Connected 7 Demo Guide - Accountek Solutions

4 If your find criteria does not generate a list, enter the item to search for or the first few characters. For example, if you were looking for a particular customer by name, select Customer Name from the drop down list and enter the first few characters, of the account description as shown in the screen below. 5 Press ENTER or click the Find button to complete the find and load the results. Find First Click the Find First icon to display the first entry or record based on the current Find index. Examples of find indexes for Inventory Items would be Item Code or Item Description. Find Previous Click the Find Previous icon to display the previous record or entry. For example, if you are in a customer screen and you click the Find Previous icon CONNECTED will bring up the record that immediately precedes the current. Examples of a Find indexes for customers would be Customer code and Customer name. Find Next Click the Find Next icon to load the next record or entry based on the current Find criteria. For example, if you are in a customer window and you choose this command, the next customer will be displayed. Find Last Click the Find Last icon to automatically display the last entry or record based on the current Find index. Sorting Screen Information Some of the lists contained on some of the CONNECTED screens can be re-sorted by the field headings that appear over the list. These fields are easily identified by the column headings shown in the screens below. The field that is chosen will become highlighted until another field is selected to sort with. The arrow to the right of the sort headings indicates the direction of the sort. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 15

Mac OS: Windows: CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 16

Data Entry Example: Entering, Printing, and E-mailing Customer Invoices The following section will provide an example of how data is entered into CONNECTED. Although this example references Customer invoices, the concepts are very similar within all CONNECTED entry screens. TIP: The invoice form can be customized for printing. Refer to the Customizing the Layout of your Forms section later in this guide for detailed information. When an invoice is entered and saved, it is not posted. The invoice can be modified or deleted at any time before posting takes place. When a group of invoices is posted, customer balances, detail in the activity ledgers, and the General Ledger are all updated simultaneously. Posted entries cannot be modified or deleted. To enter an invoice for a customer: 1 Select Account Invoices from the Connected Navigator or the A/R menu, as shown in the following screen. The following Account Invoices window appears. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 17

2 Click Add . TIP: Invoice numbers can be automatically assigned or entered manually. For this example the number will be automatically provided when the invoice is saved. 3 Enter the Customer the invoice will be entered for by pressing TAB while in the Customers field. A customer list will appear for you to choose from. Select Accountek Solutions, as shown in the following screen. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 18

4 5 The Date defaults to the current date. If you want to change it, press DELETE and enter the desired date or just type over it. There are tabs for Bill To/Ship To, Lot/Serial No’s (optional), Credit Card, Custom Sales Fields, and Accounts. Each tab can have the default customer information changed. For the purpose of this example, the Accounts tab will be the only one explained in detail later in this section. TIP: Although it is not explained in this example, a customer can have multiple shipping addresses and each address can have a unique tax code. 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Enter the Qty (quantity) of product being invoiced. For this example enter 10. Enter the Item No (number). Press TAB to select from the Inventory Items pop-up list. The description of the item automatically appears. Choose item E102 – Portable 32GB MP3 Player from the list and press TAB. The Description can be modified for the item and allows 1,028 characters of text per invoice line. Enter any changes you wish to see and press TAB. Enter the quantity to Ship and press TAB. For this example, enter 10. The default selling Price of the item appears and can be changed if required. Press TAB. Enter a discount Dis % if you would like to see the line discounted by Percent. This feature can be customized to allow a dollar line discount instead of a percent. Press TAB and the line will be added to the invoice. Your cursor will be back in the Qty field. Press TAB to move to the footer and finish the entry. Enter a PO No (number) in the field provided. The PO No field is searchable so any information entered can be referenced in a lookup at a later date. Enter the Ship Via information – Fed-Ex, Ground, UPS, for example. Enter the FOB location – Your Dock, for example. The Weight of all of the items that were entered on the invoice with a ship quantity will appear if you assigned a weight to each inventory item. This can be useful in helping to determine the shipping charges for the invoice. Type in any Comments that should be printed on the invoice. Customers can have default invoice comments that are specific to that customer only Enter any changes to the Tax Code, Terms Code, and Sales Rep if appropriate. This information has defaulted from the customer record and can be changed as required. If freight is being added to the invoice, enter the amount in the Freight field. When the invoice is posted, the freight revenue account is automatically credited. This field is available if you selected the Use Freight in the A/R Defaults window. The freight revenue account used is the one defined in the Freight Revenue field of the A/R Accounts window. Press ENTER or click the checkmark icon to save the information. The invoice number will now be assigned and the invoice will look similar to the following screen. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 19

