Quick Business Manager User Guide

Manage your business quickly and effectively with Quick Business Manager®.

Quick Business Manager is a comprehensive financial, analytics, and business management system.

The key benefits of Quick Business Manager are:

• Multi-Store
• Multi-Company
• Multi-Currency
• Multi-Languages
• Multi-User (Role-based security where security is defined on each entity)
• A True Microsoft .NET application
• Low cost of ownership
• Minimum training
• Easy and intuitive use
• Manages all aspects of business relationships
• Manages point-of-sale and business processes
• Manages all aspects of post-dated cheques (both paid and received cheques)
• Provides analysis and reporting with drill down capabilities for each report
• Provides standard accounting and business tools to organize and manage your business finances with ease

System Requirements

·         Processor
PC with 600 megahertz (MHz) Pentium processor

·         Hard Disk Space
400 MB free.

·         RAM
256 megabytes (MB)

·         Video
800 x 600, 256 colors

·         Network Card
32-bit 10/100 Mbps Ethernet. (If using a separate server)

·         Operating System
Windows .NET 2003 SP 1, Windows XP SP2, Windows Vista

Functionalities

• Financials: Control your financial accounting with its true double entry accounting and its flexible chart of accounts.
• Payroll: Manage payroll within the application program.
• Sales:  Manage sales more effectively with the integrated sales invoice, sales order, payments, and reporting.  Track customer balances and receivables.
• Purchasing: Manage purchasing and vendor relationships with the integrated purchase order, item receipt, and payments.  Track vendor balances and payables.
• Inventory: Manage inventory more effectively.  With its multi warehouse feature, you can track inventories more effectively.
• Banking: Seamless integration of deposit, withdrawal, and transfer of funds let you manage your bank accounts more effectively.
• Reporting: Make effective business decisions for all aspects of your business, and easily export the report to Microsoft Excel for further analysis.

Features

• Setup wizards makes it easy to perform some difficult tasks easily:
• User access rights let you specify access level.
• Multi-user access provides multi user access for up to five users at the same time.
• Unlimited users let you setup access right for unlimited users.
• Unlimited companies setup makes it easy to maintain any number of companies.
• Multi Warehouse feature enables any number of warehouses and track inventories.
• Multi Shop lets you manage any number of merchandising store within one company.
• Multi Currency lets you sell or purchase and do any accounting tasks any any currency.
• Advanced Security lets you create role based security on any form.
• Backup and restore your data easily and have multiple backups and recover them at any time.
• Fixed Asset management lets you manage your fixed assets
• Item Serialization lets you keep track of serialized items
• Print Templates let you you make unlimited template for each document and customize the printing based on your needs
• Real-time visibility across all your business operations
• Run your business on-demand or on-premise
• Connect all your business branches together over the internet with simple steps
• Use smart client technology (same as Microsoft Outlook)
• Anywhere, anytime access to the information you need

Installation

To install Quick Business Manager (QBM) on your computer just insert the Quick Business Manager CD in your CD-Rom drive.  The CD is auto run and is supposed to run automatically.  If it did not start, right click on the CD-Rom drive, click open, and then double click on the setup.exe file.

You can then choose from the options provided to install QBM:

1. Install Quick Business Manager: This option installs QBM on your computer.
2. Install Microsoft .NET Framework 3: This option installs the .NET Framework 3 on your system, if it is not already installed. This is a required feature.
3. Install SQL Express: This option installs Microsoft SQL Express with instance name SQL Express. If you have SQL Server installed or you need another instance name you can skip this option.
4. QBM Manual: This option runs QBM manual in Adobe format. You must have adobe reader on your computer.
5. Our Website: This option takes you to Business Aim LLC website.
6. Browse CD: Opens CD folder.
7. Contact US

Installing Quick Business Manager

If this is a single user edition, which means you want to install the QBM on a single computer, you only need to follow the setup wizard.  If however, this installation is for multiple computers, you need to install the Server and/or Client application on the server computer and the client applications on all the other clients.  Following the installation wizard will install the QBM on the specified path.

Running Quick Business Manager

You can run the QBM from Start->All Programs->Quick Business Manager or double clicking the program icon on your desktop.

After the program runs for the first time it asks for the product key. The product key consists of five parts, which are entered in the specified boxes. The product key can be found from the product package.

