BooksManual v1 HANSA

8/13/2019 BooksManual v1 HANSA

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Books by

HansaWorld

Integrated Accounting Systemfor MacOS X

Program version: 6.0

2009 HansaWorld Ireland Limited, Dublin, Ireland


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Preface

Boos b! HansaWorld is a "o#er$ul a%%ounting s!stem $or t&e 'a%() *"lat$orm. +&e "rogram is designed to mae administration and a%%ountingas eas! and $ast as "ossible.

+et in s-uare bra%ets /)ave, /1an%el re$ers to buttons on s%reen.

In$ormation in t&is do%ument is sube%t to %&ange #it&out noti%e and doesnot re"resent a %ommitment on t&e "art o$ HansaWorld. +&e )o$t#aredes%ribed in t&is do%ument is a so"&isti%at ed in$ormation managements!stem. 3eatures are liable to alteration #it&out noti%e. +&is do%umentationis not intended as a de facto re"resentation o$ t&e s!stem, but as anovervie# o$ its $a%ilities. It %annot be e&austive in all res"e%ts. W&ilste$$ort is made to ensure t&e a%%ura%! o$ t&e in$ormation "ublis&ed%on%erning t&e $eatures and use o$ HansaWorld so$t#are, it is still "ossiblet&at %ertain $un%tions mentioned ma! not be $ull! im"lemented, ma! not beavailable under %ertain %ir%umstan%es, or ma! "ossibl! relate to a $uture

release o$ t&e so$t#are. 4rrors and omissions e%e"ted. HansaWorld a%%e"tsno %ontingent liabilities. 5ll HansaWorld so$t#are related transa%tions aresube%t to HansaWorlds 1onditions o$ )ale and )o$t#are Li%en%e 5greement. 5ll rig&ts reserved.


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Contents

3

ContentsPreface.....................................................................................II

Introduction and Installation..................................................9

Installation.............................................................................10

System Requirements...................................................................10

Installation.....................................................................................10

Starting Books by HansaWorld - Demo.............................. 11

Were to go no!".........................................................................1#

Starting Books by HansaWorld - e! Database................1"

Were to go no!".........................................................................1$

#aster $ontrol Panel............................................................1%

Were to go no!".........................................................................1%

$onfiguring a e! Database...............................................1&

&ntering 'our Com(any )etails....................................................1*

Com(anies....................................................................................1*

Im(orting Sam(le )ata.................................................................#0

Registration...................................................................................#1

Were to go no!".........................................................................#+

Working !it' (ecords..........................................................)*

Registers ......................................................................................#,

-ro!se Windo!s..........................................................................#,

Record Windo!s...........................................................................#%

)eleting Records..........................................................................+0

+ttac'ments and Personal Deskto,.................................... ")

Attacments........................................................................... .......+#

Personal )esto(..........................................................................++

$ustomers endors and $ontact Persons........................"/

Introduction...................................................................................+$

&ntering a /e! Contact................................................................+%

&diting a Contact...........................................................................,#

)eleting a Contact........................................................................,#

Contact Persons...........................................................................,#

O(erations Menu..........................................................................,$

Maing Contact e -usiness Communicator Windo !.............,$

Items....................................................................................../0

Introduction...................................................................................$0

&ntering an Item............................................................................$0

&diting an Item..............................................................................$#

)eleting an Item............................................................................$+

In0oices................................................................................./*

Introduction...................................................................................$,

&ntering an In2oice.......................................................................$$


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&ntering an In2oice &3am(les....................................................%1

Ins(ecting and A((ro2ing In2oices...............................................%#

4eneral 5edger ransactions from In2oices.................................%+

Printing In2oices............................................................................%,

Cas /otes ..................................................................................%%

Credit Memos ...............................................................................%%O(erations Menu..........................................................................%6

(ecei,ts.................................................................................&0

Introduction...................................................................................*0

&ntering a Recei(t........................................................................*0

Cecing and A((ro2ing Recei(ts................................................*,

4eneral 5edger ransactions from Recei(ts.................................*,

O(erations Menu..........................................................................*$

On Account Recei(ts....................................................................*%

Correcting Mistaes in Recei(ts....................................................60

Purc'ase In0oices................................................................1

Introduction...................................................................................61

&ntering a Purcase In2oice.........................................................6#

&ntering a Purcase In2oice &3am(le........................................6%

Ins(ecting and A((ro2ing Purcase In2oices...............................6*

4eneral 5edger ransactions from Purcase In2oices.................6*

Cas /otes ..................................................................................67

Crediting Purcase In2oices.........................................................67

O(erations Menu .........................................................................67

Payments...............................................................................9)

Introduction...................................................................................7#

&ntering a Payment......................................................................7#

&ntering a Payment &3am(le.....................................................7%

Reconciling and A((ro2ing Payments...........................................7*

4eneral 5edger ransactions from Payments...............................7*

O(erations Menu..........................................................................76

On Account Payments..................................................................77

Correcting Mistaes in Payments...............................................10+

2ransactions 34ournal 5ntries6..........................................10*

Introduction.................................................................................10,

&ntering a ransaction ...............................................................10$

&ntering a ransaction &3am(le...............................................10*

Correcting ransactions..............................................................107

O(erations Menu.........................................................................11#

7,ening Balances...............................................................11*

Introduction.................................................................................11,

Accounts Recei2a8le O(ening -alances ....................................11$

Accounts Paya8le O(ening -alances .......... ..............................117


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O(ening -alances in te 4eneral 5edger...................................117

Im(orting O(ening -alances.......................................................1#,

Printing Re(orts..........................................................................1#,

2'e 5nd of a 8inancial ear...............................................1)%

Settings................................................................................1"*

Introduction.................................................................................1+,

y(es of Setting..........................................................................1+,

Account 9sage A:P.....................................................................1+%

Account 9sage A:R ....................................................................1+6

Accounts................................................ .....................................1,1

Autotransactions.........................................................................1,,

-an ;iles...................................................................................1$,

-rougt ;or!ard -alances Con2ersions Accounts..........................1$*

Credit 5imit..................................................................................1$7

Customer Categories..................................................................1%0

;iscal 'ears................................................................................1%0

;orm Settings.............................................................................1%1

;orms .........................................................................................1%1

Info on Customer Status Re(ort.................................................1%7

Info on ?endor Status Re(ort......................................................1%7

Internet &na8lers.........................................................................1%7

Item 4rou(s ...............................................................................1%7

5ocal Macine.............................................................................1*0

5ocing........................................................................................1*1

Payment Modes..........................................................................1*#

Payment erms...........................................................................1*+

Persons.......................................................................................1*$

Price 5ists and Prices.................................................................1**

Purcase In2oice Settings..........................................................1*7

Re(ort Settings...........................................................................160

Re(orting Periods.......................................................................161

Round Off....................................................................................161

Styles..........................................................................................16#

a3 Codes...................................................................................16+

imed O(erations........................................................................16$

ransaction Settings...................................................................16$

9nits............................................................................................16%

?endor Categories......................................................................16%


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Documents..........................................................................1&

Introduction.................................................................................16*

In2oices.......................................................................................166

Cas /otes> Credit Memos.........................................................167

Customer 5a8els.........................................................................167

(e,orts................................................................................19)Introduction.................................................................................17#

e Re(ort Windo!....................................................................17+

)efinition of Re(orts...................................................................17%

Accounts Paya8le.................................. .....................................17%

Accounts Recei2a8le.......................................................... .........17*

-alance Seet.............................................................................177

Com(any Info..............................................................................#06

Correction 5ist.............................................................................#06

Customer 5ist..............................................................................#07

Customer Statistics.....................................................................#10

4eneral 5edger...........................................................................#11

Item 5ist......................................................................................#1#

Item Statistics.............................................................................#1,

@ournals......................................................................................#1,

Payments ;orecast.....................................................................#1%

Periodic Customer Statement.....................................................#1%

Periodic ?endor Statement.........................................................#1*

Profit 5oss...............................................................................#16

Recei(ts ;orecast.......................................................................##0

Sales a3 5isting.........................................................................##0

System )ocumentation...............................................................###

a3 Re(ort...................................................................................###

ransaction @ournal.....................................................................##%

rial -alance...............................................................................##7

?endor 5ist..................................................................................#+0

5:,orts ...............................................................................)"1

Introduction.................................................................................#+1

-aning ;ile................................................................................#+#

-ase Registers............................................................................#++

Com(any e3t -acu(> )ata8ase e3t -acu(..........................#++

Contact )ata...............................................................................#++

Customer Statistics.....................................................................#+,

In2oice Ro!s...............................................................................#+,

Item Statistics.............................................................................#+$

Montly -alances........................................................................#+%

System )ata...............................................................................#+%

rial -alance...............................................................................#+*


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Im,orts.................................................................................)"

S'utting Do!n and Backing ;,.........................................)"9

-acing 9(..................................................................................#+7

Restoring from a -acu(...........................................................#,#

9(dating from Pre2ious ?ersions of -oos 8y BansaWorld..... ..#,,

Inde:.......................................................................................)*%


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Books by

HansaWorld


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Chapter 1: Introduction and Installation - Preparing for Installation

Introduction and Installation

HansaWorld Boos b! HansaWorld )tart is an integrated a%%ounts ando$$i%e administration tool $or 'a%() *. It in%ludes 5%%ounts 7e%eivableand Pa!able, a 8eneral Ledger, and a 1alendar and +o Do list t&at !ou %an

use $or %onta%t and diar! management.

In t&is introdu%tor! %&a"ter, #e #ill des%ribe t&e ste"s !ou need to $ollo# toget started #it& Boos b! HansaWorld. +o"i%s %overed in%lude installationand t&e %reation o$ a ne# database. )ubse-uent %&a"ters %over t&e #oringenvironme nt in Boos b! HansaWorld, its stru%ture and t&e #a!in$ormation is &andled, and starting #or. +&e remaining %&a"ters des%ribet&e settings, used to de$ine "re$eren%es and loou" in$ormation, t&eindividual registers in detail, "rinting do%uments and re"orts and, $inall!,e"orting and im"orting.


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Books by HansaWorld

10

Installation

System (e


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11

Master Control Panel

Starting -oos 8y BansaWorld )emo

. )tart Boos b! HansaWorld b! double%l i%ing t&e a""li%ation i%on.+&e $irst #indo# to a""ear #ill as &o# !ou #ant to use t&e a""li%ation

=

2. 1li% one o$ t&e buttons as $ollo#s=

Import Demo 1li% t&is button i$ !ou are ne# to Boos $orHansaWorld and #ould lie to e"lore t&e a""li%ationto see &o# %losel! it #ill satis$! !our re-uirements.+&is is des%ribed in t&e remainder o$ t&is se%tion.

