Built-In Backup
Big Business Server now includes built-in Backup. This feature allows you to set a schedule to automatically back up your Data File without shutting down Big Business Server.
The Solution provides a brief introduction. (6079)
Big Business Server now includes built-in Backup. This feature allows you to set a schedule to automatically back up your Data File without shutting down Big Business Server.
For best results:
• Set up Backup after hours
• Carefully apply the recommended settings
• Plan to leave Big Business Server running so it can back up
• Ensure all Clients disconnect before Backup runs
• Check periodically that backups are successful
For best results:
• Set up Backup after hours
• Carefully apply the recommended settings
• Plan to leave Big Business Server running so it can back up
• Ensure all Clients disconnect before Backup runs
• Check periodically that backups are successful
Backup: Getting Started
Big Business Server now includes built-in Backup. This feature allows you to set a schedule to automatically back up your Data File without shutting down Big Business Server.
The Solution provides instructions for getting started with the built-in Backup in Big Business Server. (6080)
Wait to setup Backup until there are no Connected Users using Big Business Server. Backup will write its initial backup file immediately, which it cannot do if Users are in the process of entering data.
To Set Up Backup:
1. From the File menu choose Backup
2. Click Preferences and complete the entries for:
• Configuration - check only Data File and choose a Destination Folder
• Scheduler - choose a time when no one is connected
• Backup - click Cancel After 5 Attempts
• Restore - do not check Restore
3. Click OK to Save the Preferences
4. Click Backup to commence backing up
To Set Up Backup:
1. From the File menu choose Backup
2. Click Preferences and complete the entries for:
• Configuration - check only Data File and choose a Destination Folder
• Scheduler - choose a time when no one is connected
• Backup - click Cancel After 5 Attempts
• Restore - do not check Restore
3. Click OK to Save the Preferences
4. Click Backup to commence backing up
Backup: Cancelling the Backup In Progess
The error, "Waiting for all transactions and indexing to complete." indicates that Backup is trying to run, but waiting for Users who have open windows to save their work. While this error is displayed Users who open a new window are blocked from loading data and get a blank window.
The Solution provides instructions for cancelling a backup that is in progress. (6081)
If Backup is prevented from running because Users are Signed In and have open windows, an error window appears on Big Business Server, saying:
"Waiting for all transactions and indexing to complete."
While this error is displayed, Users who open a new window are blocked from loading data and get a blank window. You may want to cancel the Backup in progress without disconnecting all Users.
To Cancel the Backup in progress:
1. From the File menu choose Backup
2. On the Backup dialog click the Backup button
The button changes to Stop
3. On the Backup dialog click the Stop button
The Server Process Window will then display the red error message: "1406 Backup canceled by user," and resume normal operation.
"Waiting for all transactions and indexing to complete."
While this error is displayed, Users who open a new window are blocked from loading data and get a blank window. You may want to cancel the Backup in progress without disconnecting all Users.
To Cancel the Backup in progress:
1. From the File menu choose Backup
2. On the Backup dialog click the Backup button
The button changes to Stop
3. On the Backup dialog click the Stop button
The Server Process Window will then display the red error message: "1406 Backup canceled by user," and resume normal operation.
Backup: Preferences: Configuration
In the Backup Preferences for Configuration are various options for backing up your Data File, parts of the program, designated files and folders, and creating a Log File.
This Solution provides instructions for choosing the appropriate settings for the built-in Backup in Big Business Server. (6082)
In the Backup Preferences for Configuration, there are settings for choosing what to back up, where to save the backup files, and whether to create a Log File.
Use these settings:
• Click the checkbox to back up your Data File only. It is not necessary to back up other Big Business files that can be replaced by reinstalling.
• Choose a Destination Folder that is convenient, has plenty of free space, and/or is included in a system backup.
• Do not check the box for a Log File
Use these settings:
• Click the checkbox to back up your Data File only. It is not necessary to back up other Big Business files that can be replaced by reinstalling.
• Choose a Destination Folder that is convenient, has plenty of free space, and/or is included in a system backup.
• Do not check the box for a Log File
Backup: Preferences: Scheduler
In the Backup Preferences for Scheduler are various options for backing up hourly, daily, or on designated days of the week.
