BOSPrint 2017.03

What you'll find on this page

• Firebird (FB) 3.0
• Winflector
• User Access Settings
• Staff Settings
• Sales Orders
• Leave Manager (Beta)
• Staff Summary (Beta)
• Income Statement
• Printing Access - Quotations / Sales Orders / Work Orders / Purchase Orders
• Work Orders
• Purchase Orders
• Staff
• Credit Notes
• Quotations
• Alerts
• Workflows
• Planning Board
• Job Summary
• VAT Enhacements
• Materials
• Internal Documentation
• Flexo Label Printing
• Customer Invoicing / Receipts
• POS Enhancements
• Reports
• Output

Firebird (FB) 3.0

BOSPrint 2017.03 has been updated to be Firebird 3 compliant. NB. only the latest exe of BOSPrint 2017.03 will run on Firebird 3.0 without returning any errors.

Click here for instructions for migrating to Firebird 3.0, as well as enhancements to Tools for Firebird 3.0 support.

Winflector

This upgrade fixes the modal windows problem when running on Winflector.

User Access Settings

• The Sales Order Editing access setting has been enhanced as follows:

• The Work Order Editing access has been enhanced as follows:

• The Work Order Viewing Access has been enhanced by the addition of: Own (Rep) - A Rep Filter has also been added to the Work Order Data filter.

Staff Settings

• Passwords - The QuickEasy and SMTP passwords are no longer visible from within QuickEasy - see image below: (This will only take effect after updating settings)

• QuickEasy SMTP Server - The Staff Setting > Use QuickEasy Server has now been implemented. (See image below). When this setting is set to 'Yes', none of the settings which are highlighted in red below are required.

Using the QuickEasy SMTP Server requires e-mail addresses, from which e-mails will be sent, to be verified - this can be done through Helpdesk.

The process involves an e-mail being sent to the address with a link to click for verification.

Sales Orders

• When a Sales Order is created from an Itemised quotation, the Quote No is now displayed in the Sales Order header - see image below:

• Functionality has been added to Menu > Update the Sales Order from Quotation for Sales Orders that have been created from Itemised Quotations. This function will recreate the entire Sales Order, header and Items, from the linked Quotation.
• Inventory Module - A User field has been added to the Transaction View. For Stock Checks, the User field displays the user who last updated the Stock Check. See image below. We've also added some additional pipelines for the Transaction and Stock Check Views - Inventory_Trans and Inventory_Checks respectively. The plInventory pipeline has been renamed to Inventory_Default.

• When adding Quotes to a Sales Order, you are now able to multi-select Quotations and add them all with one click.

NB. The dialog no longer automatically closes after a Quotation has been added to a Sales Order. See image below

• Copy to Work Orders - A new default Work Order has been added to the Sales Order Status list. This is used to identify the Status that the SO must be changed to when it is copied to a Work Order. See image below:

• When a Sales Order is copied to a Work Order, the linked WO No. is now displayed in the Copy dialog to indicate that the SO item has already been copied to a Work Order. By default, items with a linked WO will not be selected. See image below:

Leave Manager (Beta)

A Leave Manager has been added to BOSPrint and the upgrade script adds holidays and sets up the basic leave types. It can be opened from Main Menu > HR > Leave. Click here for more.

Staff Summary (Beta)

A Staff Summary has been added to BOSPrint. It can be opened from Main Menu > HR > Staff Summary. Click here for more.

Income Statement

• Up to 12 Periods can now be viewed side-by-side and a Total for all the periods is displayed - see image below.

• A Show all option has been added to the data filter. By default only the Accounts with values are displayed, checking Show all will display all the Accounts. See image below.

• A date filter item, Fin Year (Months) has been added to display the current fin year in 12 month periods. See image below:

• Income Statement - Period Headers - A Data Pipeline has been added to generate the Period Names and Date Range for use on Income Statement Templates. The pipeline name IS_Period.

