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A. System Setup and Maintenance

 

A-1.  You have Company, Invoice, Product and Customer Managers in this program. What are they and how do I use them?

The "Managers" provide you with tools to add, modify, view and delete data. For example, when using the Invoice Manager, you can add, edit, delete, view and print invoices. All of the current invoices are listed in the window. Simply click on the invoice you want and choose an option. To make this system EASY to use, all Managers function the same, they just manage different data. Some options, such as add, edit, delete, close and help are found on all of the managers, but some managers have other features. For example, you can only print envelopes and statements from the Customer Manager but not from the Product Manager. Please note that because of the way we designed our system, you can actually setup, edit and delete products and customers in the middle of doing a new invoice! On the fly! Our managers are very powerful tools! NOTE: you can also right-click your mouse on the list for a pop-up list of editing options.
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A-2.  How do I setup MY business?

From the main menu, click the File Menu and choose Company Manager. From the Company Menu, select ADD and fill in as many options as you need then click the save button and close the Company Manager window. This new company is now available for use. You can edit any of the company data by opening the Company Manager and clicking on the company you want in the list and selecting EDIT from the Company Menu. To make any company in the list the default company, double-click on the company in the list or choose the Company Menu and select Set As Default. The currently selected default company is used when adding and editing data.
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A-3.  What is the Default Company?

This program can manage 32,000 different companies all with separate customer, invoice and product files. The default company is the company currently open for processing. All of the system options are stored at the company level, such as tax rates, printing preferences, company name, etc. If you only run one company, you will need to set it as the default company only once. The system will automatically open the last company you were working on when you open the billing program. To set any company as the default, open the Company Manager and double-click on the company you want. The currently selected default companies name appears in the other managers windows.
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A-4.  Where do I set the system options?

The "heart" of the billing system is located in the company setup. The system options are all set at the company level, allowing you to define different options for different companies. This is great if you run a bookkeeping service as you can modify the company options to suit your customers requests! To change any system options, open the Company Manager and click on the company you want, then select EDIT from the Company menu. NOTE: If you assign a password to the system, the password must be entered in order to allow changes the company setup options. This allows you to restrict people from changing your system options.
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A-5. Can I create an audit trail or password-protect the system?

You can do both! You can use the "Require System Audit Trail" checkbox on the company setup (general tab option) to turn on the audit trail. When this option is ON, editing and deleting invoices is not allowed, requiring a new invoice to be entered for the required adjustment. Furthermore, if you assign a password to this system (Tools Menu), the password must be entered before changes to the company setup options can be made. These two options provide you with the means to make your billing system very secure!
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A-6. Can your system print mailing labels for my packages?

Yes, and more! Not only can you create your own label sizes, you can also create custom mailing lists by classifying your customers and vendors! If you use a large label you can also print your bitmap picture logo and return address on the label. And, if that's not enough, we provide options for auto-copying customer addresses to the label print queue when creating invoices or batch printing! We have also pre-defined four (4) popular label sizes for you to use. Four labels are designed for 300 DPI and four of them for 600 DPI.
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A-7. Can I add a fee to my customer accounts?

There are several ways to do this. You could incorporate the fee in the unit price or add it as a separate line item on the invoice. The question is, do you want to track the income from this fee or are you interested in only getting the charge on the invoice. Also, if you want to add a fee for past-due account balances, use the Interest Wizard to generate the invoices. Which method you decide on will determine what kind of information you get back on your reports.
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A-8. PLEASE backup your data files!

PLEASE safeguard your data files using our built-in backup utility! Eventually, computers do fail and you risk loosing all of your data when that happens. Please make backups! We suggest that you get three new formatted floppy disks and label them "A", "B" and "C" and rotate them once a week or month. This ensures that you have three backup disks, in case one of them gets damaged, erased, or simply goes bad. These things do happen! Please backup your data files before something goes wrong. Our customers have had lightning strikes, power outages, floods and hard disk crashes, so we want to emphasize to you how important it is to safeguard your data. Also, please do not backup your files to your hard disk, unless you do this in addition to other backup methods. If your hard disk should crash, your backup would be worthless to you on your hard drive. Backup to floppy disks, zip drives, CD ROMís, flash drives, and tape to ensure your data files are safe.

Use more than one method to be safe. For example, if you backup to a tape drive, what would happen if you needed to replace your tape drive and the newer tape drives no longer supported the type of tape cartridge you are currently using. So keep more than one backup source and the best method would include backups to different media types. Remember, flash drives, ZIP drives, floppy disks and hard disks fail, so make your backups to multiple media types. Whatever you do, donít rely on only one backup source!
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A-9. How do I move data from computer A to computer B?

