What you will find on this page:

• Sundry Enhancements
• Production on Quote and Sales Order Items
• Branches
• VAT Types
• Ledger
  • Opening Balances
  • Setting up
  • Opening Balances Example

Sundry Enhancements

• Alerts - Red Band - The Alerts (Currently available on Quotations, Sales Orders, Purchase Orders and Supplier Invoices) are now also displayed in a red band at the top of the Edit Form. See image below:

• Alerts - The following Alerts have been added:
  • Sales Orders - Duplicate Order number (For same Customer)
  • Supplier Invoices - Duplicate Invoice number (For same Supplier)
• Linked Transactions - When viewing Linked Transactions from a Sales Order or a Customer Invoice, the transactions that are linked on an Item level will now also be displayed.
• Estimate Category - The Estimate Category is now also displayed in the Items grid - read-only.
• Estimate Costs - Hr/s - An Hr/s column has been added to the Costs grids.
• Multi-Currency - Setting - A Global Setting has been added to turn the multi-currency functionality on or off. See image below:

• Multi-Currency - Rate - The Rate of exchange can now be updated on all the transactions that are multi-currency enabled. See image below:

• Multi-Currency - Captions - The Total (exc) and Total (inc) captions in the Transaction grid are now updated to indicate the different currencies on a forex transaction. See image below:

• Estimating - Costs - A Cost tab has been added to the Estimate interface which summarises all the Costs on the Estimate. See image below:

The Costs for all the Estimates on a Quotation can be viewed by clicking the Menu button above the Items grid and selecting ‘Costs’ - see image below:

• Staff Settings - The ‘Accounting Statements - Access Allowed’ has been changed to a more relevant ‘Accounting Reports - Access Allowed’.
• Quotations - The TOTALVAT_TEXT (Which displays the Total (Inc) amount as text) and CURRENCY (Currency Symbol) fields is now also available in the Quotation data pipelines.
• Audits - Status changes caused by copying transactions are now also audited.
• Quotations - The Supplier field has been added to the Qt_Items and Qt_Item_Rec data pipelines.
• Suppliers - a VAT No. field has been added to Suppliers (Tech Reference: Using a redundant field named ‘SERVER’).
• VAT Control - We’ve added the VAT No. to the VAT Report (ie. Vat No. of linked Customer/Supplier when applicable) and added a VAT Type Filter which is visible when VAT Report is checked.

• Terms of Use - We’ve added a Help > Terms of Use menu item which opens our Terms of Use page on the QuickEasy website.
• Settings - General and Staff Settings are now updated in the upgrade and fix scripts which means you no longer need to manually update settings after upgrading a database.
• Quotations - Previously, when a Service was added to a Quotation, and the Service had a fixed or Make-ready cost, 2 items would be added to the Quotation - one for the Fixed cost and one for running cost. Now that we have a fixed Cost on the Quote Items, this has been changed to only add one item. NB. The production cost is converted to the Unit Sell and Fixed Sell fields and it is not updated if the production parameters (Speed, Rate, etc.) are updated on the Item
• Quotations - Functionality has been added to view linked E-mails and Quotation History (Before this could only be done from an Estimate). See image below:

• Sales Orders - Items view - The following fields have been added to the Sales Orders Items View: Category, Reference 2, Reference 3.
• Quotations - Item view - The following fields have been added to the Quotations Items View:
  • Quotation: Category, Reference 2, Reference 3
  • Item: Category (Where the item is an Estimate)
• Status Default: Output - An Output status default has been added to the following modules:

Quotations, Sales Orders, Purchase Orders, Customer Credit Notes and Work Orders.

• Inventory Module - Price Update View - Functionality has been added to set the Stock Unit Price equal to the Selling Price or the Supplier Price linked to the same unit. See image below:

• Reports - The global Refresh button (Top right) now also refreshes the Report Lookup list. The following Transaction No. parameters have been added to the Reporting module. Drilldown functionality has also been added for these modules:
  • DELID - Delivery Note No.
  • SUPINVID - Supplier Invoice ID.
  • CCMAINID - Customer Credit Note No.
  • SCMAINID - Supplier Credit Note No.
  • STOCKMOVEMENTID - Material Movement No.
  • STRMAINID - Transfer Order No.

• Quotations - Estimate Items - The Qty on an Estimate Item can now be changed in the Quotation. See image below. The dropdown lists all the quantities on the Estimate.

• Reports - Functionality has been added to ‘Export Grid’ in a .csv format.
• Planning Board - Sales Orders removed - Sales Order items are no longer displayed on the Planning Board. The Planning Board now only displays Service items from Work Orders.

• Quotations - Items View - A Menu > Items view has been added to show all the Quote Items and Estimates for the selected data filter - see image below:

• Services - Quote Qty - The Quantity Type for Services linked to a Finishing or an Other type Service, can now be set as Quote Qty / or Quote Qty X - see image below:

Estimates - Linked Materials - Linked Materials can now be added, updated and deleted directly inside an Estimate on Pre-press, Finishing and Packaging services.

• Optimisation - Adding Pre-press, Finishing, Packaging, Material and Sections to an Estimate is now done using a stored procedure. (Previously this was done in the executable) This will not be transparent to users, but it’s a step towards preparing for the input screen functionality.
• Default Module - A ‘Menu Page’ option has been added to the Staff Setting > System > Default Module. The Upgrade script also changes the Default Module to ‘Menu Page’.
• Service Lookup - The Type filter has been changed to a text Search filter.
• Estimating - Labels - Flexo - The Die selection grid can now be filtered using the column header filters - see image below:

Transactions - The Subtotal, VAT and Total (Inc) have been removed from the transaction footers in favour of using the Item Grid Totals - see image below:

Fixed Price / Fixed Cost - A Fixed Price (and Fixed Cost) where applicable has been added to the Transaction Items on the following Transactions:

• Quotations
• Sales Orders
• Customer Invoices
• Customer Credit Notes
• Supplier Credit Note

• QEDB.ini - The QEDB.ini must now be located in the same folder as the Exe - the application no longer checks the Windows folder.
• Edit Forms removed - The Sales Order and Purchase Order edit forms have been made redundant and removed. Fields that were not in the Items grid have been added and are hidden by default.
• Estimate Overrides: Functionality has been added to Open linked Material Item and to View Material Summary from Materials listed in the Estimate > Overrides tab.