Import Textbackup

1li% t&is button i$ !ou &ave alread! been using Boos$or HansaWorld and !ou need to im"ort a ba%u" $ileto a ne# database. +&is is des%ribed in t&e >7estoring$rom a Ba%u"? se%tion belo# on "age 2@2.

Master Database 1li% t&is button i$ !ou are starting Boos $orHansaWorld $or t&e $irst time. +&is is des%ribed in t&e>)tarting Boos b! HansaWorld Ae# Database?se%tion belo# on "age .

Im"orting demonstration data #ill give !ou a demo database t&at #illbe $ull! $un%tional $or 0 da!s, a$ter #&i%& it #ill go into restri%tedmode. 3rom t&at time on#ards, !ou #ill onl! be able to "rint re"ortsand do%uments to s%reen, not to a "rinter, to $ile or to an! ot&ermedium.

. 1li% t&e /Im"ort Demo button. Demonstration data #ill be im"orted.

@. +&e >)ele%t 1om"an!? #indo# #ill a""ear. )ele%t t&e single o"tion b!double%li%ing=


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Books by HansaWorld

1#

@. Log in as CD #it& no "ass#ord=

. 5$ter logging in, a #indo# #ill a""ear, reminding !ou t&at !ou are in ademo installation=

+&is #indo# #ill a""ear ea%& time !ou log in to t&e demo installation,as a reminder t&at !ou s&ould use it $or testing onl! and not $or realdata. 1li% t&e /1ontinue sing Demo Database button to begin #or.+&e 'aster 1ontrol "anel #ill a""ear, as illustrat ed belo# on "age 6.

W'ere to go no!=

Please %li% $or more details about=

E 'aster 1ontrol "anel "age 6

Woring #it& 7e%or ds "age 2@

5tta%&me nts and Personal Desto" "age 2

Customers, Vendors and Contact Persons Fot&er registers $ollo# onsubse-uent "agesG "age

Shutting Down "age 29


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1+


Starting -oos 8y BansaWorld /e!)ata8ase

. )tart Boos b! HansaWorld b! double%l i%ing t&e a""li%ation i%on.

W&en t&e >Wel%ome to Boos? #indo# a""ears, %li% t&e /'asterDatabase button.

2. 5 #indo# #ill a""ear #&ere !ou %an s"e%i$! a 'aster Pass#ord.

1&oose and enter a 'aster Pass#ord, and %li% /Aet.

W&en !ou net start Boos b! HansaWorld, !ou #ill be able to log inas an eisting user, or !ou #ill be able to use a /Ae# ser button to%reate a ne# ser 5%%ount. W&en !ou do t&is, !ou #ill be ased toenter t&e 'aster Pass#ord be$ore !ou %an %reate t&e ne# ser 5%%ount.

1reate Ae# ser? #indo# #ill be o"ened. Here !ou %an enter!our "ersonal details, to %reate a ser 5%%ount $or !oursel$.


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Books by HansaWorld

. +&e >Login? #indo# a""ears, #it& !our ser Aame alread! entered=

4nter !our Pass#ord i$ !ou s"e%i$ied one and %li% /Login For "resst&e 4nter e!G.

6. I$ !ou did not s"e%i$! a Pass#ord in ste" @, !ou #ill no# be ased to doso=

4nter t&e Pass#ord in t&e Ae# Pass#ord and 7et!"e Ae# Pass#ord$ields and %li% /)ave.

. I$ !ou did s"e%i$! a Pass#ord in ste" @, !ou #ill be ased i$ !ou #antBoos b! HansaWorld to remember !our )ignature and Pass#ord, sot&at !ou do not &ave to enter t&em !oursel$ ea%& time !ou log in.

1,


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1$

Bearing in mind t&at t&e Pass#ord is a se%urit! $eature, it is

re%ommended t&at !ou onl! %li% t&e /


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1%

Books by HansaWorld


+&e 'aster 1ontrol "anel is Boos b! HansaWorld?s main tool "alette=


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pening Balances - I!porting pening Balances

1*

Configuring a /e! )ata8ase

1on$iguring a ne# database in%ludes t&e $ollo#ing tass=

!ntering "our Compan# Detai$s "age

Companies "age

Importing Samp$e Data "age 20

%egistration "age 2

5ntering our $om,any Details

)tarting Boos b! HansaWorld Ae# Database ? se%tion above on "ageG.


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16

Books by HansaWorld

1om"ani esJ. I$ !ou set u" more t&an one 1om"an! in Boos $orHansaWorld, ea%& #ill be %om"letel! se"arate. +&ere #ill usuall! be no%ommon in$ormat ion, alt&oug& it is "ossible to s&are individual registersand to %o"! $rom one to anot&er using t&e e"ort and im"ort $un%tions anddragging and dro""ing. )e"arate a%%ount balan%es #ill be maintained inea%& 1om"an!.

1on$iguration: Ins"e%t? #indo# a""ea rs=

. 1&ange t&e Aumber o$ 1om"anies as a""ro"riate. 4a%& 1om"an!re-uires a se"arate li%en%e, so do not enter a greater number t&an !ou&ave "ur%&ased.

1om"anies: Ins"e%t? #indo# o"ens=


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17


6. (n t&e se%ond ro#, enter a 1ode, Aame and )&ort Aame Fu" to ten%&ara%tersG and save=

3or se%urit! reasons, Boos b! HansaWorld #ill s&ut do#n a$ter an!%&anges or additions &ave been made in t&e 1om"anies setting.

. 7estart t&e "rogram: t&e >)ele%t 1om"an!? #indo# #ill no# list all t&e1om"anies in t&e database. Double%li% t&e one t&at !ou #ant to #or#it&.

;. I$ !ou need to %&ange 1om"anies during a #or session, t&ere is noneed to -uit and restart. )im"l! use t&e ( Fal"&a (G e!boards&ort%ut to o"en t&e >)ele%t 1om"an!? #indo# to %&oose a di$$erent1om"an!.

4ntering


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#0

Books by HansaWorld

0.


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#1


+&is is a list o$ $iles #it& t&e .+*+ etension in t&e $older %ontaining!our Boos b! HansaWorld a""li%ation and in t&e Ba%u"J and)etu"J $olders inside t&at $older.

. Double%li% an item in t&e list to im"ort it.

(egistration

5$ter installing Boos b! HansaWorld, !ou s&ould register it #it&HansaWorld. +&is registration "ro%ess #ill "rovide !ou #it& an 4nablerKe!. W&en !ou install Boos b! HansaWorld, t&is Ke! #ill be absent. +&e

"rogram #ill be $ull! o"erational $or 0 da!s a$ter installation. +&is allo#stime $or t&e setu" #or des%ribed in t&is manual and to test t&e suitabilit!o$ t&e so$t#are. 5$ter 0 da!s, i$ !ou &ave not registered to a""l! $or !ourKe!, t&e "rogram #ill %&ange to restri%ted mode: it #ill remain $ull!$un%tional, but "rinting #ill be disabled.


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##

Books by HansaWorld

. 1li% t&e /7egister t&is Produ%t button.

@. +&e >1&oose


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#+


I$ !ou "ur%&ased Boos b! HansaWorld in a s&o", t&e )erial Aumber#ill be in%luded in t&e bo. I$ !ou "ur%&ased it online, !ou #ill &ave

been sent t&e )erial Aumber as "art o$ t&e "a%age.

9.


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#,

Books by HansaWorld

Woring !it Records

(egisters

Boos b! HansaWorld %ontains a number o$ registers in #&i%& in$ormationo$ a "arti%ular t!"e is stored. 3or eam"le, in$ormat ion about 1ustomersand Oendors is stored in a 1onta%t register, in$ormation about Items isstored in an Item register and so on.


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#$


7emove t&e ti% FG $rom a %&e% bo to remove t&e%orres"onding %olumn $rom t&e bro#se #indo#.

Sa.ing /indow Configurations

I$ !ou move or resiNe a #indo# or %&ange t&e sortorder and !ou #ant t&e %&ange to be remembered,%&oose >)ave Position? $rom t&e Windo# menu For uset&e )&i$t) e!board s&ort%utG. se >7estorePosition? to return t&e #indo# %on$iguration tostandard.

Searching +o $ind a "arti%ular re%ord in t&e list, $irst sort t&e listb! t&e %olumn t&at !ou #ant to use $or t&e sear%&. Int&e illustration above, $or eam"le, t&e list is sorted b!

Ao. allo#ing !ou to sear%& $or an Invoi%e #it& a %e rtainAumber. +&en, t!"e a letter, #ord, number, or date int&e )ear%& $ield Ft&ere is no need to %li% in t&e $ield

be$ore t!"ingG. +&en "ress t&e 4nter e!.

'an! bro#se #indo#s in%lude an ("erations dro"do#n menu. Hig&lig&t one or more re%ords in t&e listF&old do#n t&e )&i$t e! #&ile %li%ingG, t&en %li% t&e

button #it& t&e image s&o#n on t&e le$t to o"en t&emenu.W&en !ou %&oose a $un%tion $rom t&is menu, it#ill be a""lied to ever! &ig&lig&ted re%ord.

0pening a record ("en a re%ord b! double%l i%ing, or b! sele%ting t&eline and "ressing t&e 4nter e!. +&e re%ord #ill beo"ened in a re%ord #indo#.

Dup$icating a record

3ind t&e re%ord t&at !ou #ant to du"li%at e, &ig&lig&t itand %li% t&e /Du"li%at e button above t&e list For uset&e < e!board s&ort%utG. 5 re%ord #indo# #illo"en, %ontaining t&e ne# du"li%ate re%ord. In man!%ases, t&e ne# re%ord #ill %ontain t&e %urrent date, nott&e date o$ t&e du"li%at ed re%ord.

Creating a new record

1li% t&e /Ae# button above t&e list, or use t&e Ae!board s&ort%ut. 5 re%ord #indo# #ill o"en,%ontaining a blan ne# re%ord.


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#%

Books by HansaWorld

(ecord Windo!s


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#*


se t&ese /Previous 7e%ord Fon t&e le$tG and /Aet7e%ord buttons to o"en t&e "revious or net re%ord int&e register Fi.e. as listed in t&e bro#se #indo#G.4ver!t&ing !ou ma! &ave %&anged in t&e re%ord !ou areleaving #ill be saved.

Ke!board s&ort%ut: P

1li% t&is Printer i%on to "rint t&e %urrent re%ord. Pleasere$er to "age ; $or details.

Ke!board s&ort%ut: )&i$tP

1li%ing t&e Previe# i%on #ill %ause t&e %urrent re%ordto be "rinted to s%reen in a ne# #indo#. +&is #illallo# !ou to see #&at it #ill loo lie #&en !ou "rint iton a "rinter b! %li%ing t&e Printer i%on immedi atel! tot&e le$t.

