alt + i Opens the View Image window T ask Link Alt + t Opens the Special Item window C lose Alt + c Closes the Sales Order window R eminder Alt + r Opens the Reminder window F unctions Alt + f Focus on the Function split button Save &  N ew Alt + n Saves the Sales Order Item Detail window and opens a new SO Item window Sa v e & Close Alt + v Saves the Sales Order Item Detail window and then closes the window U pdate Cost Alt + u Updates the cost of the selected item to the latest cost price Reca l culate Item Alt + l Recalculates the Sales Order Item's values Mark-Up %, Costs etc. Inventory Overview Alt + 0 Focus on the Inventory Over button Tab Quote Item Detail Alt + 1 Sets the tab notebook to the Quote Item Detail tab Alt + 2 Pressing Alt + 2 repeatedly will step through the various tabs in the tab notebook Advanced Add Sales Order Adding a new Sales order Click on Add button to add a new sales order Sales order window Sales Order Choose The Debtor by entering a customer Code Detail Tab Short Details Short Details Of the sales Order Item Reference Give it A Reference Order Number Enter an Order Number Sales Rep Select a Sales Rep Address Tab Extras  Tab   Details Add Extra Details Regarding this Sales Order TrackIt Item Link  a trackit item to this sales Order Job  Number Add t his sales Order to A job Print Custom fields Add a Tick If you want the Custom Field to reflect when printing The Sales Order Sales Order Lines Details tab Category select the category from the drop down arrow Item Code to select an item code by hitting enter or using the”? “Long search button Item Description comes up when the code is selected but can be edited Order quantity quantity of Items Needed Reserve Quantity this is the allocated quantity Company: Selling Including Vat If the Selling price including vat is not ticked The Selling Including Vat will Be Greyed Out Company: Authorise  Sales Order Changes The sales order Status to Authorized   Unauthorize Sales Order Reverts the Authorized Sales order back to preparation Stage   Change Warehouse The change warehouse allows the user to change the warehouse selected on the items  lines to another warehouse that has the stock available .     Commission line item percentage update Commission line item percentage will be updated to documents at the time it adds the line. There is a new field on each document line to handle the line percentage. All documents to contain this line percentage Quote Sales Order Invoice Credit Note When promoting the document, the original percentage will be copied between the documents. When the Sales order is promoted from Sales order to commercial invoice, the percentage will be worked out on the percentage saved on the line. If the commission line is blank, then the commission % will be gotten from the item line Import sales order items Debtors>Activity>  S ales Order> Import Items I mporting items in the system is the quickest way to bring in large data at once  and this can be done for a sales order items Click on Import items Select your file to upload Import and close.     The file to be imported must be in a CSV format. Click on the Select Files… button to open the navigate window allowing the user to navigate to the file to be imported. Once the desired file has been located either double click on the file or click the Open button. Now click on the Upload button. If the upload was successful a window will appear confirming that the upload was successful. Click Ok. The Import button now becomes enabled allowing the user to click on the Import button to import the file. An Import Report will open displaying any errors in the import or displaying the successful sales order items import. Please  Note:  All successful records will be imported, and errors will be skipped.  The column headings can be left in the import file providing that the heading is as per the sample below. Confirmation Type The 3 types to be used are: Confirmation Invoice Invoice & Process Import File Layout No. Heading Value 1 ItemCode PEN001 2 Description Red Pen 3 OrderQTY 2 4 ReserveQty 0 5 ConfirmationType Confirmation 6 SellingExVAT 100 7 CostExVAT 75 8 Warehouse Master 9 LineDiscount   10 LineRef   11 Notes   12 ItemGroup   13 Points 15   Buttons Defined Create Stock Request Debtors>Activity>  Edit  Sales Orde r     Storeman > Select your name from the Drop down List Add date required by And Click Continue The three options in the dropdown, Request for Purchase Order Request for Quote Request Create Job Picking Slip are simply a suggestion from the Stock Request originator to the recipient of what action must be taken when processing the Stock Request.   Sales order default settings Sales Order  Process Date S etup Video training manual 201 9  -  Click Here Set up the sales order process date, that is either current or by a sales order date . When you process the sales order, it will either select the sales order date or make it current. By default the system will choose current date.   Sales Order Bypass WIP and Reserve stock This function disables stock WIP movements and reserve stock. New tick box on Sales order WARNING: Activating this tick will not reserve stock and does not check for stock. Full sales order will be moved to invoice, no part sales orders used No part sales orders are allowed if Bypass WIP is active Sales order warning Sales order lines disabled Sales Order Confirmation Individual confirms are disable if the Bypass WIP is on Double click or Confirm Qty will show up a warning to say that this sales order has been marked for Bypass WIP, therefore only confirm All will work. These items are disabled if the Bypass tick is on Scan Tab is disabled ScanSKU is disabled Confirm Scan disabled Confirm All works and will confirm all the items, whether there is stock or not. The reason for this is because no stock movements take place for WIP and no stock is reserved. Only Confirm All and Un-confirm All is available Confirm All ignores quantity on hand as it is not moving any items to WIP or reserving items Processing a Bypass WIP sales order Invoice This moves the sales order to invoice but does not reserve anything in the invoice WIP or moves anything out of sales order WIP as it did not have anything reserved in sales order WIP   This does the same function as the Sales order to invoice release WIP Invoice and Process Processes the invoice but does not take anything out of sales order WIP or invoice WIP it will run like a normal invoice taking stock out of one hand Invoice and Payment Processes the invoice but does not take anything out of sales order WIP or invoice WIP it will run like a normal invoice taking stock out of one hand Serial Number Import (Sales Order Confirm) When picking large orders leaving from CSN, serials can be picked using this import. An example XML file is attached. See attached video.  Click Here Debtors Module > Activity > Sales Order Confirm Find the sales order you are wanting to import serial numbers for Double click to open the sales order Click Start to begin your picking. You won’t be able to import serial numbers until you have clicked Start . Click the " Functions " drop-down menu Click on " Serial Import/Export " A window will appear allowing you to export a template that can be used for the import. Click on " Template " this will download an excel file Enter the serial numbers into the spreadsheet, with each item listed on a separate line as shown below. Save the file to your computer. Go back to the " Serial Number Import/Export " Screen Click " Select File " Find the file you have saved. " Double Click " the file or click " Open " You should get a Successful Import Click " Verify " You should again get a successful for verification Click " Import " You should then get a Successful for Import.  Click " Close " You can go check to make sure by clicking the " Show Lines " button  You will see the " Received Qty " values update.   Sales Order Confirm Sales order confirm (Warehouse Dispatch) Sales Order functions Multiple functions for Sales Order Confirm Picking started When picking is started on a sales order, the Add, Edit and Delete buttons are disabled. One can only add or edit items when not picking Sales Order code disabled Sales order editing a line will disable changing the item if The line item has confirmed the quantity The line item has invoiced quantity Lines items disabled on confirmed and invoiced quantities Unlocking a Sales Order in Started picking state When a sales order is has a blue lock, it means that it is in the process of been picked and is locked by the user picking. To unlock the sales order, unlock Debtor Info Actions Unlock Picking Order Print Picking Slip Sales Order Confirm Qty Confirming your quantity on the sales order can be done in multiple ways. Receive quantity single check items Receive all quantity Barcode scan products to check the correct stock picked and quantity Import ScanSKU barcode scan order Once a sales order is under confirmed status Go to Debtors Module> Activity> Sales Order Confirm  To confirm quantity click start Confirm Qty Confirm qty allows you to confirm each stock item based on how much stock needs to be invoiced out or is available to be picked Click confirm qty The screen below will pop up Then confirm all quantities, click next if you do not wish to