Glossary

Use this Glossary of terms to search for the definition / meaning of certain terms used in the QuickEasy BOSEnterprise Documentation.

Customer Relationship Management is the combination of practices, strategies and technologies that companies use to manage and analyze customer interactions and data with the goal of improving customer service and driving sales growth.

BOSEnterprise CRM systems compile customer data across different points of contact between the customer and the company, which could include the company's telephone, direct mail, marketing materials and email. The BOSEnterprise system can give customer-facing staff detailed information on customers' personal information, purchase history, buying preferences and concerns.

Contacts are other businesses, organizations and individuals that you do business with as well as people that work for your business .

In BOSEnterprise Contacts fall into 3 major groups; Customers, Suppliers and Staff. You are able to store as much information about your contacts as you need. You can use this information generate many useful reports.

Costings are Transactions in BOSEnterprise. They list the Cost Price for a given amount of materials and/or services.

Businesses and/or individuals that buy your products or services. In BOSEnterprise Customers are Contacts and therefore there is a lot of different information that can be associated with a Customer. This reduces errors and administrative work when performing Transactions, creating Reports and communicating with Customers.

A Customer Credit Note is a financial document generated by a business that defines an amount of monetary credit to be returned to a Customer. A Credit Note can be created due to product returns or a shortage of a shipment.

In BOSEnterprise a Customer Credit Note is a Transaction. Data from previous Transactions like Customer Invoice or Sales Order can be passed onto a Credit Note. Similarly, data from a Credit Note Transaction can be used on subsequent Transactions such as Goods Returned and Customer Refunds Transactions.

A Customer Receipt is a document acknowledging that a person has received money or property in payment following a sale or other transfer of goods or provision of a service.

A refund is a payment from the business to reimburse an individual in exchange for the return of purchased goods and when services are unsatisfactory or unfulfilled.

An entity is an object or concept about which you want to store information. In BOSEnterprise an Entity is Accounting related and the data associated with an Entity is typically used for accounting tasks. Usually the Entities setup by default are enough but more can be added if your business requires.

The default Entities are the following;

• A Type of Contact (Customers, Suppliers or Staff),
• Account Categories
• Account Reports,
• Accounts
• Approvals
• Cost Centers
• Inventory Locations
• Item Categories
• Items
• Transaction Types

In an SQL Database, Fields are the columns in a Table while the rows are Records. Fields represent a piece of data of a specific definition/type and together the data in a row of one or more Fields is what makes up a Record.

BOSEnterprise is an SQL Database with many Tables. For example a Table called Customers could have 5 columns called CustID, CustomerName, CustomerContact, CustAddress, CustPhone. Each row in the table would be for the different customer Records. So if you had 10 customer Records in this table it would be 5 columns (Fields) wide by 10 rows (Records) tall. Of course you can have as many Fields and Records as needed in BOSEnterprise database tables.

Additionally, the term Field is also used to describe an Individual area of a Form or Report where data is input or output.

Forms define a user interface to allow input of data into a system in an efficient way with a consistent look and feel. BOSEnterprise utilizes Forms whenever a user input is required. Forms are used to populate Fields to create Records. Many Forms are pre-defined and more can be added if needed. New and existing Forms can be configured however the user prefers.

Materials that are moved from your inventory or a Supplier to production or sales in your business. In BOSEnterprise this is a Transaction that defines what materials are pulled from inventory and/or ordered from a Supplier to allow for a Work Order to start. Goods Issued is also used to drive a Goods Returned Transaction to allow for leftover materials to be returned to Inventory.

When Purchase Orders are completed by Suppliers the stock, or goods, are received into inventory.

Product that is returned to your business from your Customer. In BOSEnterprise this is a Transaction that allows products to be returned from a customer and placed into inventory. A Goods Returned Transaction can be dependent on data within Purchase Order, Customer Credit Note or Goods Issued Transactions.

A document that details the costs with due dates for goods or services rendered. Within the BOSEnterprise System Customer Invoices are Transactions that can be automatically generated and sent to Customers based on data managed by the system.

A ledger is the principal book or computer file for recording and totaling economic transactions measured in terms of a monetary unit of account by account type, with debits and credits in separate columns and a beginning monetary balance and ending monetary balance for each account

A formal document that orders goods or services from a supplier. It can also define payment details like sales costs, payment and shipment terms.

Within the BOSEnterprise System a Purchase Order is a Transaction and can be automatically generated from a Sales Order and sent to a Supplier. If received from a customer and accepted it is typically used to create a Sales Order within the system to initiate the business process.

