Overview
The quick reference guides below include all the things most businesses need to know about Readysell:
- The individual quick reference guides allow you to look at the quick reference material for each Readysell module individually
- The consolidated quick reference guides below provides links to just about everything you need to know on the page below
Individual quick reference guides
Relationships Quick Reference Guide
Financials Quick Reference Guide
Inventory Quick Reference Guide
Purchasing Quick Reference Guide
Consolidated quick reference guides
Basic Relationship Processes
| Star Rating | How To | Skill | Video |
|---|---|---|---|
| ***** | Reviewing imported addresses sales are delivered to the right address | Select the 'Addresses' view from 'Relationships' section of the navigation menu. Correct the suburb if it is blank or incorrect and the checkbox ticks for delivery address in particular.
| |
| ***** | Reviewing imported contacts ensures invoices, remittances and statements are emailed to the right person | Select the 'Contacts' view from 'Relationships' section of the navigation menu. Correct the checkbox ticks for sales, purchasing and accounts contacts
| |
| ***** | Viewing only customer or supplier cards | Select the 'Current Customers' view from the pull down list above the card list view to view only customers. Select the 'Current Suppliers' view from the pull down list above the card list view to view only suppliers. | |
| ***** | Finding a card | Use the 'text to search (Search) field at the top right of the window or enter the cardid or name on the filter row above the card list. | |
| ***** | Click on the new button, set 'is customer' to checked for customers or 'is supplier' to checked for suppliers. Enter an address and a contact. Adjust settings on the settings tab. | ||
| ***** | Select card balances from the list of view variants | From the card list view, select the views list on the ribbon menu and select the "customer balances" or "supplier balances" list. A list of customer balances including totals will display. Contact details are shown on the right of the list. You can modify the list and save it as a view variant. | |
| ***** | Customer history | Find a customer. Click on the 'Customer History' button. Drag the tabs around to suit your preferred customer history layout. | |
| ***** | View who made changes to a card | All changes to cards are logged on the audit trail. Click on the 'Tools' menu at the top of the screen. Then click 'Audit Trail'. A list showing which user changed which fields on the card and the date of each change will be displayed. | |
| **** | Sending a new customer and new user to the web | When you add a new customer to your Readysell, rather than have to go to Org Admin and manually set the customer up, you can actually let Readysell send it up for you using the button Send To Web | |
| **** | Quickly enter a payment using the pay button | Select 'Customer Open Items' or 'Supplier Open Items' on the 'Status' tab. Highlight the open items to be paid. Then click the 'Pay' button above the open item list. | |
| **** | Contract Prices And Quantities Training Guide
| Click on New, change the start and end dates, add in products and pricing and select if ex or inc gst, add any customers to get the contract, change the workflow status to Active and click on Save. Select the contract, click on New Version, make changes, change the workflow status to Active and click on Save. | See Contract Prices And Quantities Training Guide |
| ***** | Messages | Messages shows you what has gone out to the customers and suppliers from your site and what has come back in from your customers and suppliers to your site. Lets you know if something was sent and whether it was successfully sent or failed to send. | |
| * | Merging two cards | Highlight two cards. Click the 'merge' button. Select the card 'Target' you wish to merge into. | |
| * | Entering customer payments, debit and credit transactions | Find a card. Click on the down arrow below the 'new button'. Select 'Customer/Supplier Debit','Customer/Supplier Credit' or 'Customer/Supplier Payment'. After entering the transaction, click on 'Finalise and Allocate'. When the allocation displays, finalise the allocation. | |
| * | Print a customer statement | Highlight the customer/s to be printed. Click on 'Show in Report'. Select 'Statement of Account'. | |
| * | Print a customer/supplier trial balance | Select the 'Current Customers/Suppliers' view. Hold down the 'CTRL' key and press 'a' to select all customer/supplier cards. Click on 'Show in Report'. Select 'Customer/Supplier Trial Balance (Summary)'. | |
