IQ ENTERPRISE MODULAR TRAINING

Transcription

1 MODULE 3.1 IQ ENTERPRISE MODULAR TRAINING BP DEBTORS/CREDITORS CONTROL

2 P R E F A C E This is the reference guide for handling of items on deposit for return, for IQ Business & IQ Enterprise software systems. The document will aid in understanding and configuration of the handling of items on deposit for return, in order for it to function correctly. Although every effort has been made to keep this document up to date, some of the screen examples may not be 100% the same as the ones reflected in previous versions of IQ Enterprise & IQ Business. This is due to the continuous development and improvement of IQ Enterprise & IQ Business. Unfortunately, there will be a discrepancy from time to time. We do apologize for the inconvenience that it may cause. Should you feel that the handling of items on deposit for return document is inadequate or requires further explanation or more and better examples, please feel free to us. We would love to have some feedback in order to improve the handling of items on deposit for return document in some way or another. Regards, IQ Retail (Pty) LTD IQ RETAIL (PTY) LTD 2017 Page 2 of 128

3 ITEM Introduction Training Installation Software Acknowledgements Feedback DESCRIPTION The IQ Retail Training Team welcomes you to the Administrator Training Module. This module allows you to gain a full understanding of the IQ Retail system, thus empowering you to Manage and Maintain the local IQ Retail Installation. Should the training software need to be installed on your own computer, the instructor will provide the software to you. You will also learn how to download the software from the internet during this training course, depending on connectivity in your training location, you might even give downloading a try. Content Developer and Editor: Nico Nel Content Verifier: Lisa Dimech Content Matter Expert: Lisa Dimech Content Design and Layout: Nico Nel Content Quality Control: Aldi O Connor Content Project Manager: Nico Nel As we are constantly developing and upgrading our software, some features might work different to what is recoded in this manual simply because of printing quantity volumes. Should you however like to bring any query to our attention you can send an to trainingfeedback@iqretail.co.za with the following information: Manual Name Manual Version Lesson Number Page Number followed by A brief description of the query or issue Trainer Name Training Date Training Venue Also provide us with your contact details as well. Course pre-requisites: Bookkeeping NQF Level 3 qualification or Grade 10 Bookkeeping. Computer Literacy at NQF Level 3 or Grade 8 Computer Literacy. Mathematical Literacy or Grade 10 Mathematics IQ RETAIL (PTY) LTD 2017 Page 3 of 128

4 IQ Retail modular qualifications start at the lower levels. Each level requires that the one below be completed first for modules 1, 3, 4 and 6. Module 1 requires the completion of ALL modules below it. Modules 3, 4, 5, 6 and 7 can be completed individually. The hierarchy is graphically presented as follows: IQ Retail Modular Training ADMINISTRATION IQ Retail SYSTEM ADMINISTRATOR Module 1 MANAGEMENT IQ Retail FINANCIAL CONTROLLER Module 2 IQ Retail DEBOTRS & CREDITORS CONTROL Module 3 CONTROLLERS IQ Retail STOCK CONTROLLER Module 4 IQ Retail POINT OF SALE SUPERVISOR Module 6 USERS IQ Retail BUYING & RECEIVING Module 5 IQ Retail SALES, CASHIER & DISPATCHING Module 7 IQ RETAIL (PTY) LTD 2017 Page 4 of 128

5 A qualification therefore exists of the following: IQ Retail SYSTEM ADMINISTRATOR Modules 1 to 7 IQ Retail FINANCIAL CONTROLLER Module 2 IQ Retail DEBTORS/CREDITORS CONTROLLER Debtors: Modules 6 and 7. Creditors: Modules 4 and 5. IQ Retail STOCK CONTROLLER Modules 4 and 5 IQ Retail BUYING & RECEIVING ONLY Module 5 IQ Retail POINT OF SALE SUPERVISOR Modules 6 and 7 IQ Retail SALES, CASHIER & DISPATCHING Module 7 IQ RETAIL (PTY) LTD 2017 Page 5 of 128

6 Each of the Modules include the following: MODULES AND QUALIFICATIONS CONTENTS MODULE 1 IQ Administrator MODULE 2 IQ Financial Controller MODULE 3 IQ Debtors/Creditors Control MODULE 4 IQ Stock Controller Download, Install and Upgrade IQ System Setups User and Group Account Setups Agent Transactions IQ Automation Balance of Qualification General Ledger and Company Setups General Ledger Processing including Cashbooks and Journals Budgets Asset Register Debtors/Creditors System Setups Debtors/Creditors Setup Transactional Processing (Journals) Debtors Credit Control Debtors/Creditors Pricelists Debtors/Creditors Notifications Debtors Contract Price Maintenance Debtors Quotes Overview Sales & Purchase Orders Overview Debtors IQ Promotions Overview Debtors Cash Deposits Setups Debtors/Creditors Attachments Debtors/Creditors Mandatory Fields Debtors Account Verification Debtors Interest Charging Debtors Recurring Charges Creditors Payment Run and Reconciliation Stock Overview Multiple Warehouses Overview Supplier Delivery Notes and Claims Setups Sundry Stock Items - Overview Stock Setups Stock Items Artificial Management Cost Debtors/Creditors attachments Debtors/Creditors Mandatory Fields Deliveries and collections Overview Multiple Warehouses Setups Supplier Delivery Notes and Claims Overview Stock Price Update Stock Price Variants Stock Price Lists Stock Take Styles Management Overview Sundry Stock Items Promotions Volumetrics Bills of Quantity Job Cards Warehousing IQ RETAIL (PTY) LTD 2017 Page 6 of 128

7 MODULE 5 IQ Buying & Receiving MODULE 6 IQ Point of Sale Supervisor MODULE 7 IQ Sales, Cashier & Dispatching Setups specific to Receiving Stock Overview Purchase Orders Discounting Creditor Attachments Creditor Mandatory Fields Multiple Warehouses Transfer IN & OUT Sundry Stock Items Volumetrics Overview Price Lists Overview Contract Price Maintenance Overview Styles Management Consolidated Ordering Supplier Delivery Notes and Claims Point of Sale Setups POS Back Office Promotions Overview Vouchers Setups Cash Deposits Overview Innervation Nomad Pocketslip Loyalty Stock Overview Discounting Quotes Sales Orders Debtors Attachments Debtors Account Verification Marketing: SMS and Point of Sale Processing Cash up Promotions Vouchers Cash Deposits Deliveries and Collections IQ RETAIL (PTY) LTD 2017 Page 7 of 128

8 C O N T E N T S LESSON 1 - BEFORE YOU START 16 LESSON - SETUP 13 DEFAULT SETTINGS (1) 13 DEFAULT SETTINGS 2 21 MODULE PARAMETERS (DEFAULT TABLE SETUP) 26 DEBTORS 26 CUSTOMER (DEBTOR)/SUPPLIER (CREDITOR) GROUPS 27 RISK PROFILES (DEBTORS) 27 USER DEFINED TABLE 28 RECURRING CHARGES 29 RECURRING CHARGES SETTINGSS 29 CREDIT NOTE MEMO (DEBTORS) 30 GENERAL 31 SALES REPRESENTATIVES (DEBTORS) 31 SALES REPRESENTATIVE DATA 31 PROCESSING MODULE OPTIONS 31 SALES REPRESENTATIVE SELECTION OPTIONS 31 DOCUMENT VALIDATION 32 VALIDATE SETUP 33 SALES REPRESENTATIVE SELECTION OPTIONS 33 PRICE AND DISCOUNT REASONS 34 THE PRICE AND DISCOUNT SETUP 35 PROVIDE REASON SELECTION 35 PRICE AND DISCOUNT CHANGES STOCK REPORT 35 SMS MARKETING 36 SMS MARKETING SUMMARY 36 HOW TO PURCHASE SMS BUNDLE S 36 MODULE PARAMETERS 36 SMS MARKETING SETUP DETAILS 37 MARKETING SETUP DETAILS 37 ENABLE SMS S FUNCTIONALITY 37 SMS FUNCTIONALITY 37 GRV EXTERNAL CHARGES (CREDITORS) 38 EXTERNAL CHARGES SETUP 38 ORDERING LEAD TIME 39 ORDERING DELIVERY CYCLE 39 STOCK ADJUSTMENT CODES 39 CREATING ADJUSTMENT CODES 40 TRANSACTION TYPE 40 FOREIGHN CURRENCY 41 CURRENCY RATES 41 PRICE AND DISCOUNT CHANGES STOCK REPORT 42 LESSON DEBTORS/CREDITORS 43 WHAT IS A DEBTOR? 43 WHAT IS A CREDITOR 43 ENTERING OPENING BALANCES 43 ORDER NUMBER 43 ACCOUNT STRUCTURE 43 CREDIT CONTROL 44 ENTERING NEGATIVE (CREDIT/DEBIT) BALANCES 44 ALLOCATING OPENING BALANCES TO THE LEDGER 44 DEBTORS POSTINGS TO THE GENERAL LEDGER 44 POSTING STOCK INVOICES 44 WHAT HAPPENS TO CREDITOR POSTINGS? 44 POSTING STOCK PURCHASES 45 IQ RETAIL (PTY) LTD 2017 Page 8 of 128

9 POSTING PAYMENTS 45 VIA CREDITORS POSTINGS 45 ADDING A 45 DEBTOR/CREDITOR 46 CAPTURING DEBTOR/CREDITOR DETAILS 47 MULTIPLE CONTACTS/DELIVERY ADDRESSES 51 SELECTION OPTIONS 52 AMENDING DEBTOR/CREDITOR DETAILS 52 DELETING A DEBTOR/CREDITOR 52 TRANSACTION PROCESSING 52 WHAT HAPPENS TO A TRANSACTION? 52 POSTINGS THAT INVOLVE STOCK ITEMS 52 ADDING OR AMENDING ACCOUNT WHILE POSTING 52 TRANSACTION DATES 52 CORRECTING A TYPING ERROR 53 POSTING A TRANSACTION 53 SELECTING THE CUSTOMER/SUPPLIER 53 ENTERING A DEBTROS/CREDITORS TRANSACTION 53 COMPLETING THE TRANSACTION 54 INFORMATION UPDATED 54 ALLOCATIONS / CREDIT POSTINGS 54 ALLOCATING / UNALLOCATING CREDITS 55 HOW TO ALLOCATE 55 PART ALLOCATE (PART PAYMENTS) 55 ALLOCATING TO OLDEST BALANCES 55 OVERPAYING 55 UN-ALLOCATING 55 RE-ALLOCATING CREDITS 56 DEBIT ACTIONS 56 SEARCH ACTIONS 56 COMBINED ACTIONS 56 CREDIT ACTIONS 56 STATEMENTS 56 STATEMENT MESSAGES 56 SELECTION CRITERIA & FILTERING 57 DEBTORS/CREDITORS AGE ANALYSIS 58 SELECTION CRITERIA & FILTERING (SAME FOR CREDITORS) 58 AUDIT TRACKING 59 WHY USE THE AUDIT REPORT 59 SELECTION CRITERIA & FILTERING 59 TRANSACTION TYPES (DEBTROS AND CREDITORS) 60 SELECTION OPTIONS 60 TRANSACTION TYPE 61 CREDITORS RUN AND RECONCILLIATION 62 SETUP 62 CREDITORS 62 FUNCTIONALITY 63 PAYMENT RECONCILIATION OPTIONS 63 PAYMENT FIELD NAMES 64 BUTTON FUNCTIONALITY 64 HOW TO RECONCILE A CREDITORS ACCOUNT 66 COLOUR LEGEND 66 DETAILS GRID 66 RECONCILAITON DETAILS 67 BUTTON FUNCTIONALITY 67 EXPORTING PAYMENT OF CREDITORS TO BANK 68 SETUP 68 FUNCTIONALITY 69 GRID DETAILS 70 BUTTON FUNCTIONALITY 70 PREPARE EXPORT FILE 71 SECURITY CODES AMENDMENTS FOR CREDITORS PAYMENT RUN AND RECONCILIATION 71 END OF MONTH 71 IQ RETAIL (PTY) LTD 2017 Page 9 of 128

10 PURPOSE OF MONTH END 72 LESSON - CONTRACT PRICE MAINTENANCE 73 WHAT IS CONTRACT PRICE MAINTENANCE? 73 SELECT CONTRACT PRICE FILTER 73 DISCOUNT STRUCTURES 73 CONTRACT PRICE MANTENANCE SELECTION OPTIONS 74 CREATING CONTRACT PRICES 75 DISCOUNT TYPE 75 LESSON - IQ CASH DEPOSITS 77 GENERAL DESCRIPTION 77 TERMINOLOGY 77 CASH DEPOSITS 77 SETUP 77 SUPPORTED ACCOUNTS AND DOCUMENTS 77 SUPPORTED ACCOUNTS 77 SUPPORTED DOCUMENTS 78 DEPOSITS THROUGH PROCESSING MODULE 78 CASH DEPOSIT SCREEN 78 PLACING A DEPOSIT 79 PLEASE SEE MODULE 7 FOR PROCESSING DETAILS 79 REFUNDING CASH DEPOSITS 79 REFUNDS THROUGH DEBTORS MODULE 79 PLEASE SEE MODULE 7 FOR PROCESSING DETAILS 79 ADDITIONAL CASH DEPOSIT FUNCTIONALITY 80 FOREIGN CURRENCY REPORT 80 DELETING ORDERS 80 SECURITY 80 LESSON DEBTORS & CREDITORS ATTACHMENTS 81 INTRODUCTION OF DEBTORS & CREDITORS ATTACHMENTS 81 FUNCTIONALITY OF DEBTORS & CREDITORS ATTACHMENTS 81 ADD & ADD WITH BROWSE CAPABILITIES 81 ATTACHMENT DIRECTORY 81 ATTACHMENT DIRECTORY SELECTION 82 HOW TO ADD AN ATTACHMENT 82 ATTACHMENT OPTION 82 ADD ATTACHMENT BUTTON EXPLANATION 82 LESSON DEBTORS / CREDITORS MANDATORY FIELDS 86 INTRODUCTION OF MANDATORY FIELDS 86 SETUP OF MANDATORY FIELDS 86 DEBTORS SETUP 86 MANDATORY DEBTORS FIELDS SETUP 87 DESCRIPTION OF EXISTING FIELDS 87 HOW WILL DEBTORS & CREDITORS MANDATORY FIELDS WORK? 87 LESSON - IQ DEBTORS ACCOUNT VERIFICATION 88 INTRODUCTION 88 SETUP 88 ENABLE ACCOUNT VERIFICATION 88 CREATING PASSWORD FOR INDIVIDUAL ACCOUNT USERS 89 EDITING SELECTION OPTIONS 89 ADDING A VERIFICATION PASSWORD 89 PROCESSING WITH ACCOUNT VERIFICATIONS 89 PROCESSING OPTIONS (INVOICING) 90 PASSWORD CONFIRMATION 90 OVERRIDE PASSWORD 90 CASH SALE CREDIT PURCHASE 90 F5 CUSTOMER SELECTION 91 VERIFICATION PASSWORD CREDIT PURCHASE 91 IQ RETAIL (PTY) LTD 2017 Page 10 of 128

