smartsystem quick start guide - version 6floralcomputer.com/support/smartsalequickstart.pdf · a...

3Contents

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Table of Contents

Foreword 0

Part I Part 1 General Notes 6

Part II Part 2 Setting Up Basic System Functions 8

Part III Part 3 Management Menu 22

Part IV Part 4 Entering Staff, Customers andVendors 26

Part V Part 5 Entering Inventory Items 34

Part VI Part 6 Buying and Selling Transactions 42

Part VII Part 7 End of Day Processing 60

Index 0

Part

I



1 Part 1 General Notes

Floral Computer SystemsSMARTSystem™ Software Quick-Start GuideSystem Version 6.2

CONGRATULATIONS! You now have the most sophisticated and comprehensive all-around management tool for the floral industry. Its features allow you to handle the supplychain of flowers any way you would like and many things you might never even havethought of. You will find SMARTSystem™ very intuitive as to its layout and operation. Itallows you to spend more time selling flowers and making money, than being tied up ina complicated and cumber-some system. This quick-start guide is divided into fourmain sections that will assist you to get up and running rapidly.

In SMARTSystem, refer to Help on the menu bar or press the F1 key for more detailedinformation on any topic.

It is recommended that you begin using this program with the default settings then tailorthem to your needs once you have become familiar with the system. Don’t worry, experthelp is only a phone call or email away.

General Notes:1. Every major function of this software is found along the menu bar at the top of the

main window. Clicking on any of these categories activates a drop-down menu withfurther options. Some of the windows that subsequently appear have additional tabswith further selections, data or properties. It may sound complicated but it really isn’t.

2. On many data entry windows you will find along the right or bottom edge, the followingbuttons: ADD, UPDATE, CLEAR and EXIT. Some windows have additional or otherbuttons such as: MODIFY or ACTIVATE/ INACTIVATE etc. They have beenselected and placed there to save you time in performing operations appropriate tothat particular window. If you select something on a window and decide it wasincorrect, click on Clear and try again.

3. It is strongly recommended that you back-up all data and transactions at regularintervals and store them securely somewhere other than the location of yourcomputer. You wouldn’t want to lose your company data to a fire, storm or othercatastrophe! To back up your data locally, click File -> Backup Database.

OKAY! Let’s get started.

Part

II



2 Part 2 Setting Up Basic System Functions

Objective: After completing the steps in Part 2, you will have a generalunderstanding of the main components of the program and have customizedthe program for your specific company needs.

Double-click on the SMARTSystem™ icon on your desktop. A small LaunchingApplication message box appears while the program loads. This will take severalseconds. When the login window appears, type your User Name and Password in theLogin box and click the Login button.

Now you are ready to start!

Part 2 Setting Up Basic System Functions 9


Look at the menu bar located across the top of the software window. What you see arethe main categories of functionality of the system. Some of these selections are onlyused once for initial system setup. Such functions as adding product categories, units ofmeasure, or buyers are seldom used once established. The rest are used daily to placeand track orders, ship merchandise and generate all necessary shipping, bar code,reports and invoice documents.

1. Find and click the Control Information on the menu bar. The drop-down menucontains four selections. As a general rule, all drop-down menu items are arrangedwith the least-used items near the bottom.

2. Click Tax Code Maintenance



This is where you enter line items for multi-tier or out-of-state tax codes and ratesapplicable to taxable customers and associate tax codes with the appropriate G/Laccount.

If you are operating in a state that only has one sales tax rate or Canadian tax ratesapply, see page 10 and use the G/L tab to activate sales tax charges.

3. Click States/Provinces and the State/Province Table Maintenance windowopens:



This is where you set the active States/Provinces you deal with. The system has alreadybeen loaded with States but you must enter any Canadian provinces you need for Bill-To or Ship-To addresses. In the State/Province Name and State/ProvinceAbbreviation selection boxes, simply choose the State or Province you want and itsabbreviation appears, or you can select the abbreviation and get the State orProvince’s name. Until you change the status of an existing State/Province in thesystem, the Record Status box shows “A” for active. This means that the State orProvince is actively being used. If you do not ship to a particular State/Province, clickthe Inactivate button and the Record Status changes to “I”, inactive. Add any CanadianProvinces you ship to by typing the two character province code and province name.Click Apply TVQ (Quebec Selling Tax) Tax to this Province check box, if thisapplies.