'an! re%ord #indo#s &ave an ("erations dro"do#nmenu, mared #it& t&is i%on. +&is %ontains various

$un%tions t&at !ou %an a""l! to t&e re%ord %urrentl!s&o#n in t&e #indo#. 3or eam"le, #&en looing at anInvoi%e, use t&e ("erations menu to vie# its "a!ment&istor! and its %onne%ted 8eneral Ledger +ransa%tion.

In some re%ord #indo#s, su%& as t&ose $or Invoi%es and1onta%ts, t&ere is a /Business 1ommuni%ator button int&e Button Bar. I$ !ou need to %all t&e 1onta%t -uotedin t&e Invoi%e or #&ose 1onta%t re%ord !ou arevie#ing, %li% t&is button. Please re$er to t&e >Business1ommuni%ator Windo#? se%tion belo# on "age @ $ordetails.

1ew2 Ke!board s&ort%ut: A

1li% t&is button to save t&e %urrent re%ord and to %loseit. 5 ne# blan re%ord is t&en o"ened $or data entr!.

1Dup$icate2 Ke!board s&ort%ut: Ae#?G, %li% t&is button to %an%el t&edata entr! "ro%ess and to %lose t&e re%ord #indo#. +&ere%ord #ill not be saved. I$ !ou &ave "reviousl! savedt&e %urrent re%ord Fi.e. t&e #indo# title is >"date?G,%li% t&is button to dis%ard all %&anges made sin%e it#as last saved. In t&is %ase, t&e re%ord #indo# #ill not

be %losed.

1Sa.e2 Ke!board s&ort%ut: )&i$t4nter

+&is button saves all %&anges to t&e %urrent re%ord butdoes not %lose it.


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#6

Books by HansaWorld

1li% t&is button to %onne%t to t&e Boos b!HansaWorld #ebsite, #&ere !ou %an see a s&ort moviedemonstrating &o# to use t&e register !ou are looingat.

+&is button o"ens t&e dra#er, #&ere !ou %an %&oose adi$$erent re%ord to be s&o#n in t&e re%ord #indo#.

Paste )"e%ial? to %&oose a 1ustomer or Pa!ment+erm. +&e $ollo#ing eam"le s&o#s "asting a 1ustomer Aumber into anInvoi%e=


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#7


Pla%e t&e insertion "oint in t&e 1ustomer $ield and "ress t&e 7eturn or4nter e! %ombinations. 5 ne# #indo# #ill o"en, s&o#ing t&e %ontentso$ t&e register or setting $rom #&i%& !ou %an sele%t a re%ord Fin t&is %ase,t&e #indo# #ill list 1ustomers in t&e 1onta%t registerG. +&is #indo# issimilar to a bro#se #indo# in its be&avior, so !ou %an sort and sear%& as

"reviousl! des%ribed. )ele%t t&e 1ustomer !ou #ant b! double%l i%ing or

b! &ig&lig&ting and "ressing 4nter. +&e 1ustome r Aumber and ot&er detailsare trans$erred to t&e Invoi%e.

Paste )"e%ial? $eature more "o#er$ul b! saving t&e sortorder o$ t&e >Paste )"e%ial? list. 3or eam"le, #&enever !ou need to %&oosea 1ustomer, !ou #ill "robabl! no# its Aame but not its Aumber. +&e $irsttime !ou use t&e >Paste )"e%ial? $eature to %&oose a 1ustomer, sort t&e list

b! Aame and t&en sele%t >)ave Position? $rom t&e Windo# menu. 3rom no#on, t&e list #ill be sorted b! Aame #&en it o"ens. Ao# !ou %an t!"e t&e$irst $e# %&ara%ters o$ t&e 1ustomer Aame in a 1ustomer $ield and t&en

"ress 7eturn or 4nter. W&en t&e >Paste )"e%ial? list o"ens, t&e&ig&lig&t ed 1ustomer #ill be t&e $irst one to mat%& #&at #as t!"ed. I$ t&isis t&e %orre%t one, all !ou need do is "ress t&e 4nter e! and %arr! on t!"ing#it&out interru"tion. In t&e eam"le s&o#n belo#, #e t!"ed enni$erJ intot&e 1ustomer Aumber $ield o$ an Invoi%e and t&en "ressed 4nter. +&e>Paste )"e%ial? list o"ens, #it& t&e $irst 1ustomer #&ose name begins #it&enni$erJ &ig&lig&ted=


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+0

Books by HansaWorld

I$ t&e re%ord !ou are looing $or does not eist and so is not s&o#n in t&e>Paste )"e%ial? list, !ou %an o$ten enter it on t&e $l!. In t&e >Paste )"e%ial?#indo#, "ress A, or %li% t&e /Ae# or /Du"li%ate buttons asa""ro"riate. 5 ne# 1ustomer s%reen Fin t&is eam"leG is s&o#n. 4nter t&ene# 1ustomer, %li% /)ave and t&e ne# re%ord is saved. 5t t&e same time,t&e 1ustomer Aumber is entered in t&e Invoi%e.

I$ !ou realiNe t&at !our in$ormation about t&e lined re%ord Fin t&is %ase, t&e1ustomerG is out o$ date Ft&e! mig&t &ave %&anged t&eir address ortele"&one number, $or eam"leG, &ig&lig&t t&e 1ustomer in t&e >Paste)"e%ial? #indo# and "ress )&i$tO. +&e 1ustomer re%ord is o"ened,allo#ing !ou to mae t&e ne%essar! %&anges. Paste )"e%ial? lin.

Items: Bro#se? or t&e >Paste Item? #indo# andsele%t a range o$ Items b! %li%ing #&ile &olding do#n t&e )&i$t e!. +&en,drag t&em to t&e Item $ield in t&e $irst em"t! ro# in t&e list. 5ll sele%tedItems #ill be added to t&e list.

Paste )"e%ial? #&en !ou are in a date $ield to %&oose adate $rom a %alendar.

Deleting (ecords

+o delete a re%ord, o"en it in a re%ord #indo# and sele%t >Delete? $rom t&e

7e%ord menu.


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3

+1



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+#

Books by HansaWorld

Attacments and Personal )esto(

+ttac'ments


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++

$ile t&at !ou need.


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Books by HansaWorld

+,

otes ("en t&e list o$ atta%&ment s and %&oose >1reate Aote?$rom t&e ("erations menu. 5 #indo# #ill o"en, #&ere!ou %an t!"e in !our note and enter a 1omment Ft&etet t&at #ill identi$! t&e note in t&e list o$5tta%&me ntsG.

%ecords ("en 7e%ord? $rom t&e ("erations menu. I$ t&e 5tta%&me nt is a$ile, double%li%ing it to save it to !our &ard dis or use >("en 7e%ord? too"en it in t&e relevant a""li%ation.

I$ a re%ord &as man! 5tta%&me nts, !ou %an organiNe t&em using 5r%&ives.("en t&e list o$ 5tta%&me nts and sele%t >1reate 5r%&ive? $rom t&e("erations menu. +&e >1reate 5r%&ive? #indo# o"ens, #&ere !ou %an givet&e ne# 5r%&ive a name. W&en !ou %li% t&e /)ave button, t&e ne#5r%&ive #ill a""ear at t&e to" o$ t&e list o$ 5tta%&me nts: move t&e5tta%&me nts into t&e 5r%&ive b! draggi ng and dro""ing onto it. +o o"ent&e 5r%&ive, double%li% it. +o go ba% to t&e to"leve l list o$ 5tta%&ments, %li% t&e button #it& t&e arro# i%on=

+o remove an 5tta%&me nt o$ an! ind $rom a re%ord or 5r%&ive, &ig&lig&t

it in t&e list o$ 5tta%&ments and sele%t >1lear? $rom t&e 4dit menu.

Personal Deskto,

5s #ell as being able to %onne%t $iles, notes or re%ords to an! re%ord inBoos b! HansaWorld Fas des%ribed immediatel! aboveG, !ou %an alsoatta%& t&em to !our 'aster 1ontrol "anel. +&e! #ill be listed in t&e area ont&e rig&t o$ t&e 'aster 1ontrol "anel, no#n as t&e Personal Desto"J.


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+$

standard >("en 3ile? dialog #indo# #ill o"en, allo#ing!ou to lo%ate t&e $ile t&at !ou need.

+&e %ontents o$ !our Personal Desto" %annot be vie#ed b! anot&er user.)o, i$ someone else logs in to Boos b! HansaWorld on !our ma%&ine usingt&e /Login button in t&e 'aster 1ontrol "anel, !our Personal Desto" #illdisa""ear, to be re"la%ed #it& t&eirs.

W&en !ou %reate t&e $irst ser 5%%ount in a ne# database, t&e PersonalDesto" #ill be a%tivated $or t&at ser automati%all!. I$ !ou add etra sersto t&e Person register, !ou #ill need to a%tivate t&e Personal Desto" $ort&ose sers !oursel$. se t&e >5%tivate Personal Desto"? $un%tion on t&e("erations menu o$ t&e >Persons: Bro#se? #indo#.


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Books by HansaWorld

+%

Customers> ?endors and Contact Persons

Introduction

In$ormation about !our 1ustomers, Oendors, 1onta%t Persons and all ot&er%om"anies and individual s #it& #&om !ou &ave some %onta%t is stored int&e 1onta%t register.


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+*

5ntering a e! $ontact

+o #or #it& 1onta%ts, o"en t&e 1onta%t register b! %li%ing t&e /1onta%tsbutton in t&e 'aster 1ontrol "anel or using t&e 6 e!board s&ort%ut. +&e>1onta%ts: Bro#se? #indo# is o"ened, s&o#ing a list o$ 1onta%ts alread!entered. +o %reate a ne# 1onta%t, %li% t&e /Ae# button above t&e list oruse t&e A e!board s&ort%ut. 5lternativel!, &ig&lig&t a 1onta%t similar to

t&e one !ou #ant to enter and %li% /Du"li%ate For use 1onta%t: Ae#? #indo# #ill o"en, em"t! i$ !ou %li%ed /Ae# or

%ontaining a du"li%at e o$ t&e &ig&lig&ted re%ord. 1om"lete t&e 1onta%tre%ord as a""ro"riate, t&en save it using t&e /)ave button and %lose t&e#indo# b! %li%ing t&e %lose bo. +&en, %lose t&e bro#se #indo# using t&e%lose bo agai n.

)in%e t&e amount o$ in$ormation stored about ea%& %om"an! #ill not $it in asingle #indo#, t&e 1onta%t s%reen &as been divided into t&ree %ards. 5t t&eto" o$ ea%& is t&e &eader. +&is %ontains t&e 1onta%t Aumber and Aame, t&e1ustomer and Oendor 1ategories, and t&e 1ustomer and Oendor %&e%

boes. +&ere are t&ree named buttons F>tabs?G in t&e &eader.

