Hansa World

Hansa World

Users

ManualTABLE OF CONTENTS :

5Contacts (Suppliers & Customers)

7Rental Agreement

7Creating a Hire Note

10Additional Charges Sales Items

10Customer Deposits

11Customer Deposits Using Prepayments

11Allocation Of The Deposit To the Invoice

13Matching A Invoice To A Deposit (Not done on a unoked invoice)

14To Refund A Deposit

14Agreement Info Checking Agreement

15Off Hire - Booking Items In and Partial Off Hires

16To swop a unit

18Adding Additional Items on the Rental Agreement

20Receipts

21Adding settlement discount

22Re-Allocation of Receipts

22Credit Notes

23Crediting Open Balance Invoices

23To Cancel A Credit Note

24Matching the debit and credit to cancel a credit note.

25Stolen Rental Item

26WRITE OFF OLd EQUIPMENT

26Month End Invoicing

26Rental Month End

30Printing Invoice Range

31Statements

32Royalty Declaration Statement

33Day End Reports

33Adding Petrol

36Inter Hire

36Inter Hire Process (If item category already exists).

39Capturing the Expenses for the Inter hire

41Inter hire Revenue Report

42Inter Hire Process (If item category does not already exists).

45Cancelling Inter Hire Once Returned To Original Branch

45Sales

45Sales Invoice

48Printing Invoice Range

48Sales Reports

49Diamond Blades

49To setup an item code for sale blades.

50To setup an item code for Per mm Diamond Blades.

51To remove a Sale Blade to the hire fleet.

52Creditors Process / adding stock

52Creating A Rental Category If It Doesnt Exsist

56Adding Part / Item Numbers

57Adding Stock

57Purchase Orders

58Creating The Goods Receipt Note

60Purchase Invoices

60Payments

61Returning Stock To Supplier

62Crediting a Purchase Invoice

63Non Stock Items

63Capturing a creditor for non stock items eg rental, royalties etc.

64To Add An Asset (Not Hire Assets)

66Rental price change

66Checking Rental Charge

67To Update The Rental Charge

68Accounting Processes

68Cash Book Receipts and Payments

69Nominal Ledger Report

69Bank Account

69Receipts

69Payments

70Purchase Invoices

70Clearing Of Control Accounts

72Bank Account

72Capturing Transactions not On The Hansa Bank Statement

72Expenses

72Services Module

72Service of rental item

73Customer or warranty repairs

74Stock Take Procedure (Weekly hire fleet count)

74WRITE OFF EQUIPMENT

74Adjusting inventory stock after stock take

75To run depreciation for assets

79Scanning & Attaching Documents

79Folder Set Up

79Attaching documents (Automatically)

80Manually Attaching Documents

80Opening Attached Scanned Documents

80Deleting Attached Documents

80Emailing

80Manual Emailing

83Emailing Invoices, Purchase Orders, Quotes

84Emailing Statements

86Emailing Open Invoices

88Bulk Emailing

Please note that you might not have access to all options outlined below. This will be because the Access that you have been allowed to the program does not allow access to certain modules and reports.

Contacts (Suppliers & Customers)To add a new supplier / customer click on Module then Sales Ledger then Contacts then New.

Enter a unique Suppliers / Customer Number, Name, Supplier / Customer Category (Can search by using Ctrl+Enter), Tick the Supplier or Customer Block. A contact can be a customer and supplier if needed.

Fill in Invoice Address, Telephone Number and Primary Contact. Try to fill in as much detail as possible.

Now go to the next tab Delivery

Fill in the Delivery Address.

Now go to the next tab Terms

Fill in the payment terms for the supplier / customer. To search for payment terms in the field press Ctrl+Enter.

(This could be COD, 30 Days Etc.) Also fill in a credit limit. Even COD customers will need a credit limit to be able to invoice them.

Fill in the Price List for the customer. (You can also search for this by pressing Ctrl+Enter) We can have different price lists for different Customers

Also important blocks on this page are the following:

On Hold If this is ticked the customer / suppliers will be blocked and no invoices or purchase orders can be done for this contact.

On Account If this is tick you will be allowed to receipt money to this account and not to a specific invoice. You will need to have this ticked if you receive a deposit from the customer or if you are not sure on the allocation of a receipt.

Closed If this is ticked the contact is closed. Once you no longer need this contact tick closed.

Next tab Pricing

Fill in the Sales or Vat Code if different from standard 14% Vat. You can search for the Vat Code by pressing Ctrl+Enter when in the Vat Code field. Also Fill in the VAT Reg No.

Next Tab User Defined

This will be used for new rental contacts. Fill in Banking Details, Rates Acc and ID number.

If any compulsory fields are left out Hansa World will tell you to complete them before saving the contact. It will also take you to the empty field.

Now Click Save. Your Contact is finished.

Rental AgreementCreating a Hire Note

Click on Module then Rental and then on Rental Quotation.

Click New. Fill in customer no, start and end dates for hire period, Type (Normally no 4).

Add the products codes on the bottom of page. Adjust prices if needed.

Then Save.

Click on operations. Then Create Hire.

(This is the hire agreement that can be printed out for the customer to sign)

Additional Charges Sales ItemsWe can add additional charges here for Transport and consumables to do this click on operations

Then add charge. Type in the item code, qty, Price and adjust comment if needed. Then Save.

This will add the add charge to the agreement, You will not see it on the screen but on the print out or on the agreement info. You can add as many charges as you want.

Customer Deposits

We can also add a deposit on to the agreement for COD customers

To do this you need to have the agreement open and then click on Operations Add Deposit.

This will open a new receipt. Fill in a Reference, Payment mode.

The payment mode determines where the money will be posted to.

EG : Cash to a Cash control account.

The customer Number will already be filled in under CUST. NO Column All you need to is fill in the amount received.

Your Customers Account will need to have the On Account Block ticked to be able to receipt deposits against their account.

To refund a deposit you will open a new receipt and fill in the Customer Number and then in the received value fill in the amount as a negative figure EG: -1000.00

Customer Deposits Using Prepayments

Receipting the deposit

When you on the agreement. Click on Operations and then Create Deposit

This will open a receipt with the customers account number already filled in.

Fill in the Reference and Payment Mode (Cash, Credit Card, EFT etc.)

Change the comment to the Customers name and account number

On Line 1 fill in the received value for the deposit.

If trying to save the receipt now the system will ask for a prepayment number. Give the

on account entry a prepayment number on Flip D in the Prepayment Column.

Use the agreement number for easy reference for the prepayment.

Then ok the receipt and save.

Allocation Of The Deposit To the Invoice

When creating an invoice for a customer that has a prepayment on their account it is possible to allocate the prepayment to the unoked invoice without doing a negative receipt.

You receive the prepayment as normal with a prepayment number on a receipt when received. (These instructions are as above)

If the deposit was done on the agreement the prepayment will be linked to the invoice automatically and there should be a prepayment line and number on the top line of the invoice.