4. The next item up on the Control Information drop-down menu is G/L Accounts,which is where you set-up your General Ledger account categories. Only basic G/Lnumbers from your accounting system that apply to Purchase Order, Inventory andSales operations are required. A pre-defined series of G/L numbers have beenprovided to simplify this task. Add or change any G/L number or description to suityour preference or requirements.

Note: For QuickBooks Users, your G/L Account Description is used to updateQuickBooks and must be exact to match correctly with QuickBooks. QuickBooks usesthe Account Description to update, not the G/L Number.



The buttons at the bottom of screens such as this G/L Account Maintenance Screeninclude + for adding a new item, X for deleting an item and a disc icon to save theupdated information added to the screen.

5. The final selection in the Control Information menu bar item is called SystemControl which has 10 tabs and is explained below. When you are done with these,your System Control information set-up is complete!

A) The first tab is General Info. It is very important to fill in all of the fields in this windowwith your company data, as this information, or parts of it, will be used in virtually everydocument you create. The Company Code is established and should not be changedonce established. This field is used to identify your company on the FCS Global e-hub(electronic hub/website). Our e-hub Internet site can be explained by your FloralComputer Systems representative.



Important Note: Click Save when you are done entering data on this or any of theother tabs. The default passwords can be provided by your FCS Rep:These passwords can be changed at any time.

B) The second tab is the Options window



These options will be established during your training with your FCS Rep.

C) The third tab is the Sales Options window



These options will be established during your training with your FCS Rep.

A)The fourth tab is the G/L Info window where you customize the software to matchyour accounting system general ledger. Numbers have been pre-assigned andassociated with the G/l Chart of Accounts that comes with the SMARTSystem. Youcan use them as is or enter your own general ledger accounts and descriptions.

The first 5 default categories:SuppliesFlowersFoliagePlantsConsignmentsare associated with the “Product Type” used in the inventory record and used to set thedefault G/L Accounts for a new inventory item.



Options are provided to establish a surcharge on sales orders, such as FuelSurcharges. Set the parameters as needed.If the Compute Canadian Sales Tax check box is selected the following additionalinformation is displayed at the bottom of the window to enter tax data:

B)The fifth tab takes you to the Printer Info window. This is where you tell the systemwhat printer to use for specific documents. Printers are selected by clicking on theline you wish to assign a specific printer and the Microsoft dialog box is displayed. Ifno selection is made, the default PC printer will be used. Assign specific printers onevery computer that is using SMARTSystem™ software. Each PC has its ownprinter assignment.



C)The next three tabs, SMTP Settings, FCS GLOBAL and Shipping , areestablished as part of the installation process with your Floral Computer Systemsrepresentative.

D)The Doc Selection tab allows you to select what style invoice, pick ticket, bill oflading and markup or margin pricing you prefer for your business.



E)Doc & Directory Config gives you the ability to enter Header, Footer or QuoteDisclaimer information and where to save end-of-day files and backups.



Important Note: After you have entered on a tab in steps 7A though 7H, be sureto click the SAVE button before exiting.Unless there are future changes to your company control information or accountingsystem, there should be no need for you to ever come back to the Control Informationmenu bar item.

Part

III



3 Part 3 Management Menu

Objective: After completing the steps in Part 3, all the data regarding AlternateShippers and Country Table Maintenance will be complete.

There are many menu items in this drop-down that will be skipped because they are notpart of the initial setup. We will start with the Country/Region Table Maintenancewindow.

1. Click Country/Region Table Maintenance and the following window opens:

Part 3 Management Menu 23


This table stores country/region information. It is used to identify and standardize thecountry/region names used by vendors and customers, as they apply. The FUE columnis for exports from Ecuador which require an export license Formulario Unico de Exportacion, lading or air waybill, commercial invoice and insurance policy.

