Copyright 2006 Business Management Systems. Web Based ERP/CRM Software

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Copyright 2006 Business Management Systems ₂ INTRODUCTION ...8 Features ... 9 Services... 10 INSTALLATION ...11 CUSTOMER FILE ...12 Add Customer... 12 Modify Customer ... 14

Add Ship To... 15

Modify Ship To... 16

Reports... 16 View Customers... 16 INVENTORY...17 Add Inventory... 17 Modify Inventory... 19 Reports... 20 View Inventory... 20 Inventory In Stock ... 20 Inventory Value ... 21 Inventory Types... 21 Low Inventory... 22

Open Work Orders... 22

PURCHASING ...23

Order Inventory... 24

Receive Inventory... 26

Purchasing Non-Inventory Items... 26

Shop Requisition... 27

Reports... 28

View Open PO’s... 28

Print PO ... 29

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Print RFQ’s... 30 TIME FILE ...31 Login... 31 Logout ... 31 SUB-ASSEMBLY FILE ...32 Add Sub-Assembly ... 32 Modify Sub-Assembly... 33

Add Work Order... 34

Modify Work Order... 35

Receive Work Order... 36

View Sub-Assembly... 36

Print Work Order ... 36

View Work Order... 37

PARTS FILE...38

Add Part ... 38

Modify Part ... 39

Add Work Order... 39

Modify Work Order... 40

Receive Work Order... 40

Reports... 41

View Part ... 41

Print Work Order ... 42

View Work Order... 42

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RECEIVABLES ...47

Add Cash Receipts... 47

Reports... 47

Open Cash Receipts... 47

Search By Field... 48

Aging Report ... 48

Customer Aging Report... 48

Daily Cash Receipts ... 48

VENDOR FILE ...50 Add Vendors... 50 Modify Vendors... 52 PAYABLES ...53 Add Payable ... 53 Modify Payable... 54 Pay Payables... 55 Reports... 55

All Open Payables ... 55

Search By Field... 56

View Payable... 56

View Paid Payables ... 56

View Account Summary ... 57

Check File (Payables) ... 58

Print Checks ... 58

Check Register... 58

Post Check Data ... 58

Clear Check Data... 58

View Check Archive... 58

Check Reconciliation ... 58

Clear Checks... 59

Print Open Checks... 59

GENERAL LEDGER ...60

Company Information (1) ... 60

Enter Dates (3) ... 61

ACCOUNT FILE...62

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Modify Account (5)... 63

JOURNAL FILE ...64

Add Journal Document ... 64

Modify Journal Document... 64

View Journal Document ... 65

Reports... 65 Pre-Post Report ... 65 Pre-Post By Date ... 66 Transaction Report ... 66 Transaction Select ... 68 Trial Balance ... 68 Balance Sheet... 69 Balance Comparison ... 70 Income Statement... 70 Month Comparison... 71 Year Comparison ... 71

Income For Year ... 72

POST PERIOD ...73

Post Period (Sales)... 73

Post Period (Payables) ... 73

Post Period (Cash Receipts) ... 73

Post Period (Payroll)... 73

Post To Accounts File ... 73

END PERIOD (GENERAL LEDGER)...74

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SALES REP FILE ...78

Add Sales Rep... 78

Modify Sales Rep... 79

LEAD FILE ...80

Add Leads... 80

Modify Leads... 82

Add Contact Leads... 84

Modify Contact Lead... 85

Search Contact Leads ... 86

Reports... 86 View Leads ... 86 QUOTE FILE ...87 Add Quotes... 87 Open Quotes ... 87 REPORTS ...88 Posting ... 88 Post Commissions ... 88 Sales ... 88

Sales Ranking YTD (Cust) ... 88

Sales Ranking YTD (Rep)... 88

Rep Ranking YTD... 88

Sales By Part For Customer ... 88

Commission History... 89

Invoicing By Customer... 89

Open Orders By Customer... 89

A/P – A/R ... 89

Monthly Invoicing ... 89

Commissions Report ... 89

A/R Aging Report ... 90

Monthly Account Summary ... 90

Cash Receipts... 90

A/P Open Payables ... 90

A/P Aging Report ... 90

A/P Code Summary ... 91

Cash Disbursements Journal ... 91

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Vital Signs... 91

End Month... 91

End Month Cash Receipts... 91

End Year... 92

End Year Commissions ... 92

End Year Cash Receipts ... 92

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Introduction

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Features

Features Include:

Access to your database from anywhere with an internet connection Run your software onsite over a local network or offsite over the internet Order Entry Invoicing Inventory Control Accounts Payable Accounts Receivable Purchasing General Ledger Contact Management Bar-coding

Marketing – Quotes and Leads

Convert quotes to orders and/or convert leads to customers User friendly, web based point-and-click environment Email directly from program

Scheduling within Calendar feature

Calendar allows separate or shared scheduling for employees Basic calculator for quick computations

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Services

We offer a variety of services to assist in streamlining your organization’s workflow while increasing profitability by providing state-of-the-art cost effective open source

technology.

