User Tools

Site Tools


start

Table of Contents

Installation: Windows 7+

Select the download demo option on rapid homepage.

Fill in details requested on the form and thereafter select the send button. Select the download system button. A download of setup.exe will then initiate. Once the download is complete, run the setup.exe file by double left clicking. The following message will appear on which you should select next if you wish to proceed.

Fill in the required details on the following screen; thereafter proceed by selecting the next button.

Select next on the following screen to begin installation.

Files will then begin to copy.

Select the finish button once files have been installed. The program will then be accessible from your start menu and desktop view.

Running the program

Double click on the program ‘RapidSoft Posibility’ (from start menu or desktop) which has been installed.

This will bring you to the company key tab to the ‘company maintenance’ screen.

Company maintenance

In order to fill in company details, select the ‘insert button’. This will bring you to the ‘company setup’ screen.

Company Setup

Company code – This field can take up to five alphanumeric characters.

Company name- This field can take up to forty alphanumeric characters. Type in the full name of the company in this field.

Physical address – The first line of this field cannot be left blank.

Postal address – The first line of this field cannot be left blank.

Company Reg # - Enter the company’s registration number in this field. This field can take up to twenty alphanumeric characters.

Company Setup- Select an option from the drop-down list. The options are as follows:

The rest of the fields are self-explanatory.

Control setup

Various system parameters are available to control system behaviour, invoice layouts and batch reports. Browse through the various tabs and edit the options available to design the system to best suit your needs. Select the ‘ok’ button once you have completed your customisations.

This process can also be done by select the setup option on the company maintenance page.

Once your details have been entered, select ‘ok’. You will then be redirected to the rapid main screen.

Sign-On

• Note that if one is signing on for the first time, the User Code and password is ‘RAPID’.

• Enter the user code. If the incorrect user code has been entered, the program displays a list of the current users to date. Select the required code.

• The program will prompt you to enter the password. If the incorrect password has been entered, the program will continue to ask for the correct password. The default company code will be displayed.

• The Rapid Menu will be displayed, once the correct password has been entered.

Change User

• In all the menus (including the Rapid Menu) an option to change the user or company is given.

• After selecting this option the program displays the ‘Sign On’ screen. Follow the Sign-on procedure described above in the Sign-on section of this document.

About the package

There are certain standards and features adapted in the development of the package. These are to guide the user efficiently and quickly through the screens. A brief description is given below to explain these features. (Many of these features are Window’s Standards as well.)

Fields

• A field is a location where data is captured through the keyboard. Each field has a prompt on the left. One of the letters in the prompt is underlined.

• To get to the field one can press the TAB key, until the cursor reaches the required field.

• Another method would be to hold the ALT key down and press the underlined letter in the prompt, thus causing the cursor to jump to the required field.

• One may also press the left button of the mouse next to the required field (in the space where data would be entered). Here again the cursor will move to the point that you requested.

• When capturing data some fields cannot be left blank; the program will advise you with the aid of messages.

To fill in text

• To move the cursor from one fill-in location (or field) to another, press the TAB key or click the left button of the mouse next to the field.

• To move to the previous fill-in location, press the SHIFT+TAB key.

• You may also hold the ALT key down and enter the underlined letter in the prompt.

• Some fields may limit the amount of text you can type in a certain location. To correct any errors, press the BACKSPACE key to delete the unnecessary characters.

Lookup screens

• When capturing data, in certain fields, the data has to be from a file. If the incorrect code is entered the program displays a lookup screen.

• This screen contains a list of all possible data that can be entered in this field. Select the required code. Select the Select cell.

• The program displays the form with the correct code. Continue with the capturing of data.

• A field wherein only certain data may be captured. The default option will be displayed. Use the arrow keys to select the other options.

• Typing the first letter of an option displays the first option beginning with the typed letter.

Button functions

• These are usually cells with text embedded in it. (For example: insert, change, delete, close, etc.) They will normally be found at the bottom of a screen.

• To select one of these, click the left button of the mouse on the cell. One may also hold the ALT key down and enter the underlined character. Else one may also use the TAB key until one reaches the required cell, then press the SPACEBAR or the ENTER key to select the cell.

Printing

Before any report is printed, a report preview is displayed, allowing the user to decide, on whether to print the report or not.

Select the Zoom option to view the report. The program gives a number of options, to allow you to zoom in at different percentages. One may select the View option to move between pages. The cells or the entry fields may be used as well.

To print the report select the Print button else select the Cancel button. You will be returned to your previous task or menu.

Rapid Menu

This is the first menu in the program that the user faces after signing on. It has several options that allow the user to complete a variety of tasks. Most of them lead to full-page menus. On the following pages, we discuss some of these options. This menu also contains icons. Select an icon by clicking the left button of the mouse on it.

Menus

Most of the options in the Rapid Menu lead to full-page menus. While all these menus give the user different options, they do have certain features in common. Each menu will have a number of options listed in the top of the screen.

Just below these options, to the right of the screen, a number of icons will appear. If the mouse pointer is rested on top of these icons, a description will appear for a few seconds. These icons allow for quick access to an option. Click an icon to select an option.

To select an option, select it using the mouse. If a drop down menu appears, then select the required option.

Each menu allows the user to change between the different menus without going through the Rapid Menu. This drop down menu will only display those options that the user has access to.

Exit the system

There are a few ways to exit the system. Some of them are:

• Click the left button of the mouse on the File option, and then select the Exit option.

• If one does not have a mouse enter ALT-F. A drop down menu will appear. Use the ARROW keys and move to the Exit option and press ENTER. Else type X.

• Select the Exit icon.

The program will return to the operating system

System support

• If you encounter a problem with the system or have any queries, select the System Support option in the Rapid Menu. The necessary contact phone numbers will be found here.

• When completed select the OK cell. You will be returned to the Rapid Menu.

Setting up products

Product codes can be set up under the ‘Masters’ menu option. Products codes are made up of a maximum of 15 alphanumeric characters. The Rapid POSibility system has two options available to set up these codes. The first 3 of the 15 alphanumeric characters are reserved for the product group. The rest of 12 characters can be used from code which comes with the product or it can be created by the user through category values.

For better understanding of this concept we will be using an example of a hardware store.

Option 1: Group + product’s own code

If the user takes this approach, they will use their discretion to create the remaining product code.

   For example: a hardware stocking batteries can assign the group code ‘BAT’ for batteries. 
   

• Select products option under product in the maintenance option. Select the insert option.

• On the ‘products maintenance’ screen select the insert button. Select your product group code.

    
   For the batteries example, the user would select batteries. 
   •	Fill in the remainder code. The user can fill this code using their discretion. Select ‘OK’ once complete.
   
   For the batteries example we can input: D for Duracell, LLP for long lasting power and 9V for 9 volts. 
   

   Therefore, the full product code would generate to BATDLLP9V.

If the user selects this option, they will need to define categories before defining the group. Using this approach is recommended, as it allows for consistency in naming products.

A product code can be made up of the group code as well as one or many category values. Category value characters are however limited to 12. Give some thought as to how you would like to breakdown the categories of each group.

We will be using an example of a hardware stores paint selection for this example.

• Select category under product in the maintenance option.

   If we use paint as an example, paint can be categorised by some features. These features can include the brand name, type, colour and size. 
   

• Select insert. You will now be on the ‘General’ tab of the product category maintenance page.

Category code: the user can assign any alphanumeric code of up to 20 characters.

Category description: the user should give a description of the category using up to 40 alphanumeric characters.

Category size: this determines the size or the amount of characters you would like to use to define the category values of the selected category. If you select 2, the product code will allow for 2 characters to be assigned to the category value of this category.

   For the paint example:
   

Category code: any alphanumeric character. For example, we can use the code NAM for name

   Category description: Describe the category code. In this case we can say name or brand name 
   Category size: 3
   

• Once the categories have been inserted, the user should insert category values for each category.

A category can have many category values. There are two ways to do this:

1. Select category from products under the maintenance option by selecting the values button.

2. Select category values from product under the maintenance option.

• Select the category for which the user wants to add category values. Select the insert button. This will bring about the ‘product category maintenance’ screen. Select insert.

Category value: This will be the actual value that appears in the code. The size of this value is limited to the size you had chosen when the user assigned the category size in the categories option.

Category description: The user should input the description of the value.

   For the paint example, if we would like to add category values for the name category, select the category and then the insert button. 
   Category Value - OLY
   Category Value Description - Olympic
   

Select ‘ok’

Add as many categories as you need.

• Select ‘group’ from the product option under maintenance.

• Select insert on the ‘product group maintenance’ screen.

Product Group Code: Add the code for the group, which can be made up of up to 3 alphanumeric characters.

Product Group Description: The user should give a description of the code added.

Group Type: Select the type from the dropdown list to which the group belongs.

Barcode Setup: Select whether products barcodes will be captured from the product or auto generated by the system.

Category: Select the categories associated with this group.

   For the paint example, the following screen would be what you would input:

• Select product from the product option under the maintenance option to create new products. \

• Select insert on the ‘product maintenance’ page. Product Group Code: select the product group code for the product you would like to create. Once selected, the category/categories chosen for this product group are displayed on screen. Enter your values for each category.

Category values which are not in the listed in the drop-down list can be added in at this stage too by typing in the value you would like. A message asking if you would like to add a new record pops up, select 'Ok' and add the record. Once values have been added, the product code is generated. Select 'Ok'.

   For the paint example, we can input the following:
   

As you can see, the product code is generated using the product group code and category values.

   Therefore, the full product code would be PNTMEDACRE1L. 
   This would indicate to the user that the item belongs to the paint group, the brand is medal and it is of the type acrylic and colour red, and it is 1 litre. 
   

If the user selects ‘ok’, the ‘product detail maintenance’ screen will be displayed.

Product detail maintenance

Product code – This field will auto-fill with the product code generated on the previous screen.

Product description – The description that will be filled in will be generated from the descriptions of the category values.

Barcode - Enter or scan the product’s bar code into this field.

Unit of measure – Enter the unit of measure.

Bin location – Optional field. This is the location of the item within the store (e.g. isle numbers).

Average cost – Capture the average cost. This amount needs to be greater than zero.

Selling price – Capture the selling price. This amount has to be greater than zero.

Minimum Reorder units – Enter the minimum stock level that this product should have. This amount will be used when the program is producing the stock reorder report. This field will not be displayed if the product belongs to the ‘Non Stock Items’ group.

Maximum Reorder units - Enter the maximum stock level that this product should have. This amount will be used when the program is producing the stock reorder report. This field will not be displayed if the product belongs to the ‘Non Stock Items’ group.

Picture file – Select a picture to associate with the product.

Masters menu

The purpose of the masters menu is essentially to administer every single element of the system such as products, suppliers and customers. It is the central control point of the system. The masters menu contains a number of options.

The Maintenance option allows the user to create records in the database. The Tills option allows the user to monitor or close a till. The C.O.D option allows the user to setup drivers and cash allocations for drivers who will be collecting cash on delivery. The import option allows the user to upload products, customers, suppliers and pictures. The enquiry option allows the user to access the audit trail enquiry. The Prints option allows the user to produce a number of reports. The menu option allows the user select another menu item, other than masters.

Maintenance

The drop down menu has several options. We discuss some of these in detail.

Products

Category

It is used to capture the various categories of products in your company. Read the section setting up products option 2 for further detail on this section.

Insert – Select this button to add a new product category.

Change – Choose the required record, and then press this button to change its description.

Delete – Select the required record, then choose this button to delete the selected record.

If any of the three options are selected, the program displays the ‘Product Group Category Maintenance’ screen.

Product Group Category Maintenance

Category Code – the user can assign any alphanumeric code of up to 20 characters. After adding the record, the program will not allow the user to change this field.