This Solution provides instructions for choosing the appropriate settings for the built-in Backup in Big Business Server. (6083)
In the Backup Preferences for Scheduler, there are settings for choosing when, or how often, to back up.
For Backup to run successfully, all Users must close all open windows, or preferably disconnect, to ensure there are no open transactions. In other words, Backup will not work during normal operations; it should be scheduled to run after hours.
The best setting, often, is to have it run each night at midnight (0:00:00) or shortly thereafter (2:00:00) when you don't expect Users will still be connected.
For Backup to run successfully, all Users must close all open windows, or preferably disconnect, to ensure there are no open transactions. In other words, Backup will not work during normal operations; it should be scheduled to run after hours.
The best setting, often, is to have it run each night at midnight (0:00:00) or shortly thereafter (2:00:00) when you don't expect Users will still be connected.
Backup: Preferences: Backup
In the Backup Preferences for Backup are various options for deleting old backups, making repeated attempts, aboring, and cancelling.
This Solution provides instructions for choosing the appropriate settings for the built-in Backup in Big Business Server. (6084)
In the Backup Preferences for Backup are various options for deleting old backups, making repeated attempts, aborting, and cancelling when Backup in unable to complete.
In addition to the default settings, you should check the box to:
Cancel the operation after 5 attempts.
If any Client remains connected, with an open transaction, the Backup will not commence. Your settings should allow the Backup to Cancel after a reasonable number of attempts.
Keep only the last 3 backup files, protects you from running out of disk space
Backup only if the data file has been modified, won't make redundant copies on the weekend
Delete the oldest backup file [after] backup, is safer than before
If active transactions or index operations, Abort or you may wait into the next business day and block users from working.
If backup fails, and you Retry after [1] Minutes be sure to
Cancel the operation after [5] attempts.
Archive options are unnecessary if your file is less than 2GB.
In addition to the default settings, you should check the box to:
Cancel the operation after 5 attempts.
If any Client remains connected, with an open transaction, the Backup will not commence. Your settings should allow the Backup to Cancel after a reasonable number of attempts.
Keep only the last 3 backup files, protects you from running out of disk space
Backup only if the data file has been modified, won't make redundant copies on the weekend
Delete the oldest backup file [after] backup, is safer than before
If active transactions or index operations, Abort or you may wait into the next business day and block users from working.
If backup fails, and you Retry after [1] Minutes be sure to
Cancel the operation after [5] attempts.
Archive options are unnecessary if your file is less than 2GB.
Backup: Preferences: Restore
In the Backup Preferences for Restore are options for Automatic Restore. These options should be disabled and any Restore operation performed manually.
This Solution provides instructions for choosing the appropriate settings for the built-in Backup in Big Business Server. (6085)
In the Backup Preferences for Restore are options for Automatic Restore. These options should be disabled and any Restore operation performed manually.
Use the default setting which leaves unchecked:
Restore last backup if database is damaged
Use the default setting which leaves unchecked:
Restore last backup if database is damaged
Backup: Restoring a Backup
Big Business Server makes it easy to revert to a backup file when needed. Launch Server and hold the Option key (on the Mac, or the Alt key on the PC) and in the file dialog choose to show All Files and select a backup file to restore.
This Solution provides instructions for Restoring a backup using the built-in Backup in Big Business Server. (6086)
Big Business Server makes it easy to revert to a backup file when needed.
To Restore a Backup File:
1. Quit Big Business Server if running
2. Start Big Business Server and quickly hold down the Option key
3. In the Open dialog change Enable to look for All Files
4. Select a Backup File from your backup folder
Backup files' names are the name of the Data File followed by the backup number in brackets and the exension, .4BK, as in the picture. Use Find File to search for files whose Name Contains .4BK, if needed.
5. Choose a destination folder for the restored Data File
Create or choose a folder other than the folder containing your original Data File or it will be replaced.
6. Click Restore
7. Click OK on the confirmation dialog that the file was restored.
Big Business Server will automatically Quit and open the folder with the restored file.
