Sales Manager – Sales Information Management System

Sales Manager – Sales Information Management System

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Sales Manager: Sales Information Management System

User Manual

April 2007

Contact: TOF Engineers & Consulting Ltd.: 56 Femi Ayantuga Crescent, Off Adelabu Street Surulere, Lagos. P.O. Box 4629 GPO Marina, Lagos. Tel: 01-8524138

Sales Manager: Sales Information Management System 1

1 Introduction 5

1.1 Sales Manager Software Modules 5

1.2 Sales Manager Software Architecture 5

1.3 Sales Manager Development platform 5

1.4 Sales Manager operating platform 5

1.5 Sales Manager Key Modules 5

1.6 Sales Manager Security & Confidentiality Module: 6

1.7 Sales Manager General Features 6

1.8 Guideline to this document 6

2 Sales Manager Overview 7

2.1 Security and Confidentiality 7

2.2 Menus 7

2.3 General interface layout 8

2.4 Help facility on Sales Manager 8

3 Starting Sales Manager 10

3.1 IMPORTANT: 10

3.2 Connecting Sales Manager to datasource 10

3.3 To run Sales Manager 11

3.4 Specifying your password 11

4 System Administration Functions 13

4.1 Connect To Data Source 13

4.2 Security and Confidentiality – Creating Users and Assigning Roles 14

4.2.1 To create a new user 14

4.2.2 To remove a user 14

4.2.3 To clear a user’s password 14

4.2.4 To specify the security level to be assigned to a user 15

4.2.5 To specify module access levels of a user 15

4.3 Audit Trail 15

4.3.1 To print the audit trail 16

4.3.2 To prune the audit trail 16

4.4 Default Settings 16

4.5 Backup, Restore and Shrink data 17

5 Sales Manager Operational Data 19

5.1 Defining operational data 19

5.1.1 Set Transaction Date 19

5.1.2 Specify Expense Folio 19

5.1.3 Define Charge Account Codes 20

5.1.4 Define Customer Status 20

5.1.5 Define Expense Codes 21

5.1.6 Operational Defaults 21

5.1.7 General Operational Data 21

6 Closing Postings For the Day 23

7 Customers and Suppliers Information Management 24

7.1 Customers Information 24

7.1.1 To display the list of Customers 24

7.1.2 To register a new customer 24

7.2 Suppliers Information 25

7.2.1 To display the list of Suppliers 25

7.2.2 To register a new supplier 26

8 Products Information Management 27

8.1 To display the list of products 27

8.2 To register a new product 28

8.3 Searching for Products 28

8.4 Creating Product Packages 29

8.5 Creating Pro-forma Invoices 30

9 Accounts Charging 32

9.1 Direct Cash Sales 33

9.1.1 Simple Procedure 33

9.1.2 Register Stock Sold 34

9.1.3 Review Existing Receipts Transactions 35

9.2 Credit Sales 37

9.2.1 Register Stock Sold 38

9.2.2 Review Existing Invoice Transactions 38

9.2.3 Customers Folios (Account Statements) 39

9.3 Products (and Services) Procurement 40

9.3.1 Register Stock\Products Delivered 41

9.3.2 Review Existing Delivery Advice Transactions 41

9.3.3 Suppliers Folios (Account Statements) 42

9.4 Expense Account Charging 43

9.5 Products Balance, Customers Balance and Suppliers Balance 44

10 Enquiries & Report 46

10.1 Sales Invoices, Receipts and Delivery Advices Reports 46

10.2 Daily, Monthly and Yearly Reports 47

10.2.1 Daily Reports 47

10.2.2 Monthly Reports 48

10.2.3 Yearly Reports 48

11 Staff Information 50

11.1.1 To search for staff details 50

11.1.2 To create details of a new staff 51

12 Exporting Reports to other file formats 52

12.1.1 To export to other file format 52

12.1.2 To export the report as an attachment to e-mail 52

13 Appendix 53

13.1 Example Reports 53

Important Information

When using Sales Manager you must be mindful of the following.

  • The default user is “mainuser” without a password (blank password). This user has full access to all functionality of the software.
  • Make sure each newly created user specifies a password for his/her user name (user account) to prevent other users operating with the user account.
  • Make sure you read the messages you are prompted with and provide judicious responses to them. Respond with a safe choice if you are doubtful and then seek advice.
  • Make sure you backup regularly to protect against loss of data and make recovery after a loss less costly. Do backups regularly via “Sales Manager Backup” icon .

Introduction

Sales Manager software is designed to manage customers and suppliers information, products inventory, sales and invoicing of a typical retail outlet or business involved in buying and selling. Sales Manager also tracks expenses and cash receipts of the business. Key modules are as follows

  • Provision for registration of customers, suppliers and products list.
  • Direct (Cash) Sales Management
  • Credit Sales Management
  • Expenses Management
  • Services and Products Procurement Management

Sales Manager is developed in Microsoft Visual Basic 6.0, Microsoft VBA in Microsoft Access with SQL – Server database management system as the database platform. These tools supports graphical user interface and can run on a standard personal computer running Microsoft Windows XP operating system.

Sales Manager is configurable as a stand-alone system or a multi-user system on a network of computers such that multiple users can share application data from several workstations.

Sales Manager Software Modules

The key modules of Sales Manager appropriately relate these key entities in the modules

  • Products Information
  • Customers’ Information
  • Suppliers’ information
  • Direct Cash Sales
  • Credit Sales
  • Products and Services Procurements
  • Expenses Charging
  • Invoicing and Receipting,
  • Pro-Forma Invoicing

The Sales Manager Database is resident on a computer dedicated as the server. All users of Sales Manager share this data across the network.

Sales Manager Software Architecture

  • Multi-User, Client – Server Architecture.

Sales Manager Development platform

  • Visual Basic 6.0 and Microsoft Access for program front-ends design
  • Microsoft SQL-Server 2005 Relational Database Management System for database design.