Category Description – This field allows up to forty alphanumeric characters. This field is required.

Category size – this field determines the size or the amount of characters you would like to use to define the category values of the selected category. If you select 2, the product code will allow for 2 characters to be assigned to the category value of this category.

Category values

The user can capture values for defined categories. The user should select the category on which they would like to insert, change or delete category values for.

Insert – Select this button to add a new category value.

Change – Choose the required record, and then press this button to change its description.

Delete – Select the required record, then choose this button to delete the selected record. If any of the three options are selected, the program displays the ‘Product Category Values Maintenance’ screen.

Product category values maintenance

Category value - This will be the actual value that appears in the code. The size of this value is limited to the size you had chosen when the user assigned the category size in the categories option.

Category description - The user should input the description of the value.

Group

It is used to capture the different product groups. When selected, the program displays the ‘Product Group Maintenance’ screen.

Product group maintenance View the setting up products section for a detailed explanation with examples for this section. This screen displays a list of all records captured to date.

Insert – Select this button to add a new product group. Change – Choose the required record, select press this button to change its description. Delete – Select the required record, then choose this button to delete the selected record. If products belong to the selected group, the program displays a message that the selected record cannot be deleted.

If any of the three options are selected, the program displays the ‘Product Group Detail Maintenance’ screen.

Product group detail maintenance

Product Group Code – This field must contain three alphanumeric characters and cannot be blank. After adding the record, the program will not allow the user to change this field.

Product Group Description – Up to thirty alphanumeric characters can be captured into this field. This field is required. The user should give a description of the code added.

Group Type – The drop down box has several options. Select the type from the dropdown list to which the group belongs to.

Barcode setup – The dropdown list gives the option to either capture or auto generate barcodes. If items come with barcodes and the user wishes to use these barcodes select capture. If the item does not come with barcodes select the auto generate option, for a system generated barcode.

Category – Select the category/categories which should be included in this group.

Products

The user can capture products and the products details from this screen. Once selected, the ‘Product maintenance’ screen is displayed.

Insert – Select this button to add a new product.

Change – Choose the required record, then select this button to change its description.

Delete – Select the required record, then choose this button to delete the selected record.

If the ‘insert’ option I selected the ‘product code setup’ screen will spear. If the ‘change’ or ‘delete’ option is selected the ‘product detail maintenance screen will appear.

Product code setup

If the insert button was selected, product group code should be selected from the drop-down menu.

If the selected product code has categories associated with it, these will then appear on screen. The user can then input the category values.

If the selected product does not have categories associated with it, these can be set up under the category option or the user can use their discretion to fill in the remainder code.

The product code is then generated. If the user selects ‘Ok’, the ‘product detail maintenance’ screen will be displayed.

Product detail maintenance

Product code – This field will auto-fill with the product code generated from the previous screen.

Product description – The description that will be filled in will generate from the descriptions of the category values.

Barcode - Enter or scan the product’s bar code into this field.

Unit of measure – Enter the unit of measure.

Bin location – Optional field. Location of the item within the store (e.g. isle number and shelf number).

Average cost – Capture the average cost. The amount has to be greater than zero.

Selling price – Capture the selling price. The amount has to be greater than zero.

Minimum Reorder units – Enter the minimum stock level that this product should have. This amount will be used when the program is producing the stock reorder report. This field will not be displayed if the product belongs to the ‘Non Stock Items’ group.

Maximum Reorder units - Enter the maximum stock level that this product should have. This amount will be used when the program is producing the stock reorder report. This field will not be displayed if the product belongs to the ‘Non Stock Items’ group.

Picture file – Select a picture to associate with the product.

Relationships

In the group setup selection if the group type of either bulk packs, assembly items or bill of materials was chosen, the relationship of these products can be maintained in the relationships screen. This option allows the user to maintain the relationships between certain product groups and their associated products. When selected, the program displays the ‘Products Relationships Maintenance’ screen.

Products Relationships Maintenance

This screen displays a list of all products that belong to the special product groups. That is, those product groups that have other products associated with them.

Bulk Packs / Assembly Items / Bill of Materials – Select this button to choose a selected record. The name of this button will change according to the product group of the highlighted record. Depending on the product group, a screen will be displayed as follows:

- Bulk Packs Non Stock – ‘Bulk Pack Items Setup’ screen.

- Assembled Non Stock – ‘Assembled Items Maintenance’ screen.

- Manufactured Items – ‘Bill of Materials’ screen.

Product selection template

This option allows the user to add items from various groups into a template. This template can be used for various reasons such as retrieving reports for these items.

Product selection header maintenance

Template code – User can select a code for this template.

Template description – The description of the template can be entered here. For example, September specials.

Select product at – The drop-down gives an option to select at run-time or immediate. Run-time allows changes which have been implemented (for example, items have been added to template) to be executed, whereas immediate does not implement these changes, but rather uses the initial template created.

Setup products from – The drop-down gives a list of options from where the products can be selected from.

Product selection template setup – product selection criteria

The user can select the items to be added to the template. Options are also available to select all or select description/product/barcode (depending on which tab you are on) or select the entire group of the line selected. Select ‘Ok’ once items have been selected.

Pricing

This option allows the user to setup their pricing.

Pricing maintenance selection

Product option – this dropdown has two options. ‘Selection’ means any product on the system can be selected. ‘GRV’ means items from goods received in the current month can be selected.

Sequence – Select the manner in which the items should be displayed: product code listing or product description listing.

Standard price maintenance

This screen displays a list of all the products. On the right of each product, the program allows the user to capture the new selling price. This amount cannot be less than the average cost.

Locate Product Code – Capture the required product code, then press the TAB key. The program displays the product closest to the code at the top of the screen.

Customer special – set the special discounted rate for selected customers. This option is used to update the special selling price for selected customers. When selected the program displays the ‘Customer Special Pricing Maintenance’ screen.

Customer Special Pricing Maintenance

This screen displays a list of all the customers.

Select – Select the required customer record, then choose this button to select the record. The program displays the ‘Customer Special Price Maintenance’ screen.

Customer Special Price Maintenance

This screen displays a list of all the products. On the right of each product, the program allows the user to capture the special selling price for the selected customer. This amount cannot be less than the average cost.

Locate Product Code – Capture the required product code, then press the TAB key. The program displays the product closest to the code at the top of the screen.

Group special – This option is used to update the special selling price for the five price groups. When selected the program displays the ‘Price Group Special Maintenance’ screen.

Price Group Special Maintenance

This screen displays a list of all the products. On the right of each product, the program allows the user to capture the special selling price for the selected price group. This amount cannot be less than the average cost.

Price Group – The drop down box has five options. The default is ‘A’. Use this box to change between the different price groups.

Locate Product Code – Capture the required product code, then press the TAB key. The program displays the product closes to the code at the top of the screen.

Date range special – User can select dates from which they would like special on certain items to become effective Sale and markdown – similar to standard pricing, however here the original price and the markdown price can be displayed

Quantity special – This option allows the user to capture different prices for the same product depending on the quantity that is being sold. When selected the program displays the ‘Quantity Price Dependant Maintenance’ screen.

Quantity Price Dependent Maintenance

This screen displays a list of all the products. On the right of each product, the program allows the user to capture the special selling price for the selected quantity. This amount cannot be less than the average cost.

   For example, if one item is purchased, the price is R5, but if 3 items are purchased, the total would be R12, therefore the price for each item would be R4.
   

Quantity – Capture the required quantity which the new price should come into effect from.

Locate Product Code – Capture the required product code, then press the TAB key. The program displays the product closes to the code at the top of the screen.

Bulk pricing change – When capturing the special prices, if the product list is large, it becomes rather difficult to capture the special prices. This option allows the user to adjust the special prices by a certain percent. When selected the program displays the ‘Bulk Price Maintenance Selection’ screen.

Price Type – The drop down box has eight options. The default is ‘Standard’. This field allows the user to select the type of price that is to be changed.

From Price Type – The drop down box has ten options. The default option is ‘Standard’.

Percentage – Enter a required percentage amount.

Average Cost

This option allows users to set up average cost for products. The average cost is calculated during all transactions, however from time to time the user might require it to be physically adjusted.

Selecting this option will bring up a message box with two options. Select GRV to set the average cost for goods received within that month or selected products to select a list of products from the system to set the average costs for.

If the user chose the option to select products, the user should make sure the item chosen populates the table toward the bottom of the ‘average cost maintenance- product selection criteria’ screen. Select ‘Ok’ once all items needed have been selected. Enter the new average cost on the average cost maintenance page.

Last Cost

This screen gives the user the option to set the last cost paid for an item. . Selecting this option will bring up a message box with two options. Select GRV to set the last cost for goods received within that month, or selected products to select a list of products from the system to set the last costs for.

If the user chose the option to select products, the user should make sure the item chosen populates the table toward the bottom of the ‘last cost maintenance- product selection criteria’ screen. Select ‘Ok’ once all items needed have been selected. Enter the new last cost on the last cost maintenance page.

The user has the option to set the last cost according to two ways:

1. Record the last highest cost paid. If subsequent costs are lower than the highest ever paid, the system records the highest paid rather that the latest cost paid.

2. Record the cost paid on last GRV

To set up or change these options the user should go to ‘Company’ menu. Select company under the maintenance option. Select the setup button on the ‘Company maintenance’ screen. Select the defaults tab and within the ‘Product’ group a drop-down option is available to change the settings on last cost.

Area

This option is used to capture the different areas that the customers may belong to. This allows the user to produce sales analysis reports. When selected, the program displays the ‘Area Maintenance’ screen.

Area maintenance

This screen displays a list of all records captured to date.

Insert – Select this button to add a new area.

Change – Select the required record, then press this button to change the area’s name.

Delete – Select the required record, then choose this button to delete the selected record. If a customer belongs to the selected area, the program will not allow the user to delete the selected record until this reference is deleted.

If any of the three options are selected, the program displays the ‘Area Detail Maintenance’ screen.

Area Detail Maintenance

Data captured will be formatted automatically and may be captured in lowercase.

Area Code – This field must contain three alphanumeric characters. After adding the record, the program will not allow the user to change this field.

Area Name – Up to thirty alphanumeric characters can be captured into this field. This field cannot be blank.

Code list

Customer

This option is used to capture customer details. When selected, the program displays the ‘Customer Maintenance’ screen.

Customer Maintenance

This screen displays a list of all records captured to date.

Insert – Select this button to add a new record.

Change – Select the required record, then press this button to change its details.

Delete – Select the required record, then choose this button to delete the selected record. If an outstanding balance exists or the customer has had any transaction in the current month, the program will not allow the user to delete the selected record.

If any of the three options are selected, the program displays the ‘Customer Detail Maintenance’ screen.

Customer detail maintenance

Data captured will be formatted automatically and may be captured in lowercase.

Customer Code – This field is required and can contain up to six alphanumeric characters. After adding the record, the program will not allow the user to change this field.

Customer Name – Up to thirty-five alphanumeric characters can be captured in this field. This field cannot be blank.

Status – The drop down box has four options. The default option is ‘Active’. If a customer status is ‘Black listed’ or ‘Obsolete’, the program will not allow the user to select this customer for an invoice. The user will have to change this status before passing through an invoice. If a customer’s cheque bounces, the program will automatically update the status to ‘Black listed’. Options for slow payment or on hold are also available.

Auto Statement – Check this box if a statement should automatically be printed in the month end procedure.

Physical Address – Up to four lines each with a maximum of thirty-five alphanumeric characters can be captured in this field. The first line is required.

Postal Address – Up to four lines each with a maximum of thirty-five alphanumeric characters can be captured in this field. The first line cannot be blank.

