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Create Purchase Orders and Sales Invoices

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Create Purchase Orders and Sales Invoices Powered By Docstoc
					         TBS Inventory Control
Manage your small business inventory, generate Invoices and
  Purchase Orders, track how much Customers owe you.




                Taylor Business Software
                             th
                    1018 S. 7 Avenue
                    Avondale, AZ 85323
                   Phone (623) 882-1321
                Sales@Taylor-Business.com
TABLE OF CONTENTS

PURPOSE OF THE PROGRAM ..................................................................................................3

INSTALLING THE PROGRAM ....................................................................................................3

KEYBOARD COMMANDS ...........................................................................................................3

USING THE PROGRAM ..............................................................................................................4

GETTING STARTED ....................................................................................................................5

Invoices ..........................................................................................................................................................7

Purchase Orders ...........................................................................................................................................9

Receive PO’s ...............................................................................................................................................11

Enter Payments ..........................................................................................................................................12

Stock Log ....................................................................................................................................................13

Inventory Items ..........................................................................................................................................14

Customers ...................................................................................................................................................17

Vendors .......................................................................................................................................................18

Company Info .............................................................................................................................................19

REPORTS ..................................................................................................................................20

The report toolbar is: .................................................................................................................................21

ABOUT TAYLOR BUSINESS SOFTWARE ..............................................................................24
Purpose of the program
The purpose of the TBS Inventory Control program is to provide a means of tracking the items
that a small business sells. Provision is made to generate Invoices (deduct from Inventory), to
create Purchase Orders (add to Inventory). Sales info is maintained by Customer and Item.


Installing the program
The program can be downloaded from our web site (www.Taylor-Business.com). Save it to
your hard disk, then when the download is complete, click on the “Run” command. There will be
some standard questions, and the program will be installed.

Note about networks: The program will work on a network and allow multiple users to access
the program at the same time. If there will only be one person using this program, the easiest
thing to do will be to install it on that person’s computer. If you want multiple people to have
access to the program, you can install it on a network server (change the location you want the
program installed from the default (c:\Program Files\TBSInven) to a network drive during the
install process, (For example: G:\TBSInven), then put shortcuts on the desktops of each person
that will be using the program.

Backups – You should backup your data files on a routine basis. The program will always be
available for download from our web site, so you do not have to backup the program if you have
internet access. The data files are created in the folder the program was installed in, and end
with a .TPS extension.

Keyboard commands
The program is designed to handle large amounts of data. Under Data Entry, most of the menu
options present you with a screen listing the existing records in the database, allowing you to
search, or “browse”, for an existing record, or to Insert a new record. From any of the “Browse”
screens, you can use the following keyboard commands:
CTRL + PageUp               Goes to the first record
CTRL + PageDown             Goes to the last Record
PageUp                      Scrolls up one screen
PageDown                    Scrolls down one screen
To insert a record – click on the insert button in the bottom right
To change a record – highlight the record you want, the click on the Change button, or right
click on the record you want to change, and select Change from the pop up menu.
To delete a record – highlight the record you want to delete, then click on Delete, or right click
on the record you want to delete and select Delete from the pop up menu.

A note: You will see fields throughout the program with a blue background – these fields are
assigned by the system – you do not enter any values in these fields.
Using the Program
When you start the program, the following menu is displayed:




The Data Entry menu:




The Reports Menu:
Getting Started
If you are just getting started with the program, following are the recommended steps to follow:
Keep in mind that you can always add data at any time in the future. All the following are on the
Data Entry menu:

   1) Set up your company info. (The name and address info will print on the Invoices, Pick
      Slip and Purchase Orders. The sales tax info will be used in the invoice entry program to
      calculate what the sales tax will be, and there are some default values that you can set
      up here (such as Terms description and Ship Via).
   2) Set up the Vendors that you purchase items from.
   3) Enter the parts (Items) that you sell. (A note about bin numbers – if you use them, the
      system will print the pick slips in bin number sequence, which should make picking the
      items easier. There can be multiple items per bin number, so a bin number could be a
      shelf, or a area in the warehouse for items too big to fit on a shelf.)
   3) Enter the customers that you have.

You are now ready to start entering Invoices and Purchase Orders.
The Data Entry Menu:




The following pages will go over each of the options on this menu.
Invoices

This is where you record sales of items to your customers.




Invoice Number        Assigned by the system. (Next number is set up in Company Info)
Customer              Enter the Customer Id, or click on the lookup button to find the customer.
Invoice Date          Will default to today’s date – you can change to another date if you wish.
PO Number             Enter the Customers Purchase Order number for this sale.
Terms                 Enter the terms for this Customer or Invoice
Ship Via              Enter the method that this order will be shipped.
You are now ready to enter the line items on this invoice.
Click on the “Insert” button to add a new line item to this invoice.