A Quotation is a formal document that defines the selling price of a specific type & quantity of goods or services to a Customer. Quotations typically include credit and shipping terms also. In BOSEnterprise it is a Transaction. Data from a Quotation can be pased on to subsequent Transactions like Sales Orders, Work Orders, Customer Invoice and more.

A database table consists of rows & columns. A Record is each horizontal row of data in a database table. A Field is each vertical column of data in a database table and is of a particular definition.

In BOSEnterprise the Fields (columns) in the database tables are already set up with names but the Records are to be created by the user during setup and ongoing use by entering data into the Fields via Forms. Records and the data within the Fields that make up Records can be user modified as required.

A report is a document that contains information organized in a useful way. In BOSEnterprise reports are outputs from the system; that is Reports show the real-time status of various aspects of your business at any given time. They are similar to Forms in that they can be fully customizable for content and appearance.. Reports can be generated any time a user wants one.

Request For Quotation , a formal request for a sales cost and delivery lead time on specific product(s) or service(s) from a business. In BOSEnterprise an RFQ is a Transaction that involves your business requesting a quotation from a Supplier. The data in an RFQ can be linked to a Purchase Order Transaction to reduce errors and administration costs.

This is what is created in BOSEnterprise when a Purchase Order for goods or services is accepted from a Customer. It can drive the purchase of materials, the reservation of materials in the warehouse, scheduling of production and other activities required to produce and/or sell a product or service.

This is the people that work for your business. They can work to produce a product or service or they can be support staff like administrators or sales people.

In BOSEnterprise Staff are Contacts and there is a lot of information that can be associated with a Staff member. This can help in managing, communicating and setting various permission levels of Staff within the system.

A person or company that supplies goods or services. They are also known as vendors, distributors, wholesalers, etc.

In BOSEnterprise are Suppliers are Contacts and therefore there is a lot of different information that can be associated with a Supplier. This reduces errors and administrative work when performing Transactions, creating Reports and communicating with Suppliers.

A Suppliers Credit Note is a financial document generated by a business that defines an amount of monetary credit to be returned to a Supplier. A Credit Note can be created due to product returns or a shortage of a shipment.

In BOSEnterprise a Supplier Credit Note is a Transaction. Data from previous Transactions like Supplier Invoice or Purchase Order can be passed onto a Credit Note.

A document that details the costs with due dates for goods or services rendered.

Within the BOSEnterprise System Supplier Invoices are Transactions and received from Suppliers, when this happens typically the Supplier Invoice Transaction is compared to the Purchase Order Transaction and a Supplier Payment or Supplier Credit Note Transaction is generated automatically by the system for approval and processing.

Supplier Payments is when the business pays a Supplier.

When Suppliers reimburse the business for unsatisfactory delivery of goods or services.

The data stored BOSEnterprise is stored in database objects called Tables. A Table is a collection of related data entries and it consists of Records (horizontal rows) and Fields (vertical columns) . A Record is made up of the contents of the fields (columns) that are in the table across that row. A field is a column in a table that is designed to hold specific type of information about every Record in the table.

For example, a simple table might have 3 Fields named Date, Customer, and Address. There might be 5 Records in the table, each with a different value in each Field. This table would be 3 columns wide by 5 rows high, each row containing a unique Record.

There are several Tables in BOSEnterprise and most can be modified to add or delete Fields (columns) and Records (rows) to meet specific user needs. The intersection of a Record (row) and a Field (column) within a Table is an entity called a data field. In BOSEnterprise when you enter data into a Form, this data populates that Field for a Record.

An exchange or transfer of goods, services, or funds. A Transaction is an action involved in business. This includes Sales, Purchases, Quotations, as well as financial Transactions like Receipts, Payments, Invoices, etc.

Within the BOSEnterprise System a Transaction is a process that evaluates input data to create a useful type of output data. Data from Transactions can be used to initiate other Transactions; this facilitates automation in the system. For example, a Sales Order Transaction will drive the creation of a Work Order Transaction, the creation of a Purchase Order Transaction (if materials need to be purchased), a Goods Issued Transaction to move materials from Inventory to Production and finally a Customer Invoice Transaction when the Sales Order is completed. Each Transaction passes the appropriate data to the next Transaction thereby greatly reducing errors and administration workload.

A Work Order is a document that defines a series of activities along with a list of materials required to produce product or services.

In BOSEnterprise a Work Order is a Transaction that is driven by the creation of a Sales Order Transaction. The Work Order Transaction then drives a Goods Issued Transaction to assign/reserve the required materials from the warehouse inventory to the Work Order. It can also drive a Purchase Order Transaction to place orders with Suppliers for any required material that is not available in inventory.