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Abacus Version 5.10
Abacus - Version 5.10 Changes:
1.
The till program is now GUI, enabling many more features to be
incorporated. This has been phased in and still changes over to the
character screen at certain stages. We felt that such a phasing of the most
crucial part of the system would be preferable, as opposed to an entirely
new program function.
The main features
are:
·
Access to customer maintenance
to amend customer details
·
Access to customer enquiry to
check balances and transactions
·
Lost sales feature to record
lost business (see below)
·
Source of Business feature
(see below)
·
Access and activation of the
quotation system (see below)
·
The sale in progress can be
viewed and the total appears larger
2.
The Menu structures have been adjusted to move certain reports to
more appropriate menus. The main changes are the removal of stock and sales
analysis reports to the new Reports menu (Option 15 main menu). This is
where most sales and stock reports can now be found. This will have an
impact of the security matrix settings in the system, so please adjust
accordingly.
3.
The Customer and Supplier maintenance screens have also now gone to
GUI. This means that they are more adaptable and easy to adjust, as well as
enabling access from other programs, as per above. Customer Maintenance will
default to the creation screen if a search is unsuccessful.
4.
The VAT problem with multi-buy has now been resolved. Any customer
who has put significant sales through multi-buy, please make contact in
order that we can advise of any potential VAT problems or issues.
5.
Order Amendment now allows amendment by line and entire order.
6.
The Kit Selling and Quotation module is now active and can be found
in the main menu. This module is designed to facilitate the quotation and
selling of a group of products, applying discounts and adjustments, which
can be recalled, adjusted, allocated to a customer and ultimately generated
as a final transaction through the till program. Once a quotation has been
saved you have an option to print or email it out. We have carried out
detailed testing, but welcome any feedback in order to streamline its
operation as much as possible. Full instructions can be found on the
attached sheet.
7.
Workshop System Changes:
·
For the building new of bikes,
the system now carries minor items across. This simplifies picking and
checking when mechanics are building and fitting accessories on new bikes.
·
The Service Invoice will now
print automatically once the job has been updated. This option can be turned
on and off in System Options (Screen no 1 Option ‘D’) If it is selected as
on, but not required for a particular job, cancel will permit skipping this
and running it later.
·
The Job Card now displays the
‘estimate amount’ and ‘taken in by’ fields.
·
The Service Invoice has been
reformatted and carries across the ‘work done by’ field.
·
Customer details can now be
amended from here by using F4.
·
All reverse dates in the
workshop system have been dealt with. Please advise if you find any more
lurking anywhere.
8.
Product Search – the search by Make only has been re-enabled by
request. This must be done in conjunction with entering a star (*) in the
model or description field. There is now an option to print the results of
the search.
9.
Lost Sales – This can be found in the till program, where by clicking
the lost sales tab a window opens up, enabling a part number to be input and
applicable comments recorded. For those items not in stock, we recommend
creating a ‘Lost Sale’ product, where the details can then be recorded in
the notes. The appropriate price in this instance can be inserted in the
price box. These details all carry to the lost sales report (in reports menu
- 15), which can be run for a given date range, either by transaction, or
summarised. (Note – in the instance of a summary, the notes are not
relevant).
10.
Source Of Business – This is also in the till program, where for each
transaction a source of business can be applied from 12 pre-determined
selections. This option is in its 1st stage and we welcome any
comments as to its operation and/ or more options required. The report can
then be found in the reports menu (15) and is run by date range with
location and category options applied.
11.
Sales Analysis – This is now GUI, ensuring that once familiar with
the pre-determined selections, the issue with having to key through multiple
selections in the dos screen is alleviated.
12.
Promo RRP – The ability to print a report with promo RRP’s only is
now enabled in the Price List.
13.
Purchase ledger – the date for the 1st invoice entered in
a batch now carries to the following invoice entry (as it does in sales
ledger)
14.
Sales Ledger – the nominal code can be repeated in a batch posting by
pressing enter over the nominal code for subsequent postings in the same
batch.
15.
Price List print – the differentiation of Summer/ Winter/ All
products now works accurately.
16.
OverStock Report – In menu 15 lists all items, which are in stock and
over their maximum level. Any feedback welcome, this report will be
developed further.