Sales Manager operating platform

  • A local area Ethernet 100 Base-T network (or wireless network) of computers running traditional Microsoft Windows 2000/XP based operating systems.

Sales Manager Key Modules

Sales Manager’s key functional features are enumerated below according to the modules.

  • Products Information
  • Customers’ Information
  • Suppliers’ information
  • Direct Cash Sales
  • Credit Sales
  • Products and Services Procurements
  • Expenses Charging
  • Invoicing and Receipting,
  • Pro-Forma Invoicing

Sales Manager Security & Confidentiality Module:

  • No restriction on the number of users
  • Each module has a set of privileges to which a user can be assigned.
  • Each user is assigned privileges/roles for each user for each module.
  • Total Control in security and access levels configuration suitable for your staff hierarchy.
  • Ensures data integrity as the privileges of each user can be tailored to his\her work schedule.

Sales Manager General Features

  • Easy to use with its user-friendly graphical user interface (GUI).
  • Configurable as stand-alone system or a client/server multi-user environment.
  • Sophisticated security system that ensures integrity and confidentiality of your mission critical information, by controlling access to both information and functionality.
  • Generates a wealth of current and historical information in its databank, enabling derivation of statistical information to inform policy making, budgeting and planning
  • Efficient and effective search engine to query the databank.
  • Maintains a concise audit trail of operational activities.
  • Exporting of all reports to remote locations as attachments to e-mail.

Guideline to this document

This document describes how to use Sales Manager. It will, however, be valid for versions that would have been tailored to your environment. Furthermore, the words interfaces and forms are both computing terminologies describing the visual displays on the screen that users interact with; they will be used freely and interchangeably in the document.

To quickly grasp the concepts and procedures presented in this document, it is recommended you initiate a session of Sales Manager on the computer in parallel to studying this document.

Sales Manager Overview

Security and Confidentiality

Users are created to access Sales Manager and each user in assigned a

  • security level, which determines the type of operations (additions, modifications, deletions) that can be performed on data; and a
  • module access level, which determines the modules that the user can access

Menus

Menu Item Purpose
File    
  Page Setup  
  Print  
  Change Password  
  Set Current User’s Privileges  
  Connect To Datasource  
  Create Users and Assign Privileges  
  Audit Trail  
  View Defaults  
  Export Information  
  Main Switchboard  
  Exit  
Operational Data    
  Set Transaction Date  
  Specify Expense Folio  
  Charge Account Codes  
  Expense Codes  
  Operational Defaults  
  Units Bases  
  Units Categories  
  Units of Storage of Drugs  
  General Operational Data  
Products Information    
  Products Groupings  
  Products List  
  Products Full Details (Data Entry and Modifications)  
  Products Search  
  Products Packages Names  
  Products Packages Details  
  Product\Stock Registration  
  Product\Stock Movements and Bin Cards  
  Pro-forma Invoices  
Financials    
  Pro-Forma Invoices  
  Direct Cash Sales  
  Credit Sales  
  Products Procurements  
  Expense Account Charging  
  Products Balance  
  Customers Balance  
  Suppliers Balance  
Customers & Suppliers    
  Customers List  
  Customers Information (Data Entry and Modifications)  
  Suppliers List  
  Suppliers Information (Data Entry and Modifications)  
Enquiries & Reports    
  Sales Invoices  
  Sales Receipts  
  Delivery Advices  
  Daily Reports  
  Monthly Reports  
  Yearly Reports  
     
Staff Details    
  Staff List  
  Staff Full Details  
  Staff Search  
Info    
  About  
  Welcome  

General interface layout

Interfaces \ forms used for data capture and modification have the following.

  1. Buttons are at the footer of the interface to
    1. Add, initiates addition of a new record
    2. Modify, initiate modification of existing record in focus
    3. Save, to save new entries or modifications to data
    4. Discard to discard changes or new entries before it is saved.
    5. Requery to populate interface with all records of underlying table\query
    6. Refresh to update record in focus with new information

Generally,

      • To add a new record, click Add (or New XXXX)
      • To modify existing record, move to the record, click Modify)
      • Click Save to save records (new or modified)
      • Click Discard to undo changes prior to saving the data.
  1. Where appropriate, information are organised in tab pages labelled appropriately
  2. A combo box is usually available at the header of the interface to locate specific record.
  3. A button labelled Help is usually at the top of the interface to provide guidance to using the specific module.

Help facility on Sales Manager

To assist in using Sales Manager, you can view the operational and system manuals via the Sales Manager group created on the Programs menu on the Start Menu bar.

  1. Select Sales Manager from the Programs menu on Start Menu bar
  2. Select the document you want to view. This would display the required document in .pdf format (portable document format).
  3. You can navigate/use the document as you normally use any similar document. You have the choices of
  • Sales Manager Installation Guide
  • Sales Manager User Guide
  • Customer Feedback Change Request
  • Customer Feedback Problem Reporting

You will require Microsoft Word and Acrobat Reader on your computer to view the files.

Further more, for ease of use, where appropriate, there is a Help button on specific Sales Manager interfaces that display information to guide the user on how to use the functions\facilities of the module.

Starting Sales Manager

To use Sales Manager for any useful work you should have done the following

  • Installed Sales Manager on your computer and connected appropriately to the data source.
  • Created user accounts that will use Sales Manager and define privileges for each user.
  • Configured Sales Manager with operational data.

IMPORTANT:

    • The system administrator must use the default user “mainuser” as the user account to initially gain access to the software.
    • After creating all users, the system administrator should specify a password to “mainuser” to prevent unauthorised access.
    • Note that new users are created without a password (password is blank), therefore each user must specify his\her password for confidentiality.

Connecting Sales Manager to datasource

After installing Sales Manager front-end module you must connect to the data source, which would have been defined as a data source name (DSN) via ODBC using SQL-Server ODBC driver.