8. Start Big Business Server and quickly hold down the Option key
9. In the Open dialog choose the restored file and click Open
10. On the Server Process Window check that the Data File entry show your restored Data File.
To Restore a Backup File:
1. Quit Big Business Server if running
2. Start Big Business Server and quickly hold down the Option key
3. In the Open dialog change Enable to look for All Files
4. Select a Backup File from your backup folder
Backup files' names are the name of the Data File followed by the backup number in brackets and the exension, .4BK, as in the picture. Use Find File to search for files whose Name Contains .4BK, if needed.
5. Choose a destination folder for the restored Data File
Create or choose a folder other than the folder containing your original Data File or it will be replaced.
6. Click Restore
7. Click OK on the confirmation dialog that the file was restored.
Big Business Server will automatically Quit and open the folder with the restored file.
8. Start Big Business Server and quickly hold down the Option key
9. In the Open dialog choose the restored file and click Open
10. On the Server Process Window check that the Data File entry show your restored Data File.
Backup: Auto-Disconnect
When Backup runs, Big Business Server automatically disconnects Users who have left their Client connected.
This Solution provides instructions for using this feature. (6087)
When Backup runs, Clients that have been left connected to Big Business Server are automatically disconnected, to ensure a successful backup.
Before Clients are automatically disconnected, the pictured dialog appears on Big Business Server and all connected Big Business Clients.
If any User clicks the Cancel button, automatic disconnection of Clients is cancelled. Depending on Backup settings, Backup may wait a few minutes and try again.
Before Clients are automatically disconnected, the pictured dialog appears on Big Business Server and all connected Big Business Clients.
If any User clicks the Cancel button, automatic disconnection of Clients is cancelled. Depending on Backup settings, Backup may wait a few minutes and try again.
You use the features in the Customer toolbar to keep track of who your customers are, what you sell them, and what they pay you.
• Click the Customer Card tool to enter and view customer information, including address and financial data. See "Working with Customer Information."
• Click the Customer Card, Quote, Sales Order, Invoice, and Receive Money QuickSearch tools to find information you need. See "Searching" in Chapter 2.
• Click the Quote tool to create sales proposals. See "Working with Quotes."
• Click the Sales Order tool to create customer orders. See "Working with Sales Orders."
• Click the Invoice tool to record sales. See "Working with Invoices."
• Click the Miscellaneous Sales tool to generate invoices without line item details. See "Entering a Miscellaneous Sale."
• Click the Finance Charges tool to assess finance charges against customers with past due invoices. See "Assessing Finance Charges."
• Click the Receive Money tool to enter payments that you receive and apply them to invoices. See "Receiving Money."
• Click the Customer Preferences tool to set defaults and options. See "Setting Customer Preferences."
• Click the Customer Card tool to enter and view customer information, including address and financial data. See "Working with Customer Information."
• Click the Customer Card, Quote, Sales Order, Invoice, and Receive Money QuickSearch tools to find information you need. See "Searching" in Chapter 2.
• Click the Quote tool to create sales proposals. See "Working with Quotes."
• Click the Sales Order tool to create customer orders. See "Working with Sales Orders."
• Click the Invoice tool to record sales. See "Working with Invoices."
• Click the Miscellaneous Sales tool to generate invoices without line item details. See "Entering a Miscellaneous Sale."
• Click the Finance Charges tool to assess finance charges against customers with past due invoices. See "Assessing Finance Charges."
• Click the Receive Money tool to enter payments that you receive and apply them to invoices. See "Receiving Money."
• Click the Customer Preferences tool to set defaults and options. See "Setting Customer Preferences."
You use Customer Cards to keep track of your customers. Each customer has a single card that can show three kinds of information.
Click the Customer Card tab to enter or view basic information like the company name, address, and contacts. This is the information you see when the card opens.
Click the Customer History tab to see the customer's financial profile and a history of their transactions with you. You can either accept the default financial settings or tailor the settings for individual customers.
Click the Customer Folder tab to enter information that isn't recorded elsewhere. You can track documents and notes, assign tags, and enter customized field data.
There is an optional Custom Tab, which you enable and label in Customer Prefs. It contains an addtional 33 customized fields.
