Knowledge Base - Asi Computer Systems

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Knowledge Base Table of Contents Customers… How Do I? Set up a Customer? ..........................................................................................................2 Record a payment received from a customer? .....................................................5 Allocate the customer’s payment to an order? .....................................................6 Deposit the customers’ payments? ............................................................................8 Reprint Deposit Report? .................................................................................................9 Use PromoPayment to record credit card payments from my customer?10 Epayment Overview ·······················································································10 Vaulting ···············································································································10 Service Provider Setup ··················································································10 Payment Method Setup ···············································································12 Epayment Credit Card payment ································································13 Epayment Deposits·························································································16 Correct amount, Invoice, or issue credit? ··············································17 Use Authorize.net to record credit card payments from my customer? …18 Authorize.net Overview…………………………………………………………..….18 Service Provider Setup…………………………………………………………….....18 Payment Method Setup………………………………………………………...……19 Process the credit card? ………………………………………………….………....19 Receive replies? ………………………………………………………………………….21 Receive email receipts? ……………………………………………………………...22 Process Unposted/Authorized order deposits? …………………..…….23 Process credit card charges for invoice balance due? ……………….25 Process credit card charges to orders or invoices? ……………………26 Corporate customer payment paying several customer resources? ..........28 Correct wrong check amount entered? .................................................................32 Record a payment from someone who is not a customer? ...........................33 Issue refund for order deposit/on account amount? .......................................34 Knowledge Base Table of Contents Customers… How Do I? Refund customer for damaged goods & print corrected invoice? .............37 Adjust and reprint an invoice? ··································································· 37 Refund a customer for a credit on their account? ····························· 38 Place a credit hold on a customer? ……...…………………………………………….…..40 Write off a receivable? (bad debt) ……………………………….……………….………..41 Write off a customer Invoice due to Barter Agreement? ................................42 Handle NSF (Non Sufficient Funds) check from customer? ...........................47 ASI SmartSales… How Do I? Describe ASI SmartSales? ······························································································ 1 Access ASI SmartSales from inside ASI SmartBooks?········································ 2 Export ASI SmartBooks customer to ASI SmartSales?······································· 4 Import ASI SmartSales Account to create customer? ······································· 6 Vendors… How Do I? Add a vendor as a decorator? …………………………………………………………………..1 Enter a new bill from a vendor? ··················································································· 2 Apply a vendor bill to order(s)? ··················································································· 4 Apply a Freight Distribution? ........................................................................................6 Apply a vendor bill to a (non-order) ledger account? ········································ 7 Record a payment to a vendor? ··················································································· 8 Write a check?····················································································································· 9 Change a Pay-to name on a check? ········································································ 10 Record and pay advance payment to a vendor? ················································ 12 Apply an advance to a vendor’s bill? ······································································· 14 Record a credit from a vendor? ················································································· 15 Pay a Vendor with a Credit Card? ············································································· 17 Record Refunds from Vendors to your Credit Card? ········································ 19 Write off a vendor’s bill due to a Barter Agreement? ······································· 22 Void a check? ···················································································································· 24 Void a check that was entered in ProfitMaker? ··················································· 25 Knowledge Base Table of Contents Vendors… How Do I? Remove invoice after voiding the check? ······························································ 26 Determine if I already entered this vendor’s invoice? ······································ 27 Correct double entry of vendor’s invoice? ···························································· 28 Correct bill applied with wrong amount or wrong ledger? ···························· 29 Pay Sales Tax? ··················································································································· 30 Record Sales Tax Discounts? ······················································································· 33 Print Sales Tax List-Filing Accrual?············································································ 35 Create a Cash Basis Sales Tax Payables List? ························································ 37 Set up Discounted Terms for Vendor? ···································································· 39 Company Setup for 1099/1096 Reporting? ························································· 40 Setup Vendors or Salespeople for 1099-MISC? ················································· 42 Pay Vendors/Salespeople for 1099 Reporting? ··················································· 42 Adjust 1099-MISC Entries? ·························································································· 44 Creating 1099-MISC Lists? ··························································································· 45 Print 1099-MISC Forms? ······························································································· 46 Print 1096-MISC Summary? ························································································ 47 Knowledge Base Table of Contents Enter a Quote? ····································································································································· 1 Create an Order from a Quote? ··································································································· 1 Quick search for a quote, order, or invoice? ………..……………………………..………………..3 Add a note to an order? …………………………………………………………………………………..…..3 Place a credit hold on an order? ………………………………………………………….……………...4 Import an external order? ………………………………………………………..…………………………..5 Enter an Order vs “Invoice Only”? ·····························································································10 “Free type” a Product code without pulling from Product Resource? …………........12 Use Industry Price Codes (IPC)? ………………………………….……………………………………...13 Use a Matrix? ………………………………………………………………………...……………………….…..14 Create Attributes for the Matrix? ……………………………………………………..……………..….15 Create a Matrix Template? ……………………………………………….………………………..…...…16 Add a Matrix to Quotes, Orders, & Invoices? …………………..………………………………...17 Insert or Copy a Product? ············································································································18 Add a decorator? ……………………………………………………………………………………….……….19 Update Dates or Addresses on all/selected Products? ····················································20 Ship from vendor to vendor? ·····································································································22 Ship one product to multiple Ship-To locations?·······························································23 Remove Instructions from Order/Invoice? ···········································································25 Supported file types for Artwork Thumbnails? ···································································26 Preview copy of order?··················································································································27 Send (Print or Email) Order Documents? ···············································································29 Send (Print or Email) Multiple Order/Invoice Documents? ············································31 Print a Packing List? ························································································································33 Repeat an order? ·····························································································································35 Track a quote? ………………………………………………………………………….…………………….…..36 Track an order? ·································································································································39 Create Activities? ·····························································································································39 Create Processes? ····························································································································40 Default Processes? ·························································································································41 Order Tracking Update? ··············································································································42 Order Tracking View? ···················································································································43 Phone: 319-243-2864 4 asi/30238 asi/30238 Knowledge Base Table of Contents Decide when to Close an Order/Invoice? ···············································································44 Print a list of Orders not yet Invoiced? ····················································································53 Create a Backorder? ························································································································53 Invoice an order? ······························································································································54 Create a consolidated invoice? ……………………………………………………………………..…….55 Process an invoice? ··························································································································63 Split Ship an invoice (one order, invoice part now & part later)? ·································64 Create a Backorder? ························································································································65 Edit an Invoice? …………………………………………………………………………………………………...66 Add notes to a quote, order, or invoice? ················································································67 Correct sales tax on order/invoice? ···························································································68 Issue a Credit Memo? ·····················································································································70 Determine which invoices have cost variances? ··································································71 See open orders by vendor? ········································································································72 Select proper window envelopes to mail?··············································································73 ESP… How Do I? Set up ESP Integration? ··································································································· 1 Set up ESP On-line in ASI SmartBooks? ···································································· 2 Use ESP in ASI SmartBooks? ·························································································· 3 Products… How Do I? Add a Product? ………………………………………………………………………………………..1 Add Additional Charges? ………………………………………………………………………...2 Add a Matrix to a Product? ……………………………………………………………………..3 Include Default Product Instructions? .....................................................................4 Phone: 319-243-2864 5 asi/30238 asi/30238 Knowledge Base Table of Contents Accounting… How Do I? Use Accounting? ................................................................................................................1 Add a new ledger account? ..........................................................................................2 Reconcile a cash ledger account? ...............................................................................3 Print or reprint Reconciliation Report? .....................................................................6 See Reconcile History? ...………………………………………………………………….………..7 Void a Reconciliation? .....................................................................................................8 Import an electronic bank statement? ………………………………………………..…..9 Setup my Company for Importing Bank Reconciliation? ..................................9 Reconcile a credit card ledger account? ·································································13 Research A/P out of balance in Ledger Reconcile? ············································16 Do Month End?·················································································································19 Tie Trial Balance to Outstanding Bank Activities? …………………………………..20 Create Ledger Entries? ···································································································22 Ledger Transaction Security? ······················································································22 Change Sales Tax, Commission, or Freight on a Company level? ...............23 Use Budget Manager? …………………………………………………………………………….24 Phone: 319-243-2864 6 asi/30238 asi/30238 Knowledge Base Table of Contents Supervising… How Do I? Figure commission? ··········································································································1 Change the amount of commission? ·········································································2 Record commission payments? ····················································································3 Advance Commission Check? ·······················································································4 Add a new user? ·················································································································6 Use salesperson security? ………………………………………………………………….……..7 Manage Salespersons? …………………………………………………………………………….9 Create a commission table? ………………………………………………………………...…17 Add a commission table? ……………………………………………………………...17 Set up a new table? ……………………………………………………………………....17 Add a table to a Salesperson? ………………………………………………...…….19 Tools & Controls… How Do I? Search within List Images?······························································································1 Manage Company information/defaults? ································································2 Add multiple logos? …………………………………………………………………………….…..3 Understand Payment Method Resource? ...............................................................4 Use a zip code table? ……………………………………………………………………………....5 Setup SMTP for email? ...................................................................................................6 Set up Email Template to accompany emailed forms? .....................................7 Print the same message/information at the bottom of all my forms? ······ 10 Backup/Restore ASI Smartbooks? ············································································ 11 Backup Reminder? ·········································································································· 12 Phone: 319-243-2864 7 asi/30238 asi/30238 Knowledge Base Table of Contents Conversion from ProfitMaker to ASI SmartBooks… How Do I? Make an adjustment to a converted entry? ···························································· 1 How Are We Doing? Give us Feedback and Enter Program Suggestions ············································· 1 Phone: 319-243-2864 8 asi/30238 asi/30238 Customers...How Do I? How Do I Set up a New Customer? Short answer: Customer, New. From the Ribbon Menu: Tab: Customer Control Group: Customer Option: New New Customer: Allows you to enter all the Customer information. This information will default into the Customer orders, quotes, invoices and receipts. 1. Enter a Code for the Customer. This can be a number, letters, or alpha-numeric; and should be unique to each customer. 2. Enter the Customer name. 3. Open the Company Expander to enter the Terms, Credit Limit, Discount (if applicable), Pay With; as well as the address, phone and email for the Company. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Set up a New Customer? Continued... 4. The Company Expander also allows you to apply the correct tax rate to a customer by choosing “Add Tax”, and choosing the correct tax amount from Company Setup. If the Customer is tax exempt, then this option can be chosen, as well as adding the Sales Tax Exemption Certificate information. 5. The Contacts Expander allows the user to put in contacts for the New Customer. These can be added for Acknowledge, Bill, Ship, and Web contacts. More than one contact can be entered for each Contact type; however, only one can be the Primary for that contact type, and will be in color. This can be changed by clicking on the contact to change whom the Primary is. 6. A Salesperson can be added if the Customer has a designated Salesperson. More than one can be added, if needed. The primary salesperson will be designated by the icon being in color. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Set up a New Customer? Continued… 7. The Other Expander is a useful tracking tool; and also used for storing Customer information. Document Folder: Used to hold Customer logos, documents, and other files related to the Customer. Industry, Origin, and Region: These can be used for tracking purposes to determine where your customers come from. First Contact: The date that they first became your Customer. (this does default to current date but can be changed). Main Customer Code: If you have more than one subsidiary of a Main Customer, it will link them to that main customer. ASI SmartSales Row ID: The Customer’s ASI number. User Defined Fields: Provides the ability to add user defined fields for tracking information you need for your customers. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Record a payment received from a customer? Short answer: As a New receipt. From the Ribbon Menu: Tab: Customer Control Group: Receipt Option: New NOTE: To fully process a customer’s payment there are three steps (New, Allocate and Deposit). New: “New” is always the first required step. Once this is completed, the funds remain on the customer’s account and are posted to ledger accounts unallocated receipts and un-deposited funds. The check number should be put in the Reference field and the Invoice number this check pays should be put in the Memo field. This will allow you to later see this information on the Deposit Report. Reference = Check number Memo = Invoice number Receipt New allows you to allocate a customer’s payment when you record the receipt of the payment. It is, however, not required that you allocate all or any of the Receipt New at this time. Receipt Allocate can be completed at the same time the Receipt New is entered, OR you have the flexibility to allocate receipts using the icon in the Receipt Group, which allows for a) division of duties, and b) complete deposits before you allocate. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Allocate the customer’s payment to an order? Short answer: As a receipt. From The Ribbon Menu: NOTE: To fully process a Tab: Customer customer’s payment there are Control Group: Receipt three steps (New, Allocate and Option: Allocate Deposit). Explanation: Receipt New allows you to allocate your customer’s payment (as described below). If you did not have the information available to allocate the payment in that step, following is the procedure. Allocate: 1. Select the appropriate customer from the list of receipts yet to be allocated (top of screen). 2. In the Receivables and Orders expander, the allocation list will show all open orders, receivable, and finance charges for this customer. Select the open order this money is to be applied to. Once allocated, these funds flow from unallocated receipts to the ledger accounts receivable. 3. You can also select the Ledger expander and allocate directly to a specified Ledger. 1. 2. 3. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Allocate the customer’s payment to an order?Continued… Note: ASI SmartBooks is flexible and allows you to deposit then allocate to appropriate order/ledger or allocate and then deposit. Tip: If you prefer to complete your deposit prior to allocating receipts, it is recommended you enter the order or invoice numbers in the memo field. Then when you process and print your deposit information, the invoice numbers will show on the deposit report. You can then use the deposit report to later allocate payments to the orders and invoices using the Receipt Allocate option. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Deposit Customers’ Payments? Short answer: As a receipt. From the Ribbon Menu To fully process a Tab: Customer customer’s payment Control Group: Receipt Option: Deposit there are three steps (New, Allocate and Deposit). Deposit: Once you actually deposit the money in your bank, you can record it as a deposit. Once deposited, these funds flow from un-deposited funds to the ledger account chosen during the deposit. Check the Receipts to include in this deposit. If you check the “Print Deposit” box, You will be prompted to print the deposit slip after you process the deposit.  Receipt-Deposit will show a list of bank accounts with un-deposited funds above the current view of receipts waiting to be deposited. Based on the bank account associated to the Payment Method that was assigned to the receipt during the Receipt-New or Epayment transaction will determine the bank account where these payments will appear.  Receipts can be deposited and then allocated or allocated and then deposited.  Any new deposit allocated to an order that already has invoices will be shown on the next invoice created for the order. Use the tool tips provided for field by field guidance. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Reprint the Deposit Report? Short answer: Find “Receipts-Deposit” In Ledger transactions (shown here) or customer history. From the Ribbon Menu: Tab: Accounting Control Group: Ledger Option: Transactions Explanation: You can find the Receipts-Deposit Entry in the Ledger transactions and search for the entry in the Cash Account (shown below) . Or if you know a specific customer who had a deposit on this report, you can search that customer’s history for the same Receipts-Deposit entry. Click on Receipts-Deposit. This will open a new tab for Deposit Adjust. Click on Print Deposit, and Process. Phone: 319-243-2864 [email protected] Integration Epayment Overview PromoPayment makes online credit card processing easy by providing everything you need for secure, efficient and cost-effective processing. You will be able to accept and process credit cards for application to orders or payments to open invoices by using the Epayment option in ASI SmartBooks. For more information about PromoPayment please contact Sales at: 319-266-7688. The Epayment function performs both the Receipts-New and Receipts-Allocate transactions. You must still perform the Receipts-Deposit transaction. How Do I Use Vaulting-Secure Storage of Customer Credit Cards? When using PromoPayment as the processor, you have the ability to “vault” customer credit cards in a PCI compliant and secure method. Vaulting is the method of safely storing customer credit card details. When processing a credit card using a service provider and a payment method assigned to allow vaulting of credit card information, a reference or token number is assigned for that card’s details. The reference number is stored in the customer resource and can later be selected when processing future payments to the processor without rekeying customer’s credit card details. How Do I Setup a Service Provider? A Service Provider Resource is required before processing credit cards using an Epayment method. The Service Provider setup information must include your merchant credentials with PromoPayment. A unique key and login credentials must be entered for each merchant account. Access the Service Provider setup: From the Ribbon Menu: Tab: Tools Control Group: Financial Option: Service Provider Phone: 319-243-2864 [email protected] Integration How Do I Setup a Service Provider? Continued…. Select New and enter your service provider information: Name: Enter a unique name that identifies the service provider account. When processing your customer credit cards you will be able to select the Service Provider account for the credit card type. Type: Select the Type PromoPayment from the drop down menu. Key: Enter the key provided by PromoPayment. Merchant Login (provided by PromoPayment) Place a checkmark here to enLevel Three: Place a check- able the customer vault feature. mark here to allow Level Using this feature requires your User Name: This is your Three security which is re- PromoPayment account to also PromoPayment user name. quired to process credit be enabled to securely store, or cards. Vault, your customer’s credit Password: This is your PromoPayment password. Phone: 319-243-2864 [email protected] card information! Integration How Do I Setup a Payment Method? Payment Method Resource must be created for each Service Provider you plan to use in ASI SmartBooks. From the Ribbon Menu: Tab: Tools Control Group: Financial Option: Payment Method Select New and enter Type: Select Customer from the Type drop-down list to receive payments your payment from the Customer. method information. Description: Enter the description or name for this credit card payment method. Account: From your Account list, select the bank account where these payments will be deposited. Provider Name—When the Credit Card selection is checked, the Provider Name will display. Select the PromoPayment Service Provider to be utilized with this Payment Method resource. Phone: 319-243-2864 [email protected] Integration How Do I Process Epayment Credit Cards? From the Ribbon Menu: Tab: Customer or Accounting Control Group: Receipt Option: Epayment To process a credit card, select the Service Provider from the drop-down list to be used for this transaction. Next select the customer for whom you will be applying the credit card payments. Click Search after selecting the Service Provider and the Customer. All open orders and receivables for the selected customer will then be displayed. NOTE: Finance Charge items will not display and cannot be paid by Credit Card. Phone: 319-243-2864 [email protected] Integration How Do I Process Epayment Credit Cards? Continued… The Search results will now be displayed. Follow these steps to authorize payments to an order/invoice against the customer’s credit card. 3. The Coin Icon will appear 1. For an order or invoice, en- 2. Select the Receipt Type ter the amount the customer (Payment Method) to be used for lected. If you select this icon, has authorized into the this transaction. (Only one credit a PCI compliant window (See Amount Authorized field. All card payment process at a time is step 4) will appear that allows or Partial payments are allowed. intended to occur.) the operator to enter the cus- once the Receipt Type is se- tomer’s credit card information and submit the transac- tion. If there are available customer vault records, this icon will also be displayed in the Actions column. You can select from the customer’s vaulted records to authorize payments, without the need to rekey. NOTE: When the Service Provider resource selected Select Submit after locating the vaulted record has “enable customer vault” checkmarked, the cus- you wish to use for this transaction. tomer’s credit card information will be automatically “vaulted” for future payments under the Vault Selection . This information can also be viewed on the Customer Resource under the Other expander, but without the Submit option. Phone: 319-243-2864 [email protected] Integration How Do I Process Epayment Credit Cards? Continued… 4. Enter the customer’s credit card information and submit the transaction in the PCI Compliant window. 5. The status result of the Epayment transaction will be displayed, indicating whether the transaction was approved or declined. Once the user selects OK the records in the List will be refreshed with the new amount due. If the record was paid in full then the record will no longer be displayed in the list. NOTE: If the transaction is declined, an error code will be displayed that can be used to reference the decline reason at: www.safesavepayments.com When the History Icon is displayed in the Action column, select it and review previous credit card transactions that have been processed through the Epayment option for partially paid order/invoice. Phone: 319-243-2864 [email protected] Integration How Do I Deposit Epayment Transactions? 