  1. Select Sales Manager on the Start-Program bar, then select Sales Manager OR Double-click on Sales Manager icon on the desktop. This displays the Sales Manager Launcher.
  2. Select Utilities > Configure Datasource from Sales Manager Menu..
  3. Enter or browse for the folder where Sales Manager front-ends are installed; click Set.
  4. Enter or browse for the older where the database files and security files are located on the server computer hosting the database; click Set
  5. Select the datasource registered for Sales Manager datasource (e.g. ZSALES)
  6. Click Reconnect To Data.
  7. At the prompt enter your user name (and password, if required) then click OK.
  8. You will be prompted appropriately on completion. Exit the interface and proceed to run Sales Manager.

To run Sales Manager

  1. Select Sales Manager on the Start-Program bar, then select Sales Manager OR Double-click on Sales Manager icon on the desktop. The Sales Manager Launcher interface below is displayed.

  1. Click Click Here Launch Sales Manager On SQL-Server. You will be prompted for a username and password.
  2. Enter your user name and password (if you have defined one for your user name)
    1. If this is the first time, enter user name as mainuser with no password.
  3. Click OK. The program will start displaying the main interface below

  1. The System Administrator must create all the users of the software via the menu.

File->Create Users and Assign Privileges.

Specifying your password

Before you continue to use Sales Manager for your operations, you must be aware that there is one function every registered user of Sales Manager can perform. This is to change his/her password. Passwords must be secret to the user; even the system administrator should not be aware of your password. The system administrator(s) can only clear your password, if you forget it, to allow you to specify another one.

The procedure for changing your password is simple and is as follows:.

  1. Select “Change Password” from the File menu on the main interface.
  2. On the resulting enter your Old Password in the appropriate field (Leave blank if you do not have a password or you are specifying one for the first time).
  3. Enter your new password in the field labelled “New Password”
  4. Enter the new password again in the field labelled “Verify”
  5. Click “Specify Password”.
  6. You will be prompted if the New Password and the Verify do not match exactly. You must re-enter both again to ensure registration of the password.

The next time you log on to Sales Manager, you will be required to specify this password with your user name to gain access.

System Administration Functions

The System Administration functions include the following operations.

  • Set Current User’s Privileges
  • Connect To Datasource
  • Create Users and Assign Privileges
  • Audit Trail
  • Defaults
  • Backup
  • Restore Backup
  • Compact\Repair data

Connect To Data Source

Provides means to connect/re-connect to Sales Manager SQL-Server database if

  • the database has moved to another directory on your workstation or
  • the database has been moved to different computer on the network or
  • the ODBC Datasource Name of the data has changed or database has been modified.

This is another means of establishing connection to the data source from within Sales Manager program. It is however advised to perform this operation from the Sales Manager Launcher.

  1. Click Connect to Data on the File menu.
  2. On the interface displayed below, click the radio button labelled “Connection String”
  3. Click Browse to display the ODBC Database Administrator
  4. Select the datasource name from Machine Data Source tab

(Note: The database is as an ODBC data source name (typically ZSALES).)

  1. Click Connect to establish connection with the source of data. You will be prompted appropriately on completion.

Note that this is an alternative method to connecting to data complementing the approach used in the “Sales Manager Installation Guide” guide.

You have now established connection with the database. This procedure must be repeated on every workstation on the network where Sales Manager will be run, since they will share the same database. Furthermore, all users have access to this function.

Security and Confidentiality – Creating Users and Assigning Roles

In this section we will learn how to create new users of Sales Manager and assign Security Levels and Module Access levels to them. You must have Managers/Supervisors security level to perform these operations; the default user, “mainuser”, has this privilege.

  1. Double-click on Sales Manager icon on the desktop.
  2. On the resulting interface click Launch Sales Manager Login with your user name and password (if any).
  3. Select File menu.
  4. Select Create Users and Assign Privileges. This displays the interface below.

To create a new user

  1. Click Add User
  2. Enter the name of the user in the text box labelled User Name
  3. Click Save User to create the user and add to users list
  4. Click Finish to complete the process an enable other utilities.

To remove a user

  1. Select the user from the list and click Remove User

To clear a user’s password

  1. Select the user from the list and click Clear User Password

(Note: Remove User & Clear User Password will be inactive if creation of a user is still in progress)

To specify the security level to be assigned to a user

The security level assigned to a user defines if the user can add new information, modify existing information, delete information and have access to system administration functions. Once you create a user you should assign the user a security level to allow access. The security levels available are enumerated in the table below.

Module Privilege/Role Description
Managers/Sys Admin
  • Addition, modification and deletion of data
  • System Administration functions
Operations
  • Addition and modification of data, excluding the System Administration.
General Users View data only, excluding the System Administration
No Access Access denied

From the User Accounts interface above,

  1. Select a user from the list and
  2. Click the desired security level

To specify module access levels of a user

The Module Access assigned to a user also depends on the roles or work scheduled for the user. Once you create a user you should then assign the modules that the user can access.

From the User Accounts interface above,

  1. Select a user from the list and
  2. Under the group Module Access to Selected User
  3. Click to mark all the modules that the user can access

Possible Module Access levels are listed below.

Direct Sales
Procurement
Credit Sales
Managers
Operational Data
System Administration

Audit Trail

The Audit Trail is a log of information on key activities, providing an effective tool to monitor activities on Sales Manager. It captures the activities of each operator and each record is stamped with a date and time the activity took place.

  1. Click Audit Trail on the File->System Administration menu t displays the interface below.
  2. To view the audit trail for a particular operator select the operator from Operator combo box.
  3. To view the audit trail for a particular duration, enter the date range in From Date and TO text boxes. If an operator is already selected, the audit trail of activities done by the operator for the date range specified will be displayed.
  4. To view the audit trail for all activities to date, click “Requery”.
  5. Close the interface on completing your activities.

