eAccounts has had many changes (mainly in the stock system) over the past two weeks so now its time to explain them.

Unused Users

Any user in the system that has not logged on within the last 60 days will automatically be deleted.

Customer Backorders

If you are using the new Customer Backorder options in ePos that integrate to eAccounts the following rules are now in place to how back orders are deleted.

1. If the quantity being invoiced exactly matches a backorder, the backorder is deleted.
2. If there are backorders and the quantity does not match a back order (as above) the system deletes backorders fully or partially until that qty is used.

Debtor Refunds

The debtors receipting system now allows you to deal with Refunds. An example being that a customer overpays and accounts and you need repay the customer. When you use the new option the system will Debit Debtors and Credit a designated Current Liability Account. This allows you to write a chq or pay the debtor via Creditors and then balance the entry under the bank reconciliation against this Current Liability accounts.

NOTE: Your eAccounts representative will need to define the GL Codes in the integration system for you if you want to use this feature.

Bounced Cheques or Payments

The debtors receipting system now allows you to deal with bounced cheques (or payments). When you use the new option the system will Debit Debtors and Credit a designated Current Liability Account. This allows you to reverse a payment and then be able to correctly be able to easily handle the entry when doing the bank reconciliation.

NOTE: Your eAccounts representative will need to define the GL Codes in the integration system for you if you want to use this feature.

Till Summaries at the end of the month.

At the end of the month some users experience problems by being unable to reconcile their till summaries because the debtors system has not been rolled over. The system now allows you to print a till summary for invoices that have not been updated. This is done using an option under the “Current Orders” report (in the order processing system)

Stock Reports

The Main stock report can be reported between a range of groups. You can specify a single group or a range of groups. To specify a range put a “~” between the start and end range. i.e. GROUP2~GROUP5

Stock Links.

We have been able to handle an infinite number of supplier product codes against a product code and have them show on the order to our suppliers. This option under stock maintenance has now been expanded to carry out several other features under the new name “Stock Links”

Against a debtor we can have the following stock links.

1. List the Suppliers Code and their codes against our stock code (Used for producing orders to our suppliers with their product codes)
2. List your Customer Codes against our stock code. Some users work with major customer i.e. Chain Stores. The businesses demand that you supply documentation to them using their product codes (not yours) We can also use this feature to produce barcode labels for our customers with their Barcode and Product code on them (Companies like “The Warehouse” demand this a lot of from their suppliers)
3. We can also load alternative product codes for a product. This is useful for recording similar products or alternatives. Over the next few months we will have the ability to see the alternatives into the invoicing systems so that when you look up one product you can see a list of alternatives.

Stock Costs

The Last Purchase Cost, Landed Cost & Average Cost are now stored as a number to four decimal points (was two) you can optionally (in the stock master) select that an item is to show the Last Purchase Cost & Landed cost in 4 or 2 digit mode.

The Average cost will now always store and show in the value to 4 decimal points.

The reasons for these changes are :

1. eAccounts now deals with purchasing items less than a cent (Yep we have a customer that buys parts this cheap !)
2. Solves problems with manufacturing when items have cost less than a cent.
3. Keeps the Average price more accurate especially with items low values (i.e. less than say $5)

Top List Report

The Top List report in the stock system can now report a single product. This allows you to report all customers for a given product (in qty order) . Previously you could only do this for a given Group or Supplier.

Stock takes

The system now automatically deletes any stock take that are older than 60 days automatically.

Allows for the ordering of products from suppliers where the cost with our supplier is costed to one hundredths of a cent (Yes we have a customer that buys parts with costs like USD$75.1567 !).