confirm qty  If you add a number you wish to confirm and click next, the confirmed qty won't save Click qty add the quantity you want to confirm then save and new to confirm a new stock item   Serial number confirm and import File is a .csv file layout First column is SerialNumber   Confirm All This is a quick button to confirm that all quantities on the sales order are fully received. Click here for a step-by-step manual on un-confirm All Un-Confirm All Un-Confirm All allows you to clear all confirmed quantities on a sales order Barcode Confirm Scan Using a barcode scanner, scan each item to confirm that it is the correct item with the correct picked stock item Sales Order Unconfirm Quantity Go to Debtors Module> Activity> Sales Orders   Search the required Sales order You need to change the search screen status to find Sales orders that have already been confirmed and migrated from preparation status   Once you have found the required sales order, Double-click the line The sales order will open and you can verify the details of the order You will be able to see the respective quantities confirmed on each item line   Note:  Once item quantities have been confirmed, the line will be hidden from the grid. This is so the user can easily see which items are still outstanding in cases where you have large orders with many item lines. To unhide these confirmed lines,  click on Show All Lines button This displays all the sales order item lines You can then search for the item you wish to un-confirm quantities on Double-click the line Click the Clear Confirmed Qty Button If you have multiple item lines on the sales order that have confirmed quantities and you wish to un-confirm all the lines, then click the Un-Confirm All Button You can then reconfirm the items with amended quantities, or You can Unauthorise the sales order and this will allow you to edit the line items and add addition items if need be. Sales Order Picking Slip logs When confirming a Sales Order and printing a picking slip. Logs will be created to on picking slip screen and print picking slip. Sales Order confirm screen will show a small Print icon to indicate that a picking slip was printed.   Clicking on the icon will open up the sales order log file Best to sort Log Date Time with latest date at the top The log will log on print options for both Continue and Cancel buttons The log will log for Print and Email buttons Print button logs that the user clicked on the print button, however this does not mean that they physically printed the document.  As they could have cancelled the print button in windows.   Sales order print indicated The sales order confirm screen shows the icon on the window to show that a print picking slip was done. The sales order log tab will indicate the logs on the sales order   User Access log Logs are recorded in the user access log ScanSKU Confirm Using a ScanSKU scanner Watch video manual on how to scan from ScanSKU device   Picking via a ScanSKU device Email the file for picking When promoting the Sales order as confirmed, an option will appear to email the sales order file to the ScanSKU device     Import ScanSKU file   Once the scan has been completed, click on the ScanSKU to import scanned picked quantities. Drag directly from your email into this section The file will do the following: 1 Upload the file 2 Attach the file to the sales order 3 Import the items 4 Update the received quantity on the lines 5 Produce an error report should there be a problem     Email ScanSKU file if not emailed Email ScanSKU file from Confirm Screen     ScanSKU email setup per user Go to System Configuration> General> User Setup Each user can have a unique email address to send to for their specific scanner. Each Barcode scanner should have their own Gmail account for Android.   Sales Order Confirm Search Confirmation search screen is where confirming of picking of stock is done.  Generally in the warehouse.     Sales Order Confirmation Functions Sales order confirmation the following function was recently added Close button function Item information button Sorting on columns - This allows you to sort by column when clicking on the column   Close Line Button Allows you to close a line item from sales order confirmation without having to close the whole order When clicking on the close line button the screen below will pop up to alert you that you are about to close a line and ask you to confirm Click Yes to Close a line Item Info The item information button will take you to the inventory overview window The inventory overview window allows quick access to view information on an item. Sales Order Log The sales order log tracks and manages sales orders under the sales order quantity confirmation stage The sales order log gives a trail of what happens to a sales log order under the sales order confirmation It Looks at who captured the sales order, Action Time when the action took place and Action details Sales Order Close This function allows one to close the sales order OR close sales order and create a new sales order with the balance quantity.   Close SO Close Sales Order Close current SO and create new SO with balance Qty Closes the current sales order Creates a new sales order with items that have a balance quantity Invoices Menu Invoice Search To search for invoices go to: Debtors Module> Activity Invoice The screen recalls invoices based on the invoice status and date range selected. Buttons explained Search Search open invoices, Preparation, Pro-forma invoices Add Add a new invoice Edit Edit an existing invoice Clone Copy an existing invoice Cancel Cancel Invoice Process invoice Process a single invoice Quick Process Process multiple selected invoices Proforma Invoice Process Process a Proforma invoice Functions Click drop-down for the function Print / Export Print invoice Print grid Export L Tick in Search The L tick searches for the customer link and not the customer   The customer link is on the Link tab   Functions dropdown Debtors/Customers> Activity> Invoice> Functions Dropdown Create Reminder Create reminder allows you to create a reminder on a specific invoice or invoices Verify Stock A report gets generated that confirms if stock items are available to process the invoice. Stock Request  Stock request - In a case where stock is not available a stock request can be generated Create Invoice Template Create a template for later use. Convert To Invoice Template Allows you to change an invoice to a template Import Invoice Document or Template This feature allows one to import posted, non-posted and template invoices and quotes into a new invoice or quote. Import Invoice From CSV File Allows you to bring in multiple invoices to the system  Import Bulk Serial Numbers Allows you to bring in multiple serial numbers into the system Verify Stock Verify Stock- A report gets generated that confirms if stock items are available to process the invoice. Stock request - In a case where stock is not available a stock request can be generated.   Stock Request This function creates a stock request automatically for the items on the invoice. The stock request is then used bt the storeman to draw the require stock form the stores. Refer to Stock Request manual Create Invoice Template Create Invoice Template - create a template for later use.   Convert to Invoice Template   Clone Invoice Help An Invoice Clone is a copy of the selected invoice. Once a clone has been created the clone can be used repeatedly to create that same invoice by importing the invoice clone. When creating a clone a Code and Description is required. Enter a suitable Code and Description and click Continue. If the cloning process was successful a message stating “Invoice Clone created successfully.” Click the Close button to return to the Invoice Search window.   Import Invoice Template Clicking on the Search button with a combination of a Code and/or Description entered will return a result of the search in the grid. The Code and Description can be left empty which will return all templates. Clicking the Edit button will allow you to edit the invoice template. Clicking the Delete button will allow you to delete the selected invoice template. Clicking the Import Template will import the selected template and create a new invoice. Once the import has been completed the new invoice will open Convert To Invoice Template This function will create an invoice template, which can be used to import for future invoices or recurring invoices In order to do this, one needs to capture the invoice to begin with Capture the invoice as follows: Debtors Module> Activity> Invoices> Functions Drop Down> Convert To Invoice Template   Capture the invoice as normal   Once the invoice detail has been captured and saved, click the extra Drop Down Select  Convert to invoice template   Enter the code for your template Enter the description for your template. Click Continue   This now completes the creation for your invoice Template   Import Invoice Document or Template Invoice and quote import This feature allows one to import posted, non-posted and template invoices and quotes into a new invoice or quote. Note the following when you import an invoice or quote that the following is set 1 All information on Header and grid will be copied 2 Date of document will be set to current date 3 Due Date is 7 days forward from current date 4 Service date is set to the current month Go to Extras drop down and click on Import Invoice template or document   Select to import as a quote or invoice   Import Invoice From CSV File Click on the Select File… button, this will open a window to allow you to navigate to the location of the file to be imported. Click on the Upload button to upload the file onto the server where the actual import will take place. Once the Upload has been successfully completed click on the Import button to launch the actual import. An Invoice Import Report will open indicating any errors that may have occurred during the import or a success message if there were no errors during the import. If there were error during the import the whole import is rolled back i.e. no invoices are imported. Please Note : The file to be imported must be in CSV format. Please contact the Huge ERP office for the Invoice Import template to be emailed to you. Import Bulk Serial Numbers Import Serial Numbers into Invoices 1 Click the Browse button to locate the CSV file to be imported. 