To print the audit trail

  1. Enter the appropriate dates range.
  2. Select an operator from the operator’s combo box, if desired.
  3. Click Preview. A preview of the audit trail will be displayed on the screen in report form
  4. Click Print. The audit trail for the specification will be printed.

To prune the audit trail

  1. Enter the appropriate dates range.
  2. Select an operator from the operator’s combo box, if desired.
  3. Click Prune Audit Trail. This will delete the log for the specified date range and/or operator

Default Settings

  • Default settings are information about the location of program files and connection information.
  • Each workstation on the network can have its own settings, by modifying the parameters accordingly.
  • The standard settings are global to all workstation, so clicking Apply As Standard will make the settings on your workstation the standard setting.
  • Click Restore Standard restore standard settings to overwrite you local workstation settings.
  • The company details tab is simply information on location of the company.

It is important to note that the connection string and database name must be the same for all workstations connected to the same database on the server. This ensures all users are sharing the same data for consistency of information processing.

Backup, Restore and Shrink data

Backup, Restore and Shrink operations are performed via the SQL-Server Management Studio. It is recommended that you backup Sales Manager database regularly. If Sales Manager is used on a daily basis, daily backups are strongly recommended. Shrink operations are performed automatically since the database has been set up for AUTOSHRINK.

If you are using the full version of SQL-Server, backups can be scheduled to perform periodically. With SQL-Server Express 2005, you must backup via the management studio.

If the SQL-Server Management Studio is not available, you can use the Housekeeping module bundled with Sales Manager. The interface is displayed with below. You must modify the scripts used by this utility to reflect the database name, database files (.mdf and .ldf files) and the directory location of the files. The following scripts must be modified accordingly.

  • AttachVT.sql
  • ShrinkV.sql
  • BackupV.sql
  • DetachV.sql
  • RestoreV.sql

These script files are pre-installed when you install the housekeeping module, typically on the server computer.

  1. Select Housekeeping from Sales Manager group on the Programs menu or Double-click on Housekeeping on the desktop. This displays the interface below.
  2. Enter the SQL- Server Instance name in form of computername\sqlexpress.
  3. Enter the database file name (.mdf file) with full path definition (or click Locate Database file and browse the disk and select the appropriate file.
  4. Enter the database log file name (.ldf file) with full path definition (or click Locate Database Log file and browse the disk and select the appropriate file.
  5. Enter the name of the database; e.g ZSALES.
  6. Enter or browse for the directory location of the configuration script files.
  7. Click the button indicating the facility you want to perform.
  • Attach: To attach the database to a server
  • Detach: to detach the database from the server
  • Shrink: to remove empty file pages from the database
  • Backup: to backup the database
  • Restore: to restore database from backup
  1. Click Exit when you have finished.

Sales Manager Operational Data

The table below lists the operational data that need to be defined to configure Sales Manager for your site.

Operational Data Usage\Purpose
Set Transaction Date  
Specify Expense Folio  
Charge Account Codes  
Expense Codes  
Operational Defaults  
Units Bases  
Units Categories  
Units of Storage of Drugs  
General Operational Data  

Defining operational data

Only users with operational data module access privileges have access to these functions. Operational data information is strategic to proper operation of Sales Manager and as such access to its functions must be controlled.

In each case, select the required menu and Add or Modify information as required.

  1. Click the button required or select the menu required
  2. To enter new record
    1. Click Add
    2. Click Save to save the record.
  3. To modify existing record.
    1. Navigate to the record of interest
    2. Click Modify.
    3. Change the information.
    4. Click Save

Set Transaction Date

This specified the date of transaction. The user must ensure that the date of transaction is correct since Sales Manager does not rely on the system date to stamp transaction operations. A user without knowledge of the impact date and time on the operations of Sales Manager could change the system date and time.

Specify Expense Folio

The Expense Folio defines the folio where expenses incurred by the company are recorded. The folio is typically the name of your company, although you can specify a specific customer created for expense monitoring.

Define Charge Account Codes

Charge Account Codes defines services and charges that are debited\credited to customers\suppliers.

Define Customer Status

Defines all the possible status of a customer\supplier.

Define Expense Codes

Defines the expense codes used by your company.

Operational Defaults

General Operational Data

Closing Postings For the Day

It is important to note that key operations of Sales Manager is to manage and monitor financial transactions relating to sales, invoicing and expenses transactions. These transactions must be stamped with the date that transactions where carried out.

In Sales Manager does not depend on the computer date since the computer date can be inadvertently changes by a user or, in extreme cases, the computer bios may be faulty. This will affect the integrity of the date stamped.

Sales Manage has the facility to set the transaction date globally via Set Date button on the main interface or Set Transaction Date on the Operational Data menu.

On completion of transactions for a particular day we must ensure that the date for the next day is set correctly and also that we do not post transactions into a different date. We implement this with the facility to automatically close the postings for the current date and automatically set the date to the next day.

To do this operations:

  1. Click Close Day Postings on the main interface.
  2. Click Close Postings on the resulting interface and respond accordingly to the messages.
  3. On completion click Exit.
  4. You will notice that the date on the main interface would have been changed to the next day. If you try to post to the previous day you will be prevented to do so and be prompted accordingly.
  5. THIS PROCEDURE MUST BE PERFORMED AT THE END OF EACH DAY’S TRANSACTIONS.

Customers and Suppliers Information Management

In this section we will learn how to

  1. Create Customers information
  2. Create Suppliers information
  3. Reports on Customers and Suppliers.

The menu used for these operations are labeled Customers and Suppliers with the following menu items

  • Customers List
  • Customers Information (Data Entry and Modifications)
  • Suppliers List
  • Suppliers Information (Data Entry and Modifications)

Customers Information

To display the list of Customers

  1. Click List button on the main interface beside the Customers button or select Customers List from the Customers and Suppliers menu. This will display the interface below, listing all the customers in your database.
  2. Navigate to the record of interest and double click on the left hand edge of the record to display customer’s details or account statement detailing transactions and balance of the customer.