B! %li%ing t&e tabs !ou %an navigate bet#een %ards. +&e &eader is al#a!svisible, as a remi nder o$ t&e 1onta%t !ou are #oring #it&.

+&e 1onta%t #indo# %ontains t&e $ollo#ing $ields and %&e% boes=

Header


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Books by HansaWorld

+6

o+ 4nter t&e uni-ue %ode !ou are assigning to t&is 1onta%t:t&is is t&e means b! #&i%& t&is 1onta%t #ill beidenti$ied else#&ere in Boos b! HansaWorld. +&e$ield &olds u" to 20 letters andor numbers. 5 de$ault#ill be o$$ered, based on t&e 1onta%t Aumber o$ t&e

"revious re%ord entered. (n%e !ou &ave saved t&ere%ord, !ou %annot %&ange t&e 1onta%t Aumber.

Cust+ Categor# Paste Specia$ 1ustomer 1ategories setting

Vendor Categor# Paste Specia$ Oendor 1ategories setting

I$ t&e %om"an! is a 1ustomer, !ou %an assign it to a1ustomer 1ategor!. I$ it is a Oendor, !ou %an assign itto a Oendor 1ategor!.

1ustomer 1ategories enable !ou to %lassi$! similar1ustomers toget&er. )everal re"orts allo# !ou to list1ustomers belonging to a "arti%ular 1ategor!.

Oendor 1ategories enable !ou to %lassi$! similarOendors toget&er. 5ll Oendors belonging to t&e same

1ategor! %an use t&e same de$ault 1reditor 5%%ount,saving !ou t&e #or o$ &aving to s"e%i$! t&ese $or ea%&Oendor individuall!.

ame 4nter t&e Aame o$ t&e 1onta%t.

I$ !ou #ant t&e 1ustomer Aame to be "rinted as "art o$t&e address in all do%uments, use t&e (rganiNation

Aame o"tion in t&e 3orm )ettings setting.

Customer, Vendor

'ar t&e 1onta%t as a 1ustomer or Oendor or bot& asa""ro"riate, using t&e %&e% boes at t&e to" o$ t&e

#indo#. I$ t&e 1onta%t is a 1onta%t Person #&o #ors$or a 1ustomer or Oendor %om" an!, do not %&e%eit&er o$ t&ese boes unless t&e 1onta%t Person is also a1ustomer or Oendor in a "ri+ae %a"a% it!.

'aring t&e 1onta%t as a 1ustomer or Oendor does notne%essaril! mean it &as "ur%&ased goods or servi%es$rom !our business, or sold goods or servi%es to !ou:t&e %om"an! %an also be a "otential %ustomer or vendorto !our business.

I$ !ou &ave mared a 1onta%t as a 1ustomer onl!, !ou#ill be able to use it in )ales Invoi%es and 7e%ei"ts, butnot in an! "ur%&ase registers. )imilarl!, i$ !ou &ave

mared it as a Oendor onl!, !ou #ill be able to use it inPur%&ase Invoi%es and Pa!ments, but not in an! salesregisters.

I$ !ou originall! o"ened t&e 1onta%t register b!%li%ing t&e /Ae# button in t&e >Paste )"e%ial? #indo#listing 1ustomers, t&ese %&e% boes #ill be setautomat i%all! de"ending on t&e %ontet. 3or eam"le,i$ !ou entered a )ales Invoi%e, a%ti+aed >Paste )"e%ial?$rom t&e 1ustomer $ield and %li%ed /Ae#, t&e ne#re%ord #ill be mared as a 1ustomer.

(n%e !ou &ave mared a %om"an! as a 1ustomer and

!ou &ave issued at least one )ales Invoi%e to t&at


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%om"an!, !ou #ill not be able to remove t&e %&e%$rom t&e 1ustomer bo. )imilarl!, i$ !ou &ave mared a%om"an! as a Oendor and !ou &ave re%eived at leastone Pur%&ase Invoi%e $rom t&at %om"an!, !ou #ill not

be able to remov e t&e %&e% $rom t&e Oendor bo.

+&roug&out t&is manual Fin%luding in t&e indeG, t&e

term 1ustomer J &as been used #&en re$erring to1onta%ts mared as 1ustomers, and t&e term OendorJre$ers to 1onta%ts mared as Oendors.

$ontact $ard

)ddress 4nter &ere t&e address to #&i%& Invoi%es, statementsand Pa!ments are to be sent.

Contact Paste Specia$ 1onta%t Persons in 1onta%tregister

'sed as defau$t in )ales Invoi%es

Paste )"e%ial?list #ill onl! %ontain 1onta%t Persons t&at #or $or t&e1ustomer or Oendor. Please re$er to t&e >1onta%tPersons? se%tion belo# on "age @2 $or more details.

Te$ephone, Mobi$e, &ax, !4mai$, Sk#pe ame

4nter t&e 1onta%t?s main tele"&one, %ell "&one and $anumbers, email address and )!"e name &ere.

I$ !ou need to %all t&e 1onta%t, %li% t&e/1ommuni %ate button in t&e Button Bar

=

+&e >Business 1ommuni%ator? #indo# o"ens, s&o#ingt&e 1onta%t?s %onta%t details in t&e area on t&e rig&t=


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)ube%t to !our %om"uter or net#or &aving t&esuitable %onne%tion so$t#are and &ard#are, %li% on a%onta%t met&od in t&e list, and t&en %li% t&ea""ro"riate button. 3or more details, "lease re$er to t&e>'aing 1onta%t +&e >Business 1ommuni%ator?Windo#? se%tion belo# on "age @.

I$ !ou #ill use t&e >Business 1ommuni%ator? #indo# to%ommuni %ate #it& t&e 1onta%t using )!"e(ut, t&e

1onta%t?s tele"&one and mobile numbers %an onl!%ontain numbers, s"a%es, das&es and t&e Q sign. +&e!must not %ontain ot&er %&ara%t ers su%& as $ull sto"s,

bra%ets or an! al"&a %&ara%ters.

/eb Site I$ t&e 1onta%t &as a #ebsite, enter its address F7LG&ere.

%eg o I$ t&e 1onta%t &as a 1om"an! 7egistration Aumber,enter it &ere.

5t t&e bottom o$ t&e >1onta%t? %ard, t&ere is a grid. I$ t&e 1onta%t is a1ustomer or Oendor, t&is grid #ill list t&e 1onta%t Persons #oring $ort&em. Please re$er to t&e >1onta%t Persons? se%tion belo# on "age @2 $or $ull

details.

2erms $ard

Sa$es Credit 5imit )"e%i$! &ere t&e 1redit Limit t&at !ou &ave granted tot&is %om"an!.


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#arn against or "revent t&e entering o$ Invoi%es $or1ustomers #&o &ave e%eeded t&eir 1redit Limit.

I$ !ou #ant to allo# a %om"an! no %redit at all, sett&eir )ales 1redit Limit to 0.0.

Purch+ Credit 5imit

)"e%i$! t&e 1redit Limit etended to !our $irm b! t&is%om"an! &ere. +&is is $or in$ormation onl!.

Sa$es Pa#+ Terms Paste Specia$ Pa!ment +erms setting

'sed as defau$t in )ales Invoi%es

Purch+ Pa#+ Terms Paste Specia$ Pa!ment +erms setting

'sed as defau$t in Pur%&ase Invoi%es

I$ t&e 1onta%t is a 1ustomer, use t&e )ales Pa!. +erms$ield to s"e%i$! t&e Pa!ment +erms t&at !our %om"an!o$$ers t&em. I$ t&e 1onta%t is a Oendor, use t&e Pur%&.Pa!. +erms $ield to s"e%i$! t&e Pa!ment +erms t&at t&e!

o$$er !our %om"an!. +&ese +erms #ill be %o"ied to)ales and Pur%&ase Invoi%es, #&ere t&e! #ill ensuret&at t&e Due Dates are %al%ulated %orre%tl!.

Price 5ist Paste Specia$ Pri%e Lists setting

'sed as defau$t in Invoi%es

I$ t&e 1onta%t is a 1ustomer and !ou #is& to assign a"arti%ular Pri%e List to t&em, !ou %an do so &ere. It #illdetermine t&e "ri%es used in )ales Invoi%es $or t&is1ustomer.

Please re$er to t&e >Pri%e Lists and Pri%es? se%tionbelo# on "age $or $ull details o$ &o# to use t&is$eature.

0n )ccount 1&e% t&is bo i$ t&e 1onta%t is a 1ustomer $rom #&om!ou #ant to be able to re%eive (n 5%%ount 7e%ei"tsFi.e. !ou #ant to allo# t&em to "a! be$ore !ou &aveinvoi%ed t&emG andor t&e 1onta%t is a Oendor to #&om!ou #ant to be able to issue (n 5%%ount Pa!ments Fi.e.to be able to "a! t&em be$ore !ou re%eive Invoi%esG. (n5%%ount 7e%ei"ts are des%ribed belo# on "age 6 and(n 5%%ount Pa!ments on "age 99.

Be$ore !ou %an enter (n 5%%ount 7e%ei"ts, !ou musts"e%i$! an (n 5%%ount 51 in t&e 5%%ount sage 57

setting. +&is 5%%ount #ill be %redited #it& t&e value o$t&ese 7e%ei"ts.

(n t&e "ur%&ase side, be$ore !ou %an enter (n 5%%ountPa!ments, !ou must s"e%i$! an (n 5%%ount 51 in t&e5%%ount sage 5P setting. +&is 5%%ount #ill bedebited #it& t&e value o$ t&ese Pa!ments.

T#pe se t&ese o"tions to s"e%i$! #&et&er t&e 1onta%t is a%om"an! or a "ri+ae individual .


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+ccount $ard

Comment se t&is $ield to re%ord an! additional in$ormationabout t&e 1onta%t. 1omments entered &ere #ill bes&o#n in some 5%%ounts 7e%eivable re"orts $eaturingt&is 1ustomer.

6ank 4nter t&e name o$ t&e 1onta%t ?s ban &ere. I$ t&e1onta%t is a Oendor, t&is in$ormation #ill $a%ilitate

"a!ment b! t&e trans$er o$ $unds bet#een bans.

6ank )ccount 4nter t&e 1onta%t?s main ban a%%ount number &ere. I$t&e %om"an! is a Oendor, t&is ban a%%ount number#ill be trans$erred to an! Pur%&ase Invoi%es andPa!ments entered in t&e Oendor name.

Creditor )7C Paste Specia$ 5%%ounts setting

I$ t&e 1onta%t is a Oendor and !ou #ant to use a"arti%ular 1reditor 5%%ount, enter its 5%%ount number&ere.