Single User Connection

After running QBM you can either create a new company or open and existing company.  If you would like to create a new company, please click “Creating a New Company” and see its section on this subject. If there is an existing company, please click “Open an Existing Company” and see its section on the subject.

Multi-User Connection

·         Client Connection

1.      To open a company, please see opening an existing company.

·         Server Connection

1.      To open a company, please see opening an existing company.

2.      To create a new company, please creating a new company.

Business Processes

Business Process is a group of business activities undertaken by an organization in pursuit of a common goal. A business process usually depends upon several business functions for support, for example, IT, personnel, or accommodation. A business process rarely operates in isolation, for example, other business processes will depend on it and it will depend on other processes.

A typical business process involves purchasing, inventory, sales, accounting, and reports.  Quick Business Manager automates these processes based on real life business scenarios.  In Quick Business Manager, all the processes are integrated and executed in real time bases, so it ensures availability of real time information.

Quick Business Manager helps you track investments, purchases, expenses, sales, and other income.  By entering transactions to track business activity, you can use the software to generate reports that indicate whether the business is making money or losing money.  If your business’s revenue is greater than its expenses, the business has earned a profit and increased the equity of the owners.  Management then can decide how and when to reinvest in the business.  The business cycle starts again.

For example, a computer shop has the following business processes:

·                  Invest in business to secure cash to increase the cash for purchases.

·                  Purchase parts from vendors, which involves procurement of components          needed to assemble a computer system.

·                  Manage Inventory, use inventory function to keep track of components.

·                  Pay vendors, use pay bills to pay the outstanding bills.

·                  Assemble components to create the finished item.

·                  Sell the components, assembled item, or services to customers.

·                  Receive payments from customers

·                  Use journal entries to make accounting adjustments

·                  View Reports to know more about the company, customers, and vendors.

Configuration Settings

There must be correct settings for the connection to work. To modify the setting please go to File->Data Utilities->Settings.  In this dialog you can change the SQL Server Instance Name. QBM uses a default instance name, which is SQLExpress, to connect to SQL Server. However you can change this instance name to different instance name.

If it is a Client-Server application, the server name must also be specified.  The server is the name or IP address of the computer that is running Quick Business Manager Server.

Navigating Around

You can always press F1 to display instant help about the active screen.

Each Center makes it easy to quickly find the information you are looking for:

• Customer Center
• Vendor Center
• Inventory Center
• Company Center
• Account Center
• Report Gallery

Main Menu Bar

The main menu bar appears near the top of the screen.

The table below summarizes the menus in Main Menu bar

To navigate to a menu in the Main Menu bar, press ALT and the first letter of the menu name.  For example to open File menu, press ALT + F.

You can always press F1 to display instant help about the active screen.

Window Navigation Keyboard

Use these keyboard shortcuts to navigate quickly in the program.

Record Detail

Record Detail displays information about the record in the list.  For example, a customer record displays information about the customer in the customer list.  To view records details double click the record in the list to view the Detail.

To create a new record in the list, select new record.  For example, to create a new customer in the list, click New Customer.

Creating a New Company

To create a new company please click “Create a New Company” link or use File->New Company menu.  Then a dialog will appear and lets you create the company with easy steps.

Notes for creating a new company:

In the dialog provided please enter the required fields.  The required fields are the name of your company, and the first month of your fiscal year.

Opening an Existing Company

If you already have created a company or there is an existing company click “Open an Existing Company” link or use File->Open Company menu. Then in the dialog type the name of an existing database or click Browse to select an existing database. Type the user ID and password and press OK button.

Changing Languages

Please use Tools->Languages to change the language.

To create or edit a language, please go to the program run directory, for example C:\Program Files\Business Aim\QBM and then open the Languages directory. You can delete a certain language if you do not want it to be shown.

Company

Any business or for-profit economic activity may be referred to as a company.

Company Information

To edit company information, please go to Company->Company Information.

Creating Notes

To create, edit, or view notes, please go to the Company menu, and then select Create/View Notes, or Company-> Create/View Notes.

Closing Financial Date

Unlike many accounting software, Quick Business Manager does not close your company fiscal year. 

There are advantages to not closing the fiscal periods such as:

• Details of every transaction are easily accessible.  For example, you have easy access to previous year’s data and transactions.
• Reporting for the previous years are easy to create.  For example, you can create comparative reports between this year and last year.