| * | Deleting or archiving a card | Ensure the card balance is zero. Click on the 'Status' pull down list. Select 'Archived' which is like deleted, 'On Stop' to leave the card visible but stop posting sales or 'Account closed' to close the card but leave it visible. Optionally set the customer end date to record when the account was closed. |
Advanced Relationships processes
Relationships Cards
- Finding a card
- Creating a new customer
- Creating a new supplier
- Creating a new manufacturer
- Customer history
- Adding a card address
- Using card favourite products
- Creating a new transaction from a card
- Setting customers up for one invoice per order
- Setting customers up for batch invoicing one invoice for the month
- Deleting or archiving a card
- Adding a overseas address
- Sending a new customer and new user to the website
- Checking Customer Balances
- Maintaining and Archiving Addresses
- Setting a custom invoice layout for a customer
- Setting Up Head Office with Children accounts
- Adding support for a balance forward customer statement
- Adding a default customer order to customer card
- Prepopulating Carriers from Card Addresses to Sales Order
- Cost centres and how to handle them with customer cards
- Setting up local buys
- Checking Supplier Balances
- Customer & Supplier Ageing
- Setting up & handling of Non Stock Suppliers
- Readysell 8 CRM
- Reprinting or resending a supplier remittance
Relationships Cases
Relationships Contacts
Relationships Addresses
Relationships Contracts
- Basic contract maintenance
- Intermediate contracts creating common types of contracts
- Advanced use of contracts and advanced pricing options
- Reporting on contracts
- Calculation of GP percentage on individual product lines on contracts
Relationships Email Batches
- Sending customer statements using an email batch via Email and/or SMS
- Sending customer invoices using an email batch
- Sending an accounts receivable follow up using an email batch
- Sending purchase orders using an email batch
- Sending a general email batch
- Setting up automatic accounts receivable follow-up email and SMS notifications
- Setting up automatic email batches for customer invoices
- Testing Batch Mass Emailing of Customer Statements.
- Setting up automatic email of statements
- Sending Purchase Order Follow Up
- Sending customer quotes using an email batch
Relationships Allocations
Relationships Customer Financial Transactions
Relationships Customer Credits
Relationships Customer Debits
Relationships Customer Payments
- Entering a new customer payment manually through Customer Transactions
- Entering and allocating a Customer Payment through Cards with 'Pay' button
- Entering a new customer payment through cards manually
- Reversing an existing customer payment
- Customer Payment Discount Feature on over and under payments through Customer Transactions.
- Allocating Customer Payments/Credits From Within a Card
- Making a Payment with a tender that has a Surcharge Fee
- Entering One Customer Payment and Allocating one payment against multiple cards setup
- Entering a customer payment through Customer Card for an underpaid invoice and leaving the balance on the transaction
- Entering a Customer Payment through Customer Card where they have overpaid
- Refunding A Customer for an Overpayment or straight Refund
- A customer payment received that has later bounced
- Transaction type is already on an outstanding payment
- Refunding a customer
- Eway Global Payments Integration
Relationships Supplier Financial Transactions
Relationships Supplier Credits
- Entering a Supplier Credit through Cards
- Entering a Supplier Credit through Supplier Transactions
- Reversing an existing supplier credit through cards
- Handling of Supplier Rebate Received through Supplier Transactions
- Entering supplier rebates for machines as supplier credits
- How to Handle a Card that is both a Customer and Supplier and you are Issued with a Supplier Credit
Relationships Supplier Debits
- Entering Supplier Debit through Cards
- Entering a new supplier debit through Supplier Transactions
- Reversing an existing supplier debit through Supplier Transactions
- Stock Purchased as a Captial Purchase
- Reversing an existing Supplier Debit through cards
Relationships Supplier Payments
- Entering and allocating a Supplier Payment through Cards using 'Pay' button
- Entering a new supplier payment through cards manually
- Entering a new supplier payment through Supplier Transactions
- Reversing a supplier payment through Cards.
- Reversing a Supplier Payment through Supplier Transactions.
- Applying a Supplier Payment Discount Feature on Over and Under payments through Supplier Payments Module.
