How to maintain the inventory Account:

To maintain the inventory account first click on the "Maintain Menu" then click on "Inventory Items"

when click on inventory items then this window will appear as follow:

In this window write the
 Item ID
 Description
Item class

Item ID:
It include the Item ID  that are 20 characters of the new inventory item that code is 2100 not use code *.? . 

Description:
we can enter the 30 characters for the description for the sales or Purchase account

Item class:

Item class:In which include what type of Inventory is include. when any class is chose then no other can change.

1. Stock Item Class:

it include the
Average cost
Vendor
Low stock points
in the companies we proffered to use the stock item class.

2:  Non- Stock:
in this class include the
Inventory , Quantity
, Price
Description
 and we can assigned the Cost of good General ledger account to the Non stock items its no affected by the "costing method".

3: Master stock items:

It is not include the inventory but include all thew information about items.

4: Sub stock Items:

It include the sub-stock parts that are generate from the Master stock items.

Tabs:
Inventory items include the

• General
• Custom Fields
• History tabs

1: General Tab:
when click on General tab then this window will appear as:

It include the information of

1. Description
2. Price level
3. Last unit cost
4. Costing method
5. Item type
6. location
7. Weight
8. General ledger sales account
9. General ledger inventory account
10. Quantity hand
11.  Quantity available Quantity Stock
12. Record quantity
13. Minimum stock
14. Vendor ID.
15. Beginning Balances.

1. Description:

The description contain  a 160 alphabets only. The description include the Sales or Purchases.Sales include the sales inventories, sales receipts and invoices, sales order and quotes. while purchase include the Purchase orders purchase quantity. purchase invoices etc.  

   2. Price level:

For choosing the price level first click on the Arrow then this window will appear as:

then click on arrow then this window will appear and select the price level 1 or 2 or etc. for example we select the price level 2 that is 1000.

 3. Last unit cost:
In this tab we write the last cost of units that are purchase or sales.for example we write the last unit cost is 10 as under show.

   

4. Costing method:
In which we chose the method for the purchase or sales of goods .We can only choose one method.The methods are
LIFO
FIFO
AVERAGE UNITS
SPECIFIC UNITS

For example we choose the method of FIFO it means goods are sold on the rate of first in first out as shows below in window:

5. General ledger sales account:
it include the Sales account information that show as:

 6 . General ledger inventory account:
It include the inventory items that are sales or purchases.

 
7 . Quantity hand:
It include the items that current have in stock.

 8 . Vendor ID:
In which include the vendor ID that to whom received the payments.

 
 9 . Minimum stock:
It means record the Minimum stock that the company have all time for sales.for example company have minimum stock of 200.

  
 10 . Record quantity:
It included all the record of last to currents years of sales ,purchases ,inventory in hand , minimum inventory etc.For example last year sales are 1000000 unit .

2. Custom Fields :
When we click on Custom Field tab then this window will appear as:

It include the information of
Alternative vendor
Substitution
Special notes

3 .History Tab:
when we click on history tab then this window will appear as:

It include the information of all the past inventories that are used in every month of 2009, 2010 etc which include.

• Unit sold
• Unit receives
• Sales
• costs

How to Maintain a vendor Account:

First of all we click on “maintain Tab” then click on “vendor account” then this window will appear as follow:

then select the vendor account and this window will appear as :

Header Tab:

In this option we enter Two things.
 Account ID

It include all the information about Account ID  of Vendor example 100, 120 etc

 For the new Vendor ID enter upto 20 alphabets. For the already Vendors, you can look the the all the Vendors that you want to see information about Vendors  . Numbers sort before letters, and capital letters sort before non-capital letters.we can not use the *,or + etc in the code. It is very important to use the consistently codes.

Example of  consistently coding is:

UCP 100 Johar Town

Name:

It include all the" Name of Vendor"  as "ABC"

customer name consists on 39 alphabets .

General tab:

click the General tab in the Maintain Vendor window then a window will appear in which include Complete information of Vendor that is

Vendor

Contact  (ABC)

Account Number (100)

Address------------

Purchase Defaults tab:

For the Purchases transactions default for each Vendor record,then select the Purchase  Defaults tab in this window then we can change this information as required.

