Newsletter 126 - 8 November 2004

Ace your Stocktakes – make your next stocktake smooth as silk

Business Administration Systems Ltd is holding a training session on Stocktakes on 7 December 2004.

Time: 10.00am till 2.00pm
Where: Free Parking at 1a Ngaire Street Newmarket
Date: 7 December 2004
What you will get: Lunch
Handouts
Tea/Coffee/Water
In-depth training of completing stocktakes

Cost: $300.00 per person
$450.00 for two people

Numbers are limited so please contact Lee Keighley (021)675095 or email lee@eaccounts.co.nz.

It has been over seven weeks since the last newsletter (I don't know where all the time has gone)

Lots of things have been happening at eAccounts:

  1. The company name, has changed from eAccounts International Ltd to eAccounts Global Ltd.
  2. Dr Stuart Ekhdal has bought a significant portion of the company and is now in charge of Sales and Marketing.
  3. The installation of two new web servers has significantly improved the speed performance for some of our customers. We would like to be able to offer this speed improvement to all our customers. Stuart will be reviewing all contracts in the light of the new speed technology, which is not cheap, but is proving invaluable to our clients.
  4. For the future:
    • A 'Customer Referral Program' is being setup so that you can make some savings by helping us find new customers.
    • A new phone system is being installed in the next 48 hours. The new PABX will run on a PC and all of our phones will plug into the network. This will give us the ability to direct toll calls over the internet. (Amazing where technology is heading!)
  5. Other useful reminders:
    • Office hours are 9am to 5pm, Monday to Friday.
    • For after hours emergencies, phone Neil on (021) 921188, or if you cannot get Neil, try Darron on (021) 741274.
    • Please note: we monitor all our systems from approximately 7am through to 11pm each day. We have Lee Keighley of Bass Administration Systems doing training on all aspects of eAccounts. If you have an area you need special help with, she is available to come onsite for training, contact her at lee@eaccounts.co.nz or (021) 675095.
  6. eAccounts now supports up to 10,000+ printers, previously we were limited to 30 per server and believe it or not a customer exceeded that!

STOCK

Several new features have been introduced in the Stock Master. There have been significant changes to the way text is shown on invoices in eAccounts:

Text on Stock Items can now be shown on Quotes Only, Invoices Only or both quotes and invoices.
A block of text (i.e. 10 lines) on the order screen input box, asking for a single parameter (i.e. a deposit amount) can then have that amount embed itself correctly into the text.

These changes have been used by a customer to create some powerful quoting functionality:

  1. Create Templates in the Kit system and have the download into eAccounts.
  2. The templates can contain block of text that will either appear or not depending
    on the document being printed (i.e. the Quote or the Invoice)
  3. Printing of the Quotes on Letterhead.

We have been very impressed with the quotes, one of our customers has, now coming out of eAccounts. To look at them you would swear that they were printed using a word processor. The smart thing is, they can generate them in seconds, because they are pre loaded into the Kit system as templates.

PRICE LISTS

There is now the ability to print out up to 15 Group ranges at a time.

You can also include Kits in the price list. The feature of including Kits allows you to create a kit of your "Top 100 Products" and print it on demand to send out to all your customers.

For those that have not tried, it's easy to predefine price lists and recall them including all their layout information for printing (or faxing or emailing) on demand to your customers.

DEBTORS

Account Written Off

There is a new 'status' in the Debtor Master called 'Written Off'. This can be used as an alternative to the "Permanently Closed" status.

The 'Permanently Closed' status will now print on the Trial Balance. The 'Written Off' status will not print on the trial balance, nor the statement print runs.

Account Enquiry Screen

When searching for a customer using Find or Superfind the Customer addresses will now be displayed.

The Note field is now much more readable, especially if you have multi line notes.

If you are searching for an invoice number (using the lookup button) eAccounts now checks in ePos, if you are using ePos and the invoice is not been updated.

We have had several examples lately where customers have said there was an invoice number missing when using the Lookup option and the reason being was the the invoice was "On Hold".

The text at the bottom of the Statement saying :
"If not paying entire statement, please indicate clearly which invoices are being paid."
Can now be changed if you don't like it. Talk to your eAccounts representative to have this changed.

Debtor Statements now print by default, with accounts in Credit, not being generated. If you want to include them, there is an option on the Statement screen for including them.

General Ledger

The Financial report layout has had some improvements to allow for more professional financial accounts i.e. the Profit & loss and the Balance Sheet.

  1. The Portrait mode Report now supports 8 Columns
  2. The Landscape mode Report now supports 20 columns

The position of all columns can now be varied by using a new function called "COLPOS"

The Variance % functions ("%:PTD", "%:YTD", "%:YEAR") now show the correct sign for Cr accounts as well as Dr accounts. Previously Cr Accounts shows a negative % for positive increase in sales as an example.

The financial reports can now all be exported out to Excel.

We have been very impressed with some of the "Board Room quality" Profit & Loss and Balance sheet reports we have seen coming out of some of customers recently. If you need help getting yours up to scratch, contact Lee Keighley from Bass to work with you to reach your goal.

Asset Register

The Asset Register can now automatically calculate the monthly depreciation on the first day of each month. Previously you had to remember to do it once a month. If you want to use this feature in your Asset Register please contact your eAccounts Representative and they can flag your system to calculate depreciation automatically for you.

Order Processing

When searching for a customer using the Find or Superfind when raising anorder the Debtors addresses now show under.

Some of you may have noticed a few changes with the Invoice & Statement forms and yes some have had to ring up and get some adjustments done to fix your layouts.

The reason for this is we have completely changes the way we store the unique form
layouts that each customer has, the reasons for this are:

  1. More efficient storage of layouts
  2. Ability to be more customizable.
  3. Ability to have different layouts for Printed, Faxed & Emailed.
    (Printed can be on letterhead paper but Faxed must print your company logo)

You can now create a Text stock product with just a Dot in the description. When printing an Invoice (or packing slip etc) any line with just a Dot in the description will be treated as a blank line, this is useful for formatting quality looking Quotes and Invoices.

This is a bit scary but you can now define a Debtor Profile (a group of debtors) to NOT update the debtors. This option is generally used in relation with companies that run a full integrated GL and is used when:

  1. You define a Debtor account for internally used stock.
  2. You define a Debtor account for breakages or passed use by stock.

The staff can then write off this stock just by doing an invoice at the counter to the appropriate account, in the background the system can be configured to:

  1. Record the Invoice in the debtors against the account but not add the balance as a debt.
  2. Create a background GL Transaction different to a normal Invoice sale
    (i.e. Debit Breakages, Credit Cost Of Sales)

This feature needs to turned on by your eAccounts representative.

Under the option Print/Reprint invoices you see there are some added options :

  1. You can print a copy of all invoices for a given Customer for a given period.
  2. You can print all invoices for all customers that are marked for Weekly Invoices.
  3. You can print all invoices for all customers that are marked for Monthly Invoices.

These last two options are used for clients that only send out packing slips with goods but either Weekly or Monthly send the Invoices out seperatley in the mail.

Regards,

The Team

 

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