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1. Version 6 8 19th Jun 2014 Appendix B Import Data Formats 261 R Q a vas s 2 2 g oO oO Z 5 ra 8 a Py ye fost 3 F lt S D S tee gt m gt E ape isCustomer Y Y yes N no Mandatory for import of a new organisation only may be omitted for updates isSupplier Y Y yes N no Mandatory for import of a new organisation only may be omitted for updates priceList Y Name of a Price List existing in Inrax Blank customer not assigned to a price list customerGroup Y Name of a Customer Group existing in Inrax this Organisation will be added to the Customer Group if it is not already assigned to it Blank do not assign to Customer Group a blank value will not cause this Organisation to be removed from a Customer Group in an update notifyOrganisation Y Reference of an organisation existing in Inrax or defined in an earlier record within this file Blank notifyOrganisation this Organisation notifyMethod Y PR Print EM Email PE Print and Email Mandatory for import of a new organisation only may be omitted for updates autoNotify Y ON On OF Off PR Prompt Mandatory for import of a new organisation only may be omitted for updates defaultPurchasePayment Y Code of a Payment Terms existing in Inrax Terms Blank use default from parent or as defined in General Settings defaultSalesPayment Y Code of a Pay
2. ADMIN SECTION 2 Getting Started 26 General Settings Click the General Settings button in the Settings folder of the Home Window Note the parent organisations provided by your ASP available in the drop down list in the second field Setting up nrax is greatly simplified by selecting a suitable parent as many configuration items can then be inherited from it This topic is discussed more fully in Inheritance and Templates on page 152 You may well want to compare what is offered by each of the templates before making a decision on which one to use If after examining them you consider none of them suits your organisation you can pick NO PARENT and configure everything yourself To see what is available from a parent organisation select it and click Save or Apply If you find you cannot select the parent that can be rectified as follows Close General Settings Click on Access Rules in the Settings folder Select Set Par ent Organisation and ensure that it is set to GRANTED Click Apply Reopen Gen eral Settings and pick the desired parent You can now browse through inherited data items such as accounts payment terms and VAT codes by clicking their buttons in the Home Window For the full list of what may be inherited refer to Inheritance Settings see below and ensure you have switched inheritance on i e so it reads INHERITED for each type of data you wish to access from the parent Re
3. For an auto notification to take place following transaction entry the counterparty must have an appropriate Auto Notification setting see Organisation on page 158 the current User setting for Auto Notification Enabled see Organisation on page 158 must be set to YES and the transaction type must be ticked within General Settings Notifications see General Settings on page 143 Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 43 Email At its simplest this facility can be used to send a message to any counterparty whose email address is set up in your system Click Email in the Activity folder to bring up a Send Email window Use the radio buttons to select all organisations or just customers or suppliers Transfer addresses from right to left using one of the three lt lt arrow buttons Alternatively double click an address to place it in the To box If you transfer an address by mis take highlight it and press DELETE Your own address will already be in the Bcc blind carbon copy field if you set your User Settings to specify Copy Emails to Self You can send an attachment by typing the filepath in the field or using the browse but ton The main sections of the window can be resized Email a Transaction You can email a transaction from the Selected menu in a transaction browse window It takes the form of a PDF attachment to an email to your customer or
4. lt stockItems gt lt stockItem gt lt reference gt WidgetA lt reference gt lt webListingImageUF gt webFolder images widgetA Small gif lt webListingImageUF gt lt webListingTextOrHTML gt This widget is suitable for plugging leaks in sinks and baths lt webListingTextOrHTML gt lt webMoreInfolmageUF gt webFolder images widgetALarge gif lt webMoreInfolmageUF gt lt webMoreInfoTextOrHTML gt This widget made of high tensile gortex mesh is the industry leading solution for plugging leaks in all kinds of containers lt webMorelInfoTextOrHTML gt lt stockItem gt lt stockItems gt Using Product Family Web Pages Web Pages that are set to type PRODUCT FAMILY are used to collect together groups of closely related stock items and display them as a single consolidated entry within a fixed product list or a popup option menu in the web site For example you stock a product in several sizes or colours reflected in your stock system as Satin Trim Tank Top Small Satin Trim Tank Top Medium Satin Trim Tank Top Large You could list these as separate entries within a STANDARD Web Page or you could combine them by using a PRODUCT FAMILY page Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 206 When you set Type to PRODUCT FAMILY in the Web Page window some addi tional fields become available Listing Image List texting html From List Price RC Web Page Liteway 3 id 1552
5. link and then the Sign up now link at the time of writing e Configure the sandbox seller account as described in the section below see Con figure Your Google Checkout Seller Account for Inrax on page 226 e Within the Web Site editor select a Payment Option that includes GOOGLE CHECKOUT then enter your Google Id and Google Key which can be found from the Settings tab then the Integration link from within your sandbox seller account Set the Google Pay Mode to TEST Sandbox e Google hosts the checkout button that will appear on your site and it is necessary to provide Inrax with the URL for this button In order to get that URL you must use the generator google provides here http code google com apis checkout developer checkout_button_url_generator html DO NOT PASTE THIS URL DIRECTLY INTO INRAX i e you must go to this URL and follow instructions to generate the correct URL to paste in to Inrax for your chosen button e Also create a test sandbox customer Google Checkout account that you will use for testing again following instructions at https sandbox google com checkout main here you will provide your credit card details and your usual address and delivery address e Run some test purchases by clicking on the Google Checkout button that should now appear in the Shopping Basket page of your web site Use your sandbox customer account to make the payments Test orders should appear as Sales Orders within Inrax and P
6. 01 460 25 view Electric Mobility Euro Ltd Paul 01460 25 Copy Electric Mobility Euro Ltd Perr 0146025 Delete Electric Mobility Euro Ltd Sal i Electric Mobility Euro Ltd Sha lot 460 25 Electric Mobility Euro Ltd Sop Write Letter To Electric Mobility Euro Ltd War 01460 25 Export Selected Organisations XML format 22400 Ella YFL Mrs 52495567 Show Transactions 41471 Emms Susan Miss 0198973 Print Address Label 41560 Edit Groups 41164 Enright Marla Miss 035 3682 Copy Address To Clipboard Commt ime Loeb dna aac sonno L rn ae Edit Groups View which Customer Groups this Organisation is currently assigned to and edit those assignments from a simple tick list Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 159 Write Letter Open up a new Letter window primed with this Organisation To selected See Letter on page 43 Export Selected Write Organisation information to a file containing XML for Organisations matted data See Organisation Import on page 259 XML Format Show View a browse list of all transactions where this Organisation is Transactions the counterparty Print Address Print a label with the address of this Organisation Refer to the Label Address Label Print Command in User Settings which must be configured for this to work see User Default Settings on page 165 Copy Address A quick method
7. Action Print Statements Action Email Statements Action View Statements Show overdue transactions only Preview when emailing Preview notification prints Counterparties in the list who are ticked will be notified i e sent their Statement by the method of notification set up for that customer for example email print for manual posting or both If a customer is set up not to be auto notified that has no effect here because statement notification is not classed as auto notification Statements will be printed for the customers who are ticked in the list Statements will be emailed to the customers who are ticked in the list It will be in the form of an attachment to a short mes sage The Statement for each ticked customer will be produced in a Viewer window Each statement opens one window so the viewing of large numbers of statements is lengthy Consider in that case producing a Sales Ledger report instead Any Statement you produce by any of the above methods will show only overdue transactions Emailing can occur from the first and third of the four methods above If you select preview here each message will appear in an individual window so previewing large numbers of emails will be lengthy When the selected action is to notify this tick box allows you to preview Each Statement will appear in an individual window so previewing large numbers of them will be lengthy Version 6 8
8. Allows Blank Max Length Values name lt description lt 255 parentStockGroup Y Name of parent stock group existing in Inrax or defined in an earlier record within this file Mandatory for import of a new stock group only may be omitted for updates status CU current OB obsolete DE dead Blank inherit stockType canGoNegative vatCode costModel I item S service Blank inherit Y yes N no Blank inherit Code of a Vat Code Blank inherit FF FIFO LF LIFO AC average cost Blank inherit costPriceCalcMethod salesAccount NO no cost price update LP use last purchase cost price OL prompt user to optionally use last purchase cost price Blank inherit Full hierarchical name of an account existing in Inrax as displayed in the accounts browse win dow Blank inherit costOfSalesAccount Full hierarchical name of an account existing in Inrax as displayed in the accounts browse win dow Blank inherit Version 6 8 19th Jun 2014 Appendix B Import Data Formats 251 js Q a vas 5 SIS p g Z IMa a E ge n R 3 g 3s 5 S V S o 8 2 2 3 a e usualSupplier Y Reference of an organisation existing in Inrax Blank inherit dispatchOrganisation Reference of an organisation existing in Inrax Blank inherit delivery Weighting Y real A
9. Because there are several customers there will be no Reference or Payment Terms at this stage a reference and the appropriate terms will appear on each customer s indi vidual Goods Out transaction You cannot change the Unit Price on this Goods Out transaction The customers in the Customer Group may well be assigned to different price lists containing a variety of pricing formulae and the price on each of their invoices will be governed by that or Base price if not on a price list Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 61 When you save the many transactions that you have just created will appear with their individualised details in the Goods Out Browse window from where you can access them as for any other transaction Starting from a Sales Invoice If you are selling a non stock item you can begin at the Sales Invoice stage Fill in the Sales Invoice as usual but pick a Customer Group from the bottom of the drop down Customer list Alternatively double click on the Customer field when you will be asked whether you want a customer or customer group Starting from a Sales Order If you are selling a service stock item or any other stock item to multiple customers and need to begin with a Sales Order for example if you need pro forma invoices you must then progress via a Goods Out transaction Fill in the fields in either case exactly the same as described above for a Goods Out transaction
10. Click the Location button in the Edit folder to open the Location Browse window Locations inherited from the parent organisation specified in General Settings will be visible in the browse list tinted blue You are advised not to inherit locations create your own Click New to open a fresh Location window then give it a name Pick NO PARENT or the name of a location from the drop down list A hierarchy of locations can be constructed and will show complete with ancestors in the browse list A hierarchy is useful because for example a chain of shops can organise into regions areas and shops and examine the performance at each level Only the leaf locations one s that themselves have no children may actually be used within transactions the others are for grouping reporting If you tick Inherit Address the address of the selected parent will be displayed or if NO PARENT is selected the address in General Settings is used To fill in a new address untick Inherit Address Currently the location address is not used From the browse list you can edit view or delete if unused locations provided they are not inherited from the parent organisation VAT code VAT codes are selected by name when entering transactions As a convenience VAT codes can be assigned to Accounts and to Stock so that a default VAT code will appear when those account stock items are selected within a transaction VAT codes may be inherited from th
11. Other Office Expenses There are some examples of overheads listed in the table of figures above As with Pension Contributions PaperMec can choose whether to deal with them using general transactions or the purchase system For most or all of them the purchase system is preferable But there is no invoice for bank charges so they are best dealt with using a general transaction similarly the recording of depreciation must be a general transaction Bank Charges PaperMec put bank charges on to their system once a month using the following Gen eral Transaction to transfer the amount that appears on their bank statement Debit Office amp Admin Bank Charges Credit Leamins Current Account Bank Loan Interest Just as they take charges so the bank takes its loan interest The General Transaction would be Debit the account Interest paid Credit Leamins Current Account Transfer between Bank Accounts PaperMec often has a fair amount of cash following the sale of an expensive machine and likes to keep it in the deposit account and earn interest They also put by at least 100 per month towards repaying the bank loan This is where the Leamins deposit account comes in To transfer 100 to the deposit account they do this General Trans action Debit Leamins Deposit Account with 100 Credit Leamins Current Account with 100 Petty Cash PaperMec keeps a small float which they draw occasio
12. Articles are normally displayed within Article Categories see earlier but may also be displayed individually by selecting within Web Pages Article HameHeadline An Email Address Should Be For Life Display Article Folder The Email Story EmailClinic Date ogno2004 Hours o Mins os Date Time DO HOT DISPLAY Article Style Default Article Style Byline Listing Image 1ages sickComputerVSma Y Position HEADLINE RIGHT Listing e strongly recommend that individuals as well as small businesses ensure they are in control of their email and are not tied to their current introduction Internet Service Provider Click on the title above or the sick computer Article frying pan and into the fire The next time you have reason to move ISP you have the same problem again Another wrong thing to do would be to stay with the ISP you have because you just cant afford iw Ald email address That savas the ISP tiein satorked these f Article Image ClinicAmages sickcomput J Position HEADLINE RIGHT Image Catchline External Link Popup _ Headline Used to identify this article and displayed at the top of the arti Display cle itself and within an article category listing If the Display toggle is unticked the headline is suppressed from the article listing but still shown in the article itself Article Folder All articles exi
13. Connecting from a New Client Computer Your administrator will supply you with the login details including your user name and password Any computer on which you are about to run J nrax for the first time will need initial configuration To achieve this follow the instructions provided by your Application Service Provider ASP or if that is Meier Pollard Ltd follow the down load procedure at www inrax com This will include downloading Java Web Start and Inrax itself Each time you connect thereafter known as starting the client the software checks for the latest version of Jnrax and downloads updates if there has been a new release Normally however a download is not needed and connection is quick Running Inrax From Your Desktop You do not need to connect to the ASP web site whenever you run Inrax rather it is run as a normal desktop application When you first run Inrax you are given the chance to create desktop and menu shortcuts If you declined this offer follow the instructions here If you are running on Windows with Java 1 4 or earlier run up Java Web Start form the Start Programs Java Web Start menu If on another platform locate Java Web Start and run it For Java version 1 5 on Windows the Java Web Start program can be found on a Win dows PC at C Program Files Java jre1 5 0 bin javaws a coffee cup icon Double Version 6 8 19th Jun 2014 SECTION 2 Getting Started 24 click this icon to run You
14. Current Assets Debtors Taxation debtor VAT debtor Current Assets Stock Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 93 Current Assets Stock Opening stock Current Assets Stock Stock purchases See notes Current Assets Stock Parts stock Current Assets Stock Machines stock Current Liabilities Hire Purchase Current Liabilities Short term loans Current Liabilities Short term loans Bank overdraft Current Liabilities Short term loans Other short term loans Current Liabilities Other Current Liabilities Trade Creditors Current Liabilities Trade Creditors Purchase control Current Liabilities Trade Creditors Purchase control sus pense Current Liabilities Taxation creditor Current Liabilities Taxation creditor Inland Revenue Current Liabilities Taxation creditor VAT creditor Current Liabilities Taxation creditor VAT due to from HMRC Long Term Liabilities Bank term loan Long Term Liabilities Director s loan Equity Share capital Retained Earnings Sales parts See notes Retained Earnings Sales machines See notes Retained Earnings Sales sundry See notes Retained Earnings COS parts See notes Retained Earnings COS machines See notes Retained Earnings COS sundry See notes Retained Earnings Expenses Retained Earnings Expenses Payroll Retained Earnings Expenses Payroll Payroll taxes Retained Earn
15. Generally it is best not to enter transactions having VAT in a closed VAT period this can be enforced using the Date Restriction Settings options found under the Settings tab of the main window The VAT reports ignore all CANCELLED transactions and all General Transactions only SI SC PI and PC transactions affect the report values For this reason it is impor tant never to use Cancel Transaction on any of these transaction types that have an accounting date within a previous VAT period Instead use an SC PC credit note dated within the current period to ensure the VAT reversal is taken care of when the next VAT report is run To view all line items that contribute to each VAT code during the period select the VAT Detail toggle then one of the Input or Output VAT toggles and optionally restrict the report to a single VAT code Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 131 Online Analytical Processing OLAP Sales Report You can select many combinations of what to report on of qualifying parameters and of methods of sorting and filtering RC OLAP Sales Report Report On Stock Item i Report Period ENTER DATES Y Start 010972013 Ena 040972013 Location ANY v Qualifiers Sorting amp Filtering Stock Group Stock v Sort Column Turnover Web Site Source Stock Item C Sort ascending Fa C Limit no rows in report Brand M Suppress blank rows
16. Goods In A Goods In transaction is mandatory when purchasing a stock item as it is the means of updating the stock system with goods that have been received It may be used to record partial or complete fulfilment of a Purchase Order or alternatively may be entered directly without the need for a Purchase Order When you save a Goods In transaction stock value is updated according to cost rules described on page 106 So if you are not sure of the purchase price delay the Goods In transaction till you are If you enter and save the wrong price by mistake the cost at valuation for the Stock Item will be incorrect The default cost price is displayed dur ing the entry procedure which will help to avoid large errors especially if you set the cost update parameter to Prompt User to Update see page 102 Goods In derived from a Purchase Order If a Goods In transaction follows a Purchase Order derive it directly from the Purchase Order as described earlier In that way all the details are identical and the Purchase Order has its State automatically updated As soon as you save the Goods In the Pur chase Order moves to the GOODS IN State if it has been fully fulfilled but stays OPEN if it has not If there are goods still to arrive you can derive a fresh Goods In from the source Purchase Order later when you are ready Until it reaches the CLOSED State the Purchase Order can still be edited Once a Goods In exists there are buttons l
17. If operating the site under your own domain name you will need to obtain an authenticated SSL security certificate in order for this to function correctly One reason to apply this additional security is that over zealous security software perhaps poorly configured by users may block non secure form filling and thus prevent innocuous activ ities such as mailing list sign up from completing correctly Each Inrax web site handles https requests via a different port number please contact your service provider to request a port number which you should then enter here Ticking this option reduces the number of steps within the checkout process by combining the RETURNING CUS TOMER NEW CUSTOMER functions on the same page as the customer detail fields are shown If you never want to request passwords from users i e you will not support returning customer login you must select this option Select this if you allow web orders to be placed with a different delivery and billing address A reason for not allowing this might be to help prevent fraud See also Default Delivery Organisations on page 164 Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 182 Enforce UK Postcode Only select this option if you are making web sales to the UK only The customer will be forced to enter a correctly formatted Check postcode when they provide their delivery and billing address details This does not ensure the postcode actually ex
18. Picking list 51 Portable Data File PDF saving reports in format 129 Price add a fixed value to 117 base 110 cost 109 item 108 recommended retail 110 118 unit 108 Price Lists 117 applying formulae 120 designing 118 printing or viewing 117 selling price 118 Pro forma invoice 51 Product Catalogue 200 Profit amp Loss Reporting 133 Prospective Return 133 PROTX 223 Proxy Server 22 Purchase Accounts 81 Purchase Credit Note 78 no goods return procedure 78 Purchase Invoice 76 derived from Purchase Order 77 starting with blank 77 Purchase Ledger report 129 Purchase Order 71 account 73 close outstanding order 74 item price 73 VAT code 73 when derived from Sales Order check supplier 75 R Raw Reports 141 Reporting Periods 170 Version 6 8 19th Jun 2014 Index leap year 170 Reports abbreviations in 127 bank reconciliation 86 emailing 43 reporting period 170 Resizing 34 Returns of goods purchased 78 reverse charge mechanism 172 Robots amp Search Engines 226 Root 153 Root account example in case study 91 RRP 183 201 RSS 241 RSS Really Simple Syndication 195 S Sales Credit Note 64 from goods returned 63 multiple 61 Sales Invoice 58 derived from Goods Out 58 multiple invoicing 60 starting with a blank 59 Sales Ledger report 128 Sales Order 51 account in 53 close outstanding order 55 finding a stock item reference 53 unit price 54 view outstanding order 55 Save amp Invoice 58 76 Saving sp
19. Sons lt notifyOrganisation gt lt defaultPurchasePaymentTerms gt EM lt defaultPurchasePaymentTerms gt lt defaultSalesPaymentTerms gt Y Y lt defaultSalesPaymentTerms gt lt notes gt 25 Feb 2002 spoke to Fred about discounts lt notes gt lt organisation gt lt organisations gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats 264 Transaction Import This import currently supports General Transactions Sales Orders Purchase Orders on account Payment Made and Payment Received transactions only Sales Order imports might be used to transfer web orders from a third party ecommerce system into Inrax to save hand keying of each order The Skip over existing transactions feature may only be used for Transaction imports where the reference field has been defined within the import data This is because without a reference Inrax has no way to identify whether a transaction has already been loaded or not You may therefore wish to set the Batch size to something larger than the total number of transactions being imported so that any single failure ensures all transactions fail and the import can be safely repeated until correct Transaction XML Field Definitions For detailed field definitions see the chapters on transaction entry in particular Chap ter 3 Selling Procedures on page 51 s oO Djaj j S a D 2 Q 2 allie D S Z x E gt i zNa lt type Y Currentl
20. detail behind fields in edit mode 34 stock item 114 53 underlying transaction during bank reconciliation 85 words in a list 34 Fixed asset purchase of 98 Folder tailoring 149 Formulae 116 adding a fixed value to a price 117 creating 116 rounding numbers 116 source price 116 using in a price list 120 Froogle 141 G General Ledger 82 analysis of each transaction type 243 view line item from browse window 37 General Ledger report 128 General Settings 143 General Transaction 82 checking effect of 84 overview of uses 15 Goods In 75 derived from Purchase Order 75 starting with blank 75 Goods Out 56 derived from a Sales Order 56 effect on stock holding 57 invoicing all even if returned 63 payment due date 57 starting with a blank 57 Goods Returned derived from Goods Out 63 80 63 80 generation of Sales Credit Note 63 must still be invoiced 63 Version 6 8 19th Jun 2014 Index Goods Returned By Us 80 Goods Returned by us 78 Goods Returned To Us 63 Google Checkout 225 Group Reporting 136 140 H Handling Charges 215 Home Window altering contents 149 button not visible 151 HTML 218 233 HTML Forms in Inrax Web Sites 235 I Import File Format 246 Importing Data 31 Inheritance overview 16 root 153 sibling 153 various forms of 152 Inheritance Settings 153 J Java Web Start 23 Journalling see General Transaction 82 K Kerberos 14 L Leap year 170 Letter template 43 LIFO 106 Line item e
21. lt counterpartRef gt 39064 lt counterpartRef gt lt counterpart gt 95 12484 lt counterpart gt lt location gt Warehouse lt location gt lt item gt lt description gt Twilight Tracer Golf Ball lt description gt lt stockItem gt Twilight Tracer 1 lt stockItem gt lt price gt 8 50 lt price gt lt quantity gt 2 lt quantity gt lt vatAmount gt 2 98 lt vatAmount gt lt item gt lt item gt lt description gt Cobra 440 SZ Driver lt description gt lt stockItem gt Cobra SS 430 lt stockItem gt lt price gt 170 21 lt price gt lt quantity gt 1 lt quantity gt lt vatAmount gt 29 79 lt vatAmount gt lt item gt lt transaction gt lt transaction gt lt type gt SO lt type gt lt accountingDate gt 14 03 2004 lt accountingDate gt lt description gt Consultancy work lt description gt lt counterpartRef gt 39064 lt counterpartRef gt lt counterpart gt 95 12484 lt counterpart gt lt location gt Warehouse lt location gt lt item gt lt account gt Balance Shareholders funds Retained earnings Sales Sundry sales lt account gt lt amount gt 200 00 lt amount gt lt vatAmount gt 35 00 lt vatAmount gt lt item gt lt transaction gt lt transaction gt lt type gt GT lt type gt lt accountingDate gt 27 1 1 2005 lt accountingDate gt lt description gt Test GT lt description gt lt location gt Home lt location gt lt item gt lt account gt Balance Retained earnings Sales lt a
22. 005 81 RCC RM at caret tye ha enacts econ ease saath R A E R ainane 81 Chapter 5 General Accounting OVENVIEW ei aaen ee ae bh ek Seth ee el ee os 82 General Transactions 0 0000 ee eee enue 82 Bank Reconciliation 2000 cece eeeee 84 Payment Accounts Payment Modes and the Bank Reconciliation 86 Stepping Through a Bank Reconciliation 86 Transferring Amounts Between Payment and Bank Accounts 87 How Does a Bank Reconciliation Save affect your accounts 88 Clearing out old Transactions from Payment Accounts 88 Chart of Accounts d n4rare shee a teal eke ae a eens 89 GOlMpKESS LCG esis sig is eta dite aed die ee wid we ehactiety 89 General Accounting Case Study PapenmMecilitd sc iiri cet nino tacit ae eae kh tol 90 Chart of Accounts 91 Version 6 8 19th Jun 2014 Table of Contents Opening ENES et sioa a Gtk cata og E EE AIETEN E ale Share Capital 94 Long Term Bank Loan 94 Tools and Equipment 95 Opening Stock 95 Routine Accounting s e asuaan Pay Assistant s Monthly Salary 95 Pension Contributions 96 Other Office Expenses 96 Bank Charges 96 Bank Loan Interest 96 Transfer between Bank Accounts 96 Petty Cash 96 Paying or Recovering Value Added Tax 97 Paying Corporation Tax 97 Bad Debt 97 Aged Debtors 98 Depreciation 98 Purchase of an Asset 98 Correcting Mistakes 99 Trial Balance 99 Period End 99 Chapter 6 Stock Management OvervieW eenaa nannaa eea 100 BOCK OlOUD aren
23. Bank Accounts on page 87 This is the sum of unticked rows within the Bank Account table and corresponds to the amount recorded against this account within the chosen period but not yet reconciled Tick transactions which you are reconciling with the bank state ment They total below as do unreconciled rows Displays the total of all rows you have highlighted ready for transfer to the bank account Double clicking on a row brings up the underlying transaction Please see How Does a Bank Reconciliation Save affect your accounts on page 88 Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 86 Save Transfers This option is only available if you have transferred amounts Only between a Payment Account and the Bank Account It allows you to save these transfers without saving which bank account items have been reconciled This allows you to abandon a bank reconciliation half way through but to retain the transfers Report The resulting reconciliation can be produced as a report before saving thence printed Payment Accounts Payment Modes and the Bank Reconciliation The right hand list in the bank rec window is there for you to list payments that were made into holding or payment accounts allowing you to transfer such payments to your bank account during the reconciliation process Whether you need to use this fea ture will depend on how you configured your Payment Modes see Payment Mod
24. Customer Stock Item Enter items one at a time click ing New Item each time A list of items on the Order builds up in the bottom half of the form and the total price accumulates in the right hand of the button Sales Order Order Date 07 09 2007 Description Order Ref 4353 Plan Del 08 09 2007 Payment Terms vi Web Site none Location Home lt lt v moe de Gross Amount oo VAT Code ee ee ar 17 5 x VAT 0 00 item Description Stock Item Account Stock Item Description Amount VAT Order Date Defaults to today s date Planned Defaults to the day after Order Date but can be edited Delivery Date Order Ref Defaults to next unused number but may be edited to any com bination of numerals and letters although this is not at all rec ommended The system will not allow any Order Ref to be reused Note This button opens a pop up window into which you can type a note that will appear on the printed version of the transaction The Note label turns blue when a note has been entered useful when viewing a transaction to let you know a note exists Description Use for any convenient description of this transaction up to 256 characters Counterparty Use this if your customer provides an order reference This will Ref appear on the printed transaction against a Your Ref label Payment Terms Automatically set for the customer you
25. Definition Service Period Delivery amp Handling Hame Mobility Parent Group Stock Description Regent Mobility Products Stock Type ITEM v Sales Account Mobility Sales Sales v Status CURRENT v Cost of Sales Account Cost of Mobility Stock N Y Cost Model Average Cost v Sales VAT Code Zero VAT Cost Update Prompt User To Update V Purchases VAT Code Standard 17 5 Usual Supplier lectric Mobility Euro Ltd V Negative Stock Allowed YES Name A reasonably short name is recommended in order to fit in the fields of other windows Parent Group Only the root Stock Group has NO PARENT Set the parent of subsequent groups from the drop down list Description There is room for a long description of 128 characters Stock Type The options are ITEM or SERVICE You will probably want to set the root Stock Group to ITEM Any subsequent groups which are created to contain service stock items should be set to SERVICE Status See Stock Item Status on page 115 Cost Model FIFO LIFO or Average Cost A separate paragraph explains this see below Cost Update This refers to the cost price already set for a Stock Item and whether it should be altered when you are purchasing the item and find it has a different cost price The options are Prompt User to Update Always Update and Do Not Update Your choice depends on for example how much prices fluctuate how fast the item turns over
26. Delivery Weighting Bands Don t allow orders exceeding the highest band Ouse highest band price for orders exceeding highest band Excess charged at 0 25 per 0 excess Bands Min 0 00 Delivery Price Bands add Band Band Band Max 5 00 Price 5 94 e Band Max 20 00 Price 9 32 eale C Ada Handling Charges to Orders Stock Item to book to Carriage NXT_ww Save Cancel When you select the Charge by Order Value Bands or Charge by Order Delivery Weighting Bands option the Delivery Price Bands and further options come into play You are able to define any number of delivery price bands based on the total order value or weight Use the Add Band button to define as many bands as are required When charging by value bands the total value of the order inc VAT is compared with the Band Max values you define to determine the delivery charge Each Band Max will be checked in turn from smallest to largest until the order value is found to be less than that Band Max the price on that band is then used Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 212 When charging by weightings the band ranges are based on the total order delivery weighting This is calculated by adding up the individual Delivery Weightings assigned to each stock item in the order The Delivery Weighting may be the actual weight of the stock item in for example Kg Alternatively wei
27. FREE in surance and breakdown covers span gt lt a hret Awa l 45 3235 Insurance Break down html gt read mores a gt lt td gt lt Ar Find B A Article NOT SELECTED Main Art Cat NOT SELECTED F Right Art Cat NOT SELECTED Redirect To NO REDIRECT Parent The Base Web Page of each web site can be set to NO PARENT and others are organised below that Name Choose a name for the page that will let you locate the page easily for editing at a later date This name is used as a default value for menu links and page titles see below Is Live Allow this page to be accessed within the web site Untick if a page is a work in progress or needs to be temporarily withdrawn from the web site Only Live pages will be included in web site searches Show When ticked the navigation path from the sites front page to Navigation Path the current page on view is shown at the top of the page and any level of this path may be clicked on to go to that place in the menu hierarchy Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 188 Searchable Hand Rolled Page Show Menu Link Show Page Title Access Show References Only untick if you do not want this page to appear in the results of a web search within the site This might be useful if you have an email campaign and create a landing page just for that cam paign and you do not want the page to be found by others Normally leav
28. Group it is in from the drop down list then select the Item and transfer it to the left Items can be selected and moved in blocks If you pick a Stock Item whose Stock Group has already been given a formula the Stock Item s formula will take precedence Selecting a stock item in the selected list results in price infor mation for that stock item to being displayed below You do not have to use the above procedure to assign a different existing price list to a customer you can alternatively do it from the Organisation button in the Edit folder of the home window When you save the price list it will appear in the Price List Browse window from where it can be selected and viewed edited or if not in use deleted Fixed Stock Prices As an alternative to setting stock prices by formulae or using the default selling price the Base price set on the stock item itself you can define fixed prices for individual stock items Fixed prices take priority when calculating a price using a price list the formulae settings are only checked where there is no fixed price Click on the Fixed Prices button You are presented with a browse list of all stock items for which you have previously defined fixed prices To add a new fixed price click on New within the Fixed Prices browse window and pick the stock item double click within the stock item field to browse select or type in a stock item reference Version 6 8 19th Jun 2014 SECTION 3 Cha
29. HO PARENT For Mr First Namefnitials 4 G Delivery Surname Marshaller 160 lt Title gt lt Surname gt v Mr Marshaller Grizzletield Farm Inherit Address Grizzlefield Earlston Berwickshire TD4 BBQ 01896 357 555 grizzlefield btconnect com Customer Supplier _ Alternative Contacts If you are entering a person you don t need to type anything in here as it will appear automatically when you enter the person details below Otherwise enter the full organisation name The same name may be duplicated although you will be warned of this situation when saving This allows you to have common names such as Mr D Davies more than once on the system If your counterparty is a person tick this box Then without fill ing out the Name field enter Contact Title First Name Initials and Surname When you do so the Name is automatically cre ated for you Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 161 Reference Parent For Delivery Salutation Inherit Address County Email Other Email VAT Number Password Every organisation must have a unique reference Inrax will generate this for you automatically or you may choose to set your own reference values If you plan to inherit organisations defined in a parent of your own organisation see General Set ti
30. If the formula is set to operate on Recommended Retail Price and one has not been defined it uses Base instead Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 117 Adjust Method If you set MARGIN the formula will make the value in Adjust see the field below a percentage of the resultant selling price Margin Selling Price Cost of Sale expressed as a per centage of Selling Price If you set MARKUP the Adjust will be based directly on one of the source prices in the field above Markup more generally percentage increase on cost price to arrive at selling price But here it is a convenient shorthand for apply the specified percentage change directly to Adjust Applies as explained above May be positive or negative so if for example you want to wholesale goods at a price marked off Recommended Retail then select Recommended as the source and a negative Adjust Add Use this where for example you want to add a fixed number of pounds worth of installation labour to an item you are selling Thus labour would appear free or inclusive in the item price and would be independent of it You can apply a percentage cal culation as well Round Off See above the paragraph on rounding Price Whichever method you use this line reminds you of the effect in relation to the source price When you have saved the formula appears in the Formula Browse window from where it can be
31. Locations are hierarchical you can report on a group of locations by picking a high level location Counterparty Normally leave as ANY Set this if you wish to filter the report values to just include transaction data for a single counterparty Counterparty Use to filter report values to just those transactions involving Group counterparties belonging to a particular Customer Group Web Site Select a Web Site if you wish to restrict reporting to only trans actions linked with the chosen web site Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 140 County Price List Postcode starts Num Periods Compound Period Period 1 Period 2 Variance Results are Paginated Allows filtering of report values to just those transactions made with counterparties having an address with the chosen County Allows filtering of report values to just those transactions made with counterparties assigned to the chosen price list Allows filtering of report values to just those transactions hav ing counterparties with a postcode beginning with a value you enter Choose the number of separate date periods to report on For 1 to 2 periods the report output is in portrait layout For 3 peri ods it is in landscape This is a quick way to select a number of periods in one go for example 12 monthly periods To create a new compound period double click on this field then click New within the Reporting Perio
32. Mailing Group sign up Credit Card and Order Addresses may differ Secure checkout and form pages https Port Use combined login customer details page on checkout Allow alternate delivery address Product Images If selected product listing images will be attached to the copy email sent to the web site owner This allows for a quick view visual check of what has been ordered Images are repeated for quantities up to 3 If the order contains quantities above 3 no images are attached Order XML If selected copy email sent to the web site owner includes an XML representation of the transaction and counter party which may find useful in setting up automated actions on receipt of emailed orders If ticked an email is sent to the Email Address entered within the Definition section The email will give the details of any visitor mailing group subscribe unsubscribe By default this will not be ticked to ensure that the address given by a customer with a web order is the same address used when they enter the payment details If you wish to allow your web customers to use an alternative payment address then tick this box and the address fields will become editable during the payment stage Ticking this will put the browser into secure mode on any page that contains a form such as the shopping basked page and mailing list subscription page This does not affect the payment stage which will always be via a secure connection
33. RIT Tomas Bodero 245 279144 v Cost Update INHERIT Prompt User To Update v Vat Code INHERIT Standard 20 v Priced Units 1 Unit Name pair Negative Stock Allowed INHERIT YES Reference Supplier Ref Stock Group Barcode Name Cost Price Save Apply Cancel A unique title or number up to 32 characters It is best to keep it to about 20 or fewer to make it read well in lists and reports You may not wish to use your supplier reference codes as your own stock codes or may not be able to if there are duplicates In this case enter the different supplier stock code here This code if present is displayed on purchase paperwork such as purchase orders Though not visible you can search on these codes within the stock item browse window Filter String Inheritance options in later fields will be from this Stock Group It is easy to move stock items to a different stock group later if you need to but as a matter of good design it is best to avoid putting any stock items in the root Stock Group Reference used to generate a barcode for this Stock Item Cur rently barcodes are not output graphically from within Inrax so external tools and applications are required to make use of this There is space for 256 characters to describe what this stock item represents In the current example it will be most easy to read if typed something like Sealant 310ml Mandatory field In the curren
34. Sales Credit Note for a Customer Group You can pick a Customer Group also in a Sales Credit Note Sales Credit Notes are dealt with below Payment Received A payment may quickly be set against one or more specific invoices or if you are receiving payment in advance or part payment it can be held on the customer s account Any Sales Credit Note is similarly held on the customer s account Click Payment Received in the Transact folder to open the Payment Received Trans action Browse window Click New and open a Payment Received window Optionally type any suitable description Select the counterparty who is paying you and tick all the transactions which the pay ment covers These may include any combination of invoices credit notes and on account payments If the payment does not fully cover the invoices type in a lower payment amount when saved the most recent invoice of those ticked will be left in a PART state Note that any listed invoices that are in a PART state will show an amount equal to the outstanding unpaid amount not equal to the full amount of the invoice Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 62 An alternative way to access the Payment Received window is directly from the Sales Invoice browse window Derive Payment Received option in the Selected menu The Location chosen for the payment is only important if you operate multi location accounting and wish to view amou
35. Sales Orders on page 126 Stock Goods Out A Goods Out transaction is mandatory when selling a stock item as it is the means of updating the stock system with goods that have been dispatched It is similarly manda tory for service stock items because the sales count occurs at this stage You can use a Goods Out transaction to record partial or complete fulfilment of a Sales Order or alternatively you can raise a Goods Out transaction directly without the need for a Sales Order The printout appears as a Dispatch Advice Note which you can transmit to your cus tomer in advance of the goods or send with the goods to serve as a delivery note Goods Out derived from a Sales Order If a Goods Out transaction follows a Sales Order derive it directly from the Sales Order as described earlier In that way all the details are identical As soon as you save the Goods Out the Sales Order moves to the GOODS OUT State if it has been fully fulfilled but stays OPEN if it has not If it has not and when you are ready to ship the rest of the order derive a fresh Goods Out from the original Sales Order Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 57 Once a Goods Out exists there are buttons at the bottom of the relevant window to move between Goods Out and Sales Order abbreviated to GO and SO Many fields can be edited even if they were brought forward from a Sales Order for example the customer stock items and
36. Stock Item that can be added to the basket If for exam ple you wish to offer the customer one of several sizes this method can be used to present the list of sizes The options dis played to the customer are in the same order as defined in the list of stock that has been assigned to this web page Applicable only when POPUP OPTIONS is selected If you have two or three attributes that make up the options such as colour and size you may wish to show the options grouped together by picking the Custom Stock Field to group by here Applicable only when POPUP OPTIONS is selected At least one attribute of a stock item must be defined as a Custom Stock Field value on the relevant Stock Items such as Colour or Size Up to a maximum of three can be defined The values are then presented in the popup option menu to the user and they must select one before clicking Add To Basket The Label field on the Custom Stock Field defined on Stock Groups is also used in the display for example Colour Red Size XL Any web page may contain both individual stock items along with child web pages set to type PRODUCT FAMILY They are displayed within one combined list of products for a Select Method of FIXED PRODUCT LIST As with individual stock item prod ucts family web pages have a More Info link But rather than linking to a page with additional detail on that single stock item the link leads to a page showing the Family web page overview info
37. VIEW permission then you will not be able to create new folders or delete folders If you click on New you will be presented with the Upload Folder edit window Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 48 RC Upload Folder Der Name Parent Folder No PARENT Publish Folder Contents to Web Folder is Writeable to just the following Access Groups Fi Writeable can upload to this folder Leave unticked the folder is writeable to all Access Groups that are notin the Read Only list below Folder is Read Only to just the following Access Groups go Read Only can see folder contents and download files but not upload files Leave unticked the folder is read only to all Access Groups that are notin the Writeable list above Save Cancel You may have any number of folders set with NO PARENT so there is no need to cre ate a hierarchy if you prefer a simple set of folders all at the same level The parent set ting can be changed later if necessary To allow all users full access to the folder you need only provide a name and parent Only use the access restriction settings if you want to control which users can upload files and which users can view download the files in a folder Upload Folders for use in a Web Site The Publish Folder Contents to Web check box must be ticked if you intend to use files contained in the folder on your Inrax web site You
38. Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 141 Profit amp Loss Account General Group Simpleobjects Technologies Lim lt lt template02_it vatandtaxlimited When all report options have been entered click on Run After running the report it is then possible to Save it to a PDF or other formats or to Email it Raw Reports The raw report window is provided to give access to underlying data not available in any of the standard reports and not solely derived from data held within your Inrax Accounts for which you would use an Analytical Report It has a basic interface and simple text output Click on the Help button within this window to see the set of raw reports that are available Enter your Report Command and click on Run You may then Save or Email the report The result columns can be comma or tab separated when tab separated you can cut and paste the results directly into Excel An example raw report showing a stock item history report is shown below This allows you to track all activity on a chosen stock item The froogleExport raw report is used to generate data from your web shop for import into the Froogle shopping system www froogle co uk Note that this export strips out any HTML content as HTML is not permitted in froogle data files See also the goog leBaseExport raw report The exportSiteMap report can be used to output an HTML sitemap for y
39. View Dispatch Document Dispatch Detail Mark Selected Orders As Fully Dispatched View My Account Page In the above example the logged in dispatch organisation is in SUPPLIER mode so PO Purchase Order transactions are listed corresponding directly to the OPEN PO transactions in the Inrax Purchase Order browse window for which the logged in dis patch organisation is the supplier When in WAREHOUSE mode the list shows OPEN SO Sales Order transactions for just the stock that is applicable to the logged in dispatch organisation Note that any stock which has already been placed in a drop ship PO derived from the SO will not be shown in the warehouse interface this allows you to decide to drop ship some items that might otherwise normally be dispatched from your warehouse Any SO or PO transaction that has been set as On Hold H flag will not appear in the list for dispatch until the On Hold flag is cleared At any time the list of transactions may be refreshed using the REFRESH ORDER LIST button picking up any new transactions since the last refresh Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 229 The dispatch organisation may receive your orders by email To record the dispatch of an order one or more transactions are ticked and the Mark Selected Orders As Fully Dispatched button pressed This causes the selected transactions to be removed from the list Within Inrax it results in a Goods transaction being c
40. Weathervanes CAST ROOSTER WEAT RBO SANRNLNSSNEZA Cast ran Wiesthervenas CAST POOSTERIAEAT Find xe Ca Ct The table of products includes all stock items that have been specifically added to this page any stock items that belong to a stock group that has been added to this page and also any child web pages of a Display Type of PRODUCT FAMILY These will all appear on the actual web page and in the order defined within this table provided the Include box is ticked Display Type STANDARD PRODUCT FAMILY or DYNAMIC For details on using the PRODUCT FAMILY type see Using Product Family Web Pages on page 205 For DYNAMIC web pages see Dynamic Web Pages on page 208 Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 201 Max products per page Show Stock Levels Show RRP Show Product Images Show Product References Add Stock Group Add Stock Items Use this to limit how many products are shown before a Page X of Y navigator is shown on the web page allowing the user to page through the products using Previous and Next but tons Determines whether and how current stock levels are displayed Several options are qualified with Allow Stockout Orders or Prevent Stockout Orders This determines if the product can be added to the shopping basket there are zero or negative units in stock Stock levels can be shown by number of units in stock or j
41. a purely arithmetical point of view they could have used a three line entry bal ancing salary plus taxes with cash from the bank But there are two separate payments involved and the subsequent bank reconciliation would be more difficult if they had been combined They probably keep detailed payroll records elsewhere but if they had wanted to show more detail in the General Ledger they could have substituted three debit entries for the one above to Payroll Payroll taxes and given each an item description For example Debit Payroll Payroll taxes with 75 Described as Ee s NIC July Debit Payroll Payroll taxes with 145 They call it PAYE July Debit Payroll Payroll taxes with 85 Called Er s NIC July Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 96 Apart from writing the cheques that s the job done Next month the procedure can be repeated easily by copying the transaction and changing a few details as necessary Pension Contributions Pension contributions if any could similarly be moved with a general transaction from the bank account credit to an account called Payroll Pension Costs debit But another way is to set up the pension provider as a supplier and to purchase the pension with a Purchase Invoice and pay it with a Payment Made transaction The latter way perhaps suits the case where there is an invoice or advice that payment has been taken
42. account in the left hand Bank account list within a bank rec window and tick the rows you no longer need to see i e mark them as reconciled then Save the bank rec This isn t a normal bank rec but has the effect of hiding those rows when next displayed in the Payment Account list Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 89 Chart of Accounts It is worth recalling that the chart of accounts can be viewed by clicking Account in the Edit folder Templates vary but broadly there is likely to be only one root account from which only a few major child accounts are derived From there many descend ants are constructed Study of an account s ancestors will usually help to explain its nature and character and especially how it fits in to the Balance Sheet Compress Ledger This function is designed to reduce between selected dates the size of the General Ledger by compressing it down to just the balance for each account This will speed up your routine work All the detailed information will be permanently lost so you are very strongly recommended to limit who can do it and to print or save or both a Gen eral Ledger Report first perhaps in CSV format for easy future access Examples of occasions when you may want to compress the General Ledger are after year end and audit are complete or if you are incurring excess storage fees with your ASP The Compress Ledger button is in the Activity folder Sel
43. account invoices credit notes and unpaid on account pay ments Historical data can be obtained as of a past date by selecting an End Date in the past The report can be run for all customers or for a chosen Cus tomer Group For more detailed breakdown at the transaction level run the Sales Ledger report with Overdue Only selected Aged Creditors Identical to Aged Debtors but showing amounts owed to sup pliers OLAP Sales This is a powerful multi purpose management tool explained in detail on page 131 Resource Use This report shows details of resources that you have used within the system including numbers of transactions stock items and organisations The total disk space is also shown this includes space used by uploaded files as well as stock transaction and counterparty data To save a standard report first run it then click Save in the original Run window A window pops up offering a choice of formats e PDF which can be opened with Adobe Acrobat Reader e Excel which allows further spreadsheet manipulation You may have to adjust the column widths e Comma Separated Values which will save as a csv file and may generally be opened from spreadsheet and word processor programs e HTML for display on the web Then a window invites you to save it in the folder set in User Settings but you can browse for some other folder Similarly by clicking Email in the original Run window you can
44. accounts in Paper Mec s General Ledger Other businesses may well have more accounts for better anal ysis and arrange them differently but on similar principles The root account is Balance and every account shown is therefore a descendant of it So in this design every account is a component of the balance sheet PaperMec set the order of accounts for reporting purposes using Set Report Order in the Action menu of the Account Browse window Notes 1 The first six accounts in the chart have been separated to make the point that they should not be used themselves descendant accounts would be created and used They sort in the Inrax Account Browse window with their descendant accounts 2 The Payment accounts are explained in the paragraph on Bank Reconciliation see page 86 3 Stock Purchases is used by PaperMec as their default account set in Settings Control Accounts for all receipts of stock The other stock accounts can be used for periodic valuations by transferring the value of appropriate stock groups using a gen eral transaction 4 The Sales and Cost of Sales accounts have been created as child accounts of Retained Earnings rather than as children of Sales and Cost of Sales headings because they then display together in a Trial Balance report Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 92 5 The advertising account appears as Marketing Advertising
45. accounts which are descended from it so it is advisable to leave yourself scope from the outset to add accounts at a later date For example you could create accounts along the following lines Balance Current Assets Cash Banks Balance Current Assets Cash Banks Leamins Bank Ac Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 154 The system would not let you use the first of those accounts Banks and you could add another descendant account later such as Balance Current Assets Cash Banks Shire Building Society Ac There are some other circumstances in which you cannot create new accounts The parent of a new account must not have been assigned as a Control Account or a Pay ment Account Nor may the parent be already allocated as the Sales or Cost of Sales account for any stock item or stock group Subdividing an Account There is a way round the inability to create a descendant to an account which has been used but only if the account is one you did not inherit Take as an example the follow ing account which has been used Retained earnings Expenses Advertising Now suppose you want to subdivide the account First create a new account which is a child of Expenses resulting in Retained earnings Expenses Marketing Then change the parent of Advertising to Marketing using the editing method described below Then you can create as many new child accounts to Marketing
46. amp Reports 132 Customer Customer Group County Postcode starts Sort Column Sort ascending Limit no rows in report Hide rows with zero turnover Exclude SERVICE stock New customers only Repeat customers only Report is Paginated Stock Status To report on one specific customer select that customer here Pick a Customer Group to restrict the report to only transactions carried out with customers belonging to this Customer Group All counties recorded for customers suppliers and manufactur ers are offered on the drop down list To analyse by this criterion type either the first 2 letters or the whole first group of a postcode The report will sort on one of its columns in descending order unless sort ascending is ticked Some of these column names are explained below If you tick this the sort defined above will be from A to Z or numerically from zero upwards If you tick this a field offers you the chance to specify how many rows appear in the report Any rows that produce no financial amounts in the report are not shown in the report results Do not report on any stock with a stock type of SERVICE Only include amounts relating to transactions with customers gained within the reporting period Only include amounts relating to transactions with customers with whom we had already transacted prior to the reporting period Determines whether the report is divided into separate
47. and whether your selling price is linked to cost price see also Source Price on page 116 Usual Supplier Unless you only have one supplier for everything you should set the root group to NO USUAL SUPPLIER For all other groups select a supplier from the list or INHERIT NO USUAL SUPPLIER Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 103 Sales Account Select a sales account to assist analysis This is the account where sales of this type will be credited Cost of Sales Select a cost of sales account to assist analysis This is the Account account where the cost of that sale will be debited Sales VAT Code The default VAT code to be used in sales transactions Purchases VAT The default VAT code to be used in purchase transactions Code Negative Stock Generally you would allow negative stock on a group which Allowed can be replenished quickly because you may want to sell some thing before you have it on hand or have entered it in the stock file Stock Group Service Period Tab For information on Service Periods see see Service Periods on page 64 and see Service Periods Selling Time on page 218 These sections are required reading for understanding how these service period defaults work Note that as with most Stock Group settings these same settings are also available to set individually on Stock Items Stock Item Inrax L1 id 11748 Definition Stock By Location Service P
48. applicable fields when you edit stock items Note that stock group editors don t themselves display the inherited custom fields See Stock Item Custom Tab on page 112 to see how custom field values are entered within the stock item editor Values may alternatively be imported via stock item XML imports Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 106 Cost Models Stock of course seldom if ever comes in at the same price year after year There are three ways in which the cost of your stock can be handled For a given Stock Item with several units of stock on hand the system assumes the following when you sell one of them e FIFO first in first out The oldest unit of stock is sold and its cost of sale is what you actually paid for it The remaining stock s value is the sum of what you actually paid for it so the cost at valuation of one unit of stock is now the total value divided by the number of units of stock on hand e LIFO last in first out The most recently purchased unit of stock is sold and its cost of sale is what you actually paid for it The remaining stock s value is the sum of what you actually paid for it so the cost at valuation of one unit of stock is now the total value divided by the number of units of stock on hand e Average Cost Your stock s cost value is averaged every time a unit of stock is bought When something is sold there is no change to the average i e no cha
49. assigned to it calculate the unit price using that web site price list else use Base Price per unit You may change the unit price from the default RC Sales Order Browse Window Selected 1 Net 50 95 Gross 50 95 Edit Action Selected amp Dates ENTER DATES Y Start 18101 2013 Ena 2510172013 _ state ANY y Site ANY vi Refere C party Ref Description Date Counterparty Ex VAT A Total State MOB 23 19pm Hinckley Edit 50 95 OPEN CS 16 55pm Macclestie Irs 245 23 94 OPEN GOH 15 58pm South ci COPY 45 40171 18 95 OPEN CS13 37pm London 5 View 245 401 29 94 OPEN CS12 20pm BOGNOR Set Clear Flags 0169 29 94 OPEN CS12 19pmBOGNOR Counterparty 0169 29 94 OPEN CS 10 12am Derby DE Notify Counterparty 40168 43 90 OPEN MOB 22 17pm HAVER pint 5 40167 13 77 OPEN CS 20 00pm Solihull B 5 40166 23 94 OPEN CS 18 07pm Hove BN Print Preview 245 40 29 94 0PEN GOH 17 08pm Twicker Email t Mrs 2 27 95 OPEN GOH 15 30pm IPSWICH Email Dispatch Organisations 5 245 4 55 90 OPEN GOH 15 24pm Leeds Close Outstanding Order rs 245 50 00 OPEN MOB 14 36pm Vvinster 245 401 31 95 OPEN View Outstanding Order GOH 14 35pm Salles 3 al Mr 24 48 95 GOODS CS 13 52pm Tadley Rg Direct To 245 40 55 90 OPEN GOH 11 24am London Derive Goods Out 40157 18 95 OPEN GOH 10 27am Northam Derive Sales Invoi
50. automatically email standard reports as an attachment to a short message saying what is attached Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 130 VAT Return and VAT Detail Reports VAT Report VAT Return VAT Detail Report Period 04 Q4 b Start 01 01 2005 End 31 03 2005 Note Only YAT from transactions having accounting dates within this period will be included in the report The VAT report may be used to generate the figures required for an HM Revenue amp Customs VAT return or to view the detailed breakdown of those values by line item against each VAT code When the VAT Return toggle is selected the output is presented with fields exactly matching those on a VAT Return This is calculated on a standard VAT basis or using the Cash Accounting VAT scheme depending on the setting for your organisation within General Settings VAT Scheme on page 145 If you decide to change the VAT scheme used after reporting previous VAT under a different scheme you will have to manually work out the adjustments needed for the switch over period s Be aware that only VAT recorded against transactions within the reported period will be included If you have entered transactions within a closed VAT period i e one you have already reported on you will need to make a manual adjustment for the missed values Running the report from an earlier start date may help to work out the adjust ments needed