17.
Further new Menu Options have been introduced:
·
Marketing (Menu 13) now holds
all reports and functions related to marketing such as; Mailshot, Loyalty
features, E-mail, Postcode functions etc.
·
Website (Menu 14) – allows the
export of Abacus files to a website – please ask for further details.
·
Returns (Menu 17) and Hire
(Menu 18) – now hold all options relating to these features of the system.
·
Service System – Service Call
Logging and Job Docket Input have been renamed ‘Book In Service’ and
‘Service Update’ respectively.
18.
Help Screens – a print option has been introduced. Also a Help screen
has been introduced for Kit Selling/ Quotation system.
19.
The F10 support screen has now been changed to GUI. If you have
internet access you can click on the
www.abacusonline.net icon and it will take you directly to our website.
20.
Purchase order print now has an option to email the order directly to
the supplier. In order to use this option you must have an internet
connection available and enter the relevant email address in supplier
maintenance.
21.
Sales summary – The second category is now working.
22.
Despooler – When printing via windows it will now default to A4 and
Landscape.
QUOTATION
SYSTEM/ KIT SELLING – INSTRUCTIONS FOR USE
This module is designed
to allow the generation of a quotation for any combination of goods stored
on the system, to manipulate the prices where required and finally activate
it to a sale through the till program.
If recalling an
existing quote - enter reference number, for new estimates select 'enter'.
Enter the 2-digit user
code (same as used in till prog).
For customer, either
enter a customer number or F5 opens customer search screen.
* Note you cannot
create a customer here.
In the next box enter
the 1st part number for the quote, or F5 search and select. If necessary
adjust the quantity and/ or the price and click 'add line'. If the price and
qty don't require to be adjusted, hit 'enter' twice and this will
automatically add the line.
(Note - products cannot
be created in this program).
As many lines as
necessary may then be added
If a line requires to
be amended, select the line with a mouse click, and adjust the price or the
quantity in the box at the top of the screen - then click 'amend line'. It
is essential when carrying out this process that this procedure is followed.
To remove a line,
simply highlight the appropriate line and click 'remove line'.
Note - lines may also
be added at any time.
Cost Prices and Margin
can be displayed by clicking the 'cost prices' button - this works like an
on/ off switch.
A discount %age may
then be entered in the box at the bottom, which will apply the percentage
entered to all items on the quote. If say for example 10% is selected,
Which is then to be
changed to 5%, the 'reset to RRP' box must be clicked before re-inserting a
further discount amount.
If variable discounts
are required, the prices may be manually overwritten by selecting the lines
and using the amend feature. These adjustments will then carry down to the
calculations at the bottom, detailing the price adjustment and margin
generated. Note - The margin %age allows for VAT.
Notes may be inserted
in the box at the bottom of the page.
The quote has a unique
sequential number applied to it, but only after the 'save quote' tab has
been selected. This will exit the program. It is recommended that the quote
be saved as early as possible, to avoid losing any calculations. Only after
it has been saved can it then be printed/e-mailed etc.
The sequential number
is then stored in the 'notes' section of the customer account enquiry.
Therefore the only data required to recall the details is the customers name
and address. Once a quote has been saved, it may be revisited and revised as
many times as required, however ensure that it changes are made that the
'save quote' button is selected every time.
The quotes upon
completion may be printed, faxed or e-mailed, provided the appropriate
software is in place for the latter two methods.
Upon agreeing a quote
with the customer, it can then be recalled and converted in the till
program, by using the 'convert quote' tab. The quote reference number is all
that is required to activate the sale.
This automatically
generates the sale at the agreed prices to the appropriate customer account,
it also allows for major item frame numbers to be input as normal.
There are only 2
instances in which this system will fail:
1. If the product is a
major item and there are none in stock.
2. If the product is a
minor item, not in stock and the system options do not permit 'minus'
quantities.
The sale will then
proceed as normal. Once the quote items have automatically been allocated
and sold, further items may be added to the sale if required.
Upon completion of the
transaction the applicable quotation reference number stores the receipt
number for the sale, in order to establish which quotes have been converted
and which have not.
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