Contact Person – This field can contain a maximum of thirty alphanumeric characters.

Phone # – Up to twenty alphanumeric characters can be captured in each of the three fields. The first one is required.

Fax # – A maximum of fifteen alphanumeric characters can be captured in this field. This field cannot be blank. Credit Limit – A numeric value greater than zero is required.

Balance Type – The drop down box has two options. The default is ‘Open Item’. After the record is added, the program will not allow the user to change this field.

Area Code – Capture the Area Code that the customer belongs to. If the incorrect code is entered, the program displays a lookup screen. Select the required code.

Rep code – Select the code for the Rep associated with this customer. This will be useful for rep enquiries in sales analysis section.

Standard Discount – Capture the standard discount that this customer may be granted, if any. The program allows the user to change this value at the time of invoicing.

Price Group – The drop down box has six options. The default is that the customer will belong to no group. This option allows for a group of customers to be eligible for a different price. We discuss this below under special prices.

Customer group – Select from the lookup, which group the customer belongs to.

Comments – Free format information about the customer may be captured here.

Drivers

This option is used to capture driver details. When selected, the program displays the ‘Driver Maintenance’ screen.

Driver Maintenance

This screen displays a list of all records captured to date.

Insert – Select this button to add a new record.

Change – Select the required record, then press this button to change its details.

Delete – Select the required record, then choose this button to delete the selected record.

If any of the three options are selected, the program displays the ‘Driver Detail Maintenance’ screen.

Driver detail maintenance

Driver Code – This field is required and can contain up to eight alphanumeric characters. After adding the record, the program will not allow the user to change this field.

Driver Name – Up to thirty alphanumeric characters can be captured in this field. This field cannot be blank.

Rep

This option allows users to update sales rep details. When selected the ‘sales rep maintenance’ screen is displayed.

Sales rep maintenance

Insert – Select this button to add a new record.

Change – Select the required record, then press this button to change its details.

Delete – Select the required record, then choose this button to delete the selected record.

If any of the three options are selected, the program displays the ‘Rep Detail Maintenance’ screen.

Rep detail maintenance

Rep code - This field is required and can contain up to three alphanumeric characters. After adding the record, the program will not allow the user to change this field.

Rep name - Up to thirty alphanumeric characters can be captured in this field. This field cannot be blank.

Commission % - This field captures the % of commission granted to the rep.

Supplier

This option is used to capture supplier records. When selected, the program displays the ‘Supplier Maintenance’ screen.

Supplier maintenance

Insert – Select this button to add a new record.

Change – Select the required record, thereafter press this button to change its details.

Delete – Select the required record, then choose this button to delete the selected record.

If any of the three options are selected, the program displays the ‘Supplier Detail Maintenance’ screen.

Supplier detail maintenance

Data captured will be formatted automatically and may be captured in lowercase.

Supplier Code – This field is required and can contain up to five alphanumeric characters. After adding the record, the program will not allow the user to change this field.

Supplier Name – Up to thirty-five alphanumeric characters can be captured in this field. This field cannot be blank.

Physical Address – Up to four lines each with a maximum of thirty-five alphanumeric characters can be captured in this field. The first line is required.

Postal Address – Up to four lines each with a maximum of thirty-five alphanumeric characters can be captured in this field. The first line cannot be blank.

Contact Person – This field can contain a maximum of thirty alphanumeric characters.

Phone # – Up to fifteen alphanumeric characters can be captured in this field. This field cannot be blank.

Fax # – A maximum of fifteen alphanumeric characters can be captured in this field. This field cannot be blank.

VATable – If VATable is selected, the field for vat registration number is displayed, and the option to select if VAT is including price.

Terms – free-format field. User can input credit payment terms here (e.g. 30 days).

Credit limit – Allows the user to set the credit limit.

Standard Discount – Capture the standard discount that this supplier usually grants, if any. The program allows the user to change this value at the time of receiving. The percentage cannot be greater than ninety.

Outstanding amount – User should input the amount outstanding to the supplier. Calculated from transactions.

Banking details – User should input the banking details of suppliers in these fields.

POS Customer

Customers which do not belong to the debtors’ category can be inputted here. Their details can be captured. When selected, the program displays the ‘POS customer Maintenance’ screen.

Insert – Select this button to add a new record.

Change – Select the required record, thereafter press this button to change its details.

Delete – Select the required record, then choose this button to delete the selected record.

If any of the three options are selected, the program displays the ‘POS customer Detail Maintenance’ screen.

POS customer detail maintenance

Input the details of the customer in the relevant fields.

Tills

This option is used to capture details for each till that will be used during the capturing of cash sales. When selected, the program displays the ‘Till Maintenance’ screen.

Till maintenance

This screen displays a list of all records captured to date.

Insert – select this button to add a new record

Change – Select the required record and thereafter select this button to change its details

Delete – Select the required record, then choose this button to delete the selected record.

If any of the three options are selected, the program displays the ‘Till Detail Maintenance’ screen.

Till detail maintenance

Till # – The till number has to be positive and greater than 0, and less than 1000.

Till Description – A maximum of thirty alphanumeric characters can be captured in this field. This field cannot be blank.

*Pole Display / Cash Drawer – The drop down boxes has ten options. The default is ‘None’.

*Cash Slip Printer – The drop down box has twelve options. The default is ‘None’.

Cheque clearance

This option is used to update the status of all cheque payments captured through the POS module. During the month end procedure, any record which has a status of not pending is deleted. When selected the program displays the ‘Cheque Clearance Selection’ screen.

Cheque Clearance Selection

This screen displays a list of all cheque payments captured through the POS module.

Select – Select the required record that you wish to update, then select this button to update its status. The program displays the ‘Cheque Clearance Maintenance’ screen.

Cheque Clearance Maintenance

This screen displays the details of the selected record.

Cheque Status – The drop down box has three options. The default is ‘Pending’.

Credit card clearance

This option is used to update the status of all credit card payments captured through the POS module. During the month end procedure, all records whose status is not pending are deleted. When selected the program displays the ‘Credit Card Clearance Selection’ screen.

Credit Card Clearance Selection

This screen displays a list of all credit card payments captured through the POS module.

Select – Select the required record that you wish to update, then choose this button to update its status. The program displays the ‘Credit Card Clearance Maintenance’ screen.

Credit Card Clearance Maintenance

This screen displays the details of the selected record.

Amount Status – The drop down box has three options. The default is ‘Pending’.

User Sign-off

This option allows a master user to sign off any other user from the system. (This may be required after a power failure, network malfunction, etc.) After selecting this option, the program displays the ‘User Signoff’ screen.

User sign-off

The browse screen displays a list of all users currently logged on to the system. The screen displays two buttons.

Tills

This menu is accessible once a till has been opened. The drop-down menu has 3 options.

Cash-up or exchange

Till cash up or till exchange

This screen displays a list of all tills that are open. The bottom of the screen has two option: cash up or till exchange. Selecting the ‘cash up’ option will bring you to the ‘float cash up’ screen and selecting the ‘till exchange’ option will bring you to the ‘till transactions’ screen.

Float cash up

This screen allows the user to enter the final cash amounts that are in the till. It displays the opening and expected float. This can be done at the day end for each till. A till cash up summary can be printed. Once a cash-up is completed, the till is then closed. The till can then be reopened from POS menu.

Till transactions

This screen allows users to select the type of exchange taking place. Select whether the type of transaction is a deposit or a withdrawal. Enter the amount for the transaction. Remarks are also optional.

Monitor

This option allows the user to monitor any transaction being captured on a selected till. When selected, the program displays the ‘Till Monitor Selection’ screen.

Till monitor selection

This screen displays a list of all tills that are open.

Transactions – Select this button to view all transactions that have been captured on a selected till, since the till was opened. The program displays the ‘Till Transactions Enquiry’ screen.

Refresh – Select this button to refresh the browse screen.

Enquiry

Allows user to view transactions that are taking place.

C.O.D

The default settings of the system have cash on delivery as inactive or suppressed. If the user would like to make c.o.d active, the user should select the company menu and select company under the maintenance option. Select setup and thereafter the POS + debtors tab. In the POS group, set the cash on delivery status from suppressed to active.

Driver allocation

Assign drivers for cash sales

Cash allocation

Control how much cash should be coming in from each driver

Import

This option allows the user to import CSV files for the following options: products, customers, suppliers and pictures.

Select this icon to browse and select the CSV file.

The first row of a CSV file is generally the column headings, therefore the user can choose to ignore this column.

Set the pricing in the pricing setup section.

Synchronise the columns of the CSV files.

Enquiry

Audit trail enquiry

The audit trail enquiry keeps track of pricing changes, purchase orders and sales orders.

Prints

Product group list

A list of the various product groups is produced

Product list

A list of all the products is produced

Price list

This option allows the user to produce a selected price list. After selecting this option, the program displays the ‘Price List Selection’ screen.

Price List Selection

Price List – The drop down box has six options. The default option is ‘Standard’. The user can select groups for which they would like to see prices for. This is optional.

Payment type

A list of the various print types is produced.

Drivers

A list of the drivers on the systems is produced.

Operators

A list of operators is produced.

Customers

Produces a list of customers according to the different sub-options

Suppliers

Produces a list of suppliers according to the different sub-options

Till list

Produces a list of tills on the system

Till control list

This report displays the opening, ending and expected cash float totals for each till. These records will automatically be deleted during the month end procedure. A record for each time a till was opened will be displayed.

Till transactions list

Produces a list of till transactions

Till withdrawal list

Produces a list of till withdrawals

Cash sale list

Produces a list of either the month-to-date or current cash sales list

POS cheques

This option allows the user to produce status reports for all cheque payments that were captured through the POS module.

POS credit cards

This option allows the user to produce status reports for all credit card payments that were captured through the POS module.

Delivery schedule

This produces a list of the delivery schedule

Outstanding CODS

This produces a list of the outstanding cash on delivery.

Lay-bye credits list

Damaged goods list

Stocks

The ‘Stocks Menu’ is used to capture physical stock adjustments and the result of physical stock takes. Once initiated, it is advisable that you do not capture any other stock movement until the item has been counted. After selecting this menu option, the program allows the user a number of options. Some of them are:

• If a stock take was initiated but not completed, the program will give the user the option on whether to continue with that stock take or not.

• One may initiate a stock take for all the products or for selected products.

• Stock count quantities may be entered or products may be scanned using a bar code scanner or (This option will only be available if bar code scanning has been enabled) or scan barcodes into a CSV file and upload this file. • The stock counted quantities may be initialised to zero or to the stock on hand.

If a stock take was initiated but not finalised, the program allows the user the option on whether to continue with that stock take or not. After selecting the stock take option from the menu, and if the last stock take was not finalised, the program displays the ‘Stock Take entry’ screen.

Maintenance

Stock take

Stock take maintenance

This screen displays the stock takes which have taken place. Select the ‘insert’ button to initialise a new stock take. This will bring about the ‘stock take header maintenance’ screen.

Select the ‘stock take’ button once you have selected the row of un-finalised stocktakes to return to capturing stock. This brings up ‘stock take entry screen’ if the ‘enter’ option was selected in the ‘stock take header maintenance’ page, or the ‘scan stock take’ screen if the ‘scan’ option was selected in the ‘stock take header maintenance’ page.

Stock take header maintenance

Start date – System date defaulted

Start time – System time defaulted

Stock take identification – Identifier for the stock take

Team – identifier for the team

Location – Head office defaulted

Stock initialisation – The drop down box has two options. The default option is ‘On Hand’. If a scanner is being used, it is advisable to initialise the stock to ‘zero’.

Stock take mode – drop-down menu to select method of stock capture. The next screen will be dependent on the option selected. Enter stock according to the option selected.