51. be carried out at the same time by selecting the Save amp Invoice button instead of Save In this case transactions will appear within both the Goods Out Browse Window and the Sales Invoice Browse Window following the save The Invoice is given the same accounting date as the Goods Out Cancelling Goods Out Transactions Goods Out transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Selected menu in the Goods Out browse window If the Goods Out was derived from a Sales Order then the state of that Sales Order will change to OPEN or PART The Goods Out transaction itself is marked as CAN CELLED A new General Transaction is automatically created to reverse the account movements of the cancelled invoice The stock system is updated to return the stock items back into the stock system Sales Invoice A Sales Invoice may be derived after the Goods Out procedure from a Sales Order when selling a stock item including a service stock item or it may be derived from a Goods Out transaction or when no stock item is involved you can raise it directly A derived invoice can be completed with a few key strokes Sales Invoice derived from a Sales Order Derive the invoice from the Goods Out transaction As soon as you save the invoice any relevant Sales Order and Goods Out moves to the CLOSED State provided it has been fully fulfilled If not fully fulfilled a new Sales Invoice can be rai
52. both operations can be carried out at the same time by selecting the Save amp Invoice button instead of Save In this case transactions will appear within both the Goods In Browse Window and the Purchase Invoice Browse Window following the save The Invoice is given the same accounting date as the Goods Out Cancelling Goods In Transactions Goods In transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Selected menu in the Goods In browse window If the Goods In was derived from a Purchase Order then the state of that Purchase Order will change to OPEN or PART The Goods In transaction itself is marked as CAN CELLED A new General Transaction is automatically created to reverse the account movements of the cancelled invoice The stock system is updated to return the stock items back into the stock system Purchase Invoice A Purchase Invoice transaction is the means of entering your supplier s invoice into the accounting system To connect the Purchase Invoice with your supplier s invoice it is recommended that you add their reference to the Description and leave the default Invoice Ref as it is A Purchase Invoice may be derived after the Goods In procedure from a Purchase Order when buying a stock item or it may be derived from a Goods In transaction or when no stock item is involved you can raise it directly Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purcha
53. ent to the name field set here showNavPath Should the Navigation Path be displayed at the top of the web page Y yes N no Defaults to Y if not set showHeader Should the Name be displayed as an H1 Header at the top of the web page Y yes N no Defaults to Y if not set headerH1 Where the H1 header for this page is different to the name field set here Version 6 8 19th Jun 2014 Appendix B Import Data Formats 269 Field Name Mandatory Allows Blank Max Length Type Values showReferences Should product references be displayed Y yes N no Defaults to Y if not set showStockLevels Y Y U By Number of Units A Available of Not Available N Do Not Show Stock Levels Blank Inherit from parent Only mandatory if parentWebPage is blank isLive Whether to display on web site Y yes N no Defaults to Y if not set isSearchable Whether this page can be listed in the results of web site searches Y yes N no Defaults to Y if not set isHandRolledPage See see Hand Rolled Page on page 188 Y yes N no Defaults to N if not set showImages Whether listed products should display images Y yes N no Defaults to Y if not set showFromPrice Whether the lowest price in a FAMILY should be displayed as a from price in a web page product listing Defaults to Y if not set listingImageUF Y Used only for FAMILY type web pages Th
54. feed of Inrax articles is shown below the URL may be entered directly into a news reader or added within the HEAD section of any Inrax web page http domain wa 12 siteld feedFormatld depth Value webPageld Product News html The domain is your web site domain and siteld is the numerical id of your web site see Web Site URLs Explained on page 237 The feedFormatld is one of O rss_0 9 l rss_0 91N 2 rss_0 91U 3 rss_0 92 4 rss_0 93 5 rss_0 94 6 rss_1 0 7 1ss_2 0 8 atom_0 3 9 atom_1 0 The depthValue is one of 0 include articles attached to the current page n include articles on the current page and all n deep descendant web pages 1 include all descendant web pages recursively The webPageld is the id of the web page containing the articles see Web Site URLs Explained on page 237 Below is an example RSS URL as it should appear within the HEAD section using a link tag lt link href http 217 112 89 236 wa 12 17 7 0 376 Product News xml rel alternate type applica tion rss xml title News gt Shopping Cart Integration with External Web Sites We recommend that you build you web site within Inrax for the best possible user experience However it is possible to drop Add To Basket links into an external web Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 242 site refer to Web Site URLs Explained on page 237 to understand the link URL or view the source of an Add To Basket
55. how the image and html will appear in the web page You may drag and drop a file into this field Determines how the price is presented on a product listing page If selected the price is shown as From XX 00 where the amount is the lowest priced product in the family If not selected only a single price is shown on the listing page equal to the highest priced product in the family Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 207 List Price Select Method Group By Popup Display Info Where a price is shown on a product listing web page for this PRODUCT FAMILY this setting determines what single price best represents this family If all items in the family are the same price then the default setting of AUTOMATIC is fine If the prices differ and the setting is AUTOMATIC then the low est price is chosen if Show Price From List Price has been ticked or if that is not ticked the highest price in the family If however you want the price of a chosen stock item in the family to represent the family price then pick that stock item here FIXED PRODUCT LIST means that all products are shown in a fixed list with their prices availability More Info links etc In this mode the products listed can be both individual stock items and also child web pages also of type PRODUCT FAM ILY POPUP OPTIONS means that the web page will show the options to the user in a popup menu each option representing a single
56. in Reference Prompt or leave it blank for no prompt Finally select a bank or payment account from the list and save See also Cash Payments Payment Modes and Banking Policy on page 277 for prac tical examples Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 173 Use the Show Transactions option of the browse window Selected menu to display all transactions that use the selected Payment Mode Payment Terms Payment Terms can be set up against customers and suppliers to be selected by default when entering transactions Payment Terms may be inherited from the parent organisa tion set up in General Settings or you can create them yourself Open the Payment Terms browse window from the Edit folder Any inherited Terms will be visible in the browse list Click New to open a Payment Terms window Assign a code ideally matching the style of existing codes for example E3 which means pay by 30 days after the end of the month of the current transaction Allot a name Using the remaining two fields you can specify a number of days after or before or the end of the current month or the date of the transaction In the case of a cash transaction you would set 0 days from the transaction day Pick a Payment Mode if one naturally links to this Payment Terms see Payment Mode on page 172 For example if the payment terms are Cash In Advance you might pick a Payment Mode of Cash This is helpful wh
57. includes the MAC address that is not authorised e In the case of a PC type at the MS DOS prompt ipconfig all and note the value after Physical Address In the case of an Apple Mac the address can be found in Network Settings The security user can log in from any computer not just those on the authenticated list so as long as you know the password you cannot become locked out Access Rules more detail on page 149 Look at Access Rules again in the Settings folder and check there are no others you want to change Third Stage Procedure The remaining actions can now be carried out by any user with suitable access Each user concerned should log in by starting a new Jnrax session then entering a user name and password Version 6 8 19th Jun 2014 SECTION 2 Getting Started 28 User Settings more detail on page 169 Open this for each user with the button User Settings in the Settings folder If rows are ticked the settings will be those inherited from User Default Settings which will have been set up locally by the administrator see above Few rows may need altera tion therefore The rows to set are exactly the same as User Default Settings Accounts more detail on page 153 Set up a hierarchical chart of accounts in the General Ledger or adapt one inherited from the parent organisation There is an example of a Chart of Accounts in the case study in the General Accounting chapter see Chart of A
58. is in the following format lt div id transactionData style display none gt custIdlcustSaluatationlcustNamelInitialslcustSurnamelcustAddressL 1 lcustAddressL2Icust transIdltransSiteltransTotalltransTax transIdlitemIdlitemDescriptionlitemCatlitemCostlitemQuanitity transIdlitemIdlitemDescriptionlitemCatlitemCostlitemQuanitity transIdlitemIdlitemDescriptionlitemCatlitemCostlitemQuanitity transIdlitemIdlitemDescriptionlitemCatlitemCostlitemQuanitity lt div gt Each line is separated by a and each field by I Line 1 contains the customer Organisation details Line 2 the transaction details Line 3 a separate line for each item in the order An example with real data follows lt div id transactionData style display none gt 47 46355 MrlGiles Palmerl giles cedarstone co ukl012998 51767 Callimore FarmlRushock Droitwich WorcestershirelWR9 ONSIUNITED KINGDOM SO 44085IWW1224 08144 8210 00 Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 241 BCB1705 42 Vega Evolution Size EU 42 Uk 8lVega Evolution 82 50 1 W23990 Black 6lHuntress Gloss Wellington Boots Black UK 6lHuntress Gloss BlackI70 7913 W23706 Black 4lHunter Original Adjustable Black UK 4lOriginal Adjustable Black 70 7911 PF 24 wwlNext working day deliverylDelivery Service Items 0 00I1 lt div gt Article Syndication Inrax Articles can be syndicated as news feeds via RSS atom feed formats The URL format used to access a
59. it to the IP address of your Inrax server then enter that domain here otherwise enter the general domain for the Inrax server such as http www meier pollard co uk An image such as a gif or jpg that will appear in the buildcen tre page and act as an active image link to your site when in BUILD mode Alternatively can be an HTML file Selected from all files held in Inrax Upload Folders whose con tents are published to the web For a note on uploading files for use in your web site see Using Upload Files within your Web Site on page 233 Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 178 Centred In Browser Has Columns Sub Menu Columns Site Banner Style Sheet Base Web Page Right Art Cat Order Location Price List If ticked the web site is centred within the browser otherwise it is displayed on the left hand side of the browser window Normally leave ticked and Inrax will provide the page structure as three columns with the page navigation in the left column along with other controls like site search log in out a main central area and a right column The left and right columns are always visible and the main central area changes for each page being viewed If you prefer to only have a single larger area for your pages with no fixed columns deselect this option You might do this for example if you wish to manually create a JavaScript banner menu navigation instead The numbe
60. itself contains ThumbsUp gif you can include it in your HTML as follows lt img src WebSiteFiles Images Thumbs Up gif gt PLEASE NOTE there is no leading forward slash at the front of the src path this is important to ensure the path is treated as a relative path within the web page with a slash at the front the image will not display As a more comprehensive example given a top level Upload Folder called bol con taining a set of image files that together create a banner image the banner html file used to define the site banner could combine the header images as follows lt table width 754 border 0 cellspacing 0 cellpadding 0 name header gt lt tr gt lt td gt lt img src bol header_r1_cO1 jpg width 250 height 77 gt lt td gt lt td gt lt img src bol header_r1_c02 jpg width 250 height 77 gt lt td gt lt td gt lt img src bol header_r1_c03 jpg width 254 height 77 gt lt td gt lt tr gt lt table gt The above HTML creates a table and places each image one after another in the table cells The result is a banner containing multiple images This is just one way of creat ing a banner you may use any HTML to build yours and in fact using images as little as possible is wise to reduce your site download times A similar technique is used to make files available on your web site for visitors to download The HTML to create a link for downloading the file will then have the f
61. may also want to create a shortcut of this javaws icon on your desktop although you don t need it in normal Inrax operation Hold down the Alt button while dragging the icon to the desktop to create this optional shortcut in Win dows Java 1 4 or earlier Within Java Web Start highlight the Inrax icon within the Applica tions Downloaded Applications window Then from the Application menu pick Cre ate Shortcuts Java 1 5 You should see the Inrax application entry within the User tab of what is called the Java Application Cache Viewer Click on the Inrax application and then pick Install Shortcuts from the Application menu You should now have a shortcut on your desktop which you can double click whenever you wish to run Inrax Change Password Following Inrax login click the Change Password button within the Activity folder Assuming you are doing this for the first time the old password field should be blank Think of a new password noting correct upper and lower case Type it in both New fields making it gt 8 characters long Click on Save Use this password the next time you log in to Inrax as this user Change Security User Password ADMIN Every Inrax organisation has a security user as mentioned earlier Log in to Inrax as the security user and Click the Change Password button and give the security user a pass word You may wish to limit creation of new users their passwords and other sec
62. may be unpredictable It is therefore strongly recommended that you do not change cost model Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 107 Stock Accounts Stock reports provide valuation detail by item group and location But if you want refined analysis in the General Ledger you can set up several stock accounts and track stock values there There are examples in the case study see page 91 The accounts will all be descended from a root account and you must set up at least one descendant account For example if the root account is Current Assets Stocks two descendant accounts might be Current Assets Stocks Stock Purchases and Current Assets Stocks Livestock You need to choose one of these descendant accounts to be the Stock Control Account in this example Stock Purchases suggests itself The chosen Stock Control Account is set up initially in Settings Control Accounts though you can change your choice at any time That account is the one which always appears during purchase transactions and is therefore the one that the values of all stock items first go to For analysis purposes you can find out the value of the Stock Groups which you are interested in then transfer that value from the Stock Control Account to another stock account using Transact General For example a farming business might do that once a year when valuing livestock Stock Accounts and Stock Groups are un
63. model of operation a Purchase Credit Note can also be derived in a similar way directly from a Sales Invoice as often the return of a drop ship sale requires a corresponding credit from a drop ship supplier One or more credit notes are opened for each usual supplier of stock within the invoice and the credit amounts reflect the usual supply prices but any of the information can be edited before saving Cancel Credit Note Transactions Credit note transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Selected menu in the browse window The pay Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 79 ment transaction is marked as CANCELLED and a new General Transaction is auto matically created to reverse the account movements of the cancelled payment Payment Made When you make a payment it can be set against one or more specific purchase invoices or if you are making payment in advance it can be held on the supplier s account Payment for a supplier s credit note is also taken using the Payment Made system Click Payment Made in the Transact folder to open the Payment Made Transaction Browse window Click New and open a Payment Made window Optionally type any suitable description Select the counterparty who you are paying and tick all the transactions which the pay ment covers If the payment does not fully cover the invoices type in a lower
64. most expensive of these forced Delivery Methods is displayed e If no stock items have a Force Delivery Method then all Delivery Methods are made available for selection by the user excluding any that are priced by Order Value or Delivery Weighting band and the total Order Value or Delivery Weighting exceeds the highest band maximum Delivery Zones Delivery Zones allow you to charge according to the geographical location of the cus tomer To create view edit a Delivery Zone click the Delivery Zone button found within the Delivery Method editor window This opens up a browse list of existing Delivery Zones click New to create a new one When planning your Delivery Zones ensure you cover all areas to which you can deliver goods Any country part of country that does not match a Delivery Zone attached to an active Delivery Method will not allow a customer at that location to place an order If you use decide to use Delivery Zones you should create and assign one to every Delivery Method associated with a web site On the other hand if you do not use Delivery Zones at all any order will be accepted regardless of the geographical location of the customer If you do not use Delivery Zones but you do display the Country field in the web site checkout customers will have all countries in the world to select from By using Deliv ery Zones you can restrict the list of countries to just those you are happy to deliver to Version 6 8
65. neocons eeee lt Run Standard Reports 128 VAT Return and VAT Detail Reports 130 Online Analytical Processing OLAP Sales Report 131 Financial RGDONSiac4 26520054 h ESR nes Cae 2h 45 Defining a Financial Report 133 TABLE Row Types 137 Embedding Variables in Report Text 137 Embedding Font Style in Report Text 138 Running a Financial Report 139 Raw Repos 2 whe ce G ee sca fa awe BAO ee be BacCKinG Up sce oho koe wtaese0 one Genera aTa SECTION 4 CONFIGURING Inrax General Settings nananana ohd eee ae aiact ot General Settings Settings Defaults 144 General Settings Paperwork Email 147 Access Rules 00 cece eee eeeaes Version 6 8 19th Jun 2014 Table of Contents Change Password osc hese ets gaa w eae airs 4 Inheritance and Templates 05 Inheritance Settings cou Yoni Cee eee eee eee PRO GO LIS cob sense tects nyt nd tes eh sero tires ote See ER Restraints on Creating New Accounts 153 Subdividing an Account 154 Tips 154 Create Edit or Delete Accounts 154 Set Report Order of Accounts 155 ACCOUNT GIOUPDS 4 5224 24 68020eb2t2e aot ote Eei Eng Selectable Accounts 2 5 n nnana anaana aaa Control Accounts a an anaana aaan Org isatioM A ia a ES aa i a E E A a a Alternative Contacts 164 Default Delivery Organisations 164 Restricting Loaded Organisations and Refresh options 164 Export Organisations as XML 165 C stomer Grops sri eoaid a ae ob ke aa ae
66. no ASP An example would be MP Organisation Your organisation log in name as chosen by you when register ing or as supplied by your ASP User The user name chosen by you when registering Password Leave blank the first time you log in or enter your existing pass word case sensitive On first login only you are asked whether to create desktop and menu shortcuts You should agree to this or otherwise you can follow the manual procedure described later in this section to add the shortcuts Following successful login the Home Window will appear with several tabbed folders each containing buttons Connecting via a Proxy Server If you are running Inrax from a local network from which internet access is only possi ble via a proxy server you should select the Proxy button within the login window and enter the details Version 6 8 19th Jun 2014 SECTION 2 Getting Started 23 Inrax Login Proxy Proxy Address h 92 168 0 21 Proxy Port 8080 Cancel Ok Proxy Address Ask your system administrator for this information which might be an IP address as shown above or a server name If you are using a proxy the information should be available from within your browser configuration settings Proxy Port Again ask your administrator or copy the proxy port value assigned within your browser Inrax does not support proxy authentication
67. of the SO if the Use Accounting Date from source transaction has been selected When going direct to either Invoice or Payment if an advance payment transaction already exists for the order that advance payment will be automatically linked up to the invoice and no new payment transaction will be created This only happens where the advance payment amount matches the order amount Where the amounts don t match a warning will be displayed and the advance payment will need to be matched up manually perhaps using a purchase credit note to make up the difference Customer Statements Not only can you produce conventional Customer Statements at the end of a month but also it is easy to look at the state of a customer s account during daily work for example if you need to decide quickly whether to continue with a credit sale You can view email print or save a statement Click Customer Statements in the Activity folder to open the following window Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 69 Customer Statements Action Notify Counterparties of Statements Overdue transactions only a Preview when emailing Preview notification prints Include OVERDUE warnings M Select All All Deselect All All Select Unpaid Select Unpaid Select Overdue Overdue Name ABC Ltd APS Abbey Jan Ms Abbott Mr Action Notify Counterparties of Statements
68. operate your business using Inrax Cash Payments Payment Modes and Banking Policy The following advice is geared towards an example mixed cash and credit business which retails and wholesales machines and spare parts Their bank is Leamins Bank plc Payment Modes There are seven payment modes in this specimen company The function of and reason for each is as follows e Received by Card For all payments received by debit and credit cards Goes to the bank account Each day s card receipts has a line in the bank statement so can be easily reconciled e Settlement For cash and cheques received into the till today in settlement of an invoice whether raised today or on an earlier date Applies to unnamed cash customers and to any named account Goes to a payment account named Safe From there it is easy to keep track when banking the money at intervals e Can use Settlement mode also for cash taken from the till for some casual purchase when petty cash is inaccessible Raise a PI for the purchase then pay it with a Payment Made This ensures the real money in the real safe remains in line with the account Safe e BACS Use for payments in or out by electronic bank transfer Acts upon the bank current account e From Card Used when purchasing with the company credit card Operates on the credit card account e From Petty Cash Pay for something from petty cash Operates on the Cash in hand account therefore no reco
69. organisation has been configured to allow the creation of web sites RC Stock Item BC_50601 20580009 id 43123 Definition Stock By Location Service Period Web Delivery amp Handling Custom Mobile Must Order With UNRESTRICTED xi Block VAT Option on Web Checkout F List Image ductimages BCM_copperpig 150 jpg x Digital Download UNDEFINED v text html More Info Image jes BCM_copperpig 350 jpg Y Big Image UNDEFINED v Vertical Layout _ More Info Title More Info 3 _F_SFvvebmiscRes Shared_CopperVVeathervanes html lt br lt br Dimensions Approx text html weight 6kg Pig Height 250mm 10 Pig width 430mm 17 Overall height 730mm 28 8 Save Apply Cancel Must Order Pick a Stock Group to disallow Inrax web site sales of this stock With item unless accompanied by one or more items in the chosen Stock Group For example if you sell a Gift Box you can use this to prevent purchase of the box on its own and define what it can be purchased with Normally leave UNRESTRICTED Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 203 Block VAT Option on Checkout List Image Digital Download List text html This option is only applicable for web sales where the user has the option to self declare VAT exemption at checkout see the Web Site editor Configuration tab within the section Defining a Web Site on page 175 When ticked this stock item is blo
70. organisations may create a delay in certain operations If this is the case set a number of days in this field and only organisa tions that have been used for example traded with in the last X number of days will be loaded initially Set blank if you always want all organisations to load See also Restricting Loaded Organisations and Refresh options on page 164 When you open any of the transaction browse windows exist ing transactions are preloaded within a particular date range according to this setting Options include Today Last 7 Days Last 14 Days as well as any Reporting Periods you have cre ated Type the name or position of the signatory to company letters created within nrax It will automatically form a signature block whenever you write a Letter To create a multi line signa ture enter n which will not appear but will force a newline If set to YES this gives you extra assurance that notification emails look right before you send them If you are unsure of this value look in your email program Look for the mail Account then Properties then Servers It is likely to be something resembling mail onetel net uk or smtp port995 com This may need to be set to the SMTP server of your Internet Service Provider as opposed to that of your Email Service Provider if different as some email servers only allow sending of emails when connected via the same net work If supplied Secondary SMTP Email Serv
71. pages Untick this option if you wish to export the results to Excel or CSV formats Optionally restrict the report to stock of a chosen status When reporting on Stock Groups the status also applies to the Stock Group not just the Stock Items Five of the column headings in these reports need explanation as follows e Turnover of stock items is derived from the sales account s set for the stock items at the time you invoiced them If the sales account associated with a Stock Item is later changed sales values before the change will not be recorded in the Turnover column of a report e Cost of Sales similarly will not be recorded if the account associated with a Stock Item is changed Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 133 e Days Stock Sales means the number of days your current stock holding will last if sales continue at the same rate as during the period specified for this report The for mula is Stock Value Turnover Days in Period e Days Stock Purchases is a similar concept but based on cost of sales The formula is Stock Value Cost of Sales Days in Period e Prospective Return is a ratio giving an approximate indication of inappropriate lev els of stock Its formula is Gross profit margin achieved in the period under report divided by the value of stock on hand Financial Reports Financial reports are user defined reports that extract data from chosen sets of ac
72. payment amount when saved the most recent invoice of those ticked will be left in a PART state Note that any listed invoices that are in a PART state will show an amount equal to the outstanding unpaid amount not equal to the full amount of the invoice An alternative way to access the Payment Made window is directly from the Purchase Invoice browse window Derive Payment Made option in the Selected menu The Location chosen for the payment is only important if you operate multi location accounting and wish to view amounts paid into the payment account as selected in the Payment Mode editor by location The Web Site setting determines what paperwork header footer are displayed when previewing printing the transaction See Paperwork Header Footer on page 180 Select a payment mode and save The State of the invoices fully paid will change to CLOSED Any that are left part paid will have a PART state If a payment does not correspond to any invoices or part of one or more invoice place the payment on the supplier s account by clicking the On Account button and entering the amount The resulting transaction will have an UNALLOC status and will remain on the supplier s account until cleared as part of another payment transaction Inrax can handle unusual accounting situations neatly and the following example illus trates the logical connection between payment made and payment received in both of which the same counterp
73. per Kg Bands Min If the price weight bands don t start at zero enter the start fig ure for the first band here This Delivery Method will not be available for price weight totals below this amount Charging By Number of Items If you wish to charge by the number of items in an order assign a Delivery Weighting of 1 within your base stock group and allow this value to be inherited by all other stock groups and stock items which will happen by default When the order price is calcu lated the delivery weightings of all stock items in the order will be added up and assuming they all have a weighting of 1 the result will be the number of items in the Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 213 order Your Delivery Method bands can then be set by the Delivery Weighting with band max values referring to the number of items in the order Shopping Basket Display of Delivery Methods For any given order displayed within the shopping basket page of your web site the user will be presented with a set of Delivery Methods applicable for that order The set that are made available is determined as follows e If one stock item in the order has a Force Delivery Method set i e not set to ALLOW ANY DELIVERY METHOD see Force Delivery Method on page 105 then that Delivery Method is the only one displayed for the entire order e If more than one stock item in the order has a Force Delivery Method set then only the
74. prices according to the price list they are assigned to Articles Adding Content The Easy Way Articles consist of news or information items that you add to your web site from time to time without needing to know about the technicalities of HTML web formatting Articles are one of two types e Your own articles entered within Inrax as plain text with a headline body text and optionally an image placed where you choose e Articles sourced from other web sites using the RSS Really Simple Syndication news feed mechanism When users select an RSS article to read they are taken to the web site that originated the article Articles are listed within categories that you define and are presented in order with the most recent articles listed first Follow the instructions in the following sections to set up the display of articles Article Folder Articles are arranged within Folders so that you can organise them in a logical and con venient way and also give access to applicable users on a per Folder basis Selecting the Articles button found under the Web folder by default opens the Article Folder browse list If getting ready to write your first articles you will need to create at least one Article Folder using the New button Article Folders can be arranged in a hierarchy for more convenient sub grouping just pick a Parent Folder to place one Article Folder within another Access to Folders is controlled in the same way as for U
75. select but you can change it if you wish Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 53 Customer Deliver To Location Web Site Net VAT Account Period Stock Item Find your customer from the drop down list or type the first few letters of the name observing case until it appears If this is anew customer double click in the field to bring up a form in which you can set them up If for some reason you change the customer after entering stock items you will be offered the chance to reset prices automati cally so that they match the customer By default delivery will be set to the same as the selected Cus tomer field and will show SAME If the customer has a default delivery organisation associated with it this can be selected from this option menu Otherwise double click the field to open up an editor within which the delivery information for this transaction can be entered directly For further details see Default Delivery Organisations on page 164 May be altered from the drop down list Each user has their own default Location defined within User Settings Where the order is generated from an Inrax web site this field records the web site It may also be set or changed manually if you wish to associate this transaction with a particular web site Enter the Net total of the order This must match the calculated net total shown to the right of this field before
76. service provided by WorldPay When set a repeating card payment is set up at the interval defined for this service period See FuturePay on page 222 The default Period Expiry Notification on transactions created with this stock item following the same rules as described above for Period Customer Group Stock Group Delivery amp Handling Tab Force Delivery Method INHERIT ALLOW AHY DELIVERY METHOD Handling Charge INHERIT HO HANDLING CHARGE Dispatch Organisation Southcombe Brothers Ltd 245 1010 Delivery Weighting it 0 00 See Charging By Order Value or Delivery Weighting Bands on page 211 for details of how this is used You must untick the Inherit button on the root stock group and set the value that child stock groups will inherit as a default The value can be left as 0 unless until you set up delivery and handling prices this way Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 105 Force Delivery See Shopping Basket Display of Delivery Methods on Method page 213 for details of how this is used For the root stock group you will almost certainly set this to ALLOW ANY DELIVERY METHOD If all stock items in a stock group must be delivered by one particular delivery method you can set it here rather than having to set it on all of the contained stock items Handling See Handling Charges on page 215 for a description of how Charge this is used Dispatch Pleas
77. set exact prices to be used instead of Base prices If you want to sell a Stock Item at Recommended Retail either make its Base the same as RRP and sell at Base or set up a formula whose source is Recommended with zero Adjust Designing a Price List From the home window Edit folder click Price List which opens a Price List Browse window Click New for a fresh price list window Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 119 Price List Name Customers 21 Mr 245 2108 Ainley John Mr 245 2197 Allen Jane Mrs 245 1893 Anstess Peter Mr 245 2242 Asplen Taylor Simon Mr 245 191 Formulae 4 inc VAT 6 inc VAT 8 inc VAT 12 inc VAT Scarfield c o Steve Vicky Miss A A Mr 245 3874 7 A As Mr 245 3875 Aa Aa Ms 245 1605 Aaronson Roy Mr 245 1413 New Formula 5 10 10 inc VAT 1 2 s A A Ww wv A A Stock Groups Bradford General Bradford Bradford Jewellery Bradford Bradford Gift of Choice Cascade So Jewellery Christmas Bradford A A v d Stock Items pick from group DS1012 DS1030 DS1039 DS1040 Vv Vv TA EG Ee BE Save Cancel Name The price list s name will appear at the head of a printed list Customers If this price list is targetted at specific customers select custom ers on the right singly or in multiple rows and move t
78. stock item you have to do it via a Goods In transaction From any stage you can derive the next with one command and you can see what stage you have reached by observing the State You can also inform your supplier by email or on paper of your order and when you have made payment Purchase Orders are fully editable until they have been moved on to the Goods In stage Other transactions in the purchasing procedure may only be partially edited to correct a description reference or date This editing restriction also applies to Purchase Orders that are no longer in an OPEN state Purchase Order The Purchase Order is optional but using one helps to avoid misunderstandings with your supplier and is useful for collecting your orders in a form accessible to several staff In the Transact folder click Purchase Order which opens the Purchase Order Trans actions Browse window The first time you do it there will be no transaction rows only the headings Click New to open a blank Purchase Order form The most convenient entry sequence is usually Description optional then Stock Item Enter items one at a time clicking New Item each time A list of items on the Order builds up in the bottom half of the form and the total cost accumulates in the right hand of the two fields labelled Total Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 72 Purchase Order Order Date 220872005 Description Plan D
79. supplier This works independently of the notification feature described below Email a Report Having run a standard or analytical report you can send it as an attachment by clicking the Email button in the window from which you ran the report The window looks like the one described in 1 above but many details including your full company address are already filled in You can add extra text if required Letter It is possible to write letters on headed paper from within Inrax By default the Letter button is found within the Activity folder You can also access it from the Write Let ter To Selected menu option from the Organisation browse window which will open a letter primed with details for the chosen organisation s Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 44 RC Letter C party fr J miss 245 1944 v Web Site NONE v Template iss Maureen J Gordon 3 Lambert House lew Orleans Walk elephone 0845 020 4336 ondon ax 0870 123 1857 19 3UF email info regentcroft co uk Dear Miss Gordon ours sincerely Select a counterparty from the drop down list and type below their address any refer ence you want to include You can edit the template text as required but not change the font or add any other formatting The letter signature is the one specified in User Set tings If the letter relates to a particular web business and you need to use the paperwork header footer for tha
80. the transaction will save You can match the two values by clicking on the button Enter the total VAT for the order here This must match the cal culated VAT total shown to the right of this field before the transaction will save You can match the two values by clicking on the button Defaults to the sales account set up against the Stock Item or Service Stock Item but you must select it if a non stock item is being entered Show hide the Service Period fields see Service Periods on page 64 Type in the Stock Item Reference and press ENTER To browse for a Reference double click the field which opens a Stock Item Browse window Double click the stock item row you want and it appears in the Sales Order or pick multiple rows and click Ok to load in many stock items at once Item Description and Price appear automatically Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 54 Item If selling a non stock item enter it here including the quantity if Description applicable Enter the value of that total quantity in the Amount field not the price each A long description of up to 256 charac ters will fit here permitting explanation of what you are selling Unit Price The unit price is calculated as follows if the customer organisation has a price list assigned calculate the unit price using that price list else if the transaction has a web site selected and that web site has a price list
81. title bar of the web browser when this page is viewed It may also be used in web search engine results listings such as by Google To use the same title as the parent web page tick the Inherit toggle to the right of this field Some search engines may use the Description within their search results You can inherit the setting from a parent web page if you choose Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 191 Additional head This is an advanced section where you can add any of your own html html to the HEAD section of this web page Ensure that any thing you enter here is valid html for the HEAD section If you need to add html to every page header then you can do so more easily using Drop In HTML see Drop In HTML on page 218 Filters on Web Pages Filters are optionally displayed at the top of a web page to allow a visitor of that page to filter the products shown based on certain criteria such as colour size or whatever custom fields have been defined on the stock See Stock Group Custom Tab for Cus tom Stock Fields on page 105 for details on setting up custom stock fields The Filters tab in the Web Page editor is shown below Pick any Custom Stock Fields that you wish to have displayed as filters for this page by transferring from the right hand list to the left hand list The order in which the filters appear on the web page can be controlled using the Shuffle buttons When the web page is view
82. to be efficient robust somewhat readable and to provide good fodder for search engines which can help with search engine optimisation giving you a higher position in search page rankings The general format is shown here without the domain name section which will come before this 2 3 4 5 vio actionid siteld number Some text cbout the page html Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 238 KEY 1 Internal identifier 2 The action to perform 3 The web site to which the action relates 4 The identity of the object to return 5 The text of that object there may be more than one object ActionIds map as follows l view a Web Page 2 view a Stock Item s More Info page 3 view an Article page There are other actionIds but webmasters are only likely to need the first 3 action ids Here is an example of a real Inrax URL for a stock item s More Info page http www solarflow garden co uk wa 2 52 1661 Water Butts 3 1556 190L Water Butt Kit Includes tap rain diverter kit and stand html Here the action id is 2 view a More Info page the web site id is 52 this will never change for this web site There are then two objects that show both id and name the web page and the stock item objects Only the object numeric ids are used by Inrax to look up the required data the strings are only present to assist with human and search engine readability Web Page url readable text comes from the we
83. to cause it to display with its own heading Marketing in reports Also it leaves the way open for PaperMec to subdivide the account in future 6 Taxation paid similarly is for good display Fixed Assets Current Assets These second Current Liabilities generation Long Term Liabilities accounts would Equity never be used Retained Earnings Current Assets Fixed Assets Intangible Assets Goodwill Fixed Assets Plant amp Tools Fixed Assets Plant amp Tools Plant amp Tools cost Fixed Assets Plant amp Tools Plant accumulated depre ciation Fixed Assets Office Equipt Fixed Assets Office Equipt Office equipt cost Fixed Assets Office Equipt Office equipt accumulat ed depr n Fixed Assets Vehicles Fixed Assets Vehicles Vehicles cost Fixed Assets Vehicles Vehicles accumulated deprec n Current Assets Cash Current Assets Cash Banks Current Assets Cash Banks Leamins current account Current Assets Cash Banks Leamins deposit account Current Assets Cash Banks Payment Ac credit cards See notes Current Assets Cash Banks Payment Ac others See notes Current Assets Cash Cash in hand Current Assets Debtors Current Assets Debtors Other debtors Current Assets Debtors Trade debtors Current Assets Debtors Trade debtors Sales control Current Assets Debtors Trade debtors Sales control suspense Current Assets Debtors Taxation debtor
84. to separate columns of data So for example a Field Values entry of Profit this Quarter l24 345 places Profit this quarter in the first column nothing in the second column as two characters are included then 24 345 in the third column By defining a set of TABLE rows one after another in a report a table layout is seen Field Values may include embedded variables see Embedding Variables in Report Text on page 137 The Text Align options change for the TABLE Row Type to allow you to control left and right alignment separately for ranges of columns experiment with the option that best suits your table content Embedding Variables in Report Text Financial reports sometimes need to refer to report values from within a note or text If you type the value in directly it will not be updated if the underlying accounts change and the report is run again Instead you can embed a variable within your report text and this will be updated every time the report is run The variable identifies an Account Group the name must exactly match an Account Group name as seen in the Account Group browse window The value of this Account Group will be calculated for either the first or second period entered when the report is run For example you might enter a note in the report as The cost of sales for this period Cost of Sales was calculated using The following variable formats are accepted Sales Show th
85. to transfer address outside of Inrax for exam To Clipboard ple to paste into an email or non Inrax letter you are writing Click on Organisation to open the browse window You can view or copy any row in the list and you can edit or delete if not in use rows which have not been inherited Use the Show Transactions option of the browse window Selected menu to display all transactions that have the selected organisation as the counterparty To set up a new customer supplier or manufacturer click the New button within the browse window If you are dealing with an individual rather than an organisation then you must still create an organisation record but you should tick the Person toggle Organisations can be created as children of other organisations This may be useful if you trade with two or more subsidiaries within a larger organisation The parent child mechanism is also used to hold details of multiple contacts you have within an organi sation the contacts have the Person box ticked and a Parent set to the organisation they belong to Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax Organisation Basic Details Settings Defaults Name Reference Parent Contact Title Salutation Address Post Town County Postcode Telephone Mobile Fax Email Other Email Web Site VAT Number Password Relationship Notes Name Person AG amp HM Marshaller Person 47 5683
86. transactions up to the End date and if both dates are blank include all transactions ever entered Standard Reports This section describes the main reports supplied with Inrax The Stock report see page 124 and price lists see page 117 are covered in the Stock Management chap ter the rest are explained below You can set the order of accounts in those reports Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 128 that display them using the Action menu reached from the Account button in the Edit folder more detail on page 155 Standard reports are displayed within a built in viewer from which you can browse print email or save to PDF Run Standard Reports Click the desired report button in the Report folder Trial Balance General Ledger VAT Sales Ledger Enter the dates manually or from the list Select an account from anywhere in the hierarchy it and any descendant accounts will be included in the trial balance report They appear divided into headed groups where each group is a set of accounts sharing a common parent The report will only balance if you call up all accounts by selecting the overall root account This report has an option to output to XML which could then for example be used for importing into year end accounts gen eration software Enter as above This report displays the finest level of detail showing all account movements for all transactio
87. use a Sales Credit Note rather than a Goods Returned To Us transaction Goods Returned To Us derived from a Goods Out or Sales Invoice Select a transaction on a Goods Out or Sales Invoice browse list and choose Derive Goods Returned To Us A Goods Returned To Us window opens containing the same details as the source Only a few fields can be edited location because the goods may have come back to a different location quantities of stock and stock item rows The derived Goods Returned To Us will include non stock items and service stock items such as delivery and handling charges These will feed through to the Sales Credit Note that is automatically created so if you do not wish to refund these items delete them before saving Save the transaction You can access a Goods Returned To Us transaction from the source Goods Out or Sales Invoice using a button labelled with the abbreviation GR at the bottom of the relevant transaction window It is important to remember that you must invoice all the goods that you supplied on a Goods Out transaction even if some of them have been returned The appropriate Sales Credit Note will have been generated by the return procedure and the Goods Returned To Us transaction thereby moved to the CLOSED State If however you simply wish to back out a Sale you can use the Cancel Transaction option on any transactions that were created Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Pro
88. windows for creating new stock items as copies of those selected Move You will be prompted to select a target Stock Group to move all selected stock items into Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 114 Delete If you try to delete a Stock Item containing stock or which has been used in any existing transaction a window will pop up saying that you cannot do it but inviting you to alter the Status if required You can then use Edit to make the item OBSOLETE but you will not be able to make it DEAD as long as there is stock held at any location See below for more on obsolete and dead stock Show Show lists of transactions within which the selected stock items Transactions appear Show Web Show a list of Web Pages that this Stock Item has been assigned Pages to either directly or indirectly via a Stock Group If only one Web Page is found it is opened in the Web Page editor in view mode Set Custom This option allows you to quickly set or change custom stock Fields fields of one or more stock items without having to edit each of them Only custom stock fields that are common to all of the selected stock items can be set this way See Stock Item Cus tom Tab on page 112 ExportSelected Creates a file containing XML definitions of all selected stock Stock Items item rows See Stock Item Import on page 253 for the format XML format definition Exported stock items can be bulk edited a
89. your favourite word processor For example MS Word will import data from various data sources includ ing MS Access and MS Excel If you have your data in a delimited file you can first import it into one of these To generate XML from your spreadsheet data via your word processor follow the pro cedure below 1 In the spreadsheet enter column headings to exactly match the field names of the XML to be generated The columns should appear in the same order left to right as the field names in the XML record definition 2 To ensure a successful import clean and check the data at this stage Search for blanks or data in the wrong column Do not leave blank rows 3 Create an XML template in the word processor One simple way to do this is to copy an example XML import file available online at www meierpollard co uk and paste it in Remove the field contents to leave something like lt stockItem gt lt reference gt lt reference gt lt description gt lt description gt lt stockGroup gt lt stockGroup gt lt basePrice gt lt basePrice gt lt basePriceUnits gt lt basePrice Units gt lt unit gt lt unit gt lt costPrice gt lt costPrice gt lt recommendedPrice gt lt recommendedPrice gt lt stockItem gt Note that at this stage there is no lt stockItems gt and lt stockItems gt at beginning and end Version 6 8 19th Jun 2014 Appendix B Import Data Formats 249 4 Now follow the program s merge p
90. 0 Construct a Customer Group by clicking the button in the Edit folder Click New then fill in a name and transfer from right to left those customers you want in the Group Alternatively click the Browse button to select from a browse list of all custom ers Double click on any customer to see more details of that organisation User Default Settings This function should normally be available only to the administrator Its settings estab lish your organisation s policy and are repeated automatically in everyone s User Set tings provided they are set to inherit Open the window from the Settings folder In the example shown below the organisa tion has a parent template set up in General Settings as evidenced by the inherited column and tick boxes which otherwise would be absent Several rows have been ticked and so their values have been inherited from the parent organisation But they can be edited if you choose by unticking inheritance Fill in values in the field at the top right corner All email settings are those you would need to configure a standard email program so you should be able to determine all of the values by examining settings within your email program Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 166 RC User Default Settings BEE Address Label Print Command Inherited Address Label Print Command M 255 255 204 YES Home Email From Address info regentcroft co uk Em
91. 0 User Directory You may wish to set this to the path of your desktop such as Primary and C Documents and Settings John Desktop If you also work on Secondary other computers you can set an alternative secondary directory for when the first is not available e g Users john might apply on an Apple Mac Reporting Periods Every business needs to define convenient time periods so that when you run standard and analytical reports they will consistently encompass the span of dates that you want Date periods are also used in Transaction Date Restrictions see page 41 You can however override these periods and type in some other dates Typical periods might be a succession of twelve months with the corresponding quar ters laid on top and an accounting year laid on top of that The process of building a longer period with a number of constituent shorter ones is called compounding and is a feature you can select Take an example where your accounting year is calendar year 2005 You would proba bly want to break it down into the 12 months from January to December and into the four quarters involved To set up periods click Reporting Period in the Edit folder and open a new Reporting Period window It is a matter of preference but you should consider calling months something like M1 05 M2 05 etc rather than Jan 05 Feb 05 etc This is because the months then sort together in lists thus are easier to see and can be selected in bloc
92. 014 SECTION 3 Chapter 1 Working with Inrax 34 SECTION 3 USING THE SYSTEM Chapter 1 Working with nrax This chapter is designed to help you get about quickly in the nrax environment It cov ers conventions procedures tips and keyboard shortcuts which apply in many instances and which usually are not repeated in the other chapters The Home Window Throughout this manual reference is made to the default arrangement of buttons in folders in the home window which appears when you log in But if you have access you can set the order of folders visible as tabs and of buttons within folders to suit your needs See page 149 for the method Edit View Windows e Field colour has the following meanings e Fields with a red border indicate missing or invalid data that needs to be entered corrected e Tinted grey fields cannot be edited e White fields can be edited e Move between fields with TAB or by clicking e You can move between tabbed folders with arrow keys e You can resize windows and the columns and areas in them by dragging the corner of the window e Dates may be entered in a variety of formats but they change to the one you have set up in General Settings see Valid Date Formats on page 38 e Amounts may be entered with or without the currency sign and with or without dec imal places e Drop down lists can be operated with arrow keys or mouse e Alternatively where there is a drop down list of options
93. 08 Piper JL Miss 47 14687 66 58 78 Notify Counterparty 2008 Burke M Miss 47 16968 35 59 41 Cancel Transaction 2008 Briars Rachel Miss 47 51 68 60 View Line Items 2008 Bracken J Mrs 47 16963 102 57 120 Print i2008 Crossman M M Mr 47 1 22 13 26 Print Preview 2008 Bassett JENNY Mrs 47 25 49 25 ni 2008 Alan R J Miss 47 16958 49 35 57 z 2008 Phillips David Mr 47 169 379 27 445 Derive Goods Returned 2008 Shine R Mr 47 16957 65 58 77 Derive Payment Received 2008 _ Lobo Sylbert Mr 47 16955 22 13 26 new Direct To See page 36 for the common terms and general functions Specific options here are Derive Goods All the same items and quantities transfer to a Goods Returned Returned To Us To Us You can edit them in this way your customer can return all or only a part of the order Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 60 Derive Payment The Payment Received window is opened preloaded for paying Received this transaction and any other unpaid transactions for the same customer This is a shortcut to opening the Payment Received window directly Direct To A fast way to create later stages in the transaction workflow see Direct To on page 67 Automatic Creation and Linking of the Payment Transactions When the invoice is saved the associated payment transaction may also be automati cally crea
94. 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 70 Include When selected each invoice listed within a customer statement OVERDUE that is past its due date will have OVERDUE written in red warnings letters next to it If you wish to suppress this untick this option Select All or Clicking these buttons acts on all the tick boxes in the Select Deselect All column Select Unpaid This selects counterparties who have unpaid transactions on their account Select Counterparties who are overdue with any payment are selected Overdue The list of names can be sorted by double clicking on the column heading By double clicking on the Selected header you can bring all ticked or unticked boxes to the top Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 71 Chapter 4 Purchase Procedures This chapter describes the raising of a Purchase Order receipt of the goods translating your supplier s invoice onto your accounts system and making payment It also deals with the occasion when you reject an item leading to a credit note from your supplier There are three basic stages to purchasing 1 The Purchase Order which you can omit if you prefer 2 The Goods In transaction which is essential for a stock item but optional for other items 3 A Purchase Invoice which mirrors your supplier s invoice can be raised without the previous stages if you are not buying a stock item but if buying a
95. 19th Jun 2014 SECTION 5 Building a Web Site 214 Delivery Zone Name UK Browse TOGO A Postcode Starts TOKELAU ze TONGA TRINIDAD AND TOBA PH22 gt gt TUNISIA PH33 TURKEY PAS4 TURKMENISTAN ig TURKS AND CAICOS TUVALU UGANDA UKRAINE UNITED ARAB EMIRA UNITED STATES UNITED STATES MINC URUGUAY v Name Each Delivery Zone must have a unique name Country Transfer one or more countries into the left hand list Here the Selector delivery zone is only within the UNITED KINGDOM Postcode Starts You can provide a list of strings that represent the start of post amp inc exc codes which should be either included or excluded from this delivery zone Place each postcode string on a separate line You can provide just letters such as B matching any Birmingham postcode BS matching any Bristol postcode You can provide letters and the first stage numbers such as B4 which will match B4 2AY but NOT B41 2AY B1 which will match B11EA but NOT B111EA When a customer of your web site adds items to the shopping cart and the cart contents allows one or more delivery method that has an attached Delivery Zone the customer will be asked to provide their country and if necessary also their postcode in order to see the applicable delivery charge They will not be asked to register or provide their full details which may put them off proceeding Vers
96. 20472010 state ANY v Site ANY v Eh Refer C partyR Description Counterparty Ex VAT Total State 14847 Se A 34 03 39 99 OPEN S0 19430 GOH 9 58am 03 245 41 70 49 00 OPEN SO 19396 vsp TTJMOB 03 COPY 9 66 9 66 OPEN SO 19429 GOH 22 06p 034 View F 41 70 49 00 0PEN SO 19428 GOH 20 30p 03M Set Clear Flags nl 41 70 49 00 OPEN SO 19419 GOH 16 54p 03 Print Address Label SO 19413 GOH 14 02p 02 SO 19410 GOH 13 35p 024 i 19 ca GOH 12 E oo Cancel Transaction Write Letter To SO 19402 GOH 9 29am 024 View Line Items Export Selected Organisations XML Format SO 19400 GOH 0 36am 02 Print Edit Ctrl E SO 19397 GOH 16 37p 02 Print Preview View Ctrley SO 19391 vsp TTIGOH 024 Email Copy Ctrl C SO 19389 GOH 10 05a 024 SO 19385 GOH 9 40am 02M SO 19384 RED 22 36pm 024 Derive Sales Invoice SO 19383 GOH 21 31p 02M Derive Goods Returned 145 2 29 86 35 09 OPEN SO 19381 GOH 21 27p 02 03 2010 Neison Martin Mr 245 20 19 96 23 45 OPEN or e e e aao Typical commands from the menu are edit view copy and delete Notify Counterparty Copy Address To Clipboard Direct To Delete Ctrl D Show Transactions Transaction Browse Windows Whenever you open a transaction browse window you will b
97. 211 Charging By Order Value or Delivery Weighting Bands 211 Charging By Number of Items 212 Shopping Basket Display of Delivery Methods 213 Delivery Zones 213 Handling Charges 215 Purchase Delivery Methods 215 VOUES ta di tun exe ia Peewee Manihes or ade aes 216 Service Periods Selling Time 218 Drop nin IML 4 tants dew kyt teeta dee eat eee teats 218 Embedded Variables and Shared Content 220 Credit Debit Card Payments Handler 221 Integration with WorldPay www worldpay co uk 222 FuturePay 222 Integration With Sage Pay www sagepay co uk 223 Integration With PayPal www paypal co uk 224 Google Checkout nnana Ob hil tnd Mattei eit iat aable ob Sk 225 Google Sandbox Test Configuration 225 Going Live with Google Checkout 226 Configure Your Google Checkout Seller Account for Inrax 226 Robots Search Engines Browser Bookmarks amp Cookies 226 The Web Based Order Dispatch Interface 227 Dispatch of Drop Ship Purchase Orders 230 Customising the Dispatch Pages 230 Mobile Web SIGS sgn ett tannd dN rebut buds atest Aetna 230 Version 6 8 19th Jun 2014 Table of Contents Enabling the Mobile Web Site 231 Mobile Page Content 231 Mobile Drop In HTML 233 Advanced Web Site Topics 0000 233 Using HTML in your Site 233 Preview your HTML 233 Using Upload Files within your Web Site 233 Incorporating Images and File Downloads within your HTML 234 HTML Forms i
98. 34 Page titles Group titles Decimal PI Report Name When ticked the report name company name and the criteria set when running the report are displayed at the top of each report page For some types of report year end financial state ments for example this header information may be undesirable and unticking this box will suppress the display of these titles When selected consecutive financial rows in the report are treated as a group with a title row showing the dates for each period the report is being run for When unticked no group titles are inserted in the report Determines how many decimal places are displayed on finan cial amounts when the report is run Displayed as the title when the report is run provided that Show page titles is ticked Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 135 Row Details Row Type Page break before row Blank rows before References Font Style Text Align Label Text All fields under the Row Details heading are entered separately for each row in the report Click within the list of rows below to pick a different row for editing FINANCIAL OPENING BALANCE show opening balance amounts for each report period FINANCIAL PERIOD MOVEMENT show amounts for financial movements during each report period FINANCIAL CLOSING BALANCE show closing balance amounts for each report period DERIVED allows you to derive a financial a
99. 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 136 Report On Account Group Underline Add Delete Row Shuffle Save Apply Cancel If you are designing a report within an Inrax Orgnisation that is a parent of other Inrax Organisations then you can set this financial report row to either reflect the WHOLE GROUP or just a single child Inrax Organisation from within the group This allows you to break down values for example Turnover by group member companies on separate lines then a total for the whole group When running a financial report it is also possible to select which members of a group to report on In these circumstances a WHOLE GROUP setting in a row will reflect values from just those group members that the report has been run for Where a specific group member is assigned to a report line that will always be used regardless of how the report is run Note that for security reasons if a financial report has Report On set to anything other than WHOLE GROUP this report may not be inherited and run by any of the child group Inrax Organi sations Visible for FINANCIAL row types only Account Groups define an arbitrary subset of your accounts see Account Groups on page 155 By selecting a positive and or neg ative Account Group here you can formulate any sum of the values within your accounts If no values are required on this row just leave both of these set t