To close financial date, please go to the Company menu, and then select Set Closing Date. Please note that the user must have the right to see this submenu.

Finding Transactions

To find a transaction such as invoice or bill, please select the Company menu, and then Find Transactions.

Writing Letters

To write letters, please go to the Company menu, and then select Write Letters.

Sending E-Mail

To send e-mail, please go to the Company menu, and then select Send Email.

Reminders

You can view system reminders by going to the Company menu, and then selecting Reminders.

Activity Logs

All users’ actions or activities are recorded. You can view this list by going to the Company menu, and then selecting Activity Logs.

Options

You can change global or user’s settings by going to the Company menu, and then selecting Options.

Changing Login Password

You can change the login password by going to Company->User Tasks->Change Login Password.

Lists

A list can consist of any activities that the user performs. In the list the user can create, edit, or delete the content of the list.  For example if the user creates a new customer, the created customer is found in the Customer List where it can be edited or deleted.  A new customer is created from the Customer List. Some of lists are explained below.

Job/Project List

To create, edit, or delete jobs or projects, please go to Company->Jobs->Job List.

Job Type List

To create, edit, or delete jobs, please go to Company->Jobs->Job Type List.

Enabling Jobs/Projects

To enable and work with jobs pleas go to the options in Company menu.

Terms List

To create, edit, or delete terms of payment, please go to Company->More Lists->Terms.

Credit Card List

To create, edit, or delete credit cards, please go to Company->More Lists->Credit Cards.

Payment Method List

To create, edit, or delete payment methods, please go to Company->More Lists->Payment Methods.

Currency list

To create, edit, or delete currencies, please go to Company->More Lists->Currencies.

Location List

To create, edit, or delete locations, please go to Company->More Lists->Location.

Letter Template List

To create, edit, or delete letter templates, please go to Company->More Lists->Letter Templates.

Unit of Measure List

To create, edit, or delete the unit measures, please go to Company->More Lists->Unit of Measures.

Shipper List

To create, edit, or delete the shippers, please go to Company->More Lists->Shippers.

Print Template List

To create, edit, or delete the print templates, please go to Company->More Lists->Printer Templates.

User List

This is a list of users who can access the software, given their permission to perform certain tasks. The permission of the user is set from the group, which means the user is assigned to certain groups.

To create, edit, or delete the user, please go to Company->User Tasks->User List.

Group List

A group determines the permission of the login user. For example, if you want certain login or user to be able to perform certain tasks and not to be able to perform other tasks, create the group and set its permission. Then assign the group to the user or login by going to that user.

To create, edit, or delete the groups, please go to Company->User Tasks->Group List.

Security

You can define security for each group, and then add the group to the user. To do this, please create a group and the go to that group details and define its security.  To define the security for the group select each area you want to define its security.  After the security is defined, go the user detail and add that created group to the specified user. 

Multi-Currency

You can work with different currencies in an transaction.  To enable multi-currency, please go to the options from Company menu and the select Use Multi-Currency.

Contact List

To create, edit, or delete the contact, please go to the Company menu, and then select contact list.

Customers

A customer is someone or a company who makes use of or receives the products or services of an individual or organization.

Customer List

You can view, edit, or create a new customer by going to the customer list. To go to the customer list, please select Customers menu, and then select Customer List.

Sales Documents

Sales documents include the following documents, which are entered with line items:

·        Sales Invoices

·        Sales Receipts

·        Sales Orders

·        Sales Quotes

·        Sales  Returns

Entering customer, item and other information in Sales Document is quick and easy.  For example, if the customer does not exist, you can use quick setup to quickly add the customer.  A quick setup is activated when you type non-existing customer name in the customer list.

Sales documents can be exported to Microsoft® Excel or saved as different file format.

Create Invoices

Sales invoices are legally binding documents that you create if the customer does not pay the full amount at the time you sell your products or services.  A sales document is posted in real time when you save the invoice.  Sales invoices increase the customer balance and decrease the inventory quantities.

To create a sales invoice

1. On the Customers menu, click Create Invoices
2. Select the Store in which the sales take place
3. Select the Customer
4. Enter invoice date
5. Click on the Add Item button
6. Select an item
7. Enter the item quantity
8. Enter the item price
9. Click Enter button
10. To save the invoice click Save & Done, or start from step 5

Create Cash Invoices

To create cash invoices for the customer, please go to the Customers menu, and then select Create Cash Invoices.