When click on the  Purchase default  tab then this window will appear which include the information of vendor as Purchase Rep, Purchase Account etc

Custom Fields:

For recording the information about Vendor  then select the Custom Field Tab .then this window will appear as following:

In this window include the information of Vendor  as

1- Office Manager

2- Account Rep.

3- Special Note

History tab

to Watch the selected Vendor's current history, select the History tab , When entering a new Vendor, we can enter information on that type of  tab; once we save the Vendor record, this tab is for Watch only.

it include the information of 

Last date of invoice

last invoice amount

Last payment date

Last payment amount   

How to add default information of Vendor:

First of all click on the “Maintain menu”  then put the cursor on “Default information” then  this window will appear as :

After appear this window then click on “Vendor”. When we click on Vendor than this window will appear as following:



This window shows a lot of information about Vendor on Tab that include the

1.     Payment Terms

2.     Account Aging

3.     Custom Fields

4.    1099 Setting

1: Payment Terms:

When click on the Payment Terms then a window will appear as:

It includes different subheads as :

   i.            C.O.D

      ii.            Prepaid

    iii.            Due in number of days

   iv.            Due on day of next month                 

     v.            Due at end of month

   vi.            Net due days in

 vii.            Discount in

 viii.            Discount %

    ix.            Credit limit

    i.            C.O.D

It means Cash on Delivery when purchase goods on the spot cash, when click on this option then others options are not worked.

     ii.            Prepaid:

It means give the payment in advance for purchase of goods and services, Then there is no additional option or terms to enter.

  iii.            Due in number of days :

It means that pay the invoice  due within as 30 days only.

  iv.            Due on day of next month:

It means that pay the invoice to vendor for a specific day of month.

Example:  invoice pay for a 12 march of every month.

    v.            Due at end of month:

It means that all invoices are pay at end of the month.

Example:

For the month  of august invoice receives at 31 August.
   vi.            Net due days in:
In this write the number of days that yet due.

2.     Account Aging:
It includes what type of payment pay  on date
Invoice  date
Due date

On Invoice date:

It means all payments are give at the date of invoice.

On Due date:

It means all payments are give on the due date.

And also give the different categories as:
                           Number of days             column Heading
First column           30                                 0-30

Second column      60                                 31-60

third column           90                                 61-90

Fourth  column                                           Above 90 days

that shows as:

3.     Custom Fields:

When click on the Custom field button then this window will appear as:

It include he information of

Field Labels

1-Office Manager

2-Account Rep

3-Special Notes

4: 1099 Setting:

when we click on Setting then this window will appear as:

It include he information of 

• General Ledger Account ID.
• General Ledger Account Description.
• 1099 Settings.

General Ledger Account ID:
It include the ID of vendor such as 100,600 etc.

General Ledger Account Description:
It include the Description of vendors such as Cash, Account payable etc.

1099 Settings.

in setting box 7 shows the miscellaneous income/payments that the vendor paid.

that shows as :

How to the

Maintain a customer/Prospects:

first of all we click on maintain tab then a new window will appear  and then click  on "Customer/Prospects" that as follow:

After click on "Customer/Prospects" then a new window will appear as following:

For customers/prospects, includes this information such as:

1. ·         Name and address , which includes separately billing  and shipping information,e-mail addresses, and Web addresses.
2. ·          It include the last Date of invoices, statements, and payments that are getted statements.
3. ·      Include the  history of  Sales, that include years to the date and periods to the date sales and monthly total basis.
4. ·         The sales accounts used for customers.
5. ·         The  most preferred method of payments for customers is  selected.
6. ·        Include the terms and conditions of payments and  sales tax codes. 
7. ·         The  beginning balances of the customers.

Header Tab:

Customer ID: For the new customer ID enter upto 20 alphabets. For the already customers, you can look the the all the customers that you want to see information about customers,  codes 210 and 2100 are seen as two different Customer IDs. Numbers sort before letters, and capital letters sort before non-capital letters.we can not use the *,or + etc in the code. It is very important to use the consistently codes.

Example of  consistently coding is:

UCP 2100 Johar Town

Name: 
customer name consists on 39 alphabets .