100. C Exclude SERVICE stock Customer Group C New Customers Only County C Repeat Customers Only Postcode starts V Report Is Paginated Report On Report Period Location Stock Group Stock Item Web Site Source Customer ANY Stock Status ANY Select one from the list Stock Item Stock Group Transaction Source Customer Customer Group Location County Post code Country Month Week Day of Week Custom Stock Fields It will appear in the first column of the report under the heading Description If you report on Postcode you can set levels meaning how much of the first or second postcode group to include If you report on Custom Stock Fields you will be asked to select which Custom Stock Field to report on Enter a preset period or type dates Limit the report to transactions recorded against the chosen location or group of locations if you have hierarchical locations defined Report only on sales of stock within the chosen Stock Group Type a Stock Item Reference or double click for a browse list if you want to report on just one item Select a Web Site if you wish to restrict reporting to only trans actions linked with the chosen web site To report on where an order originated from including orders entered directly into Inrax orders from your full web site and orders that came in via your mobile web site Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis
101. CTION 4 Configuring Inrax Auto Find Unique Transaction Refs Auto Notification Enabled Background Colour Copy Emails to Self Default Location Email use TLS Email From Address Email Password Secondary Email Password Email User Secondary Email User 167 Inrax enforces unique transaction reference numbers and this option affect the behaviour if you try to save a transaction with a reference number that has aleady been taken If this option is OFF or not set Inrax will ask you whether you want to use the next free reference or change the reference manually If this option is YES Inrax will silently change the reference to the next free reference number Auto Notification is one of the properties which can be assigned to your customers and suppliers It must be enabled here to give effect to the settings of PROMPT or ON there See Notifica tion on page 44 Set the backwash colour used in all Inrax windows This may prove particularly useful if you use Inrax for multiple compa nies and wish to clearly distinguish the windows of each If set to YES you receive blind carbon copies bcc of emails you send from within nrax Whenever this user opens a new transaction window or other window that has a location menu it will be defaulted to the location selected here TLS provides encryption when sending emails from Inrax Some email servers may not support this method of sending and othe
102. Chapter 5 General Accounting 85 Bank Account Statement Amount Difference Location Forward Balance Balance Payment Account n lt lt 1 lt lt Unreconciled under Bank account table Selected under Bank Account table Selected below Payment Account table Double click Save Select the account you are reconciling Brings up reconciled and unreconciled lines on or after the Start Date and all unrec onciled lines before the Start Date Insert the closing balance on your bank statement This is the difference between the Statement Amount entered and the sum of the Forward Balance and the Selected Total It should be close to zero for a successful reconciliation This is only of concern if you operate multi location accounting and you wish to view payments into the bank account on a per location basis Any payments transferred into the selected Bank Account will be recorded at the location chosen This affects the results of reports that have location filters run against the bank account Shows the total recorded as reconciled against the account up to the day before the start date effectively the balance brought forward from the last rec This is the Forward Balance Selected amounts see Selected field below During a bank rec if you progress chronologically through your statement this should match the running balance on your statement See Transferring Amounts Between Payment and
103. DE Definition amp Content Product Settings Page Head Filters Mobile E Bs Display Type PRODUCT FAMILY Max products per page o Show Stock Lev INHERIT Do Not Show Stock Levels Allow Stockout Orders v Show Product Images Show References From List Price Show RRP NHERIT Yes List Price AUTOMATIC Listing Image MOBProductimages EM_Liteway3Blue_150 jpg Listing lt div class listLogoDiv gt te i simg src MOBSitelmages elecMobLogoSmall jpg gt sidiv gt Select Method FIXED PRODUCT List V Group By NOT SELECTED Popup Display Info NOT SELECTED NOT SELECTED NOT SELECTED Stock Items Stock Group View Price _ m 6 Stock Item Product Family P Stock Group Name M _WARRANTY_SCPO_EXT_2 Mark Bates Limited Year 2 Parts and Labou 20133600 EM Scooter Spare Parts KEY Additional pair of Scooter Pack EM_43070600 _ EM Scooter Accessories BASKET Electric Mobili EM_ScooterCover_ULO0025 EM Scooter Accessories COVER Scooter Prote The image to be displayed next to this entry in the list when the Parent Web Page page is viewed Alternatively pick a file con taining HTML for that to be displayed in place of the image You could for example include Flash animation in this way A description for this product displayed in the list This may be html allowing complex formatting and embedded images and links The Preview button shows
104. DMIN ADMIN SECTION 2 Getting Started 27 It is recommended that you make your inheritance choices now and then not change them in the future User Default Settings more detail on page 165 Click User Default Settings in the Settings folder The settings establish your organi sation s policy and are repeated automatically in everyone s User Settings provided they are set to inherit If you the administrator want different settings from the ones you assign in User Default Settings you will need also to edit your own settings in User Settings see later in this chapter Client Authentication If you want to restrict access to particular computers click Client Authentication in the Settings folder A window opens where you can add or later delete computers to your authorised list Having clicked the Add button type the computer name in the left hand field and the Media Access Control MAC address in the right hand field The computer name can be any convenient label such as the machine s hostname Click Access Rules in the Settings folder If Client Authentication Required is set to NO make sure that the Inherited tick box is not ticked then highlight the row and set it to YES using the field in the top right corner Two ways to determine a computer s MAC address are as follows e Sit at the computer in question and attempt to log in but not as the security user A warning pops up which
105. Download nrax and Create Your Organisation An Inrax organisation is created online from your Application Service Provider s ASP web site such as www inrax com There are three steps to create your organisa tion and download the software For further details follow the instructions online Step1 If you have not got it you need to download a recent version of the Java runtime environment a free download from Sun Please see instructions on the Inrax web site www inrax com for how to obtain Java Step 2 Again following the instructions supply your email address and choose a login name for your organisation and a user name for yourself The user will be given full administrator privileges although this can be changed later Step 3 After reading and accepting the licence agreement click the link to download and install Inrax IMPORTANT Before allowing you to run nrax for the first time Java Web Start will check for a security certificate on the server The certificate identifies your ASP for example Meier Pollard Ltd and will normally have been digitally signed by a trusted third party called a signing authority A message box will pop up giving details you should indicate your acceptance to run Inrax to allow the installation to continue If Java Web Start displays the following warning This application is requesting unrestricted access to your local machine and network Warning Failed to verify the authenticity o
106. Drop In HTML on page 218 target zone to allow HTML to be placed below any image on which zooming is enabled allowing you to give instructions such as Move mouse over image to enlarge if using j QZoom When ticked the page content is displayed below the page image When left unticked a horizontal layout is used with the image to the left of the text Each page has a block of text that will be displayed near the top of the page for that page This may be html allowing complex formatting and embedded images and links The Preview button shows how the html will appear in the web page If there are no products defined within this Web Page then this can define the sole content of the page You can drag and drop a file from your desktop onto this field and the contents will be automatically extracted from your file and pasted in this field Pick to display an Article within this page see Articles Add ing Content The Easy Way on page 195 Pick to display an Article Category within the main body of this page to list a collection of articles see Articles Adding Con tent The Easy Way on page 195 As above but displayed in a column on the right hand side of the web page Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 190 Redirect To If this page has been retired and a new page created for similar content in order to preserve search engine page rank for this page s url pick the new Web Page
107. Goods Out transactions The discount automatically applied for that customer if any will be visible 8 Freeze your old accounts as at the end of the day before I day In particular do a bank reconciliation The best date is at a month end when you would be carrying out a procedure anyway 9 You can start trading with nrax at this point If you are forced to continue invoicing using your old system for a day or two one technique is to stick to the frozen date and to catch up later by reproducing exactly the same invoices on Jnrax as soon as you can Inrax allows you to set the date of those invoices to match their true date of issue 10 Calculate your VAT liability up to and including the day before I day Thus VAT for all existing sales and purchase invoices will have been accounted for and the only VAT carried forward to the new accounts will be a single figure due to from HM Revenue amp Customs 11 List your debtors and creditors as at the day before I day Create a sales invoice dated on that day for each debtor No detail is necessary and no stock should be included simply invoice the total amount due including the amount of the VAT but as part of the total amount and with zero VAT set These invoices will be used simply to account for cash coming in in other words they give something to set against pay ments received For each invoice set the destination account to something like Sale of Goods Each transac
108. HTML In order to add arbitrary HTML into the web site you use the Drop In HTML feature This should not be used to define whole pages for which you should see Web Page on page 187 It allows you to add chunks of HTML onto pages that are otherwise automatically generated by Inrax Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 219 Web Site Full Site Mobile Site Page Zone HTML Upload File Web Page Is Live RC Drop In HTML Web Site Cs Full Site C Mobile Site Page Zone Left Menu Column Bottom HTML Upload File CSWebMiscRes diMenu html Web Page ALL Is Live Save Cancel The web site this HTML will appear on Tick either or both to indicate whether this drop in should be displayed on the full version of the web site and or the mobile version See Mobile Web Sites on page 230 The page where the HTML will appear To place your HTML within the menu column on the left of every page for example pick the All Inrax Pages Left Menu Column option The All Inrax Pages Right Column option can be used to insert content into a column on the right side of all pages This might be used to display adverts throughout your site for example There are some specialised options such as All Inrax Pages HEAD section which places the HTML at the end of the HEAD section of every page you would need good knowledge of HTML to want to use this option Your chunk of
109. HTML to be displayed held in an Upload File By convention name this file with a html extension Some Page Zone drop ins can be further narrowed down to a single web page i e the drop in will only be visible on that web page Leave as ALL if you don t want to restrict the drop in to a single web page The HTML will only be included in your web site if this is ticked Provides a convenient way to take drop ins offline use ful for seasonal messages for example You may define multiple Drop In HTMLs per type of Page selected By default they are added to the end of the page in arbitrary order It is your responsibility to position the HTML to where you wish it to appear on the page using positioning instructions in your Cascading Style Sheet CSS file Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 220 As a simple example if you want to put a note on all More Info pages create a text file containing something like lt div class moreInfoContactNote gt Please call us if you need more information about this product lt div gt Upload the file that contains this text see Using Upload Files within your Web Site on page 233 and create a new Drop In HTML for the More Info page Edit your CSS file to position the note to the desired point on the page moreInfoContactNote position absolute left 400px top 125px width 200px You will need to experiment with the positioning until the resul
110. IT Goods In Stock Purchase Control Suspense Stock Control Account GI Control Account Goods Out Sales Control Suspense Stock GO Control Account Stock Control Account Goods Returned To Us See also Sales Credit Note which is generated from GR Stock Sales Control Suspense Goods Returned By Us See also Purchase Credit Note which is generated from GB Purchase Control Suspense Stock Purchase Invoice Non stock item Cost of Sales User selects a COS account VAT Debtor Purchase Control PI Control Account Purchase Invoice Stock Item Purchase Control Suspense GI Control Account VAT Debtor Cost of Sales COS Account assigned to Stock Item an adjustment amount if the price has changed since the GI Purchase Control PI Control Account Special handling of EC domicile VAT Codes more detail on page 172 Sales Invoice Sales Control Sales Non stock item SI Control Account User selects a Sales account VAT Creditor Sales Invoice Sales Control Sales Service Stock Item SI Control Account Sales Account assigned to Service Stock Item VAT Creditor Sales Invoice Stock Item Cost of Sales COS Account assigned to Stock Item Sales Control SI Control Account Sales Control Suspense GO Control Account Sales Sales Account assigned to Stock Item VAT Creditor Payment Made On account Purchase Control PI Control Account Payment or Bank Account assigne
111. IVE mode and refresh that same URL in the browser You will find that after some use of the site in LIVE mode the response of pages is faster due to caching of data Be aware that when your web site is LIVE content changes will not be reflected within your browser when you hit the browser refresh button So for example if you are view ing a list of products in a web page and you alter the stock items included in that web page within Inrax and then refresh your browser page you will not see the change appear In order to see the result of your content changes set your web site to BUILD status and start a new browser session by typing the URL directly into the browser again e g www inrax com buildcentre Stopping and starting the browser will achieve the same Then any content changes can be seen in your site by clicking the browser refresh but ton whilst viewing the page that you are working on Your web site will function normally if left in BUILD status but you are advised to set it to LIVE to get the fastest response times Adding Pages and Menu Structure with Web Pages Once you have a site with a single Web Page assigned displayed as the front page you are in a position to add further pages very easily You will use Web Pages to define the entire navigable structure of your site as well as to hold the site content This is achieved by creating a tree of Web Pages from the base page down Create a New Web Page and set the Pare
112. Invoice Transactions Browse window opens Click New to open a blank Purchase Invoice Fill in the fields in the same way as described in the Purchase Order and Goods In sec tions above Verify the invoice totals then save Once a Purchase Invoice exists there are buttons labelled GI and PI at the bottom of the Purchase Invoice and Goods In windows linking them or if the Purchase Invoice was derived from a Purchase Order the buttons are PO and PI The Purchase Invoice will then be listed in its browse window with the State UNAL LOC The Payment Made may be derived by selecting the Purchase Invoice and using the Derive Payment Made option from the Selected menu Automatic Creation and Linking of the Payment Transactions When the invoice is saved the associated payment transaction may also be automati cally created The mechanism is the same as for Sales transactions hence see Auto Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 78 matic Creation of Payment Transactions on page 62 Alternatively if an advance on account payment is associated with this order that may be automatically linked to the invoice Again this is the same for Purchases as it is for Sales so see Automatic Link ing of Advance Payment Transactions on page 62 Cancelling Purchase Invoice Transactions Invoice transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Se
113. Item Use this to help locate the item within a store at the cho sen location Bin can be set quickly on multiple stock items at once by using the Set Bin for Stock Items option on the Selected right click menu of the Stock Group browse window or by using XML imports of Stock Items Minimum Stock Refers to stock on hand at the Location selected You can set Units different minimum stocks at different locations In the present example if you specify the minimum safe stock of individual tubes rather than trade packs a low stock warning will come up at the appropriate moment during the selling procedure Minimum Order The minimum size of order allowed for delivery to the Location ltems selected Again you can set different values for each Location you have In the current example the order size refers to trade packs of 10 rather than individual tubes By selecting different Locations in the ordinary course of work you can see in the table what minimum parameters are set and how many of the stock item are in an unfulfilled Purchase Order or Sales Order or in stock You can switch between loca tions by clicking on the rows in the table Stock totals for all locations are shown at the bottom Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 112 Stock Item Service Period Tab The stock item Service Period tab contains the same settings as in the same tab on the Stock Group window see Stock Group Service Per
114. Meier Pollard Ltd Version 6 8 19th Jun 2014 User Manual Version 6 8 19th Jun 2014 Preface Inrax is an online ecommerce and business accounting system designed and distributed in the United Kingdom by Meier Pollard Ltd and in Ireland by Online Web Accounting Ltd Meier Pollard Ltd can be contacted via www inrax com The nrax program and user manual are Copyright Meier Pollard Ltd 2000 2014 All rights reserved Inrax Version 6 8 19th Jun 2014 All Trade Marks are hereby acknowledged Version 6 8 19th Jun 2014 Table of Contents Inrax Table of Contents Preface About Jnrax Copyright statement SECTION 1 OVERVIEW Overview of the current release of Inrax Introduction n canon Fee Ge ee Gah bee o amen ee os 13 OCCU MN es Aa tates ace che Set Sarid e E SREE A 14 General Accounting applied to Inrax 14 Some General Inrax Features 00005 16 ASP 16 Inheritance 16 Access Control 17 Folder 17 User settings 17 Organisations 17 Notification 17 Stock items formulae and price lists 17 Analytical reports 18 Proper sorts 18 Locations 18 OLAP report 18 SECTION 2 GETTING STARTED BCCUMIY S272 ae wee Sd Hae Bee Gaps eee Suge Hee es 20 The Administrator 20 Security User 20 First Stage Procedure Si 64 004 ew kde ede adie eee 21 Download Inrax and Create Your Organisation 21 Connecting via a Proxy Server 22 Connecting from a New Client Computer 23 Running Inr
115. N 4 Configuring Inrax 155 parent or name of an account provided it was not inherited even if there is a balance in it An account can be deleted only if it has no descendants and contains a zero balance Set Report Order of Accounts You can set the order in which accounts appear in standard reports though not in the Account Browse window which is in alphabetical or reverse alphabetical order Click Account in the Edit folder then choose Set Report Order from the Action menu Arrow buttons appear and a list of accounts in which you cannot see parents on their own For example you would be able to see only the last two of these three related accounts Balance Current Assets Cash Banks Balance Current Assets Cash Banks Leamins Current Ac Balance Current Assets Cash Banks Leamins Deposit Ac If you highlight a row the up button will move it up the list as follows When an account reaches the top of a list of its siblings the next up click will move the whole parental group together so that it arrives above the parental group which had been just above it The same effect works back through the generations so that siblings at any depth in the hierarchy can never be separated The down arrow button behaves similarly Alpha sorting and reverse sorting is available as in all browse windows by double clicking the account column header If you want to reject a sort simply cancel the operation When satisf
116. NG Inrax This section contains the things you need to do to configure Jnrax fully General Settings General Settings apply to the whole organisation and it is recommended that compara tively few users be given permission to alter them Click General Settings in the Settings folder Fill in the first tab with company name and details In the Parent field select NO PARENT if your plan is to set up parame ters from scratch It may be easier to use a template because it saves much configura tion see Inheritance and Templates on page 152 To see what is available from a parent organisation select it and click Save or Apply If you find the Parent can not be selected that can be rectified as follows Close General Settings Click on Access Rules in the Settings folder Select Set Par ent Organisation and ensure that it is set to GRANTED Click Apply Reopen Gen eral Settings and pick the desired parent You can now browse through inherited data items such as accounts payment terms and VAT codes by clicking their buttons in the Home Window For the full list of what may be inherited refer to Inheritance Settings see below and ensure you have switched inheritance on i e so it reads INHERITED for each type of data you wish to access from the parent Remember that all inherited data is owned by the template organisation and not yours This means that you cannot edit or delete individual items that you in
117. Order excluding delivery LTS_ Generates a integral time stamp for the pur pose of having a unique value that will not be duplicated _WPRURL_999 Expands to the Web Page Relative URL for th web page with id 999 Useful if linking bet wen web pages that appear on more than one web site via Linked branches to ensure a hand rolled link keeps the customer within the appropriate web site L_WPFURL_999 Expands to the Web Page Full URL for th web page with id 999 The file inclusion mechanism may be useful if you have some common text html to display in the descriptions of a large number of products for example Put the common description within a separate upload file then include it within the More Info text html field within the Web tab of the Stock Item ediitor Then if any changes are needed to that common text you only need make the change in one place Credit Debit Card Payments Handler If you intend to take online payments from your web shop you must select a company for taking online payment for orders Please refer to the online help and documentation that these companies provide for how to open an account with them Specific details for Inrax integration are given here See also Google Checkout on page 225 which can be used instead of or as well as the checkout and payment options described in this section A new Sales Order is created is created within Inrax at the time the web customer con firms an order prio
118. Pay www sagepay co uk Create an account with Sage Pay in order to obtain the following information Vendor Name Encryption Password These must be entered into the Inrax Web Site editor as the Payment Site Id enter the Vendor Name and the Encryption Password Select a Payment Mode of SAGE PAY SIMULATION TEST initially and attempt to pay for a test order from your web site The Sage Pay simulator should verify that the correct information has been passed through If this step fails it may be that SagePay have not upgraded their simulator beyond v 2 23 of their Form Integration API in which case skip to the TEST stage below Once a successful simulation test is complete repeat with a Payment Mode of TEST Payment Completed Now it should be possible to make a test credit card payment viewing the screens that the customer would see Sage provide a list of dummy card numbers that can be used to test successful or failed payments Note that the TEST server encryption password is different to that used when making LIVE payments and is entered in the Payment tab of the Inrax Web Site editor When this is complete switch to LIVE Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 224 Integration With PayPal www paypal co uk Please be aware that for higher value transactions we currently recommend that you use one of the other payment options as our integration with PayPal does not take advantage of all security available Y
119. Preview Centred In Browser Has Columns Sub Menu Cols 1 v Site Banner SFWebmiscRes sfBanner html Preview J E v Style Sheet SFWebmiscRes sfStyle4 css Base Web Page SF Right Art Cat NONE Order Location AMS Price List USE BASE PRICES Email Address info solarflow garden co uk Telephone 0845 020 4336 Save Apply Cancel Name Any unique identifier used to distinguish between multiple web sites This name is added to the Description within Sales Orders created when customers purchase from your web site so some thing short is probably the best choice Trading Name The trading name of your web site may be different to your organisation company name The name you enter here is used in the following ways in the subject line of sales orders emailed to customers within the body of sales orders emailed to customers within the sign off text of emails sent from within Inrax for any transaction associated with this web site passed to credit card payment handlers such as WorldPay as part of the order description displayed in the title of More Info pages see More Info Title on page 204 Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 177 Status Flush Domain URL Build Centre Logo LIVE the site is accessible on the internet and optimised for fastest response times In this mode you will not see content changes immediately reflec
120. RC with the VAT reclaim amount due Box 5 When the cheque came they would do another General Transaction thus Debit Leamins Current Account with the amount of the cheque Credit VAT due to from HMRC with the same amount Paying Corporation Tax Papermec are notified of their Corporation tax liability well in advance of the due date so two steps are involved Debit Retained Earnings Taxation Taxation Paid Credit Current Liabilities Taxation creditor Inland Revenue When they actually pay a further General Transaction would read Debit Current Liabilities Taxation creditor Inland Revenue Credit Leamins Current Account Bad Debt Sooner or later PaperMec experience a slow payer who turns into a non payer The General Transaction reads Debit Office and admin Bad Debts with the amount excluding VAT Credit Trade Debtors Sales Control with the same amount including VAT Leave the VAT Code set to zero VAT is not part of the bad debt because they can reclaim it most bad debts take so long to mature that PaperMec will have already paid the VAT output tax by the time it is certainly a bad debt Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 98 They deal with reclaiming the VAT Debit VAT creditor with the amount of VAT involved in the bad debt If the bad debtor subsequently does pay after all PaperMec will reverse the above processes and c
121. Start well in advance of Inrax Start Day I day if you can But if you cannot Inrax lets you carry out the back office steps after I day simply by backdating your actions Obviously your customers and stock must be ready before I day e Tip Apply the closing date of your old system for example 31 December if I day will be 1 January to everything that follows You will start with a clean sheet if the stock journal import and general ledger opening balances are dated in that way 2 Examine the account balances on your existing nominal or general ledger and make sure there are Jnrax accounts ready to take every one You can use and adapt an Inrax template chart of accounts or you can create a new one This may be the opportunity to improve your old account structure e Tip You can print an Jnrax chart of accounts in the right order as follows Open the accounts window Set sort order and sort them in the way you want Then click the Edit menu and copy the table Paste into a spreadsheet or word processor 3 Set all the settings described in User Settings on page 169 Test e mail works from inside Inrax by clicking the Email button 4 Unless there are only a few use XML files to import organisations and stock groups You must create the root stock group manually beforehand Remember to leave no blank rows and to replace all prohibited symbols like amp lt gt 5 If it is bigger than a few dozen stock ite
122. T the underlined letter triggers the action For ALT shortcuts you must open the menu first so in a browse window for example select a row then press ALT s to open the Selected menu and ALT v to open a view window Multiple Selections from Lists Where Inrax allows multiple selections from a list such as when constructing a price list there are two quick ways to do it e To select a block of rows click on the first row then hold down SHIFT and click on the last row in the block The entire block is highlighted e To select two or more rows which are not together in a block hold down CTRL CMD for Apple Mac and click on each desired row in turn Valid Date Formats You can enter just the day of the current month one or two digits or the day and month of this year to create a valid date which saves many keystrokes The following table shows all the formats which can be entered and indicates which are settable in General Settings as a valid display format Version 6 8 19th Jun 2014 SECTION 3 Chapter 1 Working with Inrax 39 Permitted Entry Display Format Formats dd MM yy dd MM yyyy dd MMM yyyy dd MMM yy MMM dd yy dd MM yy dd MM yyyy MMM dd yy dd MM yy dd MM yyyy dd MMM dd MM dd MM dd Z Z Z Z Z K K x KY KK XK KIKK Where dd date and may be just one digit MM numerical month number MMM textual month e g Feb Dec yy last two digit
123. Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 179 Email Address Emails that are automatically sent to your web customers as order confirmation will be sent from this email address Any replies a customer makes will come back to this address When emailing a transaction yourself from within Inrax if the transaction has this Web Site set on it then the email will be sent from this email address Telephone If you have a specific telephone number for this web site enter it here otherwise enter your company telephone number If you don t wish to have a telephone number associated with the web site leave this blank This number is used on letter and transac tion paperwork associated with this web site overriding a tele phone number set in General Settings RC Web Site GOH id 43 Definition Configuration Content Payments Mobile Web Customer Group NOT USED Customer Mailing Group GOH Customer Mailing List Visitor Mailing Group GOH Visitor Mailing List Paperwork Header vork Headers and Footers gohPaperworkHeaderDetailed jpg Paperwork Footer NONE Show VAT separately in basket VAT option on checkout _ Prices Inc VAT Prices Exc VAT _ VAT Labels Email me copy orders Before payment _ After payment Copy order emails contain Product Images Order XML _ Email me on Visitior Mailing Group sign up Credit Card and Order Addresses may differ oO Secure checkout and form pages https o Use
124. a tion from a template then when it is raised to 20 only the template needs to change it Inheritance becomes clearer when we consider some concrete examples For instance an ASP can set up a basic account layout for a group of clients with a common type of business Perhaps the ASP specialises in accounting for a particular trade such as com puter contractors and wants to ensure all its clients use a common set of procedures Inheritance of the account layout will help with this In fact most of the operation of the client s system can be set at the template level allowing the ASP to pre define how control accounts will operate how some analytical reports will be defined and so on Where the ASP has more than one type of client there can be many templates one of which should be suitable for the client organisation to inherit Inheritance is useful for collaboration amongst organisations An organisation can inherit details of customers and suppliers Where a group of organisations trade regu larly with each other and a body of customers and suppliers it makes sense to hold the information about such counterparties at the template level An example would be a local group of farmers and their customers and suppliers Inheritance does not preclude additional counterparties in each individual organisation and organisations in competi tion with each need not share such information Version 6 8 19th Jun 2014 SECTION 1 Overview 17 Acce
125. abelled PO and GI at the bottom of the Goods In and Purchase Order windows to move between them Many fields can be edited even if they were brought forward from a Purchase Order for example the supplier stock items and quantity can be altered You may want to add the supplier s delivery note reference to the Description Starting with a blank Goods In If you are starting a purchase at the Goods In stage go to the Home Window and click Goods In in the Transact folder The Goods In Transactions Browse window opens Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 76 Click New to open a blank Goods In form Fill in the fields in the same way as described for a Purchase Order above The only difference is that Payment Due date appears instead of Planned Delivery Date When you have completed the form verify the totals and save Stock holding and value is altered at this point and you cannot add to or alter the transaction The Goods In transaction will then have been added to the browse list in the Goods In Transactions Browse window from where it can be accessed again when needed for further actions See page 36 for the common terms and general functions The only specific term is Derive Moves you directly to the Purchase Invoice with all details Purchase automatically transferred forward Invoice Save amp Invoice As a short cut to saving the Goods In Transaction and later creating an invoice
126. ace with Compress Ledger function 89 Search Web Site Internal 239 Security administrator 20 changing password 152 27 limiting access by Access Group 151 149 overview of access control 17 secure connection to server 22 14 20 Select multiple rows from lists 38 Selectable Accounts 157 Server connecting to 22 23 Service Period 53 64 103 112 218 Version 6 8 19th Jun 2014 Index Service Stock Item 107 multiple invoicing 60 print or view a list 126 starting from Sales Invoice stage 59 used to charge carriage 107 view number sold 108 Set Report Order 155 Sign plus or minus debits and credits 82 in General Ledger 82 129 128 sitemap 141 SMTP Email Server 168 Sorting in a browse window 35 of stock item references 108 selections in customer statements 70 Standard Reports formats on saving 129 OLAP sales report 131 reports available 127 128 setting order of accounts 155 Stock 100 accounting for if consumed as expense 100 103 107 effect of Goods In on holding 76 57 63 80 item and unit prices 108 obsolete and dead 114 price adjustment 123 117 report 124 service stock item 107 110 transfer between locations 122 110 units of sale and purchase 108 valuation in stock accounts 107 see also Stock Accounts Stock Group Stock Item Stock Accounts 107 Stock Group 100 creating 101 root 101 Stock Group Import 250 Stock Item 107 brand 110 choosing a Reference 108 110 108 finding 114 item price compared with unit
127. ae e Ge Ce a a E ae eee 100 Creating a Stock Group 101 Stock Group Definition Tab 102 Stock Group Service Period Tab 103 Stock Group Delivery amp Handling Tab 104 Stock Group Custom Tab for Custom Stock Fields 105 Cost Models 0 000 eee eee eee eee eae 106 Stock Accounts 0000e cece cece eee ae 107 Stockslt m os cet ee a eat ech oa ae A es 107 Service Stock Item 107 Choosing a Stock Item Reference 108 Setting up a Stock Item 108 Stock Item Definition Tab 109 Stock Item Stock by Location Tab 111 Stock Item Service Period Tab 112 Stock Item Web Tab 112 Stock Item Delivery amp Handling Tab 112 Stock Item Custom Tab 112 Stock Item Browse Window 113 Version 6 8 19th Jun 2014 Table of Contents Finding a Stock Item 114 Stock Item Status 115 Viewing Transactions for a Stock Item 115 Exporting Stock Items 115 Formulae o ost eas ee eee aot he Sos Ak Rounding 116 Creating a Formula 116 Price Lists cco dees PA baie wie dw te Sees eS Selling Price 118 Designing a Price List 118 Fixed Stock Prices 120 Taking Stock and making Adjustments Stock Journal 121 View Stock Journal History 122 Stock Transfer between Locations 122 Stock Price Adjustment 2005 View Valuation Adjustment Transactions 124 Stock REDON tates eres ee Ra ts Running the Stock Report on Sales Orders 126 Chapter 7 Analysis and Reports Standard AGDCNS s234 5 5424644eet okt
128. ail Password igh Email Signature Email User info regentcroft co uk Initial Transactions Fetch Last 7 Days auth smtp 1 and co uk Users admin Desktop User Directory Secondary Working Directory Primary C tmp Working Directory Secondary Amp OOO SORE sOOsOOoOoOORe eS Save Apply Cancel Address Label Only configure if you wish to print address labels from Inrax Print Command The command entered must run on your operating system to send a plain text file containng the address to your printer For example on a Mac with a Brother QL 570 Label printer attached you could enter usr local bin printAddress f where usr local bin printAddress is a script containing usr bin Ipr o media DC06 o BrCutAtEnd ON o lpi 7 P Brother _QL_570 1 The f in the command is substituted by Inrax a plain text file containing the address Note that the f must immediately fol low the first blank space in the command entered Alternative PDF This takes effect if Use Alternative PDF Display Command is Report Display set to YES Substitute for f the full path of the PDF file that Command must be displayed Normally leave blank Alternative PDF This takes effect if Use Alternative PDF Print Command is set Report Print to YES Substitute for f the full path of the PDF file that Command must be printed Normally leave blank Version 6 8 19th Jun 2014 SE
129. al Balance PaperMec have organised the order of their chart of accounts to get the best from the Trial Balance report If they run a trial balance using just the root Retained Earnings a detailed profit and loss account emerges with suitable headings The Sales and Cost of Sales accounts appear at the top with the difference between them calculated If they run a trial balance with the root account Balance set the balance sheet results The order of accounts has been arranged conventionally Period End PaperMec produce the following complete printed reports for each month and at the end of their accounting year Standard Reports Stock General Ledger and both Trial Balances described above Also the Sales Ledger which they look at more often than monthly and Purchase Ledger Financial Reports Summary Profit amp Loss Summary Balance Sheet The VAT Return is produced every VAT period as described above The Jnrax system allows them to do these tasks when they wish simply by selecting the right dates Accounting work does not need to wait until month end has been fin ished nor need someone stay late on the last day of the month year or VAT period Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 100 Chapter 6 Stock Management Overview The Stock Management system is both versatile and secure Safeguards have been built in to ensure that stock and its value are properly controlled Good
130. all it Bad debt recovered An alternative approach to the whole problem is to issue a credit note see Sales Credit Note on page 64 to the debtor which will correct the VAT but will have the effect of concealing what has really happened including making it appear as if the offending customer has done nothing wrong A sensible move if using this method or perhaps in any case would be to set the customer s terms to cash in advance Aged Debtors It is useful to check regularly for those debtors which have become aged or in other words have not paid within their agreed terms Three ways to do this are e Runa Sales Ledger Report first setting show only overdue transactions e Run an Aged Debtors Report e Run Customer Statements first setting Select Overdue and show overdue trans actions only Aged Creditors To check whether it is late paying suppliers PaperMec would run an Aged Creditors or Purchase Ledger Report Depreciation PaperMec applies various write down periods to its items of equipment depending on their nature Although it hurts profit margin it has to be done and a monthly general transaction looks something like this Debit Depreciation Depreciation Charges with the total amount of monthly deprecia tion Credit Fixed Assets Plant accumulated depreciation with its share and Credit Fixed Assets Office Equipment accumulated depreciation with its share Mont
131. anagement 116 Formulae You can apply a variety of formulae to calculate prices which gives you great flexibil ity when devising price lists Rounding When calculations are applied by a formula or during a batch price adjustment see page 123 you are offered four methods of rounding off the result Take the examples 1 005 and 1 005 e UP means always round away from zero giving 1 01 and 1 01 e DOWN means always round towards zero giving 1 00 and 1 00 e HALF UP means round towards the nearest neighbour unless equidistant in which case round up Result 1 01 and 1 01 for the current example but 1 004 would give 1 00 and 1 006 would round to 1 01 e HALF DOWN means round towards the nearest neighbour unless equidistant in which case round down Result 1 00 and 1 00 for the current example but 1 004 would give 1 00 and 1 006 would round to 1 01 Creating a Formula From the Edit folder click Formula to open the Formula Browse window then click New f Formula of x Hame Source Price kor tf Adjust MethodmarGan H Adjust ooo Add o Round offe O H Price COST Price x 1 0000 Save Cancel Name Choose a name for the formula such as 30 Margin Fast Movers or Special Orders Source Price Part of the definition of a Stock Item giving the formula its point of reference Options are Base Cost Recommended Retail Price and Cost at Valuation
132. ansaction journalling or making a journal entry General transactions must have debits and credits applied correctly and it may help to remember that a debit is a positive number and a credit negative You can copy and edit a suitable previous general transaction to save having to think about what should be a debit or credit If you are wondering why there is no separate section in this manual on cash and bank activity in other words on the Cash Book it is because the topic is subsumed by this chapter The straightforward design of Jnrax means that you do not need to keep a cash book This chapter first explains the tools provided for everyday accounting namely the gen eral transactions procedure the various reports and bank reconciliation The second half of the chapter is a case study see PaperMec Ltd on page 90 which gives numerous instances of using the tools For the sake of example it suggests names for appropriate accounts but your company may well use different names General Transactions The General Transaction window is used for all transactions other than your business s regular buying and selling which are covered in the General Selling and Purchase Procedures chapters So you need it for recording items such as payroll tax and depre ciation A General Transaction may contain any number of debits and credits against accounts of your choice The total sum of debits and credits must be 0 before the
133. ansactions Inrax web sites only support the purchase of one recurring item at a time so the shop ping basket will only allow one recurring stock item to be added to it If a new add to Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 223 basket selection is made by the customer the original recurring item is removed from the basket An initial successful FuturePay payment will result in the Inrax Sales Order being linked to an advance Payment Received transaction and showing the P flag the same as for other non recurring transaction payments Subsequent recurring payments gen erated by the FuturePay system do not result in the automatic creation of further trans actions within Inrax only the initial payment is automatically created within Inrax Later payments must be created manually within Inrax for example by copying previ ous transactions The following configuration is required in Inrax to support FuturePay payments in addition to the WorldPay configuration described above e Set the Card Pay Handler to FUTUREPAY within the Payments tab of the Web Site editor e Configure stock items that will be purchased via FuturePay For example you might have a stock item to represent a recurring monthly subscription to a service The Is Recurring flag must be ticked for the stock item see Stock Item Service Period Tab on page 112 If no period is defined it will default to monthly Integration With Sage
134. ant to see on your balance sheet and trading statement and usually you will need more In addition to these accounts you have to define some control accounts for Inrax to work properly An example of a control account is the sales control account This account is used as the opposite debit entry for any sales credited to a sales account When this account and others have been specified the correct accounting entries are generated for you when you bill a customer or enter a supplier invoice There are control accounts for sales purchases and VAT In addition accounts for one or more banks one or more stock accounts and one or more cost of sales accounts need to be specified Once these have been specified and the account layout completed for most activities on Inrax you never need to worry about debits or credits However there are some general transactions which you will do directly as debits and credits Inrax does not include a payroll sub system so when you want to record pay you need to debit the payroll account s and credit the bank account s from which the pay came Other common general transactions include those for depreciation and taxa tion Usually it will be easier to use a general transaction for bank charges If you find it hard to remember what should be a debit or credit you may find it useful to copy a previous transaction of the type you need Inrax allows you to copy any pre vious transaction for re use as a
135. ars but he is determined to reserve at least 100 per month for its repayment and he hopes to repay early He finds it convenient that he can do his accounts and price lists on line from his home or his office without needing to carry diskettes or a laptop computer back and forth These are the monthly figures simplified for the example which need to be handled Sales excluding VAT 8750 VAT on Sales output tax 1530 Cost of Sales excl VAT 3250 VAT on Purchases input tax 510 Assistant s gross salary 1100 Taxes to deduct from salary 220 Employer s National 85 Insurance Contribution GROSS PROFIT 4315 MARGIN EXPENSES excluding VAT where there is any Rent amp Rates 900 Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 91 Other premises and 430 office costs Equipment costs 200 Advertising 110 Professional fees 75 Finance 70 Depreciation 100 TOTAL EXPENSES 1885 VAT reclaimable on some of 95 PER MONTH the expenses input tax NET PROFIT MARGIN 2430 Notice that the VAT shown must be added to the corresponding sums to arrive at the actual cash which comes in to and goes out of the bank current Account PaperMec does much of its business on account so the cash flows in the example month will mostly be those arising from business done in an earlier month Chart of Accounts The following purely for the purposes of illustration is a list of
136. arty can appear if they need to Suppose you pay in advance for a job and it comes in under the estimate Your contractor sends you an invoice and Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 80 encloses a cheque by way of refund Your method of accounting for this is first to record the initial payment on account in a new Payment Made window Then you raise a Purchase Invoice to match the supplier s invoice Next you open a Payment Received window and select the contractor s name You see the payment on account and the Purchase Invoice and tick them both which leaves a calculated sum due to you equal to the contractor s refund cheque Hence it is recorded as a payment received See also Cash Payments Payment Modes and Banking Policy on page 277 for prac tical examples Cancelling Payment Transactions Payment transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Selected menu in the Payment Received browse win dow Any constituent transactions that were previously marked as CLOSED will revert to UNALLOC or PART The payment transaction itself is marked as CANCELLED and a new General Transaction is automatically created to reverse the account move ments of the cancelled payment Goods Returned By Us If you return some or all of the goods to your supplier the system automatically gener ates a Purchase Credit Note from the Goods Returned By Us
137. as you need The result might be Retained earnings Expenses Marketing Advertising Retained earnings Expenses Marketing Directories Finally you could change the name of Advertising to say Local Press Tips There are some tips on creating accounts in the case study see page 91 and in Get ting Started see page 28 which are briefly repeated here e Create at least one stock account which is a child of Stock and use it as the control account into which all stock items are purchased One name might be Current Assets Stock Stock Purchases e Ifyou want Payment Accounts as holding accounts for payments made or received consider attaching them to the parent account Banks e Create your sales and cost of sales accounts with a common parent like Retained Earnings if you want them to appear together in a Trial Balance report picked to give a Profit amp Loss report e In deciding what sales and cost of sales accounts to have consider the stock groups that you are likely to create and therefore how you will analyse the selling of your dif ferent types of stock Create Edit or Delete Accounts To create or edit an account click Account and open the Account Browse window Create a new account from the New button If you first select an account in the browse list that will appear as the parent of the new account You can later change the Version 6 8 19th Jun 2014 SECTIO
138. ave a time period such as subscriptions and you wish to allow extensions renewals For more details see Service Periods on page 64 Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 146 Force confirmation of transaction totals Show prices on zero amount non stock transaction lines Defaults Default VAT Code Default Sales Payment Terms and Purchase Payment Terms Default Country Notifications Default Notify Method Notification Tick Boxes When selected purchase and sales transactions have additional fields within which the transaction net and VAT totals must be entered and these must match the actual total of items in the transaction before the transaction can be saved There is also a button which can be pressed to force the totals to match By default this option is selected so that when you print a sales or purchase transaction containing non stock lines with a zero amount a zero price will be seen in the price column If you prefer to suppress the display of zero prices for non stock trans action lines deselect this option For each of the Defaults settings the drop down list initially contains values inherited from the parent selected on the Com pany Details tab If there is no parent or you wish to define new default items create them in the appropriate editor and then make your selections One quick way to create a new data item is to double click in the drop down menu to bring u
139. ax From Your Desktop 23 Change Password 24 Change Security User Password 24 Create Access Groups 24 Set up Users 25 Authenticate Client Computers 25 Log Out Security User 25 Version 6 8 19th Jun 2014 Table of Contents Second Stage Procedure 00e cece ee eeee 25 Log In Administrator User 25 General Settings 26 Inheritance Settings 26 User Default Settings 27 Client Authentication 27 Access Rules 27 Third Stage PrOCeGut Giri eee Cees hee eee es 27 User Settings 28 Accounts 28 Location 28 Stock 28 Set Report Order 29 Account Groups 29 Selectable Accounts 29 Control Accounts 30 Organisation 30 Date Restrictions and Reporting Periods 30 Now or Later 31 Entering Opening Balances 31 Importing DAL ga kisses ost eat Pat ae anak areata arene es 31 Interrupting an Import 32 Skipping Existing and Skip Over Missing Records 32 Pre loading Prior to Import 32 Setting the Batch Size 33 SECTION 3 USING THE SYSTEM Chapter 1 Working with Inrax The Home Window So susie ae Be nanana rnane 34 Edit View Windows 0 aaaea aaa 34 Browse WIndOWS 5 003 6025242555484 2 5055 80505453 35 Transaction Browse Windows 36 Keyboard Shortcuts ibd es eme tee dees heeded 38 Multiple Selections from Lists 00000 38 Valid Date Formats 2 8 sucsieie cedar ie eiede ees eek 38 Apply and Save screws em ree em ee eam Ee eee Pees 39 Case SENSI ont eke a 2h eet Uo Ae Grom his 39 Backing UD 20 2 nex Se
140. ay be neg ative if the stock item allows negative stock Mandatory if adjustUnits is not present If blank the adjustUnits must be present and not blank adjustUnits Y Y int Number of units to add to stock negative to remove from stock If negative then the journal will fail if the stock would go negative and the stock item disallows negative stock Mandatory if unitsInStock is not present If blank then unitsInStock must be present and not blank date date Defaults to today s date if not set Stock Journal XML Import Example This is also available as an online file at www meierpollard co uk under the Documen tation link lt stockJournals gt lt stockJournal gt lt stockItem gt 12345A2HC101 lt stockItem gt lt location gt shop lt location gt lt unitsInStock gt 10 lt unitsInStock gt lt date gt 21 02 2004 lt date gt lt stockJournal gt lt stockJournal gt lt stockItem gt E2345HCSS 1 lt stockItem gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats lt location gt shop lt location gt lt adjustUnits gt 5 lt adjustUnits gt lt stockJournal gt lt stockJournals gt Version 6 8 19th Jun 2014 258 Appendix B Import Data Formats 259 Organisation Import Organisation Import Filter to Tidy Details Please be aware that organisation details are automatically cleaned up on import in the same way that a web customer details are The following
141. ayment Received transactions should be created for each order for which pay ment has cleared Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 226 Going Live with Google Checkout e Create a live production Google Checkout seller merchant account by following instructions at https checkout google com e Configure the live seller account in exactly the same way as the sandbox account see above except that In the Inrax Web Site editor the Google Pay Mode is now set to LIVE Production and the API Callback URL is different see section below Configure Your Google Checkout Seller Account for Inrax Whether a sandbox or live production seller account the following configuration is needed to work with Inrax after creating the seller account and logging in to it Within the Settings tab click the Preferences link and select Automatically authorise and charge the buyer s card and tick Email me each time I receive an order cancellation or other transaction Click the Save Preferences button Click on the Integration link and tick For extra security my company will only post digitally signed XML shopping trolleys Google should reject all others Enter the API callback URL in the following form for the test sandbox http test inrax com wa 13 XX html or for the live production account https www inrax com wa 13 XX html where XX is replaced by the numeric id of your web site which can be found in
142. b Delivery amp Handling Custom Colour red Engine Capacity anaes Oil Type 65cm Height Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 113 Stock Item Browse Window After saving a Stock Item it appears in the browse list of the Stock Item Browse win dow You can pull up the browse list for any Location Status and Stock Group by selecting them in the three fields at the top then clicking Fetch All stock items in the Stock Group which match the selected Status will appear even if there is no stock at the selected Location The stock on hand and total value at that Location will be displayed in the last two columns of the browse list You can select a Stock Item for further work using the Selected menu or by right click ing CTRL click for Mac on the selected row Stock Home CURRENT OBSOLETE UNAVAILABLE Wave 6 rows 0 units Edit Action Selected Location Y Status IAVAILABLE Yv Stock Group UEGNET Reference Name Manufact Bin Cost Price SJ_SFEO2 f arino Edit view Copy Move Delete Show Transactions Show Web Pages Set Custom Fields Export Selected Stock Items XML Format Set Status Inherit Status DEAD OBSOLETE UNAVAILABLE CURRENT rn Edit Open edit windows for all selected stock items View Open windows for all selected stock items in view mode Copy Open edit
143. b page Name which you chose when creating the web page within Inrax so in the case of wa 1 40 1464 Wellington Boot Jacks htm Wellington Boot Jacks was the name of the web page Similarly article url text comes from the article Headline More Info page url text comes from the web page name and then the stock item Description When creating page names it is worth remembering that although you can use any characters in names only alphanumeric characters will appear in the url any others being replaced with Example A web page name of Abrasive paper Sanding block becomes a url of wa 1 39 889 Abrasive paper Sanding block html This is to stop any Urls breaking http rules Also to avoid ridic ulously long urls each text part of the url is limited to 80 chars after that it gets cut As urls are related to web page article names etc it will be good practice to avoid changing the name headline frequently this could have adverse effects with google etc However you can change the text of the url and old text urls will still work E g if you have a page called Wellington Boots and changed it to Wellie Boots the resulting URLs in each case would be equivalent In fact all the following would take you to the same page wa 1 40 1464 Wellington Boots html wa 1 40 1464 Wellie Boots html wa 1 40 1464 Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 239 Adding Internal Links within your Web Site You may decide that
144. be logged in after submitting the form mpTitle User entered value mplnitialsOrFirstName User entered value mpSurname User entered value mpName User entered value mpEmail User entered value mpFax User entered value mpTelephone User entered value mpMobile User entered value mpVATNumber User entered value mpWebsite User entered value mpPassword User entered value If this field is present and an existing Organisation is being upddated and already has a password the update will only happen if the password matches the current password mplndividual Checkbox entered value of Y denotes the organisation is an individual mpAddressLine1 User entered value mpAddressLocality User entered value mpAddressPosttown User entered value Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 237 mpAddressCounty User entered value mpAddressPostcode User entered value mpAddressCountryCode Selected by dropdown list of values matching Inrax values mpAddressCountryName Selected by dropdown list of values matching Inrax values The Cascading Style Sheet A Cascading Style Sheet CSS is a file that helps define the layout and appearance of a web site It can be used to change colours fonts font sizes margins borders and so on Every Inrax web site must have a CSS which is assigned in the Style Sheet field of the Web Site editor window You can do
145. buy and sell in different units for example a trade pack of 10 tubes of sealant would be one item when you purchase it and accordingly be given an item price If you then split it to sell individual tubes each tube will have a unit price Those are the terms that appear in purchase and sales transactions respec tively See below for more about entering prices If a Stock Item is bought and sold per can or per litre type that as part of the Descrip tion but if the unit is each you can choose whether to say it or leave it understood It is inadvisable to use the Unit Name field for this unless Priced Units are greater than 1 because it will not display in all circumstances Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 109 Stock Item Definition Tab RC Stock Item CS_375MTX_MITTENS_OS id 30828 Definition Stock By Location Service Period Web Delivery amp Handling Custom Mobile Reference CS_375MTX_MITTENS_Os Stock Group Coolskin Floppy Mitten Coolskin Supplier Ref 4488H 10 Barcode Name Coolskin 375 MTX Mittens Pair One Size LARGE Cost Price Base Price 22 46 Valuation 11 23 Manufacturer Tomas Bodero 245 27914 Brand Stock Type INHERIT ITEM Sales Account INHERIT Glove Sales Sales v Status INHERIT CURRENT Cost of Sales Account Cost of Gloves Stock Gloves Cost Model INHERIT Average Cost v Usual Supplier
146. ccount gt lt amount gt 35 00 lt amount gt lt description gt Test item 1 lt description gt lt item gt lt item gt lt account gt Balance Retained earnings Sales lt account gt lt amount gt 35 00 lt amount gt lt description gt Test item 1 lt description gt lt item gt lt transaction gt lt transactions gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats 268 Web Page Import Web Page XML Field Definitions For a full description of how the fields are used see Adding Products to Web Pages on page 200 ios D amp bp S Sila Q D Z S a 5 eS N a E S 2 5 gt ol S E 2 a s lt name Y 128 text Name not full hierarchical name Used for link names within the web site parentWebPage Y Y Full hierarchical name of a Web Page existing in Inrax or defined in an earlier record within this file The hierarchical name is as seen in the browse list Blank no parent type S STANDARD F PRODUCT FAMILY D DYNAMIC Defaults to S if field not present displayMenuLink Should a menu link for this page be displayed Y yes N no Defaults to Y if not set linkPosition int Used to determine the display order of sibling web page links If omitted or all set to the same number then the order will be undetermined You may omit this field and set the order within Inrax if you prefer linkName Where the menu link text for this page is differ
147. ccounts on page 91 but you will probably want to spend some time constructing one that suits your business To create or edit an account click Account and open the Account Browse window Create a new account from the New button and type or select all three fields Location more detail on page 171 If your company has more than one location you can set up or inherit others Click the Location button in the Edit folder Click New to open a fresh Location window then give it a name Pick NO PARENT or the name of a location from the drop down list A hierarchy of locations can be constructed and will show in the browse list Stock It is recommended for easy handling that you organise stock items into stock groups of up to about 50 items though you can have thousands Your choice of stock groups is likely to influence your design of Sales and Cost of Sales accounts so it is worth think ing about now Click Stock Group in the Edit folder then click New in the browse window Full details are in the Stock Management chapter see Stock Group on page 100 At the very least create the root Stock Group at this stage You could call it for exam ple All or All Stock or Short name of company with a view to creating descendant stock groups in a logical hierarchy Version 6 8 19th Jun 2014 SECTION 2 Getting Started 29 When creating the root Stock Group the Sales and Cost of Sales a
148. ccounts which you select will only matter if you intend to keep any stock items in that Stock Group which is not recommended It is more important for refined analysis to pick relevantly named sales and cost of sales accounts for descendants of the root Stock Group There are examples on page 93 in the case study Next create some stock items Go to the Home Window and click Stock Item in the Edit folder The Stock Item Browse window opens Set the Location and Stock Group if they are wrong then click New to open a blank Stock Item window Full details and some tips are in the Stock Management chapter see Stock Item on page 107 If you need to create a large number of stock items and have the data already available then you can import them from a file see page 31 Set Report Order more detail on page 155 You can set the order in which accounts appear in reports using Editors Account then choose Set Report Order from the Action menu There is a specimen account order in the General Accounting chapter see Chart of Accounts on page 91 Account Groups more detail on page 155 Account Groups are used in Analytical Reports and Selectable Accounts The descend ants of any account in a named Account Group will appear wherever that Account Group is put to use or if there are no descendants the account itself will appear To get an idea of the account groups needed view the contents of Selectable Ac
