Inventory-based Business Overview The Inventory-based Business interface has been designed for small companies whose primary business is sales of products from stock. This interface simplifies access to the MyBooks software, presenting the user with a plain-English, graphical menu that organizes the functions in such a way that users should not become overwhelmed with the breadth and complexity of this otherwise comprehensive business software system. This Inventory-based Business interface assumes a non-departmentalized operation, where the same personnel may handle several aspects of the system (e.g., sales, purchases, etc.). It is also based on a true general ledger system, but all of the esoteric functions of the general ledger have been isolated in an Accountant's Page so the business user is not confronted with a lot of accounting jargon and functions that they may not understand. Either the users, or their accountant, may make use of the Accountant's Page to maintain and analyze the business on a pure accounting level. Getting Around The Inventory-based Business interface is made up of four basic sections (menus): The Daily User Menu (designated by the Home icon) which provides access to functions necessary for daily work Information Central which provides instant and easy access to all the information you ever entered The Accountant's Page which provides access to all the general ledger features The Maintenance Toolbox which provides access to those functions that are useful only occasionally A fifth section, Add-on Modules is for additional modules available for purchase from Appgen (e.g., Job Cost Tracking, Bill of Materials). The rest of this page provides access to specific help on each of the functions provided in the different menus. Go to Operator Orientation to get general help on how the function screens are laid out, and how to get around them. The Daily User Menu The Daily User Menu is made up of seven main tabs: Sales Orders Purchase Orders Inventory Collect Your Money Pay Bills Payroll Bank Accounts Each tab has three basic sections: the daily tasks (blue buttons), the set up functions for the master files (the gold buttons on the bottom), and the reports list on the right-hand side. The daily tasks are arranged as a flow chart so that you may see which tasks precede which tasks in both a functional and data flow model. Click on any of the following to learn more about the particular functions on the tabs: Sales Orders Look Up Prices Enter Orders Print Pick Slips Release Orders Print Invoices Post Invoices Enter Quotes Recurring Orders Back Orders Set Up Customers Set Up Ship-to's Set Up Special Prices Purchase Orders Look Up Prices Enter Orders Print PO's Post PO's Adjust PO's Receive Items Recurring Orders Set Up Vendors Set Up Ship-to's Inventory Set Up Inventory Items Set Up Alternates Receive Items Adjust Items Transfer Items Pack/Unpack Kits Update Prices Update ABC Physical Counts Collect Your Money Print Statements Collection Calls Enter Receipts Apply Open Credits Set Up Customers Pay Bills Recurring Invoices Enter Invoices Pay Bills Manual Checks Void Checks Set Up Vendors Set Up Remit-to's Payroll Set Up Employees Set Up Earning Codes Set Up Deduction Codes Enter Time Cards Calculate Payroll Print Checks Void Checks Manual Checks Void Checks Bank Accounts Make Deposits Enter Miscellaneous Transactions Reconcile Accounts Transfer Funds Set Up Bank Accounts Click on any of the following to learn more about the reports: Sales Orders - Reports & Lists Sales Analyses Quote Analyses Sales Order Register Open Order Summary Items on Open Orders Invoice History Customer Lists Customer Price Lists Special/Promo Prices Other Lists Purchase Orders - Reports & Lists Purchase Advice Open Orders Past Due Orders Expected Receipts Cash Requirements Purchase Order History Purchase Order Register Vendor Performance Vendor Lists Other Lists Inventory - Reports & Lists Stock Status Purchase Advice Usage & Forecasting Sales Analysis by Item History of Item Purchases Enhanced ABC Analysis History of Activity Inventory Valuation Transaction Register In-Stock Serial Numbers Sold Serial Numbers Item Lists Other Lists Collect Your Money - Reports & Lists Aged Receivables Customer Buying Profile Daily Profit Margins MTD/YTD Sales & Costs Customers by Sales Volume Invoice Register Open Item List Open Deposits History of Paid-up Items Customer Lists Pay Bills - Reports & Lists Aged Payables Cash Requirements Check Register Vendor Invoice Register History of Paid-Up Items History of Purchases Vendor Lists Payroll - Reports & Lists Employee Payroll Recap Employee Payroll History Employee Review Worker's Compensation Quarterly Report Check Register Employee List Deduction Codes List Earning Codes List Bank Accounts - Reports & Lists Transaction Register Check Register Reconciliation Register Missing & Duplicate Checks History Undeposited Checks Withdrawals Deposits Other Lists Information Central Information Central is your main information center providing you quick and easy access to all the information in your system. When speaking with Customers, you have all their information available to you at your fingertips. Just click on Customers. You'll see their name, address, balance, aging, deposit balance, open items, credit info, and on and on—everything you ever entered, and more! You can even view all their transactions (e.g., invoices, payments, etc.) in their complete detail, regardless how old they are. Just click! That's it! The same for your vendors, inventory items, employees, and banks. Today, information equals power. Here is your power. The Accountant's Page This Accountant's Page organizes all the functions and reports that you or your accountant may use to maintain your general ledger chart of accounts and produce financial statements. Use of these functions requires specific knowledge of accounting methods and procedures that many business people are not familiar with, but are nonetheless important when diagnosing your company's financial health. Click on any of the following to learn more about the particular functions on the Accountant's Page: Overview Integrate Distributions Journal Entries Recurring Entries Accountant's Drill Down Consolidate Companies Close to Retained Earnings Vendor 1099s Employee 1099s W-2s Maintain Chart of Accounts Maintain Fiscal Calendar Maintain Budgets Maintain Financial Statements Click on any of the following to learn more about the reports on the Accountant's Page: Transaction Register Chart of Accounts Trial Balance General Ledger Profit & Loss Balance Sheet Cash Flow Statement Budget Variance Sales Tax The Maintenance Toolbox This Maintenance Toolbox contains the functions that may need to be performed on only an occasional or periodic basis (e.g., monthly, yearly, etc.). Many of functions may in fact never be used as they are meant to fix and rebuild files when they become corrupted for whatever reason. Do not use any of the 'rebuild' options unless instructed by Appgen Technical Support. Click on any of the following to learn more about the particular functions in the Maintenance Toolbox: Overview Maintain Company Controls Maintain Sales Tax Authorities Maintain Peripheral Data Files Move Paid-Up Receivables to History Move Paid-Up Payables to History Close/Reopen Purchase Orders Move Closed PO's to History Clear MTD and YTD Customer Totals Clear YTD Vendor Totals Clear MTD and YTD Item Totals Clear Payroll Totals Rebuild G/L Control Accounts Rebuild G/L Sub Accounts Rebuild Cross-reference Indexes Rebuild Customer Totals Rebuild Vendor Totals Copy Chart of Accounts Enter Discarded Checks Summarize Bank Transactions