Click the Customer Card tab to enter or view basic information like the company name, address, and contacts. This is the information you see when the card opens.
Click the Customer History tab to see the customer's financial profile and a history of their transactions with you. You can either accept the default financial settings or tailor the settings for individual customers.
Click the Customer Folder tab to enter information that isn't recorded elsewhere. You can track documents and notes, assign tags, and enter customized field data.
There is an optional Custom Tab, which you enable and label in Customer Prefs. It contains an addtional 33 customized fields.
When you click the Customer Card tool in the Customer toolbar, you see the Customer Listing window, which displays the list of Customer Cards. If you need to view or change information for an existing customer, open the appropriate card.
If you want to add a new customer, click the New button in the dialog box to create a new Customer Card. A new Customer Card is empty except for the default settings determined by the Customer Preferences window. You fill in the missing information and change any defaults that aren't appropriate for this customer. After you've entered customer information, you can update it at any time by opening the Customer Card and changing the appropriate fields.
See the next three sections for information about how to enter and change information in the Customer Card. (See "Tracking Miscellaneous Information" in Chapter 2 for instructions about the features available when you click the
Folder tab.)
If you want to add a new customer, click the New button in the dialog box to create a new Customer Card. A new Customer Card is empty except for the default settings determined by the Customer Preferences window. You fill in the missing information and change any defaults that aren't appropriate for this customer. After you've entered customer information, you can update it at any time by opening the Customer Card and changing the appropriate fields.
See the next three sections for information about how to enter and change information in the Customer Card. (See "Tracking Miscellaneous Information" in Chapter 2 for instructions about the features available when you click the
Folder tab.)
The Customer Card displays basic customer information when you open it. When you create a new customer record, you should enter a company name, customer code, or primary contact name so that you can uniquely identify the customer. Other fields are optional or filled in automatically with default information taken from the Customer Preferences window.
To enter basic information:
1. If this is a new card, enter a company name, company code, or primary contact
name.
2. Enter or change other information as needed.
To enter basic information:
1. If this is a new card, enter a company name, company code, or primary contact
name.
2. Enter or change other information as needed.
In addition to information about your primary customer contact, you can include information about additional contacts. Additional contacts appear in a list in the card. A Contact Card is also created for each additional contact. (See "Working with Contact Cards" in Chapter 8 for more information about Contact Cards.)
You add additional contacts by clicking the Add (+) button in the Additional Contacts list. A dialog box appears, where you can fill in information about the contact. Much of the information (company name, address, and so on) is filled in automatically, but you can change it.
To edit an existing contact, select it in the list, click the Edit button, and make changes in the dialog box. To delete a contact, select it and click the Delete (-) button.
To add an additional contact:
1. Click the button in the Additional Contacts list.
2. Enter a contact name.
3. Enter or change other information as necessary.
4. Click the OK button to add the contact and create a Contact Card.
button.
You add additional contacts by clicking the Add (+) button in the Additional Contacts list. A dialog box appears, where you can fill in information about the contact. Much of the information (company name, address, and so on) is filled in automatically, but you can change it.
To edit an existing contact, select it in the list, click the Edit button, and make changes in the dialog box. To delete a contact, select it and click the Delete (-) button.
To add an additional contact:
1. Click the button in the Additional Contacts list.
2. Enter a contact name.
3. Enter or change other information as necessary.
4. Click the OK button to add the contact and create a Contact Card.
button.
Clicking the Customer History tab in a Customer Card allows you to enter and view the credit limit, terms, price levels, and financial categories that apply to the customer's transactions with your business.
Default values for these items are set in the Customer Preferences window. If one or more of the defaults isn't appropriate for the customer, you can change it in the Customer Card. You can also change some values for individual transactions when you create invoices and quotes.
• The Credit Limit field sets a limit on the unpaid balance from this customer. Big Business can prevent you from entering a transaction that causes the credit limit to be exceeded.
• The Terms field determines how long a customer has to pay an invoice, if there will be a discount for payment, and if finance charges will be assessed for late payment. See "Setting Customer Terms" later in this section for more information about customer terms.
• The Price Level determines which price level applies to the customer. You decide on actual prices in the appropriate Item Card.