I$ !ou leave t&is $ield em"t! t&e 1reditor 5%%ount #illbe taen $rom t&e Oendor 1ategor! Fi$ a""ro"riateG or$rom t&e 1reditor 5%%ount in t&e 5%%ount sage 5P

setting.Cost )7C Paste Specia$ 5%%ounts setting

I$ t&e %om"an! is a Oendor, !ou %an determine t&at a"arti%ular 1ost 5%%ount Fi.e. Pur%&ase 5%%ountG #ill beo$$ered as a de$ault in t&e $irst Pur%&ase Invoi%e ro##&en !ou enter a ne# Pur%&ase Invoi%e. +&is %an beuse$ul in t&e %ases o$ s"e%ialist Oendors and o$ Oendorso$ servi%es su%& as ele%tri%it! or tele"&one servi%es,#&ose Pur%&ase Invoi%es are usuall! debited to t&esame 5%%ount.


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3

I$ !ou #ant to set a de$ault 1ost 5%%ount Fi.e. Pur%&ase5%%ountG $or t&is Oendor, enter its 5%%ount Aumber&ere.

5diting a $ontact

+o edit a 1onta%t, $irst o"en t&e Item register b! %li%ing t&e /1onta%tsbutton in t&e 'aster 1ontrol "anel or using t&e 6 e!board s&ort%ut.

+&e 1onta%ts are initiall! listed in 1onta%t Aumber order. 1&ange t&e sortorder b! %li%ing on one o$ t&e %olumn &eadings: t&e underlined &eadings&o#s t&e %urrent sort order.

+o sear%& $or a s"e%i$i% 1onta%t, enter t&e tet to be $ound in t&e )ear%&$ield in t&e to" rig&t&and %orner o$ t&e #indo# and "ress 7eturn. +&e tets&ould be a""ro"riate $or t&e %urrent sort %olumn: to sear%& b! 1onta%t

Aame, $or eam"l e, sort b! Aame be$ore entering a Aame For its initiallettersG to t&e )ear%& $ield.

+o modi$! a 1onta%t re%ord, double%li% on t&e line in t&e bro#se #indo#.

+&e 1onta%t re%ord #ill be o"ened in a #indo# entitled >1onta%t : Ins"e%t?.+&e $ields in t&is #indo# are t&e same as t&ose in t&e >1onta%t : Ae#?#indo#: "lease re$er to t&e "revious se%tion $or a detailed des%ri"tion o$ea%& $ield.

4dit t&e $ields as ne%essar!. 'ove $rom $ield to $ield using t&e +ab, 4nter or7eturn e!s, using t&e arro# e!s, or using t&e mouse. 1li% t&e /)ave

button #&en !ou &ave $inis&ed, to save %&anges.


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. +&e $irst ste" is to enter a 1onta%t re%ord re"resenting t&e %om"an!.'ar t&e %om"an! as a 1ustomer or Oendor or bot&, as a""ro"riate.4nsure !ou save t&is re%ord be$ore moving to ste" 2.

2. +&e net ste" is to enter a 1onta%t re%ord re"resenting a "erson#oring $or t&e %om"an! Fi.e. a 1onta%t PersonG. 1&oose >1reate1onta%t? $rom t&e ("erations menu. 5 ne# re%ord #ill be %reated in t&e1onta%t register and #ill be o"ened in a ne# #indo# entitled >1onta%t :Ins"e%t?. +&is means t&e re%ord &as alread! been saved and is beingo"ened to allo# !ou to enter t&e 1onta%t Person?s name and %onta%tdetails i$ t&ese are di$$erent to t&ose o$ t&e "arent %om"an!=

+&e address details, tele"&one and $a #ill be %o"ied $rom t&e "arent%om"an!. 4nter t&e 1onta%t Person?s name and a""ro"riate %onta%t


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in$ormation. 5s t&e 1onta%t Person #ors $or a %om"an! t&at &as beenmared as a 1ustomer or a Oendor, !ou s&ould not %&e% t&ese boes int&e 1onta%t Person re%ord.

. )ave t&e 1onta%t Person and %lose t&e re%ord b! %li%ing t&e %lose bo.+&e 1onta%t Person is no# in%luded in t&e list at t&e bottom o$ t&e>1onta%t? %ard o$ t&e "arent %om"an!?s 1onta%t re%ord=

+&is list #ill %ontain all t&e 1onta%t Persons #oring $or t&e 1ustomeror Oendor. 5s #it& all lists in Boos b! HansaWorld, !ou %an sort t&isone b! %li%ing on a %olumn &eading. I$ !ou need to o"en t&e 1onta%tre%ord o$ a 1onta%t Person, double%li% a line in t&is list.

@. I$ a 1onta%t Person sto"s #oring $or a 1ustomer or Oendor, !ou %andelete t&e 1onta%t re%ord $or t&e 1onta%t Person.


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7,erations #enu

+&e ("erations menus $or 1onta%ts are s&o#n above. (n t&e le$t is t&at $or

t&e >1onta%ts: Bro#se? #indo#: &ig&lig&t a 1onta%t in t&e list be$oresele%ting t&e $un%tion. 1onta%t : Ae#? and >1onta%t: Ins"e%t? #indo#s.

$ustomer Status

1ustomer )tatus? $un%tion #it& 1onta%ts t&at are1ustomers. It "rints a 1ustomer )tatus re"ort to s%reen.

In its basi% $orm, t&is re"ort s&o#s t&e 1ustomer Aumber, Aame andtele"&one number $or t&e 1ustomer %urrentl! on s%reen or $or t&ose1ustomers &ig&lig&t ed in t&e bro#se #indo#, toget&er #it& a list o$ allo"en Invoi%es and t&e last $ive "aid Invoi%es.Ho#ever, i$ re-uired, !ou %anuse t&e In$o on 1ustomer )tatus 7e"ort setting Fdes%ribed belo# on "age69G to %&ange t&e in$ormat ion t&at #ill be s&o#n to di$$erent users, ea%&o$ #&om %an be given a di$$erent re"ort de$inition.

+&e 1ustomer )tatus re"ort &as t&e Boos b! HansaWorld Drilldo#n$eature. Business 1ommuni%ator? #indo##it& t&e relevant 1onta%t?s tele"&one and %ell "&one numbers, )!"e


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Aame, email address and so on s&o#n in t&e 1onta%t 'et&ods list, read! $or!ou to o"en %ommuni %ations.

+&e >Business 1ommu ni%ator? #indo# %ontains t&e $ollo#ing se%t ions=

The Contact 5ist +&is is a list o$ t&e re%ords in t&e 1onta%t register.

5s #it& all lists o$ re%ords in Boos b! HansaWorld,!ou %an s%roll t&roug& t&e list using t&e s%roll bar ont&e rig&t, !ou %an sort t&e list b! %li%ing a %olumn&eading, and !ou %an use t&e )ear%& $ield and button to$ind a "arti%ular 1onta%t in t&e list.

+o %reate a ne# 1onta%t , %li% t&e /Ae# button abovet&e list. +&e >1onta%t: Ae#? #indo# #ill o"en,allo#ing !ou to enter t&e details o$ t&e ne# 1onta%t. B!de$ault, t&e ne# 1onta%t #ill be mared as a 1ustomer.+o edit an eisting 1onta%t , double%l i% t&eir namein t&e list. +&e 1onta%t re%ord #indo# is des%ribed in$ull above $rom "age 6 on#ards.

+o %ommuni %ate #it& a 1onta%t, %li% t&eir name on%ein t&e list. +&e avail able %ommuni %ation met&odsFtele"&one and %ell "&one numbers, )!"e names, et%.G#ill be s&o#n in t&e 1onta%t 'et&od list on t&e rig&t,des%ribed belo#.

The Contact Method 5ist

+o %ommuni %ate #it& a 1onta%t, %li% t&eir name on%ein t&e 1onta%t list. +&e available %ommuni %ationmet&ods Ftele"&one and %ell "&one numbers, )!"enames, et%.G #ill be s&o#n in t&e 1onta%t 'et&od list.1&oose a %ommuni %ation met&od b! %li%ing, and t&en

%li% t&e a""ro"riate button belo#. 3or eam"le, to


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o"en a )!"e %all, %li% t&e 1onta%t?s )!"e name int&e 1onta%t 'et&od list and t&en %li% t&e/1all5ns#er button belo#. +o o"en a )!"e(ut %all,%li% t&e 1onta%t?s tele"&one or %ell "&one number int&e 1onta%t 'et&od list and t&en %li% t&e/1all5ns#er button. 5s soon as !ou %li% t&ea""ro"riate button, t&e %all #ill be added to t&e 1all list

in t&e lo#er le$t&and %orner o$ t&e >Business1ommuni%ator? #indo#.

The Ca$$ 5ist +&e 1all list in t&e lo#er le$t&and %orner o$ t&e>Business 1ommuni%ator? #indo# s&o#s t&e o"en %alls!ou maing, in%ludi ng an! t&at are on &old.

#aking and +ns!ering $alls and $'ats

+o %all a 1onta%t using )!"e, $irst %li% on t&e 1onta%t in t&e 1onta%t listand t&en=

+o mae a )!"eto)!"e %all, %li% on t&eir )!"e Aame in t&e1onta%t 'et&od list and t&en %li% t&e /1all5ns#er button.

+o mae a )!"e(ut %all, %li% on t&eir tele"&one or %ell "&onenumber in t&e 1onta%t 'et&od list For enter a number in t&e Dial $ieldGand t&en %li% t&e /1all5ns#er button.

+o o"en t&e )!"e 1&at #indo#, %li% on t&eir )!"e Aame in t&e1onta%t 'et&od list and t&en %li% t&e /1&at button.

Business1ommuni%ator? #indo# and t&en %li%ing t&e /Hang u" button.


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. ("en t&e Lo%al 'a%&ine setting and %&oos e to 1onne%t to )!"e=

2. 1lose Boos b! HansaWorld and restart. I$ )!"e is alread! running,)!"e #ill as !ou i$ !ou #ill allo# Boos b! HansaWorld to use)!"e. I$ )!"e is not running, !ou #ill be ased t&is -uestion #&en!ou start it=

)$$ow this app$ication to use Sk#pe

1&oosing t&is o"tion means !ou #ill allo# Boos b!HansaWorld to use )!"e, and !ou #ill not be asedagain Funless !ou install a ne# version o$ Boos b!HansaWorldG. +&is means t&at !ou #ill be able toinitiate )!"e %alls and %&ats $rom t&e >Business1ommuni%ator? #indo#.

)$$ow this app$ication to use Sk#pe, but ask again in the future

I$ !ou %&oose t&is o"tion, !ou #ill be ased to allo#Boos b! HansaWorld to use )!"e ea%& time !ou startone o$ t&e a""li%ations #&en t&e ot&er is alread!running.

Do not a$$ow this program to use Sk#pe

1&oose t&is o"tion i$ !ou #ant to "revent Boos b!HansaWorld $rom using )!"e, and !ou #ill t&ere$orenot be able to mae or re%eive )!"e %alls or %&ats$rom Boos b! HansaWorld.