2 Click Upload to upload the CSV file into the Huge ERP file structure. 3 Click Import S/N to import the Serial Numbers as specified in the CSV file. 4 A report will be produced on the import process. If there are any errors during the import the user will be informed of these errors in the report. All these errors need to be corrected before the import will be successful. The CSV file requires the following columns; Debtor Code, Stock Code, Warehouse Code and Serial Number. In the event that the invoice item has a quantity greater than 1 then as per the example above separate the serial numbers with an under score (Shift Minus). If for example the item requires a quantity of 3 then column D would appear as follows: SerialNumber1_SerialNumber2_SerialNumber3 If the item requires 1 serial number, then column D will appear as follows: SerialNumber1 Please Note: This import process will add the serial number(s) in the import file to any invoice in the system that is in a Preparation state is linked to the same debtor as in the import file and also has the same stock item. This applies to any invoices that are outside of the search range of the search criteria Keyboard quick keys Quick keys help access functions using the keyboard Used with Alt + Letter S earch Alt + s Search for Invoices A dd Alt + a Add a new Invoice E dit Alt + e Edits the Invoice that is highlighted C lone Alt + c Clone the highlighted Invoice Cance l Alt + l Cancel the Invoice that is highlighted Pr o cess Invoice Alt + o Process selected Invoice(s) Q uick Process Alt + q Quick Process selected Invoice(s) Profor m a Invoice Process Alt + m Only Invoices marked as Part Invoice can be processed from this option Expa n d / Co n tract Alt + n Expands / Contracts the header section of the window Create  R eminder Alt + r Creates a reminder to highlighted Quote P rint Invoice Alt + p Print the selected Invoice F unctions Alt + f Focus on the Function split button Tab Basic Search Alt + 1 Basic Search Tab Custom Search Alt + 2 Custom Search Add Invoice Video training manual 2016 - Click Here Detail Tab Debtors Module> Activity>Invoice The Invoice screen will open To search for existing invoices, select your search criteria and click search  Search criteria can be invoice status, reference, customer name, etc Select a date range To create a new invoice,  Click the Add Button as shown below This will display the New Invoice screen Add information below so that the greyed-out buttons become active: Select the customer/ debtor you are creating an invoice for, from the drop-down menu.  Select the sales rep on the drop-down selection, if applicable Update dates if necessary Add description and reference Add order number, if applicable Then, once you are done adding all relevant information click Save and all the greyed-out buttons will be opened as shown below: Line Items To add line items click on the middle Add Button shown below Then the screen below will appear Select the item you want to invoice on the drop-down selection You can also search for the item by using part of the code or the name of the item you wish to invoice You can change the description to match what you want to see on the quote or leave it as it is Enter the quantity you are invoicing the customer/ debtor on Make sure pricing is correct Select a relevant warehouse if you have multiple warehouses Select the correct VAT Type Click Save & Close if capturing numerous line items  Click Save & Close if capturing a single line item Once done  All line items will appear on the grid below: You can then print an invoice and send it to a customer/ debtor Or process it and send them a processed invoice reflecting an invoice number Advanced Add Invoice Video training manual 2016 -  Click Here Debtors Module> Activity>Invoice Detail Tab Click Add to capture a new Invoice Select the customer you want to create the invoice to and enter invoice header details as shown in the table below this image. Once complete click save so all the created out buttons can open Customer Select the customer that has to be invoiced. Customer Name This field will automatically be filled in when the customer is selected. Date This is the invoice date which defaults on the current date. Short Details A short description of the items on the invoice. Reference Any reference for example the person you talked to. Order No The clients order number. Sales Rep If you have sales reps set up then you select the sales rep here. Address Tab The information under the address tab will pull through from the debtor set up Address Type Select the default address from the drop-down Contact Person Select the correct contact person from the drop down Project Link a project to the invoice if applicable Division Select the division from the drop down if required for reporting purposes Region Select the region from the drop down or this will populate from the debtor set up Invoice Group Select the invoice group from the drop down Branch Select branch from the drop down if applicable Extras Tab Job No Enter a job number to link the invoice to a job on the job costing module Asset Item Enter an Asset number to link to an asset listed on the Asset tracker module Attach Spec To Email Attaches specification doc with invoice when emailed Time Log Invoice Marks the invoice a time log invoice, linked to time log  Assembly Flags the invoice as an assembly invoice. Typically used in job costing. but can be used to differentiate invoices  Pre Invoice Flags the invoice as pre invoice Print Custom Fields If custom fields are linked on the invoice this indicator dictates if these custom fields are to be printed on the invoice Time Log Budget This indicator allocates the invoice value to the time log budget Deposit Doc Flags the invoice as a deposit document Retention Flags the invoice retention invoice Long Description Enter any additional details relating to the invoice. Update Time Log No Allows one to update the time log number. This button works in conjunction with the Time Log Invoice Indicator Invoice Total Value Invoice Estimate Job Link Estimate Link Tab Customer Link Address Type Specify the primary address to be used to print on the document Shipping Tab this tab is predominant.ly used if you are doing overseas shipping or deliveries via courier Shipping Terms Select any of the pre-defined shipping terms setup. examples: Free on Board (FOB), Delivery Duty Paid (DDP)  Collect/ Ship Date Enter the collection or shipping date Shipping Options Select the respective shipping options Location Enter the Location. This is an open field and can be used as required. Internal Delivery Select the internal delivery option. Used if delivery is done by the company Pickup Instructions Enter any relevant pick-up instructions Delivery Instructions Enter any relevant delivery instruction for the courier/ shipping agent Delivery Company Select the name of the delivery company Address Type Select the address type. Note the physical address of the customer could be different to the deliver address. Parcel Dimensions Enter the Parcel dimensions. if these are pre setup, you can select from the options available. Service Type Select the service type. eg. Economy, Priority,  Tracking No Enter the tracking number from the Courier service Delivery Status This will populate if you have an API activated with the courier service software  Action Tab Part Invoice This indicator flags the invoice as a pro forma invoice Part Invoice Type Select the relevant option.  Part: Processes the sales leg of the transaction only.          when the pro forma invoices completed, the stock leg gets processed.  All; Process the sale and stock leg of the transaction  Exclude From Bulk Email this indicator excludes the document for bulk mails emailed from the system Customer Payment This indicator activates a payment option. select the journal action. when the invoice is processed, a journal is also created for the payment.  