Tegelaar Business Solutions Software Guide

This guide explains the main items used in TBS Software to operate it effectively. There are many other management features, reports and business controls within every package but this guide satisfies the business 80/20 rule in covering most of the important factors in sound business management, whilst listing all the available options.

The fundamental core of TBS is its general business and accounting:

•	TBS Set up and comments		how to get started
•	Customers (debtors)
•	Invoicing
•	Quoting
•	Suppliers (creditors)
•	Purchasing
•	Cashbook
•	Products and stock control
•	BOM (bill of materials)
•	Stocktakes
•	Payroll
•	Jobbing (used by most businesses)
•	Accounting
•	General (nominal) ledger
•	Budgets
•	Journals
•	Month-end
•	Audit
•	Fixed Assets
•	Maintenance
•	Contact Management
•	Taxation
•	Management Help			TBS tips

We also provide a practical overview of business and accounting principles and control points that will aid you in your business and understanding or this guide. See Management Help

Walter Tegelaar
CEO
TBS Software	
+61  3  5250 3842
walter@tbssoftware.com.au

Sales and general information:
sales@tbssoftware.com.au
INDEX
Tegelaar Business Solutions Software Guide	1
INDEX	2
TBS Comments (Guide to program usage)	23
Having structure in defining your business	23
Establishing codes for products, customers etc	23
Specifications	24
TBS Program SET-UP Menu	25
Ledger Accounts Entry	25
System Registration/s	25
Creditor (Supplier) Entry	25
Product Groups Entry	25
Products Entry	26
Debtor (Customer) Entry	26
Price Levels Definition	26
Debtor Price Levels Entry	26
Debtor Opening Balances	26
Trial Balance-Debtors	26
Creditors Opening Balances	26
Trial Balance-Creditors	27
Opening Journal Entry	27
Update Product Opening Stocks or Full Stocktake	27
Opening Stock List	27
Set Multi-Currency Rates	27
Period Close/Test Data	27
Accounting Trial Balance	27
NOTE	27
TBS Windows Accounting Main Menu	27
Cashbook Menu	27
Purchases & Suppliers Menu	28
Sales & Customers Menu	28
Estimates & Job/Professional Invoicing Menu	28
Payroll & Human Resources Menu	28
Products & Stock Control Menu	28
Other Items Menu	28
Accounting/Ledger Menu	28
Jobbing Menu	29
Set-up & Maintenance Menu	29
EOD: (action item)	29
To Do Items (action item)	29
Point of Sale (action item for retailer package)	29
Internal Messaging	29
Cashbook Menu	29
Receipts/Banking Data Entry	29
Payments Data Entry	30
Update Presented Cheques	31
Update Cheques on Hold	31
Cashflow Worksheet	31
Cashflow Budget & Report	31
The cashflow budget allows a more open-ended budget of income and expenditures by item rather than by total as found in the cashflow worksheet. Enter the date, date to, system no, Income/Exp (default = Inc) to categorise whether budget is income or expenditure, and the amount budgeted. Name and comment fields are optional but may explain your cashflow budget plan. A report will provide a summary of the data entered.	31
Cash Payments Entry	31
Summarise POS Cash Receipts	31
Cashbook Reports Menu	32
Cashflow Print	32
This report will print off a budget cashflow worksheet for the specified period end.	32
Cashflow Forecast	32
Multi-Currency (5 reports)	32
Report summarises totals for customers’ invoices, suppliers invoices (unpaid balances) to allow for future cash planning. Enter the system no, finish date, start date, 3 prior dates to differentiate periods and any available funds balance (leading - for overdraft/deficiency) and then click on the report icon.	32
Automatic Bank Reconciliation	32
Auto Cheques Print and Remm	32
Receipts: Banking (Receipts) Data	32
Receipts: List Receipt Allocations to Invoices	33
This report lists the Bankings received, by customer, and the allocations against invoices made via the banking program in the order of receipt.	33
Receipts: Banking Pay-in (deposit) List	33
This report provides the banking pay-in document for your bank. You have options of choosing the system number, bank number, and date range required (normally same start/finish date for the current days banking).	33
Receipts: Un-Allocated Bankings List	33
Receipts: Receipts Consolidation (Daily Balances)	33
This will list all individual bankings, by bank account number, with a daily total as a cross check against you bank statement.	33
Receipts: Banking - Ledger Account Data	33
Payments: Payments Data	33
Payments: Cheque Details from Payments	33
This feature will create a report showing all cheque payments within the specified date range. The report shows, date of payment, cheque no, Supplier, paid to and the amount. If you wish to run a report by cheque range (ie: starting at one cheque number through to another cheque no) enter the details under the By cheque range heading and click the report button along side. This will produce a report showing date, cheque number and amount.	33
Payments: Unpresented Cheques Listing	33
Report lists all unpresented cheques to a specific date for any system no and bank no.	33
Payments: Payment Details - by Payment Type	33
Payments: Contra Income/Payments by Code	33
Payments: Payments - Ledger Account Data	33
Suppliers Menu	34
Supplier/Creditor Detail Entry	34
Invoices / Credit Note Entry	35
Request for Credit from Supplier	36
Suppliers View of Total Invoices	37
Update Supplier Invoices Hold Status	37
Tax Reclaim Update	37
Purchasing Menu	37
Reports Menu	37
Supplier Order Status Advice	37
Update Tax Reclaims from line items	37
Importing Menu	37
Suppliers Reports Menu	37
Invoice Listings per Supplier/Creditor	37
Request for Credit Letter / Outstandings	37
Payment Code / Supplier Listing	38
Supplier/Creditor Aged Trial Balance - 30, 60	38
Supplier Aged Trial Bal - 30,60,90(2 reports)	38
Reconcile Invoices vs Payments	38
Update creditor invoice tax reclaim	38
Tax reclaim reports	38
Ledger Acc Totals for Cred-Invoices	38
Ledger Acc Totals for Cred-Inv Lines	38
Unpaid Invoices - Account Accruals	39
PPS Deductions by Supplier/Creditor	39
Print/View: Remittance Advices	39
Invoice Purchases by Supp/Product/Buy Groups	39
List Supplier Codes/Details/Labels	39
Purchasing Menu	40
Purchase Order Entry	40
Receiving (P/Order to Creditors-Invoice)	41
Goods Inwards Data	41
Alternate Suppliers / Product	41
Print / View Purchase Orders	42
List Purchase Orders Outstanding	42
List Purchase Order Line Items Outstanding	42
Check Take-up of Purchase Orders to Suppliers	42
Order Projection for Stock Items	42
Stock Replacement by Supplier   (+Materials Usage)	42
Goods Received Summary	43
Unsold Purchases List	43
Delete Old Purchase Orders	43
Purchases taken up by invoicing	43
Sales & Customers Main Menu	43
Record Entry Menu	43
Reports Menu	43
Sales Reports Menu	43
Search Customer Details (action item)	43
Memberships and Auto-Invoicing Menu	43
Price Levels / Maintenance Menu	43
Update Invoices from Branches/Salespeople	43
Message to advise linking capabilities between branches and associated companies	43
VIEW Customer Notes	43
Sales Tracking	43
Customer Order Status Advice	43
Contacts List	43
Contacts Next 7 Days	43
Customers Record Entry Menu	44
Customer Detail Entry	44
Invoice / Credit Entry	46
Customer Industry Type Entry	49
Sales Person	49
Invoice Status Review (on a network)	49
Backorders Control + Reports	49
Customer Order (Pre-Invoice)	49
Client Charge Time Registration	50
Lay By Control and Status Report	50
Warranty Control and Status Report	50
Hold Invoices Control (High Security)	50
Update Paid Status of Invoices	50
Point of Sale Entry	51
INVOICE / CREDIT - VIEW ONLY	52
Stock Transfer Entry + Reports	52
Consignment Entry + Reports	52
Print / Reprint - INVOICES/CREDITS	52
Print/Reprint Invoices – Consolidated	53
List Unpaid Invoices	53
Invoices List - Orders List	53
Delivery Docket Print	53
Tax from Invoices	53
Debtor Trial Balance	53
Debtors Statements - 3 formats (Plus 2 T/B formats)	53
Debtors Statements - Head Office	54
Backdated Debtor Trial Balance	54
Ledger Account - Balances from Invoices	54
Commissions Listing – Salespersons	54
List of Customer Codes/Labels/Envelopes	54
Customer Contact Data by Category	54
Days Taken to Pay Invoices/Client	55
Demand Letters & Merge Client Letters	55
Reconcile Debtor Invoices vs Payments	55
Invoice Product Pricing Audit (2 reps)	55
Customer Sales Reports Menu	55
Sales Units and Value by Month (Calendar Year) 4 reports	55
Sales Statistics - Monthly Units/Value (All Products)	55
Sales by Sales Area & by Categories & by Head Office	56
Sales/Commissions by Sales Person	56
Sales / Profits / %'s to Total by Client	56
Client Product Sales by Period and Totals	56
Product Sales units / Averages (Day, Week, Mth)	57
Product Groups Gross Profit and Sales	57
Invoice Profits by Invoice (list)	57
Values and Unit Sales by Product/Group (4)	57
Sales by Non-Account Customers	58
Sales Product Performers BEST / WORST Products	58
Invoice Order Items Ordered	58
Customer Memberships and Auto-Invoicing Menu	58
Membership Details & Customer Entry	58
Customer Search (lists + labels)	58
Membership Invoicing	58
Update Anniversary Dates	59
Membership Price Review	59
Members IN / OUT	59
IN / OUT List	59
Customer Price Level Maintenance Menu	59
Price Level Codes Entry	59
Price Levels Entry	59
Update Debtors Discount Levels	59
Set Prices Control + View + Updates	60
Demand (reminder) Letters	60
Special Product Group Sales Budget	60
Customer Discounts NON STD	60
Customer Discounts STD	60
Lock Invoices	60
Customer Discounts	60
Special Prices by Sales Rep	60
Delete Old Orders (Invoice) older than 32 days and invoiced	60
Sales and Profits by Salesperson and Product Groups	60
Customers by Salesperson	61
Customer Discounts by Product Group Report	61
Change Salesperson Code by Customer	61
Set Invoices OK to Invoice	61
Transfer Monthly Data to Customer/Supplier History	61
Estimates & Quoting Menu	61
Estimates / Quotes Entry	61
Jobbing Entry	63
Report: Print or View Estimates/Quotes	63
Report: Estimates/Quotes Listing	63
Report: Acceptance	63
Job Cards & Professional Invoicing	63
Job Persons	64
Task Groups	64
Job Tasks	64
Report: Job/Time Cards	64
Job Standards Entry (BOM - Kit Build)	64
Job Costing Menu	64
Job Costing Register	64
Job Cards	70
Jobbing Standards Entry	70
Task (Work type) Definition	71
Task Group Definition	71
Employee Details	71
Product Build (for Order Picking items only)	71
Job Progress Costs (Time Cards and Suppliers)	71
JOBBING REPORTS MENU	72
MANUFACTURING MASTER MENU	72
Job Standards (BOM) Transfer to Manufacturing Standards	72
Manufacturing BOM Transfer to Job BOM	72
Upload Time Cards to Job Costings	72
Jobbing Reports Menu (Full)	72
Job Card Times	72
Job Card Data (Tasks by Job)	72
Jobs Listing + Job P/L	72
Job Status	72
Job Details Print	73
Guide to Invoice Items to be Manufactured	73
Product Build (for Order Picking items only)	73
Manufacturing Menu	73
Manufacturing (Main Units Req.) Entry	73
Production Plan (after Entry input & TFR)	73
Material Rework Items Entry + Plan	74
Manuf. Bill of Materials(Set Standards)	74
Update Manufacturing (BOM) Costs	74
Machine or Work Area Definition	74
Manufacturing Method (InfoHelp)	74
REPORTS MENU	74
Guide to Invoice Items to be Manufactured Plus  TRANSFER to	74
Manufacturing Reports Menu	74
Bill of Materials (Standards) Listing	74
Production Qtys (Plan or Actual) ex Manuf Entry	74
Production Plan Items (Details/Summary/Tasks)	74
Machine Time Allocations - Times&Materials	75
Payroll & Human Resources Menu	75
Payroll Data Entry	75
Personnel Details	77
Taxation Schedule (set rates)	80
Management Request for Change	81
Payroll Tax Register and Reports	81
Payroll Batch	81
Payroll Reports MENU	81
Human Resources MENU	81
International Payroll MENU (Corporate Only)	82
Payroll Reports Menu	82
Personnel Listing	82
Personnel Payroll Changes	82
Cash Dissection	82
Leave Taken Details and Summary	82
Long Service Leave Due	82
Payroll Slips	82
Pay Data - Details/Sum/Balances	82
Bank Transfer - Payroll (Main/No2)	83
Ledger Totals for Payroll	83
Group Certificate Print	83
Terminated Payroll Totals	83
International Payroll Menu	83
International Pay Batch Data (Corporate or as module)	83
Inter Personnel	83
Inter Pay Slips	83
International Detail Entry	83
Payroll Batches	83
Inter Application Form ENTRY	83
Pay Type Codes	83
Deduction Codes	83
Applications View	83
Driver / Carrier Statistics Payroll History	84
Human Resources MENU	84
Job Position Descriptions	84
Job Applications inc: Contract Letter	84
Official Warning and Advice Print	84
Reference Letter for Employee	84
Review of Personnel	84
Reviews of Personnel	84
Training / Qualifications data	84
Products & Stock Control Menu	85
Products Data Entry (Full Details)	85
Product Groups Entry	86
Update SOH Balances	87
Manual Stocktake Data	87
Stock History Update + Reports	87
Stock Update from Suppliers	88
Scanner Stock Import/Update	88
Stock Adjustments Entry	88
Detailed Costing Worksheet	88
Pricing Lookup	88
Stock History Summary Screen	88
Colour Entry	88
Sizes Entry	88
Generic Entry	88
Product Mass Updates MENU	89
Product/Stock Report MENU	89
Update Sell Prices	89
Product Mass Updates Menu	89
Stock "Live" Control	89
Stock Valuation (Period-End)	89
Update Sell BY Group + Costs	89
This feature allows the user to update the selling prices, tax %, trade price and cost for tax  of a product, by product groups. Leave the product group field as a * for all product groups or select a group, then click on the view button at the top of the screen. Enter the new details then exit. The product file will be automatically updated with the new pricing.	89
Update Product Usage per Month	89
Transfer Sales/Purchases Data to Customer/Supplier History	90
Costs/BOM/Maintenance MENU	90
Update Product Group to product File	90
Update Tax Paid % to GST Tax %	90
Price Matrix - Price List for a Customer CORP/BUS ACCOUNTS	90
Update Price Matrix Pricing   CORPORATE/BUS ACCOUNTS	90
Matrix Codes	91
Set-up Matrix Area	91
BOM Product Maintenance	91
Update Cost Prices (Future Cost/Invoices)	91
Stock Type / Item for Credit Updating	91
Product Maintenance	91
Adjust BOM Item Pricing	91
Adjust Main Cost Prices	91
Product Maintenance (Weight)	91
Daily Product Availability (if used)	92
Product Check Pricing	92
Product/Stock Report Menu	92
Products List + Blank Stocklist	92
Products by Bin List	92
Detailed Costing List	92
Manual Stocktake Listing	92
Update Opening Stock-Products	92
Price Lists - 5 Formats	92
Stock Adjustments	93
Product Group Listing	93
Stock Valuations	93
Actual Stock by Bin Location	93
Alternate Suppliers Report	93
Serial Number Tracking	93
Available products report	93
Other Items Menu	93
Controls	94
To Do/Follow Up	94
Marketing	94
Contacts/Letters	94
Hire / Consignment	94
Utilities	94
Business Plan	94
Fixed Assets	94
Controls Menu	94
Period Management Control Reports	94
Reconciliation of Debtor/Creditor	94
Group Ledger Accounts Summary	95
Daily Management Controls (Reports)	95
Graphs (Various Business Graphs)	95
To Do/Follow Up Menu	95
To Do	95
Follow Up	95
Marketing Menu	95
Marketing Events / Contacts	95
Define Standard Letters	96
Mail Merge ex Marketing Events	96
Exhibition Entry	96
Specifications Entry & Report	96
Club Points / Reward System	96
Contacts Manager Menu	97
Contact Details	97
Define Standard Letters	97
Status / Action Code Definition	97
Business Type Definition	97
Report: Contact Master Listing	97
Report: Telephone/Contact Listing by ID	97
Report: Create Merge Letters	97
Fax Entry and Letters	98
Updates new customers and suppliers	98
Transfer Contact Details to Customer File	98
Transfer Contact Details to Supplier File	98
Hire / Consignment Menu	98
Hire Entry	98
Report: Update Hire data to Invoicing	99
Report: Invoice Balances Entry	99
Report: Hire Agreement Print	99
Report: View Hire product status	99
Report: Current Hire Status by Client	99
Report: Monthly Summary of Hire Section (2reps)	99
Utilities Menu	100
Car Log (Kilometres and Costs)	100
New Product Breakeven/Cost	100
Loan/Lease Payment Calculator	100
Quick Pricing Worksheet and Print	100
Bar Code Generation	100
Wages On-Cost Calculator	101
Gift Voucher Entry	101
Importing Costs Calculator	101
Audit Control of Debtors + Report	101
Audit Control of Creditors + Report	101
Sales Tracking Information/Control	101
Transactions Worksheet	101
Cash Tracking Form	101
Costs and Expenses Record	102
Ledger Budget Calculator	102
Sales Profit Calculator	102
Income and Costs Budget Analysis	102
Report: Accounts Budget Summaries	102
Report: Budget vs Payments Actual	102
Budget vs Creditors Actual	102
Future Posting Entry	102
Report: Future Postings List	102
Business Plan Menu	102
Business Details	103
Sales Items/Budget	103
Expenses Budget Plan	103
Profit/Loss Projections	103
Balance Sheet Projections	103
Policy/Procedure Definition	103
Reports - Business Plan	103
Report: Business Plan Checklist	103
Report: TBS Control Points Checklist	103
Fixed Assets Menu	103
Asset Register	103
Asset Groups	103
Assets (Non-depreciable)	103
Equipment Maintenance Control	104
Asset Listing (Transfer to New Year)	104
Depreciation Schedule	104
General Ledger Menu	104
Record Entry Menu	104
Reports Menu	104
End of Month Menu	104
Archive/Check Data Menu	104
Reconcile CUSTOMERS & SUPPLIERS	104
Transactions Integrity Check  (Debt/Cred/Products)	105
Transactions Integrity Check  (Ledger Accounts)	105
Import / Export Data	105
Update New Creditor/Debtor Code to Data	105
BUDGETS MENU	105
Accounts (GL) Record Entry Menu	105
General Journal Entry	105
Ledger Accounts Data	106
Inter-company Journal (multi-item)	106
Inter-company Journal (single item)	106
Ledger Accounts (Chart of Accounts)	106
Distribution of Overheads	107
Group Ledger Accounts (Temp Balances)	107
Ledger View (Balances)	107
Accounts (GL) Reports Menu	107
Transfer Accounts Data to General Ledger Analysis (GLA)	107
Profit & Loss(Ledger format)	108
Profit & Loss Report - Balance Sheet	108
Trial Balance (inc Periods) + Special P/L	108
Trial Balance - B/S Format	108
Transactions & Bank Ledger & Grading	109
Consolidated Ledger Trial Balance	109
Period End Journals	109
Transactions Data Graph/Data	109
General Journals List	109
Journal Account Data	109
Ledger View: Bank,Paym,Jnls,Invs	109
Group Ledger Actual Balances	109
Accountants Ledger List + ASCII	109
GLA Ledger Areas	110
GLA Ledger Accounts	110
Banking/Payments Ledger Adjustments	110
Ledger (Chart of Accounts) Print	110
Accounts (GL) End of Month Menu	110
Auto Bank Reconciliation	110
Inv/Product Price Audit	110
Product Sales Units/Ave	110
Debtors Trial Balance	110
Debtors Statements	110
Creditors Trial Balance	110
Remittance Advices	110
Update Cost Prices-Prods	110
Stock Update-O/S Products	111
Stocktake Listing	111
History Transfer Invoices	111
Period Close/Test Data	111
Accounting Trial Balance	111
Schedule 5 Financial Statements	111
General Journal Entry	111
Accounts (GL) Archive Data Menu	111
Archives Data and deletes main data	111
GLA Archive (Final monthly balances)	111
System Data CHECKS (After EOM)	111
Delete OLD Cheque Remittance Data	111
AUDIT TRAIL PRINT – DELETION	111
Archived Data Information	112
Control Check - Invoice Balances	112
Control Check - CredInv Balances	112
Control Check - Banking Balances	112
Control Check - Payment Balances	112
Control Check - General Journals	112
Balance Sub to Main Invoices (DR/CR)	112
Budgets Menu	112
Budget Periods – Definition	112
Accounts Annual Budget Summary	112
Special Monthly Budgets	113
Salespersons Codes Entry	113
Salespersons Budget	113
Report: Budget Period Listing	113
Report: Annual Budget Comparison (5)	113
Report: Special Budget Actual Report	114
Report: Sales Persons Budget Reports	114
Set-up & Maintenance Menu	114
Register System Business/s (Multi)	114
TBS Set-up of Program	116
Update Product Code (Old to New)	116
Postcodes / Sales Area Maintenance	116
Change System Password	116
Report - List System Businesses	116
Currency Rates Entry	116
Stolen Items Control (Serial No)	116
Departments	116
Maintain Program Modifications	116
System No Default (Batch entry by company)	116
Adjust Invoice No	117
Append Latest Update	117
Menu Password Control for general staff	117
Messages Password Control	117
System Menu Password Control	117
Add a user	117
GST Menu	117
Tax Payable Report	117
Tax Reclaim Update	117
Tax Reclaim Report	118
Witholding Tax	118
Report: GST Return	118
Report: Invoice Items List Showing GST  CHECK	118
Report: Checks Theoretical Tax versus Invoiced Tax	118
Corporate & Transport Unit Hire	118
Hire Category	118
Hire Items Entry	118
Hire Agreement Entry	118
Hire Invoice Roll Over	119
View Hire product status	119
Hire Rental Summary	119
Hire Rental Tax Report	119
Hire Item List Report	119
Transport Main Menu	120
Transport / Booking Entry	120
Round Definition	121
Round/Trip/Vehicle/Driver (RTVD) Maintenance	121
Quick - RTVD Maintenance	121
MAINTENANCE MENU	121
REPORTS MENU	121
DRIVERS PAYROLL MENU	121
Transport Maintenance Menu	121
Maintenance Codes	121
Fuel Types	121
Equipment Parts	121
Equipment Categories	122
Taxes Entry	122
Storage Area Set-up	122
Transport Items (ex Product File)	122
Transport / Equipment Register	122
Products Entry (Rates adjustment)	123
Update Locations Tax Rate by State	123
Transport Reports Menu	123
A)	Product Charges  Items between dates	123
B)	Product Charged  (un-invoiced items)	123
Transports - equip charged	123
Transports - equip (un-invoiced items)	123
Transport Schedule (between dates)	123
Transport Drivers Payroll Menu	123
Drivers Detail Entry	123
Pay Batch Data	123
Enter Pay Details	123
Bank List	123
TBS Management Help	124
Terminology used in accounting	124
Key expenses that should be controlled	127
General accounting	128
The main concerns in accounting & business management	130
What checks should a business be doing?	131
Products Area	131
Data Processing	131
Finding the net profit position	132
Checkpoints before period end (month end)	133
Licence to use TBS software	133
Word from our CEO Walter SJ Tegelaar	135

	TBS Comments (Guide to program usage)
	Having structure in defining your business
It is important to enter data in the following categories before entering standard business transaction data such as invoices, payments etc.
	
Ledger codes- you need to define codes for the income, expense, asset and liability areas of your business (TBS provides a chart of accounts that we recommend you use)

Sales area codes- your customers will need to be linked to a sales area for reporting and defining your market (double click at the sales area field in the customer details form to open this area). If you do not know where to begin then suggest you enter capital cities and breakup the state/province into north/south/east/west and central. You at least will know where your sales value comes from and what effect special marketing promotions may have on this mix 

Sales person codes- enter your sales staff and all your staff to define sales (customer entry), contacts and notes.You are able to identify sales persons codes as actual sales people and also establish commission rates based on percentages/performance or  both

Customer and supplier codes as previously detailed. One important note is the establishment of sundry codes which you can  use to record payroll, bank charge items etc. We suggest prefixing all sundry codes with a "ZZ" to ensure they remain at the end of a file and can be excluded from sales reports, payments listings etc when you are trying to gather information relevant only to trading entities.
	
Product groups are absolutely vital in identifying products by a major category. It is astonishing how many companies have no formal data structure for their products. We also complete internet shopping package inteface programs and you would be amazed that even multi-nationals that have no product groups or formal link between cost and sell for invoice profitability. We 	demand product groups be linked to products and can confidently say have improved many business profit levels by setting up product categories, profit analysis by group and cost of product group retention. One company made 15% on a particular product range but when the cost of ordering, stock holding, representation and expenses were taken into consideration then it proved a net loss product!
	
Products are the lifeblood of a business and should be adequately linked to review categories (product group, master code, job cat 1, job cat 2, generic code), have cost prices and bill of materials clearly and accurately defined and selling prices that reflect your organization (not simply your competitors). We were amazed with one client who simply copied the market leader pricing structure only to find his overhead structure ensured he could never make a profit. What does the product cost into store and 	what does it sell for allowing for your overheads, expense structure and expected profit return. A warning note also for many 
businesses!!! 
Many accountants will advise a business to get a particular return: say 40%. The accountant talks in gross profit whilst many businesses talk markup. Make sure what YOU WISH TO HAVE AS A PROFIT not what another says... Item costs 100.  Markup at 40 gives a sell of 140. This sell of 140 would achieve a gross profit of 28.57% which would be disastrous if your expense structure is 30+%! Gross profit of 40 requires a sell of 167 which is far in excess of 140.
	Establishing codes for products, customers etc
When you define codes for any category attempt to provide a logical alpha-numeric code NOT a number. Many software programs define a customer or product code as a whole number which is rubbish in both identification and ease of remembering. 

Mistakes are made using this method which is why TBS has defined alpha-numeric capabilities for all item codes that require you to find and enter. Codes are also kept to a realistic length to:
	1) aid in memorising
	2) quicker in index formulation which makes your program quicker
	3) takes up less wasted space
	4) they simply do not need to be longer therefore saving data-entry
	
Customer codes up to 6 characters (suggest 4 alphabetic for the business/persons name and then 01, 02 etc). This ensures even new staff can find a code belonging to Market Industries ie: MARK01

Supplier codes are similar to customer codes and allow up to 6 characters

Ledger codes allow up to 8 characters but we have found that 3-4 is sufficient. We also allow linking to a seperate accountant's code (15 characters) which is significantly longer because some accountant's still feel a long code allows extra capabilities (rubbish) or they may have a carry over from an old system.

Product groups up to 5 characters

Product codes allow up to 15 characters and since the bar code standard does not support any more than 13 characters, this length is sufficient. It can be important where massive data is involved to have a system of building your product code to a certain rule per character. ie: in the car industry we have defined the following:
	1st digit an alpha identifier for the vehicle (car/truck/bus/car-truck) etc
	2-3 digits reflect the master category of the part such as Engine
	4-7 digits reflect the sub-category of the part such as electronics
	8-12 numbered digits have the unique product number
This allows growth with another 3 characters available and also quick identification for report definition or data manipulation to relate to a specific character location for a specific range of products.
	
Similarly you could define a combination of area and code to identify the product  ie: BDBLS07 may read Bed, Double, Sealy (manufacturer) and 07 as it's unique number. This is infinetly easier to pick from a list (TBS lists build as you enter characters) 	than say product number 2338! Also do not use your supplier's product code because when you change supplier's the codes will be irrelevant. Similarly using the external accountant's ledger codes is a waste of time because we have established the link 	capability for you anyway and the codes should reflect how you work. Most TBS customers use our ledger codes because they are logically set up and easy to use.
	
Most other codes are 6 characters in length: sales person code, employee code, system number etc
	Specifications
We give the following program attributes for the experienced data people amongst us (techno-junkies) but for the lay person it means anything is possible!
	
Attributes Database (.mdb)
•	File size:1 gigabyte. However, because your database can include linked tables in other files, its total size is limited only by available storage capacity.
•	Number of objects in a database:32,768
•	Modules (including forms and reports with the HasModule property set to True):1024
•	Number of characters in an object name:64
•	Number of characters in a password:14
•	Number of characters in a user name or group name:20
•	Number of concurrent users:255

Attributes Data Structure (table)
•	Number of characters in a table name:64
•	Number of characters in a field name:64
•	Number of fields in a table:255
•	Number of open tables:1,024
•	Table size:1 gigabyte
•	Number of characters in a Text field:255
•	Number of characters in a Memo field:65,535 when entering data through the user interface; 
1 gigabyte when entering data programmatically.
•	Size of an OLE Object field:1 gigabyte
•	Number of indexes in a table:32
•	Number of fields in an index:10
•	Number of characters in a validation message:255
•	Number of characters in a validation rule:2,048
•	Number of characters in a table or field description:255
•	Number of characters in a record (excluding Memo and OLE Object fields):2,000
•	Number of characters in a field property setting:255
	TBS Program SET-UP Menu
	Ledger Accounts Entry
Modify existing chart of accounts or create your own ledger accounts. 	NB: System has been set to TBS ledger & facility exists for alternate ledger code settings for your accountant etc.

Ledger code is an 8 digit alpha/numeric (A/N). You do not need more than this through the use of sub-accounts. Our lists use 3/4/5 digits to run multi-million dollar companies so you won't need more characters and it is our suggestion to use our chart of accounts. Able to link with multiple sort codes and to a 15 digit A/N accountants code for data transfer to your accountant
	System Registration/s
Enter your system registration details for the business/s using the system. TBS Program allows multi-company data processing and should have the principal business entered as System 1 (the default). Double entry account codes are set here as a once only exercise. You would set address details for invoice/report headers.

There are various system options that allow choice of POS type, enforcing minimum sell price, lock overpayment of holiday 	pay, lock delivery docket reprint at invoicing, print invoices immediately (rather than view first), demand serial number entry (where applicable), membership system activated, delivery days set, duty rate, superannuation default rate, plus many more settings.

There is also a system number default screen to allow batch processing throughout the TBS program for a particular entity.
	Creditor (Supplier) Entry
Enter your trade creditors by defining unique 1-6 A/N codes (suggest 4 alpha for the creditor name plus 2 numeric if required. 

Enter address details etc.. Later enter opening balances by special input screen
	Product Groups Entry
Enter product groups by defining unique 1-5 digit A/N codes (suggest leading alpha to define area). Used in products to categorise into sections and also enables profit/cost by product grouping. Tax rate may also be defined by product group and default ledger accounts to allow easy set-up of products. Procedure also on this screen to mass update tax rates to product file by entry per product group.
	Products Entry
Enter products by defining unique 1-15 A/N codes (suggest leading alpha to define product type). Ensure costs and sell are correct for use by system. Define all products including labour/sundry items etc.
There is a mandatory link to the product group and selective categories for master code, job category code (2), alternate product codes for like/substitute products. There is also an ability to link a graphic of the product to aid the sales/help function.

Multiple prices are used: Sell 1/2/3 may be set by client category and sell 2/3/4/5/6 may also be used by activating the price breaks module where 5 different quantity levels may be set that relate to appropriate sell prices.

Also includes a serial number control screen and link to primary supplier and alternate suppliers (unlimited reference which is automatically referenced at purchase ordering)
	Debtor (Customer) Entry
Enter your trade debtors by defining unique 1-6 A/N codes (suggest 4 alpha for the debtor name plus 2 numeric if required. 

Enter address details etc.. Later enter opening balances by special input screen.
Able to enter invoice address, delivery address, industry status, sales area, link to salesperson, link to head office code, set price matrix code, set discount levels by product group, set contract pricing by product, link to membership and auto invoicing, link to customer call cycle and many other control features.
	Price Levels Definition
Enter price levels to be used by clients to automatically set product group discounts for the type/rating of customer. The price level creation button will create records for every product group matched to every price level to allow you to enter discount levels.
	Debtor Price Levels Entry
This screen will list all customers and their price levels. Allocate price levels to clients and then run update procedure to have the standard group discounts added to the customers individual file. You are able to edit individual customers as required for special pricing rates but we suggest establishing a broad price level policy so there is consistency in your selling prices. Attempt to match customers to an industry or volume classification. This ensures like businesses obtain the same pricing structures.
	Debtor Opening Balances
Enter debtor opening balances by first choosing the system number and then the current/30/60/90 day dates to establish aging. 

This will create opening balance invoices by the customers entered in the dates entered to allow you to at a later date control receipts and mark off payments.  Run the debtor trial balance to check balances and aging to that of your input list.
	Trial Balance-Debtors
Check report balances with data entered to ensure accuracy
	Creditors Opening Balances
Enter Creditor opening balances in modified invoice layout and ensure you enter the correct date for aging purposes. Note that creditors cannot process the same invoice twice for safety/security reasons and therefore any invoice number (per supplier)  must be unique. You can have the same invoice number for different creditors but not for the same (we then don't duplicate payments!). Run creditor's trial balance to check balances.
	Trial Balance-Creditors
Check report balances with data entered to ensure accuracy
	Opening Journal Entry
Create opening entries for the business/s. Use the balance sheet from the prior period to enter the assets and liabilities of the business and then any further balancing/adjusting entries for debtors/creditors etc. This can also be done at general (nominal) journal entry but this input screen makes it simple for those non accountants to put a value next to a ledger account and have the system handle the debits and credits
	Update Product Opening Stocks or Full Stocktake
We would suggest a full stocktake entered at the product menu as Manual Stocktake. Otherwise update product opening stock balances on the product file for auto stock calculations
	Opening Stock List
Check stock report balances with data entered to ensure accuracy
	Set Multi-Currency Rates
Optional: Set multi-currency rates that is looked up at system registration and in accounting forms.. banking/payments/invoices etc. If you operate in a multi-currency environment then enter the currency code and rate. Note that at data-entry you are able to enter currency code/rate as applicable for that invoice/payment etc. Reports have been defined to provide multi-currency data for all the principal books of account
	Period Close/Test Data
TEST your data entry by transferring accounting data to general ledger analysis and then run Trial Balance to check totals. TBS has a unique accounting control allowing the general (nominal) ledger file to be rebuilt from the principal books of account as many times as you require. This avoids many useless adjusting journals and ensures balance sheet and profit & loss reflect the system balances at all times.
	Accounting Trial Balance
Most entries should appear in the balance sheet section and check debtor, creditor, bank and stock balances
	NOTE
Choose each option where applicable (prefer in order presented to allow for required data used by the following area of input) 	and test data-entry by using the reports provided. 
	
NB: Period Closeoff may be deleted at any time WITHOUT affecting core data. This is a summary posting area only and may be deleted and reposted at will. Therefore is you encounter errors.. adjust core data in journals/invoices etc (provided you have password clearance) and then rerun the Closeoff delete/post and check data via the trial balance.
	