2. Next click Alternate Shippers where you enter the appropriate information to drop-ship for your customer which is an option in sales order process.



Inventory management is not included as part of the initial startup, but will be covered ata later time.

Part

IV



4 Part 4 Entering Staff, Customers and Vendors

Objective: After completing the steps in Part 4, all the data regarding your ownpersonnel, customers and vendors will be entered in the system exactly as youwant it.

1. From the menu bar click Staff and its pull-down menu appears.

The categories of Territory and Division are optional and only used if yourorganization requires them. Division has been preloaded with four commonly usedselections to assign to your personnel as desired. But you can Add, Modify orInactivate these codes.

2. Click Staff Entry from this drop-down and the Staff Table Maintenance windowappears.

Part 4 Entering Staff, Customers and Vendors 27


The Name & Address tab is where you enter information for all personnel that will usethe SMARTSystem™ program and maintains their User Name and Password.

The Staff Code is usually the first name but you can use any code you like to identifysomeone.

Note the Authorization Level field. There are four levels of authorization and themeaning of each number is shown on the window. You may have staff that no longerneed access to the system. They would be assigned a “0” option which allows you tomaintain vital information regarding all active or inactive staff. There may also be somereason you might want to deny someone access to the system at some future date. TheActivate Inactivate button allows you to set an ex-staff member, who still has pendingsales & purchase orders, to an inactive status without disturbing the pending orders. Astaff member set to Authorization Level “1” will only have access to his/her sales ordersand customers.

After completing the Name & Address tab, click the Personal Information tab andcomplete that form. Nickname and initials are required. Email address isrecommended. When done click the Add button. Repeat this process for all personnel.If you have to update someone already entered, select their name on the Name &Address tab, make your changes or additions and click Modify.

3. Now click Customers from the menu bar and its pull-down menu appears.



Working this menu from the bottom up, the Customers drop-down menu provides dataentry windows for the set-up of pre-requisites you need to create actual customers in thesystem. Carrier Locations is a more advanced function and will not be addressednow.

A)Starting with Customer Groups enter associations your customers may be a part ofin the floral industry.

B)Contact’s Job Titles is a table used to standardize Contact titles used when youcreate contacts for customers.

C)In the Ship To and Ship Via windows, fill in the appropriate data. The Ship Toinformation can be added to and updated at any time. In the Ship Via window, selectthe transportation companies you are currently using and enter their information intothe block of fields under Receiving. The Shipping section is established for futureuse. This is where you established routes for your deliveries.

D)Moving up the Customers drop-down menu, the next items are Customer Termsand Customer Types. Both of these windows have been populated with informationthat is self-explanatory. Review, add or amend as needed.

E)Moving up to the next item in the Customers drop-down menu, you arrive at the



Customer Entry window. This is where you begin entering your specific customerdata.

Note: There is an Import option available under the File menu that will allow you toimport customers from QuickBooks or any other program that has a file output option inthe proper format. Select Import Customers and click the Import Help button toobtain information about the import format for vendors.

Note that this window has eight tabs in addition to the Contact Info tab which initiallyopens. Just go through and fill out the required information on each tab for eachcustomer; well, someone has to do it! Once this has been done, you will only have toreturn here to add future customers or make any changes to existing information.

F) The Customer View provides a list of all or a selected list of customers based onthe first letter of the customer name. Click the Print button to print all customers thatare in the selected display.

4. From the menu bar click on Vendors. As on the earlier windows, the Vendors drop-down is arranged so data is entered starting from the bottom.



A)The 1099 Type window is self-explanatory and contains two entries.

B)The Ship Via menu item is exactly the same as the Ship Via window filled out forCustomers and is likewise filled out with any additional ship via data that applies tocarriers you use to receive product.

C)Next up, select Farm Entry from the drop-down menu to enter information thatassociates Vendors and Farms. Complete this table to later select from whencreating vendors.