6. The final step when entering Customer Receipts is the Deposit. Due to the fact actual deposits for credit cards are never deposited on the same day as they are processed, use ASI SmartBooks deposit feature to not artificially overstate the true cash on hand until the money is actually deposited in the bank account. Depending on the card issuer and card type, this will typically take between 2 – 3 business days. The deposit in ASI SmartBooks can be completed either by watching your bank account through your online banking services, or relying on Web Payment Gateway Reporting for deposit notifications to alert you when the deposit has occurred. Then use the deposit process in ASI SmartBooks to indicate the true deposit date(s). From the Ribbon Menu: Tab: Customer or Accounting Control Group: Receipt Option: Deposit Phone: 319-243-2864 [email protected] Integration How Do I Correct amount, invoice, or issue credit? 1. If I need to charge the customer’s card for 1/2 the order amount for down payment and I accidently pay in full , how do I correct this? You would need to void or credit the transaction through PromoPayment's web service. You would then need to use the Customer History to zero out the Receipt–New and the Receipt-Allocate. Re-enter the corrected transaction. 2. What if I paid partial payment or incorrect amount to the wrong invoice? (Note: This solution assumes there is still an amount due on the invoice). A. Receipt-New: Enter a receivable as a positive amount for the mistaken value applied to wrong invoice. B. Receipt-Allocate: 1. Allocate positive amount on the Receipt-New input above 2. Allocate negative amount on invoice that was incorrectly charged. This will net the payment to 0.00 and will not force another deposit. C. Go to PromoPayment site and enter a manual transaction to either void, refund or credit the transaction. D. Once you’ve received confirmation the monies have been refunded, post a ledger entry between cash and Accounts Receivable. 3. Can I issue a credit through PromoPayment? Currently ASI SmartBooks only will process a sales transaction, and a sales transactions can only be a positive amount. Therefore, a credit cannot be processed within ASI SmartBooks. Go to the PromoPayment site and enter a manual transaction to the credit card. Phone: 319-243-2864 [email protected] Authorize.net Procedures Overview Authorize.net is a payment gateway service provider allowing merchants to accept credit card and electronic check payments through their Web site and over an IP connection. Authorize.net also provides a service, Customer Information manager (CIM), enabling merchants to tokenize and store their customer’s sensitive payment information on their secure servers. This service simplifies the PCI DSS compliance as well as the payments process for returning customers and recurring transactions. How do I set up Authorize.net? Customers must sign up for Authorize.net and their CIM (Customer Information Manager) service to obtain the following necessary information for ASI SmartBooks setup: -API Key -User Name -Transaction Key -Password How do I set up a service provider? A service provider resource must be setup with a type of Authorize.net. A type of Authorize.net can only be assigned to one service provider. A validation will be given if a service provider already exists with a type of Authorize.net. Name– This will appear in the service lookup API Login ID– Your Authorize.net API Login ID lookup. Merchant User Name– Your Authorize.net user Type- Authorize.net name Level Three– Checked Merchant Password– Your Authorize.net Enable Customer Vault– Checked password Key– Your Authorize.net transaction key Phone: 319-243-2864 [email protected] Authorize.net Procedures How do I set up a payment method? At least one Payment Method resource must be set up and designated with the Authorize.net service provider. All credit card types can be processed under the same payment method or multiple payment methods can be setup for each credit card that will be processed through the Authorize.net service provider. Type– Customer Account– The bank ledger account for this Description– The description of the payment payment method How do I set up my customer? A default “Pay With” can be setup on the customer resource with the customer’s payment method. This is not required, but if indicated on the customer resource, this payment method will default into all orders entered for the customer. Use of Function How do I process the credit card? Use this function if the user entering the order will be gathering the credit card information and charging the credit card when entering the order. Order Resource When a customer is added to an order, the customer’s default “Pay With” will automatically default. If the Customer resource isn’t set up with a default “Pay With”, the appropriate Authorize.net payment method can be selected. To process a credit card through Authorize.net, the “Pay With” payment method must be indicated as an Authorize.net provider. If the customer does not have any existing credit card vault profiles setup, an Phone: 319-243-2864 [email protected] icon will appear to the right of the “Pay With” . Authorize.net Procedures How do I process the credit card, cont. The Authorize.Net Customer Integration Manager will be opened when you click the icon to add a new credit card vault profile for this customer and order. This window is maintained by Authorize.net and information entered here will only be updated or saved to an Authorize.net secure server and will not be updated or saved to any ASI SmartBooks files. Multiple credit card vault profiles can be set up for a customer. Only Credit Card is supported by ASI SmartBooks at this time. If the Credit Card information submitted here is not valid, then no vault profile will be created. If the customer has existing credit card vault profiles set up, then two icons will appear next to the “Pay With” on the order.  The first icon as the  will launch the same “Customer Integration Manager– Add new payment method” window icon. This is where you can enter additional credit card vault profiles for the customer. The second icon will launch the “Vault Selection” window, which will contain the customer’s existing credit card vault profiles. Phone: 319-243-2864 [email protected] Authorize.net Procedures How do I process the credit card, Cont. The “Vault Selection” window is divided into two sections– the top section “Vault for Order ####” shows the credit card vault profiles, used for the customer on this order. The bottom section “Vault for Customer ????” shows all the existing credit card vault profiles created (vaulted) for the customer on the order. Click “Edit’ to change the credit card vault profile that was entered through the “Customer Integration Manager”. Click “Submit” on the desired credit card vault profile to submit a charge for the balance due on the order. Submit does NOT update any ledger accounts in ASI SmartBooks. This posting is done with the Epayment option. How do I receive replies? Phone: 319-243-2864 [email protected]  Approved– this will give the amount and the transaction number.  Declined– this will give a decline reason.  Line item/Code must have a description– this is due to one of the product lines not containing a value in the product code or description field. These are required from Authorize.net.  Line number is invalid-this is due to a negative quantity on a product line. Currently this is not allowed by Authorize.net. Authorize.net Procedures What does an email receipt look like? An email receipt will be sent to the “Bill to” address email address on the order. This receipt contains transaction detail for the order’s product lines, as well as the amount charged. A valid “Bill to” email address is required. Unposted/Authorized Submitting a charge within the order does not post to the general ledger. If an order contains Unposted/Authorized charges, then this will be indicated in the Total expander as shown in the image to the right. There will be a posting routine required in Epayment in order to show this charge as a deposit on the order. Phone: 319-243-2864 [email protected] Authorize.net Procedures How do I Process Unposted/Authorized Order Deposits? Posting to the ledger for credit card charges will be done in Epayment. Follow these steps to post Unposted/Authorized charges: 1. Provider name– select the Authorize.net service provider resource. 2. Invoices only– leave unchecked. 3. Order vaults only– Check this. 4. Click Search. This will give you a list of all the orders with Unposted/Authorized amounts. 5. To select all the orders for processing, click the checkbox located in the column heading or select orders one at a time by checking the box to the left of the order. 6. Click Process to post the ledger for the selected orders. An amount authorized cannot be changed. No further credit card transactions can be made to the order until any ex- isting credit card transactions have been processed. The order cannot be invoiced until any existing transactions have been processed. Phone: 319-243-2864 [email protected] Authorize.net Procedures How do I Process Unposted/Authorized Order Deposits, Cont. ? The order’s deposit amount now reflects the Unposted/Authorized amount that was processed. The order can now be invoiced or additional order deposits posted to it –if necessary. Once the order has been processed as an invoice, any balance remaining on the invoices can be processed against the order’s credit card vault profiles. If the balance of the invoice is to be paid through the Receipts-Allocate option, then no further processing is required in Epayment for the invoice. How do I Process credit card charges for invoice balance due? Once an order containing Authorize.Net charges have been invoiced (Process Invoice) any balance due on the invoice can be charged to the last credit card vault profile charged on the order. Unlike the order in which the credit card can be charged within the order and the ledgers are posted within Epayment, the invoice balance is charged and ledgers are posted in one step within Epayment. For example if the last credit card vault profile used to put a deposit on the order ends in 1111–any invoice generated from the order will also have an “Order Vault” for 1111. In this way the user does not need to call the customer back to get the credit card again to post the balance of the invoice. Phone: 319-243-2864 [email protected] Authorize.net Procedures How do I Process credit card charges for invoice balance due, Cont. ? Follow these steps to charge and post the balance due on the invoices to your ledger accounts: 1. Provider Name –Select the Authorize.net service provider resource. 2. Invoices Only –Check this. 3. Order Vaults Only -Leave unchecked. 4. Click Search. This will give you a list of all the invoices whose orders were charged through the Authorize.net service provider. 5. To select all the invoices for processing, click the checkbox located in the column heading or select orders one at a time by checking the box to the left of the invoice. 6. Select the Receipt Type for each invoice. 7. Click Process to charge the credit card and to post the ledger for the selected invoices. Multiple invoices can be processed in a batch. The user will only be required to interact if a charge is declined (that way they know which one and why). Negative invoices cannot be processed through Epayment and must be done manually on Authorize.net’s website. How do I Process credit card payments after the order has been entered? Use this function when applying credit card payments after the order or invoice has been created and not previously charged to a credit card when entering the order. How do I Process of credit card payments to order and invoices? Within Epayment, without either checkbox marked, the user can post deposits (full amount or partial) and make payments against invoices (full amount or partial) individually. The same icons apply (the Brown address book, the new payment form and the vault). Phone: 319-243-2864 [email protected] Authorize.net Procedures How do I Process credit card payments after the order has been entered, Cont. ? Follow these steps to charge a partial payment to an order and post to your ledger accounts: 1. Provider Name –Select the Authorize.net service provider resource. 2. Invoices Only –Leave unchecked. 3. Order Vaults Only -Leave unchecked. 4. Select the invoice or order to be charged a partial payment or leave empty for all orders and invoices with a pay with associated to Authorize.Net service provider. 5. Click Search. The program will find all matching records and display them for you. For each order or invoice: 6. Indicate the amount to authorize (charge). 7. Add the credit card vault profile if it doesn’t already exist for this customer. 8. Select the credit card vault profile to be charged. 9. Click Process to charge the credit card and to post the ledger for the selected orders and invoices. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Process a Corporate customer payment paying several customer resources? Short Answer: As individual Receipts-New entries. Explanation: At this time the recommendation is to enter the payment as multiple Receipt- New entries. (One entry for each customer on the check) Use the Reference fields in Receipts-New to reference check number plus the original payment amount. Use the Memo field to reference Invoice to pay plus the corporate customer name. You can then always find where the full amount of the check was entered by searching on this value or the corporate name through customer history. Scenario 1 You receive one check for $375.00 from “Local District Schools” for multiple schools within their district: * High School total $175.00 From the Ribbon Menu: * Junior High School total $150.00 Tab: Customer * Elementary School total $50.00 Control Group: Receipt Option: New Continue to Receipt Allocate to allocate to appropriate invoices for each school. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Process a Corporate customer payment paying several customer resources? Continued… Scenario 2 * High School total $175.00 * Junior High School total $150.00 * Elementary School has a CREDIT balance of -$50.00 The District would like to use that credit against an invoice for another school. They send a check for $275.00. In the following example, we will apply the credit from Elementary School to Junior High School. From the Ribbon Menu: Tab: Customer Control Group: Receipt Option: New Create a Receipt-New for High School for $175 and a Receipt-New for Junior High School for $100 ($150-$50). Continue to Receipt Allocate to allocate to appropriate invoices for each school as follows: From the Ribbon Menu: Tab: Customer Control Group: Receipt Option: Allocate Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Process a Corporate customer payment paying several customer resources? Continued… Scenario 2 continued... * High School: allocate total $175.00 against their open invoices. * Junior High School: allocate $100.00 against $100 of their open invoices. * Junior High School: additional $50.00 will be adjusted off to “reason….” * Elementary School: Adjust -$50.00 to the same “reason…” High School: allocate total $175.00 against their open invoices. In the memo field, put total amount paid plus Corporate customer name. Click Process. Junior High School: allocate $100.00 against $100 of their open invoices, leaving a $46.00 balance. In the memo field, put total amount paid plus Corporate customer name. Click Process. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Process a Corporate customer payment paying several customer resources? Continued… Junior High School: additional $50.00 will be adjusted off to “reason….”, Change payment amount to zero. You then will be able to use the down arrow on the Reason field and select Cash Short or Over. Click Process. * High School: allocate total $175.00 against their open invoices. * Junior High School: allocate $96.00 against $46.00 of their open invoices. * Junior High School: additional $50.00 will be adjusted off to “reason….” Elementary School: In Receipt-Allocate, adjust the credit amount of $50.00 to the same “reason…” (Customer Refund). Change the payment amount to be zero. You then will be able to use the down arrow on the Reason field and select Customer Refund. Click Process. To View through Receipts made for this one check through Customer History: From the Ribbon Menu: Tab: Customer Control Group: List Option: History Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Process a Corporate customer payment paying several customer resources? Continued… Type the dollar amount in the Search field. (or you could use Check #) How Do I Correct wrong check amount entered? Short answer: Correct the Receipts-New entry in customer history. From the Ribbon Menu: Tab: Customer Control Group: Customer Option: Views/History Select Customer from this list. Click on the Receipts-New link for the deposit needing correcting. A new tab will open labeled Receipts Adjust. Correct the amount of the check and click Process. NOTE: If you have already done the Receipts-Allocate and/or Receipts-Deposit for this check, the difference will be waiting for you to Allocate/Deposit. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Record a payment from someone who is not a customer? Short Answer: As a ledger entry From the Ribbon Menu: Tab: Accounting Control Group: Ledger Option: New Explanation: The ‘Receipt-New’ option requires a customer and the ‘Receipts-Allocate’ requires the receipt be ap- plied to an order or invoice. A non-customer payment does not meet these requirements and should be entered as a ledger entry. On the Accounting tab select the option for New under the Ledger group. Use the tool tips provided for field by field guidance. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Issue a customer refund for Order deposit/On Account amount? Short Answer: Receipt-Allocate with ledger distribution with no invoice. From the Ribbon Menu: Tab: Customer Control Group: Receipt Option: Allocate Explanation: This option allows customer funds to be allocated to a ledger account. Examples:  Funds on account that need to be refunded back to the customer  An existing invoice that needs to be adjusted off to an account (other than those already listed)  Funds from non-customers applied to the appropriate expense account  Refund from UPS  Reimbursement from employees A B C 1. In Receipt-Allocate, A. Select the Customer. B. Open the Ledgers expander. C. Add Ledger D. Process Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Issue a customer refund for Order deposit/On Account continued… 2. In order for you to write a check, the customer needs to be setup as a vendor. This can be done through VendorNew or Vendor Manager. From the Ribbon Menu: Tab: Vendor Control Group: Vendor Option: New or Manager 3. Create a New Bill using the customer set up as a vendor, enter the amount. In the reference field enter the customer name or invoice number and the word refund. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New 4. In Bills Apply, allocate the amount, as non-order, to your Accounts Receivable ledger (116). From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Apply Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Issue a customer refund for Order deposit/On Account continued… 5. In Bill Pay, select the appropriate vendor, write the check. Select the proper check from the list and click Process. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay 6. In Bill Checks, select the appropriate bank account that the check is issued from . Check the box for the corresponding check to print, and then Process. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Refund customer for damaged goods & print corrected invoice? In order to try to cover all scenarios, the answer to this question will be divided into 2 different Question/Answer. 1. How Do I Adjust and reprint an invoice? Short Answer: Modify the invoice and print a new one. From the Ribbon Menu: Tab: Customer Control Group: Invoice Option: Invoice Manager Explanation: Open the invoice through Invoice Manager. Correct the amount and “Process the Invoice”. Change the View to “Send” and Print a new invoice. This will reflect changes made. 1. If the customer has not paid the invoice- the updated amount due is showing correctly on their account 2. If the customer has already paid the invoice short- do nothing else, the amount due now equals the amount paid. 3. If the customer has already paid the invoice in full- there will be a credit on their account. Continue on to Part 2 on “How do I refund a customer for a credit on their account?”. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Refund a customer for damaged goods & print corrected invoice? Continued… 2. Refund a customer for a credit on their account? Short Answer: Leave it on account or Refund customer by writing the customer a check. Explanation: In this scenario, the customer has been invoiced. If you feel you will be invoicing this customer soon, you can leave it on account and they can use it later by paying another invoice short for that amount. If you need to issue a refund check, follow these steps: 1. Because you have adjusted the invoice, there will be amount for this customer to Allocate. From the Ribbon Menu: Tab: Customer Control Group: Receipt SELECT your customer from the List. Option: Allocate Please note, if you do not see the customer in this list, be sure the ‘Unallocated’ column is not filtered (filter is yellow): If Filter is Yellow, click filter and then click “Clear Filter” Select the invoice with the refund amount, and change Reason to be Customer Refund, and Process. 2. In order for you to write a check, the customer needs to be setup as a vendor. This can be done through Vendor -New or Vendor Manager. From the Ribbon Menu: Tab: Vendor Control Group: Vendor Option: New or Manager Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Refund a customer for a credit on their account? Continued... 3. Create a New Bill using the customer set up as a vendor, enter the amount. In the reference field enter the customer name or invoice number and the word refund. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New 4. In Bills Apply, allocate the amount, as non-order, to your Customer Refunds ledger (246). From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Apply 5. In Bill Pay, select the appropriate Pay To (if this was used), write the check. Select the proper check from the list and click Process. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay Phone: 319-243-2864 [email protected] Customers...How Do I? Place a Credit Hold on a customer? From the Ribbon Menu: Tab: Supervise Control Group: User Option: Manage User Manage– Now has a check box to indicate if the user is a credit manager.  When a customer is placed on a hold status, orders and quotes that are entered for that customer will also be placed on hold. The user that is entering the order will be notified that the order is being placed on hold, when it is saved.  The hold status can only be added or removed by a credit manager.  If a quote is on hold and you try to create an order, you will receive a message that this is not allowed.  If the customer on an existing order is changed to a customer that is on hold, the order will then be placed on hold at the time it is saved. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Write off a receivable? (Bad debt) Short Answer: Allocate the receivable of the customer From the Ribbon Menu: Tab: Customer Control Group: Receipt Option: Allocate Explanation: This option is used to remove open receivables from a customer’s account without recording a receipt of payment from the customer. For example, writing off a receivable for bad debt, a small short pay or overage. Allocate: Select the Customer you wish to make the adjustment. Select the “Reason” from the Pre-determined list next to the appropriate transaction. Each of these reasons can be set to adjust The balance to a default ledger account under Company Setup-Ledger Defaults. Available Reasons: Bad Debt Bank Service Charge Cash Short or Over Credit Card Fee Customer Refund Sales Discount Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Write off a customers invoice due to Barter Agreement? Short Answer: Set up Barter ledger and payment method. Explanation: ASI SmartBooks allows you to set up a Barter account – similar to how you would setup a checking or credit card account. This will provide you the ability to track transactions through the Register and balance the barter account to verify barter transactions through the Reconcile option. How do I setup procedures for bartering? 1. From the Ribbon Menu: Tab: Accounting Control Group: Chart of Accounts Option: New Create a new ledger for each bartering agreement. Use "Cash" as the type. 2. From the Ribbon Menu: Tab: Tools Control Group: Financial Option: Payment Method Create a new payment method for bartering. Type is Customer. Use the Ledger created above. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Write off a customers invoice due to Barter Agreement continued… How do I write off the customer’s invoice? From the Ribbon Menu: Tab: Customer Control Group: Receipt Option: New then Allocate then Deposit Like with any other customer receipt, enter a Receipt New for the amount you are writing off due to bartering. Use the payment method (Receipt Type) set up for "Barter." Receipt Allocate the payment against the customer invoices that will part of the barter transactions. In Receipt Deposit, use the ledger you set up for bartering as your Bank Account. Select only the invoices with the Barter payment method and process. By following these steps, you will be able to see the balance of your Barter Agreement with this customer in the Check Register options. Simply select the Ledger you set up for the barter agreement. You can also verify the transactions through the Reconcile option if there is a statement or some other type of register to balance the transactions against. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Handle a NSF (Non Sufficient Funds) check from a customer? Short answer: As a correction in History. From the Ribbon Menu: Tab: Customer Control Group: Customer Option: Views/History Explanation: As you may recall, there were 3 steps to receiving this check, New, Allocate, and Deposit. You need go into history and reverse these 3 steps. Once these 3 steps are reversed, ‘REFRESH’ your history screen to see the changes. 1. In the Customer’s History, locate the Receipts-Deposit Entry under the “Source” column and click on this blue link. This will open a new tab titled “Deposit Adjust”. Uncheck the line with the check returned NSF and click Process. This will remove the cash out of your bank account ledger. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Handle a NSF (Non Sufficient Funds) check from a customer? Cont. 2. While still in History, locate and click in the “Source” column the blue link for Receipts-Allocate. This will show the invoice number the NSF check originally paid. A new tab will open titled “Allocate Adjust”. Uncheck the Order and Process. This will reinstate the invoice as a receivable to be paid when you receive new payment from the customer. 3. While still in History, locate and click in the “Source column the blue link for Receipts-New. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Handle a NSF (Non Sufficient Funds) check from a customer? Cont. A new tab will open titled “Receipt Adjust”. Zero the amount and Process. This will remove any money on account for this customer. $0.00 4. Refresh the History Screen. Once the screen is refreshed, it will be as though a check was not received, however, you can still see the entries with the amount in the reference area for future auditing. Phone: 319-243-2864 [email protected] Customers...How Do I? How Do I Create a statement for a customer? Short Answer: View option for a customer. From the Ribbon Menu: Tab: Customer Control Group: Customer Option: Views, then from the Drop Down, select Statement Send. Explanation: Customer statements are unique to each customer. Statements can be sent via email or print. The Customer Manager window will load. Select the appropriate customer from the list. Once that customer loads in the edit window on the bottom, you can “Preview” the statement or select which option to “SEND” the statement. The available options are to print or email a customer statement. Phone: 319-243-2864 [email protected] ASI SmartSales Integration ASI SmartSales is a service no longer offered by ASI Central. However, this resource is for those customers who do have ASI SmartSales presently, to assist with questions that they may have. Having ASI SmartSales allows your salespeople to have a contact management software where they can keep notes on their customers. It is designed to help you target the leads most likely to close and generate call lists so you can pay attention to the prospects that matter most to your business. Customers entered in ASI SmartBooks can be exported to ASI SmartSales. The Customer Resource will only be exported once (this is not a “sync” process). As you continue to build your Customer Resources in ASI SmartBooks, you will want to continue to export to ASI SmartSales. Only new customers will be exported to ASI SmartSales. Customers entered by your salesperson in ASI SmartSales can be imported into ASI SmartBooks as Customer Resources. The customer will only be imported once (this is not a “sync” process). As your salespeople continue to build customers in ASI SmartSales, you will want to continue to import to ASI SmartBooks as Customer Resources. Only new customers will be imported to ASI SmartBooks. ASI SmartBooks allows you to examine customer information in ASI SmartSales directly from your Customer Resource, Order Resource, or Invoice Resource. Look for this picture Icon: The following pages will show you what needs to be set up in ASI SmartBooks in order to start using the integration with ASI SmartSales. If you’d like more information on the advantages, please contact ASI at 800-546-1350, option 2, or email to [email protected] Phone: 319-243-2864 SmartSales Page 1 asi/30238 ASI SmartSales Integration Access ASI SmartSales? ASI SmartSales’ Partner ID Setup Your ASI SmartSales Partner ID must be setup in ASI SmartBooks Company Setup before you can export your ASI SmartBooks customers to ASI SmartSales. From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Find the ASI field in the System Defaults section and enter your ASI SmartSales Partner ID (ASI #). User Resource Setup Add your ASI SmartSales login credentials to your user through the From the Ribbon Menu: user manager under the supervisor Tab: Supervise menu. Control Group: User Option: Manage Then test the login to make sure the credentials have been entered correctly. Continued... Phone: 319-243-2864 [email protected] SmartSales Page 2 asi/30238 ASI SmartSales Integration Access ASI SmartSales?, continued... Access ASI SmartSales can be accessed from the Home page of ASI SmartBooks. Simply select the menu option under ESP to open your homepage within ASI SmartSales. ASI SmartSales can also be accessed from a customer, order or invoice resource within ASI SmartBooks. Whenever you see the SmartSales button you will be able to access ASI SmartSales and display the corresponding account information for the customer currently being viewed. If there is no corresponding account record, your ASI SmartSales homepage will be displayed. Phone: 319-243-2864 [email protected] SmartSales Page 3 asi/30238 ASI SmartSales Integration Export? ASI SmartSales’ Partner ID Setup Your ASI SmartSales Partner ID must be setup in ASI SmartBooks Company Setup before you can export your ASI SmartBooks customers to ASI SmartSales. From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Find the ASI field in the System Defaults section and enter your ASI SmartSales Partner ID (ASI #). Salesperson Resource Setup ASI SmartBooks Export integration with ASI SmartSales is designed to export customer resource records for Sales Reps who will be using ASI SmartSales. Modify your salesperson resource. From the Ribbon Menu: Tab: Supervise Control Group: User Tab: Manage Add your sales reps’ ASI SmartSales login credentials to their ASI SmartBooks salespersons resource. This will allow any customer where the sales rep is the primary sales rep to be exported to ASI SmartSales. Continued... Phone: 319-243-2864 [email protected] SmartSales Page 4 asi/30238 ASI SmartSales Integration Export continued... Export Procedure NOTE: Only ASI SmartBooks Administrator users will be to access the export option. All customers whose primary sales reps contain a valid ASI SmartSales credentials will be exported. 