Once Set-up is completed and checked then please use the full TBS menus
	TBS Windows Accounting Main Menu
	Cashbook Menu
Cashbook Menu covers all money transactions concerning your bank/s. Customer receipts, supplier payments, bank	reconciliations, cashflow control and associated reports to control cash in/out. There is also an automated supplier payments and remittance advice. This is fully linked to the customer and supplier modules.
	Purchases & Suppliers Menu
Suppliers & Purchasing Menu covers purchasing goods and services, receiving goods and controlling supplier invoices and payments. Remittances and auto payments are controlled via the cashbook menu or alternatively via supplier reports. Auto purchasing is based on several user choice levels plus has full integration with stock control module. At supplier level all product purchases, invoices, payments, jobs, claims, outstanding balance and history by month are provided through a review drill down by supplier
	Sales & Customers Menu
Customers Menu covers everything to do with customers, invoicing, statements, credit control, price levels and special pricing and if applicable membership control and special period invoicing. Specially defined sales report section will provide data on products sold in quantities, values, by customer, by product group for any defined period or system entity. At customer level... all product sales, invoices, receipts, jobs, claims, outstanding balance and history by month are provided through a review drill down by customer.
Inter-branch stock transfers and consignment stock control complete this section.
	Estimates & Job/Professional Invoicing Menu
Quoting menu covers estimates/quoting, job cards for time control on jobs in both the office, service industry and the production room with professional invoicing added as an automated step from your time cards. Quoting is fully linked to the customer and jobbing modules. Bill of materials are also able to be loaded into the quote which can then be transferred to jobbing, invoice ordering and invoicing
	Payroll & Human Resources Menu
Payroll Menu covers all aspects of employee control, automated and free form payroll, management of staff, job applications and control plus the human resource module added. Payroll details provide automatic leave and termination value status, net annual leave entitlements, 8 pay rates, historical data etc. Unlimited employees and user defined taxation schedules provides full control of the payroll function. Average time for an employee's payroll data entry is 9 seconds providing all integrated tax/payroll slip and reporting functions
	Products & Stock Control Menu
Products Menu covers all aspects of product maintenance and stock control. Products are defined and have multiple sort categories encompassing generic code, colour, size, master code, product group, job categories (2), barcode and alternate product codes. There is a security controlled maintenance section that allows mass updating of sell prices, cost price and auto update of cost prices through bill of materials (BOM) costing control. TBS has a unique multi-level BOM control that allows linking of raw materials, sub-assemblies, assemblies and labour items to a product cost with roll through costing to all levels on price changes. This can also be loaded to the standards area (production BOM) for use in jobbing, production control, quoting and invoicing. Build a computer system of a frigate using TBS
	Other Items Menu
Other Items Menu provides a gateway to other management components of TBS software with menus covering contact management; hire; marketing and events control; to do and follow up; business controls including graphs, period totals, reconciliation of debtor/creditor accounts; business planning; fixed assets control and auto depreciation schedules and a utilities menu that covers many sundry items such as loan schedules, product breakeven, alternate budget formats, bar coding etc.
	Accounting/Ledger Menu
Accounting and General (Nominal) Ledger Menu covers the accounting options within the program. From chart of accounts, general journal, inter-company journals (2 formats), month-end, transfers to your accountant to sophisticated audit and reconciliation controls this module will give the total analysis for accounting purposes by entity or by consolidated grouping. 
There is also an easy month-end reference guide and a detailed set-up procedure that may be accessed even after set-up has been completed. Full balance sheet, profit & loss and analysis reporting make TBS one of the most effective and efficient accounting solutions.
	Jobbing Menu
Jobbing Menu has 2 main components: jobbing and manufacturing. The jobbing module can have product items added as required or have bill of materials download into the job. When used in conjunction with production machines and jobbing employees one is able to plan work by employee/machine/work task for the jobs at hand. Also linked to customers for an 	instant status of jobs, work in progress is calculated on open jobs and stock control is controlled for finished goods and raw materials. Job cards can be up-loaded per job and items purchased through creditor's invoicing can also be automatically up-loaded into a job to ensure full cost recovery.

Similarly a manufacturing module allows process type production where items are made to a required stock level. Production plans, machine/work area plans, stock control make this a useful module where large scale production runs are completed.
	Set-up & Maintenance Menu
The Set-up and Maintenance Menu covers the registration of the system names that will use the program (multi-company) such as a holding company, a trading company and perhaps another trading company where you wish invoices to go out under another brand heading. Also included is program set-up, postcodes management (entering city/suburbs throughout the program will automatically bring up the correct postcode), passwords control to manage 1) who can access what feature  2) names used for internal messaging  3) logon passwords and security levels.
NB: you have to have ownership password level to use this menu.
	EOD: (action item)
Form that produces system daily totals for invoices, purchases, cash, transaction data upon entry of the date. Data may be viewed via a report between dates entered or a single report may be printed and sent to offsite management or business owner
	To Do Items (action item)
Form that allows processing of work tasks by login person and linked to customer and supplier files. You are also prompted to check these messages if any are uncleared on program entry
	Point of Sale (action item for retailer package)
POS is a special invoicing option that allows very quick processing (usually by bar code) and without the need for a mouse. 

Many retail outlets use only the POS screen for their sales staff
	Internal Messaging
Ability to send messages (single/broadcast). Once messaging has been defined for persons using the system, the user may define a message which will then appear as an individual message per recipient and able to be individually modified or certain  recipients removed from the list of recipients
	Cashbook Menu
	Receipts/Banking Data Entry
Enter receipts from customers and allocate against unpaid customer invoices. You can enter receipts and allocate later (a report will list bankings still to allocate). It is important to check off receipts against customer invoices for an up to date outstanding balance per customer. Some businesses simply bank amounts against a customer account and never verify invoice balances and we find more money is lost this way than theft! Where settlement discount is taken up ensure a tax entry to allow reduction of tax payment amount since it reduces tax liability.

Enter details as requested. Some fields that may need explaining are:
Bank No:	The system defaults to bank account 1. If being allocated to a different account select from the drop down list.
Allocated:	Defaults to no and will be automatically updated when funds have been allocated.
Customer No:	Type in a customer code or choose from the drop down box. The Customer code and name will automatically be entered once a Customer is selected.
Amount:	Enter the amount being paid by the customer.
Settlement$:	Enter any settlement discount amount here. Note the Gross Amount field will add the settlement discount to the amount field as the total balance is written back to the customers control account. Also enter the tax paid component of settlement discount if applicable to reduce your tax liability.
Receipt type:	This defaults to cheque, however, if paying by other means select from drop down box.
Client Bank:	This field will automatically update if details have been entered in Customer Entry.
Job No:		Select a job number if payment relates to a job.
	
Remember ledger posting is not required if only 1 total being allocated. NB if you are going to allocate multiple receipts to different ledger accounts, we still advocate saving the record before entering the allocations area (sets the correct balances) and then simply overtype the correct values and ledger codes to suit your allocation needs. If the ledger code nominated as the default is the correct code to be used (ie: usually the Trade Customers control account 103) then the total of the customer banking will be automatically posted in the 1st box titled “Ledger Account Postings”. If you wish to allocate more than 1 ledger account balance then you will need to enter each ledger account required and the appropriate balance ensuring the total ledger allocation matches the total banked.
	
Click the Mark Invoices Paid button to post banking allocations to invoices and therefore updating the invoice balances and payment status for your entries (ensure others are not using invoicing at the time of updating to avoid possible posting conflicts). You will be presented with a list of invoices still to pay and the balance still outstanding on the applicable invoices. 

Enter the balance you wish to allocate against each invoice or simply click Pay to have the total outstanding allocated as the payment. Running totals will show how much is still to be allocated and you cannot exit the record without allocating the total value of the customer payment (Gross Customers). If you have just one line entry to update and it is a part payment then you may need to click the Save Icon to record the transaction before having the Diff value (at the base of the page) show as 0.00.
	
The Banking List button will list all banks after a certain date which the user will be prompted to enter.
	Payments Data Entry
Enter payments to suppliers and allocate against unpaid supplier invoices. Payments may be entered directly and then checked off against supplier invoices or be part of an automated remittance and cheque print run.
Where settlement discount is taken up ensure a tax entry to allow reduction of claim on tax rebate.
You should enter sundry bank statement items in the payments screen for bank fees, periodical payments such as leasing etc to balance to the bank statement and also take up the cost into the accounts. If a transaction appears on the bank statement and it 	is not a cheque payment or a receipt, how will it get into your books of account without being entered at payments and receipts as a sundry entry? We feel bank reconciliations should be completed at least monthly and on a year-to-date basis.
	
How Paid?	Choose the method of payment from the drop down box (The default is cheque) but must be changed to Debit when posting.
Bank No:	The default is to bank account 1. Accept this or chose another bank control number.
Cheque No:	This field will automatically update to the new cheque number. If you change cheque numbers the next time you enter a payment the system will follow the new numbering sequence.
Cheque Presented: Defaults to Yes for debits etc and may be marked off for presented cheques when    p			presented via the bank statement (but do this via Update Presented Cheques button on the 		Cashbook Menu)
Supplier:	Choose the Supplier/creditor number then click on the Invoices pay list. This will list all outstanding invoices showing amount, amount paid and balance to pay. 
Job No:		Optional link to a valid job number.
Paid To:	Updates from the supplier number chosen. If using a sundry code then ensure the correct name of the payee is entered.
Acc No Guide:	Updates from the supplier number and should be used in allocation
Details:		Record any further details required.
Hold:		Mark yes [X] if you wish to hold payment.
	
After entering the above information press Save and then New if continuing to enter payments or click the Remittance button to produce a remittance advise. You may run a mass remittance advice through the Suppliers area. 
	
Click on the Sundry Invoices button to view all sundry invoices and to allocate payments.
	
NB: auto ledger post is also available at payments entry where only 1 ledger account is to be posted.
	Update Presented Cheques
Lists unpresented cheques. Check against bank statement and mark off presented cheques. Able to double click at cheque no. to alter payment details if they vary from the bank statement total for the cheque
	Update Cheques on Hold
Lists all cheques with the ability to hold for payment. You have to have the appropriate security to use this feature but it provides a ready balance of monies on hold for cashflow control.
	Cashflow Worksheet
Set out as a 6 month (or period) cashflow worksheet starting with opening bank balance, then entry of receipts and key disbursements to arrive at theoretical closing cash balances for the month. These balances are then checked against overdraft/lc facilities to provide a month by month view of your cash position.
by period income categories are: opening bank balance, cash receipts to equal total funds.

Disbursements are: stock purchases, payroll, tax payments, leasing/hp, non stock expenses, capital payments, SBL/Bill/Others to equal total disbursements.

This is netted off against the total funds to show closing bank balance where an overdraft facility (if available) would be added to provide a total OD/funds available. If you had an LC (letter of credit) limit or Bill line limit then these should also be entered to provide a total facility.
	Cashflow Budget & Report
The cashflow budget allows a more open-ended budget of income and expenditures by item rather than by total as found in the cashflow worksheet. Enter the date, date to, system no, Income/Exp (default = Inc) to categorise whether budget is income or expenditure, and the amount budgeted. Name and comment fields are optional but may explain your cashflow budget plan. A report will provide a summary of the data entered.
	Cash Payments Entry
	Summarise POS Cash Receipts
This procedure will total all CASH/CREDIT/EFTPOS bankings from the point of sale area for the date entered. It will store the 	information into an analysis area for cross checking (POS Receipts button) and will delete banking item data and replace with summary posting for the day's transactions  (Minimises multiple non cheque items in receipts and improves bank pay-in report)
Individual item data is still available in a backup area.
	Cashbook Reports Menu
	Cashflow Print
This report will print off a budget cashflow worksheet for the specified period end.
	Cashflow Forecast
Cashflow forecast report summarises totals for Customer Invoices and Creditors Invoices unpaid balances allowing the planning of likely cash requirements.

There is a secondary report Cash Flow Projection that is based on debtors/creditors days to pay and therefore if these days are accurate in the customer/supplier files then the cash flow forecast will be most accurate.
Report format breaks up categories as 60+days, 30 days and current for customer invoices, supplier invoices over these periods
	Multi-Currency (5 reports)
Report summarises totals for customers’ invoices, suppliers invoices (unpaid balances) to allow for future cash planning. Enter the system no, finish date, start date, 3 prior dates to differentiate periods and any available funds balance (leading - for overdraft/deficiency) and then click on the report icon.
	Automatic Bank Reconciliation
Auto bank reconciliation report will provide an automatic bank reconciliation by: totalling the payments & bankings on file between the dates entered, and list the unpresented cheques (those shown as No on the payments form). You will also need to enter any bankings not yet on the bank statement to balance.
	Format is:
	Opening cash book balance
	+ Total bankings
	-  Total payments
	= Closing cash book balance
	Balance by Bank statement balance
	-  Unpresented cheques
	+ Receipts not yet on bank statement
	= Bank balance   (should equal cash book balance)
	Auto Cheques Print and Remm
This procedure will create a payments entry in the payments file for all the selected range of creditors invoices within the date 	range entered and creditor payment type. Then there is an option of printing cheques and setting paid status to "Yes".  NB: Payment Data Only button posts creditor payment data to the payments file only and does not print cheques/remittances automatically. This is possible from another print procedure.
	Receipts: Banking (Receipts) Data
Lists receipts data by payment type, for the date range entered and by system number.
	Format is: date, details, amount, debtor, record number
	Receipts: List Receipt Allocations to Invoices
This report lists the Bankings received, by customer, and the allocations against invoices made via the banking program in the order of receipt.
	Receipts: Banking Pay-in (deposit) List
This report provides the banking pay-in document for your bank. You have options of choosing the system number, bank number, and date range required (normally same start/finish date for the current days banking).
	Receipts: Un-Allocated Bankings List
Lists all receipts that have not been marked off against customer invoices
	Receipts: Receipts Consolidation (Daily Balances)
This will list all individual bankings, by bank account number, with a daily total as a cross check against you bank statement.
	Receipts: Banking - Ledger Account Data
	Payments: Payments Data
Lists payments within a date range, by system number and between the supplier codes listed. There are also several reports on  this screen: Report payments data, Ledger allocations of payments, Remittances for all suppliers (payment values per supplier), Sundry remittances ex payments where sundry supplier codes are listed to help balance to the subsidiary creditors ledger.
	Payments: Cheque Details from Payments
This feature will create a report showing all cheque payments within the specified date range. The report shows, date of payment, cheque no, Supplier, paid to and the amount. If you wish to run a report by cheque range (ie: starting at one cheque number through to another cheque no) enter the details under the By cheque range heading and click the report button along side. This will produce a report showing date, cheque number and amount.
	Payments: Unpresented Cheques Listing
Report lists all unpresented cheques to a specific date for any system no and bank no.
	Payments: Payment Details - by Payment Type
This report will show the payments for a selected payment type (eg Cash) for the chosen date range.
	Payments: Contra Income/Payments by Code
Report will summarise banking and payments for the same code (defined as a Customer and Supplier) as a form of reconciliation between contra’s where a client is also a Supplier and you wish to check who owes what! Enter the code number required together with dates and system.
	Payments: Payments - Ledger Account Data
Summarises by ledger account number the payments for a designated period. This is important to check for posting accuracy to the ledger to avoid adjustments at month-end
	Suppliers Menu
	Supplier/Creditor Detail Entry
Supplier master entry is required before you can process purchase orders, invoices and payments for the supplier/creditor.

Code:		enter a unique a/n code upto 6 characters (we suggest 4 alpha and 2 numeric)
Name:		enter the business name of the supplier.
Address:	address capability for floor number etc. Enter the business address details (TBS favour physical location for purchase order updating and in case stock must be picked up from supplier).
Address2:	enter the business address details
City/Suburb:	choose the location from list (F4) or enter the location of the supplier. Maintenance is possible by double clicking and adding to listing for any new locations.
State:	state will be updated through your choice of city on the postcode list. You may also choose the state from the list
Country:	optional data entry where you deal internationally.
Postcode:	postcode will be updated from list or enter as required.
Payment Terms:choose the payment terms of the supplier (default 30 Days). 
Creditor/GL:	CREDITOR is the default for standard payments/supplier invoice processing, with the other choice GENLEDGER being for direct payment processing of supplier accounts without entering supplier’s invoices. This solves the age-old problem of which payment to allocate to suppliers or to a ledger account at payment entry. Now once a supplier code is chosen in the payments form the ‘Creditor/GL’ reference appears to clarify what needs to be done. If creditor then allow ledger allocation to the creditor's control account and if GenLedger then post data to a cost/asset/liability area.
Account no:	choose the appropriate account number from the ledger lookup although the default is the trade creditor control account and for 99% of suppliers should be the ledger account used. If supplier invoice line items are not used (or GenLedger was chosen at Creditorr/GL) then, and only then, should you allocate a ledger charge area for the supplier as either an expense, purchase or liability area (such as HP/Loan etc).
	
NB: enter the trade creditor control account if the classification of the Creditor/GL is Creditor, otherwise enter a purchase/expense ledger account number if the classification is GenLedger (denoting the non-processing of suppliers invoices 	and the direct allocation of supplier payments at payments entry).
	
Buying Group:	able to link to an existing supplier that may be a head office or a buying group and invoices may therefore be amalgamated against this buying group/head office whilst also being available against the particular supplier.
Contractor:	default is No, change to Yes when supplier is a contractor and requires PPS control (prescribed payments) which is the recording and possible tax withdrawal of monies from invoices owed to the supplier and remittance of tax value to the tax office. This is normally applicable in the building/trades industries.
Tax/PPS Rate:	enter the rate applicable to be deducted from the supplier’s invoices and held for remittance to the tax office.
Supplier rating:	allows you to categorise performance levels of your supplier for QA (quality assurance) standards and also to allow your staff to know who you prefer to trade with and also which supplier performs best against difficult suppliers etc
Rating Delivery:default is set at median 5, 9 is best and 1 is worst
Rating Quality:	rate the quality of the supplier's products
Rating Performance:rate the performance of the supplier
Rating Pricing:	rate the price competitiveness of your supplier
Rating Response:when you need qucik action how does your supplier respond
Re-Use:	default is Yes and may be set to No if you do not wish to use this supplier again. Also 				informs staff whom not to trade 	with.
Comments:	general comments allowed.
	
CREDITOR INFORMATION
Purchases History:monthly purchase history total transfers (Accounts/Archive/History Tfr) will post gross purchases by supplier to a special file which will accumulate data in a table for your perusal.
Unpaid Invoices:lists all unpaid invoices in a separate screen.
Trial balance:	lists outstanding monthly balances for this supplier.
Products:	the products purchases data button lists product purchases with the most recent first and shows date of purchase, 	product no, description, quantity, value of purchase and the invoice number applicable. Gives a good overview of the use of this supplier as to products and value of purchases.
Invoices:	the invoice status button lists all invoices and payment status for a supplier and by double clicking at invoice no. Also allows view and update of the invoice.
RFC Request for Credit: lists all RFCs for this supplier
	
OPEN ITEM SUPPLIER BUTTON
This button will summarise the open item transactions as to invoices and payments with the net balance due for this Supplier. 
Notes the invoice number, payment balance per invoice, outstanding balance per invoice and the payments made to suppliers and the appropriate payment number for referral purposes. Total due and totals for all columns are also shown. This recalculates every time you choose this button.
	Invoices / Credit Note Entry
The process for entry of  Supplier invoices is similar to customers.
Supplier/creditor Invoices may be entered in 2 ways:
	
(TBS recommends method 1)
1: Enter supplier details, invoice number & amount, and enter the product items in line items area. If you use the line items then you must leave the main invoice form coded to the suppliers control account because from an accounting treatment the main  area cancels out and the line items become the charge to suppliers and purchasing/expenses. Tax is also calculated on purchases and therefore line items should be entered
2: Enter the supplier details as normal including invoice amount but instead of letting the system default to the suppliers ledger account the user allocates the invoice directly to a purchases ledger account number.
	
NB:  Suppliers invoices (line items) provide the stock-in component of the stock control process and hence if stock control of 	products is required (definitely recommended) then line items on suppliers invoices must be completed.
	
System No:	defaults to main system number (1 or as set in system default screen) and may be changed if you are processing more than one business through the software (ie: holding company and operating company).
Paid:	defaults to No (blank) and may be changed at invoicing entry. The better option is to allow this to be changed automatically by payment procedures. 
Supplier No:	choose the supplier number from the list provided.
Supplier Name:	updates from the supplier number chosen. (If you are using a sundry Supplier account then make sure to enter the Supplier name for later report controls)
Invoice No:	enter the invoice number (or delivery docket/invoice no) in this field. If you are processing an invoice from a supplier with the same number as previously entered then ensure you add an A or B etc on the end of the invoice number. We have a control in the system, which adds the Supplier No to the Invoice No, and this must be unique. This ensures that you do not mistakenly process the same invoice twice. Where you may be processing a supplier statement etc which is not numbered then we suggest you use ST for statement and some numbering for the month and year ie: 0997 (September 1997) to preserve uniqueness and also enable tracking of invoiced values.
Hold:	defaults to No and may be changed to Yes when you wish to hold payment of this particular invoice. when paying via remittance advises you will also be presented with a complete list of invoices that may allow changing of the hold status before payment (ie: you are querying delivery or pricing, then hold till invoice cleared for payment)
Amount:	enter the amount of the invoice. If you are going to complete line item stock/charge entry then you need not enter the total invoice value as this will be updated for you when you exit the line item area.
Acc No:	defaults normally to 210 (control a/c). Refer Suppliers/Supplier entry explanation under Account No and Supplier/GL for what to do in this area.
Job:	optionally enter a job number if invoice covered by jobbing control (select from drop down box)
PPS/Tax Rate:	defaults to supplier rate if entered on file otherwise s/be 0.00
Tax Value:	calculates amount * Tax/PPS and rounds down to nearest dollar
Porder No:	shows the purchase order number when transferred from purchasing.
Manual Order #:allows entry of a manual order number.
Order Value:	allows entry of a manual order value for balance checking.
Net:		shows Amount minus Tax/PPS Value and cannot be adjusted.
Payment:	record the payment for a particular invoice or allow the payment process to update this field (this is our preferred option).
Details:		allows sundry information about the invoice to be entered.
Currency Code:	updates from the system registration (system no entry)
Currency Rate:	updates from the system No entry and may be updated
Currency Value:calculates amount * currency rate
Cheque#:	updates from the paid invoices file as a cross-reference
Allocated:	shows the value allocated in line item section
	Request for Credit from Supplier
This is an important control in that it keeps a record of short deliveries & price variations. This ensures follow up and also the attainment of the supplier’s credit note. This is an area of significant profit drain for many businesses. We also include an automatic request letter to be sent to the supplier. RFC is able to be linked to creditors and debtors.
	
Fields on the RFC (request for credit) form:
Date:		enter the date or accept the today’s date default
System No:	accept or change the system number
Supplier No:	choose the supplier code from the list (F4)
Invoice No:	enter the supplier’s invoice number applicable to your claim
Amount:	enter the value amount being claimed
Order No:	optionally enter your purchase order no, used to order original item
Product Code:	choose the product code (F4) for the item being claimed
Details:		enter details pertinent to your claim on the supplier
Received:	change to Yes when the credit has been received from the supplier
C/Note No:	enter the supplier credit note number that clears this RFC
Customer No:	able to link to a customer who may also have processed a credit request with you or is processing a claim under  warranty.
Invoice# 	choose the applicable customer invoice (if applicable) as a cross reference
	
Always check outstanding RFC’s (Received = No) and follow up older claims.
	
Click on the report button to generate a credit request letter. The new screen will allow you to enter additional information about the request letter. Click on the Supplier Request letter button to produce the letter.
	
The listing button will list all outstanding requests for credits showing the supplier involved, the date the request was raised, invoice no, amount and order No along with details.
	Suppliers View of Total Invoices
This form will list all outstanding invoices from the date nominated by the user. This procedure should be used as a control check. As a manager it is worth listing these from set dates to get an overview of spending patterns and also which Supplier we are supporting at this time.

Enter the date required and click on the report button. The report will list suppliers alphabetically showing Supplier # & name, invoice No, Date, invoice total, PPS Value Balance to pay, Hold status and paid status. By double clicking on the invoice number the user will drop down into the chosen Suppliers invoice, which can be changed if necessary.
	Update Supplier Invoices Hold Status
This function enables the user to easily update supplier invoices to a hold status. To hold an invoice simply click in the hold invoice field. The invoice will be held when an [] is showing. The invoice will not be included in the remittance advice print until it has been cleared. (To clear the hold status simply click on the [] in the hold invoice field to return it to a blank  [  ].
	Tax Reclaim Update
This form allows update of tax reclaim values
	Purchasing Menu
	Reports Menu
	Supplier Order Status Advice
Report lists orders by supplier
	Update Tax Reclaims from line items
This report shows tax reclaim per line items
	Importing Menu
	Suppliers Reports Menu
	Invoice Listings per Supplier/Creditor
There are two reports contained within this function - Unpaid & All report.
	
The unpaid report will list all suppliers (unless a specific Supplier has been chosen from the entry screen) between the chosen date range that still have a balance of payment owing. It will show the amount of the invoice and the balance to pay. The paid status on this report should be no.
	
The all report will list all invoices for the supplies irrespective of the paid status showing amount of each invoice and whether there is still a balance owing. 
	
Both reports will also show what account number the invoices have been allocated to.
	Request for Credit Letter / Outstandings
This function will allow the user to create a report showing all credit letters that are still outstanding.
	Payment Code / Supplier Listing
This report will simply list all suppliers (the default setting or the user can choose from the entry screen) showing the supplier code, name, telephone number, fax no and the ledger account number set for that supplier.
	Supplier/Creditor Aged Trial Balance - 30, 60
On the entry screen the system has defaulted to todays date with the respective date periods extrapolated out. The user can change the Current date and the system will alter the other dates. The system is also set, as a default, to show all suppliers. The  user may pick a specific supplier if necessary. Click on the report button. The report will list outstanding balances as Balance to pay, Current, 30 days & 60 days. If you operate 90+ day accounts use the second trial balance report.
	
Two (2) reports are detailed:
	1) creditor trial balance as detailed above
2) backdated creditor balances based on the dates entered with a complete listing of invoices and payments by supplier/creditor
	Supplier Aged Trial Bal - 30,60,90(2 reports)
This function has 2 reports - Summary and Detail

The summary report will list all unpaid balances per supplier invoice and show the balances owing under the appropriate column of current, 30, 60 or 90+ days.

The detail report will list all invoices per supplier showing each invoice’s balance to pay and current, 30, 60 days etc position.

On the entry screen the system has defaulted to todays date with the repsective date periods extrapolated out. The user can change the Current date and the system will alter the other dates. The system is also set, as a default, to show all suppliers. The user may pick a specific supplier if necessary.
	Reconcile Invoices vs Payments
Summarises Payments vs Invoices by Supplier for Designated Periods and is very important in balancing data, for small businesses that have general staff handling suppliers without a suppliers manager to control the day to day activities. 

Enter the system number and supplier number range whilst also entering separate invoice and payment start and finish dates with a view to matching data as near as possible. The payment dates will default to that set in the invoicing date fields. Use this default setting unless the user wishes to have different dates.
	Update creditor invoice tax reclaim
Reports creditor tax reclaim values
	Tax reclaim reports
Lists tax reclaims and provides balancing for the tax statements and potential audits
	Ledger Acc Totals for Cred-Invoices
This report will list ledger account balances using the main suppliers invoice entry data showing the invoice number, the net amount allocated, any PPS payments and the total amount. The report will list the accounts in ascending order. At the bottom of the report total summaries are shown.
	Ledger Acc Totals for Cred-Inv Lines
This report will list ledger account summary balances for the suppliers invoice line items area.
	Unpaid Invoices - Account Accruals
This report will summarise all Supplier invoices that show the Paid field equalling No and therefore, require accrual or journal adjustments.
	PPS Deductions by Supplier/Creditor
This report will list the invoices, by supplier, that relate to PPS show amount PPS %, PPS value, and the net value.
	Print/View: Remittance Advices
This function will print remittance advices for the date range entered and by the payment terms. Invoices within the date range will print by supplier and the paid field must be NO. If you wish to exclude an invoice from the remittance advice print then change the hold field on the supplier invoice to Yes. This can be done by clicking on the Invoices Hold button. NB: there is a summary screen to enable selection of invoices to hold.

Enter the details as requested and then click the remittance button. Once remittances have been printed click on the “Change 	Paid status ….’ Button. Read this screen carefully. The default settings should not be changed unless specifically required. Click on the report button to perform the mass update.

NB: In the cashbook reports menu is a supplier remittance system with auto update to the payments ledger, so use this option if you wish to have payments entry automated for your monthly creditors
	Invoice Purchases by Supp/Product/Buy Groups
The main report within this feature, will	 show all  suppliers who have supplied product within the specified date ranges, sorted by product code. It also shows the quantity & extened value of each suppliers invoice plus total summaries for each product.

By entering a code in the buying group code field a list will be created linking suppliers to the particular buying group showing invoice no and amount.
	List Supplier Codes/Details/Labels
There are 3 facilities within this function.

The first is to produce mailing labels. Leave the default setting to print all suppliers or choose a particular supplier. The labels are based on Avery, 2 across the page with the following dimensions. 98mm x38mm.

The detail button will produce a report showing the suppliers contact details, codes and ratings. 

The summary button will show the suppliers and their respective supplier code, the city they are in, Telephone & fax numbers and the contact person.

	Purchasing Menu
	Purchase Order Entry
Purchase orders are a vital part of any business control. They provide a document liability and best method of stock control. How many businesses have a strict payment policy where it is almost impossible to get a cheque from management. But everyone can order willy nilly! A purchase is a liability to your business! 

Formalise the process and indeed the authority to raise purchase orders to use many of the automated facilities provided by TBS such as receiving, stock reorders, control of supplier outstandings on supply and value.
	
Fields that are explained:
System No:	defaults to main system number (1) and may be changed if you are processing more than one business through the software (ie: holding & operating company).
Del-Address:	updates from system number as the delivery address for supplier’s delivery
Porder No:	shows the transaction number of this purchase order
Requisition No:enables cross reference to another requisition number by department etc
Supplier No:	type in the supplier code or choose from the list provided.
Total Order Value:  shows the total value of the purchase order.
Outstanding Value: shows the undelivered portion of the purchase order which should be followed up for 				stock control purposes as well as verifying for cash flow control.
Date Required:	enter the date required for delivery (appears on purchase order print)
Job No:		able to link to a job number for job costing control.
Supplied:	will change to Yes when total purchase order has been supplied
Tax Exempt No:this will be stamped here if entered at system registration or may be entered.
Comments:	allows sundry information about the purchase order to be entered
Currency Code:	updates from the system registration (system no entry)
Currency Rate:	updates from the system no entry and may be updated
Currency Value:calculates amount multiplied by currency rate
	
PURCHASE ORDER LINE ITEMS ENTRY
	
Product No:	choose the product code required.
Quantity:	enter the quantity. If an amount is entered that is higher than that set in the products file (maximum units) a warning message will appear informing the user to refer to management. The system will accept the value entered unless changed.
Pre-Tax Price:	updates from the product file and is the trade price (99% of the time this will also be the cost price but this allows for purchasing of tax exempt items).
Description:	updates from the product file. Additional information can be added by pressing [SHIFT] +[F2]. There should be enough descriptive text to ensure the supplier knows exactly what you are purchasing and your requirements.
Job No:		able to enter a job number per line item for job charging
(To access next list of fields use the horizontal scroll bar within the line item area.)
ExJob:		will update when taken up by jobbing costs analysis (accounts up)
Supplier Product No: this will stamp the supplier product number that you allocated at the product file or at 

Alternate Suppliers Product area and enables the supplier to pick goods based on their product code and not yours. Many businesses 	make the mistake of setting their product codes to match a supplier and then change suppliers. This foregoes this need and will change dynamically as you change the supplier number and have alternate product codes registered.
Supply Qty:	able to update quantity supplied against line item and will be automatically completed by receiving process.
QA No:		this stands for quality assurance number and allows linking of QA control.
Tax %:	enter the tax percentage payable if any and the system will recalculate the value of the purchase order line item and total purchase order.
TaxCalc In:	shows the tax calculation.
Non Supplied Units:shows the non-supplied quantity still outstanding (if any) and the value.
In stock:	will show how many of this product are currently in stock.
	
Other fields are control fields only allowing user reporting capabilities and quicker reporting times. As you update data in the line item area the values in the main purchase order form are updated automatically as you exit the line item area.
	
SPECIAL BUTTONS
	
Alternate Suppliers
This button will drop the user down into a reporting form that will request a product code and upon clicking the report icon (next to exit) will list alternate suppliers if any have been defined)
	
Print P/O
This button prints the current purchase order to screen, review and then click the print icon to send to the printer (make sure the printer is turned on and is ready to print).
Find P/Order
This lookup field enables you to quickly find a particular purchase order. Click on the box down arrow and begin typing the number required or scroll the purchase order list presented. The drop down box shows Purchase order No, Supplier Name and No, Order value, Outstanding value.
	Receiving (P/Order to Creditors-Invoice)
This form allows the receiving of goods on purchase orders and automatically creates the suppliers invoice. It also updates received quantity on purchase orders.
	
Enter system number, supplier (code from list), date and supplier invoice number. NB: The supplier invoice number must be a unique number for the supplier entered since we add the supplier code and the invoice number to create a unique reference which stops the processing of the same suppliers invoice twice. Select the purchase order from the list of unsupplied orders for 	the entered supplier.

The list of unsupplied product will be generated automatically, you may then use received toggle to receive all items or select individually. You may at any time change received quantities and cost prices, but must do so at the point of entry and before moving to a new record or exiting the receiving form.

You should take care that receiving mirrors the delivery docket accompanying the goods, and if no delivery docket exists that the goods received has been accurately entered. 
	
NB: Care should be taken where detail lines may be scrolled beyond the visible screen area.
	
Backorders BUTTON will create a screen highlighting the customer backorders and allow you to create invoices by releasing the incoming goods receipt against specific client backorders and have the backorder status update automatically.
	Goods Inwards Data
This form is a separate control to that listed above. This should be used for gate receipts for crosschecking to the suppliers invoices. It is useful for date take-up of stock deliveries.
	Alternate Suppliers / Product
This form will allow the user to enter a new supplier product number and purchase price against a product code.
	Print / View Purchase Orders
This report will print the purchase orders that have been raised but are still designated as “No’ against the supplied field. This is useful if you wish to do bulk printing of purchase orders instead of doing individual purchase order prints for the purchase order entry screen. 
The function can also be used to view purchase orders that have already been raised and sent.
	List Purchase Orders Outstanding
This report will list all purchase orders that are still marked as not delivered. It will list by suppler No and all purchase orders relating to that supplier. The date raised, the date required and the total order value are also shown.
	List Purchase Order Line Items Outstanding
This report lists outstanding purchase orders by product. It shows each supplier's purchase order relating to that product, the raised date and the non-supplied quantities. It is able to be viewed as a report or as a screen view. If viewing by screen remember that it might be necessary to scroll down the page.
	Check Take-up of Purchase Orders to Suppliers
This report compares the purchase order amount to the suppliers invoice amount. The report lists each purchase order, its value and then lists the corresponding invoice number and amount. Remember that the suppliers invoice must show the appropriate order No to allow this cross-reference to occur.
	Order Projection for Stock Items
Ensure that you have transferred stock data to history file before running order reports. Clicking the stock update button found at the bottom left of this screen can do this. Above the button it shows when last stock update was done. After running the stock update you may have to exit and re enter this form to have the screen update with the new date ranges.
	
Change dates to reflect when stocktake was last completed. This ensures take up of current transactions only including purchase orders for net stock and order projection calculations. Click on the report button to view products, units sold and 	opening stock, cost price, lead time and averages. If wishing to view what needs ordering click on the Place Orders button. This will show what products that require ordering. Enter the amount that is to be ordered using the averages, lead time etc as guidance. If a supplier and supplier number has been entered in the products file it will appear here. Click the Order ? field to 	yes [X] when wanting to create a purchase order. Click the Create Orders button to create the purchase orders. 
	
There are also 2 extra buttons to automate the order requirements to your minimum stock levels (stock replacement) or maximum stock levels as defined in your product file. Normally maximums are not used but will have extreme relevance where you have high cost items. Imagine stocking $1,000,000 tractors where the maximum stock is 1 and you order 3 units! 

Maximums would be a good idea. You will be prompted to check data however in all instances before the purchase orders are created and this data SHOULD BE CHECKED.
	
Click on the View Purchase order button to see the raised purchase order. You can print the purchase order from here or enter  the normal purchase order screen at a later date
	Stock Replacement by Supplier   (+Materials Usage)
2 reports provide a very useful stock replacement capability:
	
1) stock replacement based on sales between the dates entered and ordered by supplier. Some enterprises may choose to simply replace their sales for a week.. this report summarises this data to provide you a guide what you need to order
2) stock replacement of manufactured (raw material) items where the sales items will be extrapolated with the BOM(bill of materials) to provide a guide to raw material replacement as well as report 1 that deals with finished goods stock
	Goods Received Summary
This function will create a report based on the Record Entry button of Goods Inward Data. A report can be produced by supplier and/or product code.
	Unsold Purchases List
This report will show all stock purchased through suppliers plus the amount of stock sold. You may have to check floor to make sure your numbers are correct. Run step one first to post information and show the net amount unsold. Step two will show a detailed listing of stock movement for the chosen period.
	Delete Old Purchase Orders
This procedure will delete old purchase orders that have been received to clear non-essential records
	Purchases taken up by invoicing
This report cross checks purchases against supplier invoices for take-up
	Sales & Customers Main Menu
	Record Entry Menu
	Reports Menu
	Sales Reports Menu
	Search Customer Details (action item)
	Memberships and Auto-Invoicing Menu
	Price Levels / Maintenance Menu
	Update Invoices from Branches/Salespeople
	Message to advise linking capabilities between branches and associated companies
	VIEW Customer Notes
	Sales Tracking
	Customer Order Status Advice
	Contacts List
	Contacts Next 7 Days

	Customers Record Entry Menu
	Customer Detail Entry
This is the area where you enter details regarding your customers. This screen is also accessible through the Quick Menu or by double clicking in the customer code area in customer invoicing.
	