149. ce 0156 45 00 GOODS GOH 16 04pm Mirfield Derive Purchase Order 40155 34 99 GOODS GOH 15 43pm Cakna Derive Payment Received 40154 30 00 G00DS CS 14 25pm Leicester 245 364 29 94 OPEN CS 14 24pm Tunbrudge Pete Drop Ship Purchase Order f 40152 23 94 OPEN z Report on Outstanding Stock eer J a SS R Navigate To Finally verify the totals and save During the save if the order will result in stock below minimum you may be prompted to generate a Purchase Order to replace the stock This feature can be turned on off in the General Settings window Each time you raise a Sales Order it is added to the transactions browse list from where you can perform several actions on the selected order as shown See page 36 for the common terms and general functions Specific terms are Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 55 Email Dispatch Organisations Close Outstanding Order View Outstanding Order Direct To Derive Goods Out Derive Sales Invoice Derive Purchase Order Email a Packing Note to the Dispatch Organisation s for this order The Packing Note is a document similar to that accessed via the web dispatch interface see The Web Based Order Dis patch Interface on page 227 One order may result in more than one email where stock in the order is assigned to more than
150. ce double click the field which opens a Stock Item Browse window Double click the stock item row you want and it appears in the Purchase Order or pick multiple rows and click Ok to load in many stock items at once Usual Supplier Item Description and Price appear automati cally May be edited for a stock item If purchasing a non stock item enter it here including the quantity if applicable Enter the value of that total quantity in the Amount field not the price each A long description up to 256 characters will fit here Automatically set to cost price but may be edited Depending on how the stock item has been set up editing item price may change the cost price at source or may bring up a window ask ing if you want to change it See Cost Update on page 102 Automatically set to a multiple of Minimum Order Number for this stock item but may be edited Displays the current Availability units in stock minus units within open sales orders of the stock item selected for the cur rent row along with the number already on order In PO In Purchase Order Finally verify the totals and save Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 74 Each time you raise a Purchase Order it is added to the transactions browse list from where you can perform several actions on the selected order as shown Purchase Order Browse Window Selected 1 Net 172 80 Gross 203 05 Edit Action Selected Date
151. cedures 64 Sales Credit Note Although a Credit Note is automatically generated when stock items are returned you may want to create one from scratch for example if a non stock item is returned Click Sales Credit Note in the Transact folder The Sales Credit Note Transactions Browse window opens Click New to open a blank form Enter data including the account you want to use Verify the totals then save Each credit note appears in the browse list and can be accessed for further work as shown by the following menu You cannot edit a sales credit note whether automati cally or manually generated Sales Credit Notes can also be derived from a Sales Invoice via the Derive Sales Credit Note option of the Sales Invoice browse window Selected menu This allows you to quickly set up the credit to reflect that invoice but without affecting stock Cancelling Credit Note Transactions Credit note transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Selected menu in the browse window The pay ment transaction is marked as CANCELLED and a new General Transaction is auto matically created to reverse the account movements of the cancelled payment Service Periods Service Periods are a way of associating periods of time with items you have sold or purchased For example if you sell subscriptions to a publication or online service you will want to record the timespan of each sub
152. change the password by simply deleting the old line of asterisks and typing a new password The password must contain at least 8 characters and it must not be the word password nor the same as the user name Change Password Decide whether or not to allow users to change their own log in password by having access to the Change Password button You may not think it desirable for a user to change his password without the administrator s knowledge though such a change could be overridden with the User function The Change Password button is in the Activity folder The password must contain at least 8 characters and it must not be the word password nor the same as the user name Correct case does matter Inheritance and Templates Refer to the overview on page 16 for a general discourse on inheritance Inheritance takes several forms in nrax Inheritance Settings see paragraph below allow you to decide whether to inherit for example the access groups which exist in the parent organisation and which may in turn have been inherited from an earlier generation of organisation Think of things like access groups account groups etc as data items which can be shared with ancestor organisations A template organisation such as Farm or Software House is the base from which such data items can be inherited You will be offered one or more templates by typi cally your Application Service Provider Data it
153. cher added to it Leave as 0 if the voucher has a Fixed Discount Min Order Value The voucher will not be accepted unless the order is at least this amount including Delivery and Handling and including VAT Discount Stock Create and pick a stock item of type SERVICE to represent this Item voucher When a web customer adds the voucher this stock item will appear in their basket so the description should explain the voucher discount It is recommended that you have a separate stock item associated with each voucher so that you can analyse the success of your vouchers by stock item Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 218 Restrict If you voucher is limited to a subset of products available on voucher to your web site tick this box and select the stock that falls within stock items the voucher offer either individually as stock items or as whole stock groups stock groups or a combination of the two Your voucher may be described as 20 off your order when you buy any Pellet bait Note that the discount is always applied to the total order value and not to just the matching stock items Service Periods Selling Time Inrax provides support for selling subscriptions or anything else that requires repre sentation as a period of time For a full review of Service Period functionality see Service Periods on page 64 Where web sales are concerned any Service Period information is taken directly f
154. cked from having its VAT code changed in this way An image to be displayed for this product within the listing of products in a web page Set to an image file that you have uploaded into Inrax The image may be in any browser sup ported graphics format such as gif or jpg This is an optional field Alternatively pick a file containing HTML for that to be dis played in place of the image You could for example include Flash animation in this way List Images should be small if many are displayed in any one page to ensure the browser page loads in reasonable time If the stock item represents or is accompanied by a download able file you may allow the customer to download the file immediately following payment or even before payment for zero value orders Simply pick a file you have uploaded into Inrax this file does not need to be in a folder that is published to the web and should probably not be for security and select it here After payment the customer will be presented with one or more links for digital downloads of stock items they have just purchased This may be typed in as plain text or as formatted html and is displayed within the listing of products in a web page next to the List Image if one is defined The Preview button will show how the image and the text html will appear in a browser You can drag and drop a file from your desktop onto this field and the contents will be automatically extracted from your fil
155. combined login customer details page on checkout Allow alternate delivery address Enforce UK Postcode Check Enabled Country Mandatory Tel _ County _ Postcode Email _ Password _ Site search includes Products V General Pages V Articles Save Apply Cancel Web Customer If you would like to keep track of all your web customers as Group opposed to offline customers pick the Customer Group here and organisations that make a web purchase are automatically added to this group Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 180 Customer Mailing Group Visitor Mailing Group Paperwork Header Footer VAT free code Show VAT separately in basket VAT option on checkout Prices Inc VAT Prices Exc VAT VAT Labels Copy email me orders Pick a Customer Group to which customers opting in to your mailing list during a purchase will be assigned This does not affect the sending of order notification emails It is up to you how and when you use the collected mailing list email addresses This is similar to the Customer Mailing Group except that it is used for visitors of your site who sign up to your mailing list without having made a purchase If the person later does make a purchase they will automatically be moved to your Customer Mailing Group if you have one defined If you run multiple web sites you may wish to use customised paperwork to give a consistent branding image to t
156. con ciled during this period Transferring Amounts Between Payment and Bank Accounts As part of a bank reconciliation you may need to transfer amounts from one or more Payment Account to a Bank Account To do this select the Payment Account to view any amounts on that account that have not been previously transferred Select one or more lines from the Payment Account table The total you have selected appears below the table You can highlight a block of rows by dragging the mouse over them Use Ctrl Click to add separate individual rows Cmd Click on a Mac Transfer Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 88 the selected rows out of the Payment Account and into the Bank Account in one of two ways Use the n lt lt button to transfer all selected lines to the same number of n separate lines in the Bank Account table For example if you have 5 lines selected 5 lines will appear in the Bank Account table Use the 1 lt lt button to transfer all selected lines to just 1 line in the Bank Account table For example if you have 5 lines selected just 1 line will appear in the Bank Account table containing a single aggregated value the sum total of all the lines you selected This aggregated transfer feature should be used where you have a single pay ment on your bank statement relating to many transactions perhaps where you paid in a batch of cheques or for a combined daily payment from your web site c
157. connected concepts though you can choose similar logical groupings such as Livestock for both Stock Item The method of defining a Stock Item is in many ways the same as that for a Stock Group By careful choice of stock groups it is usually possible to allow a stock item to inherit the characteristics of its group which speeds the process of creation greatly and permits some later changes to the whole group at once Service Stock Item A Service Stock Item is a Stock Item where the Stock Type field has been set to SERVICE It is deemed to have no purchase value because it is a standard item of serv ice or labour such as a commitment to 24 hour call out It does not affect the value of your stock and does not have to be stocked up before you can sell it Another good use for the Service Stock Item is in making a standard charge for car riage In that case there clearly is a cost but it may vary with each consignment The way to apply the cost is to pay the carrier with a Purchase Invoice made out by descrip tion only and assigning the value to a suitable cost of sales account Alternatively apply it to an expenses account if that is how you view carriage Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 108 By opening the Stock Item window for the Service Stock Item in the Stock by Loca tion tab you can see the number sold at any location Instructions in the following paragraphs include Servic
158. counts as described below The groups may already be acceptable if inherited but to set up or edit click Account Group in the Edit folder The Account Group browse window opens Click New or else select a row to edit Selectable Accounts more detail on page 157 There are several situations in everyday work where a user has to select an account from a drop down list These selectable accounts are restricted to relevant ones and may if inherited be acceptable as they are If you decide you need to configure them as follows Click Selectable Account in the Settings folder Tick the box on any given line to inherit the Account Group from the parent organisation set in General Settings If you want to edit it first untick the box then highlight the row you want to change then pick from the list of account groups in the top field The Inherit All and Inherit None buttons act on the tick boxes Version 6 8 19th Jun 2014 SECTION 2 Getting Started 30 Control Accounts more detail on page 157 For the General Ledger to work properly there must be a number of control accounts The Stock Control Account is a special case it is the account you must choose to receive the value of all stock purchases Open the window with the Control Accounts button in the Settings folder It is advis able to leave all the inherited boxes ticked if there is a parent organisation If you want to change the Stock Control Account untick the box h
159. counts for up to twelve date periods allowing creation of Profit amp Loss and Balance Sheet reports among many other possible reports Variance between values from two date periods may optionally be displayed Referenced textual notes can be included facili tating company year end financial statements Financial Reports can be defined at the Inrax template organisation level allowing them to be inherited out of the box by organisations using that template Many filters can be applied when running these reports making them useful for analytical report ing Defining a Financial Report The Financial Reports button is by default found within the Reports folder of the Main Window Clicking this button displays a browse list of all existing financial reports To define a new report click New Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports Financial Report Report Name Profit 2 Loss Account Page titles Group titles Decimal PI 2 Row Type Row Details FINANCIAL PERIOD MOVEMENT v Page break before References Font Style Text Align Label Report On Account Grp Account Grp Underline Blank rows before 0 NONE BOLD LEFT v SALES WHOLE GROUP v NONE Sales NONE Consultancy fees Sale of Softwares Sale of Hardwares Add Row Delete Rows Shuffle 4 El 1
160. ction Y Mrs 47 25 49 25 49 CLOSED VY 15 29pm London SE 47 16958 49 35 57 99 CLOSED View Line Items VW 20 30pm London Vi Mr 47 169 379 27 445 65 CLOSED SK 21 02pm Dagenham Print 7 16957 65 58 77 06 CLOSED WAW 20 04pm London v Print Preview Mr 47 16955 22 13 26 00 CLOSED AAA 19 06pm Edinburgh Email Mr 47 169 173 47 203 82 CLOSED VY 19 02pm Inverurie Direct To iN J Mrs 4 53 51 62 87 CLOSED VW 17 10pm Scarborou rs 47 16952 56 79 66 73 CLOSED Derive Sales Invoice Find E Derive Goods Returned Lx See page 36 for the common terms and general functions Specific terms are Version 6 8 19th Jun 2014 Match go Case SECTION 3 Chapter 3 Selling Procedures 58 Direct To Applicable to sales related transactions for quickly progressing transaction workflow see Direct To on page 67 Derive Sales Moves you directly to the Sales Invoice with all details auto Invoice matically transferred forward Derive Goods All the same items and quantities transfer to a Goods Returned Returned To US To Us where you can edit them In this way your customer can return all or part of the order and it can occur before or after the sales invoice has been raised Save amp Invoice As a short cut to saving the Goods Out Transaction and later creating an invoice both operations can
161. d browse window see Reporting Periods on page 170 All constituent periods of the selected Compound Reporting Period are loaded into the Period 1 2 3 section below The number of period rows shown is set by the Num Periods option menu For each period you may enter the start and end dates by hand or pick from Reporting Periods that you have created This option is only available when exactly 2 Periods have been defined By default the report will show Variance and Vari ance values to compare the two reporting periods you may opt to hide these values here Determines whether the report is divided into separate pages Untick this option if you wish to export the results to Excel or CSV formats The Group tab is available if you are reporting on a group of companies In order to report on a group of Inrax companies you must log in to the parent Inrax organisation for the whole group By default you will then report on all child Inrax organisations the group members but you can report on any subset by moving those you do not want to report on out to the right hand list of this selector The constituent members of the group may have differing base currencies in which case their values are converted into the base currency of the reporting organisation as set within General Settings The spot rates for each of these currencies must have been configured within the Currency Rates editor see Currency Rates on page 173
162. d to Payment Mode Version 6 8 19th Jun 2014 Appendix A Transaction Types 244 Payment Made Purchase Control Payment or Bank Purchase Invoice PI Control Account assigned to Payment Mode Payment Made Sales Control Payment or Bank Sales Credit Note SI Control Account assigned to Payment Mode Payment Made Using an amount held on account Purchase Control PI Control Account This is netted off against the debits above so lines may not appear in every account mentioned Payment Received On account Payment or Bank Account assigned to Payment Mode Sales Control SI Control Account Payment Received Sales Invoice Payment or Bank Account assigned to Payment Mode Sales Control SI Control ex VAT amount Payment Received Purchase Credit Note Payment or Bank Account assigned to Payment Mode Purchase Control PI Control Payment Received Using an amount held on account Sales Control SI Control Account This is netted off against the credits above so lines may not appear in every account mentioned Purchase Credit Note Non stock item Purchase Control PI Control Account Cost of Sales User selects a COS account VAT Debtor Purchase Credit Note Purchase Control Purchase Control Suspense Stock Item auto derived PI Control Account GI Control Account from GB VAT Debtor Sales Credit Note Sales Sales Control Non stock item User selects a sales accoun
163. djust Open a new general transaction Set the date again to the day before I day Look at the General Ledger report you just printed and apply debits and credits to eliminate all the credit and debit balances except the two compressed balances which equate to the stock import 16 Now open a new general transaction and set the date as before Enter every single closing balance from your old nominal or general ledger using the accounts you planned at the start Brought forward stock values go in as debits against the cost of sales credit balance VAT due to from HMCE goes on that account If on your old sys tem there was an account for accumulated profit loss brought forward you can apply it to a sales account or to an account created for the purpose 17 When a supplier s invoice later arrives for stock which you have already entered above raise a free text purchase invoice but not a goods in Follow the normal proce dure for the purchase of a non stock item set the day before I day and select a cost of sales account This will then cancel out more of the credit balance which was created when you imported stock and will automatically account for VAT Note therefore that this method assumes that you had not accounted for this particular VAT before I day Version 6 8 19th Jun 2014 Appendix D Operating Practices 277 Appendix D Operating Practices This appendix contains some suggestions and examples for how you can choose to
164. e on page 172 used within Payment Received and Payment Made transactions Also see Cash Payments Payment Modes and Banking Policy on page 277 for prac tical examples There can be as many of these intermediate accounts as you like for example one for receipts from credit cards and another for payments by direct debit An advantage of using payment accounts is that the bank account only ever contains cleared funds Also you can inspect all recent payments and receipts in a payment account using a General Ledger Report and in this way can estimate the state of your real bank account between statements Another consideration in using payment accounts is that you may wish to reconcile one type of payment separately for exam ple credit card transactions come on their own statement If you use a payment account the nrax bank rec window allows you to transfer trans actions from the payment account to the bank account and check them off at the same time That is all you need to do no general transaction is necessary they are automat ically created when you Save the rec See also Transferring Amounts Between Pay ment and Bank Accounts on page 87 Stepping Through a Bank Reconciliation You should enter the Reconciliation Start date as the first date covered by your bank statement it should default to this anyway so probably no need to change it Set the End date to the last date covered by your statement and the Statement Amo
165. e So if you have for example a cus tom field called Engine Capacity use the field name EngineCapacity to import the value Stock Item XML Import Example This is also available as an online file at www meierpollard co uk under the Documen tation link lt stockItems gt Version 6 8 19th Jun 2014 real int Text of HTML describing a product in the more info page for that product in a web shop If importing HTML ensure special char acters such as lt and gt are first replaced as described here Avoid Reserved Characters in your XML on page 247 Any weighting value Blank inherit Name of a Delivery Method existing in Inrax Blank inherit Name of a HandlingCharge existing in Inrax Blank inherit 0 is recurring Blank not recurring Appendix B Import Data Formats 256 lt stockItem gt lt reference gt 12345A2HC101 lt reference gt lt description gt Long and wide Dongle lt description gt lt type gt SI lt type gt lt stockGroup gt Dongles lt stockGroup gt lt status gt lt status gt lt stockType gt I lt stockType gt lt canGoNegative gt lt canGoNegative gt lt vatCode gt lt vatCode gt lt costModel gt lt costModel gt lt costPriceCalcMethod gt lt costPriceCalcMethod gt lt salesAccount gt Balance Retained earnings Sales lt salesAccount gt lt costOfSales Account gt lt costOfS alesAccount gt lt usualSupplier gt lt usualS uppl
166. e and pasted in this field Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 204 More Info Image Big Image More Info Title Vertical Layout More Info text html An image to be displayed for this product within the more info page that gives details specifically about this product This may well be a larger version of the List Image This is an optional field if it is not set but List Image is set then the List Image will be used in the more info page instead Alternatively pick a file containing HTML for that to be dis played in place of the image You could for example include Flash animation in this way A larger version of the More Info Image If present the More Info Image is made clickable when displayed allowing that image to be enlarged It is possible to use exactly the same image file for the More Info Image and big image if you wish by contstraining the view of the More Info image using size restrictions in the browser such as CSS width or max width set tings It is also possible to use JavaScript to provide more sophisticated zooming for instance using the jQZoom JavaScript library please contact your Inrax vendor for further details if you require support with this Inrax provides a drop in Drop In HTML on page 218 target zone to allow HTML to be placed below any image on which zooming is enabled allowing you to give instructions such as Move mouse over image to en
167. e image shown when this family is listed in a web catalogue page Specify the full path name of an Upload File that already exists within Inrax listingNarrative Y Y Used and mandatory only for FAMILY type web pages Text of HTML describing the product family within a list of products displayed in a web cat alogue page If importing HTML ensure spe cial characters such as lt and gt are first replaced as described here Avoid Reserved Characters in your XML on page 247 Version 6 8 19th Jun 2014 Appendix B Import Data Formats Field Name Mandatory Max Length Type 270 Values overviewIlmageUF lt Il Allows Blank An image that will be displayed to the left of the page overview near the top of the page Upload File that already exists within Inrax overview lt Text or HTML displayed as an overview near the top of the page when this page is selected in the web site If importing HTML ensure special characters such as lt and gt are first replaced as described here Avoid Reserved Characters in your XML on page 247 headerHTML HTML inserted into the HEAD section of this web page If importing HTML ensure special characters such as lt and gt are first replaced as described here Avoid Reserved Characters in your XML on page 247 verticalLayout productSelectMethod Y N Applicable to FAMILY type web pages only determine
168. e multiple links in as many folders as you like all pointing to the same original article If you edit the original all the linked articles automatically pick up the changes Article links pick up all the attributes of the article to which they point To create linked articles select the original article s in the Article browse window and then pick the Create Linked Articles option from the Selected menu or use the right click pop up menu The links are seen in the target article folder as LINK TO followed by the name of the original article An Article link may not itself be edited rather you must edit the original article directly If you delete an Article Link only the link is removed the original article will remain within its own folder Article Style The Article Style determines what fonts font sizes colours borders margins and other style features are used in an Article New Article Styles may be created by users with some knowledge of defining Cascading Style Sheet CSS see The Cascading Style Sheet on page 237 styles or you can copy and amend existing CSS styles Each value within the Article Style window corresponds to a class definition in the web site s cascading style sheet For example in the Article Style called Default Article Style the name articleHeadline is used for the headline style Looking in the Cas cading Style Sheet file we should see an entry such as artic
169. e Stock Items Choosing a Stock Item Reference A Stock Item Reference can only be used once You can use up to 32 characters but it is recommended that you try to keep it to about 20 or fewer so that they show up well in reports A list of Stock Item References will sort in the order that you would intui tively expect The first character will sort from 0 to 9 then the second character will be taken into account thus continuing the sort from 10 to 99 and so on This applies whether numerals lead or are embedded in the Reference Symbols commonly found in part numbers sort after numerals thus dash or minus Point or full stop forward slash It is best to avoid point full stop and comma in a Reference because it does not show up well and may affect file exports Letters are last in priority and sensitive to case So a sample list of Stock Item References will sort thus 1 2 11 100 5 101 5 1005 A A99 A101 A101A A101A99B A101A101B A 99 A 101 AB14XX AB106A Notice that in a given pair of references numerals are compared up till the next non numeric character and ranked accordingly Thus 101 5 appears after 100 5 but before 1005 Setting up a Stock Item To create a Stock Item go to the home window and click Stock Item in the Edit folder The Stock Item Browse window opens Set the Location and Stock Group if they are wrong then click New to open a blank Stock Item window Sometimes you may want to
170. e at ye bat dk Bede Pee yk po 39 Chapter 2 General Procedures Transactions exis cates wise Detainee hee ee el eed ee ered 40 Version 6 8 19th Jun 2014 Table of Contents Transaction Flags 40 Export Transactions as XML 41 Date Restrictions 41 Communicating with Counterparties 42 Email 43 Email a Transaction 43 Email a Report 43 Letter 43 Notification 44 Batch Operations 45 FileUploads s siie n ae Maite clea tenancies ta ees 2 46 Creating a New Upload Folder 47 Upload Folders for use in a Web Site 48 Upload Folder Access Permissions 48 Uploading Downloading and Managing Files 49 Chapter 3 Selling Procedures Sales Ordea ose ie peewee odes oe ee ee ve 51 Goods OUR sasewnr meee ene hin Ae eee 56 Goods Out derived from a Sales Order 56 Starting with a blank Goods Out 57 Save amp Invoice 58 Cancelling Goods Out Transactions 58 Sales INVOICES x sain vin Deeds FSG tae Reed ee Pee eee es 58 Sales Invoice derived from a Sales Order 58 Starting with a blank Sales Invoice 59 Automatic Creation and Linking of the Payment Transactions 60 Cancelling Sales Invoice Transactions 60 Invoicing Multiple Customers 0 20000 60 Starting from a Goods Out Transaction 60 Starting from a Sales Invoice 61 Starting from a Sales Order 61 Sales Credit Note for a Customer Group 61 Payment Received 000e eee eee eee eeee 61 Automatic Creation of Payment Transactions 62 Automatic Linking of Advance Pay
171. e movement of this account group within the first report period That is the first period for which the report is being run Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 138 _P_Sales Show the movement of this account group within the second report period The letter P is used to indicate previous period as the sec ond report period will often be the period pre vious to the first report period Sales The same as Sales the sign is optional Sales Show the movement of this account group within the first period but with the value negated _P_Sales Show the movement of this account group within the second report period but with the value negated _O_ Sales By adding _O_ to the front the opening value for this account group is shown That is the opening value at the start of the report period _M_Sales The optional _M_ indicates the period move ment and is equivalent to Cost of Sales and Cost of Sales _C_Sales By adding _C_ to the front the closing value for this account group is shown That is the closing value at the end of the report period _C_Sales The sign may be applied at the front this example means the closing value negated _P__C_ Sales The closing value of the second report period negated The _P_ may appear before any of O M_or_C Embedding Font Style in Report Text It is possible to control font style size and colour wi
172. e parent organisation if there is one set in Gen eral Settings or you can set up new ones In the Edit folder click VAT Code You see inherited codes in blue Click New to create another code Allocate a unique two letter code and a name Insert a percentage which is not negative and pick from the Domicile list see below Use the Show Transactions option of the VAT Code browse window Selected menu to display all transactions within which the selected VAT Code has been used Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 172 EC VAT Code Domicile The EC VAT Code Domicile should only be used where all of the following conditions are met e your own business is VAT registered and based within the EU e for sales or acquisitions to from other countries within the EU e for sales to VAT registered businesses where you acquire a valid VAT number from that business Any VAT code having an EC Domicile should be set to the standard local VAT rate within Inrax NOT set to 0 as VAT reporting of applicable acquisitions is required at that VAT rate Inrax will ensure the correct treatment for the VAT return as follows which is in accordance with the reverse charge mechanism e Net sales are included in box 8 Total value of all supplies excluding any VAT to other EC Member States e Net acquisitions are included in box 9 Total value of all acquisitions excluding any VAT from other EC Member States e The VAT component of ac
173. e see The Web Based Order Dispatch Interface on Organisation page 227 After saving each new Stock Group appears in the Stock Group Browse window from where you can select it to be edited viewed or deleted though you can delete only if there are no stock items in it Stock Group Custom Tab for Custom Stock Fields When you view the Custom tab you will see any custom fields associated with this stock group Custom fields can be set up for any arbitrary data in field names of your choice For example if you sell lawn mowers you may have a Custom Field called Engine Capacity These can then be used for web page filtering product option selection when adding to basket They are also useful in the OLAP report for analysing sales To add a new field click the Add Custom Field button then either pick an existing field or click New to create a new one All you need to supply is a name for the field and a label that is used in web site popup option menus The order of the fields assigned to a stock group can be shuffled using the Shuffle up and down arrow buttons This determines the order that the fields will appear in a stock item editor Custom fields are inherited through more than one stock group Hence if all of your stock has an attribute of Colour create this as a custom field on your root stock group Then add more specific custom fields to descendant stock groups if you wish The stock item editor will pick up all
174. e shown existing transac tions for a particular date period The default period is configurable in User Settings see page 169 You may select any new period and press Fetch to view a different set of transactions If there are any transactions not yet ina CLOSED state before the Start date then these will also be displayed If you only want to view OPEN transactions or another state of your choice make your selection in the State option menu before clicking on Fetch Transactions may also be filtered using a number of other criteria Click on the arrow button on the left side of the filters bar to cycle between filter options Most columns displayed are self explanatory The State column is an indicator of whether this transaction is complete CLOSED or requires further processing such as OPEN UNALLOC PART etc These states will be discussed in the relevant transac tion processing sections of this manual The Flags column gives visual indicators of additional state information see Transaction Flags on page 40 Typical options found in the Selected menu for transactions are as follows Version 6 8 19th Jun 2014 SECTION 3 Chapter 1 Working with Inrax 37 Edit Copy View Set Clear Flags Countarparty SUB MENU Notify Counterparty Cancel Transaction View Line Items Email Navigate To All transactions allow some degree of editing to correct mis takes However key values such as selected acco
175. e tied to chosen stock lines and can be limited to a minimum order size By default you open the Vouchers browse window from the Voucher button in the Web folder of the main window Click New to create a new Voucher Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 217 Voucher Voucher Code 427B Web Site BOL Validity Period ANY DATE ij Start Fixed Discount 0 00 or Percent Discount 20 00 Min Order Value 0 00 inc VAT and Carriage leave asO if no minimum Discount Stock Item Youcher1 Restrict voucher to stock items stock groups M AddStockltem Stock Item AddStocktem Dete Add Stock Group Stock Group Add Stock Group Delete _ Default stock group Pellets Voucher Code This is the code that a web customer will have to enter within the shopping basket in order to receive the voucher discount Voucher codes are case insensitive this code will be forced to upper case when the voucher is saved Web Site Vouchers apply to one web site only Validity Period You can set the date range within which the voucher will be accepted by the web site Fixed Discount A fixed amount by which the order total will be reduced if this voucher is applied includes VAT Leave as 0 if the voucher has a Percent Discount Percent The discount will be applied to the entire order including Discount Delivery and Handling and VAT that has the vou
176. e type the value of the item or sum of the items in the Amount field An example might be Unusual spare part Quantity 2 References are automatically assigned to every transaction Although they can be altered you are strongly recommended not to do so Suppliers and customers refer ences should be typed as part of the transaction description As a protection against error when entering long transactions two total and two VAT total fields are provided Before beginning to enter for example a supplier s invoice type the expected total excluding VAT field labelled Net Expected VAT is calculated in the field below The calculated totals accumulate in the right hand fields as you enter each line of the invoice You should verify that the totals agree when you have finished and if they do not you have the opportunity to investigate Indeed the trans action cannot be saved until they do agree If you do not want to use this facility make no entry at the start of the transaction then force the totals to agree at the end by click ing on the button or type or the correct grand total in the field Then save Transaction Flags The Flags column of transaction browse windows may show additional information about the state of each transaction Each flag is a single letter with meanings as fol lows P Indicates that an on account advance Payment transaction exists for this order Set on SO transactions automatically by an I
177. e unticked If ticked Inrax suppresses the genera tion of sub menus within the page content for pages that have child web pages that are live and linked and suppresses the generation of a product list for pages that have products assigned or child family web pages Useful for expert users who want to hand code the contents of selected pages using the Page content text html only When ticked a menu link to the page is automatically included in the web site menu hierarchy If you prefer to provide your own link to the page and not have it shown in the menu hierar chy untick this Tick from Name if you want the link text to be taken from the Name field or untick this and enter any text for the menu link This link text is also used in the following places Sub menu web page links displayed in the body of web pages Navigation path links At the end of web page URLs When ticked the title of this Web Page is displayed at the top of the web page but below the Nav Path as an HTML lt H1 gt ele ment Again this can be taken from the Web Page Name or you can enter any title text after unticking from Name This title text is also used in the following places Product listing name for product family web pages RSS syndication feed names Froogle Google Base product and category names Goolge SiteMap link names If you wish to restrict access to this web page pick a Customer Group here This page will then o
178. ect some dates other than the current accounting period Dates are inclusive Inrax will refuse to compress and remove any transactions that are not CLOSED or CANCELLED Futhermore if a transaction is referenced by another transaction that is outside of the compression period then it will also not be compressed away An example of this latter case is where a payment transaction outside of the compress period references an invoice transaction within the period Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 90 General Accounting Case Study A fictitious incorporated company named PaperMec Ltd will be used to illustrate some of the accounting processes in nrax PaperMec Ltd PaperMec Ltd is a young company which repairs small paper handling machines and deals in used models when the chance arises The founder who has appropriate previ ous experience set it up in a light industrial unit which the company rents He does nearly everything himself but employs one person part time to help refurbish machines Since the assistant contributes direct labour his pay appears above the gross profit margin line whereas help in the office would be an overhead expense The founder already owned many tools and a computer but his savings of 1000 were not enough for working capital so they borrowed 10 000 from Leamins Bank The business keeps one current and one deposit account with Leamins The term of the loan is 10 ye
179. ed 24 hours a day throughout the year General Accounting applied to nrax Inrax is conceptually a single ledger containing debits and credits which in total sum to zero It is a computer implementation of double entry accounting something which has been around in one form or another since the middle ages Though many do not find book keeping intuitively obvious it is a little easier to understand against its historical background Companies in the late middle ages were often formed as a partnership of traders The company was typically for a single trading voyage at the end of which the company might be dissolved and the proceeds distributed A new company would form for another voyage with the same or different members Seen in this light it is easier to understand why shareholders funds and accumulated profits are a liability credit The funds are owed to the shareholders Much confusion over book keeping is caused over whether an entry is an asset debit or liability credit The convention in double entry book keeping is that an entry or series of them against one account should be balanced by one or more equal and opposite entry against other accounts So at its simplest on formation of the company there might be Version 6 8 19th Jun 2014 SECTION 1 Overview 15 a credit for the shareholders funds and a debit for the cash in hand they represent The oretically there could be a single acco
180. ed by editing the Quantity Being Dispatched value for each stock item in the table These quantities may only be set to between 0 and the total quantity in the order not more If the order has already been partly dispatched the Quantity Already Dispatched column will report this information Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 230 The Dispatch Note is a free text field allowing any comments to be added which will then appear on the Goods transaction created within your accounts The dispatch event is recorded by clicking on the Order Dispatched With Quantities Shown Above but ton When just part of an order is dispatched the transaction will remain on the transaction list page If the Dispatch Document is accessed again it will show just what is out standing The Dispatch Detail page will show what is outstanding as well as what has already been dispatched Dispatch of Drop Ship Purchase Orders Drop ship PO transactions are created within Inrax using the Derive Drop Ship Pur chase Order menu option in the Sales Order browse window resulting in a PO linking to the original SO When dispatch of a drop ship PO occurs via the web interface firstly the Goods In transaction is created then a Goods Out transaction is also created linked to the original SO transaction from which the PO is derived This all happens automatically feeding back valuable information into Inrax telling you that your drop ship supp
181. ed in a browser the chosen Filter fields will default to a set ting of ANY The values available for selection will be dynamically created by Inrax from all distinct values that have been assigned to stock accessible from this web page Web Page Hunter Cotton Lined id SEE Definition amp Content Product Settings Page Head Filters Size Dress Lining lt Colour Gender Shuffle 4 Viewing your Web Site Ensure that the Web Site status is set to BUILD and then visit the buildcentre page for your Inrax service provider for example www inrax com buildcentre Your logo if you defined one and Organisation web site name should appear on this page and clicking on the logo or link will take you to your web site Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 192 When your site goes live you may want your own web domain so your site will appear under http www yourdomain com Contact your service provider such as Meier Pol lard for details of how to set this up Even without your own domain name you can access your site to see how it performs in LIVE mode To do this with the site initially in BUILD mode go to your sites front page by clicking on your link in the buildcentre page Make a note or bookmark the web URL shown in the browser for example http www meierpollard co uk cgi bin WebObjects MPMall woa wa viewClientHomePage site 3 Then put your site into L
182. el 23 08 2005 Order Ref 108 C party Ref 0 00 6 35 0 00 Payment Terms 7 Days From Invoice v Het Supplier Garlands 47 2591 Vi VAT 1 11 Location Home 0 00 7 46 Lees i v VAT 1 11 Rainjammer Poncho Colour Advantage Timber One size fits all 6 35 Qty 1 Description Nj Gross Account Stock items Stocks Amount 6 35 VAT Code Standard Item Description Stock Item REA_802C Item Price Account Stock Item Stock items Stocks REA_8020_T Available 11 InPO 0 Amount VAT 6 35 1 11 Gross 7 46 Price 6 35 1 Rainjammer Ponch Order Date Defaults to today s date Planned Defaults to the day after Order Date but can be edited Delivery Date Order Ref Defaults to next unused number but may be edited to any com bination of numerals and letters although this is not at all rec ommended The system will not allow any Order Ref to be reused Note This button opens a pop up window into which you can type a note that will appear on the printed version of the transaction Description Use for any convenient description of this transaction up to 256 characters Counterparty Use this if your customer provides an order reference This will Ref appear on the printed transaction against a Your Ref label Supplier Defaults to the usual supplier for the first stock item picked if Payment Te
183. ems and service items The report provides standard meas ures such as turnover and gross margin The report can be run on stock lines organisa tions customer groups location and address geography The result rows can be sorted Version 6 8 19th Jun 2014 SECTION 1 Overview 19 and ranked This is useful to answer such questions as who are my five most profita 99 66 ble customers what do they buy what are the slowest and fastest moving 20 lines of stock Version 6 8 19th Jun 2014 ADMIN SECTION 2 Getting Started 20 SECTION 2 GETTING STARTED This chapter describes the steps you should follow to prepare nrax for day to day use Most of the topics are explained more fully in the Configuring nrax section see page 143 or in other chapters which are cross referenced as they arise If you are transferring from another accounting system some good advice on proce dures can be found in Appendix C Transferring Accounts to Inrax on page 274 An Inrax button on screen is represented in this manual by square brackets It is very common in nrax for a button in the Home Window to open a browse window containing a list Clicking on rows in the list activates the Selected menu from where further actions can be carried out on the selected rows References made in this manual to buttons in the Home Window follow the default configuration you may find that the buttons are located else
184. ems inherited from a template appear with a blue tinted background and cannot be edited Another manifestation of inheritance applies to User Default Settings Control Accounts and Selectable Accounts Here you need to set values against a number of headings and these settings may or may not be inherited from the parent A variation is where a user inherits his User Settings from the organisation s User Default Settings set by the local administrator The user may well be given freedom to change his own settings to override individual inherited defaults Finally Organisation Account Stock Group Reporting Period and Location are all capable of being built into hierarchies For example as discussed in the Stock Man agement chapter see page 100 Stock Groups can be founded on a root group like All Stock with a child group called say Livestock leading to third generation Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 153 groups like All Stock Livestock Sheep and All Stock Livestock Cattle Aside from being useful in forming logical groupings this system allows you to give an ancestor group characteristics which may optionally be inherited by descendant groups and by stock items The language of inheritance in this manual is as follows The founder or archetype is called root In the context of reports the word root is used to describe the layer in the hierarchy from which the re
185. en a Payment Received Made transaction is derived from an Invoice transaction because the Payment Mode is then filled in for you automatically according to the Payment Terms on the invoice Tick the Generate payment transactions automatically toggle if the payment is known to have been received at the time the invoice transaction is created for these Payment Terms So again a Payment Terms of Cash In Advance might well have this ticked Whenever an invoice is created having a Payment Terms with this feature enabled the Payment Received Made transaction is automatically created at the same time This also applies when a Goods Transaction is saved via Save amp Invoice Note that where an advance payment already exists see Automatic Linking of Advance Payment Transactions on page 62 no duplicate payment will be created You can edit Payment Terms which have not been inherited and you can delete them provided they have not been used in a transaction Use the Show Transactions option of the browse window Selected menu to display all transactions that have the selected Payment Terms Currency Rates Each Inrax organisation operates in a single currency as configured within General Settings However it is possible to produce consolidated financial reports across a group of Inrax organisations see Running a Financial Report on page 139 Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 174 Where a co
186. ept online payments ACCEPT CARD PAYMENTS see Credit Debit Card Pay ments Handler on page 221 GOOGLE CHECKOUT see Google Checkout on page 225 CARD PAYMENTS amp GOOGLE CHECKOUT select this option if you want to give your customers the option to check out pay using either of the above methods Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site Card Payment Handler Card Pay Site Id Card Pay Status Card Pay Terms Cart Pay Password Google Key Google ld Google Pay Mode Google Pay Terms Google Button URL 185 Select your chosen payment handler unless you plan to use just Google Checkout see below This company will process the credit debit card payments as part of an order from your Inrax web site You will need to set up an account with them see Credit Debit Card Payments Handler on page 221 If using WorldPay enter the instance id If using PayPal enter the email address that identifies your account If using Sage Pay enter you vendor name This allows you to test your site integration where supported by your payment handler By picking one of the TEST options you can enter a test payment without any money changing hands When your site goes live remember to set this to LIVE Below is a list of which test modes are supported by which payment handlers WorldPay TEST Payment Not Completed TEST Payment Completed Sage Pay TEST Sage provide dummy card numb
187. er User and Password will be used by Inrax to send emails if and when sending via your main SMTP server fails for whatever reason This may be useful if you need to use different servers when at the office or in other locations Set YES if you do not want to use the built in reports viewer Not recommended Set YES if you do not want to use the built in printing mecha nisms Not recommended Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 169 User Directory Primary and Secondary Working Directory User Settings This is where reports downloaded files and any other files cre ated by Inrax are saved to by default Two directories may be entered primary and secondary so that you can use Inrax on different operating systems such as Windows or Linux without having to change your settings if Inrax can t find the primary directory it will attempt to find and use the secondary directory instead Inrax sometimes needs to generate and save temporary files and you must supply the path of the directory within which it can save these files The user running Inrax must have permission to write files to this directory An example of where this is used is when you send an email with a report attachment the attach ment is first saved to this directory before being attached Open this with the button User Settings in the Settings folder If rows are ticked the settings will be those inherited from User Default Settings
188. er automatic notification or to OFF The other settings to check are in User Settings reached via the Settings folder in the home window Set Auto Notification Enabled to ON if you want this user to operate the ON or PROMPT settings mentioned above Set Copy Emails to Self to YES if you want blind carbon copies of every notification or email however generated and set Preview Notification Emails to YES if that is what you want There are three states of notification which you can see in the Batch window more about this window below Two of the states are NOTIFIED and NOT NOTIFIED The third is MARKED AS NOTIFIED which you might use where you do not need to notify your counterparty but also do not want to leave it hanging with the state NOT NOTIFIED That would allow you later to pick all NOT NOTIFIED transactions for a batch notification without accidentally including the one you did not want to notify Notification can be automatic manual or manually in a batch e Auto Notification if enabled as above takes effect when you save a transaction If configured for email and preview it brings up a Send Email window thus allowing you to add text if you want or you can cancel it If configured to print it does that without a preview e You can manually Notify Counterparty from the Selected menu in a transaction browse window Email and printing behave as described for auto notification e You can manual
189. eral FY0910 I v 01 12 2009 30 11 2010 Valuation Adjustment FY0910 1 v 01 12 2009 30 11 2010 SINKS COINS CSIKS COIS CSCSINKSICOIMKSICS FY0910 I v 0142 2009 30 11 2010 Stock Journal Tick the transaction type which you want to restrict and pick a time period from the list as set up in Reporting Period explained on page 170 or simply type the date If you try to save a transaction which is the subject of a date restriction a warning pops up with the reason why saving is not allowed Communicating with Counterparties There are several built in ways of sending information to your customers and suppli ers Using email or the post you can swiftly notify them that a transaction has occurred or send some other message To take advantage of the facility you should always type counterparties postal and email addresses in their records reached via the Organisa tion button in the home window If you are consistent with entries on your customer list Inrax analytical reports will return useful information For example you may choose to designate major cities as counties in order to analyse by county and major city together Similarly it is recommended that you adopt a single convention for counties for example E Sussex or East Sussex but not a mixture Your own postal and email addresses are configured as explained fully in General Set tings see page 143 and User Settings see page 169
190. eriod Web Delivery amp Handling Custom Period Customer Group Inrax Live Customers Period Expiry Customer Group INHERIT NONE Period Length Inherit 1 0 no expiry MONTHS Period Expiry Notification Inherit nd Emai days before expiry Period When a stock item belonging to this stock group is added to an Customer Inrax transaction window this customer group will be entered Group as the default Period Customer Group for the item in the trans action If a stock item is purchased on an Inrax web site this will be the Period Customer Group that is set for the item within the Sales Order transaction created when the customer confirms their web order Where a stock group is to use service periods you should always set this field Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 104 Period Expiry Customer Group Period Length Is Recurring Period Expiry Notification The default Period Expiry Customer Group on transactions cre ated with this stock item following the same rules as described above for Period Customer Group The default Period Length on transactions created with a stock item within this group following the same rules as described above for Period Customer Group Default periods may be defined in days weeks months or years This flag determines whether a web payment for this stock item is to be recurring This feature is currently only supported for the FuturePay
191. ers to test completion failure of payment SAGE PAY SIMULATION TEST SagePay have been slow to update their simulater post version 2 23 so may no longer operate as Inrax moved beyond 2 23 PayPal No test modes supported Select the Payment Terms you wish to associate with orders paid for via the Card Pay Handler you have selected The Pay ment Terms must have a Payment Mode set on it in order for advance payment transactions to be automatically created for web orders See Payment Terms on page 173 Used to encrypt communications between the Inrax web site and the payment site when passing the order details Please refer to the relevant payment handler documentation Google Checkout configuration Please refer to similar Card Payment field descriptions above and also see Google Check out on page 225 Steps in Building Your Web Site There are some basic tasks in getting your web site up and running initially with a sin gle page then with many pages and menu links and finally a fully functional web shop Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 186 First read through the section above and create a new Web Site taking into account the following pointers e Ensure the Status of your web site is set to BUILD e Assuming you do not yet have your own domain name pointing to the Inrax server set the Domain URL to that of the ASP such as http www meierpollard co uk e Download the latest Cascading S
192. es for example a manufacturer makes a pre mium and a budget range so it is important to be able to differ entiate The options are INHERIT ITEM or SERVICE If you select a Service Stock Item irrelevant fields are greyed out See Stock Item Status on page 115 Leave at 1 where units of purchase and sale are the same If you purchase the product in packs of 10 that you and your supplier prefer to treat as a single item enter 10 here to indicate that 10 units will be sold for each item purchased Recommended to leave blank if Priced Units 1 In other win dows and reports the Unit Name appears with the word per immediately after the Description So for the example of tubes of sealant enter tube You would then see Sealant 310ml per tube when you sell it Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 111 Stock Item Stock by Location Tab Stock Item Sealant Definition Stock By Location Service Period Web Delivery amp Handling Location Front Store Bin Min Stock Units 1 min Order items 1 Location Bin Min Stock Min Orderl In PO In SO In Stock Home Hame 0 o 0 ol Far Yard 1 o o 0 0 0 0 Barn Front Store STOCK TOTALS Inso 0 In Stock 17 Location Pick a Location if you wish to set Minimum Stock Minimum Order or a Bin reference see below Bin The bin container place reference for where to find the Stock
193. est periods such as months Then define say the first quarter by opening a new Reporting Period window and assigning a name Click the Compound radio button which brings up a window with a list of periods which you can select to define this new period Likewise define longer reporting periods and VAT periods if different See more in Reporting Peri ods on page 170 Version 6 8 19th Jun 2014 ADMIN SECTION 2 Getting Started 31 Now or Later You will need to set up Payment Modes see page 172 and Payment Terms see page 173 sooner rather than later Formulae see page 116 and Price Lists see page 117 are fully described in the Stock Management chapter Entering Opening Balances Enter opening balances with a General Transaction more detail on page 82 Exam ples taken from the case study in the same chapter are as follows or your accountant may well provide recommendations Account Poe DEBIT CREDIT Share Capital Bank Equity Share Capital Long Term Bank Bank Long Term Liabilities Bank Loan Term Loan Plant Tools and Fixed Assets Plant Tools Long Term Liabilities Equipment Equipment Cost Directors Loan Opening Stock Current Assets Stock Long Term Liabilities Opening Stock Directors Loan Importing Data If you have a large number of data items of a particular type you will want to use the import facility This might apply to stock items or cou
194. ethod gt PR lt notifyMethod gt lt autoNotify gt PR lt autoNotify gt lt organisation gt lt organisation gt lt name gt Jewels Jnr lt name gt lt parentOrganisation gt 13 1027 lt parentOrganisation gt lt individual gt N lt individual gt lt inheritAddress gt N lt inheritAddress gt lt isCustomer gt Y lt isCustomer gt lt isSupplier gt N lt isSupplier gt lt notifyMethod gt PR lt notifyMethod gt lt autoNotify gt PR lt autoNotify gt lt organisation gt lt organisation gt lt name gt Jewels Overseas lt name gt lt parentOrganisation gt 13 1027 lt parentOrganisation gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats 263 lt individual gt Y lt individual gt lt title gt Mr lt title gt lt initialsOrFirstName gt Fred lt initialsOrFirstName gt lt surname gt Pingtrood lt surname gt lt salutation gt The Great _S_ lt salutation gt lt email gt pingtrood pingtrood com lt email gt lt website gt www pingtrood com lt website gt lt telephone gt 0083 457 6234 lt telephone gt lt mobile gt 0777987654 lt mobile gt lt inheritAddress gt Y lt inheritAddress gt lt isCustomer gt Y lt isCustomer gt lt isSupplier gt Y lt isSupplier gt lt notifyMethod gt PR lt notifyMethod gt lt autoNotify gt PR lt autoNotify gt lt priceList gt Retail lt priceList gt lt customerGroup gt Customer Group lt customerGroup gt lt notifyOrganisation gt Jewels amp amp
195. excludes VAT which will be added to calculate the amount shown in the web site This fixed charge may have Handling Charges added see below When selected the price charged for this delivery method depends on the total value of the order including VAT for Sales or excluding VAT for Purchases See below for more details When selected the price charged for this delivery method depends on the total delivery weightings of the order See below for more details When selected this delivery method can be selected within the shopping basket Untick this selection if the delivery method is only used as a Force Delivery Method assigned to a Stock Group Stock Item and should not be generally selectable by shoppers In addition to the price for this delivery method certain stock items may attract a further handling charge See Handling Charges on page 215 for more details The delivery and handling charge on a web order will be booked to this stock item The VAT setting on this stock item is used to determine the rate of VAT to add to the basic delivery and handling charge Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 211 Charging By Order Value or Delivery Weighting Bands Delivery Method For Sales For Purchases Name Next day delivery Web Site WW v Delivery Zone UNSPECIFIED v Delivery Zone Charge Fixed Amount oO Charge by Order Value Bands Charge by Order
196. f this certificate No assertions can be made of the origin or validity of the code It is highly recommended not to install and run this code You may still wish to run the application if you are sure of the source from which you obtained the application The warning simply indicates that the ASP have chosen not to pay a third party such as Verisign to vouch for their trustworthiness Meier Pollard have obtained trusted status and so you should not see such a warning when download ing from www inrax com Step 3 Immediately following the download a log in panel appears with normally only three fields visible This same login panel is subsequently shown each time you run up Inrax from your computer Click to expand the panel and type as follows Version 6 8 19th Jun 2014 SECTION 2 Getting Started 22 Inrax Login Server Address http ihanne inrax com Server Hame MP Organisation ABCVvidgets User george Password Server Address e Either use a secure connection which will send information over the network encrypted https Domain Name of the server for example https www inrax com e Or use a normal connection which will be quicker perhaps noticeably if you have a dial up connection Type http Domain Name of the server for example http www inrax com Server Name The server name supplied by your ASP or the name of your local Inrax server if there is
197. ffect of each transaction type on accounts 243 250 of General Ledger view 37 Location 171 transferring stock between 122 M Manufacturer 158 Media Access Control MAC determining address 27 Mistakes correcting 99 Multiple invoicing 60 Multiple rows Version 6 8 19th Jun 2014 Index selecting from lists 38 My Account 194 N Nominal Ledger see General Ledger Non stock item in a sales transaction 54 64 purchasing 76 starting from Sales Invoice stage 59 Notification 44 auto 45 batch 45 enabling auto notification 45 manual 45 of customer statements 69 17 O OLAP sales report 131 Online Analytical Processing OLAP overview 18 sales report 131 Opening balances entering 31 Organisation 158 Organisation Import 259 Overdue transactions producing statements 69 Overpayment by us accounting for 79 P PaperMec Ltd see Case Study Parent organisation enable setting of 26 143 Part number 100 Password changing 152 email 167 Payment Accounts naming 86 Payment Made 79 logical connection with Payment Received 79 use to take supplier s credit note 79 Payment Mode 172 Payment Received 61 held on account 62 logical connection with Payment Made 79 Version 6 8 19th Jun 2014 Index Payment Terms 173 if none defined for counterparty 146 PayPal 224 Payroll example in case study 95 recording with General Transaction 82 Period End example in case study 99 Petty Cash example in case study 96
198. ffice amp admin Stationery amp consuma bles Retained Earnings Expenses Plant amp tools Retained Earnings Expenses Plant amp tools Equipment purchase Retained Earnings Expenses Plant amp tools Equipment maintenance Retained Earnings Interest Retained Earnings Interest Interest paid Retained Earnings Interest Interest received Retained Earnings Taxation Taxation paid See notes Retained Earnings Depreciation Retained Earnings Depreciation Depreciation charges Retained Earnings Depreciation Write off of assets Opening Entries Share Capital The founder of PaperMec has put in 1000 of his savings at start up He opens a new General Transaction He debits Leamins Current Account with 1000 He credits Equity Share capital with 1000 Long Term Bank Loan 10 000 was borrowed from Leamins Bank and needs to be brought on to PaperMec s accounts The General Transaction goes Debit Leamins Current Account with 10 000 Credit Long Term Liabilities Bank Term Loan with 10 000 Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 95 Tools and Equipment The founder has put all his tools and equipment in to the venture which would count as a loan He opens a new General Transaction He debits the account Fixed Assets Plant amp tools cost with the value of the tools He credits Long Term Liabilities Director s loan with the value of the tool