D)Next click Vendor Terms which you can use as is or add any additional paymentterms you have arranged with your vendors.

E)The next window is Vendor Type which has standard selections already entered intothe system that you can choose. Again, you can customize the software by creatingadditional categories as required.

F) Vendor Entry is where you enter all of the pertinent data for each vendor. It opensthe Vendor Table Maintenance window. There are seven tabs that provide data foruse in your purchase orders, as required by your company. The Mailing Info andRemittance Info, and Contact Info tabs are optional.



Note: There is an Import option available under the File menu that will allow you toimport vendors from QuickBooks or any other program that has a file output option inthe proper format. Select Import Vendors and click the Import Help button to obtaininformation about the import format for vendors.

Once this step has been completed, you only have one more step before you can startto issue purchase orders for your products.

The final selection of the Vendors drop-down menu is Vendor View which provides alist of all vendors or a selected list based on the first letter of the vendor’s name. Clickthe Print button to print all vendors being displayed.

At this point, your company’s “structure” is in place. You know where products comefrom and to whom you will sell. Now you need to enter the products you buy and sell!

Part

V



5 Part 5 Entering Inventory Items

Objective: After completing the steps in Part 5, you will have your productsestablished and be able to enter inventory using Purchase Orders.

From the menu bar at the top of the window, click Inventory and its pull-down menuappears.

1. As is the standard procedure, we start from the bottom of the list but in this case wewill skip the first few items and start with the item called Vendor. If the window thatopens up looks familiar, go to the head of the class! It is exactly the same one youvisited and filled out when you were compiling your vendors in Vendors -> VendorEntry. It is accessible here to provide you with more flexibility. You can enter ormodify vendor data from either the Vendors or Inventory pull-down menus.

2. Moving up, the next selection on the Inventory drop-down menu is Buyer wherespecific data for Code, Buyer Name, Authorization Level and Product Type areentered for each buyer. Just fill in the requested information click the Add button. Dothe same for each of your buyers. Note that this window provides you the flexibility torestrict certain buyers to certain product categories, if desired. Also, you can link yourstaff entries with Buyers to set certain defaults when entering PO’s.

Part 5 Entering Inventory Items 35


3. Now, we are finally getting to the flowers and supplies! The next item up in the Inventory drop-down menu is Item Location. You can indicate where flowers andother inventory items are located or stored at your company. Assigning your locationsin a simple numerical sequence (1, 2, 3, etc.) with corresponding descriptions is agood way to get started.

4. Moving up the Inventory drop-down menu is Item Classification where you specifycodes to identify “Stock” or “Non-Stock” or certain item classifcations. We put twoentries in the system; “1” for Stock and “2” for Non- Stock Items. You can addadditional classifications to your inventory items or modify existing ones. Thesecodes are used later when you enter stock and/or use the “Hot Key” feature.



5. Next is the Unit of Measure window where you assign and quantify the variouscategories of measurement. Common codes for packaging, such as quarter box andhalf box, have already been entered, along with their pertinent dimensions, such ascubic, weight, length, width, height, etc. The cubic, weight or dimension weight fieldsare used to calculate landed costs. Again, the flexibility and versatility of this programallows you to customize an existing description and/or create and define anything youdesire to suit your business.

There are two screen formats for Units of Measure. Both are presented below:



6. The next four selections on the Inventory drop-down menu are where you set up theProduct Filters called Color, Variety, Size, Item, and Category. They are useful tosearch by specified parameters. You can use any of them singly, in pairs, or anycombination up to all four at the same time to help you locate an inventory item. Thereis a Code and a Description for each selection on these four windows. Use theexisting ones or add any you want. You can enter a color/variety that may not exist, asize that is needed, a special item group, a unique category and a type. For example,you might enter a Color of “Bi-color,” a Size of “50 cm,” an Item described as“Alstromeria” and a Category of “Fresh Cut Flowers.” Look over the default entries inthe descriptions for each of the four windows and you will really see howcomprehensive it is.