If the stock take mode selected is upload:

Capture your barcodes or products codes with stock count in the next column. Convert the file to a CSV format.

Upload the file.

Search on – drop-down with two options to search on. Select product code if the CSV file column captures product codes or select bar code if the CSV captures scanned barcodes. Depending on the option selected the next field will automatically update itself.

Bar code / Product code – Select the column in which the bar code or the product code will be found in the file. Stock count – Select the column in which the stock count can be found.

Stock adjustment

This option allows users to adjust by adding and removing stock from the system to solve discrepancies. Selecting this option brings you to the ‘stock adjustment maintenance’ screen. A list of stock adjustments that have taken place is displayed.

Select insert to add a new stock adjustment. This will bring you to the ‘stock adjustment header maintenance’ page.

Stock adjustment header maintenance

Adjustment # - This value auto increments itself

Adjustment date – Sets to the system date

Remarks – Add a comment for the stock adjustment

If a file is being uploaded enter the details in the upload parameters section. Refer for the stock take header maintenance section of this document on how to set these options.

Select lines if you are not uploading a file but rather entering or scanning the items on the system. This will bring you to the ‘stock adjustment lines maintenance’ screen.

Stock adjustment lines maintenance

Enter the product code (Press TAB if you would like to view all products to make a selection) or scan the barcode in under product which will be highlighted blue. Enter the amount of units for which the stock should be adjusted for. Place a negative before the units if you are removing items from stock.

Select the ‘Finish’ button once complete. A report with adjustment details will appear, which the user can print if they wish to do so.

Enquiry

Stocks

The stock enquiry page will give a list of the products with the units on hand. Items can be selected for detailed enquiries which will appear once the ‘Select’ button has been chosen.

Product locator

This section will work if the capturing of products was done using the groups + categories method. The groups are displayed and by clicking on the group the items within that group will be displayed.

Product locator enquiry selection

The screen displays tiles with the various product groups which can be selected. Once, selected the products of the group can be found by selecting the categories relevant to that product. Search description allows the user to search a string within the description to find the product.

Stock take

A list of the stock takes which have taken place in that month will be displayed. The user can select a row for a detailed view of a particular stock take.

Print

Stock list

Products can be selected from the ‘stock list – product selection – product selection criteria’ screen. Once the products have been selected a confirmation message will appear. The stocks list report will display the units on hand for each category value for the group.

Stock detail list

Products can be selected from the ‘stock detail list – product selection – product selection criteria’ screen. The report will have columns for stock movement transactions which can take place such as brought forward, received, sold, adjusted and on-hand.

Stock movements

Products can be selected from the ‘stock movement– product selection – product selection criteria’ screen. The report will show details of the movement on stock such as adjustments.

Re-order list

Products can be selected from the ‘ReOrder List– product selection – product selection criteria’ screen. Select the supplier. The report will display the amounts for on hand, re-order level, maximum level and on order.

Stock on order

Products can be selected from the ‘ReOrder List– product selection – product selection criteria’ screen. The screen displays the amount on hand the amount on order. The report will display on Order and on Hand for the items selected.

Stock valuation

Negative stock valuation is when the inventory is sitting below zero due to some error. Select ‘yes’ or ‘no’ here to proceed. Products can be selected from the ‘Stock valuation– product selection – product selection criteria’ screen. Select your valuation based on average cost, last cost or selling price. The report will print the value of the stock item/items according to the option you have selected.

Stock group valuation

Similar to stock valuation, however, here the entire product group valuation occurs. Product cost exception This report is used to view items which have been sold below cost price

Negative stocks

This report is used to view items where the stock on Hand on the system has a negative amount.

No stock Movement

If an item has not had activities such as sold, received or adjusted from the date chosen, it will appear in this report.

Stock discrepancy

Items where the on Hand does not match the brought forward and transactions from the current month will be displayed in this report.

*Stock take variance

The values of adjustments made to stocks will appear in this report. Variance is attached to a stock take.

*Stock adjustment list

The values of adjustments made to stocks will appear in this report.

Labels Posters

Bar Code labels

Shelf Talkers

Point of sale

If a till has not yet been opened after a cash-up, the ‘Till opening selection’ screen will be displayed.

Till opening selection

This screen has a list of tills with their statuses. Select the ‘Select’ button to select a till to open. Enter the float amounts in their respective rows. Select the ‘ok’ button once complete.

Cash up

Cash sale

Selecting this option will bring you to the ‘cash sales lines maintenance’ screen.

Cash sale lines maintenance

Enter or scan items in the product column or fetch an order. Fetch order refers to the quotations section on filling orders. Orders can be fetched and processed by cashiers using this option.

A description for the product appears. Enter the number of units in the units column. Select ‘Total’ or f9 to total up the items.

Cash payable will now appear on screen.

Enter the payment amount. The change amount will appear on screen, following this an invoice will appear on screen. The ‘cash sales lines maintenance’ screen will reappear to process the next transaction.

Credit note by cash sale

Selecting this option will bring up the ‘credit note – cash sale selection’ screen. Select the transaction for which a credit note should be given. Once selected, you will now be on the ‘credit note maintenance’ screen.

Credit note maintenance

Credit notes type – select if the credit note is for price adjustment or a return.

Remarks – Option to add a comment for the credit note.

Select the lines button. This will bring up the ‘credit notes lines maintenance’ screen. The user should enter the number of units for which a credit note should be granted. If the item is damaged check the damaged checkbox. Credit note total will update with the amount. Select ‘Finish’ once amount has been finalised. A credit note will appear on screen which can be printed.

Credit note by product

Selecting this option will bring up the ‘credit notes – product selection’ screen. All products will be listed here. Click the ‘Select’ button once item has been selected. A list of transactions where this item was purchased will appear. Select the transaction for which a credit note should be given for.

Credit note maintenance

Credit notes type – select if the credit note is for price adjustment or a return

Remarks – Option to add a comment for the credit note.

Select the lines button. This will bring up the ‘credit notes lines maintenance’ screen.

The user should enter the number of units for which a credit note should be granted. If the item is damaged check the damaged checkbox. Credit note total will update with the amount. Select ‘Finish’ once amount has been finalised. A credit note will appear on screen which can be printed.

Till exchange

Selecting this option will bring up the ‘till transaction’ screen.

Till transaction

Transaction type – Select if the till exchange type is a withdrawal or deposit. Transaction amount – Enter the amount for the transaction. Remarks – Required field.

Enquiry

Stocks

This option allows the user to view the details of all the products. When selected, the program displays the ‘Stocks Enquiry’ screen.

Stocks Enquiry

This screen displays the product list.

Select – Select this button to view a selected product’s detail. The program displays the ‘Stock Enquiry’ screen. This screen displays the latest stock movement figures.

Product locator

This section will work if the capturing of products was done using the groups + categories method. The groups are displayed and by clicking on the group the items within that group will be displayed.

Product locator enquiry selection

The screen displays tiles with the various product groups which can be selected. Once, selected the products of the group can be found by selecting the categories relevant to that product. Search description allows the user to search a string within the description to find the product.

Till transactions

This enquiry will display the transactions (invoices, credit notes) which have taken on that till.

Cash sales

This enquiry will display cash sales which have taken place while the till was open.

*Credit notes

This enquiry will display credit notes given out by the till.

Standard + group prices

This enquiry will display the standard and group prices for all products.

Daily special prices

This enquiry will display standard prices with the daily special prices which have been set.

Print

Copy cash sale

Copy cash credit note

Cash sale list

A message box will show up with the options of ‘month-to-date’ and ‘current’. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time. Cash sales that have taken place in the time period chosen will be displayed in this report.

Credit note list

A message box will show up with the options of ‘month-to-date’ and ‘current’. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time. Credit notes that have been granted in the time period chosen will be displayed in this report.

Till transaction list

This report will print a list of transactions (cash sales and credit notes) which have taken place from this till.

Pending cheques

Pending credit cards

Debtors

This menu is used for the capturing of financial transactions with customers (payments, invoicing, etc.) We discuss each of these options below.

Transactions

The drop down menu has a number of options. On the pages that follow, we discuss some of these.

Sales order

This option allows the user to capture customer orders in advance. When selected, the program displays the ‘Sales Order Maintenance’ screen.

This screen displays a list of all sales orders captured to date.

Insert – Select this button to capture a new order.

Change – Select the required record, thereafter choose this button.

Delete – Select the required record, then choose this button to delete the order.

If any of the three options are selected, the program displays the ‘Sales Order Maintenance’ screen.

Sales order Maintenance

Sales Order # – This number is auto generated by the program and cannot be changed.

Sales Order Date – Capture the date when the order will be shipped or collected. This field cannot be in the past. The program will initially display today’s date.

Customer Code – This field cannot be blank. Select the customer from the dropdown menu.

Customer order # - assign an order number for the sale. This can be the same as the customer’s purchase order number.

Discount % – This is an optional field that cannot be greater than seventy percent. The customers default discount percentage will be displayed.

Once complete, select the ‘Lines’ button. Select this button to capture the products for this order. The program displays the ‘Sales Order Lines Maintenance’ screen. This button will not be displayed if the calling procedure is to delete a selected order. The program will not accept a customer whose status is ‘Obsolete’ or Black Listed’ or a customer whose current balance exceeds its credit limit.

Sales order lines maintenance

Enter in the products under the product column. Enter the units in the units column. Print the sales order form.

Invoicing

This option is used to capture invoices. When selected, the program displays the ‘Invoice Maintenance’ screen.

Invoice # – This number is generated automatically by the program and cannot be changed.

Invoice Date – Capture the invoice date. This date cannot be in the past.

Customer Code – This field cannot be blank. Select the customer from the dropdown menu.

Discount % – This is an optional field that cannot be greater than seventy percent. The customers default discount percentage will be displayed.

Customer order # - assign an order number for the sale. This can be the same as the customer’s purchase order number.

Once complete, select the ‘Lines’ option. Select this button to capture the products for this order. The program displays the ‘Invoice Lines Maintenance’ screen. The program will not accept a customer whose status is ‘Obsolete’ or Black Listed’ or a customer whose current balance exceeds its credit limit.

Invoice lines maintenance

Enter in the products under the product column. Enter the units in the units column. Print the invoice.

Sales order / quotation invoicing

This option allows the user to convert sales orders to invoices. Selecting this option will bring you to the ‘sales order / quotation invoicing’ screen. A list of sales order with no invoices will be displayed here.

Select the sales order for which an invoice is needed. Select the invoicing button.

This option is used to capture invoices. When selected, the program displays the ‘Invoice Maintenance’ screen.

Invoice # – This number is generated automatically by the program and cannot be changed.

Invoice Date – Capture the invoice date. This date cannot be in the past.

Customer Code – This field cannot be blank. Select the customer from the dropdown menu.

Discount % – This is an optional field that cannot be greater than seventy percent. The customers default discount percentage will be displayed.

Customer order # - assign an order number for the sale. This can be the same as the customer’s purchase order number.

Once complete, select the ‘Lines’ option. Select this button to capture the products for this order. The program displays the ‘Invoice Lines Maintenance’ screen. The program will not accept a customer whose status is ‘Obsolete’ or Black Listed’ or a customer whose current balance exceeds its credit limit.

Invoice lines maintenance

Enter in the products under the product column. Enter the units in the units column. Print the invoice.

Debits

This option is used to capture a debit against a customer’s account. When selected, the program displays the ‘Customer Debits Maintenance’ screen.

A list of all debits captured to date will be displayed. Note that a debit record cannot be deleted.

Insert – Select this button to add a record.

Change – Select this button to change the details of a selected record.

If one of the two options is selected, the program displays The ‘Debit Maintenance’ screen.

Debit maintenance screen

Debit # – This number is generated automatically by the program and cannot be changed.