11 OVERRIDE PASSWORD 92 HOW TO VIEW THE DEBTORS ACCOUNT VERIFICATION SELECTION 92 CHECKING ACCOUNT VERIFICATION 92 VIEWING THE USER NUMBER ON THE TRANSCATION (FROM THE PASSWORD VERIFICATION) 93 SECURITY 93 ALLOW ACCOUNT VERIFICATION SELECTION (10135) 94 ALLOW OVERRIDE IN ACCOUNT VERIFICATION (100123) 94 SECURITY CODES AMENDMENTS FOR DEBTORS & CREDITORS ATTACHMENTS 94 LESSON DEBTORS INTEREST CHARGING 95 INTRODUCTION 95 COMPANY DETAILS 95 RISK PROFILE 96 SETUP THE DEBTORS 97 PROCESS OPTIONS 98 DEFAULT INTEREST CHARGING OPTIONS 99 DATE OPTIONS 99 BUTTON FUNCTIONALITY 100 BASIC INTEREST CHARGING OPTIONS 101 ADVANCE INTEREST CHARGING OPTIONS 102 INTEREST CHARGING OPTIONS 102 TRANSACTION AGE CALCULATION 103 REVERSAL 106 SORT ORDER 106 PARAMETERS 106 COLOUR LEGEND 107 AVAILABLE FILTERS 107 BUTTON FUNCTIONALITY 107 LESSON - IQ RECURRING CHARGES 108 RECURRING CHARGES 108 WHAT ARE RECURRING CHARGES 108 SETUP OF MOD ULE PARAMETERS 108 SERVER 108 DEBTORS RECURRING CHARGES 110 SETUP - DEBTORS MAINTENANCE 111 DEBTORS MAINTENANCE 112 SETUP STOCK MAINTENANCE 112 RECURRING CHARGES 113 LINKED DEBTORS 114 BUTTON FUNCTIONALITY 114 ADDING A RECURRING CHARGE 116 GENERAL 116 DEBTORS 117 SCHEDULE 119 SCHEDULE TYPE 119 DOCUMENT 120 LOOKUP IMPORTED SELLING PRICE 120 GLOBAL EDIT TOOL 120 CHANGE BATCH / ORDER NUMBERS 121 CHANGE DEBTOR INVOICE LAYOUT 121 AUTO GENERATE PAYMENT 122 CHANGE WAREHOUSE SELECTION 122 CHANGE SCHEDULE DETAILS 123 CUSTOM PRICING 124 IMPORT OPTIONS 125 SORT ORDER 125 BUTTON FUNCTIONALITY 125 PROCESSING RECURRING CHARGES 125 COLOUR LEGEND 126 PROBLEM DESCRIPTION SHOW ALLOW 126 RECURRING CHARGES 126 BUTTON FUNCTIONALITY 126 IQ RETAIL (PTY) LTD 2017 Page 11 of 128

12 DETAILED CHARGE INFORMATION 127 REVERSAL OF RECURRING CHARGES 128 IQ RETAIL (PTY) LTD 2017 Page 12 of 128

13 LESSON - SETUP DEFAULT SETTINGS (1) SETUP From the IQ Main menu Utilities Setup Company Details Default Settings 1 ITEM DEBTORS CREDITORS PRINT DEBTORS RECEIPTS Enable (tick) this option to be able to print debtors receipts when doing payments from the Debtors Receipts Menu option under Point of Sale. Receipt will not be generated from IQ RETAIL (PTY) LTD 2017 Page 13 of 128

14 PRINT CREDITOR PAYMENTS ENABLE CASCADING ITEMS DO SELLPRICE MAINTE- NANCE IN GRV S ENABLE MULTIPLE STOCK WAREHOUSES CHECK TERMS IN SALES SHOW ALL PRICES IN INVOICING debtors single journals or batch journals. Enable (tick) this option to be able to print creditor payments when doing payments from the Creditors Payments Menu option under Creditors and Point of Sale. Payments will not be generated from creditors single journals or batch journals. Enable (tick) this option to be able to link Sub Items (bulk items) to report to Main Items (usually singles) i.e. One case of 24 Cokes reports to a single can of Coke. NOTE: The above screen capture shows the castle case reporting to the castle single item. The conversion rate is very important when using cascading items. To determine conversion rate to use when using cascading items, is calculated as follows: The item with the biggest pack size castle case 24 divide that by the item with the smallest pack size castle single 1 the result must be 24. Sell price Maintenance in GRV s enables one to change the selling prices while doing GRV s. A Sell price Maintenance dialog box will come up for each of the different stock items as the end of each item line is reached in the GRV. By selecting this option will make the changing of sell prices a very simple task. When an items cost price changes, it will a lot easier to update that relevant stock items selling prices right there and then purely because one wouldn t want to process the full GRV and then afterwards go and manually find all those items and update their selling prices. This option would save a lot of time. Enable Multiple Stock Warehouses/Locations enables one to have multiple locations within each company (e.g., Company CPT can then have stock locations 001, 002 and 003 etc ) This option enables the checking of debtor s terms in Invoicing. In other words, when doing an invoice to a debtor customer, the system will check the debtor customers terms i.e. COD, 30 Days, 60 Days etc. This means that if the debtor customer has exceeded his/her terms the invoice cannot be processed. Enable this option to show all 10 selling prices in invoicing. This option is not controlled by security, this means that any user that has a lower access level than a supervisor, will be able to view the 10 different selling prices in the invoice screen. Create the Selling prices in Stock Maintenance Stock Pricing Tab While busy with an Invoice the user can click on the browse button next to IQ RETAIL (PTY) LTD 2017 Page 14 of 128

15 the unit price and the whole list of selling prices will appear POST ALL INVOICES/CREDIT NOTES TO POS LOCK DATE IN PROCESSING MODULE INVOICE DATE DEFAULTS TO SALES ORDER DATE GRV DATE DEFAULTS TO PURCHASER ORDER DATE FORCE NEGATIVE STOCK CHECK IN RTS (RETURN TO SUPPLIER) ALLOW PREVIEW ON DOCUMENTS This option allows all the invoicing and credit note transactions to be added to the POS Cash up Summary. NOTE: This will lock the date for Invoices and Credit Notes to the current trading date. The locking of dates will stop the selected processing module from being posted to past or future dates. The date cannot be changed and thus prevents users from posting Invoice, Credit Note, GRV s, Return to Suppliers, Purchase Orders, Sale Orders, Quote, Job Cards and Request for Quotes to past or future dates. If this option is enabled, the original sales order date that was entered when the sales order was created will be used as the date for the invoice when the sales order is converted into an invoice. This option should be used when backdated postings of invoices are done. This means that when the sales order is converted to an invoice, the same date will be used. If this option is enabled, the original purchase order date that was entered when the purchase order was created will be used as the date for the goods received voucher when the purchase order is converted into a goods received voucher. This option should be used when backdated postings of GRV s are done. This mean that when the purchase order is converted to a GRV, the same date will be used. Force Negative Stock Check in RTS will not allow stock to be taken into negative by doing a Return to Supplier. NOTE: It will only take effect if you are not the administrative user in the system or a user with the access level required to allow negative stock. Enable this option to show a Process & Preview button when processing documents (Invoicing, GRV etc.). NOTE: To prevent multiple copies of the same invoice, credit note etc. from being printed while being previewed, this must be un-ticked. IQ RETAIL (PTY) LTD 2017 Page 15 of 128

16 DO CREDIT CONTROL ON SALES ORDERS DISABLE SALES ORDER CREDIT CONTROL ON COD ACCOUNTS ENABLE SALES ORDER PICKING SLIPS DISABLE CREDIT LIMIT CHECKS SHOW LINE COMMENTS ENFORCE PRICE LISTS IF THEY EXIST SAVE HISTORY IN PROCESSING MODULE Enable to prevent Sales Orders from being processed without prior approval of the Sales Order. Disable Sales Order Credit Control on COD Accounts will prevent the Sales Order Credit Control checks from being applied to COD accounts. This option allows one to disable the credit control check on COD customers only. For any businesses, which provide "open terms" policy to their customers, it is important to have a cap on the amount of credit given. Every customer is given different amount of credit in relation to his or her sales turnover. These credits are monitored on a daily, weekly or monthly basis according to individual company s requirement. This option enables one to be able to print Picking slips for Sales Orders. This is a document used in a warehouse operation that lists the items to be shipped and the recipient of the shipment. The picking slip travels with the shipment and, at the destination, is used to confirm that the shipment is complete. It is matched with the pertinent invoice before payment is made. Disable Credit Limit Check in Quotes, Job Cards and Sales Orders. This disables the checking of credit limits for debtors when processing any of the following transaction types, Quotes, Job Cards or Sales Orders. Enable these different line comment options to show an added line comments for Invoicing, Credit Notes, Sales Orders, Purchase Orders, Goods Receiving and Return to Suppliers, Quotes and Job Cards. Enabling this option allows the foreign currency price list to be used when doing an invoice or credit note. This option will only allow the foreign currency price as setup in the foreign currency price lists, to be used. The other stock prices will not be available. NOTE: This option forces foreign currency prices to be available in invoicing. This option will only work correctly if a debtor customer is linked to a foreign currency price list. NOTE: This option does not influence contract price maintenance. This option allows one to save every revision of a transaction in the following processing modules Purchase Order, Sales Order, Quotes and Job Cards. This option comes in handy especially when either a Purchase Order, Sales Order, Quote or Job Card has been modified. NOTE: This means that if any purchaser order, sales order, Quote or job card has been modified then the original one prior to it being modified is then stored under the history option. EXAMPLE: If your Job Card number is JOB1 and this job card is then modified, the job number changes to JOB1.1 the original JOB1 is then stored under the history option. One is then always able to view any changes that were made to any of those processing options. IQ RETAIL (PTY) LTD 2017 Page 16 of 128

17 AUTOMATICALLY LOG OFF SUPERVISOR AFTER INVOICE ALLOW QUOTES ON INACTIVE ACCOUNTS STOCK ADJUSTMENT CONFIRMATION ENABLE QUOTES AND PURCHASE ORDER INDICATOR LINK JOB CARD NUMBER TO PURCHASE ORDER LIMIT QUANTITY ON GRV FROM PURCHASE ORDER ENABLE EXTERNAL CHARGES DISABLE DOT MATRIX ADVANCED PRINTING OPTIONS This option enables the system to automatically log off the supervisor option located in the invoicing screen if it was used. This means that if that supervisor log off option was enabled during the creation of the invoice, selecting this option will then automatically log the supervisor off. IMPORTANT: If this option is not enabled, this will allow users that have a low access to override certain securities. This will leave the supervisor logged in and thus allow user to override predefined security access settings. NOTE: This option is only applicable in invoicing. This option allows one to create quotes on debtor accounts that have been placed on hold. In other words even if the account is on hold (inactive) the system can still allow quotes to be generated on these inactive debtor accounts. The stock adjustment confirmation option allows one to choose from a list of predefined stock adjustment reasons. This enables one to only select from the predefined reasons when making adjustments on stock items. This option allows one to select the Purchase Order number when busy processing a quote. This is handy especially when the quote is being generated or a customer because it helps to see on which purchase order the goods are coming in on when and if the goods are still on order. This option allows for the Job Card number to be selected from a drop down menu once the purchase order is auto generated into a Job Card. This is handy when parts are ordered for a specific job and to auto generate the job from the purchase order makes it much easier when items need to be added to a specific job. This option allows one to limit quantity from a purchaser order which means that if the item ordered on a purchaser order has a quantity of 10 and the purchaser order is converted to a goods received voucher, the quantity may not be modified to more than the 10 that was originally ordered. However the quantity may be modified to less. The enable external charges option allows one to process external charges from goods receiving. This means that if goods are imported from a foreign country and external charges like clearing agents etc. need to be added, by using the external charges one is then able to link it to a supplier and make the costs incurred form part of the costs of the relevant stock items. The disabling of advanced dot matrix printing options allows one to disable certain control commands that are sent from the IQ Enterprise system to the printer. This in turn will ensure that documents generated from the system are printed correctly. IQ RETAIL (PTY) LTD 2017 Page 17 of 128

18 ENABLE WEEKLY AGE ANALYSIS REPORT SHOW AUTO GENERATED RELATIONS DO ORDER CONTROL ON PURCHASE ORDERS PRINT DEBORS RECEIPTS IN INVOICING ENABLE DELIVERIES AND COLLECTIONS SHOW SUPPLIERS CODE IN PROCESSING MODULE CHECK FOR DUPLICATE ORDER NUMERS IN PROCESSING MODULE PDF EXPORTS USE EMBEDDED FONTS USE REP PER LINE ITEM IN PROCESSING MODULE AUTO-POPULATE ACCOUNT NUMBERS USE AUTO MANUFACTURING IN INVOICING The enable weekly age analysis report option allows one to be able to print out a weekly age analysis for debtor customers. The only difference is that this one allows the report to be printed in a weekly format e.g. 7 Days, 14 Days, 21 Days, 27 Days and 35 Days respectively. The show auto generated relations option allows one to enable this for the following processing modules, Purchase Orders, Sales Orders, Quotes and Job Cards. In turn when the auto generate option is selected within any of mentioned modules the system then allows one to see the auto generated relations meaning that if it was a sales order auto generated into a purchase order then one can see from where the specific purchase order was generated from. Enable this option if you wish to Print a Debtors Receipts during a Cash Sale in the Processing Module. In this case both the Invoice and the payment receipt will be printed. Enable this option if you wish to keep track of Delivery and Collection statuses on Stock Items, If enabled, you need to configure your Deliveries and Collections Parameters under Module parameters. Processing Module selected (Invoices and Recurring Charges, Credit Notes, Sales Orders, or Quotes). This options is similar to Credit Control on Sales Order. If enable, the Purchase order need to be approved prior to processing the GRV. Enable this option if you wish to see the Suppliers Stock Code (as setup up under Stock Maintenance) in the selected (Invoices and Recurring Charges, Credit Notes, Goods Receiving, Returns, Purchase Orders, Sales Orders, Quotes or Job Cards) Processing Module. Enable this option if you wish the system to warn your about Duplicate Order Number being used in the selected (Invoices and Recurring Charges, Goods Receiving, Purchase Orders or Sales Orders) Processing Module. Enable this option if you wish to imbed your report fonts with the PDF documents. This will help alleviate problems with PDF documents not previewing successfully on systems without the necessary fonts installed. Enable this options to select a rep per line item in the selected (Invoices and Recurring Charges, Credit Notes, Sales Orders, Quotes, Job Cards or Pont of Sale) Processing Module. Enable this option if you would like IQ to automatically add identifiers (codes) to Duplicate Account number when creating new Debtors / Creditors Accounts. For example ABC, ABC001, ABC002 etc. Enable this option if you would like IQ to Manufacture Stock on the fly when you attempt to sell stock into negative. IQ RETAIL (PTY) LTD 2017 Page 18 of 128