7. Moving another step upwards towards the top of the Inventory drop-down menu isProduct Type. Product types are defined with their associated sales margins. Thereare up to five price levels you can establish for each product type. Several standardproduct types have been provided to help you get started. Note that these sales pricelevels are associated with the sales price level designated for each customer.

8. The View Incoming Availability window will show you products on order and thedate they are due to be received.

9. The five menu items, Retail Price Label Maker, Price Label Maker, View OpenOrder Details, Inventory Reconciliation and Inventory Count/Adjustments are



beyond the scope of this Quick Start Guide and are covered in our fulldocumentation.

10.Moving up brings you to the nitty-gritty of the whole system, the Inventory Entry itemon the drop-down menu.

This is where you enter your product and select all of the data you have just entered inthe other windows. It opens to the General Info tab. There are 6 tabs where data isentered for purchases and sales. You can also enter desired minimum and maximuminventory levels in the Inventory Info tab.

Note that the initial product description that you enter in the General Info tab willbecome your Purchase and Sales Product Descriptions.

Note: Floral Computer Systems can provide you with a generic inventory that includesflowers, foliage, Christmas greens and supplies.

11.Moving up a step on the drop-down menu brings you to the Inventory View windowwhich shows you the products entered so far. From this view you can select anexisting inventory item or add a new one. There is a Copy to New Item button in thelower right hand corner of the window to speed up the process of creating inventoryitems from existing items that are similar.

12.The last item on the Inventory drop-down menu is the selection of Inventory



Receiving which is designed to enter product into inventory by lots. This is primarilyused by growers or inventory that is not purchased on a P.O.

Now you are ready to begin operations.

Part

VI



6 Part 6 Buying and Selling Transactions

Objective: After completing the steps in Part 6, you will know how to enterPurchase Orders, Sales Orders and verify that hard copies of thesetransactions have been created and issued.

From the menu bar at the top of the window, click Purchase Orders. As is standardprocedure, we start from the bottom and work our way up.

1. The first three menu items, Ship To, Ship Via, Buyers and Vendors, you alreadyknow about, having been introduced to them from the Customers, Inventory andVendors windows. (See Vendor Entry in the Vendor pull-down.)

2. Purchase Order Document Processing is provided to easily reprint the POdocument, PO Receiving Worksheet and receiving labels. This screen is also used toreceive batches of PO’s.

3. View Incoming Availability shows you products on order and the date they are dueto be received. This window is also available on the Inventory pull-down.

Part 6 Buying and Selling Transactions 43


4. The next item is PO Types where you categorize types for purchase order entry andspecifying the G/L Account in the G/L Total Other Vendor Charges field.

5. Click PO Entry and Receiving on the drop-down menu. This is where the actualpurchase order is created. The PO entry process begins at the Vendor Informationtab where you enter a Buyer Code and Vendor. The system will populate the rest ofthe fields on this tab. Default selections may be changed.

The Current Other Vendor Charges field can contain a total amount of box charges/fuel surcharges which are included to calculate the landed cost of products beingordered. This field is included when transferring this received purchase order toQuickBooks.

Total Other Import Charges are fees that need to be included when calculating thelanded cost, but this value is not included when transferring this received purchase orderto QuickBooks because you will receive a separate bill from your cargo agency.

The Product Information window (shown on top of the next page) is where product isselected and freight costs are calculated for a purchase order.



6. The third tab is for Quick Entry which is designed for new users.



7. The fourth tab, Special Order & Accounting Information is filled out as needed.

8. The fifth tab, Standing Order Information, is used to establish this PO as a recurringorder.

9. Allocation Tab: Product entered on the PO with pending Sales prebooks productsunallocated will be identified on this tab. Select the Allocation Tab to include theseitems on the PO.

10.Finally, we come to the View Purchase Orders selection on the Purchase Ordersdrop-down menu. In this window you can look up the details of any purchase orderthat has already been issued. You simply scroll down to the purchase order you arelooking for (they are arranged in descending numerical order) and double-click on it.All the windows previously filled out for it are now viewable. The whole report can beprinted or sent to the Cargo Master by clicking the buttons at the bottom.