199. g Amounts Between Payment and Bank Accounts on page 87 e Ifthe invoice relating to the missing amount does not yet have a corresponding Pay ment Made or Payment Received transaction then create that payment transaction now When the payment transaction is saved the new line will appear and you can tick it off You must date the payment within the reconciliation period if you want it to appear in this reconciliation e Ifthe amount doesn t correspond to a sale or purchase you can create a General Transaction that updates the bank account and the line will appear in the bank rec win dow for ticking Again remember to date the new transaction within the rec period e If the transaction was entered in your accounts with a date after the rec period then you can click the toggle Show entries after Statement Date in order to see the miss ing line and tick it off When you have matched up and ticked off all items from your statement the Differ ence field should show approximately zero and the Balance field should match the Statement Amount If it does not go back through the statement to locate any omis sions and be sure that any previous reconciliations were carried out successfully If you follow the procedure correctly from month to month you should not run into problems Before you Save a completed bank rec you are advised to use the Report button in the bank rec window and print this off so you have a record of which items were re
200. ghtings may be arbitrary values that you assign to stock items If an order has a total delivery weighting higher than the maximum band value of the highest band then that delivery method will not be shown within the Shopping Basket page of the web site If you have defined actual stock item weights this feature can be used to disallow delivery methods that are not possible for very heavy orders In the above example the policy is to charge 5 94 for orders with a total weighting of up to 5 The next band is for orders with total weighting up to 20 which are charged at 5 87 If the total order exceeds the highest band you have defined the following options determine what should happen Don t allow If the sum of all items in the shopping basket exceeds the high orders est Band Max value then do not allow the customer to select exceeding this delivery option highest band Use highest If the sum of all items in the shopping basket exceeds the high band price for est Band Max value then the price is taken from the highest orders band exceeding highest band Excess charged Ifthe sum of all items in the shopping basket exceeds the high at est Band Max value then the price is incremented by X pounds per Y increase in the sum total In the screen shot above the delivery and handling is set to increase by 0 25 for every 1 0 increase in weighting If your weightings correspond to Kg weights then this ensures an additional 2 50
201. he WorldPay admin area Now when you enter a web order via your web site and proceed to make a payment you will arrive at a WorldPay payment page which should clearly show it is in test mode You can then enter payment details using a valid credit card as a test When you are satisfied this is working and your site is live update the Payment Mode setting for the Web Site to LIVE The Callback mentioned in the above configuration instructions ensures that following the payment procedure the user will be taken back to your Inrax web site If the Call back is not configured or if it is configured incorrectly then the confirmation message following WorldPay payment will be given within a WorldPay page rather than returning to your site In these circumstances the payment will still be taken success fully but it is not as satisfactory as having the user end up within your own site FuturePay FuturePay is an optional facility provided as part of the WorldPay service for taking automatic recurring card payments from customers as an alternative to standing orders The customer will make a payment and be informed that the same payment will be taken at a chosen interval such as every month until cancelled Either the customer or the administrator of the WorldPay account can cancel the agreement at any time WorldPay and FuturePay share the same installation ids i e a web site configured for FuturePay can handle both recurring and non recurring tr
202. he customers suppliers of that web site The images provided if any will be used on printed transactions and have a maximum dimension of 540 pixels wide and 80 pixels high See General Settings Paperwork Email on page 147 Only applicable when VAT option on checkout is selected see below Pick that VAT code that should be used when the order will be exempt from VAT VAT is shown as a separate amount in the shopping basket If you do not wish to show any VAT perhaps because your com pany is not VAT registered untick option Normally leave unticked When selected this allows the cus tomer to tick a box during the checkout declaring themselves eligible for VAT exemption and hence removing VAT from the price of the order Display an inclusive of VAT product price on product listings and more info pages Display an exclusive of VAT product price on product listings and more info pages This may be displayed instead of or as well as the Inc VAT prices Determines whether the above prices if selected are followed by inc VAT exc VAT labels You may choose to be notified by email when an order is taken on this web site either before the customer has completed pay ment after payment or both neither The copy email is sent to the email address you have assigned to this web site Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 181 Copy order emails contain Email me on Visitor
203. hem to the left with the lt lt arrow button If you want to remove any customers from a price list use the opposite arrow button Remember that a customer can have only one price list applied so their name will not appear on the right if already allocated to a different price list You can see a customer s details by double clicking on their name in either list Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 120 Formulae All existing formulae are offered on the right or you can create a new one with the New Formula button Move the ones you want one at a time from right to left For each select stock which you want this formula to apply to see below To remind yourself of a formula s details double click it Stock Groups As you pick each formula which will remain highlighted select the Stock Group or Groups that you want to associate with the formula and transfer them into the left box They disappear from the right hand box so that you cannot select them again for another formula If you assign a Stock Group to one formula and then pick for another formula a Stock Group which is an ancestor group of the first the descendant group will disappear from its formula because it will have been superseded Double click a Stock Group if you want to see details Stock Items If you want the highlighted formula to apply to individual Stock Items rather than to all items in a Stock Group select the Stock
204. her side of the value unless they are part of the intended import data The indentation and blank lines in the example above are for readability only The import is unaffected by any indentation or blank lines you may choose to include Version 6 8 19th Jun 2014 Appendix B Import Data Formats 247 For more complete examples have a look at the XML examples in the following sec tions that are specific to each data type The order that fields appear within a record is important and changing the order may cause the import to fail You should therefore include the fields in the same order they are shown in the definition table for each data type Some fields may be omitted entirely from the record only those fields marked as Man datory in the definition tables of the following sections must be present Alternatively the field may be included but with a blank value as in lt description gt lt description gt Be aware that omitting a field will always leave that value unchanged when updating an existing record but a blank value will result in an update the meaning of blank being defined for each field in the import tables later in this section Data Types Where a fixed set of values is not specified for a field the type of that field is shown instead text Any characters up to the Max Length specified real Digits optionally with a decimal place followed by further digits forming a real number int Digits only form
205. here separated by commas When you email this organisation from Inrax the email will be sent to ALL email addresses in Email and Other Email This is included on paperwork especially important for VAT invoices The password used by this counterparty to log in to your Inrax web site Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 162 Customer Tick the Customer toggle if this organisation should be avail Supplier able for selection within a Sales transaction or tick the Supplier Notes toggle if this organisation should be available for purchases Any organisations that you don t want to pick for trading against should have neither toggle selected though do be aware that they will then not appear on a Sales Purchase Ledger report An Organisation may be both Customer and Supplier useful if you wish to net off purchase and sales transactions All transactions for such dual role counterparties for both sales and purchases will appear on Purchase Sales Ledger reports and Customer Statements If this is not what is required you should create two separate Organisations to represent the one real life organisation one for their role as supplier and one as customer When you pick the Customer toggle you are given the option in a pop up window of assigning to a Customer Group see Cus tomer Group on page 165 Multiple lines are available with scrolling The second tab of the Organisation window reveals the fo
206. herit You can of course copy them and add new items Once you have made a final decision on which parent to use or no parent it should not be changed You should set the Access Rule to prevent its being changed by click ing Access Rules in the Settings folder then setting Set Parent Organisation to DENIED Click Save The VAT Reg setting determines whether VAT fields will be editable within sales and purchase transaction editors and also whether a VAT breakdown is shown on the asso ciated paperwork generated by Inrax Theother tabs work as follows Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 144 General Settings Settings Defaults RC General Settings Company Details Settings Defaults Paperwork Email Settings Date Format fb k Base Currency GBP Pounds Currency Format 1 000 12 VAT Scheme Standard Derived organisations can add edit delete inherited data Price changes allowed between Goods Out and Invoice Show RRP Discount in printed sales transactions Fj Prompt to create PO when SO results in stock below min Fj Prompt when SO GO results in negative stock F Allow extensions to service periods Force confirmation of transaction totals Fi Show prices on zero amount non stock transaction lines Defaults Sales Payment Terms Two weeks Purchase Payment Terms Two weeks VAT Code Standard 20 Country UNITED KINGDOM N
207. hes When an internal search is entered by a visitor of your site the URL looks like this wa searchProducts searchString fleece tleg amp site 40 Where the site is the web site id as described above and the searchString value is what the user typed in to search with the for a space Hence you can easily hand roll sim ilar URLs within your web site Also you can incorporate searches on Custom Field values assigned to your stock within your search URL For example wa searchProducts site 40 amp cfColour red 23 pink amp cfSize 10 Each Custom Field value is preceded by cf so cfColour in the above matches stock against the Custom Field called Colour One or more value can be specified in the URL for the Custom Field to match on sep arated by the hash character encoded as 23 so the above will match on a Colour of either red or pink One or more Custom Fields can also be included and all must match so in the above example the Colour must be red or pink and the Size must be 10 It is possible to combine the standard searchString type of search with custom field values both in the URL in which case the custom field values act as a filter restricting the set of products on which the searchString applies Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 240 When Custom Fields are used without a search string instead of the results being pre sented in order of relevance for the search string they are ordered by Cu
208. hly depreciation may well be the same for months on end and would then be a recurring transaction So it is an ideal candidate for copying and editing last month s general transaction PaperMec keep another account called Depreciation Write off of assets which can be used in a similar way when for example a machine is so worn out that it loses even the residual value that had been expected Purchase of an Asset If PaperMec purchases a van it is a fixed asset rather than an item they intend to trade The purchase system in the Purchase Procedures chapter makes accounting for it easy They simply purchase the van by its description and select the account Vehicles Cost which is a descendant of Fixed Assets Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 99 Correcting Mistakes If there is an accounting mistake including one in the way routine sales and purchases have been handled the company can normally just use the Cancel Transaction option from the Selected menu of the transaction browse window For more involved adjust ments a General Transaction is used to move amounts between any chosen accounts If there is any doubt about what has happened they run a General Ledger Report just for the time period in question and look there To move a value from the debit column of an account they credit that same account with that same amount noting with a full description what they have done Tri
209. hould your email web site address be shown on paperwork Use Large Font Leave unticked for standard A4 size printing viewing If you Size on Transaction Paperwork print to smaller sizes select this option to increase font sizes and hence readability Be aware that when using larger fonts very large figures may result in visual overflow of fields Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 148 Hide VAT on sales paperwork where customer not VAT registered SI named Tax Invoice on paperwork when VAT is displayed Headers and Footers overview Paperwork Header Sales Paperwork Footer SO Paperwork Name When this option is selected Sales Order and Invoice paper work will not show a VAT breakdown unless the customer is known also to be VAT registered In some countries it is illegal to issue a VAT invoice unless it is known that the customer is VAT registered so for such countries this option should be selected The setting that indicates whether a customer is VAT registered can be found in the Organisation editor Note that if your own organisation is not declared as VAT regis tered Company Details tab of General Settings then the sales paperwork will never have a VAT breakdown anyway Some countries require a VAT Invoice to be called Tax Invoice which is achieved by ticking this option When no VAT is shown on the invoice or if this option is not selected then the SI paperwor
210. ht weeks and the updates occur automatically when the client next logs on Version 6 8 19th Jun 2014 SECTION 1 Overview 14 Security Inrax has built in security to ensure you are in control of your data and access by unauthorised users is prevented One part of the security problem is that traffic between your computer and the server may be read in passing over the net If your client software is a web browser security against this kind of attack may be provided by a connection to the server using the secure socket layer to encrypt traffic Inrax implements such secure socket commu nication This is generally accepted as sufficiently secure for commercial transactions Security at the client is ensured by the need to know the name of the organisation a valid user name for that organisation and the correct user password In addition the administrator for the organisation can specify individual client hardware by address as being a valid machine from which to connect Hardware not listed has no access to the organisation or its data If the organisation wishes a virtual private network or validation of individual client computers by Kerberos can be used but at extra cost At the server end security is equally important Your ASP needs to apply all the rea sonable safeguards that can be applied Meier Pollard run an enterprise level firewall to protect servers from the open net and host servers within secure premises mann
211. ide which users to allocate to which access group You can also name and define additional access groups Only the security user can initially define access groups Thereafter a user with FULL access to Access Groups can do it in practice this should be only the administrator Alternatively the security user can still make future changes Open the Access Group browse window from the Edit folder To create a new group click New Type a name for the group and allocate a permission to each function By default functions are set to their lowest value most to NONE but a few to VIEW You can switch all permissions by using the All Max or All Min buttons From the browse window you can also edit or view an Access Group and you can delete provided the Access Group has not been assigned to a user But if it has been inherited you can only view User Only the security user can initially set up users Thereafter as with Access Groups the administrator should be the one to create edit or delete users though the security user can still do it if you prefer Note that you can change a password with this function without knowing the existing one The security user may be useful for an Application Service Provider as a means of enforcing a particular way of using the system Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 152 Open the User Browse window from the Edit folder Allocate an Access Group When editing a user you can
212. ied save which involves a large number of transactions and can be lengthy You can see a specimen account order on page 91 in the case study Viewing Transactions against an Account Use the Show Transactions option of the Accounts browse window Selected menu to display all transactions within which the selected Account features Account Groups Analytical Reports see also page 132 and Selectable Accounts see also page 157 need to be configured with clusters of relevant accounts Those clusters are conven iently formed into Account Groups For example if you choose to define your company s gross profit margin as Sales minus Cost of Sales an Account Group named Gross Margin might be set up for use in analytical reports The group would contain the accounts Retained Earnings Sales and Retained Earnings Cost of Sales and it would automatically include all descend ant accounts of those two accounts All those accounts together would sum to the gross profit margin An Analytical Report called Summary P amp L could in turn be set up to contain several relevant account groups of which one would need to be Gross Mar gin Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 156 Another example this time applied to selectable accounts is found in the selling pro cedure Sales Invoices and with them Sales Orders and Goods Out transactions always need to be allocated to an account in an Account Gro
213. ier gt lt basePrice gt 3 87 lt basePrice gt lt basePriceUnits gt 1 lt basePriceUnits gt lt unit gt lt unit gt lt costPrice gt 3 47 lt costPrice gt lt recommendedPrice gt 4 00 lt recommendedPrice gt lt brand gt lt brand gt lt location gt Store lt location gt lt minNumUnits gt 1 lt minNumUnits gt lt minOrderNumItems gt 2 lt minOrderNumItems gt lt manufacturer gt Dongles Worldwide lt manufacturer gt lt bin gt E12 lt bin gt lt webListingImageUF gt webFolder images productXSmall gif lt webListingImageUF gt lt webListingTextOrHTML gt Listing description lt webListingTextOrHTML gt lt webMoreInfolmageUF gt webFolder images productX Large gif lt webMoreInfoImageUF gt lt webMorelInfoTextOrHTML gt More Info description lt webMorelInfoTextOrHTML gt lt stockItem gt lt stockItems gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats 257 Stock Journal Import This import allows units to be added or removed to from stock by location and is equivalent to the online Stock Journal facility see page 121 Stock Journal XML Field Definitions s Q a Sc E Sa 2 n S a D v oO Z silelH amp py 5 3 Z S Oo far Oo gt lt gt gt S stockItem Y Reference of a stock item existing in Inrax location Y Name of a location existing in Inrax not a hier archical location name unitsInStock Y Y int Absolute number of units in stock m
214. ighlight the row and select an account from the list in the top field As before the Inherit All and Inherit None but tons act on the tick boxes Organisation more detail on page 158 This button in the Edit folder allows you to set up organisations including manufac turers used when defining Stock Items You will need some to start entering transac tions You may find it useful to create unnamed customers such as cash sundry sales or internet sales Click on Organisation to open the Organisation browse window You can view or copy any row in the list and you can edit or delete if not in use rows which have not been inherited To set up a new customer supplier or manufacturer click New then fill in the fields in the window which opens If you need to create a large number of organisations and have the data already availa ble then you can import them from a file see page 31 Date Restrictions and Reporting Periods Define convenient time periods for use with reports and transaction date restrictions Date restrictions are to prevent transactions being entered in the wrong month quarter or year You may not want to set them from the outset but when you do refer to the method in the General Procedures chapter see Date Restrictions on page 41 To set up periods click Reporting Period in the Edit folder and open a new Reporting Period window Begin by defining a succession of the short
215. indows the default delivery organisation is available for selection in the Deliver To field Restricting Loaded Organisations and Refresh options If you have large numbers of Organisations you can limit the number initially loaded in User Settings see Initial Organisations Fetch days old on page 168 Doing so will improve performance but is only recommended if you have many thousands of Organisations If an Organisation has been updated by another user you can pull in the changes using the Refresh option from the Action menu on the Organisation Browse menu If you have limited the initial number of Organisations loaded as described above and you find you need to work with an older Organisation that has not loaded use the Refresh force full reload option instead Once you have used this option all Organisations will remain loaded until you log out and back in again Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 165 Export Organisations as XML The Action menu on Organisation Browse windows has an option to Export Organisa tions XML format The output format is that defined for organisation import see Organisation XML Field Definitions on page 259 Customer Group It is sometimes useful to group your customers for example if you want to invoice sev eral of them at once for the same service Customers may belong to any number of Customer Groups See also Invoicing Multiple Customers on page 6
216. ing an integer date A date defined in any of the valid date input formats see Valid Date Formats on page 38 Avoid Reserved Characters in your XML If any of your fields contain a less than character lt a greater than character gt or an ampersand amp then the import will fail This is because these characters are used in defining the structure of the file To get around this these characters should be replaced with the following Replace lt with amp lt note don t miss out the semicolon Replace gt with amp gt Replace amp with amp amp Replace with amp quot So for example the following notes field is illegal lt notes gt This customer ordered gt 4 items lt notes gt and should be replaced with Version 6 8 19th Jun 2014 Appendix B Import Data Formats 248 lt notes gt This customer ordered amp gt 4 items lt notes gt Converting Your Data to XML If you have stock or other data in a spreadsheet or within delimited text files comma or tab separated for example then you will need to convert that data into XML before it can be imported into Inrax XMLSpy Professional Edition is one tool that will read delimited files and convert them very easily into a suitable XML structure at the click of a few buttons An evalu ation copy of XMLSpy can be obtained from the internet for you to try this out Another technique is to use the merge or mail merge feature of
217. ing on the chosen method of deployment the server may be located either at the premises of the organisation or at the premises of a separate host organisation Users access nrax via a standard desktop application running on any computer per haps a desktop or laptop PC or Apple Mac The computer they are working from must have a network connection to the server Again depending on where the server is located this may be within your office network or via an internet connection The nrax server is able to support many users within an organisation and many organ isations When users connect to the system they specify an organisation name as well as a user name and password Hence it is possible for a service provider Meier Pollard being an example to manage the server on behalf of client organisations By adopting this shared use of server facilities significant economies of scale are realised Network based applications have several important advantages over traditional stand alone business and accounting applications They free the organisation from operating the system at a single location Technical know how is not needed locally The techni cal skill needed to run the server is provided by a service provider such as Meier Pol lard These and other features are discussed further within this document Inrax is continually being enhanced and extended New releases with additional fea tures typically come out every four to eig
218. ings Expenses Payroll Pension costs Retained Earnings Expenses Payroll Wages amp salaries Retained Earnings Expenses Premises Rent and Rates Retained Earnings Expenses Marketing Advertising See notes Retained Earnings Expenses Premises Retained Earnings Expenses Premises Other premises costs Retained Earnings Expenses Premises Electricity Retained Earnings Expenses Premises Heat Retained Earnings Expenses Premises Buildings maintenance Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 94 Retained Earnings Expenses Premises Rent Retained Earnings Expenses Premises Telephone amp internet Retained Earnings Expenses Premises Water Retained Earnings Expenses Office amp admin Retained Earnings Expenses Office amp admin Sundry office amp admin Retained Earnings Expenses Office amp admin Asset sales proceeds Retained Earnings Expenses Office amp admin Audit amp accountancy Retained Earnings Expenses Office amp admin Bad debts Retained Earnings Expenses Office amp admin Bank charges Retained Earnings Expenses Office amp admin Computer hardware Retained Earnings Expenses Office amp admin Hardware maintenance Retained Earnings Expenses Office amp admin Software support Retained Earnings Expenses Office amp admin Insurance Retained Earnings Expenses Office amp admin Subs amp periodicals Retained Earnings Expenses O
219. iod Tab on page 103 Where val ues are set to INHERIT from the stock group any change in the value at the stock group level will be reflected within the stock item Any values set explicitly will be for that stock item overriding stock group settings Stock Item Web Tab If your organisation has been configured to allow the creation of web sites you should see a Web tab within the Stock Item editor window For details on how this is used see Configuring Stock Item Web Display on page 202 Stock Item Delivery amp Handling Tab The stock item Delivery amp Handling tab contains the same settings as in the same tab on the Stock Group window see Stock Group Delivery amp Handling Tab on page 104 Where values are set to INHERIT from the stock group any change in the value at the stock group level will be reflected within the stock item Any values set explicitly will be for that stock item overriding stock group settings Stock Item Custom Tab Enter values for custom fields that have been defined within this stock item s stock group or any ancestor of that stock group If no custom fields have been defined this tab will be empty Values may stretch over more than one line See also Stock Group Custom Tab for Custom Stock Fields on page 105 For setting many values use XML imports or see Set Custom Fields on page 114 Stock Item 01 00570 001U Definition Stock By Location Service Period We
220. ion 6 8 19th Jun 2014 SECTION 5 Building a Web Site 215 Handling Charges The use of Delivery Methods with a Fixed Charge supplemented by additional Han dling Charges can be a flexible alternative to using Delivery Method price bands You can of course combine any of the Delivery Methods with Handling Charges just tick the Add Handling Charges to Orders box in the Delivery Method window to ensure any stock items in the order with a Handling Charge will increase the total price for that delivery method Create view and edit Handling Charges from the Handling Charge button normally located in the Web Site tab of the main window amp Handling Charge Name Large ltem Handling Charge Charge 5 00 Save Cancel The Name is not displayed to web users it is only used for selection within Stock Group and Stock Item windows The Handling Charge is applied for each and every stock item in the order so if two stock items are ordered the Handling Charge is added twice for that stock item Purchase Delivery Methods Delivery methods can be used to help with carriage calculations on purchase orders POs If a PO is derived from a Sales Order SO and a Delivery Method has been defined for the PO Supplier a carriage line is added to the PO with the amount calcu lated using the rules described above for delivery methods For Purchase Delivery Methods instead of selecting a Web Site you pick the Supplier it ap
221. ions and it is recommended that you use the Account Group General Transactions which will allow you to carry out transactions between most or all accounts see in Account Groups on page 156 Stock Sales Accounts and Stock Cost of Sales Accounts limit the choice of accounts when defining Stock Groups and Stock Items The rest are self evident they all apply to the selling and purchasing procedures Control Accounts For the General Ledger to work properly there must be a number of control accounts The Stock Control Account is a special case it is the account you must choose to receive the value of all stock purchases Open the window with the Control Accounts button in the Settings folder Ei Control Accounts 10 x Stock ftocks Stock Purchases x Inherit All Inherit None Transaction Type Control Account Inherited Trade creditors Purchase control suspense Trade debtors Sales control suspense Goods Returned Trade debtors Sales control suspense Purchase Invoice Trade creditors Purchase control Sales Invoice Trade debtors Sales control Stocks Stock Purchases VAT VAT control VAT Creditor VAT VAT creditor VAT VAT debtor roy caneu Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 158 The example above shows a set of Control Accounts It is advisable to leave all the inherited boxes ticked if there is a pa
222. ions contact and other useful information This is discussed in more detail later in this section Credit card and other payment methods are handled by a third party service provider currently Inrax includes integration with Sage Pay WorldPay and PayPal When the order and customer details have been entered a Sales Order transaction and if applicable a new customer Organisation record are created within your accounts When an order has been paid for a Payment Received transaction is also created and email notification of the order is sent to the customer The web site is by default managed by you from the Web folder of the main Inrax window If you don t have a Web folder make sure the Access Group that you have been assigned to has FULL permission to create the components of a web site If your Access Group editor does not include a Web Site section please ask your Inrax service provider to configure your organisation to allow web site creation Defining a Web Site Clicking on the Web Site button brings up a browse list of all web sites owned by your organisation To add a new web site click on New to bring up the Web Site edi tor Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 176 RC Web Site SF id 52 Definition Configuration Content Payments Mobile Name Trading Name Solarflow Garden Status BUILD Domain URL http test inrax com Build Centre Logo UNDEFINED v
223. is grouped by Bin combined with the In Sales Orders Ready for Dispatch filter the report provides a useful picking list for traversing bins in order within a warehouse Determines if report is continuous or split into pages Remembering the distinction between Items you purchase and Units you sell if differ ent i e you divide the Item into several units the following apply Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 126 For the selected location you see units on hand units on order units to deliver mini mum level of units and whether below minimum Values are cost each and valuation each for the item you purchase The total value column is the value of all the units on hand To print or view a list of service stock items use a Price List Report Running the Stock Report on Sales Orders If you need to produce a stock picking report for a chosen set of Sales Orders first highlight the Sales Order rows in the Sales Order Browse Window then right click or use the Selected menu and pick Report on Outstanding Stock By defaul this sets the Filter to In Sales Orders Ready for Dispatch Transactions are only then included in the report if they meet the filter criteria and they are in the set of selected transactions Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 127 Chapter 7 Analysis and Reports Four types of report are provided to help in the analysis and
224. isation or one that will be used as a private parent When selected child organisations are allowed to add edit data owned by this parent If in doubt leave unticked When enabled derived organisations add objects to parent by first creating the object then using the Change Ownership to Parent option from the Selected menu of the appropriate browse window If this option is selected users will be allowed to change stock purchase prices within Purchase Invoices When a price is changed an adjustment is made to the Cost of Sales account This will not affect the stock system which is only updated at the Goods transaction stage so the stock will be booked in at the value shown in your Goods transaction If selected your customers will be shown the RRP of products they have purchased along with the discount they have received only shown when a discount exists This information is automatically added to the end of item descriptions when the transactions are saved and therefore does not apply retrospec tively to existing transactions Select this if you want to be prompted to create a new Purchase Order when a Sales Order you have just entered causes one or more stock items to go below their minimum settings If selected you will be warned that stock will be negative fol lowing a Sales Order or Goods Out transaction even where negative stock levels are permitted for a particular stock item Tick this if you sell services that h
225. ists only that the formatting is acceptable It is a tolerant algorythm so will not reject any reasonable entry For example it will allow the letter o in place of a zero and will carry out minor correc tions itself Enabled checkout fields The Country field can be optionally shown hidden If you only take orders within your own country it may not be useful to ask your web customers to select a country Mandatory checkout fields This determines whether your customers are forced to enter text in these fields during checkout The fields are still displayed by but are shown as optional If you wish to hide the fields com pletely you can control this within your CSS file using hide instructions see The Cascading Style Sheet on page 237 Site Search When your web site visitors use the built in internal site search Includes these setting control what is searched and displayed in the Products search results If your site is purely a web shop and you only rare Pages want to show products tick only Products for example rticles RC Web Site GOH id 43 Definition Configuration Content Payments Basket Footer UNDEFINED Basket Header UNDEFINED Mailing List Header UNDEFINED vi Preview v Preview Customer Mailing Text zial Offers Yes please let me know Your address will be kept private Telephone Field Text telephone number in case we need to contact you regarding
226. it When you click on the Alternative Contacts button at the bottom of the organi sation window not available when first creating the organisation you will be pre sented with a list of alternative contacts to which you can add and delete If you select New in the browse window of alternative contacts then a new Organisa tion window will open up with the Parent set to the original organisation Just type in the Contact Title and other fields and the Name field is generated automatically If the contact has a different address then untick the Inherit Address toggle and type in the address details This means of adding alternative contacts is for convenience only the organisations created in this way behave like any others and also appear in the main browse list of all organisations Default Delivery Organisations An Alternative Contact may be flagged as the default delivery organisation for the parent by ticking the For Delivery box Only one default delivery organisation may exist for each parent When a web purchase is made by an existing customer from an Inrax web shop where a default delivery organisation exists for that customer it is used to pre fill the Alter nate Delivery Address fields Similarly whenever a web order comes in with an Alter nate Delivery Address specified an alternative contact organisation is either created or updated to store the latest delivery information supplied Within Inrax sales transaction w
227. ized word or words as the Reference The chapter covers the formation of convenient groups of stock how to set up and price items design price lists adjust prices in batches correct actual stock on hand transfer stock between locations and produce a stock report Additional paragraphs explain underlying detail such as price formulae and cost models Stock Group Stock groups are a useful way to organise stock items into separate categories It is rec ommended that you create enough of them to keep each comparatively small perhaps under 50 stock items though 100 s or even 1 000 s are possible In that way routine work processes are speeded up You may wish to keep service stock items grouped separately Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 101 Creating at least the root Stock Group is part of getting started Every subsequent group must be descended from the root group and in turn you can arrange any group to be an offspring of another by selecting its parent In that way you can have a hierarchy of stock groups that follows a logical pattern for your business For example if the root group is called All three other groups might be All Livestock Sheep All Livestock Cattle All Feeds When a stock group is made available for selection in an Inrax menu both the group name and parent group name are shown e g Sheep Livestock Creating a Stock Group Stock Groups may be crea
228. just Price will be set to Uses the same rules as described under Formula above see page 116 The calculation you have specified is confirmed at the bottom of the window Click Apply and follow the on screen instructions View Valuation Adjustment Transactions Use the View Valuation Adjusts button which by default is visible in the Trasact tab of the Inrax main window assuming the current user s access group permits this Here you will see a browse window where you can access all valuation changes that have resulted from editing the valuation price within the Stock Item editor or from applying Stock Price Adjust actions Stock Report You can produce a stock report from the Report folder of the Home Window This report does not report on stock items having Stock Type SERVICE RC Stock Report Root Stock Group Stock Location Home Status ANY Filter OFF In Stock At 04 09 2013 Hide In Stock Column _ Group by Stock Group Hide Zero Stock Rows Group by Bin Hide DEAD Stock V Report Is Paginated Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Root Stock Group Location Status Filter In Stock At Hide In Stock Column Hide Zero Stock Rows Hide DEAD Stock Group by Stock Group Group by Bin Report is Paginated Stock Management 125 Pick the stock group to report on Pick the location to report on Optionally restrict the repo
229. k Order Of Children from the Selected menu or right click and select it A list opens for shuffling the order of children of that Web Page Click on any Web Page on the list and then click on the up or down shuffle button at the bottom of the Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 194 window When they are in your chosen order Save and refresh your browser to see the change reflected in the site Web Page URLs Click on a Web Page in the Web Page browse window and then select Copy Full Rela tive URL to Clipboard The full URL can be pasted into a browser address bar to view the page The relative URL is useful when you are hand rolling internal links within HTML placed in your web site content areas The Web Page Id embedded within the URL is also shown within a column on the Web Page browse window which can be useful in locating a Web Page in Inrax from the Id seen within the browser URL My Account Page The My Account Page is an area of an Inrax web site that is protected by user log in and password and provides useful information and functionality for individual custom ers and suppliers For information on the dispatch interface which is accessed via the My Account Page see The Web Based Order Dispatch Interface on page 227 The My Account link is normally displayed in the left hand menu column of your web site If you wish to hide it add the following line to your Cascading Style Sheet menuColum
230. k is being dispatched potentially drop shipped on your behalf Stock shown for dispatch will be that contained in OPEN PO transactions for which the dispatch organisation is the supplier assigned to the transaction Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 228 Dispatch Rule Applicable when Dispatch Mode is set to WAREHOUSE You can choose to display all orders regardless of stock levels or only show orders for which all stock items are available from stock This can save your warehouse looking to dispatch stock that isn t there For WAREHOUSE mode of dispatch you must decide what stock to assign to your dispatch organisation s To do this pick the Dispatch Organisation in the Delivery amp Handling tab of the Stock Group editor The setting is inherited by all descendent stock groups and any stock items that reside within them You can also set the Dispatch Organisation on individual stock items within the Delivery amp Handling tab of thee Stock Item editor Note that you do not need to configure the Dispatch Organisation on stock for the SUPPLIER mode of dispatch When the dispatch organisation logs in to the My Account area of one of your web sites they will be taken to a page with content looking something like this REFRESH ORDER LIST Orders for Dispatch C PO 2527 McFarlane View Dispatch Document Dispatch Detail C PO 2530 Murray View Dispatch Document Dispatch Detail C PO 2531 Terry
231. k item you have to do it via a Goods Out transaction From any stage you can derive the next with one command and can notify your cus tomer by email or on paper Sales Orders are fully editable until they have been moved on to the Goods Out stage Sales Orders that have been dispatched and other transactions in the selling procedure may only be partially edited or alternatively cancelled and copied to make full correc tions Where no editing of an order stage is needed the Direct To see Direct To on page 67 facility can be used to quickly progress one or more transactions through to a later stage Service Periods allow you to associate transaction items with periods of time perhaps relating to the length of a service subscription Service Periods are covered in detail towards the end of this chapter Sales Order The Sales Order is optional but it is useful for collecting your customers orders in a form accessible to several staff and as a picking list It is also a convenient pro forma invoice In the Transact folder click Sales Order which opens the Sales Order Transactions Browse window The first time you do it there will be no transaction rows only the headings Click New to open a blank Sales Order form Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 52 Any entry sequence can be used but a suggestion is expected total in the Net field if used Description optional
232. k shows as Sales Invoice Images may optionally be supplied for inclusion in the header and footer of printed transactions and other paperwork to add your own branding and additional information Where no header image is provided your company name will be dis played instead Images have a width of 540 pixels and height of 80 pixels However you are advised to supply an image of higher resolu tion with the same aspect ratio in order to achieve good print quality and good screen viewing at zooms of over 100 It is inadvisable to supply an image smaller than 540x80 as it will be expanded to fit the space and will lose quality Where you require additional white space margins include them within the image you supply See also general note above This image is displayed at the top of printed transactions customer statements and letters How ever where a transaction is associated with a web site and that web site has a Paperwork Header defined the web site header takes precedence see also Paperwork Header Footer on page 180 See also general note above This image is displayed at the bottom of printed sales transactions However where a transac tion is associated with a web site and that web site has a Paper work Footer defined the web site footer takes precedence Enter the name that should appear on Sales Order paperwork for example you might enter Pro Forma Invoice if that is your normal use of sales
233. ks using SHIFT click when defining a compounded period In the Reporting Period window type the name of the first of the shortest periods like M1 05 and then the date span When you save the period appears in the browse list Repeat for at least twelve monthly periods taking care when there is a leap year Then define the first quarter by opening a new Reporting Period window and assigning the name say Q1 05 Click the Compound radio button which brings up a window with a list of periods which you can select to define the quarter Select M1 M2 and M3 and transfer them to the left box with the lt lt arrow button Q1 will then be given the start date of the earliest constituent and the end date of the latest Similarly define the other quarters It does not matter whether the year Y2005 is composed of the four quarters or the twelve months If your periods do not coincide with VAT periods it is useful also to set them up and use them when producing VAT returns from a Standard Report If you try to delete a reporting period which is a constituent of another the system will not allow it Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 171 Location If your company has more than one location you can set up or inherit others and think of them as companies in their own right In that way you can track where every activity is happening determine the whereabouts of stock and analyse each location s perform ance
234. l ledger accounts Leamins Current Account and Safe selecting just the date today She can see that the sum of the payments by card equals the sum of the card vouchers in the till and all currency and cheques appear in the account Safe She writes on it the amounts for cheques and for currency Banking Suppose this company banks after three days it is best not to use the Safe reports just mentioned in case money has gone from the takings to replenish petty cash Instead they produce a general ledger report for Safe for the three days in question They sub tract takings by credit card and are left with a confirmation of the banking The money in the account Safe will be transferred to the Jnrax account Leamins Current Account when they next do a bank reconciliation that is when they call up the Safe payment account on the right of the bank reconciliation window and transfer the relevant lines across to the left Petty Cash To replenish petty cash from takings in the till or safe they use a general transaction to debit Cash in hand and credit Safe When making a payment from petty cash they must use the From petty cash payment mode Version 6 8 19th Jun 2014 Index Index Numerics 93136 Heading 2 Default Delivery Organisations 164 A Access Control overview 17 Access Group 151 Access Rules 149 Account Groups 155 General Transactions group 156 Acco
235. large if using j QZoom Choose the title shown in a web browser when the More Info page is viewed for this stock item If you leave it blank the stock item narrative is shown When ticked the More Info text is displayed below the page image When left unticked the text and image are shown in a horizontal layout with the image on the left and the text on the right This may be typed in as plain text or as formatted html and is displayed within the more info page that gives details specifi cally about this product This is an optional field if it is not set but List text html is set then the List text html will be shown in the more info page instead The Preview button will show how the image and the text html will appear in a browser You can drag and drop a file from your desktop onto this field and the contents will be automatically extracted from your file and pasted in this field Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 205 Importing Stock Item Web Data If you have a large number of stock items to configure in a product catalogue the data can be imported For details refer to Importing Data on page 31 Import Export File Format on page 246 and in particular Stock Item Import on page 253 For example you could create an import file with the following fields and a record for each stock item in order to update those stock items on your system adding the web information
236. ld may be repeated any number of times to identify multiple stock groups No stock group should be a descendant of another stock group already defined in the same record If this field or includeStockItem are in the record any existing stock assignments are replaced by the new ones otherwise they are left unchanged includeStockItem The reference of a stock item existing in Inrax This field may be repeated any number of times to identify multiple stock items If this field or includeStockGroup are in the record any existing stock assignments are replaced by the new ones otherwise they are left unchanged excludeStockItem The reference of a stock item existing in Inrax This field may be repeated any number of times to prevent inclusion of stock items that would otherwise be included from the above two fields In the Web Page editor the stock items will appear unticked in the Include col umn of the table pageTitle Y Used as lt title gt element in page lt head gt Blank inherit pageDescription Y Used for lt meta name description con tent XXX gt Blank inherit mobileOverview Y See overview field above This is the equivalent for the mobile view of this web page If not specified the same content will be used on full and mobile sites as specified in the overview field mobileHeaderHTML See headerHTML field above This is the equivalent for the mobile view of this web page If not specified the same conte
237. leHeadline font size 14pt color 333 You could add a new line to the CSS file Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 200 articleLargeRedHeadline font size 15pt color F33 Then if you create a new Article Style and enter article LargeRedHeadline in the Headline field any articles set to have this style will have the larger headline Adding Products to Web Pages Any subset of your stock items may be displayed within your web site accessed via a hierarchy of pages You use the Web Page editor to define this hierarchy of pages as described above and to pick the stock items associated with each page Any page may contain stock or other pages or both in addition to the content and arti cles see Web Page on page 187 Below is an example page that is used to display products RC Web Page Weathervanes id 2579 Definition amp Content Product Settings page Head Filters Display Type p TANDARD ke Max products per page 50 Show Stock Lev INHERIT Do Not Show Stock Levels Allow Stockout Orders v Show Product Images Show References _ From List Price Show RRP ANHERIT No v Stock Items Stock Group View Price Ra 4 Stock Item Product Family P Stock Group Name Include Bc_50601 20580665 Cast Iron Weathervanes CAST ROOSTER WEAT Bc_50601 20580658 Cast Iron Weathervanes CAST ROOSTER WEAT BC_50601 20580641 Cast Iron
238. lected menu in the Purchase Invoice browse win dow If the Purchase Invoice was derived from a Goods In then the state of that Goods In will change to OPEN or PART The invoice transaction itself is marked as CAN CELLED and a new General Transaction is automatically created to reverse the account movements of the cancelled invoice Purchase Credit Note There is no formal transaction other than dealing with the resultant credit note for returning unwanted goods to your supplier If a stock adjustment is needed do a Stock Journal from the Activity folder The Purchase Credit Note transaction is the method used to put your supplier s credit note onto the accounts system and is effectively the reverse of a Purchase Invoice Click Purchase Credit Note in the Transact folder The Purchase Credit Note Trans actions Browse window opens Click New to open a blank form That Account would typically be the appropriate Cost of Sales account or an expenses account for an article which you had meant to consume as an overhead expense Each credit note appears in the Purchase Credit Note browse list from where it can be copied or viewed but not edited Purchase Credit Notes can also be derived from a Purchase Invoice via the Derive Purchase Credit Note option of the Purchase Invoice browse window Selected menu This allows you to quickly set up the credit to reflect that invoice but without affecting stock For businesses operating a drop ship
239. lier has dispatched an order not only as a purchase by you but also as a sale to your customer Customising the Dispatch Pages Drop In HTML slots are available at the top of both the dispatch listing and detail pages for you to add instructions or other header detail See Drop In HTML on page 218 Mobile Web Sites Inrax web sites can be optimised for display on smaller mobile devices such as iPhone Android and Windows smart phones Often there is too much detail on a standard web page to view comfortably on a mobile For ecommerce sites it is impor tant to allow the user to purchase items as smoothly as possible on a small screen Inrax mobile sites are in fact configured in the same way as a full Inrax web site and use the same navigation hierarchy of web pages but display the content differently and can be given alternative content as described in this section The aim is to minimise the maintenance of full and mobile sites by sharing as much of the structure and configu ration as possible So for example a new stock item would normally be added once to an Inrax web page but would appear on both the full and mobile versions of that page Inrax makes use of the very popular jQuery Mobile framework to give an advanced HTMLS5S based interface supported on all popular mobile browsers Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 231 Enabling the Mobile Web Site By default Inrax will display the same full view
240. link that Inrax has generated itself In addition to adding a stock item to the Inrax basket in this way the customer infor mation can be passed at the same time using the following optional parameters For applicable values please refer to Organisation Import on page 259 title surname addressLinel addressLocality addressPosttown addressCounty addressPostcode addressCountry telephone email notes Example Link lt a class productListAddToBasketLink href 9999 wa 4 43 3678 106463 html title Mrs amp organi sationName Regent amp initialsOrFirstName J amp surname Pollard amp addressLine 1 68Mallard amp addressLo cality Straw amp addressPosttown Twickenham amp addressCounty Middx amp addressPostcode TW 14SR amp a ddressCountry IE amp telephone 99999 amp email john pollard net amp notes note gt Add To Basket lt a gt Version 6 8 19th Jun 2014 Appendix A Transaction Types 243 Appendix A Transaction Types General Ledger Analysis of Transaction Types The General Ledger is discussed in the overviews in the introductory section and the General Accounting chapter Below is a table of which account is affected during each type of transaction An alternative way to assess the effect of transactions on the accounts is to use the View Line Items option on an individual transaction Effect of each Transaction Type on Accounts Explanatory notes are in italics Account Transaction DEBIT CRED
241. ll not see that folder listed in their Upload Folders browse window If you want to prevent any further changes to a folder by any user then just tick the Writeable box without selecting any Access Groups meaning that no Access Groups have Writeable permission This might be useful if a folder relates to a particular finan cial year which has been closed out If you tick the Read Only box and not the Writeable box then any Access Groups in the Read Only list will of course have read only access but any groups not in that list will have full Writeable access This is perhaps an unlikely combination but may suit some needs Uploading Downloading and Managing Files Open a folder by double clicking on a row in the Upload Folders browse list The files contained in the folder are listed RC Invoices09 10 2010 Edit Action File Name Type Size bytes User 0310259835_6576323 PDF PDF 50331 ipollard 26 12 2009 0310259835_6599460 PDF PDF 50397 pollard 30 2 2009 19 January 2010 Christmas pdt 1219391 jpollard 25 01 2010 1032Corgi1 jpg jpg 312532 mpollard 11 02 2010 1033 2 Corgi jpg jpg 263141 mpollard 1102 2010 18185 Feb 10 eml eml 5381 ipollard 28 02 2010 18185_Dec tt rtf 10842 jpollard 29 1 2 2009 AccountStatement December pdf 6199 jpollard _ 1101 2010 Nem cose ine Beko The User column shows who uploaded each file and the Date column shows when the file was uploaded You mus
242. llowing details Organisation Basic Details Settings Defaults Settings HO PRICE LIST Auto Notification OFF Notification Method PRINT Hotify Organisation THIS ORGANISATION v Remittance Hotify Org Southcombe Brothers Ltd Evans David 245 1018 v Defaults Purchase Payment Terms INHERIT Two weeks Sales Payment Terms INHERIT In Advance PROTX Purchase Account NO DEFAULT SET Sales Account NO DEFAULT SET Dispatch Organisation Settings Pre Authorisation Ho Pre Authorisation Dispatch Mode SUPPLIER Dispatch Rule OUT OF STOCK ORDERS SHOWN Alternative Contacts Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 163 Customer Price List Auto Notification Notification Method Notify Organisation Remittance Notify Org Purchase Sales Payment Terms Purchase Account Sales Account Dispatch Organisation Settings see Price Lists on page 117 The options are PROMPT ON or OFF See Notification on page 44 When a notification is triggered for this customer the selected action will take place such as printing the transaction paper work ready to post or emailing The default for this field can be set in the Settings Defaults tab of the General Settings win dow See also Notification on page 44 If you select an organisation from this list which can be a par ent or child of this organisation only
243. ls are provided and the import continues with the next record On completion a summary is provided showing numbers of failed records and other useful information When the Import Data window is displayed no other features of Inrax may be used You must close this window before continuing normal use of Inrax Interrupting an Import Whilst an import is in progress the Close button changes to Cancel and may be selected at any time to cancel the import It is not possible to continue the import from the point at which it is cancelled but as mentioned earlier it is safe to repeat the entire import any number of times Skipping Existing and Skip Over Missing Records Where a record is found to already exist within Inrax that record is updated unless the Skip over existing items no updates has been ticked in which case such records are skipped Skipping existing records is only possible when each record can be uniquely identified This is true for most types of data but for Transaction imports unless the transactions are assigned references within the import data there is no way for Inrax to identify duplicates So running in the same Transaction import data twice will result in the import of duplicates beware Conversely if you select Skip over missing items no new records then you can be sure that an import will not create any new data items and will only update ones that already exist within Inrax Pre loading Prio
244. ly mark transactions as notified from the Selected menu using the Set Clear Flags option selecting the Notified flag for setting e Batch Notification is one of the four batch operations described below Batch Operations If you click Batch Notification in the Activity folder four varieties of batch operation are available from the following window Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 46 RC Batch Transaction Type Sales Credit Note SC Batch Operation Notify Notification State Any Notify State zi Select All Deselect All Type Description Refere Counte Accou Amount Notified SC 5015841 RefundGOH 1 00792 Redman 1712 2009 15 53 NOT NOTIFIED Sc GOH 10 48am London 1 Peppiatt P 02 2 2005 21 95 NOT NOTIFIED SC mGOH 23 19pm Caerleon Banks P 17 12 2005 7 95 NOT NOTIFIED sc REPLACEMENT 5040 Hill Mr 29 12 2005 32 95 NOT NOTIFIED 2 SC GOH 9 37am Huddersfie 3 Wright Ly 29 12 2005 22 95 NOT NOTIFIED 4 5 SC REPLACEMENT 50413 JARRE p Keddie A _ 30 2 2005 22 95 NOT NOTIFIED Transaction Type and Notification State Batch Operation Select All and Deselect All Selected Apply File Uploads These two fields determine the list of transactions which appears Pick the desired operation from Notify Mark as Notified Prin
245. mail Web Use large font size on transaction paperwork Hide VAT on sales paperwork where customer not VAT registered o SI named Tax Invoice on paperwork when VAT is displayed Paperwork Header NONE Sales Paperwork Footer ders and Footers rcPaperworkFooterSalesNoRegOffice jpg Other Paperwork Footer ha Footers rcPaperworkFooter OtherWithoutRegOfficce jpg SO Paperwork Name Sales Order PR Paperwork Name Payment Received PM Paperwork Name Remittance Advice Show Name Show Address Show Country Show Phone Fax Show Email Web Show Name Address Phone Fax Email Web Save Apply Close Normally your own company name and address will be dis played at the top right of paperwork If you include your com pany address in a header footer then you may wish to suppress this to save duplication Use this toggle to hide show your com pany name This toggles whether the address part is shown Where a counterparties country differs from the default coun try it will always be displayed in paperwork However if the counterparties country is the same as the default country it is only shown in the paperwork if this toggle is selected Should your company phone fax number be shown on paper work Again a reason for excluding this would be if you already show it in header footers You may also set separate phone numbers on your web site s see Telephone on page 179 S
246. member that all inherited data is owned by the template organisation and not yours This means that you cannot edit or delete individual items that you inherit You can of course copy them and add new items Once you have made a final decision on which parent to use or no parent it should not be changed You should set the Access Rule to prevent its being changed by click ing Access Rules in the Settings folder then setting Set Parent Organisation to DENIED Click Save Fill in all the company details then move to the other tabs See page 143 for details of all the available settings The options available for many of the values will depend on which parent was selected and what data items are being inherited Select some set tings but all can be changed later Inheritance Settings more detail on page 153 You can skip this section if you selected NO PARENT in General Settings If there is a parent organisation decide which data types to inherit Open the window from the Set tings folder Make sure the words INHERIT or DO NOT INHERIT reflect your requirements You will find it useful to open the corresponding browse windows by clicking their buttons in the Home Window to see what values you can inherit in order to decide if they are suitable for your organisation Note that you can always add fur ther data items to those that you have inherited from the parent Version 6 8 19th Jun 2014 ADMIN A
247. ment Terms existing in Inrax Terms Blank use default from parent or as defined in General Settings notes Y 255 text dispatchPreAuth N No authorisation P PAID only A AUTHORISED only F PAID and AUTHORISED dispatchMode W warehouse mode S supplier mode Version 6 8 19th Jun 2014 Appendix B Import Data Formats 262 ra se oO Di amp Sp S Sina Q 6 Z S 9 a 5 5 EAE der Mg G 5 SiZ x 5 gt gt S E ap dispatchRule Y stock out orders shown N stock out orders not shown webSitePassword Y Plain text password used for web site customer login Organisation XML Import Example This is also available as an online file at www meierpollard co uk under the Documen tation link Note that the organisation named Jewels amp Sons contains the special character amp which must be represented by amp amp in the file see Avoid Reserved Characters in your XML on page 247 lt organisations gt lt organisation gt lt name gt Jewels amp amp Sons lt name gt lt individual gt N lt individual gt lt inheritAddress gt N lt inheritAddress gt lt addressLine1 gt 82 Roundwood Close lt addressLine1 gt lt addressLocality gt lt addressLocality gt lt addressPosttown gt Chelmsford lt addressPosttown gt lt addressPostcode gt CH3 4AL lt addressPostcode gt lt isCustomer gt Y lt isCustomer gt lt isSupplier gt N lt isSupplier gt lt notifyM