Changing the G/L Account Distribution of a Customer Invoice You may want to change the account distribution that is automatically generated by the default account settings when an invoice is saved. To change the default account distribution of an invoice: 1 While viewing the invoice, click the Accounts tab as shown in the following screen. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 20

2 Click Modify. The following message will appear. 3 Select the line you want to modify by clicking. It will appear in the top line. Lines that cannot be modified will appear in light gray print. Enter the new G/L account number over the old, and press TAB. The description of the new account appears. The number in the debit field now becomes highlighted and you can change the amount. Repeat steps 3-5 for other modifications. 4 5 6 7 8 Click the add line icon in, located in the bottom left of the window, to start a new line or highlight a line and click the delete line icon to remove a line from the account distribution. Press ENTER or click the checkmark icon to save. E-mailing an Invoice NOTE: Please refer to the System Requirements section at the beginning of this guide for information on compatible e-mail software on both Mac and PC platforms. To attach a PDF copy of an invoice to an e-mail message: 1 2 3 Select Account Invoices from the A/R menu. Use the Find command to locate the invoice you wish to send. Click the Contacts icon and select Address E-mail Message from the drop down menu, as shown in the following screen. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 21

The following Address Email Message window appears. 4 5 6 7 Select the contacts and sending options in the Customer Contacts pane (left pane) of the window. Choose from To, CC, or BCC. Only contacts with a checkbox in one of these areas will be included as message recipients. Select the internal contacts from the Company Contacts pane of the window. Click the Attach pdf of Invoice No 0000 to message checkbox in the bottom left corner of the window. Click the Compose button to open a blank e-mail message with the chosen recipients. Click the Done button when complete to exit the window. Printing an Invoice TIP: The invoice form can be customized for printing and you can select from any of your saved customized forms when printing an invoice. Refer to the Customizing the Layout of your Forms section later in this guide for detailed information. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 22

An invoice can either be printed from the Account Invoices window, like any other entry screen in CONNECTED (Purchases, Timesheets, Purchase Orders.), or from the Invoices report located under the A/R Reports menu. To print an invoice that you are viewing on screen, click the Print icon located in the top left corner of the window and choose a report destination. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 23

Posting Transactions When transactions are entered into CONNECTED they are saved but not posted. This means that until the posting function is performed general ledger accounts, inventory stock levels, customer balances, vendor balances, jobs, and all reports will not be updated. To post transactions: 1 Select the module menu that you wish to post in and choose the appropriate option. For example, select Post Sales from the A/R menu. Other examples would be posting journal entries from the G/L menu or purchases from the A/P menu. TIP: Most entry screens in CONNECTED have a Quick Post entry versus a group of entries. 2 option to post a single Choose which transactions you wish to post by selecting from the different criteria. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 24

3 Click the Review Sales button to generate the final pre-posting report. A final Warning message will appear indicating that the posting process is final and that if accepted, adjusting entries will be required to make any corrections. Click OK to review and print the entries, as shown in the screen below. 4 The report will default to the Detail List that shows the detail of each entry. To view the G/L distrubution summary, click the Distribution tab at the top. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 25

6 To print either of these pre-posting reports, click the Print icon in the top left of the window to view the print menu. The print-out will only be for the current screen selection. 7 8 To finish the posting click the Proceed icon in the right or click Cancel the posting. When posting is completed the following message will appear: 9 Select OK to proceed. CONNECTED 7 – Demo Guide Revised: 01/10/2012 to exit and abort P a g e 26

Customizing the Layout of your Forms CONNECTED‟s form customization feature allows you change the look and content of your forms. The following forms can be modified: Invoice (Cash Invoice, Credit Memo, and Debit Memo), Customer Statement, Check, Sales Quote, Sales Order, Packing Slip, Manufacture/Work Order, Customer/Vendor Labels, Shipping Label, Purchase Order, and Estimate. Some forms require either the Inventory Control or Job Costing module to be used/customized. You can change the layout of your form, add text fields, add form fields, draw lines and boxes, move fields, and change the font and style of print. Customized forms can be saved, exported and selected as required. CONNECTED forms are portable across different data files using the import/export feature. Step 1: Open Forms Window for Specific Module (A/R, A/P, J/C, I/C) and Select Form Type Choose Company Setup from the File menu and choose from A/R Forms, A/P Forms, I/C Forms, or J/C Forms options. The following forms window will appear (A/R Forms shown below). CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 27