Additional services for Dolphin include: Custom programming

Data conversion Consulting

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Installation

In order to install the MySQL tables you need to do a couple things.

Create a user in MySQL that has all privileges including GRANT privileges.

Run install.php located in the install directory.

Change the paths in dolphin/the_includo.php.

Change the MySQL server name, user, password, and database name in dolphin/aup.php.

Change the MySQL server name, user, password, and database name in dolphin/calendar/includes/config.php.

Copy the modified “the_include.php” file into dolphin/calendar/ and dolphin/calendar/includes/.

Copy the modified “aup.php” into dolphin/calendar/ and dolphin/calendar/includes/.

Modify the paths in dolphin/menugen/menu_generator.js.

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Customer File

Add Customer

To add customers select Customer File => Add Customers. Click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field “must be filled in”. When you are done filling in the fields press the “Add Record” button at the bottom of the screen.

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Important Fields:

Credit Limit: This determines the amount of credit you are allowing the customer to carry.

Price Code: Use numbers 1-4 corresponding with selling price 1-4 in the inventory file. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase.

Taxable: This determines whether or not to charge a customer sales tax when ordering.

Company/Last Name: If the customer you are adding is a company, enter the

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Modify Customer

To modify an existing customer you will need to search for the customer. To do so select the field you would like to search on from the drop down box and then enter the value you would like to search for in the adjacent field. When you have done this click on the “Search” button.

You will now be brought to a different screen, which lists the results of your search. Click on the blue customer number located to the left of the customer you would like to modify. This will bring up the customer’s information.

Now that the customer’s information is on the screen you may modify it as needed. Also note that the customer’s current open invoices are listed at the bottom of the

screen. If you would like to view any of the invoices, simply click on the invoice number. Click on the “Save Changes” button located near the bottom of the screen to save the customer’s new information.

Important Fields:

Credit Limit: This determines the amount of credit you are allowing the customer to carry.

Price Code: Use numbers 1-4 corresponding with selling price 1-4 in the inventory file. For example, if a customer has a price code of 3, then they will pay the amount in

selling price 3 for any item they purchase.

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Add Ship To

In order to add an additional ship-to location for a customer you must first select a customer. To do so enter part or the entire customer’s name into the field near the top of the screen and click the “Search” button.

You will now be brought to a different screen, which lists the results of your search. Click on the blue customer number located to the left of the customer you want. This will bring up the customer’s information.

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Modify Ship To

In order to modify an existing ship-to location for a customer you must first select a customer. To do so enter part or the entire customer’s number into the field near the top of the screen and click the “Search” button.

You will now be brought to a different screen, which lists the results of your search. Click on the blue number located to the left of the ship-to location you would like to modify. This will bring up the ship-to’s information.

When you have finished modifying the ship-to click the “Save Changes” button.

Reports

View Customers

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Inventory

Add Inventory

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Important Fields:

Item Number: This is the number or alphanumeric code that will identify your item.

Description: This is the name or a description of your item.

Type: This is the type of inventory the item is.

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Modify Inventory

In order to modify an existing inventory item you must first select an item. To do so enter part or the entire item’s description into the field near the top of the screen and click the “Search” button.

You will now be brought to a different screen, which lists the results of your search. Click on the blue number located to the left of the item you would like to modify. This will bring up the item’s information.

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Important Fields:

Item Number: This is the number or alphanumeric code that will identify your item.

Description: This is the name or a description of your item.

Type: This is the type of inventory the item is.

Selling Price 1-4: These selling prices correspond with customer’s price codes. For example, if a customer has a price code of 3, then they will pay the amount in selling price 3 for any item they purchase.

Reports

View Inventory

This report displays inventory quantities and totals the value of your inventory on the page.

Inventory In Stock

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Inventory Value

This report shows the value of inventory with and without labor.

Inventory Types

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Low Inventory

This report shows Items that the “Available” is less than the Min Amt., and the product type is not “Obsolete”.