Debtors Journal Action This fields is activated if the Customer payment indicated is selected Description This is the description for the payment journal. Scan Tab the scan tab allows the user to scan items instead of entering item codes on the keyboard Scan Barcode if you have barcodes setup and using scanners, you can scan the items to be invoiced  Serial No Allows you to scan the item serial number Scan Log Displays items previous scanned on the specific document Docs Tab The Docs tab allows the user to link any open documents to the current document. example, if you have an open sales lead and you now do an invoice, the user can add the sales lead to be linked to the Invoice   After all the details have been entered click on Save Invoice Lines Click on Add to insert new inventory item This screen is where the invoice line items are going to be selected and where the prices are entered. Category From this drop down you select whether you want a Stock, Service or Custom item. Item Code Search for the item you want either by code or description. Item Description This will automatically be filled in once the item is selected. Quantity The quantity of the specified item you want on the invoice. Warehouse Select the warehouse you want the item to come out of from this drop down. Selling Including Vat If you want to enter the selling price including Vat then the block on top needs to be flagged and this will then open up the Selling Including Vat block. Selling Excluding Vat Enter the price excluding Vat here. If you entered the selling price including vat then this will be calculated automatically. Same goes for entering the selling price excluding vat. Then the selling price including vat will be calculated. Line Discount If you want to give discount on this specific item. Vat Select the type of Vat for this transaction. Notes If you want to add notes about this specific item. This will also appear on the printed invoice. After all details have been entered click on Save and Close. This will take you back to the main invoice screen.   Invoice Payment Invoice payment allows one to capture a payment at the point of creating the invoice. It acts similar to a Point of Sale (POS) system. There is a setup that is required in order for this to work correctly See both videos on Payment options Payment invoice intro -  Invoice_Payment.mp4 Payment invoice setup requirements -  Invoice_Payment_setups.mp4 When all details have been inserted click Save The next step is to generate an invoice number by processing this invoice and e-mail to the client.  Click on process invoice    When you click continue the Invoice will print to screen.  you can then email or print you invoice Once you have clicked process invoice, this  will complete the invoice and move it into Document History under Analysis. Remember that after this is done no changes can be made to the invoice and the only way to correct mistakes is by making an opposite entry into the system.     Part /Proforma Invoice The proforma invoice is used when you want to generate an invoice without affecting stock Debtors > Invoice> Add/Edit Invoice > Action Tab Add invoice as per normal. See how to capture an invoice here After capturing your invoice click on Action Tab Add a tick where it says part invoice Save and close This option will only process the sales leg of the transaction ie debtors control, Sales account, and VAT entries. It will not process the cost of sales leg, since no stock is allocated and moved with this option. This option processes no GL entries. All postings only occur when you finalize the proforma invoice. However, when you click proforma invoice process after capturing, the system will allocate an invoice number to the document. When you later process and finalize the Proforma invoice, all the postings will occur on that date. The stock movement will also take place on the finalized date.  When you search the invoice on the grid, you will notice the status is preparation but it will indicate this is Proforma in red The usual process button will be greyed out and the Proforma invoice process button will be active     Once the Proforma invoice has been processed it will remain under Activity> Invoice status > P art Invoice. It will remain here until all stock is in, process the proforma invoice again to complete all stock movements and finalise proforma invoice.   You can run a stock verification report to check if you have enough stock to complete the proforma Once the stock is available you can then process the rest of the proforma Cancel a Proforma Invoice Proforma invoices are official invoices. They cannot be cancelled but have to be fully completed by clicking on Proforma Invoice Process. If you cannot complete the proforma invoice process, it is because you don’t have enough stock on hand. You will have to put stock into the system by doing a stock level adjustment, then process the proforma invoice which will take out the stock. Then you will be able to do a credit note, then take stock out of the system by stock level adjustment again. Steps defined: Add stock into the system via Stock Level Adjustment Process the invoice via Proforma Invoice Process Credit the invoice via a Credit note Remove the stock out of the system via the Stock Level Adjustment Sales Rep Change on Processed document System allows one to change the Sales Rep on processed invoices and completed quotes. To make the change you go to the processed document searches. Invoices Debtors Module > Analysis > Document History Quotes Debtors Module > Analysis > New Quote Search Find the invoice that you want to change the rep. Edit the document and go to the section for Sales Rep You will notice a Question mark next to the Sales Rep     After clicking on the Question mark, change the rep and click on save   Sales rep is now updated. User Audit trail We keep a user audit log of all changes. Go to  System Configuration > Reports > User Access Report   Search for the user   The same process works for quotes that have been completed     Courier Shipping invoice Shipping Tab - Courier API The shipping tab works with a Courier company API. This API once set up Will allow you to create a shipping document on the Courier system. After you have filled in the information for the Courier company, click on the create shipping document button to create the shipping document on the Courier company system. To enter the parcel dimensions come out you can do the following: Enter the parcel number followed by the space bar, this will automatically put in the centimeters and the length  Enter the width by putting in the number and space bar Enter the height by putting the number and hitting the space bar Enter the weight of the parcel and click on the space bar which will automatically fill in the kilograms  This is a quick and easy way of entering the parcel dimensions Before creating the document on the courier system, there will be a few checks that take place. Herewith the following errors: 1 The parcel dimensions are not entered correctly. 2 The address type does not have the correct Geo location for latitude and longitude. 3 The delivery address does not have the following.  4 Address line 1 is not filled in correctly it does not contain the first address, it must not contain the building number in the first address line. 5 The postal code is incorrect. 6 The country code is not filled in. 7 The latitude and longitude are incorrect. 8 The internal contact for the invoice does not contain a valid mobile number, email address or is not filled in. 9 The company profile does not have the correct address details filled in example - Geo location etc. 10 The invoice does not have a contact person with valid information filled in. So, if the create shipment document button does not work, it is because of certain fields missing. There is a minimum requirement of information that needs to be sent to the Courier company. If the shipping document is successfully created, the tracking number and delivery status will be populated. The lightning bolt button is used to update the delivery status from the Courier company. If you put the tick on auto, and you have a tracking number, it means that when you open up the invoice the system will automatically check the delivery status.   Invoices - Bulk Email We have added an option to exclude invoices from bulk mail Add an option on invoices to exclude them from bulk email. By default, this checkbox is not selected on all invoices. When the checkbox is selected, the choice is automatically saved without needing to click 'Save' Dispatch Stock Menu Dispatch Stock Dispatch Stock Search Dispatch Stock works with Part Proforma invoices Video intro on Dispatch stock 2023/10 -  Dispatch_Stock.mp4 It allows the customer to pay for stock upfront and receive stock based on their request.  This means that you can send some of the stock and send the remaining stock later.  Dispatch stock records all the stock movements and does postings on the ledger.   You can print the dispatch stock document for the stock that is going out or detailed document that shows the stock that is out and a detailed document that shows both.  