Sales And Marketing Guidebook - HansaWorld

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Windows 2000, Windows 2003, Windows CE, Windows XP are registered trademarks of Microsoft Corporation. Apple Macintosh and MAC OS are registered trademarks of Apple Computer Inc. xSeries, pSeries, iSeries and zSeries are registered trademarks of IBM Corporation. Copyright HansaWorld Ltd. 10 Product sheets Product sheets, similar to Brochures contain detailed product information or services HansaWorld offers to its customers and/or partners. Marketing materials listed in this category are usually the different modules HansaWorld offers and specific services. Accounting Controls Modules Company profile Most transactions in Enterprise have two states of saving - there is an OK checkbox, which must be ticked for a record to be truly committed to the ledgers (and other registers). Records can be saved prior to “OKing”, and remain fully editable until OKed. Access to the OK checkbox can be controlled per user, for each screen type, so different users can enter and authorise transactions. Purchase Orders and Purchase Invoices also have a Signatory field, so you can see who has authorised them. Purchase Invoices can be put on hold, so they are not inadvertently paid. Integrated Business Platform Enterprise is an Integrated Business Platform, offering solutions for almost all the departments of a small or mid-sized business. All the solutions are offered in a single application, with full interaction between each component. As a result, to look at Accounts in isolation is to miss the key differences and benefits of Enterprise’s approach: • an architecture that reduces reliance on IT hardware, allowing organisations to focus on their business rather than their infrastructure • users are given visibility of data from other disciplines (subject to access rights), which enriches their jobs. For example, credit controllers can see promises made by salespeople and problems with service management that might be holding up payments • automations can interact across disciplines, for example allowing marketing to create automated mailshots based on customers who have not yet bought a product or service • reporting is improved by the co-existence of data from different parts of the business. For example it is simple to produce Profit and Loss reports and Balance Sheets that includes committed costs and GRN accruals • training is faster and more effective than for companies implementing multiple solutions, as there is a common approach Mobile Solutions and Wide-Area Networking All of the Enterprise functionality is available to users logging in from anywhere in the world, from a variety of devices. Users can work from home or while on the road, logging in from any internet connection, whether broadband, or over a mobile phone network. Devices can include laptops, Windows Mobile real-time barcoders, and iPod Touches and iPhones. Users can run any of Enterprise’s standard or customised reports in real-time, and enter or review any data record. This breaks down the walls of your operation, allowing users to be productive wherever they are. • Business Alerts • POS Offline • Cash Book • Pricing • Checks • Production • Conferences • Accounts Payable • Consolidation • Purchase Orders • Contracts • Quotations • Course Booking • Rental • Credit Management • Report Generator • CRM • Resort • Customs • Resource Planning • EDI • Restaurant • Email • Sales Ledger • Expenses • Sales Orders • Fax • Service Orders • Fixed Assets • Share Trading • Group Calendar • SmartView • Hotel (Business Intelligence) • Internal Inventory • Inventory • Jewelry • Task Manager • Job Costing • Telephone Log • MRP • Warehouse Management • General Ledger • Webshop and CMS • Point of Sales Technologies • Business Communicator (Asterisk, Skype and TAPI) • Forms Designer • HAL Customisation language • Intelligent Routing • Interfacing Toolkit • Massive Cacheing • ODBC • SmartApps Designer • Wide-area Networking Internet Services • Address Lookup • Credit Card Payment • Credit History • E-invoicing • Electronic Bank Services • Electronic Sales Tax Return • Exchange Rate Lookup HansaWorld is a major international software company specialising in business applications. The group employs around 300 staff in a strong network of daughter companies and distribution partners worldwide. There are 19 offices spanning all the major continents, allowing HansaWorld to offer international implementations with a single point of contact across many countries. The group was founded in Sweden in 1988, by Managing Director Karl Bohlin. While the group is now headquartered offshore, the largest offices and much of the development effort takes place in Scandinavia and around the Baltic Sea. The products are available in 29 languages and work with almost all computers and operating systems. The vast majority of the 74,000 HansaWorld installations are for small and medium sized businesses, but also many subsidiaries of large international companies. HansaWorld provides a local product manager for each market where it actively sells Enterprise. The product manager is responsible for translations (if required), localisation for statutory and commercial practices, and ongoing quality control. Product Strategy Enterprise’s advanced and successful user interface was first developed for Apple Macintosh in 1988. In 1994, when the program was ported to Windows, it had already been proved by thousands of users. HansaWorld’s experience with international sales and modern technology puts it in the perfect position to meet the challenges of the next decade. HansaWorld provides a wide range of technologies for e-business including internal and external email, several webshop solutions and PDA support. In addition, HansaWorld can help to build a corporate