Open Work Orders

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Purchasing

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Order Inventory

To begin, enter all or part of the vendor’s name you are using into the field next to “Vendor Name” and click

the “Search” button. Select the vendor from the search results by clicking on their vendor code. Next, select a date by clicking the button next to the date field that will bring up a calendar from which you may click on the date you want. Once you have selected both a vendor and date click on the “Submit Above Info” button. If you selected the wrong vendor simply click on the “Clear Above Info” button to start over.

To enter line items, type in all or part of the part number you want and click the button next to the part number field. Next, select the part you

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the “Submit” button on the line. You may use “Description” field to add comments to your order. To do so, simply leave the quantity, price, and part number fields blank and type in the description field and click the “Submit” button on that line.

When you have finished entering your items click on the “Add Record” button located at the bottom of the page.

Important Fields:

Vendor Name: Name of the vendor you are ordering from.

Date: Use the button to the right of this field to bring up a calendar from which you may select the date you want.

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Receive Inventory

In order to receive inventory you need to Enter the PO number, or Vendor Name into the search box and select the PO that you are receiving product for.

If you have received all the items in the order click on the box next to “Receive All?”, or you may type in the amount of each item received. If the Qty received is not equal to the amount ordered, and you want to make the shipment complete, check the complete box, and your inventory will be adjusted correctly, and the PO will not remain open.

When you are finished click the “Submit” button located at the bottom of the page.

Purchasing Non-Inventory Items

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Shop Requisition

The Shop requisition gives your company a way to let the purchasing department know that items are needed to be purchased. The Shop Requisition does not place the items on order.

You Enter the Shop requisition, the same way that you enter the Purchase Order described above, and the data is stored in a separate database from the Actual Purchase Order file. When the requisition is entered, a form is printed that can be handed to the purchasing department, or the purchasing department can see which items are still in the Requisition stage by going to the Modify SR (Shop Requisition) When you enter Modify SR, all of the open SR’s are displayed.

This list displays all of the open SR’s.

By pressing the items underlined in blue from the open SR list on the previous page you have the ability to:

1) Re-Print the SR,

2) Convert the SR to an open PO

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Reports

View Open PO’s

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Print PO

This report displays a purchase order’s information in a printer friendly format.

Daily PO Report

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Print RFQ’s

When Request for Quotations are needed (RFQ’s), we have a way to speed up the process.

If you need an RFQ for an item already existing in Inventory, bring up the item in Inventory, through Modify Inventory, and scroll down to the bottom where you see Purchase History.

There you will see a blue link that lists the last vendors that you have purchased this item from. If you then click on the blue link “Complete History” you will see the screen below.

You can place a check mark in the far left hand side, and input a quantity for RFQ, for each vendor that you would like an rfq for. Then hit Submit. Upon submittal, an

RFQ is created, and can be printed, of faxed by going to Purchasing => Reports => Print RFQ’s

Fax RFQ’s Clear RFQ’s

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Time File

Login

To login on a work order you must first select the type of work order it is from the drop-down and then click the “Search” button. Select the work order you want from the lookup screen by clicking on the work order number. Finally, fill in the employee number, operation, and department fields and click the “Add Record” button.

Logout

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Sub-Assembly File

Add Sub-Assembly

To add a new sub-assembly you must first select the finished part’s inventory number, therefore the part must already be in inventory. Enter all or part of the item’s part number into the “Finished Part Inventory Number” field and click the button next to the field. Select the part you want from the lookup screen by clicking on the item’s part number. Finish filling in the appropriate fields and click the “Submit Above Information” button when you are done.

Add new parts to the sub-assembly

by entering the quantity needed and then typing all or part of the needed item’s part number into the respective fields and click the “Submit” button under the “Enter New Part” section. Then select the item you need by clicking on that item’s part number.

Add new processes for a sub-assembly by entering the process number, description, standard pieces per hour, and clicking the “Submit” button under the “Enter New Process” section.

Cost information displays the cost to produce the sub-assembly based on parts needed and labor. The labor rate is set on the “Administration” page under “Extras” on the Dolphin menu.

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Modify Sub-Assembly

To modify an existing sub-assembly select the field you would like to search on from the down, type the value you would like to search for into the field next to the drop-down and click the “Search” button. Select the item you want from the lookup screen by clicking on the item’s part number.

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Add Work Order

To add a new work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the “Submit” button. Select the part you need to order by clicking on the item’s part number.

Enter the necessary information and click the “Add Record” button

located at the bottom of the page.