If you adjust the invoice value remember to adjust the prepayment value in the last column of the first line to match the amount on the invoice. If the prepayment is not enough to pay the full invoice you can only use the amount received for the deposit and the balance will need to be done on a receipt to the invoice.

Example of what the invoice should look like :

If you have a deposit that was not received on the current agreement for this invoice follow the steps below to match the unoked invoice to the prepayment :Then when you do the invoice (Before oking it) Click on Operations Connect to prepayment.

A line will be added to the invoice that says Prepayment number fill in the Prepayment Number

That must be linked to this invoice in the second column).

The Prepayment will then be linked to the invoice and the invoice paid. If the full prepayment is not used the balance will remain on their account.

I think for easy reference use the agreement numbers for the prepayment numbers. You can also use CTRL + ENTER to search for a prepayment.

Example of what the invoice should look like :

Matching A Invoice To A Deposit (Not done on a unoked invoice)Open a new receipt - Module - Sales ledger - Receipts - New - fill in the date.

Then on line one fill in the invoice to be paid if there are more than one fill them in one per line.

On the next empty line fill in the customer's account number. And a minus amount in the received column balancing back to the deposit total (this is if you refunding the difference) if not fill in a minus amount to the same value as the invoices. This will leave the balance of the

Deposit on the customer's account. Then on Flip D fill in the prepayment number for the deposit.

The total of the receipt will be a minus amount if you paying back a refund for the balance of the deposit or in most cases this will need to be zero as we just allocating the deposit to invoices. Then Ok and save the receipt.

To Refund A Deposit

Open a new receipt Module Sales Ledger Receipts New

Fill in the payment mode for the refund. Fill in the customer acount number in the second column

On line 1. Fill in a negative amount for the money refunded in the last column on line 1.

Then go to Flip D and fill in the prepayment number for the orginal deposit.

You can Use CTRL + Enter to look for the prepayment number if needed. Then ok and save.

Agreement Info Checking Agreement

To check the agreement you click on operations then agreement info. This will show you all charges and items out or in on the agreement. An Item Out is an item that has been booked out on the agreement. An Item in is an Item that has been returned.

Off Hire - Booking Items In and Partial Off HiresOn The rental agreement click on operations then create items in.

Returned items will have a Qty next to them (Remember this is not days but the quantity returned).

For items not returned fill in a 0 in the Qty column and then high light the line by clicking on the number for that row and then back space. This will remove the item off the items in. The items will remain out on hire and will not be changed on the invoice. (If items are just back spaced and not made zero first for the items not returned, you will battle to bring back the rest of the items that are out on hire.)For batch items eg. Scaffolding you can just change the Qty column to what was returned.

Then tick accepted and save.

The system will tell you an invoice has been created and you can check the paper clip.

Click on the paper clip on the items in. Then the invoice. Check the invoice and adjust if needed. Then tick ok and save. Once you have oked an invoice it cannot be changed.

This now can be printed and given to the customer.

To swop a unit

Book in faulty units as a normal off hire.

While still on the rental agreement click on operations then create rental reservation.

Fill in the new machine to go out serial number in the serial number field and save.

Click on Operations and then Create Items Out.

Tick Sent and Save.

Adding Additional Items on the Rental Agreement

Open the hire agreement that you wish to add the additional rental item to

(Module-Rental-Agreements-Search for the number and open)

Click on Operations and Create the Rental Reservation.

On the Rental Reservation fill in the additional hire equipment under serial number that you wish to add.

Then click Save.

Now click on Operations on the rental reservation and Create Items Out.

On the Items Out tick the Sent block and Save.

You can now close the Items Out and Rental Reservation. You will see that this item has now been added to the Hire Agreement.

Receipts

To capture a receipt click on Module then Sales Ledger then Receipts.

On the browse windows click New.

Fill in the Transaction Date, Payment Mode Depending if it was a Cheque EFT Cash.

Also fill in a reference if needed like the person capturing the Receipt.

You would now start filling in the Invoice Number to be paid in the INV. NO. Column this will automatically show the amount owing on the invoice.

If you are doing a part payment on an invoice change the received value to match what was received.

A Unallocated receipt will be captured the same as a deposit below.

(For Deposits and Unallocated receipts the contact will need to have the on account blocked ticked On the contacts terms tab. Refer to New Contacts to tick this block)

For unallocated money that has been received already. Put in a negative entry for the full value received and then on the next line fill in the Invoice to be paid. The entries would cancel each other out but allocate the money now to an invoice.

Adding settlement discount

To do this on the receipt once capturing the invoices to be paid. Click on the received value column and reduce the received value on the invoice to the total less the settlement discount.

Then click on the invoice number in the first column and then on operations then New Settlement discount. A new line will be added to the receipt with the difference from the received value on the invoice to the open amount on the invoice as settlement.

This will need to be done per invoice that gets settlement discount.

Re-Allocation of Receipts

1. REFUND

Open a new receipt .On the first line fill in the invoice number that needs to be made unpaid.

Put in a negative amount for the value you want to reverse. (Also remember to fill in the payment mode and a Reference) This will give you a negative receipt showing the refund and making the invoice unpaid.

2. MONEY TO NEW INVOICE

Open a new receipt .On the first line fill in the invoice number that needs to be made unpaid.

Put in a negative amount for the value you want to reverse. (Also remember to fill in the payment mode and a Reference) On the next line fill in the Invoice to be paid. The amount should be populated automatically. The entries would cancel each other out and the receipt should have a zero value.

3. MONEY TO NO INVOICE

Open a new receipt.On the first line fill in the invoice number that needs to be made unpaid.

Put in a negative amount for the value you want to reverse. (Also remember to fill in the payment mode and a Reference) On the next line fill in the customer account number and then on flip D the prepayment number. Then fill in the amount to be allocated to the prepayment. The entries should cancel each other out and the receipt should have a zero value.Credit Notes

To create a credit note click on module Sales Ledger then Invoices search for the invoice you need to credit.

Open the Invoice.

When the invoice is open click on Operations then Create Credit Note.

This will open a credit note relating to the invoice. You can adjust this credit note accordingly and then tick ok and save.

Remember once an invoice or credit note is ticked ok and save you will not be able to change it.

Crediting Open Balance Invoices

To credit an Opening Balance Invoice. Open the invoice you want to credit.

Click on Operations Create Credit Note at the top of the screen.

Remove line two that says Opening Balance. (Click on the 2 this will make the line grey

And then backspace. This will remove it.) Fill in on the second line RENTAL as the item number

and a description (What is being credited and why) You can even use the next line for more info

if needed. Then fill in the quantity and unit price excluding VAT. Then Ok and Save.To Cancel A Credit Note

Open the credit note you want to cancel Module Sales Ledger Look up the credit and open

Then click on duplicate to make a copy of the credit note. Then Change the payment terms to 30. Remove the first line (Credit Of Invoice line) on the new invoice we are making by clicking on the number 1 and back spacing.

