BOS Professional Features

Accounting 

Bank 

• Import .OFX files exported from your online banking directly into the ledger.

• Perform bank reconciliations.

Customer Invoices 

• Receive full or partial payments.

• Allocate receipts, discounts, and credit notes to invoices.

• Group multiple Sales Orders on one Invoice.

Customer Credit Notes 

• Issue credit notes against invoices.

• Receive returned inventory (Returned Items).

Supplier Invoices 

• Allocate debit notes, discounts, and payments to invoices.

Supplier Debit Notes 

• Issue debit notes against invoices.

• Return goods to inventory.

General Ledger 

• View the ledger by transaction or as a conventional detailed ledger.

• Create unlimited, custom Entry Types (e.g. payroll journal, general journal).

Customer Age Analysis 

• Sort, group, and filter the age analysis across multiple fields.

• Drilldown to the Detailed Customer Ledger.

• Record comments and set reminders.

• Batch email Statements.

• Batch email account payment reminders.

• Customise statement formats.

Supplier Age Analysis 

• Sort, group, and filter the age analysis across multiple fields.

• Drilldown to the Detailed Supplier Ledger.

• Record comments and set reminders.

• Issue supplier statements (on behalf of suppliers) or remittance advices.

VAT Control 

• Customise the VAT Types and percentages.

• Supports multiple VAT Types (e.g. India (GST), South Africa, United Arab Emirates, Thailand).

• Perform a VAT Reconciliation to complete a VAT return.

Trial Balance 

• Sort and filter the display.

• Drilldown to the Detailed Ledger and Transactions.

• Identify transactions with debit and credit imbalances (Trial Balance errors).

Income Statement / Statement of Profit or Loss 

• Sort and filter the display.

• View comparative or progressive periods side-by-side (Max. 12 periods).

• Display visual graphs with key categories.

• View budget comparisons.

Balance Sheet / Statement of Financial Position 

• Sort and filter the display.

• View comparatives.

• Display visual graphs.

Accounting Close-Off by Period 

• Close-off of accounting periods to prevent further transactions.

Customer Order Management 

Sales Orders 

• Create from Quotations or from scratch.

• Create checklists and alerts when data is incomplete.

• Use status and location management to move the sales order through production.

• Update the Sales Order from the linked Quotation.

• Displays sales orders by transactions or by line items.

• Copy transaction items as follows (resolve):

• Purchase: Items are copied to a Purchase Order.

• Reserve: Items are copied to Material Movements (Issue Stock).

• Produce: Items are copied to a Work Order.

Drilldown and Summary Views

• Customer Summary displays contacts, account statuses, and transactions.

• Supplier Summary displays contacts, account statuses, and transactions.

• Staff Summary displays productivity, and leave.

• Material Summary displays costs and pricing, inventory, dependencies, and transactions.

• Job Summary displays estimated and actual costs.

• Audit Summary displays transaction updates.

• Linked Transactions displays a shortcut to all linked transactions (e.g. Quotation > Sales Order > Purchase Order > Work Order > Delivery Note > Customer Invoice).

Estimating and Quoting 

Quotations 

• Create checklists and alerts when data is incomplete or estimating errors are made.

• Use statuses and forecast dates to manage the Sales Pipeline.

• Create quotation templates for fast quoting on standard products.

• View the Direct Cost, Value Added, Profit, and Margin for each line item.

• View a combined Cost Summary for all the quotation entries (items).

• Copy quotations for repeat jobs.

• Create quotation versions for variations of the same job.

• Display quotation lists in detail (item lists) or summary (transaction lists).

Pricing Strategies 

• Can use unit prices, adjustments, and markups.

• Can use fixed prices (not quantity dependent) and unit prices (multiplied by quantity).

• Can use pricing options for ranges (e.g. Qty 1-10 = $10.00; Qty 11-20 = $8.00).

• Can use single or batch pricing (e.g. cost for 1, 100, or 500).

• Can use VAT inclusive or exclusive prices.

• Can create multiple price lists with varying markups.

Items 

Add any, and any combination of these items to Quotations:

• Material Items (Finished Goods)

• Service Items

• Custom Items

• Printing Estimates

• Outsourced Estimates

• Generic Estimates

Estimates 

• Capture internal notes.

• Enter individual adjustments on each quantity.

• Use the quantity generator to create Price Lists (e.g. Qty 100 to 10 000 with step of 100).

• View the summary of costs, adjustments, percentages, direct costs, and value-added.

• View the costs page which displays every Service and Material as well as the estimated hours to complete the job.

• Override the unit or total prices.

• Hide sensitive data (e.g. profit earned) from junior staff using access controls.

• View transaction-specific changes to materials or services on the Audit page.

• Create estimate descriptions automatically (which can be overridden).

• Use Estimate Types and Costings to automatically add materials linked to a Service to the Estimate and adjusted according to the service quantity.

• Re-use and update estimates from setups for repeat jobs.

• Create/update finished goods from estimates.

Printing Estimates 

• Step through the estimate in the same order you would produce the job: Pre-press > Printing > Finishing > Despatch.

• Estimate internally produced jobs, outsourced jobs, or both.

• Use the automatic numbering calculator.

• Setup / link Presses to automatically generate pre-press services.

• Setup / link Parts to automatically generated finishing services.

• Drilldown to a Material Summary to check stock or pricing.

General Estimates 

• Use for services, materials, and despatch.

• Use for estimating jobs such as design and layout, signage installations, and products with square meter pricing.

Fixed Reporting 

Dashboard 

• Display charts and graphs customised to each user.

Inventory 

• Default view: Displays inventory movement and values by date.

• Price Update view: Displays inventory pricing with features to bulk update the pricing.