Important Fields:

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Modify Work Order

To modify an existing work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the “Submit” button. Select the work order you want by clicking on the work order number.

Enter the new quantity into the “Modify Length / Quantity” field

and click the “Save Changes” button located at the bottom of the page.

Important Fields:

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Receive Work Order

To receive a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the “Submit” button. Select the work order you want by clicking on the work order number.

The amount to receive defaults to the number ordered, however you may modify this by changing the number in the “Length / Quantity Received” field. Click the “Save

Changes” button located at the bottom of the screen when you have finished.

Important Fields:

Length / Quantity Received: Number of the item that you are receiving.

Reports

View Sub-Assembly

To view an existing sub-assembly select the field you would like to search on from the down, type the value you would like to search for into the field next to the drop-down and click the “Search” button. Select the item you want from the lookup screen by clicking on the item’s part number.

Print Work Order

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View Work Order

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Parts File

Add Part

To add a new part you must first select the finished part’s inventory number, therefore the part must already be in inventory. Enter all or part of the item’s part number into the “Finished Part Inventory Number” field and click the button next to the field. Select the part you want from the lookup screen by clicking on the item’s part number. Finish filling in the appropriate fields and click the “Submit Above Information” button when you are done.

Add new parts to the part by entering the quantity needed and then typing all or part of the needed item’s part number into the respective fields and click the “Submit” button under the “Enter New Part” section. Then select the item you need by clicking on that item’s part number.

Add new processes for a part by entering the process number, description, standard pieces per hour, and clicking the “Submit” button under the “Enter New Process” section.

Cost information displays the cost to produce the part based on parts needed and labor. The labor rate is set on the “Administration” page under “Extras” on the Dolphin menu.

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Modify Part

To modify an existing part select the field you would like to search on from the drop-down, type the value you would like to search for into the field next to the drop-down and click the “Search” button. Select the item you want from the lookup screen by clicking on the item’s part number.

Modify any of the information, adding or removing parts and processes just as you would if you were adding a new part. Click the “Save Changes” button located at the bottom of the page when you have finished modifying the part.

Add Work Order

To add a new work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the “Submit” button. Select the part you need to order by clicking on the item’s part number.

Enter the necessary information and click the “Add Record” button located at the bottom of the page.

Important Fields:

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Modify Work Order

To modify an existing work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the “Submit” button. Select the work order you want by clicking on the work order number.

Enter the new quantity into the “Modify Length / Quantity” field and click the “Save Changes” button located at the bottom of the page.

Important Fields:

Modify Length / Quantity: Number of the item that you want to order.

Receive Work Order

To receive a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the “Submit” button. Select the work order you want by clicking on the work order number.

The amount to receive defaults to the number ordered, however you may modify this by changing the number in the “Length / Quantity Received” field. Click the “Save

Changes” button located at the bottom of the screen when you have finished.

Important Fields:

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Reports

View Part

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Print Work Order

To print a work order select the field you want to search on from the drop-down, enter the value you would like to search for into the field next to the drop-down and click the “Submit” button. Select the work order you want by clicking on the work order number.

View Work Order

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Order File

Add An Order

To place an order, first select a customer by entering all or part of the customer’s last (or the company’s name) into the field next to “Customer Name” and click the “Submit” button. Next, select the shipping location from the drop down and click the “Submit” button. The customer’s default ship via, salesman, and terms will be filled in

automatically, but you may change these fields if needed. When you have finished filling in the fields click the “Submit Above Info” button.

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The “Customer Credit Information” section displays the customer’s credit limit along with a balance of all of their open invoices including the current order. If the customer’s credit limit has been exceeded the available credit amount will turn red.

When you have finished click the “Save Changes” button located at the bottom of the page.

Ship An Order

To ship an order, use the

search box to lookup and select the order. Next, click the box next to “Ship All?” if you are shipping everything in the order or you may enter the quantities of each item that are being shipped next to the items.

When you are finished click the “Submit” button.

Reports

Open Orders

This report not only displays your open/unshipped orders, it is also used to modify orders. To modify an order click on the order number and you will be brought to a new page from which you may modify the order.

Search By Field

To search for a particular order or a group of orders select the field(s) you would like to search on from the drop downs and then type the

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Print Sales Order

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Print Invoice

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Receivables

Add Cash Receipts

To add a new cash receipt you first must select a customer. To do so enter all or part of the customer’s name into the field next to “Customer Name” and click the “Search” button. Next, click on the customer number next to the customer you wish to use. Then you will need to

fill in the required fields marked with a *. Use the button next to the date

fields to bring up a

calendar from which you may choose your date. When you are finished click the “Submit Above Info” button.