Create Quotations

Sales quotes are valuable sales tools because customers or prospects might request estimates or quote for items cost before they make purchase decision.

Similar to Sales orders, Sales quote are saved but not posted.  If a customer decides to make a purchase based on the quoted price you have provided, you can create a sales invoice from the sales quote and information about the document, customer, and item will be transferred to the new document.

Create Orders

Sales orders let you enter items for customers that are agreed upon and later can be exchanged.  Later, you can invoice and ship the items as they become available in your inventory, tracking the backorders in the system.  Sales orders are saved, but not posted.  When you deliver the goods or services, you can transfer the order information to create an invoice from the order.

To create a sales order

1. On the Customers menu, click Create Orders
2. Select the Store in which the order take place
3. Select the Customer
4. Enter order date
5. Click on the Add Item button
6. Select an item
7. Enter the item quantity
8. Enter the item price
9. Click Enter button
10. To save the order click Save & Done, or start from step 5

You can create an invoice from the orders.  Please see creating invoices.

Create Delivery Notes

Delivery note is a document, issued by the suppliers, which accompanies a delivery of goods, specifying their type and quantity.

To create delivery notes for the customer, please go to the Customers menu, and then select Create Delivery Notes.

Create Credit Memos or Refunds

You create credit memos when the customer returns the products or services and you want to pay by credit.

To create credit memos or refunds for the customer, please go to the Customers menu, and then select Create Credit Memos/Refunds.

Create Cash Refunds

You create cash refund when the customer returns the products or services and you want to pay by cash.

To create cash refunds for the customer, please go to the Customers menu, and then select Create Cash Refunds.

Create Statements

You use Customer Statement to view and print the customer statement.  Statements show current customer activity, aging period balance information, the total amount due, and payments received.

To view Customer Statement:

1. Select Customer Statement from Customers menu
2. Select the customer to view the statement
3. Select the statement period

If you want to view the aging by month, check the ‘view aging by month’ option.  This option views the aging summary by month.

You can view the unposted cheques that received from customers by checking the ‘view unposted cheques’ option.

Sales Returns

A credit memo tells your customer that you have reduced the balance (for example, when a customer cancels a sale, returns something, or overpays).  Enter credit memos in the Create Credit Memos/Refunds screen.

You can use credit memo to bring items that you previously sold back into your inventory.  Returns decrease the customer balance and will increase inventory quantities.  Return is posted in real time.

Use the Create Credit Memos/Refunds to record a return when a customer returns items for which you have already recorded an invoice.  Creating the refunds increases the inventory items and decreases the Account Receivable.

To create a credit memo/refund

1. On the Customers menu, click Create Credit Memos/Refunds
2. Select the Store 
3. Select the Customer
4. Enter memo date
5. Click on the Add Item button
6. Select an item
7. Enter the item quantity
8. Enter the item price
9. Click Enter button
10. To save the memo click Save & Done, or start from step 5

Use the Create Credit Memos/Refunds to record a return when a customer returns items for which you have already recorded an invoice.  Creating the refunds increases the inventory items and decreases the Account Receivable.

If you simply want to pay your customer an amount without receiving items, use Make Withdrawal from the Banking menu and select Accounts Receivable and the Customer.

Receive Payments

Receive Payment screen is for recording the payment you receive from your customers.  This screen lets you record the payment against the unpaid invoices.

1. On the Customers menu, click Receive Payments

To enter a payment for a customer's unpaid invoices, you must select the customer and the accounts receivable.  

After selecting the customer and the accounts receivable, all the open invoices are displayed in the list.  The amount due column shows the invoice balance.  Column Credits shows the customer's credits you have applied using the Set Credits button.  To apply the credits, click Set Credits button.  The Payment column shows the amount you have applied to the invoice.

You need to specify the bank account into which the money is deposited.  You also need to specify the payment methods.  If the payment method is cheque, you must enter the cheques number and the cheque date.

If you do not want the payment to be reflected in your general ledger and bank account, uncheck ‘Post this transaction’ option.  If you check Post this transaction option the transaction will create records in general ledger, update your bank account, accounts receivable, and the customer balance.  However if you uncheck the option only the Customer balance is updated.  This option is useful if the customer pays you a post-dated cheque (PDC).  There will be a reminder to remind you when the post-dated cheque is due to be deposited.