Printing Access - Quotations / Sales Orders / Work Orders / Purchase Orders

• A Staff Setting > Printing Allowed has been added for the above modules. Select 'None' to restrict users from outputting any documents. See image below:

• A corresponding setting has been added to the template setup which enables you to restrict the output of certain templates to Supervisors only. See image below:

Work Orders

• Delivery Address - A Delivery Address field has been added to Work Orders. NB. The Delivery Address is therefore no longer added to the Delivery Service on a Work Order. Functionality has also been added to Menu > Select another Delivery Address on the Work Order. The Delivery Address is updated as follows:
  • On Customer change - The Default Delivery Address is used
  • Copy Quote to Work Order - The Default Delivery Address is used
  • Copy Sales Order to Work Order - The Sales Order address is used
  • Copy Work Order to Delivery Note - The Work Order address is used.
  • Copy Sales Order to Delivery Note - The Sales Order address is used

• Status Change - Status Changes in the Work Order module are now also done by selecting Menu > Set Status to... in line with other modules. Status changes are now also audited.

Purchase Orders

• Purchase Order Items - ACCOUNT and ACCNO fields have been added to the PO Items data pipeline for use on document templates.

Staff

The Status field has been changed to be a fixed lookup list (Pending, Active, Terminated) and the field has been moved up to the top-right of the edit form. A Status filter has also been added to staff which filters the staff list to Active staff only by default. The Staff/Rep/User/Operator lookups have also been updated to show Active staff only. See image below:

Credit Notes

A Status Bar with a Status Note field has been added inline with the look and feel of other modules. (See image below). Credit Notes that are Complete or Cancelled are now read-only. Any users with Access to CC can change the Status.

Transactions read-only by Status - Transactions that have a Complete or Cancelled Status are now displayed in read-only mode in the following modules:

• Quotations - Any user with access to view Quotations can change the Status
• Sales Orders - Only users with Editing rights can change the Status
• Work Orders - Only users with Editing rights can change the Status
• Purchase Orders - Only users with Editing rights can change the Status

Quotations

• Templates - When a Quotation is linked to the 'Template' customer, the Pricing tab is no longer hidden.
• Alerts - An alert has been added to warn users when the Category field is blank. As a reminder: Transaction alerts are set in Main Menu > Setup > Settings & Defaults > Alerts.
• The Qty on Printing - Finishing and Generic - Services is no longer rounded by default.

• Quote History - When a Quote is copied, the Quote No. of the parent Quote is now stored in new fields named FROMQUOTEID and FROMENQID. The full copy history of a Quotation can then be found in the Quotation > History tab - the history is displayed top down and drilldown functionality is provided. See image below. NB. This only applies to Estimates, not Itemised Quotations. The history will build going forward, it can unfortunately not be applied to existing Quotations.

• Materials > Round Up - A Round Up field has been added to Quote > Materials (See image below) Previously, the Material Qty was always rounded up to the nearest whole number (ie. Round Up = 1). Now you have the functionality to not round up the Material Qty.

• Materials - Quotation Settings - A number of Quotation settings (Defaults) have been added to Materials. See image below. These defaults will be used when a Material is added to the Materials tab on a Quotation, either directly or as a linked material on a Press Running Option, Packaging Service or a Pre-press/Finishing Service. By default Round Up = 1 and Adjust = checked. (This ensures that after upgrading, the application will work as before).

• Finishing - Qty Types - The Section sq.m and Section m quantity types no longer require the finishing service to be linked to a Section. When the Service is not linked to a Section, the Qty will be set to the combined area of all the Sections. See image below. Note: For Section sq.m, the area is actually calculated on Worksheet size and Worksheet qty to allow for bleed and overs.

• Non-Vat Customers - VAT is no longer added to Estimates if the Customer is marked as non-VAT - see image below: (Before all Estimates calculated VAT and you needed a separate Quote letter which did not display VAT).

Quotation Status = Users with read-only access to Quotations can now update the Status and Status Note using the following:

• Quotation list - Right-click and select Set Status to... on the Popup Menu
• Quotation Edit Form - Click Menu > Set Status to...