To enter new lines simply select an open invoice from the drop down, enter the amount paid, any allowance and then click the “Submit” button. If you need to change a line, click the “Remove” button on that line and re-enter the lines information.

Note the “Remaining Funds” section near the bottom of the page informs you of how much money is left on the on the check.

When you are finished click the “Save Changes” button located at the bottom of the page.

Reports

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Search By Field

To search for a particular cash receipt or a group of cash receipts select the field you would like to search on from the drop down and then type the value you would like to search for in the field next to “Value”. When you have done that click the “Search” button.

Aging Report

This report displays unpaid invoices for your customers and how long the invoice has been open for.

Customer Aging Report

This displays the same information as the aging report except it only contains one customer. To select a

customer simply enter all or part of the customer’s name into the field next to “Customer Name” and click the

“Search” button. Then click on the customer number of the customer you want.

Daily Cash Receipts

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Vendor File

Add Vendors

To add a vendor simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field “must be filled in”. When you are done filling in the fields press the “Add Record” button at the bottom of the screen.

Each Vendor that is stored in the database is automatically numbered sequentially. You will see the number assigned when you go to “Modify Vendors”.

Important Fields:

Vendor Name: This is the name of the vendor.

GL Account #1-10: These are general ledger accounts that are associated with this vendor.

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Discount Days: The number of days before the discount is no longer valid.

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Modify Vendors

To modify an existing vendor enter all or part of the vendor’s name into the field next to “Vendor Name” and click the “Search” button. Next select the vendor you want by clicking on their vendor code.

When you have finished

modifying the vendor’s

information click the “Save

Changes” button located at the bottom of the page.

Important Fields:

Vendor Name: This is the name of the vendor.

GL Account #1-10: These are general ledger accounts that are associated with this vendor.

Net Due Days: The number of days you have to pay invoices from this vendor.

Discount Days: The number of days before the discount is no longer valid.

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Payables

Add Payable

In order to add a new payable you must first select a vendor. Enter all or part of the vendor’s name into the field next to “Vendor Name” and click the “Submit” button. Next, click on the vendor code of the vendor you would like to use. Fill in the required fields and click the “Submit Above Info” button. Use the buttons next to the date fields to bring up a calendar from which you may select a date.

Enter the amounts and general ledger accounts into the “Charge To G/L Account Number” section.

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Modify Payable

To modify an existing payable enter all or part of the vendor’s name into the field next to “Vendor Name” and click the “Search” button. Next, click on the id of the payable you would like to modify.

When you have finished making your changes click on the “Save Changes” button located near the bottom of the page.

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Pay Payables

To pay open payables you must first select a range of dates. Use the buttons located next to the date fields to bring up a calendar from which you may select a date. Any payable with a net due date or discount date within that range will be selected. Click the “Search” button after selecting the two dates.

You will now be brought to a new screen with the results of your search. Click on the check box under “Pay” next to the payables you wish to pay, and then click the “Submit” button.

On the next screen review the selected payables and click the “Submit” button if you are satisfied with your selections. If you would like to change your selections click the “Make A Change” button.

After clicking the “Submit” button your checks will then be ready to print.

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This report displays all of your unpaid payables.

Search By Field

To search for a particular payable or a group of payables select the field you would like to search on from the drop

down and then type the value you would like to search for in the field next to “Value”. When you have done that click the “Search” button.

View Payable

Select the field you would like to search on from the drop down and then type the value you would like to search for in the adjacent field and click “Search”. Select the payable you wish to view by clicking on the id number next to the record you want.

View Paid Payables

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View Account Summary

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Check File (Payables)

View Check File

This is used to view your current check file information.

Print Checks

This is used to print your current checks.

Check Register

This is a check register for your current checks.

Post Check Data

This posts your current check file data to the archive check file.

Clear Check Data

This clears out all of the data within the check file.

View Check Archive

This is used to view past archived check information.

Check Reconciliation

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Clear Checks

This is used to mark checks as cleared.

Print Open Checks

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General Ledger

Step 1: Add Company information.

Step 2: Setup Control File for beginning and ending ranges of account numbers. This is how the reports will be subtotaled.

Step 3: Fill in Period ending Dates (if different than those that are entered). The Current Period Number must agree with your accounting period. Nothing will post after that date (you cannot post more than one month’s data at a time).