From the Show Forms drop down menu, choose the form type that you wish to see a list of forms for. Depending on the modules being viewed in the demo, the options will vary. Step 2: Open Editor Window and Set Form Margins To choose a specific form for customization: Point and click to highlight the form you wish to modify, as shown in the following screen. Click the Customize button to open the Custom Form Editor window as shown in the following screen. This window is explained in detail in the following sections. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 28

When the Custom Form Editor is first opened, it will default to the General tab in the bottom portion of the window as shown in the screen above. Enter the Top Margin and the Left Margin for printing. If you have defined form printing margins in the User Preferences window, a note will appear to the right of these fields indicating the value that has been entered. If nothing is entered, these values will be used. Step 3: Customize and Preview Form The following sections explain how to use some of the tools in the Form Editor Window to customize your form. Adding a Form Field Form fields are those that appear in transaction windows or a related area. For example, when editing a customer invoice form, you can add fields from both the Account Invoice window and also from the Customers window To add a form field (the following steps are illustrated on the following page): 1 2 3 Click the Form Field icon in the top toolbar. Move your mouse pointer over the form and you will notice the pointer change. Click and drag the pointer where you want to add the field. Dragging the pointer allows the field to be resized. After adding the field to the form, define the field definition. Choose the appropriate field from the Form Field list in the bottom portion of the window under the Fields tab. TIP: See the following screen for a visual illustration of the steps above. CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 29

After the field definition is set, click on the field to make it active for resizing and make any necessary changes. To move the field click and hold your mouse button and drag the field to the desired location. To Delete a field, click on the field that you wish to delete and press the DELETE key on your keyboard or select Cut from the Edit menu. Adding Text and/or Labels to a Form To add text or labels to a form: Click either the Label icon or the Text icon from the window toolbar. Move your mouse pointer over the form and you will notice the pointer change. Click and drag the pointer where you want to add the field. Dragging the pointer allows the field to be resized. The field will appear blank. Double click it to open the following text edit window. Enter the desired label or text and make any formatting changes required. Click outside the text box to close it and see the changes reflected on the form. Adding a Line or a Box to a Form To add a line or box to a form: CONNECTED 7 – Demo Guide Revised: 01/10/2012 P a g e 30

1 2 3 Click either the Line icon or the Rectangle icon from the window toolbar. Move your mouse pointer over the form and you will notice the pointer change. Click and drag the pointer where you want to add the field. Dragging the pointer allows the box or line to be resized. When the mouse button is released, the Fields tab will become active in the bottom portion of the window. Make any necessary changes to the size, color, back color, or line style. Changing Fonts and Styles The CONNECTED forms editor allows a total of eight fonts for use on your forms. Six fonts are included by default and two can be selected as your custom fonts. To specify fonts and styles of labels and fields: 1 2 Click on the field or label that you wish to change the font and/or style of. Use the options under the Text tab, at the bottom of the screen to make the necessary changes. The follow screen shows the options available for a field or text label. Previewing Custom Form Before you save and begin using your customized form you can perform a test print to see if the layout matches your company requirements. Click the Print to Screen icon form on screen. Use the Print return to the editor window. and view the option to send a sample to your printer. Close the window to Save Changes and Exit Window Before exiting the Custom Form Editor you must save your changes. Click the button labeled Save in the bottom right of the window. Once you have saved the form, click Finish to exit the editor window. Step 4: Specify Form(s) to be Used Prior to using/printing your customized forms a selection must be made for printing use and also for PDF ou

2 Double clicking the Connected 7 Demo icon, as shown in the screen below. NOTE: You can also find the demo using "Launch Pad" on Mac OS 10.7 (Lion). 3 After the demo is launched, the Connected 7 Demo Navigator window will appear . CONNECTED windows can be opened by clicking the buttons from the Connected Navigator or