How to setup your system

To setup quickly, review ALL of the steps before you begin as you’ll definitely need to make some key decisions and do some preparation. You MUST follow the steps in the order listed.
Required if you buy or sell in different currencies.

How to setup Currencies

The system is tax agnostic and can be configured to work adapt to the majority of local tax frameworks. The two main types of tax are:

  • output tax – a tax collected by the vendor on sales i.e. Sales Tax
  • input/output tax – where a tax is collected on sales and claimed as an allowance on purchases i.e VAT

For more information see Wikipedia – Goods & Services Tax

To set up for your local regulatory requirements see:

Setting up to manage USA Taxation

Setting up to manage UK Taxation

For other countries see:

How to setup Tax Authorities

How to setup Tax Codes (Tax Codes represent names and associated rates of Tax set by specific Tax Authorities.)

How to setup Tax Groups (Tax Groups aggregate the rates of a group of Tax Codes in a single rate)

Default Tax Codes can be assigned to Customers, Suppliers and Items at the time of import.

 

 

Default Payment Terms can be assigned to Customers and Suppliers at the time of import. There are some default payment terms in the app, you may want to add more:

How to setup Payment Terms

Before uploading or entering data you may want to add some additional fields:

How to add fields, tabs and sections to Documents

 

 

 

Classifications enable you to ‘tag’ Documents for the purpose of segmenting data in reports. Classifications can be assigned to Customers, Suppliers and Items at the time of import.

How to setup Classifications

Sites give you the ability to set up places or locations where you keep stock. For example a second warehouse, a third party logistics (3PL) facility or even a location within your main warehouse such as repair area.

How to setup Sites

Make sure you set up the right type of Item, with the right Order type (i.e. drop ship, special order) and the right Accounting settings. You cannot change Item types at a later stage.

How to setup Items

Items can be imported into the app via spreadsheet templates. These spreadsheets can be found under Setup>Import Data in the app. You can continually update your Item List using this method. For example you can change the prices, costs or even add new Items to the import sheet. When you import the new sheet it will only make changes to the Items you changed.

See the folowing article:

How to import data into the app

 

Price levels enable you to preset an increment or decrement in the price of a product offered to a customer.   When you select and store a Price level on a Customer Document all child Documents i.e. a Sales Quote or Sales Order inherit and apply the Price Level to all LIne Items.

How to setup Price Levels

Price Lists enable you to create lists of Items which vary by individual price from the main price list. This is particularly useful where you want to apply different profit margins in selling situations when dealing with different profiles of Customer. When you preset a Price List on a Customer it directly affects the price of Items on Sales Documents.

How to setup Price Lists

How to set up Customers

You can import Customer data into the app using spreadsheets. These spreadsheets can be found under Setup>Import Data in the app. You can continually refresh your Item List using this method. Subsequent imports will only make changes where there is new data or the data has changed.

See this article:

How to import data into the app

Roles control user access rights. Roles are preset on Workers and determine what they can see and use in the app. Even if a Role allows a user to see a Document you can control what Actions they can take i.e. whether or not they can edit the Document.

How to setup Roles

There are two modes for Email:

  • Simple – where you can configure a single from address to send email from the app. i.e. send an Invoice from a Customer record.
  • Integrated – works like the mail on your smart phone – you can send and receive mails directly from a Customer or Supplier record, but unlike the Simple mode you have visibility of the outgoing and incoming email threads by contact by mailbox. For example you might have a @Sales mailbox and on a Customer record you might have three contacts. You can configure up to six mailboxes which you can share between users using Roles.

How to setup Simple email

How to setup Integrated email ( Contact us)

 

 

Workers represent the people who work for you whether they be permanent or contractors. They are not specifically users, that is they are not automatically setup with Logins.

How to setup Workers

 

 

Document Templates control the printed and on screen view of a Document.

How to setup Document Templates

You can capture Leads directly into the app via a web form. You can install the web form directly into a web page. To obtain the code to create the web form please contact us.
The majority of Documents in the app have a Memo feature. You’re going to want to classify or type Memos so as they have a context and give meaning to the purpose of the Memo.

How to setup Memo Types

This enables you to retreive, link and share content from your Google Drive. You can link content directly to Documents.

How to setup Google Integration

When you switchover you need to shadow transactions – that is you’ll run for as short as possible period the two accounting systems in parallel so as all open transactions close in the old system but are replicated in Salesorder.com.

The Start Date is the day you start entering transactions at the start of their lifecycle into the new system, and the day all subsequent entries into the old system are shadowed (recorded in the new system.

Basically you want to match the closing balances in the chart of accounts of the old system with the opening balances in the respective accounts in the app. Data is manually entered as either opening balances on the individual accounts, by general journals or as specific transactions i.e. a Sales Invoice or a Payment. As you go it’s a good idea to keep notes on the Notes tab on Documents you shadow.