This is probably one of the longest Newsletters we have done, as more and more clients see the advantages of our web based solutions we find more things to talk about.

Here are a few things that may be of interest...

Hours of Service
Our normal hours are 9am – 5pm. We run a 24/7 answer service. If they take a message (because our phones are overloaded or it’s after hours) they send the message to us by email. They don’t page or phone us and we will get the message when we check our phone message email queue. If you have a very urgent after hours requirement please phone 021 921188.

Staff Non-disclosure Agreements
As part of restructuring and formalizing procedures within our company, all staff have signed a non-disclosure statement separate from their employment contract which also states the same. These are on our website for you to view. Please note their signatures have been obscured for obvious reasons.

eAccounts Fax Charge Policy
Just a reminder that we do reserve the right to charge all customers that use the fax facilities extensively because we have no control of the number you send and where you send them to we cannot incorporate this cost into your monthly service fee. We have just sent out a series of invoices for fax charges to some of our users for the past six months (we waived some small accounts). Fax charges are 10c for Auckland, 20c for Waikato, 50c everywhere else. We encourage people where possible to use email as this is at no cost to us and at no extra cost to you.

Burning Trees at the end of the month
At the end of the month we see a number of companies printing off huge stock reports, These are all but a waste of trees given that all stock totals are available online and the system tracks all totals for each period for the past 24 months. The question “Have you printed all your stock reports” that is asked when you do an End Of Period has now been dropped.

W.I.P
We have just developed a full online Work In Progress system. This facilitates our process of managing changes, to ensure changes get done, passed to another staff member to test, the client is advised, and it’s recorded for this newsletter. It’s not perfect yet but it does go a long way to ensuring changes are managed properly.

More Office Space
Probably not a big thing to you but we have just scored an area of new office space in our building at 1 Ngaire Ave. This is much needed as we are currently like sardines and with another full time staff member pending we were getting worried.

Your Contract With Us
Your monthly fee covers running costs, help desk and requested features. It does not cover:

1. Hardware failures onsite (unless under warranty and we supplied it)
2. Major program changes (this is at our discretion)
3. Mistakes made by your company (i.e. rolling over the end of period by mistake)
4. Staff turnover and training (we do provide training at a cost)
5. Fax charges (discussed above)
6. Web site and newsletter design (we do offer this as an additional service)

eAccounts cannot provide support for everything that will go wrong with the computer hardware in your company. We will help with support issues or provide service as requested.

Internet Connection Speeds
We have just signed up a new Internet connection doubling our Internet “Pipe” to our servers. We expect this to be in place before the end of July.

Training Facility
eAccounts has teamed up with a company called BASS to supply some training to our customers. If you feel you have a need for extra training we can put you in contact with BASS, they are well versed on setting up our General Ledgers and integrating with the rest of our systems.

Bureau Work
BASS can also offer some Bureau services. They are now doing some of the books for one of our eAccounts clients. What this means is that you as a customer can have your creditors and GL done externally to your company or perhaps have someone else handle your debtors EOP while you go away on holiday at the end of a month. The options are endless.

Newsletters
These eAccounts Newsletters now show up as a link off the main menu so that staff who aren’t on this email list can also read about changes.

Debtors – Weekly Debtors Statements
The Debtors Statement printing module will now support printing statements for debtors that are marked for weekly statements. To do this you need first define a Debtor Profile configured with flag for Weekly statement and then tag each debtor that should bee weekly to that profile.

Note: this option is only for eAccounts customers on a normal monthly debtor’s cycle and not relevant if you normally print all debtors’ statements at the end of each week.

Debtors – Overdue Debtor Statements
The Debtors Statement printing module will now support printing statements for only debtors who are overdue. This option means you can send out a copy of statements as a reminder to customers mid month. Because it only picks up customers that are overdue (normally 2+Mths overdue) there should only be a few to print off.

Debtors – Finding Customer
In the Debtor Enquiry, Debtor Maintenance and Raise Order modules you can find a debtor using the Superfind key with two words. i.e. if you enter the words AUTO HAM the system will display all Debtors with both the words AUTO and HAM in their name. This is useful for some of our clients who have huge numbers of debtors that then have the added problem of them all having similar names.

Debtor – Enquiry in Date Order
When in the Debtors Enquiry Screen there is now the option to display all invoices in reverse date order this has been added because some clients have invoices coming from multiple sources and therefore the option to display all invoices in Invoice order prevented them seeing all current invoices.