Then ok and save the new invoice.

We now have a debit to cancel out the credit. Last step is to match the debit and credit this is done on a receipt.

Matching the debit and credit to cancel a credit note.

Open a new receipt Module Sales Ledger receipts Fill in the date.

On line one fill in the new invoice number we have just made to cancel the credit.

Then on the next line fill in the invoice number the credit wash crediting. This is not the credit note number.EG: If credit note 38192 was crediting Inv 38191. Im going to fill in the invoice number 38191 on line two.Adjust the received value to a minus amount for the same value as the debit we did to cancel out the credit.EG: The new invoice we did was 100 then on line two it must be -100. Then ok and save the receipt.

This will cancel the credit on the original invoice and it will have its full value again.

Stolen Rental Item

Procedure in Hansaworld when an Item gets stolen and the client is charged as if they have bought the item.

Return the Item In like you would normally when an item comes back.

First is the charging of the client for the stolen item:

Open a new Sales Invoice.

On the Invoice, Enter 'SALE' as the item, qty 1, description and the amount you are charging the client for the item in the Unit Price field.

On flip D enter the Product Code of the Item in the Serial No field.

Once you have finished with the Invoice, OK and Save.

Second is the removing from the Hire Fleet: This should only be done by someone who has access to the Assets Module and the Asset Disposal register.

On the Sales Invoice click Operations --> Create Asset Disposal (Invoice must be OKed):

This will open a new asset disposal, the Item (InventoryNo), Qty and Sales Price will populate in the Disposal. Enter the 'Other Income Fixed Asset Disposal' account 50800 in the A/C field. (This is the account that will be debited).Tick the Sale button. Write a descriptive comment in the Comment field. OK and SaveTo close the rental item click on Module Rental Rental Items Search for and open the rental item to be closed. Then tick the closed block and save.WRITE OFF OLd EQUIPMENTOld equipment that needs to be written off the system is done through a asset disposal as below :

Go to Module Assets Asset Disposal - New

Fill in the date and the Fixed Asset Disposal' account 50800 in the A/C field. (This is the account that will be debited).Tick the write off button. Then on line one fill in the inventory number for the item you want to write off and quantity. If there is more than one list then underneath each other.

Write a descriptive comment in the Comment field. EG Beyond Economical Repair ETC

Then OK and Save. These items are now out of the asset module.To close the rental item click on Module Rental Rental Items Search for and open the rental item to be closed. Then tick the closed block and save.This will hide the rental item from the quote when you use CTL + Enter to look up an itemMonth End Invoicing

Rental Month End

Go to Module Rental Routines Maintenance - Month End Invoicing

Enter the Month End Date, Fill in Expected back within __ Days Field with 0 and fill in your location (Should be 001)

(Leave everything below the line blank) This is going to generate a list of open hire with the days out, which we will be able to

Fill in the days we want to charge. Then Click Run

Then close the windows and go to Module Rental Settings Month End Invoicing

And look for the month end register you have just created and open.

Once opened the last column on the month end invoicing register it the days you want to charge on the invoice.

You will be able to type in your days here. The agreements are sorted by oldest to newest by agreement number and then

The machines on that agreement. Orig Qty is the days the system has worked out using the rental charge type you have

Filled in on the rental quote and agreement. Go through the list and fill in all the days. If there is someone you do not want to

Created a invoice for their line can be removed by clicking on the line number and back spacing the line. This will leave it open

To it comes back and no generate a month end invoice.

Once you have filled in all the days for the agreements click on ok and save.

Then close this window and go to Module Rental Routines Maintenance Month End Invoices

Now we going to fill in the info below the line, this is going to generate invoices for the month end.

Tick the block create month end invoices. In the Month End Invoicing Register use CTRL + Enter and look for

The register you have filled the days into. Fill in the date you want on the invoices should be the same as the

month end date. Then Click Run.

Close all the windows and go to Module Sales Ledger Invoices and go to the bottom of the list.

You will find a batch of unoked invoices. These are your month end invoices. Go up this list till you find the first one

That is unoked.

Take note of the first and last unoked invoice. We going to use these numbers to print the range of invoices later.

You could now, go into each invoice and check and ok it and print it.

There is also an option to bulk ok the invoices. With this option you need to keep in mind all add charges are charged at month end.

You might want to zero these if you dont want to charge them. Also prepayments / deposits added on a agreement will be used to pay month

end invoices. You might want to leave the deposit and not use it, to do this you would need to open the invoice and remove the line that says prepayment

on it.

To bulk ok hold shift and high light the batch of invoices you want to ok then click on Operations and Ok.

Give this some time and it will ok the invoices.

Double check all the invoices are oked, if there are some that are not it could be there is no stock or they going to go over their

Credit limit you would need to open these invoice and ok them and see what message comes up.

Printing Invoice Range

We now going to print the invoices. Go to Module Sales Ledger Documents Invoices

Fill in the first month end invoice followed by : and the last invoice number.

Then tick original and printer. Printer Dialog must be unticked.

Then Run.

This will print all the invoice to your default printer. This should be the dot matrix printer.

Statements

To print statements go to Module Sales Ledger Documents Periodic Customer Statement

(Make sure your default printer is your laser printer before running this)

Fill in the date range for the month first and last day of the month EG: 1/7/2011:31/7/2011

Statement date is one day a head of the last day. 1/8/2011.

Then tick with balance as we only want statements of people that owe us money.

Tick show forward balance invoices and printer. Then click on Run.

If you only want to print for a group of customers fill in a category EG: DIY or ACC or TOP.

Royalty Declaration Statement

To print your Royalty Statement go to Module Rental Reports Royalty Declaration Statement.

Fill in the date range for the month and run.

Once the report has come up you can click on the print button.

Month End Done !

Day End Reports

To get to the day end reports. Click On Module Rental Reports.

Then look for the following reports. You can fill in a period and run.

1.Hire by period detail

Show the estimated turn over on hire for the specified period.

This shows past and future revenue.

2.Turnover report overview

Shows the Invoices for the period.

3.Transaction report overview

Shows all invoices done and Open Hire for the period. This is an estimated turn over at that point in time. This does not show future revenue but till the day it is run on.

4.Overdue hires report

Shows all open hire that have gone past the end date on the agreement.

You could use this to report for collecting items or for phoning for additional deposits for COD

clients that have gone past the expected return date.

Adding Petrol

You will need to create a purchase order for the fuel.

To do this click on Module, Purchase Orders, Purchase Orders, New

Fill in the supplier and items and price in the matrix.

Ok and Save.

Then Click on Operations then Create Goods Receipt.

On the GRN fill in N for Rental and Interhire. Check the price is correct.

Tick Ok and Save

You can now close the GRN. The Fuel will be available to sell. Same process will be done for Two Stroke.