This form stores standard information like addresses, phone numbers and contacts about your customer. It also allows you to dissect your customers into certain categories - by industry & by business type.
	
Your customer can have a set-pricing guide assigned under the price-rating field. The General category will make all sales to a particular customer at the sell price listed in the products area. If set to Class A then the price listed in the SELL Price 2 	becomes the sale price for this particular customer. If set to Class B then Sell Price 3 becomes the sale price. (See Chapter 3 on Products for more information on Sell Prices). The only time this will vary is if the Set Price Items has been activated  (see Set Price items below). 
	
You can link outlets together through the H/Office Code field for consolidated statements on a particular company. For example a company named Maryland Pty Ltd has a head office plus 4 outlet stores. Through this link, Head Office code, reports can be generated as 1) The whole of Maryland Pty Ltd and 2) as individual outlets.
	
Screen of Customer Entry.
	
code:	enter up to a unique 6 digit alpha/numeric (A/N) Customer code which is used by the invoice / customer / receipts areas to define the client. We suggest the first 4 letters of the account name followed by 01 ie: Maryland Pty Ltd would be MARY01.
	
NB: TBS require a unique customer code so always check the number to be used. If you already have a customer code say MARY01 then use MARY02. You will always get an alphabetic list at data-entry to allow fast choosing of data. A warning message will appear informing the user that a particular code already exists.
Name:		enter the business name of the client
Invoice data:	click this box to have a statement balance shown on invoice prints
Matrix#:	default is 99, and you should enter a specific price matrix code if you are using price matrixing together with product 	group discounts and contract pricing
ABN:		able to enter a tax control number (may be different terminology outside of Australia)
Statement/Mail:	choose the option for this customer noting that the option None will ensure a statement is not printed in the statement run
HOLD:	click yes (X) if you wish to hold customer orders (this has the effect of not bringing up the customer code at invoicing therefore stopping data-entry of invoices for credit stopped customers.
NB: you may also individually stop invoices via the Customers Record Entry Menu. Hold Invoices Control button
	
Address:	enter the business invoicing address details. The address(floor) field should be used for floor levels, suite no, building name etc. If none of these, then leave this field blank. Enter the street number and name of street into Address field.  Type in  the city or suburb location. Once you enter or TAB to the next field the program will automatically input the postcode and state. If there are more than one city or suburb with the same name in different states pick the correct city from the city drop down box. Once selected the new postcode and state will be automatically entered.
Delivery Address: defaults to the above address. If the customer has a different mailing address, highlight the appropriate fields and enter the correct details. This address will appear on the invoice.
Salesperson ID:	choose the salesperson that will service this client or double click to enter a new salesperson (automatically up-loads at invoicing)
Set price rating:	this enables you to set whether the customer at invoicing or quoting gets sell price 1(retail), sell price 2(retail-min) or sell price 3(corporate) from the product file.
Sales area:	provides analysis as to what area of your customer’s business that do the majority of the buying for your products, and therefore can provide valuable marketing data to get the best sales results. Able to double click to enter/adjust sales areas.
Industry type:	able to define your industry types that trade with you as an analysis tool to enable concentration of effort where it best suits. Double click to enter new industry type and upon save and exit (from type entry), choose your new industry type.
Credit limit:	it is a good idea to set credit limits, especially for new clients, or doubtful payers to ensure a decision is made before goods are supplied. At invoicing there is a control button that will summarise the current net availability of credit against the limit set. 
client bank:	enter bank code to have banking details come up automatically at banking and allow auto pay in documentation without further entry.
Tax code:	default is charge but you may set to Exempt (if you customer buys all goods tax exempt) or No Quoted (where a tax exemption number has been given. Enter this in the next field called Tax No).
Account no:	this should normally be the control a/c ie: 103, and normally not changed. If you are not processing customer invoices then enter the ledger code applicable and the system will update automatically at banking receipts and invoicing. 
call cycle etc:	allows planning of visits to clients on a monthly cycle etc
	
There are 7 tabs; Contact Details, Trading Data, Product Group Discounts, Set Price items, Contact Record, Membership and General/Call Cycle.
	
Contact details:	Allows unlimited contact data that you have had with your customer to be entered. It is a good practice to record all contact with a customer especially as relates to demands for payment. When in the field, Details, press [SHIFT] +[F2] for a zoom box to appear which will show all details. Choose a category from the action drop down list that summarises the reason for the call eg: Sales Call, Chasing payment etc. Details for contact are summarised in a report located under Sales & Customers Report named “Customer Contact Data by Category”.
Discount items:	This function allows a set discount for a customer over different product groups. So all products under that product group will be discounted by the amount specified. At invoicing this discount will automatically be inputed and calculated. It can be overwritten at invoicing.
Set price items:	Will override any other pricing entered for the client for the particular product listed. This special price only relates to this product and not to the product group it belongs to. The Set price will stay in force until the finish date at which time the pricing will revert back to that set for the customer.
Credit card:	Enter credit card details if you allow customers to pay by credit card. The number will automatically appear in the banking screen once credit is selected as the method of payment for this particular customer. Generally not stored data these days.
Notice:	This is a memo box and the information stored here will appear at the bottom of the Credit Availability screen. This is useful in warning staff about over extending credit to particular customers.
Comments:	This is a general comments area.
	
Customer Information Button
This button gives a very detailed overview of the current position your customer is in with you financially and what type of products they are buying and have bought in the past.
	
Sales History
Shows monthly sales history total transfers.
Invoice Status
Lists monthly, unpaid invoices and total balances outstanding with the ability to drill down into the invoices.
Trial balance
Lists outstanding aged monthly balances for this customer.
	
Buttons:
Products Sales Data
The Products Sales Data button lists product sales (from the most recent order) showing date, product code, details, quantity sold, value & invoice # thereby enabling you to quickly view a customer’s purchase performances. This area might give warning to your business that a customer might be buying elsewhere if they have been buying stock regularly, however, no reorders have been placed over the past few months.  
Invoice Balances
The Invoice Balances button lists all invoices, balances outstanding, whether the invoice has been paid. It also lists the date the invoice was raised and the due date of the invoice.  The field of the Invoice Number is raised and indicates that by double clicking the user will drop down into the original invoice.
Banking Data
Lists all receipts from the customer for control check and how it was paid.
	Backorders
	Lists all backorders for the customer
	RFC Info
	Lists all request for credit processing for this customer with the ability to drill down to the RFC
	Job Info
	Lists all jobs undertaken for this customer with the ability to drill-down to the job

	Invoice / Credit Entry
Before processing any customer invoices ensure that customers, product groups and products files have been entered as information from these 3 areas are required to produce an invoice. Through raising an invoice areas such as stock control, customer control, sales person commission, general ledger, just to name a few, are affected. Sales reports are obtained from the 	invoice area.
	
The Invoice / Credit Entry screen is quite comprehensive allowing linking to jobs, manual invoice numbers, order numbers and quote numbers. Not all the fields have to have data entered allowing for quick processing of invoicing.
	
To Process an Invoice the following procedures need to be followed:
	
1.Accept the default date or enter a new date.
2.The system number will default to main system so only change it if your require a different business.
3.Type in a customer code or choose one from the drop down list.
4.Click on the INVOICE ITEMS ON button.
5.Choose, type or scan in a product code.
6.Enter the quantity required.
6a. update the selling price if required (will show automatically)
7.Click  the INVOICE ITEMS OFF button (which will post invoice total to the main form)
8.Click on either Print 1, Print 2, Print 3 or Print 4 depending on how you want the invoice to look. Print1 main format and Print2 is the statement format. (Invoices can also be sent by internal fax program from this print procedure by choosing the fax and not the default printer.) Email your invoice if desired.
	
You may want to use other fields shown on the invoice. Please refer to the list below. 
	(Some fields appear on the 2nd screen of Invoice - Credit entry).
	
Date:	The date will default to today’s date. Highlighting the field then entering the new date can change this. If the date varies by	 more than 30 days from today’s date it will warn you if this is the correct date. You are able to enter invoices against future or past dates.
Invoice No:	The invoice number will be created automatically and is a counter field. If you go to enter an invoice and then escape data-entry an invoice number will have been generated but no invoice raised, therefore it may appear that an invoice number is missing. Therefore save the invoice and enter data later if you wish to maintain numbers in sequence (not even desirable via new audit standards from the US)
Date Required:	Will default to the date entered in the above Date field plus the numbers of days specified for delivery which has been entered in the Delivery days field in System registration. The number of delivery days has been set to a default of 1 day.
System No:	Defaults to the main system number set as default (or 1 in smaller systems) and may be altered by choosing from the list provided the other businesses have been given a unique business number through the Register System Business screen.
Client No:	Enter the client (customer) number. If you can not remember the client number you may choose from the drop down list. To activate the drop down list click on the down arrow at the end of the field or press the  [F4] key. Choose the customer from the list by clicking on their name. After the client code has been entered, information from the customer file will be 
updated to the invoice such as business name, delivery address, tax status, discount level for invoice pricing etc. You may overtype any of the information that is automatically entered.
Manual Invoice No: This acts as a cross-reference to any manual invoice books that you may use. For 				example sales representatives, front counter or when you run manually and wish to correlate 			manual paperwork to the computer generated invoice number.
Order No:	If a customer has provided an order number enter it here.
Job No:	If maintaining jobbing control then you are able to link this invoice to a job number that has already been entered in the jobbing control area. This can be used as an effective tool for companies that do not do jobbing, but wish to record special promotions, projects etc and have income and costs assigned to a job.
Quote No:	Enables entry of a quote number. This field will be automatically updated if the invoice has been transferred from quoting.
OK to Invoice:	The default is set to Yes. This enables this invoice to be included in Customer control functions and reports. Change to No (blank) if wishing to make the invoice a customer order. Also see Customer Order screen as a seperate pre-invoice control.
Paid:	This field will automatically change status upon full payment of the invoice. If a partial payment has been paid this field will remain as No until the entire invoice has been paid. Do not mark an invoice as paid until it is completely clear... no balance.
Deliv-docket:	This field will automatically update once a delivery docket has been printed. Only one delivery docket is allowed to be printed per invoice unless altered in the system registration area. You are able to reprint a delivery docket from Sales & Customers/Reports/Delivery Docket Print. 
Total of Invoice: Is the total value of the invoice. This field will automatically update after entering products 			through the line item area. 
Currency Code:	Updates from the system registration file when you choose a system number and allows for multi-currency rates to be applied to the invoice value, if you utilise this feature.
Currency Rate:	Updates from the system number used and able to be overwritten.
Currency Value:Calculates Total of Invoice * Currency Rate
Tax Code:	Updates from the customer file and represents the tax status of the customer. Exempt, charge or number quoted.
Tax:		Shows the tax charged against line items (if applicable)
Allocated:	Internal control noting the use of the line items.
Sales Area:	Defaults from any entry made in the customer file but may be altered to more specific data such as a promotion etc.  TBS recommends setting this at customer level.
Ledger Account: By default is set to the customers control account. (See System registration)
Comment:	Allows a comment to be made about this invoice which is not printed
Invoice Message: Updates from the system registration area for default messages but can be over typed with  			a specific customer message.
	
Detailed Invoice Item entry by field activated by the INVOICE ITEMS ON button.
	
Product Code:	Enter the product code or choose from the drop down list. If using a bar code scanner position the cursor in this field and scan the number from the stock item. On exiting this field unit price, tax rate, discount rate will be automatically updated with the correct rates relating to that set in the customer file for this customer. Any of these automatically updated  fields can be over written. (in the POS screen a unit quantity of 1 will automatically be entered)
BackOrderQty:	Enter any back order units where the order is greater than your stock units.
In stock:	This field is automatically updated to give live stock control.
Total Value:	This field calculates a total for just this line item taking into consideration of any discounts and taxes.
Cost Tax:	This field will show the net price used for tax calculation.
Cost Price:	Shows the cost price (what you buy or make it for) for one unit of the product chosen. (enables gross profit calculation)
Description:	Will automatically update from the description entered in the Product Entry screen, however, information can be added or subtracted by pressing the [SHIFT] + [F2] keys. The Invoice report can cope with as much information entered, as it will automatically wrap the text to suit the size for the field and create new lines. When entering new text, press the [CTRL] + [ENTER] keys for new lines of data entry. NB: We can code to work on [ENTER] only.
	
There is more information available at this line entry level, however, it is only accessible by using the horizontal scroll bars.
Serial No:	Enter a serial number, if required, which is set at the products Entry screen. A bar code scanner can be used if you position the cursor in this field and scan the number from the stock item. If a serial number is required and the numbers have been entered in the Product Entry screen you may choose the appropriate number from the drop down list. A warning message will appear if a product requires a serial number but none has been entered. Advanced systems also may automatically provide a serial number data entry screen based on qty and system registration setting for serial numbers required. (must be valid S/N from products)
Warranty:	Click X (yes) if product item is warrantable and you wish to track cost. In the warranty form you can run a report that summarises costs where warranty field has been used.
	
All other fields are non changeable and only there as a reference.
	
BUTTONS ON FORM:
	
DEL DKT:	Will print a delivery docket. The user will only be able to print the delivery docket once unless the check box in the system registration (Set-up/maintenance -Register System business) is No [  ].
RECEIPT:	This button will open up the banking receipts screen. Enter a balance only (final) payment here. If payment is a part payment or deposit enter the payment through normal banking procedures.
COPY INV:	This button will copy an invoice. Make sure the user enters into the line item area as to activate the mechanism that will update the ‘live stock and Customer system data.
PRINT:	There are 5 different invoice prints. The 1st is a standard print, 2nd statement format,  3rd will include serial numbers, 4th will include IN items and 5th is an email invoice.
COPY STD ITEMS: This button will copy standard items, which have been created from jobbing. It allows 			quick invoicing on items that are regularly sold in-conjunction with one another to produce a 			final product.
CREDIT AVAILABILITY: This button will show what credit is available if the base amount has been e				entered at Customer Entry level. Notes entered in the Customer Entry area will also show 			here.
POINTS:	This button will enable the user to deduct points from an account if the client is using points to redeem a reward. 
Enter the client code, the invoice and the amount of points being used. Click on the net points status button to make sure the client has current points.
	
CREDIT NOTES
	
Credit notes may be processed as a negative invoice through the line items area by placing minus (-) sign in front of the quantity amount. This will adjust the stock control area plus create a credit amount for the customer.
	Customer Industry Type Entry
	Sales Person
This form allows the user to enter sales people and the percentage of commission (if any) made on sales.
Enter a unique 6 character alphanumeric code for each sales person. You must also enter their first name and surname otherwise the system will continue to give you a warning to do so.  If you have started to enter a code and decide not to proceed, enter any data into the field and then delete the whole record. By double clicking in the SLSP code field, in Customer Entry, the user is dropped down into this form. This allows new entries to be quickly inputed.

There is also an advanced commission structure that will allow multiple rates and sales level to be reached before said rates activate. NB: All levels need to be set to work correctly. Special reports have been defined to report on this special commission structure.

We recommend entering all sales people and office staff as salespersons. You should also check Salesperson? for any person  who is a sales representative to isolate sales people from general staff.
	Invoice Status Review (on a network)
	Backorders Control + Reports
The Invoice Backorder screen is automatically updated when a back order quantity has been entered from the Invoice screen.

There are three reports relating to backorders within this form. 
1: Current backorders, which shows all backorders still outstanding
2: All backorders report will ask if you want to delete items that are older than 30 days that have been supplied and shows the current status.
3: Backorder control. This will summarise all SOH, backorders and outstanding purchase order items and will report where Backorders exceed SOH+PO.
	
** Also note that the raised fields Product No and Client No may be double clicked to present screens that show client backorders by product and product backorders by client respectively. The Client No screen also has the ability to create invoices automatically with your release of backorders. Quantity and prices are able to be set on this screen before sending to invoicing. (not included in Phantom range)
	Customer Order (Pre-Invoice)
Customer Order is for receiving a customer’s order without raising an invoice or changing the OK to invoice button on the Invoice Entry screen to no. This screen is very similar to the invoice screen with a few slight differences.
	
Data is entered in the same way as in Invoicing, however, there are 4 new buttons. Pick Sys, Stock All, Create INVS &Inv View:
1: Pick Sys is a picking system showing what parts (if any) are needed for a particular product. This report can be printed off and serial numbers enter manually.
2: Stock All gives a current stock position for the product chosen
3: Create INV obviously sends your invoice-order to invoicing and requires you to set OK to invoice to Yes and when completed will update the Sent to Invoicing. This will block any repost to invoicing.
4: Inv View allows an invoice view to check if order has been sent to invoicing
	Client Charge Time Registration
This form allows the tracking of chargeable time spent doing work for a client. It allows entry of the date work was charged out, Start time, Client, number of hours spent, person completing the task and a description of the task. A Time Registration & Charge report can be generated sorted by client No.
	Lay By Control and Status Report
This is a multiple item lay-by facility. Enter data as specified. You must set up a customer file with the appropriate buy pricing (eg General, Sell A, Sell B) before processing a lay-by. Once the product is chosen the price will automatically be entered. 

Once the payment details have been entered click on the BANK button. This will link the user to the Banking screen. Enter details (see chapter on Cashbook), save then exit. This will return the user to Lay-by control.

There is a COPY button that allows the user to make a copy of the lay-by record. Once the copy has been created the details can be altered. The product details and payment details are the only field that need to be changed.

The REPORT button will give the user 3 different reports as specified on the Lay by information screen.
	Warranty Control and Status Report
In the Invoice Entry Line item area (see Invoice Entry) there is a check box for warranty control. This must be marked to yes [] if wishing to have that product under warranty control.

Enter data as required. A new entry must be completed for each item requiring warranty control.

Mail Merge facilities are available. If you wish to send a letter the user must mark the Send letter field to Yes [] and choose a pre-defined letter from the Letter code field. Click the MAIL MERGE button to merge data. If a pre-defined letter has not been created please go to Other items/ Contacts & letters/Define Standard letters to do so.  Choose a sales person from the Sales Follow up who activated the mail merge.

There are two reports. The first is a Costs report that will list warranty items from invoices and jobs from a date range selected by the user, showing warranty value (cost prices) & transaction No sorted by client. The second will show the product, serial number, paid value, when warranty ends for a client who has data entered into the warranty control area.
	Hold Invoices Control (High Security)
This facility requires security control. It enables the user to set invoices that have not been printed to a hold status for clients that have exceeded their credit limit (see Customer Entry). The Hold facility is not available at the invoice entry level and can only be adjusted through this form.

Click on the downward Black Arrow button for a listing of all invoices that exceed the customers credit limit. In the Hold Invoice field change the box to an [] if the wishing to hold the invoice. When releasing or allowing the invoice to be printed leave or change to [  ].
	Update Paid Status of Invoices
This facility allows the user to update invoices to a paid status where invoices are unpaid. Normally the paid status is updated once the invoice is totally paid through Banking allocations, however, it can be updated here if operating outside of banking allocations. The paid status shown on the Invoice Entry screen can only be changed through this form or through banking allocations. There is also a reversal button that allows the user to mark an invoice as paid = No.

This is limited to ownership permission and is a useful 'recovery' area where people make errors in banking allocations.
	Point of Sale Entry
Point of Sale (POS) is used frequently in the retail environment where a high number of sales occur where purchases are paid immediately (unless on Lay By) and generally little details are kept about the purchaser.
	
There are 2 forms of POS entry:
1) POS CHECKOUT
The Checkout version has been created for high volume retailing where the product code is scanned and the line updates automatically with quantity, price and tax. We have eliminated the need to use the mouse with function keys used to update fields. ie: F3 puts you at the quantity field, F2 price (as long as price entry allowed - F10 allows entry of password to allow 	pricing control), F7 to enter your amount tendered and F6 to print your docket.
2) POS Standard Entry
The POS standard version allows more data entry directly similar to invoicing with the added feature controlling invoice payment.
	
Enter details as required. The Client No defaults to CASH keeping no records of customers details. You may choose a new client. If you wish to track individual client details for marketing purposes then enter them as a customer. 
	
Product code:	Enter a valid product code or choose one from the drop down list. If using a bar code scanner make sure the cursor is in the product code field then scan. You must enter a valid code to proceed. If you wish to enter a new product code double click within the drop down box and the PRODUCTS ENTRY screen will appear.
Product Description: This will automatically update once a valid product code has been entered. This 				description can be added to or deleted (in standard POS version). SHIFT + F2 will open up 			the memo field to view full description box. If there is no data in the product code or product 			description the system will assume the user does not want to insert any more products so it 			will move the cursor to the amount tendered field.
Quantity:	Enter the units purchased (defaults to 1 in Checkout)
Unit Price:	Updates from the product file and customer file
Discount:	Standard POS entry allows update of discount per item
Net Total:	is the total sale price for all the items being purchased.
Tax Total:	The total amount of tax being paid on total purchase.
Disc total:	The total amount of discount applying to the total purchase.
Total invoice:	Is the total amount payable taking into account taxes & discounts. The field will round off to the nearest $.05.
Tendered:	Enter the amount tendered.
Change:	Change to be given will be automatically calculated.
Order/Gift #	Enter an order or gift voucher number if needed.
Paid:		This box will automatically update once money has been tendered. 
Receipt type:	Choose from the drop down list how the customer is paying. Eg cash, credit, EFTPOS and gift voucher. (Each form of payment has a slightly different looking screen due to different information being entered. For example under credit, 3 additional boxes appear to enter card type, number and expiry date. For gift vouchers a field appears to enter the gift voucher number etc).
Amount:	Enter the amount that is being banked. (Normally the amount being tendered.) 
BUTTONS
Docket Printer:	Click docket printer if a docket printer is attached to the computer. If a cash draw is also 				linked to the computer the cash draw will automatically open.
Open Till:	Click on OPEN TILL to open cash draw if linked to computer.
Print:		Click on here if wishing to have a preview of an invoice receipt.
New:		Will reset the screen ready for a new sale.

Standard version only buttons follow:
Save:	Click on save if you wish to save record. The system automatically saves after each field has been entered.
Delete:	This will delete a record. No not click on this button if you do not have permission to delete records. If a mistake has been made whilst entering a sale click on the ERASE button.
	INVOICE / CREDIT - VIEW ONLY
This button will give the user an overview of a chosen invoice. No data can be changed at this form.
	Stock Transfer Entry + Reports
This function allows transfer of stock between businesses or locations and is not linked to stock control.
Eg: Between different system numbers.

On clicking the report button the user will be entitled to choose from 3 reports. Leave the product range as the defaults as this will take in all products. If wishing to only view a certain product then chose from the drop down list.

The first report, Products, will be sorted by product code showing the quantity being transferred from one system no to the other. It also shows the cost price per unit and the transfer value.

The second report is a summary of the first report showing the main details by product.

The third, Transfer Invoice will produce an invoice for transfer between the two system numbers. Make sure that from the Stock Transfer screen the 1st system number entered is the business/location where the stock is coming from and the 2nd system number is where it is heading.
	Consignment Entry + Reports
The consignment entry screen allows you to record issues to customers, sales representatives etc which are on consignment or you wish to keep out of the invoicing cycle.
	
Enter the consignee (customer) code and update delivery address details if required. Record the product being sent and any special notes to accompany the product details which will update automatically from the product file. Enter the quantity sent, the unit cost and unit sales value (used by auto invoicing when you check Invoice This?).

Click on the aeroplane icon to have a consignment note print as confirmation of details for the receiver. We have included a standard ownership clause which you could modify (if required) at reports (ConsignmentDocket).
	
There are 2 reports that will list consignments and also provide a stock value for your monthly profit & loss.
	Print / Reprint - INVOICES/CREDITS
This facility allows for mass printing, or reprinting, of invoices. Choose a system number and a range relating to invoice numbers. If you wish to only do a run for a chosen customer select that customer as the start and finish client No otherwise leave as set to have all customers included in the search.

This feature will only print those invoices that are marked No against Printed & Hold with OK to invoice equal to Yes. You can print to letterhead, plain paper in a normal layout or to Invoice/ Statement layout. Be careful in your selection as once you have clicked on your chosen print type it will update the printed status to Yes on the chosen invoices. You may chose reprint but it will only be in the normal invoice layout. 

This feature is very useful for those companies that wish to process invoices during the day and as an end of day procedure run off all invoices for mailing.
	Print/Reprint Invoices – Consolidated
This feature will do exactly as above, however, if wishing to have a consolidated invoice (ie as only showing one invoice line for the total invoice) then click on Consolidated button.
	List Unpaid Invoices
Unpaid Invoices has a red button and is considered a report that should constantly be created. This report will list all customers that have outstanding invoices.
	
The entry screen prior to the report defaults to the main system and will report from the first Customer (customer) to the last Customer, which means all your customers between the dates ranges. (The system defaults to 30 days from today.) Change the system no, customers and/or dates to suit the report you wish to run.
	Invoices List - Orders List
This report will provide a list of all Invoices where OK to Invoice = YES or all orders where OK to Invoice =NO for any date range and Customer number range as entered. 

In the entry screen there is a field called OK to Invoice. Type in 0 for all invoices or -1 for orders. Select the date and Customer ranges. The system defaults to all customers for the last 30 days.
	Delivery Docket Print
This button will allow the user to print bulk delivery dockets or reprint a delivery docket. At Invoicing the system is set to only allow one delivery docket to be printed. If another delivery docket must be produced it can only be done via this  unless the control for reprinting has been set at the System registration. Security is required to enter this level.

The entry screen is for doing bulk delivery dockets. Entry parameters as required then click Run Dockets. By clicking the Reprint button a similar screen will appear as the first entry screen. Enter the details required then click the print button.
	Tax from Invoices
Report lists tax charged at customer invoicing.
	Debtor Trial Balance
Report total unpaid invoice balances aged by Customer in total, current, 30, 60 and 90+ days based upon the date ranges entered. Client contact numbers are also shown to allow the trial balance to act as the worksheet for obtaining payment for Customer balances. Totals are shown for the system number requested.
	
If you do not want nil balances showing click the check box to remove the []. The system will default from today’s date, however, any date can be entered into the finish date with the system then extrapolating the other date ranges.
	Debtors Statements - 3 formats (Plus 2 T/B formats)
This report allows Customer statements to be printed in 3 different formats plus 2 special trial balance listings (1 with full invoice data). The statement date is set at a default of today. This date can be changed. Simply tab after entering a statement date and the system will extrapolate the other date ranges.
	
Formats:
1. Current data will show an individual line per Invoice No showing date of invoice and whether it is current, 30,60 or 90 days out, with a balance summary below. This report will only list the invoices whilst they are current. Once they are 30 days or over it will be just the summary with an opening balance. 
2. Plain paper statement will insert header details from the system registration and show all invoice numbers and dates regardless of period. Current data will show an individual line per Invoice No showing date of invoice and whether it is current, 30,60 or 90 days out, with a balance summary below.
3. Letterhead statement does not insert a header but will provide identical information.
	
It is possible to type your own message to appear on the bottom of the statements using the box provided.
	
1) Statement trial balance lists balance only by customer
2) Statement TB lists all unpaid balance invoices and aging by customer (sub-totalled by customer)
	Debtors Statements - Head Office
This report will print a statement for the head Office control account as defined in the customer’s file (if defined). This report can also be used for buying group consolidation statements.
	Backdated Debtor Trial Balance
This will allow a report to be created showing a customer balance as of a given past date. Enter the date in the field provided and choose a system number. It takes into account invoicing and banking.
	Ledger Account - Balances from Invoices
Report provides ledger account balances for invoice line items, which is the preferred option for invoice allocation in having sales allocated by product number to a specific ledger sales area. This provides a greater comparison of sales balances and also highlights the profit areas of the business. Correct allocation to accounts also aids in budgeting for future periods and also manufacturing/fixed costs allocation based upon relevant sales percentages to total.
	Commissions Listing – Salespersons
This will list commissions payable to sales people, by invoice number between the date ranges entered. Select a sales person or leave blank for all sales people. 

The report lists all invoices showing total invoice (inc tax), commission rate, commission $ (ex tax) and deduction amount for products that are non-commissionable. The amount payable to the sales person is found next to the field Net Due for.

There is also a special commission section that calculates commissions per your different rates per varying sales volumes and provides a summary statement and representatives personal statement.
	List of Customer Codes/Labels/Envelopes
This button will provide two lists of all customer codes and business names in alphabetical order. On clicking the Detail button a report is produced showing code, business name, contact, address, phone No, Fax No, mobile and sales area. The summary button will produce a report just showing the code, name, contact and phone number.

The user can produce mailing labels by clicking on the mailing label button. This will produce labels that are 2 across the page. Label dimensions are 98mm x38mm. Envelopes can be printed also.
	Customer Contact Data by Category
Button in customer record entry (Phantom)
Report lists contact information as detailed in the Customer’s subform “Contact Details”. This is useful in presenting all information over a given period to show trends in ringing for money etc and checking client responses. Management may use this report to check problems reported per client.
	Days Taken to Pay Invoices/Client
This report will show how long it takes customers to finalise their accounts. The report will categorise by customer code showing invoice No, invoice date, invoice amount, date paid & paid amount. If the invoice has been paid in full there will be a negative number under the heading of days. This represents the length of time taken to pay the invoice. If the figure is 0 it means that the invoice has not been completely paid as of the report date. The input screen has a default date range of the last 6 months.
	Demand Letters & Merge Client Letters
This report provides a mail merger facility to create demand letters for payment. Firstly a standard letter must be created by clicking on the following buttons from the main menu; Other Items/Marketing/Define Standard letters.

Select customer or range of customers, to whom letters will be sent. Select appropriate form letter from the letter code field then click the report button at the top of the page. This will create a letter to be printed on letterhead paper.
	Reconcile Debtor Invoices vs Payments
Summarises Payments versus Invoices by Customer for Designated Periods and is very important in balancing data for small businesses that have general staff handling customers without a credit manager to control the day to day activities. This report can also provided an aged trial balance report for the chosen criteria.

Enter the system number and Customer number range whilst also entering separate invoice and payment start and finish dates with a view to matching data as near as possible. The payment dates will default to that set in the invoicing date fields. Use these default settings unless the user wishes to have different dates.
	Invoice Product Pricing Audit (2 reps)
There are two audit reports contained within this form.

 The first is an exception report. This report shows all line items within an invoice that vary from the set sell prices.  This report is very good in quickly locating sales deviating from that set. Eg: extra discounts to friends etc. The second is a full listing of all invoices (by ascending order) showing discount amount, the set sell prices, the final unit cost (what the product was sold for) and the customer code.
	Customer Sales Reports Menu
	Sales Units and Value by Month (Calendar Year) 4 reports
This report is based on a calendar 12 month period and will show orders by client(s) listed alphabetically as well as what clients placed to largest volume of orders. Each set of reports, Client order and Volume order, have a dollar value and unit value report attached.

Enter the system no (default is set to 1), the year required and a valid product code. Leave client No blank if you wish to see all clients, then click on the appropriate report.
	Sales Statistics - Monthly Units/Value (All Products)
This report will show the total unit sales for any given period by client on a monthly basis. When entering the date ranges make sure that you enter the start dates as the 1st of a month and the finish date as the 30th or 31st of a month as to have the total months details shown.

The report lists clients alphabetically, then products alphabetically, then each month for a particular product. It shows the amount of units sold, the extended price and the average cost spread over the whole purchase.
	Sales by Sales Area & by Categories & by Head Office
This form enables the user to produce numerous reports. Firstly a summary of all invoiced sale balances by sales area (not sales person) as defined in the invoice file (see customer entry for defining sales area). The detail report will list all invoices by client showing all invoice values. 

Type in a sales area or leave blank for all areas, enter a date range and leave client No field blank if wishing to have all customers.
		
There is also a sales report by industry.
	
In the product entry file there is provision to break the product down into categories. A sales report can be generated by these categories by clicking on the Sales by Master Code; Sales by Category 1; or Sales by Category 2 buttons. These reports will alphabetically list clients and all invoices that have products with an entry in the category field(s).
	
The Head Office Sales button will summarise sales by those clients linked to the head office code for the date ranges provided.
	Sales/Commissions by Sales Person
This report allows the user to create two sales persons reports; one a detail listing of sales the other a summary.  The detailed listing shows all sales people (unless specified in the entry screen) in alphabetical order, which is then listed by customer, then invoice. The report shows invoice number, invoice date, total invoice amount, actual total Gross Profit (GP) plus total GP%.

The summary report still lists all sales people (unless specified) however, the customers’ invoices are listed as a total value, not individually. Total Invoice and GP’s are also shown in the summary report. Included on this input form is the advanced sales commission calculator and report. Click Step 1 button to post the sales and commission data and thereby ascertain what is payable based on the sales levels and commission levels entered at salespersons definition, then run Step 2 to get the commission report and then there is a 3rd option to provide the commission data in a statement format by salesperson.
	
In the larger packages there is also a report detailing product group sales by salesperson.
	Sales / Profits / %'s to Total by Client
There are 3 reports within this function -. A summary, detail and Monthly summary report. 
	
The summary report shows the total invoice amounts by clients as an actual value and as a percentage of total invoice sales for a given period. It will also show the actual & percentages of total cost and total GP.
The detail report will list each invoice for a client showing the actual total invoice amount, total cost and Gross Profit. A percentage is then shown on the total amounts.
	
The monthly summary will break the report down into monthly periods showing the same details as above. Remember for this report to enter the start date as the 1st of a month and the finish date as the 30th or 31st of a month as to show the whole month period, however, the user can type in any date range they prefer.
	
The Export Sales button will create a table called Client Sales and allows export to Excel, Lotus, ASCII etc and is useful for corporations who have a different head office system and wish to amalgamate sales data from other locations. This can be modified to include data relevant to an external non TBS system.
	Client Product Sales by Period and Totals
This report will provide sales details of products, for a specified date range, for all clients (if client No is left blank) showing quantities and extended value. The user can nominate to create a report on a select client and/or product code. 

A secondary report will provide sales by delivery client. This can be useful where one wishes to track sales by delivery point.
	Product Sales units / Averages (Day, Week, Mth)
There are two reports contained within this function - A summary and a detail report.
	
The summary report will show the total unit sales for the specified date ranges entered by the user. It will show daily, weekly and monthly averages for all products or a chosen product entered in the product code field. The total quantity, extended price and the average unit cost are also shown. This report is used for comparing month to month and it is important to remember that some months have less working days than others.
	
The detail report will show each invoice line item relating to a particular product showing the line quantity and extended price. Only a monthly sales average is shown.
	Product Groups Gross Profit and Sales
The reports contained within this feature will allow the user to compare projected total gross profits with actual gross profits. 

It is always recommended to run a projection based on expected GP per group to ensure that actual returns are not hiding a problem. For instance your actual total GP may look OK but when you analyse the mix of sales and profits it may paint an 	entirely different picture.
	eg: Total GP shows 24.25% (97,000 on 400,000 sales)
	Now break up 3 sales categories by showing:
	Product group 1: 100,000 @ 20%
	Product group 2: 150,000 @ 35%
	Product group 3: 150,000 @ 25%
This equates to a total of 110,000 profit or 27.5%  Now you should be looking for a shortfall of 13,000 or 3.25% of sales which is a significant amount!
	
The summary and data buttons will provide the Total Gross Profit Projection. This projection is calculated by the sales revenue multiplied by the Gross profit % as specified in the Product Groups entry. The summary button will show, by product group, the sales revenue and the projected Gross Profit. The detail report will list each invoice line item showing the above information plus providing an average projected Gross Profit % on the totals.
	
Click on The Actual gross profit for period button for actual gross profit. If doing comparisons between projected and actual make sure the date range have not been changed. This report may take some time and is best done when no one is accessing invoicing and/or stock adjustments. The report shows the actual Gross Profit, the Sales for each product group and the achieved GP%.
	
The user can check gross profit per invoice line item by clicking on the report under the Sales item GP analysis. The user must run the Actual gross profit report prior to running this report. This report allows the user to double click down into any questionable invoices and make adjustments if necessary.
	Invoice Profits by Invoice (list)
This report will print invoices in ascending order showing the total of invoice, total cost, gross profit and GP%. It will also show the invoice date and the Client No.
	
This report should be run regularly to monitor that set GP% targets are being achieved.
	Values and Unit Sales by Product/Group (4)
This function allows the user the generate reports relating to products and product groups under the headings of values and units.

Under units there are two reports - Product units per month & Group units per month. Product units per month relates to how many units of a particular product were sold within the given months. Product Group units per month, relates to how many units of a particular product group were sold within the given months. A group unit is the grouping of products with the same group code.