Customer Code – This field cannot be blank. Select the customer from the dropdown menu.

Debit Date – Capture the debit date. This date cannot be in the future.

Reference # – A maximum of fifteen alphanumeric characters can be captured into this field. This field cannot be blank.

Debit Amount – The amount to debit the customer’s account by. This amount has to be greater than zero.

Remarks – This is an optional field that can contain up to forty alphanumeric characters.

Select ok to print out the receipt

Payments

This option is used to capture a payment against a customer’s account. The program displays the ‘Customer Credits Maintenance’ screen.

Customer credits maintenance

A list of all payments captured to date will be displayed. A record cannot be deleted.

Insert – Select this button to add a record.

Change – Select this button to change the details of a selected record.

Close – To return to the menu, select this button.

If one of the first two options is selected, the program displays The ‘Credit Maintenance’ screen.

Credit maintenance

Credit # – This number is generated automatically by the program and cannot be changed.

Credit Type – The drop down box has six options. The default option is ‘Cash’.

Customer Code – This field cannot be blank. Select the customer from the dropdown menu.

Credit Date – Capture the credit date. This date cannot be in the future except for cheque payments.

Reference # – A maximum of fifteen alphanumeric characters can be captured into this field. This field cannot be blank.

Credit Amount – The amount to credit the customer’s account by. Either this amount or the next has to be greater than zero.

Settlement Amount – An optional field to act as a further discount.

Remarks – This is an optional field that can contain up to forty alphanumeric characters.

Select ‘Ok’ to print the receipt.

Bank clearance

If the option for clearance required in the company maintenance is set to yes, then this option can be used. This option allows the user to ‘clear’ a cheque. The program displays the ‘Bank Clearance Selection’ screen. Select the transaction which requires a clearance.

Credit notes

This option allows the user to pass a credit note on invoiced sales orders. The program displays the ‘Credit Note Selection’ screen.

Credit note selection

This screen displays a list of invoice for which credit notes can be passed for.

The user can select the invoice for which a credit note should be given for. This will display the ‘credit note maintenance’ screen.

Credit note maintenance

Credit notes type – select if the credit note is for price adjustment or a return

Remarks – Option to add a comment for the credit note.

Select the lines button. This will bring up the ‘credit notes lines maintenance’ screen. The user should enter the number of units for which a credit note should be granted. If the item is damaged check the damaged checkbox. Credit note total will update with the amount.

Select ‘Finish’ once amount has been finalised. A credit note will appear on screen which can be printed

Matching

In the debtors system, we process debit transactions, such as invoice and debits against a customer. At the same time, we process credit transaction, such as credit notes and payments against the customer. Some of these credit transactions may be fulfilling several debit transactions (partially or fully.)

To keep track of the above transactions accurately, we need to match the two types of transactions. The matching option achieves this objective. When you enter a payment (cash, credit or after clearing a cheque) the program will bring you to the matching automatically. Follow the relevant steps or exit. Note that matching is only done for ‘open item’ balance accounts.

When selected, the program displays the ‘Customer Matching Selection’ screen.

Customer matching selection

This screen displays a list of all the customers whose accounts are open item. Select the required record. This will display the ‘customer matching maintenance’ screen.

*Customer matching maintenance selection

This screen displays a list of all credit records for the selected customer. The list displays whether the item is matched or unmatched and has the option to change this.

*Deposit slip

Delivery schedule

This option allows the user to set up a delivery schedule for drivers. Selecting this option will bring you to the ‘delivery schedule maintenance’ screen.

Delivery schedule maintenance

This screen displays a list of delivery schedules created previously.

Select the ‘insert’ button to add a new delivery schedule. This will bring you to the ‘delivery schedule header maintenance’ screen.

Delivery schedule header maintenance

Select the area code and the driver code from the dropdown menu. Enter in the vehicle registration number. Select ‘Ok’, this will bring up the ‘delivery schedule lines maintenance’ screen.

Delivery schedule lines maintenance screen

Select the item to be delivered by clicking on the right arrowhead. Select if cash should be collected from this customer. If you select ‘yes’, the total in the total cash field will be the cash on delivery expected from the allocated driver.

Select the ‘schedule’ button. A delivery schedule will be displayed which can be printed.

Enquiry

Customer transaction

This option allows the user to view all customer transactions. When selected, the program displays the ‘Customer Enquiry Selection’ screen.

Customer Enquiry Selection

Select the required customer; thereafter choose the ‘select’ button. The program displays the ‘Customer Transaction Selection’ screen. This screen displays a list of all transaction for the selected customer.

Customer Transaction Selection

A list of all transaction, by the selected customer, will be displayed. If the user selects the ‘select’ button the ‘customer matching transaction enquiry’ screen is displayed. If the user selects the ‘details’ button the ‘invoice lines enquiry’ is displayed.

Stock

This option allows the user to view the details of all the products. When selected, the program displays the ‘Stocks Enquiry’ screen.

Stocks Enquiry

This screen displays the product list.

Select – Select this button to view a selected product’s detail. The program displays the ‘Stock Enquiry’ screen. This screen displays the latest stock movement figures.

Product locator

This section will work if the capturing of products was done using the groups + categories method. The groups are displayed and by clicking on the group the items within that group will be displayed.

Product locator enquiry selection

The screen displays tiles with the various product groups which can be selected. Once, selected the products of the group can be found by selecting the categories relevant to that product.

Search description allows the user to search a string within the description to find the product.

Standard and group prices

This option allows the user to view the standard & group prices. When selected, the program displays the ‘Standard & Group Special Pricing Enquiry’ screen.

Standard & Group Special Pricing Enquiry

This screen displays a list of all the products with their standard and group prices.

Customer special prices This option allows the user to view the special prices for selected customers. When selected, the program displays the ‘Customer Price Enquiry Special’ screen.

Customer Price Enquiry Special

This screen displays a list of all the customers.

Select – Select the required record, then choose this button to view the special prices. When completed, choose the Exit button to return to this screen.

Daily special prices

This option allows the user to view the daily special prices. When selected, the program displays the ‘Daily Special Pricing Enquiry’ screen.

Daily Special Pricing Enquiry

This screen displays all products that have a special price for a selected date.

Price Date – This field allows the user to change the date as required.

Invoices

This allows the user to view all invoices that have been captured. When selected, the program displays the ‘Invoices Enquiry Selection’ screen.

Invoices Enquiry Selection

This screen displays a list of all invoices captured to date.

Select – Select the required invoice record, then choose this button to view the products that were sold. The program displays the ‘Invoice Lines Enquiry’ screen. This screen displays all the lines that were captured on the invoice. When completed select the Exit button to return to this screen.

Credit notes

This option allows the user to view all credit notes that have been passed. When selected, the program displays the ‘Credit Notes Enquiry Selection’ screen.

Credit Notes Enquiry Selection

This screen displays a list of all credit notes captured to date.

Select – Select the required credit note record, then choose this button to view the products that were returned. The program displays the ‘Credit Note Lines Enquiry’ screen. This screen displays a list of all the products that were returned in the credit note.

Sales order

This allows the user to view all sales orders that have been captured. When selected, the program displays the ‘Sales Order Enquiry Selection’ screen.

Sales Order Enquiry Selection

This screen displays a list of all sales orders that have been captured to date.

Select – Select the required sales order note record, then choose this button to view the products that have been ordered. The program displays the ‘Sales Order Lines Enquiry’ screen. This screen displays a list of all the products that have been ordered.

Deposit slips

This allows the user to view deposit slips that have been captured. When selected, the program displays the ‘deposit slip enquiry selection’ screen.

Deposit slip enquiry selection

This screen displays a list of deposit slips issued within the month.

Select – Select the required deposit slip record, then choose this button to view the details of the deposit slips The program displays the ‘Deposit slip print selection’ screen. Select the ‘Print’ button to print the details of the selected deposit slip record.

Extract

Month-to-date VAT schedule

This option allows the user to download the VAT schedule for the month.

Print

Customers

This option allows the user to produce a number of reports related specifically to customers.

Customer list

When selected, the program will first display a selection screen. This screen displays a drop down box. This box will have six options. The default option is ‘All’. Select the required report filter. Select the ‘Ok’ button to proceed or select the ‘Cancel’ button to return to the menu, without producing the report. A list of all customers (depending on the report filter) will be produced.

Addresses

When selected, the program will first display a selection screen. This screen displays a drop down box. This box will have six options. The default option is ‘All’. Select the required report filter. Select the ‘Ok’ button to proceed or select the ‘Cancel’ button to return to the menu, without producing the report. A detail address list of all customers (depending on the report filter) will be produced.

Transactions

This option allows the user to produce a transaction list for a selected customer. When selected, the program displays the ‘Customer Transaction Selection’ screen.

Customer Transaction Selection This screen displays the customer list. Print – Select this button to print the list for a selected customer.

Statement

This option allows the user to produce a statement for a selected customer. When selected, the program displays the ‘Customer Statement Selection’ screen.

Customer Statement Selection This screen displays the customer list. Print – Select this button to print a statement for a selected customer. Print all – Select this button to print a statement for all customers.

Aged analysis

This option allows the user to produce an aged analysis report for all customers. Please use caution when using the update option.

Labels

This option allows the user to print labels for customer addresses (e.g. postage services). *Monthly VAT tranx list This option allows the user to produce a VAT transaction list for all transactions that have occurred.

*Monthly VAT tranx list

This option allows the user to produce a VAT transaction list for all transactions that have occurred.

Transaction list

Selecting any of the options in this section will bring about a message box. The message will contain with the options of ‘month-to-date’ and ‘current’ to select. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time.

Invoice list

A list of all invoices will be produced according to the option selected.

Credit notes list

A list of credit notes will be produced according to the options selected.

Credits list

A list of all credits will be produced according to the option selected.

Debits list

A list of all debits will be produced according to the option selected.

Transaction copies

This option allows the user to produce a hard copy of any transaction.

Invoice

Copy Invoice Selection

This screen displays a list of all invoices captured. Print – Select this button to print a hard copy of a selected invoice.

Credit note

When selected, the program displays the ‘Credit Note Print Selection’ screen.

Credit Note Print Selection

This screen displays a list of all credit notes captured in the Debtors module. Print – Select this button to print a hard copy of a selected credit note.

Sales order

When selected, the program displays the ‘Copy Print – Sales Order Selection’ screen.

Copy Print – Sales Order Selection

This screen displays a list of all sales orders captured. Print – Select this button to print a hard copy of the selected sales order.

Credits

When selected, the program displays the ‘Copy Credit Print Selection’ screen.

Copy Credit Print Selection

This screen displays a list of all credits captured to date. Print – Select this button to print a hard copy of the selected credit record.

Debits

When selected, the program displays the ‘Customer Debit Print Selection’ screen.

Customer Debit Print Selection

This screen displays a list of all debits captured. Print – Select this button to print a hard copy of a selected debit.

Deposit slips

When selected, the program displays the ‘Deposit slip print selection’ screen.

Deposit slip print selection

This screen displays a list of all deposit slips. Print – Select this button to print a hard copy of a selected deposit slip.

Delivery schedule

When selected, the program displays the ‘Delivery schedule print selection’ screen.

Delivery schedule print selection

This screen displays a list of all deliveries schedule. Print – Select this button to print a hard copy of a selected deposit slip.

Reports

This option allows the user to produce a number of miscellaneous reports.

Outstanding orders

A list of all outstanding sales orders will be produced.

Back orders fulfilment

If an item, which was ordered by a customer, was out of stock previously becomes available, the order can now be fulfilled. A list of back orders which can now be fulfilled will be produced.

*Credit clearance

A list of outstanding or pending clearance credit will be produced.