We now have to pass the entries for the payment and the accrual created for the GRN.

To do this Click on Module Nominal Ledger Transactions New

On the first line will be the account the payment was done from this will be a CR

On the next line will be the expense account for the Fuel. DR

On the next line fill in the Cost Of Sales Stock 21000 - CR

On the next line fill in the purchase accrual account 90400 for the amount of the GRN DR

This will off set the Purchase Accrual and the Cost of Sales once all of the Petrol is sold

Inter HireInter Hire Process (If item category already exists).

To add inter hire equipment on Hansa, this is done through a Purchase Order and GRN.

Go to Module Purchase Orders Purchase Orders New

Fill in the supplier, and then in the matrix the items to be added.

Item will be the category for the type of item you are adding, easiest way to find a category is to look up one of your existing items

On the system by going to Module Rental Rental Items Look up the item and check what the category is. This then can be used

On the Purchase Order to add the inter hire item.

Fill in a quantity, Adjust the description if needed, then fill in a unit price 0 (Inter hire Purchase Orders and GRNs are done at unit price zero

As the item must not increase our stock value) Ok and save the order.

Then click on Operations Create Goods Receipt

This will open the goods receipt window. On the GRN fill in the Rental No this will be the hire fleet number for the machine

You can use the same prefix if you were using one on your other inter hires like INT etc.

Fill in Y for Rental as it is a rental machine, Y for IH (Inter hire) as it is an Inter Hire item, N for 3P (3rd Party) as it is from another Coastal

If the item is from a third party (Not a Coastal store) you would fill in the Rental No, Y for Rental, Y for IH (Inter hire), Y for 3P (3rd Party)

Then ok and save the GRN. The item will now be in your stock and can be booked out on a Rental Quote and Agreement as per normal.

Note: When adding your own equipment the Rental Column will be Y, IH (Inter hire) N, 3P (3rd Party) N. This will add the equipment to your

Assets and hire fleet as your own equipment.

Capturing the Expenses for the Inter hire

Open the Purchase Order where you added the equipment on the system. Click on Operations Create Purchase Invoice

Check the date on the purchase invoice is correct. Tick the Interhire block. Fill in the Supp. Inv. No.,

Change the A/C to 21002 for Cost Of Sales - Interhire. Fill in the amount charged excluding Vat.

Then click in the TOTAL block on the top left of the screen and then on Operations Balance, this will fill in the Total including VAT

Then go to Tab D and fill in the Days the invoices is charging for.

Then Ok and save the Purchase Invoice.

You can make multiple purchase invoices for the rental item if needed.

Inter hire Revenue Report

It is possible to compare the Inter Hire Revenue Vs Expense for an Inter hire item

To do this go to Module Rental Reports Inter hire Revenue

Fill in the period and run

This will show the inter hire will the revenue, days and amount. Below that it will show the costs, days, amount This then works out the profit on the inter hire, over charge or under charge and Discount %

For the report to show you information, you need to have done a purchase invoice for that inter hire item as described above.

The item will be added to the hire fleet and can be rented out as normal.

Inter Hire Process (If item category does not already exists).

Adding A New Rental Category

Go to Module - Sales Ledger, Click on Items then new.

Fill in No.(this will be the category number you want EG: Hilti make it HIL, Description (What is the item EG: Hilti Breakers)

For Item Group fill in EQUIP, make sure stocked item is ticked. Under classification fill in EQUIP,

On the stock tab under Serial No Tracking Unit no. Must be ticket

Under the Recipe Tab on the item you have just created.

Fill in the field Rental Invoicing This is normally the same number but with a R in the item. EG : RHIL Then save.

We need to now create the Rental Charge per day

Still on items click on new.

Fill in the No, This ties back to the Rental Invoice Field on the above item EG: RHIL. Fill item group HIRE

Fill in Description for the hire charge EG Daily Hire Of Hilti Breaker

Under the base price field fill in price per day excluding Vat, tick service item. Classification SMALL,

Then Save

Then you can add your new equipment using the category you have create on a Purchase order and GRN

Cancelling Inter Hire Once Returned To Original Branch

Once unit has been returned and Inter Hire Needs to be Cancelled

You would go to Rental module then rental items.

Find the item and open. Tick close and save.

Sales

Sales InvoiceTo create a sales invoice click on module then sales ledger then invoices.

To browse for an existing invoice you can search through this browse window.

(You will be able to search by invoice number, customer number or name or amount

Click on the column you want to search through. Then type in the search text in the

search block at the top of the window and click search)

To create a new invoice click on New.

You will need to fill in the customer number and items. Also Under the delivery tab you type in the

Customers order number.)

To browse for a customer when on the customer field press Ctrl+Enter and that will bring up the customers browse window.

You will now be able to search for a customer by number, name.

You will also be able to browse for Items like this using Ctrl+Enter when in a item field on the bottom part of the invoice.

Enter Quantify and adjust prices if needed.

Once you are happy with the invoice tick ok and save. Be very careful because once you have ticked ok and saved the invoice you will not be able to change it. If you are unsure rather click save but do not tick ok. This will save the invoice but not

commit the invoice. You will then still be able to come back and make changes.

At any time if you need to check the status of a invoice click on Operations and the Invoice Status.

This will show you if there is a receipt allocated to the invoice or even a credit note.

Printing Invoice Range

In The Sales Module

Click on Documents then Invoices.

Put In the NO Range you would like to print.(EG. 1000:1100)Tick Original and Then Click Run.

Sales Reports

To get to the day end reports. Click On Module Sales Ledger Reports.

The look for the following reports. You can fill in a period and run.

1. Invoice Journal

Show all invoices for the specified period.

2. Sales Ledger

Will give you open invoices. This can also be ticked to be aged and this can be used

as a age analysis

3. Receipts Journal

This will show you the receipts done for a specified period.

Diamond Blades

With Diamond blades we will have two types we need to be able to sell in Hansa World.

The first a full Blade that will be sold to the customer. This blade must be set up as a stock item and GRNed into the system as full blades.

To setup an item code for sale blades.

Go to Module Sales Ledger Items New.

Fill in the part number you want to use EG. 350OC the group DBLAD.

Description - Concrete Diamond Blade. The base price which is selling price. Tick stocked item. Fill in classification as EQUIP and save.

You will then be able to use this item EG 350OC to do a purchase order and GRN to bring in sale blades. On the agreement if the customer buys his own blade use EG 350OC on the add charge on agreement.

To setup an item code for Per mm Diamond Blades.

Go to Module Sales Ledger Items New

Fill in the part number you want to use EG. 350OCHIRE the group DBLAD.

Description - Concrete Diamond Blade. The base price which is selling price. Tick plain item. (A Plain item does not look at stock on hand but keeps a record of what is sold) Then fill in classification as EQUIP and save.

This then can added to an agreement as a add charge. When the items are returned the quantity on the invoice can be adjust to match mm used.

