Bill of Materials
Purchase Orders
How do I ?

There are many user definable
options for user preferences.

There are several options for
progam operating verification.

Options for program display style.

Options for program operating style.

Options are found in the task list
on the Internal option, main menu.

Screen shot. [Colors, fonts, text and Icons, User configurable].

   The space bar will change the options, and in some case there are more than two.

  • Sales Price type ?
  • This display can be altered at any time on the product list, with Ctrl+F6
  • This selects the default display screen in the product list, as shown at sales,
  • Cost and sales, shows average cost, sales price 1, and stock quantity.
  • Sales inclusive, shows the selling price with VAT included.
  • Sales 1 & 2, shows sales prices 1 & 2, and stock quantity.
  • Inclusive, sales 1 & 2, shows sales prices 1 & 2 with VAT included.
  • 1 & 2 stock shows stock quantity 1, and 2, and sales price 1 nett.
  • Stock 1 & 2 shows stock quantity 1, and 2, and sales price 1 inclusive.
  • R.P., EOQ, Stock, shows the reoprder point, order quantity, and stock quantity.
  • 1, 2 & 3, shows sales prices 1,2 and 3.
  • 2 & 3 & stock, shows sales 2 & 3, and stock quantity.
  • 2 & 3 & cost, shows sales prices 2 & 3, and current cost.
  • Sales, view cost ? On any sales transaction, the cost will be visible on screen, or not.
    Sales, enforce maximum discount ? On any sales transaction, the maximum discount set on the stock card will override any discount the operator tries to give.
    Sales, prevent sales if no stock ? Can a sales transaction remove from inventory more items than there are in stock ? If set to no, this option allows sales into minus quantity, the value going to a stock variance account, which will be credited when the items are brought into stock later. If the cost is different, the stock variance account will retain the difference. For proper gross profit interpretation, the stock variance account should be brought into account, as later purchases are usually higher in cost than the cost debited to cost of goods sold, i.e. the old cost on the stock card.
    Sales, ring bell if stock below R.P. ? The program will alert the operator if the stock remaining moves below the re-order level, when allocating to a sales document.
    Sales, after consumable purchase ? This package allows consumable sales, or bought-outs, which are allocated to general ledger accounts, not to inventory. If so, this option will ask you after entering the purchase, if you immediately want to make a sales invoice, and will transfer the cost of the purchase to the invoice, marking up with the standard markup to set a selling price.
    Sales, show `minus stock` ? The words `minus stock` can appear on the screen of the transaction line item that is sold, leaving a negative inventory quantity.
    Purchases, amend sales price ? While making purchases, the transaction can be set to update the selling price on the stock card, at the same time.
    Purchases, line cost, each or total ? While making purchases, you might find it easier to enter the line total, and not the individual unit price, off the supplier`s invoice. The program will calculate the individual unit price. This depends on the configuration of your supplier`s document.
    Purchases, check value ? If yes, on starting to enter a purchase, you are asked for the total of the supplier document. On completion, the total will be checked against this figure, and if different, will warn you that your entry is inaccurate.
    Purchases, process age analysis ? On purchasing, you can age a transaction into a creditor`s aged period. Our default setup, NO, is preferred in our system, as it is much easier to follow the entries with their normal aging.
    Purchases, markup sales from nett or gross ? On the purchasing screen, you can allow the sales price to be adjusted off the nett cost price to you, the default, or off the gross price before your discount.
    Purchases, order number, prefix with path ? On using a purchase order, the number can be prefixed with the PATH of the data files. This is only applicable in a multi company environment, where it differentiates physical purchase orders.
    Purchases, print labels ? You have the option to print product labels at point of purchase, where sufficient labels can be printed, per line item on the purchase, to attach to the products bought.
    Purchases, labels per line ? How many labels are across the sheet ?
    Payment, open items ? By default, we run balance brought forward on payments, both debtor and creditor, where the payment is allocated against the oldest outstanding amount. This you can override at point of payment, but open item will automatically bring on to screen all unpaid invoices up to the value owing. You do have the option on EVERY payment to load these invoices with one click of the mouse, so we do recommend that this option remains NO. If yes, debtors statements should reflect outstanding invoices from previous periods, but this sometimes involves a very long search through history files, which can lead to your statement printing VERY slowly.
    Payment, load line items ? If set to yes, the individual line items per invoice will be loaded on screen, while processing a payment. This will only be useful if the payment is only a part payment, and you can mark off which items are paid.
    Payment, print line items ? If the previous setting is YES, you have the option to print the line items on the remittance advice.
    Payment, insist on cheque number ? While making a cheque payment, you can, or not, leave the cheque number blank, and fill it in later. This you do by pressing amend on the transaction.
    Payment, settlement discount 2 % ? Do you always take 2 % discount ? The program can calculate this, but there is an option to calculate any discount at point of entry ?
    Transaction, insist on order number ? Do you always want an order number to be entered against a transaction ?
    Transaction, open cash draw ? Any transaction that influences the cash draw, will send a signal to the COM port specified in printer options, if you have this enabled.
    Transaction, process supp. document ? Do you insist the operator enters a supporting document reference ?
    Transaction, process description ? Do you want to edit the part description on the processed transaction.