Step 4: Enter you’re Chart of Accounts. Note that provision is made to subtotal a group of accounts on the Financial Statements (use same position number for accounts to be totaled).

Step 5: Modify Account Information, if needed.

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Control Setup (2)

This file is used to setup general ledger account numbers as well as the current period and period ending dates. Note: You will need to setup your accounts before you are able to complete the Control Setup.

Use the drop down under Set Accounts to select the account you are setting. Next enter the account number into the text box next to the drop down. If the account exists in the account file you will be able to click on the account number that shows up.

After setting the default accounts you will have to manually enter the Chart Of Accounts Ranges and the heading you would like to show up on reports.

Enter a number 1-12 into the current period field based on what the current period is.

Use the buttons next to the period ending dates to bring up a calendar from which you may select a date.

After you have filled everything in click the “Save Changes” button.

Enter Dates (3)

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Account File

Add Account (4)

To add an account simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field “must be filled in”. When you are done filling in the fields press the “Add Record” button at the bottom of the screen.

Important Fields:

Account Number: This is the general ledger account number. Sub Account is used if you are departmentalized.

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Modify Account (5)

To modify an account enter all or part of the account’s description into the field next to “Account Description” and click the “Search” button. Click on the account’s account number to select the record you want.

When you have

finished modifying the account’s information click the “Save Changes” button located at the bottom of the screen. All data shown in shadow is posted from the Journal File.

Important Fields:

Account Number: This is the general ledger account number.

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Journal File

Add Journal Document

To add a new journal document enter a description, date and click the “Submit Above Info” button. Your date MUST be within the current period, which is set in “Control Setup”. If your date is not within the current period you will not be able to continue.

To add lines to the document fill out the necessary fields under the “Enter New Line” section and click the “Submit” button. If you do not select debit or credit you will be notified.

To remove lines from the document click the “Remove” button next to that line.

When you have finished entering your information and you’ve made sure the balance for the document is equal to zero, click the “Add Record” button located at the bottom of the page.

Modify Journal Document

To modify an existing journal document enter all or part of the document’s number into the field next to “Document Number” and click the “Search” button. Next, click on the document number of the document you wish to modify.

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View Journal Document

To view a journal document simply enter the document’s number into the “Document Number” field and click the “Submit” button.

Reports

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Pre-Post By Date

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Transaction Select

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Balance Comparison

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Month Comparison

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Post Period

Post Period (Sales)

To post sales use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the “Submit” button. This will

post any sales information not already posted to a general ledger document.

Post Period (Payables)

To post payables use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the “Submit” button. This will post any payables information not already posted to general ledger.

Post Period (Cash Receipts)

To post cash receipts use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the “Submit” button. This will post any cash receipts information not already posted to a general ledger document.

Post Period (Payroll)

To post payroll use the buttons next to the date fields to bring up calendars from which you may select the date you want. Once you have selected your dates click the

“Submit” button. This will post any payroll information not already posted to a general ledger document.

Post To Accounts File

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End Period (General Ledger)

End Month

This clears the values for the current month.

End Year

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Contacts

Add Contact

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Modify Contact

In order to modify an existing contact you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the “Search” button, and then click the “Search” button.

You will now be brought to a different screen, which lists the results of your search. Click on the blue link located to the left of the record you would like to modify. This will bring up the record’s information.

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Search Contacts

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Marketing

Sales Rep File

Add Sales Rep

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Modify Sales Rep

In order to modify an existing sales rep you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the “Search” button, and then click the “Search” button.

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Lead File

Add Leads

To add a lead simply click on each field in the file, type in the appropriate data for each field, and press tab, or click on the next field that needs to be filled in. The fields that end with an * indicate that the field “must be filled in”. When you are done filling in the fields press the “Add Record” button at the bottom of the screen.

Each Lead that is stored into the database is automatically numbered sequentially. You will see the number assigned when you go to “Modify Leads”.

Important Fields:

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Modify Leads

In order to modify an existing lead you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the “Search” button, and then click the “Search” button.

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Important Fields:

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Add Contact Leads

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Modify Contact Lead

In order to modify an existing contact lead you must first select one. To do so select a field to search on from the dropdown, enter some or all of the data you are looking for into the field between the dropdown and the “Search” button, and then click the

“Search” button.

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Search Contact Leads

Use Search Contact Leads to search on any combination of fields in the Contact Lead file. Enter the data you are looking for into one or more of the fields and then click on the Search button at the bottom of the screen. This will then bring you to a lookup screen with the results of your search. Clicking on the ID of the record you want will bring you to the modify screen for the associated Contact Lead.

