Click2try Postbook32 Tutorial

8/10/2019 Click2try Postbook32 Tutorial

1/16

2009 Presage Technologies, LLC.

click2try Tutorial

PostBooks


2/16

2009 Presage Technologies, LLC.

Copyright 2009 Presage Technologies, LLC.

You may freely distribute or publish this content provided you publish the content in its

entirety and include all existing copyright notices, attributions, links, and acknowledgementsto click2try, Presage Technologies, LLC. and to organizations mentioned explicitly orimplicitly herein.


3/16

PostBooks

2009 Presage Technologies, LLC. 3

Contents

Introduction .............................................................................5

Configuring System and Module Preferences............................6

Adding a New User and Permissions ........................................7

Configuring Master Information ...............................................8

Creating a New Product Entry ..................................................9

Adding Items to Inventory .....................................................10

Define a Vendor...................................................................... 11

Creating a Purchase Order...................................................... 12

Creating a Manufacturing Work Order .................................... 13

Creating a New Sales Opportunity .......................................... 14

Generating Accounting Reports ..............................................15

Resources............................................................................... 16


4/16

PostBooks



5/16

PostBooks


Introduction

PostBooks is an enterprise resource planning and management system that

is both lightweight and powerful. Boasting an easy-to-use interface with an

implied sequential definition process, PostBooks provides capabilities to linkyour Sales, Accounting, Inventory, Purchasing, and Manufacturing

management. In PostBooks, youll find the most useful ERP capabilities, such

as:

! Product definition, costing, and BOMs

! Inventory transactions, shipping and receiving

! Purchase orders and requests

! Manufacturing work orders, materials management

! Integrated CRM

! Sales orders, reports, and analysis

!

Financial management, budgeting, and tax management! System management, including XML import

! Links to PostBooks Web community

In this tutorial, we'll cover a few basics, including:

! Configuring system and module preferences

! Adding items to inventory

! Creating a purchase order

! Creating a manufacturing work order

! Creating a new sales opportunity

!

Generating accounting reports


6/16

PostBooks


Configuring System and Module Preferences

PostBooks offers you powerful capabilities to set global preferences for each

of your functional modules. For example, lets take a look at the module

preferences for Inventory.

To set module preferences:

1. Select System > Configure Modules > Inventory.

2. Click the Shipping and Receivingtab.

3. On the first line of the dialog box, change the Next #field to 10000.This option sets the next shipping number to be used when generatingshipping documentation.

4. Click Save.

Just changing that one number allows you to control the numbering

sequence on all shipping forms that leave your warehouse. When yougenerate a pick list and shipping form, the number will be automaticallyadded, and the number will be incremented automatically for each newshipment.

All of the functional modules in PostBooks contain some global data that you

can configure in this same way.


7/16

PostBooks


Adding a New User and Permissions

Although you can continue to use the administrative user for the purposes of

this tutorial, youll likely want to add at least one user, just to see how easy

it is to accomplish.

To add a new user and set permissions:

1. Select System > Maintain Users.

2. Click New.

3. Enter the user information.

4. At the bottom of the dialog box, select the Privilegestab.

5. Select a module.

6. Select the privileges you'd like your user to have, then click Add ->toadd the privileges to that user.


8/16

PostBooks


Configuring Master Information

You can configure some default master information that will be propagated

throughout the system. For the purposes of this tutorial, well change the

currency type.

To configure currency:

1. Select System > Master Information > Currencies. This selectionopens the List Currenciesdialog box. By default, the base currency is

set already. You can edit it, or add a new currency.

2. Click New.

3. Enter the currency name, for example, Euro.

4. Enter a symbol to represent the currency.

5. Enter an abbreviation.

6. Click Save. The new currency should appear in your list.

7. Click Close.


9/16

PostBooks


To configure credit cards for acceptance:

1. Select System > Master Information > Credit Cards. You may

receive a warning dialog box. Just dismiss it and continue.

2. Select the Accept Credit Cardsoption.

3.

Select a Verification Service. If youre not using one of the bundledverification services, select External.

4. Select the options youd like to enable.

5. Click the Fraud Detectiontab.

6. Select the Require Card Verification Value/Code (CVV)and anyother options youd like. The CVV code helps protect you against online

fraud, in cases where someone has secured the credit card number andcardholder name, but doesnt have the physical card on hand, and so

cannot verify the CVV number.

7. Click Save. You may need to set an encryption key to save thesedetails. Unfortunately, we do not cover encryption keys in this brief

tutorial. See the PostBooks documentation for more information.

There are several other pieces of Master Information that you can define.

Select them from the System menu and explore on your own.

Creating a New Product Entry

You will want to create product entries for all products that your companymanufactures or sells. Some products may be assemblies, for example, whenyour company is a wholesaler or distributor to other manufacturers. Or, your

products may be complete packages. In any case, you will follow the same

basic steps to create new product entries.

To create a new product entry:

1. Select Products > Item > New.

2. Enter an Item Numberand Description.

3. Select the Item Type.

4. Select the Inventory Unit of Measure (UOM).

5. Add other information, such as List Price, Class Code, Warrantyperiod, Weight, and so on. In the tabbed window at the bottom of thedialog, you can add a lot of valuable information, including files and

graphics related to the product.

6.

When finished, click Save.

If you'd like to create item site inventory settings, click Yes. Choosing Yeswill display another dialog, which allows you to configure details about this

item in stock, such as reorder levels.