portal. Enterprise is developed using C++ as its programming language, and proprietary technology for database design and for network communication. This allows HansaWorld to have the same products available for several different operating systems, each version optimised for maximum performance. Currently Enterprise is available for Windows 2000–XP, including Windows CE, Mac OSX, Linux and AIX, Symbian S60 and iPhone. Accounts Flexible and automated multidimensional analysis Multi-column accounting report generator Real-time consolidation Simple error correction with full audit trails Drill down and navigation to any related record • Postcode Lookup Certified HansaWorld Business Partner HansaWorld UK Ltd, Abbey Business Centres, 111 Buckingham Palace Road, London SW1W 0SR, UNITED KINGDOM, Tel. +44 (0)845 123 2732 E-mail: uk@hansaworld.com, www.hansaworld.com The World’s Best Integrated Business Platform Analyse and report on financial data to improve profitability. In depth analysis of financial information can be achieved quickly and easily using Enterprise. Budgets, Forecasts, Simulations Budgets can be set up for any company, account, analysis code and month. You do not need, however, to set up individual budgets for each month: you can set up annual budgets for accounts, and then have Enterprise deal with the seasonality automatically (see below). Enterprise also allows you to create revised budgets, so that you can keep existing budgets intact while still forecasting a more realistic figure based on results to date. Revised budgets are set up in an identical manner to budgets. Enterprise includes functions to make setting up budgets much easier. Budget keys exist to create monthly patterns across which to spread budget totals. For example, you can set up a budget key which has a value for months 1-11 of 1, and for month 12 of 4. This might be the case if you sell four times as much in the run-up to Christmas as you do in the rest of the year. Budget keys can be set up for any number of months. When you use the key, your budgeting period must cover the same number of months as the key. Transactions can be posted as simulations, which allows you to derive a much more detailed picture of the short term future of your business than you could with budgets. Simulations are entered in the same way as transactions, but may be edited or deleted at any time. When you run most Nominal Ledger reports, you can choose whether or not to include simulations. As a result, you can perform detailed “what-if” scenarios. Enterprise can produce a liquidity (cash flow) forecast, using the due dates of purchase and sales invoices, and any nominal transactions posted as simulations. Repetitive Transactions Transactions can be saved as templates, for selecting automatically. For example, you can set up all the double entry for processing payroll. Creating a new Nominal transaction, with an account code of the automatic transaction brings in all entries set up in the template. Enterprise has several features which considerably extend the power of this module: • You can perform calculations rather than entering fixed amounts in the debit or credit columns. • You can cross-refer a calculation line to the previous line of the template, or to the previous line in the transaction into which you are copying the template. • You can associate an automatic transaction with an account on your chart of accounts, so that the automatic transaction appears whenever you enter a Nominal transaction using that account. • As with all other parts of Enterprise, you can use the Duplicate button to create an identical automatic transaction for editing - useful for reversing journals. “Enterprise’s drill-down functionality improves the accounting work phenomenally, as it makes lookups and trouble-shooting so quick and easy.” Amelia Röder, Echoline Reporting and Presentation Enterprise has a user-definable report generator for presentation of financial reports, including Balance Sheets, Profit & Loss Reports, Tax reports and Key Financial Ratios. Create many different formats of each of these reports, with different levels of detail for your management reports, auditors and banks. Balance Sheet and Profit & Loss Reports give you considerable flexibility of presentation, so that you can create your own headings, subheadings, subtotals, and simple text lines. This allows you to perform detailed calculations on any account or series of accounts. These can be used for ratios as diverse as sales per square foot, chargeability percentages, and profit per employee. Create as many columns as you like, with comparisons of actual figures, budgets, revised budgets, and prior year figures. Set these up with columns per month, create separate columns for each analysis code (see Multi-Dimensional Analysis below), and even have columns for committed costs based on purchase orders not received, and fulfilled purchase orders not invoiced. Cashbook and Reconciliation Features You can create different payment modes for Payments and Receipts, linked to different nominal accounts (usually bank or cash accounts) - this is principally used to simplify bank reconciliation. You can specify bank record details against each supplier, and these will be applied by default to the purchase invoice - but may be overwritten. Payments can be made from any of your own bank or cash accounts. A batch routine exists to allow you to export a selection of payments as a Banking file, to be sent to your bank - for example in BACS format. This file is saved in common text format, which can be opened by almost all applications to reformat to the bank’s specification. Enterprise allows you to print remittance advices for any range of payments or receipts. This form can be customised to permit automatic cheque printing in certain