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Manual
TABLE OF CONTENTS :
SALES.........................................................................................................................
Sales Invoice..........................................................................................................
Printing Invoice Range..........................................................................................
Sales Reports.........................................................................................................
DIAMOND BLADES....................................................................................................
To setup an item code for sale blades................................................................
To setup an item code for Per mm Diamond Blades.........................................
To remove a Sale Blade to the hire fleet.............................................................
CREDITORS PROCESS / ADDING STOCK..............................................................
Creating A Rental Category If It Doesnt Exsist..................................................
Adding Part / Item Numbers.................................................................................
Adding Stock..........................................................................................................
Purchase Orders....................................................................................................
Creating The Goods Receipt Note.......................................................................
Purchase Invoices.................................................................................................
Payments................................................................................................................
Returning Stock To Supplier................................................................................
Crediting a Purchase Invoice...............................................................................
Non Stock Items.....................................................................................................
Capturing a creditor for non stock items eg rental, royalties etc....................
TO ADD AN ASSET (NOT HIRE ASSETS).................................................................
RENTAL PRICE CHANGE..........................................................................................
Checking Rental Charge.......................................................................................
To Update The Rental Charge..............................................................................
ACCOUNTING PROCESSES.....................................................................................
Cash Book Receipts and Payments.................................................................
Nominal Ledger Report.........................................................................................
Bank Account.........................................................................................................
Receipts..................................................................................................................
Payments................................................................................................................
Purchase Invoices.................................................................................................
Clearing Of Control Accounts..............................................................................
Bank Account.........................................................................................................
Capturing Transactions not On The Hansa Bank Statement............................
Expenses................................................................................................................
SERVICES MODULE..................................................................................................
Service of rental item............................................................................................
Customer or warranty repairs..............................................................................
STOCK TAKE PROCEDURE (WEEKLY HIRE FLEET COUNT)................................
WRITE OFF EQUIPMENT..........................................................................................
ADJUSTING INVENTORY STOCK AFTER STOCK TAKE........................................
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.
RENTAL AGREEMENT
Creating 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.
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
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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 :
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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.
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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.
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On the Rental Reservation fill in the additional hire equipment under serial number that you wish
to add.
Then click Save.
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Now click on Operations on the rental reservation and Create Items Out.
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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.
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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.
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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.
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Remember once an invoice or credit note is ticked ok and save you will not be able to change it.
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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.
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This will cancel the credit on the original invoice and it will have its full value again.
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OK and Save
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.
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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.
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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.
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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.
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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.
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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.
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Once the report has come up you can click on the print button.
Month End Done !
ADDING PETROL
You will need to create a purchase order for the fuel.
To do this click on Module, Purchase Orders, Purchase Orders, New
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On the GRN fill in N for Rental and Interhire. Check the price is correct.
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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
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This will off set the Purchase Accrual and the Cost of Sales once all of the Petrol is sold
INTER HIRE
Inter 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.
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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)
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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 (3 rd
Party) N. This will add the equipment to your
Assets and hire fleet as your own equipment.
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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.
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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
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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.
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Then you can add your new equipment using the category you have create on a Purchase order
and GRN
SALES
Sales Invoice
To create a sales invoice click on module then sales ledger then invoices.
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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)
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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.
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.
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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.
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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.
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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.
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This will remove the blade from stock and put to the Hire Fleet Consumables expense account.
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You can now add the rental item on a Purchase Order and GRN using the category you just
created
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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.
2.
3.
4.
Purchase Order
Goods Receipt Note
Purchase Invoice
Payment
Purchase Orders
To create a purchase order click on Module then Purchase Orders then Purchase Orders register.
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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.
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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 3 rd Party Columns. If you
are GRNing in a Stocked Item these columns will be N for Rental and N for Interhire and N for 3 rd
Party.
If you are adding a Rental Item make the Rental Column Y and the Interhire column N and 3 rd
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.
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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.)
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Invoice numbers to be paid. You can also add settlement discount if needed by clicking on
operations New Settlement discount
Fill in the amount.
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Next step We need to create a credit purchase invoice to reduce the value of the purchase
invoice we raise for the full GRN.
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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.
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Fill in the start date if not already populated as the date you bought the item
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ACCOUNTING PROCESSES
Cash Book Receipts and Payments
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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
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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.
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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.
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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)
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
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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).
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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.
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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.
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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.
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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)
Invoices = INV(Invoice number)
Off Hire = OF(Agreement Number)
Replacement = REP(Agreement Number)
Purchase Order = PO(Agreement Number)
EG: H1234
EG: INV1234
EG: OF1234
EG: REP1234
EG: PO1234
All scanned documents should be saved as a PDF and as black and white and 150 DPI or less.
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EMAILING
Manual 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.
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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.
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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.
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Emailing Statements
To Email Statements on the Master Control Panel click on Module Sales Ledger Routines
Maintenance Create
Periodic Customer Statement E-Mail
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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.
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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.
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Bulk Emailing
Go to Module CRM Customer Letters New
To 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.
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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.
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