Debtors Module> Activity> Dispatch Stock Collect / Deliver Collect / Deliver Search Debtors Module>Activity>Collect / Deliver Credit Notes Menu Credit Notes Search T he correct process to reverse a posted invoice affecting stock is by raising  and processing  a credit note this process will offset the original invoice. the below demonstrates the manual capturing of this process Video Training Manual 2016 - Click Here Functions Drop Down Reminder Allows you to create a reminder for a particular credit note Import credit Note Allows you to import credit notes into the system Import credit note Click on the Select File button. This will open a window allowing you to navigate to the location of the file to be imported. Click on the Upload button to upload the file onto the Huge ERP system, where the actual import will take place. Once the upload has been successfully, completed click on the  Import button to initiate the actual import process. A Credit Note Import Report will open, indicating any errors that may have occurred during the import or displaying a success message if there were no errors. If there were any errors during the import, the entire process will be rolled back, meaning no Credit Notes will be imported. The file to be imported must be in CSV format. Add Credit Note To create a new credit note or search for an existing one go to Debtors Module> Activity> Credit Note The credit note screen will open To search for existing credit notes, select your search criteria and click search  Search criteria can be customer/ debtor name credit note description or reference, etc Select a date range Then click search To create a new Credit Note,  Click the Add Button as shown below After clicking Add, This new credit note screen will display Add information below so that the greyed-out buttons can appear: Select the customer/ debtor from the drop-down menu to create a credit note Select the sales rep on the drop-down selection, if applicable Update dates if necessary Add description and reference Add order number, if applicable Select the credit note reason from the drop down Then, once you are done adding all relevant information click Save and all the greyed-out buttons will be opened as shown below: Line Items You can only add line items after adding all the necessary information needed on the credit note details tab and all greyed buttons have been greyed out To add line items click on the middle Add Button shown below After clicking the middle add button the screen below will appear Select the item you wish to credit on the drop-down selection You can also search for the item by using part of the code or the name of the item you wish to credit the customer on You can change the description to match what you want to see on the credit note or leave it as it is Enter the quantity you are crediting the customer/ debtor on Make sure pricing is correct Select a relevant warehouse if you have multiple warehouses Select the correct VAT Type Click Save & Close if capturing numerous line items  Click Save & Close if capturing a single line item Once done  All line items will appear on the grid below: You can then process the credit note and send it to a customer/ debtor Print Doc Note Commission Notes Importing Invoice to Credit note warning When importing an invoice to a credit note and the invoice been imported has a credit note allocated to it. There is a warning to indicate that the credit note was done for this invoice. This warning only works if: When using the Import From Invoice button The invoice import has a credit note allocated to it When importing, a warning to alert you that a credit note was done against the invoice you are importing Import Invoice to Credit Note The simplest way of creating a credit note  by simply “Import from invoice” You can however use the long method of capturing Open Debtors Module> Activity > Credit Note Select Import from Invoice Search by document number or customer, remember the date range also counts. The default option is to import from an invoice or import from a quote. Importing from quote helps keep the Task build structure in place for Credit note You can view the invoice to verify that it’s the correct one you want to reverse by clicking on the view invoice button. Click on the Import button to create a credit note And Click Continue VAT / GST Type Select the correct Tax Type for Credit Note Keep Doc Date Enforce credit note to make date same as invoice date Date Put in a date for credit note Excl Bulk Email from Invoice Put this tick on to mark invoice to not be sent out when using Bulk email invoice function Allocate to Invoice Automatically allocate the credit note to invoice after processing the credit note If one changes the customer of the imported invoice to credit note, the Allocate to invoice will be cleared.  No automatic allocation will occur The credit note will now be under preparation status in the credit notes waiting to be processed Click On process Credit note to process this document GRA Number for Credit Note Return Authorization Document for Credit Note Often called: RMA (Return Merchandise Authorization) – Common in retail and manufacturing. GRA (Goods Return Authorization) – More typical in wholesale or distribution. These are pre-numbered documents issued before the actual credit note is finalized. They serve as placeholders and authorization for goods to be returned, inspected, and eventually credited.   GRA Number setup in Reference Values   Assign a GRA number Print out for Credit note If the credit note has a GRA number, then it will add these to the Credit Note   Search grids GRA Number on grid with icon History grid will show GRA number Allocations Menu Debtors Allocations Allocations tie the payments to an invoice or invoices. Go to Debtors Module > Activity > Allocations Billing Group Customer to select a debtor Currency currency used by the debtor comes up when the debtor is selected Amount You can add a specific amount here that you would like to allocate to a Debtor Date From and Date To select the date from and the date to which the invoices will be running from Select Status the option to filter by using the status of the transaction (All, Allocated, partial and unallocated and unallocated) Grid View this gives the option to select how you want the transactions amount to be allocated displayed, the default is application another available option is system, System Option shows all the rounded decimals. Credit Lines Tab shows the payments lines according to the selection made on General tab Associated Debit Lines Tab shows the invoice associated with the payment Debit Lines Tab shows the invoice lines according to the selection made on General tab Memo allows a user to make notes on allocations Date from enter the date from which the allocation will run from Date To enter the date to Amount amount to be allocated Allocate button the command button  to allocate Find Value button find a value to be allocated Allocation Buttons Allocate All to allocate all the payment against the invoices at once Allocation Trail shows the entire allocated invoices according to the date selected Unallocate All to undo the allocations Memo to undo all the allocations Hive Allocations Allocate To confirm and allocate the credit line to the debit line Find Value If you are looking for a specific amount in a large number of records you can use the find Value button. On the grid of either credit line or debit line you will see these buttons Related Trans button accounts involved in one transaction View button view the source document selected Line allocate this will open the allocated line and shows you what has been allocated Allocations Select the Debtor or Creditor to allocate and then click on search. The data goes back 6 months, should you want to go further back change your date from. The status setting is set to Partial and unallocated; this means the allocations screen will only show transactions which have not be allocated or are partially allocated. If the transaction is fully allocated it will not show on this setting.   To Allocate a payment to an invoice highlight the Credit line or payment, or top grid and select a corresponding invoice, debit line on the bottom grid. Once highlighted, click on the allocated button either at the top or the green tick  to the right of the debit line tick box. One can also allocate a specific amount of payment to an invoice by changing the amount field and clicking on allocate. After you have allocated click on the search button to clear transactions which are fully allocated. After the transaction has been allocated and there is still an amount to be allocated, one will notice that in the unallocated column there is an amount outstanding. There are two ways to confirm an allocation.  allocated column is the amount which has been allocated to the invoice you need to select your credit line and your debit line. Continue to allocate until all your transactions are allocated. Un-allocate Change the Status drop down to say All and click on search. This means you want to see all transactions that are allocated, unallocated, partially allocated.   To un-allocate a  transaction select the Allocated status in the search Grid Find the transaction you want to un-allocate Select it and click on "Line Allocate" button A window will open showing transactions that have been allocated Select lines that need to be un-allocated. Click on the un-allocate button Hive Allocate Allocation Fix This button allows one to fix any odd allocations on this line 1 Partial allocation that does not add up 2 Allocation that shows allocated, but there is nothing on the grid   This will fix and unallocate any documents linked behind the screens that the user cannot see.   