Rejected credits

A list of rejected or bounced cheques will be produced.

Unmatched credits

A list of credits which have not yet been matched will be produced according to the option selected.

Outstanding debits

A list of outstanding debits will be produced.

*Pending clearance

A list of credits pending clearance will be produced.

*VAT report

Creditors

This menu is used for the capturing of financial transactions with suppliers (payments, GRV’s, etc.) We discuss each of these options below.

Transactions

Supplier orders

This option allows the user to capture supplier orders in advance. When selected, the program displays the ‘Supplier Order Maintenance’ screen.

Supplier order maintenance

This screen displays a list of all supplier orders captured to date.

Insert – Select this button to capture a new order.

Change – Select this button to change the details of a selected order.

If either of these options is selected, the program displays the ‘Order Maintenance’ screen.

Order maintenance

This screen allows the user to capture the general details for a sales order.

Code – Capture the supplier code from whom the products will be ordered. This field cannot be blank. The supplier can be selected from the drop=down menu.

Order Date – Capture the date for the order, this date cannot be in the past. It is defaulted to the current date, however this can be changed.

Discount % – Capture the discount if applicable.

Remarks – Add a remark about the supply order.

Lines – Select this button to capture the products that are being ordered. When selected, the program displays the ‘Order Lines Maintenance’ screen.

Order lines maintenance

This screen is used to capture the products on a supplier order. Capture the product under the product column. Enter the amount of units in the units column. Enter the price in the price column.

Goods received

This option is used to capture a record of all goods received. When selected, the program displays the ‘GRV Maintenance Selection’ screen.

GRV maintenance selection

This screen displays a list of all outstanding supplier orders (if any), captured to date.

Insert – Select this button to capture a new GRV.

Select – Select this button to receive a previously captured order.

If one of the first two options is selected, the program displays the ‘GRV Maintenance’ screen.

GRV maintenance

This screen allows the user to capture the general details for a GRV.

Code – Select the supplier code from whom the products are being received.

GRV Date – Capture the date for the GRV. The date cannot be in the past.

Discount % – Capture the discount if applicable.

Reference # - Capture the reference number for the GRV. This can be a number received from the supplier.

Lines – Select this button to capture the products that are being received. When selected, the program displays the ‘GRV Lines Maintenance’ screen.

GRV lines maintenance

This screen is used to capture the products on a GRV. After a line is captured, the program displays the next line. Enter products in the product column (find products by entering the ‘tab’ key to display the ‘product selection’ screen). Enter the number of units in the units column. Enter the price per unit in the price column. The program will then recalculate an average cost for this product. To delete a line, simply change the units to zero.

Goods returns

This option allows the user to pass a goods return note. The program displays the ‘Goods Returns Maintenance Selection’ screen.

*Goods Returns Maintenance Selection

This screen displays a list of all GRV’s that have not had a goods returned note passed against it to date.

Select – Select the required record. The program displays the ‘Goods Returns Maintenance’ screen.

Goods returns maintenance

Returns Date – Capture the date for the credit note.

Return type – Select whether the return type is a returns or a price adjustment

Discount – The discount applicable is displayed

Lines – Select this button to view the products that were received. When selected, the program displays the ‘Goods Returns Lines Maintenance’ screen.

Good returns lines maintenance

This screen displays a list of all the products that were originally captured on the GRV.

Units – Capture the amount of units that is being returned. This amount cannot be more then the amount that was received.

Remittance

This option allows the user to record remittance. Selecting this option brings up the ‘remittance maintenance selection’ screen.

Remittance maintenance selection

This screen shows a list of previously captured remittance.

Insert – Select this button to capture a new remittance.

Selecting the insert button will bring up the ‘remittance header maintenance’ screen.

Remittance header maintenance

Remittance date – Select the date on which the remittance was paid.

Payment type – Select the payment type for the remittance payments. There are six options in the dropdown menu.

Code – Select the supplier to whom the payment is being made to.

Reference # - Enter a reference number for the remittance.

Settlement discount % - set the settlement discount percent.

Remarks – Add a comment or remark for the remittance. This can be up to forty alphanumeric characters.

Lines – Select this button to view transactions with the chosen supplier which require payments. When selected, the program displays the ‘Remittance Lines Maintenance’ screen.

Remittance lines maintenance

In the debits column, select full on a transaction if the full amount is being paid off, or enter the amount being paid off per transaction.

If the ‘Settle all’ option is selected, the full amount is entered for all transactions. The ‘reverse all’ option can undo the settlements from all transactions. Select the ‘Finish’ button once complete.  

Payments

This option is used to capture a payment or debit record against a supplier. When selected, the program displays the ‘Supplier Debits Maintenance’ screen.

Supplier debits maintenance

This screen displays previously captured payments.

Insert – Select this button to capture a new payment.

Selecting the insert button will bring you to the ‘supplier debit maintenance’ screen.

Supplier debit maintenance

Debit Type – Select from the dropdown the manner in which the payment will be made. There are six options in the dropdown menu.

Code – This field cannot be blank. Select the supplier to whom the payment is being made from the dropdown list.

Debit Date – The date cannot be in the future or more than a month in the past.

Reference # – Up to fifteen alphanumeric characters can be captured into this field.

Debit Amount – Either this amount or the next has to be greater than zero.

Settlement Amount – An optional field to capture any further discount received.

Remarks – An optional field that can contain up to forty alphanumeric characters.

Credits

This option allows the user to adjust the supplier balance. The balance can be adjusted in order to solve discrepancies. Selecting this option will bring you to the ‘supplier credit maintenance’ screen.

Supplier credit maintenance

A list of credit given will be displayed.

Insert – Select this button to capture a new credit transaction.

Selecting the insert button will bring up the ‘credit maintenance’ screen.

Credit maintenance

Credit date – Select the date on which the credit was issued

Code – Select the supplier from the drop-down to whom the credit will be issued to.

Reference # - enter a reference number for the credit.

Credit amount – Enter the amount by which the supplier account should be credited with.

Remarks - An optional field that can contain up to forty alphanumeric characters.

Matching

In the creditors system, we process Credit transactions, such as GRVs and credits against a supplier. At the same time, we process debit transaction, such as goods return notes and payments against the supplier. Some of these debit transactions may be fulfilling several credit transactions (partially or fully.)

To keep track of the above and to determine the ageing of transactions accurately, we need to match the two types of transactions. The matching option achieves this objective. When you enter a debit (cash, credit or cheque) the program will bring you to the matching automatically. Follow the relevant steps or exit.

When selected, the program displays the ‘Supplier Matching Selection’ screen.

Supplier matching selection

This screen displays a list of all the suppliers with their outstanding amounts and discounts.

Select – Select the required record then choose this button. The program displays the ‘Supplier Matching Debits Selection’ screen.

Supplier matching debits selection

This screen displays a list of all debit records for the selected supplier.

Select – Select the required debit record, then choose this button. The program displays the ‘Supplier Matching Credits Selection’ screen.

Supplier matching credits selection

This screen displays a list of all credit records for the selected supplier. Select – Select the credit record that you wish to match the selected debit record with, then choose this button. The program displays the ‘Supplier Matching Detail’ screen.

Supplier matching detail

This screen displays the selected credit and debit records.

Matched Amount – Capture the amount that is being matched. This amount cannot be greater than the debit or credit. The program will verify the amount. The program displays the highest value that can be matched.

Enquiry

Supplier transaction

This option allows the user to view all transactions for a selected supplier. When selected, the program displays the ‘Supplier Enquiry Selection’ screen.

Supplier Enquiry Selection

This screen displays a list of suppliers.

Select – Select the required supplier, then choose this button. The program displays the ‘Supplier transactions’ screen.

Supplier transactions

Credits – Select this tab to view all credit records for the selected supplier. When a record is selected, the program displays the ‘Supplier Credit matching’ screen.

Debits – Select this tab to view all debit records for the selected supplier. When selected, the program displays the ‘Supplier Debits matching’ screen.

Details – Select this tab to view the supplier’s details. Details of the transaction can also be viewed by selecting the ‘details’ button.

Stock

This option allows the user to view the details of all the products. When selected, the program displays the ‘Stocks Enquiry’ screen.

Stocks Enquiry

This screen displays the product list.

Select – Select this button to view a selected product’s detail. The program displays the ‘Stock Enquiry’ screen. This screen displays the latest stock movement figures.

Product locator

This section will work if the capturing of products was done using the groups + categories method. The groups are displayed and by clicking on the group the items within that group will be displayed.

Product locator enquiry selection

The screen displays tiles with the various product groups which can be selected. Once, selected the products of the group can be found by selecting the categories relevant to that product.

Search description allows the user to search a string within the description to find the product.

Supplier orders

This section allows the user to view a list of supplier orders. When selected the program displays the ‘supplier order enquiry’ screen.

Supplier order enquiry

A list of suppliers is displayed on this screen.

Select – Select this button to view a supplier order detail. The program displays the ‘Supplier order lines enquiry’ screen. This screen displays the orders made to a chosen supplier.

GRV

This section allows the user to view a list of goods received transactions that have occurred. When selected the program displays the ‘goods received enquiry selection’ screen.

Goods received enquiry selection

This screen displays a list of GRVs for the month.

Select – Select this button to view a GRV in detail. The program displays the ‘GRV lines enquiry’ screen.

Returns

This section allows the user to view a list of items returned to a supplier. When selected the program displays the ‘goods returned enquiry selection’ screen.

Goods returned enquiry selection

This screen displays a list of returns for the month.

Select – Select this button to view a return transaction in detail. The program displays the ‘Returns lines enquiry’ screen.

Remittance

This section allows the user to view a list of remittance payments made to suppliers. When selected the program displays the ‘remittance enquiry selection’ screen.

Remittance enquiry selection

This screen displays a list of remittance payments for the month.

Select – Select this button to view a remittance payment in detail. The program displays the ‘Remittance details enquiry’ screen.

Prints

Supplier list

A summary list of all the suppliers will be produced.

Supplier address list

A detail list of all the suppliers will be produced.

Supplier transaction

This option allows the user to print a list of all transaction with a selected supplier. When selected, the program displays the ‘Supplier Transaction Print Selection’ screen.

Supplier transaction print selection

This screen displays a list of all the suppliers. The user has the option to either print the selected supplier’s transaction by selecting the ‘print’ option, or print all suppliers’ transactions by selecting the ‘print all’ option. A date range can also be chosen for the transaction by selecting the ‘from date’ and the ‘to date’.

*Aged analysis

When selected, a message box with options for the aged analysis sequence will appear. Select between supplier, amount and age. This option allows a user to view an aged analysis (30 days, 60 days, 90 days, 90+ days) report of the credit.

Overdue accounts

When selected, a message box with options for the amount of detail in the report appears. Select between details and summary. This option allows the user to view accounts which are overdue for payment report. An option is available to open this file in an excel format.

Outstanding orders list

When selected, a message box with the option to either print the order summary or not appears. Select either yes or no. This option allows the user to view a report of outstanding orders for the month.

*ReOrder list (Complete)

This option allows the user to view a complete re-order list report

*ReOrder list (by supplier)

This option allows the user to print a re-order list by supplier. When selecting this option the ‘ReOrder list –product selection – product selection criteria’ screen.

ReOrder list – product selection – product selection criteria

This screen displays a list of products with the on hand and the on order amounts. Select the product/products to view a reorder list report. Thereafter select the supplier code from the dropdown menu on the ‘ReOrder printing options’ screen.

GRV list

When selected, options for the GRV list option will appear. Select between month-to-date and current. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time. The report will show a list of GRVs for the month.

Returns list

When selected, options for the goods returns list option will appear. Select between month-to-date and current. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time.

This report will show a list of returns which have taken place in the month.