Under values there are two reports - Product values per month & Group values per month. Instead of showing units as above these reports show the actual monetary value.
	Sales by Non-Account Customers
This will report on all sales made under a non-account heading such as cash. This is useful in the Point of Sale environment where marketing activities are wishing to be under taken eg; sent out a catalogue.
	Sales Product Performers BEST / WORST Products
There are two reporting functions contained here.

The first function will show the top selling products over the specified date range. The system defaults to the last 6 months but any date range can be entered. In the units enter a figure if wishing to view products that are at least over that amount of units sold .eg look at products that have sold at least 40 units. If wishing to view the whole products list enter 0 then click on the Top Sales button. This report will list in highest to lowest order.

The second function will show the worst selling products in relation to unit movements. Enter the date range and specific in the units field a number representing the highest amount of units. Eg: show all products have moved less than 10 units over the given date range.
	Invoice Order Items Ordered
This report lists invoice orders between a date range (you enter when you click the button)
	Customer Memberships and Auto-Invoicing Menu
	Membership Details & Customer Entry
On clicking this button the normal customer entry screen will appear. This is just a short cut to the customer entry file for those predominantly concerned with memberships.
	Customer Search (lists + labels)
This button is a short cut to the search facility for those predominantly concerned with memberships.
	Membership Invoicing
To process membership invoices click on this button. Enter a system number and start – finish date ranges. The date range will capture all memberships due for renewal within that time frame. Click on the Click Anniversary dates Listing button to view all members’ anniversary dates. Once the date range has been entered follow the button sequence at the top of the screen.  The dark blue buttons are procedural buttons with the light blue buttons as reviewing buttons. 

Once invoicing has been completed the membership (customer) entry area will be updated with the new invoice details. An invoice will have been raised that will appear in the Invoice Entry area.  You are able to adjust the invoice at invoice entry.  Invoices will then need to be printed and sent.
	Update Anniversary Dates
This procedure will update the anniversary date on the member (customer) file for the chosen year. All new invoices will be set 12 months ahead of Anniversary date. Therefore, last year would create invoices dated this year. Choose the update option required.
	Membership Price Review
On clicking this button you will be asked to enter an amount. Enter an amount to show all prices for membership below that entered. Ie If entered 100 all memberships under $100 would come up. Change the Charge price if desired and the file will be automatically updated on exit.
	Members IN / OUT
This function will record member's movements in and out of your establishment. Enter membership number and the system will automatically stamp the time in or out.
	IN / OUT List
This feature will print a list of all member's movements in and out.
	Customer Price Level Maintenance Menu
	Price Level Codes Entry
These levels may be set at the customer file level and will affect product discounting by the price level codes used. This is a very effective way of ensuring uniformity in pricing amongst customers of the same industry type or volume purchase type. You are still able to set individual pricing by product group at the customer’s file, or click on a check-box to stop price level 	updates to a set client.
		
Price Level Code:	enter a code for the price levels you operate under ie: cash, trade etc
Level Description:	enter a pertinent description of the price level to show at lookups
	Price Levels Entry
In this form the user can set the discount levels per product group per pricing level. Eg; all the customers with a Trade price level code can have a 5% discount on all Electrical goods. This form will show the user when it was last updated as shown by the date in the last updated column.
	
Below are the fields relating to this form;
Price Level Code:	choose from the list (F4)
Product Group #:	choose the product group
Discount Level %:	enter the discount percentage required for the product group/level chosen
	
There is also a price levels creation button that matches product groups to price levels and enters data in this form for you to 	update the discount percentage for each record.
	Update Debtors Discount Levels
This form allows the user to allocate a Price level code to each individual customer. This form is particularly useful in mass discount updating.
	
Mark the Update Price levels box to a [] if you wish to have the customer file updated. Click on the update Customer’s button to proceed to the function of Mass Update Customers File. 
	
The mass update Customers file procedure will do a mass update of the customer file. It will change all customer files as marked [] on the previous screen to the new price level code. MAKE ABSOLUTELY SURE OF BACKUPS AND THAT EXISTING DATA WILL BE OVERWRITTEN.
	Set Prices Control + View + Updates
This form allows the user to change or adjust the finish date of the set price function found in Customer Entry for all customers or a chosen customer. On the entry screen enter the date you wish the set pricing to run to. Click on Display Set Price Data button to view the price set for each customer and its existing finish date. In this screen you can make adjustments to the set price. The user can delete records from here by clicking on the Cust No followed by clicking on the black triangle pointing to that particular Cust No then pressing the delete key on the keyboard. Take care! Exit out of the Customer view and click the Make Adjustments button. This will update the set prices to the new chosen finish date.
	Demand (reminder) Letters
One of the most important features of credit control is the follow up with customers re outstanding balances. Statements are one facet but at times it is necessary to prompt for payment and TBS has a facility to generate customer letters with current outstanding balance and demand payment.

All customers with an outstanding will list showing the name details and the balance to pay. You decide by clicking the Send box to determine which letters will be produced. Then click the Reminder Letters button to view the letters before clicking the printer icon (File/Print).
	Special Product Group Sales Budget
The larger packages have a facility to enter a sales budget by product group category by customer. This report summarises that data-entry to provide a detailed budget by product group.
	Customer Discounts NON STD
Report lists by sales representative and by customer giving their special discounts 
	Customer Discounts STD
Report lists by sales representative all customers and their buying price level: retail, retail-min, or corporate
	Lock Invoices
If you require to lock invoices from change then the lock invoices option allows you to lock customer invoices indivually (click InvLock) or mass lock invoices (Mass Update InvLock) where you will be asked to enter a start date and a finish date and for control purposes it will show the number of records to update. If you wish to cancel then press No/End.

This will set a control at invoicing that will not allow updates to the main invoice or line items. With the appropriate security level (if you can enter this form) you can reverse the locking to make an update and then relock the record.
	Customer Discounts
This is a special form that shows all customers and special product group discounts entered. Allows update of discounts when checking against that given to other customers.
	Special Prices by Sales Rep
Report lists customers for a specific sales representative (or all when * entered at prompt for sales code) showing the products and special net prices and expiry date.
	Delete Old Orders (Invoice) older than 32 days and invoiced
Once invoice orders have been processed for invoicing then they are largely superfluous to a business’s needs. This procedure will delete all processed invoice orders older than 32 days to clear the system.
	Sales and Profits by Salesperson and Product Groups
Report lists sales made by salesperson and also shows the gross profit (and GP%) per invoice/product
	Customers by Salesperson
Report lists customers allocated to salespersons
	Customer Discounts by Product Group Report
Report lists by customer the product group discounts showing product group/description and discount %
	Change Salesperson Code by Customer
This form allows you to update the customer file with one salesperson’s code for another. Therefore when a salesperson leaves you can mass update for the new sales representative.
	Set Invoices OK to Invoice
This form allows you to individually set the OK to Invoice setting on invoices. All invoices are shown. Therefore if you use the invoicing form as your only method of customer order/invoice entry then by setting the OK to Invoice property to NO which signifies a customer order and YES when it is OK for invoicing.
	Transfer Monthly Data to Customer/Supplier History
In the customer and supplier entry areas there are wizard buttons that will show the respective histories. For the information to appear there it must be transferred from here. Enter the date range required, type GO and then click the history data transfer button. This should be done on a monthly basis. Next to the start and finish dates it shows the last time the files where updated.

Be careful not to post the information twice by running the procedure again for the same period. If this does occur the user can delete to history then repost the information.  To delete the information simply enter the date range, type GO and then click the delete History data button.
	Estimates & Quoting Menu
	Estimates / Quotes Entry
Enter details relating to a quote or estimate here. 
	
Either select an existing customer through the client No field or a contact through the con # field. Both will automatically update the client name & address details. If selecting from the Contacts area the client No will be set to ZZDEBT as the contact is considered a sundry Customer because no customer has been created.

If contact details have not been entered at either the Customer entry form or the Contacts entry form please enter a contact name. It is important to do so, as the name will appear on the printed quote. 
	
Price Rating:	Importantly updates from the customer file and enables the quote to be priced as if you were completing an invoice using the customer’s group/special pricing. If you wish to change the price highlight the unit price in the Quote items area to the price you wish.
Date Submitted: Defaults to the current date and should reflect when you sent quote.
Follow Up Date: Enter the date you should follow up the quote.
Quoted Job Name: Enter the job/area to be quoted as a brief header description. The system will default to “			“Job for <clientNo>”. It is advisable to change this to reflect what the job relates to, as on 			the quote it follows; “ We are pleased to submit the following quote for the supply of….”.
Conditions:	Note the conditions (which will appear on the printed quote) for your quote that you wish to make the customer aware of before they accept your quote. ie: payment of a deposit, payment at installation, things the client needs to do before you can continue.
Quote Value:	Provides the quote value for reference purposes.
	
Line item entry:        1: ITEMS ON   	2: ITEMS OFF
Product No:	Choose the product item required. The description, unit price, cost price & file price will be automatically updated if adding product items.
Quantity:	Enter the quantity required.
Unit Price:	This should be the unit quote price (updated from product file less pricing discount if any). The user can change this price, however, if a minimum sell price has been set in the product file a warning will be shown informing the user that the price they have chosen is below the minimum sell. It will show what the minimum sell price is and what the sell price should be for this particular customer.
IN:	The box is used for optional extras to be shown on the quote but not included in the quoted price. This allows the user to give a price for a product plus give the customer an idea of upgrades, similar products etc. The box must be marked [] to be included in the quote cost. If left [  ] the product will appear under the optional area.
	
Page 2 of the quote:
Quote Accepted: Defaults to No and should be changed to Yes when quote is accepted.
Quoted Price:	Calculates quantity * unit price and may not be adjusted.
Labour Cost:	Shows the labour cost portion where stock type is shown as labour.
Material Cost:	Shows the non-labour cost of products as entered.
Value of Quote:	Allows entry of quote value accepted by the customer. Enter new value if altered to obtain the deal.
Quote Completed By:	Defaults to proprietor and may be updated with the person’s name who completed the quote (good for reference back to originator)
Total Hours Allowed:	Optional entry of hours (labour) allowed in quote for control purposes.
Order No:	Able to enter a customer’s order number when a quote is accepted.
Sent To Job:	This field will automatically update to Yes [X] when job has been transferred to jobbing.
Job No:	Links to job number when transferred to jobbing. Double clicking will also allow entry to the jobbing area when a job number is entered to the specific job.
Date Work to Commence:	Enter the date when work is agreed to commence/delivery needed. It is very important that this field 	is completed as it appears on the quote.
Labour Cost:	Summarises the total labour cost of this quote.
Material Cost:	Summarises the total material cost of this quote.
Profit Margin:	Shows the profit margin on the quote and this should be checked for acceptability before sending the quote. 

Management should set profit percentages that must be attained before a quote is sent when staff are completing quotes.  Update costs where applicable and update unit prices as required to achieve the required profit return.

Margin Percent: Shows the profit as a percentage of the total quote.
Comments:	Free text comments explaining the quote (not printed on the quote).
	
Function buttons found on 1st page of quoting:
	
CREATE INVOICE / INVOICE-ORDER
This button will send the quote to invoicing. Make sure you mark the quote as being accepted. All line items marked as IN will be sent. Once the quote has been sent to invoicing the next time that particular quote is entered it will be stamped with INVOICED. This stops any embarrassing moments when chasing up quotes to find out that the client has already accepted the quote and has received their goods!

COPY
This button will allow the user to copy a quote. This is very useful when a client wants a quote on an item or service that you have just quoted someone else on. Copy the quote then change the customer code. This will change the pricing to suit.
	
PRINT
Pressing this button drops the user into a screen that allows the printing of a chosen quote number. (NB: the last quote number will be the default quote number [not the current quote] therefore, if you are working on a prior quote then you will need to adjust the quote number start and finish). Two report buttons are presented: - Facsimile Print and Print. Both are different formats and should be chosen per your requirements.
	
JOB TFR    (TRANSFER TO JOBBING)
This button will send the quote off to jobbing. Make sure the client has accepted the quote before transferring to jobbing. 
	
COPY STANDARD ITEMS BUTTON
This button enables you to upload standard groupings (BOM) items to your quote by choosing the task group required from a list and clicking the icon Copy Jobbing Data before exiting this form and returning to the quote.
	
CHECK INVOICE BUTTON 
This allows the user to drop down into invoicing (to the exact invoice linked to this quote if any) and check the invoice/s.
	
CALCULATOR
This button allows the user to complete calculations using an on-line calculator.
	
PRODUCT BUILD BUTTON 
This allows dropping down into the detailed costing area to complete a very detailed quote analysis and then include only the summary costs in the body of the quote.
	Jobbing Entry
**   Refer Jobbing Menu for explanation
	Report: Print or View Estimates/Quotes
This form enables the user to print quotes either as a single quote or by selecting from one quote number to another. The user can enter a name to appear on the quote then click the facsimile or print button for the appropriate layout.

This form is also accessible through the Quotes & Estimates screen by clicking on the print button.

This button is mainly used for doing a mass print of quotes. For example, a person can process quotes then at the end of the day print them out ready for posting. This saves on time as the person does not have to click on the print button, then select the quote to be printed, then enter his/her name then finally click on the print button. The person involved only has to do it once at the end of the day.
	Report: Estimates/Quotes Listing
This function allows an overview of all quotes and estimates for the chosen date ranges. The report will show if it is a quote or estimate, date the quote was raised, the customer involved, a follow up date, amount of the quote and whether it has been accepted or not.
	Report: Acceptance
Report lists quotes that have been accepted
	Job Cards & Professional Invoicing
Job cards are used to enter specific job times relating to a job and/or process. They provide a wealth of data as to productive and non-productive times, total minutes per job and task as well as payroll summary information. It is recommended job cards be maintained for any business that completes manufacturing, service, consulting, project tasks or even packaging of materials to make another product (ie: safety hats are made up of several different components).
	
By entering the data in the payroll section the actual rate of the employee involved in the work is used in job costing 	information and therefore provides a more accurate job cost. 
	
Included in this section is the ability to send the job/time card data to a summary screen for professional invoicing to take place. 

Click the Invoice button once data has been entered in job cards and you wish to initiate invoicing. A Pro-Invoice items screen will appear that lists the job items and allows you to enter a charge rate (en-masse or individually). Ensure all the lines have a charge rate and then click the invoice box for items to be included in this invoicing run.

Click the Transfer to Invoice/View button to obtain a further summary screen of only those items that will be invoiced, allowing description imput/amendmant and any last changes. When satisfied that the data is correct press Final Transfer to Invoice button for the data to be sent to invoicing. (Invoices Check button allows you to check that data has been transferred to invoicing).
	Job Persons
	Task Groups
	Job Tasks
	Report: Job/Time Cards
	Job Standards Entry (BOM - Kit Build)
	Job Costing Menu
	Job Costing Register
You are able to enter jobs in 2 formats: basic for Company and lower packages and full jobbing for Business Accounts and Corporate.

If a quote has been sent to jobbing it will appear here. All details such as name, address and all line items will have been transferred. The system will automatically link this job to the quote by stamping the quote number in the Quote # field. A job does not have to be transferred from quoting. It can be created from scratch from within this form.
	
BASIC JOBBING
Job No:		Job number is created by the system.
Cost Date:	Accept system date or enter another date.
Manual Job No:	Able to link to manual workbook etc.
Customer Number: 	Choose the customer number from a picking list and the Customer name, address, contact numbers will be automatically updated.
Job Description:Enter a complete description of the job to be completed.
Start Date:	Enter the starting date of the job.
Finish Date:	Enter the expected finish date of the job.
Completed:	Mark as yes [] when total job is completed.
Area:		Able to nominate a work or sales area.
Quote $:	This field will be automatically updated if transferred from quoting.
Comments:	Free text entry explaining aspects of the job.
Total Job:	Shows the total value of a job. It is updated from the line item entries.

Line Items are for reference purposes only
Product No:	Allows for the selection of the appropriate products required for the current job. This will be automatically updated if you have used the copy standard items function or transferred from quoting. This automatic update also relates to Item Description, Quantity / Hours, Cost Price, Job unit cost, Start & Finish Date. These details can be overwritten.
Manufact:	Check this box [X] when the item must be manufactured.
Supplier #:	Enter the supplier number when you are going to order the line item.
Order:		Check this box [X] when wishing to place an order for the item.
Completed (item lines):	Check this box  [X] when the line item is completed. This is automatically updated when job is invoiced,  or the main screen completed box is checked.
Invoice:	Check this box [X] to mark invoice line item for invoicing. This allows for part invoicing. This box is automatically checked if the Total job for invoicing box has been checked on the main screen.
Warranty:	Able to mark item completed under warranty.
	
Summary Details in the Line Item box.
Lines:		Shows the number of line items applicable to the current job.
Units:		Totals the number of units for this job.
Ave Cost:	Calculates the average unit cost for items in this job.
Total Cost:	Totals the quantity x cost for all line items.
	
BUTTON ON TOP OF SCREEN
STATUS BUTTON
This button will produce 2 reports showing different financial aspects of a chosen job, including hours spent on the job, over 	the specified date range. The first report is Jobs Data (suppliers main). This report shows receipts and payments, total invoices & total suppliers where the job number has been entered into the customer’s invoice in the main section of the invoice. The second report is Jobs Data (Supplier line items) where the job has been entered into the customer’s invoice in the line item area of the invoice. It will report on the same areas as above.
	
DATA BUTTON
This report appears like an invoice showing customers details and the items listed by line as in an invoice. This however is not an invoice. It is for your records only. It shows how many units are required and the cost price. It also shows whether the line item has been completed. At the bottom of the report it indicates the proposed start and finish dates of the job.
	
PRODUCTS BUTTON
This report will list all the products & quantities needed (as indicated by the line items) for the job also showing whether the item needs to be manufactured.

ORDERS BUTTON
This report will list all line items that have been marked as needing to be ordered.

JOB CARDS BUTTON
See Job cards listed below.
	
BUSINESS ACCOUNTS FULL JOBBING
	
Jobbing: This jobbing system is more advanced than that found in COMPANY. If wishing to have full jobbing you must upgrade to BUSINESS ACCOUNTS.There are two ways of entering a job:
	
1. By creating the job live on the screen (step by step data entry) calling up parts, labour etc as needed for the specific job, or
2. By creating the job main details and then using standard Tasks (that you have created.. BOM) ie: what is used as the most common components and labour to do a job task (or series of tasks, in that you are able to enter multiple standard options within a job), you are then able to copy these standard item/s into the job as a block and modify as necessary.
	
Upon entering jobbing you are presented with a main screen, do the following:
	
Job No:		necessary allocates an automatic job number
Cost Date:	stamps it with the current date
Job Type:	allows the operator to select the appropriate job type from a list. Defaults to Job, but also has categories Quote, Estimate, Manufacture, No Charge, Warranty, Warr-Charge
System No:	allows the selection of the system number (multi company)
Manual Job No:allows for the entry of a manual job number for cross referencing
Debtor Number:allows the selection of the debtor required. This will automatically allocate the current debtor details ie contacts address etc (able to double click to enter customer file and change address data etc if required for a permanent change)
SLSP#:		salesperson able to be entered (updates from customer file)
Area:		sales area is updated from the customer file
Contact Person:	Updates from the debtor number and may be overwritten
Address:	Updates from the debtor number and may be overwritten
City:		Updates from the debtor number and may be overwritten
PostCode:	Updates from the debtor number and may be overwritten
Telephone:	Updates from the debtor number and may be overwritten
Fax:		Updates from the debtor number and may be overwritten
Job Description:allows for the entry of a job description and this should clearly describe the job to be completed as it is also used in some work reports
QTY:		you enter here the number of units to be jobbed 
Update QtyxUnits:this button will automatically increase all component labour/ materials for the current job by the number selected ie: if you had 1 quantity and then had line item data to match this 1 job.. change the Qty to 2 and by pressing this 	button all quantity/hours data will be adjusted with the appropriate change in values 
Delivery Details: this will come from the debtor information but can changed as needed
Date Required:	enter the required date
Order No:	enter the customers order number if supplied
Tax:	this will come from debtor file but can be changed as needed (charge/exempt/no quoted) and this affects the tax calculation in the line item area
Start + Finish Date: enter as required to reflect the required start and expected finish of the job
Completed:	will remain blank until the job is completed and you can check (X) job done
Cost+Margin+Tax: shows the total value for the current job (ie: as it appears at invoicing)
Detailed Quote #: if the job has been previously quoted it can be selected from this list. It will put the quoted value into the Value box and if the Adjust Inv button is selected it will automatically adjust the invoice when created to this value by creating an adjustment line at invoicing so you get credit for reducing the job cost to the quoted value
Adjust Invoice Total: this will adjust the invoice total to the quoted value if check Yes (X)
Invoice:	check this box to allow automatic creation for the total job. Otherwise the only items that will be invoiced are the line items marked invoice and that are still un-invoiced
	
Once this page is completed by paging down you are now presented with job line entry details, this screen does the following (NB: all fields data structure, marked with a down arrow selection box, are able to be accessed by double clicking). Also at the top of the jobbing line item screen is a yellow field that will list all line items for this job and allow you to quickly choose the item line to be updated. The New button will provide a new line for data-entry:
	
Product No:	allows for the selection of the appropriate products required for the current job. This will be automatically updated if you have used the copy standard items function. This is applicable to all the fields in the line items area
Task No:	allows for the selection of tasks from the current list of tasks you have defined previously. Ensure enough tasks have been defined to cater for all the various work functions and product options you require to perform in the jobbing process. 
Drawing #:	allows the selection of a drawing number relative to a plan etc
Start Date:	updates auto from the main screen and is able to be overwritten   
Finish Date:	updates auto from the main screen and is able to be overwritten   
Description:	updates from the product or task area and may be expanded to include work instructions/ explanatory text for  invoicing (Press Shift+F2 to expand to a full screen view for typing)
Line #:	is an auto number that defines the job line entry for control purposes and later definition in the costing process for large corporations
Manufacture:	check this box when this item must be manufactured
Warranty:	able to mark item completed under warranty
Category 1/2:	allows defining the job line to a special category
Machine/Area:	able to allocate this function to a particular machine or area
Qty/hours:	enter the number of product units or labour hours needed
Qty Shipped:	updates the actual quantity used and may be adjusted if you are maintaining delivery controls and require further analysis of units outstanding
Unshipped:	shows the net difference.. qty - qty shipped
Cost Price:	updates automatically from the product file (able to overwrite)
Markup %:	updates from the system registration, or the product group area and may be overwritten to the value required for the job product/task listed
Job/Unit Cost:	calculates quantity x cost
Cost + Markup: calculates total job unit cost + allowance for the markup %
	
Special facility to record/track fault maintenance data...
Fault data: 	enter data to describe the fault
Booked in By: 	record the code for the person entering data
Repaired By: 	record the codee of the person who did the repair
Completed:	check this box when the line item is completed.. NB: this is automatically updated when job is invoiced, or the main 	screen completed box is checked
Order:		check this box when you wish to place an order for the item
Ordered:	is updated by the system when an order has been created
Tax:	calculates the tax value if tax is defined in the product file and is applicable to the job (refer main screen)
Invoice:	check this box to mark invoice line item for invoicing, automatically checked if you check the total job for invoicing on the main screen
Invoiced:	is updated by the system when an invoice has been created
Supplier #:	enter the supplier number when you are going to order the line item.. click on the down arrow to see a list and begin to type the supplier code.. choose from the list
Required Date:	updates from the main screen and may be modified
Serial No:	able to enter a serial number for the item in this job for later tracking and reporting
	
Summary Details in the Line Item box..
	
Lines:		shows the number of line items applicable to the current job
Units:		totals the number of units for this job
Ave Cost:	calculates the average unit cost for items in this job
Total Cost:	totals the qty x cost for all line items
Tax:		totals the tax for all line items (to be updated to invoices)
Cost + Markup:	shows the totals for all items at cost plus the markup
	
The above explains the field data entry for a job, we will now explain the various buttons that appear at the top of the screen and then explain a sample job entry.
	
JOBBING BUTTONS
Upload Job Labour
This automatically uploads the time recorded against the particular job via the job card entry and when you answer Yes to the continue option you will be presented with a summary screen headed “Job Booked Times” which will show the employee number, date, times, booked hours and allow you to enter the recovered hours for each job entry (to be updated to the jobbing line items)
	
Work Reports
This section details the job work routines to be completed and allows specification of a start & finish date range where applicable to the reports being run:
	
Job Products / Tasks List:	lists items needed for the current job
Category 1 Data (all jobs):	lists information for category 1 items between dates for all jobs 
Category 2 Data (all jobs):	lists information for category 2 items between dates for all jobs 
Category 1 Data (this job):	lists info for category 1 items for current job 
Category 2 Data (this job):	lists info for category 2 items for current job
Machine Utilisation Listing:	lists items by machine/work area where defined and allows planning of workload per machine/work area
Copy STD Items:	Copies standard jobbing/manufacturing items to this Job. Also allows updating of Markup %'s ex Product Groups. Ensure no duplication of posted data. When posted go through line items and amend as required. Items to be ordered (purchase order) should have Order box checked. When you answer Yes you are presented with a screen that allows a choice 	between jobbing standards and manufacturing standards already defined to be loaded to the job line items. A button titled “Jobbing Standards Entry” allows a view of the jobbing standards you have already defined (as a double check) and also allows additions/deletions to cater for the current job.
	
Once a choice has been made from the appropriate Task Group expanding list box, then click the appropriate copying icon (button) to affect the transfer. As detailed previously the default markup on cost is derived from the system registration file and we have the capacity to be more specific and update the products with their appropriate product group markup percentages (as defined in product group entry).
	
Quote Print
This allows a print of the total value only for the current job (as an advice to a client) where you are able to enter your name as the originator or sender of the quote. NB: The job description field (on the main form) is the only data that appears on the quote other than the total value of the quote. This will allow a fax print to be created.
	
List All Job Items
This form allows for a complete overview of what products/tasks have copied to the current job. You can again at this stage make any changes as necessary including the deletion of lines not needed.
	
Job Reports
This section lists current reports that can be run, you should enter the date range that you wish to print the reports for	
Job List-Current:	Lists all jobs still not marked complete 
Completed Jobs List:	List all completed jobs within the date range 
Jobs By Client:		Lists current jobs (completed/current)
The All Client button will show the same report  but will show all customers
Jobbing Lab & Mat:	List all jobs broken down to total labour and materials
Prod Status Inv/ WIP:	Lists all products either invoiced or as Work In Progress showing totals for quantity  labour and materials
	
The Details button will show the same report but will include all details
Quote/Estimates:	Lists products defined for Quotes/Estimates
Job Values listing (All):	Lists all jobs and values across all areas
Job Costing Led Rep:	Lists all ledger cost codes and Unit/values across product codes used
Job Qty Totals (All):	Lists all units by product/charge code across all areas
Serial No Tracking:	Shows serial # in products and through invoice/job usage
	
Invoice Items
This will automatically create an invoice for all items that have been checked OK to invoice. (before running this you should ensure that you have marked all the items that you wish to invoice)
	
Order Items (P/O)
This form will give you a complete overview of all items that have been marked to order for the current job. You able at this point to select the supplier and if necessary change the quantity.
	
The 3 buttons at the top of the form allow you to do the following:
	
Print:		print a hard copy of all items as listed
List Orders:	this gives you a complete overview of all items that have been ordered for the current job. If you wish to view the actual purchase order or make changes to it, you can double click on the purchase order number box and it will take you down to the actual P/O. On exiting the P/O it will return you back to the original view screen.
P/Order Create:	this will automatically create the necessary purchase orders for all the current items as shown on the job product order list. If there is an item on the list that you don’t wish to order, go back into the job and change the status of that line item by clicking on the order check box.
	
Copy Prior Job
This option allows you make a complete copy of a prior job using the current date. Once this procedure has been completed you are then able to go into the job and make any necessary changes that are required (ie costs, prices, add new line/s or delete existing ones etc)  By using this option you eliminate the requirement to completely create the job again.
	
HOW DO I ENTER A JOB?
	
1.	accept the job type (default Job) or change to the transaction type
2.	choose the debtor number applicable and update information as required
3.	enter the job description (appears on quotes)
4.	update the dates for commencement/finish etc
5.	copy standard items from standard profiles defined in jobbing & manufacturing or enter details by line item for materials, labour and processes as required for the job
6.	enter the units required (otherwise leave as 1).. if you alter then click the 
7.	Update QTY x Units Button
8.	enter the subform (line items) and make the necessary alterations (if any) to the quantities, pricing, markup etc to arrive at a job cost
9.	ensure the description per line item is sufficient for production processes or for the client at invoicing
10.if items are to be ordered then click the Order box and then the ORDER Items PO button and create the purchase orders
11.on exit from the sub-form the total cost plus markup (invoice value) will update to the Cost+Margin+Tax box on the main screen and this is able to be overwritten. If you wish to have the invoice value correctly adjusted by a product line entry at invoicing then enter a value at Value box (red) and click the Adjust Invoice Total box. This will create a discount line entry that shows the customer the adjustment made to come back to a quoted figure.
	
Once all the job/contract data has been entered it is possible to create automatic invoices (will invoice only those lines checked to Invoice). This allows partial job invoicing to collect monies as they fall due rather than waiting for a complete job to finish
	Job Cards
Job cards are used to enter specific job times relating to a job and/or process. They provide a wealth of data as to productive and non-productive times, total minutes per job and task as well as payroll summary information. It is recommended job cards be maintained for any business that completes manufacturing, service, consulting, project tasks or even packaging of materials to make another product (ie: safety hats are made up of several different components).
	
By entering the data in the payroll section the actual rate of the employee involved in the work is used in job costing information and therefore provides a more accurate job cost. 
	
Included in this section is the ability to send the job/time card data to a summary screen for professional invoicing to take place. 

Click the Invoice button once data has been entered in job cards and you wish to initiate invoicing. A Pro-Invoice items screen will appear that lists the job items and allows you to enter a charge rate (en-masse or individually). Ensure all the lines have a charge rate and then click the invoice box for items to be included in this invoicing run.

Click the Transfer to Invoice/View button to obtain a further summary screen of only those items that will be invoiced, allowing description imput/amendmant and any last changes. When satisfied that the data is correct press Final Transfer to Invoice button for the data to be sent to invoicing. (Invoices Check button allows you to check that data has been transferred to invoicing).
	Jobbing Standards Entry
Standards (bill of materials) allow grouping of products & tasks against a task group. All combo boxes are able to go to the original data source by double clicking when the cursor is located in the field. Therefore when needing to create a new Task group number simply double click in this field, enter the task group/s required and upon exiting, the new task group numbers are available for linking in the standards area.
	
TBS recommend having the standards area set up before quoting is undertaken (if possible), as it can dramatically reduce the amount of time spent on quoting. This is because all items and labour processes relating to an end product, that are to be shown as quote items, can be grouped together under a specific heading. Then when quoting the user only has to import the specific heading and all line items are automatically entered relating to that product. In quoting these line items can be changed as needed.
		
For an example we will build a billycart.
	
Main Product No:	Double click on this field to enter a new main product (the specific heading) or process. If the item is a product then a product must already be entered in the products area. (This means we must have a product called Billycart in the product entry area.)
Product code (parts):	Select the products required for the product or process. These items need to have been entered as products in the products entry area. (We need billycart wheels, seat, frame and labour to be products. A new line needs to be entered for each part of the process)
Qty/hours:	Defaults to one. (One product or 1 hour, adjust to suit)
Item Desc:	This will default from the description entered in the product file. Change the item description, if required, as this will provide the basis for auto upload to the quote.
Sort: 	allows entry of a sort code so that quotes and invoices maintain the sort order for printing which can be important in building a project/job profile.
Task No:	This field is optional. Choose a task group that has been previously set or double click down to enter a new one. If double clicked, Enter a task No (A task No may be PAINT. This refers to the painting of the billycart) and description. Enter the time it takes to complete the task. The system will automatically calculate that time into seconds. The drawing No is a reference to the location and type of drawing (plan) used, if any. The user can double click here to enter drawing details. Enter  the standard cost for this process. Enter a new task No for each task involved (CONSTR for construction of cart maybe another task).
Machine / Unit:	Choose a machine or unit area in which the work is to be carried out, if any. The user can double click down to enter a new one. If doubled clicked, enter a machine area No (in our case it may be SPA1 -Spry paint area one) and a description.  
	
MATERIAL COST BUTTON
	
Make sure the cursor is located in the appropriate main product line (eg in a Billycart line) then click the material cost button. 
This report will show all materials and costs involved within the process (eg all costs associated with building a billycart) totally to a grand cost price.
	
ALL STANDARDS BUTTON
The All standards button will list all the job standards for those listed in the Standards Entry screen.
	
? BUTTON
Click on this button for on screen help relating to how to set up a Standards Entry.
	
We now have a complete bill of Materials for the billycart. Now when someone wants a quote on a billycart we can click on 	copy standard items in quoting, select task group (billycart) then click on the copy standards data. This will now update the quote with all items and labour specified for a billycart
	
NB: BOM is also set up in the products file for costing purposes. It is smarter to set up in Products then transfer to the jobbing standards area and make any changes for the job/production process. The reason BOM is found in 2 places is one is a costing excercise and the other is a production process involving materials, labour and task allocations.
	Task (Work type) Definition
This button allows the defining of tasks. Enter a task No (A task No may be PAINT. This refers to the painting of a product) and description. Enter the time it takes to complete the task. The system will automatically calculate that time into seconds. The drawing No is a reference to the location and type of drawing (plan) used, if any. The user can double click here to enter drawing details. Enter the standard cost for this process. Enter a new task No for each task involved (CONSTR for construction of the product maybe another task).
	Task Group Definition
This form allows the entry of the main product or process. Enter up to a 20 unique code for a task group/process or up to a 15-character code for a product.  If the item is a product/process listed in the products field the invoice item will automatically be marked as yes []. This field is non-changeable.
	Employee Details
If using job cards the employees carrying out the work must be registered here as well as the normal employee registration area in Payroll. Select an employee from the Emp No field. Most fields are updated from the payroll area such as staff responsibility, department, postion, working days etc. Enter details regarding to whom this employee reports to, if anyone.
	Product Build (for Order Picking items only)
This allows the linking of materials and/or products used as a picking slip in customer order entry. Ie: computer parts to make up a computer. This area is not linked to the Bill Of Materials.
	Job Progress Costs (Time Cards and Suppliers)
This special report will require entry of the job to be reported upon and will return cost values from time cards and creditor/supplier invoices against that quoted/charged at jobbing. Therefore it becomes possible to check for overruns before you invoice the client.
	
Products, employees, charge rates will all be listed to provide a complete guide to WIP (work in progress) for a particular job.
	JOBBING REPORTS MENU
Lists all the report options
	MANUFACTURING MASTER MENU
Lists all the manufacturing options  (NB: this is modifiable to suit type of manufacturing)
	Job Standards (BOM) Transfer to Manufacturing Standards
Procedure transfers jobbing standards to manufacturing standards to avoid double entry
	Manufacturing BOM Transfer to Job BOM
Procedure transfers manufacturing standards to jobbing standards to avoid double entry
	Upload Time Cards to Job Costings
Updates time card data not yet transferred to jobs. This is a complete code procedure to mass update rather than individual data upload by job as allowed in job costing form.
	Jobbing Reports Menu (Full)
	Job Card Times
This feature will report job cards, by employee, for the chosen date range. It shows the start time and finish time of the job, 	standard number of minutes, overtime start & finish and the cost value.
	Job Card Data (Tasks by Job)
This report will list all job numbers over a chosen date range. It will show the dates and employees who have worked on a job, the task he/she performed, start & finish times, number of units produced, total labour cost and how many hours have been 	spent on a job. A grand total of minutes, units, total labour costs and hours is provided.
	Jobs Listing + Job P/L
The listing button will list all reports over the date range illustrating start and finish dates, whether the job has been completed and any comments.

The job cost ledger totals Report button will list all purchases from jobbing by ledger account number between the specified date range. It lists all the components, customers, start & finish dates and costs per purchase ledger account.