• Itemised Quotes - Supplier / Cost Price - Fields for Supplier and Unit Cost have been added to the Items on Quotations, hidden by default. This can be used to record the Cost price of custom items that are broked. (bought and resold). The Profit & Margin fields will indicate the difference between the Total less the Cost Price. If the Cost Price is 0, then the Profit is the same as the Adjustment. See image below.

The Supplier and Unit Cost fields will be copied to the Sales Order and if it's a Custom Item, the Resolve will be set to Purchase by default. When the Sales Order is copied to a Purchase Order, the Cost Price will be used by default. If the Cost Price is 0, then the Unit price before Adjustment is used.

• Quote Description- The Quote Description is now generated using a Stored Procedure in the database - QT_UPDATE_DESCRIPTION. (Previously it was generated in the exe) This improves performance and makes it possible to change the hard coded words in the description generator to a foreign language simply by editing the procedure. The hardcoded words/phrases are highlighted in pink when the procedure is opened in Flamerobin. See below:

--Printing

if ((coalesce(:INKDESCFRONT, '') = coalesce(:INKDESCBACK, '')) and (coalesce(:INKDESCFRONT, '') >

    TEMPSTRING = :TEMPSTRING||'Printed '||:INKDESCFRONT||' both sides ';

if ((coalesce(:INKDESCFRONT, '') <> coalesce(:INKDESCBACK, '')) and (coalesce(:INKDESCFRONT, '') >

    TEMPSTRING = :TEMPSTRING||'Printed '||:INKDESCFRONT||' front and '||INKDESCBACK||' back '; ';

• The Unit field was added to the pricing grid in the Paper selection screen in the Print Wizard. See image below:

• Quote > Forecast Date - A Forecast field has been added to the Status bar on Quotations. This field is always editable and can be used as a tool to forecast Sales. See image below:

The Forecast field has also been added to the Quotation Grid, where you're able to filter on Pending quotations and then group on the Forecast field to view Sales Forecast on a monthly basis - see image below:

• Large Format Reels - Imposition - When working with large format reels, the Qty Down now defaults to 1 and not to the maximum up. See image below:

• Copy to new Version (Header)- A function has been added to copy only the Quotation Header to a new version - useful when the versions are being used for different jobs. See image below:

• Flexographic Estimating - Repeats - The Section Repeats field can now be edited in the Flexo Die selection screen - This can be used when multiple variants of a label are printed in the same run. See image below:

Fixed Price Model

Many smaller printers prefer to work on a pricing model which is based on standard products with prices linked to fixed quantities. With this upgrade, we've substantially improved the functionality to operate on this model.

• Material Categories- A new Type has been added to Material Categories,Quotes (Unit = Qty). When this type is selected, only quantities can be added as Units. When using this model, you will typically add a Category for each product type - eg. Business Cards, Flyers, Posters, etc. and then add the fixed quantities in which you will be pricing and selling the product. See image below:

• Quotations > Copy to Material- Quotations are used as the pricing basis for this model. Ideally you will create a quotation for each variation on each product and add quantities to match those in the product's Material Category. When you create a material from the Quotation, all the Quantities, including the Cost and Selling price will be added to the material. See image below:

• Materials - Quotation- When a Material has been created from a Quotation, the Quotation is automatically linked to the Material in the Quotations tab. From here, you're able to Update the Material from the Quotation. See image below:

• Materials - Units & Pricing- Functionality has been added to set the Selling Price on items based on a Markup or Margin percentage and a rounding factor that can be applied to the VAT excl or VAT inc. price - see image below. The MU% (Markup) and GP% (Margin) on each quantity is also displayed.

• On the Transaction side, you will use Itemised Quotations, copied to Sales Orders and then the items that need to be produced must be copied to a Work Order which can then be updated from the linked Quotation.