Delivery Note/Packing list

Lists and filters the delivery notes.

1. On Customers menu, click Transaction List and then Select Delivery Notes

Invoice List

To create, edit, or delete invoices, please go to Customers->Transaction List->Invoices.

Received Cheques List

Lists and filters the cheques received from your customer.  The received cheques are payments using bank cheques.  If you select the payment method as Cheque, in the Receive Payments, this transaction is recorded as a cheque transaction.  A Cheque transaction has the cheque number and the cheque date, so you can tell which cheque must be deposited by its date.  

1. On the Customers menu, click Transaction List and then Select Received Cheques

Note that you can mark the cheque transaction and change its status.  To change the status of the cheque, right click the item and select Mark As.  For example, if the customer's cheque was returned from the bank, for an insufficient fund, you can mark the cheque as Bounced.  Please see Transaction Status for details about the transaction status.

Cash Sale List

To create, edit, or delete cash sales, please go to Customers->Transaction List->Cash Sales.

Credit Memo/Refund List

To create, edit, or delete credit memos/refunds, please go to Customers->Transaction List->Credit Memos/Refunds.

Cash Refund List

To create, edit, or delete cash refund, please go to Customers->Transaction List->Cash Refunds.

Quote List

To create, edit, or delete Quotes or Quotations, please go to Customers->Transaction List->Quotes.

Order List

Lists and filters the sales orders.

1. On Customers menu, click Transaction List and then Select Orders

Delivery Note List

To create, edit, or delete Delivery Notes, please go to Customers->Transaction List->Delivery Notes.

Customer Payment List

To create, edit, or delete customer payments, please go to Customers->Transaction List->Payments.

Vendors

A vendor is a supplier of goods or services, such as a printer or a service bureau.

Purchase Documents

Purchase documents include the following documents, which are entered with line items:

·      Purchase Invoices/Receipts

·        Purchase Orders

·        Purchase  Returns

Purchase documents can be exported to Microsoft® Excel or saved as different file format.  You can export a purchase document to Excel® by clicking on Export to Excel link.

Vendor List

You can view, edit, or create a new vendor by going to the vendor list. To go to the vendor list, please select Vendors menu, and then select Vendor List.

Receiving Items and Entering Bills

You create purchase receipt or bill to record the purchase transactions from your vendor.  You can enter an invoice receipt when you receive an invoice for a shipment receipt that was entered and posted earlier, or for a shipment that you have not yet received.  You can also create purchase receipts from multiple purchases orders.

The Invoice Receipts window is designed to resemble a physical invoice document and includes vendor, line item, and invoice information.

To create a purchase receipt:

1. On the Vendors menu, click Receive Items & Enter Bills
2. Select the Store to which purchased items go
3. Select the Vendor
4. Enter bill date
5. Click on the Add Item button
6. Select an item
7. Enter the item quantity
8. Enter the item price
9. Click Enter button
10. To save the bill click Save & Done, or start from step 5

Create Cash Purchases

To create cash purchase, please go to the Vendors menu, and then select Create Cash Purchase.

Create Quotes

To create quotes to the vendors, please go to the Vendors menu, and then select Create Quotes.

Create Orders

To create orders to the vendors, please go to the Vendors menu, and then select Create Orders.

Create Orders

To create orders to the vendors, please go to the Vendors menu, and then select Create Orders.

Create Credit Memos/Refunds

To create credit memos or refunds to the vendors, please go to the Vendors menu, and then select Create Credit memos/Refunds.

Create Cash Refunds

To create cash refund to the vendors, please go to the Vendors menu, and then select Create Cash Refunds.

Pay Bills

To pay bills to the vendors, please go to the Vendors menu, and then select Pay Bills.

Create Proforma Invoices (for the Letter of Credits or LC)

To create proforma invoices, please go to the Vendors menu, select Letter of Credits, and then select Create Proforma Invoices.

Proforma Invoice List (for the Letter of Credits or LC)

To see the proforma invoice list, please go to the Vendors menu, select Letter of Credits, and then select Proforma Invoice List.