• The Shipping Method specifies how a customer order will be sent.
See "To Enter Financial Information" later in this section for more information about customer financial information.
Default values for these items are set in the Customer Preferences window. If one or more of the defaults isn't appropriate for the customer, you can change it in the Customer Card. You can also change some values for individual transactions when you create invoices and quotes.
• The Credit Limit field sets a limit on the unpaid balance from this customer. Big Business can prevent you from entering a transaction that causes the credit limit to be exceeded.
• The Terms field determines how long a customer has to pay an invoice, if there will be a discount for payment, and if finance charges will be assessed for late payment. See "Setting Customer Terms" later in this section for more information about customer terms.
• The Price Level determines which price level applies to the customer. You decide on actual prices in the appropriate Item Card.
• The Shipping Method specifies how a customer order will be sent.
See "To Enter Financial Information" later in this section for more information about customer financial information.
• The Tax Status sets the sales tax level on transactions with this customer.
• Resale Number may be needed if a customer will resell items. Generally, transactions with resellers aren't subject to sales tax.
• Receivables Category specifies which category applies to invoice balances for this customer.
• Income Category specifies which category applies to sales made to this customer.
See "Setting Customer Preferences" at the end of this chapter for more detailed information about these settings.
To enter financial information:
1. Click the Customer History tab in a Customer Card.
2. Enter or change financial information.
• Resale Number may be needed if a customer will resell items. Generally, transactions with resellers aren't subject to sales tax.
• Receivables Category specifies which category applies to invoice balances for this customer.
• Income Category specifies which category applies to sales made to this customer.
See "Setting Customer Preferences" at the end of this chapter for more detailed information about these settings.
To enter financial information:
1. Click the Customer History tab in a Customer Card.
2. Enter or change financial information.
Customer terms determine how long a customer has to pay, whether they will receive a discount for early payment, and whether finance charges will be assessed for late payment. When you create a new Customer Card, the customer is assigned the default customer terms defined in the Customer Preferences window. You can choose different terms if you want.
The terms you can choose from are maintained in a QuickPop list that you can add to and change. (See "Editing QuickPop Lists" in Chapter 2 for basic instructions about working with QuickPop lists.)
If you choose to add or edit customer terms, you see a dialog box where you enter information about the terms. The dialog box is divided into two sets of fields--one set for basic customer terms and another for finance charge information.
The terms you can choose from are maintained in a QuickPop list that you can add to and change. (See "Editing QuickPop Lists" in Chapter 2 for basic instructions about working with QuickPop lists.)
If you choose to add or edit customer terms, you see a dialog box where you enter information about the terms. The dialog box is divided into two sets of fields--one set for basic customer terms and another for finance charge information.
You need to specify a number of variables for the basic customer terms:
• The name that will appear in the list. Terms are usually named after the time periods and discounts they contain. "1% 10, Net 30" means the balance is due within 30 days and the customer will receive a 1% discount for payment within 10 days.
• The date from which terms are calculated. You can choose to calculate from the invoice date or the end of the month in which the invoice was issued.
• The due days, which specifies how long the customer has to pay without penalty.
• The discount days, which specifies how long the customer has to pay while still
receiving a discount.
• The discount percentage the customer receives if they pay within the specified discount period.
If you want to assess finance charges against overdue invoices from this customer, click the Assess Finance Charges checkbox. When this checkbox is checked, the Assess From and Annual Rate fields become available. These fields are used to calculate the finance charges that appear automatically in the Finance Charges window. You can change the actual amount of the charge. See "Assessing Finance Charges," later in this chapter.
• The Assess From field lets you decide whether to assess finance charges from the date of the invoice or from the end of the month.
• The Annual Rate field lets you enter a percentage rate for the charges.
• The name that will appear in the list. Terms are usually named after the time periods and discounts they contain. "1% 10, Net 30" means the balance is due within 30 days and the customer will receive a 1% discount for payment within 10 days.
• The date from which terms are calculated. You can choose to calculate from the invoice date or the end of the month in which the invoice was issued.
• The due days, which specifies how long the customer has to pay without penalty.
• The discount days, which specifies how long the customer has to pay while still
receiving a discount.