Payments lists

When selected, options for the payments list option will appear. Select between month-to-date and current. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time.

This report will show a list of payments which have taken place in the month.

Credits List

When selected, options for the supplier credits list option will appear. Select between month-to-date and current. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time. This report will show a list of credits which have taken place in the month.

GRV payment schedule

This option allows the user to print a list of GRV payments schedule.

Supplier sales summary

Selecting this option will bring you to the ‘supplier sales summary print selection’

Supplier sales summary print selection

A list of suppliers will appear on this screen. With the ‘select’ option, select the supplier for which the supplier’s sale summary to view.

Supplier VAT summary

This option prints a report of the VAT summary for a supplier.

Quotes

This menu allows the user to record all quotations. In order to capture a quotation, the customer’s details are not required to be in the database. This menu has a number of options.

Quotes

When selected, the program displays the ‘Quotes Maintenance’ screen. By default, the program will delete all quotations that have expired in the month end procedure. The expiry date can be setup in the quote expiry date field in the company menu.

Quotes maintenance

This screen displays a list of quotes captured to date.

Insert – Select this button to capture a new quote.

Change – Select the required record and then select this button to change details of the quote.

Delete – Select the required record, then choose this button to delete the quote.

If any of these options are selected, the program displays the ‘Quotes Header Maintenance’ screen. If the ‘Setup customer’ button is selected the ‘customer detail maintenance’ screen will show.

Quotes header maintenance

This screen allows the user to capture the general condition and details for a quotation.

Quote # – This number is generated automatically by the program and cannot be changed.

Quote Date – Capture the date for the quotation in this field. This field cannot be in the past. The program will initially display today’s date.

Quote Expiry Date – This date is automatically set to two weeks ahead. This field can be changed, but cannot be before the quote date.

Code – Select the customer from the dropdown menu for which the quote is being made for. The name and details fields will fill with the details which have been captured for the customer.

Discount % – This is an optional field.

Conditions – This is an optional, free format field; that allows the user to capture conditions specific to the quote that is being captured.

Lines – Select this button to capture the products for this quote. The program displays the ‘Quotes Line Maintenance’ screen. This button will not be displayed if the calling procedure is to delete a selected quotation.

Quotes line maintenance

This screen is used to capture the products on a quotation. After a line is captured, the program displays the next line.

Enter the products in the products column (enter any key and press the tab key to bring up the product selection page). Enter the number of units in the units column. Select ‘Finish’ once all products have been selected. A quotation slip will appear on screen.

Customer detail maintenance

Data captured will be formatted automatically and may be captured in lowercase.

Customer Code – This field is required and can contain up to six alphanumeric characters. After adding the record, the program will not allow the user to change this field.

Customer Name – Up to thirty-five alphanumeric characters can be captured in this field. This field cannot be blank.

Status – The drop down box has four options. The default option is ‘Active’. If a customer status is ‘Black listed’ or ‘Obsolete’, the program will not allow the user to select this customer for an invoice. The user will have to change this status before passing through an invoice. If a customer’s cheque bounces, the program will automatically update the status to ‘Black listed’. Options for slow payment or on hold are also available.

Auto Statement – Check this box if a statement should automatically be printed in the month end procedure.

Physical Address – Up to four lines each with a maximum of thirty-five alphanumeric characters can be captured in this field. The first line is required.

Postal Address – Up to four lines each with a maximum of thirty-five alphanumeric characters can be captured in this field. The first line cannot be blank.

Contact Person – This field can contain a maximum of thirty alphanumeric characters.

Phone # – Up to twenty alphanumeric characters can be captured in each of the three fields. The first one is required.

Fax # – A maximum of fifteen alphanumeric characters can be captured in this field. This field cannot be blank.

Credit Limit – A numeric value greater than zero is required.

Balance Type – The drop down box has two options. The default is ‘Open Item’. After the record is added, the program will not allow the user to change this field.

Area Code – Capture the Area Code that the customer belongs to. If the incorrect code is entered, the program displays a lookup screen. Select the required code.

*Rep code -

Standard Discount – Capture the standard discount that this customer may be granted, if any. The program allows the user to change this value at the time of invoicing.

*Price Group – The drop down box has six options. The default is that the customer will belong to no group. This option allows for a group of customers to be eligible for a different price. We discuss this below under special prices.

*Customer group – Select from the lookup, which group the customer belongs to.

Comments – Free format information about the customer may be captured here.

Cash orders

Order can be captured by sales rep which can then be cashed by cashiers by selecting the ‘fetch order’ option in the POS menu. Selecting this option will bring up the ‘cash order lines maintenance’ screen.

Enter the products for the cash order in the products column (enter any key and press the tab key to bring up the product selection page). Enter the number of units in the units column. Select ‘Total’ or press F9 once all products have been selected. This will bring up the ‘cash order total’ screen. Details for delivery can be added to this screen.

Enquiry

Quotes

This option allows the user to view the details of selected quotes. When selected, the program displays the ‘Quotes Enquiry’ screen.

Quotes Enquiry

This screen displays a list of all quotations captured to date.

Select – Select this button to view the lines captured on a quote. The program displays the ‘Quotes Lines Enquiry’ screen. This screen displays a list of all the lines that were captured on the selected quotation.

Stocks

This option allows the user to view the details of all the products. When selected, the program displays the ‘Stocks Enquiry’ screen.

Stocks Enquiry

This screen displays the product list.

Select – Select this button to view a selected product’s detail.

Product locator

This section will work if the capturing of products was done using the groups + categories method. The groups are displayed and by clicking on the group the items within that group will be displayed.

Product locator enquiry selection

The screen displays tiles with the various product groups which can be selected. Once, selected the products of the group can be found by selecting the categories relevant to that product.

Search description allows the user to search a string within the description to find the product.

Standard + group prices

This option allows the user to view the standard & group prices. When selected, the program displays the ‘Standard & Group Special Pricing Enquiry’ screen.

Standard & Group Special Pricing Enquiry

This screen displays a list of all the products with their standard and group prices.

Daily prices

This option allows the user to view the daily special prices. When selected, the program displays the ‘Daily Special Pricing Enquiry’ screen.

Daily Special Pricing Enquiry This screen displays all products that have a special price for a selected date. Price Date – This field allows the user to change the date as required.

Prints

Copy quote

This option allows the user to print a hard copy of any quotation. When selected, the program displays the ‘Quotes Print Selection’ screen.

Quotes Print Selection

This screen will display all quotations captured to date.

Print – Select the required quotation, then select this button to print a hard copy.

Quotes list

When selected, options for the supplier quotes list option will appear. Select between month-to-date and current. Month-to-date refers to the time period from the last month end till present. Current refers to the time period between the last day end to present time.

A list of all quotations will be produced.

Outstanding orders list

A list of all outstanding orders list will be produced.

Sales analysis

The primary task of this menu is to produce reports relating to the analysis of sales. One can use the data to draw graphs, tables, etc.

Rep

This section allows the user to view sales rep data. These reports will only generate data if reps were linked to customers in the customer maintenance menu. Invoices made out to this customer will automatically capture the rep.

Transaction

Selecting this option will bring you to the ‘rep selection’ screen.

Rep selection

A list of reps with their commission and commission balance will appear on screen.

Select – Select this button to view details on the selected rep record. This will bring up the ‘rep transaction entry’ screen.

Enquiry

Selecting this option will bring you to the ‘rep commission enquiry selection’ screen.

Rep commission enquiry selection

A list of reps with their commission and commission balance will appear on screen.

Select – Select this button to view details on the selected rep record. This will bring up the ‘rep transaction enquiry’ screen. This screen will display a list of transactions which include the rep.

Current sales

This will bring a report of current rep transaction

Month-to-date sales

Selecting this option will bring you to the ‘month-to-date rep sales analysis’ screen.

Month-to-date rep sales analysis

Select whether the sales analysis should be grouped by product, product group or customer from the summary drop-down.

Print – Select this option to print the month-to-date rep sales report. This will bring you to the ‘sales analysis menu – product selection’ screen. Select the product/products from this screen on which to base the report on.

Month-to-date Rep transactions

This option will allow the user to view a report of the month-to-date rep transactions.

Sales summary

Month-to-date

This option is used to produce reports with data captured since the start of the current month. When selected, the program displays the ‘Month-to-date Sales Analysis Summary’ screen.

Month-to-date sales analysis summary

Select the summary option from the summary drop=down. The options available are product, product group, area, customer summary, and customer details.

Select the sequence in which the report should appear from the sequence dropdown. The options available are default, sales volume, sales value, profit, mark-up margin, and sales margin.

Select the reporting order for the report. The options available are ascending and descending. Print – Select this option to print the month-to-date sales analysis summary report. This will bring you to the ‘sales analysis menu – product selection’ screen. Select the product/products from this screen on which to base the report on.

Year-to-date

This option is used to produce reports with data captured since the start of the current year. When selected, the program displays the ‘year-to-date Sales Analysis Summary’ screen.

Year-to-date sales analysis summary

Select the summary option from the summary drop-down. The options available are product, product group, area, customer summary, and customer details.

Select the sequence in which the report should appear from the sequence dropdown. The options available are default, sales volume, sales value, profit, mark-up margin, and sales margin.

Select the reporting order for the report. The options available are ascending and descending.

Print – Select this option to print the year-to-date sales analysis summary report. This will bring you to the ‘sales analysis menu – product selection’ screen. Select the product/products from this screen on which to base the report on.

*History sales

This option is used to produce reports with historic data captured. When selected, the program displays the ‘History Sales Analysis Summary’ screen.

History sales analysis summary

Select the summary option from the summary dropdown. The options available are product, product group, area, customer summary, and customer details.

Select the sequence in which the report should appear from the sequence dropdown. The options available are default, sales volume, sales value, profit, mark-up margin, and sales margin.

Select the reporting order for the report. The options available are ascending and descending. Select the folder icon to upload historical data with which to produce this report.

Select the month for which the historical sales analysis is needed.

12 month rolling

Selecting this option will bring you to the ’12 months rolling sales summary’ screen.

12 months rolling sales summary

Select the month for the 12 month rolling sales summary report.

Select the option for either units or sales value.

Select the customer code from the dropdown menu.

Print – Select this option to print 12 months rolling sales summary report. This will bring you to the ‘sales analysis menu – product selection’ screen. Select the product/products from this screen on which to base the report on. The 12 months sales summary will then be displayed.

Monthly graph

Selecting this option will bring you to the ‘monthly sales summary graph options’ screen.

Select the summary option from the summary dropdown. The options available are product, product group, and total.

Select the date range for which the report should be generated for.

Print – Select this option to print monthly sales summary report. This will bring you to the ‘sales analysis menu – product selection’ screen. Select the product/products from this screen on which to base the report on. Click print to view the various monthly product sales graphs.

Enquiry

Stocks

This option allows the user to view the details of all the products. When selected, the program displays the ‘Stocks Enquiry’ screen.

Stocks Enquiry

This screen displays the product list.

Select – Select this button to view a selected product’s detail. The program displays the ‘Stock Enquiry’ screen. This screen displays the latest stock movement figures.

Product locator

This section will work if the capturing of products was done using the groups + categories method. The groups are displayed and by clicking on the group the items within that group will be displayed.

Product locator enquiry selection

The screen displays tiles with the various product groups which can be selected. Once, selected the products of the group can be found by selecting the categories relevant to that product. Search description allows the user to search a string within the description to find the product.

*13 months rolling sales

*This option allows a user to view …. Selecting this option will bring up the ’13 months rolling sales graph – customer/product selection’ screen.

13 months rolling sales graph – customer/product selection’

Select a customer code from the dropdown menu.

Select the ‘Products’ button. This will bring you to the ‘sales analysis menu – product selection criteria’ screen.