To remove a Sale Blade to the hire fleet.

When new blades need to added to the Hire Fleet from sale stock this will be done through a stock depreciation to Hire Fleet Consumables cost account.

To do this go to Module Stock Stock Depreciations New

Fill in the date, Cost A/C 21001 (Hire Fleet Consumables),

Location 001, Item for the sale blades EG 350OC in the item column

and quantity. Then type in a comment EG Sales Blade used for Hire Fleet.

Then ok and save.

This will remove the blade from stock and put to the Hire Fleet Consumables expense account.

Creditors Process / adding stockCreating A Rental Category If It Doesnt Exsist

First we need to create the category we going to use

To add a new category for rental go to Module Sales Ledger Items New

Fill in the No. This is going to be the category you want it to be in most cases this is a three letter code

Fill in group as EQUIP then fill in the description for the items EG Standards 25000

Item type must be stocked

Then fill in the classification EQUIP

Then go to the stock tabUnder serial number tracking tick if its unit or batch. Unit is for machines that will have one hire fleet number per item.Batch items are like scaffolding where we will have a bunch on items with the same hire fleet number.

Then go to the receipt tab Under Rental InvoicingFill in the category you just created with a R in front of it EG ST25 will be RST25 and then save the items

Next we need to create the daily rate for this categoryTo do this go to Module Sales Ledger Items NewFill in the category with a R in front so this is the same as the item you filled in on the recipe tab on rental invoicing on the categoryThen fill in Group HIREFill in the description Daily Rental Of and what it is EG Daily Rental of Standards 2500

Then under base price fill in the daily rate excluding vat

Item type must be ticked Service

Then in classification fill in Plant or Small depending what the item falls under the classification is used when working out the royalties

Then Save.

You can now add the rental item on a Purchase Order and GRN using the category you just created

Adding Part / Item NumbersTo add a new part / item number to the system click on Module Sales Ledger Items NewFill in a part number for the Item and Description. Also choose an item group for the item This will be what the item falls under. Eg: CNS Consumables. You can use CTRL+Enter to bring up a list of item groups you can use. Item groups help with filtering of items on a stock list. EG if we wanted to do a stock take on all Consumables we can run the report for Item group CNS. Fill in a base price (This will be the selling price of the item). Make sure the stocked item block is ticked under Item Type and then save.You can use the same process to add service items. This can be labour and delivery just then tick the service item block instead of the stocked item block.

Service Items do not get GRNed and do not need to be in stock to be able to sell them.

Stock Items allow you to keep track of the quantity on hand. You will need to GRN in more stock once you have run out. This will be done when you order additional stock from your supplier.Adding Stock

To add additional sales stock or rental items this is done through a Purchase Order to the supplier then creating a Goods Receipt Note and then a Purchase Invoice to raise the expense to that supplier. Finally when the purchase invoice is due a payment will be done to clear the purchase invoice.

Summary of the process:

1. Purchase Order

2. Goods Receipt Note

3. Purchase Invoice

4. PaymentPurchase Orders

To create a purchase order click on Module then Purchase Orders then Purchase Orders register.

Then on the browse window click new.

Fill in the suppliers number, Our Ref, Item / Part Number, Qty, Unit Price.

When adding a rental item only you will not use the item number as per the supplier but the category as set up in Hansa World Eg : AGS Angle Grinder Small. To check what a Rental Item Category would be click on Module then Rental then Rental Items. Search for a similar or same type of item by typing in the serial number of a similar rental item.

In the Second Column of the browse window you will see the CAT - Category for the rental item. Use this as the item number for rental item you want to add.If the rental item being added in is not the same as another item in your fleet you would need to create a new rental category and rental charge. Please refer to Inter Hire Process and adding a new Category and Rental Charge.

Under the Other Tab Fill in a comment if needed. Please Deliver or We will send a courier to collect etc.

Under the Del. Address Tab- Fill in the address to where the items need to be delivered.

Once you have completed the Purchase Order. Tick Ok and Save. Once you tick Ok and Save the Purchase Order cannot be changed. If you are unsure of the prices, rather leave the purchase order unoked until you receive the items from the supplier with the invoice or delivery note.

Check and correct pricing and then ok the purchase order.Creating The Goods Receipt Note

Open the purchase order relating to the Stock you want to book in.

(You can open the Purchase order by clicking on Module then Purchase Orders then Purchase Order Register and Search for the Purchase order in the browse window. You will be able to search by number or suppliers name) Then open the purchase order.Once open. Click on Operations then Create Goods Receipt.

All of the information will be populated from the Purchase Order. Check that the information is correct.

Three very import columns on the GRN are the Rental and Interhire and 3rd Party Columns. If you are GRNing in a Stocked Item these columns will be N for Rental and N for Interhire and N for 3rd Party.

If you are adding a Rental Item make the Rental Column Y and the Interhire column N and 3rd Party column N. The CAT column should refer to the item Category for the item being booked in. You would also need to fill in the Product Code Column. This would be the unique serial number for the machine. This number will be used on the rental agreement and when booking out the unit. EG : P025.On Tab B of the GRN you have space for a engine number and serial number for the rental item.Once you have checked the GRN tick Ok and Save. Once this is done the Stock will be updated and changes cannot be made. If you have put a Y in the Rental column the unit will be booked in as a rental item and can be found under the rental module under Rental items.

For rental items they will automatically be added to Assets. You will however need to add the depreciation model manually for the item added. To do this go to Module Assets Assets Look up the item/s added and go to the model tab and under Model 1 add RENT and save.Purchase Invoices

This needs to be done once the GRN has been completed. This raises the expense we owe the supplier so we can pay them.

To do this open the GRN that you have done.

Click on Operations then Create Purchase Invoice.

This will bring up the purchase invoice.

You will now need to fill in the suppliers invoice number and date.

Check the amounts are correct this should be the same as the GRN.

Then tick ok and Save.

Payments

When we pay a supplier we must capture a payment for them.

(Remember there must be a purchase invoice outstanding for the supplier for you to be able to make payment)

There are two types of Purchase Invoices ones generated from GRNs for stock and ones for

which we have not received stock.)

To do a payment click on Module- Purchase Ledger Payments New

Fill in the supplier to be paid and payment mode (Cash comes from cash control, Debit/Credit card from Credit card Control account, EFT & Cheque from the bank account.)

Invoice numbers to be paid. You can also add settlement discount if needed by clicking on operations New Settlement discount

Fill in the amount.

Returning Stock To Supplier

If stock was received incorrectly or sent back to supplier you can capture this on Hansa by doing a returned goods.

Open the original GRN where you received the stock ( Module Stock Goods Receipts Search for the GRN and open)

Then click on Operations Create Goods Returned To Supplier. This will open a new window with the returned goods.

On this you will have the items you want to return if they are not being returned remove off the items in by deleting the line.

You highlight the line by clicking on the number and back spacing the line.

