Newsletter 128 - 14 February 2005

 

Stock Rebates

eAccounts now supports Supplier Rebates. You can specify:

  1. Individual products that are to be included in a rebate scheme.
  2. Link these items to a Rebate code
  3. Run a report of sales against the appropriate rebates (under Stock Reports)

 

Interest Against Debtor Profile

The ability to charge Interest to certain debtors for overdue accounts has been around for a long time and used by many clients to help pull their debtors into line (and help recover the collection costs)

The system has been modified so that the Interest percentage is now set in the “Maintain Profiles” section. This allows you to charge different percentages against different Debtor groups.

 

Copying Suppliers

Like under Maintain “Debtors” “Stock” and “Salespersons” you can now copy one Supplier to another. The advantage is there is now so many bits of data to setup on a supplier it is now easier to copy one Supplier to another and then change just the name and address. That way all the ordering setup flags are kept the same.

 

Just One Click options

The new Just One Click system described in the last newsletter has been further enhanced.

  1. You can now send temporary links to your customers. These allow your customers to see their accounts for this day only (as opposed to permanently)
  2. You can have us or your eAccounts Representative) setup your business so your customers cannot email themselves copy statements of invoices i.e. they can only view onscreen.

 

Credit not matching Invoice in ePos

If you raise a Credit in ePos. ePos will warn you to provide a valid invoice that the credit relates to. It also checks that the Invoice is recorded as the one the credit is for, and is for the same debtor!

Please note these are warnings and staff can overrule them (at least they have had the warning).

This feature is available in ePos Version 502.14 or greater.

Editing by clicking on the order number under “Raise Order”.

If you raise customer sales orders in eAccounts you will notice that if you park an Invoice you can now click on one of the Last 3 invoices (at bottom) of the Raise Order” screen and directly load that order back again to continue working on it.

 

Extra Charges

If you have a phone and pay rental to Telecom each month and you make Toll calls you get charged extra. If you want Telecom to shift the phones around in your office they charge extra.

There is nothing different with eAccounts.

We remind everyone that we reserve the right to charge extra for Faxes sent via our system and for any requested changes to our system. If you request extra services, charges may apply.

We point out to users that our contract does not generally cover:

  1. Software changes requested (We reserve the right to charge).
  2. Onsite work on Hardware (faulty equipment, network changes, etc).
  3. Onsite work on Software (virus removal, troubleshooting, etc).
  4. Training of new staff.
  5. Setting up of hardware purchased from third parties.
  6. Faxes sent via our system (all emails are sent free).

 

Business Written

Some businesses run Jobs in our system that run over multiple months, and the Invoices are often kept open for one, two or more months!

A new report in eAccounts allows these businesses to run a report, at each month (prior to roll over) that takes into consideration invoices that are still open (not updated). It also subtracts the value of any invoices held open at the beginning of the previous month, then calculates what is known as “Business Written” which is a sales report that takes into consideration sales that have not been updated.

 

Managers can now force Password changes and close access.

Each manager at each business has the option under the “Stats Logs & Processes” button (on the main menu) a new feature called “Password & Access” this allows you (as a manager) the ability to:

  1. Force a staff member (or all staff) to change their password on their next login. This is useful if you think someone has someone else’s password. Remember: Allowing users to share User Codes and Passwords is unacceptable. All users MUST have their own user logins for purposes of security and logging.
  2. Cancel a staff member’s access, stopping them having any access to eAccounts. This is useful when a Staff member leaves, you can now immediately cancel their access.

Please note if you cancel a users access, their User Code and Salesperson Code stay in the system, only the passwords are destroyed.

 

Added security

We have recently worked through a Security Audit and have made several significant changes to our servers.

Without going into the details, we just thought you would like to know that we continuously ask ourselves questions about how we are protecting your data.

Please note we have done this as a precaution and not because of a break in. To date we have not had any of our systems compromised.

 

Revamped Website & Image

Please note our website has undergone an overhaul thanks to Darron’s efforts. This finalises the process of putting our new company Logo and Name on everything.

Including: Signage, Stationary, Shirts, Website, CD’s etc

Darron & Mark however baulked at the suggestion of free company visits to the tattoo parlour!

 

ePos now supports Duplicate Barcodes

Our Point Of Sale system (ePos) now supports duplicate Barcodes. Duplicate barcodes unfortunately happen in some industries (wines as an example)

Any product that is scanned that has a Bar Code that is duplicated will show on the screen with the code field in purple.

In the case of the Wine Vintages the products with the same Bar Code must be Alphanumeric order i.e. CABSAV2003, CABSAV2004, CABSAV2005

Then when you scan the product and it shows in Purple your staff will know to check the vintage. If wrong they will be able to use the F8 key (Next Code) to bring up the next years vintage of the same wine.

This feature is available in ePos Version 502.14 or greater.

 

Amount Tendered In ePos

ePos now checks that the amount tendered is correct if you reedit an invoice. If you allow orders in ePos to be put “On Hold” or saved as Packing slip then if you change the value of that order sometimes the system will update the sale with the original amount tendered. Which means in eAccounts the Invoice amount (Always correct) sometimes does not match the amount receipted.

ePos Version 502.14 or greater checks this condition and prevents the user completing the sale until its corrected.

 

Phones

Please record these our phone extensions, to use the system phone our normal line (5242139) and as soon as you here the “nice lady” asking you what dept you want key in the 4 digit extension.

Ext 5001 for Stuart (Sales)

Ext 5002 for Mark (Technical Support)

Ext 5003 for Darron (Network Support)

Ext 5004 for Neil (Development)

Ext 5005 for Lee (Training)

After hours (emergencies only) Ph Neil on 021 921188 or email neil@eaccounts.co.nz

 

The Team - Neil, Stuart, Mark, Darron & Lee

 

Copyright © eAccountsGlobal 2005