• Stock Check: Records and update stock quantities.

• Transactions view: Displays every transaction that updates Inventory.

• Replenishment View: Displays items that should be ordered (below minimum quantity) with actions to create Purchase Orders and Work Orders to replenish.

• Detailed Register view: Displays all transactions linked to a Material Item or to a specific Location on a Material Item.  

• Inventory Aging view: Displays Inventory by quantity and value, grouped by age.

• Tracking: Display Batch or Serial Number tracking information.

Cost of Sales 

• View Job Costing at a Sales- or Work-Order level.

• Display transaction totals or details (items).

• Drilldown to Timekeeping, Purchase Orders, and Stock Movements (Material Issues).

Custom Reports 

• Use SQL to create custom reports which can access all the data in the database, including custom tables (e.g. a Job history imported from another application).

• Drilldown to customers, suppliers, materials, and transactions from the custom reports.

Materials & Inventory 

Materials 

• Create multiple units with conversion quantities.

• Link multiple Supplier Prices to a material.

• Link costings for finished goods.

• Download paper prices from the online library (South Africa only).

Material Price Manager 

• Batch update prices and adjustments.

• Display and peruse all the price changes.

Inventory 

• Track inventory stored in multiple locations.

• Calculate prices using weighted average costing.

• Enter minimum and re-order quantities.

• Use the replenishment manager to order stock.

• Perform a stock take.

Materials Movement 

• Receive or issue materials.

• Create stock-movement transactions manually or automatically (e.g. from Sales, Work, or Purchase Orders).

• Use for inventory and non-inventory items.

• Manage Outwork including receiving and delivering goods.

Transfer Orders 

• Manage transferring inventory between locations.

• Use the Tracker app for onsite management.

Purchase Orders 

• Create Purchase Orders from Sales or Work Orders or from scratch.

• Add custom items to purchase orders.

• Create checklists and alerts when data is incomplete.

• Prevent orders being sent out until approved.

• Prevent editing approved transactions (senior staff can override blocks).

Multiple Users, Branches, and User-friendly Layouts 

• Allow multiple users to use the software.

• Control access to every module using built-in user-access features.

• Use multiple branches. Users can be locked into a branch or have access to all the branches.

• Display reports and transactions on interactive, summarised Grid Views that support customising, grouping, sorting and filtering.

• Access links to transactions that are copied from each other on the provided shortcuts.

• Display data on the dual panel workspace for easy side-by-side comparisons.

Output: Print, Preview, Email 

• Print, email or preview, customised documents and reports.

• Use the built-in form designer to create or customise documents such as invoices and statements.

• Control who and when documents can be sent (e.g. quotations, invoices) using statuses and user access.

Production 

Work Orders 

• Create work orders by copying Quotations, Sales Orders, or directly.

• Assign jobs to a Controller.

• Group, sort, and view the work-in-progress (WIP).

• Use statuses to manage work orders.

• Use locations to manage work-order processes.

• Set and manage due dates.

• Group multiple jobs that can be produced together, on one Work Order.

• Update the Work Order from a quotation (e.g. to change the press) without affecting the Sales Order.

• Display Work Order material reports:

• Purchase or reserve stock.

• View available stock quantities.

• View outstanding stock.

• View the linked Services: Group, sort, filter by type, component, provider (Cost Centre/Supplier).

Planning Board 

• Sort work-order tasks into Production Stages.

• View colour-coded jobs, tasks, and outstanding requirements.

• Enter work order due dates and use the built-in features to update task dates.

• Display a Kanban Board.

• Move tasks across stages using drag-and-drop.

• Highlight all the tasks linked to a job.

• Drilldown to the Job Summary and Work Order.

• View active tasks and actual times worked in real-time if job-tracking is done online (can be logged offline and uploaded later).

• Customise actions and the interface, (e.g. group jobs by colour).

• Select the production stages to display including defaults for each user.

• Split tasks across multiple stage (e.g. a large job which is run on multiple presses).

Job Tracking 

• Use the Tracker app with its intuitive touch interface.

• Issue stock directly from the warehouse.

• Start or stop timekeeping on the app.

• Display job queues based on Planning Board stages.

• Update the planning board with the statuses (Busy) and actual times.

Job Summary 

• View and filter estimated versus actual costs and revenue (a ctual costs include Purchases, Stock Issues, Stock Returns, and Production time logs) .

• View summaries of items from Sales Order to Work Order, including services and materials on the Work Order

• Drilldown to Transactions and Timekeeping.

Sales 

Customers 

• Create customer records as companies or individuals.

• Link multiple contacts to a customer.

• Link multiple delivery addresses.

• Capture custom data using custom fields.

• Send Birthday emails.

• Opt-in/Opt-out of promotional emails.

• Set markups, price lists, and discounts for each customer separately.

• Drilldown to Quotations, Work-in-Progress, or Account Summaries.

Contacts Viewer 

• View all the contacts in one place: Customers, Suppliers and Staff.

• Search for a contact by name, surname, phone number, or email address.

• Use the built-in actions to drill down to reports or to create new transactions and workflows.

Sales Management 

• Display sales activity.

• Set reminders.

• Follow up on Quotations and provide reasons for quotations being accepted or rejected.

• Manage targets and budgets.

• Manage commissions.

Bulk Emails 

• Create static or dynamic contact groups.

• Create HTML email templates (pre-written emails).

• Send customised emails to Contact Groups or Individuals.

Point of Sale 

• Manage point-of-sale on a user-friendly touch interface.

• Integrate point-of-sale with Sales Orders and Accounting.

• Perform and record a daily cash up.

Workflows 

• Group and link transactions, notes, and files.

• Set reminders.

• Manage and link the processes from enquiries to creating transactions.