On a returned good there are two options under the Reduce tick blocks:

Received Quantity is if you will receive the stock again at a later stage.

This option only reduces the stock and leave the items on back order on the purchase order.

They can be received again on the Purchase order when received.

Ordered and Received QTY is if you return the items but you will not be receiving them at a later date.

This reduces your stock and reduces the purchase orders quantity for these items.

They will not be on back order then.

Once the returned goods only has the items you want to return with the correct quantities being sent back you would ok and save.

Next step We need to create a credit purchase invoice to reduce the value of the purchase invoice we raise for the full GRN.

Crediting a Purchase Invoice

When you have done the returned goods you can pass the credit note for the purchase invoice originally raised for the full GRN.

When on the Returned Goods To Supplier click on Operations Create Credit Note. This will open a Credit Purchase Invoice for the items

Returned. Check the amounts are correct and then tick ok and save. This will reduce the purchase invoices value by this credit.

Non Stock ItemsTo add a new item to the stock master file click on Module Sales Ledger Items New

Fill in a part number for the Item and Description. Also choose a item group the item This will be what the item fall under. Eg: Cons Consumables. You can use CTRL+Enter to bring up a list of item groups you can use. Fill in base price. Base price will be the selling price of the item. Make sure stock item is ticked. Make sure service item is ticked and then save.

Capturing a creditor for non stock items eg rental, royalties etc.To record an expense and then only do a payment when the purchase invoice becomes due.Click on Module Purchase Ledger, purchase invoices and then New

Fill in the suppliers account number, date of invoice and the suppliers invoice number.

On line one under A/C column fill in the expense N/L that this invoice relates to. The expense N/L accounts are in the range 51000 onwards.

To search for the N/L account use CTRL + Enter then search through the list of N/L accounts for the expense you are allocating the purchase to.

Fill in the amount and click on the total block at the top left of the page. Click on Operations and balance. This will put a total in the total block.

Then OK the purchase invoice to complete the transaction.

When the purchase invoice becomes due you will create a payment for the Purchase Invoice.

This is done in the Purchases Ledger under payments.

Fill in the payment mode, date and purchase invoice number being paid, OK and save.

This will clear the purchase invoice from the purchase ledger and update the bank account with the amount paid.

To Add An Asset (Not Hire Assets)

To add assets this is done through the Asset Module

Module Assets New

Fill in an Inventory Number (Asset Number) try keep them with the same prefix as the rest of your assets, EG: Motor Vehicles MOT and next number is 004

Then fill in a description for the item if it has a registration number fill that in too

Fill in a Category and N/L Class use CTRL + Enter for options and then choose the ones relating to your asset you adding EG: Motor Vehicles and Motor Vehicles N/L Class

Fill in the purchase date for the asset and the purchase value exc vat.

Then on the owner tab

Fill in the department 001

Fill in quantity 1 if not already populated

Then On the Models Tab

Fill in the model 1 (This is the depreciation model for this asset) You can use CTRL + Enter for the depreciation models available

Fill in the start date if not already populated as the date you bought the item

Then Save the Asset, This is now on your asset listing.

Rental price change

Checking Rental ChargeTo get a list of current hire rates click on Module Rental Reports - Rental Price List

The information this report is showing you is CAT, Hire Fleet number, Description, Rental Charge, Rate

What we want to change is the rental charge R??? to the new hire rate. If you change this price it will adjust for all items with that rental charge.

To Update The Rental ChargeModule Sales Ledger - Items search for the Rental charge you want to change in the above example Air Chipping Hammers rental charge is

RACH look this up and open. Change the base price to the new daily rate Exc. Vat. Then save.

The new prices will only be in effect on new Agreements all old agreements will keep the prices that was on the agreement when creating it.

Accounting Processes

Cash Book Receipts and Payments

Nominal Ledger Report

We need to know how to extract a nominal ledger report for the different accounts we use in the Nominal Ledger.

Nominal Ledger Report-Module-Nominal Ledger-Reports-Nominal Ledger.

Fill in or chooses the account number of the N/L account to be viewed and change the period if necessary.

Click RUN.

This report will be used extensively when clearing the control accounts and checking the Hansa bank account to your actual Bank statement.

Bank Account

Account 75320 is the Hansa bank account. We need to check on a daily basis that this ties back to the Bank statement.

Some of the transactions will create entries in the bank account for us. The balance we need to create manually ourselves.

You need to be aware how to do receipts and payments.

Receipts

Once we receive money from a customer we need to allocate this to the customers invoices or account.

To do this Click on Module Sales Ledger Receipts New

Fill in the date, reference and payment mode - Remember depending on the payment mode is where the receipt will be

Posted to Cash to cash control (75322), EFT & Cheques to bank account (75320)

Credit Cards to Credit Cards Control (75323)

Fill in the invoice numbers to be paid.

If this is going on to his account and will be allocated later fill in the customer account number with no invoice and an amount. This is not recommended as you have to later return and allocate to specific invoices. Rather do this upfront.

Then tick ok and save.

Payments

When we pay a supplier we must capture a payment for them.

(Remember there must be a purchase invoice outstanding for the supplier for you to be able to make payment)

There are two types of Purchase Invoices ones generated from GRNs for stock and ones for

which we have not received stock.)

To do a payment click on Module- Purchase Ledger Payments New

Fill in the supplier to be paid and payment mode (Cash comes from cash control, Debit/Credit card from Credit card Control account, EFT & Cheque from the bank account.)

Invoice numbers to be paid. You can also add settlement discount if needed by clicking on operations New Settlement discount

Fill in the amount.

Purchase Invoices

For stocked items the purchase invoice will be created from the GRN.

For non stock items and you are buying on account you can capture a purchase invoice directly to the expense account.

EG : Printing and stationery, Workshop consumables.

Click on Module Purchase Ledger New

Fill in supplier details and invoice date and suppliers invoice number

Under A/C put in the expense account to be Debited.

EG : Hire Fleet Consumables 56300

Then we will fill in account 56300 and change the description so we know what the invoice was for.

Fill in amount and ok and save

You then will be able to pay this later on when it is due.

Clearing Of Control Accounts

Control accounts are used to ensure that we have a control on amounts paid by customers and to make sure these amounts are actually received. We need to clear the control account amounts received into the bank account in Hansa.

When receipting money the following happens.

The invoice is cleared from accounts receivable and posted to the control account for

Cash and Credit/Card, the balance of the payment modes go directly to the bank account.

Payment Modes on the receipt do the following:

Cash Receipts get posted to a Cash Control Account (75322)

EFT & Credit Card Receipts get posted to a Bank Account (75323)

What we now need to do is run a report for the control account for the period under review.

You can then print out your actual bank statement from the internet or on your statements.

Now you need to go through these transactions

EG. We received a cash payment from a customer. We have receipted the payment and this

is now sitting in the Cash control account.