10/16

PostBooks


Adding Items to Inventory

Although you have created new product entries, that doesnt mean you have

any of these products in your inventory. You must add the product items to

inventory, to be able to keep track of sales, deliveries, and purchases ofadditional products for stock.

To add items to inventory:

1. Select Inventory > Item Site > New.

2. Enter an Item Numberor click the ...browse button to select one.You must create a product before you can add it to inventory.

3. Choose a Rankingnumber.

4. Select the Planner Code. Unless you're warehousing component partsor raw materials, select FG1-Finished Product.

5. Select the Cost Category.

6. Click the Planningtab.

7. Click the Enforce Order Parametersoption.

8. Enter the Reorder Level. This is the minimum number of items you'll

allow your stock to be reduced to before you reorder.

9. Enter the additional reorder parameters.

10.Click Save.


11/16

PostBooks


Define a Vendor

You must define at least one vendor before you can generate a purchase

order. Vendors are those companies from whom you purchase the goods andservices you need to run your business. In some cases, these may be

suppliers of your raw materials or even finished products. In other cases,they may be consultants, office supply companies, lawyers, accountants, or

other outside vendors you use.

To define a vendor:

1.

Select Purchase > Vendor > New.2. Enter a Vendornumber.

3. Select the Vendor Type.

4. Enter a Vendorname and contact information.

5. Select the Default Terms.


12/16

PostBooks


6. Select the Qualifiedoption toward the bottom of the page. Thissignifies that a vendor has met your company criteria for selling you

goods or services.

7. Click Save.

Creating a Purchase Order

Now that you've created a vendor, you can create a purchase order, whichwill allow you to authorize a purchase from that vendor.

To create a purchase order:

1. Select Purchase > Purchase Order > New.

2. Select the Terms. If you defined default terms for the vendor, thisitem will automatically be pre-filled on the purchase order dialog.

3. Click the Line Itemstab.

4. Click New.

If you choose an item from Inventory, that item must be listed in your

inventory module. You can also select a non-inventory item. These areitems such as services and one-time purchases for the internal use of

the business, rather than for resale to your customers.

5. Enter in any other necessary information, such as unit and extendedprices.

6. Click Save. PostBooks adds the line item to the purchase order andautomatically totals up the amount due.

7. Click Save. You'll be presented with a Print Purchase Orderdialog

box.8. Click Printto print the purchase order right away. Otherwise, click

Cancel.

9. Click Closeto exit the purchase order dialog box.


13/16

PostBooks


Creating a Manufacturing Work Order

Sometimes you need to submit a manufacturing work order. This is

especially true in a JIT or Just-in-Time manufacturing environment, where

your company opts not to carry a lot of inventory. The work order can be tiedto a particular project. Production staff can attach notes and comments about

that specific order, production issues, or materials.

To create a work order:

1. Select Manufacture > Work Order > New.

2. Select an item from the Item Numberfield. Click the ...browsebutton to select items.

3. Enter the quantity ordered. If you have previously set limits on productquantities, PostBooks will enforce those limits here. If you don't orderenough units to meet the minimum order, PostBooks alerts you.

4.

Select the Due Date, Priority, and the Projectnumber, if there is anassociated project.

5. Click Create.

6. Select Manufacture > Reports > Work Order Schedule > By Item.

7. Enter the Item Number.

8. Click Query. PostBooks displays your current order.


14/16

PostBooks


Creating a New Sales Opportunity

You can create sales opportunities in the CRM module. The Sales module is

for actual sales that you make, but the CRM module makes it easy tomanage your prospects and customer accounts. The Opportunity feature lets

you engage in a level of forecasting.

To create an opportunity:

1. Select CRM > Opportunity > New.

2. Enter a name.

3.

Enter an amount for the opportunity.

4. Enter a probability, target close date, and then select the stage, lead

source, and opportunity type. If these aren't yet available, you'll needto define them in the CRM Master Information module.

5. Enter any notes or To-Doitems, and then click Save.


15/16

PostBooks


Generating Accounting Reports

There are many accounting reports you can generate in PostBooks. For

example, you can easily see where you are in terms of your accounts

payable, which purchase orders have been posted and closed. Once you haveentered data into the system for these items, and you've generated a few

transactions, you be able to see the accounting data captured by PostBooks.

To list unposted purchase orders:

! Select Accounting > Accounts Payable > Purchase Order > ListUnposted. PostBooks displays a list of the unposted P/Os.

From this list, you can create a new purchase order, edit or view an existing

order, delete an order, print, or post a purchase order.

If you received your purchased goods or services and now need to post theP/O, click Post P/O. PostBooks prompts you to make sure you want to post

the P/O.

The accounting system is very powerful and offers you the capability toperform all of your G/L, A/R, and A/P tasks, as well as bank reconciliation,

check posting, check runs, and budgeting by account.


16/16

PostBooks


Resources

To learn more about PostBooks, visit the following sites:

PostBooks Homewww.xtuple.com/postbooks Main PostBooks and xTuplepage.

PostBooks on Wikipediahttp://en.wikipedia.org/wiki/Postbooks Good

description of PostBooks, with links.

PostBooks DemoGuidehttp://wiki.xtuple.org/DemoGuide Online guide

on using the PostBooks demo.

PostBooks on Ubuntuhttp://www.howtoforge.com/postbooks_on_ubuntu704 HowToForge pageon how to install PostBooks on Ubuntu. Good information on system

configuration.

Documents

Click2try Postbook32 Tutorial