The job cost ledger Mat/lab report button will show jobs by ledger account No also. This report shows the quantity of units, labour charges and material costs per group. Each ledger group is totalled with a grand total provided.
	Job Status
This button will produce 2 reports showing different financial aspects of a chosen job, including hours spent on the job, over the specified date range. The first report is Jobs Data (suppliers main). This report shows receipts and payments, total invoices & total suppliers where the job number has been entered into the customer’s invoice in the main section of the invoice. The second report is Jobs Data (Supplier line items) where the job has been entered into the customer’s invoice in the line item area of the invoice. It will report on the same areas as above.
	Job Details Print
This report appears like an invoice showing customers details and the items listed by line as in an invoice. This however is not an invoice. It is for your records only. It shows how many units are required and the cost price. It also shows whether the line item has been completed. At the bottom of the report it indicates the proposed start and finish dates of the job.
	Guide to Invoice Items to be Manufactured
Report lists manufactured items processed through invoicing for a particular date range. Where your business is manufacturing replacement stock for customer sales then this report will provide a pro-forma for production.
	Product Build (for Order Picking items only)
This form allows sundry product builds for lookup at the invoice order stage. Suitable for some retail outlets as a means of order picking items relative to a single product sale. Ie: a computer system may include a computer, printer and modem. You may invoice as a system but wish to pick the individual components. We would recommend establishing standard product lists and allowing this to load into orders and invoicing to be able to highlight all items at invoicing, but some people prefer the simple order picking approach and hence it is provided as an alternative by TBS.
	Manufacturing Menu
Manufacturing Data-entry format
	
- Ensure that products have been entered for all categories: main and sub-products
- Choose main products at Manufacturing Standards entry and link to sub-products
- Run the invoice summary report that will highlight the main products ordered && required
- Calculate the main products that are required to be produced and enter in Manufacturing Entry
- This form will extrapolate sub-materials (labour, raw materials, sub processes) and quantify units by referring to the data entered against the main product in the Standards area
- Press the Production Transfer button at Manufacturing Entry to send data to the production plan
- Review the data in the plan and allocate to machines, change quantities etc
- Run the Production Units report which will also show actuals if entered for comparison purposes
- Run the Machines Usage report to check allocations of time and materials per machine
- Update actual material usage on Production Plan to register completion and also allow transfer to stock adjustments... separate query transfers manufactured products by clicking Stock Icon
- Update main products created at Manufacturing Entry by clicking Stock Icon
- Job Cards are provided to control tasks/labour processes per job
- Reworked items (cutting/sub-manufacture) may be planned through rework form
	
TBS are able to set manufacturing to any format you require:
	
1:   auto stock units based on product levels
2:   auto purchase orders if products are out-sourced
3:   stock controls for JIT (Just-in-Time) or incorporating lead times
	Manufacturing (Main Units Req.) Entry
Enter the main units to be manufactured. This will be extrapolated with the associated raw materials etc to the following production plan. Actual production can be entered and stock updated automatically.
	Production Plan (after Entry input & TFR)
This form allows the linking of products and tasks to production machines etc and allows production plan, machine plan, tasks lists etc to be created. Actual production can be entered and component stock updated automatically.
	Material Rework Items Entry + Plan
Use this form to plan materials rework where one product is broken down into smaller components for use in manufacture. Ie: 2.1 metre lengths of timber are cut into 400mm lengths. The stock control reduction of the 2.1m lengths and the new 400mm products will be transferred upon clicking the stock transfer  button. There are also a number of reports to initiate production and stock picking.
	Manuf. Bill of Materials(Set Standards)
Enter main products (double click at Main Product No), optionally choose a task no, choose the Sub-Product No and units of the sub-product used in this main product. Also optionally link to machine unit, task group or quote the process order.
	Update Manufacturing (BOM) Costs
This form allows updating of product costs based on production costs and is fully explained at form level.
1   GENERATE   	: Create the data file that summarises Bill of Materials data
2   REPORT         	: Review a report of the new manufactured costs
3   EDIT/VIEW    	: Table view of Manuf. Product data enabling Cost/Sell changes
4   UPDATE         	: Update the product file for new manufactured product costs

	Machine or Work Area Definition
Enter machine names (or work areas) and optionally flow speed, set-up, tool and colour change etc
	Manufacturing Method (InfoHelp)
Entered above at commencement of section.
	REPORTS MENU
	Guide to Invoice Items to be Manufactured Plus  TRANSFER to 
Lists manufacturing units required for designated (date required) periods. There is a special button (Transfer to Manufacturing) that will post the units required into the Manufacturing Entry area for you to modify before sending it to the Production Plan.
	
Also allows production plan entry with default units.. modify at Manufacturing Entry
	Manufacturing Reports Menu
	Bill of Materials (Standards) Listing
Lists all main products and their components
	Production Qtys (Plan or Actual) ex Manuf Entry
Lists manufacturing units from Production Plan for designated periods - Sub Materials. Date range and product range are able to be entered as parameters.
	
Additional Reports:
Main Products - Plan vs Actual
Raw Materials - Plan vs Actual
	Production Plan Items (Details/Summary/Tasks)
Lists manufacturing units planned for designated periods - Main and Raw Materials. Date parameter plus 3 reports: Summary, Detail and Task Listing.
	Machine Time Allocations - Times&Materials
Report lists times per machine.
	Payroll & Human Resources Menu
	Payroll Data Entry
The following details are provided for your understanding of the Payroll process at the individual field level. Processing allows for automatic payroll data retrieval from the personnel file and auto tax calculation from tax file data in the tax schedules form. 

Ensure personnel details have been correctly entered before commencing payroll processing.
	
Buttons:
The Jobbing Hours: Transfers job card times to a temporary table (for the dates entered on the screen:‘Manuf: Job Cards - Times Transfer to Payroll’), allowing lookup of total times during payroll processing.
Find Payroll:	This ‘drop-down’ table enables you to check  the payroll process during a ‘run’.
The ‘New’:	Clears and/or initialises data entry fields on screen to default values, in preparation for a new transaction in the payroll file.
The ‘Save’:	Saves each new standard pay record as it is created into the payroll file.
The ‘Delete’:	deletes saved ‘standard’ records, one at a time, from the payroll file, but only if a record has been pre-selected and loaded ‘on screen’. If no record is loaded, you will get the message “There is Nothing to Delete”.
	
Fields - General:
	
Date:		enter the payroll date required or accept the automatic date
System No:	enter the appropriate system number or accept the default
Emp No:	choose the employee number from the list provided (you must choose from this list of employees already set up in the personnel file to enable all the other details and taxation considerations to be up-loaded  for this particular payroll run)
First Name:	updates from personnel file as visual verification
Surname:	updates from personnel file as visual verification
Standard Super:	updates the value from the personnel file upon which company super will be calculated if any has been entered, otherwise calculates from gross wages
Standard Wage:	updates the standard salary/wage from the personnel file
Standard Hours:	updates the standard salary hours from the personnel file
Rate per Hour:	updates the rate per hour from the personnel file
Tax No:	updates tax number from the personnel file
	
Fields - Payroll Data:
	
Std Hours:	enter the standard wage hours for the period or accept personnel file update
Std Wage:	enter the standard wage for the period or accept personnel file update
Piece Rate:	enter a rate for piece rate work (also updates from the personnel details if you have entered a standard)
OT Rate:	normally leave this rate clear for secondary pay rate (% calculator/rate)
OT Rate1 - 4:	updates from tax schedule (OT rate) or multi-pay rate from personnel and may be overwritten
Rate5-8:	updates from multi-pay rate from personnel and may be overwritten
Piece Rate Hrs:	enter hours or units applicable to piece rate calculation and may be substituted for an additional pay range
Hours1 - 8:	enter the hours applicable to the multi-pay rate hours or overtime (OT rate) %
OT/Other Total:	updates the total non-standard additions to payroll for overtime etc
Total Hours:	summarises the total hours allocated to standard and overtime worked
Total Wage:	sub-totals the standard and overtime wage values
Hours Not Paid:	enter the hours (if any) of any unpaid wages
Reason:		enter a reason for non-payment of wage hours if entered above
	
Fields - Other Hours Paid:
	
Sick Leave Taken: note the hours of sick pay paid for this payroll
Sick Leave:	value shown of sick leave payment
Annual Leave (hr): enter the hours allocated to annual leave payment. If you have chosen to lock payroll annual leave to the values payable (system registration) then you will only be allowed to process hours that are due to the employee.. no more. The lock at system registration can be unlocked of course and relocked as required but it is a good method of controlling overpayment
Annual Leave:	value shown of annual leave payment
Other:		enter any other payment information
Other Wage Payment: value shown of other payment
Workers Compensation:	enter any workers compensation hours
WComp Payment: value shown of workers compensation payment
Leave Loading %: defaults to 17.5 % or what is set in the System Registration
LeaveLoadingPay: enter the value to be used as base for Leave Loading calculation
LeaveLoading:	value shown of leave loading calculation
Tot Hrs:	totals the hours processed for the payroll
Total Wages Paid: sum total of the wages/salary value
TermType:	if terminated employee enter the termination type
	
Fields - Payroll Totals:
	
Gross:	shows the total gross wages total (top field in blue box.. payroll totals) and may not be overwritten as it represents the total of the data entry in hours and pay rates
Net Adj:	updates from the personnel file and may be adjusted
Deduc:		total deductions
Tax:	tax value updated from the system after clicking on the WORLD icon and may be overwritten to your own tax calculation
Net:		shows the net payroll value after tax (rounded to even dollar)
All1 - All7:	allowances updated from the personnel file and may be overwritten
Total Allowances: totals the allowances entered/updated and is found in blue box summary
Ded1 - Ded7:	deductions updated from the personnel file and may be overwritten
Total Deductions: totals the deductions entered/updated and is found in blue box summary
Comments:	able to enter comments as regards this payroll
Super Percent:	updates from personnel and is the company super percentage
Super:		calculates the gross (or standard super) * super percent
Superannuation Levy: updates personal super as recorded in staff details superannuation levy
Own Super Value: calculates gross * superannuation levy
Salary Sacrifice: updates the salary sacrifice value from the personnel file if entered
Sacrifice Value:	calculates salary sacrifice value for payroll
Type:		updates from the personnel file the type of salary sacrifice (Per/Val)
Fringe B/Tax:	updates fringe benefit tax deduction from the personnel file
	
Fields - Wage Guides:
	
Standard Payroll Period: updates for reference purposes the standard payroll period
Annual Guide:	shows the annual salary value from the personnel file
YEAR GROSS:	shows the current payroll extrapolated to a full years value for cross checking and provides a useful cross check against annual salary guide for variation
Exp/Cost Area:	updates from personnel entry and may be adjusted to allocate current payroll value to a specific ledger account/cost area
	
Fields - Bank Transfer Data:
	
Bank1:	if the employee is paid via a bank transfer, then the banking data will be loaded from the personnel file. You should ensure that transfer is set to ‘Yes’ to enable printing on the Bank list
Transfer:	set to Yes to transfer payroll (updates from personnel)
Total:		shows the value of bank 1 transfer
Bank2:		if monies sent to a second bank then ensure bank name appears here
Transfer2:	must be Yes to transfer to bank transfer report
Total2:	enter the value of the second bank transfer amount (ensure correct balances are entered in both Total 1 and Total 2 that they represent the values you wish to transfer)
Payment Method: Updates from personnel and must be Tfr to pay by bank transfer
	
Fields - Miscellaneous:
	
Allowances & Deductions: No input is needed unless changes are required
Tax Rates Guide:	This is a reference table and requires no input
	Personnel Details
This form stores all the individual employee personal details, hours worked, tax, super, time off, history and long service details, over four screens.
	
To enter new employee data, follow the field details as described below. To adjust an existing employee, simply click on the Lookup Employee box and scroll through, or enter the employee number to locate the record, and then overwrite with the appropriate adjustments. It is essential to create the individual employee records prior to Payroll Processing, so that the payroll is allocated correctly against the employee details.
	
Mandatory fields are: System no, date, employee no, surname, tax no, tax file no, annual salary, standard hours and standard pay period.
Lookup Employee: This ‘drop-down’ table enables you to check  a list of employees already entered on the Personnel file.  The first record on file is automatically pre-loaded on entry
	
Personal Details:
	
Date Entered:	enter the date of employee detail entry or accept system date
System No:	enter your required system number
First Name:	enter the first name of the employee
Init:		enter the initials, if any, of middle names
Surname:	enter the employee’s surname
Emp No:	enter up to 6 A/Nor enter your own code(suggest 4-alpha/2 numeric)
Address:	enter the residential street address (NB: PO Box is not acceptable)
Spouse Name:	enter a spouses name if applicable (emergency, social contact etc)
City:		enter the city/suburb where employee lives
Postcode:	enter the postcode of the city/suburb
Tel No:		enter a telephone contact number (especially for emergencies)
Fax No:		enter a fax contact number if applicable
Sex:		choose the sex of the individual (male/female
DOB:		enter the DOB (date of birth)
Age:		calculates from the system date and the DOB
	
Work related Details:
	
Date Commenced: enter the date employee commenced working for your business
Award:		enter the award (if applicable) employee falls under
Super -Coy:	enter the rate applicable that the company pays superannuation on behalf of the employee. (defaults from the system registration screen)
Standard Super:	enter a value in here only if you wish to limit the employer superannuation being deducted  to the level entered in this field, otherwise superannuation will be calculated  from the gross wage figure
Tax No:	choose the relevant tax number applicable - defaults to 1
Staff Responsibility: enter the number of employees directly responsible to this employee
Tax File No:	enter the tax file number for group certificate/legal requirements
Exp Ac:	choose the expense account to be charged with this employee. NB: this is not automatically updated to the ledger but requires a summary journal each month/period. Should you require this be automated then please contact TBS
Standard Hours:	enter the standard hours worked per payroll period (defaults to a weekly figure of 38). This may be adjusted and should be adjusted if different to 38
Hours per Day:	calculates the daily hours worked (defaults to 7.6)
Hours per Payroll: shows the weekly hours per payroll (defaults to 38)
Piece Rate:	able to enter a piece rate to be used at payroll (may be another pay rate if you do not have piece rate requirements)
Tax Deduction:	defaults to 0.00 and should be left as 0.00 unless the employee has specific tax deductions such as married allowance and must relate to the actual tax deduction claimable for the payroll period, as this figure is deducted from the actual tax to be charged against payroll. This will normally be empty (0.00) but may have a deduction as allowed by the tax office only
Payment Method: defaults to Chq (Categories are Chq = cheque, Cash, Tfr = transfer). Change the category as required and note that payment method must be set to Tfr to have auto pay to bank listing produced
Current Position: enter the position held by the employee as appears in the staff ‘tree’
Department:	optionally choose the department that the employee mainly works in. Where an employee works for various areas, enter the main department allocated for management
Std Payment Per: defined in 3 areas: 52 (weekly the default), 12 monthly, 26 fortnightly. Enter the required payment period and this will be used by the system to calculate gross and tax
Annual Salary:	enter the annual salary of the individual. Even if the employee is paid by the hour you should still enter the approximate annual wage value since the system uses that information in calculations and reports are defined to show wage bill exposure
Std:		shows the standard wage value based upon the annual salary entered
Per Hr:		shows the rate per hour applicable to standard wage/salary
	
Leave Entitlements:
	
ALeave Allow:	enter the annual leave hourly allowance. This is used by the system to calculate the annual leave balance, which may be adjusted later. default is 0.00 so you must enter a value which may be an award specification but is usually 4 * weekly hours
Sick Allow:	enter the sick leave hourly allowance. This is used by the system to calculate the sick leave balance, which may be adjusted later.. default is 0.00 so you must enter a value and this is normally as specified by the award (ie.: 5 - 8 days .. 38 or  60.8 hours)
Opening Bal Hols: enter the opening balance of annual leave hours taken
Opening Bal Sick: enter the sick leave hours taken 
ALeave Ent:	recalculates every time you enter the field based upon the starting date, the opening balance of used annual leave hours and the accrual rate per year (Aleave Allow). This will show the hours due to an employee as at today (less any leave taken via payroll processing) and may be used as a basis for payment upon termination. TBS always advocate checking the balance due manually as a crosscheck: current/termination date less starting date = a number of daysdivide days allowed by 365 and multiply result by hours allowed per year deduct hours taken balance should be net hour’s due.. then multiply by hourly rate
	
SLeave Ent:	shows the net hours entitlement for sick leave
ALeave Used:	will update from the payroll processing area of your system
SL Used:	reports from the payroll processing section sick leave hours used
Bal AL:		shows the net hours due which is the basis for payout / leave accruals
Bal SL:	shows the net sick leave hours due for accrual purposes.. sick leave hours are not normally paid on termination and may also be forfeit under some awards if not taken within a specific period (ie. a year)
Annual Leave $: shows the annual leave net hours times the rate per hour
Sick Leave $:	shows the sick leave net hours times the rate per hour
Total Leave Entitle: adds the annual leave and sick leave values
	
Rates of Pay, Allowances and Deductions:
	
Rate per Hour:	shows the rate per hour or enter the employee rate per hour to have the annual salary figure adjust to the extrapolation of hours * standard hours * payment period
Rate per Minute: shows the rate per minute which is valuable in costing calculations
Rate1:	able to set multiple pay rates for different awards or functions the employee may complete. This is therefore the second pay rate (after the main details entry)
Rate2 - 8:	multiple pay rates 2-8 give a total of 9 pay scales available
Ratecalc1 - 8:	these are the actual payroll rates that will be used in calculating additional wage rates as entered in the overtime section (OT RATE1-OT RATE4) and other rates section (RATE5-8) of payroll processing. They may be adjusted to 4 decimal places for accuracy and overwritten at payroll processing.
All1 - All7:	these are allowance categories that may be set against each employee. There are 7 categories although most businesses only have 1 or 2 and may be accessed via a combo-list or double clicking to access the payroll allowances data-entry area to establish categories to be used in the listing. We suggest having a common structure to your allowances so say motor vehicle allowance always appears as the same allowance number for each employee
Non-Taxed Payment: enter any alloawance that is not subject to tax with the ability to provide explanation in the NonTax Details box
A1-A7 $:	enter the value attributable to each allowance category and relative to the amount allowed per payroll processing period
Total Allowances: totals the allowances allocated to the employee
Ded1 - Ded7:	these are deduction categories that may be set against each employee. There are 7 deduction categories although generally not used and may be accessed via a combo-list or double clicking to access the payroll deductions data-entry area to establish categories to be used in the listing. We suggest having a common structure to your deductions
D1-D7 $:	enter the deduction value applicable to deduction category entered
Total Deductions: totals the deductions allocated to the employee

Superannuation & FBT:
	
Superannuation Levy: enter any rate (%) for personnel superannuation paid by employee and not the employer contribution.
Salary Sacrifice: enter a rate or value dependent upon the type of salary sacrifice required and only if this is utilised by the employee and part of your salary package arrangements. Salary Sacrifice is a foregoing of salary that may have taxation benefits and is normally a part of executive packages
Salary Sacrifice Type: enter Per (for %) and Val (for value)
Super Scheme:	able to enter the superannuation scheme name
Super Policy No:  enter (if applicable) the policy number of the employee super scheme
FBT rate charged: enter any deduction value where FBT (fringe benefit tax) is deducted for this employee and may relate to personal share of motor vehicle etc
FBT Explanation: able to enter descriptive explanation for the FBT to be deducted
Transfer:	must be set to YES to transfer to payroll (for bank transferred payrolls)
	
Bank Details:
	
Bank:	able to enter a bank name for the main bank transfer value where the employee has Tfr as payment method
Branch:		enter the bank branch to which payroll transfer should be directed
BSB No:	enter the bank BSB number for the employee’s account
A/C No:	enter the bank Account No number for the employee’s account
Bank2:		second bank transfer item available with same format as above
Branch2:	second bank transfer item available with same format as above
BSB No2:	second bank transfer item available with same format as above
A/C No2:	second bank transfer item available with same format as above
Total to Pay:	this value relates to the total to be transferred to the second bank account (if you transfer to more than one) and will therefore send the total payroll less this value to the main bank as listed
Terminated:	defaults to No and should be set to Yes when employee has been terminated and then we suggest marking Re-employ field to warn others to not re-employ troublesome employees’ etc.. when this person goes who is there to warn of sacked employee
Term Date:	enter the termination date if employee terminated
Re-Employ:	defaults to Yes and should be changed to No if employee is not someone you would re-employ
	
History Details:
	
History Data box
Date:		shows the date of notation
Rate per Hour:	able to enter a new rate per hour
Normal Hours:	able to modify when standard hours changed
Gross Pay:	able to record old gross pay before change
Allowances:	able to record allowances before change
Deductions:	able to record deductions before change
Comments:	able to enter comments to support changes to rate etc
Training Data:	enter any relevant training courses etc
Qualifications Data: enter any qualifications of the employee and general notes
	
Long Service
Leave hours taken: enter any long service leave hours taken as a history
LSL Years:	enter the number of years needed to accrue long service (10 yrs)
LSL Weeks:	enter the long service weeks due after LSL Years have accrued
LSL Due Date:	updates the long service leave date when LSL will fall due (on entry)
	Taxation Schedule (set rates)
TBS has created a taxation schedule to allow you, the user, to modify the tax rates in the program to comply with the ever-changing requirements of the tax office. You therefore do not have to wait for an update disk (not a free service) from TBS, because you are able to maintain these changes yourself, as a control function whenever the need arises!
	
Please note that tax instalments have always been set (via the Taxation Schedule Rates in the program), to tax an extra $80-$100 per year from each employee, when compared to the tax calculation as itemised in the ‘Income Tax Instalments - Weekly Rates Incorporating Medicare Levy’ document provided by the tax office.
	
We have always erred on the side of caution and would recommend that you also slightly overtax employees, because under taxing costs you money and makes people very angry if they are required to pay extra income tax at the end of the financial year. 
	
NOTE:
We provide the rates as a representative guide only. The onus is on you to ensure that the rates you use are accurate, and that sufficient tax is withdrawn from payroll processing. TBS provide you with a mechanism for very quick payroll completion but you must always be very careful of the processing because payroll is probably the most sensitive issue you will ever face in employee control.
	
TAX NO:	enter the number to define the tax schedule values. You should have a standard rate, HECS and perhaps zone, second job etc
DESC:		enter the description of the tax schedule
RANGE1-14:	enter the annualised values for the tax range as provided by the tax office
TAX RATE1-14: enter the tax multiplier relative to each range
Diff1-13:	shows difference between tax ranges for information and collaboration of the tax rates used
OTRATE1:	enter the overtime rates that operate in your business
OTRATE2:	enter the overtime rates that operate in your business
OTRATE3:	enter the overtime rates - defaults to 1.5
OTRATE4:	enter the overtime rates - defaults to 2.0
	
Banking details to appear on bank reports:
FIRM NAME:	enter the name of your firm for the bank transfer header data
BANK NAME:	enter the name of your bank
BANK NUMBER: enter your bank account number
BRANCH:	enter you bank branch location
	Management Request for Change
Managers and Supervisors are able to enter salary and personnel requests for actioning by Payroll staff. On completion, Payroll staff must confirm the changes back to management, making appropriate comments at the bottom of the form.

Choose System No and Employee No. from the ‘drop-down’ lists and then key-in the remaining details.
	Payroll Tax Register and Reports
For those businesses that pay payroll tax, you are able to record these payments in this form:

Date:		enter the date for the month applicable (suggest last day of month)
System No:	enter the system number applicable
Gross Amount:	enter the gross amount of wages subject to payroll tax
Tax Amount:	enter the payroll tax payment value for the month
Paid Date:	enter the date when payroll tax payment has actually been made
Comments:	free text comments to explain/justify tax payment

Tax Report Button:	drops to a report screen that allows listing of payments by date range
	Payroll Batch
Code that loooks at payroll entry for a particular date (could be set-up of data before the current income year) and replicates for a new pay date
	Payroll Reports MENU
Main button for payroll reports (details follow)
	Human Resources MENU
Main button for human resources (details follow)
	International Payroll MENU (Corporate Only)
Main button for international payroll (details follow)

	Payroll Reports Menu
	Personnel Listing
Lists personnel details by employee number sequence, specifying the most important information for each employee, used in the payroll processing entry. There is no provision to distinguish between employees from different companies in a multi-company situation.
	Personnel Payroll Changes
Lists management or supervisor requests for employee payroll changes by the date range nominated. The report is company specific.
	Cash Dissection
This report calculates payrolls for employees to be paid in ‘cash’ and provides a break up in major notes per employee, as well as the totals for bank collection.
	Leave Taken Details and Summary
Lists leave information by occurrence or in grand totals for each employee via 2 separate reports: Summary and data. System number, date and employee numbers are the 3 parameters allowed.
	Long Service Leave Due
This report only lists those employees who have more than 8 years service.
	Payroll Slips
Summarises the payroll processing data for every employee in a payroll run. Set at 1 pay-slip per page, the information shown is employee name, date of payroll, hours paid and the value for each payroll allocation, allowances and deductions and of course the main categories of gross, tax and net paid. Also included is the annual gross and tax to advise the employee of the totals year to date.
	
Use the horizontal arrows at the bottom left of the screen to view the remaining pay-slips if there is more than one in this run.  The report is company specific.
	Pay Data - Details/Sum/Balances
Provides wage/salary data by employee in broad details between date ranges or with grand totals only via 2 separate reports. 

Included are summary reports of Leave Balances, Allowances and Deductions, and Superannuation. The reports are company specific.
	
Additional reports are:
1) Leave balances: running this report will also update the leave balances entries in the personnel records file so that net annual leave and net sick leave due balances are recalculated per employee. Totals shown by employee include AL (annual leave) SL 	and LSL (long service leave)
2) Allowances & Deductions: lists by employee the allowances and deductions under seperate headings 1-7
3) Superannuation: lists by employee the superannuation and salary sacrifice values for the date range entered
	Bank Transfer - Payroll (Main/No2)
These 2 reports detail personnel who have their wages/salaries transferred by bank transfer to their respective bank accounts. Most businesses will only transfer salaries to a single employee bank account and hence the main bank area should be used. Where additional bank transfers are completed on behalf of the employee then use procedure no 2.
	Ledger Totals for Payroll
Lists all ledger accounts in order as allocated in payroll processing.
	Group Certificate Print
Prints group certificates in selected ranges. Ensure that all details are correct (especially dates) and amounts.
Do a practice run prior to using the pre-printed stationery provided by the Tax Department.
	Terminated Payroll Totals
Lists terminated employees with date of termination.

	International Payroll Menu
	International Pay Batch Data (Corporate or as module)
Use this form to set the international payroll run dates. Separate buttons allow entry of payroll data and the bank list transfer of payroll data.
	Inter Personnel
Report listing international payroll personnel for employee range and by carrier
	Inter Pay Slips
Report pay slips for a pay date by carrier and system and employee range
	International Detail Entry
Form allows complete data for international employee including that necessary for visa, next of kin etc
	Payroll Batches
Lists payroll batch data for a date
	Inter Application Form ENTRY
Similar to international detail entry but meant for the new applicant to enter data. Does not allow some data entry as regards to pay rates etc but does allow prospective employee to enter  their own details.
	Pay Type Codes
Form to enter international payroll codes: code and description.
	Deduction Codes
Form to enter international payroll deductions: code and description.
	Applications View
Lookup form to view international employee data only. This is geared towards a web interface where branches or agencies can view data but make no changes. Specific data is also hidden from this view.
	Driver / Carrier Statistics Payroll History
Special reports for transport industry:
1)	payroll data (US)
2)	payroll data
3)	carrier mileage summary
4)	driver mileage summary

	Human Resources MENU
	Job Position Descriptions
Enter the job position details that may be advertised or used by applications entry.

Position:	enter the position of the employee in the firm 
Department:	click on a choice from the drop-down department list
Reporting to:	enter the name of the person that the new employee will report to
Annual Salary:	enter the advised salary for the position on offer
No. of Subordinates: enter the number of employees reporting to this employee
Job Description: enter a description of the position in some detail
Job Active flag:	 press the space bar to set the flag to ‘X’ (yes) if position is to be filled
	Job Applications inc: Contract Letter
Enter the requested personal details, including references and experience on page two (accessed via the vertical ‘scroll’ bars at the right side of the screen). Choose from the ‘drop down’ lists where ever available. If a computer is set up in a room or foyer a job applicant can sign onto the system under ‘applicant’ and this is the only screen to appear. This means they can input their own data and by the time they walk into the office of the interviewer, the interviewer if on a network will have all their details.
	Official Warning and Advice Print
Select the employee number from the drop-down list, then ‘enter-through’ the remainder of the fields, keying the requested information. Print the warning notice accordingly.
	Reference Letter for Employee
Select the employee number from the drop-down list, several fields will be filled automatically by the system. Provide Termination Date and Referee Name if necessary. Review and/or complete the reference text as appropriate.
	Review of Personnel
Select the employee number from the drop-down list, certain fields will be updated automatically by the program, from the personnel file. Complete the remaining fields providing the requested information as appropriate. This option should be used in conjunction with the employee reviews, as an on going process. The resulting report will form part of the employee history, documented on the system and easily accessed by management for future use.
	Reviews of Personnel
Lists personnel who have been reviewed, warnings given, and future review dates.
	Training / Qualifications data
Lists training and qualifications data entered in the personnel file (sub-form).

	Products & Stock Control Menu
	Products Data Entry (Full Details)
The purpose of this form is to enter all the stock items both raw materials and  finished goods. Nominate the opening stock, minimum stock normally required and the average usage per month. This will provide automatic order or  production quantities, based on the figures entered by you. The basis is that order/prod  is the minimum stock + the average daily  usage times the lead days. Therefore when you  place an order, that quantity you require as minimum stock will be on hand when the order is received! Auto stocktake values are also given.
	
NB: For "live" unit stock balance.. When you post data to the history file a stock field is set to "Y"  (normally set to "N"). This will ensure the stock  unit balance shown below is the real-time balance. The opening stock will be the correct balance for the period stock, and transaction data after posting to history will reflect stock movements since...
	
Product codes are up to 15 digits (A/N) and should be established for all saleable products (whether goods or services) and for materials used in the production/costing process. By defining all the business products, stock control is able to be maintained by units and value. At all record entry forms “live” stock is available by entering the product code, then whilst the cursor is still in the product code field, double click to enter products and check balance on page 2. The owner can specify whether a product requires to be shown in the stock live area by clicking on the check box, include in stock .
	
Products are updated to invoices (usage), suppliers invoices (receipts), stock adjustments (breakages, reps samples etc), purchase orders, quotations, goods inwards (separate gate control of inwards stock/services), production standards (bill of materials), detailed costings, import costings, supplier product codes registration (linked to supplier’s “own” codes for allocation to purchase orders), production planning, job register, budget (products), stock history and manual stocktakes. 

Following is a brief description of field values to be entered or considered for entry.
	
Product code: 	enter a code upto 15 char (alpha/numeric)
Product group: 	combo list to lookup a list of codes
Product details:	enter a description of the product or service (updated across system)
Manufactured:	yes/no field defaulting to no
Preferred supplier: able to link product to a supplier code
Suppliers product no: optionally enter the code used by the supplier for this product. This is updated to the purchase order system
Cost price: 	this is the system cost price that all main calculations are based upon
Trade price:	default with cost price.. alter to cost less tax/freight as basis for tax calculation. (in Australia may be cost only with freight added into the cost price)
Last purchase price: shows the last price paid from suppliers invoices and the date applicable
Markup %: 	enter the markup value for the product in question to calculate sell price
Revised markup %: shows the actual markup % after sell price has been entered
Minimum sell:	optionally enter a lowest sell price.. TBS can “lock” pricing accordingly
Sell/charge price: this is the SYSTEM PRICE and must be entered.. RRP or list price
Sell2-6:		other selling prices
Price Break:	click yes if you wish to have quantity breaks that activate the selling price chosen at invoicing.
PB1-6:	ensure units entered in all price break fields if you choose to use price breaks. PB1(multiple quantity) gives sell2, PB2 gives sell3 etc to PB5 = sell6
Gross profit margin: shows gross profit percentage to sales... report lists the same information for review
Tax paid-Cost%: record the GST/VAT/BTW tax rate for supplier purchases and purchase order tax lookup (or as tax payable on supplier cost before arriving at a cost price ie: sales tax)
GST Tax%:	defaults to 10.00..(Australian conditions) or may be set to any default to suit the country of usage. You may also overwrite with tax % as required
Price to client:	shows sell price plus tax value
Lead time days:	enter the days required to obtain stock
Stock type:	choose the type of stock.. default is Finished Goods
Opening stock units: record the period opening stock units
Minimum stock units: record minimum stock allowed before re-order required
Re-order quantity: record the standard re-order quantity or production run quantity
Average usage: enter the standard usage in units for the product
Bin location:	record location identifier in warehouse/storage areas
Invoices account no: record the sales ledger account number
Purchases account no: record the purchase/expense ledger account
	
BUTTONS:
Wizard:	details multiple lookup forms that give sales, purchases etc by product and the actual breakup of the stock units
Glasses:	gives stock at branches
Aeroplane:	provides an import costing file for this product
	
TABS:
1) Pricing Information: lists main prices and tax percentages
2) Stock Data: stocktake, supplier and alternate supplier data
3) Bill of Materials: set up area and reports that list BOM and transfer to standards area for production and quote/invoice download
4) Serial No Control: stores serial number data and allows auto creation of new serial numbers. NB: you must have valid serial numbers in this table per product to enforce serial number entry at invoicing
5) Product Dimensions: set carton and inner dimensions as well as master code, job categories 1&2 (sort fields), grams weight etc
6) Ledger & Misc: set ledger codes for invoices and purchasing
7) Availability: able to set daily availability for products, alternate codes, picture that explains the product and item for credit etc
	Product Groups Entry
Product groups need to be established to categorise products and services in a broad sense. Product groups provide profit and performance data over these manageable groupings. ie: it is much more difficult to validate the profit return over say 3500 product lines individually, than say 40 product groups that may also have industry averages to compare against. For example in the computer industry a product group might be Hardware with a computer as the product. Any markup, discount, tax etc can be overwritten at Product entry level even at Invoicing. These markups etc are to be used as a guide. You may want to have the same as the industry standard or wish to achieve a certain level of GP. 
	
Group No:	enter a 2 to 3-digit alpha/numeric code unique for the product group required. Do not be concerned that the product group code be definitive because the description you enter next will be available at all data entry points.
Group Desc:	enter a clear description of the product group.
Markup %:	enter a markup (on cost) that may be applied to products of this group.
Discount %:	he discount level relates to the standard discount % available for products in this product group if any (default is 0.00).
Ave GP %:	will calculate based upon the markup % entered. You may also enter a known Gross Profit percentage , GP%, (if you know an accurate gross profit for this group) that will aid in extrapolating the total gross profit for a period and also allow verification against actual profit levels achieved.. ie: when an accountant measures GP% for a period it is usually by checking the known sales values for groupings, applying a known GP% and thereby verifying the total GP% achieved. Sales mix of products are often the main cause for percentage fluctuations and we are able to measure these if you enter expected GP%’s
	
Tax %:		enter any tax percentage that may be applicable for this group.
Update  Products: leave as Yes (X) to stamp new products with group information.
Account No:	choose an appropriate ledger account number for the sales area that this group belongs to. At products entry the ledger codes will default to this code but is able to be modified at product entry for individual product allocations NB: at system registration you should set defaults that will appear at product group entry as the default.
Acc No 2:	choose the purchases or cost area ledger account
	
Ensure the product groups entered cover the range of products and dissection of data required by your business not only now, but also for the short and long term needs of your business.
	Update SOH Balances
An important point is the ability to randomly take physical stock of any product item at any time, and through entry of stock date have stock history automatically update the appropriate data.
	
This is possible in this area as long as you enter the correct stock date. No transactions will be processed for stock movement at invoicing for the date entered. Therefore if you are entering a stock units and the balance relates to a stock count completed yesterday or before trading today then enter yesterday's date.
	
Some clients use the multi-location stock feature. Check what effect your updates have on this area. Full stocktake covers multi-location as does stock adjustments. Therefore if you need your stock by multi-location then we suggest making an adjusting entry at stock adjustments rather than an entry in this form.
	Manual Stocktake Data
This enables entry of stocktake data for a particular stock date in any random order as the system will summarise the stocktake and post the completed units to the products file. The stock live area is also automatically updated. The stock on hand date will be altered to the stocktake date and used by stock history to update for transactions at invoicing and stock adjustments after this date. 
	
Enter the stocktake date at the top of the form as the line entries use this date as a default. Choose the system number (default main) and the product number. Then enter the quantity.
	
When you press the Delete OLD Stocktakes button then 2 things happen:
1) original stocktake is sent to a backup (with facility to print)
2) creates a stock entry screen by dumping in 1 entry for every product on the product file and using the default system number entry NB: the field Stocktakes Done must be ticked (set to Yes) in the system registration area for this auto load procedure to work
	
A help screen will be available at data entry (? button). When you are finished entering stocktake data then press the Tfr Screen button where you are given a second chance to reflect if you are ready to post the final stock data by pressing/clicking the Transfer button. The Stock Rebuild button should only be used once the stocktake has been processed (through Transfer etc) and then rebuild the stock live file. This can be accessed via the products/maintenance menus but is added here for your convenience
	Stock History Update + Reports
This is a summary area for all stock transactions that are current namely stock on hand from the product file and all transactions from invoicing (customer / supplier) and stock adjustments that have occurred after the SOH date found in the product file. 