    Transaction, clear account code ? While doing purchase or expense transactions, you might do a few transactions for the same supplier/account, one after another, so, if NO, this option will leave the account code in place for the following transaction. This option will also clear, or not, the jobcard code, while doing purchase transactions for , or allocating to, jobcards, on multiple items on a transaction.
    Transaction, price levels ? There is an option on each customer record to link to sales price levels on the product record. If THIS option is set to YES, you can override these at point of sale, where you can choose price levels per customer.
    Transaction, process via date and document number ? You can process a transaction where you have this option to change the date or document number each time. Generally, you set this to NO, as you can change the date anytime in a transaction, on main menu options, and the transaction document numbers are handled automatically by the package.
    Transaction, add Bill of Material items ? This option, at YES, will load all items contained in a Bill of Material, onto the sales invoice or quotation, for view purposes only (only the quantity is shown, not individual prices), if a BoM item is added to the transaction. The BoM item itself is the sales item, and will be removed from inventory if sold.
    Transaction, C drive warning ? In a networked environment, you might accidentally be working on the C drive. This warning will show if you try to make a transaction. Working on the C drive is a very useful function, such as doing inventory reports, where the speed of processing can be dramatically improved, and if you wish to make use of this, please talk to us. We will help you to set up your system.
    Jobcard, vehicle or other ? Our jobcards are slightly customised for `vehicles` or other, where the vehicle type talks about registration numbers, engine numbers etc. and the other is for a utility jobcard, used outside the automotive industry.
    Jobcard, view `'` items ? We use the jobcard memo lists for other internal purposes, where the jobcard number is prefixed with a quote or double quote. These are internal jobcards, and should not be deleted, but if this option is set to YES, you will see them at the end of your job list. The default is NO. The purpose of this option is to allow printing of the internal jobcards.
    Jobcard, costs, sales / current ? Some industries wish to see the total sales price and cost against each jobcard, always, so YES, here. When invoicing a jobcard, all costs are moved to the cost of sales account, and the sales price moves to `closed sales`, in the default NO. This allows you to check your jobcard list for outstanding costs, or jobs not invoiced. We prefer the NO.
    Jobcard, print invoice line ? On printing a jobcard invoice, the description and details on the jobcard header, can be printed on the invoice, with YES.
    Jobcard, print direct, bypass menu There is a choice of printing options for jobcards, but some people print only the jobcard at point of sale, customer copy, and YES here bypasses the menu, prints this jobcard directly.
    Jobcard, view cost/discount ? On checking a jobcard on screen, do you want to see costs or discounts per line item.
    Jobcard, Bill of Material, Transaction or department ? A jobcard or bill of material can be shown on screen, in the order you created it, or in department order. In addition, each line in a bill of material is numbered, and you can reset these line numbers.
    Bill of Material, Quotation, process/tab ? Some large quotations take a long time to re-price, as all included bills of material are priced at the same time, and adding or amending a line item will ordinarily adjust the total price at the same time. This option, at Process, will do this, but if on Tab, you have a button to reprice once you have completed your work. It speeds up your work on large items.
    Bill of Material, amend sales price ? A bill of material is also an inventory item, and ordinarily, a bill of material will recost itself every time it is accessed.However, if you have a fixed price list this option should be set at NO to prevent the re-costing from setting a new sales price. The cost price will, however, be updated.
    Quotation, print, sort ? There are three options here, to print the quotation in the order you have it set, or to sort in code order, or by department as well.
    Report, sales journal, + `.` code ? All items sold with the full stop as code, carry a cost if you have put one in. This will be SEEN against the invoice, (not by the customer), but is NOT included in the cost of goods sold account in the trial balance. These goods are usually buy-outs, and have been purchased as consumables, which is the cost in the trial balance. However, you can print the sales journal showing these costs, but do remember, your actual cost for these items is under consumables.
    Report, preview report on screen ? You can see most reports on screen, before pressing F2 to print them. Very useful for reports where you are not sure of the result, and may need to change something before the final report.
    Report, Sales journal, exclude journals ? Journal entries are used in accounts for transferring amounts between accounts, and can distort your picture of sales and profitability, so a simple sales journal should exclude these journals. However, this will not affect the trial balance.
    Report, formfeed each customer/jobcard ? Printing certain reports, per customer, or per jobcard, will allow a formfeed at the end of each one, or print continuously.
    Report, copy Cash Sale only Access 6 ? Copy cash sales are DANGEROUS, as unscrupulous sales staff can print a copy of a previous cash sale for a similar service rendered, and just pocket the cash, when a new customer asks for work done, instead of entering a new sales docket.
    V.A.T. add line/total ? There are two methods of V.A.T. calculation on a transaction. Add V.A.T. per line item, or add to the net sales total at the end. The former is more accurate, and HAS to be used where certain items are sold either with no tax, or as inclusive, and other items are sold with tax added, all on the same transaction.
    V.A.T. inclusive on purchases ? You can say YES here if your purchase transactions carry an inclusive tax cost already added to the line items. Be sure to identify this to your stock card in inventory.
    V.A.T. warn if no tax on sales/purchases ?  
    Operator, process each transaction ?  
    Stock, amend stock quantity ?  
    Stock, markup on cost type ?  
    Stock, item/sales/period, allocate or invoice ?  
    Auto message, in/out ?  
    Print, printers shared ?  
    Statement print transaction line items ?  

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