11.Now let’s go to the menu bar item called Sales.



The first item at the bottom of the pull-down menu is Log Off allows the user to log out ofthe system.

12.Moving up to the next item on the Sales pull-down menu are inquiries designed toallow sales staff to view the following information: View Open Order Item Details ofproduct sold, Pre-book Allocations Lookup, Volume Discounts Lookup, InventoryLookup and Customer Lookup. These are all available for sales staff to view, but notmake changes. Please refer to system Help for more information on how to usethese features.

13.Next is Sales Document Processing window. This window allows you to viewsales orders, what status they are in and the ability to create invoices and to print,email and fax sales documents. There are a number of ways you can sort this windowto see exactly what you are looking for.



14.Moving up a line on the dropdown, you arrive at Invoicing. Select the CustomerName from the drop-down and the rest of the fields will populate with the customersales information. Click Select Sales Orders and the following display will provideSales Orders to invoice and allow you to consolidate multiple Sales Orders on oneinvoice.



Note: Invoices can be imported to your accounting program, as will be discussed laterin this document. Any invoice already imported into QuickBooks, or other accountingprogram, will have to be manually updated in your accounting system.

15.The next two lines on the drop-down menu, View Credit Memo and View Invoiceswill display lists of those respective items.

16.Moving up a line on the drop-down menu, we come to Sales Order Entry, where anactual sales order is created. This window has eight optional tabs to fill out; Customer Information, Quick Entry, Selective Ordering, Box Ordering,Summary, Shipping, and Standing Order Info and Bill of Lading, depending onthe nature of the order and customer requirements. If the Export Order check box (inthe lower right quadrant of the Customer Information window) is check-marked, anadditional tab is displayed called Export Information. This tab is self-explanatoryand filled out as required.



The specific information required to be filled out on each tab is as follows:

(A)On the Customer Information tab, select either Customer # or Customer fieldfrom the drop-down. The other fields in the window will immediately populate with theappropriate information. There are three ways to select the product for your sale; the Quick Entry, Selective Ordering, Box Ordering or Summary tabs. Note that it ispossible to email the invoice created by clicking the Email Invoice button. For moreinformation refer to system Help.

(B)The Quick Entry process is designed to pull the oldest product first. Multiple pagesof product can be selected, using your arrow keys or the mouse, for your sale beforeyou click the Add to Order button.



Cost and Margin information can be turned off and not shown on all sales screens.

(C)The Selective Ordering tab displays product by Farm and Arrival Date. Use of thistab depends on your organization’s selling policy regarding sales by Farm.



In the Quick Entry and Selective Ordering windows you can scroll down or use thearrow keys to the item you want, click it and enter the desired quantity or find a particulartype of flower by doing a search for it. For example, if you are looking for carnations, youcan go into the Description Search field and just type in the letters “car” and click theFind button. The Quick Entry window (shown below) will show carnations on hand inpink, red, white and assorted short for you to chose from. If you want to return to the fulllist, delete what you typed in the Description Search field. For another search, typeover what you had before and click the Find button again

Products selected for the sale are summarized on the Summary tab, which can also beused to add, change or delete products from this Sales Order.



Go to the Summary tab and enter whatever search criteria you want in the ProductCode or Product Description fields or click the Display Selected Products button toopen the Available Stock window.

For example, click Display Selected Products button and flowers are displayed. Clickon the product you want to add to this order.



(D)The next tab is used for shipping your order. This tab is optional for a wholesaler. Itallows you to determine how the product will be shipped by taking the line items soldand consolidating to boxes as needed.

(E)The next tab of the Sales Order Entry window is the Standing Order Info window.It is optional and used your customer wants to make this order a standing order eachweek. Just click on the calendar days (you can change the month with the arrows atthe top) for the Start Date and End Date. Then click the days of the week you wantdeliveries made then click the Update Recurring Information button at the bottom.To view and process Standing Orders, see View Standing Orders mentioned onpage 44.