I$ !ou %&oose an o"tion and t&en %&ange !our mind, -uit Boos b!HansaWorld, and t&en, in )!"e, %&oose >'anage 5PI 1lients? $rom t&e

5%%ount menu Favailable in )!"e 2.6.0. and laterG.


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7emove all Boos b! HansaWorld entries $rom t&e list, and t&en restartBoos b! HansaWorld.


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Items

Introduction

+&e Item register %ontains in$ormation about t&e "rodu%ts and servi%es t&at!ou sell.

Items:Bro#se? #indo# is o"ened, s&o#ing a list o$ Items alread! entered. +o%reate a ne# Item, %li% t&e /Ae# button above t&e list or use t&e Ae!board s&ort%ut. 5lternativel!, &ig&lig&t an Item similar to t&e one !ou#ant to enter and %li% /Du"li%ate For use Item: Ae#? #indo# #ill o"en, em"t! i$ !ou %li%ed /Ae# or

%ontaining a du"li%at e o$ t&e &ig&lig&ted re%ord. 1om"lete t&e Item re%ordas a""ro"riate, t&en save it using t&e /)ave button and %lose t&e #indo# b!%li%ing t&e %lose bo. +&en, %lose t&e bro#se #indo# using t&e %lose boagain.

+&e Item #indo# %ontains t&e $ollo#ing $ields=

o+ 4nter t&e uni-ue identi$i%ation %ode !ou are assigningto t&is Item. +&is is t&e means b! #&i%& !ou #illidenti$! t&e Item #&en in%luding it in Invoi%es. +&e$ield &olds u" to 20 %&ara%ters.

8roup Paste Specia$ Item 8rou"s setting

4nter t&e Item 8rou" to #&i%& t&is Item belongs. Item8rou"s enable !ou to %lassi$! similar Items toget&er.


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Price 'sed as defau$t in )ales Invoi%es

4nter t&e normal sales "ri%e $or t&e Item &ere.

'nit )"e%i$! &ere t&e -uantit! to #&i%& t&e Pri%e re$ers. Int&e maorit! o$ %ases, t&is #ill be a single item, butot&er#ise it mig&t be a "air or a doNen.

Sa$es )7C Paste Specia$ 5%%ounts settingW&en !ou use t&is Item in an Invoi%e, t&e )ales5%%ount entered &ere #ill be o$$ered as a de$ault. It#ill override t&e )ales 5%%ount s"e%i$ied in t&e5%%ount sage 57 setting. I$ t&ere is a re%ord in t&ePri%es setting $or t&e a""ro"riate ItemPri%e List%ombination #it& a )ales 5%%ount, t&at )ales 5%%ount#ill tae "re%eden%e over t&e one entered &ere.

Sa$es Tax Code Paste Specia$ +a 1odes setting

W&en entering Invoi%es and in%ludi ng t&is Item, t&e+a 1ode entered &ere #ill be o$$ered as a de$ault. It

#ill override t&e +a 1ode s"e%i$ied in t&e 5%%ountsage 57 setting.

+&is 1ode #ill determine t&e rate at #&i%& )ales +a#ill be %al%ulated $or t&is Item #&en it is sold and t&e5%%ount to be %redited #it& t&e )ales +a amount.

Picture, 1)dd picture2

+&e /+ae Pi%ture button allo#s !ou to add a "i%ture toan Item re%ord. W&en !ou %li% t&is button, t&e >Budd!Pi%ture? #indo# o"ens=

I$ t&e "i%ture is alread! on !our &ard dis, %li% t&e/1&oose button to lo%ate it. +&e maimum "i%ture siNeis 2;0 2;0 "iels: larger "i%tures #ill be %ro""ed.

5lternativel!, %li% t&e button #it& t&e %amera i%onmared >+ae a video sna"s&ot? to tae a "&otogra"& o$t&e Item using !our %om"uter?s %amera.


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5diting an Item

In bot& %ases !ou %an t&en s%ale t&e "i%ture using t&eslider and, i$ t&e "i%ture is too big, move t&e "i%ture b!dragging so t&at t&e "art !ou need is in t&e %enter o$ t&e$rame Ft&e "art outside t&e $rame #ill be %ro""edG.

3inall!, %li% t&e /)et button to add t&e "i%ture to t&eItem.

W&en !ou use >Paste )"e%ial? to add Items to Invoi%es,t&e Item "i%tures #ill a""ear above t&e >Paste )"e%ial?list to &el" !ou %&oose t&e %orre%t one=

+o edit an Item, $irst o"en t&e Item register b! %li%ing t&e /Items button int&e 'aster 1ontrol "anel or using t&e e!board s&ort%ut.

+&e Items are initiall! listed in Item Aumber order. 1&ange t&e sort orderb! %li%ing on one o$ t&e %olumn &eadings: t&e underlined &eading s&o#st&e %urrent sort order.

+o sear%& $or a s"e%i$i% Item, enter t&e tet to be $ound in t&e )ear%& $ieldin t&e to" rig&t&and %orner o$ t&e #indo# and "ress 7eturn. +&e tets&ould be a""ro"riate $or t&e %urrent sort %olumn: to sear%& b! Item

Des%ri"tion, $or eam"le, sort b! Des%ri"tion be$ore entering a Des%ri"tionFor its initial lettersG to t&e )ear%& $ield.

+o modi$! an Item re%ord, double%l i% on t&e line in t&e bro#se #indo#.+&e Item re%ord #ill be o"ened in a #indo# entitled >Item: Ins"e%t?. +&e$ields in t&is #indo# are t&e same as t&ose in t&e >Item: Ae#? #indo#:

"lease re$er to t&e "revious se%tion $or a detailed des%ri"tion o$ ea%& $ield.

4dit t&e $ields as ne%essar!. 'ove $rom $ield to $ield using t&e +ab, 4nter or7eturn e!s, using t&e arro# e!s, or using t&e mouse. 1li% t&e /)ave

button #&en !ou &ave $inis&ed, to save %&anges.


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3

allo#ing !ou to mae t&e ne%essar! %&anges. Paste )"e%ial? list, #&en !ou are %&oosing t&e Item $or t&e Invoi%e.

Deleting an Item

. 3ind t&e Item !ou #ant to delete in t&e >Items: Bro#se? #indo#, usingt&e )ear%& $eature des%ribed in t&e "revious se%tion.

2. Double%li% t&e Item re%ord to o"en it.

. )ele%t >Delete? $rom t&e 7e%ord menu. +&e Item #ill be deleted.


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Books by HansaWorld

$,

In2oices

Introduction

+&e Invoi%e register is a re%ord o$ !our %om"an!?s sales. 4a%& time !oumae a sale, !ou s&ould enter an Invoi%e, "rint it and sent it to t&e1ustomer.


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$$


+a 1odes "age ;

+o o"en t&e Invoi%e register, %li% t&e /Invoi%es button in t&e 'aster1ontrol "anel, or use t&e e!board s&ort%ut. +&e >Invoi%es: Bro#se?#indo# is o"ened, s&o#ing Invoi%es alread! entered.

Invoi%es are numbered %onse%utivel! and t&e Invoi%e Aumber is usuall!

generated b! t&e s!stem. +&e Invoi%e Aumber is $ollo#ed b! a %&e% marFi$ t&e Invoi%e is a""rovedG, b! t&e Invoi%e Date, 1ustomer Aumber andAame and t&e total amount o$ t&e Invoi%e. 1redit 'emos &ave t&e letter1J in t&e value %olumn, a$ter t&e amount.

5s in all bro#se #indo#s !ou %an %&ange t&e sort order b! %li%ing on t&e%olumn &eadings. +o reverse an! sort, sim"l! %li% on%e again on t&e%olumn &eading. Paste )"e%ial? $un%tion. Invoi%es: Bro#se? #indo# asdes%ribed above. +&en %li% /Ae# in t&e Button Bar or use t&e Ae!board s&ort%ut. 5lternativel!, sele%t an Invoi%e similar to t&e one !ou

#ant to enter and %li% /Du"li%ate on t&e Button Bar.


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3

$%

Books by HansaWorld

+&e >Invoi%e: Ae#? #indo# is o"ened, em"t! i$ !ou %li%ed /Ae# or%ontaining a du"li%at e o$ t&e &ig&lig&t ed Invoi%e. In t&e %ase o$t&e du"li%at e, t&e Invoi%e and +ransa%tion Dates o$ t&e ne# Invoi%e #ill bet&e %urrent date, not t&e date o$ t&e du"li%at ed Invoi%e, and t&e Due Date#ill be re%al%ulated a%%ordingl!. 1om"lete t&e Invoi%e re%ord asdes%ribed belo#, t&en save it using t&e /)ave button and %lose t&e#indo# b! %li%ing t&e %lose bo. +&en, %lose t&e bro#se #indo# using t&e

%lose bo again.

You are not bound by the valuessuggested as defaults by Books by

HansaWorld. In most fields you canchange the pre-set values tosomething that suits you better.

Changes made here are valid only for the Invoice you

are working with.

)in%e t&e amount o$ in$ormation stored about ea%& Invoi%e #ill not $it on asingle s%reen, t&e Invoi%e #indo# &as been divided into t&ree %ards. 5t t&eto" o$ ea%& is t&e &eader. +&is %ontains t&e Invoi%e Aumber, and t&e1ustomer Aumber and Aame. 5t t&e bottom o$ t&e s%reen is t&e $ooter,#&i%& %ontains various totals. +&ere are t&ree named buttons F>tabs?G in t&e&eader.

B! %li%ing t&e tabs !ou %an navigate bet#een %ards. +&e &eader is al#a!svisible, as a remi nder o$ t&e 1ustomer #&ose Invoi%e !ou are #oring #it&.


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$*


Header

o+ +&e Invoi%e Aumber o$ a ne# Invoi%e is "rovidedautomat i%all! b! Boos b! HansaWorld $ollo#ingon $rom t&e Aumber o$ t&e last Invoi%e entered.

W&en !ou start using Boos b! HansaWorld, t&eInvoi%e Aumber se-uen%e #ill start at and %ontinue%onse%utivel!. I$ !ou #ant t&e se-uen%e to start $romanot&er number, %&ange t&e Aumber o$ t&e $irstInvoi%e: Boos b! HansaWorld #ill t&en %ontinue t&ese-uen%e $rom t&ere. Paste )"e%ial?$un%tion. W&en !ou "ress 7eturn, t&e 1ustomer?s name,address and ot&er in$ormation #ill be entered into t&ea""ro"riate $ields.

ame +&e 1ustomer Aame is entered a$ter !ou &ave enteredt&e 1ustomer Aumber.