19 ENABLE WILDCARD / PARTIAL SEARCHING FOR LOOKUP DIALOGS AUTOMATICALLY ALLOCATE TO OLDEST BALANCE ALLOW CHANGING OF LINE TOTAL IN PROCESSING MODULE ENFORCE COMPLETION OF USER DEFINED FIELDS IN PROCESSING ENABLE CASH DEPOSITS IN ORDER MODULES ENABLE EASY IDENTIFICATION IN QUOTES ENABLE CONSOLIDATED ORDERING ENABLE CONSOLIDATED ORDERING AUTO TRANSFEREING RELAX SUPPLIER INVOICE NO CHECKING (LIMIT TO SUPPLIER) ENABLE GRV CONTROL TOTAL ENABLE MULTIPLE BEEPS ON ITEM NOT FOUND ERRORS ENABLE VOUCHER TENDER VALIDATION CLEAR EXPIRED VOUCHERS ON END OF DAY ENABLE TV LICENSES IN SALES ORDERS This option only apples to the Invoice Module. Enable this option if you wish the IQ Lookup Dialogs to support partial matching on text-based data. Normal searching will always find the letter type in the beginning of the search field but Wildcard searching will search for the type words within the selected field. Example create 20 different stock items with the word cement in the description between other words. This search will now display all the stock items with cement somewhere within the description field. Enable this option will allow the user to automatically allocate payments and credit transaction for Debtors and debit transaction for Creditors to the oldest balance of the account. Enable this option will allow the user to change the line total in outgoing stock modules (Sales Orders, Quotes, Job Cards and Invoicing) Incoming Stock Modules automatically allow this feature. Enable this option will allow the user to enforces the completion of user define fields in the selected modules. All user defined fields that have their Required property set to True will require completion. Allows for Cash Deposits to be performed on Sales Orders, Quotes and Job Cards. This option will allow the user to identify a quote customer by entering alternative information (other than the account number). Used for IQ Enterprise Edition Used for IQ Enterprise Edition Enable this setting to relax uniqueness requirements for Supplier Invoice Numbers (in GRV). With this setting enabled the system will only check for uniqueness within the context of the current supplier. It can only be enabled if GRV Document Generation Method has been set to System Generated GRV Number in default settings 2 This setting enables the user to enter a GRV Control Total before loading all the items. After all items have been loaded in the GRV then the Control total should match the GRV total. If it does not, then the GRV was most likely not captured correctly. Enable this setting to receive multiple audible beeps when a user enters a Code that does not exist in the Stock File Enables validation check against Vouchers Enable to clear Expired Vouchers on End of Day procedure Enable TV License Validation / Payments in Sales Orders IQ RETAIL (PTY) LTD 2017 Page 19 of 128

20 ALLOW LINE BY LINE CREDIT LIMIT CHECK SHOW LANDED COST IN PROCESSING PREVENT DISCOUNT TENDER % ON PROMOTIONS PREVENT DISCOUNT TENDER % ON NON DISCOUNT ITEMS DISPLAY ALL AVAILABLE PRICES FOR CUSTOM PRICE LIST ASK FOR VOLUMETRIC DETAIL AUTOMATICALLY ALLOW DOCUMENT SCANNING IN DELIVERIES ALLOW MULTISELECT PROCESSING OF DOCUMENTS ALLOW MANDATORY FIELD SETUP FOR DEBTORS/CREDITORS ENABLE DEBTORS ACCOUNT VALIDATION ENFORCE DELIVERY DATE FOR PROCESSING Enable this setting to do a credit check on people when adding them to a processing module. Prevent discount tender percentage on Promotional Items. Prevent discount tender percentages on Non Discount Stock Items. Display landed cost for each line item in GRV and RTS modules. Enable this to display all the available prices for Custom Price Lists in Processing Module for the relevant Debtor / Stock Code and Supplier / Stock Code. Enable this setting to automatically ask for Volumetric Details on the quantity field in Processing Modules. Enable this setting to Allow Document Scanning in Deliveries and Collections. This option will allow you to multiselect documents i.e. Quotes, Purchase Orders and Sales Orders belonging to the same Debtor/Creditor and Invoice/GRV them as a consolidated Document. Enable the setup under Module Parameters for Debtor/Creditor mandatory fields. These fields will be required when doing Debtor/Creditor Maintenance. Enable this setting to Allow Debtor Account Verification security check in the Processing Modules. This option will enforce a delivery date in the processing module IQ RETAIL (PTY) LTD 2017 Page 20 of 128

21 DEFAULT SETTINGS 2 From the IQ Main menu Utilities Setup Company Details Default Settings 2 PRIME INTEREST RATE PRICE DECIMALS (INVOICING AND SALES ORDERS) PRICE DECIMALS (GOODS RECEIVING) PRICE DECIMALS (PRICELISTS) QUANTITY DECIMALS The IQ Retail Training Team welcomes you to the Administrator Training Module. Debtors will be charged interest at this base interest rate. the individual debtor s interest risk profile will be added to this rate. therefore, if the prime interest rate is 10% and the individual debtor s interest risk profile is -1%, then only 9% interest will be added to that individual debtor s account when doing an interest charge. This is the number of decimal places that will be used and displayed for the prices in invoicing and sales orders. Select 2 to show the prices with two decimal places, such as R5.25. This is the number of decimal places that will be used and displayed for the prices in goods receiving. Select 2 to show the prices with two decimal places, such as R5.25. This is the number of decimal places that will be used and displayed for the prices when using Pricelists. Select 2 to show the prices with two decimal places, such as R5.25. This is the number of decimal places that will be used and displayed for the quantity field throughout the system. Select 3 to show the quantity with three decimal places, such as kg. IQ RETAIL (PTY) LTD 2017 Page 21 of 128

22 PRICE ROUND UP/DOWN TO (EXAMPLE: OR 0.10) POS TOTAL ROUND UP/DOWN TO (EXAMPLE: OR 0.10) INVOICE ACCOUNT TOTAL ROUNDING (EXAMPLE: -0.10) WARNING IF SALES/GRV QUANTITY IS GREATER THAN COST CODE (EXAMPLE MELBORACIS OR FITALREPUS) Enter the number of cents to round up(+) or down(-) to when processing a point of sale transaction. This rounding is only applicable to the line price of the specific item. EXAMPLE: if you enter then the price will round down from R1.33 to R1.30 or from R1.37 to R1.40. NOTE: The retailer should always round down so that the difference is to the client s benefit. This option will round the line price of the item and not the total sale amount. Enter the number of cents that the point of sale subtotal must round up(+) or down(-) to. EXAMPLE: if you enter then the price will round down from R1.33 to R1.30 or from R1.37 to R1.40. NOTE: The retailer should always round down so that the difference is to the client s benefit. this option will round the sub total amount of the complete sale and not the line price of the item. Enter the number of cents that the Invoice subtotal must round up(+) or down(-) to. EXAMPLE: if you enter then the price will round down from R1.33 to R1.30 or from R1.37 to R1.40. NOTE: The retailer should always round down so that the difference is to the client s benefit. this option will round the sub total amount of the complete sale and not the line price of the item. Cost Code is any 10 digit word that can be used by the owner to determine the cost of a product without the buyer knowing and without needing to look it up. EXAMPLE: Use the word FRANCHISED. Each letter of the word represents a corresponding number (starting from 1 0). E.G. AC.DI = 35.O7 This is a security check to prevent barcodes from being accidentally scanned into the quantity field. Enter an amount for quantity such as Then if the quantity is larger than 5000 or if a barcode is scanned into the quantity field (a barcode will always be larger than 5000) then a warning message will be displayed warning the user of this and asking if they would like to continue. IQ RETAIL (PTY) LTD 2017 Page 22 of 128

23 MAXIMUM GRV% VARIANCE MAXIMUM CURRENCY VALUE MAXIMUM QUANTITY VALUE LOCAL CURRENCY CHECK SELLING UNDER COST BASED ON EXAMPLE: Use the word FITALREPUS. Each letter of the word represents a corresponding number (starting from 1 0). E.G. TE.FL = EXAMPLE: Use the word MELBORACIS. Each letter of the word represents a corresponding number (starting from 1 0). E.G. BO.CM = NOTE: The printing of the Cost Code will be done at Stock, Reports, Label Printing. Add the cost code field to the label. For more detail refer to Stock Label printing. What is a cost translator code? A cost code or cost encoding code is an encoding or hidden formula used to represent the cost price of the item on the price label or price list without the client having to know the actual cost price. This is the maximum percentage whereby the price of the stock item may vary from the previous cost price that was entered when processing a GRV and Purchase Order. EXAMPLE: With a 10% variance, and the cost of the item was R50 then the GRV or Purchase Order will only allow a price range of between R45 and R55. Only the Supervisor will be able to override this option should the variance be exceeded. The maximum GRV% variance option allows one to enter the maximum variance percentage on the normal Supplier Price when processing Purchase Orders and GRV s NOTE: This can be setup on each Stock Major Department, and will then take priority. The maximum currency value option allows one to enter the maximum currency value that may be used when any type of currency is used. This option is only valid in debtors journals and receipts and creditor journals and payments. This means that the value that is entered under the amount field may not exceed the maximum currency value. NOTE: If you use a wide range of different currency where values mostly differ, it is maybe best that this value is left as zero. The maximum quantity value option allows one to enter the maximum quantity that may be used when processing. The local currency option allows one to specify a currency for trading purposes. This means that if a particular branch or company trades in a different currency then the currency can be set accordingly. Selecting this option will use the selection (Highest Cost, Latest Cost, Average Cost or Future Cost) price IQ RETAIL (PTY) LTD 2017 Page 23 of 128

24 DEFAULT COST FOR GOODS RECEIVING AND PURCHAE ORDERS DEFAULT STOCK POSTING METHOD CLEAR SALES HISTORY FOR PROMOTIONAL ITEMS AFTER X DAYS CURRENCY DISPLAY STRING NUMBER OF DAYS BEFORE QUOTES EXPIRE DEFAULT EXPORT LOCATION ARTIFICAILLY INFLATED COST PERCENTAGE STYLE MANAGEMENT FORMAT REASON CONFIRMATION IN PROCESSING MODULE (PRICE CHANGE + LINE DISCOUNT) DEFAULT COST FOR CREDIT NOTES CASH DEPOSIT MIN % when checking whether the item is being sold below cost. Selecting this option will use the selection (Base Cost, Latest Cost, Average Cost or Highest Cost) as default cost when performing GRV s or Purchase Orders. NOTE: Base Cost is the cost price without any External or Extra Charges. The default stock posting method for a company can be set as follows: One Can either have the Perpetual Stock control method or the Periodic Stock control method (Sales and Purchases Only). If perpetual stock control is enabled for the company, the system will post the sales, cost of sales, stock, vat and cash. If periodic stock control (sales and purchases only) is enabled for the company, the system will post only the sales and purchases. By entering an amount of days, they system will only store the historical promotional items for the amount of days that were specified. Once the days have been reached, the system will then delete the promotion items and start saving the next promotional items for the amount of days specified. The currency display string option allows one to specify a specific currency symbol. EXAMPLE: If the currency string is changed to a $ sign then the reports will display a $ sign in front of the values being printed. The option number of days before quotes expire allow one to set the number of days before a quote will expire. This option is handy in order to see which quotes are close to their expiry dates. The default export location option allows one to specify the default location for exporting purposes. This means that when reports are exported from the IQ Enterprise system the default location may be set. Selecting this option to artificially inflate cost prices to avoid sales staff to see the actual cost of an item. Style Management format symbols: # = Number Character C Colour S = Size Default Style: ########CCSS By selecting to Price change or Line Discount, a Reason confirmation would be require in Module Parameters. Select the appropriate costing method for processing Credit Notes Used when the setting Enable Cash Deposits in Order Module is enabled IQ RETAIL (PTY) LTD 2017 Page 24 of 128

25 GRV DOCUMENT NUMBER GENERATION METHOD GRV CONTROL TOTAL VARIANCE ALLOWED AIRTIME PROVIDER EFT PROVIDER LOYALTY PROVIDER IQ OFFLINE LOYALTY REWARD RATE IQ OFFLINE LOYALTY REDEEM RATE DEFAULT DEBTOR TERMS DEFAULT CREDITOR TERMS DAYS ALLOWED FOR CREDIT NOTES / REFUNDS to determine what the minimum allowed discount value is. Use this setting to choose your Airtime Provider. This provider will be used for airtime sales during Point of Sale and other processing modules. Choose between AMS or NOMAD. Select the preferred option from the dropdown. Use this feature to enter the GRV total before capturing the items on the GRV. The Control Total value can then be used to ensure that the user has captured the GRV correctly by comparing the Control total to the total of the items captured. Use this setting to choose your EFT Provider. This provider will be used for EFT transactions during Point of Sale and other processing modules. Choose between NOMAD, MTC MONEY, E-CASH or INNERVATION. Choose the default loyalty provider: Token Group, OneOne or IQOffline Loyalty Use this feature to enter the reward rate of amount per point when using IQ Offline Loyalty. Example R20.00 equals 1 point. Use this feature to enter the redeem rate of amount per point when using IQ Offline Loyalty. Example R20.00 equals 1 point. Select the company default Debtors Terms. Use this feature to Select the Maximum Days a previously processed Invoice can be refunded. Select the company default Creditors Terms. IQ RETAIL (PTY) LTD 2017 Page 25 of 128