This saves having to fully unallocate all to fix the problem.   The button is available on both Debtors and creditors allocations   Allocation Decimal Journal Menu Debtors Allocation Decimal Journals Used to correct decimal places after two decimals.  (no longer used since 2018) Note: System caters to handle multiple decimal places automatically since 2018, there should be no need to use this function Debtors> Activity> debtors Allocations Journal Click Create to begin the process of decimal journal allocations.   Debtor from and Debtor To Add a specific debtor to run the allocations journal for or alternatively leave blank to affect all existing debtors Journal date Select the date the preferable date this journal will be processed into Currency select the currency applicable Vat Type select the Vat Type Applicable Description Add description reference Add Reference Process Process this Journal Upon Processing A Journal report will be generated and showing the journal number and the amount allocated per debtor     This part shows if the debtors allocation decimal journals processed have been successful or not. On Basic Tab the status allows a user to search with the selection made from the drop down arrow. Standard Tab Create button to create debtors allocation decimal journal Print button to print decimal fix report Debtors Template List Menu Template List Debtors Module> Activity>Template List A List of templates can be created in the system for Use We have four main template list • Cashbook • Journal • Invoice • Quote For example An Invoice Template Is created from an invoice menu     Click Create template   Give it a code and description.   Click Continue   The template will be moved to template list.     Debtors Interest Transaction Menu Debtors Interest Search Search all interest batches Interest will only run on debtors that have been flagged with an interest active Search Search interest batches Add Add a new interest batch Edit Edit an existing batch Cancel Cancel an open batch Print Print interest batch Add Debtors Interest Journals This utility will calculate and create a Debtor Journal for each debtor that is Checked to have interest charges against them for outstanding balances. The interest is calculated per age period per debtor for the outstanding amount per age period. The interest percentage is setup on the Debtor Master Detail window. Debtors> Activity> Interest Transactions> Add   Debtor From Select the from debtor. (The From and to can be left blank to include all debtors) Debtor To Select the To debtor. Billing Group A selectable value from a dropdown to create journals for a specific debtor billing group. Aging Date This is the date that the aging for the debtors will be based on. Description Enter a description for you interest batch. e.g. Interest on overdue account Currency Select the currency from the drop down. Reference Enter a reference of your choice.eg, Interest on Overdue Account. This is the reference that will appear on your interest transaction line on the debtors statement Transaction Date This is the actual transaction date for the debtor journal. Long Description Enter a description regarding the interest journal. Standard Tab has four buttons Pre-Process Report Pre-process runs the journal calculations but does not process the actual transaction, this allows for assessment and scrutiny before actually processing the interest journals. Process Actually run debtors interest utility. Close button Closes the window. Print button Print debtor’s interest run report Preview interest run If the amounts are not correct, you can close and amend the relevant parameters such date, Interest Rate, etc. and rerun the interest calculations. Note: If you click “Process” This will post the interest transaction to the respective debtor's accounts. Typically, you will only Process these transactions on month end, prior to running the debtor's statements and if you are satisfied that the interest amounts are correct. If you process and there is an error in a particular calculation, you will need to do a journal to correct the mistakes. Interest Calculation Example Assume you wish to charge ABC Stores interest of 10% on their outstanding account.  Using the interest setup of 10%, Zero Minimum amount, Period From 30 Days. Debtor From ABC Stores Debtor To ABC Stores Billing Group All Description Interest on overdue account Ageing Date 30/04/2012 Reference Interest on overdue account Currency Rands Transaction Date 30/04/2012 180days 150days 120days 90days 60days 30days Current Balance 0 0 0 1200 1000 500 0 2700 30/04/2012 Interest calculations: Current: 31/01/2012 to 29/02/2012 Interest not applicable – zero balance 30 Days:01/03/2012 to 31/03/2012 Interest = R 0.00 (Due to From Period set at 30days) 60 Days: 01/04/2012 to 30/04/2012 Interest = R 8.33(1000 * 10%) / 12 90 Days: Therefore on 30/04/2012 the ABC stores account will reflect a journal of R 8.32 for the interest calculate from 30-60days. Debtors Account Dr Cr Balance 01/04/2012 Opening Balance 1000.00 1000.00 30/04/2012 Interest on overdue account 8.33 1008.33 Interest Activation Setup Setup interest to be run in Debtors setup Debtors Module> Configuration>  Debtors Setup Select the debtor> Amend> Account Details> Interest Setup     Tick the Activate Option This will activate interest calculations on that particular debtor Minimum Amount This amount is the minimum amount that interest will be calculated from. That is, if the amount outstanding is less than this amount, no interest will be calculated Period From This field indicates from how many days outstanding to start calculating interest. ie, if you choose 30 Days as an example, the system will start calculating interest if the amount outstanding is more than 30 days old Interest Rate Enter the interest rate, number only No need to enter a %, only a number Interest Rate: This is an annual percentage. If you wish to have interest calculated on all debtors, you will have to follow this process for every debtor.       Point Of Sale Invoice Point Of Sale Credit Note Collections Menu Collections Debtors Module> Activity> Collection   Printing Options Debtor Collections The collections is a schedule of outstanding debtors the collections schedule allows one to enter notes on correspondence with clients that have monies due to create a collections schedule go to: Debtors Module> Reports >Age analysis Serach the period you wish to see outstanding debtors for. Click the Collections button Enter a code Enter a description   Click the Create button Then go to Activity Collections You will note your collections schedule has been created Double click to open the collections list Complete Marks the schedule as complete and removes it from the grid. You will need to tick the select tick box and then the collected button Debtor History Displays the selected debtors' transaction history over the given date range Collected Marks the selected line as collected and hides it from the schedule Delete Line Deletes the selected line from the grid Remove paging Displays all debtors on a single page If the debtors list exceeds the default 100 lines  Show All lines Displays all debtor lines including the hidden lines that have been marked as collected Promised Amount Enter the amount the debtor promised to pay Promised Date Enter the date the debtor promised to pay Comments Enter any comments or notes from correspondence with respective debtor Paid Amount Enter the amount paid Paid Date Enter the paid date Shopify Guide - Building Your Shopify Store Recommended Shopify Image Sizes (2025) Here’s a breakdown of optimal dimensions for various image types in your store: Image Type Recommended Size Aspect Ratio Notes Product Images 2048 x 2048 px 1:1 Best for zoom and clarity Collection Images 1024 x 1024 px 1:1 Used in collection grids Collection Banners 2800 x 1000 px 2.8:1 Full-width headers Homepage Banners (Desktop) 1200 x 400 px 3:1 Horizontal layout Homepage Banners (Mobile) 800 x 600 px 4:3 Optimized for mobile Blog Featured Images 1920 x 1080 px 16:9 For blog headers Blog Thumbnails 1200 x 800 px 3:2 For previews and listings Logo Up to 450 x 250 px Varies Keep file size small for fast loading Tips for Uploading to Your Main System Use JPG or WebP formats for best balance of quality and load speed. Compress images before uploading to avoid slowing down your site. Maintain consistent aspect ratios to avoid cropping or distortion. Avoid overly large files Shopify limits image uploads to 20 MB. Selecting Your Theme A Shopify online store theme is a customizable template that controls the look, layout, and functionality of your storefront. It defines how your products, pages, and navigation appear to customers across desktop and mobile. Click on  “Online Store” in the left-hand menu, then select “Themes.” The Dawn theme is installed by default for new stores. If you'd like to explore other themes, scroll down and click “Visit Theme Store” to browse free and paid options.   