2erms $ard

In.oice Date Paste Specia$ 1&oose date

+&e %urrent date a%%ording to t&e %om"uter?s %lo% isentered as a de$ault. I$ !ou are not using t&e 5llo#+ran. Date 1&anging o"tion in t&e +ransa%tion )ettingssetting, t&is must be t&e same as t&e +ransa%tion Date

and %annot be %&anged inde"endent l!.

0ur %ef+ se t&is $ield i$ !ou need to identi$! t&e Invoi%e b!means ot&er t&an t&e Invoi%e Aumber. 5 de$ault #ill betaen $rom t&e (ur 7e$ $ield o$ t&e Person re%ord o$ t&e%urrent user.

Pa#ment Terms Paste Specia$ Pa!ment +erms setting Defau$t

taken from 1onta%t F)ales Pa! +ermsG

Pa!ment +erms entered &ere #ill be used to %al%ulatet&e Due Date Fbelo#G, in addition sim"l! to ensuringt&at t&e %orre%t Pa!ment +erms a""ear on t&e "rinted

Invoi%e do%ument .


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$6

Books by HansaWorld

)"e%i$!ing Pa!ment +erms $or ea%& Invoi%e "rovidest&e basis $or t&e debt%&asing re"orts "rovided in Boos

b! HansaWorld.

Pa!ment +erms are also t&e means b! #&i%& 1as&Aotes and 1redit 'emos are distinguis&ed $romordinar! Invoi%es. sing >Paste )"e%ial?, sele%t aPa!ment +erm re%ord o$ t&e 1as&J or 1redit 'emoJ+!"e res"e%tivel!. W&en !ou t&en a""rove and save t&eInvoi%e, t&e a""ro"riate 8eneral Ledger +ransa%tion#ill be %reated. In t&e %ase o$ 1as& Aotes, t&is #illdebit t&e 1as& 5%%ount Fas s"e%i$ied in t&e Pa!ment+erm re%ordG rat&er t&an t&e Debtor 5%%ount, #&ile int&e %ase o$ 1redit 'emos, t&e +ransa%tion #ill be areversal o$ t&e original Invoi%e +ransa%tion.

1as& Aotes are immedi atel! treated as "aid and so #illnot a""ear in !our debtor re"orts. +&ere is no need toenter a "a!ment against t&em. I$ !ou need to reverse a1as& Aote, use a negative 1as& Aote, not a 1redit'emo.

W&en !ou sele%t a Pa!ment +erm o$ t&e 1redit'emoJ t!"e, a %rediting message #ill be entered in t&e$irst ro# o$ t&e grid area. 4nter t&e number o$ t&eInvoi%e to be %redited, using >Paste )"e%ial? i$ne%essar! to bring u" a list o$ o"en Fun"aidG Invoi%es.

I$ an Invoi%e &as a 1as&J or 1redit 'emoJ Pa!ment+erm, t&e Invoi%e #ill not use t&e standard Invoi%edo%ument #&en "rinted. Instead, t&e 1as& Aote or1redit 'emo Fres"e%tivel!G do%ument #ill be used.Please re$er to t&e >Printing Invoi%es? se%tion belo# on

"age 6@ $or more details.

)ttn+ Paste Specia$ 1onta%t Persons in 1onta%tregister

Defau$t taken from 1onta%t

7e%ord &ere t&e "erson $or #&ose attention t&e Invoi%eis to be mared. >Paste )"e%ial? #ill list t&e 1onta%tPersons belonging to t&e 1ustomer.

Due Date Paste Specia$ 1&oose date

+&is is %al%ulated b! Boos b! HansaWorld using t&eInvoi%e Date and t&e Pa!ment +erms. It is t&e date on#&i%& t&e Invoi%e be%omes due $or "a!ment.


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$7


Ser.ice De$+ Date Paste Specia$ 1&oose date

+&e date t&e Items on t&e Invoi%e #ere delivered. +&eInvoi%e Date #ill be "la%ed &ere #&en !ou save t&eInvoi%e $or t&e $irst time. Items? %ard to list t&e invoi%ed Items. +o add ro#s to anInvoi%e, %li% in an! $ield in t&e $irst blan ro# and enter a""ro"riate tet.+o remove a ro#, %li% on t&e ro# number on t&e le$t o$ t&e ro# and "resst&e Ba%s"a%e e!. +o insert a ro#, %li% on t&e ro# number #&ere t&einsertion is to be made and "ress 7eturn.


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%0

Books by HansaWorld

9t#. 4nter t&e number o$ units sold. Press 7eturn to%al%ulate t&e )um, and t&e %ursor #ill move to t&e Item$ield on t&e net ro#.

Description Defau$t taken from Item

+&is $ield s&o#s t&e name o$ t&e Item, broug&t in $romt&e Item register. I$ !ou #ant to add an etra

des%ri"tion, !ou %an do so: t&ere is room $or u" to 00%&ara%ters o$ tet.


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%1


+&is $igure is rounded u" or do#n a%%ording torounding rules set in t&e 7ound ($$ setting. In t&e8eneral Ledg er +ransa%tion resulting $rom t&is Invoi%e,an! amounts lost or gained in t&is rounding "ro%ess #ill

be "osted to t&e 7ound ($$ 5%%ount s"e%i$ied in t&e5%%ounts sage 57 setting.

Sub4Tota$ +&e total $or t&e Invoi%e, e%luding )ales +a.

T0T)5 +&e total $or t&e Invoi%e, in%luding )ales +a.

+&is $igure is rounded u" or do#n a%%ording torounding rules set in t&e 7ound ($$ setting. In t&e8eneral Ledg er +ransa%tion resulting $rom t&is Invoi%e,an! amounts lost or gained in t&is rounding "ro%ess are

"osted to t&e 7ound ($$ 5%%ount s"e%i$ied in t&e5%%ounts sage 57 setting.

+ddress $ard

)ddress Defau$t taken from 1onta%t

+&e 1ustomer?s address, as entered in t&e 1ustomer?s

re%ord in t&e 1onta%t register. I$ !ou need to %&angesomet&ing $or t&is Invoi%e onl!, !ou %an do so.Permanent %&anges s&ould be made in t&e 1onta%tregister.

W&en !ou &ave added ever! Item to t&e Invoi%e, !ou ma! #ant to %&e % t&eInvoi%e. 1li% t&e /)ave button to save it and t&en %li% t&e Printer i%on int&e Button Bar to "rint a sam"le Invoi%e do%ument . I$ !ou #ant to "rint tos%reen, %li% t&e Previe# i%on.

Invoi%e: Ae#? #indo# o"ens, #it& Invoi%e

Aumber and Date alread! entered. +&e insertion "oint #ill be in t&e1ustomer Aumber $ield. Press 7eturn to a%ti+ae t&e >Paste )"e%ial?$eature. +&is brings u" t&e >Paste 1ustomer? #indo#.

)ele%t a 1ustomer $rom t&e list b! double%l i%ing on its name For b! usingt&e %ursor e!s and "ressing 7eturnG. Press 7eturn again and 1ustomer


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3

%#

Books by HansaWorld

in$ormation su%& as Aame and 5ddress is "la%ed in t&e a""ro"riate $ields ont&e Invoi%e s%reen.

Press 7eturn again to move t&e insertion "oint to t&e Item $ield, t&e le$t&and $ield in t&e $irst Invoi%e ro#. 5gain, !ou %an use >Paste )"e%ial? tosele%t an Item. se t&e tra%"ad to s%roll t&roug& t&e Items or use t&e)ear%& $eature until !ou $ind t&e one !ou #ant. 1&oose t&e Item b! double%li%ing. Press 7eturn to bring in$ormation su%& as t&e Item Aame, Pri%eand +a 1ode.

+&en, enter t&e Suantit! sold and "ress 7eturn. +&e 5mount, +a, )um and+otals are %al%ulated automati%all!, and t&e insertion "oint moves to t&enet line. 7e"eat t&is "ro%edur e $or ea%& Item on t&e Invoi%e.

I$ t&e Invoi%e needs altering, edit t&e $ields in t&e normal #a!. 5s !ou &avenot !et saved t&e Invoi%e, !ou %an also %an%el t&e Invoi%e entirel! b!%li%ing /1an%el or t&e %lose bo. In t&at %ase !ou #ill be ased to %on$irmt&e %an%ellation=

5$ter saving t&e Invoi%e, !ou %an still %an%el it %om"letel!, using >Delete?on t&e 7e%ord menu, "roviding !ou &ave not a""roved it.

W&en !ou &ave added all t&e Items, !ou ma! #ant to %&e% t&e Invoi%e.1li% t&e /)ave button to save it and t&en %li% t&e Printer i%on in t&eButton Bar to "rint a sam"le %o"!. I$ !ou #ant to "rint to s%reen, %li% t&ePrevie# i%on.

ntil !ou &ave a""roved t&e Invoi%e b! %&e%ing t&e (K bo and saving,!ou %an still %&ange it.

Ins,ecting and +,,roing Inoices

Be$ore !ou send an Invoi%e to a 1ustomer, !ou s&ould %&e% and a""rove it,to ensure t&at t&e 1ustomer is %&arged $or t&e %orre%t t&ings. 5""roving anInvoi%e %auses it to be inserted into !our 5%%ounts 7e%eivable. In%oming

"a!ments %an onl! be registered against a""roved Invoi%es.

W&en !ou a""rove and save an Invoi%e, a transa%tion #ill be %reated andautomat i%all! trans$erred to t&e 8eneral Ledger. +&is transa%tion #ill

be assigned a ournal number t&at is t&e same as t&e Invoi%e Aumber.

+&ere are t#o #a!s to a""rove an Invoi%e=

. Wit& t&e Invoi%e on s%reen, %li% t&e (K %&e% bo and t&en /)ave.

2. )ele%t an Invoi%e b! %li%ing on it in t&e >Invoi%es: Bro#se? #indo#,and sele%t >(K? $rom t&e ("erations dro"do#n menu. B! &oldingdo#n t&e )&i$t e! !ou %an &ig&lig&t a bat%& o$ Invoi%es to a""rove ata single stroe using t&is met&od.

fter approving an Invoice! you will

no longer be able to change it.


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>eneral ?edger 2ransactions from Inoices

W&en !ou a""rove and save an Invoi%e, a 8eneral Ledger +ransa%tion #illbe generated automat i%all!. 5n eam"le is illustrated belo#=

3or ea%& ro# in an Invoi%e, t&e )ales 5%%ount #ill be %&osen as $ollo#s=

. W&en !ou enter an Item Aumber, i$ t&ere is a Pri%e List a""l!ing to t&eInvoi%e and t&ere is a re%ord in t&e Pri%es setting $or t&at ItemPri%eList %ombination, t&e )ales 5%%ount #ill be taen $rom t&at Pri%ere%ord. I$ t&is )ales 5%%ount is blan, or t&ere is no a""ro"riate re%ordin t&e Pri%es setting=

2. +&e )ales 5%%ount $or t&e relevant Item in t&e Item register #ill beused. I$ t&is is blan=

. +&e )ales 5%%ount #ill be taen $rom t&e 5%%ount sage 57 setting.