circumstances. In other respects, payments work in the same way as receipts, allowing you to process bank charges and foreign exchange differences at the time of payment.Enterprise also has a separate Cash Ledger, allowing entry direct from Cash In and Cash Out screens. This is particularly useful when you want to restrict the Multi-dimensional Analysis cash taking or receiving functions a user is allowed to perform. Enterprise offers an unrivalled richness of data analysis, through Enterprise’s Account Reconciliation feature allows any account the ability to flag any transactions with up to 15 levels of analysis to be reconciled. This shows all Reconciled or Unreconciled per transaction row. As a result you can simultaneously report transactions on a selected account, any of which can be marked on sales, gross and net profit levels per marketing source of as Reconciled (which can be reversed if necessary). Reporting is customers, cost and profit centres, locations, customer regions, available to support this. source and use of funds, product ranges, suppliers, project, and any other unique identifiers. “Despite considerable growth as a business, we have maintained Enterprise provides assisted data entry of Objects, prompting for the same number of people in the commercial accounts the types of Object you have configured to be required on each department through better control of information.” account. If you have set up Enterprise in this way, transactions Robert Ruigrok, CompNow which omit necessary Object codes will be prevented. Fixed Assets Multi-Currency and Dual Base Currency The Fixed Asset register is a fully-integrated component of All transactions throughout Enterprise can be in any currency. Enterprise. Create Asset records directly from supplier invoices Enter exchange rates into standard tables, or even use Enterprise’s or by choosing to set up rental assets. Associate two different internet service to upload rates automatically from central banks. depreciation models with each asset - one for the automated Enterprise posts realised exchange gains or losses automatically depreciation calculations, and the other for tax reporting. Keep on cashbook transactions. There is also a batch routine to update track of asset locations and persons responsible, and have the valuation of any range of accounts based on any exchange Enterprise automate the entry for the gain or loss on eventual rate. disposal. Even create revaluation entries. All of this is underpinned Enterprise also supports groups with multiple reporting currencies. by extensive reporting. Every transaction can be stored in up to three currencies - the actual currency, the home reporting currency, and the group Tax reporting currency. This enables group reporting of transactions Enterprise is a global system, with support for most local tax rules, translated at actual exchange rates. Consolidated reporting including VAT, GST, PST and Sales Taxes. Parameters can be discussed below can be across many currencies. There is also readily set up for percentages charged, with the ability to handle a batch routine to update the valuation of any range of accounts automatic tax exemption based on items or customers. Rates between the two reporting currencies. can be driven from the regional address of the customer, which is held separately from the actual address and therefore can even be different for the same city or zip code. In each country where “We have improved liquidity because of debtors control and Enterprise has local distribution, it complies fully with local tax efficient cost control.” reporting requirements. Ilze Neihofere, Aproapgade In Europe, Enterprise’s tax features include EU Sales List reporting, automated Intrastat handling, and internet services for automated submission of VAT reports. Multi-Company and Consolidation One further method of protecting against mistakes is to prevent Enterprise offers a single datafile architecture capable of handling users from posting transations at all (see simulations above for multiple companies. Each company sits in a separate partition how this is done) You can edit any of the transactions which have of the datafile, but interaction is possible between partitions. been saved, as they have not yet been posted. At any time, you For example, it is possible to automate entries such that an can run a batch routine which posts all unposted transactions. intercompany sales invoice in one company automatically creates a purchase invoice in the related company. “We are also very impressed with the different levels of analysis offered by Enterprise – we can assess the turnover and profitability Creating a new company where one already exists is of everything we do, from individual product lines to marketing straightforward, with the ability to bring across settings and campaigns, regions and sales groups. This level of analysis is even drag and drop relevant data. Key registers of data, such as perfect for advanced business intelligence.” Contacts, can be held separately in each company partition, or even shared across all or any range of companies - so that you Roger Cherowbrier, Topcon only need maintain the data once. Setting Up Enterprise from Another Accounting Consolidation at its simplest is only aggregated financial reporting across all partitions. The resulting reports show balances per System company, and support drilldown into the relevant company to Enterprise provides extensive functionality to make the transfer open specific transactions. Enterprise has added substantial from other systems a painless process. All transactions in extra functionality, including the option to handle: Enterprise that post automatically to ledgers can be set up to start at a particular date, so that any that precede this date perform no • different chart of