• The discount percentage the customer receives if they pay within the specified discount period.
If you want to assess finance charges against overdue invoices from this customer, click the Assess Finance Charges checkbox. When this checkbox is checked, the Assess From and Annual Rate fields become available. These fields are used to calculate the finance charges that appear automatically in the Finance Charges window. You can change the actual amount of the charge. See "Assessing Finance Charges," later in this chapter.
• The Assess From field lets you decide whether to assess finance charges from the date of the invoice or from the end of the month.
• The Annual Rate field lets you enter a percentage rate for the charges.
To define customer terms:
1. Choose Show List in the Customer Terms QuickPop list.
2. If you want to add a new customer term, click the button in the dialog box. If you want to edit an existing term, select the term and click the button.
A dialog box appears. If you're adding a new term, the dialog box is blank. If you're edit- ing an existing term, the dialog box contains its information.
Choose when to start charges.
Enter an annual rate.
Click if you want finance charges included in these terms.
3. Enter basic customer terms.
4. If you want finance charges to be part of this term, click the Assess Finance
Charges button, then fill in the Assess From and Annual Rate fields.
5. Click the OK button to save your changes.
1. Choose Show List in the Customer Terms QuickPop list.
2. If you want to add a new customer term, click the button in the dialog box. If you want to edit an existing term, select the term and click the button.
A dialog box appears. If you're adding a new term, the dialog box is blank. If you're edit- ing an existing term, the dialog box contains its information.
Choose when to start charges.
Enter an annual rate.
Click if you want finance charges included in these terms.
3. Enter basic customer terms.
4. If you want finance charges to be part of this term, click the Assess Finance
Charges button, then fill in the Assess From and Annual Rate fields.
5. Click the OK button to save your changes.
You can keep track of a customer's transactions with your business by clicking the Customer History tab in the Customer Card. The History list displays all of the customer's transactions, as well as the current balance. Double-clicking on a transaction in the list (or clicking the button) opens the appropriate record.
The list displays a number of different items of information about each transaction:
• The date and transaction type (invoice or payment).
• The transaction number. This can be an invoice number or a payment reference number such as a credit card authorization or check number.
• The age of the invoice. This is the number of days since an invoice with an unpaid balance was generated.
• The sales amount of each transaction.
• The open amount for each transaction. For invoices, this is the unpaid balance due. For payments, an open amount means that a payment has not been fully applied to invoices.
The list displays a number of different items of information about each transaction:
• The date and transaction type (invoice or payment).
• The transaction number. This can be an invoice number or a payment reference number such as a credit card authorization or check number.
• The age of the invoice. This is the number of days since an invoice with an unpaid balance was generated.
• The sales amount of each transaction.
• The open amount for each transaction. For invoices, this is the unpaid balance due. For payments, an open amount means that a payment has not been fully applied to invoices.
To view the customer history:
• Click the Customer History tab in the Customer Card.
The Sales Amount, Payment Amount, and Open Amount columns are totaled at the bottom of the list.
The Aging area separates the total amount due into four categories. The Current category totals all open amounts for invoices that are zero to 29 days old. The same information is provided for invoices that are 30 to 59 days old, 60 to 89 days old, and over 90 days old.
The Average Pay Days field lists the average number of days between invoice and payment for the customer. Month-to-date and year-to-date sales are also listed.
• Click the Customer History tab in the Customer Card.
The Sales Amount, Payment Amount, and Open Amount columns are totaled at the bottom of the list.
The Aging area separates the total amount due into four categories. The Current category totals all open amounts for invoices that are zero to 29 days old. The same information is provided for invoices that are 30 to 59 days old, 60 to 89 days old, and over 90 days old.
The Average Pay Days field lists the average number of days between invoice and payment for the customer. Month-to-date and year-to-date sales are also listed.
Understanding Quotes, Sales Orders, and Invoices
Understanding Quotes, Sales Orders, and Invoices (6421)
There are three kinds of customer transaction windows--quotes, sales orders, and invoices.
• A quote is a proposal. It supplies pricing information to customers, but doesn't have any impact on your inventory or finances. Once the customer is committed to a sale, you can convert a quote into a sales order or invoice.