3or ea%& ro# in an Invoi%e, t&e +a 5%%ount #ill be taen $rom t&es"e%i$ied +a 1ode. +&is #ill be %&osen as $ollo#s=

. W&en !ou enter an Item 1ode, Boos b! HansaWorld uses t&e +a1ode entered $or t&e relevant Item in t&e Item register. I$ t&is is blan,or i$ no Item 1ode &as been entered to t&e Invoi%e ro#=

2. +&e +a 1ode #ill be taen $rom t&e 5%%ount sage 57 setting.

+&e Debtor 5%%ount is taen $rom t&e 5%%ount sage 57 setting. I$ t&eInvoi%e is a 1as& Aote, t&e 1as& 5%%ount in t&e relevant Pa!ment +ermre%ord #ill be used in "la%e o$ t&e Debtor 5%%ount.

(n%e t&e +ransa%tion &as been generated, !ou %an loo at it straig&t a#a!using t&e >("en 8L +ransa%tion? $un%tion on t&e ("erations dro"do#nmenu.


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Printing Inoices

+&ere are several o%%asions #&en !ou ma! #ant to "rint an Invoi%e: to vie#a test "rintout to %&e% t&e Invoi%e be$ore !ou $inall! a""rove itR to

"rodu%e a %o"! $or !our o#n $iles, or to send t&e original Invoi%e to t&e1ustomer.

+o "rodu%e a test "rintout, save t&e Invoi%e and t&en %li% on t&e Printeri%on in t&e Button Bar be$ore !ou a""rove t&e Invoi%e. +&e Invoi%e #illt&en be "rinted #it& t&e tet +est PrintoutJ diagonall! "rinted a%ross t&e

"age. +&is is to avoid t&e test being %on$used #it& t&e $inal vers ion. 5s !ou&ave not !et a""roved t&e Invoi%e b! %&e%ing t&e (K bo and saving, !ou%an go ba% and %orre%t an! errors !ou ma! $ind in t&e "rintout. +&is is alsotrue $or 1redit 'emos.

I$ !ou #ant to "rint a range o$ $inal Invoi%es, $ollo# t&e instru%tions belo#=

. 1li% t&e /Do%uments button in t&e 'aster 1ontrol "anel or use t&e D e!board s&ort%ut. +&en, double%li% >Invoi%es? in t&e >Do%uments?list.

+&e >)"e%i$! Invoi%es? #indo# is s&o#n.

2. 4nter t&e Invoi%e Aumber $or a single Invoi%e, or t&e &ig&est andlo#est Invoi%e Aumbers o$ a range o$ Invoi%es se"arated b! a %olon F:G.se t&e )tatus o"tions to s"e%i$! #&i%& Invoi%es are to be "rinted=

'nprinted 0n$# +&is o"tion ignores an! Invoi%es in t&e range t&at &avealread! been "rinted.

)$$ Prints all Invoi%es in t&e range. 5n! Invoi%es"reviousl! "rinted #ill &ave t&e #ord 1o"!J "rinteddiagonall! a%ross t&e "age.

0rigina$ Print +&is o"tion also "rints all Invoi%es in range. Ho#ever,an! Invoi%es "reviousl! "rinted #ill be "rinted again ast&oug& t&e! #ere original %o"ies, #it&out t&e #ord1o"!J.

se t&e Invoi%e +!"e %&e% boes to limit !our sele%tion to s"e%i$i%inds o$ Invoi%e, as des%ribed in ste" 6 belo#.


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. Press /7un in t&e Button Bar to start t&e "rinting, or %an%el b! %losingt&e #indo#.

Pro"erties?$un%tion on t&e ("erations menu to assign a Do%ument +!"e o$Invoi%eJ. 5 sam"le Invoi%e 3orm is su""lied #it& Boos b!

HansaWorld: t&is %an be modi$ied to suit !our re-uireme nts.3ull instru%tions $or using t&e 3orms setting %an be $ound belo# on"age6.

2. 1li% t&e /Do%uments button in t&e 'aster 1ontrol "anel or use t&e D e!board s&ort%ut. +&e >Do%uments? list #indo# is o"ened: &ig&lig&t>Invoi%es?.

. )ele%t >De$ine Do%ument? $rom t&e ("erations dro"do#n menu.

@. In t&e subse-uent #indo#, enter IAO(I14J in t&e 3orm $ield o$ t&e$irst ro# F!ou %an use >Paste )"e%ial? to ensure t&e s"elling is %orre%tG.


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. 1li% /)ave to save t&e Invoi%e 3orm de$inition. 3rom no# on, t&einvoi%e $orm t&at !ou &ave designed #ill be used $rom t&e >Do%uments?$un%tion and $rom t&e Printer i%on, e%e"t as des%ribed in ste" 6 belo#.

6. 7e"eat t&e "revious si ste"s in turn $or t&e 1as& Aote and 1redit'emo do%uments. +&ese #ill be used $rom t&e >Do%uments? $un%tionand t&e Printer and Previe# i%ons instead o$ t&e standard Invoi%e

do%ument in t&e $ollo#ing %ir%umstan%es=

Cash ote I$ t&e Invoi%e &as Pa!ment +erms o$ t&e 1as&J t!"e,t&e 1as& Aote do%ument is al#a!s used instead o$ t&eInvoi%e do%ument .

Credit Memo I$ t&e Invoi%e &as Pa!ment +erms o$ t&e 1redit'emoJ t!"e, t&e 1redit 'emo do%ument is al#a!sused instead o$ t&e Invoi%e do%ument.

In ea%& o$ t&e t#o %ases des%ribed above, i$ t&e do%ument does not&ave an asso%iated 3orm Fste"s aboveG, Boos b! HansaWorld #illgive t&e #arning 1an?t $ind do%ument J. I$ !ou get t&is #arning, %&e%

t&e t!"e o$ t&e Invoi%e be$ore looing to see #&i%& do%ument is missingits 3orm.

$as' otes

5 1as& Aote is an Invoi%e t&at is to be treated as being "aid. It di$$ers $roma normal Invoi%e in t&at it does not a$$e%t !our Debtor 5%%ount or a""ear onan! o$ !our debt%&as ing re"orts: instead, a debit "osting $or t&e Invoi%evalue is made dire%tl! to !our 1as& 5%%ount.

+o enter a 1as& Aote, $ollo# t&e "ro%edure des%ribed above $or enteringInvoi%es, #it& ust one e%e"tion: %&ange t&e Pa!ment +erms Fusing t&e>Paste )"e%ial? $un%tion i$ ne%essar!G to re$er to a Pa!ment +erm re%ord o$

+!"e 1as&J.


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. 1li% /Invoi%es in t&e 'aster 1ontrol "anel or use t&e e!boards&ort%ut. +&e >Invoi%es: Bro#se? #indo# is o"ened, s&o#ing allregistered Invoi%es.

2. 1li% /Ae# or enter t&e a""ro"riate e!board %ommand.


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2. In t&e %ase o$ individual ro#s re-uiring a "artial %redit, sim"l! alter t&eSuantit! $ield to s&o# t&e number to be %redited.

. 1li% t&e (K %&e% bo #&en !ou are sure t&e 1redit 'emo is %orre%tand /)ave to save it.

$redit #emos and $as' otes

I$ !ou need to reverse a 1as& Aote, !ou %annot $ollo# t&e standard %rediting"ro%edure des%ribed above. 5 1redit 'emo #ill %redit t&e Debtor 5%%ount,#&ile reversing a 1as& Aote s&ould %redit t&e 1as& 5%%ount. Instead !ous&ould enter a ne# 1as& Aote Fi.e. #it& a Pa!ment +erm o$ +!"e 1as&JG#it& a negative value.

7,erations #enu

+&e ("erations menus $or Invoi%es are s&o#n above. (n t&e le$t is t&e

("erations menu $or t&e >Invoi%es: Bro#se? #indo#: &ig&lig&t an Invoi%e int&e list be$ore sele%ting t&e $un%tion.


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In t&e Invoi%e Histor! se%tion, !ou %an %li% on a transa%tion numberFInvoi%e Aumber or 7e%ei"t Aumber in t&e eam"le aboveG to vie# t&atInvoi%e or 7e%ei"t.


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Recei(ts

Introduction

5s im"ortant as t&e invoi%ing itsel$ is t&e $iling o$ in%oming "a!ments int&e 7e%ei"ts register. It is b! ee"ing t&e Invoi%e and 7e% ei"t registers u"to date t&at !ou %an o"erate an e$$i%ient debt%&asing s!stem.

Be$ore #oring #it& 7e%ei"ts, !ou s&ould also loo at t&e $ollo#ingsettings and registers=

5%%ount sage 57 "age ;

Pa!ment 'odes "age 2

+a 1odes "age ;

5ntering a (ecei,t+o o"en t&e 7e%ei"t register, %li% t&e /7e%ei"ts button in t&e 'aster1ontrol "anel, or use t&e 2 e!board s&ort%ut. +&e >7e%ei"ts: Bro#se?#indo# is o"ened, s&o#ing 7e%ei"ts alread! entered.

7e%ei"ts are numbered %onse%utivel!. In t&e list, t&e 7e%ei"t Aumber is$ollo#ed b! a %&e% mar i$ t&e 7e%ei"t is a""roved, b! t&e Date, an!1omment and t&e total value o$ t&e 7e%ei"t.

+o enter a ne# 7e%ei"t, %li% /Ae# in t&e Button Bar or use t&e Ae!board s&ort%ut. 5lternativel!, sele%t a 7e%ei"t similar to t&e one !ou#ant to enter and %li% /Du"li%ate on t&e Button Bar.

+&e >7e%ei"t: Ae#? #indo# is o"ened, em"t! i$ !ou %li%ed /Ae# or%ontaining a du"li%at e o$ t&e &ig&lig&ted 7e%ei"t. In t&e %ase o$ t&edu"li%at e, t&e +ransa%tion Date o$ t&e ne# 7e%ei"t #ill be t&e %urrent date,not t&e date o$ t&e du"li%ated 7e%ei"t. 1om"lete t&e 7e%ei"t re%ord asdes%ribed belo#, t&en save it using t&e /)ave button and %lose t&e #indo#

b! %li%ing t&e %lose bo. +&en, %lose t&e bro#se #indo# using t&e %losebo again.

+&e "rin%i"le $or entering a 7e%e i"t is t&at !ou no# at least=

. Ho# mu%& &as a%tuall! been re%eivedR and

2. an! etra $ees %&arged b! t&e ban.

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