Letter of Credit List (for the Letter of Credits or LC)

To see the list of letter of credits, please go to the Vendors menu, select Letter of Credits, and then select Letter of Credit List.

Bill List

To create, edit, or delete bills, please go to Vendors->Transaction List->Bills.

Cash Purchase List

To create, edit, or delete cash purchases, please go to Vendors->Transaction List->Cash Purchases.

Vendor Credit Memo or Refund List

To create, edit, or delete vendor credit memos or refunds, please go to Vendors->Transaction List->Credit Memos/Refunds.

Vendor Cash Refund List

To create, edit, or delete vendor cash refunds, please go to Vendors->Transaction List->Cash Refunds.

Vendor Quote List

To create, edit, or delete vendor quotes, please go to Vendors->Transaction List->Quotes.

Vendor Order List

To create, edit, or delete vendor orders, please go to Vendors->Transaction List->Quotes.

Vendor Payment List

To create, edit, or delete payments to the vendor, please go to Vendors->Transaction List->Payments.

Paid Cheque List

To view paid cheques, please go to Vendors->Transaction List->Paid Cheques.

Vendor Opening Balance

Vendor opening balances are the amounts that you owe vendors when you begin using Quick Business Manager.  You change vendor opening balance from vendor detail.

Employees

An employee is a person who works for a public or private employer and receives remuneration in wages, salary, commission, tips, piece-rates or pay-in-kind.

Employee List

You can view, edit, or create a new employee by going to the employee list. To go to the employee list, please select the Employees menu, and then select Employee List.

Paying a Single Employee

To pay an employee, please go to the Employees menu, and then select Pay Employees.

Paying Multiple Employees

To pay multiple employees, please go to the Employees menu, and then select Payroll Transaction Entry.

Payroll Transaction List

To create, edit, or delete a payroll entry, please go to the Employees menu, and then select Payment Transaction List.

Payroll Item List

To create, edit, or delete a payroll item, please go to the Employees menu, and then select Payroll Item List.

Department List

To create, edit, or delete a department, please go to the Employees menu, and then select Department List.

Inventory

The inventory is the company's merchandise, raw materials, and finished and unfinished products which have not yet been sold, or are held available in stock

List of Products or Services

To create, edit, or delete a product or service, please go to the Items menu, and then select Item List.

Item Setup

You setup items to track sales, cost, and stock status.

To setup a new item you must specify item name and type.  An item name is unique name given to the item to identify the item in Quick Business Manager.  An item type determines the type of item you sell or purchase.

Entering other information is optional.

Transferring Items

Items can be transferred to various stock areas from the source location.

To transfer item between locations

1. On the Inventory menu, click Transfer Items

This dialog allows you to transfer or move items between two stores.

Example:

Suppose there are two stores, one is a merchandise shop and another is a warehouse, and you want to transfer an item from the warehouse, which has the particular item, into the shop, which does not hold the particular item. From the Source Store select the warehouse and from the Destination Store select the store you want the item to be transferred into.  Click next to go to the next screen. Click Add button to add an item. Then type the quantity you want to transfer and press enter. To Add more items click Add.

When you are done adding  items, click Save and Done.

.

Adjustment of Items

Inventory adjustment lets you adjust the quantity on hand in your inventory from the specified store.

To view Inventory Adjustment

1. On the Inventory menu, click Inventory Adjustment
2. Select the Store you want to adjust the inventory from it
3. Select adjustment account, the account that you track inventory adjustment.  You can either use an expense type account for losses, such as thefts  and income account for other purposes which your company gained income or revenue
4. Type a new quantity in the New Quantity text box.  The new quantity is the quantity in stock at this particular store.
5. Optionally you can type Description and the adjustment Date

Building Assemblies

You use build assembly to build items that are of type assembly, such as a computer. A computer has many components and thus when you build a computer all its components, such memory cards, are deducted from stock on hand.

To build assembly, please go to the Items menu, and then select Build Assembly.

Category List

 To create, edit, or delete a category, please go to the Items menu, and then select Category List.

Location List

 To create, edit, or delete a location, please go to the Items menu, and then select Location List.

Warehouse List

 To create, edit, or delete a warehouse, please go to the Items menu, and then select Location List.

Store List

 To create, edit, or delete a store, please go to the Items menu, and then select Location List.

Price Level List

 To create, edit, or delete a price level, please go to the Items menu, and then select Price Level List.