(F)The next tab, Bill of Lading, is primarily used by Growers allows you to create andprint a bill of lading, if needed.



(G)The Export Information tab is self-explanatory and only applies to export orders.

17.Moving up a line on the Sales drop-down menu, we now arrive at the ViewStanding Orders window, where you can review and process your StandingOrders.

Just pick a date and/or a day of the week to see what orders need processing. In thisexample, Monday was selected. To process a standing order, select one (bluehighlight) and click the Process Selected Order button or Process All Orders button.This takes you to the Sales Order window to finalize the sale.

18.The next item on the Sales drop-down menu is the Sales Person Customer CallList window. A salesperson can look at their entire customer list. By default itdisplays all customers in alphabetical order by customer names. In our example JackAnderson has four customers. He could click the top of the City column, for exampleand arrange the list by city. This feature is very useful for a salesperson going to a citywhere he wants to sell to all the customers located there. You can do this sort with anycolumn.



19.The next item on the Sales drop-down menu is the Create Orders by Customerwindow.

Customers are sorted in alphabetical order. Simply scroll down to the customer you arelooking for, double-click on the name or click the New Order button. A new Sales Orderwill open with this Customer’s information. The New Customer button opens theCustomer Table Maintenance window where you can enter a new customer or modifyan existing one

20.Moving up another line on the Sales drop-down menu, we now arrive at the ViewSales window. This is where you can review all past and current sales, with the abilityto select them by date range (set Start Date and End Date to the desired range),Customer Name and/or Shipper Code. Click the Update button to activate yourselections. Total sales for the customer displayed are displayed at the bottom. Print



the list or create a new sales order.

The last three windows mentioned are very helpful to a sales person to navigateefficiently around the system quickly to help save time. (You’re welcome!)

Part

VII



7 Part 7 End of Day Processing

Objective: After completing the steps in Part 7, you will know how to end yourday and move data to your accounting system.

The last item we will be covering in this Quick-Start Guide (Finally!) is the End-of DayProcessing drop-down. Don’t you think that’s appropriate for the last topic?!

1. The first menu item (at the bottom of the list) is Auto Hold for Pre Book Orders.This allows the user to put product on hold to the next day’s pre-book orders and listsshortages for you to reconcile.

2. The next item is Synchronize Inventory Descriptions w Accounting System.There are times when you may want to synchronize your inventory descriptions withaccounting. This is normally done automatically under certain conditions. This manualprocess is also available.

3. The next item is Export Data to Accounting, where the day’s activities areexported from SMARTSystem™ to a data file that can be imported into youraccounting (QuickBooks) software.

Part 7 End of Day Processing 61


Just click the button labeled Export Daily Activities to QuickBooks, wait for it tocomplete and you are done. It is really very simple. Be sure to run Invoice PrintVerification before exporting to make sure your sales orders for today have beeninvoiced. See explanation below.

4. The final item on the drop-down is Invoice Print Verification, which should be runbefore the export process. This is where you confirm that all Sales Orders have beeninvoiced for the day. You can select a specific date and click Check. The Check Allbutton (with or without a date selected) will check all sales orders and those notinvoiced will appear. Handle them as directed.

The SMARTSystem™ QuickBooks Import Utility is accessed via an icon on yourdesktop to import the SMARTSystem™ data into your accounting system. See systemHelp for more data on how to do this.

For more information on any of these topics and many more, see Help on the systemmenu bar or press the F1 key on your keyboard.

Well Done!

You are now ready to start using the very intuitive SMARTSystem™ computer software



program for your everyday business needs. Once you get the hang of it, you will find thatit streamlines, improves your company’s accuracy and efficiency and allows you to tendto the business of selling flowers, rather than “babysitting” an old, outdated computersystem or Heaven forbid a manual one! The information that is presented here will getyou going. Refer to system Help for more information on any of these topics.

Welcome to SMARTSystem by Floral Computer Systems!

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