The following screen is displayed:
Invoice Number      Will display the invoice number that is currently being processed.
Item Number         Enter the item number that you are selling, or click on the lookup button to
                    select this item from a list. (Note – if you have not set the item up yet, you
                    can add it at this time by clicking on the Insert button on the lookup screen)
Item Description    Will display the description from the inventory file. You can change it if you
                    want the description to be different on the invoice.
Quantity Sold       Enter the quantity sold. (Note – if you accept the selling price and cost
                    amounts form the inventory file, this is the last field that you will have to
                    enter on this form).
UOM                 Enter the unit of measure.
Sell Price          Will be copied from the Items record – you can change it here if you wish.
Unit Cost           Will be copied from the Items record – you can change it here if you wish.
Bin Number          The bin number where the item is located.
Extended Sell       Calculated by the program as the Quantity Sold times the Sell Price.
Extended Cost       Calculated by the program as the Quantity Sold times the Unit Cost.
OK                  To save the information entered and return to the prior screen.

Once all the lines have been entered you can:
Calc Sales Tax       Click on this button to use the tax rates set up in the Company Info screen
Shipping             Enter the amount of shipping to be billed to the customer.

Print Invoice       Click on this button to print the invoice
Print Pick Slip     Click on this button to print a picking slip (which can be used as a packing
                    slip for the order).

OK                  Click on the OK button to save the invoice info.
Purchase Orders

This is where you will enter orders to your vendors for the items you sell.




PO Number            Assigned by the system
Vendor Id            Enter the Vendor Id for this order, or click on the lookup button to the right.
PO Date              The date the PO was created on. (Defaults to today’s date)
Need By Date         The date when you need the items
Terms                Enter the terms for this vendor or order
Ship Via             Enter how the vendor should ship the order
Insert               Click here to add a line to the purchase order.
PO Number               Will be assigned by the system
Item Number             Enter the item number, or click on the lookup button to the right to lookup
the item from a list.   You can also add a new inventory item from the lookup screen.
Item Description        Copied from the Items file, but you can change it here if you desire.
Order Quantity          Enter the quantity of this item to order.
Unit Cost               Enter the price for this item.
Extended Cost           Calculated by the system.

When you have entered all the lines, click on the Print Purchase Order button to print the PO.
Receive PO’s

This menu option allows you to record the receipt of the items that you have ordered. (This step
does the following: Quantity on Hand is increased by the Quantity Received. Quantity on Order
is decreased by the Quantity Received. A record is added to the stock log file.




If all of the items on this PO have been received, at the unit costs on the PO, you can click on
the “Receive All” button in the lower left, otherwise, highlight the items that were received, and
click on Change.

The following screen allows you to enter a quantity received for a item.




Quantity Received           Enter the quantity received for this item.
Unit Cost                   Enter the unit cost for this item.
These are the only 2 fields that you should need to change on this screen.
Enter Payments

This routine is used to enter payments made by the customers to a specific invoice.




The only field that you should have to enter on this screen is the Payment Amount. Enter the
amount that the customer paid at this time, then click on the OK button.

Note: Assume that you wish to give the customer a discount if he pays early. Enter the amount
the customer actually pays as one payment, and enter the amount of the discount as a 2 nd
payment. You can also do the same thing if you want to write off a balance – indicate the
amount that you are writing off as a payment amount.
Stock Log

This routine is used to maintain the quantities received information. (This is used for LIFO and
FIFO pricing calculations)
Inventory Items

Enter information about the inventory items that you sell.