248. ment Transactions 62 Cancelling Payment Transactions 63 Goods Returned To US 2 0 0 ce eee eee 63 Goods Returned To Us derived from a Goods Out or Sales Invoice 63 Sales Credit Not oa des4 sa deaw aud pte esa eeu dee 64 Cancelling Credit Note Transactions 64 SGNICE PENOUS ins sik 2 isis ete ed oe Sse ie ees ee Meese 64 Service Period Extensions 66 Version 6 8 19th Jun 2014 Table of Contents Find Renewals 66 Direct TOs 2 ceca teas fos ek pened tees wean Meat a 67 Customer Statements 2000e eee eeeae 68 Chapter 4 Purchase Procedures Purchase Order 000 cece eee eee eee eee 71 Goods Nicest ewes Saou esaceseeaawes te sone ses ee 75 Goods In derived from a Purchase Order 75 Starting with a blank Goods In 75 Save amp Invoice 76 Cancelling Goods In Transactions 76 Purchase Invoice a na hak woe WSS SIE oes Ae dd 76 Purchase Invoice derived from a Purchase Order transaction 77 Starting with a blank Purchase Invoice 77 Automatic Creation and Linking of the Payment Transactions 77 Cancelling Purchase Invoice Transactions 78 Purchase Credit Note 095 0 s soviet ened oe ees Ss 78 Cancel Credit Note Transactions 78 Payment MaOes eio s o5 wis pea tied di oa ess cigs eit ed 79 Cancelling Payment Transactions 80 Goods Returned By US 2150 0 5ecn ck peed at ee ie eld ee 80 Goods Returned By Us derived from a Goods In or Purchase Invoice 80 Default Purchase Accounts 0
249. mline the dispatch process giving feedback of dispatch events direct into your accounts and to help prevent errors such as duplicate dispatch of a single order To give your supplier or warehouse access to the dispatch interface you must config ure an Organisation within Inrax termed the dispatch organisation For example you might create an organisation called Warehouse 1 For a supplier you will use an existing supplier Organisation That Organisation must be given an Email and a Pass word within the Organisation editor These are used by the dispatch organisation to log in to the My Account area of your web site Configure the Dispatch Organisation Settings within the Settings Defaults tab of the Organisation editor as follows Pre This determines what state the order transaction must be in Authorisation before it will be made visible to the dispatch organisation ready for dispatch Transaction Flags are used to determine if the con ditions are met see Transaction Flags on page 40 Dispatch Mode WAREHOUSE the dispatch organisation will see and operate on your Sales Order transactions within the web interface for when your own stock is being dispatched Only stock from OPEN SO transactions where the stock has been assigned to the logged in dispatch organisation will be shown SUPPLIER the dispatch organisation will see and operate on Purchase Order transactions within the web interface for when supplier stoc
250. mount from two other FINANCIAL type rows Operations supported include adding subtracting and displaying a TEXT to display any arbitrary text within the report NUMBERED NOTE for displaying descriptive text which is automatically labelled as Note X where X is 1 for the first note in the report and increments thereafter Rows of this type may be referenced from other rows in order to provide any needed explanations TABLE see TABLE Row Types on page 137 Force the row to appear at the start of a new page Enter a number of blank rows that should be inserted in the report prior to the display of this row Where a FINANCIAL row needs further explanation within the report as is often the case in year end financial statements create a separate NUMBERED NOTE that provides the expla nation then reference that numbered note by picking it here When the report is run the Label for this row will have see Note X added to it directing the reader to the corresponding note Set the font style of the label text Set the alignment of the label text Special alignments apply to TABLE type rows see TABLE Row Types on page 137 For FINANCIAL row types this is the label normally used to describe the meaning of the financial values in the row or as a sub title where there are no values For TEXT NUMBERED NOTE this is the descriptive text See also Embedding Variables in Report Text on page 137 Version
251. ms prepare your existing stock file in a way that will allow creation of two XML files one to import stock items and one to load the quantities in stock Remember that the field unitsInStock in the source file must be exactly that and not items in stock Many companies would be able to import the stock well in advance of I day if the data does not change but would need to load quantities only just before e Tip If you compare the total value of source spreadsheets of stock with what arrives in Jnrax don t forget that the spreadsheet for the stock journal import showed quantities in units whereas the one for the stock item import contained cost price for items Jnrax will have done the calculation relating units and items correctly Version 6 8 19th Jun 2014 Appendix C Transferring Accounts To Inrax 275 6 After the imports confirm that they have arrived in Jnrax as you would expect Spot checks against your old stock file are prudent Also run a General Ledger report to confirm that all stock values have arrived as debits to a stock account and credits to a cost of sales account The cost of sales credit balance will be approximately cancelled out later when entering stock value from your old system e Tip It is very highly desirable to reduce the size of the general ledger after import ing stock So save this report then compress it 7 Set up formulae and price lists Test price lists by raising and cancelling a few
252. n Inrax Web Sites 235 The Cascading Style Sheet 237 Customer and Customer Group CSS Customisation 237 Web Site URLs Explained 237 Adding Internal Links within your Web Site 239 Internal Search URLs and Custom Field Web Searches 239 Google Analytics and Similar Services 240 Article Syndication 241 Shopping Cart Integration with External Web Sites 241 Appendix A Transaction Types General Ledger Analysis of Transaction Types 243 Effect of each Transaction Type on Accounts 243 Appendix B XML Import Export Data Formats Import Export File Format oxcc okies oe eh were Es 246 Data Types 247 Avoid Reserved Characters in your XML 247 Converting Your Data to XML 0 248 Stock Group IMPOr ia suture alten dure ionr Rees 250 Stock Group XML Field Definitions 250 Stock Group XML Import Example 251 Stock ltem Import oeatetew beta e mates eee ee eee ea 253 Stock Item XML Field Definitions 253 Import of Custom Stock Fields 255 Stock Item XML Import Example 255 Stock Journal Import naaa Coes tress wane eet cel ce 257 Stock Journal XML Field Definitions 257 Stock Journal XML Import Example 257 Organisation Import 25203 Sickie cease Sees wee aes 259 Organisation Import Filter to Tidy Details 259 Organisation XML Field Definitions 259 Organisation XML Import Example 262 Transaction Import aasan a sane oe et ew unse tes ees 264 Version 6 8 19th Jun 2014 Table of Contents Transaction XML Field Definitio
253. n are automatically adjusted Each Stock Transfer results in the creation of Stock Journal transactions to move the stock out of one location and back in to the other location These transactions can be viewed see View Stock Journal History on page 122 Click Stock Transfer in the Activity folder 4 Stock Transfer 5 x Date 07 Nov 2005 From Location ome v To Location Far Yard v Stock Item Hay Transfer Uni 3 Reference Description Group Home Far Yard Transfer Hay hay per ton Livestock 1 3 3 Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 123 From Location and To Location Stock Item Transfer Units New Row Set the locations between which you are moving stock Type a Stock Item Reference or double click for a browse list where you can select multiple rows Units in stock at the set Locations are displayed Insert the desired value for the row you are working on The revised units in stock are displayed Click this button if you want to make another transfer You can not repeat a stock item already specified in earlier rows Stock Price Adjustment A suitably authorised person can adjust the cost base and recommended prices of entire stock groups in batches from the Activity folder as follows Adjust Price E Stock Price Adjustment of x Stock Group Livestock Sheep F Adjust Price BASE v Source Price BASE Adjust Method markup X Adjus
254. n each However a counterparty is only ever on a single price list at any one time Analytical reports Most financial reports summarise horizontal slices of the general ledger across vertical slices of time Jnrax uses groups of accounts to construct meaningful slices of the gen eral ledger which can be defined at the template for inheritance or individually by an organisation Such groups might be definitions of which accounts summarise to make up gross margin or trading profit In turn these can be specified for several time frames within a given report The results of the report are exported to spreadsheet for presentation and reworking The layout of the accounts can be simplified in the knowl edge that all analytical reports can be broken down by location address geography price list and counterparties Proper sorts Most systems do not do a good job of sorting stock items by item reference or stock number The sort is usually a crude alphabetical sort and occasionally a slightly better alpha numeric sort Invariably the parts are not listed in the order in which you would sort for say a parts catalogue Locations Inrax supports organisations with more than one location Stock is held by location and analytical reports can be run by location A location can be treated as its own profit centre OLAP report Inrax provides a report which allows a measure of online analytical processing OLAP of sales of stock it
255. n notes on the Organisation mpGoToWebPageld Yes The id of the webPage which you would like the user to go to on success See Web Site URLs Explained on page 237 for information that will allow you to determine the correct number for the target web page mpGoToErrorWebPageld Yes The id of the webPage which you would like the user to go to on failure mpOrganisationGroup Optional A field prefix that is used to denote the value attached to prefix toa the field is a name of a OrganisationGroup It can be name hidden e g lt input type hidden name mpOrganisationGroupWholesale value BC Wholesale gt in which case all organisations created by the form will be put into this group OR it can be attached to a checkBox or option eg lt input type checkbox name mpOrganisationGroupCatLovers value Cat Lovers gt Do You Love Cats If the checkbox is not ticked no value will be submitted if it is ticked then value representing the CustomerGroup is submitted Can have multiple fields e g mpOrganisationGroup1 mpOrganisationGroup2 etc mpPriceList Optional Similar to mpOrganisationGroup it is a prefix used to prefix denote the PriceList which is to be attached to the user lt input type hidden name mpPriceList1 value Wholesale price list gt Can have multiple fields eg mpPriceList1 mpPriceList2 etc mpAutoLogin Hidden If value yes Requires mpEmail and mpPassword to be present If validated then the user will
256. n overall description of the transac tion such as Pay Inland Revenue for date and is the descrip tion which appears in the General Transaction browse list Select the account that you want to debit or credit from the list If you operate multi location accounting you may apply the debit credits at locations of your choice This affects reports that have location filters This description applies to the line you are working on such as National Insurance Contribution for date It appears in the appropriate place in reports Click the appropriate radio button Click this button to start a new line in the transaction Every transaction will have two or more lines which build up in a list below Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 84 Delete Item This button deletes the selected row from the list of items Save Save the transaction and close If you want to check the effect of a general transaction run a General Ledger Report as explained below see Run Standard Reports on page 128 It will be quicker if you run it just for the report period Today General transactions can later be viewed or copied from the list in the General Transactions Browse window Bank Reconciliation You should carry out a bank reconciliation bank rec for short when your bank state ment arrives in order to align your nrax accounts with the bank s and to check that everything has g
257. n page 248 Stock Items may also be exported from Inrax in this same XML format allowing you to carry out round trip export import operations See Exporting Stock Items on page 115 Import Export File Format XML files are simply plain text files such as you might create in Notepad on Win dows for example that have been given a structured layout Example files are availa ble online within our Documentation section All import files must be XML text in the following general format lt dataTypes gt lt dataType gt lt fieldName1 gt 5 lt fieldName1 gt lt fieldName2 gt Long and wide dongle lt fieldName2 gt lt dataType gt lt dataType gt lt fieldName1 gt 29 lt fieldName1 gt lt fieldName2 gt Short and thin dongle lt fieldName2 gt lt dataType gt lt dataTypes gt The word dataType is replaced by the type of data you are importing as shown in each of the following sections of this appendix For example when importing stock items the file must start with lt stockItems gt and end with lt stockItems gt Each record to be loaded in is itself started with the singular name of the data type for example lt stockItem gt and finished with lt stockItem gt Within each record the field values are delimited by the field names for example lt name gt Fred lt name gt The value itself may be just text an integer or a real number hav ing decimal places There should not be any additional spaces eit
258. nTD myAccountLink display none Update Account Information Once logged in and viewing this page the user can update their account information name address telephone and mailing list option Make A Payment This allows a logged in user to make an online on account payment to the web site owner for any ad hoc amount of their choice This link will only be available if the web site has been correctly configured to accept credit card payments Customised Page Access It is possible to restrict access to parts of your Inrax web site according to customer log in on the web site Every web page has an Access setting within the Inrax Web Page editor where you can choose to set access according to a Customer Group Only customers within the chosen Customer Group will see the restricted page and will have to log in to do so using the My Account link in the menu column of the web site The My Account web page contains links for accessing the restricted web pages fol lowing successful login Customised Pricing If you wish to allow selected customers to have favourable pricing terms within your web shop perhaps your larger customers or your employees the My Account facility is how you achieve it Simply assign the customer Organisation to the appropriate Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 195 price list within Inrax see Price Lists on page 117 Any customer that has logged in to the web site will see stock
259. nally from their bank branch They account for it with a General Transaction Debit Cash Cash in hand with 100 Credit Leamins Current Account with 100 Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 97 Paying or Recovering Value Added Tax As PaperMec sell and buy the VAT is recorded automatically in the VAT creditor account for output tax which they owe HM Revenue amp Customs and the VAT debtor account for input tax which they will reclaim Those figures appear in the VAT Report which can be produced at any time to see the situation At the end of a VAT period the report is a ready made VAT Return When paying VAT due at the end of a period PaperMec produce the VAT report and use it to enter a three line General Transaction They leave the VAT Code set to the default zero Debit VAT creditor with the output tax due Box 3 of report Credit VAT debtor with the input tax to reclaim Box 4 Credit VAT due to from HMRC with the amount due Box 5 When three weeks later the time comes to send the cheque they do a further general transaction Debit VAT due to from HMRC with the amount of the cheque they send to HM Rev enue amp Customs Credit Leamins Current Account with the same amount If it is a net reclaim they need to park the debt due from HM Revenue amp Customs in the same way until their cheque arrives So they would debit VAT due to from HM
260. nciliation applies e From Leamins Bank For cheques the company writes operates on the bank current account e Web sales For receiving payments by Worldpay If staff are careful to use the correct payment mode during Payment Received and Pay ment Made transactions bank reconciliation will be straightforward Cashing up the till For all unnamed cash customers the person cashing up the till does two Payment Re ceived transactions the first for card payment using the printout from the card terminal as a guide and the other for currency and cheques She ticks off all entries for today for the counterparty Cash using payment mode Received by Card for the first transac tion and Settlement for the second To identify named customers who have been invoiced and paid today whether credit or cash accounts staff must have kept a note of who they were So they keep copy invoic Version 6 8 19th Jun 2014 Appendix D Operating Practices 278 es in a separate tray The person cashing up does a Payment Received transaction for each counterparty taking care to select the appropriate payment mode Finally staff need to have kept a record of payments received into the till in settlement of invoices raised before today Using that record the person cashing up does Payment Received transactions for each counterparty again observing the correct payment mode At the end of this process she can produce reports of the genera
261. nd imported back into Inrax Set Status This option allows you to quickly change the status of one or more stock items without having to edit each of them See Sta tus on page 102 Finding a Stock Item At the top centre of the Stock Item Browse window there is an arrow symbol the flip filter button which allows you to toggle between two methods for finding a Stock Item e When set to Stock Group pick a Group and click Fetch to see all the Stock Items in that Group which also match the selected Status e When set to Filter String type a string of characters and press ENTER or Fetch Any Stock Item Reference or Description where that string appears and which also matches the selected Status will be displayed Correct case does matter Following a Fetch the fetch criteria are displayed within the title bar of the browse window along with the number of rows returned and the total number of units in stock for these rows at the selected location The Find Panel available in all browse windows is an alternative method but only searches the stock items you have already loaded within the browse window Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 115 Stock Item Status Stock Items can be marked as follows at either the Stock Group or Stock Item levels INHERIT Pick up the status from parent stock group CURRENT Current available stock the default status UNAVAILABLE Use to indicate that stock is n
262. nd attaches it to an email addressed to your customer or supplier This works independently of notification Pops up a sub menu of transaction types that may be linked to the transaction in question So for example you can navigate to the Goods Out transaction linked to a Sales Order The net and gross totals of a set of transactions can be quickly determined by selecting the transactions and viewing the total within the title bar Any transactions in a CAN CELLED state are not included in the totals Version 6 8 19th Jun 2014 SECTION 3 Chapter 1 Working with Inrax 38 Other particular commands are mentioned in their own chapters according to transac tion type e Alternatively view the window associated with a row in a browse list by double clicking the row e Click New or choose from the Action menu or press ALT n to open a new win dow Keyboard Shortcuts Many keyboard shortcuts are available from the Home Window as are shown next to the menu options For example within the Transact menu you can see that a Purchase Order has the shortcut of CTRL p CMD p for Mac users With this type of shortcut it is not necessary to open the menu or click the correct folder containing the button you want provided the Home Window is active Browse windows similarly have their own shortcuts within the Action and Selected menus A different shortcut method applies to any button or menu item that has a letter under lined Pressing AL
263. nd products by free text search giving the same product matches as an Inrax web site in site search Custom Field Pick up to three Custom Fields to match on for products in this 1 3 web page This can be in addition to or instead of entering a Search string described above The stock item custom field must match on all Custom Fields defined here To the right of any selected Custom Field enter one or more values to match on separated by The stock item custom field value must match on any of the values provided case sensi tive Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 209 Delivery and Handling Charges Inrax arms you with a range of mechanisms for defining delivery and handling charges on orders from very simple to highly sophisticated Delivery Method A Delivery Method defines one way that an order may be delivered having its own pricing policy At least one Delivery Method should always be defined if you have a web shop even if you call it Free Delivery with a fixed price of 0 00 Create view and edit your Delivery Methods from the Delivery Method button nor mally located in the Web Site tab of the main window Delivery Method For Sales For Purchases Name Next day delivery Web Site WW Delivery Zone UNSPECIFIED v Delivery Zone Charge Fixed Amount 4 75 Charge by Order Value Bands O Charge by Order Delivery Weighting Bands Don t all
264. nd targetted at either the full version of the web site or only the mobile version or both Advanced Web Site Topics Using HTML in your Site All web sites are built from HTML code Inrax generates HTML for display within web browsers to support display of pages links product listings checkout and so on However there are parts of your web site that you must provide in HTML yourself For example the site banner section displayed at the top of every page on your site must be supplied HTML can be generated using a design tool such as DreamWeaver or you may wish to commission some design work from a web design company If you use a design application to generate the HTML you should ensure it generates partial web pages only for uploading If the design application outputs full web pages you will need to remove all content up to and including the first lt BODY gt tag and also remove the closing lt BODY gt and lt HTML gt tags prior to uploading The topic of understanding and authoring HTML is beyond the scope of this manual A useful reference is Web Design In A Nutshell published by O Reilly You may want to obtain the services of third party expertise to assist with creating any HTML needed such as your site banner Preview your HTML You can use the Preview buttons provided to see how your HTML might look This will incorporate styles defined in your cascading style sheet if you have provided one The preview facility is
265. ng purchase order on the client is used as a template for adding additional non stock items as a prediction of what you may want to add to the PO saving you time Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 56 Derive Payment If you have received advance payment for an order that has not Received yet been dispatched use this option to create an on account payment transaction to match the order The order will be given a P flag in the Flags column to indicate advance payment More than one payment can be linked to a single order Note that for web orders that are paid for the advance payment will already have been created automatically in most circum stances Derive Drop Similar to Derive Purchase Order above but adds elements Ship Purchase suitable for drop ship ordering Order Accounting date defaults to today or if you have already derived other drop ship PO s in the same session to the last used date to speed up entering batches of drop ship supplier inoices having a common date SO number added to the PO description Customer address and telephone added as a Note to the PO where available the delivery name amp telephone will be used The SO Note also included on the PO Quantities of stock copied directly from the PO not calculated according to current stock levels Report on For producing a picking list for selected sales orders see see Outstanding Running the Stock Report on
266. nge to the cost at valuation As an example consider a Stock Item which is a can of a certain type of adhesive You buy one for 9 Later you buy another but it has now gone up to 10 Finally you pur chase two more now at 11 per can Regardless of cost model you now have 4 cans on hand and cost value is 9 10 11 11 41 Each can s cost at valuation is therefore 41 4 10 25 If you now sell one can this is how the Stock Item would behave for each of the stock models e FIFO The cost of sale for the one can is 9 Remaining stock value is 10 11 11 32 so cost of each can at valuation is now 32 3 10 67 e LIFO Cost of sale 11 Value remaining is 9 10 11 30 One can at valuation then 10 e Average Cost Cost of sale 10 25 Cost each at valuation is unchanged at the aver age 10 25 Note that a can of adhesive s cost price is still whatever you type in the cost field of the Stock Item window see page 109 or whatever it updates to if set to update when you buy fresh supplies Its cost at valuation also shown in the Stock Item window is likely to be different When you produce a stock report it shows both current cost price and cost at valua tion You can set the cost model in a stock group and it will automatically apply to all stock items in the group unless you override the setting If you have been using one cost model and you then switch to another for the same stock results
267. ngs on page 143 then we advise that you accept the refer ence values you are given as they are designed to avoid clashes with those defined in the parent See notes on why you might pick a parent earlier in this section If you select a parent you are offered the option of copying the parent s field values which can save time Indicates that this organisation holds the default delivery details for the parent organisation See Default Delivery Organisa tions on page 164 Pick from one of the options provided and observe how the name will look to the right of the drop down list You are free to enter any text in here if none of the options suit The salutation is the text you would expect to appear in a letter after the word Dear This toggle is only available if you have selected a Parent It allows you to reuse the parents address rather than define a new one Analytical Reports can be filtered by county so it is best to fill this field in taking care to standardise spelling To include major cities in the report filter put them in the county field as well Enter the organisation individual s contact email This will be used when you email them from within Inrax including transac tion notifications This email address is also shown on transac tion paperwork below their address If a counterparty has more than one email address that you want to use when you send paperwork to them enter additional email addresses
268. ning a logo image to appear on the payments page Refer to PayPal documenta tion to discover the available options Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 225 Google Checkout Google Checkout gives your customers a way to submit their name address delivery address and card payment details to a single google account This account can then be used to provide a smooth fast checkout at many different web sites without having to re enter this information each time It also has the advantage of increased security as card details are only provided once Inrax integrates with Google Checkout with orders and customer details being created within Inrax automatically The success or otherwise of the customer payment is indi cated within Inrax As usual there is some configuration that must be carried out Please refer to the Google online documentation and follow the guidelines below for those aspects of configuration that relate to Inrax BE AWARE The Google Checkout payment method does not support use of VAT codes assigned to Delivery Methods for example for web sales to outside the EU see VAT Code on page 210 or the VAT option on checkout see VAT option on checkout on page 180 Google Sandbox Test Configuration e Create a test sandbox Google Checkout seller merchant account by following instructions at https sandbox google com checkout main you need to click on the Information for Sellers
269. nly be visible to users that have logged in to your web site and who belong to this Cus tomer Group Descendant web pages will inherit the same set ting unless they have a specific setting entered themselves See My Account Page on page 194 Determines whether stock item references are displayed in addition to the stock item description Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 189 Page Image Big Image Vertical Layout Page content text html Article Main Article Cat Right Art Cat Select an upload file that contains an image if you require an image to be displayed to the left of the page content text html or below if Vertical Layout is selected Alternatively pick a file containing HTML for that to be dis played in place of the image You could for example include Flash animation in this way A larger version of the Page Image If present the Page Image is made clickable when displayed allowing that image to be enlarged It is possible to use exactly the same image file for the Page Image and big image if you wish by contstraining the view of the Page image using size restrictions in the browser such as CSS width or max width settings It is also possible to use JavaScript to provide more sophisticated zooming for instance using the jQZoom JavaScript library please contact your Inrax vendor for further details if you require support with this Inrax provides a drop in
270. not guaranteed to interpret all HTML in the same way as your browser For example the preview window fails to interpret styles defined using the class attribute within a span tag Always check the appearance in a browser when you view your web site to be sure Using Upload Files within your Web Site Upload Files are files that you transfer onto the Inrax server organised within Upload Folders see File Uploads on page 46 For the purposes of building your web site you will use Upload Files to define images and other resources needed on your web site Not all Upload Files will be available for use on your web site Only those files con tained in Upload Folders that have the Publish Folder Contents To Web check box ticked will be available see Creating a New Upload Folder on page 47 Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 234 Incorporating Images and File Downloads within your HTML Any file also called a resource uploaded into an Inrax web enabled folder can be referenced from within your web site including image files to display and files such as PDF documents made available for download Your HTML may include images using the standard HTML img tag The src attribute must be set to the full hierarchical path an Upload File that defines the image itself For example if you have an Upload Folder called WebSiteFiles containing another Upload Folder called Images which
271. nrax web shop where the customer is known to have completed payment for the order Also set when an advance payment is derived from an order using the Derive Payment Made Received option Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 41 N Indicates that the counterparty of the transaction has been notified notification may be by email or by printing for post or fax see Notification on page 44 This flag is set automatically when notifi cation happens O Automatically set on SO transactions to indicate that one or more drop ship PO transaction is linked to the SO See Derive Drop Ship Purchase Order on page 56 S Set automatically on SO transactions when the supplier has been emailed for drop shippers who pass SO transactions on to suppli ers H On Hold flag set unset manually An On Hold SO PO will not appear on the web dispatch page used by your warehouse drop ship supplier It can be set on other transaction types though is only acted on by Inrax when set on an order transaction A Transaction has been marked authorised The interpretation of what this actually means will vary according to need you might for example wish to vet each order for credit risk This may be used in The Web Based Order Dispatch Interface on page 227 X Custom flag that must be set unset manually Use it for whatever you want it to mean Many of the above flags can be set or cleared manually for
272. ns 264 Embedded Item XML Field Definitions 266 Transaction XML Import Example 266 Web Page Import 2 42 6 ves that oat ets whee be 268 Web Page XML Field Definitions 268 Web Page XML Import Example 272 Price List Fixed Prices Import 273 Price List Fixed Prices XML Field Definitions 273 Price List Fixed Prices XML Import Example 273 Appendix C Transferring Accounts to Inrax How to Transfer from your old accounting system into Inrax274 Appendix D Operating Practices Cash Payments Payment Modes and Banking Policy 277 Index Version 6 8 19th Jun 2014 SECTION 1 Overview 13 SECTION 1 OVERVIEW Overview of the current release of nrax Introduction Inrax is an online business system targeted at the small to medium sized organisation and encompassing the following applications e accounting e stock management e ecommerce web store e web content management Each of these components of Jnrax may be used individually or in combination An Inrax web store is linked in real time to the stock system and to integrated back office accounts Content management allows for update of web site content by non technical users whether in combination with ecommerce or in a more basic news based web site Inrax is built around a powerful application server architecture This means that all of the organisations accounting stock and other data is held in server computers at a single location Depend
273. ns within the chosen period for the selected accounts and optionally restricted to a chosen type of transaction You have the option to produce a compressed report which combines nets together all lines that reference the same account within a particular transaction You also have the option to not include transactions that have a state of CANCELLED or CANCELLATION Covering VAT returns and VAT detail see page 130 Although there is no Sales Ledger in the conventional sense it is often convenient to extract sales information from the Gen eral Ledger Select one counterparty customer a Customer Group or ALL Restrict date range if required Use the radio buttons to Include Settled Transactions or Overdue Transactions Only or neither Sales values appear as positive numbers unlike the General Ledger You can see when payment is due Paid transactions are marked with a Y and part paid ones with a P Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 129 Purchase Use this option to produce a report listing suppliers and their Ledger current status Remarks apply as in Sales Ledger above Purchase values appear as positive numbers Aged Debtors Provides a breakdown of debt by customer showing current debt up to 30 days from invoice date 1 Month debt 31 to 60 days 2 Months 61 to 90 days and 3 Months over 90 days and Oldest unpaid invoice in days The amounts shown take into
274. nstituent Inrax organisation has a different base currency to that of the par ent organisation running the report all values from that organisation are converted using spot rates defined within the Currency Rates editor The spot rate defines how many of that currency you would get for 1 of the base cur rency So for example if your base currency is GBP and you can currently buy 1 54 USD for a pound the rate to enter for USD is 1 54 The rate can have up to 6 decimal places Currency Rates usp Dollars Currency Spot Rate USD Dollars EUR Euro Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 175 SECTION 5 BUILDING A WEB SITE amp SHOP You can build your own web site or multiple web sites Each web site can include a web shop with a subset of your products selected from the Inrax stock system Inrax supports both desktop and mobile user interfaces to the same web site Inrax web sites can be built with minimal knowledge of web site design simply by fol lowing the instructions here The product listings product and general site search shopping basket and checkout process are automatically built in to your site You may choose to allow visitors to subscribe to a mailing list Products are grouped in a way you define and are fully searchable You will however need to supply some web page source for example to define your site banner and additional pages that describe your terms and condit
275. nt Z amount Y real Mandatory for a General Transaction For a Sales Order omit this field if setting the stockItem mandatory only if no stockItem is supplied Amount before VAT description Y 255 text Item level description stockItem Y Reference of a stock item existing in Inrax Mandatory if no account field supplied n a for General Transaction price Y real Mandatory if stockItem field is set Price of a single unit for sales or item for purchases n a for General Transaction quantity Y int Mandatory if stockItem field is set n a for General Transaction vatCode Code of a Vat Code Only include this if you wish to override the default VAT code for this transaction n a for General Transaction vatAmount Y real n a for GT type transaction location Y Applies to GT type transactions only manda dory for GT Transaction XML Import Example This is also available as an online file at www meierpollard co uk under the Documen tation link The second SO transaction in this import file shows an example of an item that has an account and an amount not relating to a stock item lt transactions gt lt transaction gt lt type gt SO lt type gt lt accountingDate gt 14 03 2004 lt accountingDate gt lt description gt Golf equipment ordered via XYZ Web Shop lt description gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats 267
276. nt set as a default See the Settings Defaults tab within the Organisation editor to set the default Purchase Account Direct To The Direct To option is available within the Selected menu of the Purchase Order Goods In and Purchase Invoice browse windows It is used to progress one or more transactions through to a later stage without opening those transactions within edit windows The functionality is equivalent to that available for sales transactions hence please see Direct To on page 67 for further details Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 82 Chapter 5 General Accounting Overview Refer back to page 14 for an overview of accounting Conceptually nrax uses just one all embracing General Ledger containing many accounts The term General Ledger used in nrax is sometimes known elsewhere as Nominal Ledger All transactions consist of balancing debits and credits to those accounts so that the General Ledger always sums to zero Sales arrive in sales accounts as credits and purchases are deb ited to stock or cost of sales or expenses accounts depending on what they are Accounting for sales and purchases is automatic in nrax right through to receiving and making payment But you have to make other transfers of value from one account to another yourself and the nrax terminology for this is a General Transaction It is the same as what is sometimes called a nominal tr
277. nt to the base Web Page that you previously created Enter a Name of INFORMATION and Save Create two more Web Page objects called About Us and Terms amp Conditions In each of these enter a few appropriate words or some HTML within the Overview text html field Refresh your web site within the browser You should now see a sub title in the menu column on the left side called INFORMATION with the two links below When clicked on these menu links take you to the appropriate information Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 193 If you prefer the top level links to appear without a sub title you should create a Web Page child of the base Web Page and not add any children to it Inrax will recognise that it contains no children and just display it as a link To illustrate this create a new Web Page called PRODUCTS under you base Web Page and refresh the browser Now add a Web Page as a child of PRODUCTS and refresh again PRODUCTS now changes to a sub title with your new link added beneath Opening Web Pages in a Browser Click on a Web Page in the Web Page browse window and then select Open web page in browser from the Selected menu or right click the row The page is then loaded into your default browser Linking Web Pages Sharing Content If you need to display the same web pages in more than one place within your web site or on more than one web site you can easily create p
278. nt will be used on full and mobile sites as specified in the head etHTML field Version 6 8 19th Jun 2014 Appendix B Import Data Formats 212 Web Page XML Import Example This is also available as an online file at www meierpollard co uk under the Documen tation link lt webPages gt lt webPage gt lt name gt Diaries lt name gt lt parentWebPage gt Shop lt parentWebPage gt lt showStockLevels gt A lt showStockLevels gt lt isLive gt Y lt isLive gt lt showImages gt Y lt showImages gt lt overview gt We stock a huge range of diaries lt overview gt lt includeStockGroup gt Diaries lt includeStockGroup gt lt excludeStockItem gt PageA DayDiaryRed lt excludeStockItem gt lt excludeStockItem gt PageA DayDiaryBlack lt excludeStockItem gt lt webPage gt lt webPage gt lt name gt PageADay Diary lt name gt lt parentWebPage gt Shop Diaries lt parentWebPage gt lt type gt F lt type gt lt isLive gt Y lt isLive gt lt showImages gt Y lt showImages gt lt listingImageUF gt webFolder images PageA DaySmall gif lt listingImageUF gt lt listingNarrative gt Diary with a page for every day lt listingNarrative gt lt overviewImageUF gt webFolder images PageA DayLarge gif lt overviewImageUF gt lt overview gt Diary with a page for every day in a variety of colours lt overview gt lt includeStockItem gt PageA DayRed lt includeStockItem gt lt includeStockItem gt PageA DayBlack l
279. nterparty organisations for example Your data is imported from XML format text files If you have not come across XML before don t despair it is a simple means of defin ing data in a structured way Appendix B XML Import Export Data Formats on page 246 defines exactly how the import data should look for each of the supported import data types and includes examples of file contents Tools are available for converting data from delimited flat files e g comma or tab delimited to XML for example XMLSpy Professional Edition from Altova The Import Data button is found by default within the Activity folder When selected you are presented with the import window which has an area onto which you can drag and drop your XML import file There is no need to define which type of data you intend to import as that information is contained in the XML file itself Once you have provided the import file the details of the file are shown in the import window text area and you can Start the import Bear in mind that a large number of Version 6 8 19th Jun 2014 SECTION 2 Getting Started 32 records may take some time to complete and this is particularly dependent on your connection speed As an example 10 000 stock items may take around an hour on a 512Kbit 128Kbit upstream downstream speeds connection The import progress is displayed as a running commentary in the text output area If a record fails to import for some reason detai
280. nts paid into the payment account as selected in the Payment Mode editor by location Select a payment mode and save The State of the invoices fully paid will change to CLOSED Any that are left part paid will have a PART state If a payment does not correspond to any invoices or part of one or more invoice place the payment on account by clicking the On Account button and entering the amount The resulting transaction will have an UNALLOC status and will remain on the customer s account until cleared as part of another payment transaction See also Cash Payments Payment Modes and Banking Policy on page 277 for prac tical examples Automatic Creation of Payment Transactions Where payment is known to have been received by the time the invoice is saved it makes sense for the payment to be created automatically at that time without your intervention Payment Received transactions are saved automatically when the Sales Invoice is saved by configuring the Payment Terms used in the invoice as described in Payment Terms on page 173 Automatic Linking of Advance Payment Transactions Advance on account Payment transactions are created for orders received via an Inrax web shop They may also be created manually from an Order transaction using the Derive Payment option Where an advance payment exists the Order transaction displays the P flag For such transactions when all Goods and Invoice transactions have been crea
281. ny weighting value Blank inherit forceDeliveryMethod Y Name of a Delivery Method existing in Inrax Blank inherit handlingCharge Y Name of a HandlingCharge existing in Inrax Blank inherit The top level root stock group should already exist within Inrax before running an import of other stock groups If it doesn t yet exist then create it using the Stock Group editor Stock Group XML Import Example This is also available as an online file at www meierpollard co uk under the Documen tation link lt stockGroups gt lt stockGroup gt lt name gt Books lt name gt lt description gt lt description gt lt parentStockGroup gt Stock lt parentStockGroup gt lt status gt lt status gt lt stockType gt I lt stockType gt lt canGoNegative gt N lt canGoNegative gt lt vatCode gt EX lt vatCode gt lt costModel gt FF lt costModel gt lt costPriceCalcMethod gt OL lt costPriceCalcMethod gt lt salesAccount gt Balance Retained earnings Sales lt salesAccount gt lt costOfSales Account gt lt costOfS alesAccount gt lt usualSupplier gt lt usualS upplier gt lt stockGroup gt lt stockGroup gt lt name gt Dongles lt name gt lt parentStockGroup gt Stock lt parentStockGroup gt lt stockGroup gt lt stockGroup gt lt name gt Carpet Fitting Services lt name gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats lt description gt lt description gt lt parentStockGroup g
282. o NONE Visible for FINANCIAL and TABLE row types only Defaults to NONE but can be set to SINGLE DOUBLE underline for financial values displayed in the row For TABLE values all non blank right aligned fields are underlined When entering row details the values apply to the row that is selected in the list Use these buttons to add a new row or delete the selected row or many selected rows New rows are added after the currently selected row and duplicate values from the previously selected row to make life easier when you are creat ing many rows with similar content formatting Use the up and down shuffle arrow buttons to change the row order the shuffle applies to the currently selected row or block of rows in the list All changes or edits you have made to a report must be con firmed using the Save or Apply button If you Cancel changes or simply fail to Save Apply then all edits since the last Save Apply will be discarded Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 137 TABLE Row Types Use the TABLE row type to enter data in aligned rows useful for embedding arbitrary tables within the report or for laying out a table of contents for example Data is entered within up to 10 columns any of which can be left blank and text may spill out over more than one column When you select TABLE as the Row Type the Field Values are entered as a single free text entry and you must enter characters
283. oca tion specified in the location field and will be ignored if that is not set webListingImageUF Y Product listing image displayed in web shop Specify the full path name of an Upload File that already exists within Inrax Version 6 8 19th Jun 2014 Appendix B Import Data Formats Field Name Mandatory Max Length Type 255 Values lt I Allows Blank webListingTextOrHTML Text or HTML describing a product within a list of products displayed in a web shop If import ing HTML ensure special characters such as lt and gt are first replaced as described here Avoid Reserved Characters in your XML on page 247 webMorelInfo Vertical Y N webMorelnfoImageUF Y Product more info page image displayed in web shop Specify the full path name of an Upload File that already exists within Inrax webMorelInfoTitle 255 text Text displayed on the More Info page of an Inrax web site displaying this stock item webMorelInfoTextOrHTML Y delivery Weighting Y forceDeliveryMethod Y handlingCharge Y recurring Y Import of Custom Stock Fields In addition to the fields defined above you can import your own custom stock fields The field names must first have been defined within an appropriate stock group see Stock Group Custom Tab for Custom Stock Fields on page 105 Any spaces in field names must be removed for the import field nam
284. of this transaction will be placed when the Service Period start date is reached Note that this assignment is only carried out when either a the Sales Invoice stage of a transaction has been saved or b a Sales Order is generated directly from an Inrax web shop Furthermore the assignment will be made when an invoice is saved only if today s date is within the service period Other wise the assignment will be made by Inrax when the start date is reached Note that at the same time as a customer is placed into a selected Period Group they are also removed from the selected Expiry Group if one was picked Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 66 Expiry Group Optionally select the Customer Group into which the customer of this transaction will be placed when the Service Period expiry date is reached Note that at the same time as a customer is placed into a selected Expiry Group they are also removed from the selected Period Group if one was picked Expiry If you do not wish to be informed when this Service Period is Notification due to expire leave the Send Email button unticked Otherwise tick Send Email and enter the number of days notice you need An email will be sent to you NOT to the customer telling you that the Service Period is due to expire in X days time Service Period Extensions Inrax helps you to manage extensions to existing Service Periods for example a cus tomer with a cur
285. of your web pages on all devices unless you enable the mobile view of your web site from the Mobile tab of the Web Site editor RC Web Site GOH id 43 Mobile Site Banner UNDEFINED Mobile Style Sheet UNDEFINED User Agent Regex iPhonel iPod Android MobileBlackBerry Palm indows Phone Save Apply Cancel Mobile Web Site Your web pages will only display in a mobile optimised way if Enabled this toggle is selected Mobile Site Displays at the top of every page on your mobile site replacing Banner the full site banner that you defined in the Definition tab Mobile Style CSS style sheet for the mobile site contact your Inrax vendor to Sheet request a default mobile style sheet as a starting point User Agent Regular expression used to match against the User Agent http Regex request header values to decide when to display the mobile ver sion of the web site This is an advanced setting leave with the default value if in doubt Mobile Page Content Where you have provided text html content for a particular web page you can option allly provide alternative content targetted at just the mobile version of the page This is done in the Mobile tab of the Web Page editor Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 232 RC Web Page Ladies Classic Fleece Lined Leather Glove id MIBR Definition amp Content Product Settings Page Head Filters Mobile Mobile head h
286. ol lowing structure lt a href WebSite Docs UserManual pdf gt Download User Manual lt a gt The above will create a download link for the file UserManual pdf that is located within the web enabled Inrax Upload Folder WebSite Docs Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 235 The Full or Relative URL of an Upload File that is contained within an Upload Folder that has been published to the web can be obtained from the Upload File browse win dow using the Selected menu or right click an Upload File row and picking the rele vant option HTML Forms in Inrax Web Sites Inrax provides support for embedding forms within your web site You might use a form to allow the customer to enter an enquiry Amongst other powerful and flexible features detailed below Inrax web forms support the automatic recording of visitor details within an Organisation record capturing their name address enquiry and other details of your choice The visitor may enter text pick from option menus and tick boxes on the web site using standard browser input methods The following HTML defines a simple form that you could place within an Inrax web page lt form method post id testForm action wa genericFormOrganisation gt lt input type hidden value 57 name site gt lt input type hidden value 1776 name mpGoToWebPageld gt lt BR gt Your email address lt input name mpEmail type text gt lt input ty
287. on buttons within the Home Window and other buttons may be labelled in italics meaning the user can only view data Set up Users more detail on page 151 Click User then New and create a user with the login name administrator Observe correct case with the password which must again contain at least 8 characters Note the password which you will need in a minute Allocate the Access Group administrator and save Now or later create your other users Authenticate Client Computers You can specify now which computers are allowed to access the network provided you know their physical addresses To activate it however may require a change of setting in Access Rules so the procedure is best left until the second stage of setting up see later in this chapter The button remains available for future use by the security user or administrator Log Out Security User Click Exit on the Home Window Second Stage Procedure Log In Administrator User Log in with the user name of a user that has access to all or most of Inrax such as the user you selected when you obtained Inrax from the web Or this may be a user that was created by the security user earlier Note that the user security does not itself qualify as an administrator as the security user has limited access to Inrax and this can not be changed All other users can have any degree of access configured Version 6 8 19th Jun 2014 ADMIN
288. one dispatch organisation Each emailed Packing Note contains only the stock applicable to one Dispatch Organisa tion No prices are shown on the emailed Packing Notes Unlike the Web Dispatch Interface no account is taken of what has already been dispatched the packing notes reflect the full origi nal quantities in the order Closes the order even if it is not complete showing you at the same time which stock items are outstanding This might arise if part of the order has been satisfied and the remainder is no longer needed status changes to CLOSED or if the entire order is cancelled status shows CANCELLED Shows you the stock items in the order which have not yet passed the Goods Out stage Applicable to sales related transactions for quickly progressing transaction workflow see Direct To on page 67 Moves you directly to the next stage with all details automati cally transferred forward Used to create a single Sales Invoice derived from all parts of this order that have been dispatched i e items that are in OPEN Goods Out GO transactions This is useful if an order was shipped in more than one GO transaction but you wish to cre ate just one Sales Invoice as opposed to one for each GO Useful if you want to restock Any stock items that are below minimum stock levels are transferred to a Purchase Order with quantities set to restore holdings to minimum or above There you can edit them The most recent existi
289. one or more selected trans actions using the Selected menu Set Clear Flags option of the transaction browse windows The O and P flags can not be set cleared as they indicate the presence of linked transactions managed by the system Export Transactions as XML The Action menu on Transaction Browse windows has an option to Export Transac tions XML format The output format is that defined for transaction import see Transaction XML Field Definitions on page 264 Date Restrictions To prevent transactions being entered in the wrong month quarter or year you can place date restrictions on the various types of transaction Open the window by click ing Date Restriction in the Settings folder Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 42 RC Transaction Date Restrictions Transaction Type Restricted Start Date End Date Purchase Order FY0910 1 v 01 12 2009 30 11 2010 Sales Order FY0910 1 v 01 12 2009 30 11 2010 Goods In FY0910 I v 0142 2009 30 11 2010 Goods Out FY0910 I 01 12 2009 30 11 2010 Goods Returned FY0910 1 v 01 12 2009 30 11 2010 Purchase Invoice Fy0910 1 v 0112 2009 30 11 2010 Sales Invoice FY0910 1 v 0112 2009 30 11 2010 Fy0910 1 v 0112 2009 30 11 2010 Purchase Credit Note Sales Credit Note FY0910 I v 01 12 2009 30 11 2010 Payment Made FY0910 1 v 01 12 2009 30 11 2010 Payment Received Fy0910 I v 0142 2009 30 11 2010 Gen
290. one through the bank as expected Open a new window by clicking Bank Reconciliation in the Activity folder You can resize the two halves of the bank rec window by clicking on and dragging the vertical bar that separates the Bank Account and Payment Account sections Bie Reconciliation Start 18 Nov 2003 End 30 Nov 2003 Location Cranbrook Statement Amount 4387 34 Forward Balance 8680 95 O Show entries after statement date Difference 4480 43 Balance 8867 77 Bank Account Leamins Bank No1 ac Cash v Payment Account ient ac Credit Chrds BAAHKS Refe Description Date Coun AmO S Refere Descri Date Counte Amount PM9 Pay Yellow Page 30 Jun Yell plc 105 75 0 PM10 Training 10 Nov 2 Glazing pl 2350 00 30 Jun John Pol Transter to no2 ac o dul 2 06 Sep G H Pal 06 Sep 100 00 C 29 38 O i 184 47 v Ps Unreconciled 147 00 Selected 186 82 Selected Reconciliation Automatically defaults to the date of the previous reconcilia Start tion but can be edited Reconciliation The date up to and including the last date covered by your bank End statement This defaults to the last day of the Start Date month Show entries Toggles between show and do not show Allows you to see after Statement rows for amounts with a date after then End of your bank rec Date Version 6 8 19th Jun 2014 SECTION 3
291. op e Find text within the browse list by typing within the Find field at the bottom of the window If more than one field meets the criterion you can search further by repeat edly pressing ENTER or using the arrow buttons When Match Case is ticked you must type in the correct case The bottom panel containing buttons and the Find con trols can be hidden using the Show Hide Buttons Panel option from the Action menu e Copy the current contents of all cells in the browse list using one of the Copy Table Contents options from the Edit menu This supports tab or comma separated copying To transfer a browse list contents into an Excel spreadsheet for example copy the con tents using tab separators and simply paste into an Excel worksheet e Select one or multiple rows with a single left mouse click or by clicking and hold ing down the mouse while dragging over a number of rows or clicking on the first row then SHIFT clicking on the last row in a range or CTRL clicking Cmd click for Mac individual rows to add to a selected set or CTRL A to select all or Select All Rows from the Edit menu e Right click CTRL click for Mac on one or more selected rows in the browse list to view the Selected menu Version 6 8 19th Jun 2014 SECTION 3 Chapter 1 Working with Inrax 36 RC Goods Out Browse Window Selected 1 Net 34 03 Gross 39 99 Edit Action Selected Dates ENTERDATES V Start 15 04 2010 End 2
292. or HTML Type in your article as plain text with a blank line for paragraph breaks You can drag and drop a file from your desktop onto this field and the contents will be automatically extracted from your file and pasted in this field This field may contain plain text or HTML Optionally pick an image you have uploaded as an Upload File Alternatively pick a file containing HTML for that to be dis played in place of the image You could for example include Flash animation in this way Choose where to place the image relative to the headline and listing text Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 199 Image Catchline Text to be displayed under the article image to annotate the image External Link If you want to refer your readers to an article within an external web site don t enter any Article Text do enter a Listing Intro duction and then enter the URL of the web page to link to here When the user clicks on the headline in the Article Category listing they will be taken to the web page Popup Determines whether the External Link article should be popped up in a new browser window or displayed in the current browser window Article Links If you want to see the same article in several different places either on the same web site or on more than one web site you can use links Article links work much like file shortcuts on a computer Rather than copy an article to several folders you can creat
293. orders Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 149 PR Paperwork Enter the name that should appear on Payment Received paper Name work PM Paperwork Enter the name that should appear on Payment Made paper Name work Other This image is displayed at the bottom of printed purchase trans Paperwork actions customer statements and letters However where a pur Footer chase transaction is associated with a web site and that web site has a Paperwork Footer defined the web site footer takes prece dence Email Show Determines whether emails generated from Inrax will include Name our company name in the sign off information that is automati cally generated at the bottom of the email Email Show Determines whether emails generated from Inrax will include Address our company address in the sign off information that is auto matically generated at the bottom of the email Email Show Determines whether emails generated from Inrax will include Phone Fax our company phone and fax numbers in the sign off informa tion that is automatically generated at the bottom of the email Email Show Determines whether emails generated from Inrax will include Email Web our company email and web address in the sign off information that is automatically generated at the bottom of the email Access Rules These rules are designed to control either more or less access than that afforded by allowing access to a single button compa
294. ot available to be sold at present Any unavailable stock con tained in an Inrax web site may NOT be pur chased and displays On Order Within Inrax you can still select unavailable stock for sales transactions but will receive a warning Unavailable stock is included in printed price lists Note that this status would not normally be used to manage unavailability due to lack of stock OBSOLETE Usually indicates that a stock item has reached end of line and may have been replaced by a different item Within Inrax you can still select obsolete stock for sales transactions but will receive a warning DEAD This stock can no longer be bought or sold Changes in Status can be reversed Obsolete stock remains part of your company s stock valuation If you run a stock report obsolete and dead stock are marked OB and DE respectively Viewing Transactions for a Stock Item Use the Show Transactions option of the Stock Item browse window Selected menu to display all transactions within which the selected Stock Item features Exporting Stock Items Stock Item data may be exported to an XML format file This is the same format used to import stock items see Stock Item Import on page 253 To create the export file select Export Stock Items XML format from the Action menu of the stock item browse window All stock currently loaded within the browse window is exported Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock M
295. otifications Default Notify Method EMAL Sales Order _ Sales Invoice Goods Returned _ Goods Out _ Sales Credit Note _ Payment Made _ Save Apply Close Date Format This is the format in which all dates will be displayed both within Inrax windows and on printed reports Dates may still be entered in a variety of formats see page 38 but will always change to the format shown here Base Currency The currency you wish to account in Currency This is the format in which all amounts will be displayed within Format Inrax windows Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 145 VAT Scheme Derived organisations can add edit delete inherited data Price Changes Allowed between Goods Out and Invoice Show RRP Discount in printed sales transactions Prompt to create SO when PO results in stock below min Prompt when SO GO results in negative stock Allow extensions to service periods Options include Standard and Cash Accounting The Standard scheme accounts for VAT at the time invoice transactions are entered The Cash Accounting scheme accounts for VAT at the time payment transactions are entered Please consult your accountant to determine the best option for your organisation If you decide to switch scheme at any time you must manually make adjustments to the figures in your first VAT return follow ing the switch This setting only applies if you are editing a TEMPLATE organ