accounts in each company postings. For example, if you intend to go live on Enterprise on • different fiscal years 1st January, 2006, any transactions you import or enter directly to • minority interests the system with a date before then will be saved but will not affect control accounts. • automatic eliminations. In addition, there is a very simple screen that looks like a normal Inexperienced Users and Mistakes Nominal Ledger transaction, for the entry of your opening trial balance. Months can be closed at any time, and once closed transactions can no longer be edited. In any situation where you want to amend a detail on a Nominal transaction, Enterprise offers various easy Dates and Reporting Periods to use features: Enterprise is a flexible, open-dated system. If you do not use Enterprise’s controls, you can enter transactions for any date • You can copy the offending transaction by highlighting it and at any time, and run reports for any date range. Controls exist pressing Duplicate. to block data entry for each transaction register in the system • You can reverse it with one button. independently, allowing entries only to open date ranges - up • You can add a correction mark to cross-refer the new entries to 99 date ranges can be open at any time. Alternatively, entire back to the incorrect entry. ledgers can be locked with a single entry. Year-end is handled with • A quicker way of achieving the above is to go in to the incorrect a single, simple journal entry; transactions can be posted in the entry, and update it - including deleting and reprocessing any new year while still keeping the old year open. line. Size: Stapled or Folded A4 for Worldwide locations, US Letter for North America Colors: 4/4+1/1 matt laminate Paper: Tom & Otto Silk 250g • Accounts • After Sales • Books by HansaWorld • Cloud Based Services • DriveLog by HansaWorld • E-Commerce • Enterprise by HansaWorld (short) • HansaWorld Health Check Services • HansaWorld Implementation Methodology • HansaWorld Infrastructure Recommendations • HansaWorld Worldwide Customers • HansaWorld Mobile Solutions • Hospitality • Human Resource Management • Job Costing • Mac Stores using Enterprise Worldwide • Mobility by HansaWorld • Production • Purchasing • Rental • Repetitive Invoicing • Reports • Sales • Stock
11 Guides Books Beginner's Guide Beginner’s Guide Getting Started BEGINNER’S GUIDE Getting Started with Books by HansaWorld Contents Contents 1 Installation 1 Installing your new Books software package 1 Starting Books for the first time 2 User Interface 4 Logging In 4 Master Control Panel 4 Buttons: New, Duplicate, Cancel, Save 5 Operations Drop Down Menu 5 Changing the User Interface 6 Basic Tasks 6 Contacts 6 Items 7 Raising Invoices 7 Credit Notes 8 Entering Invoice Receipts 8 Partial Receipts 9 Write-Offs 9 Entering Supplier Invoices 9 Detailed considerations 9 Credit Notes 10 Paying Bills 10 Journal Entries 10 Detailed considerations 11 Backing up Your Data 11 Backup Procedure 11 Installation This beginner’s guide has been designed to make it easier for you to begin working with Books by HansaWorld. For more detailed information, please refer to the pdf file of the Books by HansaWorld manual, which you will find on your installation CD. You can choose to sign an annual maintenance agreement that will offer you telephone support and the right to upgrade to the latest versions of Books by HansaWorld. For prices for maintenance please contact our support line on the number below. Installing your new Books software package In order to install your Books by HansaWorld software package you will need to follow the instructions relevant to your operating system (i.e. Windows or Mac OS X). Note: If you have problems extracting the necessary files, call our helpline on 0845 123 2732 or email uksupport@hansaworld.com. Mac OS X Books by HansaWorld requires Mac OS X 10.5 or later. 1. Open the CD and drag the Books application to your ‘Applications’ folder. 2. Start the application by double-clicking. Windows Books by HansaWorld requires Windows 2000/2003/Vista/XP. 1. From the CD, launch the installer (named bks-install-test-client.msi) by double-clicking. 2. Choose where you want Books to be installed: the default is to install it in a new directory in your ‘Program Files’ directory. Click the [Install] button. Buttons: New, Duplicate, Cancel, Save The generic buttons in the Books by HansaWorld button bar are present in every window. The [Save] and [Cancel] buttons serve to accept or reject changes to records. You can use the [New] button to create a new blank record for data entry, or the [Duplicate] button to create a new record by copying an existing one. For example, you can create a copy of a previous Invoice simply by finding the Invoice, clicking the [Duplicate] button and then amending any details in the new Invoice prior to saving. You can use this button to duplicate Items, Customer details, Accounts, etc. This will save you a vast amount of time. Operations Drop Down Menu The Operations drop down is one of Books by HansaWorld’s most powerful tools. The Operations drop down changes according to each screen that you are in. Every frequently executed but ‘special’ function will be found on this menu. Examples include being able to OK (post to the Nominal Ledger) Invoices and other transactions from the browse windows, and being able to write off outstanding amounts while receipting a customer payment. Visit the Operations drop down whenever you are in a new screen to appreciate fully the many powerful shortcuts that Books by HansaWorld contains! Looking Up Records (ʻPaste Specialʼ) You can use the -Enter (Mac OS X) and Ctrl-Enter (Windows) key combination to produce a list of allowed entries in many fields. Selecting the required entry by double-clicking will bring the selected entry into the current field. 