Sales analysis menu – product selection criteria

Select the product/products for which the sales graph should be made up of. Thereafter, select the ‘print’ option.

This will then bring up the ‘monthly product sales graph’

Monthly product sales graph The sales graph can be displayed using units sold, sales value or profit options.

Standard + group prices

This option allows the user to view the standard & group prices. When selected, the program displays the ‘Standard & Group Special Pricing Enquiry’ screen.

Standard & Group Special Pricing Enquiry

This screen displays a list of all the products with their standard and group prices.

Daily prices

This option allows the user to view the daily special prices. When selected, the program displays the ‘Daily Special Pricing Enquiry’ screen.

Daily Special Pricing Enquiry

This screen displays all products that have a special price for a selected date.

Price Date – This field allows the user to change the date as required.

Profitability

Invoice

This option allows a user to view profitability according to invoices which have been made out. Selecting this option will bring the user to the ‘invoices profitability enquiry selection’ screen.

Invoices profitability enquiry selection

Select an invoice from this screen on which to base the enquiry. This will bring the user to the ‘invoice profitability lines enquiry’ screen.

Invoice profitability lines enquiry

This screen will display a list of product sold within the invoice, with the profitability per item in detail.

Cash sales

This option allows a user to view profitability according to cash sales made. Selecting this option will bring the user to the ‘cash sales profitability enquiry’ screen.

Cash sales profitability enquiry

A list of cash sale transactions will appear on screen. The user can select a transaction to view the profitability of the transaction in detail.

Sales order

This option allows a user to view profitability according to sales orders. Selecting this option will bring the user to the ‘sales order profitability enquiry selection’ screen.

Sales order profitability enquiry selection

A list of sales orders which have not yet been invoiced will appear on the screen. The user can select a sales order on screen to view the profitability of the sales order in detail. This will bring the user to the ‘sales order profitability lines enquiry’ screen.

Sales order profitability lines enquiry

This screen will display a list of items that were a part of the sales order, with profitability per item in detail.

Quotations

This option allows a user to view profitability according sales orders. Selecting this option will bring the user to the ‘quotations profitability enquiry selection’ screen.

Quotations profitability enquiry selection

A list of quotations which have not been converted to an invoice as yet will appear on screen. The user can select a quotation on screen to view the profitability of the quote in detail. This will bring the user to the ‘quotations profitability lines enquiry’ screen.

Quotations profitability lines enquiry

This screen will display a list of items that were a part of the quote, with the profitability per item in detail.

Prints

Month-to-date sales

This option is used to produce reports with data captured since the start of the current month. When selected, the program displays the ‘Month-to-date Sales Analysis report’ screen.

Month-to-date sales analysis summary

Select the sequence in which the report should appear from the sequence dropdown. The options available are default, sales volume, sales value, profit, mark-up margin, and sales margin.

Select the reporting order for the report. The options available are ascending and descending.

Print – Select this option to print the month-to-date sales analysis report. This will bring you to the ‘sales analysis menu – product selection criteria’ screen. Select the product/products from this screen on which to base the report on.

Periodic sales

This option is used to produce reports with data captured within a specified time period, as selected by the user. When selected, the program displays the ‘Sales Analysis Summary – Selected Period’ screen.

Sales Analysis Summary – Selected Period

This screen contains a number of options.

Select the report summary type from the drop-down box which has four options. The options available are product, product group, area, and customer.

Select the report sequence from the drop down box which has five options. The options available are default, sales volume, sales value, profit, mark-up margin and sales margin.

Select the report order from the drop down box which has two options. The options available are ascending and descending.

Enter the ‘from’ date for the report. This is the date from which data is to be considered for this report.

Enter the ‘to’ date for the report. This is the date till which data is to be considered for this report.

Select the checkbox for summarised, if a summarised version of the report is what is required.

Month to date free format details

A report for the sales of the various products is displayed on screen.

*Till analysis

Hourly takings

A report for the hourly takings for the till is displayed on screen.

Daily takings

A graph of the daily takings for the till is displayed on screen.

*Transaction profitability

Profitability per till is displayed on screen.

Matrix

Stock sold

A matrix view of the stock sold for the product/products selected will be displayed on screen.

Stock activity

Stock activity can be viewed for the selected month. The report will show a matrix form display of stock activity for the product/products selected.

*Style activity

*Style detail activity

*Style sales summary

Company

Maintenance

Company

When selected, the program displays the ‘Company Maintenance’ screen. This screen allows the user to maintain the personal details related to a company.

This screen displays a list of all companies that the logged user has access to.

Insert – Select this button to add a company.

Change – Select the required company record, thereafter select this button.

Delete – Choose this button to delete a selected record. Once a company is deleted, the files will not be able to be recovered; thus extra care should be taken before selecting this option.

After selecting one of the three options, the program displays the ‘Company Setup’ screen.

Setup – Select this button to adjust the selected company’s control file. When selected, the program displays the ‘Control Setup’ screen.

User

When selected, the program displays the ‘User Maintenance’ screen. This screen allows the user to maintain user access levels. The logged user cannot change his or her own ‘access’ level.

User Maintenance

Insert – Select this button to add a user.

Change – Select the required record, thereafter select this button.

Delete – Choose this button to delete a user.

After selecting one of the three options, the program displays the ‘User Detail Maintenance’ screen.

Access – Select this button to adjust the selected user’s access levels. When selected, the program displays the ‘User Access Maintenance’ screen.

User Detail Maintenance

User Code – This field can contain up to eight alphanumeric characters. This field cannot be blank.

User Name – Up to thirty alphanumeric characters are required to be captured in this field.

Password – This field can contain up to eight alphanumeric characters and cannot be blank. As data is encrypted on this field, extra care should be taken, as typing errors cannot be seen.

Access Level – The drop down box has two options. The Default option is ‘User’. A user with this access level will not be able to access the User option in this menu.

Default Company – This field requires a previously captured company code. If the incorrect code is captured the program displays the ‘Company Selection’ screen. Select the required company.

User Access Maintenance

The browse screen displays a list of all company records.

Allow Full Access – Select this button to give the selected user full access to a selected company.

Select Partial Access – Select the required Company record, then choose this button. The program displays the ‘User Access Maintenance’ screen.

Deny Access – Select this button to deny a user access to a selected company.

User Access Maintenance

This screen will be displayed if the ‘Partial’ button is selected on the previous screen.

It displays a list of each menu. Next to each menu a check box will be displayed. Select the required menu that each user will have access to.

Backup

This option allows the user to create a backup of system data.

Print

Company List

A list of all companies will be produced.

User List

A list of all users will be produced.

Batch processing

Product Matrix

Introduction

RapidSoft’s POSibility contains additional features which can be added onto our standard system. This document will take a look at the product matrix feature of the system. We will be using the shoe shop as an example for better understanding of the purpose and functionality of this feature. This feature can be useful in the clothing and shoe shop If you are interested in enabling this feature on your system, give us a call and we will gladly assist you.

About product matrix

A matrix in the context of our solution would allow products to be displayed in a tabular form with rows and columns. The system allows for capturing of products in a matrix form. This allows multiple products to be captured at a time. This will be discussed in further detail later in this document. Reporting and enquiries can also be viewed in a matrix format. This too will be discussed later in the document.

Capturing products in a matrix format

Matrix capturing of product is applicable to products which are being captured using the category and category values method. Capturing of products in a matrix format deviates from the standard POSibility system once category and category values have been captured (Refer to our POSibility user guide for detailed explanation on how product codes work on our system). This can be done under masters menu under the maintenance option.

For our shoe business example:

Categories

For the products above, we can create categories for: Ladies boots: this captures the style or brand for the boot; we will allow the category value for this category to be made up of 5 characters. Colour: this captures colours which shoes can be available in. This category can be generalised and can be applicable to categories other than ladies boots. We can allow for 3 characters for this category. Ladies Sizes: this captures sizes which shoes can be available in. This category can be generalised and can be applicable to categories other than ladies boots. We can allow for 3 characters for this category.

Category values

Next we can create category values for our categories.

   Our examples have shoes from the brand zoom and plum. 

In the case of Zoom, the various styles have different names. We can use these names as identifiers, or we can assign a style number or code the style type. For this example, we can assign codes to the different styles. For example, libby boots can have a code of ZMLB1, where ZM identifies that these boots belong to the brand zoom, LB identifies that these boots are of the style Libby, the number 1 can identify that this is the first item of this style.

   In the case of plum, the style in the example is exclusive lace boots. For this example, let us give the style a number. Therefore, we can assign our own number or use the style number which comes with the item. For this example, let’s assume the style number for this shoe is PL143.
   

   Next we can create the values for colour. 3 characters can be used for the category values for the colour category.
   

   Next we can assign the size category values. The reason for selecting 3 characters for this field are: 

Firstly, the system takes into account numerical values of products codes for sequencing. Therefore, size 10 shoes will appear before a size 2 shoe as 10 begins with a 1. Thus for size 1-9 for this example we can leave a space and thereafter enter the size, and from sizes 10 upward no space will be left before entering the size. Secondly, shoe sizes can be in halves too. Therefore, we can assign one character instead of using multiple characters (such as 1 / 2, which will use 3 characters) to indicate the size is a half size. For this example let us assign the character ‘-‘to denote half sizes.

Groups

Once the category and category values have been inputted, we can create our group and thereafter proceed to capture our products.

   We can create a group for ladies boots, with the categories we have created.

Setting up product in the matrix

If the ‘ok’ is selected, a message will appear on screen:

Select ‘yes’ in order to add new products through the matrix setup. This will bring you to the ‘product matrix setup – category selection’ screen.

Product matrix setup – category selection

This screen will display all the categories and their category values for the chosen group. For our example, the following is what will be displayed.

Click in the select column to select the product or click the ‘select all’ button to select all the category values.

   Let us add the Zoom Libby boots in the two colours and sizes ranging from 3-8.
   

Once the ‘next’ button is selected, the matrix will appear. The matrix will have tabs. Selecting a tab will allow the user edit the fields within the tab.

   For this example, we had selected auto generate for our barcode setup. For this option enter in the auto-generated barcode number. If we had selected capture for our barcode setup, scan the barcodes of the items in their respective fields. 
   

Select ‘Setup product’ once complete. To view the added product, select the products option under the maintenance option.

Add product through matrix

To add products to a group already created, select the group from the group option.

Select the ‘change’ button on the selected group. On the ‘product group detail maintenance’ screen select the ‘ok’ button.

Follow the setting up product in the matrix section of this document from this point.

Supplier order through matrix

A supplier order products can be selected through a matrix. On the ‘product selection’ screen of the supplier order, select any item from the group for which you would like the product matrix and then select the ‘matrix’ option.

The ‘product matrix setup – detail values’ screen will appear.

Product matrix setup – detail values

Input the quantity and price in their respective columns. Select the ‘update lines’ button. The items entered will appear in ‘order lines maintenance’ screen.

Goods received through matrix

Goods received products can be selected through a matrix. On the ‘product selection’ screen of the goods received option, select any item from the group for which you would like the product matrix and then select the ‘matrix’ option.

The ‘product matrix setup – detail values’ screen will appear.

Product matrix setup – detail values

Input the quantity and price in their respective columns. Select the ‘update lines’ button. The items entered will appear in ‘GRV lines maintenance’ screen.

Stocks enquiry matrix

The stocks enquiry in the stocks menu can also be viewed in a matrix form.

Select any item on the ‘product selection’ screen from the group for which the matrix is required and then select ‘matrix’ button.

The ‘stock matrix enquiry – detail values’ screen will appear. This screen will have the stock details of the product in the group will appear in the matrix.

start.txt · Last modified: 2016/01/28 09:54 by zahida