eAccounts Global - Newsletter 142

22nd May 2006 - Newsletter 142

Please read and pass on for your staff to read.

New Staff

We are pleased to announce that we have a new person in Technical Support, Mike Moon. Please be gentle with him for the first few weeks while he gets up to speed with all our systems.

Stocktake Variations

The Stocktake Variations report can now be generated as a CSV file so that you can analyze the differences in Excel or the spread sheeting application of your choice.

Stocktake Adjustments

When you finish loading a stocktake by:

Manually entering in the data.

Importing from hand held PDT’s

Using our standard ePOS stocktake import program

You can now select one of the following options to deal with any stock you have not physically counted.

Mark all uncounted stock as being zero

Mark all uncounted stock that was zero before stocktake as being counted.

Mark all uncounted stock as being the same as was before the stocktake.

Unfinished Stocktakes Alert

All open stocktakes now show up on the Main Stock Menu so that you are reminded to finalize them. Yes, some of them do get forgotten.

Duplicate Barcodes Report

Under “General Stock Reports” there is now a new report that allows you to display all stock that has duplicate barcodes.

Deleting Wrong or Duplicate Barcodes

Under the “Delete Utility” (Under Stock Utilities) there is now an option to delete a Barcode from all stock. This is useful where the same barcode has been loaded against many products and needs to be removed.

Automated Deleting Of Invalid Barcodes

Barcodes with less than 5 Characters or with non numerical data in them will automatically be deleted at midnight.

Deleting Stock on Order

The “Stock on Order” report has a new Tick Box column on the right hand side to make it easier for you to delete entries that should not be there.

We remind all users running stock systems that they need to run “Stock on Order” reports regularly to check and delete Stock that has been ordered that for what ever reason is not going to be delivered.

Supplier Orders Now Optionally Show Customer Name

When you raise a Supplier order you have optionally been able to tag it to an existing customer invoice or Backorder. A new feature is you can now optionally make the customers name show on the actual order that is sent to your supplier.

Some customers want their customer details to show on their orders. Others don’t because they fear their suppliers might “poach” their clients directly.

On Stock Receipt Optional Printout of Stock Received For Specific Customer

If you have assigned Customer Invoice numbers to your Supplier Orders or have created customer backorders within eAccounts, eAccounts will now automatically create you a report of all customers waiting for the incoming stock when you post a batch of Stock Receipts.

This is a powerful new function to ensure stock being received is noted that it is needed for specific customers and does not just get put on the shelves and forgotten about when it arrives.

3 Types of Subsection Options for Quotes & Invoices

The Subsection Start product type now has three options in the Maintain Stock (Financial) screen.

Show Only Description in the Subsection

Show Description + Qty

Show Description + Qty + List + Extended

Using these options when defining Text Description stock items allow you to create some very powerful quote or invoice layouts.

These include:

Quotes that don’t show the pricing breakdown of some or all of the products.

Invoices (or Quotes) that show all the products and pricing and also subtotal sections.

If you need help setting these up or even creating templates so you and your staff can pre load“Frameworks” to create powerful Quotes please call or email us support@eAccounts.co.nz

Setting Decimal Points by Group

Against each Product Group you can now set the number of Decimal points the products within that group should be set to.

Options are:

Variable (Each Product in this group is set manually in the Stock Master)

Set All Stock in this Group to 0 Decimal Points

Set All Stock in this Group to 1 Decimal Point

Set All Stock in this Group to 2 Decimal Points

Set All Stock in this Group to 3 Decimal Points

The “List” option (Under Maintain Groups) allows you to display the setting against each Group.

It is important that all products in your Stock System do have the correct number of decimal points as many reports use this Information to display the Stock On Hand etc correctly.

Emails Failing To Send

The top of the Statistics screen now shows the number of Emails Sent and have failed.

This is particularly of interest to customers who send most of their invoices and documentation by Email each day

Membership/Newsletter Makeover

Our Membership/Newsletter system has had a big Makeover. It now:

allows sending of emails to your customers by using all the email addresses in your Customer/Debtor file including additional contacts.

solves the problems where some ISP’s currently limit sending 100 emails at once.

gives you a single database (the Customer/Debtor file) to load and update email addresses.

saves outsourcing to a third party to get newsletters to your clients.

is faster and reports all failed email addresses.

Several of our clients have recently come unstuck with the new policy rules being put in place by ISP’s like XTRA that prevent sending of large emails to many recipients at once (XTRA limits this to 100 emails, some other ISP’s limit you to 50)

eAccounts Newsletter sending system is able to bypass these new limitations set by the ISP’s.

If you would like to see some samples or a demonstration of this powerful function please call or email us.

Wages Offset In Debtors

Some companies allow staff to run debtor accounts and pay off those purchases by having monies deducted from their wages. eAccounts now makes this process easier.

When you calculate your Payroll each week or fortnight you can now load the following GL Entries

Debit Wages
Debit PAYE
Credit Wages Offset
Credit Wages Clearing (Wages + PAYE – Wages to be offset against employees debtor account)

Then in your Debtors Receipting system you can now receipt your staff accounts using the “Wages Offset Option”.

This will:
Credit Debtors
Debit Wages Clearing

This process simplifies the whole process of allowing employees to have wages deducted from their debtor accounts.

Min/Max Qty Rules In Stock System

A new feature in eAccounts will be the ability of eAccounts to calculate automatically the Minimum and Maximum recommended order quantities for each Stock item automatically.

This automated functionality is almost in place (but not there yet) we mention this now because under the Stock Maintenance Menu you will see an option for maintaining the formula.

Please also note the current reporting of recommended order both on the report and when raising a supplier order has now been improved to take into consideration the “Outer Qty Rule”.

For example, if the Outer Qty rule is set to “Only Purchase in Outers” and the Outer Qty is set to 12 and the computer thinks you need 22 then the recommended order will be 24 (2 x 12) and the order to your supplier will show as “2 boxes”.

More information on how to use this exciting new feature to follow...

Sundry Goods/Services Orders in Creditors

We have now added a new feature for those who run our Creditors system.

We have always had the option to create and manage order for Stock through the Stock System. eAccounts now allows you to raise, print and manage orders for Non Stock i.e. purchasing stationery, having company car repairs done etc.

On the Creditors menu you will see an option called “Orders”

This will allow you to define a simple order to a creditor and give an approximated cost.

You can optionally choose to print the order.

The On Order totals shows on the Statistics screen (RHS) so management can keep track of their pending liabilities.

When you receive the Invoice for the goods/services you or your staff can specify the original Order number and this, when posted, will deduct the value from the On Order total.

Stats Screen – Now No Decimal Points

The Main Statistics Screen (Off the Main Menu) now displays all your companies “Vitals” without decimal points. The only exception to this are percentages. This makes the screen showing by default the Vitals for the last 14 days less cumbersome and easier to read.

Asset Report - Retrospective

The main Asset report can now report the data for the current year or Retrospectively.

This allows you to run a report showing the totals for the previous year to use for finalizing that years accounts.

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

The Team - Neil, Mark and Darron
(and our consultants Peter, Lee and Mark Tod)