• Sales Order / Customer Invoices - Amount in words - Functionality has been added to output the VAT inclusive Total to words in the Sales Order and Customer Invoicing module (This is a VAT requirement in some countries) For this to work, you need to add the name of the Major and Minor currency under General Settings > Currencies. See image below:

The fieldname is TOTALVAT_TEXT - see image below:

• Material Movement - Deleting Allowed - A staff setting has been added to control the Delete functionality in the Materials Movement module. See image below:

• Supplier Invoices - Update Material Price - Functionality has been added to Update Material Prices from a Supplier Invoice. Variances between the Invoice price and the Material price are highlighted in red - see image below:

Production on Quote and Sales Order Items

Production fields (Speed, etc.) have been added to Quotation Items (See image below). The production values update the Hr/s field and are copied through to the Sales Order and Work Order.

• Work Orders - When a Sales Order is copied to a Work Order, all the selected Service Items on the Sales Order will now be copied to one Work Order with a single Output item - this ensures that the Planning Board is correctly updated. On the Work Order, the Cost Centre hourly rate is updated to provide an accurate cost for the services.

Branches

• Cost Centres - Branch functionality has now been expanded to Cost Centres. A Branch filter has been added and the Overhead linked to a branch is assigned only to Cost Centres which are linked to the same Branch. Cost Centres that are not linked to a Branch are grouped together.
• Printing Types - A Branch field has now been added to Printing Types - this is a filter that prevents the Printing Type from being used in estimates that are not linked to the same branch. If the Printing Type is not linked to a Branch, it can be used in any transaction.
• Material Categories - A Branch field has now been added to Material Categories - this is a filter that prevents the materials in a category from being used in transactions that are not linked to the same branch. If the Material Category is not linked to a Branch, the materials can be used in any transaction.
• Service Categories - A Branch field has now been added to Service Categories - this is a filter that prevents the services in a category from being used in transactions that are not linked to the same branch. If the Service Category is not linked to a Branch, the services can be used in any transaction.
• Output Templates - A Branch field has now been added to Templates - this is a filter that prevents the Template from being used in transactions that are not linked to the same branch. If the Template is not linked to a Branch, it can be used in any transaction.
• Customer/Supplier Age Analysis - A Branch filter has been added to the Customer & Supplier Age Analysis. This will filter the age analysis to calculate the ageing from transactions linked to the selected branch. NB. The filter is on Transactions, not on the Customer or Supplier.
• Ledger - The Customer and Supplier Detailed Ledger can now also be filtered by Branch.

VAT Types

VAT Types have now been implemented in all the accounting modules and the VAT is now calculated at an Item level - see image below:

In the transactions, the Total (Exc), VAT and Total (Inc) fields are simply totalled to the corresponding fields in the Transaction Header.

The upgrade script will add the standard VAT Types - see image below. VAT Types can be updated in Main Menu > Setup > Settings & defaults > Accounting > VAT Types.

The default VAT Type for each module also need to be set in General Settings > Accounting.

• Customers/Suppliers - The default VAT Type can be set for Customers and Suppliers. This will override the Default VAT Type set at the Transaction level except when the Default VAT Type for a Transaction is No VAT.
• Materials & Services - The default VAT Type can be set for Materials and Services. This will override the default setting for Customers/Suppliers except when they are VAT exempt.
• Entry Types - A default VAT Type and Prices field has been added to Entry Types. This is only applicable to Entry Types that are created directly in the Ledger. The upgrade script sets all the Entry Types that update Bank to No VAT and the others are set to Std VAT (Inc) - See Image below.

• Ledger - Transactions created directly in the Ledger are now effectively considered to be Transaction Items and the VAT Type, therefore, needs to be set in these transactions. See image below. This also means that a single Ledger transaction can no longer have both a VAT and Non-VAT component - the upgrade script splits these transactions (if any exist) into two transactions.

Ledger Transactions that are created by other modules (eg. Customer/Supplier Invoices) won’t have a VAT Type in the Ledger, because the VAT is set on the Transaction Items.

• VAT Control - The VAT Report in the VAT Control, now displays transactions on an Item level. This includes Items on Transactions like Customer/Supplier Invoices as well as transactions created directly in the Ledger eg. Expenses.

Ledger

• Functionality has been added to Menu > Enable Debit & Credit. When this menu item is checked, you are able to edit the Debit and Credit column if they are General Ledger accounts. See image below.

Opening Balances

Functionality has been added to improve the way that opening balances are loaded for General Ledger accounts. Accounts Receivable and Payable should be loaded as Customer and Supplier Invoices directly in the Ledger - ideally 1 invoice for each Ageing period: 30 days, 60 days, etc.

Setting up

Create an Entry Type for Opening Balances as per the screenshot below. The Type = OB is the flag that will exclude these transactions from showing up when the Trial Errors filter is used. This means the opening balance transactions can be ‘single-entry’ - only the Debit or Credit account needs to be set.

Opening Balances Example

Below is a simple example of an opening Trial Balance that need to be captured as well as screenshots of some of the opening balance transactions.

Make sure the Trial Balance matches exactly the last Trial Balance from the old system.