296. ou should verify payments have arrived within your PayPal account itself and not rely on the Inrax payment flags Using PayPal is however totally secure for your customers their personal and card payment informa tion is fully protected Follow PayPal online instructions to create a PayPal Business Account It is the email address you provided for this account that must be set within the Payment Site Id field of the Inrax Web Site editor You do NOT currently need to enter a Card Pay Password field in Inrax as order details are not currently encrypted see paragraph above There is some minimal configuration to enter within your PayPal account accessed via the Profile page found under the My Account tab On that page go to Website Payment Preferences and set Auto Return On Return URL http www yourdomain com Payment Data Transfer Off Encrypted Website Off Payments PayPal Account On this ensures that your customers can pay Optional by credit debit card even if they don t have a PayPal account Contact Telephone Off Number PayPal Express No Checkout Settings Although Inrax doesn t support a TEST mode for use with PayPal you can make a real payment into your PayPal account and then refund the total amount including the fee following PayPal login go to History Details on the chosen transaction Refund Pay ment Submit There are various other PayPal configuration options you may wish to consider such as defi
297. our web site s The exportGoogleSiteMap generates an XML sitemap in the form accepted for submission to Google Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports Run Raw Report Report Command stockiterHistory DG1 Field Separator Tab Comma 142 Stock Item History for DG1 eport Date Time 13 Feb 04 12 13 LOCATION TRANSACTIONTYPE 04 Aug 2003 Cranbrook GO 41 03 Oct 2003 Cranbrook GO 42 03 Oct 2003 Cranbrook GO 44 07 Oct 2003 Cranbrook GO 45 ONov 2003 Cranbrook GO 46 0 Nov 2003 Cranbrook GO 47 1 Nov 2003 Cranbrook GO 48 1 Nov 2003 Cranbrook GO 51 01 May 2002 Home Gl 5 REFERENCE rharden rharden rharden jpollard rharden rharden rharden rharden rharden 3 May 2002 Home Gl GlazDelNote39 04 Jun 2002 Home Gl test 04 Jun 2002 Home Gl 14 C ha ANNI Lee ol 4c rharden rharden vhawdoan USER COUNTERPAR P S amp F M Meier HEL Double Glazing HEL Double Glazing HEL Double Glazing Joe s Windows Joe s Windows A amp E Bridgen Joe s Windows Glazing ple 35 0 rharden Glazing ple Glazing ple 35 0 Glazing ple 35 0 Clarisa sia 26 9 Mya a w Nan W W n N lt iit Backing Up It is important to maintain an audit trail on paper or by exporting to computer archive medium such as CD or both There is a sample list of reports in the case study on page 99 Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 143 SECTION 4 CONFIGURI
298. ow orders exceeding the highest band Use highest band price for orders exceeding highest band Excess charged at 0 00 per 0 excess Band Max 0 Price User Can Select Within Shopping Basket C Ada Handling Charges to Orders Stock Item to book to Carriage NXT_ww Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site For Sales For Purchases Name Web Site Delivery Zone VAT Code Charge Fixed Amount Charge By Order Value Bands Charge By Order Delivery Weighting Bands User Can Select Within Shopping Basket Add Handling Charges to Orders Stock Item To Book To 210 For web site delivery methods select For Sales See also Pur chase Delivery Methods on page 215 This is displayed on the Shopping Basket page of the web site as a delivery option Each of your web sites can have a different set of Delivery Methods See Delivery Zones on page 213 Normally leave as UNSPECIFIED which ensures that the VAT code applicable to each stock item will be used In some cir cumstances such as with sales from within the EU to a cus tomer outside the EU you may require a different VAT code to be used for the whole order such as an Export VAT code with a zero VAT rate In this case you would also want to associate the delivery method with an appropriate Delivery Zone When selected this delivery method has a single fixed charge regardless of the order size The amount
299. ox Columns Select the number of columns of buttons you want in the folder Transfer From When a folder is selected here its contents are displayed in the To Folder right hand box Populate a new folder from an existing one by transferring to the left with the lt lt arrow button Or move the contents either way when editing Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 151 Shuffle The two arrow buttons allow highlighted names to be moved up or down the list in the left hand box which determines the order of buttons in a folder Access Group The purpose of Access Groups is to impose security by regulating access by users to the various nrax functions Each User is assigned to an Access Group which confers on them specified permissions to use or view the functions This is done by offering against every function two or three of the following permission options NONE VIEW or FULL The selected permissions take effect via the buttons in the home window NONE means that a particular button is not visible or available to that Access Group VIEW allows the users in the Access Group to see the button inscribed in italics and to view data but not use the button s function FULL gives full permission to use the function If some access groups for example book keeper or report user come defined with the template you cannot edit them in other words you cannot change the predefined permissions But you can dec
300. p use the arrow button to transfer accounts from right to left until you have moved all the accounts which constitute the group Then save Or edit similarly in either direction When an account is moved from right to left any of its descendant accounts are removed from the right hand list so that they cannot subsequently be picked Also any descendant accounts already in the left list are removed because they will have been subsumed Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 157 Selectable Accounts There are several situations where a user has to select an account from a drop down list in the ordinary course of work To ensure that a completely inappropriate account is not selected and to speed up the selection a limited list of accounts is offered That is achieved by allocating a relevant account group to that particular function To set up selectable accounts click the button in the Settings folder If selectable accounts are inherited by your organisation and if you tick the box on any given line the Account Group will be inherited from the parent organisation set in General Set tings If you want to change it untick the box highlight the row and then pick from the list in the top field The Inherit All and Inherit None buttons act on the tick boxes The selectable setting Bank Account governs the bank accounts from which you can pick during a bank reconciliation General applies to General Transact
301. p the appro priate browse list from where you can select the New button This is your organisation s default code which will appear dur ing normal work if not superseded by other mechanisms for which see VAT Code on page 73 in the Purchase Proce dures chapter You can create new codes by double clicking in this field or from Editors VAT Code These terms appear during transactions if none have been defined for the counterparty Again they are only default values which can be overridden within each transaction window Set this to the country where the majority of your customers will reside Whenever you create a new Organisation within Inrax the address of that Organisation will take on this default initially Similarly this will be the default country in the address for your web customers when they purchase an item via an Inrax web site Each counterparty organisation can have a Notify Method assigned Newly created organisations will take on this default notify method until otherwise changed See Notification on page 44 Tick the transaction types for which Inrax should generate counterparty notifications also see Communicating with Counterparties on page 42 Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 147 General Settings Paperwork Email RC General Settings Company Details Settings Defaults Paperwork Email Customised Paperwork Address _ Country _ Phone Fax E
302. pe checkbox value Mailing List name mpOrganisationGroupSubscribe gt Yes please Enquiry lt textarea name gfEnquiry gt lt textarea gt lt form gt The first line must include the action wa genericFormOrganisation Fields names that start with mp have the special functions described in the table below Some of these may be hidden in the form meaning they are not visible in the browser but can be configured to pass information back with the rest of the form con tent At least mpEmail must be present for an Organisation to be automatically created following the from submission Other fields can be given any name but must start with gf if you wish them to be included in the email that is forwarded to the web site owner and also if you wish them to be appended to the Note section of the Organisation if one is created If an Organisation already exists with the same email address that Organisation is updated instead and the enquiry details appended to the Note FIELD MEANING POSSIBLE VALUEGS KEY Hidden VALUE Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 236 site Yes The website id required The site hidden field is required to identify your web site by number See Web Site URLs Explained on page 237 for information that will allow you to determine the correct number for your web site mpHeading Yes Used as subject heading in email and i
303. pliers or both Organisations can be grouped for billing purposes Notification With many accounting transactions you would expect to let a customer or supplier know of your action You want to send a sales invoice or remittance advice This is called notification because it no longer holds true that these communications will always be printed and sent by post Notification can occur by print email or both Organisations can be grouped for billing purposes Stock items formulae and price lists A stock item has four bases from which a price may be derived By default an organi sation is charged the item at base price if it is on no price list In addition price lists Version 6 8 19th Jun 2014 SECTION 1 Overview 18 can be developed which are based on cost price base price RRP and valuation price The cost price can be set to change when new invoices containing that item at anew cost arrive The valuation price reflects the value of an item based on the stock valuation model chosen which can be either FIFO LIFO or average cost A formula is a definition how a price is to be calculated in relation to one of these bases A price list applies formulae to one or more stock group Where this needs to be fine tuned for an individual stock item each item can have a formula applied to it on an exception basis for that price list A stock item can therefore appear on many price lists using different formulae o
304. plies to and an Account to book the carriage charge to You may also optionally pick a Sales Stock Item When this has been specified that stock item must appear within the source SO transaction for the delivery method to be applied This can be used for example to pick out Service stock items in the SO that represent different delivery options such as standard or express deliveries and price the purchase delivery accordingly The Name of the Delivery Method is used as the description for the line entry that is placed in the PO Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 216 Delivery Method For Sales For Purchases Name Hunter carriage Supplier Hunter Boot Limited 47 3784 Charge Fixed Amount Charge by Order Value Bands Charge by Order Delivery Weighting Bands Don t allow orders exceeding the highest band Use highest band price for orders exceeding highest band O Excess charged at per excess Delivery Price Bands Band Max 50 00 Price 5 00 Remove Band Max 1 000 00 Price 10 00 Remove User Can Select Within Shopping Basket Add Handling Charges to Orders Sales Stock Item Carriage 2 3_ww Account to book to Machinery parts Machinery Save Cancel Vouchers Vouchers are used to give customers discounts on their online orders Each voucher can give a fixed or percentage discount has a validity period can b
305. pload Folders based on a user s Access Group see Upload Folder Access Permissions on page 48 Article Categories for Listing Articles Although possible you wouldn t normally want to display individual Articles one at a time on separate web pages An Article Category is used to present an ordered list of articles Each listed article may have just its headline shown or perhaps a headline and introduction or maybe even a listing image as well When the user clicks on the head line of an article they are interested in they are shown the full article Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 196 Name Article Folder RSS URL Article Style Max Articles Article Category Hame News Article Folder Articles Hews RSS URL Article Style Simple Style Max Articles Display Intros Max Intro words 50 Date Time DATE OHLY Any unique name This determines which of your articles will be listed within this page Once this has been set up simply adding a new article to this folder will make it show up within this Article Category If sourcing articles from another web site pick the option NO FOLDER ENTER AN RSS URL If you set Article Folder to NO FOLDER ENTER AN RSS URL then enter the URL here for example http www telegraph co uk newsfeed rss news_main xml If you pick a style here that style is used for all articles listed overriding s
306. port starts such as running a Trial Balance from Retained Earnings downwards through all its descendant accounts Other words which are self evident are generation parent child ancestor and descendant Sibling means brother sister Inheritance Settings The administrator would normally set whether the inheritance rules for the functions listed in the Inheritance Settings window are inherited or not from the parent organisa tion set in General Settings Naturally if NO PARENT is set there Inheritance Set tings do not apply Open the Inheritance Settings window from the Settings folder and pick the data types you wish to inherit from the parent by clicking on the relevant row and choosing the setting in the option menu at the top right of the window If you change an inheritance rule then following the save you should close any open browse windows for that data type e g Account browse window and then re open them to see the change take effect Accounts Set up a hierarchy of accounts in the General Ledger or adapt the one inherited from the parent organisation There is an example of a Chart of Accounts in the case study see page 91 but you will probably want to spend some time constructing one that suits your business Restraints on Creating New Accounts In general it is worth creating plenty of accounts to allow for refined analysis Once an inherited account has been used you will not be able to create any
307. price 108 manufacturer 110 obsolete and dead 114 priced units 110 unit name 110 108 Stock Item Import 253 Stock Item Web Display 202 Version 6 8 19th Jun 2014 Index 10 Stock Journal 121 Stock Journal Import 257 subscriptions 64 218 Supplier s Credit Note 78 taking payment 79 see also Purchase Credit Note Supplier s delivery note 75 Supplier s Invoice does not match goods received 77 their reference 76 see also Purchase Invoice T Tax example in case study 97 recording with General Transaction 82 Template organisation 152 Tips on creating accounts 154 Transaction Flags 40 Trial Balance report 128 example of useful outputs 99 U Upload File 50 Upload Folder 47 Uploading 49 User create edit or delete 151 User Default Settings 165 User Settings 169 see also User Default Settings V Valuation cost at 110 VAT code 171 146 73 example in case study 97 producing a Return 128 View mode change to edit mode 34 drill down for detail 34 Vouchers 216 W Web Page 187 Web Page Import 268 Web Site 175 Write off of assets 98 Version 6 8 19th Jun 2014 Index X XML 31 128 246 Version 6 8 19th Jun 2014
308. pter 6 Stock Management 121 directly and enter the fixed price and Save To remove fixed prices select one or mul tiple rows and use the Selected menu Delete option or right click pop up menu For setting many fixed prices you should import them as an XML file The Fixed Prices browse window has an option to Export Prices XML Fomat available on the Action menu allowing round trip export import The format can be found here Price List Fixed Prices Import on page 273 Taking Stock and making Adjustments One way to prepare stock sheets for stocktaking is to run a stock report You can set stock group and location and you can choose not to print quantity in stock if you do not want the stock taker to know it If you want a list in bin order there is a Group By Bin option available Holdings found to be incorrect can be adjusted with a Stock Journal or with an import file The latter can adjust stock on hand or enter an absolute value whichever you choose Stock Journal Stock on hand can be adjusted by a suitably authorised person either using the Stock Journal facility described here or from an import file See Importing Data on page 31 and Stock Journal Import on page 257 Stock Item Description Location Home Adjust Units 1 Journal Date 09 02 2006 Units in Stock 1 1 2 Stock Item Type a Stock Item Reference or double click for a browse list Upper or lower case mu
309. quantities can be altered Starting with a blank Goods Out If you are starting a sale at the Goods Out stage go to the Home Window and click Goods Out in the Transact folder The Goods Out Transactions Browse window opens Click New to open a blank Goods Out form Fill in the fields in the same way as described for a Sales Order above The only difference is that Payment Due date appears instead of Planned Delivery Date When you have completed the form verify the totals and save Stock holding is altered at this point The Goods Out transaction will then have been added to the browse list in the Goods Out Transactions Browse window from where it can be accessed again when needed for further actions Goods Out Browse Window Selected 1 Net 47 54 Gross 55 86 Edit Action Selected Dates ENTER DATES V Start 0108 2008 End 10 10 2008 state ANY Site ANY v Fetch C party Description Date Counterparty Ex VAT Total State VWI 8 29am Leeds Wes A Mr 47 1 47 54 55 86 CLOSED BC 10 03am Marden TN1 47 14687 66 56 78 23 CLOSED Flags LCC 9 31am Totternhoe PY 47 16968 35 59 41 82 CLOSED VW 7 56am Erdington View Miss 47 51 68 60 73 CLOSED VW 21 27pm Rugby WW Set Clear Flags 3 47 16963 102 57 120 51 CLOSED WW 20 59pm Warminst Notify Counterparty M Mr 47 1 22 13 26 00 CLOSED wiy 20 10pm Bishops st Cancel Transa
310. quisitions is included in equal and opposite amounts in boxes 2 VAT due on acquisitions from other EC Member States and 4 VAT Reclaimed including acquistions from the EC of the VAT Return This is correct treatment provided the acquisitions concerned are used to make taxable supplies sales The above does not constitute advice on tax treatment please consult your accountant Payment Mode It is worth defining several ways in which you can receive payment Examples are cash cheque Bank Automated Clearance System BACS direct debit standing order credit card debit card and cards with customer not present Refer to the Bank Reconciliation paragraph on page 84 for an explanation of Pay ment Accounts They can be used as a holding account for payments made or received until you are ready to apply them to your bank account during a bank reconciliation Several payment accounts can be created to help with analysis for example one for credit card payments received and another for direct debits To use this facility specify a variety of accounts in the various payment modes In the Edit folder click the Payment Mode button and open the browse window Any inherited modes will be displayed in the browse list To create a new Mode open a fresh Payment Mode window and type in a name such as cheque If you want to be prompted to enter a reference when making or receiving payments type something suitable like Cheque No
311. r Settings will be applied Note that GT transactions must set Location within the embedded Item records see below paymentMode This field applies only to PR PM transaction types Set t the name of an existing Payment Mode within Inrax If this field is omitted Inrax will attempt to work out the applicable Payment Mode for the counterpart website based on default Payment Terms set on those from which Payment Mode can be defined paymentModeRef This field applies only to PR PM transaction types Allows the optional Payment Mode refer ence to be set for the transaction for example it might be a cheque number paymentAmount Y This field applies only to PR PM transaction types and is mandatory for those types specify ing the on account payment amount which must not be negative item Each SO PO GT transaction must have one or more item definitions included see the embed ded Item field definitions below PR and PM transactions do not have embedded items Version 6 8 19th Jun 2014 Appendix B Import Data Formats 266 Embedded Item XML Field Definitions Field Name Mandatory Allows Blank Max Length Type Values Full hierarchical name of an account existing in Inrax as displayed in the accounts browse win dow Mandatory for a General Transaction For a Sales Order omit this field if setting the stockItem field mandatory only if no stock Item is supplied accou
312. r of columns used to display sub page menus which are shown at the top of the web page when a page is selected and contains sub pages The best setting for your web site will depend on the length of the page names that are displayed as the menu links All pages in your site will be headed by a common banner that is defined as an HTML Upload File You may want to include images in your banner see Incorporating Images and File Downloads within your HTML on page 234 This should be set to a Cascading Style Sheet that you have defined for your site This allows you to customise the colours fonts font sizes and other display features of your web site It is a standard component of a well designed web site See The Cascading Style Sheet on page 237 This Web Page is your sites front page Any children of this Web Page form the top level menus within your site Allows an Article Category to be displayed in a column at the right hand side of every web page in your site Please refer to Articles Adding Content The Easy Way on page 195 This is the Location that Sales Orders generated from the web shop will be booked to This price list will be used for all prices displayed in your web shop or you can choose to just use the Base Price defined against each stock item When a customer has a specific Price List assigned to their Organisation within Inrax their own Price List will apply within web sites overriding this one
313. r to Import By default the toggle labelled Pre load existing data into client at start is selected This will often make for faster imports especially where you are importing a large number of records It causes data to be pre loaded from the server to reduce the com munications between your computer and the server later on during the import If you are importing a small number of records but have a large existing set for exam ple you might be updating or adding a small number of stock items out of the 1 000s of possible stock items already on the system then you could untick this box Also if Version 6 8 19th Jun 2014 SECTION 2 Getting Started 33 your computer is low on memory then unticking this box may help if you find there are memory problems when it is selected Setting the Batch Size The Batch Size determines how many import records will be processed on the client before being sent to the server for saving By saving in batches rather than a record at a time the number of messages that are sent to the server are reduced This can greatly reduce the overall import time The disadvantage in a large batch size is that a failure in any one record within a batch means that the entire batch isn t saved the problem record must be corrected and the import repeated If you are importing a large number of records thousands you are advised to increase the batch size try 100 for example Version 6 8 19th Jun 2
314. r to payment Email notification of the order is not sent to the cus tomer until payment has been successfully processed At that time a new on account Payment Received transaction is created and a P flag added to the Sales Order flags column in the Sales Order browse window to show the order has been paid for in advance Your choice of payment provider will depend on a number of factors including their fee structures Please refer to the payment providers to consider the options Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 222 Integration with WorldPay www worldpay co uk We recommend that you create a WorldPay Select Junior account There is then some straight forward configuration to carry out within Inrax and WorldPay as fol lows Log in to your admin account at WorldPay www worldpay com admin Locate the appropriate Installation ID and click on Configuration options Enter Callback URL as exactly the following http lt WPDISPLAY ITEM MC_InraxCallback gt Tick the Callback enabled box Tick the Use callback response box Enter your WorldPay Installation ID within the Inrax Web Site window in the Pay ment Site Id field Set the Payment Mode to TEST Payment Completed initially Enter any Card Pay Password of your choice which will be used to encrypt communi cations between your Inrax site and the WorldPay site The data is digitally signed with an MDS hash You must also enter this password within t
315. re Access Groups which regulates access permission to each button in turn An example is Set Parent Organisation which applies to one detailed permission within the Organisation window The rules may be inherited from the parent organisation set in General Settings but if not no one locally can change their effect If they are it is recommended that only the local administrator should be allowed to set the permission against each Access Rule Home Window Throughout this manual reference is made to the default arrangement of buttons in folders in the Home Window But users with suitable access can change the order of folders create new tabbed folders change the order of buttons and move buttons between folders They can delete a folder if it is empty In the Edit folder click Folder to bring up the Folder Browse window Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 150 To change the order of folders choose that command from the Action menu The arrow buttons pictured above appear Select folders in the browse list and move them up or down Save Clicking New or Edit brings up the Folder window fej Folder O x Till Transactions k x Sales Order Goods Out Sales Invoice Payment Received s Credit Note Goods Returned To Us Purchase Order Goods In Purchase Invoice Payment Made Purchase Credit Note Name If an existing folder was selected its contents are displayed in the left hand b
316. reated for the order as a record of the dispatch It is not necessary for orders to be emailed to the dispatch organisation the order paperwork is available here in the web interface in the form of a Packing Note accessed by clicking on the View Dispatch Document link This is a PDF document that requires software such as Acrobat Reader to view and print Note that the View Dispatch Document link on this page can only be accessed once from this page to help prevent duplicate dispatch of orders it can be accessed again from the Dispatch Detail page as described below The Dispatch Detail link shown against each transaction leads to a page that looks something like this PO 2532 McFarlane DISPATCH DOCUMENT HAS ALREADY BEEN VIEWED Dispatch Document Quantity fas enemi Stock Item Reference Stock Item Description Already p Dispatched amend as applicable Ladies Luxury Leather Glove Size ee MEDIUMI LARGE Chocolate Brown gt 3 SC_1APATROL_XS Men s Outseam Stud Glove Size XS 7 0 6 Dispatch Note Order Dispatched With Quantities Shown Above The transaction detail page also has a link to access the PDF Dispatch Document If the document has already been accessed then a message will report this again in an attempt to prevent duplicate printing of an order and duplicate dispatch The dispatch organisation may be sending out part of an order if they are short on stock This is achiev
317. receiving emailed renewal notifications it is possible to identify all transactions within their renewal notification period that have not yet been renewed This feature is available from Action menu Find Renewals option on Sales Order Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 67 Purchase Order Goods Out and Goods In browse windows Applicable transactions are loaded into the browse window Direct To The Direct To option is available within the Selected menu of the Sales Order Goods Out and Sales Invoice browse windows It is used to progress one or more transactions through to a later stage without opening those transactions within edit windows When using this feature there will be no opportunity to amend order details split orders add payment references or make any other changes that you might do within a transaction edit window For example within the Sales Order browse window highlight one or more Sales Orders and then from the Selected menu or by right clicking on one of the selected rows pick the Direct To option The following window pops up Direct To Direct To Fi Purchase Invoice C Payment Made Set Accounting Date to 28 11 2006 C Use Accounting Date from source transaction Direct To Pick the target stage to take the selected transactions to By default just Goods Out is ticked in which case the selected Sales Orders will be moved to the Goods Out
318. redit card pro cessing company The transferred amounts are not confirmed until you Save normally when you have completed the bank reconciliation see details below To undo a transfer before it has been Saved pick the row or rows in the Bank Account side and click on the gt gt but ton How Does a Bank Reconciliation Save affect your accounts When your bank rec is complete and the Difference is zero or close to it remember to Save the reconciliation This has two effects e Any items that were transferred from a Payment Account into the Bank Account window are recorded as new General Transactions which you can then view from the General Transaction browse window e The reconciled ticked status of items in the bank rec window is saved so the next time you open the window the same items will remain ticked This is only a flag or marker there are no associated transactions or account movements You are free to untick items in a later rec if you have made mistakes and need to undo previous recon ciliations Clearing out old Transactions from Payment Accounts You may find that old unwanted rows collect within the Payment Account transaction lists of the bank rec window Unless a row is transferred to a bank account it will always remain within the payment account list You may have dealt with these amounts in other ways such as using General Transactions to move them elsewhere To clear amounts from a payment account pick the
319. refix More Info Button Add To Basket Button For PO transactions created from SO transactions using Derive Drop Ship Purchase Order the customer s address is automati cally added as a Note on the transaction The text in this field precedes that address to indicate to the supplier that this is the customer s address for drop ship delivery Leave UNDEFINED if you want your More Info links in the web site to appear as plain text links which can be enhanced in various ways using CSS If you want instead to show a button pick the button graphic file you have uploaded Leave UNDEFINED if you want your Add To Basket links in the web site to appear as plain text links which can be enhanced in various ways using CSS If you want instead to show a button pick the button graphic file you have uploaded Web Site SF id 52 Definition Configuration Content Payments Payment Options CARD PAYMENTS amp GOOGLE CHECKOUT Card Pay Handler Card Pay Site Id Card Pay Status Card Pay Terms Card Pay Password Google Key Google Id Google Pay Mode Google Pay Terms Google Button URL PROTX regent LIVE In Advance PROTX DhGmZdRYvk4 2vmd Cl_hALhHPKExxxxx 232609699999 TEST Sandbox In Advance PROTX 7859921061 2w 1608h 434style white amp variant text amp loc en_US Payment Options NONE your web shop does not acc
320. rent organisation If you want to change the Stock Control Account untick the box highlight the row and select an account from the list in the top field As before the Inherit All and Inherit None buttons act on the tick boxes Organisation Organisations may be created manually as described in this section or may be imported from a file see page 31 You can run a Raw Report to export Organisation details from Inrax see page 141 The Organisation button in the Edit folder allows you to browse and set up organi sations often referred to as counterparties An organisation can be both customer and supplier or neither Stock Items have a field for manufacturer which is also clas sified as an organisation Note however that you can alternatively edit or create any organisation as you routinely work by double clicking in the field containing a drop down list of organisations You may find it useful to create unnamed customers such as cash sundry sales or internet sales When browsing existing Organisations one or more can be selected and then actions applied to just those Organisations from the Selected menu also available by right clicking on the selected rows RC Organisation Browse Window 559 rows last 100 days Edit Action Selected Name Telephone Electric Mobility Euro Ltd Kev 01460 253 415 Electric Mobility Euro Ltd Part 0146025 Edit Electric Mobility Euro Ltd Patti
321. rent subscription that expires in 10 days time may wish to purchase a renewal or extension to the subscription The new Service Period will then need to start in 11 days time To enable the behaviour described in this section you must tick the Allow extensions to service periods option within General Settings The following assumes that this set ting is ticked The feature is best described by example Create a transaction picking the customer and selecting a stock item for which Service Period Default values have been defined Click on the Period button and observe the defaults Assuming this is not already an extension the Period start date will be set to today or to the date of the transaction if it is different and the end date will have been calculated accordingly Let s assume you want to enter a double length period Simply change the quantity of this stock item to 2 The end date is adjusted to double the Service Period length Save this transaction and advance it to the Sales Invoice stage Now create another transaction selecting the same counterparty and the same stock item then view the Period settings You should now see that the new Start date is set to one day after the End date of the previous transaction because this is now being treated as an extension The End date is also calculated accordingly These dates can be changed the automatic settings are only defaults to save you time Find Renewals In addition to
322. res 47 Uploaded files are managed within upload folders which can be arranged in a hierar chy much like the files and folders held on your computer Upload folders may there fore contain both files and other upload folders When you click on the Upload Files button you are first presented with a browse list of upload folders EA RC 66 Upload Folders 4943 Files 418 9 Mb DER Edit Action Upload Folder Files Size Kb CompanyDocs la ON GCProductlmages GCSitelmages GCyVebmiscRes GOHProductlmages GOHProductlmagesiCS GOHProductimages DE 534 x Cin coe Jing Be so The total number of folders and files is shown in the window title bar along with the space used The arrangement of folders shown here has separate folders for invoices by year with these folders contained in a top level Invoices folder Folders may be deleted provided they are not being used as a parent folder If the folder you are deleting contains files you will be warned that all those files will also be deleted and given the option to cancel the deletion There is a Refresh option available from the Action menu which can be used to refresh the list of folders displayed if folders have been added deleted by another user in a separate Inrax session Creating a New Upload Folder In order to create Upload Folders you must be assigned to an Access Group that has FULL permission for File Uploads If you only have
323. rmation and the list of stock items that it contains Product Family web pages may themselves contain other Product Family web pages So it is possible to present your Satin Trim Tank Top as one entry with More Info lead Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 208 ing to a list of the different colours each of which in turn leads to the sizes available in that colour Dynamic Web Pages Dynamic pages are used to display product listings that are determined via search matching criteria you define rather than by assigning the products directly to the page The products are identified by a text search and or by matching Stock Item Custom Field values Where only Custom Fields and values are provided the product display order is according to the order defined So in the example that follows all Black products will be first followed by all Brown products Within each colour the sizes will be XL before XXL before 2XL When the Display Type on the Product Settings tab of the Web Page editor is set to DYNAMIC the fields below appear RC Web Page Definition amp Content Product Settings Page Head Filters Mobile Display Type DYNAMIC v Max products per page Show Stock Lev INHERIT Show Product Imag V Show References Show RRP INHERIT Search Custom Field 1 Colour Custom Field 2 Size vV XLEXXLE2XL Custom Field 3 NOT SELECTED Search Enter search text to fi
324. rms there is one If no supplier is displayed insert one from the drop down list or if a new supplier create them by double clicking in the field If you later pick a new stock item with a different usual sup plier the supplier already set will not change Automatically matches supplier as set up but may be altered here Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 73 Location Account Period VAT Code VAT Amount Stock Item Item Description Item Price Quantity Available In PO Defaults to the location in General Settings but may be altered now or later from the drop down list For a stock item this is preset to the stock account set up in Control Accounts against Stock Transactions For a non stock item may be changed normally to a cost of sales or expenses account in the Account Group set in Selectable Accounts Show hide the Service Period fields see Service Periods on page 64 If you are entering a Stock Item Reference the VAT Code is the one assigned to the Stock Item If you are entering a Descrip tion only the VAT Code is the one assigned to the selected Account or if none is set up to your organisation s default code May be edited May be edited but a warning will result if the amount you enter differs from that expected from the VAT Code You can over ride the warning Type in the Stock Item Reference and press ENTER To browse for a Referen
325. rocedure so that you insert merge fields tokens in each line These will be replaced with the actual data when the merge is run The source for the data is of course the spreadsheet you prepared earlier 5 The result will look something like this lt stockItem gt lt reference gt lt lt reference gt gt lt reference gt lt description gt lt lt description gt gt lt description gt lt stockGroup gt lt lt stockGroup gt gt lt stockGroup gt lt basePrice gt lt lt basePrice gt gt lt basePrice gt lt basePriceUnits gt lt lt basePriceUnits gt gt lt basePriceUnits gt lt unit gt lt lt unit gt gt lt unit gt lt costPrice gt lt lt costPrice gt gt lt costPrice gt lt recommendedPrice gt lt lt recommendedPrice gt gt lt recommendedPrice gt lt stockItem gt 6 Merge the data to generate the desired XML 7 At the top type lt stockItems gt and at the very bottom type lt stockItems gt Save it initially in the format of the Word Processing application 8 Save As a plain text file usually txt but the file may be given any extension you choose xml being a strong candidate This text file is the one you should present to Inrax when importing data Version 6 8 19th Jun 2014 Appendix B Import Data Formats Stock Group Import Stock Group XML Field Definitions 250 For a full description of how the fields are used see Stock Group on page 100 Field Name Mandatory
326. rol Accounts 157 goods in 243 overview 15 purchase invoice 243 sales invoice 243 107 243 Correcting mistakes 99 Cost of Sales Cost Models 106 Cost Price Update 102 Counterparty 158 Credit Note Version 6 8 19th Jun 2014 Index see Sales Credit Note see Supplier s Credit Note and Purchase Credit Note Currency Rates 173 Custom Field Web Searches 239 Custom Stock Fields 105 255 Custom Stock Items 112 Customer Group 165 multiple invoicing 60 Customer Statements 68 show overdue transactions 69 customised paperwork 180 D Date formats 38 Date restrictions 41 Days Stock Purchases 133 Days Stock Sales 133 Deliver To 53 Delivery Method 209 Delivery note 56 Delivery Zones 213 Depreciation example in case study 98 recording with General Transaction 82 98 write off of assets 98 Digital Download 203 Direct To 55 67 74 81 Dispatch Interface 227 Downloading 49 Dynamic Web Pages 208 E Edit mode drill down for detail 34 in windows 34 Editing of windows 38 Email 43 From address 167 a report 43 customer statements 69 Excel saving reports in 129 Expenses accounting for consumption of own stock 100 carriage considered as 107 examples of in case study 93 Export Organisations 165 Version 6 8 19th Jun 2014 Index Export Transactions 41 F Family Web Categories 205 Field colour 34 FIFO 106 File Uploads 46 Filters on Web Pages 191 Financial Reports 133 Find Renewals 66 Finding
327. rom the Service Period Default settings on the stock items that are sold The start date for the period will normally be the date of the purchase and the end date calculated for you from there based on the Period Length in days recorded on the stock item The result can be seen on the Sales Order transaction that Inrax generates from the web sale Note that the customer is assigned to the Period Customer Group if one was set on the stock item The assignment only occurs if online payment is completed or if the order has zero value This can be useful to allow a web customer to gain immediate access to web site pages that have restricted access controlled by Customer Group The Service Period Extensions feature may be useful for managing subscription sales online For a description of how extensions work see Service Period Extensions on page 66 This allows a customer to purchase a subscription renewal any time before the current subscription has expired The renewal will start from the day after the expiry of the existing Service Period that is still active for this customer provided the same Period Group is defined on the stock item The latter point is important as you may have different stock items representing for example a 1 year or 2 year subscription Provided the Period Customer Group is the same on both the extensions mechanism will allow a 2 year subscription to extend a currently active 1 year subscription for example Drop In
328. rs may require it for example gmail requires use of TLS This is your reply to email address Fill in a complete email address perhaps your company s main one such as info papermec demon co uk It is the address to which recipi ents of your emails will automatically answer if they click Reply even if your outgoing email was from some other account Fill in the password which allows access to your email provider though some do not require authentication The email password has nothing to do with the nrax user log in password Secondary Email Password is optional see note in on SMTP Email Server below This is the sending account to which the above password applies Fill in a user email address perhaps your company email address With some email providers you would fill in only the user the part before You may have to experiment or ask the provider Secondary Email User is optional see note in on SMTP Email Server below Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 168 Initial Organisations Fetch days old Initial Transactions Fetch Letter Signature Preview Notification Emails SMTP Email Server Secondary SMTP Email Server Use Alternative PDF Display Command Use Alternative PDF Print Command If you have a large number of customers you may want to limit the initial number downloaded to your computer in order to increase performance For example numbers above 5 000
329. rt to a chosen stock item status If reporting on DEAD stock remember to untick the Hide DEAD Stock option which acts independently Stock Below Minimum Only stock that is below the minimum stock level is included in the report In Stock Only positive in stock items are included In Purchase Orders only stock within OPEN purchase orders are included In Sales Orders Ready For Dispatch only stock within OPEN sales orders are included that meet the dispatch rules for the dis patch organisation linked to a stock item If a stock item has no dispatch organisation assigned a default rule is used whereby stock is only included in the report if it resided within a Sales Order that is Paid P flag or Authorised A flag but not on Hold H flag This report therefore presents stock that is ready to be picked to fulfill all outstanding and ready Sales Orders By default this will be today s date so that the report shows the current stock position Change to a historical date to view In Stock figures for that date Note however that this only affects the In Stock results in the report other figures including open Orders and stock cost value are always as of now these are not reported historically Do not display In Stock values in the report Do not display rows for stock that has 0 values for all of In Stock In PO and In SO Ticked by default to exclude stock items with a status of DEAD If the report
330. s Opening Stock There were a few items of stock in the founder s garage which he brought to the com pany When he enters the stock he sets the destination account to Current Assets Stock Opening Stock That account will be automatically debited and a cost of sales account say COS parts will be automatically credited Then using a General Trans action He debits Retained Earnings COS parts with an amount to make the balance zero He credits Long Term Liabilities Director s loan with the same amount Routine Accounting Pay Assistant s Monthly Salary The gross salary is 1100 from which PaperMec will deduct 75 Employee s National Insurance Contribution Ee s NIC and 145 Income Tax due under the Pay As You Earn scheme PAYE Hence 880 must be actually paid to the assistant In addition PaperMec must pay 85 Employer s National Insurance Contribution Er s NIC Hence 75 145 85 305 is due to the Inland Revenue They open a new General Transaction and call it say Payroll July They type the fol lowing four line entry Debit Payroll Wages amp salaries with 880 Credit Leamins Current Account with 880 They give those lines item descriptions such as Pay R Mann July Cheque No 789 Debit Payroll Payroll taxes with 305 Credit Leamins Current Account with 305 They call both items Pay Inland Revenue PAYE and NICs July From
331. s more than once on the system Version 6 8 19th Jun 2014 Appendix B Import Data Formats 260 x s KD e amp bp a Sima Q 6 E E E 5 SiZ a 5 gt od gt S L gt parentOrganisation Y Reference of an organisation existing in Inrax or defined in an earlier record within this file Blank no parent individual Y Y yes N no Mandatory for import of a new organisation only may be omitted for updates title Y 8 text Contact title such as Mr initialsOrFirstName Y 32 text Contact initials or first name surname Y 32 text Contact surname salutation Y 32 text Salutation with embedded symbols as follows _T_ title _IF_ initials or first name _S_ surname Any text may be passed in such as Sir and does not have to include any of the above embedded symbols Blank defaults to _T__S_ and note this has a space between _T_ and _S_ email Y 128 text website Y 256 text telephone Y 32 text mobile Y 32 text fax Y 32 text inheritAddress Y Y yes if Y parentOrganisation must be set N no Mandatory for import of a new organisation only may be omitted for updates addressLine1 Y 64 text addressLocality Y 64 text addressPosttown Y 64 text addressCounty Y 64 text addressPostcode Y 8 text addressUSState Y The full name of a US State addressCountry Y The full name of a Country vatNumber Y 16 text
332. s User Default Settings nananana aaa User OCHINGS woe ina E e e ate E E Reporting Periods na nannaa LOCATON orir ence Oe E E E E EA ios VAT COC Ar e e bese S aa ye a eee longo cae Sod beak EC VAT Code Domicile 172 Payment Mode lt 0 6 04 55 065 bats Dees DAS edna Payment henns cc ut aaotaes pions sear ete aA Currency Rates tie oes eee ae a ae eee 2 Ae SECTION 5 BUILDING A WEB SITE amp SHOP Defining a Web SUG etree toed cheng hues eisai Aye vec ce Steps in Building Your Web Site Web PaE eaten aca ae NaN E AA a e E aii eae Filters on Web Pages 191 Viewing your Web Site n a auauna Adding Pages and Menu Structure with Web Pages Opening Web Pages in a Browser 193 Linking Web Pages Sharing Content 193 Setting the Order Of Web Pages 193 Web Page URLs 194 Version 6 8 19th Jun 2014 Table of Contents My Account Page 194 Update Account Information 194 Make A Payment 194 Customised Page Access 194 Customised Pricing 194 Articles Adding Content The Easy Way 195 Article Folder 195 Article Categories for Listing Articles 195 The Article Editor 197 Article Links 199 Article Style 199 Adding Products to Web Pages 0 200 Configuring Stock Item Web Display 202 Importing Stock Item Web Data 205 Using Product Family Web Pages 205 Dynamic Web Pages 208 Delivery and Handling Charges 4 209 Delivery Method 209
333. s ENTER DATES Y Start 0340 2008 End 10402008 State ANY Site ANY Fetch Refer C party Description Date Counterparty Ex YAT Total State Flags 73918 Tele in proforma 19 082 172 80 203 05 OPEN Leather Royal B 444 24 521 97 OPEN Emailed Po575 hanss copy 1 563 60 1 837 22 GO0DS IN Cart Bags by phone 28074 View 299 50 351 91 GOODS IN Combined backorders 23 074 Set Clear Flags 141 00 165 68 0PEN Emailed PO572 22 077 Notify Counterparty 3 711 65 4 361 23 OPEN Contra Festival OFF print 1 509 65 1 735 36 GOODS IN Socks 09054 Print Preview 66 00 77 56 OPEN Stock order 2008 0904 18 805 00 21 440 72 OPEN Faxed PO556 19027 Email 2i 571 75 578 01 lcooDs IN Roller Shutter Door 2910142 Close Outstanding Order 1 830 00 2 150 25 OPEN Faxed PO549 15 0142 View Outstanding Order 207 50 243 81 OPEN Faxed POS34 29414 Direct To 2 277 95 2 676 54 OPEN Faxed PO525 07417 1 381 20 1 622 93 0OPEN Derive Goods In Faxed PO494 0908 7 1 022 08 1 200 95 OPEN Derive Purchase Invoice 494 fad Dot Payer de EEPE See page 36 for the common terms and general functions Specific terms are Close Closes an order which is no longer needed showing you at the Outstanding same time which stock items are outstanding This still
334. s are bought by a business to sell to convert into something to sell or to consume as an overhead expense The first two are your stock in trade and usually would be kept as Stock Items Those that you do not choose to keep as stock items perhaps because you do not often purchase them are bought and sold only by description and are not covered in this chapter Inrax provides for another kind of stock item which is not purchased or tangible This is the Service Stock Item used to sell a service such as 24 hour callout by monthly Standing Order This particular kind of stock lends itself to multiple invoicing of a standard service Goods that you consume as a business overhead are assumed also to be purchased by description only and similarly are not dealt with here If you consume some of your own stock as an expense the way to account for it is to remove it from stock with a Stock Journal see later This chapter is concerned chiefly with buying Stock Items and placing them automati cally into stock where they increase the stock on hand then selling them out of stock incurring at that point a cost of sale and a reduction in stock on hand Secondly the chapter covers the Service Stock Item a particular kind of stock item which is deemed to have no cost A Stock Item must have a Reference and may have a Name The Reference is in some businesses equivalent to part number but many businesses find it easier to use an eas ily recogn
335. s displayed within the checkout stage of a customer pur chase on your web site asking the customer whether they wish to subscribe to your mailing list This text is displayed during the checkout process just above the Telephone field and allows you to give a reason why your customers might want to enter a telephone number Leave blank if you do not want any text displayed As above but displayed above the password field As above but displayed to the left of the County field As above but displayed to the left of the Postcode field As above but displayed to the left of the free text Notes field Enter text to be placed in front of prices displayed on the web site For example Our Price and Rec Price Note that the setting to determine whether RRP prices are displayed at all is made on the Web Page editor The title of the login box where used during checkout If you have a non ecommerce web site you may want to change it to CLIENT LOGIN for example If this field is left blank when an order is passed to the payment handling system such as Sage Pay worldpay etc the order will have a description of Order from Web Site Trading Name To pass a different order description during customer payment enter it here You might for example want to say Order from XYZ order will appear on your card statement as ABC Ltd Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 184 Drop Ship PO P
336. s of a year yyyy complete year The last permitted entry format is a single dot This is interpreted as today and is just a quick way to enter today s date Apply and Save Click Apply to save changes without causing the window to close useful if you are making a number of tweaks and viewing the effect elsewhere such as within your web site Clicking on Save is the same as Apply but also closes the editor window Case Sensitivity Correct upper and lower case must be observed for passwords and stock item refer ences but does not matter in any other circumstance Backing Up The Application Service Provider is the guardian of your database and maintains regu lar backups Print or save or both reports regularly Saving reports and backing up are discussed from page 128 onwards Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 40 Chapter 2 General Procedures This chapter covers topics which apply generally throughout Section 3 namely trans actions and communication with your customers and suppliers Transactions You buy and sell stock items using the Stock Item Reference see page 107 Other items including labour or time are identified in one of two ways e They can be a Service Stock Item which cannot be purchased but which is sold like a stock item An example might be Security Guarding per day e They can be sold using only Item Description and you therefor
337. s whether a popup menu of product options is displayed or a list F Fixed list P Popup menu Defaults to F if not set productSelectGroupByCF Applicable only when productSelectMethod is P if this field is set to the name of a Custom Field the popup menu of stock items is pre sented in groups of equal values for this Custom Field popupOptionInfolCF Applicable only when productSelectMethod is P set to a Custom Field that is displayed first to describe the option popupOptionInfo2CF Applicable only when productSelectMethod is P set to a Custom Field that is displayed second to describe the option popupOptionInfo3CF Applicable only when productSelectMethod is P set to a Custom Field that is displayed third to describe the option dynamicSearchText Applicable only for DYNAMIC web pages dynamicCF1 Applicable only for DYNAMIC web pages Name of first Custom Field to match on case sensitive dynamicCF1 Value Applicable only for DYNAMIC web pages Value s that this CustomField must match on case sensitive Version 6 8 19th Jun 2014 Appendix B Import Data Formats 271 Field Name Mandatory Max Length Type Values dynamicCF2 See above dynamicCF2Value See above dynamicCF3 See above lt x lt lt I Allows Blank dynamicCF3Value See above includeStockGroup Name of stock group existing in Inrax This fie
338. scription sold You may also want to know when a subscription is close to expiry in order to chase up a renewal and you may need to handle extensions to existing subscriptions All of these requirements can be met using Inrax Service Periods The use of Service Periods will be described here as they relate to sales but they also work in exactly the same way for purchases By clicking on the Period button within a Sales Order Goods Out or Sales Invoice transaction you reveal the fields that may be set to define a Service Period Subsequent clicks on this button toggles the display of these fields The Period button is dis played in blue text if there are some Service Period settings on the current item Each transaction may have one or more Service Periods assigned one per item Printed transactions show the period information after the item description Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 65 Customers may be automatically assigned to a chosen Customer Group for each Serv ice Period You might name a Customer Group as Current Subscribers for example so all customers that have a transaction with an active Service Period will be assigned to this group and removed from it when the Service Period ends You may also select an Expiry Customer Group into which the customer is moved when the period ends An important feature of Service Periods is the ability to define default settings within the stock
339. se Procedures 71 Purchase Invoice derived from a Purchase Order transaction If there was a Purchase Order derive a Purchase Invoice by choosing Derive Purchase Invoice from the Selected menu in the Purchase Order Transactions Browse window In this way if there were multiple Goods In transactions you will pick them all up As soon as you save the invoice the Purchase Order and Goods In transactions move to the CLOSED State provided they have been fully fulfilled If not fully fulfilled a new Purchase Invoice can be derived from the Purchase Order or Goods In when you are ready Many fields of an unsaved Purchase Invoice can still be edited If your supplier s invoice contains only part of what you see when you derive the Purchase Invoice edit the Purchase Invoice to match Entire rows of stock items can be deleted though quan tities cannot be altered and you may in rare cases need to raise a purchase credit note if your supplier s invoice is for a lesser quantity of an item than has already been received via the Goods In transaction Similarly you can add items by Description but not stock items You should alter prices because they registered on the stock system at the Goods In stage Finally verify that the invoice totals match then save Starting with a blank Purchase Invoice If no stock item is involved and you are starting at the Purchase Invoice stage click Purchase Invoice in the Transact folder The Purchase
340. sed from the Goods Out when you are ready Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 59 An unsaved Sales Invoice can still be edited to some extent for example the customer and price can be changed but not the quantity of stock items Provided they are service stock or non stock items further lines can be added Finally verify the invoice totals and save Starting with a blank Sales Invoice You can start at the Sales Invoice stage if selling non stock items Click Sales Invoice in the Transact folder and the Sales Invoice Transactions Browse window opens Click New to open a blank Sales Invoice Fill in the fields in the same way as described in the Sales Order and Goods Out sec tions above The reference Invoice Ref may be edited though it is not recom mended The default or edited reference will appear on the printed invoice with the letters SI before it Verify the invoice totals then save Whichever way it was initiated the Sales Invoice will then be listed in its browse win dow with the State UNALLOC As before it can be accessed for further actions Sales Invoice Browse Window Selected 1 Net 47 54 Gross 55 86 CtHE boos End 10 02008 State ANY v Site AN Copy Ctrl C Refe C pa View Ctrl p Counterparty Ex VAT Total 2008 Hoole James A Mr 47 1 47 54 55 Set Clear Flags s i 20
341. see previous section which will have been set up locally by the administrator Few rows may need alteration therefore The administrator needs to decide whether to let users control their own user settings via as usual their Access Group and hence their level of permissions The rows to set are exactly the same as User Default Settings described above Some values users may wish to set are Email From Address Email Password Email Signature Email User Letter Signature This is the user s receiving address and could well be different from the one set up in User Default Settings depending on company policy In that case untick Inherited and fill in the user s complete email address It is the address to which recipi ents of this user s emails will automatically answer if they click Reply Fill in the password which allows this user access to their email provider in order to send a mail Text to be added to the bottom of an email sent from within Inrax by the user Can include line breaks by using the n char acter sequence This is the sending account to which this user s password applies It may be your company s main email address and may well be inherited from User Default Settings Or it may be this user s email address This field gives the opportunity to impose one official name on this user or to insert the user s own name Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 17
342. seudo web pages that are just links to other real web pages The process is as follows Within the web page browse window select highlight the web page s that you want to link to Then using the right click or the Selected menu pick the Create Linked Web Pages option and pick the parent web page under which you would like to create the link s The linked web pages are then created and displayed in the web page browse window as LINK TO plus the name of the web page being linked to The linked web page will now display at both the original location and the new linked location of the web site s You can not edit a web page link directly rather you edit the original source web page that it links to All the settings on the source web page apply to the linked page so if you untick the Is Live toggle on the source web page the target linked web page will also not be live Any products showing in source web pages will be displayed in the linked web pages too As a web page can represent a whole branch of a web site i e itself and all its descend ant web pages web page linking can be used to share whole sections of web pages without having to duplicate content Setting the Order Of Web Pages This option is used to set the order of Web Page menu links It does not affect the order that PRODUCT FAMILY Web Pages appear within product listings Click on a base Web Page in the Web Page browse window and then select Set Lin
343. should be aware that ticking this box means that all the files in this folder will be accessible to anyone on the web so use with caution Upload Folder Access Permissions If you decide to control Access to folders you must tick one or both of the Writeable and Read Only boxes and assign Access Groups by selecting from the right hand side list and transferring to the selected list on the left using the lt lt button These access settings give you a lot of flexibility when deciding who should have access to each folder and whether they can upload files or just view download the files The rules can be confusing so some example configurations are described below If you want to limit which users can upload files but allow all users to at least view files then tick the Writeable box and pick the Access Groups that have the full permis sion Leave the Read Only box unticked this means you are not controlling Read Only access and any user not in a Writeable Access Group will be able to view this folder s files Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 49 If there are some users that must not see the contents of this folder at all then also tick the Read Only box and pick the Access Groups that are to have the more restricted access You may not pick the same Access Group as both Writeable and Read Only i e the left hand side lists must be mutually exclusive Users that are denied any access to a folder wi
344. ss Control Security for an individual organisation is based on a common notion of users and groups User Groups are assigned permission to do things and then users belong to one group The ability to create groups and assign users are examples of activities which themselves require permission If groups and permissions are assigned in a template organisation then an ASP can enforce a security policy across a number of organisa tions which inherit from it Alternatively security policy can be left to the individual organisation Folder In addition to menu items access to Jnrax functions occurs from the home window which is a window of tabbed folders holding buttons representing individual functions A user can reorganise what buttons appear in each folder what folders there are and so reorganise his own workspace User settings If allowed to do so by the security policy the user can set a number of things local to his circumstances An example would be his return email address So as to avoid tedi ous maintenance these settings can be inherited by default from those of the organisa tion or its parent This illustrates the use of inheritance to define detailed settings at the level which is most convenient on an exception basis A user can accept inherited set tings or change them if he wants Organisations Inrax treats customers and suppliers as organisations because we hold details once indicating whether they are customers sup
345. st If you add all stock items for a particular stock group and later create new stock items in that stock group those new stock items will not automatically appear in the page until explicitly selected Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 202 View Price Toggle the display of prices in the products table This is shown as an option rather than a default because calculating prices for many family product web pages in the table can be quite slow so it is only done on request Once prices are shown it is easy to order by price by double clicking on the Price column that appears in the table to sort on that column Delete If you click on one or more rows in the table and then click on Delete Selected then each selected row is deleted If a row is part of a stock group selection then all rows for that stock group are automatically deleted Shuffle Buttons The stock items and product family web pages within this web Arrow Up and page will appear in the exact order shown in the stock item Arrow Down browse list You can set the order to be sorted by double click ing on a table column heading Or you can use these Up and Down shuffle buttons to move one or more selected rows to a new position Configuring Stock Item Web Display Each stock item can have information defined for display within a web site The infor mation is entered within the Web tab of the Stock Item editor This tab is only availa ble if your