General tab

click the General tab in the Maintain Customers/Prospects window then a window will appear as following:

then enter the basic information about the customer  as contact information, address, phone and fax numbers, sales tax codes, and beginning balances that include complete information of customers. 

Sales Defaults tab

For the Sales transactions default for each customer record,then select the Sales Defaults tab in this window then we can change this information as required.

Sales Rep: 
On this Tab we can enter the sales rep. that have contact with the customer. The sales representative must have already enter in the "Sales Rep " window.
General Sales Account:
That is a normaly income account. For enter a "General Ledger accounts " for the sales default account for this customer. 
Open P.O. #:
it means that "Open Purchase order" that include Sales orders.

Ship Via: 
in this we can select the shipping orders of customers.
Resale Number:
IN this tab write the "Resale number" of customers.
Pricing Level: 
in this we can choose the different prices of customers according to orders.
Terms: 
simple click this button and write all the terms and conditions of payments.
Form Delivery Options:
 simple click this option and Choose the Form of delivery that is by E-mail or any other way.

Payment Defaults tab

click the Payment default tab then this window will appear as:

 we can change this information at the every  transaction level,

Card-holder's Name:
Write the credit card number of customer that is holder.
Address: 
Write the Customer address that is line 1 or  line 2.
Credit Card Number: 
Write the credit card number of customer.
Expiry  Date:
Write the credit card expiry date of  the customer.

Custom Fields:

For recording the information about customer  then select the Custom Field Tab .then this window will appear as following:

then this window will appear as that include all the information about first contact or second contact etc.

History tab

to Watch the selected customer's current history, select the History tab , When entering a new customer, we can enter information on that type of  tab; once we save the customer record, this tab is for Watch only.

Customer Since: That date when you first made a sale to the customer.

Last Invoice Date: That is the date of the last invoice you sent to customer.
Last Invoice Amt: That is the amount of the last invoice.
Last Payment Date: The date of the last payment you received from the customer.
Last Payment Amt:  The last payment amount you received from the customer.
Last Statement Date: This  date of the last statement you sent to the customer.

How to add default information of customer:

First of all click on the “Maintain menu”  then put the cursor on “Default information” then  this window will appear as :

After appear this window then click on “Customers”. When we click on customers than this window will appear as following:

This window shows a lot of information about customer on Tab that include the

1.     Payment Terms

2.     Account Aging

3.     Custom Fields

4.     Finance charges

5.     Pay methods

1: Payment Terms:

When click on the Payment Terms then a window will appear as:

It includes different subheads as :

       

   i.            C.O.D

      ii.            Prepaid

    iii.            Due in number of days

   iv.            Due on day of next month                 

     v.            Due at end of month

   vi.            Net due days in

 vii.            Discount in

                                                                                   viii.            Discount %

                                                                                                                                                                      ix.            Credit limit

       i.            C.O.D

It means Cash on Delivery when sales goods and receive on the spot cash, when click on this option then others options are not worked.

     ii.            Prepaid:

It means received the payment in advance, Then there is no additional option or terms to enter.

  iii.            Due in number of days :

It means that give the invoice to customers that due within as 30 days only.

  iv.            Due on day of next month:

It means that give the invoice to customers for a specific day of month.

Example:  invoice give for a 12 march of every month.

    v.            Due at end of month:

It means that all invoices are made at end of the month.

Example:

For the month  of august invoice issue at 31 August.
   vi.            Net due days in:
In thus write the number of days that yet due.

2.     Account Aging:
It includes what type of payment received  on date
Invoice  date
Due date
On Invoice date:
It means all payments are received at the date of invoice.
On Due date:
It means all payments are received on the due date.

And also give the different categories as:
                           Number of days             column Heading
First column           30                                 0-30

Second column      60                                 31-60

third column           90                                 61-90

Fourth  column                                           Above 90 days

that shows as:

3.     Custom Fields:
When click on the Custom field button then this window will appear as:

It include he information of
Field Labels
1-first contact
2-Mailing list
3-Preference
4-Multiple sites.

4.     Finance charges:

in this include the information of 
1- Days , over due days.
2- Interest rate
3- On balance above
4- Minimum balance.

5.     Pay methods:

In this we set he payment method that received from customers.
1- Cash
2- check
3-Visa
4- Master card 
5- Discovery card