Alerts

A number of Alerts have been added to the Accounting, Sales Order and Purchase Order modules - See Setup > Settings & Defaults > Alerts. The alerts are displayed when users Output or Copy Transactions. At this stage they only Alert users, they don't block users. See sample warning message below.

• Accounts - An error message has been added to warn users when the Categories inside a group don't match the parent Category. See image below:

• Sales Order Alerts - See image below:

• Purchase Order Alerts - See image below:

Workflows

• Timeline Preview - A Preview has been added to the Timeline view and the Remarks view has been changed so that the User / Date fields take up less space.
• User Access - Remarks - Users can no longer edit remarks after they have created and closed a Remark. When they open an existing Remark, it opens in the Remarks view where all the Remarks are displayed in chronological order.
• Auto-Refresh - A Staff Setting > Workflows > Auto Refresh setting has been added to auto refresh the Workspace.

• Remarks - The Remarks view has been updated to make it read-only, instead of being disabled - ie. Users are now able to copy text from the Remarks view.
• Back button - A 'Back' button has been added to navigate users back to the Default View. eg. when a remark was clicked to open the Remarks view. See image below:

Planning Board

• Visible Stages - A Visible Stages menu item has been added to set visible Stages on the run. See image below:

• Highlight - When a job is highlighted, only the Stages where the Job is listed are now visible. See image below:

• Auto set to Ready - When a Task is set to Complete, a trigger will now automatically set the next task to Ready. See image below. NB. Auto status changes to other Stages will only be visible when the Planning Board is refreshed.

For this to work, the new Planning Board Stage setting Ready Status needs to be set - see image below:

• Tracker - The Tracker has been updated to cater for Staff changes. The Version no is visible on the login screens.

• E-mails - Explicit transaction links have been added to E-mails. These include Quotations, Sales Orders, Purchase Orders and Customer Invoices. (EMAIL.QUOTEID, ENQID, SOID, POID, INVID). The E-mails tab on the Quotation edit form now uses these links to display linked Quotations. The other links can only be used in reports at this stage.
• Cost of Sales - Costs that are not linked to Items are now also displayed in the Cost of Sales > Items View.

Job Summary

• The Job Summary now also works with Sales Orders - a menu item has been provided to open the Job Summary from a Sales Order. When running SO/WO combined and the Job summary is opened from a SO, the Job summary displays the information for the linked Work Order (If it has a linked WO).
• The layout on the Detail, Costing and Timekeeping tabs have been changed to make the information flow more logical and to remove duplicates - see screenshot below. Detail Tab (WO), Detail tab (SO), Costing Tab, Timekeeping Tab.

In the second Image, the percentage areas 1,2 & 3 indicate the following:

1. The breakdown of Costs, Profits, etc. based on Estimated values. Total = 100%

2. The breakdown of Costs, Profit, etc. based on actual costs. Total = Invoiced = 100% (Percentages only appear once job is invoiced)

3. The Variance between Est. and Actual.

• When running SO/WO combined, and viewing the summary for a Sales Order, the Sales Order details are now displayed on the detail page (including Total, Profit and VA) but the Planning, Costing and Transactions tabs display information for the linked Work Order. ie. It's a combination of information from both the Sales Order and the linked Work Order.
• Materials Price Manager- Functionality has been added to open the Material Item - see image below:

VAT Enhacements

The VAT % has been made editable in the Ledger - see image below. (For transactions that are created in the Ledger) This means that the VAT % is now editable in every module that uses VAT.

The following Copy functions were updated to get the VAT % from the Setups (Settings & Defaults > Accounting - more here) instead of copying the VAT from the previous transaction:

• Ledger - New from Recurring
• Quotation - Itemised - Copy to new Quotation
• Quotation - Itemised - Copy to new Version
• Quotation - Estimate > Copy to new Quotation
• Quotation - Estimate > Copy to new Version
• Quotation - All - Copy to Sales Order
• Sales Orders - Copy to Customer Invoice
• Purchase Orders - Copy to Supplier Invoice

VAT Control - VAT Report - The VAT Report in the VAT Control can now be viewed in the Grid by checking the View > VAT Report in the Data Filter. The VAT Report differs from the standard Detailed Ledger view as follows: (The data pipeline is VAT_Report.)