346. st be observed Units in stock at the set Location are displayed Description Allows you to give a reason for the journal This is put on the description of the financial transaction that is created and can be seen when running a General Ledger report Location Select Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 122 Adjust May be positive or negative If the adjustment is downwards the value being thereby elimi nated from stock will be recorded automatically as a cost of sale in the Cost of Sales account set up for the Stock Item and will affect your profit adversely And vice versa Adjustments obey the Cost Model set If the adjustment will result in negative stock you will be warned Journal Date Defaults to today but can be edited Click Apply and the new number of units in stock will be displayed This action results in a new Stock Journal transaction being created see View Stock Journal His tory on page 122 View Stock Journal History Use the View Stock Journals button which by default is visible in the Trasact tab of the Inrax main window assuming the current user s access group permits this Here you will see a browse window where you can access all stock journals made to date Stock Transfer between Locations A user in an Access Group with the appropriate permission can transfer stock between two locations within the same company Stock on hand and stock values at each loca tio
347. st within an Article Folder Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 198 Date Hours Mins Date Time Article Style Byline Listing Image amp Position Listing Introduction Article Text Article Image amp Position Articles have a date and time which you can edit The date time optionally be displayed with the article and is used in determin ing the listing order in an Article Category Should just the date the date time or neither be displayed with the article Determines the colours fonts font sizes and general layout of the article Placed just after under the headline could be used to show the author Used in the Article Category page where articles are listed Pick an image you have uploaded as an Upload File Alternatively pick a file containing HTML for that to be displayed in place of the image You could for example include Flash animation in this way Choose where to place the image relative to the headline and listing text You do not have to enter this because an Article Category will display the start of the Article Text as an introduction within the article listings If however you want the listing intro to be dif ferent to the start of the main article you can enter it here You can drag and drop a file from your desktop onto this field and the contents will be automatically extracted from your file and pasted in this field This field may contain plain text
348. stOfSalesAccount Full hierarchical name of an account existing in Inraxas displayed in the accounts browse win dow Blank inherit usualSupplier Y Reference of an organisation existing in Inrax Blank inherit dispatchOrganisation Reference of an organisation existing in Inrax Blank inherit basePrice Y real Mandatory for import of a new stock item only may be omitted for updates basePriceUnits unit Y 32 costPrice Y recommendedPrice int text real real Priced Units Defaults to 1 for new imports if omitted Unit name Mandatory for import of a new stock item only may be omitted for updates brand Y 32 text manufacturer Y 128 Reference of an organisation existing in Inrax Blank manufacturer not specified location Y 128 Name of a location existing in Inrax not a hier archical location name Blank no Stock by Location entry minNumUnits Y int Min Stock Units shown within the Stock by Location tab in the stock item editor applies to the location specified in the location field and will be ignored if that is not set minOrderNumItems Y int Min Order Items shown within the Stock by Location tab in the stock item editor applies to the location specified in the location field and will be ignored if that is not set bin Y 32 text Bin field shown within the Stock by Location tab in the stock item editor applies to the l
349. stage If you are also ready to create the Invoice then tick Sales Invoice Please note that even where a Sales Invoice has a Pay ment Mode set to Generate payment transaction automati cally the Payment Received will NOT be generated if Payment Received is not ticked If you have also received payment and wish to complete the transaction workflow then tick Payment Received Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 68 Set Accounting By default the created transactions will be given today s date Date To which appears here You can change this to generate the trans actions at a date of your choice Use Accounting Rather than enter the date for created transactions ticking this Date from option will cause the date to be taken from the source transac source tions transaction Apply customer This is ticked by default and ensures that where applicable notifications notifications will be applied to the created transactions see Communicating with Counterparties on page 42 If you are processing a backlog of transactions you may not need or want to trigger notifications in which case you should untick this box When processing Sales Order transactions using Direct To the transactions must be in an OPEN or GOODS_OUT state i e not CLOSED already Where already in the GOODS_OUT state no GO will be created but later stage transactions SI and PR can be created and can take on the original date
350. stom Field and Custom Field value according to their order of appearance in the URL Google Analytics and Similar Services Google Analytics is an example of a service that allows you to track and analyse activ ity on your web site including what pages your site visitors are viewing what products they are buying which pages they exit your site on etc If you use Google Adwords you are also able to track which ads keywords are profitable for you This in turn gives you invaluable information for tuning the bid prices of your adverts or for removing non profitable adverts completely To allow Google Analytics to track the path of your customers through your site use Drop In HTML with a setting of All Inrax Pages HEAD selecting an upload file with the code that Google Analytics provides for this purpose This will include a unique identifier for your web site Ecommerce sales can be recorded from Thank You page of Inrax web sites which is pre payment or on the Payment Received page As there are multiple methods of passing ecommerce data to Google Analytics and similar services Inrax takes the approach of providing the transaction data in a hidden div You can then drop in suita ble javascript code again using Inrax Drop In HTML to convert to the format you require to pass to Google Analytics or another service Please contact your Inrax serv ice provider for a sample javascript file The data made available in a hidden div
351. system see Stock Group Service Period Tab on page 103 When you add a stock item to a transaction if the stock item has any Service Period defaults these are entered automatically into the Service Period fields The start date of the period is nor mally defaulted to today s date and the end date calculated from the Period Length set ting on the stock item All values passed into the transaction from stock item default settings may be changed directly within the transaction Service Period values can be applied regardless of whether the stock item has any default settings and even when no stock item is selected at all The following fields are available for defining each Service Period Service Period ENTER DATES V Start End Recalculate Period Group HOHE V Expiry Group NONE v Expiry Hotification Send Email Fi days before expiry Service Period You may set the start end dates by selecting an existing report ing period or type them in directly Either start or end date may be left blank meaning open ended Recalculate Clicking this button resets the start date to either the transaction date or if this is an extension see Service Period Extensions on page 66 to the extension start date If the currently selected transaction row has stock item with default service period the end date is also updated according to this default Period Group Optionally select a Customer Group into which the customer
352. t Print Two Copies These buttons operate on the Selected tick boxes and simply speed up the defining of the rows you want to operate on The column of tick boxes can be ticked or unticked in blocks using SHIFT click in the Selected column The block changes to match the top tick box of the block All ticked rows have the selected batch operation performed on them There is one opportunity to cancel when a box pops up to check your action After that Emails go without preview or fur ther opportunity for cancellation If any counterparty in your batch has no email address set up a warning tells you so The process of transferring data from your computer to the Inrax server is termed an upload Conversely data transferred from the Inrax server to your computer is a download Inrax allows you to upload arbitrary files and these files may later be downloaded by a user within your organisation File Uploads are accessed from the Activity folder assuming a default configuration Any type of file may be uploaded and for a variety of reasons You can upload scanned invoices and other documents which are then accessible online to your accountant or to your employees at other locations Uploaded files are stored safely off site and there fore provide a means of safeguarding your files you might choose to upload your busi ness letters for this reason Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedu
353. t includeStockItem gt lt webPage gt lt webPages gt Version 6 8 19th Jun 2014 Appendix B Import Data Formats 273 Price List Fixed Prices Import Price List Fixed Prices XML Field Definitions For a full description of how the fields are used see Fixed Stock Prices on page 120 lt o z 2 amp Sp a Zim s e D Z D aoa amp E Elja 5 gt n gt x am gt priceList Y Name of the Price List with which this fixed price is associated stockItemReference Y Reference of Stock Item with which this fixed price is associated price Y real Price List Fixed Prices XML Import Example lt priceListStockItemPrices gt lt priceListStockItemPrice gt lt priceList gt Solarflow lt priceList gt lt stockItemReference gt DS1000 lt stockItemReference gt lt price gt 5 97 lt price gt lt priceListStockItemPrice gt lt priceListStockItemPrice gt lt priceList gt Solarflow lt priceList gt lt stockItemReference gt DS1004 lt stockItemReference gt lt price gt 1 335 97 lt price gt lt priceListStockItemPrice gt lt priceListStockItemPrices gt Version 6 8 19th Jun 2014 Appendix C Transferring Accounts To Inrax 274 Appendix C Transferring Accounts to Inrax How to Transfer from your old accounting system into Inrax Here is a series of steps which work but which are not the only way to migrate from your old accounting system to Inrax 1
354. t 5 00 Add 0 00 Round Off P X BASE Price BASE Price x 1 0500 Apply Close Set here which price you want to update Options are Base Cost Recommended Retail and cost at Valuation If Valuation is adjusted downwards the value being thereby eliminated from stock will be recorded automatically as a cost of sale in the Cost of Sales account set up for each Stock Item concerned and will affect your profit adversely And vice versa Valuation adjustment history can be viewed see View Valuation Adjustment Transactions on page 124 For Stock Groups of the type Service you cannot adjust Cost or Valuation because they do not exist Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 124 Source Price Adjust Method Adjust Add Round Off This is the price which the Adjust and Add calculations will refer to Options are again No Source Price Base Cost Recom mended and Valuation your choice does not need to match the setting for Adjust Price If you want to set a chosen fixed price then pick No Source Price and then set the price for the stock items in the Add field see below Select Margin or Markup See Adjust Method on page 117 for an explanation of terms May be positive or negative A monetary value to add to the source price if required or if you have No Source Price selected the value entered here will be the fixed price that the Ad
355. t SI Control Account VAT Creditor Sales Credit Note Stock Item auto derived from GR Sales Control Suspense GO Control Account Sales Sales Account assigned to Stock Item VAT Creditor Cost of Sales COS Account assigned to Stock Item Sales Control SI ControlAccount General Transaction For each debit item The selected account General Transaction For each credit item The selected account Stock Price Adjust Price increase The selected stock account Cost of Sales COS Account assigned to Stock Group being adjusted Stock Price Adjust Price decrease Cost of Sales COS Account assigned to Stock Group being adjusted The selected stock account Stock Journal Increase stock Stock Stock Control Account Cost of Sales COS Account assigned to Stock Item being increased Version 6 8 19th Jun 2014 Appendix A Transaction Types 245 Stock Journal Decrease stock Cost of Sales COS Account assigned to Stock Item being decreased Stock Stock Control Account Version 6 8 19th Jun 2014 Appendix B Import Data Formats 246 Appendix B XML Import Export Data Formats Importing data is discussed in the Getting Started see page 31 This appendix gives details of the XML file formats used for importing along with examples If your data is in flat text files you will need to convert these to XML first see Converting Your Data to XML o
356. t Stock lt parentStockGroup gt lt stockType gt S lt stockType gt lt stockGroup gt lt stockGroups gt Version 6 8 19th Jun 2014 252 Appendix B Import Data Formats Stock Item Import Stock Item XML Field Definitions 253 For a full description of how the fields are used see Stock Item on page 107 Version 6 8 19th Jun 2014 fig oO z DIE r S Q Z SENE 3 py 3 fost 3 P lt S a 3 x gt gt s am T gt reference Y 128 text supplierReference Y 128 text name Y 255 text type Y SI simple stock item Blank SI stockGroup Y Name of stock group existing in Inrax Mandatory for import of a new stock item only may be omitted for updates status Y CU current OB obsolete DE dead Blank inherit stockType Y I item S service Blank inherit canGoNegative Y Y yes N no Blank inherit vatCode Y Code of a Vat Code Blank inherit costModel Y FF FIFO LF LIFO AC average cost Blank inherit costPriceCalcMethod Y NO no cost price update LP use last purchase cost price OL prompt user to optionally use last purchase cost price Blank inherit salesAccount Y Full hierarchical name of an account existing in Inraxas displayed in the accounts browse win dow Blank inherit Appendix B Import Data Formats Field Name Mandatory Max Length Type 254 Values lt Allows Blank co
357. t example insert the cost of the trade pack of tubes Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 110 Base Price RRP Valuation Manufacturer Brand Stock Type Status Priced Units Unit Name Mandatory field Selling price exclusive of VAT In the example of a pack of sealants insert the Base Price of the trade pack not of one tube See also an explanation of Base Price in Selling Price on page 118 When you sell the relevant selling price will be divided by the value in the Priced Units field Recommended Retail Price exclusive of VAT Optional field but you should fill it in if you intend to base any pricing formula on RRP Again if your units of purchase are different from your units of sale it is the price of a pack of 10 tubes for example When you sell the price will be divided by the value in the Priced Units field A calculated field meaning cost of each item at valuation Be aware that normally you would allow the system to calculate the valuation price If you do choose to change it the stock and cost of sales accounts will be automatically adjusted accord ingly when you save creating a Valuation Adjustment transac tion see View Valuation Adjustment Transactions on page 124 Optional Often this will be the same as Usual Supplier If the manufacturer has not already been set up in Organisation dou ble click in the field to do so Optional Sometim
358. t have been assigned Writeable access to the folder in order to upload a new file to it Click on New to open a new file window Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 50 RC Upload File Name Description Drag and drop your file icon to here You do not need to enter the Name you can simply drag any file on your computer and drop it on the zone indicated above the Save and Cancel buttons The Name will appear as the file name which you can change if you wish The file size will also appear The Description is optional Clicking on Save will start the file upload process which may take some time depending on the file size and the speed of your net connection If you have several files to upload you can select them as a group on your computer and drag and drop them into the open Folder window not into the File editor window which will only accept a single file You may change an existing Upload File choose Edit from the browse list of files You can change the name and description here or you can drop a new file into the win dow in which case the file content will also be replaced Upload Files may be deleted provided you have Writeable access to the folder you are deleting from They may also be moved copied to a different upload folder Move Copy and Delete are available from the Selected menu right click to get a popup version and remember that you can selec
359. t is acceptable Be care ful not to place Drop In HTML where it may clash with other text or graphics on the page Position values may also be relative and can include negative values so with experimentation you should be able to place your HTML exactly where you need it Embedded Variables and Shared Content Where you provide text html content such as in Web Page or Article editors you have the option of including embedded variables within that content When the content is displayed Inrax will dynamically resolve the variables as follows _F_folder1 folder2 file html Substitute in the contents of the upload file folder 1 folder2 file html L_SP_OX1CT Display the unit sale price of the stock item with reference OX1CT This displays the cor rect price according to the web site s or the logged in customer s price list _SOR_ Reference of an active Sales Order in the for mat SO1234 This can be embedded within the Payment Status Succeeded page via the Inrax Drop In HTML facility along with similar information below to feed back to analytics services such as www one feed co uk Note that Google Analytics does not require embedded variables as it is sup ported intrinsically within Inrax web sites _SOTV_ Sales Order Total Value including delivery charges but excluding VAT Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 221 _SONI_ The total number of stock items purchased in the Sales
360. t many files at once You will only be allowed to move copy files to a folder for which you have writeable permission Files are downloaded from an open Folder window by highlighting the files and select ing the Download option from the Selected menu When you request a Download for the first time you may be asked to enter a User Directory in your User Settings if it has not already been entered You should enter the full directory path of where downloaded files should appear on your computer for example the path of your desktop which on Windows might be C Documents and Settings mary Desktop if your windows user name is mary Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 51 Chapter 3 Selling Procedures This chapter covers the process of taking sales orders dispatching invoicing and receiving payment also how to deal with returned or rejected items and sales credit notes Invoicing entire groups of customers at once is described Finally it covers cus tomer statements which you can use among other things to view the state of a cus tomer s account at any moment There are three basic stages to invoicing 1 The Sales Order which you can omit if you prefer 2 The Goods Out transaction which is essential for a stock item but optional for other items 3 A Sales Invoice can be raised without the previous stages if you are selling a non stock item but if selling a stock item including a service stoc
361. t web site you must pick the Web Site before printing viewing Otherwise the header footer defined in General Settings are used The Template option menu allows you top pick an Upload File the contents of which is then loaded into the body of the letter You can therefore create any number of letter templates At the bottom buttons allow you to preview print email or save If you select Email the letter goes as a PDF attachment Notification Notification is a facility to tell your customer or supplier that one of the following transactions has happened e Sales Order e Goods Out Dispatch Note e Sales Invoice e Sales Credit Note e Purchase Order Version 6 8 19th Jun 2014 SECTION 3 Chapter 2 General Procedures 45 e Payment Made Remittance Advice The method can be by email or printing or both Assign one of those options to every counterparty using the Organisation button and by setting the field Notification Method The default notification method to be used for all new organisations created can be set within the Settings Defaults tab of the General Settings window If notification is by email the transaction is attached as a PDF file to a brief message saying what it is If you choose to print the notification it appears simply as a printed copy of the transaction without other explanation Also in the Organisation window set Auto Notification to ON or to PROMPT if you want a pop up window to off
362. takes place name initialsOrFirstName surname telephone addressLine1 addressLocality addressCounty addressPosttown addressPostcode First character forced to upper case First character forced to upper case Converted to mixed case unless it contains non alpha characters in which case left unchanged to avoid disrupting McFaddon and Smith Bar ney type names Re spaced in conventional manner Converted to mixed case unless it contains non alpha characters in which case left unchanged First character forced to upper case Changed to upper case Organisation XML Field Definitions For a full description of how the fields are used see Organisation on page 158 Field Name Mandatory Max Length Type Values reference lt If Allows Blank Only supply this field if you are updating exist ing organisations or if you don t want Inrax to generate references for you If this field is omitted or left blank a new organisation is created and is given a new refer ence by Inrax Ensure this field is the first one for each record when you do include it U N oO gt lt ao name Y 128 text Mandatory for new Organisations optional for updates to existing Organisations You must supply this whether the record is for an individ ual see individual field below or not The value does not have to be unique within Inrax so you can for example have Mr D Davie
363. ted Inrax will automatically link the advance payment to the one or more invoices associated with that order whether you manually derive the Goods and Invoice transactions or use the Direct To facility The only exception to this is where the advance payment amount doesn t match the sum of invoices associated with the order in which case Inrax will warn you of the mis match and will leave it to you to reconcile the invoice s to the advance payment which you might do using a Credit Note followed by a zero sum Payment transaction Version 6 8 19th Jun 2014 SECTION 3 Chapter 3 Selling Procedures 63 Cancelling Payment Transactions Payment transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Selected menu in the Payment Received browse win dow Any constituent transactions that were previously marked as CLOSED will revert to UNALLOC or PART The payment transaction itself is marked as CANCELLED and a new General Transaction is automatically created to reverse the account move ments of the cancelled payment Goods Returned To Us If your customer returns some or all of the goods they have bought the system auto matically generates a Sales Credit Note from the Goods Returned To Us that you enter The procedure can occur before or after invoicing Returned items are automatically replaced into stock so if you do not want them there for example if they are not fit for resale
364. ted see Automatic Creation of Payment Transactions on page 62 Alterna tively if an advance on account payment is associated with this order that may be automatically linked to the invoice see Automatic Linking of Advance Payment Transactions on page 62 Cancelling Sales Invoice Transactions Invoice transactions which have been entered incorrectly may be cancelled using the Cancel Transaction option of the Selected menu in the Sales Invoice browse window If the Sales Invoice was derived from a Goods Out then the state of that Goods Out will change to OPEN or PART The invoice transaction itself is marked as CANCELLED and a new General Transaction is automatically created to reverse the account move ments of the cancelled invoice Invoicing Multiple Customers You can invoice a Customer Group in one operation if you need to charge many cus tomers for the same item such as a recurring monthly fee See Customer Group on page 165 for details on setting up a group Multiple invoicing is particularly suited to service stock items but can be used also with other stock and non stock items Starting from a Goods Out Transaction If you are selling a Service Stock Item you can begin at the Goods Out stage Fill in the Goods Out as usual but pick a Customer Group from the bottom of the drop down Customer list Alternatively double click on the Customer field when you will be asked whether you want a customer or customer group
365. ted in your site as the data is cached on the server In LIVE mode your site is not listed in the Inrax buildcentre page see Viewing your Web Site on page 191 BUILD the site is accessible on the internet and any content changes you make within Inrax are immediately picked up by a browser refresh Pick this mode when you are first building the site or making updates and need to check the results immedi ately In BUILD mode your site is listed in the Inrax buildcentre page MAINTENANCE the same as BUILD but Inrax will automat ically flip the status from MAINTENANCE to LIVE overnight Using this status guards against forgetting to manually put the status back to LIVE after finishing the work as it is done for you OFFLINE the site is not accessible on the internet When switching between these statuses re enter the site via the buildcentre or your site front page to ensure the new mode takes effect When a web site has a status of LIVE data is cached to improve performance If you make changes you can flush through the changes using the Flush button This ensures that the next time you view a web page in a browser even when LIVE any changes to content you make will be shown you may need to wait 5 seconds after clicking Flush There is also a Flush on the Selected menu of the Web Site browse window which does the same thing If you have registered your own domain such as http www baitsonline co uk and assigned
366. ted manually as described in this section or may be imported from a file see page 31 To create a Stock Group go to the home window and click Stock Group in the Edit folder The Stock Group Browse window opens Click New Alternatively if there is already a browse list of stock groups and you want one of them to be the parent of the Stock Group you are about to create highlight that row before clicking New A blank Stock Group window will open with the correct parent group pre set When you define a stock group you should give all fields values which set your policy for that Stock Group When you create descendant stock groups you can set many fields to INHERIT meaning that the new Stock Group will inherit that characteristic from its parent By using INHERIT you have less configuration work and changes will be easier to make later on as INHERIT settings will pick up any changes higher up in the tree To apply an action to an existing Stock Group in the browse window highlight the row and use the Selected menu or right click the row For example you can View Stock Items to open the Stock Item Browse window showing Stock Items in that group Another convenience option is Set Bin for Stock Group which allows you to set a warehouse bin id on all Stock Items in the Stock Group in one hit Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 102 Stock Group Definition Tab Stock Group Mobility
367. template Version 6 8 19th Jun 2014 SECTION 1 Overview 16 Some General nrax Features Inrax introduces some ideas for running an accounting system with which the reader may not be familiar Below we attempt to pick off some of these for a brief description ASP An application service provider ASP runs computers and programs which allow users to use the facilities without their having to own and run them directly The advantage for the user is that he does not need to deal with the technicalities of running complex software securely he just uses the software Inrax is designed to run many unconnected organisations on a single system securely This means an application service provider ASP can host a technically advanced service on behalf of a lot of small organisations nrax can run as a system dedicated to a single organisation Inheritance Inheritance is about the reuse of information amongst and within organisations For instance anyone who is allowed to create a new organisation on the system usually your Application Service Provider can create a template organisation Much of what is created in the template organisation can then be inherited by new organisations auto matically leaving only what is specific to the organisation to be defined and managed Inheritance is dynamic that is a change at the parent level results in change for all descendants So if a standard rate of VAT of 17 5 is inherited within your organis
368. that users should be redi rected to This will create a permanent redirect telling search engines that this url is no longer active and to use the new page url instead The redirect overrides all other settings on the Web Page and applies whether or not the Is Live toggle was previ ously ticked or not The status of the page seen in the Web Page Browse Window changes to R When the web site is in BUILD mode you may Save or Apply changes to any web page and then immediately see the changes in your web site by refreshing the appropri ate page in your browser Web pages can be copied giving you a template to create your next web page Alterna tively if you highlight a Web Page in the browse list before selecting NEW the new Web Page will open with the parent pre selected to the one you highlighted and the various tick boxes set to the same as that parent The Product Settings tab will be covered in the later section Adding Products to Web Pages on page 200 The Page Head tab covers information that goes in the HEAD section of a web page and looks as follows Definition amp Content Product Settings Page Head Page Title Inherit Description Inherit head html Page Title Leather Gloves from Gloves On Hand C Inherit Description Fine leather gloves from the UK s only dedicate go Inherit Additional 7 name keywords content leather gloves _ Inherit lt gt The title shown in the
369. that you enter The proce dure can occur before or after invoicing Returned items are automatically replaced into stock so if you do not want them there for example if they are not fit for resale use a Purchase Credit Note rather than a Goods Returned By Us transaction Goods Returned By Us derived from a Goods In or Purchase Invoice Select a transaction on a Goods In or Purchase Invoice browse list and choose Derive Goods Returned By Us A Goods Returned By Us window opens containing the same details as the source Only a few fields can be edited location because the goods may have come back to a different location quantities of stock and stock item rows The derived Goods Returned By Us will include non stock items and service stock items such as delivery and handling charges These will feed through to the Purchase Credit Note that is automatically created so if you do not wish to refund these items delete them before saving Save the transaction You can access a Goods Returned By Us transaction from the source Goods In or Purchase Invoice using a button labelled with the abbreviation GB at the bottom of the relevant transaction window Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 81 Default Purchase Accounts The Account field within purchase transactions can be set automatically to a default value when you select the supplier For example for BT you may have a telephone expenses accou
370. the Web Site editor window title bar within Inrax Still in the Integration screen tick the XML Callback method option not HTML Click the Save button to apply the settings in the Integration screen Robots Search Engines Browser Bookmarks amp Cookies Inrax generated web sites are extremely flexible and powerful in the way they interact with client browsers and search engine robots All pages within Inrax web sites including product display pages may be bookmarked in a web browser Furthermore all pages will be indexed by most search engine robots such as googlebot This is of great importance when potential customers search for products you have for sale Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 227 Cookies are used to keep track of a customers visit to your site including what they have put in their shopping basket for example Using cookies ensures that pages may still be bookmarked even after the customer has started the shopping process However some clients may refuse cookies If they do Inrax will still operate normally the only difference being that extra information is added into the web site address seen at the top of the browser The Web Based Order Dispatch Interface The order dispatch interface is a part of your web site that can be accessed by your warehouse staff or your suppliers to view and manage the transactions they need to dis patch on your behalf It is designed to help strea
371. then notifications will be addressed to it rather than being addressed to this organisation This includes all printed transactions and customer statements except remittance advice see below Similar to Notify Organisation above but used only for remit tance advice notifications which can therefore be directed sepa rately to a companies accountant for example These only need be set if you want to use terms different to your defaults set up in the General Settings window If this organisa tion has a Parent set then values will be inherited from those instead These fields will be disabled if the corresponding Cus tomer Supplier toggle options are not selected in the Basic Details tab Optionally select a default purchase account if this organisation is a supplier For example for BT you may have a telephone expenses account set as a default Then when you select the BT organisation within a purchase transaction the account will default to this value saving you from having to select it your self Optionally select a default sales account if this organisation is a customer When you select this organisation within a sales transaction the account will default to this value Please refer to The Web Based Order Dispatch Interface on page 227 Version 6 8 19th Jun 2014 SECTION 4 Configuring Inrax 164 Alternative Contacts When editing an existing organisation you can add any number of alternative contacts to
372. thin text labels and notes con tained in financial reports XML style tags are used to control the style attributes The following tag names can be used anywhere within your text to surround formatted sec tions of text For controlling font size lt font size 6 gt small lt font gt Additionally setting font colour along with size lt font size 15 color red gt large red lt font gt Underlining sections of text Version 6 8 19th Jun 2014 SECTION 3 Chapter 7 Analysis amp Reports 139 lt style isUnderline true gt underline lt style gt When setting bold or italic styles you must additionally name the PDF font used when the report is saved to PDF format documents lt style isBold true pdfFontName Helvetica Bold gt Bold lt style gt lt style isItalic true pdfFontName Helvetica Oblique gt italic lt style gt Running a Financial Report When you have created one or more financial reports see previous section run them from the Financial Report browse list by double clicking on a report or choosing Run from the Selected menu Location ANY Customer ANY Customer Group Web Site Price List County Postcode starts Hum Periods A v Compound Period be Period 1 ENTER DATES V Start End Location Leave as ANY to report on all transaction data Set this to filter the report values of just those transactions that apply to a partic ular location As
373. tion will appear in the general ledger as a credit to the sales account and a debit to sales control these will be adjusted later in the procedure e Tip Copy each invoice to create the next You will then need only to change the date customer and amount e Tip Take every opportunity to label what you are doing in the fields provided for future reference 12 Similarly raise a purchase invoice for each creditor being sure to set the right date and zero VAT For suppliers of stock the appropriate account to set will be the same as if you were purchasing a non stock item in the ordinary course of events a cost of Version 6 8 19th Jun 2014 Appendix C Transferring Accounts To Inrax 276 sales account As these debits will later be eliminated by an adjustment you can in practice use any account 13 In the case of each creditor who supplied something which counts as an expense raise a purchase invoice and select the appropriate expenses account If there are pay ments in advance of invoice lying on your books you still raise a purchase invoice but with a negative amount 14 Run and print a General Ledger report to see the effect You can also run Sales Led ger and Purchase Ledger reports to make sure all looks correct 15 Shortly you will enter the balances from your old nominal or general ledger That would have the effect of doubling up the values of the sales and purchase invoices you have just created so now you must a
374. tml Find Use different head text html for mobile page Mobile head Use different content text html for mobile page Mobile page text html o Use different content text html for mobile page Mobile page text html If left unticked then any html defined in the Page Head tab will be used for both full and mobile versions of this page If you want alternative head content for the mobile page only tick this box User supplied additional head content for this page If left unticked then any text html defined in the Definition amp Content tab will be used for both full and mobile versions of this page If you want alternative text html for the mobile page only tick this box User supplied content for this page Can be left blank if you do not want to show any custom text html on this page Similarly for the More Info page used to describe a Stock Item that you are selling the same technique can be used to supply alternative content targetted only at the mobile version of the page EA RC Stock Item U_UHOS1001 id 114378 DER Definition Stock By Location Service Period Web Delivery amp Handling Custom Mobile Mobile page More Info text htmi Find Save Apply Cancel Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 233 Mobile Drop In HTML See Drop In HTML on page 218 which describes how HTML can be placed at vari ous places a
375. tracking of your business e Standard reports are a set of built in reports where the results are neatly laid out in an A4 presentation These include Trial Balance Aged Debtors and Creditors VAT Stock and many more e Financial Reports give flexible user defined reporting on the underlying accounts for a chosen date period or for two comparative date periods with variances Results are again laid out in A4 presentation e Analytical reports allow user defined reporting for up to 10 comparative date peri ods the output being the numerical results in plain text format with presentation of these results being your responsibility e Raw reports include an ad hoc set of reports to get at additional underlying Inrax data in a raw plain text format All report types can be imported into other applications such as spreadsheets and word processors where you can arrange the typography and layout you want and derive additional values you may require Abbreviations that you will see in reports have the following meanings PO Purchase Order SO Sales Order GI Goods In GO Goods Out PI Purchase Invoice SI Sales Invoice PC Purchase Credit Note SC Sales Credit Note PM Payment Made PR Payment Received GB Goods Returned By Us GR Goods Returned To Us GT General Transaction When selecting a report date range the default will normally be from any date to today A blank From To date means any date so a blank From date means include all
376. transaction can be saved Open the General Transactions Browse window with the General Transaction button in the Transact folder Click New to open a fresh General Transaction window Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 83 General Transaction Date 1502 2007 Reference 357 Web Sit HONE Description Bank transter Account RBS Current Account Bank Amount 5000 Location Home Item Description Debit Credit Account Location Description Debit Credit Cater Allen Current Account B Home RBS Current Account Bank Home Total Debits 50 00 Date Reference Web Site Description Account Location Item Description Debit or Credit New Item Total Credits 50 00 Difference 0 00 Can be edited Going back in time is useful for example when you want to complete the VAT period on exactly the right day but cannot be in the office on that date Defaults to the next unused number but may be edited though this is not recommended Appears with the letters GT in reports If the General Transaction is specific to a web site pick the web site here This affects whether the amounts will be included in reports that have a Web Site filter such as when running Finan cial Reports The Web Site is set automatically on a CANCEL LATION transaction created by Inrax where appropriate This optional field is for a
377. tyle Sheet from the Documentation page at www inrax com then upload this to a web enabled Upload Folder you have created see The Cascading Style Sheet on page 237 and pick it in the Style Sheet field of the Web Site editor e Create a Web Page using the Web Page editor setting the Name to Home having NO PARENT and type in My web site in the Overview text html section Also set Show Stock Levels to Do Not Show Stock Levels this setting is mandatory for a Web Page with no parent Pick this as the Base Web Page within the Web Site editor e Pick an Order Location and a Test Payment Mode then Save the web site Refer to the first part of Viewing your Web Site on page 191 to display the site in a browser You should see a link to your home page in the left hand side menu column and in the main display area the name of your home page followed by My web site as you typed it in Edit your base Web Page and untick the toggle called Display Navigation Path and change the Overview text html to My web site improved save and click the page refresh button in the browser Your page should update to remove the page name from the top of the main display area and to update the text Add a site banner refer to the Site Banner description in Defining a Web Site on page 175 and to Using HTML in your Site on page 233 Add the content of the front page by either writing the HTML by hand or creating the design in a
378. tyles set on the individual articles this override doesn t apply to the display of the articles themselves just the listings If the Article Folder or RSS feed contains more articles than this then only the most recent are listed up to this maximum number This allows you to keep a list at a manageable length without having to reassign articles to a different folder Display Intros amp If ticked article introductions are displayed Where an article Max Intro Words Date Time doesn t have an introduction the initial words are displayed from the Article Text up to Max Intro Words Used to determine whether date time is displayed with each listed article To add the listing of articles to your web site create a Web Page and pick the appropri ate Article Category to display within it Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 197 The Article Editor If you are writing your own articles rather than sourcing them from another site via RSS then you will use the Article Editor to create each article First open an Article Folder by double clicking on it in the Article Folders browse list see above for creating an Article Folder Then click on New within the Articles browse window that opens up Alternatively Copy an existing article and edit the copy As a minimum enter a Headline for the article and some text within the Article Text field Other fields are described below the screen shot
379. unt as the final amount shown in your bank account at the bottom of your statement Now pick the Bank Account that you are reconciling and applicable transactions will be listed These include all transactions within the period whether or not they have been previously reconciled shown as ticked plus any transactions with an earlier accounting date that are still unreconciled The Forward Balance should normally show the opening amount on your bank state ment from a previous successful reconciliation If for some reason you saved a bank Version 6 8 19th Jun 2014 SECTION 3 Chapter 5 General Accounting 87 rec without matching the Difference field to zero then this may not be true Also if you are looking back at previously reconciled periods or a partially reconciled period then this may also not be true due to the inclusion of transactions that have been reconciled at a later time For each amount on your printed statement try to locate the corresponding unticked line in the Bank Account table and if located tick it off as reconciled in the Selected column When you do this you will see the Selected total at the bottom the Difference and Balance fields all change If you can t locate the line in the left hand list you need to add it You do not have to close the bank rec and start again you can add it during the bank rec process There are several ways to add the missing line e If you use Payment Accounts see Transferrin
380. unt in which all debits and credits are recorded but it would not be useful Accounts are useful headings under which to analyse the progress of the company In the original double entry book keeping accounts were often divided into ledgers Perhaps there would be a sales ledger a purchase ledger and a nominal general ledger In a sales ledger there would typically be an account for each customer which is why a customer account is called just that Whatever the ledger the account remains the basic heading under which entries are analysed Inrax uses the word account to cover the headings under which the business is analysed nrax is conceptually a single ledger in which sales or purchases represent just a partial view of the whole It will help to give examples of accounts and whether entries to them are likely to be debits or credits A sales account is likely to contain credits A cost of sales accounts is likely to contain debits as are expense accounts and accounts which record the value of fixed assets Loans to the company and money owed to suppliers will be credits Cash or balances in the bank and money owed by customers will be debits Credits are represented by negative numbers and debits by positive ones If you have to set up your nrax system from scratch something covered in detail later you have to make some basic decisions about how you will analyse your business At the very least you will want accounts for each line you w
381. unting overview of General Accounting chapter 82 Accounts 153 account groups 155 control accounts 157 15 154 payment naming 86 restraints on creating new 153 91 selectable 157 107 154 tips on creating 154 Address Label 159 Administrator 20 Advertisement display in web site 219 Aged Creditors 129 Aged Debtors 129 Aged debtors example in case study 98 Alternative PDF Report Display Command 166 Alternative PDF Report Print Command 166 Analytical Reports running 132 Application Service Provider overview 16 web site 21 Apply button compared with Save 39 Article 197 Article Category 195 Article Folder 195 Article Links 199 Article Style 199 Article Syndication 241 Version 6 8 19th Jun 2014 Index B Backing Up 39 Bad debts example in case study 97 Balance Sheet Reporting 133 Bank Reconciliation 84 Browse window sorting in 35 C Cancel Transaction 58 60 63 76 78 80 Carriage treated as a service stock item 107 Cascading Style Sheet 237 Case sensitivity 39 Case Study 90 aged creditors 98 bad debt 97 96 chart of accounts 91 Corporation tax 97 correcting mistakes 99 depreciation 98 expenses 96 interest 96 opening entries 94 payroll 95 96 99 96 98 tips 91 96 99 VAT 97 Cash Book not needed 82 Chart of Accounts 89 example in case study 91 Client Authentication 27 Colour of field 34 Comma Separated Values CSV saving reports in file format 129 Compress Ledger function 89 Cont
382. unts amounts and stock may not be edited to ensure integrity of the accounts Instead see the Cancel Transaction option below The exception to this is Sales and Purchase Orders which may be fully edited while still in an OPEN state as they do not update any underly ing accounts This opens an identical transaction window but with a new Ref erence Number and dates if applicable View the transaction without edit capability Transaction flags give a visual indicator of transaction state see Transaction Flags on page 40 This menu leads to a set of options that can be applied to the transactions counterparty and are the same as those documented with the Organisation Browse window see Organisation on page 158 Allows you to inform your customer or supplier of the transac tion in hand Notifications can be emailed or printed or both according to settings There is more on notification on page 44 Used to back out erroneous transactions whilst providing an audit trail of your actions Automatically creates the necessary reversing General Transaction and stock updates The cancelled transaction is marked with the state CANCELLED and the reversing General Transaction has a state of CANCELLATION Both are shown in a greyed out colour within the browse list Displays which accounts in the General Ledger are being deb ited ve and credited ve together with the values Generates a report of the transaction in hand a
383. up called something like Sales Accounts which of course contains all your sales accounts But it should also contain any other accounts to which sales might conceivably be relevant such as stocks and fixed assets which you might sell from time to time The descendants of any account in a named Account Group will appear wherever that Account Group is put to use or if there are no descendants the account itself will appear So there is no need to place sibling accounts in an account group in which you want all of a particular family of siblings just specify the parent of the siblings Nor mally there would be one Account Group named General Transactions containing usually just the root account but some could be excluded if you wish such as the Sales Purchase Control and Suspense accounts for use in selectable accounts for gen eral transactions To set up or edit click Account Group in the Edit folder The Account Group browse window opens Click New or else edit a selected row to see an Account Group win dow f4Account Group lof x Name Gross Margin Retained earnings Sales J tterrretertrrens Balance 2i Retained earnings Cost of sales aS Aslance Current Assets gt gt Balance Current liabilities Balance Equity Balance Fixed assets Balance Intangible assets Balance Long term liabilities Balance Retained earnings zi Save Cancel Having named a new grou
384. urity features to this user The security user is never listed in the list of all of your Inrax users and may never be deleted Create Access Groups more detail on page 151 Note Depending on how your organisation was originally created and which standard template organisation is provided you may already have one or two existing users These users will be assigned to access groups inherited from the template organisation more detail on page 152 One of these users may be an administrative user with full permissions in which case you can use it instead of setting up the user administrator as described below But note that access groups inherited from a template are not owned by your organisation and may therefore not be edited so you may well prefer to set up your own access groups over which you have full control Version 6 8 19th Jun 2014 ADMIN ADMIN ADMIN ADMIN SECTION 2 Getting Started 25 Create the Administrator Access Group as follows Click the Access Group button then click New Type administrator or some other chosen name in the Name field and press ENTER Click All Max to give full permissions Save Now or later create any other access groups for your various users or accept the inher ited ones All other access groups should have something less than maximum permis sions all other users will therefore not be able to see some of the functi
385. ust with In Stock or Available When out of stock this can be shown as Out of Stock On Order or Not Available Choose whether RRP prices should be shown in addition to the sale price If the same setting is used for the whole web site this only need to be set once on the root web page and will be inher ited by other pages Otherwise set for individual pages or for web page branches See also Defining a Web Site on page 175 for configuring the label to use for RRP prices Regardless of this setting if the RRP price is higher than the sale price the RRP will not be displayed Determines whether images are displayed for those stock items that have images defined Determines whether stock item references are displayed in addition to the stock item description Use this button to add a whole stock group to the page All stock items will be listed with the Include column ticked by default To exclude individual stock items untick the Include box If you later create new stock items within this stock group they will automatically appear on your web site If this is not behav iour you desire use the Add Stock Items button Adding a stock group automatically adds any descendants of that stock group so it is possible to add a whole branch of you stock tree to a page in one go You may add as many stock groups as you like Use this button to pick one or more stock items from the stock item browse li
386. viewed edited or if not in use deleted Price Lists Price Lists allow for flexible pricing of stock as an alternative to specifying a single price per stock item You may choose not to use a price list or you may create several You can tailor a price list to a particular set of customers and price lists may be assigned to your web sites It is possible to apply formulae in a very flexible way for example for the same col lection of Stock Items you could have one price list based on Cost prices and another on Base prices or a mixture of both within the same price list It is also possible to set up many fixed prices for the same stock within separate price lists These paragraphs headed Price Lists refer to the recipe used in defining a price list The resultant price list can be viewed or printed by clicking Price List Report in the Report folder of the home window Version 6 8 19th Jun 2014 SECTION 3 Chapter 6 Stock Management 118 Selling Price The default selling price for a customer with no price list allocated is Base which you specify when setting up a Stock Item You can print a price list of Base prices from the Report folder If you apply a formula to selected Stock Groups or Stock Items in a named price list selling price is related to your choice of Base Cost RRP or Cost at Valuation and will automatically alter as the source changes Alternatively each price list can use a lookup table of prices to
387. web design tool uploading any images you have used see Using Upload Files within your Web Site on page 233 and Incorporating Images and File Down loads within your HTML on page 234 and pasting the HTML into the Overview text html section of your base web page Create a hierarchy of pages within structured menus as described in Adding Pages and Menu Structure with Web Pages on page 192 Add products to create a web shop as described in Adding Products to Web Pages on page 200 and subsequent sections of this chapter Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 187 Web Page The Definition amp Content tab of the Web Page editor is shown below along with descriptions of the settings For the Product Settings section of this editor see Adding Products to Web Pages on page 200 RC Web Page Comfort Scooters id 1513 Definition amp Content Product Settings Page Head Filters Mobile Parent Mobility Scooters MOB NEW Name Comfort Scooters Is Live Show Nav Path Searchable Hand Rolled Page Show Menu Link _ from Name Show Page Title from Name Access INHERIT UNRESTRICTED ACCESS Page Image UNDEFINED v Vertical Layout Big Image UNDEFINED v Page content lt td gt lt img src MOBSitelmages greentTick jpg alt tick width 16 height 16 gt lt d gt lt td lt strong INSURED lt strong lt span class redBold gt three month s
388. where according to your own configuration Settings to be made by the administrator are marked thus in the margin Security The Administrator The assumption is made throughout that there is one person in your organisation desig nated as the administrator of this system In practice however there can be more than one administrative user That is a matter of policy for your organisation but generally the fewer the better The administrator is assumed to have the user name administrator and to be the only member of the Access Group also named administrator though there is nothing to stop your company choosing different names or having different administrative users and access groups Within this manual it is assumed that the administrator has full per mission to access all parts of the system Security User There is a special user named security who does not appear in the list of users and cannot be deleted This security user comes already set up complete with blank pass word Unlike other users which you will shortly set up the security user can only per form a predetermined set of functions e Change passwords e Create access groups which define what permissions users have within the system e Create users e Configure client authentication which controls which computers may use the sys tem Version 6 8 19th Jun 2014 ADMIN SECTION 2 Getting Started 21 First Stage Procedure
389. wnload a default Inrax CSS from the Meier Pollard web site Documenta tion page and then create an Upload File that can be selected as the web site s Style Sheet For information on how to use Upload Files see Using Upload Files within your Web Site on page 233 Unless you require customisation of this default style for your site you may never need to alter the CSS content The topic of understanding and authoring CSS files is beyond the scope of this manual A useful place to start is Web Design In A Nutshell published by O Reilly Your Inrax service provider should be able to advise of design services available for customising web sites using CSS Customer and Customer Group CSS Customisation It is possible to customise your web site according to either a specific customer or cus tomer group currently logged in Note that logged in includes the latter stages of the checkout process as well as logging in to a My Account page To help support this when a customer is logged in the body html tag class will look something like this lt body class myAccountPage customer_12924 customerGroup_113 gt The first class is a general one for the type of page the second is a unique identifier for a specific cus tomer and the last is a unique identifier for the customer group that the customer belongs to there may be more than one group Web Site URLs Explained Inrax web page addresses URLs Universal Resource Locators are designed
390. works if Order part of the order has been satisfied The order will move to the CLOSED State if it has no uninvoiced Goods In transactions or to the GOODS IN State if there are transactions waiting to be invoiced View Shows you the stock items in the order which have not yet Outstanding passed the Goods In stage Order Direct To A fast way to create later stages in the transaction workflow see Direct To on page 81 Derive Goods In Moves you directly to the next stage with details for which there is no Goods In already automatically transferred forward If the goods arrive in more than one consignment you can derive a new Goods In each time Derive Payment If you have lodged advance payment for an order that has not Made yet been received use this option to create an on account pay ment transaction to match the order The order will be given a P flag in the Flags column to indicate advance payment Version 6 8 19th Jun 2014 SECTION 3 Chapter 4 Purchase Procedures 75 Derive Moves you directly to a Purchase Invoice for any part of the Purchase Purchase Order for which a Goods In exists Just those details Invoice are automatically transferred forward When a Purchase Order has been derived from a Sales Order see Derive Purchase Order on page 55 you should check that the supplier is the one intended as the sys tem will have guessed who it is based on the usual supplier of the first stock item on the list
391. y only the following are supported SO Sales Order PO Purchase Order PR Payment Received PM Payment Made GT General Transaction reference 32 text Only supply this field if you don t want Inrax to generate references for you If you do supply it yourself ensure it is unique within Inrax for this type of transaction accountingDate date The date of this transaction Defaults to today if omitted dueDate date The Planned Delivery date only applicable to SO PO transactions If omitted a default is cal culated from the accounting date and payment terms notes Y 255 text Note attached to transaction n a for General Transactions description Y 255 text Transaction level description counterpartRef Y 32 text The counterparties own reference for this trans action n a for General Transactions Version 6 8 19th Jun 2014 Appendix B Import Data Formats 265 Field Name Mandatory Max Length Type Values lt Allows Blank website The name of an existing Web Site Defaults to ANY if blank or omitted paymentTerms Code of Payment Terms existing in Inrax If omitted the default terms are applied only applicable to SO PO transactions counterpart Y Reference of a customer organisation existing in Inrax n a for General Transactions location The name of a Location existing in Inrax or if omitted the importing user s default Location as specified in their Use
392. you can type the first few letters observing correct case For example if you know that the supplier in question is Smith amp Co just type Smi or as many letters as are needed to bring the right name up e When in View mode you can inspect many fields for more detail by double click ing on them e When in View mode change to Edit mode by pressing CTRL e e When in Edit mode options in many fields including drop down lists can be selected from a browse list by double clicking on the field Double clicking with the right button allows you to view more detail as in View mode e Ineither Edit or View mode right click CTRL click for Mac anywhere within the the bottom button bar but not on a button to get a pop up menu of actions that may Version 6 8 19th Jun 2014 SECTION 3 Chapter 1 Working with Inrax 35 be applied to the item being viewed or edited these are the same menu items as avail able from the Selected rows menu of browse windows Browse Windows Inrax uses a uniform system of navigating through your data which is easy to learn From many buttons in the Home Window you open a Browse Window From the browse window you open either a new form to fill in or by selecting from a browse list an existing form You can do the following in a browse window e Double click on any column header to sort or reverse sort This is a useful way to check for example for all open transactions by bringing them to the t
393. you want to provide your own menu links to pages that Inrax gen erates For example you could include links to products on which you have special offers from anywhere within your site When creating such a link you have to set an href value in your HTML that defines the target page An easy way to work out what the href should be set to is to have a look at an existing link that Inrax generates or view the URL of an existing page For example to see the href of a product more info page navigate to the page that lists the product in question and then from the browser menu select View Source Search for the product name on the source page and then for href and you should see something like href wa 2 52 1661 Water Butts 31556 190L Water Butt Kit Includes tap rain diverter kit and stand html You can then copy this href for use in your own link Note that the href is relative meaning that it starts with wa rather than starting with http www We suggest that all of your links to other locations within the web site are also relative Try not to create numerous links of this nature because they can become out of date and will then be broken when a user tries to click on them This could happen if you later rearrange your web pages or remove stock items that you have linked to In gen eral it is best to let Inrax create your menu hierarchy and product links Internal Search URLs and Custom Field Web Searc
394. your order Password Field Text Please invent a password that you can use to log in next time County Field Label County Postcode Field Label Postcode Notes Field Label ada a note to your order Price Labels Our Price RRP RRP Customer Login Title ACCOUNT LOG IN Pay Order Description 3loves on Hand will appear on your card statement as Regent Croft Ltd Drop Ship PO Prefix Customer More Info Button UNDEFINED Add To Basket Button WebShared addToBasketOrange gif Save Apply Cancel Version 6 8 19th Jun 2014 SECTION 5 Building a Web Site 183 Basket Footer Basket Header Mailing List Header Customer Mailing Text Telephone Field Text Password Field Text County Field Label Postcode Field Label Notes Field Label Price Labels Our Price RRP Customer Login Title Pay Order Description Pick an upload file that contains HTML you wish to display at the bottom of the shopping basket window below the basket and totals Pick an upload file that contains HTML you wish to display at the top of the shopping basket window above the basket itself Within the page on your web site that allows users to subscribe to your mailing list there is some default text that tells visitors how to subscribe unsubscribe If you wish to replace this with your own pick an upload file that contains the text HTML to replace the default This i

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