1. Click the ASI SmartBooks Button 2. Click Tools 3. Click Export to ASISmartSales 4. Click Export Understanding the Export Results  Customer(s) exported—Represents the number of ASI SmartBooks customers that were updated to ASI SmartSales. Either as a new account or updated an existing account.  Customer(s) required no exporting—The number of ASI SmartBooks customers that have not been modified since the last export.  Customer(s) with no salesperson - Cannot be exported—The number of ASI SmartBooks customers that do not have a primary salesperson.  Customer(s) not exported - Invalid ASI SmartSales Login on salesperson resource—The number of customer whose primary salesperson resource does not have a valid ASI SmartSales login credentials. Phone: 319-243-2864 SmartSales Page 5 asi/30238 ASI SmartSales Integration Import ASI SmartSales Accounts ASI SmartSales’ Partner ID Setup Your ASI SmartSales Partner ID must be setup in ASI SmartBooks Company Setup before you can import your ASI SmartSales Accounts to ASI SmartBooks From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Find the ASI field in the System Defaults Section and enter your ASI SmartSales Partner ID (ASI #) User Resource Setup From the Ribbon Menu: Tab: Supervise Control Group: User Option: Manage ASI SmartBooks import integration with ASI SmartSales is designed to import account records based on the ASI SmartSales credentials on the user’s resource. To access the user resource, you must be an ASI SmartBooks Administrator user. On the Supervisor tab’s User section, click Manage. Enter the User’s ASI SmartSales Login credentials and save the user resource. Phone: 319-243-2864 SmartSales Page 6 asi/30238 ASI SmartSales Integration Import ASI SmartSales Accounts continued... Import ASI SmartSales Account information to create new customers in ASI SmartBooks. From the Ribbon Menu: Tab: Customer Control Group: Customer Option: Customer Manager or New On the Customer Resource’s Toolbar actions, Click Import The import window will open. Click the SmartSales button. Enter your search criteria to locate ASI SmartSales Accounts and execute the search. Phone: 319-243-2864 SmartSales Page 7 asi/30238 ASI SmartSales Integration Import ASI SmartSales Accounts continued... ASI SmartSales account records are found based on your user ASI SmartSales Credentials. Any ASI SmartSales account whose name contains the search criteria will be displayed. If search is executed with no search criteria, all ASI SmartSales Account records for the user will be displayed. Select the ASI SmartSales record to be imported by checking the record. Click Import to create an ASI Smart Books customer from the imported ASI SmartSales account. An ASI SmartBooks customer resource will be displayed with the information from the ASI SmartSales account record. Finish completing the customer resource record and click Save. Phone: 319-243-2864 SmartSales Page 8 asi/30238 Vendors...How Do I? Add a Vendor as a Decorator? A Vendor can be marked as a “Decorator” by checking the “Decorator” checkbox on the vendor resource. This indicator will mean that this vendor will automatically be included in the “Destination” lookup on Product lines and “Additional Charge” lines. Currently, the vendor must be added to a product line first in order to be included in the lookup. This feature will allow the user to ship the blank goods to a “Decorator” and then add the product line for the decoration. Continued... Phone: 319-243-2864 Vendor Page 1 asi/30238 asi/30238 Vendors...How Do I? Enter a new bill from a vendor? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New Explanation: To fully process a vendor’s bill there are four steps (New, Apply, Pay, and Checks). New: “New” is always the first required step. Once completed, these funds flow into accounts payable and unapplied bills. Type is either Vendor or Salesperson. Classification is either Invoice or Advance. Reference can be the Vendor’s Invoice number, reference to the advance, Credit Card Statement, Freight Bill, Rent etc. Due Date and Terms will default from the Vendor’s resource. Phone: 319-243-2864 Continued... Vendor Page 2 asi/30238 asi/30238 Vendors...How Do I? Enter a new bill from a vendor continued... NOTE: When processing a Bills-New, the contents of the Reference field will be checked against the vendor’s historical Bill New transactions. If the reference is found, the following message will be displayed: “A bill with this reference already exists for this vendor. Are you sure you want to continue processing?”. Selecting Yes will continue to process and add the bill. Selecting No will take you back to the Bills-New display. The Bill New function allows you to apply your vendor’s bill to your orders, non-order ledgers, or to freight only when you record the bill. However, it is not required that you apply all or any of the Bill New transaction at this time. This simply gives you the ability to Bill Apply at the same time the Bill New is entered, but still allows the flexibility to apply the bill later if that better fits your standard office procedures. Phone: 319-243-2864 Vendor Page 3 asi/30238 asi/30238 Vendors...How Do I? Apply a vendor bill to an order(s)? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Apply Explanation: To fully process a vendor’s bill there are four steps (New, Apply, Pay, and Checks). The Bill New function allows you to apply your vendor’s bill to your orders or ledger when you record the bill. If you did not have the information available to apply the bill in that step, following is the procedure. Bill Apply: On the Vendor tab select Apply under the Bill group. 1. Select the appropriate vendor from the list of bills yet to be applied (on the top). 2. Expand Order section 3. Click “Add Order” for each order applicable to this vendor’s bill. NOTE: Bills can be paid and then applied or applied and then paid. Continued... Phone: 319-243-2864 Vendor Page 4 asi/30238 asi/30238 Vendors...How Do I? Apply a vendor bill to an order(s), Continued? Cost can be applied: For each product Or Entire Order Cost by product: Input the Bill Quantity and Applied amount to the appropriate line items on the order. Once you type the Applied amount you will be prompted to select appropriate ledger account for that line item. Once applied, these funds flow from the unapplied bills into this ledger account. The amount of these funds are also tagged to the order selected in the apply process and will show in the Order Costing view. Cost by order: Click “Add Ledger”. Input Ledger to apply and amount to apply to that ledger. If you have more than one ledger to apply this order, simply click “Add Ledger” until finished. NOTE: For cost recording purposes, applying cost by order does not provide the same level of detail seen when applying cost by product. Tip: Before you click Process, verify the application of your distribution is accurate. Distributions can be over or under applied. This information can be found in the footer (at the bottom of the screen). Phone: 319-243-2864 Vendor Page 5 asi/30238 asi/30238 Vendors...How Do I? Apply a vendor bill to an order(s), Continued? The salesperson name and supplier’s name has been added to the display to help you identify the correct order and products to apply your vendor’s bill to. Apply a Freight Distribution  Bill Apply– A “Freight Only” expander has been added to “Bill Apply” to help speed up order entry of large freight bills (UPS/FedEx). This expander only requires the user to type in the order number and amount to assign to the order. Selecting (enter) when on the previous record automatically adds a new record and moves the cursor down to the next “Order” textbox. This will post the cost to the order the same way adding a ledger line to the order would post. Phone: 319-243-2864 Vendor Page 6 asi/30238 asi/30238 Vendors...How Do I? Apply a vendor bill to (non-order) ledger account? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Apply Explanation: To fully process a vendor’s bill there are four steps (New, Apply, Pay, and Checks). The Bill New function allows you to apply your vendor’s bill to your orders or ledger when you record the bill. If you did not have the information available to apply the bill in that step, following is the procedure. Bill Apply: On the Vendor tab select Apply under Bill group. 1. Select appropriate Vendor (use the Look-up features if necessary). 2. Select the appropriate bill from the list on the top. 3. Expand Non Order section 4. Select “Add Ledger” and input the appropriate ledger. Once applied, these funds flow from unapplied bills into the ledger account chosen during the apply process. Use the memo field for whatever this bill is used for (rent, lunch with client, hotel, etc.) You can apply the amount to more than one ledger account by again selecting “Add Ledger”. 1 2 3 4 NOTE: Bills can be paid and then applied or applied and then paid. Use the tool tips provided for field by field guidance. Phone: 319-243-2864 Vendor Page 7 asi/30238 asi/30238 Vendors...How Do I? Record a payment to a vendor? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay Explanation: When paying a vendor bill by check or credit card the list in the Bill-Pay screen will show all of the vendors with outstanding payables. The bottom section will show a mock check and also the payable detail of the vendor selected. 1. On the Vendor tab, under the Bill group, select Pay. A list of all vendors with current outstanding bills will show. 2. Select the vendor from the list to record a payment to. The vendor’s bills will populate at the bottom of the screen. 3. Verify the correct ledger and method is being used to pay the vendor (cash or credit) and date in the check area. Check number will be assigned during the Vendor-Bill-Check process 4. Select the bills to be paid and enter the payment amounts. 5. When ** To Print** is shown in the upper right hand corner of the check, the system will generate a computer check. 6. Select “Handwritten Check” if this is a manual check or other type of payment. You can type a Reference in place of the check number. You can reference payments such as ATM, ATW, HWC or leave blank. Phone: 319-243-2864 Vendor Page 8 asi/30238 asi/30238 Vendors...How Do I? Write a check? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay Explanation: In the Vendor-Bill-Pay function, payments that are not marked as “Handwritten Check” are marked as **To Print**. Pay: Before printing a check you must record the payment in Bill-Pay to select all the payments you would like to print. Please NOTE: The program is designed to use only one pre-printed check per vendor. For this rea- son, there is a limit of 13 lines of detail on the check stub. If you select over 13 invoices to pay, you will not have the option to print the detail on the check. Checks: You can then go into the Vendor-Bill-Checks feature and batch print these payments. First Select the proper Bank Ledger account. Verify the Starting Check number and select Process. In the event you want to do multiple batch processes, you will be given the option to select which payments to print. NOTE: The sequence the checks print will be in the order they were entered through Bill-Pay. Phone: 319-243-2864 Vendor Page 9 asi/30238 asi/30238 Vendors...How Do I? Change the Pay-to name on a check? Be sure name is included in Vendor Resource as a “Pay to” contact, then change in Bill-Pay. Once the Pay-to name is part of the Vendor Resource, you will be able to use it during the Bill-Pay process. From the Ribbon Menu: Tab: Vendor Control Group: Vendor Tab: Manager 1. In the Vendor Manager, locate the Vendor Resource. 2. Under the Contacts Expander, click on Add contact. 3. Select “Pay to” for the Contact Type. 3. 4. Input First/Last name AND in Name field. Phone: 319-243-2864 Vendor Page 10 asi/30238 asi/30238 Vendors...How Do I? Change the Pay-to name on a check? Continued... The vendor resource allows you to have multiple “Pay to” contacts. The primary contact is denoted by a colored icon and will default as the payee in Bill-Pay. You may only have one primary contact for each contact type. When you want to record a payment, go to Bill-Pay: From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay The primary Pay-to will default on the check. You can click on the magnifying glass for a drop down menu of choices for the Pay-to name. Phone: 319-243-2864 Vendor Page 11 asi/30238 Vendors...How Do I? Record and pay advance payment to a vendor? From the Ribbon Menu: Tab: Vendor Control Group: Bill Tab: New, Apply, Pay, Checks Explanation: An advance is a payment to the vendor/salesperson before an invoice is received. They can be entered for a vendor or salesperson through Bill-New option by selecting ‘Advance’ under the classification field and entering the amount of the advance as a positive number. This will show as a payable to the vendor or salesperson. After the advance is recorded through Bill-Pay and paid through Bill-Checks, the system will then automatically show this payment as an advance (represented by a negative payable). After the actual invoice is received and recorded, the advance can then be used to reduce the check amount when the invoice is paid. To fully process a vendor’s advance there are four steps (New, Apply, Pay, Checks). New: “New” is always the first required step. Create a new bill for the appropriate vendor and denote this is an advance payment by selecting ‘Advance’ under classification. Once completed, these funds flow into accounts payable and unpaid advances . Pay: Record the advance bill using cash (handwritten check), check, or credit card. Select the appropriate vendor to pay from the list. Select the advance, which will be listed among any other invoice for the selected vendor and Select Process. The advance amount will now come out of unpaid advances and go into your advance on purchases. Phone: 319-243-2864 Vendor Page 12 asi/30238 asi/30238 Vendors...How Do I? Record and pay advance payment to a vendor? continued Checks: (Please Note: this step is not necessary if this were a handwritten check). First Select the proper Bank Ledger account. Verify the Starting Check number and select Process. NOTE: These funds will remain in the Advance on Purchases account until the advance is used to lower a payment made to the vendor. When the actual invoice is received, follow the instructions “Apply an advance to a vendor’s bill” on the following pages. This actual vendor bill will need to be entered as a Bill- New and applied in Bill-Apply to the correct order/ ledger account. The advance transaction and the actual vendor bill can then both be picked up in Bill-Pay to apply them together. Phone: 319-243-2864 Vendor Page 13 asi/30238 asi/30238 Vendors...How Do I? Apply an advance to a vendor’s bill? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New then Apply Explanation: Funds from an advance will remain in the Advance on Purchases account until the advance is used to lower a payment made to the vendor. When the actual invoice is received, it will need to be entered as a Bill- New and applied in Bill-Apply to the correct order/ ledger account. The advance transaction and the actual vendor bill can then both be picked up in Bill-Pay to apply them together. Use the tool tips provided for field by field guidance New: “New” is always the first required step. Create a new bill for the appropriate vendor. The classification will be “Invoice”. Apply: On the Vendor tab select Apply under Bill group. Select the appropriate bill from the list on the top. Expand either “Order” or “Non-order” depending on where it is to be applied. Once applied these funds flow from unapplied bills into the ledger account chosen during the apply process. Pay: Select the appropriate vendor to pay from the list. Select the advance recorded earlier and the invoice just received, and Select Process. Checks: If there is an amount left to pay, the check will reflect the proper amount. If there is an amount, go into Vendor-Bill-Checks option and pay the remaining balance on the invoice. Phone: 319-243-2864 Vendor Page 14 asi/30238 asi/30238 Vendors...How Do I? Record a credit from a vendor? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New Explanation: If your vendor has issued you a credit, you will want to input this with Bill-New and Bill-Apply as a negative amount. New: “New” is always the first required step. Be sure to input a negative amount. Click Process. Once completed, these funds flow into accounts payable and unapplied bills. Apply: You can apply the credit to a ledger or to an order. Again, remember to input as a negative amount. Phone: 319-243-2864 Vendor Page 15 asi/30238 Vendor’s... How Do I? Pay a Vendor with a Credit Card? 1. Be sure to setup a ledger account for each credit card that will be used to pay vendors invoices: From the Ribbon Menu: Tab: Accounting Control Group: Chart of Accounts Option: New For ease of reconciliation and position on your financial statements, create this ledger with a Type of Cash. Click Save. 2. Pay Vendor. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay If a credit card is used to pay the order vendor’s invoice: 1. In Bill-New, enter the invoice amount as you normally would. 2. In Bill-Apply, enter the order number and distribute to the proper ledger account ( like 135) 3. In Bill-Pay, change the ledger number for cash, to be the ledger account number set up for that credit card and enter a handwritten check, using a check number outside the range of your real check numbers ( start with 10 and the next one would be 11 and so on). Continued... Phone: 319-243-2864 Vendor Page 16 asi/30238 asi/30238 Vendor’s... How Do I? Pay a Vendor with a Credit Card?...continued If a credit card is used to pay an advance to a vendor for an order. 1. In Bill-New enter the advance amount, changing the classification to advance. 2. Enter the order number the advance is for and the amount of the advance. 3. In Bill-Pay, change the ledger number for cash, to be the ledger account number set up for that credit and enter a handwritten check, using a check number outside the range of your real check numbers ( start with 10 and the next on would be 11 and so on). 4. When the order has shipped to the customer an invoice will need to be expensed to the proper ledger accounts. A. Enter the vendors invoice in Bill-New. B. In Bill-Apply put to the proper ledger accounts. C. In Bill-Pay, select the invoice just entered and the advance from step #1 and process. 3. When the Credit Card bill comes in: From the Ribbon Menu: Tab: Accounting Control Group: Banking Option: Reconcile 1. Under Accounting-Banking-Reconcile., select the account setup for this credit card. This will be a list of vendor advances and payments that have been entered into the computer. Compare to your credit card bill to see if there are any on the credit card bill that are not showing entered in the computer. Enter any that are missing into the computer. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New 2. Then in Bill-New for the amount on the credit card statement. 3. In Bill-Apply, expand non-order and apply to the ledger account setup for this credit card ( the same account you were just looking at in step #1 here). Any amounts on the credit card that aren’t charges to vendors on orders, like lunch or office supplies would need to be applied to the proper ledger account and not the credit card ledger account. 4. In Bill-Pay, you will write the check as normal using your 100 or cash account. Phone: 319-243-2864 Vendor Page 17 asi/30238 asi/30238 Vendor’s ...How Do I? Pay a Vendor with a Credit Card?...continued NOTES: 1. When you get the credit card statement, the balance in your Credit Card Ledger should equal your new statement balance if you have everything recorded properly. Any miscellaneous charges (not made for orders) should be recorded as Ledger transactions when you are reconciling your statement to the proper ledger account. This is also how you would record any interest expense. 2. When you are done reconciling, the credit card account should have a credit balance equal to your statement balance. 3. When you make your payment (after you reconcile), do a bill new to your credit card as the amount of your payment and in bill apply, apply it to the credit card ledger account. Phone: 319-243-2864 Vendor Page 18 asi/30238 Vendor’s ...How Do I? Record Refunds from Vendors to your Credit Card? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New 1. In Bill-New, there will be 2 steps: A. Record the Credit Memo issued from the Vendor as a negative amount. B. Because the vendor has actually put the money back on your credit card, you need to cancel out the issued credit memo by entering a Bill-New with a positive amount. Continued... Phone: 319-243-2864 Vendor Page 19 asi/30238 Vendor’s ...How Do I? Refunds from Vendors to your Credit Card… continued.. 2. In Bill-Apply, there will also be 2 steps to handle the 2 entries made above. A. Apply the Vendor’s Credit Memo (from step A above), to the Order (not individual line items). Click on “Add Ledger” and enter the same ledger you originally used when you received the vendor’s bill (for example, 135 Drop Ship Merchandise). Enter the amount as negative. B. Apply the “New” entry from Step B above. Apply as a “Non Order”. Use the ledger for your Credit Card Asset Account. Enter as a positive amount. Continued... Phone: 319-243-2864 Vendor Page 20 asi/30238 Vendor’s ...How Do I? Refunds from Vendors to your Credit Card… continued.. 3. In Bill-Pay, enter a handwritten check using a fake check number, pay the positive and negative invoice from the Vendor. NOTES: 1. When you get the credit card statement, the balance in your Credit Card Ledger should equal your new statement balance if you have everything recorded properly. Any miscellaneous charges (not made for orders) should be recorded as Ledger transactions when you are reconciling your statement to the proper ledger account. This is also how you would record any interest expense. 2. When you are done reconciling, the credit card account should have a credit balance equal to your statement balance. 3. When you make your payment (after you reconcile), do a bill new to your credit card as the amount of your payment and in bill apply, apply it to the credit card ledger account. . Phone: 319-243-2864 Vendor Page 21 asi/30238 Vendors...How Do I? Write off a vendor’s bill due to Barter Agreement? Explanation: ASI SmartBooks allows you to set up a Barter account – similar to how you would setup a checking or credit card account. This will provide you the ability to track transactions through the Register and balance the barter account to verify barter transactions through the Reconcile option. How do I setup procedures for bartering? From the Ribbon Menu: Tab: Accounting Control Group: Chart of Accounts Option: New Create a new ledger for each bartering agreement. Use "Cash" as the type. From the Ribbon Menu: Tab: Tools Control Group: Financial Tab: Payment Method Create a new payment method for bartering. Type is Vendor. Do not check “Check”. Use the Ledger created above. Continued... Phone: 319-243-2864 Vendor Page 22 asi/30238 asi/30238 Vendors...How Do I? Write off a vendor’s bill due to Barter Agreement continued… How do I write off vendor’s bill? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New, Apply, Pay Like with any other vendor bill, enter a Bill New for the amount of the vendor's bill. Bill Apply as normal to either an order or directly to the appropriate ledger. In the Bill Pay screen, use the ledger you set up for bartering as your Bank Account. By following these steps, you will be able to see the balance of your Barter Agreement with this vendor in the Check Register options. Simply select the Ledger you set up for the barter agreement. You can also verify the transactions through the Reconcile option if there is a statement or some other type of register to balance the transactions against. Phone: 319-243-2864 Vendor Page 23 asi/30238 asi/30238 Vendors… How Do I? Void a Check? From the Ribbon Menu: Tab: Vendor OR Accounting Control Group: Vendor OR Banking Tab: Views/History OR Check Register Explanation: To void a check, you need to adjust the previous payment. Load the Bill-Adjust tab from either the History or Check Register. Locate the Vendor & appropriate check. Click on the Blue Hyperlink Bills-Pay. This will load a separate tab with Bill-Adjust. Simply put a check Mark in Void. This will reverse any entries made when this check was marked paid. If you have a physical printed copy, please be sure to write “VOID”. Phone: 319-243-2864 Vendor Page 24 asi/30238 Vendors...How Do I? Void a check that was entered in ProfitMaker? From the Ribbon Menu: Tab: Accounting Control Group: Ledger Option: New Explanation: Enter a ledger entry to Debit Cash and Credit the original expense account for this check. The check will still appear in the bank reconciliation screen along with the new “Voided CK ####” ledger entry. Clearing both of these will offset each other and allow you to reconcile the account. From the Ribbon Menu: Tab: Accounting Control Group: Banking Option: Reconcile Phone: 319-243-2864 Vendor Page 25 asi/30238 asi/30238 Vendors...How Do I? Remove invoice after voiding the check? From the Ribbon Menu: Tab: Vendor Control Group: Vendor Option: Views, then History Explanation: Modifications to entries made through Bills-New, Bills-Apply, or Bill-Pay can be done in Vendor History (or Ledger Transactions). 1. Locate proper vendor. 2. In the ’Source’ column, locate and click the Bills-New entry you would like to remove. This will load a separate tab for Bill Adjust. Add to Reference area “void’ for future reference. Zero the amount and click Process. 3. Click Bills-Apply on the voided entry. This will load a separate tab for Bill-Apply Adjust. If this relates to an order, you can Select or unselect a Product Line by removing the check mark next to the expander icon. The Ledger entry can be deleted by using the “X” on the ledger expander. Click Process When complete. Phone: 319-243-2864 Vendor Page 26 asi/30238 asi/30238 Vendors...How Do I? Determine if I already entered a vendor’s invoice? From the Ribbon Menu: Tab: Vendor Control Group: Vendor Option: Views, then History Explanation: Look in Vendor history under the Vendor tab, Vendor control group, click on Views, then click on History. Select or search for the Vendor. First, be sure the search is for ALL dates (the default is This Month). If you see two “Bill-New” entries for the same invoice, this was entered twice. If this vendor has several invoices listed, you can narrow the search by filtering on the reference field and inputting the vendor’s invoice number. (Again, be sure you are search on ALL dates) To filter: Click the filter icon in the Reference column. Input proper search criteria and click Apply Filter. Phone: 319-243-2864 Vendor Page 27 asi/30238 Vendors...How Do I? Correct double entry of vendor’s invoice? From the Ribbon Menu: Tab: Vendor Control Group: Vendor Option: Views, then History Explanation: Modifications to entries made through Bills-New, Bills-Apply, or Bill-Pay can be done in Vendor History (or Ledger Transactions). 1. Locate proper vendor. 2. In the ’Source’ column, locate and click the Bills-New entry you would like to remove. This will load a separate tab for Bill Adjust. Add to Reference area “duplicate entry’ for future reference. Zero the amount and click Process. 3. If you have also double applied this invoice, click Bills-Apply on the duplicate entry. This will load a separate tab for Bill-Apply Adjust. If this relates to an order, you can Select or unselect a Product Line by removing the check mark next to the expander icon. The Ledger entry can be deleted by using the “X” on the ledger expander. Click Process When complete. 4. If you also have two Bills-Pay entries for this invoice, click Bills-Pay on the duplicate entry. This will load a separate tab for Bill Pay - Adjust. Click VOID to remove this check. Phone: 319-243-2864 Vendor Page 28 asi/30238 asi/30238 Vendors...How Do I? Correct a bill applied with wrong amount or wrong Ledger? From the Ribbon Menu: Tab: Accounting Control Group: Ledger Option: Transactions OR Tab: Vendor Control Group: Vendor Option: Views, then History Explanation: Modifications to entries made through Bills Apply can be done in Vendor History or Ledger Transactions. 