Debtor – Enquiry shows Weekly History
When in the Debtors Enquiry Screen there is now the option to display all sales for the past 52 weeks on a week by week basis.

Debtors – Enquiry – Now backorders
If Items are backordered through ePOS or eAccounts the Debtors enquiry module:

1. Shows the backorders when displaying the original invoice.
2. Gives a summary of all backorders for the Debtor.

Debtor – CreditWorks
eAccounts now fully integrates with Credit Works automatically. CreditWorks is a company that provides credit control services to businesses and eAccounts can be configured to provide your debtor information to this organization automatically so they can assess your risk with your customers.

General Ledger – GL Integration Table
Under the maintenance menu of the General Ledger there is now an option to display the Integration table. This is the table of GL Codes that links the Debtors, Stock and Order Processing system to the GL. Although we don’t let end users modify these themselves (too much opportunity for error) it is important that you are able to view the current settings.

General Ledger – Bank Reconciliation Report
The Bank Reconciliation Summary module now has the option to show up to 200 entries per page when displaying the data onscreen.

Creditors Enquiry – Now Shows Original Creditor
When you process an invoice in the creditors to a Creditor that has a Master Creditor code the details of who the invoice was for now shows when displaying the outstanding invoices against the Master Creditor.

Asset Register
A considerable amount of work has gone into the Asset Register in the past month.
If you would like to start using this module please contact us.

Stock – Reminder about Product Codes (Important)
Due to the limitations of some web browsers eAccounts does not support the use of lower case characters or any special characters such as *, &, ^, #, etc for product codes. Stock codes should only contain the characters 0-9 and A-Z.
This also applies to Debtor, Supplier, Group, and Creditor codes. Descriptions may contain lower case letters.

Stock – New Fields for Outer Description and Outer Qty
In the Stock Master there are two new fields (down the bottom beside “Unit of Measure”) These allow you to enter details of the normal qty’s of this product you normally purchase.
Examples:
You buy a particular Wine by the Case (a dozen) therefore you can record the Outer Qty as 12 and the Outer Description as “Case”.
or
You buy nails in 20kg boxes but sell them by the KgWhen you use this feature the following will happen.

1. When you are ordering (using the Automatic Order option) it will show you the normal size of the units you buy i.e. Case (12) for Wine or Box (20kg) for Nails
2. Suppliers Order will then show Cases instead of Boxes

1. Our Order to our Supplier (then display all packing slips, Invoices and products associated with it)
2. A Suppliers Packing Slip Number (then display all orders and invoices and products associated with it)
3. A Suppliers Invoice Number (then display all orders and packing slips and products associated with it)

1. All stock conversions are now done between 9pm and 12pm. This is because of the severe load that converting 30 data files per stock code change does on our servers.
2. On the Stock Reports Menu you will find a new report called “Product Code Changes” this report shows all Stock Codes Changes and Merges showing those that have been done over the past 30 days or those that are pending (for tonight) It will also show any errors i.e. Code to Merge does not exist.
3. A new feature is the inclusion of “Specify in Bulk” option. Here you can load up to 1000 conversions at a time by entering “From Code” and the “To Code” separated with a comma. This data can be imported from Excel.

1. You can specify a range of Invoices and the system will report all invoices missing in that sequence.
2. You can type in (or ‘Cut n Paste’) a series of numbers and the system will report that all these invoice numbers are found.
   Note: It will also report if any of these invoices are recorded as deleted or are quotes.

1. When you raise an invoice the invoice can go to the debtor but when the invoice arrives at eAccounts the charge can be processed into the Master account associated with that debtor. Note the Sales history still stays with the original Debtor Code.
2. As above but when the invoice is raised and is printed the invoice name and address is that of the Master Debtor code but the delivery address stays that of the original debtor.

ePOS – Price Source
At the bottom of the entry screen you will see a new field that shows how the price that is dropped into the Unit Price column is derived. It surprised me when I added this feature how many methods there were (something like 30). This feature makes it easy for diagnosing the question “Where did that price come from?”

ePOS – Save Delivery Addresses
Delivery addresses can now be optionally added or updated while processing an invoice for a customer. This option needs to be set on in your configuration file (if you need us to do this call Darron or Mark)

ePOS – Stock Code Changes
When you use the Stock Code Change program (described in depth above) ePOS now detects any stock held in ePOS under the old code and converts these to the new stock code automatically.