Reports

View Leads

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Quote File

Add Quotes

To enter a new quote, first select a customer by entering all or part of the customer’s last (or the company’s name) into the field next to “Customer Name” and click the “Submit” button. Next, select the shipping location from the drop down and click the “Submit” button. The customer’s default ship via, salesman, and terms will be filled in automatically, but you may change these fields if needed. When you have finished filling in the fields click the “Submit Above Info” button.

You will now be able to enter individual line items. To do so enter the quantity, select the item you want and click the “Submit” button. The item’s information will now be displayed under the “Review Order” section. To remove an item from the order, simply click the “Remove” button on that line. Tax is based on

whether or not the customer is taxable and the resale tax rate located on the “Home” page. To add a shipping amount to the order, type in the amount in the field next to “Shipping” and click the “Submit” button.

When you have finished click the “Save Changes” button located at the bottom of the page.

Open Quotes

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Reports

Posting

Post Commissions

Sales

Sales Ranking YTD (Cust)

Sales Ranking YTD (Cust) ranks customers by their current year to date sales.

Sales Ranking YTD (Rep)

Sales Ranking YTD (Rep) ranks customers by their current year to date sales, but customers are grouped by the sales reps they are assigned to.

Rep Ranking YTD

Sales By Part For Customer

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Commission History

Invoicing By Customer

Invoicing By Customer show you how much was invoiced to each customer for a selected month. Choose any day in the month you would like to select and click the “Submit” button.

Open Orders By Customer

Open Orders By Customer shows you how much in open orders each customer currently has.

A/P – A/R

Monthly Invoicing

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A/R Aging Report

Monthly Account Summary

Cash Receipts

A/P Open Payables

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A/P Code Summary

Cash Disbursements Journal

Monthly Check Register

Vital Signs

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End Year

End Year Commissions

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Tools

Quick Email

“Your Name”, “From”, and “Reply-To” are automatically filled in. Simply enter the address of the recipient in the “To” box and then fill in the subject and body of the email. When you are finished select whether you would like to send the email as plain text or HTML and click “Submit”.

Expert Email

Using “Expert Email” allows you to access your POP email account by simply entering your email address, server host name, server port, server username, and server password. From here you are able to send and receive messages from your existing email

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Calculator

The calculator is simple yet useful for quick addition, subtraction, multiplication, and division.

Home

The “Home” area displays your to do list which consists of upcoming events from your calendar. If your user has been granted the correct privileges you will see financial snapshots for the day, week, and month. These snapshots contain totals from sales, web sales, receivables, and payables.

Administration

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If your user has not been granted administrative privileges then you may only modify your own user information.

Logout

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Calendar

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Reference

FILE LETTER CODE REFERENCE:

CUSTOMER FILE A_ è Customer File INVENTORY B_ è Inventory File C_ è Purchasing File D_ è Order File RECEIVABLES E_ è Receivables PAYABLES F_ è Payables G_ è Vendor File

H_ è Payables Check File GENERAL LEDGER

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W_ è Parts Work Order File AD_ è Co-Product File MARKETING

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Contact

If you have any questions please contact us one of the following ways:

Website: http://www.busmgtsys.com

Phone: (630) 850-9966

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Index

A

A/P – A/R... 90

A/P Aging Report ... 92

A/P Code Summary ... 92

A/P Open Payables ... 91

A/R Aging Report... 91

A_ ... 98 AB_ ... 99 Account File ... 62 Add Account... 62 Account Number ... 62 Description ... 62 Add An Order ... 43

Add Cash Receipts... 47

Add Contact ... 75

Add Contact Leads ... 84

Add Customer ... 12 Company/Last Name... 13 Credit Limit ... 13 Price Code... 13 Taxable... 13 Add Inventory ... 17 Description ... 18 Item Number ... 18 Selling Price 1-4... 18 Type... 18

Add Journal Document ... 64

Add Leads ... 80 Company/Last Name... 81 Price Code... 80 Taxable... 80 Add Part ... 38 Add Payable... 53 Add Quotes ... 88

Add Sales Rep ... 78

Add Ship To ... 15 Add Sub-Assembly ... 32 Add Vendors ... 50 Discount Days... 51 Discount Percent ... 51 GL Account #1-10... 50