Simply install the program on computer B, then make a backup from computer A using our backup program on the Tools Menu. Then take the backup to computer B and restore from the backup, using the restore button on the backup utility. After the restore, use the rebuild data files on the Tools menu and you will be ready to go!
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A-10. Are there any user-defined fields in your programs?

Yes, we have a "user-defined" field called the Key Code field. It is in the invoices and PO screens. The Key Code field also has a special Key Code report in the Report Wizard. It is extremely flexible and quite powerful. Create your own Key Codes and sort on them for special reports. This field is 10 characters long and a combination of alpha/numeric input will work. We created this field so our customers could add customized options to their billing /inventory / reporting system! For example, if you wanted to monitor sales by salesperson, you could enter the salespersons employee ID or their initials into the key code field on the invoice. Then run the Key Code Inquiry report, sorted by key code to see the total sales by salesperson.
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A-11. Can I send out late (past-due) notices to my customers?

Yes, several ways. You can use the Customer Statements found on the Customer Manager. You can also define your own aging categories, i.e., 30, 60, 90 and 90+ days, etc. The batch-print statements option in the Customer Manager (the mail box picture button) can print statements for any aging category. For example, you could print statements for all customers who have a balance in the 90+ aging category. Also, you can create a form letter using the Letter Wizard to create a customized late notice which also includes the aging fields and customer information. For more help, see the online help for these topics in our program.
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A-12. Are your programs multi-user?

Our Inventory Pro Deluxe software is multi-user and supports 1 to 20 simultaneous users. All of our other products are single-user programs.
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A-13. Can I print the customer notes on my reports?

The customer notes do not print on any reports. They can be printed on that customers invoices however, by setting this option in their customer setup. The customer notes will over-ride your sales message when this option is turned on. For example, you could use this feature to print driving instructions or directions to your customers location on each of their invoices for your people working in the field.
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A-14. Can I email invoices to some customers and postal mail the rest?

Yes, the e-mail address for the customer is the key. The "Include Customers without E-Mail Address" (email settings in Company Manager) option will cause the system to send e-mail for ALL customers, even if the customer does not have an e-mail address entered in their customer setup. When this option is turned on, all e-mail for customers without an e-mail address will be sent to your return e-mail address, alerting you that this customer has an empty e-mail address in their customer setup. If this option is turned OFF, customers without an e-mail address will NOT be sent. They will not be marked as printed either, so you will need to run the batch print option to print out these invoices. This allows you to have some customers who receive their invoices by e-mail and some customers who have their invoices printed and mailed.
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A-15. What does "Error 5XX" mean when I try to email an invoice?

This is also mentioned at the bottom of your email FAQ's in the program online help. Any error message number starting with a 5, i.e., 503, is coming from your ISP server computer. We do not have any error messages in our programs that start with the number 5 for this reason, as those numbers are used by internet host servers. You need to contact your ISP and find out why they are giving you this error message. Your ISP may be requiring you to use email authentication, enter a password or use a different SMTP address. Those options are found in the email setup options in our programs, however, you will still need to contact your ISP about the error message and find out what you need to do to stop the error message. They could also be experiencing problems with their computers, so you need to give them a call.
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A-16. How can I import data into the program?

You can import products and customers into our programs, using the "Import From Text File" menu options in the Product and Customer Managers. The import file MUST be a CSV or comma-quote delimited text file. Therefore, the program that currently holds your data, must be able to create a CSV or comma-quote delimited file in order to be able to import those records into our program. Our online help for these features contain much more help to get you started.
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A-17. Can I export from your programs?

Yes, you can export customers and products to text files, which can be read from any spreadsheet program as well as many other applications. When exporting from our programs, you select what you want the delimited character to be, therefore, simply pick a delimit character that your software program wants, usually a comma or semi-colon, and open our text file with your spreadsheet program or other import feature.
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A-18. Do you have barcode reader support? Can I print barcodes?

Yes to both. Our FF Inventory Pro software can print barcodes on invoices and labels using the setup features in our software found on the Barcode Tab. Everything you need to do this is already contained in our software. If you also have a scanner, you can scan those barcodes into the line items of your invoices and PO's. Simply print out product labels with the barcodes and place them on your products. When you sell a product, scan it into a line item on your invoice. Our program will work with any scanner, so select a scanner which is right for you and you'll be ready to go!
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