To register a new customer

  1. Click Customers on the main interface or select Customers Information (Data Entry and Modifications) from the Customers and Suppliers menu.
  2. This will display the interface below
  3. Click Add at the bottom left hand corner of the interface to clear the text boxes ready for data of a new customer.

  1. Enter the details of the customer in the appropriate text boxes.
  2. Click Save when you finish. The changes will replace existing information on the customer.
  3. To modify existing customer’s details, navigate to the customer or locate the customer by selecting the customer from the combo box Select at the top of the interface.
  4. Click Modify; then make changes to the details in the required text boxes.
  5. Click Save.

Suppliers Information

To display the list of Suppliers

  1. Click List button on the main interface beside the Supplier button or select Suppliers List from the Customers and Suppliers menu. This will display the interface below, listing all the suppliers in your database.
  2. Navigate to the record of interest and double click on the left hand edge of the record to display supplier’s details or account statement detailing transactions and balance of the supplier.

To register a new supplier

  1. Click Suppliers on the main interface or select Suppliers Information (Data Entry and Modifications) from the Customers and Suppliers menu.
  2. This will display the interface below
  3. Click Add at the bottom left hand corner of the interface to clear the text boxes ready for data of a new supplier.

  1. Enter the details of the supplier in the appropriate text boxes.
  2. Click Save when you finish. The changes will replace existing information on the supplier.
  3. To modify existing supplier’s details, navigate to the supplier or locate the supplier by selecting the customer from the combo box Select at the top of the interface.
  4. Click Modify; then make changes to the details in the required text boxes.
  5. Click Save.

Products Information Management

In this section we will learn how to

  1. Create products information
  2. Create products packages
  3. Register stock with serial numbers
  4. Generate Pro-forma invoices
  5. Monitor products movements and generate bin cards

The menu used for these operations are labeled Products Information with the following menu items

Products Groupings

Products List

Products Full Details (Data Entry and Modifications)

Products Search

Products Packages Names

Products Packages Details

Product\Stock Registration

Product\Stock Movements and Bin Cards

Pro-forma Invoices

To display the list of products

  1. Click List button on the main interface beside the Supplier button or select Products List from the Products Information menu. This will display the interface below, show your products in a list.
  2. Navigate to the record of interest and double click on the left hand edge of the record to display products’s details.

To register a new product

  1. Click Products on the main interface or select Products Full Details (Data Entry and Modifications) from Products Information menu.
  2. This will display the interface below
  3. Click Add at the bottom left hand corner of the interface to clear the text boxes ready for data of a new product.

  1. Enter the details of the product in the appropriate text boxes.
  2. Click Save when you finish. The changes will replace existing information on the product.
  3. To modify existing product’s details, navigate to the product or locate the product by selecting the customer from the combo box Quick Search at the top of the interface.
  4. Click Modify; then make changes to the details in the required text boxes.
  5. Click Save.

Searching for Products

  1. Select Products Search from the Products Information menu.
  2. Enter the criteria for search in any of the text boxes.
  3. Click Search. If results matching the criteria are found the list of products will be displayed.
  4. Double-Click on a record on the results list to display the full details of the product.
  5. Click Preview (or Print) to preview corresponding reports on the screen (or directly to the printer). When in Preview mode send the report to the printer via File->Print menu.

Creating Product Packages

Products Packages in this context are groups of individual products that form a package. You define the names of your packages as follows.

  1. Select Products Packages Names from Products information menu. This displays the interface below.
  2. Click Add; Enter the name of the package, then click Save.
  3. To modify an existing package name; Click Modify, change the name, click Save.
  4. To print or preview the package names\details, click Print or Preview.

Details of each product package are entered as follows.

  1. Select Products Packages Details from Products information menu. This displays the interface below.
  2. Select the package via combo box labelled Package. If products have been attached to the package the list of products will be displayed in the inset.
  3. To add products on the package.
    1. Click Add;
    2. Select the Product;
    3. Enter the Quantity;
    4. Enter the Amount if different from the derived amount,
    5. Click Save.
    6. Repeat from a) to add another product
  4. To modify existing package details;
    1. Select the package;
    2. Click Modify
    3. On the list of products, change the Product, Quantity and Amount as required,
    4. Click Save.
  5. To print or preview the package names\details, click Print or Preview.

Creating Pro-forma Invoices

Pro-Forma Invoice creation is similar to creating product packages, the difference being addition of the customer and the date issued.

  1. Select Pro-Forma Invoice from Products information menu. This displays the interface below.
  2. Click New Proforma
  3. Select the Customer.
  4. Enter the Date, if different from the current date
  5. Click Save.
  6. To add the products to the proforma invoice.
    1. Click Add;
    2. Select the Product;
    3. Enter the Quantity;
    4. Enter the Amount if different from the derived amount,
    5. Click Save.
    6. Repeat from a) to add another product
  7. To modify existing pro-forma;
  8. Select the Pro-forma invoice number;
  9. Click Modify
  10. On the list of products, change the Product, Quantity and Amount as required,
  11. Click Save.
  12. Repeat from a) to modify another on the list
  13. To print or preview the pro-forma details, click Print or Preview.

Accounts Charging

In this section we will learn how to use Sales Manager to perform the following operations

  1. Direct Cash Sales.
  2. Credit Sales.
  3. Products (and Services) Procurement.
  4. Expense Account Charging
  5. Customers Balances
  6. Suppliers Balances.

The menu used for these operations is Financials with the following menu items.

Direct Cash Sales

Credit Sales

Products Procurements

Expense Account Charging

Products Balance

Customers Balance

Suppliers Balance

Clicking the appropriately labelled buttons on the main interface shown below can also initiate these operations

Direct Cash Sales

Direct Cash Sales operations are those where products are paid for as they are sold, for example, at the till in a supermarket.