Net Due Days... 50

Vendor Name... 50

Add Workorder... 34, 39 Length / Quantity ... 34, 39 Administration ... 95

Aging Report ... 48

All Open Payables ... 55

B B_ ... 98 Balance Comparison ... 70 Balance Sheet... 69 C C_ ... 98 Calculator ... 95 Calendar... 97

Cash Disbursements Journal ... 92

Cash Receipts... 91

Check File ... 58

Check Reconciliation ... 58

Check Register ... 58

Clear Check Data ... 58

Clear Checks... 59 Commission History... 90 Commissions Report ... 91 Company Information ... 60 Contact ... 100 Contacts ... 75 Control Setup ... 61

Customer Aging Report... 48

Customer File... 12

D D_ ... 98

Daily Cash Receipts ... 48

Daily PO Report... 29

E E_ ... 98

End Month... 74, 93 End Month Cash Receipts ... 93

End Period ... 74

End Year ... 74, 93 End Year Cash Receipts... 93

End Year Commissions... 93

Enter Dates ... 61

Expert Email... 94

F F_ ... 98

Features ... 9

File Letter Code Reference ... 98

G G_ ... 98

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H

H_ ... 98

Home... 95

I Income For Year ... 72

Income Statement... 70 Index ... 101 Installation ... 11 Introduction ... 8 Inventory... 17 Inventory In Stock ... 20 Inventory Types ... 21 Inventory Value... 21 Invoicing By Customer... 90 J Journal File... 64 L Lead File... 80 Login... 31 Logout... 31, 96 Low Inventory... 22 M Marketing... 78 Modify Account ... 63 Account Number ... 63 Description ... 63 Modify Contact ... 76

Modify Contact Leads... 85

Modify Customer... 14 Company/Last Name... 14 Credit Limit ... 14 Price Code... 14 Taxable... 14 Modify Inventory... 19 Description ... 20 Item Number ... 20 Selling Price 1-4... 20 Type... 20

Modify Journal Document... 64

Modify Leads... 82 Company/Last Name... 83 Price Code... 83 Taxable... 83 Modify Ship To ... 16 Modify Sub-Assembly... 33 Modify Vendors... 52 Discount Days... 52 Discount Percent ... 52 GL Account #1-10... 52

Net Due Days... 52

Vendor Name... 52

Modify Workorder ... 35, 40 Modify Length / Quantity ... 35, 40 Month Comparison ... 71

Monthly Account Summary ... 91

Monthly Check Register ... 92

Monthly Invoicing ... 90 N N_ ... 98 Non-Inventory... 26 O O_ ... 98

Open Cash Receipts ... 47

Open Orders ... 44

Open Orders By Customer... 90

Open Quotes... 88 Open Workorders ... 22 Order File ... 43 Order Inventory Order Inventory Additional Comments ... 25 Date ... 25 Order Inventory ... 24 Order Inventory Vendor Name... 25 P P_ ... 99 Parts File ... 38 Pay Payables ... 55 Payables... 53

Post Check Data... 58

Post Commissions ... 89

Post Period... 73

Post Period (Cash Receipts)... 73

Post Period (Payables)... 73

Post Period (Payroll)... 73

Post Period (Sales)... 73

Post To Accounts File... 73

Posting... 89

Pre-Post By Date... 66

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Print PO ... 29

Print RFQs... 30

Print Sales Order ... 45

Print Workorder... 36, 42 Purchasing ... 23 Q Q_ ... 99 Quick Email ... 94 Quote File... 88 R R_ ... 99 Receivables... 47 Receive Inventory ... 26 Receive Workorder ... 36, 40 Length / Quantity Received ... 36, 40 Reference... 98

Rep Ranking YTD... 89

Reports...16, 20, 28, 36, 41, 44, 47, 55, 65, 87, 89 S S_ ... 99

Sales... 89

Sales By Part For Customer ... 89

Sales Ranking YTD (Cust) ... 89

Sales Ranking YTD (Rep)... 89

Sales Rep File... 78

Search By Field...44, 48, 56 Search Contact Leads... 87

Search Contacts ... 77 Services... 10 Ship An Order ... 44 Shop Requiquisition... 27 Sub-Assembly File... 32 T T_ ... 99 Time File... 31 Tools... 94 Transaction Report ... 66 Transaction Select ... 68 Trial Balance ... 68 U U_ ... 99 V V_ ... 99 Vendor File... 50

View Account Summary ... 57

View Check Archive... 58

View Check File ... 58

View Customers... 16

View Inventory ... 20

View Journal Document ... 65

View Leads... 87

View Open PO's... 28

View Paid Payables ... 56