1. Locate proper vendor and in the ’Source’ column, locate the original Bills-Apply . 2. Click Bills-Apply. This will load a separate tab for Bill-Apply Adjust. On the Bill-Apply Adjust tab, you can make your corrections. 3. If this relates to an order, you can Select or unselect a Product Line by removing the check mark next to the expander icon. 4. The Ledger entry can be deleted by using the “X” on the ledger expander. NOTE: If you have done both Bill-New and Bill-Apply, you must adjust both in history to make changes correct. Phone: 319-243-2864 Vendor Page 29 asi/30238 asi/30238 Vendors...How Do I? Pay Sales Tax? Explanation: The Sales Tax resource is used to collect information regarding the various sales taxes each company is responsible for collecting, reporting and reimbursing to the appropriate Sales Tax Vendors. You will need a Vendor and Ledger for each sales tax liability before setting up the Sales Tax Resource. Once this is complete, when you enter an order or invoice and use this sales tax resource, the program will automatically update your liability, so when you get to check writing, it is a simple process. Steps 1 through 3 are a one-time setup process. Step 4 is the checkwriting procedure. 1. Set up Ledger: From the Ribbon Menu: Tab: Accounting Control Group: Chart of Accounts Option: New If you are using ASI Computer System’s numbering system for Ledgers, the Sales Tax Payable Ledger is 228. We would suggest you set up the sales tax ledger account as a sub-account of this ledger. 2. Set up Vendor: From the Ribbon Menu: Tab: Vendor Control Group: Vendor Option: New Continued: Phone: 319-243-2864 Vendor Page 30 asi/30238 Vendors...How Do I? Pay Sales Tax?...continued Setup code, name, and address appropriate to your tax liability. 3. Set up Sales Tax Resource: From the Ribbon Menu: Tab: Tools Control Group: Financial Option: Tax Use the Ledger and Vendor set up in steps 1 & 2 for your Sales Tax Resource. This Sales Tax resource should be included in applicable Customer Resources. It will then automatically populate in New Orders/Invoice. You can also enter this resource during New Order/Invoice. Continued: Phone: 319-243-2864 Vendor Page 31 asi/30238 Vendors...How Do I? Pay Sales Tax?...continued 4. Write the Check. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay Order/Invoice processing has taken care of the “New” and “Apply” portion of this bill. You can go directly to the Vendor-Bill-Pay Option. Select the invoices you want to pay. Proceed to Vendor-Bill-Checks, to print the physical check. NOTE 1: If you converted from another system, your Sales Tax Vendor may have defaulted to a generic name (Tax Vendor). You will then need to set up a “Pay To” Contact in this Vendor Resource before going into the Bill-Pay option. NOTE 2: If you converted in the middle of the month, you need to go back to your previous system and get your sales tax figures. Then do Vendor-Bill-New and Vendor-Bill-Apply (to appropriate sales tax ledger) for that amount. Phone: 319-243-2864 Vendor Page 32 asi/30238 Vendors...How Do I? Record Sales Tax Discount? Explanation: If your Sales Tax Authority allows discounts (example: paying early), you will need to create a new bill for the negative amount. You will then have a history of discounts under each tax authority. If you do not already have a ledger account set up for Sales Tax Discounts, do this step first: From the Ribbon Menu: Tab: Accounting Control Group: Chart of Accounts Option: Account Manager, or New Click SAVE when complete: Now record the discount: From the Ribbon Menu: Tab: Vendor Control Group: Bill Tab: New, then Apply, then Pay In Bill –New: Select the proper Sales Tax Authority. In the Reference field, indicate this is a Discount. Input the negative amount. Click Process. Phone: 319-243-2864 Vendor Page 33 asi/30238 Vendors...How Do I? Record Sales Tax Discount? Continued... In Bill-Apply: Select the proper Sales Tax Authority. Expand “Non-Order”. Enter Sales Tax Discount Ledger. Enter negative amount. Click Process. In Bill Pay: When it comes time to pay the sales tax, you will simply check the discount amount along with the other invoices for this tax authority. Phone: 319-243-2864 Vendor Page 34 asi/30238 Vendors...How Do I? Print Sales Tax List - Filing Accrual? From the Ribbon Menu: Tab: Vendor Control Group: List Option: Sales Tax Filing Explanation: The list is based on transactions not payables, meaning, that even once the sales tax is paid, it will still be available to report Sales/Freight amounts. Invoices that did not produce a payable (Non-taxable) will still show on this list and will be available regardless of the date selector setting. The list is based on Entry Date, not Invoice date. (this allows adjustments done in different months to be accounted for correctly). Example: An invoice was processed on June 1 showing as Non-Taxable. At the end of June it was reported to the Taxing Authority as a non-taxable sale and shows on the Sales Tax Filing list as a June non-taxable sale. In July, the invoice is changed to Taxable and processed again. June’s filing report does not change (it is based off of actual data and should remain constant so it will match the data filed with the taxing authority). July’s filing report will show a negative nontaxable income (based on the reversal of the original invoice) and a positive taxable income and tax due. This list can be filtered by invoice date to match against the P&L or Customer Sales List. However, the entry date should be used whenever preparing this list for filing taxes. Additional columns are available to customers under the wrench – depending on which calculations you need to fill in your State Sales Tax Remittance forms. Continued... Phone: 319-243-2864 Vendor Page 35 asi/30238 Vendors...How Do I? Print Sales Tax List—Filing Accrual? Continued… Total Freight – calculation based on amount in that record line of taxable freight and non-taxable freight. Total Sales – calculation based on amount in that record line of taxable sales and non-taxable sales. Total Sales and Freight – calculation based on amount in that record line of all sales and all freight. Total Taxable – calculation based on the amount of taxable sales and taxable freight. Total Non-Taxable – calculation based on the amount of non-taxable sales and non-taxable freight. Phone: 319-243-2864 Vendor Page 36 asi/30238 asi/30238 Vendors...How Do I? Create a Cash Basis Sales Tax Payables List? From the Ribbon Menu: Tab: Vendor Control Group: List Option: Payables 1. Change the List View to be “Sales Tax Payable– Grouped by Code” 2. Set “As of” custom date based on your criteria. Click Calendar icon to input End Date. Click Filter. 3. To show only invoices that were paid, create a filter on “Customer Paid” column to be equal to “Full” and Apply Filter. Continued... Phone: 319-243-2864 Vendor Page 37 asi/30238 Vendors...How Do I? Create a Cash Basis Sales Tax Payables List? Continued... 4. Set another filter on the Balance column to “is NOT equal to 0.00” and Apply Filter Phone: 319-243-2864 Vendor Page 38 asi/30238 Vendors...How Do I? Set up Discounted Terms for Vendor? From the Ribbon Menu: Tab: Tools Control Group: Financial Option: Terms Explanation: Once the discounted terms are set up in the Terms Resource, you can input the terms in the Vendor Resource or input the terms on the fly when entering vendor bills. If the vendor resource is set up with discounted terms or if you manually select a discounted terms type for the invoice, the system will calculate the discount for you. By selecting a discounted terms type, you will see additional fields available for discount date, non-discountable amount, discount and net due. The system will use the invoice date and terms to calculate the discount date and discount amount. Editing the non-discountable amount (normally used for non-discounted freight), will cause the system to automatically recalculate the discount amount and net due. Phone: 319-243-2864 Vendor Page 39 asi/30238 asi/30238 1099/1096...How Do I? Report 1099/1096 Information? Complete your company set-up to report for both vendors and salespersons who require a 1099 at the end of each calendar year. Setup 1099-MISC/1096 Company Information? From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Company Setup has an expander titled “1099-MISC/1096 Form Information”. This information will be printed on the 1099 forms and the 1096 Summary, so you will want to be certain it is entered accurately. Your tax ID is required in order to print a 1096 Summary form. Company Setup has an expander titled “1099-MISC/1096 Form Information”. This information will be printed on either the 1099 forms or on the 1096 Summary so you will want to be sure it is accurate. A Tax ID is required in order to print a 1096 Summary form. Be certain all your company name, address, phone number and a contact name are entered correctly. Phone: 319-243-2864 Vendor Page 40 asi/30238 asi/30238 1099/1096...How Do I? Setup Vendors for 1099 MISC Reporting? IRS 1099-MISC data may be accumulated for salespersons or vendors you are required to provide with a 1099MISC form at the end of the calendar year. You are also able to print the data on the government supplied 1099 -MISC form, as well as, the 1096 Summary form. The 1099-MISC choices provided include: Nonemployee Compensation, Rent, Royalties and Other Income. These coincide with the most commonly used categories on the 1099-MISC form. From the Ribbon Menu: Tab: Vendor Control Group: Vendor Option: Vendor Manager, or New Any Vendor who will need a Misc. 1099 at the end of a calendar year will need to have to have a Tax ID and the correct category assigned under the Other Expander in Vendor Setup/Manage. Enter the Vendor’s Tax ID. Select the correct 1099-MISC Category from the drop-down list. Continued……. Phone: 319-243-2864 Vendor Page 41 asi/30238 asi/30238 1099/1096...How Do I? Setup Salepeople for 1099 MISC Reporting? Setup Salespeople for 1099 Reporting at the end of the calendar year. From the Ribbon Menu: Tab: Supervise Control Group: Salesperson Option: Salesperson Manager, or New Use the Salesperson Manager or the List to edit each Salesperson’s Resource, and add their Tax ID information and select the correct 1099-MISC Category from the drop-down box. When creating a new Salesperson Resource, be certain to enter their Tax ID information and select the correct 1099-MISC Category. Continued……. Enter the Salesperson’s Tax ID. Select the 1099-Misc. Type from the drop-down list. Phone: 319-243-2864 Vendor Page 42 asi/30238 asi/30238 1099/1096...How Do I? Pay Vendor Bills or Salespeople Commissions for 1099 Reporting? For any salesperson or vendor who has a 1099 Category within their resource record, a new 1099 column will be displayed at the end of the Payment column in Bills-Pay. A button will be displayed for each invoice/commission listed under the 1099 Column. When a Payment exists, that amount will automatically populate the 1099 Amount Paid field within the 1099 amount window. If the 1099 amount to be reported on the 1099 is the same as the Payment amount, there is no need to click the Yes button to open the 1099 Amounts window. Upon clicking Process, the 1099 amount will be updated to the Bill-Pay transactions for the amount of the payment. However, if the 1099 amount should be different than the Payment amount, or you need to record any Federal or State tax withholding, you will want to click on the 1099 button and enter/change those amounts. The Yes button will remain inactive and contain no amounts until there is an amount less than or equal to $0.00 in the Payment column. Place a checkmark in the Pay column to select the Payment, or the Payment amount can be entered manually. Once a payment has been entered, the button in the 1099 column defaults to Yes. Select Yes, IF the detail for the payment or the taxes needs to be edited. The amount to be reported on the 1099 defaults to the amount entered under the Payment column. After selecting Yes, the 1099 Amounts detail opens. The total payment defaults on the 1099 Amount Paid line. Edit the amount of the NOTE: The amounts re- 1099 Amount Paid, when necessary. ported within this window Federal and State Withholding Tax can be entered. will be used to determine the Click OK after entering the detail for each Payment. amounts to be printed on the 1099-MISC form. The Payment amount is not reported. Continued……. Phone: 319-243-2864 Vendor Page 43 asi/30238 asi/30238 1099/1096...How Do I? Enter Adjustments to a 1099? After a Bill-Pay to a Vendor or Salesperson has been processed, and any amounts reported were determined to have been entered incorrectly, an adjustment can be entered using the 1099-New option. From the Ribbon Menu: Tab: Smart Button Then: Conversion Then: 1099 Type: Select the Type, Salesperson or Vendor. Posting Date: Pay close attention to the Posting Date, so the adjustment is in the correct reporting year. Amounts: Enter the 1099-New for the amount of the adjustment. For instance, if you originally entered the 1099 Amount Paid as $148.62, and you should have reported $100.00, you will need to enter a negative amount as the adjustment -$48.62. This can be also be used for taxes, both Federal and State as necessary. Process: Select Process once the adjustment is entered correctly. Hint: To aid in viewing these transactions, you will want to refer to the originalCheck number within the Memo Void a Check? When a check is voided that contains 1099 information, all amounts from the 1099 window will be reversed out of the salesperson or vendor transactions as part of reversing the Bill-Pay transactions. Continued... Phone: 319-243-2864 Vendor Page 44 asi/30238 asi/30238 1099/1096...How Do I? Create Lists for 1099 Information? The fields reported in the 1099 Amounts box during the Bills-Pay process can be added to the following Lists: Vendor History, Salesperson History, Ledger Transactions and Ledger Transactions/Audit Trail /Audit Trail. Use the wrench or right-click on any column heading within these Lists to add columns for the 1099 Amount, Federal W/H Tax Amount and State W/H Tax Amount. Below is a sample Vendor History List containing the additional columns. Create and Print 1099 Recipient List? From the Ribbon Menu: Tab: Supervise Control Group: 1099/1096 Option: 1099/1096 The options to print the salesperson and vendor 1099 Recipient List, 1099-MISC and the 1096 Summary are all located within the 1099/1096 option. You will find these options under the Supervise tab of the Ribbon Menu under the 1099/1096 Control Group. You will want to have your 1099-MISC and 1096 Summary forms on hand for this option. The function contains 3 options: 1099 Recipient List Print 1099-MISC Forms Print 1096 Summary. Note: When you are ready to print the 1099-MISC and the 1096 Summary, be certain to have the actual forms on hand. Continued…. Phone: 319-243-2864 Vendor Page 45 asi/30238 asi/30238 1099/1096...How Do I? Review the 1099 Recipient List? The Recipient List will display/print all salespeople and vendors whose resource record contains a 1099 category. This list will show all salespersons and vendors whose resource record contains a 1099 Category. Use the list to review each salesperson and vendors’ records to be certain each Tax ID number and all addresses are entered correctly. If any information for a salesperson or vendor is missing or incorrect, click their name. The program will then open that salesperson or vendor‘s resource record. Once the changes are made and saved, click the Refresh icon to update the information within the list. The Status for each record will also be shown. Note: Even if a status is inactive, a 1099 can still be printed. Continued……. Phone: 319-243-2864 Vendor Page 46 asi/30238 asi/30238 1099/1096...How Do I? Print 1099-MISC FORMS? This list will show the salespersons and vendors from the Recipient List. Their address information will be replaced with their 1099 Category, the total of the amounts designated as 1099 Payments, and the totals of any Federal and State Tax withheld. These amounts are accumulated from the 1099 information entered during BillPay and amounts recorded from any 1099 totals reported during conversion. Initially, all salespersons and vendors will be checked, unless their Tax ID is missing. If a Tax ID is missing, the word “Invalid” will be shown in the Tax ID column. If you need to Date Selector: The year displayed and the amounts accumulated are for the last print a 1099 for that year (based on system date). This is indicated by the actual year that appears in the vendor or salesperson, date selector. Changing the Date Selector to Custom allows you to enter a different you will need to edit range of dates to be reported. their resource record. Select refresh to view Minimum Reporting Amount: Enter the minimum 1099 payment amount for which the corrections. you need to print a 1099-MISC form. Once you have entered a Minimum Reporting Amount, click “Refresh” to update the list. The list will then show only those records which meet that criteria. Note: If a record is manually unchecked, that record will not be rechecked any time “Refresh” is selected, even if the Minimum Reporting Amount is changed. If a record is intentionally unchecked, it will need to be checked manually, or the Select All checkbox is selected. Continued…. Phone: 319-243-2864 Vendor Page 47 asi/30238 asi/30238 1099/1096...How Do I? Print 1099-MISC FORMS… Cont.? Select/Unselect Checkbox: Any record with a checkmark will have a 1099 form printed. Uncheck the box for the salesperson or vendor that you do not what to print a 1099 form. You may click the upper checkbox to select or unselect all records, excluding records with no Tax ID. Category: The Category assigned to each Salesperson or Vendor is used to determine which box on the 1099MISC form to print the 1099 Payments. Process: Once you have reviewed and determined all of the information is entered correctly, select Process. A message appears as a reminder to insert your 1099-MISC forms into the printer. This message also notifies you that the forms may be printed multiple times. Select Yes, and 1099-MISC Forms will then be printed. You can print 1099’s as many times as necessary. Continued……. Phone: 319-243-2864 Vendor Page 48 asi/30238 asi/30238 1099/1096...How Do I? Print 1096 Summary The 1096 Summary is the form that prints a summary of all 1099’s. The 1096 Summary screen shows the information that will be printed on the 1096 Summary form. The information should be reviewed for accuracy. The Company Name, Contact Name, Tax ID, Address and Phone are obtained from the 1099/1096 expander within Company Setup. Click the blue link under the 1096 Legal Name to edit any of this information. Once the edits are complete, click “Refresh” to update this screen. Place a checkmark here to indicate “This Enter the “Minimum Reporting Amount” here. The 1096 is my final return” on the 1096 Summary. Totals will default from the information contained on the Print 1099-MISC screen. Selecting Process prints the 1096 Summary. This form can be printed as many times as necessary. 1096 Amounts Details: If you wish to see the details for the salesperson and vendor records and amounts which are accumulated into the 1096 Totals, you may click on the expander. The same information will be displayed as it appears on the Print 1099-MISC screen. Any changes made within the details will be reflected in the 1096 Totals. Process: Once you have verified all the information and made any necessary corrections to the 1096 Summary, click the Process button. You will then receive a message instructing you to insert your 1096 Summary form into the printer. Phone: 319-243-2864 Vendor Page 49 asi/30238 asi/30238 Quotes...How Do I? Enter a Quote? From the Ribbon Menu: Tab: Customer Control Group: Quote Option: New Explanation: A Quote is entered for a Proposal to a customer or to request costs from a vendor. Create a New Quote from the Quote Manager or Quote-New options. Quotes are entered the same as Orders. After saving the Quote, you can then “Send” to either email or print under the Views option for a Quote Request to a Vendor and/or a Quote Proposal to a Customer. Create an Order from a Quote? There are multiple ways to create an Order from a Quote. Why do I need an Order? You cannot apply costs to a Quote, nor can you create an Invoice from a Quote. However, creating Orders from Quotes is EASY! From the Customer tab, open a Quote from the List or Quote Manager in the Quote Group. Select New Order at the top of the Quote window. An Order will then be created, along with a New Order number, OR enter your own order number, depending on your setup in Company preferences. (Hint! Be certain a customer has been assigned BEFORE selecting New Order.) OR Continued... Phone: 319-243-2864 Order/Invoice Page 1 asi/30238 asi/30238 Quotes...How Do I? Create an Order from a Quote? Continued… From the Ribbon Menu: Tab: Customer OR Order Control Group: Order Option: New After creating a new order, select the Quote by either entering the Order number or click the search tool to locate the Quote. Add your customer, if you haven’t already, make the necessary additions and edits to complete the Order, and save. Phone: 319-243-2864 Quote/Order/Invoice Page 2 asi/30238 asi/30238 Quotes...How Do I? Do a Quick Search on an order? The Quick Search has been added to allow users to quickly find an open or closed quote, order, or invoice. The quick search is found in the software’s header, and is always available to the user. The default resource type is Order, but once the user selects a resource (quote, order, invoice), that selection will default until the user changes the selection. When the search is executed, an edit tab will be opened with the selected resource displayed. Once the search has been executed, the quick search lookup control will be cleared, ready for the next lookup to be entered. Do a Add a Note to an order? A note icon will now alert you if a note has been added to a Quote, Order or Invoice. All notes can be accessed from the note icon on the edit window. Now you can visually see, without changing the view, that a note has been applied. Grey letter indicates there is no note. Green underlined letter indicates a note exists. Phone: 319-243-2864 Quote/Order/Invoice Page 3 asi/30238 asi/30238 Quotes...How Do I? Place an order on a Credit Hold? User Manage– Now has a check box to indicate if the user is a credit manager.  When a customer is placed on a hold status, orders and quotes that are entered for that customer will also be placed on hold. The user that is entering the order will be notified that the order is being placed on hold, when it is saved.  The hold status can only be added or removed by a credit manager.  If a quote is on hold and you try to create an order, you will receive a message that this is not allowed.  If the customer on an existing order is changed to a customer that is on hold, the order will then be placed on hold at the time it is saved. Phone: 319-243-2864 Quote/Order/Invoice Page 4 asi/30238 asi/30238 Quotes...How Do I? Import an External Order? External Order Import allows a user to import an order or to import products into a new or existing order. This allows orders to be created in ASI SmartBooks quickly and easily without potential keying errors. Default Folder Setup To make importing external orders more efficient, default folders can be setup in Company Setup. From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Expand the System Defaults and locate the External Orders File & Imported External Orders File Folder fields. Enter the path and folder name or use the browse button, navigate to the folder that you wish to use for the External Order File Folder. Repeat this process for the Imported External Orders File Folder, and the External Orders Pending Approval Folder. External Orders File Folder—This is the file folder that will default into the ASI SmartBooks External Order import window. Any import files in this folder will appear in the import display for importing. This location can be changed at the time of importing. Imported External Orders File Folder—This is the file folder that will default into the ASI SmartBooks External Order import window. Once a file is imported and the order is saved in ASI SmartBooks, the import file will be moved to this folder for reference. This can be changed at the time of importing. Phone: 319-243-2864 Quote/Order/Invoice Page 5 asi/30238 asi/30238 Quotes...How Do I? Import an External Order? Accessing the External Order Import: From the Ribbon Menu: Tab: Customer Control Group: Order Tab: Order Manager or New Creating an Order through the External Order Import: Select Import from the toolbar. Select External Orders in the window that opens. Phone: 319-243-2864 Quote/Order/Invoice Page 6 asi/30238 asi/30238 Quotes...How Do I? Import an External Order? The XML files located in your External Order Folder will appear in the import display. The XML file’s Customer Name, PO/Reference, Description (from the first product in the file) and the total number of products contained in the file will be displayed. Click an XML file’s icon to view the product information from the file. The Product’s Code, Description, Vendor, Vendor SKU, Category, Quantity, Price and Cost, the XML file’s location and name will be displayed in the expander’s footer. Selecting to import— Select an XML file to be imported by either checking the box for an XML file or expanding the XML file section and checking the box next to the products that you want to import. Browse— You can use the Browse icon Refresh— Click the Refresh icon to change the location for the External Order files. to update the list of XML files displayed for importing. Import—The selected information will be imported, creating an ASI SmartBooks order. At this point the order can be changed, saved or cancelled. Phone: 319-243-2864 Quote/Order/Invoice Page 7 asi/30238 asi/30238 Quotes...How Do I? Import an External Order? Adding products to an existing order using the External Order Import While in an order, select the Import Products from the footer of the product section. Select External Orders in the window that opens from selecting import. The XML files located in your External Order Folder will appear in the import display. The XML file’s Customer Name, PO/Reference, Description (from the first product in the file) and the total number of products contained in the file will be displayed. Phone: 319-243-2864 Quote/Order/Invoice Page 8 asi/30238 asi/30238 Quotes...How Do I? Import an External Order? Click an XML file’s icon to view the product information from the file. The Product’s Code, Description, Vendor, Vendor SKU, Category, Quantity, Price and Cost, the XML file’s location and name will be displayed in the expander’s footer. Selecting to import— Select products to be imported by either checking the box for an XML file (to select all products) or expanding the XML file section and checking the box next to the individual products that you want to import. Browse— You can use the Browse icon Refresh— Click the Refresh icon to change the location for the External Order files. to update the list of XML files displayed for importing. Import—The selected products will be imported into the order. Phone: 319-243-2864 Quote/Order/Invoice Page 9 asi/30238 asi/30238 Orders/Invoices...How Do I? Enter an Order vs “Invoice Only”? From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager or New If order paperwork will be necessary such as an acknowledgement or purchase order, the order will need to be entered through Order Manager or Order New. From the Ribbon Menu: Tab: Customer or Accounting Control Group: Invoice Option: Invoice Manager or New Explanation: If the only desired paperwork is an invoice, enter the information through Invoice Manager. The order screen is divided into several sections or expanders. Each section expands to allow the opportunity to enter information. Some sections or expanders may not be necessary for every business. NOTE: If you are expecting a bill from a Vendor, you must enter as an Order first and create an Invoice from this Order. This way you will be able to Bill-Apply the Vendor’s bill to this order. “Invoice Only” does not allow BillApply. Example of “Invoice Only”: Maybe your company did artwork for the customer. This would be a straight billing to them, no vendor involved. Phone: 319-243-2864 Order/Invoice Page 10 asi/30238 asi/30238 Orders/Invoices...How Do I? Enter an order? Continued.. The order screen is divided into several sections or expanders. Each section expands to allow the opportunity to enter information. Some sections or expanders may not be necessary for every business. Phone: 319-243-2864 Order/Invoice Page 11 asi/30238 asi/30238 Orders/Invoices...How Do I? “Free type” a Product code without pulling from Product Resource? Explanation: It is not required that a Product Code be set up in order to add a Product to an order. ASICS recommends you enter Product Resources for your frequently used Products. In the Order Manager, you are allowed to “Free type” a Product at any time. The situation may arise, however, when you do have a Product in the Product Resource that matches what you are free typing. In the following example, “ball” is entered as the Product. It’s intended as a onetime ordering product. ASI SmartBooks has the feature where a lookup box is automatically displayed with all entries that contain “ball”. In this instance you do not want to use any of these Product Resources, so simply press the ESCAPE key and the lookup box will disappear. After pressing ESC, ‘ball’ will remain your Product. Continue to enter the details. Phone: 319-243-2864 Order/Invoice Page 12 asi/30238 asi/30238 Orders/Invoices...How Do I? Use Industry Price Codes (IPC)? Calculating cost or price using industry price codes (IPC) can be utilized in the Order Resource in the Product Expander. In the product line of the order, simply enter the IPC code and the customer price to calculate the Vendor cost. You can also enter the vendor cost and the IPC code to calculate the customer price. Phone: 319-243-2864 Order/Invoice Page 13 asi/30238 asi/30238 