- Reversing a Supplier Allocation only not the Supplier Payment through Cards
- Allocating a Supplier Payment/Credit through Cards
- A supplier payment that has bounced
Basic financial processes
| Star Rating | How To | Skills Test | Video (Before using any videos, don't get stuck with viewing a tiny image, see How To Play Videos ) |
|---|---|---|---|
| ***** | Entering Manual Bank Deposits | This transaction is only for Deposits that appear on a bank statement that have not been entered on any card of any type. Click New, Enter the date that is on Bank Statement, Tender,Bank Account, Description, Payment Reference, Select the correct General Ledger Account, Value and Tax code. Click on Finalise. Transaction Type = CBKDEP | |
| Entering Manual Bank Payments | This transaction is only for Payments that appear on a bank statement that have not been entered on any card of any type. Click New, Enter the date that is on Bank Statement, Tender,Bank Account, Description, Payment Reference, Select the correct General Ledger Expense Account, Value and Tax code. Click on Finalise. Transaction Type = CBKPAY | ||
| Creating a Recuring Bank Payment | Your regular bank payments can be handled automatically as reccuring bank payments. Let's say you have to pay rent every month. You can just setup a reccuring payment and the system will create the required payment based upon the rules that have been set up on the recurring payment itself. The recurring payment that has been set up will stand for the master payment and the status will always be OPEN. In addition, weekly payments can also be automated. Best practice is to have your bank perform a direct debit on a regular basis. Then use a bank reconciliation rule to import the payment into your system from the bank statement. If you are not using automated bank reconciliation import or if you can't get the bank to setup a direct debit to handle your regular payment requirement, then you would use this feature to create the payment from within Readysell. | ||
| Entering a Bank Transfer from One Bank Account to Another Bank Account | A Bank Transfer is a electronic payment that is made directly from your bank account to another bank account. Eg a payment made from your master bank account to your Visa Credit Card Account.- (in other words a bank-to-bank transfer/payment). The contra account for this bank transfer is 11535. This account is a mandatory account. Please do not change this account id to stand for anything else within the chart of accounts. | ||
The Bankings Modules contains the movements of all Money in and out of any General Ledger Account that is has been set up and flagged as a Bank Account. It is a list of all Payments Received being from a Customer, Cash Sales, Cheques, Eftpos, Direct Deposits and Payments made to a Supplier along with all Banking Deposits, Banking Payments and Banking Transfers. Please note, there is a flag on the genera ledger chart of accounts that stands for 'Is Bank'. No manual entries can be added through the 'Bankings' Module. . | |||
Before you commence your first Bank Reconcilation, ensure that Readysell has set up the First Bankrec to stand for you closing bankrec from your old system. A Bank Reconciliation is a process that explains the difference between the bank balance shown in a companys bank statement, as supplied by the bank, and the corresponding amount shown in the organization's own [accounting] records at a particular point in time. | |||
The purpose of the Chart of Accounts is to provide a listing of the different accounts used by the organisaion according to their intended purpose. Readysell has a set Chart of Accounts, the Chart is reviewed by the Site as additonal Accounts may need to be modified/added. The AccountIDs are not to be changed as they are mandatory and used in various areas within Readysell. Adding and Modifying Accounts is the way to go. Before you start trading with Readysell you must adjust the settings on your main bank account and setup any additional bank accounts! As the bank account details from your main bank account print on your sale invoices!
Setting up the Primary Bank account and Other Bank Accounts.You can only have 1 Primary Bank Account but many Bank Accounts.