Manufacturer List

 To create, edit, or delete a manufacturer, please go to the Items menu, select More Lists, and then select Manufacturers.

Brand List

 To create, edit, or delete a brand, please go to the Items menu, select More Lists, and then select Brands.

Style List

 To create, edit, or delete a style, please go to the Items menu, select More Lists, and then select Styles.

Container List

 To create, edit, or delete a container, please go to the Items menu, select More Lists, and then select Containers.

Banking

Chart of Accounts

To create, edit, or delete an account or financial account, please go to the Banking menu, and then select Chart of Accounts.

Types of Accounts

Entering Expenses

To enter expenses, please go to the Banking menu and then select Enter Expenses.

Creating Journal Entries

To make journal entries, please go to the Banking menu and then select Make Journal Entry.

Depositing Money

To deposit money into your bank accounts, please go to the Banking menu and then select Make Deposits.

Withdrawing Money

To withdraw money from your bank accounts, please go to the Banking menu and then select Make Withdrawals.

Transferring Money

To transfer money between your bank accounts, please go to the Banking menu and then select Transfer Money.

Reconciling Bank Accounts

To reconcile your bank accounts, please go to the Banking menu, and then select Reconcile Bank Account.

Account List

To create, edit, or delete an account or financial account, please go to the Banking menu, and then select Account List.

Expense List

To create, edit, or delete an expense, please go to the Banking menu, and then select Expense List.

Journal List

To create, edit, or delete a journal, please go to the Banking menu, and then select Journal List.

Bank Transaction List

To view, or delete a bank transaction, please go to the Banking menu, and then select Bank Transaction List.

Bank List

To create, edit, or delete a bank, please go to the Banking menu, and then select Bank List.

Registering Chequebooks

To register a chequebook, please go to the Banking menu, then select Cheque Tasks, and then select Register Chequebooks.

Voiding Paid Cheques

To void a paid cheque, please go to the Banking menu, then select Cheque Tasks, and then select Void Paid Cheques.

Bouncing Received Cheques

You may bounce a cheque when a cheque is returned from the bank because of insufficient fund or other reasons.

To bounce a received cheque, please go to the Banking menu, then select Cheque Tasks, and then select Bounce Received Cheques.

Printing Cheques

To print a cheque, please go to the Banking menu, then select Cheque Tasks, and then select Print Cheques.

Chequebook List

To create, edit, or delete a chequebook, please go to the Banking menu, and then select Chequebook List.

Cheque Stub List

A cheque stub is a cheque that was printed using Print Cheques.

To create, edit, or delete a cheque stub, please go to the Banking menu, and then select Cheque Stub List.

Reports

Reports can be simple lists such as customer phone list or they can be complex documents that include calculated information and historical data such as sales by customer report.

In Quick Business Manager you have the ability to preview report, export to Excel for further analysis, export to other file formats such as Word, PDF, XML, or HTML.  A previewed report shows what will be printed on the paper.  If the report is not in previewed window, you can adjust column width or hide some column you do not want to be printed.

You can filter a report before previewing or exporting to other applications such as excel.  When you select a particular report, a pre-previewed report is displayed, where you can filter.  You can filter a report based on dates and other criteria.  For example, you can filter Sale by Customer report based on date and/or customer name.

There are over 120 predefined reports available in Quick Business Manager. These reports are grouped as follows:

