eAccounts Global - Newsletter 129

Newsletter 129 - 8th March 2005

Contact eAccountsGlobal

The main menu (when you login) has now had a new link which allows you to directly bring up the phone book and display all support staff at eAccounts. You can then see our phone numbers/extensions or email us a message directly from eAccounts main menu!

I hope everyone is using the built in Contacts database (the phone symbol on the top of the main menu). This is a single source contacts database that allows you to lookup a Customer, Staff Member, Creditor, Supplier and email them directly.

Of course it does assume you have the phone numbers, Fax numbers and email addresses loaded and correct in the appropriate master files.

GST Returns

The GST returns system within the GL now shows an error message on the GL Menu if you don’t remember to roll over the GST return periods.

The GST report is a useful tool for automating your GST but does require you to specify when you have finalised a return and therefore forcing any future data (to old periods) into the next open return period.

Debtor Notes

If you raise either a Debtor Note or CRM Note and put an Action date on that note the system automatically sends out the reminder message every day to the recipient until the note is actioned. Previously if you (or the recipient) ignored the note the system ignored it after 7 days – not any more…

To help managers manage this process and make sure their staff are keeping on top of their actions there is a new report under Debtors called “Action Report” this allows you to report all outstanding Actions.

There is also a warning on the Debtors Menu reminding you that there are outstanding Actions.

Using the built in Notes & CRM systems is the best way to manage customers and ensure all staff have access to what has been said to what customers both in respect of sales and account management.

Stocktakes

There has been many improvements to the stocktake system as a lot of you are preparing to do stocktakes on the 31st March (end of the financial year for our NZ customers)

Under Loading Stocktakes you can now calculate the number of entries left in the Area.

Under Loading Stocktakes you can now manually load in qty against a product code or against the line # (Shows on Stocktake sheets) These options are great for tidying up a stocktake after you have checked all the differences and then need to fix keying errors before updating the stocktake.

Under Loading Stocktakes there is an option to view history. This is useful for those that will be importing data from PDT’s (hand held scanners etc) that are remotely updating data into eAccounts. The History button shows what has been imported.

Shortly there will be options for you to do Stocktakes in ePos and export them to eAccounts. If you are interested in this please contact us in about a weeks time !

Reference & Job warning in Creditors

If you are processing invoices directly into Creditors, eAccounts has always checked that the same invoice number has not been used by that Creditor. As an improvement eAccounts now checks if the Creditors Reference and Job # are also unique.

Note : The system shows a warning on the batch but still allows you to continue and process.

Stock On Order Cost

When you raise a Goods Order and don’t specify a cost the system will automatically attach the last Purchase cost to the order line. This works fine until you raise an order in a currency different from the one you last purchased stock from. eAccounts now corrects this by converting the Last Cost into local currency and then into the currency of the order to get around this.

Secondly the value of Goods On Order that show in the system now include the Duty and Freight % added so that the value of Goods outstanding is more accurate (This includes the total on order that shows under Statistics)

End Of Period

We have had a few queries with End Of Period, with some companies printing their Trial Balances & Control Summaries then processing more batches (Posting Invoices or Receipts) then rolling over. When they do this they find totals on their paper reports don’t reflect the true End Of Period position.

eAccounts now detects this and wont let you roll over if more batches (and invoices) are posted after the Trial Balance or Control Summaries are run.

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

The Team - Neil, Stuart, Mark and Darron