  1. Click Direct Cash Sales on the main interface.
  2. Select the Product
  3. Enter the Quantity
  4. Enter the Date
  5. Enter\Modify the Amount, if required.
  6. Click Post. You will be prompted for a receipt number if a receipt has not been selected or generated for the sales transactions you want to perform.

The prompt\message will ask if you want to auto-generate a receipt.

    1. Click Yes if a new receipt is required to be auto-generated.
    2. Click No if you need to select an existing Un-Issued receipt or to generate a new receipt by clicking New Sales.

The sales transactions list will be updated with a new record and the receipt balance updated appropriately.

  1. Repeat from 2) to add other products for this sale. Note that the receipt number generated is still in context and will be used for all the transactions.

If a posting is done in error, you can remove the transaction by double-clicking on the record.

  1. When all the products to be sold have been logged, you must collect payment and post the payment.
    1. Select Payment For Sales from Product combo box. The value of the items will be displayed in Amount.
    2. If the customer hands over an amount that is more than the one displayed, enter this amount in Amount (i.e. delete the amount displayed and enter the amount given by the customer).
    3. Click Post. The correct change to give the customer will be shown in the transaction list and the Receipt Balance will be 0 (i.e. receipt has balanced)
    4. Click Issue Receipt. The interface will be cleared and receipt printed automatically on the printer.

IMPORTANT points to note when operating Direct Cash Sales.

    • A receipt must balance (i.e. Receipt Balance equals 0) before it can be Issued.
    • The amount paid by the customer cannot be less than the total cost of the items.
    • Only one payment can be associated with a receipt.
  1. Repeat from step 2) for another sale transaction.
  2. You can print\preview the receipt transactions report by clicking Print or Preview.

Simple Procedure

  1. Click Direct Cash Sales on the main interface.
  2. Select the Product
  3. Enter the Quantity
  4. Enter the Date (if different).
  5. Enter\Modify the Amount, if required.
  6. Click Post. The prompt\message will ask if you want to auto-generate a receipt; Click Yes.
  7. Repeat from 2) to add other products\items for this sale.

If a posting is done in error, remove the transaction by double-clicking on the record.

  1. Select Payment For Sales from Product combo box.
  2. Enter the amount paid by the customer in Amount (if different from the one displayed).
  3. Click Post. The correct change to give the customer will be shown in the transaction list and the Receipt Balance will be 0 (i.e. the receipt has balanced).
  4. Click Issue Receipt. The interface will be cleared and receipt printed automatically on the printer.
  5. Repeat from step 2) for another sale transaction.

Register Stock Sold

Each receipt contains a log of products sold. In cases where it is required to register the serial number(s) of all or some of the products, Sales Manager provides the facility via the Stock Registration for Sale tab.

  1. Click the Stock Registration for Sale tab. Two (2) insets will be visible; the left hand inset is for the register of products on the receipt, Receipt’s Products Register, while the right hand inset is for the products in store, Products Register Available.
  2. Select the Receipt of interest.
  3. Select the Product on Receipt. The number of the products on the receipt will be displayed.
  4. Double-click on a product register right hand inset, Products Register Available, to transfer to the receipt. Repeat this step for the number\quantity of the product.
  5. Repeat from step 3) for all products on the receipt.
  6. Repeat from step 2) for another receipt

Review Existing Receipts Transactions

There are situations where you may want perform the following:

  1. Review and print a previous receipt’s transactions,
  2. Cancel a receipt or
  3. Re-open to enter sales if the receipt was issued before completing all the transactions for the sale.

You can do any of these operations on the Previous Receipts Transactions tab.

  1. Click Previous Receipts Transactions tab
  2. Select a Receipt.
  3. To re-open a receipt to allow adding extra sales transactions or removing a transaction, Click Re-Open Issued Receipt.
  4. To cancel a receipt, click Cancel.
  5. To restore a cancelled receipt such that it can be reused, Click Restore.
  6. To print or preview the receipt, click Print or Preview.

Credit Sales

Credit Sales handles sales to customers on credit; customers’ accounts are debited with the sale and payments can be charged at later date. Each customer has a folio or account statement monitoring the sales transactions and provides the current balance of the customer at any point in time.

  1. Select Credit Sales from Financials menu or Click Credit Sales on the main interface.
  2. Select the Customer.
  3. Select the Product.
  • If payment is to be made, select Payment For Sales in Products.
  1. Enter the Quantity. If payment is to be made Quantity text box will be disabled.
  2. Enter the Date.
  3. Enter\Modify the Amount, if required.
  4. Select the Instrument and enter the Instrument Ref No; for product sales Instrument will be Invoice by default.
  5. if the sale is done on behalf of a third party, enter\select the beneficiary on Third Party.

Note that if the name is not on the list the new name will be added to the list (you will be prompted appropriately)

  1. Click Post. You will be prompted for an invoice number if an invoice has not been selected or generated for the sales transactions you want to perform.

The prompt\message will ask if you want to auto-generate a receipt.

    1. Click Yes if a new invoice is required to be auto-generated.
    2. Click No if you need to select an existing Un-Issued Invoice or to generate a new invoice by clicking New Sales.

The sales transactions list will be updated with a new record and the balance updated appropriately. If the posting is a payment a receipt is automatically generated and printed for the transaction.

  1. Repeat from 2) to add other products for this sale. Note that the invoice number generated is still in context and will be used for all the transactions.
  2. If a posting is done in error, you must nullify the transaction as follows
    • Enter the information again from Steps 2) to 8): Amount must be the same.
    • Click the Reverse Entry check box
    • Click Post. The transaction will be entered and will reverse the wrong posting
  3. When all the products for the sale have been logged, click Issue Invoice. The interface will be cleared and invoice printed automatically on the printer.
  4. Repeat from step 2) for another sale transaction.
  5. You can print\preview the invoice transactions report by clicking Print or Preview.