• Company & Financials: These reports determine how well your company is doing. Some of these reports are Balance Sheet, Profit & Loss, Statement of Cash Flows, and Cash Flow Forecast
•  Customers & Receivables: These reports show how much money your customers owe and when it is due. Some of these reports are Open invoices, Customer Balance Detail, Receivable Aging Summary, Customer Transaction History, and Received Cheques.
• Sales: These reports show what products or services you have sold, and what customers have purchased the products or services. Some of these reports are Daily Sales Summary, Sales by Customer Summary, Sales by Item and Customer Summary, Sales by Category Detail, Sales by Location Summary, Sales by Salesperson Summary, Sales History Summary, Top Customers by Sales, and Top Items by Sales,.
• Jobs: These reports show information about jobs and the profits you have made from using the jobs.  Some these reports are Customer Open Orders by Jobs, Profit & Loss by Job, Job Profitability Summary, and Job Estimates vs. Actual Detail.
• Vendors & Payables: These reports show how much your company owes and how much of it is overdue. Some of these reports are Unpaid Bills, Vendors Balance Detail, Payable Aging Summary, Paid Cheques, and Vendor Transaction History.
• Purchases: These reports shows what you have purchased and from what vendors.  Some of these reports are Open Purchase Orders, Purchases by Vendor Summary, Purchases by Item Detail, and Purchases by Item & Vendor Detail.
• Employees & Payroll: These reports show information about your employees, payroll, and payroll-related expenses. Some of these reports are Employee Earnings Detail, Payroll Item Summary, Pay Code Summary, Expenses by Employee Details.
• Inventory: These reports show information about your items and determine the activities of items. Some of these reports are Inventory Activities Summary, Inventory Flow Detail, and Inventory Stock Status.
• Accounts: These reports answer questions about account activities. Some of these reports are Transaction Detail by Account, Transaction Detail by Payment Method, Journal, and Trial Balance.

Printing

Printing documents, lists, or reports is done using print templates and the printer.  If you would like to print a document, please select Print from the File menu or click on the printer icon above the specified document.   The printer settings dialog appears and lets you specify how you want to print the document. For example, to modify the print template, please click on the Details button next to the print template and change its settings, or if you want to print the gridlines of a report in different colors, click print gridlines and set its color.

Print Template

A print template allows for a flexible customization of the print layout. For example, you can change the font, or the color of the print layout.

There are many print templates loaded into your database, however if you would like to load a template please select Load Print Templates from the File menu.

To design a print template, select Design Print Templates from the File menu and then load the specified template. After that, select the specified template from “PrintTemplates” folder.  After loading the specified print template, design it and then save it with a different name or the same name and then exit the template designer.  Then to load the designed template, select the file, set “Overwrite existing templates” checkbox and then load it. The specified template is loaded into your database, and you can use this template by selecting it from the template settings.

Backing Up Your Company Data

Backup your company database very often and early. Make sure you backup database to a different disk and make sure the backup moves to a completely separate place (ideally off-site) to be sure that it is safe. The reason is that in case of fire to your computer, your backup data will be safe and secure.

To backup your current database, please go to the File menu, then select Data Utilities, and then select Backup Company Data.

Restoring Your Company Data

Restoring is getting the backup data back. 

To restore a company database, please go to the File menu, then select Data Utilities, and then select Restore Data File.

Exporting Reports or Lists

You can send a report or a list to Microsoft Excel, and Microsoft Word, or save it and view it in PDF format, Web Page format, XML format, or a plain text.

Importing

To import a data to an XML file, please go to the File menu, and the select Import.

Exporting

To export a data from an XML file, please go to the File menu, and the select Export.

Opening a Company from a File

You open a company from a file only if the file is not being in use by an existing database in the SQL Server.

To open a company from a file, please go to the File menu, then select Data Utilities, and then select Open from File.

Attaching a Database

To attach (add) a database, please go to the File menu, then select Data Utilities, and then select Attach Data File.

Detaching a Database

To detach (remove) a database, please go to the File menu, then select Data Utilities, and then select Detach Data File.

Saving User Settings

The user settings, such as default accounts or locations, are saved in an XML file on the user’s computer. However the settings can be saved in the current database to prevent from losing the settings.

To save the user settings, please go to the File menu, then select Data Utilities, and then select Save User Settings.

Loading User Settings

If you have previously saved the user settings into the database, you can load the settings to overwrite the current settings.

To load the user settings, please go to the File menu, then select Data Utilities, and then select Load User Settings.

Other Modules

You can add an extra module that is created for a specific use.  For example, if you are a visa company, you may want to add visa module. Some of the existing modules include:

• Module for Visa

• Module for companies that sell tile

• Module that reduces quantity by delivery note

• Consignment module, for companies that sell consigned items

QBM Point of Sales (POS)

QBM POS is a stand alone program, which works directly with the main program.

Window Navigation Keyboard

Document Keyboard Shortcuts

Point of Sales (POS) Keyboard Shortcuts

Sending Feedback

We appreciate your comments and feedbacks.  Please send your feedbacks by going to the Help menu, and then select Send Feedback.

Help and Support

Please feel free to contact us if you have any question by going to the Help menu and then select Help & Support.