Orders/Invoices...How Do I? Use a Matrix? The matrix tool allows a user to enter product quantities based on a set of attributes. Most commonly, these attributes will be sizes and colors. However, they are not limited to how they can be used as long as it is two dimensional (rows and columns). The matrix tool can be used on Quotes, Orders and Invoices and is located on the sub-expander of each product line. Matrix templates can be created in advance through a Matrix resource which is also located under the product tab. A matrix template is not required because a matrix can also be created “on the fly”. When using a template, the attribute rows and columns will be copied into the resource (product, quote, order or invoice). This means you can adjust or change the template at any time and it will not change any resources in which the template was previously used. Amounts for each row/column combinations are then entered and the total amount is automatically updated on the Product line and on the Matrix itself. See how to use this powerful tool on the following pages. . Phone: 319-243-2864 Order/Invoice Page 14 asi/30238 asi/30238 Orders/Invoices...How Do I? Create Attributes for a Matrix? Use the default attributes or add new attributes to create a matrix template to utilize multiple times in Quotes, Order Entry, and Invoicing, or add a Matrix using these same Attributes “on the fly”. From the Ribbon Menu: Tab: Product Control Group: Matrix Option: Attribute A list of common attributes for several sizes and colors has been provided to get started. However, add or edit additional attributes as necessary using the Attribute Resource under the Product tab. Add additional attributes by selecting New. Type in the Description and Save. Attributes you don’t want to use can be deleted or edited UNLESS they are used in a Matrix or anywhere within ASI SmartBooks. You can make an Attribute Inactive, if you no longer wish to use it. Continued…. Phone: 319-243-2864 Order/Invoice Page 15 asi/30238 asi/30238 Orders/Invoices...How Do I? Create a Matrix Template? Attributes are used to build Matrix templates to utilize multiple times in Quotes, Order Entry and Invoicing, OR add a Matrix using these same Attributes “on the fly”. From the Ribbon Menu: Tab: Product Control Group: Matrix Tab: Matrix Pre-defined Matrix templates allows the user to quickly add attributes on Product lines for sizes, colors or any other pre-determined information that can be assigned in a row and column format. Upon entering the Matrix Resource, the list will be empty. Click New to create your first Matrix Template. Enter a Description for the Matrix Template. It will immediately appear in the list, and the Status will default to Active. After selecting New, click either or to add the necessary Attributes. After adding the attributes to the Matrix, select Save, and it is ready for use on Quotes, Orders and Invoices. Please Note: You can build a Matrix as large as you want, but each Product line will be limited to 20 rows or columns that contain a quantity. Continued…. Phone: 319-243-2864 Order/Invoce Page 16 asi/30238 asi/30238 Orders/Invoices...How Do I? Add a Matrix to a Quote, Order or Invoice? The matrix can be added directly to a quote, order or invoice. After adding a product and opening the product expander, the first tab of the sub-expander will now be for a “Matrix”. Click “Add Matrix” to select add a Matrix Template and amounts to a product line. Select the Matrix feature on the Product expander. Select a template from the List. OR, create and add a Matrix “on the fly”! Add rows and columns “on the fly” by using the +Row and +Column options. Select the attributes (size/colors) you want to order from the drop-down list. Fill in the quantities within each attribute field for the size and color. The total for the Matrix is automatically updated and displayed in the lower right hand corner of the Matrix and under the Ordered field on the Product line, whether you use a Matrix template or add a Matrix “on the fly”. You cannot edit these totals as this amount updates from the Matrix itself. The Matrix prints on all forms below the product description and to the right of the thumbnail (if one is attached). Product level instructions, destination address, ship-to and in-hand dates will print below the Matrix. Complete the Instructions, etc. for your Quote, Order, or Invoice as usual. Phone: 319-243-2864 Order/Invoice Page 17 asi/30238 asi/30238 Orders/Invoices...How Do I? Insert or Copy a Product on an Order/Invoice? Select the red arrow icon in the Product Expander Explanation: Clicking the tool icon allows the product line to be manipulated. When clicked the menu shown below will appear. Select the option that you wish to perform on the product line. Copy – Allows a product line on an order/invoice to be copied to a new product line on the order/invoice. The new product line will be added to the bottom of the list of products. Insert above – Allows a product line to be inserted (added) above the product line selected on the order/ invoice. A blank product line will be available for your input. Insert below – Allows a product line to be inserted (added) below the product line selected on the order/ invoice. A blank product line will be available for your input. Move up – Allows a product line to be moved up in the list of products on the order/invoice. Move down – Allows a product line to be moved down in the list of products on the order/invoice. Phone: 319-243-2864 Order/Invoice Page 18 asi/30238 asi/30238 Orders/Invoices...How Do I? Add a Vendor Decorator Status? A Vendor can be marked as a “Decorator” by checking the “Decorator” checkbox on the vendor re-source. This indicator will mean that this vendor will automatically be included in the “Destination” lookup on Product lines and “Additional Charge” lines. Currently, the vendor must be added to a product line first in order to be included in the lookup. This feature will allow the user to ship the blank goods to a “Decorator” and then add the product line for the decoration. Phone: 319-243-2864 Order/Invoice Page 19 asi/30238 asi/30238 Orders/Invoices...How Do I? Update dates or addresses on all/selected Products? Select the “Update Dates” icon when modifying dates or “Update Destinations” when modifying Ship address. Explanation: Clicking the icons will launch a data update window. The icons are found in either the Order Expander or the Product Expanders. Phone: 319-243-2864 Order/Invoice Page 20 asi/30238 asi/30238 Orders/Invoices...How Do I? Update dates or addresses on all/selected Products continued... Change Dates: Data Update Window: Make Changes to the Date and then select which Products are affected. Click Update. Change Address: Data Update Window: Make Changes to the Address and then select which Products are affected. Click Update. Phone: 319-243-2864 Order/Invoice Page 21 asi/30238 asi/30238 Orders/Invoices...How Do I? Ship from vendor to vendor? Change the destination of the appropriate products From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager Explanation: The final order destination is listed as a Ship to Address in the order. At the Product level, this address can be changed to ship products between vendors or ship products to multiple Ship to Addresses. This change needs to take place at the product level and each product can have a unique destination that over-rides the order’s Ship to Address. Within each product expander is the ability to over-ride or change certain information regarding that product. Select Destination under the specific product to change the ship to location from the final customer (which is the default) to another vendor or address. Note: The vendor needs to be entered on each Product Line. Phone: 319-243-2864 Order/Invoice Page 22 asi/30238 asi/30238 Order Entry...How Do I? Ship One Product to multiple Ship-to locations? Either enter separate product lines or one product with different addresses listed in the Special Instructions area. Explanation: An Order has a Ship to for the entire order. Each product on the order can have it’s own Ship to. Option 1: Divide the Product into separate lines based on the quantity shipped to each location. In the Product Tab, click on the Destination tab to indicate where this quantity will be shipped. Note: You will need to use this option when the Sales Tax is different for each ship-to location. The Order will show 3 Product Lines. You can view the Destination by expanding the product and clicking Destination. NOTE: When you Print this order, the Purchase Order copy will show the Ship-to by Product. The Acknowledgement and interoffice copy will not print the individual ship-to addresses. Phone: 319-243-2864 Order/Invoice Page 23 asi/30238 asi/30238 Order Entry...How Do I? Ship One Product to multiple Ship-to locations? Continued... Option 2: Have one Product line and indicate quantity to be shipped to each address in the Instructions area. In the Product Expander, click on the Instructions tab, then click Add Instruction. Select which forms you’d like to see these instructions. If you’d like to see the address information on all the forms, click on “All forms”. If it’s only important for the vendor to see on the Purchase Order, click Purchase Order. Indicate the quantity to be sent to each location. Note: The Sales Tax would need to be the same for each Ship-to location when using this Option. Phone: 319-243-2864 Order/Invoice Page 24 asi/30238 asi/30238 Order Entry...How Do I? Remove Instructions from an Order/Invoice? Delete the Instructions. From the Ribbon Menu: Tab: Customer or Order Control Group: Order or Invoice Tab: Order Manager or Invoice Manager Explanation: Removing the contents of an instructions’ input field will not allow you to SAVE the order/invoice. You will receive a validation error. To remove the instruction information, you must use the Delete Icon to remove the form type’s instructions. Phone: 319-243-2864 Order/Invoice Page 25 asi/30238 asi/30238 Orders/Invoices...How Do I? Supported file types for Artwork Thumbnails? At this time, ASI SmartBooks supports JPG, BMP, GIF and PNG file formats. ASI SmartBooks does not support EMF, EPS, IMG, PCX, TGA or TIF file formats. The Image area for thumbnails printed on the forms is approximately 1” x 1” (the image area for the Company logo on forms is approximately 1” x 6”) The image will be shrunk or expanded to fit into the image areas with limited distortion (ex: if the image is too busy to shrink down without loss of clarity it may not print well on the form because of this shrinkage). Phone: 319-243-2864 Order/Invoice Page 26 asi/30238 asi/30238 Orders/Invoices...How Do I? Preview a copy of the order? Select the order in a manage window and change the Views to the form to preview From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager Explanation: The order forms are available to be view on the screen either through the view option in the header of the edit section of the Order Manager. Load the Order Manager option. Select the order from the list so that it populates the edit tool at the bottom by clicking once on the Customer Name. Once the order populates, select the View of the form to preview. That form will load in the edit portion of the screen. There is also a preview option in the Send view of an order. Phone: 319-243-2864 Order/Invoice Page 27 asi/30238 asi/30238 Orders/Invoices...How Do I? Preview a copy of the order? Continued... If changes are necessary on this form, change the view back to Edit and make the appropriate changes and preview the form again. NOTE: If you print or email from the Preview option, this does not update the document Status of the document. You must print or email from the SEND view. Phone: 319-243-2864 Order/Invoice Page 28 asi/30238 asi/30238 Orders/Invoices...How Do I? Send (Print or email) Order Documents? After saving an Order, you have the option to print, email, or print and email using the Send option under Views. You can send one, some, or all Order documents at the same time. Select Send from within the order itself by clicking the drop-down arrow for Views. Under Views, select Send. The Send View displays all the Documents available to be sent. Use the Send Method drop-down to select the option you want to use for each document: Email, Print, Email and Print or None. (The Send Methods’ defaults can be assigned in Company Setup under Documents and edited as necessary from this Send screen.) Using Send creates a Document History for every document each time you send it, allowing anyone to View it later. You can also print, email, or do both one document at a time by selecting Send on the individual document level. Phone: 319-243-2864 Page 29 asi/30238 Orders/Invoices...How Do I? Send (Print or email) Order Documents? (continued) Whether you are using the Send All option or sending one document at a time, the following printing and emailing options will give you the flexibility necessary for managing multiple documents. Printing: Printing: When using the Send All option, you can either use the default printer, OR use the drop-down Printer Name box to send forms to other printers. Change printer and/or email settings by clicking each document title. Edit the email addresses or printer selection as needed. Email: Use the default email address for each form, OR add/edit the email information for each form as necessary. After completing the printer selections email addresses/notes, select Process to email and print the forms. SMTP Host Setup: If your default email setup is SMTP Host, once all the processing is complete for sending the emails, you will return to the Send View for the order. Local Email Client Setup: If the default email setup is your Local Email Client, that window will open for each form. being emailed. Once the documents have all been sent, the user will be taken back to the Send View for the order. Phone: 319-243-2864 Page 30 asi/30238 Orders/Invoices...How Do I? Send (Print or Email) Multiple Order and Invoice Documents To send (print or email) multiple Order or Invoice documents from one location, use the Send option located here: From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Send After clicking the Send Icon from one of the Order Control Groups, select the Function to either Send Invoices OR Send Orders. After selecting one of the above Functions, Send Invoices or Send Orders, you can use the default of this Send option which allows you to retrieve All Unsent Only Invoices or Order Documents with a single click of the Search button. When the Send Orders function is selected, you will have the option to further define which forms you would like to include by adding a checkmark to the appropriate checkbox(es). Phone: 319-243-2864 Page 31 asi/30238 Orders/Invoices...How Do I? Send Multiple Orders (continued)  Use any combination of the filter criteria to locate the exact form(s) you want to Send.  After making the selections from the Function, Forms to include and the criteria, click Search. The Results List from the Search includes the following features:  The ability to select/unselect documents individually.  A checkbox that allows you to select ALL of the documents included in the Results List. A list of the Documents by form type. The Send Method to be used for each document are assigned in Company Setup under the Document Defaults or on the Order. View the Send Method at a glance in the Send Method column. Email: Printer: Phone: 319-243-2864 Page 32 asi/30238 Orders/Invoices...How Do I? Print a Packing List? Check Box on Product when entering an Order. Then chose one of print options. Explanation: A packing list shows order information without any pricing or cost. Defaults can be set in Company Setup for your preferred Send Method, Email and Instructions for the packing list form. If you would like this Product to print on the Packing List, you must click “Include on Packing List”. The default is to not print. Send View: Within an order, select Send in the Views list 1. Expand the packing list section and view the send history. 2. Change the default selections if needed. 3. Send the Packing list to the printer and as an email. 4. Preview the Packing List. 1. 2. 3. 4. Continued... Phone: 319-243-2864 Order/Invoice Page 33 asi/30238 asi/30238 Orders/Invoices...How Do I? Print a Packing List? continued... Other Menu options for Printing the packing List: From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Views, then Packing List Preview OR within an order, change the Views: Phone: 319-243-2864 Order/Invoice Page 34 asi/30238 asi/30238 Orders/Invoices...How Do I? Repeat an Order? From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager Explanation: Copy is available in most resource windows. This will allow an identical copy of the initial resource to populate a new resource window. Changes can then be made to the resource and saved as a new record. Depending on the resource some fields may require unique input and a validation will show this. From the Order Manager, open the original order to repeat. Click “Copy”. This will create an identical copy of the original order with a new order number. Make whatever changes are necessary and process this as a new order. Use the tool tips provided for field by field guidance. When appropriate, create an invoice and process the invoice to finish out the order. Phone: 319-243-2864 Order/Invoice Page 35 asi/30238 asi/30238 Orders/Invoices...How Do I? Track a Quote? Activities can be created and assigned to Quote Resources. These are separate from Order Activities and will not carry over to the order. The activities will be available for viewing and updating from the Tracking View of the Quote in addition to the Quote Tracking Update list. The same options are available for Quote Tracking as there are for Order Tracking. This includes activity types, the ability to setup different processes and to assign default processes for the customer, vendor, and quote that will be added when a new quote is created. From the Ribbon Menu: Tab: Customer Control Group: Quote Option: Update Setup an Activity Manager? From the Ribbon Menu: Tab: Order Control Group: Tracking Option: Activity Phone: 319-243-2864 Order/Invoice Page 36 asi/30238 asi/30238 Orders/Invoices...How Do I? Setup an Activity Manager, Continued? Activity Type: Customer, Vendor, and Quote types will be available on the Quote resource and Quote Tracking. Order types will not be available on the quote resource. Control Type: Date, Textbox, Checkbox, and Combobox are the available control types.  A date control will take a date such as 01/15/15. This allows you to set a date for an activity to be due or set a date to show an activity as done.  A textbox control is an open text field to enter values up to 50 characters  A checkbox allows the user to click into the activity box and see a checkmark symbol or click into the activity again and see a small unchecked box.  A combo box allows an activity to be setup with select options. By limiting the options, you can control the data entered into the cells so it can be grouped or filtered easily. Setup a Process? From the Ribbon Menu: Tab: Order Control Group: Tracking Option: Process Phone: 319-243-2864 Order/Invoice Page 37 asi/30238 asi/30238 Orders/Invoices...How Do I? System Preferences for Quote Tracking ? System Preferences contains a new expander referred to as “Quote Preferences”. This is where default processes can be selected that will default into the Quote Tracking View. The default data range for the Quote Tracking Update list is “This Month”. That means only quote product lines with a date that falls into the range of “This Month” are going to show. If you do not enter dates on your quote product lines or if you want to see a range other than this month – create a custom list and save it with the desired date selected. Note: only the option of “ALL” will show you product lines without a date and “ALL” is only available as a custom list. The default list does not contain any activities. However, all of the custom activities created are available in the list look and can be added and also edited within the list by clicking inside the cell. These edits will also appear back on the Quote Tracking View. Quote Tracking Update List: Quote Tracking View: Phone: 319-243-2864 Order/Invoice Page 38 asi/30238 asi/30238 Order Tracking...How Do I? Track an Order? Orders can be tracked in ASI SmartBooks based on the milestones deemed important and track-able for your company. This is accomplished using Activities and Processes created and defined by you for Customers, Orders and Vendors. From the Ribbon Menu: Tab: Order Control Group: Tracking Option: Activity Create Activities Activity Types are Customer, Vendor, and Order. Customer Type activities are associated with the customer listed on an order. Vendor Type activities are associated with the vendors assigned on the products within the order. Order Type activities are associated to the Order number assigned. To create an Activity, select that option under the Order tab, Tracking Group and select Activity to open the Activity Manager. Decide what Activities you would like to track for your company. Click New to add an Activity; then follow the steps 1 - 4 below. Phone: 319-243-2864 1. Activity Type: Select the Activity Type: Customer, Order, or Vendor from the drop-down menu. 2. Control Type: Select the Control Type, which can be either a Checkbox, Combo-box, Date or Textbox, to define the method used to update this Activity. (You will need to add Activity Options when you use combo-boxes to match the Activity. 3. Label: Enter a Label name for the column header, which you will see in the Order Tracking View. 4. Description: The Description defines what this Activity represents. When using the list tool, you will see the column header (Label) as well as this Description for the column. Order/Invoice Page 39 asi/30238 asi/30238 Order Tracking...How Do I? Create Process A Process in ASI SmartBooks organizes the Activities for an order. You can define the Processes based on how your company needs to flow and tracks orders. Multiple Processes can be created to be used for different situations. The Processes will be available in the Tracking Update View and the Order Tracking View. Create and define your Processes here: From the Ribbon Menu: Tab: Order Control Group: Tracking Option: Process 1. Enter a Description to define what this Process is meant to accomplish. This will display in the Order Tracking View. 2. Select an Activity Type for this Process. This will be either a Customer, Order, or Vendor Activity Type. Only order Activites can be used on an Order Process; the same is true for Customer and Vendor Activities. 3. Click the plus Column to add columns for Activities. Remove an Activity by clicking 3. Click to locate and select the Activity you want to use for each column. 4. Phone: 319-243-2864 Save the Process. Order/Invoice Page 40 asi/30238 asi/30238 Order Tracking...How Do I? Default Processes Default Processes can be assigned in System Preferences. Use the Processes for each that you use most often. From the Ribbon Menu: Tab: Tools Control Group: Control Option: System Preferences Simplify tracking by selecting a Default Process for Customers, Vendors, and Orders. Only one default can be selected for each type. Only one default can be selected for Customers, Vendors, and Orders by either using the search tool or type the description to speed search.  These default assignments will populate into each order. However each process can be replaced or edited on the order itself.  The customer process will default when a customer is assigned to the order. The order process will default when the order is created, and the vendor process will default for each vendor listed on the order’s product lines.  NOTE: Although the same default vendor process will populate for all Phone: 319-243-2864 Order/Invoice Page 41 asi/30238 asi/30238 Order Tracking...How Do I? Order Tracking Update Track the processes and activities for multiple orders using the Order Tracking Update. The Update grid allows viewing and updating of the activities for multiple orders on one screen. From the Ribbon Menu: Tab: Order Control Group: Tracking Option: Update Using the Update icon, activities for orders, customers, and vendors can be added and merged into column form using the wrench tool. These Activities (columns), along with other information contained in an order, can be arranged to follow the flow of the order process your company follows. Activity records can be edited directly on the Tracking Update form using the control types assigned to each: checkbox, combo-box, date or text fields. Multiple Lists can be created, named and saved, depending on the activities important to your company’s departments or individuals who are using the Tracking Update. For example, the Purchasing Manager may have a List that displays Activities pertaining only to their involvement with each order named. After designing a List, use the “Save View As” option under the Views Action within the wrench. Be certain to name the list using a description easily recognized by the department or position who will use the list. IF you want to have the ability to Update the Activities on this List, you will need to add the Activities to a Default Processes in Company Setup, OR add the appropriate Activities under Order Tracking. Phone: 319-243-2864 Order/Invoice Page 42 asi/30238 asi/30238 Order Tracking...How Do I? Order Tracking View Add or Remove Activities and Processes for an order using the Order Tracking View. When an Order is in the Edit View, select Tracking from the Views screen.  In the Tracking View, you can review and update the process defaults previously assigned in System Preferences. Open the expander for each process type.  There is only one process for each type: Customers, Orders, and Vendors. Multi-vendor orders will have a process for each Vendor.  If an Activity is not assigned here through either the Order Processes Default, or added here manually, you will not be able to update the Activity  An entire Process can be deleted by selecting the next to the Process Template lookup.  Selecting a different Process from the Templates when one already exists will replace the existing set of Activities with the Activities assigned in the selected Process. Phone: 319-243-2864 [email protected] Order/Invoice Page 43 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? Short Answer: Based on your company’s preference. You can handle it manually or use the pre-set criteria in System Preferences to automatically close an order/invoice. Manu- ally close order/invoices: Explanation: It is VERY IMPORTANT to understand that closing an order does not automatically mean it has been invoiced or completed. When done manually by you, this is determined by your company and not ASI SmartBooks. For Orders: You may choose to close the order: * Once you physically remove the job jacket from the work in process area. * Once the order has been invoiced. * When you are paid by the customer. * Once all the vendor bills have been applied. * Once all three things have occurred: customer invoice created, vendor bills have been applied, and the customer has paid the invoice. Whatever the determining factors are for deciding when an order is closed, the list should be reviewed to make sure those orders that need to be closed are. For Invoices: You may choose to close the invoice: * Once you physically remove the job jacket from the work in process area. * nce it has been paid by the customer (in this case the list would contain all the invoices found on a Receivables list). * Once all the vendor bills have been applied * Once vendor bills have been applied and the customer has paid the invoice. Whatever the determining factors are for deciding when an invoice is closed, the list should be reviewed to make sure those invoices that need to be closed are. Phone: 319-243-2864 Order/Invoice Page 44 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued... System Preferences: Automatically Close Orders/Invoices: From the Ribbon Menu: Tab: Tools Control Group: Control Option: System Preferences Explanation: This allows you to set a preference as to when you consider an order and/or invoice to be closed. Once an order and/or invoice meet this/these criteria it will be closed by the software. NOTE: Once an option is chosen, the system will not update existing orders/invoices. These will need to be closed manually. It is the same if you modify these settings, the system will not update existing orders/ invoices. Options for Closing Orders: Phone: 319-243-2864 Order/Invoice Page 45 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued… ...Closing Orders  Invoice Processing: The system will change the status of an order to closed once all the invoice(s) associated with this order have been Processed.  If not all product lines are marked complete the system assumes there is a need for an additional invoices and will not close the order.  If the only product line on the invoice not marked complete was added to the invoice and not associated with the order, the order will close.  Unchecking the complete box on a product line after an order has been closed will NOT reopen the order. NOTE: This option does not take into consideration if costs have been applied to the order or if any payments have been made by the customer. This would not be the best option for those that apply cost to the order because the order may not appear in the Bill Apply lookup because of its “closed” status.  Invoice Processing, Receipts – Allocate (Customer Paid in Full) The system will change the status of an order to closed once the criteria for Invoice Processing has been met (see Invoice Processing) and the receivables created from the invoices associated with the order have a zero balance.  Receipts Allocate after Invoice Processing  If payment is made after the invoice is processed, and the receivable balance(s) are zero, the order will close when the receipts allocate transaction is processed.  Examples at the time of Receipts Allocate:  Overpayment of one or more invoices associated with the order exists, the Order stays open.  Underpayment of one or more invoices associated with the order exists, the Order stays open.   