For Visa/Credit Card accounts, Readysell has a list in the Liability area starts at 34000
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Adding/Removing Transaction Types from a General Ledger Chart of Account | Readysell allows you to restrict certain transaction types from a General Ledger Account to reduce the chance of errors. | ||
General ledger budget figures let you measure actual performance against your expectations. The general ledger figures are of not much use on their own. At some point you have to compare your general ledger results against some expected standard. The budget figures allow you to record your expected results, your business plan, in advance. Then to monitor actual performance to see if you are meeting your goals. All well run business enterprises have a business plan and compare results against the plan. Best practice is to enter general ledger budgets, at least on a few key accounts like revenue and expenses, at the start of the year. Then every month check your results against your expectation. If the business is not performing as expected, you will have time to do something about it before the end of the year. | |||
A Manual General Ledger Journal is only entered when you need to record a nonroutine transactions, such as depreciation, sale of an asset, etc. When inserting a general journal you must enter the account to be debited and the account to be credited and the amounts. Once a transaction is recorded in the general journal, the amounts are then posted to the appropriate accounts for that period. If a source transaction has been posted to the wrong general ledger account or the value of the transaction is incorrect, a general ledger journal is not the way to go. You must go back to the source transaction and fix it from there. Transaction Type = 'GLJMAN' | |||
| Financial Reports | Select reports from the navigation panel, go to form reports then select the "financial reports" category. Run a profit and loss and a balance sheet report. |
Advanced Financial Processes
Cash Book
Bank Deposits
- Creating a Recuring Bank Payment
- Entering a Manual Bank Payment
- Reversing an existing bank payment
- Processing payroll by importing into bank payments
- Cancelling a Recurring Bank Payment
- How to handle reimbursements for purchasing from personal bank Account
- Entering a Bank Transfer
- Setting Up General Ledger Account for Contra
- Entering a Bank Transfer Readysell Lite Stores
- Reversal of a Bank Transfer
- Performing your first bank reconciliation just to bring in the opening balances for bank reconciliations
- Performing a bank reconciliation manually (not importing the bank statement)
- Setting up and using automatic bank reconciliations
- Automated Bank Reconcilation from a imported Bank Statement
- Reversing a bank reconciliation
General Ledger
Accounts
- Creating/ Modifying a general ledger account
- Restricting Transaction types from a General Ledger Account
- Drilling down to transaction details from an account
- Entering General Ledger Budget Figures
- Understanding wages in the general ledger
- Finding Bank Balance
- Changing a postable account to be a header account
- Closing a General Ledger Account
- Maintaining and assigning Tax Codes to Transaction Types within Chart of Accounts
- Creating a type of Bank Account and linking a Tender
- Printing the Chart of Accounts
Journals
- Entering a New General Journal
- Reversing an existing general journal
- Auto Reversing General Ledger Journals
Standing Journals
Tax
GST Batches
- Running your GST batch For Accrual Basis
- Checking for Incorrect Tax Codes with Transaction Types
- Running your GST Batch for Cash Basis
Backdating Cost on Shipments
Basic Inventory Processes
| Star Rating | How To | Skills Test | Video |
|---|---|---|---|
| ***** | Checking imported product data before training leads to a better training experience | Select the 'Products' list view from the 'Inventory' option on the navigation panel. Check sell prices, supplier cost prices, product units for a few key products. In particular check product supplier costs for products you buy in one unit such as box and break down to stock in smaller units such as each. Check sell prices for those products as well. Also check product units and quantities. | |
| ***** | Find a product | Use the Text To Search (Search) field at the top right of the window or enter the Product ID or name on the filter row above the products list. | |
| **** | Start stock adjustments list view from the inventory navigation panel. Click on new, enter a product to be adjusted and a reason for adjustment, then finalise the stock quantity adjustment | ||
| ***** | Range rationalisation and viewing active or archived products | Select the All Products view from the filter pull down list above the products list to view All Products. Select the Active Products view from the filter pull down list above the products list to view only active products. | |