3. The Books application will be installed in your chosen location, and a shortcut will be added to your Start menu. 4. Start the application by double-clicking, or from your Start menu. Changing the User Interface You can move and resize the windows in Books by HansaWorld. Having done so, use the Save Position (Mac OS X)/Save Normal Position (Windows) option on the Window menu to save the new position and size. The new settings will be used each time you open the window in future. The Books beginner's guide is used to be posted up on hansamanuls.com or to be used by Support to send to customers via email. This material does not go inside the Books box. Specifications Size: 120mm x 180mm, folded and stapled Colors: 4/0 Paper: Tom&Otto Silk 200g Books Installation Guide If you agree with the terms of the license agreement, press ‘I Agree’. Enter the Activation Code for your copy of Books (you can find this in the box) and press ‘Next’. If you wish to enter your Activation Code later, press ‘Next’ without entering anything. You can always go back and do it later by going to Routines, then Registration and pressing the ‘Enter Activation Code’ button. Complete the information about your company To have all required company information (e.g. telephone number, address) printed on your documents (e.g. invoices), press [⌘ + 0] to choose the System module, click on ‘Settings’, then double-click ‘Company Info’ and complete your company information. Note: Don’t forget to fill in the bank account number. This information is used for invoicing your customers and other functions within the system. Getting more help Our website http://books.hansaworld.com is full of helpful information including a very detailed Books users’ manual, links to tutorial videos and the latest version of this installation guide. For more help, you can also contact your local HansaWorld office. Books by HansaWorld Installation Insert the Books installation CD. Drag the Books application into the Applications folder and then start it by double-clicking on it. Choosing the installation type Upon starting Books for the first time, a Welcome window with four options will appear: Demo Company: Choose this option if you would like to see what a small business database looks like. This demo database has sample data in it and it should not be used for your business! New Installation: Choose this option to create a new database for your business. Enter your company’s name, address and contact details. Then enter your log-in information and choose a password. We strongly recommend that you choose the ‘Start with standard chart of accounts’ option. This will import our standard settings to your new database. This way you can avoid having to set up report definitions, a chart of accounts and other settings on your own. To continue, press ‘Create’ and log in. Note: You can leave the password field blank if you choose to, but it is not recommended. Books.hdf) contains all your settings and data for Books. Important: Whenever you start your Books application, it will always try to open Books.hdf, located in your home directory’s Library/Application Support/HansaWorld folder. If you rename, move or delete the database file and then start Books, a new Books.hdf file will be created. If you chose the ‘Demo Company’ installation option when starting Books for the first time, the Welcome window will continue to appear each time you start Books: click the ‘Demo Company’ option each time. When you decide to create your own database, click the ‘New Installation’ option in the Welcome window. The Welcome window will continue to appear on startup, and you can click ‘Existing Installation’ or ‘Demo Company’, depending on whether you want to work in your own database or try something new in the demo database. When you no longer need the demo database, remove the tick from ‘Show on Startup’ in the Welcome window. From now on, the Welcome window will no longer appear when you start Books. Registration To use the program to its full extent you need to register your Books license online. Note: You must register within a 30-day period or the application will go into Restricted Mode, preventing you from printing. Installation Guide Version 6.2 Import backup: Choose this option if you have a back-up file from an earlier Books installation. When you select this option, you will be prompted to select the location of your back-up file. Connect to server: Choose this option if you wish to install a client for an existing Books server. Choose the server from the list if it is located within your local area network, or specify its IP address and port number if you want to connect to the server via the Internet. Where your data gets stored After choosing the installation type, a database file will be created in your home directory’s Library/Application Support/HansaWorld folder. The database file (named Click on the ‘Routines’ icon in your Master Control panel to begin the registration process. Pressing the ‘Registration’ button will show your current registration details. Then, press ‘Register this Product’. A new window will prompt you to choose your country. Press [⌘ + Enter] to bring up a list of countries and choose your country from the list. Then press ‘Next’. If you have registered Books before, you can enter your existing Customer and Tax ID number and press ‘Next’. If not, leave these fields empty, press ‘Next’ and fill in the rest of your company information. Note: The most important fields are Company Name, Invoice Address, Phone and Main Contact. Press ‘Next’. This is a component of the Books box. This installation guide comes standard in the Books box set. Specifications Size: CD size (127mm x 127mm), folded Colors: 4/0 Paper: Tom&Otto Silk 200g
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