Balances paid or adjusted off, the Order will close. Adjustments made to a Receipts-Allocate that causes a balance to reappear will not reopen the order. However, if the user manually reopens the order and then the adjusted receivable is paid, the Order will close. Phone: 319-243-2864 Order/Invoice Page 46 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued… ...Closing Orders  Receipt-Allocate before Invoice Processing (Order Deposit)  If payment is made before the invoice is processed (Order Deposit), and the receivable balance(s) are zero when the invoice(s) are processed, the order will closed.   Examples at the time of Invoice Processing:  Partial deposit or over deposit and receivable balance is created, the Order stays open.  Balances on invoices net to zero, the Order will close. Adjustments made to an already processed Invoice that causes a balance to no longer be zero will not reopen the order. However, if the user manually reopens the order and then the adjusted receivable is paid, the Order will close. This option does not take into consideration if costs have been applied to the order. This would not be the best option for those that apply cost to the order because the order may not appear in the Bill Apply lookup because of its “closed” status.   Invoice Processing, Bill – Apply The system will change the status of an order to closed once the criteria for Invoice Processing has been met (see Invoice Processing) and a Bill-Apply transaction has been posted to the order.  Bill -Apply after Invoice Processing  If bills are applied after the invoice(s) are processed, and all the vendors listed on the order/invoice have a bill apply transaction made, the Order will close.  Examples at the time of Bill-Apply:  Bill from one vendor has been applied; other vendors have not, the Order stays open.  Bills from all vendors have been applied, however, an additional bill is expected, the Order will close.  All vendors listed on the order/invoice have at least one Bill-Apply transaction for them against this order, the Order will close.  Adjustments made to a Bill-Apply transaction that causes a status of a vendor for this order to show as unapplied will not reopen the order. Phone: 319-243-2864 Order/Invoice Page 47 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued… ...Closing Orders  Bill-Apply before Invoice Processing  If bills are applied before the invoice(s) are processed, and the all the vendors listed have a bill apply transaction made, the order will close when the last order product line has been invoiced ‘complete’.  Examples at the time of Invoice Processing:  Bill from one vendor has been applied; other vendors have not, the Order stays open.  Bills from all vendors have been applied, however, an additional bill is expected, the Order will close.  All vendors listed on the order/invoice have at least one Bill-Apply transaction for them against this order, the Order will close.  Adjustments made to an invoice (adding an additional vendor) will keep the order from closing since the invoice vendors update back to the order status window. The order will not close until all the vendors listed on the order and associated invoices have their applied status updated. This option does not take into consideration if any payments have been made against the order, but it does check if costs have been applied to the order. This would be a suggested option for those that apply cost to the order.  Invoice Processing, Receipt – Allocate, Bill – Apply The system will change the status of an order to closed once the criteria for all of the previously mentioned above (see Invoice Processing, Receipt Allocate and Bill Apply) have been met. This option takes into consideration if any payments have been made against the order and checks if costs have been applied to the order. This would be the number one suggestion to give customers. It allows for the order to stay open until all the processes associated with the order have been completed. Phone: 319-243-2864 Order/Invoice Page 48 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued… ...Closing Invoices Options for Closing Invoices: None (Do not close invoices automatically) The system will not close invoices automatically. Users will need to manually update the closing of each invoice when they determine the invoice is ready to be closed. Phone: 319-243-2864 Order/Invoice Page 49 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued… ...Closing Invoices  Receipt–Allocate The system will change the status of an invoice to closed once the criteria the receivables created from the invoice have a zero balance.  Receipt-Allocate after Invoice Processing  If payment is made after the invoice is processed, and the receivable balance is zero, the invoice will close when the receipts allocate transaction is processed.   Examples at the time of Receipt-Allocate:  Overpayment of the invoice, the Invoice stays open.  Underpayment of the invoice, the Invoice stays open.  Balances paid or adjusted off, the Invoice will close. Adjustments made to a Receipt-Allocate that causes a balance to reappear will not reopen the invoice. However, if the user manually reopens the invoice and then the adjusted receivable is paid, the Invoice will close.  Receipt-Allocate before Invoice Processing (Order Deposit)  If payment is made before the invoice is processed (Order Deposit), and the receivable balance at the time the invoice is processed is zero, the invoice will close.   Examples at the time of Invoice Processing:  Partial deposit or over deposit and receivable balance is created, the Invoice stays open.  Balances on invoices net to zero, the Invoice will close. Adjustments made to an already processed Invoice that causes a balance to no longer be zero will not reopen the invoice. However, if the user manually reopens the invoice and then the adjusted receivable is paid, the Invoice will close. Phone: 319-243-2864 Order/Invoice Page 50 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued… ...Closing Invoices  Bill – Apply The system will change the status of an invoice to closed once Bill-Apply transactions have been posted to the order for all vendors listed in the Invoice status window.  Bill-Apply after Invoice Processing  If bills are applied after the invoice(s) are processed, and the all the vendors listed on the order/ invoice have a bill apply transaction made, the Invoice will close.  Examples at the time of Bill-Apply:  Bill from one vendor has been applied; other vendors have not, the Invoice stays open.  Bills from all vendors have been applied, however, an additional bill is expected, the Invoice will close.  All vendors listed on the order/invoice have at least one Bill-Apply transaction for them against this order, the Invoice will close.  Adjustments made to a Bill-Apply transaction that causes a status of a vendor for this invoice to show as unapplied will not reopen the invoice.  Bill-Apply before Invoice Processing  If bills are applied before the invoice is processed, and the all the vendors listed have a Bill-Apply transaction made, the Invoice will close.  Examples at the time of Invoice Processing:  Bill from one vendor has been applied; other vendors have not, the Invoice stays open.  Bills from all vendors have been applied, however, an additional bill is expected, the Invoice will close.  All vendors listed on the order/invoice have at least one Bill-Apply transaction for them against this order, the Invoice will close.  Adjustments made to an invoice (adding an additional vendor) causing a vendor to be listed with no bill applied, the Invoice will remain open. Phone: 319-243-2864 Order/Invoice Page 51 asi/30238 asi/30238 Orders/Invoices...How Do I? Decide when to close an order/invoice? continued… ...Closing Invoices  Bill – Apply The system will change the status of an invoice to closed once Bill-Apply transactions have been posted to the order for all vendors listed in the Invoice status window.  Bill -Apply after Invoice Processing  If bills are applied after the invoice(s) are processed, and the all the vendors listed on the order/ invoice have a Bill-Apply transaction made, the Invoice will close.  Examples at the time of Bill-Apply:  Bill from one vendor has been applied; other vendors have not, the Invoice stays open.  Bills from all vendors have been applied, however, an additional bill is expected, the Invoice will close.  All vendors listed on the order/invoice have at least one Bill-Apply transaction for them against this order, the Invoice will close.  Adjustments made to a Bill-Apply transaction that causes a status of a vendor for this invoice to show as unapplied will not reopen the invoice.  Bill-Apply before Invoice Processing  If bills are applied before the invoice is processed, and the all the vendors listed have a Bill-Apply transaction made, the Invoice will close.  Examples at the time of Invoice Processing:  Bill from one vendor has been applied; other vendors have not, the Invoice stays open.  Bills from all vendors have been applied, however, an additional bill is expected, the Invoice will close.  All vendors listed on the order/invoice have at least one Bill-Apply transaction for them against this order, the Invoice will close.  Adjustments made to an invoice (adding an additional vendor) causing a vendor to be listed with no bill applied, the Invoice will remain open.  Receipt – Allocate, Bill – Apply The system will change the status of an invoice to closed once the criteria for all of the previously mentioned above (see Receipt Allocate and Bill Apply) have been met. Phone: 319-243-2864 Order/Invoice Page 52 asi/30238 asi/30238 Orders/Invoices...How Do I? Print a list of orders that have not yet been invoiced? Order Product List, filtered on “Complete” From the Ribbon Menu: Tab: Order Control Group: List Option: Order Products Explanation: This list will show all open orders sorted by order number. To show orders that have NOT been invoiced, you will need to filter the “Complete” column. Complete indicates the order HAS BEEN invoiced, therefore, the filter needs to be “Complete is NOT checked” to see orders that have not been invoiced. Click Apply Filter. NOTE: Based on the reason you need this report, you may want to view this report grouped differently (you will still need to filter the Complete column). The default Lists are: Phone: 319-243-2864 Order/Invoice Page 53 asi/30238 asi/30238 Orders/Invoices...How Do I? Invoice an Order? Either in Order Manager or Invoice Manager. From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager OR Tab: Customer or Accounting Control Group: Invoice Option: Invoice Manager Explanation: (1) Order Manager: New Invoice will create a copy of a specific order and allow changes to be made regarding things that may have occurred between the time the order was placed and the time the order is ready to be invoiced to the customer. Once the order has been saved, the New Invoice button will appear either on an Order Manager or a New Order screen. Selecting this button will create a copy of the order in a new tab as an invoice. Notice as of this time there is no invoice number assigned. (2) Invoice Manager: In a New Invoice or an Invoice Manager, pull an order in as an invoice by selecting the order number within the Invoice screen. Notice as of this time there is no invoice number assigned. (3) Regardless of which option you choose, an invoice number is not assigned until the invoice is processed. This posts a ledger entry to update sales and costs. This also records a customer receivable, a payable to the appropriate sales tax vendor and account as well as a payable to the appropriate commission vendor (salesperson) and account. Phone: 319-243-2864 Order/Invoice Page 54 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice? ASI SmartBooks has the ability to consolidate several invoice records together for a customer and generate a summary consolidated invoices. Company Setup A new email template has been added for Consolidated Invoice. The example below shows all of the selectable context menu options that can be selected to pre-populate into the email template. An Instruction template added specifically for the Consolidated Invoice. This will be used to print on the consolidated invoice form. This selection is not available in the order or invoice edit window. It is only accessible from here and whatever value entered at the time the user prints or emails the invoice, is displayed. Phone: 319-243-2864 Order/Invoice Page 55 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice, continued? Order Send views will not include the invoice as an option if the order has an associated consolidated invoice. The user must access the invoice through Consolidate Manage. The following window shows all of the forms available to send except for the invoice which was a consolidated invoice for this order. Invoice The changes to invoice edit include the addition of a checkbox for Consolidate. When this is checked, the ‘Process Invoice’ button is hidden. Additionally the invoice date and terms controls are read only. This is because these processes and values are set during the Consolidate Manage – Process Invoice function. Phone: 319-243-2864 Order/Invoice Page 56 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice?, continued Once the consolidated invoice is printed for a group of invoices the following actions and results are now possible for editing an invoice associated to the consolidated invoice . 1. Changing an invoice from consolidated back to individual will undo the postings, redo and then assign a new invoice number. Use the normal invoice manage – send views to send the new individual invoice. The user would need to return to consolidate manage option to resend the revised consolidated invoice, since an invoice was removed. 2. Changing a customer on a consolidated invoice to another customer will undo the postings, redo, and then assign a new invoice number. The user would need to return to consolidate manage to resend a revised invoice in this instance since an invoice was removed and then use the normal invoice manage – send views to send the new individual invoice. Consolidate Manage This menu option, located from the customer tab menu, under invoice group is where functions to process the consolidated invoice, send the consolidated invoice and display the consolidated invoice detail list is available. Process Invoice – This function does many of the same actions that the process invoice does when in the invoice. In the case of a consolidated invoice each invoice selected to group will be assigned the same invoice number, date, and terms. Date and terms are controls that can be edited in the header of the Consolidate Manage window. The user can choose to select all invoices or only those invoices to be grouped into the consolidated invoice. Once selections are complete, select process to generate the ledger transactions, receivable, sales tax, commission, and assign the same invoice number to all of the selected records. Phone: 319-243-2864 Order/Invoice Page 57 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice?, Continued? Send Invoice This function will send the consolidated invoice (email or print). Consolidated Invoices can be individually selected and sent or more than one Consolidated invoice can be selected and sent in a batch. Invoice Detail This function provides a list detailing each line item that appears on the invoice. Group header information will include billing, shipping, terms, or invoice date information. This can be provided to the customer to supplement the consolidated invoice. Phone: 319-243-2864 Order/Invoice Page 58 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice?, Continued Invoice Form Product information will print one line per the same product code, unit, price, and is a freight item. Instructions from the individual invoice will not appear on this form. The only instruction that will print is the company setup consolidated invoice instruction template which prints in the footer area of the form. Phone: 319-243-2864 Order/Invoice Page 59 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice?, Continued NOTE: ProfitMaker users converting to ASI SmartBooks— only the summary consolidated invoice form will be supported. Phone: 319-243-2864 Order/Invoice Page 60 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice/, Continued Receipt New/Allocate The consolidated receivable records are indicated by a + sign and the amount is the aggregate amount of all of the invoices that were associated to the invoice number assigned to the consolidated invoice. The user can select to expand the consolidated receivable record to see each order/invoice that was on the consolidated invoice and select to pick and choose to pay as they wish. Epayment Changes to EPayment include the same type of parent/child relationships as described in Receipt New/Allocate. The concept remains the same, in that you can only perform or work with one line at a time. Phone: 319-243-2864 Order/Invoice Page 61 asi/30238 asi/30238 Orders/Invoices...How Do I? Consolidate an Invoice?, Continued Receivables and History Lists related to receivables and history will include a column that will show a checkmark if the record is a consolidated related item. Customer Statement A type of consolidated invoice will be displayed/printed if the invoice is a consolidated invoice. The PO/ Reference information will not be displayed/printed since there are multiples possible. Phone: 319-243-2864 Order/Invoice Page 62 asi/30238 asi/30238 Orders/Invoices...How Do I? Process an invoice? Select the order in an Invoice Manager or In a New Invoice window, when ready click “+ Process Invoice” From the Ribbon Menu: Tab: Customer or Accounting Control Group: Invoice Option: Invoice Manager or New Explanation: Processing an invoice updates the appropriate ledger accounts, posts any sales tax liability to the appropriate sales tax vendor and posts any commission liability to the appropriate salesperson’s account. The invoice number be assigned at this point. SAVE vs. PROCESS INVOICE: When clicking Save rather than Process Invoice, if you have NOT previously processed the invoice (no invoice#), it will just save your changes. If you had previously Processed the invoice, then clicking Save will do the same thing that Process will (reverse out all transactions and post new transactions). Phone: 319-243-2864 Order/Invoice Page 63 asi/30238 asi/30238 Orders/Invoices...How Do I? Split Ship an invoice (one order, invoice part now & part later)? Create “New Invoice” from same order. From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager Explanation: Open the order through Order Manager. Create an invoice by selecting “New Invoice”. Change the product quantities to reflect the portion that is to be invoiced on the first invoice and click Process. The order is still open so when it is time to create an invoice for the remaining product, simply open the order, create a second invoice (“New Invoice”), modify the product quantities, and click Process. Phone: 319-243-2864 Order/Invoice Page 64 asi/30238 asi/30238 Orders/Invoices...How Do I? Create a BackOrder? Uncheck the Complete box on the Product to be backordered. From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager Explanation: Open the order through Order Manager. Create an invoice by selecting “New Invoice”. Change the product quantities to reflect the portion that is to be invoiced now. Uncheck Complete checkbox. The Open quantity will automatically be calculated. The next time you select “New Invoice” from this order, the Open quantity will default to the Invoiced quantity. NOTE: ASI SmartBooks defaults the Product Line to be Complete even if you modify the quantity invoiced to be less than quantity ordered. You must uncheck the Complete box to create a backorder. Phone: 319-243-2864 Order/Invoice Page 65 asi/30238 asi/30238 Orders/Invoices...How Do I? Edit an invoice? Make changes and process the invoice again. From the Ribbon Menu: Tab: Customer or Accounting Control Group: Invoice Option: Invoice Manager Explanation: The “+ Process Invoice” button is used to make any changes to an existing invoice. Processing after making changes will reverse all original postings and liabilities and repost them based on the changes made. The invoice number will not change and all forms will now reflect these changes. The original ledger, receivable and payable transactions will be reversed and a new set of transactions, receivable and payables will be posted. Posting date or month affected depends on the invoice date and can be changed based on each business situation. Phone: 319-243-2864 Order/Invoice Page 66 asi/30238 asi/30238 Orders/Invoices...How Do I? Add Notes to a Quote, Order or Invoice? Notes (popup and quote) A note icon will now alert you if a note has been added to a Quote, Order or Invoice. All notes can be accessed from the note icon on the edit window. Now you can visually see, without changing the view, that a note has been applied. Grey letter indicates there is no note. Green underlined letter indicates a note exists. Phone: 319-243-2864 Order/Invoice Page 67 asi/30238 asi/30238 Orders/Invoices...How Do I? Correct sales tax on order/invoice? Open the Order/Invoice in either Order Manager & Invoice Manager, change the sales tax, and process. From the Ribbon Menu: Tab: Customer or Order Control Group: Order Option: Order Manager OR Tab: Customer or Accounting Control Group: Invoice Option: Invoice Manager Explanation: The Order Resource is simplified if the Customer Resource is correctly set up with the proper Tax Codes. If the reason you are changing the sales tax on this invoice is based on a permanent change to the Customer Resource, be sure to correct it there before inputting another order for this customer. Tax on the order is driven by the Taxes Expander. Any changes made in the Taxes expander will update all Products on the order. If the tax change applies to ALL the products, simply change in the Taxes expander. (See next page for How-To details). Products may have a different tax based on their Ship-to. These are modified in the Products Expander under the Taxes Tab. The tax must be in the Taxes Ex pander on this invoice in order to be added at the Product level. (See next page for How-To details). Once the changes are made, Process the invoice and resend. If the customer has already paid the invoice, the difference will show in ReceiptsAllocate for the tax amount. If the customer has not paid the invoice, the updated amount for the correct invoice will appear in the Collections-Receivables List. Phone: 319-243-2864 Order/Invoice Page 68 asi/30238 asi/30238 Orders/Invoices...How Do I? Correct sales tax on order/invoice? Continued Taxes Expander Click “Add Tax” to add Sales Tax Resource to this invoice. Click “X” to remove taxes from this invoice. Changes will filter to the Product level. If a new Sales Tax Resource needs to be created, click Manage. (Click here: Sales Tax Resource for the instructions to add new). Product Expander and Taxes Tab The Product expander will duplicate the taxes from the Taxes expander. If you do not see the tax you need, it must be added in the Tax Expander first. Use the Taxable checkbox to indicate whether sales tax will be calculated on this Product or not. If this box is checked, the Report checkbox will automatically be checked and the sales from this product will be included on the Sales Tax Report. Use the Report checkbox alone, to report Sales on products that are exempt from tax, but still need to be included on the Sales Tax Report. Phone: 319-243-2864 Order/Invoice Page 69 asi/30238 asi/30238 Orders/Invoices...How Do I? Issue a credit memo? There is no need for one unless the customer wants to see a negative dollar invoice From the Ribbon Menu: Tab: Customer or Accounting Control Group: Invoice Option: Invoice Manager Explanation: Any necessary changes that need to be made to a customer’s invoice can be made and then the invoice re-processed and reprinted for the customer. If the customer or the business needs to have a negative dollar invoice, then create a negative dollar invoice through the Invoice Manager or New. An order number is not necessary to create an invoice. A negative invoice should only be necessary if the customer is requesting a paper copy showing a negative amount. Any other situations should be handled by editing the original invoice, processing and printing a new invoice for the customer. Review “How do I change an invoice?”. An invoice can be created and a negative quantity can be entered in the product expander to produce a negative dollar invoice. This will also create a negative payable to sales tax and a negative commission if a taxable tax code or a commissionable salesperson is listed on the invoice. Phone: 319-243-2864 Order/Invoice Page 70 asi/30238 asi/30238 Orders/Invoices...How Do I? Determine which invoices have cost variances? View All Invoices: View One Invoice: From the Ribbon Menu: Tab: Order Control Group: List Option: Views, then Costs Explanation: An order costing list is available for use in determining which invoices have cost variances. This list shows which invoices have costs that need to be adjusted to ensure all vendor costs are accounted for. This is an important list for those customers who are using an asset account during Bill-Apply and those that are paying commission based on gross profit. (See Financial Health Reporting Document for full explanation). The Order cost with Invoice Variance list shows those orders that have been invoiced with cost listed that do not match the vendor’s costs applied to the order. Phone: 319-243-2864 Order/Invoice Page 71 asi/30238 asi/30238 Orders/Invoices...How Do I? See open orders by vendor? In the Order Products List From the Ribbon Menu: Tab: Vendor Control Group: List Option: Order Products Explanation: Use this report when calling vendors about open orders. Phone: 319-243-2864 Order/Invoice Page 72 asi/30238 asi/30238 Orders/Invoices...How Do I? Select proper window envelopes to mail? Short Answer: Standard Window Envelope #9 or #10 will work for all our forms. Explanation: The header information on ASI SmartBooks forms are standardized so that the printing on the form is the same from one form to the next. This allows you to use the same envelope size for all the forms. Header information is as pictured: Phone: 319-243-2864 Order/Invoice Page 73 asi/30238 asi/30238 ESP Integration How to setup ESP Integration in ASI SmartBooks. Follow these easy steps to setup ASI® SMARTBOOKS integration with ESPWeb and ESPSearch. (Integration requires a subscription service with these ASI products). Have your ESPWeb and ESPOnline login information handy for reference as you will need to enter this information into 1 Click the Tools tab in the ASI® 2 SMARTBOOKS ribbon menu. Select Company Setup in the Control section of the ribbon menu. 3 Select “Your Company”. In the System Defaults 4 expander below, enter your ESPWeb ASI number . 5 Save your changes. Company Setup is complete and can be closed. Continued... Phone: 319-243-2864 ESP Page 1 asi/30238 ESP Setup How to setup ESP Online in ASI SmartBooks Follow these easy steps to setup ASI® SMARTBOOKS integration with ESP Online. (Integration requires a subscription service with ESP Online). Have your ESP Online login information handy for reference as you will need to enter this information into ASI® SMARTBOOKS . If you do not have these, contact your ASI representative on how to get these. From the Ribbon Menu: 1 Tab: Supervise Control Group: User Option: List 2 Select a username from the list. Click once & their information will populate below. 3 Edit the ASI ESPOnline Login information and enter your email address and password used to access ESPOnline. Save your changes. You must log out of and log back into ASI® SMARTBOOKS in order for your changes to take affect. Continued... Phone: 319-243-2864 ESP Page 2 asi/30238 Using ESP Using the ASI® SMARTBOOKS ESP Integration Follow these easy steps to use ASI® SMARTBOOKS integration with ESPWeb and ESPSearch. (Integration requires service with these ASI products). 