The money has now been banked and the transaction is reflecting on your bank statement.

We would now pass a journal to clear the control account across to the Hansa bank account.

To do this click on module, Nominal ledger, Transactions then New

First fill in the date the transactions reflects on your bank statement.

Then a reference, and a comment, Comment could be clearing of control account

The reference could be a unique number or reference your accounts person uses to know

What has been captured off the bank statement.

On the first line enter the bank account number under account number 75320 and fill in the amount reflecting on the bank statement that has cleared on the debit side

On the second line the control account we are clearing in this case 75322 the cash card control account on the credit side.

You will be able to type over the description if you want more details like the customers name etc.

Then click save.

If you do not bank the cash you receive then this will remain in your control account 75322. If you do bank the cash you would need to clear

Your control account as above when the money reflects on your actual back account after being deposited.

Credit Card, EFT, Cheque receipts get posted straight to the bank account.

Bank Account

To run your Hansa Bank Account Click on module then Nominal Ledger then reports then nominal ledger.

Fill in the account number 75320 and the period you want to see for the report. And then click Run.

This then will open the main bank account in Hansa and will show you the movements through the bank account.

This will be receipts and payments.

What we will need to do now is capture all missing transactions.

(These are going to be debit orders, Non Creditor Payments, bank charges etc)

Capturing Transactions not On The Hansa Bank Statement

Expenses

Click on module, nominal ledger, transaction, new.

Fill in the date of the transaction, reference and comment EG. RENT, Water and Lights ETC.

EG : Paying RENT of 11 400.00

On line one fill in the bank account 75320 we will CR the bank account by 11 400.00

And then on line two fill in the expense account RENT 57850 and DR this account by 10 000.00

And Vat Input 93000 Dr R1400.00 then save.

EG : Bank Charges R114-00

Open a new transaction. On the first line fill in the bank account 75320 and the amount 114-00 as a credit.

On line two will be the bank charges account 55300 amount of R100-00 as a debit and Vat Input 93000

debit with R14-00 then save.

EG : RD Cheque from customer

This is not captured through a transaction but through a negative receipt.

Open the original receipt where you allocated the receipt to the invoice to be paid and click on duplicate and change the amounts

To negatives this will reverse the receipt. Tick ok and save.

Services Module

Service of rental item

It will be necessary for you to set up as stock items the parts that you use in servicing equipment. To make this easier create kits-eg carburettor repair kit as a stock item to avoid having to record many lines of spares.

Open the Rental Item that needs to be serviced in the Rental module.

Operations --> Create Service Order: This will then ask you for a client that the service order must be booked against. If you are not charging your client for the service then open an internal customer that you would use here-say 999.

Once you click "Run" it will automatically create the Service Order and then the Work Sheet. The screen where you enter the Customer number will also inform you that the Work Sheet will be attached to the Rental Item and you should check the paperclip on the Rental Item.

This way you will be able to open the work sheet, that was created, from the Rental Item's paperclip. From the work sheet you will be able to get to the Service Order through it's paperclip. The Rental Item will also have a link (be attached to) on the Work Sheet so that you can navigate easily to the Rental Item from the Work Sheets.

Once the Worksheet is open;

Add any items used in the service to the work sheet. Once the Work Sheet is complete you can OK and Save it. From here you can go to the Service Order through the paperclip on the Work sheet.Once the Service Order is open.You can then "Complete" the Service Order if you do not wish to add any more worksheets. Create an invoice from the service order if you wish from the Operations menu.

Once a Service Order is Complete it will appear on the Service History Report in the Rental module. You can run this report either in Overview - where you will only see the Service Orders against the rental items, or Detailed - where you will see all the Worksheets and their details that go along with the Service Orders as well. You can run the report for a period and you can filter by Rental Item (Product Code) or by Category Item (CAT).

Customer or warranty repairs

This option applies if you are servicing customer equipment or doing warranty repairs on equipment sold by you.

When repairing a Stocked Item (one that was sold to a customer) create a Service Order and enter the details before creating the Work Sheet for it. This will be done in the Service Module.To charge the customer create an Invoice from the Service Order via the Operations menu.

If you are repairing a customers machine (external machine, not sold to them) then before doing the standard procedure of creating a Service Order etc ensure that there is a plain item setup for the external item in the Stock module. This plain item should be serialised. On the Service Order you would select the Plain item and enter the serial number, all the rest will be the same regarding the Work Sheet and parts used to repair as above

Stock Take Procedure (Weekly hire fleet count)

To do a stock take on hire fleet. You would click on Module Rental Reports Rental Item Report. Then Run. This will run a report of the hire fleet showing items in stock and ones out at site. You then would be able to check this against the items at the store.

This report sorts by Category and then by Hire Fleet Number.WRITE OFF EQUIPMENT

Hire equipment that needs to be written off the system is done through a asset disposal as below:Go to Module Assets Asset Disposal - New

Fill in the date and the Fixed Asset Disposal' account 50800 in the A/C field. (This is the account that will be debited).

Tick the write off button. Then on line one fill in the inventory number for the item you want to write off and quantity. If there is more than one list then underneath each other.

Write a descriptive comment in the Comment field. EG Beyond Economical Repair ETC or added incorrectly.

Then OK and Save. These items are now out of the asset module.

To close the rental item click on Module Rental Rental Items Search for and open the rental item to be closed. Then tick the closed block and save.

This will hide the rental item from the quote when you use CTL + Enter to look up an item

Adjusting inventory stock after stock takeStock adjustments are handled through two transactions a GRN for positive adjustments and a stock depreciation for negative adjustments.

Positive adjustments are the same as adding new stock and a purchase order and GRN needs to be done for the items.

You can use the TAKEON supplier or we can add one for stock adjustments.

For negative adjustments these are done through a stock depreciation.

To process stock depreciations: Module Stock Stock Deprecations New

Fill in cost account 21004 if not filled in for Stock Variance Check the date.

Fill in items that need to be depreciated and quantity (you dont need to say minus 1 as all quantities on the depreciation will be minuses).

Fill in a comment and then ok and save.

The stock will now be adjusted out.

To run depreciation for assets

Module Assets Routines - Maintenance Create Depreciation Simulation

Fill in the period you want to run it for

(You can run it per asset category by using Ctrl + enter to choose the category or for all by leaving the category blank)

Fill in the Transaction Date normally the last day of the period you running it for

Then click on run

We are now going to run the asset annual report to compare to the simulation we have created to check the journal will be right

Go to Module Assets Reports Asset Annual (Fill in the category if you want to check one at a time) then fill in the period for the report

Normally the same period as the depreciation simulation was run for.

We are now going to compare the Ac.Depr to the simulation we created. (A simulation is a draft journal that can be changed if need before posted to the N/L)

(Acc Depr is accumulated depreciation for the life of the item till the starting period the report was run for)

Its important to check each asset has a Ac. Depr if it still has a book value. If it doesnt it means it added without filling in the depreciation model on the asset.