26 MODULE PARAMETERS (DEFAULT TABLE SETUP) The default table setup option allows one to setup default parameters for specific modules within the IQ Enterprise system. NOTE: It is always best to setup the default information first. DEBTORS DELIVERY ROUTES The delivery routes option allows one to setup delivery routes for debtor clients. These delivery routes can also be printed onto delivery notes. ROUTES NUMBER The number field displays the route number. This number can be entered as alpha numeric characters. DESCRIPTION The description displays the route description. This route description can be 30 characters in length. EDIT DATA ROUTE DESCRIPTION SAVE EDITS The route field is where the route number is entered. The route number may contain alpha numeric characters and only allows for four characters to be entered. The description field is where the description of the delivery route is entered. The save edits button allows one to save the newly created/added delivery routes. IQ RETAIL (PTY) LTD 2017 Page 26 of 128

27 CANCEL EDITS The cancel edits option allows one to cancel any editing while busy editing an existing delivery route. SELECTION OPTIONS ADD DELETE SEARCH ACCEPT The add option allows one to add any new additional delivery routes. The delete option allows one to delete any of the existing delivery routes. The search option allows one to search for any information on the delivery routes screen. Select the accept option to accept any changes made. CUSTOMER (DEBTOR)/SUPPLIER (CREDITOR) GROUPS Customers / Debtors and Suppliers / Creditors can be grouped accordingly. This is where the different groups are named and created. Select the Module Parameter according to your needs (Debtor/Creditor) GROUPS & SUB-GROUPS NUMBER The number field displays the group number. This number may be entered as alpha numeric characters. DESCRIPTION The description displays the group description. This group description may be 30 characters in length. EDIT DATA GROUP DESCRIPTION SAVE EDITS CANCEL EDITS ADD DELETE SEARCH ACCEPT The group field is where the group number is entered. The group may be entered in either alpha or numeric characters. The description field is where the description of the debtors/creditors group is entered. The save edits button allows one to save the newly created/added debtor/creditor groups. The cancel edits option allows one to cancel any editing while busy editing an existing group. The add option allows one to add any new groups. The delete option allows one to delete any of the existing groups. The search option allows one to search for any information on the group screen. Select the accept option to accept any changes made. RISK PROFILES (DEBTORS) IQ RETAIL (PTY) LTD 2017 Page 27 of 128

28 The risk profile of different debtors can be added/created. The percentage for each profile entered here can be linked to a particular debtor s account. This debtor s interest risk profile percentage is then combined with the prime interest rate as entered in the system. RISKS OPTIONS NUMBER DESCRIPTION RATE The number field displays the risk profile number. This number may be entered as alpha numeric characters. The description displays the risk profile description. This risk profile description may be 30 characters in length. The rate field displays the rate that has been allocated to the relevant risk profile. This rate entered is a percentage value. EDIT DATA NUMBER DESCRIPTION RATE SAVE EDITS CANCEL EDITS ADD DELETE SEARCH ACCEPT The number field is where the risk profile number is entered. The risk profile number may only contain numeric characters. The description field is where the description of the risk profile is entered. The rate field is where the rate of the risk profile is entered. This rate entered will deduct from the prime interest charging rate and the customers that are linked to this profile will be charged less interest. EXAMPLE: If the normal interest rate is 10% and the customer is linked to a risk profile that is set to 5% then that customer will be charged 5% interest because the system will add the 5% to the prime interest rate. The save edits button allows one to save the newly created/added risk profiles. The cancel edits option allows one to cancel any editing while busy editing an existing risk profile. The add option allows one to add any new risk profiles. The delete option allows one to delete any of the existing risk profiles. The search option allows one to search for any information on the risk profile screen. Select the accept option to accept any changes made. USER DEFINED TABLE NOTE: By adding a user define table one is able to add additional fields to the debtors maintenance. This comes in very handy when additional fields are required to store information. IQ RETAIL (PTY) LTD 2017 Page 28 of 128

29 NOTE: There are only a few things that needs to be entered and remembered when adding a new user defined table. The very first thing that need to be done here is to add the Account field under the Field Name. Once the Account field has been added, one can then add any other additional fields as needed. Once all the necessary fields have been added, we need to set the Account field as the default index. Select the Indexes tab at the top of the screen. Under the Indexed Fields heading, select the three dotted button. From this next screen select the Account field and move it from the left hand side to the right hand side. Once complete select the OK option. Once the Primary Index field has been selected, select the drop down under the field heading Primary and set the value to Yes. Once complete, select the Create option in order to create our newly user defined table. Once completed the newly added user defined field can be found under the debtors maintenance option. Edit any existing debtor client and the newly added table will be available. RECURRING CHARGES The recurring charges option allows one to setup a default export folder for recurring charges as well as a default outgoing server. This allows the recurring charge information to be either exported or ed once the processing of the recurring charges has taken place. RECURRING CHARGES SETTINGSS EXPORT FOLDER The export folder allows one to specify where the results of the recurring charges will be exported to once the recurring charges have been processed. IQ RETAIL (PTY) LTD 2017 Page 29 of 128

30 OUTGOING MAIL SERVER CANCEL ACCEPT The outgoing mail server option allows one to specify where the results of the recurring charges will be ed to once the recurring charges have been processed. The cancel option will cancel any of the changes made on the recurring charges settings screen. Select the accept option to accept any changes made. CREDIT NOTE MEMO (DEBTORS) The Credit Note Memo option will allow the user to add Credit Note Memo s that can be selected when processing a Credit Note. IQ RETAIL (PTY) LTD 2017 Page 30 of 128

31 GENERAL SALES REPRESENTATIVES (DEBTORS) SALES REPRESENTATIVE DATA NO REP NAME TARGET 1,2,3,4 AND 5 COM % PROCESSING MODULE OPTIONS AUTOMATICALLY GET REP USE CASHIER AS REP The no field here is the specific representative s number. This means that when sales are processed through the system, the representative s number may be chose in turn giving that specific representative the commission percentage. The rep name is the representative s name. This is where the rep s name is entered. This is very handy when sales are processed, one is able to see who the rep was when the sale was processed. There are 5 sets of targets that can be setup. This means that if target 1 is set to R1000 and the commission % is set to 10% then once the target is reached, the system can then work out the commission payable to the rep correctly. The com % option is where the commission percentages are entered. This means that when the reps reach a specific target, the commission percentage linked with the specific target will then be added onto the target total and the commission can be paid out accordingly. This option enables rep selection based on the Stock item, Department or Debtor Account selection when using the processing modules. In other words IQ will generate the rep selection by checking the default rep for the Stock item, then the Department and lastly the Debtors Account. This option enables rep selection based on the Cashier Number when using the processing modules. REMEMBER LAST REP USED This option enables rep selection based on the last rep used when using the processing modules. This option only appliers when the Rep per line option is selection in Company Details, Default settings 1. SALES REPRESENTATIVE SELECTION OPTIONS FILTER SELECT VISIBLE FIELDS SEARCH EXPORT The filter option enables one to filter out specific or certain information based on the information shown on the Representative s Commission screen. The visible fields option allows one to select additional fields to display on the Representative s Commission screen. The search option allows one to search for any information within the Representative s Commission screen and for any available field. The export option allows one to export the existing on screen information into any of the following formats (CSV, TXT, HTML, XML or XLS). IQ RETAIL (PTY) LTD 2017 Page 31 of 128

32 ADD EDIT DELETE DESIGN PREVIEW PRINT The add option allows one to add any new or additional representative s. The edit option allows one to edit any existing representative s that are listed in the Representative s Commission screen. The delete option allows one to delete any of the existing representative s. The design option allows one to design the rep commissions report. The preview option allows one to preview the reps commissions report. The print option allows one to print the reps commission report. DOCUMENT VALIDATION Document Validation was create as a security module to help prevent fraudulent documents. Option that will also help with fraud is pre-printed paper, CCTC Cameras and utilising the Delivery and collection module to help control stock in the yard. The document Validation module will allow a person to scan the relevant document (e.g.invoice or Cash sale). The scanned document can then be compared with the printed document where stock items and quantities can be compared. Another reason for the Document Validation option can be to check if the person has already pickup the stock from the yard. Select Utilities Menu Tool Document Validation Validate Document Each relevant documents must have a barcode on the document displaying the document number. IQ RETAIL (PTY) LTD 2017 Page 32 of 128

33 Scan the document barcode into the Document area. Once the barcode has been scanned the e.g. Invoice will display, green will indicate the document is valid, the stock items and quantities can now be compared with the printed counterpart. If the document e.g. Invoice has already been scanned a red block will indicate the problem. VALIDATE SETUP The Validate Setup screen will display all the scanned document with the document number, Document Type, User, Terminal, Scan Date and Last error. SALES REPRESENTATIVE SELECTION OPTIONS FILTER SEARCH SELECT VISIBLE FIELDS Use the filter option to filter for selected documents. HINT: The filter option can be used to filter only for selected document type, User, Terminal, Scan Date or Last Error.. The search option allows one to search for additional information that cannot be seen or found on the screen. In order to change the list of visible fields on the screen, select the Select Visible Fields option. IQ RETAIL (PTY) LTD 2017 Page 33 of 128

34 NOTE: In order to change the views of the screen select a field by enabling the tick box. Select the necessary fields that one needs to be displayed. Once complete select the Accept option. SET TIME DELAY In order to set the time delay for the scanned documents enter the time in minutes. Once the time has expired the red error message will specify document expired. PRICE AND DISCOUNT REASONS The Price and Discount Reason confirmation option allows one to choose from a list of predefined reasons. This enables one to only select from the predefined reasons when making a price change or giving discount on a stock item. Select the Price change and Line Discount boxes in Default Settings 2. IQ RETAIL (PTY) LTD 2017 Page 34 of 128

35 THE PRICE AND DISCOUNT SETUP Utilities, Setup, Module Parameters, General, Price & Discount Reasons Select between Discount Reason and Selling Price Reason. Create all the necessary reasons for Discount and Price Changes PROVIDE REASON SELECTION The Reason screen will then be displayed as soon as line discount is give or a stock items price is changed. Reason can be selected or the Other option can be used to enter a different reason not on the list. PRICE AND DISCOUNT CHANGES STOCK REPORT The Price and Discount Changes Stock Report will display all the Document information regarding the Price change or Discount Changes. IQ RETAIL (PTY) LTD 2017 Page 35 of 128

36 SMS MARKETING IQ SMS allows you to send an unlimited number of SMS s to your clients from within your IQ system. You can use this to inform your clients of: Events, Promotions, Competitions Special offers. Bulk SMS bundles can simply be purchased online via Credit Card. SMS MARKETING SUMMARY WEBSITE Register Now Login Online Payments Billing Summary Credit Card Details MODULE PARAMETERS Setup Details Template DEBTORS MAINTENANCE SMS Marketing + Cell phone Number SMS MARKETING Filters, Templates, Process and Reports HOW TO PURCHASE SMS BUNDLE S Login to Create an account and password. You may now purchase your bulk SMS s. SMS s are charged at R0.35 Excl Vat per SMS. Select Online Payment option and then specify the number of credits to buy. Choose between 500 and to purchase. Once you have completed your purchase, simply go to the SMS Marketing module in your IQ system and setup the website detail.. MODULE PARAMETERS Selecting the setup option allows one to configure and setup the sms marketing option. IQ RETAIL (PTY) LTD 2017 Page 36 of 128

37 SMS MARKETING SETUP DETAILS MARKETING SETUP DETAILS IP ADDRESS PORTAL USER NAME PORTAL PASSWORD RETURN ENABLE PROXY HOST (PROXY) USER NAME PASSWORD PORT (DEFAULT 3128) The IP address field displays the server name or IP address of the SMS marketing server or host name. The default IP address or server name is The portal user name field is where the user name must be entered for the authentication against the host server of the SMS marketing. The portal password field is where the password must be entered for the authentication against the host server of the SMS marketing. The return is the address that will be used when a reply is generated from the SMS that was sent. The enable proxy option allows one to configure a proxy server if there is one located on the network. The host proxy is where the proxy server s details are entered. This means that the specific proxy server s IP address or name must be entered. The user name field is where the user name must be entered for the authentication against the proxy server. The password field is where the password must be entered for the authentication against the proxy server. The port field indicates the port number that will be used for the proxy server to communicate when trying to access the internet. By default with most proxy servers the default port number is ENABLE SMS S FUNCTIONALITY Choose which module must have the sms option available. Choose from: Purchase Orders, Sales Orders, Quotes, Job Cards, Debtors Credit Control, Debtors Receipts, Creditors Payments, Debtors Enquiries, Creditors Enquires. SMS FUNCTIONALITY CANCEL TEST ACCEPT The cancel option allows one to discard any of the changes or configurations made. The test option allows one to test the current SMS marketing setup to see if it is configured correctly. The accept option allows one to accept the necessary changes made. IQ RETAIL (PTY) LTD 2017 Page 37 of 128

38 GRV EXTERNAL CHARGES (CREDITORS) REFERENCE CREDITOR VAT RATE LEDGER SELECT VISIBLE FIELDS FILTER ADD The reference field displays the reference that was used when the GRV external charge was created. The creditor field will display the creditor\supplier that was used when the GRV external charge was created. The VAT rate field displays the VAT rate that is used for the specific GRV external charge that is created. The ledger field displays the ledger account that is linked to the specific GRV external charge. The select visible fields option allows one to view more fields on the external charges screen. The filter option allows one to filter on any information on the external charges screen. The add option allows one to add any new supplier groups. EXTERNAL CHARGES SETUP REFERENCE CREDITOR ACCOUNT VAT RATE LEDGER ACCOUNT AMOUNT CANCEL ACCEPT SEARCH EDIT DELETE DESIGN PREVIEW The reference field is where the reference is entered for the GRV external charge. The creditor account field is where the creditor\supplier is selected for the GRV external charge. The VAT Rate field is where the default VAT Rate is selected for the specific GRV external charge. The ledger account field is where the ledger contra account is selected for the specific GRV external charge. The amount field is where the amount is entered for the relevant GRV external charge. The cancel edits option allows one to cancel any editing while busy editing an existing supplier group. The add Select the accept option to accept any changes made. allows one to add any new supplier groups. The search option allows one to search for any information on the supplier group screen. The edit option allows one to edit any of the existing external charges. The delete option allows one to delete any of the existing supplier groups. The design option allows one to design the external charges report. Select the preview option to preview the external charges report. IQ RETAIL (PTY) LTD 2017 Page 38 of 128