This procedure should be run as an end of day procedure when no further transactions will be processed with the same date as the SOH date.
	
The formula used is all transactions after the SOH date plus the stock on hand units. Click Update stock history button to process the stock history update. When completed you are able to click the stock history reports menu button which provides 4 reporting options: stock history data with orders, stock history totals with orders, stock history listing & a stocktake listing that summarises units and value.
	Stock Update from Suppliers
This is an internal TBS procedure where we define a stock upload process from a 3rd party source eg: your major supplier, where we take ASCII / excel / other data and reformat that information into a useable upload to the product file. This process can be tailored to your specific requirements. Contact your TBS dealer.
	Scanner Stock Import/Update
Procedure to allow scanning of stock into the TBS system.
	Stock Adjustments Entry
This area is used to record adjustments to the product file for non-invoiced items. eg: breakages, stolen items, promotion or representative samples where the stock adjustment would otherwise not be made through non processing of invoicing - ensure your stock unit balance is upto date.

It may also be used to alter allocations between stock locations as the system number is used as the stock location.
	Detailed Costing Worksheet
Enter the units & cost of raw materials, labour & overhead costs that make up a finished product. Page two for this form (page down) summarises these results and enables product cost and selling costs to be updated and automatically sent to the product file by answering YES at the adjust sell price field.
	Pricing Lookup
This feature allows the user to view the pricing on products categorised by their group product. Leave the * in the Product Group field to view all product groups or select a group if preferred. Click on the view button. The following screen will show the product code, product group and the product description with the 3 different sell prices. It will also show how many units are in stock and in what bin location. If the user wishes to view other products he/she can press the [PAGE DOWN] button to view other products in an ascending order sorted by group code. If looking for a specific product use the product lookup or code lookup facilities.
	Stock History Summary Screen
Run the stock history update prior to running this viewing screen. This screen is for viewing only and no data input is allowed here. This will list all products showing opening stock and each individual sales movement indicating invoice number.  Click on the report button to be able to select an individual product code and view the movements.
	Colour Entry
Form allows entry of colours used in product definition. Comes preloaded with a list of the most popular colours
	Sizes Entry
Form allows entry of sizes used in product definition. Comes preloaded with a list of the most popular sizes
	Generic Entry
Generic entry allows codes to be established that can be used as the initial part of the product code (ie: shirt before the addition of size and colour) or as a sort code. There is a very useful facility to enter six selling prices and the price breaks data by generic codes to have these update (click the Update Products button) to the product file where the generic code has been entered and matches where the active record before clicking the Update button. Being able to update by generic code is especially useful where many stock items of the same cost/sell need updating from one area.
	Product Mass Updates MENU
Button to open this main update menu (explained following)
	Product/Stock Report MENU
Button to open this main reports menu (explained following)
	Update Sell Prices
This feature allows the user to easily update product sell prices by a certain percentage.
	
Select a product group code (All products within the product group will be updated) or leave the product group blank to update all products. The user can nominate which sell prices are to be updated by clicking sell price 1 and/or 2 and/or 3. Enter the percentage increase (if wishing to decrease the prices enter a negative value). Click on the function button at the top of the screen to run the update. The system will tell the user how many products are being updated.

	Product Mass Updates Menu
	Stock "Live" Control
Rebuilds Stock Live file with product opening stock and transactions after stock date on product file.
	Stock Valuation (Period-End)
This are allows stock to be have a “write down or up” figure.
Run the Update stock history first. The dates on this form will change if you exit and re enter the form. After running the update enter the period range you wish to look at. Step 1 will show your stock units at present. Use the review button to view data on a regular basis, as you will not be posting data each time as would happen if always clicking on step one. Step 2 will ask for an adjustment percentage to be entered if not already done. If wishing to mark stock down enter a negative amount. This will adjust the amount of units by the percentage entered. Use the review button to view details. 
	
By running step 1 & 2 the orginal data held in the product file is not affected. Step 3 is only if you are really sure that you wish to transfer the new product units to the product file to reflect your tax file adjustments. It will also post existing stock unit balance to the last stock field in the products file before overwriting the new stock on hand figure. TBS DOES NOT RECOMMEND DOING THIS STEP.
	
The O/S transfer button will show Units from stacktake against units now in product file.
	
If a reversal is required go to Products/Reports/Update opening stock products and click the reverse SOH button. There is no need to enter or alter the date range within this form.
	Update Sell BY Group + Costs
This feature allows the user to update the selling prices, tax %, trade price and cost for tax  of a product, by product groups. Leave the product group field as a * for all product groups or select a group, then click on the view button at the top of the screen. Enter the new details then exit. The product file will be automatically updated with the new pricing.
	Update Product Usage per Month
This feature will allow the user to compare usage figures for month, or date range entered. It will look at the figure entered in the product file as average monthly usage and what has actually been sold. Enter the parameters asked then click on the List & update button. It w ill only update once you leave the next form. The next form will show a list of products, the average usage on file and the sales average use per month. If the user wishes he/she can change the average usage figure that appears in the product file.
	Transfer Sales/Purchases Data to Customer/Supplier History
In the customer and supplier entry areas there are wizard buttons that will show the respective histories. For the information to appear there it must be transferred from here. Enter the date range required, type GO and then click the history data transfer button. This should be done on a monthly basis. Next to the start and finish dates it shows the last time the files where updated. Be careful not to post the information twice by running the procedure again for the same period. If this does occur the user can delete to history then repost the information.  To delete the information simply enter the date range, type GO and then click the delete History data button.
	Costs/BOM/Maintenance MENU

	Update Product Group to product File
This procedure will replace a pre-defined product group within the products table with a new product group. This is a maintenance function if you change the product groups after entering data.
	Update Tax Paid % to GST Tax %
Code to update tax paid % in the product file with the GST/VAT/BTW etc tax rate from the product file
	Price Matrix - Price List for a Customer CORP/BUS ACCOUNTS
Choose a customer code and the system will provide a price list defined for this specific customer
	Update Price Matrix Pricing   CORPORATE/BUS ACCOUNTS 
Price matrixing presents extra opportunities for specials, corporate pricing. It is possible through a procedure we have defined to set up the entire area with all products and price matrixes which then can be updated as required.

You may also set up price matrixes for certain products (ie: specials) and then set the price matrix code at the customers you wish to have these prices.
	
NB: We feel that the pricing opportunities provided as standard are sufficient for most pricing needs:
1) ability to set 3 levels of selling price by choosing Retail, Retail-Min or Corporate at the customer file to refer to Selling Price 1,2 or 3 respectively
2) able to set price breaks for a product by setting the price break field to yes (ticked) and then ensuring the price break fields. ALL have a unit value and that Selling prices 2 to 6 reflect the pricing you wish to use when the quantity ordered by the customer falls into the appropriate price break category
3) the most important ability is to set discount rates by customer type. This can be done at customer level but is better completed as a maintanance item (customer price maintenance button on customer main menu). In this area you set the pricing levels and then allocate to your customers. You define a standard discount rate per product group per customer type and then have a control procedure update all customers in 1 process. NB: individual customers with special pricing may be blocked from this mass update. You ensure consitancy of pricing and correct profit margin control
4) set pricing by product locked by a use by date which allows for contract pricing and will override all other pricing
	
Should options 1 to 4 not be enough then the price matrixing we have defined will give the ultimate in pricing control. For some industries such as fresh food products, some service industries or those with dynamic prices that change daily/weekly price matrix is the only method to control customer pricing.
	Matrix Codes
Form allows data-entry of price matrix codes and a description of each to aid in data-entry
	Set-up Matrix Area
Once only screen that allows extrapolation of the product codes with matrix codes to a price matrix control section. This avoids much of the setup and should be run once all product/matrix codes have been entered. You will then be presented with a form that shows the matrix categories for each product and allows price updating in one area.

	BOM Product Maintenance
	Update Cost Prices (Future Cost/Invoices)
Choose the date range and product code range required for the various options. Future list button shows all products within the range entered as to future price increase. Update future button will update the product cost on file with the future cost price.

The update ex suppliers button will update the product file cost on an averaging basis taking into account stock on hand value and the value of purchases within the given period. Take care with the date range entered that you don't overlap periods and distort the average costs.
	Stock Type / Item for Credit Updating
This form lists all products and allows you to update the stock type. Whilst the default if "finished goods" you may need to record labour process or raw material, Sub-assembly etc by referring to the list provided
	Product Maintenance
Form opens product file for individual product maintenance
	Adjust BOM Item Pricing
Step 1 in the update of the BOM pricing to associated cost prices in the product file and listing of areas to be covered. Able to ignore list because you will need to run step 2
	Adjust Main Cost Prices
Step 2 that updates product costs based on BOM costings. For each pass of steps 1 and 2 the product file costs to 2 levels are updated. Therefore if you have 6 levels then run steps 1 & 2 three (3) times. The total product file will be updated and also allows 'what-if' type calculations by say altering a labour rate, running the update costs procedure, check the results and expected profitability to decide the scope of change.

Let us look at a case study:
Client of TBS had a large labour component in product costs which equated to approximately 30% of costs. Due to the product mix and expected sales volume it was hard to predict where off-shore set rates per product item and in fact importing the complete item would have on costs and subsequent gross profits.

Solution: put in the off-shore labour rate and run the step 1&2 cost update to update product costs and then run the profit projection report. This provided a quantified net savings that determined the success of the proposed venture. Hence decisions were made on tested fact not a 'gut' feel that all would be well. Too many businesses die on gut feel!
	Product Maintenance (Weight)
Form highlights all products that have a grams entry and checks against related bulk products cost. For example you may buy ham in a 5kg roll and have slices costed for sandwiches. By having the grams for both products entered, they will appear on this least and you can check the gram cost for both products.
	Daily Product Availability (if used)
This form allows updating of all products for daily availability where applicable. For example you may be a restaurant and you wish to alter the daily menu. This screen presents each product with 5 boxes from Monday to Friday and an alternate product code (if applicable) to show other product that can be recommended as a repacement/alternative to the current product.
	Product Check Pricing
This report provided in this costing area for convenience. Explained below at Products List + Blank Stocklist.

	Product/Stock Report Menu
	Products List + Blank Stocklist
This report will list all products in product code order under product groupings. If required, a certain product group can be selected. Leave product range as the set default if wishing to view all products. Click on Stocklist blank button to produce a list of all stock items with no value set in the quantity column. This is useful for manual stocktakes. 
	
The Products with prices button will also show all products by product groups, however, this report will list all cost prices, sell prices (standard), gross profit % and the supplier.
	
Another report lists products in order showing old sell and new sell
	Products by Bin List
This report will list all products by bin location showing product codes and product descriptions. The default is set to show all products.
	Detailed Costing List
This button will produce a report showing all products that are entered in the detailed costings area.
	Manual Stocktake Listing
This report summaries the stock manually counted and entered into the stocktake registry. It will show the products, quantity, cost price and stock value as of the stocktake date.
	Update Opening Stock-Products
When you have run stock history update and you are happy with the unit value shown, in lieu of a physical stocktake you may care to post the net stock values as the new stock on hand. ie: This can be especially useful as an end of month procedure to minimise transaction information on the stock live file. Simply enter the date range required (start date should be after your last stocktake date) and the system number before clicking the button Run transfer of stock on hand unit balance. NB: This process is fully reversible for the product file by clicking Reverse stock on hand update button. 

An another button titled Stock variation units report may be run after the update process to give a listing of products and their original stock on hand value and current stock on hand value. This provides a clear picture of movements in a month / period and to the experienced factory manager etc gives extra control. The unit variations will also be shown in this report.
	Price Lists - 5 Formats
This feature has 3 main functions -
1) to list the standard sell prices for all items irrespective of client code
2) to provide product lists (3) relating to client and client buy code.
3) list products by specific product group in a special report
	
To obtain the first report just click on the Standard Sell button without entering any Customer no and leave the product range set to the default for all products. This report looks at the status settings of the PriceList Status file which you may alter by clicking the Set Status button and clicking Include where required 	For the second type of report enter a Customer and click on one of the Sell price reports (1,2 or 3).
	For the third option choose a product group and then click the printer icon.
	The Generic Price List button allows you to look at the generic products entered and how they can effect sell prices 1-3. This is for reference only and changes should be made in the form Generic Codes.
	Stock Adjustments
This report will show all adjustments that have been made in the stock adjustment file
	Product Group Listing
This button will create a report showing the different product groups, their description, markup price on the standard sell price, Discount %, Ave GP% and the markups on the two other sell prices. It will also show where they have been updated.
	Stock Valuations
This report will show a number of different reports relating to stock live. Enter the product or product range which is to be viewed. Enter a date for when the stock data is relevant. All reports show something slightly different and should be used inconjucntion with one another to achieve an overall synopsis. 
The 1st report is found at the top of the screen. This will list all products showing opening stock units, cost price and stock value. The 2nd report, being Current ‘live” stock will show the current stock situation. The 3rd report will show the average profit made on each product while the 4th report is showing the current net value of the stock live. The 5th report, being stock reconciliation, works on the date parameters entered. It shows The openings units of stock and how many units of stock have been sold.
	Actual Stock by Bin Location
This report will list the actual quantities of products by bin location. Make sure stock update has been completed before clicking the Report button.
	Alternate Suppliers Report
Lists products with alternate suppliers if defined in alternate suppliers seection.
	Serial Number Tracking
This area allows the user to track  serial numbers. The first button will list all serial numbers that have been entered into the products file showing product code, model numbers, in & out dates. The second button will list all serial numbers used in a transaction area, such as invoicing. It shows the serial number, product code, transaction area and date. 
To run the third button a valid serial number needs to be entered into the space provided. This button will show whether the serial number has been entered into the product file and/or entered into a transaction area.
	Available products report
This report will present stock items with units available and a status of where the product is at as regards outstanding purchase orders, imports, invoicing, invoice orders etc
	Other Items Menu
Following buttons appear on this menu with explanations following thereafter.
	Controls
	To Do/Follow Up
	Marketing
	Contacts/Letters
	Hire / Consignment
	Utilities
	Business Plan
	Fixed Assets

	Controls Menu
	Period Management Control Reports
This area has many features that provide useful control information that can give management an overview of how many transactions are occurring over a given period. After entering the date range and system No (leave blank if wishing to view all businesses) click on the Transaction Processing Unit -totals button to obtain the above transaction results.
	
The daily report will list a total value summary (rounded to the nearest dollar) of all transactions relating to customers invoices, suppliers, banking & payments by each individual date within the date range.
	
The weekly report provides the same information as above but in a weekly manner. 
	
The summary report showing averages button will show Total Value of Invoices, number of invoices raised & average invoice expenditure. The same will be shown for Supplier invoices. The report will list by day, for the chosen period date, only showing dates that have had some form of transaction relating to Customer or Supplier invoices.
	
The period date button will summarise the totals, for the chosen date range and besides displaying the information in a text format it can also be viewed by graph. The monthly report will do the same only on a monthly basis.
	
The Budget comparison button enables the user to create a special control report that summarises GLA data and Budget monthly data to provide a balance sheet values summary budget. This is not part of the budget area but a special control used by accountants and management. Enter a date range next to the Budget Comparison button to set the date range for this function.
	Reconciliation of Debtor/Creditor
This feature will allow the user to view either a chosen Supplier or Customer and see the transactions relating. If viewing a Customer the report will show all invoices, amounts and paid status plus all Bankings (shown as a negative amount) for the specified period. The report summarises each area (invoices & banking) then shows the difference between the two.
	
Similarly, the report for suppliers will do the same function, however, it will show payments (as a negative amount) and invoices relating to the chosen Supplier.
	Group Ledger Accounts Summary
This function will give group ledger account balances sorted in order by the dates specified in the entry screen. It will post data from banking, payments, journals, Customer invoices (sub form area) and Supplier invoices (sub form area) to provide the grouping overview.

This function does not affect accounting or stored data and as such, can be run anytime.

If wishing to view all group ledger accounts have the start No as ASSESTS and the finish No as LIAB’S. The summary button will provide a total summary value for each ledger group, whereas the detail button will list all transactions, in date order, relating to the specific group ledger.
	Daily Management Controls (Reports)
This form will allow the user to choose a date and it will update balances from various areas, such as cashbook, invoicing & payments. There are two reports that can be run. 
The first report is a daily report. This is very useful for branches that have to send information to head office daily. The second report will provide a summary that lists daily figures between 2 entered dates.
	Graphs (Various Business Graphs)
There are 4 different graphs the user can look at, relating to sales. Enter the date range and enter an amount in the value field. The amount entered should be the lowest value criteria to be used within the graph. Eg All sales above $1000.00. This field affects graphs 1,2 & 4.

The 1st graph shows sales by product group.
The 2nd Sales by major customers. This is very useful in quickly seeing which customers are purchasing the most (in dollar terms).
The 3rd graph will show total sales for the last 6 months and is very useful in observing any major drops or rises in sales. This might alert management that certain times of the year are better than others for sales which then may affect advertising budgets etc.

The 4th graph will show sales by main products above the nominated criteria value.
	To Do/Follow Up Menu
	To Do
This feature will create a to do list. Enter the details as requested. In the time field enter a set time eg what time the meeting is, or leave it as the current time. If the time is for the afternoon enter the time in 24 hour clock mode (eg: 14:00 for 2PM) then click on the TO DO button. This will create the report.
	
Once a task has been completed click the box under the heading of completed. This will produce a [X] symbol in the box indicating it has been completed. Next time the report is accessed this item will be deleted.
	
You are also able to link to customers and suppliers codes
	Follow Up
This area records all follow up data, which has been generated from Contacts, marketing & quotes.
It provides name, telephone number, date called, next follow up contact, type of contact and from what area it has come. Clicking the follow up button can generate a report.
	Marketing Menu
	Marketing Events / Contacts
This feature allows the user to control data that has been gathered through marketing events such as letter drops, phone polls etc.
	
To enter an event double click on the event field. This will drop the user into the marketing Events entry screen. Enter details as requested. In the follow up box enter a follow up date. If immediate follow up is required (eg: potential large new client) check the Urgent follow up box to []. By entering a follow up date this will initiate a request to send this information to the follow up file.
	
In the green details area at the bottom of the page enter date for action, the type of action (eg telephone call, sent letter etc) and any details. To be able to mail merge, to print a standard letter, there must be an action code of Std letter and the, LETTER, marked as []. A letter Code also must be entered to produce a letter. To produce a letter see Mail merge ex marketing events.
	
Clicking onto the list button will generate a report that can be for a specific marketing event or for all marketing events.
	Define Standard Letters
This is the area where standard letters are created. Give each standard letter a unique code then type the letter. To create a new line press [CTRL] + [ENTER]. A standard letter can not have fields inserted into the body of the text. Eg wanting particular information about a client to appear within the letter. If wishing to do the above export client details into a word processing program like Word.
	Mail Merge ex Marketing Events
This button will create the letters designated for printing from the marketing events. It will allow the user to preview the letter(s) before printing. You can set up standard letters for customer welcome, marketing initiatives, price increases etc and then refer to these (by letter code) to link to customers etc
	Exhibition Entry
This feature is useful when involved in an exhibition. It allows people attending the exhibition to enter there own details and express the areas they are interested in. Areas might be different displays or products. The listing button only appears under owner and management levels.
	Specifications Entry & Report
This is a very useful tool on comparing your products or services to that of a competitor. Enter a print group number. This will allow the user some flexibility in what is reported as the report can be for all print groups or just a specific print group. Enter the different categories that you wish to compare. There are 4 area columns. Each box has the choice of YES, NO or a blank entry data. The categories with only blanks in them will not be printed. Normally you would allocated area 1 to your product /services and the other others to your competing products.

This report does not necessarily have to be used for comparing your products against a competitor. It can be used for comparing differences within your own range. Eg Basic model, intermediate or advanced model.

Once the data has been entered click on the Report button. Enter headings for the different areas, select a system no and the print group range. The default is set for all print groups.
	Club Points / Reward System
This allows a business to create their own loyalty rewards program based on gross sales. 

At the bottom of the page there are two buttons. Click on Enter new club levels to enter levels. These are the names of the different levels such as Gold, Silver, Bronze etc. Click on the Enter club points per reward level to allocate the number of points per level. Eg Gold 3 points, Silver 2 points and Bronze 1 point.

	Contacts Manager Menu
	Contact Details
This utility allows the user to control various sort of contacts.
	
Under the main business Details enter the data as requested. In the Your ID field enter the users name or ID. A search can be done later on using this field. In the status field choose the type of contact they happen to be. The fields Customer # and Supplier # are automatically updated when the contact has been transferred to the appropriate area (See transfer contact details to Customer File & transfer contact details to Supplier File).
	
Enter the contact information such as lasted contacted, contact type etc. By clicking on the Contact person’s button you will be able to enter personal details about the contact eg First name, Surname, position with business etc. The box letter must be marked [x] and a letter code chosen as to be able to mail merge. Click on the contact data button as to be able to record the detail of each contact with the prospect, new client etc. The user can double click on the action field to input additional action codes.
	
The user can lookup a contact by; lookup name, lookup cust # or lookup supp #. The lookup by name will bring up all contact in alphabetical name order. The lookup by customer # will only look up the contacts that have been transferred to the customer file. The same applies to the suppliers Look up.
	Define Standard Letters
This is the area where standard letters are created. Give each standard letter a unique code then type the letter. To create a new line press [CTRL] + [ENTER]. A standard letter can not have fields inserted into the body of the text. Eg wanting particular information about a client to appear within the letter. If wishing to do the above export client details into a word processing program like Word.
	Status / Action Code Definition
This form allows additional action codes to be added. Some additional action codes might be E-mail, send card etc.
	Business Type Definition
This form allows additional business types to be entered. This form is assessable by double clicking in the appropriate fields within other forms such as Contact Master and Customer Entry.
	Report: Contact Master Listing
This report will show all contacts, plus their details, grouped by the contact type. Eg prospects, Customers, suppliers etc.
	Report: Telephone/Contact Listing by ID
If the YOUR ID field has been used in the contact Details entry the user will be able to run a report listing only those contacts relating to them. This report will also show all the contact details of the contact.
	Report: Create Merge Letters
This facility allows the user to use the contact or customer database to create a mail merge.

Click in the select source either Contact Table or Customer Table. Once selected the user can mail merge to all in that database or to a particular business. If wishing to merge all, leave the Contact or Customer fields as * otherwise select the appropriate business from the drop down boxes. Select the letter code and click on whether the letter will be printed on letterhead paper. Finally click on the Merger Letters button. A preview of the letters will be displayed before printing.

This facility will also allow select mail merging. If using the Contacts database the user can chose to send a letter to a particular type of contact (eg prospect) only and/or a specific industry type.

The same can be done from the Customer database, however, the Status field disappears when the Customers database is selected, as all within that database are customers, not prospects or the alike.

The user can click on the Set Customer Industry Type button as to be able to allocate an industry type to all customers without returning to the Customer Data Entry screen.
	Fax Entry and Letters
The fax and letter facility allows you to process and store contact data to customers, suppliers and others. A real benefit of using our fax/letter program is having a record of correspondances and being able to search for specific letters by customer and message etc
	
You can choose a customer code or a supplier code to have the header data auto fill with name and address details. Simply press Enter at the start of the address (puts on new line) and city/suburb. Enter a saluation in the field nominated and then the main body of the text in the box marked Fax:

Type in text and then press Enter when you wish to put text on a new line. Adjust the Footer as required and then choose one of the print options:
1) Letter   	uses the system registration details as a letterhead
2) LH Letter   	use you own letterhead for letter format print
3) Fax   	use our preformat fax layout for your facsimile print
4) LH Fax   	use you own letterhead for fax format print
5) Email/Direct  allows sending fax/letter by email etc
	Updates new customers and suppliers
Update contacts data with suppliers and customer data to have a complete contact listing incorporating prospects, other  contacts, debtors and creditors
	Transfer Contact Details to Customer File
This button will bring up the Contact status change - Customers form. If the user has specified that the contact listed in the Contact Entry area is to be generated into a customer (done by entering “customer” in the Status field in Contact Entry) that business will appear here. Click on the Transfer to Customer File field. An [] means it will be transferred.  If there is an existing customer with the same code as the new contact the system will ask the user to enter a new code for the new customer. The user can use the customer lookup to see what codes have already been used.
	Transfer Contact Details to Supplier File
This button will bring up the Contact status change - Suppliers form. If the user has specified that the contact listed in the Contact Entry area is to be generated into a supplier (done by entering “supplier” in the Status field in Contact Entry) that business will appear here. Click on the Transfer to Supplier File field. An [] means it will be transferred.  If there is an existing supplier with the same code as the new contact the system will ask the user to enter a new code for the new supplier. The user can use the supplier lookup to see what codes are already been used.
	Hire / Consignment Menu
	Hire Entry
This hire / consignment facility allows a business to record and control hire items. It is a single item hire module meaning that for every hired item there must be a new entry completed. (A Multiple hire option is available by contacting TBS software).

Enter details, such as debt No as requested. In the equipment details area choose the product that is for hire. Note that in the products area the goods must be marked as a hire item and the amount available for hire entered. (See Products Entry). Once a product is selected, select fields are updated with data such as equipment units, day rate, tax % etc. Enter any insurance percentage or straight dollar value and /or any discount %.

In the timing requirements area enter details relating to the time of hire, term of hire, pick up time, finish dates etc. If the appliance has meter reading capabilities the figures can also be entered here.  Enter the status of the hire in the status box. This must be set to Complete when wishing to send information to invoicing, except when hire is based on a monthly, yearly or contract periods as to allow part transfers. The ? button will explain Hire Charging Method.

There is an area called Account Payment Details for Non Customer hire, which is used if the hirer is not an existing customer of the business and is not likely to be one in the future.  Enter deposit amounts, how it was paid and comments (to expand the comments box press [SHIFT] + [F2]) then enter the final payment details.

Enter the sales information of sales person and the area that person belongs to. The Hire Totals / Ledger accounts will be automatically updated. The fields Hire docket printed and posted to Invoices will be automatically up dated when those functions have been activated.

There is also a specialty hire system for the corporate area.
	Report: Update Hire data to Invoicing
Click on this button to send the hire information off to invoicing. Only send to invoicing when the hire is complete and that status box reflects this. Click on Completed Run at Anytime button if invoicing is for day or weekly hire, and make sure the date period covers the date of the hire. Only click the Monthly Run ONLY at month end if processing monthly hires.
	Report: Invoice Balances Entry
Only use this facility as an overview to see those invoices relating to hiring.
	Report: Hire Agreement Print
This function will allow the user to print hirer agreements for a chosen customer that has not had an agreement printed from the Hire Entry screen. If needing to do a reprint of a hire agreement change the status on the hire Entry screen to printed = no [  ] then do the reprint.
	Report: View Hire product status
This report will list all products showing how many units have been designated for hire, how many have been hired and how many units available for hire.
	Report: Current Hire Status by Client
Select a client then click on the report button. This report will show what products have been hired for the particular customer.
	Report: Monthly Summary of Hire Section (2reps)
There are two reports. The first report (click on Fin Data by type button) will summaries items hired by hire type relating to hire period. Eg Day, week, month etc. The second report (click on financial report button) will show the summary by customer.

	Utilities Menu
	Car Log (Kilometres and Costs)
This utility allows the tracking of car useage for business purposes. 

Enter the car registration, date of journey, opening speedometer reading, closing speedometer reading and details relating to the journey.  The system will automatically calculate the amount of km’s/miles travelled. Click the check box to indicate whether the trip was for business or pleasure. Costs associated with the trip can be entered as a single value. To produce a report simply click on the car log report.
	New Product Breakeven/Cost
This utility allows the user to study the break-even amount of units on a proposed new product. The user can enter each component of the new product in the New Product item area. If the component has units relating to it enter the figure in the units column and leave the hours field as 0.00. Enter the cost per unit. If inputting labour enter the hourly charged rate in the unit cost column and the amount of hours in the hours column. The total cost for the new product will be automatically calculated.

In the main area of the form enter the proposed amount of units to be manufactured (or bought) & the expected sell price. This will calculate the estimated revenue.

With the above information entered the system will work out how many units need to be sold to cover development costs and how many units are required to break-even covering all costs.

The user can test different sell prices against associated costs to work out product risk.
	Loan/Lease Payment Calculator
This worksheet will help the user work out repayments on principal / interest loans as well as interest only loans.
	
Enter the principal amount and a residual percentage (if applicable). If a residual percentage has been entered the residual amount will be automatically calculated. A figure can be directly entered into the residual amount field if necessary. Enter the interest rate and the amount of months the loan is over. The system then will automatically calculate monthly repayments, annual repayments, total sum payable, total interest payable, annual interest and monthly interest. Separate figures will be given for monthly repayments in advance of interest and in arrears. Annual payment loans are also catered for by entering the number of payments in the annual field.
	
If calculating an interest only the user must enter data in the principal amount and interest rate fields. The results are shown at the bottom of the page showing annual interest and monthly interest. If you need to borrow money from a financial institution then check your requirement in capital to the loan repayment value needed monthly and ensure you can meet the loan repayments BEFORE going to see the lender. If you have done your homework then getting money is as simple as buying petrol... your banker or financier is selling money to those who can repay. Hence do the sums yourself rather than letting a bank manager tell you that you have the capacity to repay a loan. Most people are scared of financial institutions, especially banks, but they are only selling a product just like you!
	Quick Pricing Worksheet and Print
This function allows for very quick quotes where someone just wants to have a rough idea of the price. This is a non-linked calculator. A product, especially if it involves numerous parts can quickly be assembled and a price given without it impacting on quoting.
	Bar Code Generation
This feature allows printing bar codes for products, customers etc in many formats. TBS provides a barcode font to help create bar codes and this facility has been expanded for many clients to suit their specific needs. Speak to TBS for any special requirements.

We recommend the purchase of a bar code printer to make this task easy and efficient.
	Wages On-Cost Calculator
This calculator allows a business to work out how much extra (expressed in a percentage) is added on top of an employees normal wage allowing for leave, taxes, super etc. It is important to take this sort of information into account when budgeting.
	Gift Voucher Entry
Enter gift voucher numbers and who they are allocated too.
	Importing Costs Calculator
This worksheet is useful in keeping a record of importing activities and the likely costs associated with it. Enter the information that is required. LC No stands for letter of Credit and LC/Ship Value stands for letter of credit or shipment value.

At the bottom of the form there is a multi currency facility to work out the value in a foreign currency.
	Audit Control of Debtors + Report
This facility is a stand-alone feature. It allows managers /auditors to view a debtors balance without impacting on the rest of the system.
Enter all invoices filling out all spaces provided for each invoice. Normally one would enter all invoices raised for a given month. Enter No in the paid field. Click on the report button. Make sure the date range is applicable and make sure the Paid button is also no, then click on the internal report button. The report will list all the invoices entered. For the following month enter all invoices plus mark off any that have been paid from the previous month. This time when running the internal report the user can click run two reports. One showing NO in the paid field and one showing YES.
	Audit Control of Creditors + Report
This facility is a stand-alone feature. It allows managers /auditors to view a debtors balance without impacting on the rest of the system.
Enter all invoices filling out all spaces provided for each invoice. Normally one would enter all invoices received for a given month. Enter No in the paid field. Click on the report button. Make sure the date range is applicable and make sure the Paid button is also no, then click on the internal report button. The report will list all the invoices entered. For the following month enter all invoices plus mark off any that have been paid from the previous month. This time when running the internal report the user can click run two reports. One showing NO in the paid field and one showing YES.
	Sales Tracking Information/Control
Use this feature to only record sales information, especially those that are sales representatives. Enter the details as applicable and use the built in search facilities to find information.
	Transactions Worksheet
This will give a quick summary as to how many transactions one might expect to do over a given period of time.
	Cash Tracking Form
This feature is not linked to the rest of the program. It is used for basic cash management especially for things like work social club etc.
	Costs and Expenses Record
This feature is useful when purchasing items especially on behalf of clients. The user can track the outgoings until they have been re-imbursed. This feature is not linked to the main system.
	Ledger Budget Calculator
This budget calculator is many used for expense ledger accounts. Enter details as required. Once an amount has been entered into the increase field (expressed as a percentage) the new budget and budgeted amounts are updated. Once the actual totals are in enter the figure and the difference will be automatically calculated.
	Sales Profit Calculator
This tool allows the user to have an area to analysis different situations relating to sales.
Enter the sales period, month, year etc and the number of working dates. Enter the product or area, the sales total amount & the gross profit in dollar terms that is to be made. This will calculated the GP%. Enter any sales or GP multiples. On paging down the user is provided with a summary. Manufacturing adjustment figures can be added as well as an expense %. The summary will show the net profit per day and how many units it will take to achieve that target.
	Income and Costs Budget Analysis
This utility is useful in planning or recording income and cost items. This feature is not linked to the system.
	Report: Accounts Budget Summaries
Click on this button to produce reports relating to the budget figures entered in the ledger Budget Calculator. Enter the appropriate date range and click on Summary for a summary showing percentages of total budgeted amounts or click Data for details listed by ledger account number.
	Report: Budget vs Payments Actual
This feature will report the figures listed in the Budget ledger calculator against those processed by the actual system. Enter the applicable details and then click the report button.
	Budget vs Creditors Actual
This feature will report the figures listed in the Budget ledger calculator against those processed by the actual system. Enter the applicable details and then click the report button.
	Future Posting Entry
This form allows you to enter costs that will occur in the future. We do not use this form in our standard TBS procedures but some people appreciate a summary area as a ‘mental tickler’.
	Report: Future Postings List
Report lists future postings entered.

	Business Plan Menu
Completing a Business Plan is probably on of the most important things a business can do, especially a new one. It is a document that will allow the business to create a clear view of where the business is heading taking into account all likely factors that may influence the business. Business policies, future sales, growth projections and likely expenses are all taken into account. It is advisable for a business to review its business plan every 6 - 12months to see if targets and objectives are being meet. A Business Plan may need to be altered due to influencing factors.

Follow the Business Plan step by step until you have created a full business plan.
	Business Details
Form allows entry of main business details
	Sales Items/Budget
Enter sales budget categories and values
	Expenses Budget Plan
Enter costs relative to budget periods and business profiled
	Profit/Loss Projections
Project P&L’s for a 3 year period using the worksheet provided
	Balance Sheet Projections
Projects balance sheet items
	Policy/Procedure Definition
Define policies or methods of task completion (procedures)
	Reports - Business Plan
Reports will summarise the data entered
	Report: Business Plan Checklist
Lists those items to be completede in a successful business plan
	Report: TBS Control Points Checklist
Lists business control points necessary for sound business practices

	Fixed Assets Menu
	Asset Register
Enter all assets here. Use the main form for depreciation items and click on the downward black arrow button to record non-depreciable items.  Enter details. Double click down on Group category to enter new categories or choose from the list. Select the asset status from the list. WDV means write down value.

For a new product choose New and enter the date of purchase and purchase amount. Choose the type of depreciation used (diminishing value or fixed rate) and the applicable rate of depreciation. Deprec. calc is our estimate of the deprectiation to be charged and you can enter this in the Depreciation field or enter your own value. NB: Assets should be carried forward in full dollars/pounds/gulders only so write off any cents adjustments in the first year's depreciation.
	
After the 1st year transfer the closing WDV to this field. The group button will list assets by their group category.
	Asset Groups
Enter any new asset groups here. This area can be accessed through the asset register by double clicking in the Group category field.
	Assets (Non-depreciable)
This is the register for non-depreciable assets. Clicking the black downward arrow button founded in the Asset register can also enter this.
	Equipment Maintenance Control
This feature allows a business to monitor equipment maintenance. Enter the asset item (equipment) as the main heading then all parts that relate to the asset including labour costs. You are able to enter when it was last serviced and when the next service is due. A report can be produced showing material and labour costs involved in the maintenance of the asset.
	Asset Listing (Transfer to New Year)
This feature will print a report listing all assets in number order for the chosen business.

The other feature is the re posting of assets for the New Year. The transfer asset data button will create a new enter for each asset listed and after update adjust each record for depreciation values.
	Depreciation Schedule
This button will list all depreciable assets in number order for the business required for the chosen year.

	General Ledger Menu
	Record Entry Menu
Menu button where features will be explained later.
	Reports Menu
Menu button where features will be explained later.