Customize your Store To customize your store, click on " Customize " this will take you into the store editor. Main Header (Home Page) Announcement Bar  The  Announcement Bar in Shopify is a customizable banner that appears at the top of your online store, used to highlight important messages like promotions, shipping updates, or store news. It’s a simple but powerful tool to grab attention and guide customer behavior. Commonly Used for: “Free shipping on orders over $50” “Holiday sale ends Sunday!” “We’re currently experiencing shipping delays” “New gift cards now available” How to Add or Edit It Go to Online Store > Themes > Customize Select the Header or Announcement Bar section Enter your message, choose colors, and set visibility from the  Announcement Bar Settings Time to Next Announcement Slider (e.g., 5 sec): Controls how long each announcement stays visible before switching to the next one (if you have multiple messages rotating). Appearance Section Width: Page: Keeps the bar aligned with your page content width. Full (selected): Stretches the bar across the entire screen width for maximum visibility. Color Scheme: Choose a predefined color palette (e.g., Scheme 1) that matches your store’s branding. Divider Thickness: Adds a horizontal line below the bar. The slider (e.g., 1 px) controls how thick that line is. Padding Top & Bottom (e.g., 15 px): Adds space above and below the announcement bar to control its vertical spacing. Useful for visual balance and readability. Custom CSS Expandable section where you can add custom styling rules (CSS) to fine tune the look, like font tweaks, animations, or responsive behavior. You can delete this bar as well by hovering over "Announcement" and clicking on the Bin icon Header Bar The header bar is the top section of your store that displays your logo, navigation menu, search, and cart icons. It helps customers find key pages like Shop or Contact, return to the homepage, and access their cart.  Header Menu Settings                   Logo Position: Choose where your logo appears—Left, Center, or Right. Menu Position: Set the horizontal alignment of your navigation menu. Row: Choose whether the menu appears on the Top or Bottom row of the header. Customer Account Visibility: Manage whether the customer account icon is shown. Note: legacy accounts are not supported. Search Search Icon: Toggle visibility of the search icon. Position: Align the icon to the Left or Right. Row: Choose Top or Bottom placement within the header. Localization Country/Region: Toggle to show or hide country/region selector. Flag: Toggle to display country flags. Language Selector: Toggle to enable language switching. Manage Countries/Languages: Access settings to configure available regions and languages. Font Settings Font: Select the font style used in the header. Size: Choose the font size (e.g., 18px). Position & Row: Control where the text appears—Left or Right, Top or Bottom. Appearance Width: Choose between “Page” (aligned with page content) or “Full” (spans entire screen). Height: Select “Compact” for a slim header or “Standard” for a taller layout. Color and Transparency Settings These settings control the visual styling of your header and page backgrounds: Color Scheme: Choose from predefined schemes (e.g., Scheme 1, Scheme 8, Inverse) to match your brand. Bottom Row Scheme: Apply a separate color scheme to the lower portion of the header if supported. Transparent Backgrounds: Home Page: Toggle transparency for a clean, overlay-style header. Product Page: Enable transparency to let product imagery shine through. Collection Page: Combine transparency with color schemes for visual consistency. Theme Settings Custom CSS: Expand this section to apply advanced styling rules for full control over header appearance. Logo The  Logo tab controls how your store’s logo appears in the header. This is a key branding element that helps customers recognize your business and navigate back to the homepage. Logo Settings Edit Logo Edit logo in theme settings: To change the logo image itself (upload, replace, or resize), go to your theme’s main settings panel. Visibility Hide logo on home page (toggle): If enabled, the logo will be hidden on the homepage but will still appear when the sticky header is active (e.g., during scrolling). Useful for minimalist designs or when the homepage already features a large logo elsewhere. Desktop Padding Controls the spacing around your logo on desktop devices: Top / Bottom / Left / Right (px): Use sliders or input fields to fine-tune the logo’s placement. Example: Increase top padding to lower the logo vertically Set left/right padding to center or offset the logo horizontally Position: Choose where the logo appears within the header: Left: Common for traditional layouts Center: Ideal for minimalist or symmetrical designs Right: Less common, but useful for specific branding styles Best Practices Use a high-resolution logo with a transparent background (PNG format recommended). Keep the logo size proportionate to your header height for visual balance. Ensure it’s clickable, most themes link the logo to your homepage by default. Menu - Main When you click on Menu > Main menu in Shopify’s theme editor, you're customizing how your store’s primary navigation menu looks and behaves across desktop and mobile.  Main Menu Settings Menu: Selects which navigation menu to display (e.g., “Main menu” from your Shopify Navigation settings). Color scheme: Applies a predefined color palette to your menu (e.g., background, text, hover states). Typography Top level size: Controls the font size of your main menu items (e.g., Home, Shop, Contact). Submenu text style: Sets the size or emphasis of dropdown items (e.g., bold, large). Font: Chooses the font style for menu text (e.g., Subheading, Body). Case: Toggles between default casing and uppercase for menu labels. Submenu Feature This section enhances dropdown menus with visual content: Media type: Lets you display images or featured products within dropdowns. “Featured products” pulls product images from linked collections. Image ratio: Defines the shape of images (e.g., Portrait, Square). Image corner radius: Adjusts how rounded the image corners are (0 px = sharp corners). Mobile Layout Controls how the menu behaves on mobile devices: Navigation bar: Toggles a sticky top bar for mobile navigation. Navigation bar color scheme: Sets the color palette for the mobile nav bar. Accordion: Enables collapsible menu groups for easier mobile browsing. Expand first group: Automatically opens the first menu group on mobile. Dividers: Adds visual separators between menu items. Divider In Shopify theme settings, the divider refers to a thin horizontal line used to visually separate sections, often between the header and the rest of the page or within the announcement bar. Divider Settings Divider Color Scheme: Select a predefined color palette (e.g., Scheme 1) that matches your store’s branding. This affects the divider’s color. Width: Page: Aligns the divider with your page content width. Full: Stretches the divider across the entire screen for a bold, clean break. Thickness: Adjusts how thick the line appears. For example, 2.5 px creates a medium weight divider, visible but not overpowering. Length: Controls how much horizontal space the divider spans (e.g., 100% = full width). You can reduce this for a centered or stylized look. Padding Top & Bottom Padding: Adds vertical spacing above and below the divider (e.g., 16 px). This helps balance layout and prevent crowding. Custom CSS Expand this section to apply advanced styling rules—such as dashed lines, animations, or responsive behavior. Add Section Video Link The Add Section tool lets you insert new content blocks into your store’s pages, like your homepage, product pages, or custom templates. It’s a flexible way to build and organize your layout without editing code. What You Can Add Visual elements: Hero banners, slideshows, images, videos Product displays: Featured collections, product grids, product cards Text blocks: Headings, testimonials, rich text, FAQs Functional tools: Announcement bars, dividers, custom Liquid, contact forms Apps: If installed, app-based sections may appear here too How to Use It In the theme editor, click “Add Section” Use the search bar or browse tabs like Sections and Apps Select a section (e.g., Divider, Featured Collection) Customize its content, layout, and styling using the right-hand panel Drag to reorder or remove as needed Layout Tip Sections are modular, each one can be added, removed, or repositioned independently. This makes it easy to test layouts, highlight seasonal content, or tailor pages to your business needs. Template Hero Image A hero image in Shopify is the large, eye-catching banner at the top of your homepage that creates your store’s first impression. It’s often the first thing visitors see and plays a key role in setting the tone, showcasing your brand, and guiding users toward action. Hero Settings     Navigate to the Home Page In the left sidebar, make sure you're editing the Home page Scroll to find the Hero section — or click Add section and choose Hero if it’s not already there Upload Media Media 1 : Upload your “first” logo image. Media 2 : Upload the "Second" logo image. Set both media types to Image . Configure Layout Direction : Choose Vertical or Horizontal depending on how you want the images and text stacked. Alignment : Set to Left , Center , or Right . Position : Choose Bottom to anchor content lower in the section. Gap : Set to 24 px . Width : Select Full for edge-to-edge