FAQ

There are three main entities in the application: transactions, catalogs, and reports.

Transactions (supplier invoice, sales invoice, return, inventory movement, etc.) reflect the fact of some committed action. For example, you bought a product, there was a debt to the supplier and there was a balance in the stock, after you paid to the supplier - the money was debited from the account, the debt disappeared.

In order to be able to conveniently, correctly and simply fill out transactions, there are catalogs: products/services, partners (suppliers, buyers, etc.), accounts, banks, etc. For example, in the supplier invoice the supplier field is written not just with the text "LLC Camomile", but the item of the catalog "Partners" is selected. You can quickly create the right partner when choosing a supplier from a supplier invoice. Also, certain links are stored in the catalogs, for example, you can specify that "LLC Vegetables" buys goods at a retail price, with a discount of 10% and a credit limit of 5000 is valid for it.

Reports are needed to get information about the balances and turnover of products, debts, orders, etc. For example, if you need to view the balance of a certain product in stock , you need to open the "Stock balance" report, set the "Product/Service" filter equal to <Your product> in the settings and run report. Or you want to see the company's profit for the last month - open the report "Profit and Loss", select the period of the report last month and click "Run report". The information in the reports appears after any operation has been posted.

Reports display information grouped, but almost any number in the report can be deciphered to the transaction that made this movement. To do this, click on the number - drill down - transaction.

1) To separate access rights and identify each user, you need to enter users in the "Users" catalog (Main menu - Catalogs - Users). It is possible to assign certain access rights to everyone. You can restrict transactions, reports, catalogs, for example, leave only sales orders, and also limit the visibility of certain types of prices, as well as accounts.

2) To sync data, you need to enable synchronization via Google Drive or Yandex.Disk in the settings (Main Menu - More - Settings - Sync Settings), log in to your account. Do the same on other devices. The account for syncing must be the same. There is also an assistant for setting up synchronization: Main menu - More - Connecting a new device.

The initial synchronization may take a long time if a lot of data has already been entered - to speed up, you can create a backup on your device and restore it on other devices.

There can be any number of users, but you need to understand that as the number of transactions increases, the data synchronization time between devices will increase.

On a mobile device, when setting up synchronization or adding a user, you will need to purchase a subscription (monthly or annual). It is better to find the price in the application, it depends on the region. The Windows version is free.

The subscription is issued through the Google Play or Apple App Store and is canceled there in the "Subscriptions" section.

Create a service with the name "Salary", set the expense item "Salary" in it, and for each employee - a partner card. Make a purchase from an employee of the "Salary" service, and pay to the supplier (salary payment).

To keep records by expiration dates, you need to enable accounting by series (Main menu - More - Settings - Accounting for product series). At the same time, when the product arrives at the warehouse, you will need to create a separate series (expiration date) and select it, then select the series in the rest of the goods movement transactions. When writing off goods from the warehouse (writing off or selling), you can not specify the series, then the series from the remaining stock will be picked up according to the method specified in the settings (FEFO, FIFO, etc.)

In production transactions, you can add a row with a service. The amount for this row will be allocated to the cost price of the batch. In the production transactions, it is worth adding expenses directly related to production activities. I.e., you can calculate the cost of this expense per batch of output.

Usually, the total expenses (not directly related to production) are separate lines in the expenses (do not fall into the cost of production)

The main transactions for reflecting production are: assembly transactions (Main menu - Warehouse - Assembly/Disassembly) and production (Main menu-Production - Production (list)).

The assembly can be filled in according to the set of goods (the product card indicates that this is a set and the components are filled in). There are two types of operation: assembly and disassembly. When assembling, the goods that we receive after assembly are entered in the "Product sets" table, and all the goods and services necessary for assembly are entered in the "Products" table. After the assembly operation, the components will be written off from the stock and the set will be registered. When disassembling, on the contrary: the set will be written off from the stock, the components are registered.

The production has an extended functionality: there are production bills of materials (BOM), where products (what we produce) and raw materials (from which we produce) are specified, the production transactions themselves can be filled in according to a specific BOM. Also, production transactions can be created automatically based on production orders - by clicking the "To production" button in the order. When creating by orders, if there are nested BOMs in the BOM (for a specific raw, it is specified to produce according to the BOM), all production transactions up to the last nesting level will be created.

The production transaction writes off raw materials and releases products to the stock only in the "Completed" status.

Also, at the time of the assembly or production transaction, components must be previously registered in the stock, for the correct calculation of the cost of the manufactured goods.

The products are added to the "Products/Services" catalog.

Prices for goods are assigned by a price adjustment transaction, a separate price adjustment is performed for each type of price. (Main menu - Prices - Price adjustments (list) - New price adjustment)

Also, if you specify the price type in any other transaction (for example, in a sales invoice), the prices will be assigned by this transaction, if you do not need to assign the prices, then you need to clear the price type in the transaction (for example, an exclusive discount is provided and you do not need to change the price)

In order for prices to be visible in the product catalog, you need to click the upper - right corner in the list of products - Set up price visibility. Add the necessary types of prices to the list.

When buying of the additional service, it becomes possible not to relate the cost of this service immediately to expenses, but to allocate it to the cost of goods in this or any other supplier invoice.

If there are several products in the purchase, then the amount of the additional service will be will be allocated proportionally to one of: quantity, price, amount.

Example:

Product 1: Price $10, Quantity 2, Amount $20.

Product 2: Price $100, quantity 1, Amount $100.

We allocate the delivery in $100.

By price:

Product 1: $100 * $10 / $110 = $9.09

Product 2: $100 * $100 / $110 = $90.91

By quantity:

Product 1: $100 * 2 pcs / 3 pcs = $66.67

Item 2: $100 * 1 piece / 3 pieces = $33.33

By amount:

Product 1: $100 * $20 / $120 = $16.67 

Product 2: $100* $100 / $120 = $83.33

You can add your own additional properties (fields) to any catalog or any transaction. For example, the "Courier" field in a sales transaction, or the "External link" field in purchase orders.

To do this, in the catalog or transaction card, tap the upper right corner - additional properties - add a new property. In the name, you need to enter the name of the property (for example, "Courier") in the field type - type (for example, the catalog "Users"). Tap "ОК", after that you need to close the catalog card or transaction card, and open it again. The property (field) will appear on the card.

Also, additional properties (fields) can be output to reports, set filters and sorts on them.

1) If you have purchased a subscription:

You can simply log in to a new device in the same account for synchronization (Main menu - More - Settings - Synch settings)

Or, to speed up the process, you can create a backup copy on an old device - upload it to the cloud (Main menu - More -Backups). On a new device (Main menu - More - Backups), log in to the cloud, select a backup copy - restore it.

2) Without subscription:

Make a copy of the database on the old device. (Main menu - More - Backups - Create a backup)

Send a copy by mail or in another way to a new device (Long press on the line with the copy - Send by e-mail / Share).

Restore the copy on the new device. (Main menu - More - Backups - Find backups on your device - Long press on the line with the copy - Restore backup).

To clear the database on the device, you need to click "Main menu" - "More" - "Clear the database". After confirmation, the database will be completely cleared.

To clear data in the cloud, you need:

• Yandex.Disk: https://disk.yandex.ru/client/disk - open the application folder and clear it.

• Google Drive: https://drive.google.com/drive/my-drive - open settings - manage applications - find TEAM - click "Delete application data".