1 Access ESPWeb from the Main Menu or from the ESP Web selection in the ribbon menu. The Customer, Order 2 and Product tabs contain the ESPWeb selection. The first time the ESPWeb is selected, you will be asked to enter your ESPWeb Username and password to gain access to ESPWeb. Selecting the ESPWeb selection will open a new 3 tab with a browser that connects to ESPWeb. Within this browser, add items to your cart that you wish to add to your orders in ASI® SMARTBOOKS . Continued... Continued... Phone: 319-243-2864 ESP Page 3 asi/30238 Using ESP 4 Once items are in your ESP Web shopping cart go to your order in ASI® SMARTBOOKS. In the Product expander of the order select “Add Product”. In the newly added product line select the Shopping cart which will display all your ESPWeb shopping cart products. Select the Product that you wish to be added to Continued... Phone: 319-243-2864 ESP Page 4 asi/30238 Using ESP Product not in your shopping cart? 5a Enter a Product Number or Description in the ASI® SMARTBOOKS Order’s Product and click the 5b Or search your ASI® SMARTBOOKS Product’s resource file. ESP Search icon to search in the ESP databases. Enter a Product Number or Description in the ASI® SMARTBOOKS Order’s Product and click the control’s search icon to search ASI® SMARTBOOKS Product resource database. Phone: 319-243-2864 [email protected] ESP Page 5 asi/30238 Products...How Do I? Product Resource Description: Description: Products are items put on orders. It is recommended a Product Resource be input for your company’s most frequently used products. A Product, however, does not have to be entered as a Resource to be used on an order. Products can be input on an order resource ‘on the fly’. Add a Product Resource? From the Ribbon Menu: Tab: Product Control Group: Product Option: New Explanation: If you plan to use a Product now and in the future in Orders or if there are specific rules regarding being Taxable/Commissionable, it is recommended a Product Resource is entered. This will limit re-entry of information plus ensure correct Tax records and Commission payments. Phone: 319-243-2864 Products Page 1 asi/30238 asi/30238 Products...How Do I? Add Product Additional Charges? The option to “Update Product Additional Charges” was added so that when the Product Resource for “Setup Charge” was changed, the user now has the ability to update all of the Product Resources that use this additional charge. Currently if Art Unlimited changed the cost of a “Setup Charge”, not only would the resource for “Setup Charge” need to be changed (if there was one), but also all of the “Additional Charges” listed on other products that included a “Setup Charge” from Art Unlimited. Change the vendor cost on the “Setup Charge” product resource and click “Update Product Additional Charges”. The left side will show what the cost will change to and the right side will list all the Product Resources that have this listed as an “Additional Charge”. Those that are selected (checked) will update with the new cost when the “Update” button is selected. A validation “Success” message will confirm that the selected product additional charges were updated. Phone: 319-243-2864 Products Page 2 asi/30238 asi/30238 Products...How Do I? Add a Matrix to a Product Resource? The matrix tool allows a user to enter product quantities based on a set of attributes. Most commonly, these attributes will be sizes and colors. However, they are not limited to how they can be used as long as it is two dimensional (rows and columns). Expanding the matrix expander for the product will allow you to: 1) Create a new Matrix for the Product 2) Use an existing Matrix template. Create a New Matrix? From the Ribbon Menu: Tab: Product Control Group: Matrix Option: Matrix A Matrix template can be set up under the Product Matrix, and then be used in orders by selecting “Select template and update matrix” in the order. OR, a matrix can be created “on the fly’ in an order by adding rows and columns within the product line of the order. Phone: 319-243-2864 Products Page 3 asi/30238 asi/30238 Products...How Do I? Include Default Product Instructions or Extra Lines of Description? From the Ribbon Menu: Tab: Product Control Group: Product Option: New or Product Manager Explanation: Instructions can be included in a Product Resource and will print on the form you specify. The Instructions can be ’free typed’ for each Product. If you use the same Instructions for several Products we recommend setting up an Instruction Resource (Location: Tools-Order Detail-Instructions) first and then pull that into the Product Resource. (You can also use the Manage link on the right-hand side to load Instructions Resource). Select a template from the Select Form to see Instructions Resource. Instructions. Or simply ‘free type’ the Instruction for this Product Resource. Phone: 319-243-2864 Products Page 4 asi/30238 asi/30238 Accounting...How Do I? Use Accounting in ASI SmartBooks? There are many functions within ASI SmartBooks that automatically update ledger accounts based on the Default Ledger Accounts assigned here: From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup The ledger accounts assigned in the Ledger Posting Defaults are the accounts automatically updated as you process transactions in ASI SmartBooks. These accounts are used to create your Financial Reports: Profit & Loss, Trial Balance and Balance Sheet. Look at the Posting Descriptions list carefully before making any changes to your Chart of Accounts. If you edit an existing account or create new ones, be certain accounts assigned here continue to correspond to the posting description. Phone: 319-243-2864 Under Company Setup, you will see the expander for Ledger Posting Defaults: Accounting Page 1 asi/30238 asi/30238 Accounting...How Do I? Add a new ledger account? From the Ribbon Menu: Tab: Accounting Control Group: Chart of Accounts Option: Account Manager or New Explanation: New ledger accounts can be set up based on each business’s needs. Accounts created can also be classified as a subaccount, meaning they will combine with other subaccounts into one total. An account number must be entered for each ledger. The Type determines where in the financial statement this account will appear. Within each type, the accounts will be listed in numerical order. Adding a master account under the “Subaccount of” field will cause the funds in this account to be listed separately under that master account, but all be combined as a total of the master account on the financial statement. Phone: 319-243-2864 Accounting Page 2 asi/30238 asi/30238 Accounting...How Do I? Reconcile a Cash Ledger Account? From the Ribbon Menu: Tab: Accounting Control Group: Banking Option: Reconcile Explanation: A ledger account must exist for each bank account you want to reconcile. At least one bank account was created during your conversion or company setup. If you have multiple bank accounts, a ledger account needs to be created for each account. Please see: “Add a New Ledger Account” in this document. The Reconcile function allows the reconciliation of payments and deposits made under various ledger accounts. Reconciliation can be completed for cash accounts, as well as liability accounts such as credit cards. 1. After selecting the Reconcile option, a list of all ledger accounts will load either in the top half of your screen or the left side, depending on your view selection under Tools > System Preferences. 2. Select the appropriate ledger from the list to reconcile with a single mouse click. The detail for that ledger will appear in the bottom of your screen or the right hand side, depending on your view selection. Continued... Phone: 319-243-2864 Accounting Page 3 asi/30238 asi/30238 Accounting...How Do I? Reconcile a cash ledger account?, Continued… 3. If you are completing the Bank Reconcile manually, Open the Deposit Expander and clear the customer deposits that show on your bank statement by clicking the “Cleared” checkbox. (Deposits are listed by each customer payment, under each deposit grouping for that day.) OFX file provided by your bank for electronic bank reconciliation, (Please note! Be certain you have completed all of the setup steps to utlize the electronic ban reconciliation. Detailed instructions, including the folder setup and account type, are located at the end of theBank Reconcile section of this document.) 4. Clicking on the + sign next to the daily deposit will show you the individual customer that make up the total. 5. Open the Payments expander and clear the payments that show on your bank statement by checking the “Cleared” checkbox for that payment. Open the Ledger expander and clear the transactions that were entered as Ledger entries that appear on the 6. bank statement by checking the “Cleared” checkbox. Phone: 319-243-2864 Accounting Page 4 asi/30238 asi/30238 Accounting...How Do I? Reconcile a cash ledger account?, Continued… 7. Any additional charges seen on the bank statement can be entered under the New Ledger button as either Other Deposits (interest income, transfers from savings) or Other Payments (Bank service charges, credit card fees). These amounts are always entered as positive numbers. (NOTE: This option opens another tab. You will need to refresh the reconcile screen to see this entry). You can also add these Ledger entries under the Ledger expander (no refresh is necessary). 8. The difference at the bottom must be zero to process. The ASI SmartBooks software will do a calculation where the total of all transactions on the bank statement need to match the total of all transactions cleared in the software. There is no date sensitivity so voided checks and posting to different months are not an issue. 9. If the difference at the bottom is not zero, simply double check the beginning and ending balances and all cleared transactions. Most bank statements give a total for cleared deposits and cleared checks. These can be used to determine any differences. Phone: 319-243-2864 Accounting Page 5 asi/30238 asi/30238 Accounting...How Do I? Reconcile a cash ledger account?, Continued… 10. You have the ability to print the Bank Reconciliation by checking the option on the bank reconciliation screen. The form will only print once the bank reconciliation is processed. It will not print if Save Progress is selected. The first page of the report is a summary. The totals, counts and balances in the summary mirror the totals, counts and balances found in the bottom left corner of the bank reconciliation screen. The second page shows the details of the transactions that were cleared. The first column is the cleared date, the second date showing is the transaction date. 11. If you need to re-print the Bank Reconciliation Report you can regenerate the form. All previous bank reconciliations can be accessed through the Bank Reconcile History list. Select the ledger you want to see the history for under Bank Reconcile. Change the View from Reconciliation to History. Phone: 319-243-2864 Accounting Page 6 asi/30238 asi/30238 Accounting...How Do I? Reconcile a cash ledger account?, Continued… The History List will show each of the reconciliations processed from the account selected in the above list. Clicking the Reconciled hyperlink will open the same Bank Reconcile. All reconciliations (including those that did not have ledger transactions) are listed and can be accessed through this option. You can now select the “Print Reconciliation” option and process. Phone: 319-243-2864 Accounting Page 7 asi/30238 asi/30238 Accounting...How Do I? Reconcile a cash ledger account?, Continued… Void a Reconciliation: From the History View, click the hyperlink for the reconciliation you want to Void. A new tab will open with Bank Reconciliation Adjust. This will show all the transactions for this reconciliation. To void, check Void, then Process. Phone: 319-243-2864 Accounting Page 8 asi/30238 asi/30238 Accounting...How Do I? Import an Electronic Bank Statement? Overview The Bank Reconciliation process has been enhanced to allow the reconciliation of your bank accounts using a bank statement file that many financial institutions have available and is referred to as an OFX file. You do need to check with your financial institution to confirm if they provide this type of file. If your bank provides this ability, generally the process requires you to log into your financial institution’s web account, access and select to download your bank statement, select your range of dates and, in some cases, the types of transactions to be included in the OFX file. Once your selections are complete, you will download and save the file. Company Setup Indicate your folder location for your bank statements: From the Ribbon Menu: Bank Statement Import Folder - The folder where your downloaded bank statement will be saved. Tab: Tools Control Group: Control Option: Company Setup Imported Bank Statements folder -The folder for bank statements that have been imported into the ASI SmartBooks Bank Reconciliation option. Continued... Phone: 319-243-2864 Accounting Page 9 asi/30238 asi/30238 Accounting...How Do I? Import an Electronic Bank Statement?, Continued… Deposits Matching is performed through several passes. The first pass is matching purely on the amount of the transactions. The 2nd pass will sum a series of deposits on a specific day and attempt to match it to the OFX file transactions. If the transaction is not matched to an existing deposit record, then it will be added to the ledger as an ‘Other Deposit’ type transaction. You will need to review and edit this ledger entry to enter the proper revenue account. Payments Matching is performed only on the check number. If the transaction is not matched to an existing payment record, it will be added to the ledger as an ‘Other Payment’ type transaction. You will need to review and edit this ledger entry to enter the proper expense account. Continued... Phone: 319-243-2864 Accounting Page 10 asi/30238 asi/30238 Accounting...How Do I? Import an Electronic Bank Statement?, Continued… Ledgers Matching is performed based on the specific transaction amounts matching. If the transaction is not matched to an existing ledger record, then it will be added to the ledger as an ‘Other Payment’ or ‘Other Deposit’, depending on the transaction amount. You will need to review and edit these ledger entries to enter the proper expense or revenue account. To assist the operator, the reconciliation contains two new columns: Action and Transaction Detail. Action will indicate Accepted, Attention, or Confirmed. Accepted indicates that a transaction match occurred. Attention is for payments, and indicates that the bank transaction amount and the ASI SmartBooks amounts do not agree. This will in turn not check the transaction as Cleared and will require action by the operator. If the operator does indicate cleared, then the action will update to Confirmed. Transaction Detail will display key transaction details from the OFX file to help the operator understand what the transaction pertains too. The difference at the bottom must be zero to process. The ASI SmartBooks software will do a calculation where the total of all transactions on the bank statement need to match the total of all transactions cleared in the software. There is no date sensitivity so voided checks and posting to different months are not an issue. If the difference at the bottom is not zero, simply double check the beginning and ending balances and all cleared transactions. Most bank statements give a total for cleared deposits and cleared checks. These can be used to determine any differences. Phone: 319-243-2864 Accounting Page 11 asi/30238 asi/30238 Accounting...How Do I? Import an Electronic Bank Statement?, Continued... Print a Reconciliation You have the ability to print the Bank Reconciliation by checking the option on the bank reconciliation screen. The form will only print once the bank reconciliation is processed. It will not print if Save Progress is selected. The first page of the report is a summary. The totals, counts and balances in the summary mirror the totals, counts and balances found in the bottom left corner of the bank reconciliation screen. The second page shows the details of the transactions that were cleared. The first column is the cleared date, the second date showing is the transaction date. Bank Statement Ending Balance Starting Balance $155,387.68 Total Bank Statement Transactions $47,983.57 Cleared Transactions Cleared Deposit $107,404.11 Cleared Checks(23) $134,890.23 Other Deposit ($24,054.86) Total Cleared Transactions ($3,431.26) $107,404.11 Phone: 319-243-2864 $107,404.11 Accounting Page 12 asi/30238 asi/30238 Accounting...How Do I? Reconcile Credit Cards Ledger Accounts? From the Ribbon Menu: Tab: Accounting Control Group: Banking Option: Reconcile Explanation: ASI SmartBooks allows you to reconcile credit cards in the same manner as bank accounts with some minor differences. Reconciling should be done when the credit card statement is received. This is a separate procedure from recording the amount owed to the credit card company based on the statement balance. Initial Setup: 1. Be sure a Vendor is entered for each Credit Card. Note: Refer to the Vendor section of the FAQ for more information on paying a Vendor with a credit card. Continued... Phone: 319-243-2864 Accounting Page 13 asi/30238 asi/30238 Accounting...How Do I? Reconcile Credit Cards Ledger Accounts?, Continued... 2. Be sure a Ledger is created for each Credit Card Account. NOTE: Type of account is a customer preference and will not affect how credit cards are processed. It will, however, affect filters in certain lists. Reconcile process: 1. Make sure the beginning and ending balances for the credit card statement are entered as negative amounts in the reconciliation screen. A negative amount is used to represent the amount owed on the credit card statement. (This is different than the balances entered for a bank account, which is not owed, but instead available for use.) 2. Charges on the credit card statement that have been recorded in Bills-Pay will appear under the Checks expander. Each of these charges will have a check number assigned, although when reconciling credit cards these numbers are arbitrary and are not associated with any information on the credit card statement. Use the Date, Name, Pay to Name, and Amount information to determine the correct charges to mark as cleared. Continued... Phone: 319-243-2864 Accounting Page 14 asi/30238 asi/30238 Accounting...How Do I? Reconcile Credit Cards Accounts? Continued... 3. The Payments credited to the credit card for this statement (those already appearing on the statement) appear under the Ledger Entries expander. 4. Additional charges showing on the statement (not associated with an order) can also be entered under the Ledger Entries expander. 5. Be sure your Difference is zero. TIP: Once the credit card statement has been reconciled, determine how much of the balance is going to be paid through the bank account and enter this as a Bill-New transaction and Bill-Apply the amount to the ledger account associated with this credit card. Phone: 319-243-2864 Accounting Page 15 asi/30238 asi/30238 Accounting...How Do I? Research A/P out of balance in Ledger Reconcile? From the Ribbon Menu: Tab: Accounting Control Group: Ledger Option: Reconcile Explanation: In the following example, the Accounts Payable is out of balance for the year 2014 and you are now working in 2015. 1. Click hyperlink in Ledger column for Accounts Payable. 2. A new tab will open labeled Account. Modify the Custom date to be “First Known” (00/00/00) through 12/31/15 (the date you are trying to balance to). Click Filter. Phone: 319-243-2864 Accounting Page 16 asi/30238 asi/30238 Accounting...How Do I? Research A/P out of balance in Ledger Reconcile?, Continued... 3. Group the List by Vendor (since we are looking for Accounts Payable out of balance) Click the Wrench Click Grouping Click and Drag Vendor Name column to grouping area. 4. Start by looking at Vendor 0 (zero) (transactions without vendor numbers). You could have conversion transactions with the source of Payables-New and Ledger. These conversion entries should net to zero. If not, you will need to make the necessary adjustment to correct these conversion entries. If your 2015 is currently in balance, you will need to do an adjustment to 2014 and then reverse it out in 2015 so 2014 is back in balance and 2015 stays in balance. 5. If the out of balance issue is not found here (or only partially here), keep this List open for comparison purposes and return to the Ledger Reconciliation and Click the hyperlink in the Open column. A new tab labeled Payables will open. Phone: 319-243-2864 Accounting Page 17 asi/30238 asi/30238 Accounting...How Do I? Research A/P out of balance in Ledger Reconcile?, Continued... 6. Be sure the ending custom date is 12/31/2015. 7. Follow the same steps to group this report by “Name” (Vendor Name). 8. Compare the two lists vendor by vendor to see which do not match. 9. Once the vendor is located, the Account List can be grouped further by “Bill Invoice” and the Payables List can be grouped further by Reference to determine the exact vendor bill that is causing the discrepancy. Phone: 319-243-2864 Accounting Page 18 asi/30238 asi/30238 Accounting...How Do I? Do Month End? Although there is no required month or year end, there are certain reports that are important for a business to review on a regular basis. These reports will help each business and their financial partners to determine the financial health of the company. Please refer to “Financial Health Reporting”. Phone: 319-243-2864 Accounting Page 19 asi/30238 asi/30238 Accounting...How Do I? How Do I Tie a Trial Balance to Outstanding Banking Activity? From the Ribbon Menu: Tab: Accounting Control Group: Banking Option: Check Register 1. Complete your Reconcile option for your Bank Account. 2. Select the Bank Account from the list. 3. On the Date Filter, Select Custom, and enter the date used on your last bank reconciliation for the End date. 4. Under the Action Column, click on the filter tool. Use the “Does not Contain” option from the dropdown list and enter the word Voided. Click Apply Filter. This will remove all voided checks and shorten the list. Phone: 319-243-2864 Accounting Page 20 asi/30238 asi/30238 Accounting...How Do I? Tie a Trial Balance to Outstanding Banking Activity?, Continued… 5. On the Cleared On column, click the column heading to sort. This will bring the outstanding transactions prior to the date entered in the date filter to the top. Locate the FIRST cleared date used for this account. Under the filter tool, select "Is less than” from the drop-down and enter the first date used to clear transactions. Click Filter. 6. Only outstanding transactions dated prior to the Bank Reconciliation Date will remain. The amount listed in the Footer of the Balance column combined with the ending balance on the Bank Reconciliation Report should equal the amount on the Balance Sheet or Trial Balance for the same date. If there is a discrepancy, you will need to research further using the Audit Trail under the Transactions List in Accounting for that Ledger number. Phone: 319-243-2864 Accounting Page 21 asi/30238 asi/30238 Accounting...How Do I? Create Ledger Entries? From the Ribbon Menu: Tab: Accounting Control Group: Ledger Option: New Explanation: This application allows the user to enter journal entries that may or may not be associated to a customer or vendor. The values should be entered as positive amounts in either the Debit or Credit Columns. The debits must equal the credits to save the entry. Tip: Ledger Transactions that have a customer assigned to them will show in Customer history. Ledger entry amounts will display under the Reference column. This does not affect the customers balance in history, but it will show that a ledger entry was created and associated with this customer, and the same is true for vendors. Ledger Transaction Security: When processing transactions affecting prior month’s or a future posting date, a password can be assigned. This option is located under Tools > Control > System Preferences. If no password is entered in System Preferences, then the transaction will not require a password. Phone: 319-243-2864 Accounting Page 22 asi/30238 asi/30238 Accounting...How Do I? Change Sales Tax, Commission, or Freight Ledger on a Company level to correct previous invoices that used the old ledger? Short Answer: Re-Process each invoice that contains the Ledger number. Explanation: When you Process an invoice, the ledgers affected are pulled from the defaults in Tax resource, Company Setup, or Salesperson resource. You are able to ‘Process’ an invoice as many times as needed. Therefore, once the ledger has been changed , you can go back in and Process the invoice again and it will use the proper ledger. To determine which invoices will need to be re-Processed, run a List of ledger Transactions and sort (filter) by old ledger number. From the Ribbon Menu: Tab: Accounting Control Group: Ledger Option: Transactions Phone: 319-243-2864 Accounting Page 23 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager? From the Ribbon Menu: Tab: Accounting Control Group: Chart of Accounts Option: Budget Manager Budget – Sort by Number List shows general ledger accounts that are associated with the P&L based on their type. There is an optional balance column that will show the balance of the account based on the date selection of “This Fiscal Year”. Budget Manager – Views– Budget Phone: 319-243-2864 Accounting Page 24 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager?, Continued… Budget – Views– Budget The date range options for entering budgets are:  Next Fiscal Year This is for future budget planning. Only one future “Next Fiscal Year” is available at a time.  This Fiscal Year This is the current fiscal year (the year currently open). This means the date has not moved past the last day or the fiscal closing month listed in System Preferences.  Fiscal Ending XXX-XXXX Historical fiscal years (which have ended). There could be multiple of these and how many depends on how many fiscal records are in each database. This is where budgets can be entered for each P&L associated account. The user has the option of entering a different value for each month or entering a fiscal budget and allowing the system to evenly distribute the amount. When updating an existing budget, a change percent can also be used to calculate a new budget at a monthly level or at a fiscal level. Saving the values shown on the window will update the Current Column based on the New Column. Budget Update $ Changing the value in the month 1 Budget field will give an option under the red icon to copy all months. This is an attempt to assist with entering the same values for all 12 months. Phone: 319-243-2864 Accounting Page 25 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager?, Continued… Budget Update % Changing the value in the month 1 Budget field will will give an option under the red icon to copy all months. This is an attempt to assist with entering the same values for all 12 months. Fiscal Update $ Clicking on the blue budget link above the fiscal budget amount will provide the user with a popup selection box. This is an attempt to assist with entering the same values for all 12 months. Phone: 319-243-2864 Accounting Page 26 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager?, Continued… Fiscal Update % Clicking on the blue change % link above the fiscal change % value will provide the user with a popup selection box. This is an attempt to assist with entering the same values for all 12 months. Update Window The blue Update All Accounts link will provide the user an Update window that will allow them to update all P&L accounts if desired. There are two possible ways to update all P&L Accounts: by a specified % or by copying the values from a previous year. Phone: 319-243-2864 Accounting Page 27 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager?, Continued... Update all Accounts by % Update all accounts will give the user the option to update all P&L associated accounts by a certain percentage rate. Only those accounts with a current value can be increased or decreased by a percentage rate. Copy Budget Amounts Update all accounts will also give the user the option to copy a budgets from one fiscal period to another. All accounts can be selected to be copied, or individual accounts can be selected. Phone: 319-243-2864 Accounting Page 28 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager?, Continued... Budget P&L Reports Cost Center budgeting is not available. The cost center control is not an option in the Budget Reports. Month/Year Budget Phone: 319-243-2864 Accounting Page 29 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager?, Continued... Month/Year Budget, Cont. Previous Month/Year Budget Phone: 319-243-2864 Accounting Page 30 asi/30238 asi/30238 Accounting...How Do I? Use the Budget Manager?, Continued... Previous Month/Year Budget, Cont. Phone: 319-243-2864 Accounting Page 31 asi/30238 asi/30238 Supervise...How Do I? Figure commission? Explanation: When an invoice is processed, the system will calculate and post a commission for the appropriate salesperson based on the information on the invoice. Calculations can be paid for salespeople that are paid a flat percentage based on either sales or gross profit. Any other calculations should be made manually through the following option. From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New, then Apply If a manual commission adjustment is necessary, you can enter it as a normal bill to a vendor with a few exceptions. When in Bill- New, change the Type to Salesperson and change Classification to denote commission. This payable will then be included with the other commission payable transactions and available for payment in the next check recorded for this salesperson. Make sure to Apply this bill to the appropriate ledger account. Phone: 319-243-2864 Supervise Page 1 asi/30238 asi/30238 Supervise...How Do I? Change amount of commission? Change the information on the invoice and process the invoice again From the Ribbon Menu: Tab: Customer or Accounting Control Group: Invoice Option: Invoice Manager Explanation: Because commissions are calculated by the system at the time an invoice is processed, changes to the commission calculations can be made by changing the information on the invoice and processing again. Open the invoice associated with this commission. Record any changes necessary to alter the commission amount of the order (additional costs, commission percentage), and process invoice again. EXCEPTION: If this commission came from your conversion, you will adjust this through History. From the Ribbon Menu: Tab: Supervise Control Group: Salesperson Option: Views, then History In History, you can click the hyperlink in the Source column to modify the conversion transaction. Phone: 319-243-2864 Supervise Page 2 asi/30238 asi/30238 Supervise...How Do I? Record commission payments? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: Pay Explanation: When an invoice is processed, the system will post a commission for the appropriate sales person based on the information on the invoice. These commissions automatically update the Bills- Pay screen and are available for immediate payment. Each commission calculated by the system will reference if that commission is tied to an invoice that has been paid by the customer. This will allow the ability to pick and choose which commissions will be paid based on the company’s agreement with the salesperson. Under the Vendor Tab, select Pay in the Bill section. This will allow the recording of a payment to a vendor including a salesperson. Select the commissions to pay. Commissions generated through the invoicing process will update automatically when the customer pays the invoice. Phone: 319-243-2864 Supervise Page 3 asi/30238 asi/30238 Supervise...How Do I? Advance commission to a salesperson? From the Ribbon Menu: Tab: Vendor Control Group: Bill Option: New, Pay, then Checks Explanation: An advance is a payment to the salesperson before an invoice is processed. They are entered for a salesperson through Bill-New option by selecting ‘Advance’ under the classification field and entering the amount of the advance as a positive number. This will show as a payable to the salesperson. After the advance is recorded through Bill-Pay and paid through Bill-Checks, the system will then automatically show this payment as an advance (represented by a negative payable). After the actual invoice is received and recorded, the advance can then be used to reduce the check amount when the invoice is paid. To fully process a salespersons advance there are four steps (New, Apply, Pay, Checks). New: “New” is always the first required step. Create a new bill for the appropriate salesperson and denote this is an advance payment by selecting ‘Advance’ under classification. Once completed, these funds flow into Pending Advances and Unpaid Pending Advances . Pay: Record the advance bill using cash (handwritten check), check, or credit card. Select the appropriate salesperson to pay from the list. Select the advance, which will be listed among any other invoice and Select Process. The advance amount will now come out of Pending Advances and go into your Advance on Purchases. Phone: 319-243-2864 Supervise Page 4 asi/30238 asi/30238 Supervise...How Do I? Advance commission to a salesperson? Continued... Checks: (Please Note: this step is not necessary if this were a handwritten check). First Select the proper Bank Ledger account. Verify the Starting Check number and select Process. NOTE: These funds will remain in the Advance on Purchases account until the advance is used to lower a payment made to the vendor. Phone: 319-243-2864 Supervise Page 5 asi/30238 asi/30238 Supervise...How Do I? Add a User? Contact Upgrade Sales at ASI Computer Systems: 319-266-7688. Explanation: New users are added through the registration process (with ASI Computer Systems) that authenticates the software during first time access. At the time of original purchase, an email is sent to the primary operator that contains their registration serial key (s) and user names. On the login window, press the down arrow on the combo box to see all possible users. On the first login, the user will be prompted for authorization to enter their registration serial key. Manage is where individual users can be maintained. Each user should be assigned a specific security role. You can also enter an email address and ESP Online or ASI SmartSales login credentials. If the user is not found in the drop down list, there are several different situations a user might find themselves in: Situation #1: The user doesn’t see their name in the dropdown and also doesn’t see any names beginning with “User_”. Solution: All the virtual user licenses have been assigned to users and the user has three options: 1. Contact Upgrade Sales ASI Computer Systems to add more users. 2. Login as one of the existing users. 3. Have their software administrator, change one of the existing logins to the users name and reset the password. NOTE: the assumption here is that an existing user no longer has a need to login to the software (IE: No longer with the company or longer needs access to the ASI SmartBooks software). Situation #2: The user doesn’t see their name in the dropdown but does see names beginning with “User_”. Solution: Logins that start with “User” are unassigned logins. The user should contact their Software Administrator to request a login. The administrator will login to ASI SmartBooks and change one of the unassigned logins to the user name and select to reset the password before saving. Situation #3: The user is trying to activate but does not have an registration serial key. Solution: The user or user’s company has not received their registration serial key (s). This could be: 1. User has downloaded and installed software for demo purposes. ASI Computer Systems has not added them to the registration/activation database and has not emailed the key (s). 2. User has downloaded and installed software after purchasing. ASI Computer Systems has not added them to the registration/activation database and has not emailed the key (s). 3. User has downloaded and installed software but not as a demo or as a purchase. User needs to contact Sales at ASI Computer Systems to purchase or get setup as a demo user. Phone: 319-243-2864 Supervise Page 6 asi/30238 asi/30238 Supervise...How Do I? Use Salesperson Security? User Salesperson Security allows an administrator/owner to determine which salesperson(s) a user has information access to. If a user has access to a salesperson(s), they will have access to records to which that salesperson (s) is assigned. (ie. Customers, Quotes, Orders, and Invoices) Within lists and lookups, the user will only see records to which those salespersons are assigned. Examples: Customer Service employee – This user might be given access to multiple salespersons for whom they work with. This will allow them to see any customers, quotes, orders, or invoices to which their salespersons are assigned. Salesperson – This user might be given access just to records to which they are assigned. From the Ribbon Menu: Tab: Supervise Control Group: User Option: Manage Initially, when the software is installed, all users will have access to all salespersons. The ability to change this access, if you only want a user to have access to selected salesperson(s), is maintained within User Manage. An expander titled “Salesperson Access” allows you to check/uncheck selected salespersons. If a salesperson is checked, the user will have access to information assigned to that salesperson. Phone: 319-243-2864 Supervise Page 7 asi/30238 asi/30238 Supervise...How Do I? Use Salesperson Security?, Continued…. Records with no salesperson checkbox – This allows you to give access or restrict the operator from viewing records (Customers, Quotes, Orders, and Invoices) that contain no salesperson. Administrator – If the user has an Administrator role, all salespersons checkboxes will be checked and grayed out as that user has access to all information. Phone: 319-243-2864 Supervise Page 8 asi/30238 asi/30238 Supervise...How Do I? Use Salesperson Security? User, Salesperson, or Customer Service – If the user has a User, Salesperson, or Customer Service role; all checkboxes will be active and may be selectively checked/unchecked. User Salesperson Customer Service The User role also shows in the Role Search Box. Manage Salespersons? From the Ribbon Menu: Tab: Supervise Control Group: Salesperson Option: Salesperson Manager Phone: 319-243-2864 Supervise Page 9 asi/30238 asi/30238 Supervise...How Do I? Manage Salesperson?, Continued…. The ability to allow user access to a salesperson is also contained within the Salesperson resource. When the software is installed, all users will have access to all salespersons. If any changes to access are made within User Manage, they will already be reflected within a salesperson’s resource. User salesperson access changes made either through User Manage or through the Salesperson’s resource will work in conjunction with each other. There is no need to make changes twice. Lists/Lookups Within lists and lookups that pertain to customers, quotes, orders, invoices, and salespersons, records will only be displayed if the user has access to a salesperson assigned to that record. Information pertaining to the accessible records will then be viewable (customer resource details, order details, invoice details, etc). Phone: 319-243-2864 Supervise Page 10 asi/30238 asi/30238 Supervise...How Do I? Manage Salesperson?, Continued…. Order Manage Example: When launching Order Manage, the upper list will only contain orders to which the logged in user has access to any of the salespersons assigned to those orders. The user can then select an order to view the details of that order. New Order Example: When adding/editing an order and viewing the customer and salesperson lookups, the user would only see customers and salespersons to which they have access. Quote Lists – User will have access to a quote based on their access to salesperson(s) on the quote. Order/Order Products/Customer Booked Lists – User will have access to an order based on their access to salesperson(s) on the order. Order Costing List - User will have access to an order based on their access to salesperson(s) on the order. Order Tracking Update - User will have access to an order based on their access to salesperson(s) on the order. Invoice/Customer Sales Lists – User will have access to an invoice based on their access to salesperson(s) on the invoice. Phone: 319-243-2864 Supervise Page 11 asi/30238 asi/30238 Supervise...How Do I? Manage Salesperson?, Continued…. Customer Open Receivables/Customer History Lists - User will have access to all open receivables for a customer based on their access to salesperson(s) on the customer resource. Otherwise, the options may be totally restricted within User Roles. Salesperson Open Commissions/Booked/Sales Lists – Access will be based on the salesperson(s) they have access to within their User Manage. Otherwise, the options may be totally restricted within User Roles. NOTE: Menu options that you may never want a user to have access will continue to be restricted within the User role. Links Within lists and views related to customers, quotes, orders, invoices and salespersons are various links. If the user clicks a link and they do not have access to the information loaded by the link, they will receive an “Access is restricted” message. Example: Shown below is the Customer Invoices List for salesperson Alistair. All invoices are listed to which he is assigned. This list contains a link on the Salesperson column. However, Alistair does not have rights to view Salesperson Manage which is opened by clicking the link. If he clicks the link, he will receive the following restriction message: Phone: 319-243-2864 Supervise Page 12 asi/30238 asi/30238 Supervise...How Do I? Manage Salesperson?, Continued…. User Role Additional Restriction Abilities Additional restrictions to salesperson information within resources may also be designated within User Roles. Example #1 – As all of the following options are checked, the user will have access to all information within the Salesperson expander. Sample of Example #1 Phone: 319-243-2864 Supervise Page 13 asi/30238 asi/30238 Supervise...How Do I? Manage Salesperson?, Continued…. Example #2 – Based on the settings below, the user would only be restricted from seeing how the commission is calculated and the commission table. Sample of Example #2 Example #3 – The following user role is only allowing users to see the salespersons’ names within salesperson expanders. Phone: 319-243-2864 Supervise Page 14 asi/30238 asi/30238 Supervise...How Do I? Manage Salesperson?, Continued…. Sample of Example #3 Sample of Example #3 within lists – If the user is restricted from seeing commission %s, the user will also not be able to view the commission amount column within Order and Invoice lists. Example #4 – The following user role restricts access to all salesperson information within salesperson expanders. If the user tries to click on a Salesperson expander, they will receive the following “Access Restriction” message. Phone: 319-243-2864 Supervise Page 15 asi/30238 asi/30238 Supervise...How Do I? Manage Salesperson?, Continued…. Sample of Example #4 Phone: 319-243-2864 Supervise Page 16 asi/30238 asi/30238 Supervise...How Do I? Create a Commission Table? What is a Commission Table? Explanation: Commission tables allow you to have the system automatically calculate a salesperson’s commission percent, on a sliding scale instead of a flat rate, on a quote, order, or invoice. This calculation can either be based on the profitability of commissionable products or on a salesperson's YTD invoiced sales. Multiple commission tables may be set up (possibly for different types of orders or for individual salespeople). However, a commission table may be assigned to multiple salespersons. How do I add a Commission Table? From the Ribbon Menu: Tab: Supervise Control Group: Salesperson Option: Commission Table To add a Commission Table, Click on the New: How do I set up a new Commission Table? Description: Each table needs a unique name Based On: YTD Sales or Gross Profit % Phone: 319-243-2864 Supervise Page 17 asi/30238 asi/30238 Supervise...How Do I? Create a Commission Table?, Continued…. When adding a commission table regardless of the Based on type, you will need to add levels. To add a level you simply click on the Expander for the Commission Table Ranges, then click +Add Commission Range. Expand Commission Table Ranges Then Add Commission Range For a Commission Table based on YTD (Year to Date) Sales, your levels will be based on the amount of sales the Salesperson has had Year to Date. The beginning level will start with 0.00 and the last level will end with $99,999,999.99. This will insure that any dollar amount will have an associated commission %. Unlimited ranges may be setup. Each range will contain a commission %. Beginning Level $0.00 Ending Level $99,999,999.99 Phone: 319-243-2864 Supervise Page 18 asi/30238 asi/30238 Supervise...How Do I? Create a Commission Table?, Continued…. For a Commission Table based on Gross Profit, the beginning range will start with 0.00% and the ending range will end with 99.99%. This is to insure that all Gross Profit % will have an associated commission %. Unlimited ranges may be setup. Each range will contain a commission % Beginning Level 0.00% Ending Level 99.99% How do I add a commission table to a Salesperson? A commission table may be assigned to a salesperson within their salesperson resource. When the salesperson is then added to a customer, quote, order, invoice or program, the commission table will default in also. However, if a salesperson resource does not contain a commission table, it may be manually added to the salesperson record within a customer, quote, order, invoice or program. Note: When assigning a commission table to a salesperson, you will still want to assign the salesperson a default commission percent greater than 0.00 as 0.00 will be considered non-commissionable and the table won’t be read. Add a Commission Table Phone: 319-243-2864 Default Commission % Supervise Page 19 asi/30238 asi/30238 Supervise...How Do I? Add a Commission Table to a Salesperson?, Continued…. Upon saving the record (or processing the invoice), the program will check to see if any salespersons have been assigned a commission table. Based on the type of commission table, each salesperson’s commission percent will be checked and determined if a change is needed. Note: In order for the commission recalculation to occur for either commission table type (GP% or YTD Sales), the commissionable products/charges must originally have a commission percent greater than 0.00 as any products/charge with a 0.00 percent will be considered non-commissionable. If a product/charge has a 0.00 commission percent, it will not change with the recalculation and will remain at 0.00 commission percent. If all products have a 0.00 commission percent, the commission on the quote/order/invoice will not be recalculated, even if there is a commission table assigned. Commission Calculation Based on GP% Table - The gross profit for all products and additional charges which have a commission percent greater than 0.00 will be accumulated to determine the commissionable gross profit %. Products will a 0.00 commission percent will be ignored. If the new commission % is different than the commission % existing on a product, the percent on all commissionable products/charges will be changed to the new percent. A window will appear notifying you of the new commission percent. Commission Calculation Based on YTD Sales Table – Each quote, order, or invoice contain a date (quote date/ order date/invoice date). Based on that date/time (all the way to midnight), the salesperson’s YTD Sales will be accumulated (from the beginning of that calendar year) and checked against the Comm Table to see if the Comm% should be changed. The final commission percent will be determined by the invoice date, once the invoice is created. Example: A quote is entered on March 15th. The salesperson’s YTD sales will be determined by invoiced sales between January 1st and March 15th. That quote is turned into an order on April 12th. The salesperson’s YTD sales used to determine the order’s commission percent will then be determined by invoiced sales between January 1 st and April 12th, so the commission percent may change. Then, on June 20 th, the order has an invoice created. The salesperson’s YTD sales used to determine the invoice’s commission percent will then be determined by invoiced sales between January 1st and June 20th. . Phone: 319-243-2864 Supervise Page 20 asi/30238 asi/30238 Supervise...How Do I? Add a Commission Table to a Salesperson?, Continued…. Once you have added a Commission table to a Salesperson Resource you may wish to update current orders and customers so this new table is used. Use this function to update Order or Customer resources commission rate. Once you click the hyper link, click on the Resource to update and select, you will then have the choice of which to update Open Orders or Customers. When you choose to update orders you will have a list of all orders this salesperson is associated with. You can select all orders by putting a check in the Order Date in the header bar. Phone: 319-243-2864 Supervise Page 21 asi/30238 asi/30238 Supervise...How Do I? Add a Commission Table to a Salesperson?, Continued…. Once the orders you wish to update have been selected, click the update. To update Customer Resources, you can select all Customers by checking Name in the Header Bar. Once your selections are complete, click the Update. This will update all Customer Resources selected with the new Salesperson Commission Table setup. Phone: 319-243-2864 Supervise Page 22 asi/30238 asi/30238 Tools & Controls...How Do I? Search within List Images? When viewing a list, some columns show images that hold multiple records. For example, in the Orders List, the columns for Products and Contacts show an Image and then a number. This represents the number of additional record (products or contacts associated with that order) that will appear if you click on the image. The search box located in the top left corner of this list can be used to search for a particular record represented by this image. You can enter a Product or Contact name and search the list for any orders with that Product or Contact listed. You can also perform a multiple criteria search. Choose the time period that you would like to view. The status of “open” can be changed to “closed” or “all”. Finally, you can use the search box to limit the search even further. Even if you only change one of the search criteria, you must choose “Search” to execute the search. Phone: 319-243-2864 Tools/Controls Page 1 asi/30238 asi/30238 Tools & Controls...How Do I? Manage Company information/defaults? From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Overview: Your Company Setup drives much of the default information throughout the rest of the software. From the GL Accounts updated for transactions to the send method for your documents. Setting these up now will allow you to take advantage of these defaults but are not required to use your software. Address: The information listed here will pull in to several forms and fields within the software. System Defaults: Terms, Ship Method, FOB, and Standard Salesperson Commission will populate in resources as the default, but can be modified. Your ASI number will be used for integration with ESP and other programs. This is also where a Company Logo can be attached to be printed on your company’s forms. Use the folder to browse to help find the logo. ASI SmartBooks supports JPG, BMP, GIF, and PNG file formats (it does not support EMF, DPS, EMG, PCX, TGA, or TIF files). The image area is approximately 1”X6”. The image will shrink or expand to fit into the image area with limited distortion (ex: if the image is ‘too busy’ to shrink down without loss of clarity, the image may not print well). Phone: 319-243-2864 Tools/Controls Page 2 asi/30238 asi/30238 Tools & Controls...How Do I? Add Multiple Logos? Additional logos can also be referenced here. These can be assigned to a Customer Resource as the logo to be used on forms going to a specific customer. A specific logo can be assigned to a customer within the Other Expander on the Customer Resource. The logo must be added to the Logo expander in Company Setup, in order to be available in the Company Logo combobox on the Customer Resource. The forms generated for a quote, order, or invoice containing this customer (Denver Community Schools – Boosters) would show the logo assigned to the Customer Resource. This could be different for each customer. A logo added to the Program for the Packing List will trump the Customer Resource assigned logo. If you have the expanded inventory option and use program masters, a logo can be added to a program. Orders with a program attached print the program logo on forms, if there is one. Phone: 319-243-2864 Tools/Controls Page 3 asi/30238 asi/30238 Tools & Controls...How Do I? Manage Company information/defaults? Continued... Ledger Posting Defaults: Ledger accounts entered here will advise the software which ledger accounts to use as defaults in various areas of the software. Please discuss any changes in this screen with your accountant. Document Defaults: Defaults can be set up for the various documents that are sent through the software. You can determine here if you will print or email your documents. These can always be changed on a case by case basis, but your preferences will default into the send screen when you are ready to send out each document. Phone: 319-243-2864 Tools/Controls Page 4 asi/30238 asi/30238 Tools & Controls...How Do I? Use a Zip Code Table? Ensure your quotes, orders, and invoices have the correct sales tax information by using zip code tables. From the Ribbon Menu: Tab: Tools Control Group: Financial Option: Zip Code Table Select the country and enter the beginning/ending zip/postal codes. Then add the appropriate sales taxes to the table. When the customer is selected on a quote, order, or invoice; the zip code from the ship address will be checked against the zip code table resources. When the zip code falls into the range of one of the zip code tables, the sales tax information from the zip code table will updated into the quote, order, or invoice. No other action is needed by the user to ensure that proper sales taxes have been assigned. Changing the zip code in the ship address with cause the check to occur and the proper sales tax information will be applied to the quote, order, or invoice. When the customer or customer contact on the quote, order, or invoice have their sales tax codes all set to a 0.0000% rate, the zip code table’s sales tax that default into the order will also have all their rates set to 0.0000%. Phone: 319-243-2864 Tools/Controls Page 5 asi/30238 asi/30238 Tools & Controls...How Do I? Understand Payment Method Resource? From the Ribbon Menu: Tab: Tools Control Group: Financial Option: Payment Method Explanation: The first designation of payment method is the type. If you are making the payment, you are paying your Vendor, therefore, the type is ‘Vendor’. If you are receiving a payment from your customer, the type will be ‘Customer’. You will then designate a particular Ledger associated with each pay method. Customer type indicates the payment methods that will be available when processing your customer’s payment on their invoices. It is strongly recommended that payment methods be setup with unique, identifying descriptions for each type of credit card payment accepted from your customers (be sure to click “Credit Card”). Vendor type gives the ability to reference whether this payment requires a printed check or if this is an e-payment. If “Check” is not indi- cated, Bill Pay will auto- matically de- fault to “Hand Written Check”. Phone: 319-243-2864 Tools/Controls Page 6 asi/30238 Tools & Controls...How Do I? Set up SMTP for Emailing? From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Explanation: Short for Simple Mail Transfer Protocol, which is a protocol for sending email messages between servers. ASI SmartBooks defaults to email through the local client email software. SMTP Host is an alternative solution to using a local clients email program for sending emails from ASI SmartBooks. Go to Company Setup to change to SMTP Host emailing. Additional fields will be displayed for SMTP host setup: Phone: 319-243-2864 Tools/Controls Page 7 asi/30238 Tools & Controls...How Do I? Set up SMTP for Emailing? SMTP Host—This field is required and contains the network address of your email server. It could be the domain name or IP address. SMTP Port—This field is required and contains the network port # to be used. Usually this is port # 25. From Email Address—This field is required and contains the default From Email address to be used when emailing. From Name—Contains the default From Name to be used when emailing. Use the User’s email address and name for the from email address and name when available—Select this option if you wish to use the email address and name from the user that is initiating the email in ASI SmartBooks. Send Test Message—This button allows you to test the SMTP Host settings. Authentication Required—Select this option if your mail server requires a user name and password to send emails. User Name—Contains the user name to be used for the login to the SMTP Host server. Password—Contains the password to be used for the login to the SMTP Host server. Phone: 319-243-2864 Tools/Controls Page 8 asi/30238 Tools & Controls...How Do I? Set up SMTP for Emailing? Sending an SMTP Email When sending an SMTP Email in ASI SmartBooks, the SMTP Email window will appear with information defaulted based on the document that you are emailing. Changes to the defaults can be made at this time for this specific email. Select the Send button to send the email Phone: 319-243-2864 Tools/Controls Page 9 asi/30238 Tools & Controls...How Do I? Set up Email Template to accompany emailed forms? From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Explanation: Templates can be set up for the emails that accompany the order and invoice forms. Default email addresses for the “To:” and “CC:” fields can be set up that populate in addition to the customer or vendor contact email information. Information such as order number, invoice number, and customer PO number can be inserted into the subject line or body of the email template. This information will populate with the correct information at the time the form is attached to be emailed. Within the body of the email you can also insert a field for your company’s contact information such as name, address, phone, fax, and Email. Under Document Defaults, select Email. You must click “Add Email” for each form you’d like. Continued... Phone: 319-243-2864 Tools/Controls Page 10 asi/30238 asi/30238 Tools & Controls...How Do I? Print the same message/information at the bottom of all my forms? From the Ribbon Menu: Tab: Tools Control Group: Control Option: Company Setup Explanation: Create templates for instructions or information to print at the bottom of order and Invoice forms. Attach these instructions under Company Setup-Document Defaults to the appropriate forms you want the instructions to print on. These templates will automatically attach to the correct forms when they are created through an Order or Invoice Resource, but can be edited or changed at that time. Form instructions could include the “fine print” information you want to print at the bottom for each form. Each form could have separate information pertaining to the information on that form. The instructions template gives you the ability to use formatting such as bold, underline, bullets, and lists to help create your template. Under Document Defaults, select Instructions. You must click “Add Instructions” for each form you’d like a template or select “All forms”. Phone: 319-243-2864 Tools/Controls Page 11 asi/30238 asi/30238 Tools & Controls...How Do I? Backup/Restore ASI SmartBooks? You can find the option to backup and restore ASI SmartBooks under the Windows Start Menu on the server or single user’s computer. Click on “All Programs” Select “ASI Computer Systems” Directory Select “ASI SmartBooks Directory” Select “Data Backup” for backup OR “Data Restore” for restore The backup option creates a complete backup of your data files even if people are currently in the system. You can choose which folder to store your backup. It is recommended the data be copied to an external drive and stored off site. As a precaution, when performing a restore, you can optionally do a backup first. This is recommended before doing the restore. This way if your restore is bad or incomplete, you have an additional point to restore back to. A regular back up routine will help protect your information. Phone: 319-243-2864 Tools/Controls Page 12 asi/30238 asi/30238 Tools & Controls...How Do I? Backup Reminder for ASI SmartBooks? From the Ribbon Menu: Tab: Supervise Control Group: User Option: Manage Explanation: A backup reminder can be set for each user when logging into or closing ASI SmartBooks. sign each User’s reminder under the User Manage option. Click the hyperlink to load the backup feature Phone: 319-243-2864 Tools/Controls Page 13 asi/30238 asi/30238 As- Conversion...How Do I? Make an adjustment or delete a converted entry? Short Answer: Through History. Customers: Vendors: Salespeople: Explanation: In History, you can click the hyperlink in the Source column to modify the conversion transaction Select the appropriate Resource (customer, vendor, salesperson). You many need to modify the date range to be ALL if you do not see the transaction. This will show as a Payable-New, or Receivable-New. Locate the appropriate transaction. Click the hyperlink in the Source column. A new tab will open for you to make adjustments to the entry. Phone: 319-243-2864 Conversion Page 1 asi/30238 asi/30238 How Do I ? Give Feedback and Enter Program Suggestions? Our best ideas always come from you, our customers, and now we’ve made it easy to hear from you! From within ASI SmartBooks, click the envelope located in the upper right corner of your screen. This will open a web browser tab where you will enter your login information (email address and password) you created to access ASI Computer Systems: After logging in, you will be able to give us Feedback on how we’re doing, make Software Suggestions, contact us for Support, or select one of the other links along the top to access Learn for videos, manuals and documents, and use all the other options offered, without ever leaving ASI SmartBooks! Phone: 319-243-2864 Feedback/Suggestions Page 1 asi/30238 asi/30238