	End of Month Menu
Menu button for end of month routine.
	Archive/Check Data Menu
Menu button for archiving main data and also checking core data against GLA (general ledger analysis). Options include:
1)	archive data for a specific period and also create an automatic period end journal as new opening entry
2)	archived data reports to analyse old data
3)	system checks where current core data is checked against accounting consolidation in GLA
4)	control checks of core data for invoicing, receipts, payments, supplier invoices, journals
5)	audit trail print and deletion procedure for old audit data
6)	balancing procedure to force invoice line item totals to invoice main total (this requires that you always use line items and wish to correct a network/computer spike/other reason inbalance
7)	delete old cheque remittance data before a date you enter. TBS posts cheque remittance data to a file for cross checking your supplier invoices against payments and needs to be cleared of old useless data. We allow you to decide when you wish to delete in case you wish to maintain old data in excess of financial year data.
	Reconcile CUSTOMERS & SUPPLIERS
This is an advanced reconciliation of the appropriate debtor or creditor subsidiary ledger to the general ledger. Data will be posted to a summary area from invoicing and payments/receipts areas and a review form will list all transactions and balances.

Several reports will provide an overview of the data to explain likely variances and to balance back to the total trade debtors or trade creditors control accounts.
	Transactions Integrity Check  (Debt/Cred/Products)
Only run this procedure when other users are NOT on the network. This button will check for incorrect customer, Supplier and product code usage within the following areas: Banking (receipts), payments, Customer Invoicing and Supplier Invoicing. This will check data throughout the program against valid Customer, Supplier and product codes and list only exceptions, which should be checked. For example run this feature when someone has deleted a customer code when valid invoicing data still exists. The system will not be able to report on a deleted customer code thus errors occurring in reports due to information not being available.
	Transactions Integrity Check  (Ledger Accounts)
Only run this procedure when other users are NOT on the network. This button will check for incorrect ledger code usage within the following areas: Banking (receipts), payments, Customer Invoicing, journals and Supplier Invoicing. This will check data throughout the program against valid ledger codes and list only exceptions, which should be checked. For example run this feature when someone has deleted a ledger code when valid data has already been posted to that account. The system will not be able to report on a deleted ledger code thus errors may occurring in reports due to information not being available.
	Import / Export Data
There are 2 sections to this area: importing, exporting and program update.
The first section allows you to import journal data from your accountant. The accountant should have processed journal adjustments and copied a file called TBSJNLS.MDB to your C:\TBSWIN  directory. This will have adjustments that you should take up and then run the appropriate reports as advised by your accountant.

The export facility will do two things. Firstly it will delete the original TBSJNLS.MDB from C:\TBSWIN before creating a new data structure. Ensure the file TBSJDEL.BAT is in the C:\  directory. (This file is not automatically loaded into the C directory. The file is located on the CD and should be transferred to the mentioned directory.) The second button will update the journal data ready for export. Ensure step one has been carried out prior to clicking the second button.

The third area is only for TBS use and/or use when instructed by a TBS dealer. The transfer Forms button will enable any new modifications or upgrades to be integrated into the system. Follow the instruction on screen.
	Update New Creditor/Debtor Code to Data
This procedure allows a customer code to be replaced by another valid customer code. It performs a search and replace function.
	
Supplier codes have a similar capability.
	BUDGETS MENU
Button to open budgets menu which will be explained later.
	Accounts (GL) Record Entry Menu
	General Journal Entry
Month end and adjustment journals can be completed in this section. This utility is also linked to the set-up opening balances and new period journals included in other parts of the program. When you need to affect a ledger balance that otherwise would NOT be modified by processing invoices, payments or receipts then a journal entry will be required. Enter the date of the journal, choose the system number, enter any appropriate heading and then enter debit or credit values with the allocations to the appropriate ledger (nominal) accounts.

This utility is particularly useful (albeit essential for some) to businesses that manage period account accruals.
	
BUTTONS:
Reversal Jnl:	Any journal can be reversed by clicking this button whilst in the actual journal to be reversed.  A new journal reversing all debits and credits will be created.  This facility is ideal for reversing period end accruals and other period end journals.
Copy Jnl:	You may have journals, which include data that is regularly repeated eg. Standing journals, an original journal can be copied with the current date using this facility.
To GLA:	This button allows immediate posting of a specific journal to the General Ledger Analysis (GLA). Note that these journals will not influence any reports until this posting has been completed using this button or the Transfer Accounts Data facility.
	Ledger Accounts Data
The General Ledger Analysis table in this feature details all transactions posted to the GLA by account number.  The Ledger Accounts Data button allows you to view all transactions, and the current account balance, for any account.  As an example if you enter accounts number 102 Cash at Bank you will be able to view every banking transaction and the current posted account balance.  Be sure that you have posted all transactions to date to the GLA to ensure the accuracy of this feature.
	
Note:	A number of General Ledger Reports summarise various parts of this information for performance analysis.
	Inter-company Journal (multi-item)
Form allows processing of inter-company transactions where one side may be one entry and the other side multiple entries. Think of a head office routine where a management charge is allocated to a subsidiary company. The main company may have one transaction acknowledging the management fee charge, whilst the subsidiary company may allocate the costs to management salaries, vehicles and departmental overhead costs.
	Inter-company Journal (single item)
For those businesses wishing to transfer account transactions between companies registered in this system these utilities allow this process we provide 2 formats. The easiest inter-company format is the single item journal that processes an amount and ledger (nominal) code to a system number and then the alternate debit/credit to another company via another ledger code. You can only enter one value for each journal transaction and the double sided entry goes against the inter-company clearing account defined at system registration.
	Ledger Accounts (Chart of Accounts)
The TBS Chart of Accounts is found both here and in the set-up program.  The TBS Chart of Accounts is most versatile and with TBS there is no need to establish a pre-defined industry template for your Chart of Accounts.  You may use any of the accounts listed, now or some time in the future as your requirement change or you can change account numbers and descriptions plus add additional accounts, as you require. Only accounts with data entered will display on your reports thus there is no need to delete accounts to avoid unnecessary detail on your reports.

LOOKUPS:
Ledger Lookup:	You may find an account by account description here.
(Account No):	You may find an account by account number here.
	
DATA ENTRY:
Acc No:	Standard TBS account numbers that you may change to upto 8 digits if required.
Account Description: You may amend these descriptions or add accounts if required.
Account Type:	Defines location of account in Balance Sheet or Profit and Loss Reports. (double click to 				add/adjust)
Group Ledger:	This is an optional additional reporting feature that allows you to group specific ledger accounts for specific reporting requirements (EG Assets). You will find a report in General Ledger Reports that details data by groups defined in this utility.
Acct No#:	Your accountant normally has his/her own ledger codes.  This allows cross-referencing, so you may produce a trail balance or data listing, in your accountant’s account format for the accountant’s review.
Dept Sort:	The General Ledger Reports include reports categorised by department divisions. If you run multi-departments you can attribute accounts to these departments in this area. Double Clicking the Dept Sort field will take you to the list of departments.
Coy Sort:	For businesses utilising the multi-company feature this utility allows account assignment to other than the main company. Double Click the Coy Sort field to access the listing of companies used with this utility.
Ledger Grading: You may define expenses as fixed, semi fixed or variable in this feature.
Sub Account:	The main Balance Sheet & Profit Loss Reports conform to standard reporting Schedule 5 layout. Should you require sub account reporting then designate what accounts are sub-accounts, here, and relate them to the main account in the next Add Sub to Main Account Function.

EXTRA BUTTON:
Data:	This feature details account balances for the account designated by where the cursor is situated in the ACC No on the left of your screen.
	
To insert new accounts click the `NEW’ button and fill in the details required.
	Distribution of Overheads
This feature allows you to attribute parts of a cost from the main cost account to various secondary accounts. For example you may wish to attribute a part of your electricity costs to product costs.  When you have completed the details of the distribution the JNL Button will create a general journal which completes this transaction.
	Group Ledger Accounts (Temp Balances)
When you set up the Chart of Accounts there is a facility to group accounts into any grouping type you may wish to designate.  This feature details the transactions for a defined period grouped in accordance with the accounts grouping you have defined.
	Ledger View (Balances)
This is an additional utility to the DATA button in Chart of Accounts and the LEDGER ACCOUNTS DATA feature to obtain account balances summaries.

	Accounts (GL) Reports Menu
	Transfer Accounts Data to General Ledger Analysis (GLA)
TRANSFER ACCOUNTS DATA TO GENERAL LEDGER ANALYSIS
	
This screen allows the user to post information to the general ledger. The process is very simple. By clicking on the Post All Accounting data to the GLA button all information currently held in the GLA report will be deleted and re-posted with the new information. This process does not affect source data held in payments, banking, journals, invoices etc, as it is a summary function.
	
MAKE SURE ALL STAFF ARE OFF THE SYSTEM WHEN POSTING TO GLA TO AVOID DATA CONFLICTS AND ENSURE SPEED OF POSTING.
	
The process of posting to the GLA is very quick and should take approximately 3-5 minutes for 200,000 records.
	
The Cashbook Items Only button is for experienced accounting personnel only. This will only post transactions from banking, payments, cash payments and journals. TBS recommends doing the normal GLA transfer procedure.
	
NB: The only time you may consider using this option is for a partial years processing where customers or suppliers invoicing entry is not up to date and you have coded banking and payments ledger allocations direct to the cost and expense accounts.
	Profit & Loss(Ledger format)
(Generally accountants only)	This screen will provide two reports: Profit & loss and a balance sheet summarised by ledger account type and totalled in the formats required for P&L and Balance sheet.  Debit or credit balances are shown as is in the reports, credit amounts will usually be prefaced with a minus sign. Therefore, a minus profit is an actual profit because sales have exceeded costs and sales are shown as credits. This can be run by date range and system number.
	Profit & Loss Report - Balance Sheet
This screen will enable profit & loss reports, balance sheet showing individual balances for asset and liability items, balance sheet showing sub totals only (schedule 5), and a special profit & loss report that details sub accounts totalling to a main account balance. You will be required to enter a start and finish date and a system number, and also update the retained earnings account (if different to default number shown). Then simply press the required option report button. NB: The opening and closing stock fields (notional adjustments) are only to be used to provide a profit and loss report that uses these balances and will not be reflected in the balance sheet.

Stock adjustments MUST be journalised to be taken up correctly in the balance sheet.
	
The user can page down and enter notes to the balance sheet.
	Trial Balance (inc Periods) + Special P/L
This screen will require start & finish date as well as last balance date to provide year to date balances and monthly figures. Therefore, the data between your last balance date and the finish date represents your current period or month ie: let us say we wish to run a report from the 1/7/?? to the 30/4/?? with the period being April. Enter in the start date - 1/7/?? In the last statement date enter 31/3/?? and finish date enter 30/4/??.

Four reports are available; a trail balance report showing yearly data, a period data report which shows year to date and period balances, an ASCII file transfer to enable upload to other systems (ie your accountant) and a special profit & loss report by sort code. This special report may produce departmental results and summary by the department or company sort codes you have defined at ledger accounts enter.
	Trial Balance - B/S Format
This screen will require a system number and a start and finish date and provide the accounting trial balance in profit & loss and balance sheet order. This is especially useful in defining ledger accounts as either profit & loss or balance sheet and also shows the net profit (or loss) for the period.

Also included is a detailed debtors and creditors audit balance that summarises period data (sales/purchases/receipts/payments) with the opening balance of the debtor/creditor control accounts through the general ledger.
	Transactions & Bank Ledger & Grading
This screen will require a system number and a start and finish date and start & finish ledger account numbers. This will provide 3 reports that list ledger account balances sorted in ledger account number order and by the 1st three, four or all characters. 

Two additional buttons provide ledger report by grading (fixed, semi fixed & variable) and transactional information by bank number.
	Consolidated Ledger Trial Balance
This screen will require a start & finish system number and a start and finish date. The purpose of this trial balance sorted in balance sheet P&L order is to consolidate information for all system numbers fitting between the range entered. Therefore, it is important to have system numbers correlate to main business structures (See Business registrations) ie: business 1, 2, 3 may be clothing stores and businesses 11 & 12 may be garages.
	Period End Journals
The purpose of this area is to create a journal that summaries the total balances (ie: trial balance) for a particular period. You would run this process at month end or year-end to put total values into the next periods  transactions. You will be required to enter a system number, start date, finish date & post as date (The date appearing on the journal and hence being taken up in reporting information). You must also type GO to accept the settings. Click on the report button ( reminder finger) to generate a journal that becomes the opening entries for the new period. 

NB: This must be run before achiving is completed.
	Transactions Data Graph/Data
This report will display, in text and graph format, the summary amounts relating to invoices & suppliers plus Bankings & Payments for the chosen date range. It will also show the invoicing & cash differences.
	General Journals List
This report will report, in journal number order, the journal entries that have been activated between the chosen date range.
	Journal Account Data
This report will report, in journal number order, the full journal data entries that have been activated between the chosen date range.  It shows what account No’s are being debited and credited.
	Ledger View: Bank,Paym,Jnls,Invs
Choose an account number for an overview of balances posted on file for the ledger account number. It will show all postings from the date entered in the date from field.
	Group Ledger Actual Balances
This screen provides a report that will show group ledger account balances sorted in alphabetical order. Enter system number, group ledger accounts (leave as default for all accounts) and a date range then click on the report button.
	Accountants Ledger List + ASCII
This screen will provide a list of balances relating to the accountants ledger account codes as defined in the Chart of Accounts. 

Enter an appropriate date range, select a system number and start & finish ledger accounts (leave as is for all accounts). By clicking on the ASCII file button the information can be saved as an ASCII file for use within another program. Click on the Summary button to print a report summarising the transaction or click on the Data button for a more detailed analysis.
	GLA Ledger Areas
Report summary of all ledger postings by area  (Great reconciliation tool)
	GLA Ledger Accounts
Report summary of all ledger postings by ledger account showing area posted from (Great reconciliation tool)
	Banking/Payments Ledger Adjustments
This procedure allows mass updating of the receipts and payments ledger account allocations to a control account number. This should only be run if you have made mistakes in allocating cost and income ledger accounts whilst also processing supplier and customer invoices.  By doing the above mistakes you effectively duplicate the costs and incomes for the period in question. For sundry items that should be directly coded, go into receipts / payments and alter codes after updating data to control accounts.
	Ledger (Chart of Accounts) Print
This will print the chart of accounts in account number order.

	Accounts (GL) End of Month Menu
	Auto Bank Reconciliation
Run the auto bank reconciliation on a year-to-date (YTD) basis to ensure receipts/payments/bank balances all reconcile before accounting period closeoff
	Inv/Product Price Audit
Check the invoice pricing against the product file for exceptions before running the trial balance/statement print. It is easier to correct at this point than after customer receives statement
	Product Sales Units/Ave
Check sales quantities and averages for any apparent errors. Averages normally give an indication of stock or pricing problems and should be checked before final profit calculations
	Debtors Trial Balance
Run the debtor trial balance print and check before running statements
	Debtors Statements
4 statement options are presented and you should choose the right format for your business.. we advise for faster printing to print only outstanding invoice balances to letterhead or plain paper
	Creditors Trial Balance
Check creditor balances before running remittances and possibly hold invoices for payment (if cashflow is a consideration… or  challenges need to be made to invoice balances)
	Remittance Advices
Creditor remittances should be firstly checked on screen and then printed after you are satisfied as to the balances to be paid.
	Update Cost Prices-Prods
Update product costs for movements in purchase pricing, manufacturing etc that may create a new cost price for the ensuing period 

	Stock Update-O/S Products
This automatic computer stock update procedure will post the theoretical stock (opening+purchases-sales+-adjustments) as the new opening stock figure to the product file for the new period
	Stocktake Listing
Lists opening stock units and stock values from the product file. Ensure stock update is first run and the stock is checked for  accuracy.
	History Transfer Invoices
Transfer sales invoices and purchase invoices to a history file that is accessed at debtors and creditors details screens. Reports are also run to show history data between periods
	Period Close/Test Data
After all data has been checked and you are satisfied with all data-entry for invoicing, banking, payments etc run closeoff..
	Accounting Trial Balance
Check the accounting trial balance (balance sheet/profit & loss sorting used)
	Schedule 5 Financial Statements
After closeoff and the posting of the period transactions, run a P&L and a Balance Sheet
	General Journal Entry
Update standing journals or make any ledger account adjustments (where original data cannot be appropriately altered) as a journal which ia also posted to the general ledger analysis at closeoff

	Accounts (GL) Archive Data Menu
	Archives Data and deletes main data
Enter dates and system number to post core data to archive area.
	GLA Archive (Final monthly balances)
Summarises GLA data into a final journal.
	System Data CHECKS (After EOM)
Shows multiple totals for all core data areas for comparison to the GLA.
	Delete OLD Cheque Remittance Data
Procedure to delete non-required old cheque remittance data.
	AUDIT TRAIL PRINT – DELETION
Core data has audit controls. This form allows multiple lookups of specific core data audit trail or in total. Note you will not be able to delete audit trail data within the last 45 days. This is a management function and should be checked periodically. NB: all entries to a core data form for any reason are posted to this audit trail. Therefore you will see a form total, operator, date of transaction etc and pick where say an invoice total has been adjusted and follow every adjustment as a chain of events.
	Archived Data Information
Archived data can be viewed via a series of reports.
	Control Check - Invoice Balances
This control check will summarise the totals of invoice line items vs the main invoice value and will show exceptions only. This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found.
	Control Check - CredInv Balances
This control check will summarise the totals of Supplier invoice line items vs the main Supplier invoice value and will show exceptions only. This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found.
	
NB: Where some supplier invoices have been processed as totals only, variations will appear in showing nil line items and an invoice total value. This is acceptable but all transactions where a value appears in the line items column (> 0) should be investigated.
	Control Check - Banking Balances
This control check will summarise the totals of banking line items vs the main banking value and will show exceptions only. 

This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found. There is also an additional report analysing receipts and allocations beyond the date entered.
	Control Check - Payment Balances
This control check will summarise the totals of payment line items vs the main payment value and will show exceptions only. 

This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found. Similar to above with an additional report analysing payments and allocations beyond the date entered.
	Control Check - General Journals
This will simply check debits vs credits.
	Balance Sub to Main Invoices (DR/CR)
Code using queries "AdjInvMainForSubForm" to update debtor and creditor invoice line item totals to the main invoice balances. NB: This forces the total of the line item data per invoice to the main total and should only be run when you ALWAYS use line items

	Budgets Menu
	Budget Periods – Definition
You may define specific budget periods that suit your reporting requirements in this utility.  The `Period No’ field will be used to designate reporting periods in Budget Reports. These periods are listed in the report ‘Budget Period Listing’.
	Accounts Annual Budget Summary
You may define monthly budgets for the entire financial year in this area.
	
System No:	Select the Company the budget will apply to.
Account No:	Select the expense or income account required (eg. 885 Wages & Salaries).
Jul ...    		Enter the monthly budget amounts in each month field.
Jul Act...  	These fields will list the actual account amounts after “Update ex Actuals”.
	
Update Ex Actuals Button
This button will ask you to post the GLA to the current date and update the ‘Act’ (Actual) fields for each month to date.
	
Use a NEW record for each individual Income/Expense Account.
	Special Monthly Budgets
Should you wish to manage your budgets, or parts of your budgets, differently from the traditional yearly model the Special Monthly Budgets model provides a very versatile and flexible utility.  You may define any period time and duration.
	
Period No:	Place your cursor in this field and double click - this will take you to the budgets sub-	screen where you can define a start date and finish.
Ledger Accounts: Select the account you wish to budget for the defined period.
System No:	The Company the budget applies to.
Budget Amount: The actual budgets amount for the period.
Comments:	Any related comments.
Date:		The date of entry.
Budget List:	This button will ask you for start and finish date parameters then detail the budget information listed in the Special 

Accounts Monthly Budget Table.
	Salespersons Codes Entry
Use this area to register your sales people. Enter a unique sales code up to 6 characters, names, any commission % amount, contact number and their location for within your company or their area eg; metropolitan or country.
	Salespersons Budget
This utility allows you to establish sales budgets for sales staff. Enter the amount budgeted, system number, sales person code (choose from list) and the period number. On choosing the budget period number, the start & finish dates relative to the period will be automatically shown as a cross reference to your data entry. This data will be matched to live sales data in later reports.
	Report: Budget Period Listing
This will produce a report showing the budget periods that have been defined in the Budget Periods – Definition area.
	Report: Annual Budget Comparison (5)
This section is linked to the data entered into ACCOUNTS ANNUAL BUDGET SUMMARY and contains three budgets reports that allow you to analyse actual performance against budget projections. You will be prompted for a system number (default 1) and a year which should be entered as a four digit year (eg 1997). The start and finish dates will automatically be updated by your year entry (adjust if necessary). The Full Year (Actual Results) button will provide an overall view of any given financial year giving actual results from the General Ledger. It also provides actual totals of the accounts as well as P&L totals for the months.
	
Click on the Post Summary Data button to post all available information that will be the basis for these reports. NB: This will delete prior summary information then re-post, and will not affect original data.
	
Report Listing:	This report lists each month’s budget and actuals, for each account item, for the entire financial year.
Check: 1st/2nd Half Year: These reports summarise by half year periods the actual vs budget performance of each account.
Full Actual Results: Shows actual results (from GLA) against the budget values by ledger account
Month:	The monthly report button provides both month to date and year to date data (you need to choose the month required from the drop down box).
	Report: Special Budget Actual Report
This report is linked to the SPECIAL MONTHLY BUDGETS and provides a detailed report on that data.
	
Month Start Date: Enter the first of the month you wish to analyse (eg. 1-2-01 for Feb 01)
YTD Start Date: Enter the start of the current Financial year (eg. 1-7-00)
YTD End Date:	Enter last day of the period required (eg. 30-06-01 for Jun 01)
	
The budget period number may be viewed to ascertain the appropriate start and finish dates for the year.
	
NB: You should have updated to the GLA (see Accounting reports) and a reference field shows the last date in the GLA. 

The budget process and report button will post & print information relative to the dates entered and the second report reprint button simply provides a reprint option without re-posting data.
	Report: Sales Persons Budget Reports
Enter the start and finish dates for the reporting period required and then choose from two report options; budget details report (summarises amounts budgeted and sold by sales person code) and sales persons budget print which acts as a budget requirement listing for the sales person.

	Set-up & Maintenance Menu
	Register System Business/s (Multi)
The "REGISTER SYSTEM BUSINESS" screen allows multiple businesses/branches to be entered to operate the TBS program.
	
Complete the screen where necessary eg Telephone No, E-mail etc. The remaining fields have been set to default values eg: account numbers etc. and should not be changed unless changes have been made in other areas of the system.  If the Delivery Address is different from the Street address highlight appropriate fields in the Delivery area and enter correct data.
	
Click on the 'New" button if wishing to enter an additional business. The following fields are mandatory fields that need to be completed if wishing the additional business to be registered.
	
System No:	Enter a unique system no eg, 2 or 3 or 4 etc.
Business Name:	Enter the new Business name
Street Address:	Enter street Address
City:		Enter city
Postcode:	Enter postcode
	
The Delivery date field is set to one. This relates to the normal or average time required by your business to deliver the goods or services. At invoicing the date required field will be automatically updated with invoice date plus the number a days entered here. At invoicing, the date required field can be over written. This feature is to be used as a guide only.

The main ledger accounts have been set-up and should be used as the defaults. ONLY change these setting if advised by your account or TBS.
	
On the RHS of the form one will see a list of options with check boxes. These settings can be changed depending on your business’ needs. There are 7 options:

Lock Delivery Docket reprint?
This will enable the user to reprint delivery dockets at invoice level. As a default it is set to only allow a delivery docket to be printed once from invoicing. Un-mark the box [ ] if wishing to allow reprinting.

Enforce Minimum Sell Price?
In the product entry screen the user can set a minimum sell price for a product. At invoicing or P.O.S a message will appear if the user tries to sell a product below the price set in the minimum sell field. The user must enter a value equal to or high than the minimum sell. The message will also show the normal sell price. It is advisable to use this function. Mark to [x] if wishing to use this function.

Demand Serial Number Entry?
In products entry serial numbers can be allocated. When a product is sold the user can be forced to enter a serial number by having this box checked  []. It is extremely important to make sure serial numbers have been entered in the products area if wishing to use this feature.

Membership System Required?
There is a built in feature that allows for memberships. An anniversary date can be entered at the customer entry screen, which can be used for renewing memberships. Invoicing can be done automatically on a bulk basis.

Cash Drawers Used (POS)?
Click this feature on if cash drawers are used and to be opened from the point of sale screen.

Print Invoices Immediately?
If set to yes (clicked) then invoice print at invoicing will go direct to the printer rather than a screen preview.

Check-Out POS?
There are 2 point-of-sale (POS) screens: checkout and standard. The checkout option will be used when the field is ticked.
	
Locked before date
This allows data to be locked stopping all modifications to invoicing, journals, receipts and payments. This feature is generally not used, but if it is we suggest at least keep the last 60 days unlocked at all times.
	
Enter the standard rates that are to be applied to superannuation and leave loading that will appear in the payroll area. In payroll these figures can be over written. 
	
A message can be entered that will appear on all invoices. Individual messages can be entered at invoicing that will overwrite this message. The standard reference box relates to a standard message for staff referral purposes. To be a generic message that can be altered later on.  Press [SHIFT] + [F2] to view all the message.
	
Once the new business details have been entered click the "Save" button. If you wish to delete the new business record click on "Delete". The 'Erase' button will erase any new settings prior to the last time the screen was saved.
	TBS Set-up of Program
Use this option to go through the set up steps of TBS for a new program. This is explained fully at the set-up maintenance menu help screens.
	Update Product Code (Old to New)
This procedure will update an old product code to a chosen new one. Both product codes are to be valid codes at time of update (eg: don’t delete the old code before running this procedure.). Enter or select codes and click on the update button. The Products entry button will take you directly to the products area to be able to view and/or assess changes. WARNING: Make sure all users are off the network before running this procedure.
	Postcodes / Sales Area Maintenance
All the postcodes & relative cities  in Australia have been entered. Most address fields will automatically update the state and postcode once a city has been selected. If a new city or there is a postal change for an area it can be entered or altered through here.

Sales areas may also be defined per postcode. Basic state codes have already been entered.

NB: Transport system only:
2 additional fields are added to allow for transport controls:
1) Transport Point Ref.	This is a numeric reference number that links a place name to a vehicle run
2) Tax No.		Link to tax rates by location for easy calculation of tax (road/state) liabilities.
	Change System Password
This area will allow you to enter or change a password for a particular entry level. This screen is protected by security and only accessible with appropriate clearance. Enter the old password or if no password had been enter proceed to the New password field. Enter new password. Remember that the password is case sensitive (eg: if typed in capitals the password will not work if typed in lower case) and can not be more than 15 characters long and spaces are permissible.
	Report - List System Businesses
This will print out a report showing the main information relating to each business that is registered.
	Currency Rates Entry
This area will allow the user to enter multi currency rates used in the business.
	Stolen Items Control (Serial No)
This area is used for reporting stolen or missing product items. Enter data such as serial number, Model No, date of the theft and any comments.
	Departments
This form allows departments to be entered that relate to the business. These are used in the chart of accounts if wishing to break the accounts down into departments. TBS has included a standard list of departments.
	Maintain Program Modifications
Most software packages provided by TBS have the flexability to be modified. We maintain a listing of modifications to ensure upgrades are correctly performed bearing in mind your specific changees.
	System No Default (Batch entry by company)
To aid batch processing TBS has provided a default system number (normally set to “1”) which is used by the core data forms and the program in general to use as a reference for the system number to be used in data processing. This may be changed at any time whilst entering data but provides a common default.
	Adjust Invoice No
This allows a business to set an invoice number higher than that currently being used. When a system is first installed the invoice number counter is set to zero. Some businesses like to set it to keep in line with the numbering of their old system or  that it appears they have been trading for a while.

This will set an entry to customer code ZZDEBT. If a debtor does not exist with this code then please enter this as a sundry customer.
	Append Latest Update
This button will allow an import of the latest TBS upgrade form to your program. Please ensure the new modification supplied (TBSMODS.MDB) on disk had been entered into the directory C:\TBSWIN. When the form has been loaded go to the Import Section in the Accounting Menu.
	Menu Password Control for general staff
This function allows those with owner clearance to set what features are viewable to the staff  & management levels. Just click a box next to the function under the appropriate heading to activate. Just click the field again to reverse. Please make a note that the Staff level are barred from payroll and ledger account maintenance irrespective of your choice. Manager level will be able to access payroll if set.
	
There are 6 users preset with individual security controls:
staff1, staff2, staff3, mgr1, mgr2 and owner1. The owner can set levels to those listed with the recommendation that general staff use the staff levels and management use the manager levels. Ownership level should be strictly reserved for the owner and key personnel.
	
TBS may also create extra log on codes and then link to the 6 levels already created so that permissions for say mgr2 can go to different log on codes. This is always performed by TBS at set up.
	Messages Password Control
Special codes can be entered for the messaging system. Match the user code (password name used to access the TBS program) with the person code (salesperson codes).
	System Menu Password Control
This function allows those with owner clearance to set what features are viewable to the staff  & management levels. Just click a box next to the function under the appropriate heading to activate. Just click the field again to reverse. Please make a note that the Staff level are barred from payroll and ledger account maintenance irrespective of your choice. Manager level will be able to access payroll if set.
	Add a user
Allows for a system user to be defined where they are staff or line management.

	GST Menu
	Tax Payable Report
This report will list Tax Deductions from Invoices and should be checked. Balance against invoice listing report.
	Tax Reclaim Update
This is an update form that lists all creditor invoices not marked received which will allow you to update the tax reclaim value and also mark off what has been received. You are also able to double click the invoice number to check data.
	Tax Reclaim Report
Two reports are provided after choosing the system no, date range and creditor number (leave blank for all):
	1) to reclaim report - lists items to be reclaimed
	2) reclaimed report - lists items that have been marked reclaimed
	Witholding Tax
Where a supplier does not quote a GST number or the supplier is not exempt then withholding tax needs to be deducted from supplier invoices and remitted to the tax office. This is a summary report.
	Report: GST Return
This report will list the GST/VAT/BTW tax payable, tax recovery and the sales/payment values that correspond plus adjustments for settlement discount on both customers and suppliers. Check the theoretical line item control report before running this report.

Report can be adjusted to suit your specific industry or country.
	Report: Invoice Items List Showing GST  CHECK
Report lists all invoice line items to verify tax charged and to find exceptions.
	Report: Checks Theoretical Tax versus Invoiced Tax
This report lists invoicing line items and checks for tax takeup. If you have set up tax rates against products properly then this would simply be a formality but you should check the data anyway to ensure accurate proccessing of information during the taxation report period.

	Corporate & Transport Unit Hire
	Hire Category
Enter categories of hire. Auto generated number is accompanied by your data entry of category code and category description.
	Hire Items Entry
Enter hire items. These can be linked to the asset register by entering the asset register number (able to access the asset register to check for the appropriate asset #. Enter an asset number that defines this hire item whilst n automatic item no will also be generated. Link to the category by a lookup listing based on your category entered above.

Rates can be set for every hire item per hour, day, week, month, quarter or year plus an appropriate kilometre rate for the vehicle hire industry. Purchase and sale data completes the hire items data.
	Hire Agreement Entry
Use this form to enter the hire agreement. Choose the customer code and the hire period, before entering starting dates and possibly start readings. Where a bond/deposit is paid enter the value/s in either bond paid or deposit paid.

Click the SELECT HIRE ITEMS button to enter the hire items you require for this transaction.

Hire Items
•	Choose hire items by category or status (boxes at the top of the form)
•	Click on the tick box to select the item (this is posted to your hire items form)
•	Update the charge rate if applicable

When the hire agreement has been finalised by the goods being returned you can enter the actual return date and then click the Create Invoice button to transfer to invoicing.

There is a box called Rollover? Which should be clicked if the hire period is going to go over several periods and therefore requires rollover invoicing. This is a useful tool to create periodic invoicing for long term hire and should be used where it is the practice to have hire items over an extended period. For those businesses that have hire periods under say 8 weeks we would suggest not using this feature and relying on transfer to invoice at conclusion of each hire. You should then use the deposit system to get partial payment.
	Hire Invoice Roll Over
Enter the date applicable for the next rollover and then click the Process button to generate invoices.
	View Hire product status
Reports that provide an overview of product availability:
Between dates where all items will be returned, and then by category code or asset number if a more finite search is required. Report shows by category the hire item and description of the asset.
	Hire Rental Summary
Reports all hires between the date range entered. Shows agreement number, client, invoice number and hire charge totalled for the period.
	Hire Rental Tax Report
Summarises rental data for the period dates entered. You are also able to enter report data such as: deductions, service cost rate, prescribed amount rate, duty rate, rental tax threshold to allow for your tax report summary to be complete. Use this to complete your tax payment.
	Hire Item List Report
There are 2 reports:
1)	Listing of hire asset items
2)	Listing of hire items including charge rates

You are also able to define the list between an asset number range or a hire category.

	Transport Main Menu
	Transport / Booking Entry
The booking entry is a very comprehensive pre-invoice booking system that allows the complete entry of a customer’s transport requirements and our planning of the equipment/driver/co-driver/route etc to fulfill the order.

Enter data in the main form as follows:
Date Entered:	Accept the current day showing or alter to suit
Date Required:	Default date will be the current date plus the days as listed in the system registration. As a daily maintenance function we would suggest updating the “delivery days” field in system registration to reflect when the next delivery cycle will begin
Client No:	Choose the client number form the list available
Client Name:	The client’s name will show when you choose the client no and this may be changed if required
Pick Up From:	The client’s address will show in this field
Delivery Client:	The delivery client number and address detail will default to the customer data linked to client no. If you require to deliver to another customer and address then choose a different customer number and the address data will be updated. This will allow invoicing to the initiating customer and delivery to his/her customer
Other TransCoy:	You are also able to nominate another transport company (and docket number) to allow for the delivery by an associated company or to cope with overbookings.
Terms:		Updates from the customer’s record
Due:		Ensure the date due reflects when you wish to have this booking/invoice paid
Manual Ref#	You are able to link to manual paperwork or alternative reference number
Order No:	Enter the customer order number (if quoted) for customer’s cross reference
Job:		Link to a job number where this booking is part of a job (possible project management)
Quote:		Link to quote where this booking has been pre-quoted
Person#		Links to representative for this customer (updates automatically if entered on customer file)
Area:		Enter the sales area (updates automatically if entered on customer file)
Comment:	Enter any comments that are relevant to the management of this booking
Message:	Updates from the system registration as a standard message and may be altered to what you require

Buttons on this form:
Print Docket:	Prints a transport docket
Print Charge:	Prints an invoice charge based on the booking entry
Create Inv:	This will create an invoice of the booking data (ensure data is correct before invoicing)
Inv View:	This allows viewing invoices to check what has been invoiced
Credit Available:	Click this button to check the credit status of the client. Check with management if your customer has gone above his credit allowance

Line Items:
Product Code:	Choose the product or charge code. This will be the trailer, extra delivery charge etc
Description:	Updates the description from the product file and may be updated for additional information
Quantity:	Enter the quantity applicable for this order… usually the number of hours/days/trip units
Unit Price:	Updates from the product file and should represent the unit cost per hour/day/trip etc relative to the quantity units entered previously
Total Value:	Shows the total value of the booking charge for this item.
Start Date:	Enter the start date for the job (defaults to date required)
Finish Date:	Enter the finish date for the job (defaults to date required)
Discount%	If your customer has a discount level for this product item then the percentage you have defined at customer level will be shown here
Tax%		Any applicable tax percentage relative to the product code entered will be shown here
Bluelookup: this field will allow you to choose products by description. Will update if product code empty

Choosing the product code will update the other items in the line item section such as delivery client and delivery address. Therefore you are able to deliver booking items to different addresses and customers. Adjust this information as per your requirements although on average it will stay the same for all items.
Total Charge:	This will update from the booking items entry on exit of the line items

Driver		Able the choose the driver for this booking item
Co-Driver	Able to choose the co-driver for this booking item
Equip No	Able to link to an equipment number if this is different to product code
Point From:	Choose the pickup point (from the placenames list provided)
Point To:	Choose the delivery point (from the placenames list provided)
Miles/KM:	Able to enter the miles or kilometres between points
Round No:	Choose the pre-defined round number if booking is part of a standard run
Trip No:		Able to enter a trip number reference
Map Reference:	Able to enter a map reference to enable the driver to find the location quickly

	Round Definition
Where round numbers are used to define a run or week or job then enter the round information in this area. Enter a unique round number, description details for reference and optionally a starting date. The round number will be available at booking line entry for linking to specific deliveries.
	Round/Trip/Vehicle/Driver (RTVD) Maintenance
This allows updating of booking line items with a round number, trip number, drivers etc. Although available at booking entry it may be more efficient for the delivery run planner to update the data in this form. Booking entries will be updated automatically and this provides a better overview of the total delivery requirements.
	Quick - RTVD Maintenance
Similar to the above form this is a quicker update medium showing less data but allowing updates for round no, trip no, vehicle no, driver, co-driver. Includes a listing report by round number.
	MAINTENANCE MENU
Button to open maintenance menu which is explained below.
	REPORTS MENU
Button to open reports menu which is explained below.
	DRIVERS PAYROLL MENU
Button to open drivers payroll menu which is explained below.