| **** | Create a new product | Click on button New, key in the Product ID, select a new category, key in the name of the product. Adjust settings on the general, sell prices, sites, suppliers and settings tab. Click on button Save when finished | |
| **** | Change a existing product | Search for the product, edit the fields that you require changed. Click on button Save if you have made any changes. | |
| *** | Find the product you are interested in. Then click on the price calculate button on the ribbon above the product. Price Calculator can also be accessed from the Tools menu. | ||
| * | Adding notes to products and optionally setting them to display on sales | Find the product to which a note is to be added. Click on the Notes button on the ribbon above the product. Enter your note text, set display on sale if required then click save. | |
| * | Correctly setup product categories and get the most from sales reporting and the general ledger | From Administration on the Navigation Panel, Click on Product Categories. Check the available categories and the general ledger account overrides on the category branches. Check you non-stock categories are broken up sufficiently to cover your service and other work. |
Advanced inventory processes
Products
- Creating a new product
- Editing a Product
- Deleting Products
- Merging products
- Importing a product from the price book
- Searching for products
- Copying prices between products
- Associating products
- Using the Price Calculator
- Investigating Stock Allocations
- Mass Price Update
- Adding a note to a product
- Creating a new Kit/Bundle
- Setting up product categories for new sites and for contract prices
- Changing the discount percentage on price levels
- Adding Parts to A Product For Use By Machines
- Viewing Active or Archived Products and Range Rationalisation
- Setting up quantity break sell prices
- Adding new products from the price book while entering transactions
- Initial review of products
- Understanding stock allocation, shipment picking and product site quantity unallocated sale shipment
- Changing product codes
- How to correct value on hand for a product with zero cost
- Limiting discounts on products
- Viewing product ranks from Product list view
- Checking the correct store products are set to display on the web
- Selling less than a meter of a product sold by the meter
- Using product alternate id as keywords
- Overriding sell prices on products
- Adding new barcodes to a product
- Correcting stock on hand value when you can't reverse the original transactions
- Products that sell by the box or by each where WebX is setup to sell the product by the Box
- Understanding and changing product units can help by better manage your purchases and sales
Product Labels
- Creating product labels
- Printing product labels in bulk
- Printing retail price labels only products with sell price update
Stock Location Transfer
Stock Quantity Adjustments
- Adjusting incorrect stock levels using a stock quantity adjustment
- Correcting incorrect product units and costing using a stock quantity adjustment
- Auto Generated Stock Quantity Adjustments
- Readysell Lite Stocktake using Stock Quantity Adjustments
Locations
Rarely used inventory processes
Catalogues
- Updating your products and prices from a catalogue (Loading a Catalogue & Loading a Flyer)
- Setting up automatic catalogue updates from Office Brands
- Reviewing product changes caused by a catalogue load
- Marking products to be ignored by a catalogue load or other automatic updates
- How to print price change labels from catalogue loads
- How to setup product import rules to automatically update products from catalogues
- How to setup product import rules to automatically load flyers
Min/Max Update Runs
Price Book Runs
- Creating a price book run set
- Creating a price book run
- Updating product details using a price book run
- Defaulting custom price levels from the price book
- Reversing a price book run
- Price Book Run settings
- Updating price levels
- Reviewing and posting a price book run
- Matching data to remove duplicated products
- Printing price change labels from a price book run
- Getting started with automatic product price updates
- Using price book runs to selectively update one price level
- How Office Brands catalogue loads and price book runs determine product units
- How price book runs, catalogue updates and automatic price updates change product status
Price Change Run
- Scheduling updates to product pricing using a price change request
- Creating a price change run set
- Changing prices on a price change run
- Creating and running a price change run
Serial Numbers
Stock Replenishment Runs
- Replenishing stock levels in specific locations
- Replenishing stock levels from one site to another site
- Generating a stock transfer between sites
- Replenishing stock levels based on sales back order qty
Stocktakes
- Model Full stocktake procedure
- Model partial stocktake procedure, for a stocktake of the whole business one part at a time
- Model Adhoc stocktake procedure, when you are not stocktaking the whole business