39 ORDERING LEAD TIME Ordering lead time is the time it take from the when you have order your stock to the time the stock arrive with you. The Ordering factor could be as measure to use by which the stock quantity would be multiplied. In other words if you use the ordering factor as (days, week or months) e.g. 2.5 and the stock quantity to order is 5 the order amount would be 12.5 or if the ordering factor is 3 and the stock quantity is 5 the order amount would be 15. The ordering factor will be used with setup up the Auto Re-order formulas in Module parameters, Stock. ORDERING DELIVERY CYCLE Ordering Deliver Cycle is how often your suppliers Deliver stock. The Deliver Cycle could be as measure to use by which the stock quantity would be multiplied. In other words if you use the Deliver Cycle as (days, week or months) e.g. 1.5 and the stock quantity to order is 10 the order amount would be 15 or if the Deliver Cycle is 5 and the stock quantity is 10 the order amount would be 50. The Deliver Cycle will be used with setup up the Auto Re-order formulas in Module parameters, Stock. STOCK ADJUSTMENT CODES Stock adjustment codes is where transaction type accounts are setup for Sundry issues and Receipts. IQ RETAIL (PTY) LTD 2017 Page 39 of 128

40 Select the setup option to setup stock adjustment codes. TRANSACTION TYPES CODE DESCRIPTION DR/CR LEDGER ACCOUNT LEDGER DESCRIPTION The transaction types option allows one to setup any additional or edit any of the existing transaction types. The code displays the transaction type code. These codes are abbreviated from the descriptions of the transaction types. The description field displays the description of the specific transaction type. This description must be meaningful to avoid confusion. The DR/CR field displays either a letter D or a letter C to indicate whether the transaction type will be posted as a debit or a credit. The ledger account field displays the description of the ledger accounts that will be used when either a sundry issue or sundry receipts transactions are processed. The ledger description field displays the description of the relevant ledger accounts that are linked to the specific adjustment codes. CREATING ADJUSTMENT CODES TRANSACTION TYPE TRANSACTION CODE DESCRIPTION ISSUE\RECEIPT LEDGER ACCOUNT The transaction code entered here will be displayed in the list of stock adjustment codes once completed. This transaction code may then be used when processing sundry issues or receipts. The description field entered is the description of the specific transaction type. This description must be meaning full to avoid confusion. The issue and receipt option allows one to specify if the transaction type code will be either an issue or a receipt. The ledger account selected here is the ledger account that will be used when this transaction type is used when processing stock sundry issues or receipts. In other words if a sundry issue or receipt is processed then the contra account will the specified ledger account that has been linked with the transaction type. IQ RETAIL (PTY) LTD 2017 Page 40 of 128

41 SEARCH ADD EDIT DELETE DESIGN PRINT The search option allows one to search for any information on the transaction types screen. The add option allows one to add additional stock adjustment code types. The edit option allows one to edit any of the existing stock adjustment code types. The delete option allows one to delete any of the newly created stock adjustment code types. Existing transaction codes may not be deleted. The design option allows one to design the report that the stock adjustment code types print on. The print option allows one to print the stock adjustment code report. FOREIGHN CURRENCY Debtors and Creditors accounts and transactions can be processed in a foreign currency depending on the exchange rate as entered here and linked to the debtors/creditors account. NOTE: Once an account is created with a specified Currency and a transaction is processed, the currency cannot be changed. Each account stores its transactional information in its OWN currency. CURRENCY RATES FOREIGN CURRENCY ENABLED IN INVOICING/GOODS RECEIVING CURRENCY SIGN DESCRIPTION DATE LAST CHANGED CONVERSION RATE The foreign currency enabled in Invoicing and Goods receiving allows one to use foreign currency in the respective modules. This option must be enabled otherwise foreign currency will not be available in Invoicing or Goods Receiving. The currency option allows one to specify the relevant currency like GBP (Great British Pounds), USD (United States Dollars) etc The sign field allows one to enter the sign of the specific currency. This means that one is able to enter the following signs or currency symbols ( - Great British Pounds, $ - US dollars). The description allows one to specify in words the specific currencies description or name. E.g. USD United States Dollars. The date last changed field will automatically be populated with the date of when the specific currency was last changed. The conversion rate allows one to specify the currencies conversion rate. This means that the current rate of exchange of the specific currency is entered here so that the system can make the calculations accordingly. IQ RETAIL (PTY) LTD 2017 Page 41 of 128

42 PRICE AND DISCOUNT CHANGES STOCK REPORT The Price and Discount Changes Stock Report will display all the Document information regarding the Price change or Discount Changes. IQ RETAIL (PTY) LTD 2017 Page 42 of 128

43 DEBTORS/CREDITORS LESSON DEBTORS/CREDITORS WHAT IS A DEBTOR? An individual or organization to which you have supplied goods or services on credit is called a debtor. Debtors usually occur as a result of credit sales, i.e. customers purchasing on account. Debtors are classified as current assets in the ledger as the amounts owing are usually paid during the course of the current trading year. To set up your debtors system, follow the steps as outlined on the next few pages WHAT IS A CREDITOR An individual or organization who supplies goods or services to you on credit, is called a Creditor. Creditors generally occur as a result of credit sales, i.e. items bought on account. Creditors are classified as current liabilities because the amounts owing are usually paid during the course of the current trading year. To set up your Creditors system follow the steps as outlined on the next few pages. ENTERING OPENING BALANCES NOTE: Opening balances are NOT entered under debtors Account Maintenance. To enter the opening balances, select the debtor Single Journal option. When entering opening balances use the journal debit code (JD). The journal debit code will allow you to post a positive balance on the debtors account. Choosing the date correctly will enable you to age the transaction (e.g. allocate values to 30 days, 60 days, etc.) amount, once the entry has been accepted. Note that you may only age one amount at a time. ORDER NUMBER When doing Single Journals, there are no stock items involved therefore, the order number would not be used for any kind of order and therefore can be used as an additional comment or reference field. EXAMPLE: If a customer had an outstanding balance of R of which R was in 30 days and R in 60 days, then two journal debit transaction entries would have to be entered. The date that should be used should be the 1 st of the month for the relevant age. i.e. the 30 days transaction date would be the 1 st of the previous month and the 60 days transaction date will be the 1 st of month for two months prior to the current month. ACCOUNT STRUCTURE This unique account identifier consists of up to 9 alpha-numeric characters. Duplicate account numbers will not be permitted. This number cannot be changed after it has been assigned to an account, so please take care when entering these account numbers. Only accounts with NO transactions may be deleted from the system. Once a transaction has been processed to an account, the account may not be deleted. This is due to auditing rules and principles of Generally Accepted Accounting Practice. EXAMPLE: The account number can be ABC001 this would mean that the account structure is alpha numeric. If the account number is ABC this would mean that the account structure is alpha only. If the account number were 001 this would mean that the account structure is numeric only. The advantage with alpha-numeric account structure is the searching for debtors is made easier. Due to the account number consisting of the first few characters of the company or customer s name, there is no need to change the sequence to the company s name when locating a debtor. IQ RETAIL (PTY) LTD 2017 Page 43 of 128

44 NOTE: When entering the account number under debtor maintenance, there is no need for you enter the numeric part of the account. The system will automatically check to see if there are any previous instances of the same account, and if so, it will automatically add appropriate numeric value. E.g. If you have already created an account starting with ABC, there is no need for you to enter ABC001. Enter only the ABC part and press enter. The system will automatically add the 001 to the account number. Numeric only account numbers can be used as you have full alphabetic name search facilities in the system. The benefit using numeric account structure is that the system will automatically allocate the next number to be used for the account number when creating a new debtor. However, disadvantage is the numeric account number does make searching for a debtor difficult if the account number is not known. CREDIT CONTROL Credit Control refers to way in which the over terms and over limit messages are handled when a debtor exceeds his limit or is over his terms. The required access level needs to be set. If the required access levels have been set, no sales over the credit limit or exceeding of the terms will be allowed. To override these limits, it would require someone with a high enough access level override the limit in order for the sale to be completed. The override access levels are usually set to a manager or higher. By setting the necessary access levels to a manager or higher, this would mean that only one of those users that have that access level will be able to override the terms and over limit when processing sales. NOTE: The important bit of information is the date of the transaction. If the date is not correct then the transaction will not be posted to the correct ageing period. ENTERING NEGATIVE (CREDIT/DEBIT) BALANCES Credit balances must be entered using the JC (Journal credit) transaction code. ALLOCATING OPENING BALANCES TO THE LEDGER Opening balances should be allocated to the debtors clearing account in the general ledger. When posting these opening balances the accounts that are affected in the ledger will be the debtors control (debit) and the debtors clearing account (credit). This should then be when the opening trial balance is entered in the general ledger, i.e. Post the debtors control total as per the trial balance to the debtors clearing account when entering the opening trial balance. DEBTORS POSTINGS TO THE GENERAL LEDGER When using the debtors module, all entries will be posted by default to the Debtors Control Account in the general ledger. Contra entries may be allocated to any ledger account. The most common default contra postings may be set under debtors Posting Types. You can integrate to any ledger (i.e. postings to debtors in company 001 can be allocated to the general ledger of company 002 etc.) and / or to any month in the ledger (i.e. postings from your second month of debtors may be allocated to the first month in ledger etc.). POSTING STOCK INVOICES Should the invoice / credit note involve stock items or service items (e.g. Labour, services rendered, etc.) or where tax invoices / credit notes are to be printed then proceed to the Customer Invoicing / Customer Credit notes, under the Stock menu. WHAT HAPPENS TO CREDITOR POSTINGS? When using the creditor module, all entries will be posted by default to the Creditors Control account in the general ledger. Contra entries may be allocated to any ledger account. The most common default contra IQ RETAIL (PTY) LTD 2017 Page 44 of 128

45 postings may be set under creditors Transaction Types. You can integrate to any ledger (i.e. postings to creditors in company 001 can be allocated to the general ledger of company 002 etc.) POSTING STOCK PURCHASES Should the purchase or return to supplier involve stock items or where there is a requirement to produce full tax document as per SARS requirements. If this is not the case, process through Creditors transactions. POSTING PAYMENTS VIA CASH BOOK POSTINGS Debtor receipts may be posted direct from the general ledger cashbook, but each payment received must be treated as separate line entries in the cashbook. Unfortunately when doing deposits via the cashbook each line entry will be displayed in the bank reconciliation instead of the one deposit made for the day, which usually appears as one entry on your bank statement at the end of the month. Please note that receipting via the cashbook should rather be used in the case of direct deposits or debit orders made by the client, which are treated as separate deposit entries by your bank. Creditor payments may be posted direct from the general ledger cashbook. When posting a creditor payment in cashbook, enter the Creditors Control account number. By entering the creditors control account the system will register that a payment is being made against a creditor and therefore will then allow payment allocations to the individual creditor accounts. VIA DEBTORS RECEIPTS When posting payments via the debtors posting option all payments are posted to a cash control account called Cash On Hand. This account, at the end of the day will hold the total deposits made for that day (assuming that deposits are made daily). Once all receipts have been put through then proceed the Cashbook Postings option under Ledger and post a deposit entry for the amount of the total amount receipted. NOTE: When posting the general ledger cashbook, allocate all debtor deposits to the same Cash on Hand account. At the end of each deposit the Cash on Hand account balance should be zero. That is why all receipting should preferably be done under Debtor Receipts so that all moneys received are posted to one central ledger account (Cash On Hand) which is cleared when the actual deposit is made in the Cash Book, debit, Bank, credit, Cash On Hand. These deposits made on the computer are directly related to the amount of times you deposit funds at the bank, e.g. if you make two deposits in one day then two cash book deposits must be entered for those separate deposit book amounts. EXAMPLE: Client A pays R cash & client B pays R cheque. The first step is to post these receipts under Debtor Receipts. The payment code ( PM ) would not be necessary. Debtors Receipts. only allows for payments. These receipts amounts will automatically be posted to the cash on hand account. At this time you have written these two amounts in the deposit book and the value comes to R Now that this is done, proceed to the bank as per normal and deposit the R The bank accepts the deposit as one amount (R300.00). After doing the manual deposit, the same must be applied to the computer system. This is achieved by doing a deposit for R via the cashbook option, making the contra account the cash on hand account. Once this has been done the cash on hand, account will be cleared. VIA CREDITORS POSTINGS Alternatively, when posting payments once can use the Single Journal option, located under the creditors menu. If the payment method is cash then the ledger contra account will be of the Cash On Hand account. If the payment method is cheque, credit card or EFT, the contra account will be that of the Bank. NOTE: Posting payments via single journals is not the preferred method, unless paying a creditor with cash. One must not get confused with the paying of ledger expenses (e.g. water & electricity, donations, fines, accounting fees, etc.) which is normally done via ledger journal processing. The processing of a cheque is usually associated with numerous entries which are entered together with a cheque that was used to pay expenses as well as creditors. The cashbook posting option not only allows the mixing of creditor and expense postings, but also allows the cashbook batch to be entered over length of time. ADDING A IQ RETAIL (PTY) LTD 2017 Page 45 of 128

46 DEBTOR/CREDITOR Select the Maintenance option from the debtors/creditors menu followed by the add option to add a new debtor, edit to amend, or delete to delete an existing account. IQ RETAIL (PTY) LTD 2017 Page 46 of 128