Item Number          Enter the code that you will use to designate this item. (20 characters –
                     both letters and numbers can be used)
Item Description     Enter the Description for this part.
Item Desc 2          Enter a 2nd Description line if you want to use it.
(Note: The following fields are not used in the standard version of the TBS Inventory Control)
Taxable              If this item is taxable, click on the box.
Serialized           If this item uses serial numbers, click on the box
Assembly             If this item is made of other items, click on the box.
Bundle               If this item consists of a number of other items, click on the box.
(A note on the differences between an Assembled Item and a Bundled Item – a assembled item
                     requires additional labor to assemble the items. A bundled item is just a
                     item that consists of other items in inventory. No additional labor is
                     required.
UOM               Unit of Measure. Indicate how you will sell this item. Each is the easiest,
                  as there is no conversions that need to be done.
Bin Number        Enter the bin number assigned to the location where this item can be found.
                  Note: If you use bin numbers, the Pick Slips and Inventory Count Sheets
                  will print in Bin Number order. The Bin Numbers can contain alpha
                  characters also. For example, a Bin Number of B101 could designate Row
                  B, rack 10, shelve 1.
Unit Cost         Enter the Unit Cost for this item.
Markup            Enter the Markup % that you want to apply to the Unit Cost to determine the
                  Sell Price.
Sell Price        The Selling Price for this item
Vendor Id         The default Vendor Id for this item
Initial Quantity  The initial quantity on hand for this item.
Quantity On Hand The current quantity on hand of this item. (Updated by the system)
Quantity On Order The quantity ordered on PO’s. (Updated by the system)
Reorder Level     The level at which you need to reorder this item.
Reorder Quantity When you do reorder, the quantity that you want to reorder. If the item
                  comes 12 to a case, you may want to make the reorder quantity a multiple
                  of 12 (12, 24, 36)
Weight            The weight of one of the selling unit of measure.
The information on this screen is updated by the system when a Invoice is entered.
Customers

This menu option allows you to enter information about the customers that you have.




This screen contains name and address information for the customer.




This screen contains sales information. The fields on this screen are updated by the system
when a Invoice is entered, and the Year End menu option will set the Year To Date values back
to zero.
Vendors

Allows you to specify the companies that you order parts from, or that provide outside services.




This screen contains name and address information about the vendors (the companies that you
buy products from).
Company Info

This is where you enter info about your company, and define what the user defined fields are to
be used for.




Enter in your company name and address info, phone numbers. (Note: the name and address,
and phone and fax numbers will be used on the Invoices, Pick Slips, and Purchase Orders)




Enter on this screen the sales tax rates, the method you wish to use to value inventory, the
numbers for the next invoice and purchase order, and comments that you would like to appear
on each invoice and purchase order.
Reports




Some of the reports can be run for a date range (the Sales Tax Report, Invoice Summary, and
PO Summary).

The TBS Inventory Control (Standard Version) does not provide for any accounting. The above
reports are designed so that you can enter the sales, purchases, and sales tax amounts into the
accounting program of your choice (or provide the above reports each month to your CPA or
bookkeeper for them to process the information).
All of the reports are printed to the screen first. You then have the option of reviewing the report
on screen, or printing the report.

The report toolbar is:




From left to right, the options allow you to:

Print          If you want to print the report, click on the printer icon.
Cancel         If you do not want to print the report, and have finished looking at it, click here.
Zoom           Zoom in to enlarge the report display
Page           Use this to scroll to additional pages in the report. At the bottom of the screen will
               be the number of pages, use the up arrow on the page option to advance to the
               next page, use the down arrow to go back to a prior page.
Across         How many pages across the display do you want to see.
Down           How many pages down do you want to see.

When you are all done, click on the white X in the upper right, or the cancel button, or click on
            File, Exit.

Reports are printed to the computers default printer. If you want to print to another printer,
before you print the report, select File, Print Setup, and select the printer you want to print to.
This setting will stay in effect until you change it, or until you exit out of the TBS Equipment
Maintenance program. When you start the program the next time, you will back to the
computers default printer.




Forms
The program prints 3 forms – Invoices, Pick Slips, and Purchase Orders. While these are not
included in the reports section, they are reports. Samples of the forms are:

Invoice:
A Pick Slip
Year End

The year end menu option does a couple of things:
   1) It zero outs the YTD sales info in the Customer and Items files.

The Year End Menu option:




The Year End Update screen:
About Taylor Business Software
Taylor Business Software develops business software applications. Our goal is to develop
applications that are functional and easy to use. For those applications that we consider there
to be a market for, we distribute them via shareware, so that you can try them to evaluate their
usefulness. You can check out our web site to see what other applications that we have
available at www.taylor-business.com.

You can also report problems on our website. Please go to the support section and fill out the
problem submittal form. As soon as the problem is resolved, you will be emailed a notice as to
the solution.

We are always looking for ways to improve this application, and if you would like to see
additional features added to it, let us know, and we will consider them for a future release.
Additionally, if you have been looking for a application to meet a specific need but have not
found anything that meets your needs, let us know.

Taylor Business Software has extensive experience in accounting software, database
development, file conversions, crystal reports, and programming in Business Basic and Clarion
for Windows.


To contact us:

Taylor Business Software
1018 S. 7th Avenue
Avondale, AZ 85323
Phone 623-882-1321
Email Sales@Taylor-Business.com
Web Site www.Taylor-Business.com

				
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