- Model location only stocktake used to setup your product locations
- Testing your Ad hoc stocktake
- Testing your partial stocktake
- Testing your full stocktake
- Testing your location only stocktake
- Starting and Ending a stocktake
- Generating the final stocktake
- Running individual stocktake reports
- Printing and saving final reports
- Extracting Products into a stocktake transaction
- Conducting a stocktake using barcode scanners
- Conducting a stocktake using batch scanners
- Entering stocktake transactions on a laptop or Readysell 8 screen
- Understanding product movements from stocktakes
- Understanding stocktake modes and how they effect your stocktake
- How deciding to use the clear immediately stocktake mode effects your stocktake
- How deciding to use the adhoc stocktake mode effects your stocktake
- How using the Final stocktake mode effects your stocktake
- Stocktake quick start guide
- How to check stocktakes are clearing existing stock as expected
Stock Transfers In
- How to handle receiving zero quantity on a stock transfer in
- Transferring stock to another site (Stock Transfer Out)
Stock Transfers Out
Basic Purchasing Processes
Star Rating | How To | Skill | Video |
|---|---|---|---|
| **** | Entering and processing a manual purchase order | Click on the new button, select a supplier, add lines and delivery address. |
|
| **** | Locating a purchase order | Select the 'Outstanding Purchase Orders' view from the pull down list above the purchase order list view to view only outstanding PO's. Then use the autofilter row and full text search to find the order. | |
| **** | Cancelling a purchase order | Enter the transaction number and search for the order you are receiving, select the order in the list. If a purchase order has been received you will not be able to cancel the order otherwise on the top panel click on Cancel Order | |
| **** | Always scan all stock into the warehouse when receipting goods. You will save a lot of time by scanning box outer barcodes | ||
| **** | Receiving goods from a supplier which adds to the stock on hand for those products | ||
| **** | Processing the invoice from the supplier which adds the value to the supplier's open items | ||
| **** | Using an automated system to tell you what you need to order which you can then generate into purchase orders with a push of a button | ||
| **** | Creating a supplier credit request | Returning goods to your supplier - the method of crediting products from an existing purchase receipt, printing a dispatch and emailing a credit request to your supplier, affecting stock on hand to make sure it is correct before credit is added to supplier open items, then processing actual credit from supplier to add credit to supplier open items. | |
| *** | Where a supplier invoice and/or goods receipt has been processed incorrectly by staff and needs to be reversed and then correctly re receipted and invoiced. | ||
| Creating a purchase order from a service order requires that you highlight the service order lines required then click the purchase button |
Advanced Purchasing Processes
Purchase Orders
- Entering and processing a manual purchase order
- Entering Supplier Credit Requests
- Cancelling a purchase order
- Generating a purchase order from a sale
- Locating a purchase order
- Receiving stock only from a purchase order
- Using Import File for GNS Wholesale supplier into a purchase order
- Tracking ETA dates on outstanding purchase order lines
- Purchasing from any supplier
- EDI
- Outstanding Purchase orders that show what is on sales backorders, salesorder
Purchase Receipts
- Receipting and invoicing ordered goods using a purchase receipt
- Receipting goods when a purchase order has not been entered
- Receiving Free/Bonus/Promotional Products
- Activating the Purchasing Scan Check
- Creating and dispatching a supplier credit request
- Crediting a Purchase Receipt line where there is not sufficient stock
- Reversing a receipt when QOH is insufficient
- Reversing a posted purchase receipt
- Reversing an auto stock adjustment using purchase receipt
- Reversal is not allowed message
- Creating or copying a purchase receipt
- Receipting ordered goods from a delivery docket using a purchase receipt
- Handling Supplier Discounts on Supplier Receipt/Invoice
- Purchase receipting to support automatic stock adjustments
- Scan checking purchase receipts
- Receipting stock for sales back orders into a particular location
- Correcting Purchase Receipt
- Allow generation of purchase receipts using DDO file in Purchase Order
- Allow Import of purchase receipts Line using DDO or DD2 file in Purchase Receipt
Purchase Invoices
- Manually invoicing one or more finalised purchase receipt
- Reversing an existing purchase invoice
- Create a machine from a purchase Invoice
Purchase Runs
- Generating Purchase Orders using a Purchase Run
- Creating a purchase run set
- How order quantities are calculated
- Extracting into a purchase run more than once
- How to Merge Suppliers on Purchase Runs