47 CAPTURING DEBTOR/CREDITOR DETAILS ACCOUNT NUMBERS NAME INITIALS / TITLE ID NUMBER CONTACT BIRTHDAY COMPANY REGISTR NO. DEBTOR/CREDITOR GROUP & SUB- GROUP ON HOLD STATUS AREA POSTAL ADDRESS DELIVERY ADDRESS DELIVERY ROUTE This unique account identifier consists of up to 15 alpha-numeric characters. Duplicate account numbers will not be permitted. This number cannot be changed after it has been assigned to an account, so please take care when entering these account numbers. Only accounts with NO transactions may be deleted from the system. Once a transaction has been processed to an account, the account may not be deleted. This is due to auditing rules and principles of Generally Accepted Accounting Practice. Existing account numbers cannot be altered in any way. If the account number was entered incorrectly, the account has to be deleted and recreated in order to use the correct account number. In all instances duplicate numbers will be rejected. Enter the company name, or the surname if the debtor is an individual. ONLY enter if the customer is an individual. This is NOT the contact persons initials and title. If the customer is a company, initials and title should NOT be entered. Otherwise the statement print will be affected (i.e. initials and title will be printed with the company name on the customers statement). Enter the clients ID Number. Enter the name of the person that maybe contacted in the case of queries relating to this account. The birthday field allows one to either enter the relevant debtors birthday by selecting the drop down arrow and scrolling through the calendar months and selecting the appropriate date. Enter the company s registration number. This number is obtainable from CIPRO. CIPRO is where a new company is registered. Enter the Group from the list. This is for reporting and filtering purposes. Debtors/Creditors can be grouped according to your own classifications for example, Plumbers, Electricians, Builders etc. If the debtor/creditor is placed on hold, a warning will be issued when processing any debits to the account. However the processing of credits (PM, JC, DS) from the Single Journal or Batch Journal option will be possible. However one is only allowed to post PM transactions. This is a one character field that can be used to filter and classify Debtors/Creditors in reports. For example, R can be used for Regular debtors/creditors and O can be used for Once off debtors/creditors. Not to be confused with the postal code. This field is used for report analysis should you require customer reports by area. EXAMPLE: Let s say that you would like to have sales reports for certain areas, Durban, Cape Town, etc. printed out each month. To do so you would enter the abbreviated format, e.g. DURB, CAPT, etc. Either in the area field so when printing a report you can have it printed for a certain area, or area s or, even sorted on these areas. HINT: This field need not be used as an area entry field but may be a field that you require to group certain debtors, e.g. Wholesalers (WHOL), retailers (RETL), etc. Use the four input fields for the postal address, where the fourth field being used for the postal code. These address fields will appear on invoices and statements as entered here. Use the four input fields for the delivery address, where the fourth field being used for the postal code. These address fields will appear on invoices as entered here, but may be altered at the time of invoicing. Select the Debtor s Delivery Route from the drop-down list. Reports can then be written to show the debtors transactions within a certain delivery route for example. To enter/add delivery routes select Utilities Default Tables Setup Delivery Routes. IQ RETAIL (PTY) LTD 2017 Page 47 of 128

48 SMS RECIPIENT TELEPHONE NUMBERS BANK NAME BANK ACCOUNT BANK BRANCH CODE BANK. EFT NUMBER ADDRESS DOCUMENTS PREFERRED FORMAT TAX (VAT) NO VAT STATUS CURRENCY NORMAL REP GROUP ACCOUNT Tick if applicable and enter Cellphone number to be able to send an SMS Enter relevant customer contact details for these fields. Otherwise, leave blank. NOTE: These fields may be used to store information other than what is actually asked for. Enter the debtors bank name. This would be the bank where the debtor customer does his or her banking. (e.g. ABSA, FNB, Standard or Nedbank). Enter the debtor s bank account number. This is the account number of the debtor s account he or she has with the bank. Enter the debtor s bank branch code. Enter the relevant banks EFT (Electronic Fund Transfer) number. Enter the clients/supplier address if one is available. If the address is entered the system will allow you to directly the client/supplier, various reports, invoices or orders, if available on your system. NOTE: The format of the address should be as follows: e.g. webmaster@iqsoftware.co.za. (lower case) The need not be entered. The documents option may also be enabled in order to send documents e.g.: statements, invoices etc... to the debtor using the address entered. Select this option to allow the ing of documents (statements) to the relevant debtor automatically from the system. If this option is not enabled then the system will not be able to send any documents via to the relevant debtor. Select the format for this client. The format selected here will override the format selected in Utilities > Company Details . To use the format as set in Company Details, select the Default format option here. Enter the Debtors/Creditors Tax/ Vat number. Select the Vat Status from one of the following options: Normal Vat Client This will apply Vat as entered for all stock items. Vat Exempt Client (Export) This will treat the Debtor as Vat exempt and will not apply vat regardless of the items purchased. Vat Exempt Farmer (Section 7) Select this should the Debtor only be made Vat exempt on CERTAIN ITEMS ONLY. In other words, only if the Debtor ABC purchases item A then no vat must be applied. Select the Debtor/Creditor s Currency. The currency selected here will be the currency in which the amounts are stored in the particular Debtor s account. The amount posted to Debtors Control will be multiplied by the conversion rate. In other words, the Debtor s account will show the amounts in the Debtor s local currency but the system will post the values in currency of the company itself. NOTE: Once a transaction has been posted to the Debtor/Creditor, the currency field cannot be changed. Enter the Representative for the Debtor. This will be the default Rep used when processing Invoices and Credit Notes. This is will link the Debtors/Creditors account to another Debtor/Creditor on the system. This is for a Head-Office and Branch type scenario, where the Branch makes the purchase, however the Head-Office is invoiced. All invoices and payments will be posted to the Debtors/Creditors account that is selected here. A Debtor/Creditor account that has a Group Account selected, simply stores information, however the account balance remains at zero as the amounts are posted to the Group Account (Head Office). Any other Branches must be linked to the same Group Account. In other words, this will transfer the whole balance of the individual Debtors/Creditors account, over to the account selected as the Group Account in the Debtors/Creditors Maintenance. This will not affect the General Ledger, however the individual IQ RETAIL (PTY) LTD 2017 Page 48 of 128

49 TERMS CREDIT LIMIT INSURED CREDIT LIMIT INTEREST RISK PROFILE EXCLUDE FROM INTEREST EXPORT STATUS INVOICE DISC % SETTLEMENT DISC % Debtors/Creditors balance will now be zero, while the selected Group Account s balance will have been increased with the relevant amount. NOTE: The individual debtor/creditor s terms and credit limits will still apply, not the Group Account s. If this link is created BEFORE transactions are posted to the individual Debtor/Creditor, then the above steps are complete. The payment terms for the account are specified here. This would be for example CASH (C.O.D), 30 days, 60 days, 90 days etc. Note that accounts selected as C.O.D, will be treated as a CASH account during invoicing. Alternatively if the Debtor s account number starts with CASH then the system will automatically treat it as a cash account regardless of the terms that are set. LC (Letter of Credit) This is used when the Debtor provides a Letter of Credit from a financial institution as a guarantee of payment. The goods can then be sent and payment is made afterwards. This is often used for overseas Debtors. CAD (Cash After Delivery) - This is used when payment is to be made when the goods are delivered. The invoice is sent with the goods and the payment is made to the delivery person and is only entered in the system once the delivery person returns. This controls the maximum amount of credit to which the debtor is entitled. This limit can only be exceeded during processing if the user has sufficient rights, or by entering a supervisor override password. If the limit is greater than zero (0) the account will be checked during transaction processing and invoicing, and most reports may be printed with terms or credit limit as a selection criteria, checking if any client has exceeded their limit or terms. NOTE: For foreign currency debtors, the limit is entered in the currency of the debtor and not local currency. This field indicates a limit that the customer/debtor is insured for. This information can be gathered from financial institutions (e.g. Banks, Financial Companies etc ). This is also a memo field which may be used in user defined reports. Select the Interest Risk Profile for the Debtor. This interest will be combined with the Default interest rate in Company Details to give the total interest to be charged to the particular Debtor. For example, if the default prime interest rate is 10% and this Debtor is selected as a low risk Debtor with an Interest Risk Profile of -2% then the total interest charged to his account will be 8%. Select this to exclude the relevant Debtor from interest charging. The export status refers to the debtor customer being either a local client or an export client. This field is just a reference field for information purposes only. This field is only used for reporting purposes. This is the percentage discount the debtor will get on all invoices. This will automatically be given on the invoice when invoicing to this debtor. This is the discount percentage that will be given to the client/supplier if the outstanding balance is settled within the specified terms. The settlement discount percentage can be seen when the payment is processed via the cashbook posting option and selecting the discount option. NOTE: This amount will not be discounted automatically, but will have to be manually processed to each account. IQ RETAIL (PTY) LTD 2017 Page 49 of 128

50 SELL PRICE OWN PRICE LIST INVOICE LAYOUT PAYMENT METHOD ALLOW CASH SALE REQUIRE INV ORDER NO ADVERTISING ALLOWANCE % REBATE % SWELL ALLOWANCE % SPECIAL PRICE LIST DEFAULT LAYOUT ACCOUNT NO WITH SUPPLIER Select which of the following selling prices is to be applied to the debtor: Retail, Wholesale, Alternative Price 1, 2, 3, 4, 5, 6, 7, 8 as set up for each stock item in Stock > Maintenance or Stock > Price Maintenance. Cost Price is the ACTUAL cost of the item as per the GRV on which it was entered. Own Pricelist can be used to select a custom pricelist for the relevant Debtor. This means that each and every Debtor can have its own unique pricelist. Once this is selected then the option Own Price List will appear. Select the price list to be applied to the Debtor. To set up the various Own Price Lists go to Stock > Utilities > Foreign Currency Pricelists. NOTE: This option will only be available if Own Pricelist is selected as the Debtor s Sell Price. Select the Invoice Layout to be used for the relevant Debtor. There are 6 different layouts in IQ. Each layout has its own design. In this way different Debtors can be given different Invoices, depending on what information needs to be displayed and printed. Select the payment method as Not Selected, EFT (Electronic Fund Transfer) or Cheque. This is simply a reference field. This option allows one to specify per debtor customer if they are allowed a cash sale. In other words when doing invoicing the system will allow the option to be selected and this will then generate the invoice as a normal cash sale. The invoice and payment transactions will be created automatically. This option allows one to specify per debtor client if an invoice order number is required before processing the invoice. In other words if the client does not have an order number then the system cannot process the invoice. This option is intended for reporting purposes and is specific to a Corporate Group This option is intended for reporting purposes and is specific to a Corporate Group This option is intended for reporting purposes and is specific to a Corporate Group Indicate the creditor specific price list if it exist Default layout for GRV s Enter your account number with the creditor here IQ RETAIL (PTY) LTD 2017 Page 50 of 128

51 AUTO DELETE BACKORDER MIN ORDER VALUE Select if you want to delete incomplete Purchase Orders automatically Enter the Value for minimum orders if it exists PICTURE The picture option allows one to add a picture of the relevant debtor. This is handy if one needs to see what the client/customer looks like. If a picture of the client is not required, one can utilize the picture option for something else. MULTIPLE CONTACTS/DELIVERY ADDRESSES Each Debtor/Creditor can have multiple contacts and delivery addresses stored. While processing, any one of these delivery addresses may be selected by selecting the drop-down arrow next to the address and selecting the Select Additional option. A list of the different delivery addresses will be displayed. AUTO ACCOUNT DBRANCH NAME ADDRESS 1, 2, 3 AND 4 NUMBER CELLPHONE FAX The auto field is a number automatically assigned to every new multiple delivery address created. This number will automatically increment every time The account field displays the main debtors account number. The dbranch field displays the branch codes of the other branches that belongs to the relevant debtor. Enter the name of the person that maybe contacted in the case of queries relating to this account. Use the four input fields for the delivery address, where the fourth field being used for the postal code. These address fields will appear on invoices as entered here, but may be altered at the time of invoicing. Enter the relevant contact person s telephone number for the particular branch. Otherwise, leave blank. NOTE: These fields may be used to store information other than what is actually asked for. Enter the relevant contact person s cell phone number for the particular branch. Otherwise, leave blank. Enter the relevant contact person s fax number for the particular branch. Otherwise, leave blank. Enter relevant contact person s address for the particular branch. Otherwise, leave blank. IQ RETAIL (PTY) LTD 2017 Page 51 of 128

52 SELECTION OPTIONS ESC CANCEL F10 ACCEPT ADD EDIT DELETE The esc cancel option allows one to discard any changes made. The F10 Accept option allows one to save any changes made. Select ADD to make changes to an existing delivery address. Select EDIT to make changes to an existing delivery address. Select DELETE to delete a delivery address. AMENDING DEBTOR/CREDITOR DETAILS To edit a debtor/creditor the following procedures should be followed; select the Maintenance option from the debtors/creditors menu. Select the appropriate client from the list being displayed followed by the edit button being selected. Most of the details may be altered but certain fields cannot be accessed or changed. An account number CANNOT be changed. DELETING A DEBTOR/CREDITOR Accounts cannot be deleted once transactions have been processed on the account. The delete option only allows to delete the account if it was captured incorrectly. When deleting the account the system will ask for confirmation before deleting the account. If you are sure that the account must be removed select the YES option. NOTE: The postings (invoice, payments, journal credits) that have been posted to the various ledger accounts and stock items will not be removed from the system or affect any balances whatsoever. TRANSACTION PROCESSING WHAT HAPPENS TO A TRANSACTION? Transactions processed under this option are real-time i.e. instantly updated, and not in batch form. However on each occasion that you perform postings a separate transaction audit trail is created for each batch of postings entered, i.e. all postings processed while in the Postings option will be grouped under one audit trail number. While the transactions are updated after each entry a single audit trail number will be allocated for all postings done during a single 'sitting'. Any transaction done under single journals will always automatically be posted to the general ledger that the debtors system integrates to (see Set Debtors Defaults). The ledger accounts that will be involved will always be the Debtors Control account and the contra account will be that of the posting type being used at the time of the posting. Should the posting type be a credit (e.g. JC, PM, DS, etc.) the debtors control will be credited and the ledger account linked to the posting type will be debited and vice versa. POSTINGS THAT INVOLVE STOCK ITEMS Invoice / credit note documents being printed on pre-printed stationery or transactions where stock items are involved, must be processed from within the Stock module and not in debtors. ADDING OR AMENDING ACCOUNT WHILE POSTING By using the Amendment button you will be able to enter / amend an account without leaving the transaction posting program. TRANSACTION DATES The dates of the individual transactions will determine to which date they are posted to in the ledger. IQ RETAIL (PTY) LTD 2017 Page 52 of 128