To fill in and correct click on the asset number underlined in blue and go to the owner tab and fill in Model 1 with the deprecation model for that asset.

To open the simulation go to Module Nominal Ledger Simulations Look for the simulation you have created for the depreciation and open

You are then checking the N/L entry balances to the Ac. Depr on the report in this example 6990.09

If they match we going to change the simulation into a transaction. You will need to check each category back to the report.

If the simulation doesnt match it can be manually changed to match the report.

To change the simulation into a transaction Go back to the simulation browse window

(Module Nominal Ledger Simulations)

Highlight the simulations you want to change into a transaction Then click on Operations and Create N/L Transaction

The simulation will then be moved to a transaction.

Scanning & Attaching Documents

This is a great feature as all import documentation can be stored on the server for save keeping.

Also when looking for documents it is only a couple of clicks away. It is mandatory for all credit applications, signed hire notes, off hire notes and orders to be scanned and attached to contact and/or agreements on a daily basis. The reason for this is that in the event of a customer query all information is now readily available.

Folder Set Up

To start off you would need to create a folder for the scanned documents that you would like to attach (Upload) to Hansa World.

To do this double click on my computer and then open local disk (C:), Right click on a empty space in the local disk (c:) window.

Then on new and then folder. Change the folder name to be SCANNED. Repeat this step to also create a folder ATTACHED.

All new scanned documents must be saved under the Scanned Folder. Once these are uploaded onto Hansa they will be moved

to the attached folder.

Now when scanning from your scanner save all of the scanned documents into the SCANNED folder. Hansa will be able to automatically attach

these documents to the correct Hansa transaction by looking at the name of saved scanned document. Below is the format the scanned documents

must be saved in.

Hire Agreements = H(Agreement Number) EG: H1234

Invoices = INV(Invoice number) EG: INV1234

Off Hire = OF(Agreement Number) EG: OF1234

Replacement = REP(Agreement Number) EG: REP1234

Purchase Order = PO(Agreement Number) EG: PO1234

All scanned documents should be saved as a PDF and as black and white and 150 DPI or less.

Attaching documents (Automatically)

Attaching Agreements, Off Hires, Swop Outs:

Click on Module then Rental then Routines then Maintenance.

Then on Attach files to agreement. Click Run. Wait for the uploads to be transferred to the server.

Now when opening the agreement the attached documents will be on the paper clip.

Attaching Invoices:

Click on Module then Sales Ledger then Routines then Maintenance.

Then on Attach files to invoice. Click Run. Wait for the uploads to be transferred to the server.

Now when opening an Invoice the attached document will be on the paper clip.

Manually Attaching Documents

To manually attach documents in Hansa open the relevant transaction window. Eg The invoice, Agreement.

Click on the paper clip and then on operations and then attach file.

Browse for the file/scanned document to be attached. Then click open. The file will then be uploaded to Hansa.

Opening Attached Scanned Documents

Hansa has two options when opening a scanned document. This can be opened and viewed in Hansa World from the server or can be downloaded back to your local machine and then emailed or printed or viewed.

To do this open the relevant transaction Eg : Agreement or Invoice.

Then click on the paper click and then on operations then open record this will open the scanned document on the server.

To download the document double click on the file on the paper clip or click on operation then download file.

Deleting Attached Documents

To delete a attached document if done incorrectly

Open the transaction window EG Agreement or Invoice

Then click on the paper clip. Highlight the incorrect file that was attached. Then click on record at the top of the main window.

(This is next to File, Edit, Record) then on delete. This will remove the file from the paper clip

EmailingManual Emailing To email from Hansa on the Master Control Panel click on Mailbox.

This will show the mail box browse window with a list of mails received and sent.

To create a new mail click on New

Fill in the person you want to email to on line 2.

The person you sending to can be a Hansa user or external email address.

In the first column on line 2 by default To will come up, you can use CTRL + Enter for

the different options: To, Cc, Bcc

For a list of email address use CTRL + Enter on the second Column (The address Column)

You will see there are three Mailboxes (Internal Hansa Mailboxes for the users, Suppliers, Customers, Contacts)

The information for the email address for Suppliers & Customers will be populated from the Contact Register.

Fill in a subject and email message in the text box

To attach files save the email and then Click on the paper click on the mail and then Operations on the Archive window and then

Attach File Search for the attachment on your machine and then open. The file will then upload on to the paper clip on the mail.

You will also be able to drag and drop the PODs you have been scanning into Hansa already to a paperclip. To do this open both paper

clips one for the mail And the one for the Hire note or Invoice then drag and drop the already attached files to the mail Archive window.

Once done click on sent and saved. You will not be able to change the message once the sent block is ticked.

If you want to make changes just save it. Then tick sent when you ready to send the mail.

Emailing Invoices, Purchase Orders, QuotesTo Email an Invoice or Purchase Order or Quote open the transaction and Click on Operations, Create Mail.

The Invoice Info will be inserted in the mail and a PDF copy attached to the paper clip. You can add extra text

In the Text block. The To address will be populated with the address on the contact. To send tick Sent and Save.

Emailing StatementsTo Email Statements on the Master Control Panel click on Module Sales Ledger Routines Maintenance Create

Periodic Customer Statement E-Mail

Leave the Customer Field blank if you want to send to all customers who have email addresses.

If it is for a specific customer fill in the Customer Number.

Then fill in the period for the Statement normally the first day of the month to the last day month.

(EG : 1/8/2010:31/8/2010) The Statement Date will be the first day of the next month

(EG: 1/9/2010) Then tick with balance and PDF Format and Send E-Mails Automatically

Then Click on Run.

Emailing Open InvoicesTo email opening invoices that have not been paid yet.

On the Master Control Module Sales Ledger Routines Maintenance Create Mails From Invoices

Then Fill in the period for the invoices that need to be sent out.

Normally the current month (EG: 1/8/2010:31/8/2010)

If you want to send them out for a specific customer Fill in a customer number or leave

Blank to send to all customers with email addresses.

Then tick Open Invoices Only and Send E-Mails Automatically.

Then click on Run.

Bulk Emailing

Go to Module CRM Customer Letters NewTo email all your customers put a * in customer. If you wanted to email one person you can fill in their account number.You can also email a category of customers EG. To Pay, Cash, DIY, Plumbers ETC by filling in a customer category in the

Category field.

Fill in the Header Field. This is the Subject Line on the email.

Then fill in the text you want in your mail.

You can also add a file if you want to email a price list or an attachment. Click on the paper clip of the Customer Letter And then on Operations Attach File and browse and search for file you want to attach and open.

You can also change the sending email address if you want the customers to reply to another email address by filling that in Under reply to.

Once you have written the text for your email and saved the file on the attachment tick ok and save.

Then click on operations on the customer letter and then Send Email.

The emails will then show in your mailbox on the master control.

Hansa World Users Manual