Register Stock Sold

Each invoice contains a log of products sold. To register the serial number(s) of all or some of the products, click the Stock Registration for Sale tab, as in direct sales transactions..

  1. Click the Stock Registration for Sale tab. Two (2) insets will be visible; the left hand inset is for the register of products on the invoice, Invoice’s Products Register, while the right hand inset is for the products in store, Products Register Available.
  2. Select the Invoice of interest.
  3. Select the Product on Invoice. The number of the products on the receipt will be displayed.
  4. Double-click on a product register right hand inset, Products Register Available, to transfer to the invoice. Repeat this step for the number\quantity of the product.
  5. Repeat from step 3) for all products on the invoice.
  6. Repeat from step 2) for another invoice.

Review Existing Invoice Transactions

As in direct sales you can perform the following with existing invoices.

  1. Review and print a previous invoices’ transactions,
  2. Cancel an invoice or
  3. Re-open to enter sales if the invoice was issued before completing all the transactions for the sale.

You can do any of these operations on the Invoice Transactions tab.

  1. Select an invoice from Invoice Transactions tab.
  2. To re-open an invoice to allow adding extra sales transactions or removing a transaction, click Re-Open Issued Invoice.
  3. To cancel an invoice, click Cancel.
  4. To restore a cancelled invoice such that it can be reused, Click Restore.
  5. To print or preview the invoice, click Print or Preview.

Customers Folios (Account Statements)

The folio or account statement of each customer shows the list of all sales and payment transactions relating to the customer.

  1. The Customer Account tab displays these folio transactions and you can print or preview the account statement by clicking Print or Preview on the tab.
  2. The balance of the folio indicates if the customer is in credit with you (Blue) or in debit (Red).
  3. Click Display Customer’s Account to update the folio to reflect new transactions that may have been entered for the customer. This is particularly useful in multi-user operation where user on another workstation may have entered new transactions in the folio.

Products (and Services) Procurement

Products Procurement facility handles the purchase of products from your suppliers. It also handles provision of other services other than products. Each suppliers account is credited with the cost of the products (or service) procured. Payment to the suppliers will be debited and the balance with each supplier is available at any time.

  1. Select Products Procurement from Financials menu or Click Products Procurement on the main interface.
  2. Select the Supplier.
  3. Select the Service\Product.
  • If payment is to be made, select Payment For Stock Procurement.
  1. Enter the Quantity. If payment is to be made Quantity text box will be disabled.
  2. Enter the Date.
  3. Enter\Modify the Amount, if required.
  4. Select the Instrument and enter the Instrument Ref No; for product procurement Instrument will be Delivery Advice by default.

  1. Click Post. You will be prompted for a delivery advice number if a delivery advice has not been selected or generated for the sales transactions you want to perform.

The prompt\message will ask if you want to auto-generate a delivery advice.

    1. Click Yes if a new delivery advice is required to be auto-generated.
    2. Click No if you need to select an existing Un-Issued Deliveries or to generate a new delivery advice by clicking New Delivery.

The procurement transactions list will be updated with a new record and the balance updated appropriately.

  1. Repeat from 2) to add other products for this procurement. Note that the delivery advice number generated is still in context and will be used for all the transactions.
  2. If a posting is done in error, you must nullify the transaction as follows
    • Enter the information again from Steps 2) to 8): Amount must be the same.
    • Click the Reverse Entry check box
    • Click Post. The transaction will be entered and will reverse the wrong posting
  3. When all the products for the procurement have been logged, click Issue Advice. The interface will be cleared and delivery advice printed automatically on the printer.
  4. Repeat from step 2) for another procurement transaction.
  5. You can print\preview the delivery advice transactions report by clicking Print or Preview.

Register Stock\Products Delivered

When you procure products, it is customary to register the serial numbers of the products so that each item is identified uniquely. This information is then used to register the product when customers buy them to satisfy warranty and guarantee issues.

In Products Procurement module, when you Post, templates are automatically generated for registering the products procured whereby each item has a related templates with unique serial numbers. The actual serial numbers can then be entered to reflect the particular item.

  1. Click Products on Delivery Advice tab and select a delivery advice to view the templates.
  2. Click Modify and enter the appropriate serial numbers for each item in Serial No. We have provided and extra field labeled Internal Code to allow you to define your own identification number for the item, if your company policy requires it own product code.

Review Existing Delivery Advice Transactions

To review existing delivery advices;

  1. Select a delivery advice from Delivery Advice Transactions tab.
  2. Click Print or Preview.

Suppliers Folios (Account Statements)

The folio or account statement of each supplier shows the list of all sales and payment transactions relating to the supplier.

  1. The Supplier Account tab displays these folio transactions and you can print or preview the account statement by clicking Print or Preview on the tab.
  2. The balance of the folio indicates if you are in credit with the supplier (Blue) or if you owe (in debit) the supplier (Red).
  3. Click Display Supplier’s Account to update the folio to reflect new transactions that may have been entered for the supplier. This is particularly useful in multi-user operation where a user on another workstation may have entered new transactions in the folio.

Expense Account Charging

You can track your operational expenses using the Expense Account Charging facility.

  • All your expenses would have been defined via Expense Codes on the Operational Data menu.
  • You would also have set the folio to which to charge your expenses via Specify Expense Folio on the same menu. We recommend the expense folio be your company name, which should be created as customer.
  1. Select Expense Account Charging from Financials menu or Click Expense Account Charging on the main interface.
  2. Select the expense from Product or Charge.
  3. Enter the Date.
  4. Enter\Modify the Amount, if required.
  5. Select the Instrument and enter the Instrument Ref No; for product procurement Instrument will be Delivery Advice by default.
  6. Enter\select the Beneficiary.

  1. Click Post. The transactions list will be updated with a new record and the balance updated appropriately.
  2. If a posting is done in error, you must nullify the transaction as follows
    • Enter the information again from Steps 2) to 8): Amount must be the same.
    • Click the Reverse Entry check box
    • Click Post. The transaction will be entered and will reverse the wrong posting
  3. Repeat from step 2) for another expense.
  4. You can print\preview the expense folio report by clicking Print or Preview.