53 CORRECTING A TYPING ERROR To correct an error while entering a transaction click the left mouse button on the appropriate field or use Shift & Tab to go back one field at a time. Once the transaction has been accepted you cannot go back and alter the transaction information in this manner. NOTE: If the incorrect information is entered, except the amount, it can be corrected by selecting the edit button under the Debtors Enquiries option. POSTING A TRANSACTION Select the Transactions - Single Journal option from the debtors menu. SELECTING THE CUSTOMER/SUPPLIER To locate the appropriate client/supplier, one can either type in the account number or hold the Alt key and press the down arrow on the keyboard or click on the drop down arrow. Once the account search screen appears, one can search by account or name in order to find the correct account number. NOTE: To figure out in which sequence the debtors/creditors are shown look at the first column. If the first column reflects the account number the sequence is in account number sequence. However, if the Name is the first column the order of the accounts are then according to name of the debtor/creditor. If the client/supplier is new select the Account Maintenance button to add, alter or delete accounts directly without having to terminate transaction processing. When the account has been found select the Accept option. The customer/supplier s last transaction detail will appear on the right hand side of the posting screen. This is for information purposes only and cannot be accessed or altered. ENTERING A DEBTROS/CREDITORS TRANSACTION JOURNAL DATE REFERENCE ORDER NUMBER POSTING TYPE CODE Enter the transaction date in the format DD/MM/YYYY. This date determines the ageing month and the general ledger month into which the transaction is posted. For aging purposes debits are current and credits have a separate ageing function. Enter the reference number for this transaction (e.g. a cheque number, invoice number, etc.). The reference field may NOT be blank. The same reference field can be used, the system will prompt with a pin override option if the reference number must be used. Enter the order number (alphanumeric) associated with this transaction or another referencing entry, otherwise leave blank. In order for the transaction to be completed one must select or enter the appropriate posting type (IN, JC, JD, PM, etc.) code from the list provided (use the ALT & Down arrow, or the mouse to access the available posting types). These codes can be amended, deleted and new ones added under Transaction Types on the debtors menu. On accepting the code, the ledger account, VAT rate IQ RETAIL (PTY) LTD 2017 Page 53 of 128

54 AMOUNT (INCLUDE VAT) SPLIT VAT RATE VAT AMOUNT SALES REP LEDGER ACCOUNT and representative for which this code has been setup to default to, will be displayed. Enter the total transaction amount, including VAT. This amount will be posted to debtor account as well as the debtors control account in the ledger. NOTE: Negative values are not allowed and are not a means to correct a previous transaction entry. The appropriate posting code must be used for this. The split option allows one to split the amount into different ledger accounts. EXAMPLE: A customer pays a R rand payment by utilising the split option one is able to split that R into various ledger accounts like R can be posted to the bank account ( ) and the other R can be posted to the Cash On Hand account ( ). If the posting type selected has been setup to prompt for a VAT rate, a VAT rate may be entered or left as is. Select the search option for this field to search for the correct VAT rate in the VAT rate table. NOTE: Do not enter a VAT rate of 0, unless this is for a payment. To have a transaction displayed on the VAT report, even if the VAT amount is zero, always enter a VAT rate (1-6). The VAT Amount is based on the selected VAT rate indicator. The value is calculated and cannot be altered. This amount will be the amount that will be posted the VAT Output account in the ledger. For Creditor postings it will be the VAT Input account. The representative number entered against this debtor will automatically be displayed. Enter a new rep number or search for the appropriate rep. If the selected posting type has setup so that reps should not be entered (e.g. payments, journal credits,etc.) this input field will not be available for input. If the ledger account that appears is incorrect select the search facility to choose the correct account, otherwise leave as is to accept the default account. NOTE: Any posting done through debtors will always go to the debtors control account and the contra ledger account will be the account number linked to posting type, specified under transaction types. Creditors control account will be used when posting via creditor postings. COMPLETING THE TRANSACTION After entering the ledger allocation account number, select the accept option to process the entry or press Escape (ESC) to cancel. On accepting, this transaction line will immediately be posted to the debtor and general ledger. INFORMATION UPDATED On the main transaction screen, the total amount due by the customer/due to the supplier will be updated by the transaction entered and totals outstanding and other relevant information fields adjusted, e.g. over terms, credit limit, balance of unallocated credits etc. NOTE: a red balance on the debtors account will indicate any credits left unallocated for the debtor. ALLOCATIONS / CREDIT POSTINGS If the entry was a credit entry the system will proceed to allocations screen. After allocating credits select the accept button. If no credits where allocated to any outstanding entries and the cancel or accept option was selected then that amount left unallocated will stay there until allocated to a particular entry or entries, which may be done at any time. At this point there will be no further opportunity to accept the final transaction and the cursor will proceed directly to the next line entry. If finished processing transactions to this debtor select the cancel option and the cursor will return to the debtors search screen. IQ RETAIL (PTY) LTD 2017 Page 54 of 128

55 When posting a credit to debtor, the program will request you to allocate the payment to either the oldest invoice(s) (automatically) or manually to a displayed list of unpaid debts. All the debits for that customer will be displayed with original amounts, the balance outstanding, and outstanding transaction will be displayed in yellow. If a transaction is paid up, it will be indicated in a white colour. If not at all paid, it will be indicated in a yellow colour. If partially paid, it will be indicated in a blue colour. The full amount of the credit does not have to be allocated. The value of any credits left unallocated will be highlighted beneath the terms on the middle right of the main debtors allocation screen next to the word unallocated. ALLOCATING / UNALLOCATING CREDITS To allocate or re-allocated existing credits, activate the allocate button.a screen with all existing credits will appear. Under normal circumstances when posting any debit posting type to a creditors account the system will automatically ask whether that debit amount currently being posted should automatically be allocated to the outstanding credit transactions or if the operator wishes to allocate to the debit amount manually to each of the outstanding credit transactions. HOW TO ALLOCATE Move the highlight bar to the debit being paid. If the amount of the available credit ( To allocate amount) is Greater than the debit ( due ) being paid, press, Enter or click with the left mouse button, and the highlighted debit will be paid up (due amount will become zero) and will reflect a tick in the right hand column. If a debit (Invoice, JD, etc.) is already paid up, you can use the same keys to un-allocate i.e. if an entry was paid up, the entry will now be unpaid, and the amount of the credit released will become available for reallocation. NOTE: The enter key or the right mouse button will only work when the amount to allocate is greater or is equal to the outstanding debit amount. If the amount to allocate is less, then select the part allocate option. PART ALLOCATE (PART PAYMENTS) If insufficient credit is available to allocate to any of the outstanding transactions use the part payment option to partially pay the outstanding amount. You may apply the full credit as part payment or enter only that portion of the credit being applied as part payment of the invoice. EXAMPLE: If the To allocate field had an amount of R and two entries where still outstanding for R70.00 and R Use the available credit and allocate (use the Enter key to allocate) the full amount to the R The To allocate field will be reduced by that amount leaving R30.00 over. Allocate the next outstanding entry, the R with the R30.00 that is left over, using the part allocate option. ALLOCATING TO OLDEST BALANCES To automatically allocate all available credits to the oldest debits, select the Oldest Balance button. OVERPAYING The system will prohibit you from allocating credits in excess of the outstanding unpaid debit balance. UN-ALLOCATING To automatically reverse the allocated amount use the Enter key or the left mouse button to unallocated the previous allocation made. IQ RETAIL (PTY) LTD 2017 Page 55 of 128

56 RE-ALLOCATING CREDITS To re-allocate existing credits after transactions have been posted and allocated, follow the procedures as described below. This can be done at any time. To do this proceed to the allocations menu option under debtors. DEBIT ACTIONS REVERSE PAYMENT The reverse payment option allows one to reverse a payment entry that was allocated incorrectly. TOGGLE STATUS SHOW MATCHED PAYMENTS Sometimes, when a specific debit is under query, you can toggle the status by clicking on this button or by right clicking on the debit. This debit will now NOT be allocated, if payment to oldest balances is selected. This will show all the payments that were allocated to the selected Debit entry (Invoice). SEARCH ACTIONS SEARCH DEBITS The Search Debits option allows one to search for debit type transactions within the allocation screen. SEARCH CREDITS The Search Credits option allows one to search for credit type transactions within the allocation screen. COMBINED ACTIONS PAY MATCHED ENTRIES REMOVE COMPLETED ENTRIES RECALL AN ENTRY CREDIT ACTIONS OLDEST BALANCES SELECTED ITEM REVERSE ALL PAYMENTS Select a debit on the left and a credit on the right. The credit will be allocated to the debit. This function will remove all allocated entries (both debits and credits) from your allocation screen. These are not physically removed from the system, but merely made invisible during allocations. This option will allow one to recall a previously completed entry that was removed as explained above. The credit selected on the right of your screen, will be allocated in full to outstanding debit entries from oldest balances onward, until no amount is left to allocate. All allocations will be reversed. Make sure that this is the correct option especially if a lot of allocations have been done because this will reverse all payments and the allocations has to be done from scratch. REVERSE SELECTED CREDIT ALLOCATE ALL TO OLDEST BALANCE ALLOCATE UP TO SELECTED SHOW PAID ITEMS All credit allocated to the selected debit will be reversed. Selecting this option will allocate all credits to all debits, from oldest balances forward. All credits up to the selected debit entry will be allocated to debit entries, starting at oldest balances. This will show all invoices and debit entries that the selected payment was allocated to. STATEMENTS Statements should be printed at the end of each month, usually the 25th. They must be printed before performing the month-end clear. As the system runs real-time and not in batch mode, statements must be printed before beginning the following days postings. Statements may be printed / reprinted as often as required during the course of the month. STATEMENT MESSAGES If you wish to print standard and / or overdue messages on the statements, select the messages option and enter the messages. IQ RETAIL (PTY) LTD 2017 Page 56 of 128

57 OVERDUE MESSAGES STANDARD MESSAGES For age groups 30, 60, 90 and 120+ days, these messages are linked with the age of each customer and therefore the appropriate message will appear on statement for relevant age for that customer. Message 120 days+ will be printed on the 150 / 180-day accounts. To accept each page of messages select the OK button. At any point during entry of messages you may exit by pressing escape. Escaping will not save any changes made. Standard messages work on the same basis as that of the overdue messages, except that the accounts overdue age (i.e. 30, 60 days, etc.) has no bearing on this message. The standard message will be printed on all statements below the final totals at the bottom of the statement regardless of age. A typical case when standard messages would be used is when promoting a sale or displaying a season s greetings message. SELECTION CRITERIA & FILTERING STATEMENT DATE PRINT WHAT? Enter the date, which must be printed on the statements, otherwise leave as is. Select the open item option if only all outstanding transactions on file on the statements to be produced. Select the selected month only option to reflect only the transactions that were processed for that month. STATEMENT PRINTING SEQUENCE HIDE ZERO BALANCES By default statements will be printed in account number sequence but may be altered to print in customer name order this can be done by selecting the sequence option. By using the correct filter, clients with zero balances can be filtered out. This enables clients with balances only will be printed. Zero balance accounts are defined as IQ RETAIL (PTY) LTD 2017 Page 57 of 128

58 accounts whose present balance is zero irrespective of whether there are current transactions or not. DEBTORS/CREDITORS AGE ANALYSIS Under the age analysis option 6 different reports may be obtained namely, Name & Address, Full Listing, Short listing & Balances, Accounts & All Transactions, Top Account and Totals Only. These reports may be printed as often as required. NOTE: The Short Listing & Balances (displays all accounts with their outstanding balances, total to 180) should be printed and filed just prior to running the month end close. The system unfortunately does not allow these reports to be printed the way they were printed with the same values, a month or two ago, if transactions have already been posted. AVAILABLE REPORT TYPES If all that is needed is the name & address of the client, select the Name & Address List option. If all the details (account status, terms, balances, etc.) are needed, select the Full Listing report type. If however all that is needed is the outstanding balances, select the Short Listing or Accounts & All Transactions if the balances and all outstanding transactions for the client is to be printed. If outstanding balance totals are need for all the debtors, select the Totals Only report. When selecting the Weekly age analysis report type, the system will a weekly ageing report. SELECTION CRITERIA & FILTERING (SAME FOR CREDITORS) ACCOUNTS OVER XXX DAYS SORT ORDER To select only overdue accounts, a filter needs to be created. This function ignores the customer s terms and works strictly on the aged balance. Use the sort order option to print the various report types in either account number or in name sequence. EXPORT ADVANCED SORT GRAPH Select the export option in order to export the existing on screen information into any of the following formats (CSV, TXT, HTML, XML, or XLS (Excel). The advanced sort option allows one to sort the age analysis information according to Account, Name, 30 days, 60 days, 90 days, 120 days, 150 days, 180 days, Total etc... Once all the information is sorted, one is able to export that into any of these formats CSV, TXT, HTML, XML and XLS. The graph option allows one to either design a graph or to preview the existing graph. IQ RETAIL (PTY) LTD 2017 Page 58 of 128

59 AUDIT TRACKING Every transaction processed is stored in an audit file. A separate audit trail number is created every time you enter the Single Journal option and enter new transactions. To print listings of the debtor s transaction, audit trails select the Audit Tracking option under Debtors, Reports. The following screen will appear: WHY USE THE AUDIT REPORT An audit report is a report, listing all transaction (invoices, credit notes, payments, etc.) that have been posted, invoiced to a debtor that depict information like the date, reference, amount audit trail numbers, profit, etc. The audit report can be used in many ways to extract sales information, payments made, credit notes entered with summary totals being printed. One can even extract the invoice(s) for a certain client for the day or invoices that have been paid-up or specific entries processed by a certain cashier. SELECTION CRITERIA & FILTERING SORT ORDER The report may be printed in an unsorted sequence, or may be sorted in account number, date, reference number or code sequence. If the transaction file is a considerable size, sorting transactions into the selected sequences may take considerably longer to generate the report. Summary totals will always be printed, regardless of the sequence option selected here. Should the report type be printed for certain clients and certain conditions (e.g. accounts that are over their limit or terms or for a certain status code or area) select the filter button to enter such criteria. If previous filters have already been setup then use the Available Filters option to access these saved filters. IQ RETAIL (PTY) LTD 2017 Page 59 of 128