• A sales order is a firm order that you haven't yet shipped. Because the customer hasn't been billed, dollar amounts on sales orders don't affect your finances. However, item quantities are allocated; that is, the items are reserved for later shipment and the number of items available is decreased. (See "Understanding Item Inventories" in Chapter 5 for more information about how sales orders affect inventory.) When items are ready for shipment, you can convert the sales order into an invoice.
• An invoice represents an actual sale and records the shipment of one or more items to the customer. Dollar amounts on invoices are posted into your accounting system. Item quantities on invoices decrease the number of items on hand.
• A quote is a proposal. It supplies pricing information to customers, but doesn't have any impact on your inventory or finances. Once the customer is committed to a sale, you can convert a quote into a sales order or invoice.
• A sales order is a firm order that you haven't yet shipped. Because the customer hasn't been billed, dollar amounts on sales orders don't affect your finances. However, item quantities are allocated; that is, the items are reserved for later shipment and the number of items available is decreased. (See "Understanding Item Inventories" in Chapter 5 for more information about how sales orders affect inventory.) When items are ready for shipment, you can convert the sales order into an invoice.
• An invoice represents an actual sale and records the shipment of one or more items to the customer. Dollar amounts on invoices are posted into your accounting system. Item quantities on invoices decrease the number of items on hand.
To Work with Quotes, Sales Orders, and Invoices
To Work with Quotes, Sales Orders, and Invoices (6422)
You work with quotes, sales orders, and invoices in similar ways. Their windows all have an area where you enter the customer information and an area where you enter item information. You can print all three for presentation to the customer.
However, each window also has features related to its specific purpose. For example, in an invoice, you can see which financial categories were affected by the sale.
In all three cases, Big Business makes it easy to enter information because much of it can be brought over automatically from other parts of the program. For example, you don't need to enter the customer address because it is filled in automatically when you choose the customer. You don't need to fill in item descriptions and prices because they are filled in automatically when you enter the item code.
However, each window also has features related to its specific purpose. For example, in an invoice, you can see which financial categories were affected by the sale.
In all three cases, Big Business makes it easy to enter information because much of it can be brought over automatically from other parts of the program. For example, you don't need to enter the customer address because it is filled in automatically when you choose the customer. You don't need to fill in item descriptions and prices because they are filled in automatically when you enter the item code.
Quotes are proposals that supply pricing information to customers and record a potential sale. Every quote has its own window, which can display two different kinds of information.
Click the Quote tab to enter or view basic information about the customer and items in the quote. This is the information you see when you open a quote.
Click the Profitability tab to see how the terms of the quote affect your bottom line. You can adjust prices and profit levels to ensure that both your needs and the cus- tomer?s are met.
Because a quote doesn't represent an actual sale, dollar amounts and item quantities don't affect your finances or inventory. When the customer is ready to commit to a sale, however, you can convert the quote to a sales order or invoice. See "Carrying Information Forward" in Chapter 2 for information about converting the quote.
Click the Quote tab to enter or view basic information about the customer and items in the quote. This is the information you see when you open a quote.
Click the Profitability tab to see how the terms of the quote affect your bottom line. You can adjust prices and profit levels to ensure that both your needs and the cus- tomer?s are met.
Because a quote doesn't represent an actual sale, dollar amounts and item quantities don't affect your finances or inventory. When the customer is ready to commit to a sale, however, you can convert the quote to a sales order or invoice. See "Carrying Information Forward" in Chapter 2 for information about converting the quote.
When you open a new quote, it's blank except for the quote number, the current date, and the expiration date. The quote number is assigned automatically based on the next number specified in the Customer Preferences window. The expiration date is calculated from the Quotes Expire In field in the Customer Preferences window. You can change either of these dates if necessary.
Creating a new quote comprises two groups of tasks--entering customer information and entering item information. You can add printed and internal comments to the quote, if desired. See "Adding Comments" in Chapter 2 for more information.
Creating a new quote comprises two groups of tasks--entering customer information and entering item information. You can add printed and internal comments to the quote, if desired. See "Adding Comments" in Chapter 2 for more information.