New expenses can be entered by clicking Expense Code and specify the folio by clicking Expense Folio.

Products Balance, Customers Balance and Suppliers Balance

On the main interface or from the Financial menu you click or select

  • Products Balance
  • Customers Balance
  • Suppliers Balance

This will reflect the stock balances, customers’ balance and suppliers’ balances in your books.

Reorder List, List of Debtors and List of Creditors can also be printed by clicking the appropriately labeled buttons on the interface.

Enquiries & Report

Typically, reports can be generated for the following

  • Sales Invoices
  • Sales Receipts
  • Delivery Advices
  • Product Movement History
  • Product Bin Cards
  • Customer Account Statements
  • Suppliers Account Statements
  • Products Reorder List
  • Customers Balances
  • Suppliers Balances
  • List of Creditors
  • List of Debtors

These reports can be viewed by clicking appropriately labelled buttons on the main interface. Some Key reports are also grouped into Daily Reports, Monthly Reports and Yearly Reports to provide summaries and transaction details accordingly.

You would, however, have noticed from using Sales Manager that relevant reports can be printed or previewed from each of the interfaces\forms relating to the subject matter dealt with on the interface. Such interfaces\forms will typically have buttons labeled Print and Preview. For example, on the Customers Information entry and modification form you can print or preview the following reports.

  1. Customers List
  2. Customers Details
  3. Customers Invoices
  4. Customers Receipts
  5. Customers Account Statement

These reports can be generated for the customer in focus and for all customers.

Sales Invoices, Receipts and Delivery Advices Reports

We will work with Sales Invoices Reports; Sales Receipts and Delivery Advices Reports are generated in the same way.

  1. Select Sales Invoices from the Enquiries & Reports menu. This displays the interface depicted below list all the invoices for the current date.
  2. To preview the invoice details, double-click on the left hand edge of the invoice record of interest.
  3. Select the type of report (if prompted) and then click OK. Te report will be printed on the screen.
  4. Select Print from the File menu to send the report to the printer.
  5. If the report has multiple pages and you require to print one or more of the pages, type Ctrl+P. The printer interface will be displayed from which you can define your printing options. Click OK to send to the printer.
  6. The text boxes at the top of the invoices list interface are for filtering the list of invoices according to the criteria specified in the boxes. You can filter by Date, Customer, Status (Paid, Issued) and the Invoice number.
  7. To display all invoices generated to date click Clear Criteria.

Similar procedure is followed for Receipts and Delivery Advices.

Daily, Monthly and Yearly Reports

Daily, Monthly and Yearly Reports facilities are on the Enquiries and Reports menu. They provide daily, monthly and yearly summaries of the transactions performed. The interfaces in the following 3 sections show the scope of reports available and you can filter accordingly for reports on a specific date, a month of the year, and for a particular year.

The following reports are available in a each case.

  1. Sales Totals
  2. Procurement Totals
  3. Payment Logs
  4. Product Totals
  5. Sales Receipts
  6. Sales Receipts Totals
  7. Sales Invoices
  8. Sales Invoices Balances
  9. Delivery Advices
  10. Expense Transactions
  11. Expense Totals

Daily Reports

This provides reports on transactions and summaries for a particular day.

  1. Select Daily Reports from the Enquiries and Reports menu.
  2. Click on the button depicting the report you want.

Monthly Reports

This provides reports on transactions and summaries for a particular month of a year.

  1. Select Monthly Reports from the Enquiries and Reports menu.
  2. Click on the button depicting the report you want.

Yearly Reports

This provides reports on transactions and summaries for a particular year.

  1. Select Yearly Reports from the Enquiries and Reports menu.
  2. Click on the button depicting the report you want.

Staff Information

Sales Manager provides a sub module to manage information on the staff of your company. To display list of staff

  1. Select Staff List from Staff Details menu. This displays the list of staff shown below.
  2. To move to a particular staff, select the staff from the combo box Locate Staff.
  3. Double click on the left edge of the record to display full details of the staff.

To search for staff details

  1. Select Staff Search from the Staff Details menu. This displays the search interface shown below.
  2. Specify search criteria in Basic Search tab (and Extended search tab).
  3. You can search by one or a combination of
    1. Name,
    2. Surname,
    3. Middle name,
    4. First name,
    5. Gender,
    6. Designation
    7. Qualification
  4. Click Search. Results matching the specified criteria will be displayed.

To create details of a new staff

  1. Select Staff Full Details from Staff Details menu.
  2. Click Add
  3. Enter staff details in the
    1. Employment Information tab
    2. Physical Features tab and
    3. Contact Information tab
    4. Click Insert Photo, locate and select the staff photo file on your computer.
  4. Click Save.
  5. You can print\preview staff details via print\preview button.
  6. To modify details, click Modify, change the detail(s) you want, and then click Save.

Exporting Reports to other file formats

You would have noticed by now that you can print set of reports from each of the interfaces. All reports can be printed directly to the printer or preview on the screen. However, Sales Manager offers the flexibility to export report in several file formats such as Microsoft Excel, rich text, snapshot format and any other format supported on your system.

To export to other file format

  1. From the preview of the report as shown below, select Export from File->Export Information menu.
  2. The dialog box shown below will be displayed.
  3. Enter the file name in File name.
  4. Select the file type to export to in Save as type; e.g. Microsoft Excel
  5. Navigate to the directory\folder to put the file.
  6. Click Save.
  7. The report will be saved as the specified file type.

To export the report as an attachment to e-mail

  1. Select Mail Recipient (As Attachment) from File->Export Information menu.
  2. Select the file format on the interface displayed, then Click OK.
  3. Depending on your Internet settings, specify appropriate settings to send the file as an attachment

Appendix

Example Reports