display. Height : Choose Medium for balanced vertical space. Add Section Link Paste your desired URL (e.g., product page or collection). Toggle Open in new tab if needed. Set Appearance Color scheme : Use Scheme 6 (customizable in theme settings). Media overlay : Leave off unless you want a semi-transparent layer over images. Overlay color : Set to #00000003 for a subtle tint. Overlay style : Choose Solid or Gradient . Blurred reflection : Leave off unless you want a mirrored effect below images. Adjust Padding Top : Set to 100 px . Bottom : Set to 72 px . Optional: Add Custom CSS Use this field to fine-tune styles (e.g., font size, button styling). Heading In Shopify’s  Online Store > Theme > Customize view, the “Heading” under the Hero section in the Template refers to the main title text that appears inside your hero banner on the homepage. Heading Settings   Text Field Heading : This is where you type the main title that appears in your Hero section. Formatting Toolbar H1 : Sets the heading level (H1 is the largest and most prominent). B : Bold I : Italic Link icon : Insert a hyperlink into the heading text Other icons may include underline, strikethrough, or list formatting depending on your theme Layout Options Width : Fit : The heading only takes up as much space as the text needs Fill : The heading stretches to fill the available space Max Width : Controls how wide the heading can grow (e.g., “Normal” keeps it readable) Alignment : Aligns the heading text to the Left , Center , or Right Typography Preset : Applies a predefined style (e.g., “Heading 2” uses a specific font, size, and weight) Edit presets in theme settings : Opens the theme’s typography settings where you can customize fonts, sizes, and styles globally Color Settings Text : Color of any regular text Heading : Color of the heading itself Link : Color of any links added to the heading Background Toggle Background ON to enable color behind the block Background color : Set the colour of the background Corner radius : Use the slider to set the roundness of the corners Padding Adjust padding sliders These settings create a clean, edge-to-edge block with a soft background and rounded corners — ideal for overlaying text on images without clutter. Save Your Changes Click Save in the top right to apply the block styling Feature Collection A  featured collection is a curated group of products displayed prominently on your store, often on the homepage. It’s used to showcase: Best sellers New arrivals Seasonal promotions Product categories Feature Collection Setup Step 1: Create a Collection This interface lets you create a collection, which is a group of products organized around a theme (e.g., “Summer Picks,” “Under $100,” “Mobile Scanners”). Collections help customers browse and discover products more easily. Go to Shopify Admin > Products > Collections Click Add collection Title Purpose : Name your collection. Example : “ScanSKU Mobile Scanners” or “Barcode Essentials” This title appears on your storefront and in navigation menus. Description Purpose : Add a short explanation or marketing message for the collection. Example : “Explore our top-rated mobile barcode scanners designed for warehouse and retail environments.” You can format text (bold, italic, links) using the toolbar. Collection Type Choose how products are added: - Manual You hand-pick products for the collection. Best for curated selections or promotional groups. - Smart (Automated) Products are added automatically based on rules (e.g., tag = “scanner” or price < $100). Great for dynamic collections that update as inventory changes. Products Search or browse to add products (for manual collections). You’ll see a list of added products here. You can sort them (e.g., by best selling, price, alphabetical). Search Engine Listing Purpose : Customize how this collection appears in Google or other search engines. Add a SEO title and meta description to improve visibility. Publishing Choose where this collection is available: Online Store Shop and Point of Sale You can also schedule visibility or hide it temporarily. Image Upload a cover image for the collection. Appears on collection pages and in featured sections. Theme Template Choose which template layout to use for the collection page. Most stores use Default collection , but custom templates can be created. Save Button Click Save to create the collection and make it available for use in your store. Add the Collection to Your Homepage Go to Online Store > Themes > Customize In the left sidebar, click  Add section Scroll down to Collections Select what you would like to add Personalize the view of your Template Each tab includes configurable settings located in the panel on the right-hand side of the screen when you click on it. Featured Collection This is the overall container for showcasing a group of products from a specific collection. Carousel Settings     Collection Select which product collection to display in the carousel (e.g., “Car Accessories”). Type Choose the layout style — in this case, “Carousel” means products scroll horizontally. Product count Sets how many products from the collection will be shown in the carousel. Columns Controls how many product cards are displayed side-by-side on desktop screens. Mobile columns Sets how many product cards appear per row on mobile devices (typically 1 or 2). Horizontal gap Adjusts the spacing (in pixels) between product cards in the carousel. Carousel Navigation Settings Icon Selects the style of navigation arrows (e.g., arrows, chevrons) used to scroll through products. Icon background Defines the shape or style behind the navigation icons: None : Icons appear without a background. Circle : Icons are placed inside circular backgrounds. Square : Icons are placed inside square backgrounds. Section Layout Settings Width Determines how wide the section spans across the page: Page : Aligns with your site's standard content width. Full : Stretches the section edge-to-edge across the screen. Alignment Sets the horizontal positioning of content within the section: Left , Center , or Right . Gap Controls the spacing between elements inside the section (e.g., between product cards or blocks). Measured in pixels. Color scheme Applies a predefined theme color set (e.g., background, text, buttons) based on your store’s design system — “Scheme 1” is one of those presets. Padding Settings Top / Bottom Adjusts the vertical spacing above and below the section. Useful for creating breathing room between sections. Theme Settings Custom CSS Allows you to apply custom styling rules if you want advanced control beyond the built-in options (e.g., font tweaks, hover effects). Remove Section Deletes the entire section from your homepage layout. Header  Controls the top part of the featured collection display. Add block : Lets you insert additional header elements like text, images, or buttons. Collection title : Displays the name of the collection (e.g., “Car Accessories”). View all button : Adds a clickable button that links to the full collection page. Header Settings     Layout Settings Controls how header elements (like title, subtitle, buttons) are arranged: Vertical stacks them top-to-bottom. Horizontal places them side-by-side. Vertical on mobile Forces a vertical layout on smaller screens for better readability and spacing. Alignment: Space between Defines how elements are spaced within the header. “Space between” pushes items to the edges with space in between. Other options may include “Start,” “Center,” or “End.” Position: Top / Center / Bottom Sets the vertical placement of the header content within the section. Align text baseline Ensures that text elements align along their baseline for a cleaner, more consistent look — especially useful when mixing font sizes. Gap (12 px) Adjusts the spacing between individual header elements (e.g., between title and button). Size  Width: Fit / Fill / Custom Controls how wide the header content stretches: Fit : Content takes up only as much space as needed. Fill : Content stretches to fill the available space. Custom : Lets you define a specific width. Mobile width: Fit / Fill / Custom Same as above, but applies specifically to mobile view. Height: Fit / Fill / Custom Controls the vertical height of the header block: Fit : Adjusts to content height. Fill : Stretches to fill the section height. Custom : Allows manual height setting. Appearance Settings Inherit color scheme When toggled on, the section adopts the color palette defined by your theme (e.g., background, text, button colors). Turning it off lets you apply custom styling. Background media Choose what appears behind the content: None : No background media. Image : Upload or select an image as the background. Video : Use a video as the background for dynamic visual impact. Borders Controls whether the section has a visible border: None : No border. Solid : Adds a solid line around the section. Corner radius (0 px) Adjusts how rounded the corners of the section are. 0 px = sharp corners Higher values = more rounded corners Padding Settings Controls the internal spacing between the content and the edges of the section: Top / Bottom / Left / Right Each slider sets the padding in pixels for that side. Increasing the value adds more breathing room between the content and the section’s edge