	Transport Maintenance Menu
The maintenance section should be entered before general transport processing.
	Maintenance Codes
Enter maintenance codes for lookup at scheduling. Enter a description and a code will be added by the system. 2 reports are provided in description and number order.
	Fuel Types
Enter fuel types for summarising vehicle/tax classes
	Equipment Parts
Record equipment parts used only in maintaining equipment repairs. Enter the following:
Part number:	Enter a unique code (alpha/numeric)
Part description: Enter a description of the part for reference purposes
Item Cost:	Enter the cost of the part for financial allocation of repair costs
Charge (Ledger) Account: Enter the ledger charge code for ledger allocation of repair costs
Equip/Part Category: Able to link to a transport equipment category for summary of costs by category
Preferred Supplier: Choose the normal supplier for this part
Lead Days:	Enter the number of lead days required by the supplier to fulfil your orders
Supplier PartNo: Enter the supplier’s part number for this part
2nd Supplier:	Choose an alternate supplier for this part if applicable
Lead Days and Supplier Part No is also available for the 2nd supplier.
	Equipment Categories
Enter categories for equipment or parts grouping. You will be asked to enter a description and then click on a check box as to whether the category is for equipment (NO) or Parts (YES). This will be used by equipment parts above so define before entering parts data.
	Taxes Entry
Taxes may be required beyond the standard value added taxes of countries such as GST/BTW/VAT etc where states usually charge a transport scheduled fee. This is especially applicable for the United States and this section allows you to set up the tax number (2-10 A/N), description 2-100 A/N), tax rate and criteria value (where tax will be charged ABOVE the value you enter).

A listing report is provided and this should be set before general booking entry.
	Storage Area Set-up
Most transport companies also store goods on behalf of clients and this form allows the set up of storage areas to define where items will be stored and aid in quick recovery. Inventories may be necessary for long term storage and therefore it is important to have storage areas defined. Enter the following:
Storage Location Code:	Enter a unique code that defines the storage area
Warehouse No:		Choose the warehouse number where multiple buildings are used
Type of Storage:	Pallet, rack or space are the options
Comments:		General comments allowed as required
Area Size:		Enter the size of the storage location area to aid in analysis
A listing report is provided
	Transport Items (ex Product File)
Listing ex the product file where product group is transport in Products entry. List shows Vehicle (Yes/No), Product Code, Description, Cost price, Charge price and Gross %
	Transport / Equipment Register
Enter equipment details and link to assets for warranty/financial control. Enter the equipment description and the system will define the equipment number. Click the vehicle reference if the unit is a trailer, truck or tractor for charging. Then link to asset number and category.

There are 4 sections of equipment management that follow:

Standard Information:
Manufacturer, Year, Start Odometer, Start Hours, Make, Model may be entered
Body, Engine, Chassis, Transmission, Differential may also have a year entered against each item entry

Maintenance Items:
Frequency number and choose the frequency type/period (choices=mile/km,reading,hours,days,weeks)
Able to enter data for last maintenance and future maintenance by updating fields: date, odometer, hour reading

Electrical Items:
Kilowats, Frame Size, Speed, Voltage with checkboxes: AC/DC/SC/SR

Tyre Management:
Enter the number of tyres for this equipment item and the number of spares.
Plan of the vehicle is shown and allows you to enter tyre detail showing Tyre No, Purchase Date, Purchase Odometer, Warranty Days, Warranty Miles/KM, Details. Maintain this data to check for replacement under warranty or part of general maintenance.

	Products Entry (Rates adjustment)
Opens product entry form to allow updating of rates etc or entry of new codes.
	Update Locations Tax Rate by State
This is a procedure to update locations (postcodes) within a state by the tax rate applicable. You choose the state and the tax rate applicable (from data previously entered) and then click the ‘Update Locations’ button.

Postcodes table has 2 additional fields: point ref. and tax no. for the transport system.

	Transport Reports Menu
Summarises transport data for date and client number range
A)	Product Charges  Items between dates
Lists charges actually made between dates.
B)	Product Charged  (un-invoiced items)
Lists un-invoiced items to check for items to be updated to invoicing.
	Transports - equip charged
Summarises charges by equipment number to check for utilization.
	Transports - equip (un-invoiced items)
Lists un-invoiced items summarised by equipment number.
	Transport Schedule (between dates)
Lists transport items for equipment between the dates you enter. This is the transport run sheet if completed on a daily basis.

	Transport Drivers Payroll Menu
	Drivers Detail Entry
Enter or modify drivers details
	Pay Batch Data
Payroll batch data for drivers
	Enter Pay Details
This data comes from Pay Batch Data
	Bank List
This data comes from Pay Batch Data and after pay details have been entered
	TBS Management Help
	Terminology used in accounting
Ledger Accounts: The account number list used to define operating and asset & liability areas of a business, which is made up of a code and a description
Chart of Accounts: This is simply the term given to the full list of ledger accounts
Trading:	The act of buying and selling for profit
Financial Period: That date range where a financial set of figures will be produced that will summarise the net trading result of the business and then the net asset position of the business. This should be completed monthly and based on full physical stocktakes at least twice per year
Working Days:	The number of actual days trading/manufacturing.
Balance Sheet:	The financial statement that summarises the assets and liabilities & the ‘structure’ of the business, which usually points to the net worth. It also points to the financial strength of the enterprise where the asset position is viewed in relation to liabilities and the type of liabilities: financed loans versus personal loans, lease/HP commitments and basically any item that will place a call on cashflow. Working capital is a key identifier to the firm’s ability to meet short term trading problems and must be positive for any organisation to even look at your business.
Asset:		A belonging or tangible item associated with the business.
Liability:	indebtedness associated with the business.
Working Capital: The difference between current assets and current liabilities.
Equity:		That portion of the business owned. Relates to net assets.
Profit & Loss:	This financial statement summarises the trading figures for a given period and also provides the carry forward net profit (or loss) into the balance sheet to allow it to balance. This section looks at all the ledger accounts not found in the balance sheet which are by nature operating items and summarises the income and cost areas to arrive at the net result for any trading period.
Sales:		The income derived from goods or services sold to customers
Purchases:	The cost of products or services used in resale to customers. This may also relate to raw materials used in the manufacturing process
Expenses:	The costs associated with running the business (not in making the sale)
Cost of goods sold: The cost of the sales to customers that is calculated by adding purchases for a period and adjusting for the difference between the opening and closing stocks for the same period (+ manufacturing costs) 
Manufacturing:	The costs involved in producing products for sale/stock
Trading gross profit: Trading profit representing income less purchases, manufacturing costs and the difference between opening and closing stocks
Net profit:	The difference between gross profit less total expenses. If this balance is a negative (expenses are greater than gross profit) then there is a net loss from trading
Markup:	The percentage increase on your cost price to arrive at a sell price
ie: If you have a cost of $40 and your markup is 50% then the sell price will be 40*50/100 + 40 = $60     (1.5 x 40 is quicker)
Gross profit:	The difference between the selling price and the cost price represented as a percentage of the selling price. When an accountant talks of profit on selling he/she refers to gross profit (% on sales), whilst many make the mistake of seeing this % as 	 applicable to cost. The difference can be catastrophic ie: 20% on 100,000 cost is 20,000	
			20% on 120,000 sell is  24,000 (a big difference)
Stockturn:	The total stock divided into the total annual revenue which provides a figure that in theory if the sales and stock levels remain the same represents how many times you renew your stock ie: 200,000 stock  1,000,000 annual sales = 5 
stockturns.	This should relate to more than 6 stockturns per year and may also have some bearing on the stock valuation methods used	
Cost Price:	Represents the cost into store of a product or service and should include all items such as freight etc to provide an into store price
Sell Price:	Represents the standard price you sell your product/service before allowances for discounts etc. This should allow sufficient profit to pay for your expense level and also continuing profit. Selling prices should be reviewed every 2 months, based upon actual and upto date product costings and allow accurately for expense and profit requirements. Therefore if an item costs $100, your expense percentage on sale is 18% and your required net profit is 5% to fund future investment and growth, the markup on cost should be:
	
	100 / 77 * 100 = 129.87	(add 18 + 5 = 23 and deduct from 100%)
	(divide the result into the cost to arrive at the sell price)
	check M/U 129.87 - 100 = 29.87 / 100 * 100      = 30% M/U (markup)
	check G/P 129.87 - 100 = 29.87 / 129.87 * 100 = 23% G/P (gross profit)

Current assets:	If it was necessary to realise the value of the asset then this should be possible within a 12-month period (hence “current”). All assets that satisfy this criteria are listed as current assets and are the most prized by a financier as security (outside of any available bricks and mortar), since they may be readily realised for cash in the short term. The key finance and accounting basis of any business is its working capital (the net funds available after deducting current liabilities from current assets) and is the most important guide to the viability and strength of a business. 

Many asset rich businesses have gone bankrupt through not ensuring enough working capital to meet Supplier payments and have then been systematically stripped of their assets. Always ensure that there is sufficient funds to meet liabilities. Two simple methods are to keep stock at manageable levels with steady stockturns. The other is by keeping customers to a level under 60 days. (30-45 days preferred) 
	
Fixed assets:	These are by definition held longer than a 12 month period and relate to the ‘physical’ tools needed to run a business such as furniture and fittings, buildings, cars etc. They are depreciated for tax purposes (written off over a designated period) and should also be periodically reviewed for actual value against that held ‘on the books’. Equipment should always be checked for the costs incurred in maintaining them and decisions made for replacement when the cost of maintaining the car/press/computer goes beyond its depreciable write-off per year. 
	
Many businesses do not plan for fixed asset replacement and this also may have a detrimental affect on business performance, especially in the manufacturing and technology industries as outdated equipment can effect competitiveness and price performance in the market place.
	
Intangible assets: This area is the most mis-understood in accounting and relates to the perceived or ‘non-physical’ value of an asset. Since it has no hard and fast rules to the valuation of it, its value is usually in the eye of the holder or financier. Therefore intangible assets have some basis in valuing the business but the realisation of the value of the asset in monetary terms is sometimes open to the salesmanship of the vendor and normally has no value in a forced sale. 
	
The examples of this asset are purchase costs of a business that included goodwill, which is not tax deductible, but does represent a value to the business. Where the business grows, then so does the goodwill value, which is often non-taxable by the very fact that no deduction was allowed in the first place for the cost. Initial set-up costs of a company are considered intangible assets in that the cost had to be incurred and is necessary to the running of the business, but may not be included in the taxable deductions of the business... these are usually shown as Formation Expenses
	
Current  liabilities: Liabilities are the amounts owing by a business to either a Supplier, bank or in fact the owners of the business, accepting that a business should be viewed as an entity.
	
These cost areas represent the liabilities the business will incur in the next 12 months and as stated may be deducted from current assets to arrive at a surplus (or heaven forbid a deficit) over the next 12 months. One basic area of confusion is that owner’s funds are treated as a liability and the reasoning is simple. The business is the entity and it owes the owner/shareholders the funds invested. When the business is a company and hence a legal entity in it’s own right, there are definite rules for enforcing the accounting treatment of directors funds in/out, share transfers, ownership percentages and have all to do with the liability structure of the enterprise. Most of these items may also be shown as deferred or non-current 	liabilities, and most accountants will break up the liability into 12 months (current) and beyond (deferred). 
	
Examples are where a hire purchase commitment is made for a company car, the first 12 months payments are a current liability and the balance outstanding relates to non-current liabilities. Current liabilities are best categorised as trade suppliers, bank overdraft, short-term loans, LC (letter of credit) for imported purchases, Bills, taxation amounts for group tax etc.
	
Deferred liabilities: Non-current (beyond 12 months) these generally relate to the capital and borrowing structure of the business. Financing costs of a building, long term establishment loans, funds due to owner’s etc are examples of it. 
	
It is always better to structure a finance facility with the accent on long term debt rather than short term and immediately place a strain on liquidity. Many people endeavour to structure finance to repay as soon as possible, run into trouble and then are under pressure forever. Take a cautious approach to borrowing, but always on the conservative side to cater for any market downturns, interest rate increases and simply cashflow problems. 
	
TIP:For many businesses the march of time sees many different financial commitments develop, where small loans are taken out for equipment purposes, cars, business development, building purchase or development costs and they often place a strain on monthly repayments. Consider a consolidation of all financed items, which may obtain a better rate, and most certainly will reduce the monthly debt burden.
	
Equity:	These items represent the owners share of the business after allowance for assets and liabilities and therefore represent the ‘left over’ balance or net asset position of the enterprise. Add total current, fixed and intangible assets and deduct liabilities (current and deferred) to arrive at the equity position. This is the balance the owner may expect if the business is sold off at values listed in the balance sheet.
Expenses:	are the costs of running and operating a business.

These may be separated into 2 categories: 

Purchases:	relate to goods and services purchased for resale or stock. Expenses:are the costs incurred to operate a business beyond the gross profit area such as selling and administration expenses. 
	
Therefore, if a cost has been incurred for a stock item that was resold for a profit, then this item is a purchase. The delivery expense to deliver the stock item would also be considered a purchase cost whilst the delivery expense to deliver this product to your customers is an expense. Many make the mistake of taking up the actual purchase cost from a supplier as a purchase, and then allocating all the rest of the incoming costs such as freight, insurance, clearance fees to expenses. This seriously affects the actual cost into store and therefore, the calculation of the selling price, which is based upon the cost price.
	
Also ensure that you analyse your purchases into sufficient cost centre areas or product groups to facilitate adequate analysis of your profit performances. 
	
Telephone, light & power, rent, advertising and wages are examples of expenses. It is important to not only dissect expenses to arrive at a realistic cost structure for the business. It makes it easier to plan and/or your future costs & income to test your preparedness. It is wise to review actual expenses at least monthly against budgets and explain away all variations greater than 5%. The difference will either point to poor budgeting, lack of accurate figures to base your budget calculations, increases that may reflect on pricing, or unexpected expenditure which needs to be controlled.
	
When you purchase the item or incur an expense you are presented with a suppliers invoice. Always process the invoice through the suppliers invoice system to take up costs as they are incurred, not when paid. By entering all Supplier (supplier) invoices at the time of receipt (also delivery dockets), you have a means of producing daily/weekly profit positions which otherwise is impossible. The expense/purchase then is allocated at supplier invoice time to the appropriate ledger account and the liability to the supplier is recorded. When payment is made to the supplier by drawing a cheque via payments, the offsetting entry must be against the supplier and not to the expense or purchase account as this would have the effect of doubling up on your costs.
	
Check all expense and purchase balances against expenditure in prior periods for fluctuations. 
	
Always update your product costs based upon the latest purchase costs. It is advisable to enter the cost replacement value and not the average cost as this often hides the need for price increases where costs have significantly increased but are hidden through overstock of items purchased in the past for a lower cost. 
	
eg: You bought a container of stock which included 100 units of a product item @ $40. After 6 months you still have 30@ $40 but you have also purchased 10 units @ $55 (which represents the newer cost). We will set prices for the next 3 months and incur sales of 60 units. 
	
AVERAGE COST METHOD
	
By using averaging, the stock value will be (30 x 40)+(10 x 55) = 1,750 which has an average unit cost of 43.75. Now we set the selling price for the next 3 months at cost (43.75) * markup of 40%   Therefore sell is 43.75 x 1.4 = 61.25. 

We sell 60 units @ 61.25 and buy an additional 20 units @ 55 to satisfy the units sold... 
Sales = 60 x 61.25 = 3,675
Cost  = 1,750+(20 x 55) = 2,850
Profit = 825
	
REPLACEMENT VALUE METHOD
	
We accept the new cost will be 55.. x 40% markup = sell price of $77
Sales = 60 x 77 = 4,620
Cost  = 1,750+20x55 = 2,850	
Profit = 1,770
Difference $ 945 

Price your products on actual costs as they exist today. Take up any swings in product pricing (up or down) immediately in the stock valuation which is the prudent course and also ensures sales activity will always be based on accurate replacement pricing.
	Key expenses that should be controlled
Payroll:		What percentage is the payroll total to total sales revenue.
			How does this percentage compare to industry averages.
When was the last review date and are wages paid upto industry values. This may ensure that you keep trained and valuable staff, who are an investment in time and money and also an asset to you in preserving and improving your market position.
Advertising:	Is the advertising budget measurable in success terms and relative to benefits achieved.. refer especially to yellow pages advertising and local newspapers. You should endeavour to always obtain 200% or more value from advertising in net profit terms not in sales turnover, otherwise the money is better spent on direct representation, which has a greater impact and more lasting value to the client. New prospects also react better to personal contact and follow up.
	
Specialty promotions that can be measured for results are a good means of spending the advertising dollar.. plan, act and review an event
Fuel:	Is car fuel for representatives being filled every Friday afternoon and Monday morning. Do you also purchase at 1 location or obtain the best market rate. Have you considered the prospect of gas conversion for sales reps where more than 10,000 km are travelled/year
Power:	Do you practice power management (in large organisations this can have a dramatic effect on total power consumption and hence cost).
Printing:	Is cost monitored and does work conform to company presentation standards.
Consider using the windows environment to print stationery when required rather than having everything pre-printed. For small organisations this is a definite cost saving area, however, for large print runs, pre-printed stationery is still cheaper
Telephone:	The main cost problem for most business is with personal calls and lack of respect for cost. Some firms have found STD bars on some phones have dramatically reduced costs
Computers:	Computers are a wonderful tool but must be controlled as to the software that gets loaded onto a network (virus destruction of data can be a real problem), the cost of non-business software and system upgrades being necessary to the job specifications of the person requesting the change
Purchasing:	Is this controlled and are costs verified before commitments (orders) made. Are all the costs correctly taken up in product costing or also job costing? A purchase order should be raised for every product/service requirement and that all purchase orders are authorised by key personnel only. This controls what gets ordered, the cost involved and improves awareness of problem areas, cashflow considerations etc
Income:	Income is the revenue earned by the business by sales, commissions or interest received on monies invested. This may be further categorised as sales (product/service sales) and other income (interest/rent received). Sundry areas such as freight receipts should be allocated to a separate ledger account and costs associated with it sent to the same account. Generally areas such as this and sales tax charged and reimbursed to the tax office should be clearly separated from actual sales performances. 

You are liable to record an income item at the date of sale and where payment is expected.
	
Normally income relates to invoiced sales of goods and services for cash or credit. When credit is involved a business utilises a customers system to control the registering of debt and the customers payment of it.

You sell an item, through a Customer’s invoice that creates the debt on behalf of the Customer and also records the sale. When the Customer pays this invoice at a later time the transaction going through banking and is allocated against the trade Customer control account and not to sales (this has already been allocated at invoicing time). The net difference between invoices and banking totals represent the net Customer’s position (owing by your customers).

Always run customers trial balance and check the balance against that held in the trade customers control account, when an accounting trial balance is run. It is very important to always have these balances agree as it may point to an invoicing problem.
	General accounting
Accounting is the systematic recording of business income, costs, assets and liabilities via the double-entry system. 
	
That is for every DEBIT (DR) there must be a corresponding CREDIT (CR). Items are entered by being paid, banked, or recorded through the use of schedules and journals.
	
The easiest method of understanding the often complicated accounting rules is to relate all transactions back to the bank as if they were cash transactions. 
	
	Assets:	increase on the DR side    decrease on CR side
	Expenses:	increase on the DR side    decrease on CR side
	Liabilities:	increase on the CR side    decrease on DR side
	Income:	increase on the CR side   decrease on DR side

Assets are those things owned by a business and normally relate to furniture, fittings, plant & equipment, trade customers, stock on hand and cash at bank.
	
Liabilities are the amounts owing by a business to either a Supplier, bank or in fact the owners of the business, accepting that a business should be viewed as an entity.

Expenses are the costs of running a business. These may be separated into 2 categories: purchases that relate to goods and services purchased for resale, and expenses that are the cost of operating or running a business. Therefore if a cost was incurred for a stock item that was resold for a profit, then this item is a purchase; the delivery expense to deliver the stock item would also be considered a purchase cost whilst the delivery expense to deliver this product to your customers is an expense. Light & power, rent, advertising and wages are examples of expenses. 

Income is the revenue earned by the business by sales, commissions or interest received on monies invested. Normally this relates to invoiced sales of goods and services for cash or credit. When credit is involved a business utilises a customers system to control the registering of debt and the customers payment of it.

A good accounting system recognises that all items have a debit and credit side or an income and expenses or asset and liability equation. If we make a sale, we must have incurred a cost; if we have an asset, then a liability must have been incurred to fund the asset purchase etc. The interaction of profit as the means of purchasing assets etc creates the difficulty in understanding for many, but endeavour to keep the accounting transactions simple and related to cash equivalent transactions to answer 99% of all posting problems.

Let us look at a series of accounting transactions where the bank is the central account. 
NB: your account at the bank is a Customer to the bank and therefore the debits/credits are reversed for your understanding.  Therefore when you speak of having a credit balance at the bank, you are in debit, or have cash to spend in your accounts. 
	
Where the bank increases on the DR side......
	(A)
	receipts are therefore    	DR  Bank          		CR  Income
	payments are therefore 	DR  Expenses/Pur  	CR  Bank
Where we are using customers or suppliers as intermediary steps to the standard Bankings and payments via the cheque account, we must substitute some steps to record the debt and payment of the debt in both customers and suppliers sections.
	
Where we record invoices on credit to our clients..
	(B)
	invoices are therefore   	DR  Customers     	CR  Income
	receipts are therefore   	DR  Bank             	CR  Customers 

By eliminating the intermediary step of customers once all invoices are paid then we are left with the initial transaction as recorded as  (A) above... DR Bank  	CR Income
	
Similarly where we use suppliers to record purchases or expenses
	(C)
	costs are therefore         	DR  Expenses/Pur  	CR  Suppliers
	payments are therefore   	DR  Suppliers     	CR  Bank

Again by eliminating the intermediary step of suppliers in recording Supplier's invoices and subsequent payment of accounts we are left with the original cash transaction as per (A) above... DR Expenses/Purchases  	CR Bank
	
By "converting" all transactions to "cash" transactions (as if cash is involved) you should be able to understand all accounting transactions, and also be able to decide when an adjusting journal is necessary.
When an account balance will not be adjusted by the normal business transactions of Bankings, payments etc then a journal or adjusting entry is required to transfer balances to the correct account. For example, if you are wondering whether a Customer  overpayment of $10 should be adjusted by journal, ask the question: are we going to raise a credit note? If the answer is no then a journal adjustment is necessary to balance the total customers value against expected receipts.
	The main concerns in accounting & business management
•	what products are sold and how many units by product per month
•	what needs to be ordered or produced to satisfy demand/stock levels
•	what is the actual cost of manufactured and jobbing products
•	what is the work in progress (WIP) value and product status of the WIP products as to completion and opportunity to invoice

•	what selling price should be placed on products for resale and when was the last review of the product file
•	what movements are in the marketplace as to selling prices for competitive products, and what should be done about them
•	who are the best customers and who provides the problems/benefits
•	where should the product emphasis be placed to maximise sales
•	what sales areas should be investigated and promoted to improve turnover
•	what sales promotions need to be planned for the next 1-3 months
•	what is the current customers aged trial balance position
•	which customers are over 60 days and need attention
•	who has not bought to their normal sales pattern and why
•	what is the current suppliers aged trial balance position
•	are all payments upto date, especially for key suppliers
•	are Supplier accounts reconciled to Supplier statements
•	has group tax, payroll tax, sales tax been remitted and balanced
•	how do Bankings and payments compare for the current period
•	·what is the bank balance and has it been reconciled
•	what cashflow considerations need to be attended too.. LC/Bills/OD
•	what expenses will arise in the next period beyond normal budget items
•	which expenses are in line with budgets and which expenses are a problem
•	what is the current stock value in total
•	what stock items are in short supply or need to be manufactured
•	what is the current out of stock (OOS) position and what is being done
•	what stock items are redundant or overstocked
•	what is the net profit position for the last month and the plan for next month
•	in a production environment, is everything upto date and what is the lead time
•	is all data processing up to date
•	what is the current quote position and should there be any follow up to clinch any impending sales.. what quote acceptance is 
•	being achieved
•	how do the sales/costs/units/profits per day stack up against past periods
•	what issues need to be addressed to maximise internal/external performances

	What checks should a business be doing?
	Products Area
•	Check the products on file and do they cover all the products available for sale
•	Check the last purchase price and compare to the cost price held on file. Discuss with management the likelihood of selling 
•	Price adjustments to cater for long term adjustments in the cost price or to correct any obvious discrepancies
•	Check the actual costs in expense categories for the last month and the last quarter and ensure the correct budget allocations are in place and that the overhead allocation on product costing represents these costs, also check quotes and the profits attainable
	Data Processing
•	Review the data processing for any backlogs in data entry and whether this has an impact on Customer control and knowing the Supplier payment status
•	Check purchase orders and ensure orders are being placed for required items, by reviewing the unit stock position and justifying the units ordered
•	Provide production statistics or review with the production department to ensure correct takeup of finished goods, raw material adjustments and labour costs to be allocated to work in progress, job costing and current period profitability
	
Reconcile The Bank And Check Cashflow
•	Reconcile the bank and follow up on any cheques older than 30 days that have not been presented on the bank
•	If you are holding cheques for suppliers, check what items can go and what is the current holding balance in relation to current bank balance and likely receipts
•	Check Customer receipts and follow up any late payers
	
Manufacturing
•	Check production records and ensure all job cards have been entered
•	Review the direct labour percentage for the current period as compared to prior periods
•	Complete a raw material usage calculation to ensure takeup of all costs when a stocktake has not been completed
	
Opening stock units @ prior cost
+ Purchase units @ actual purchase costs
-  Production units
= Theoretical closing stock units @ product cost
	
Then work back the totals to a usage cost:  O/S + Purchases - C/S
	
Complete Monthly Accounts
•	Post all information after checking accuracy of posting data to the GLA
•	Run product sales profit reports to check for potential profit leakage on normal levels achieved (complete before full month-end is under way to obtain a feel for how the profit will turn out)
•	Run the customers trial balance and compare prior months totals for any significant change in not only the total values but also in the main client purchases
•	Check the unpaid invoices listing and the total invoices listing
•	Run the Customer statements once you are satisfied that all invoices have been entered and that all banking receipts have been entered and allocated against Customer invoices for a true net position 
•	Run the total banking and payments reports and keep on file
•	Calculate the closing stock value for the period
•	Double check the items shown on suppliers invoices. (Dates close to month end have in fact been received within the month
•	Complete raw material usage calculations if manufacturing is completed and make 
•	Appropriate journal entries for any usage transfers between ledger accounts and
•	Appropriate journal entries for closing stock 
	
DR/CR Finished Goods
DR/CR Stock variation
	
•	Check for petty cash takeup of expenses, and also any other items that may effect profitability. In a business that imports goods, check delivery/LC status/goods in transit
•	Run the general ledger trial balance and compare values to past periods
•	Review transaction data of the GLA for duplicate postings, correct allocations
•	Calculate accruals and prepayments and post adjustments
•	Check the revised trial balance and prepare P&L and Balance Sheet
•	Ensure all the above items including bank reconciliation, manufacturing etc is completed
	
Discuss the Results with Management
•	Provide copies of the monthly accounts
•	Provide an analysis of the profit attained and explanation of variations
•	Include discussion points that you feel need to be discussed such as downturns in profit, the stock level needed to be used to attain profit results, key expense percentages and where trends are surfacing, gross profit results per product group and likely shifts in sales volumes by product group
•	Provide information on budget changes required
•	TBS can design multiple level reports to consolidate data in any format you may require. The report writer in the TBS software is very sophisticated and will allow detailed analysis of data to avoid manual use of Excel/Lotus etc and re-entry of key data. Contact TBS for more detail.
	Finding the net profit position
•	Ensure all invoices have been entered to reflect the correct customer position before running customer statements and the 
•	Customer trial balance
•	Ensure all Supplier invoices have been entered including the takeup of delivery dockets if Supplier invoices have not yet been received. By creating purchase orders and controlling receipt of same, costs/goods in may be better accounted
•	After balancing suppliers against Supplier statements where provided, run Supplier remittances, the Supplier trial balance and auto payments entry. if you create auto cheques or manual cheques, do so before closeoff (roll-over) to ensure the correct accounting treatment of all costs
•	Hold the Supplier/supplier cheques till they are to be released
•	Do a bank reconciliation to ensure all items balance and the data on file has been correctly taken up at least for banking/payments
•	Post the accounting data via the closeoff procedure. Accounts/Reports/CloseOff: Transfer all Data to General Ledger Analysis

•	Run the general ledger trial balance to check balances and then compare the total customers and suppliers control accounts against the appropriate trial balances. 
•	Post any distribution of overheads entries direct to the GLA
•	Make any adjusting journal entries and repost as required directly from the journal (To GLA)
•	When all balances have been checked run the auto P&L and Balance Sheet. This is the schedule 5 format that also allows notional adjustment of closing stock. Accounts/Reports/CloseOff: Schedule 5 Financials(B/S;P/L)
•	It is then advised to analyse these figures in conjunction with your trading figures to provide an accurate view of your business and the possible steps needed to maximise profitability.
•	Accountants and/or business consultants may be needed to fill any knowledge gap you may have in this area.
	Checkpoints before period end (month end)
•	Complete annual bank reconciliations at least monthly.
•	Reconcile customer and supplier accounts and balance the trial balance totals back against the ledger balances.
•	Check the closing stock balance provided by the system or your own stock count against the ledger balance.
•	Check the ledger coding throughout all your data forms: banking, payments, journals, invoices and supplier invoices for accuracy. Run the ledger-acc reports against each menu option to screen or printout and double-check allocations.
•	Check major expense areas or standard cost areas such as telephone, rent, light & power, depreciation etc for actual charge and the relevance of that charge to the required levels. Otherwise accrue (allow) for charge by way of an accrual journal which may be updated to the GLA and would charge (DR) expenses and credit (CR) the suppliers account 210 or the accrued general liabilities account 222. In the next month simply process a reversal journal by going to the accrual journal and clicking the 
•	Reversal Jnl button which reverses the entries automatically and sets to current date.
•	Journal and the appropriate reversal for the next period must also cater for prepayment of expenses ie: yellow pages advertising, rates etc.
•	Check period ledger balances against prior periods for consistency. Adjust as necessary.
•	Check stock balances
•	As a total compared to prior months and then compare to sales volumes for prior months 
•	As groups in what material usage figures are presented in relation to prior periods. do this by having a worksheet that has opening stock + purchases - closing stock and then a materials usage figure is the result which should be taken as a percentage of sales volume, but better yet as an average against sales/production units
•	Check cost price of stock items and do a random costing of at least 5% of stock items to ensure correct value takeup of stock
•	Check deliveries from suppliers in the last 1-3 days of the month and ensure delivery was effected in your working month and not simply predated to get early payment.
	Licence to use TBS software
TBS allows a copy of the software program to be installed on a manager/owner’s portable machine or a home work machine where a program is copied for after hours review and work. All TBS software is sold single user (work on 1 machine at any one time) unless a networking user fee has been paid and the network licence authority given. In a network environment the network-licensing fee must be paid for the full number of users to the network.
	
Branches or site offices need an individual registration.
	
TBS has a very simple policy on software piracy. If TBS software is copied to another firm’s computer or a friend for which we have not been paid, TBS will use the full extent of the law to seek copyright and product protection.

	TBS Program name	
	Booking/Seminar Service				Hotel/Accom/Seminars
	** Business Accounts					Full business package + jobbing
	** Business Accounts (Alternate Jobbing)
	Cable Manufacture					Full business package geared to cables
	Clothing Representatives (linked to Wholesaler)		Reps package that allows invoices/quotes
	Clothing Wholesaler					Retail package with full links to reps
	** Company						Full business package
	Computer Retailer					Full package geared to retail industry
	** Contacts Manager PRO				Manage contacts/debtors/pricing
	** Corporate						Master business package
	Curtain/Blinds Manufacturer				Full business geared to curtains/blinds
	Equipment Hire						Business package for general hire
	Exhibitions Management				Manage/operate large scale exhibitions
	Food Manufacturer					Full business with food manufacture
	Framing Supplies/Manufacture				Phantom geared to framing shop
	Frozen Food Storage/General Storage Systems		Full business handling food storage
	Gas Bottle Hire/Distribution				Full business with bottle hire/gas sales
	Hairdressing Supplies Retailer				Full business supplies retailer
	Home							Small package for the tradesperson/home
	Importer						Company package with advanced importer
	International Labour Control				Full business with staff hire/international
	Internet Interface ie: TBSIA				Internet connectivity for TBS
	Internet Provider (ISP) Accounting			Full package for the ISP prviders
	Internet Provider Software (sub-agents)			Part package for ISP sub-agents
	Loans Manager						Loans management/consulting package
  	Manufacture- Doors/Joinery				Full business for joinery works
	Manufacture- Lightpoles				Full business for lightpole manufacture
	Manufacture- Nails					Full business for light manufacturer
	Manufacture- Playgrounds						“”
	Membership & Supply					Full business with membership controls
	Nuts & Bolts Wholesaler/Retailer			Full business with special pricing setup
	** Payroll						Self contained large payroll package
	Pets Transport						Full business with special pet transports
	** Phantom/Wine Industry (Wet Tax)			Business package for the wine growers
	** Phantom/Company-Lite				Cut down version of company (tax ex)
	** Phantom/Retail-Lite					Cut down version of retailer (tax inc)
	Purchasing – For the group				Large scale group purchasing program
	** Representatives Sales (Linked to Bus-Accounts)	Reps package that auto uploads to BAcc
	** Retailer						Full business with tax inclusive selling
	** Retailer Plus						Full retailer with links to reps package
	Share & Money Manager				Share & investment manager
	Sign Manufacturer					Full business geared to signs manufacture
	** Transport						Full transport business package
Van Distributors (Profit Centres-1 client 50 vans)	Special multi-profit centre package that allows multiple operators for orders/returns and creates orders/production/stock lists
	Vehicle Hire						Package geared to vehicle hire industry
	Wholesale Fruit Markets				Full business geared to daily price changes

**  Core programs

Word from our CEO Walter SJ Tegelaar
I started programming 20 years ago and commercial software 16 years ago as I saw that business was faced with the fragmentation of sound management, administration and computing advice. To obtain a total business solution a business had to engage the services of numerous companies. TBS SOFTWARE was formed to provide all the above advice from within one company.
	
Having been a general manager, accountant plus financial controller of several large companies I have been able to use my knowledge to evoke software packages that are extremely strong in both accountancy and management. My experiences showed that accountants concentrated too much on the tax element, and key factors such as correct costs analysis, budgeting, selling price controls, stock-turn management, gross profit, customer and supplier controls simply are left to fend for themselves. 

Managers would look at the bank statement and see there was money in the bank so we must be doing OK.. the fact that there is $100,000 in unpaid creditor accounts does not get into the calculations. How many businesses suffer cashflow problems at holiday times, tax payment times, etc. This is a reflection on planning and management controls, which TBS improves dramatically.
	
Even today there are few software packages, if any, besides TBS that provide full financial and management control. Businesses need good quality networked software, daily profit control plus the facilities of automated management controls to stay competitive.
	
We are database, Microsoft Access, SQL, systems analysis and DataEase specialists. We work with RDBMS (relational database management system) controls which use true client/server architecture. With 30 software packages and 100's of industry variations TBS has a solution to suit your every need. With thousands of people using TBS software every day throughout a 15 year period, trouble free, gives us the right to be confidant of our products and proud of our achievements in a difficult industry. Many large software companies have folded because they could not make the upgrade to windows or the millenium bug buried them or simply their product was not good enough. TBS has not only survived these businesses and windows and Y2K but grown to provide the single best solution on offer. We have some large customers still using our DataEase/DOS solutions after more than 10 years to attest to the qualities of design and features!
	
Our development team and distributors are committed to providing the best solution for your business. More to the point I am committed to providing our clients with the best business support structure available. I started in 1984 to help industry and give accountants a sound working solution for their clients. In 1986 we rolled out our first commercial package. In the world of custom software and business solutions, there is simply no business in the world that comes close to what we at TBS have to offer. Not self promotion but a simple statement of fact.
	
I sincerely hope that TBS Software will become part of your business. Your business, Your future, Your solution.

Walter. S.J. Tegelaar
Managing Director
TBS Software