• It does not have an Opening Balance or Balance column.
• It sorts on the VAT Type (Output/Input) and then on Transaction Date, Transaction ID and Item.No.
• It does not list VAT Payments and only displays transactions where VAT amount is not equal to 0.
• The Balance field displays the difference between the Output and Input VAT

Materials

• Multi-select functionality has been added to Materials to enable you to copy and paste records from the grid to a spreadsheet.
• Materials - Quotations - Functionality has been added to create a linked Quotation from a 'Produced' Material item. See image below: The Material Description is added to the Quote Reference field, the Customer on the Material is copied to the Quote (If applicable) and a Quantity of 1000 is added by default.

Internal Documentation

A General Setting has been added to store the link of your internal documentation. See image below:

When this setting is populated, an 'Internal Documentation' menu item appears under Main Menu > Help. Click this menu item to open your internal documentation. See image below:

Flexo Label Printing

A General Setting has been added to identify the Material Category for Flexo Dies - Flexo Dies Category. When this setting has a value, Dies will automatically be replicated as materials in the selected Material Category using the Code as the link between Die and Material. This functionality enables you to use the Material Item in Purchase Orders and so track the Die expenses, eg. replacement and sharpening, which can in turn be compared to the run lengths of the Die (Extracted from Work Orders).

Rewinding Stop Length - Functionality has been added to calculate the Rewinding Stop Length as well as the number of reels required based on the Estimate Qty, Label Size, Qty Up and Qty / Roll.

• Click Menu > Calculate Rewinding from the Finishing Window.
• The Service Qty will be set to the total length (m) that needs to be run - ie. the Service must be setup to calculate the cost per running meter. See image below:

Customer Invoicing / Receipts

The following enhancements have been made with small printers in mind, where they generally take deposits on each job and Invoices are settled directly.

• Setting - A setting has been added to identify the Entry Type to be used when creating Receipts from an Invoice. See image below:

• Outstanding - An Outstanding field has been added to the Customer Invoice edit screen - when an amount is outstanding, it displays in red. See image below:

• Menu > View Detailed Ledger- A function has been added to open the Customer's detailed ledger from the Invoice Menu. By default the Start date is set to 3 months prior to the Invoice date and the end date is set to current date.
• Receipts - A Receipts button has been added to toggle the Items grid to show linked Receipts. See image below:

• The Receipts View includes unallocated Receipts from the same customer as well as Receipts that have been allocated to the Invoice. The Unallocated column indicates the amount that is outstanding on the Receipt. The Allocated column indicates the amount that was allocated to the Invoice. Users are able to drilldown to the Ledger from the Receipts panel.
• Creating Receipts from the Customer Invoice > Receipt panel. Users can now create receipts from the Customer Invoice by adding an Amount or a Percentage, selecting the Bank account into which the money will be received and clicking the Receive button. This will create a Receipt and automatically allocate it to the Customer Invoice. See image below:

• A Data pipeline named CI_Linked_Receipts has been linked to the Receipts table.

POS Enhancements

• When an amount is entered on the payment screen, which is less than the order amount, the balance is now displayed in the Outstanding field. (and no longer as a negative Change amount) The linked Receipt is updated with the payment amount only (before, the full transaction amount was added to the receipt)
• When an order has not been settled in full, users are no longer prompted to close the transaction when they exit the payment screen.
• When changes are made to the Payment amounts, users are prompted to Post the transaction when they exit the Payment screen.

Reports

Functionality has been added to e-mail a report in Excel format. See image below:

Output

Email - When a transaction is Output to E-mail, the PDF if is now streamed directly into the e-mail (Before it was first saved to the Temp folder and then attached to the Email - this could cause problems in the unlikely case that the PDF was locked, if it was opened from the e-mail before sending and not closed after previewing.)