60 TRANSACTION TYPES (DEBTROS AND CREDITORS) Any posting to a debtors account, other than from the stock module, will use Transaction Types set under this option. The more common codes are pre-created for you. You may amend existing codes, add new or remove non-required codes. Up to 99 codes may be defined on the system. On selecting this option, all the existing/default transaction code will be displayed. Select the Edit button to edit the highlighted posting type, or the Add button to amend the posting type. On entering, you will be displayed with a screen used for altering, creating or deleting existing codes. Each transaction code will display both month to date and a year to date total value of transactions posted. The ledger contra account will also be shown. TRANSACTION TYPES The transaction types option allows one to setup any additional or edit any of the existing transaction types. CODE DESCRIPTION DEFAULT DR/CR LEDGER ACCOUNT MONTH COUNT MONTH AMOUNT The code displays the transaction type code. These codes are abbreviated from the descriptions of the transaction types. The description field displays the description of the specific transaction types. This description must be meaningful to avoid confusion. The default field displays the code that these transaction types relate to. The DR/CR field displays either a letter D or a letter C to indicate whether the transaction type will be posted as a debit or a credit. The ledger account field displays the ledger account that will be used when any of these transaction types are used in debtors journals. In other words if an invoice transaction is done the system will post to the debtors control account ( ) and to the Other Income account ( ). The month count will display a total count of these transaction types that have been used. In other words every time any of the transaction types were used, the system will auto increment the month count field. The month amount will display a total amount of these transaction types that have been used. In other words every time any of the transaction types were used, the system will automatically add the values and display them in the month amount field. SELECTION OPTIONS GRAPH The graph option allows one to print the existing transaction type information onto a graph report. EDIT GRAPH SEARCH ADD EDIT The edit graph option allows one to edit the graph report. The search option allows one to search for any information on the transaction types screen. The add option allows one to add additional transaction types. The edit option allows one to edit any of the existing transaction types. IQ RETAIL (PTY) LTD 2017 Page 60 of 128

61 TRANSACTION TYPE TRANSACTION CODE DESCRIPTION The transaction code entered here will be displayed in the list of transaction types once completed. This transaction code may then be used when processing transactions. The description field entered is the description of the specific transaction type. This description must be meaning full to avoid confusion. RELATES TO CODE VAT RATE LEDGER ACCOUNT PRINT DOCUMENT UNDER SINGLE JOURNALS USE AS DEFAULT TRANSACTION TYPE The relates to code is where the a relation to another code is selected. The above example is a BF (Brought Forward) code and this will relate to a JD (Journal Debit) purely because the BF code is used to enter opening balances for the debtor accounts. The vat rate option allows one to specify if there is always vat applicable on this specific transaction type. This means that if vat was selected, the system will then always take vat whenever this transaction type is used. If not vat is applicable then select the 0 No Vat Applicable option. The ledger account selected here is the ledger account that will be used when this transaction type is used when processing debtors journals. In other words if a brought forward transaction is done the contra account will be the debtors clearing account ( ). The print document under single journals will allow the user to design a report for the specific journals. The use as default transaction type will be used as the transaction type when processing Debtors Journals. IQ RETAIL (PTY) LTD 2017 Page 61 of 128

62 CREDITORS RUN AND RECONCILLIATION The Creditors reconciliation is used to compare statements from suppliers and transactions captured in IQ Enterprise. The Reconciliation process is an important internal control in the financial reporting process. Public companies are required to perform this process as part of their financial close. Reconciliation is an accounting process used to compare two sets of records to ensure the figures are in agreement and are accurate. Reconciliation is the key process used to determine whether the money leaving an account matches the amount spent, ensuring the two values are balanced at the end of the recording period. Reconciliations serve as a means of identifying and fixing accounting errors. We carry out a reconciliation to verify the completeness and accuracy of a particular part of the accounting records, by comparing it with other records (example statements). In other words, this process allows the user to identify and investigate discrepancies, so that the correct actions can be made to correct the identified discrepancies. NOTE: When Reconciling a Creditors account only transactions due will display, in other words if you have a 30 days account with the Creditors, current transactions will not display in the month you are reconciling. IMPORTANT: The Payment Run and reconciliation will allow settlement discount calculation, split payment (selection while busy reconciling an account) and Multi-selection of Creditors for payments. There are five (5) ways Creditors accounts can be paid: Cash Payments through Point of Sale Creditors Payment (PM) Journals Cashbook Postings Creditors Payments Creditors Payment Run and Reconciliation NOTE: The user has to ensure that only one of the methods of payment is used. For example: If the Bank Statement is imported into the system and direct payments were done to creditors, these payments will decrease the creditors account balances. Any other payments of these transactions will be duplicate payments. SETUP LEDGER The Bank account information needs to be completed in Ledger Maintenance, on the ledger account used to pay the creditors. This enables the user to export the payments via Electronic transfers to the Internet Business Banking system. NOTE: Payments can t be exported to private banking systems. From the IQ Main menu Ledger Account Maintenance Select the correct Bank Account Edit Select Bank Account Enter your company s Banking Details. CREDITORS In order to do EFT payments for creditors, each creditor s banking details need to be set up. From the IQ Main menu Creditors Maintenance Select Creditors Edit Selected Creditor Enter the Banking Details, specify the Terms and Select a Payment Method. IQ RETAIL (PTY) LTD 2017 Page 62 of 128

63 Once the banking details has been entered, the Terms and the payment method has been selected, select the Accept option. NOTE: That if the Payment Method was not selected on the Creditor, the creditor can t be selected for payment in the Creditors Payment and Reconciliation Run. Another very useful field to complete on the creditor s account, is your account number with the supplier. This will enable the correct allocation of payments to accounts. FUNCTIONALITY If the creditor made any errors (arithmetical, omissions), the business receiving the statement (the user) must notify the creditor so that the necessary corrections can be made by the creditor. They can arrive at the correct balance by preparing a Creditors Reconciliation. From IQ main menu Creditors Payment Run and Reconciliation. The following Payment Reconciliation screen will appear. PAYMENT RECONCILIATION OPTIONS BANK ACCOUNT PAYMENT UP TO PAYMENT DATE DEFAULT NARRATIVE COLOUR LEGEND IMPORTANT: Each bank s Creditors Payment run has to be exported individually. In other words, select the one bank and do all the payments for that bank account, before the next banks payments can be prepared. The bank account will be the current bank account used to pay the creditors from. If the user has more than one account used for paying creditors, the correct bank account will have to be selected for the correct creditors, before the payment for these creditors is done. The Payment Up To represents the month for which the reconciliation and payment will be done. NOTE: If the creditor s credit term was set to 30 Days, the current month s transactions will not be available for reconciliation. The Payment Date represents the day on which the creditor s payment is done. The Default Narrative field is a required field, which has to be entered before the payment can be done. The user can use this field to enter a reference. The information on the Payment Reconciliation grid are colour coded. When the user selects a creditor which has no banking information defined, the creditor will appear in Grey, with the reason shown at the bottom of the screen. IQ RETAIL (PTY) LTD 2017 Page 63 of 128

64 AVAILABLE FILTERS All filters created and saved for specific information from the Payment Run and Reconciliation, are listed under available filters. Double click on the filter to activate it and double click on Clear Filter to show all information again. PAYMENT FIELD NAMES ACCOUNT NAME ADDRESS 1 RECN DISCOUNT PAYMENTS BALANCE The Account field displays the account number of the Creditor or Supplier. The Name field displays the name of the Creditor or Supplier to be paid. The Address 1 field displays the first line of the Creditor or Supplier s address. The Recon field will display a tick, as soon as any amount on the Reconciliation has been selected for payment. NOTE: No payment can be done for an account, if there has not been any amounts reconciled for payment. In other words, only accounts that have a tick can be selected for payment. The Discount field will display the total discount receivable amount for all the different transactions to be paid for the selected creditor. The Payments field will display the total amount payable for the selected creditor. The Balance field displays the total outstanding amount due to the creditor before the payment is made. BUTTON FUNCTIONALITY SELECT VISIBLE FIELDS This option enables the user to change the information visible on the screen. Click on the Accept button at the bottom of the screen to apply the visible field selection. IQ RETAIL (PTY) LTD 2017 Page 64 of 128

65 This option also allows the user to change the sequence of the information shown and the order of the columns, by dragging and dropping the fields. FILTER MULTI-SELECT The filter option enables the user to filter out specific creditors, based on the information shown on the Payment Reconciliation screen. The Multi-Select option allows the user to select more than one of the reconciled accounts to be paid. Hold the Ctrl-key on the key board and click with the mouse on the accounts to select them for payment. The selected accounts will be highlighted. These are the accounts selected (with Multi- Select) to be paid. SEARCH SEQUENCE DESIGN REPORT VIEW REPORT The Search option allows the user to search for information within the Payment Reconciliation screen and for any available field. The Sequence option allows the user to change the order in which the information on the screen is listed. The Payment Reconciliations can either be listed in account number order, or in alphabetical order. The Design Report option allows the user to edit or design the Payment Reconciliation schedule. The View Report option allows the user to preview and print the Payment Reconciliation schedule. PAY SELECTED The Pay Selected option allows the user to pay only the selected accounts from the Payment Reconciliation Run. The user can Multi-select accounts to be paid. IMPORTANT: Ensure the correct bank account was selected for the payment of the selected creditors. IQ RETAIL (PTY) LTD 2017 Page 65 of 128

66 NOTE: If the Payment Method was not selected on the Creditor, the creditor can t be selected for payment in the Creditors Payment and Reconciliation Run. PAY ALL The Pay All option allows the user to Pay all the accounts that were reconciled for payment. IMPORTANT: Ensure the correct bank account was selected for the payment of all the creditors. NOTE: If the Payment Method was not selected on the Creditor, the creditor can t be selected for payment in the Creditors Payment and Reconciliation Run. HOW TO RECONCILE A CREDITORS ACCOUNT The Reconciliation of a creditors account is where the transactions captured on the IQ system are compared to the transactions listed on the creditor s statement. If there are any discrepancies, the user can follow it up with the supplier before payment is made. If settlement discount is allowed on a creditor, the system will always default to the discount allowed percentage as set up in the Creditor s account. The user does however have the option to remove or change the discount if required. NOTE: As soon as a Creditors Reconciliation has been paid, the discount and payments are automatically allocated to the correct GRV transactions. NOTE: Remember that if the creditor account s terms was set to 30 days, the current month s transactions will not be available to reconcile. ACCOUNT DETAILS The Account Details of the selected creditor are displayed on top of the screen. ACCOUNT NUMBER NAME ADDRESS 1 TELEPHONE NUMBER AMOUNT LAST PAID DATE LAST PAYMENT The Account Number is the account number of the account which the user is reconciling. The Name is the name of the creditor or supplier s account which the user is reconciling. The Address 1 is the first line of the address of the account which the user is reconciling. The Telephone Number is the preferred number of the contact which the user need to phone if there are discrepancies with the account the user is reconciling. The Account Number is the account number of the account which the user is reconciling. The Account Number is the account number of the account which the user is reconciling. COLOUR LEGEND All the transactions on the list are colour coded. All the lines displayed in Yellow, are transactions which have not yet been selected for payment. All the lines displayed in Blue, are transactions which have been selected for payment. All the lines displayed in Grey, are transactions which are under query, in other words there are discrepancies to be followed up with the creditor. The system provides the option that partial payments per transaction can be done. This option can be enabled by ticking the box next to Enable Partial Payment. DETAILS GRID DATE REFERENCE The Date is the date when the GRV or SDN was processed on the system. The Reference is the supplier invoice number, as it was captured while the GRV was processed. IQ RETAIL (PTY) LTD 2017 Page 66 of 128

67 ORDERNUMBER BRANCH AMOUNT AMOUNT DUE IS DISC DISCOUNT AMOUNT DISCOUNT PERCENTAGE STATUS SUB ACCOUNT COMMENT/ NOTES If a purchase order was done to order the stock items from the supplier, the purchase order number will appear in this field. The branch number is the branch for which this transaction was processed. The Amount field displays the total amount of the original GRV processed. The Amount_Due displays the outstanding amount still payable on the transaction. Examples of why the Amount_Due might be less than the total amount on the suppliers invoice, can be that debit transactions like partial payments or returned goods to the supplier were done. The Is Discount field defaults to allow discount on the transaction. The user has to press the D-key on the keyboard, to remove the discount tick to switch discount off for the selected transaction. The Discount amount is calculated as the discount percentage on the Amount_Due. The user is able to change the discount amount by editing it. The Discount Percentage defaults from the Discount allowed by the creditor in Creditors Maintenance. The Status displays if the transaction is selected for payment. 0 = Not Selected for Payment 1 = Selected for Payment 2 = Under Query, won t be paid now. If the selected account was grouped to other accounts, the account where the transaction originated from will appear in this field. The Comment/Notes option allows the user to add a narrative to the selected transaction for future reference. RECONCILAITON DETAILS UNALLOCATED AMOUNT OUTSTANDING SELECTED FOR PAYMENT DISCOUNT PAYMENT The Unallocated Amount displays payments done on the selected creditor, through other modules and they have not yet been allocated to specific GRV s or credits. The outstanding amount is the amount not yet selected (reconciled) for payment. This amount changes every time a transaction is reconciled for payment. The Selected for Payment amount is the total amount for the selected creditor, which has been selected for payment in the current batch. The Discount is the amount discount receivable for the transactions which have been selected for payment only. The Payment amount is the total amount payable for the selected batch. BUTTON FUNCTIONALITY SELECT VISIBLE FIELDS This option enables the user to change the information visible on the screen. Click on the Accept button at the bottom of the screen to apply the visible field selection. SEARCH ENTER COMMENT The Search option allows the user to search for information within the selected creditor s Payment Reconciliation screen and for any available field. The Comment option allows the user to add a narrative to the selected transaction for future reference. IQ RETAIL (PTY) LTD 2017 Page 67 of 128

68 SELECT ALL SELECT NONE DESIGN ADVICE NOTE PREVIEW If the user is sure that the transactions captured on the system are correct and the amount_due is exactly the same as the balance payable on the supplier s statement, the system allows the user to click on the Select All button to select all the transactions for payment. In other words the user doesn t need to select individual transactions for payment. If the user has made an error and wants to restart the account reconciliation, the Select None button allows the user to change all the Selected transactions back to Not Selected. In other words the user doesn t need to un-select the transactions individually. The Design Advice Note option allows the user to edit or design the Advice Note. The Preview option allows the user to Preview and/or print the Advice Note. ACCEPT RECON The Accept Recon option allows the user to save the reconciliation either for payment or for editing it to continue with the reconciliation of the account. NOTE: If the user doesn t Accept the Recon, all the changes that were made on the reconciliation screen will be lost. EXPORTING PAYMENT OF CREDITORS TO BANK The user doesn t have to enter each creditor s payment separately into the bank for payment, the system allows the user to export the payments that were prepared in the Creditors Payment Reconciliation to a Business Bank account to process the payments all in one process. NOTE: Each bank s Electronic Payment file has to be exported separately. SETUP LEDGER CREDITOR The Bank Information has to be entered in the ledger account of the bank account which will be used to pay the creditors. Edit the appropriate bank account: Form the IQ main menu Ledger Maintenance select the account Edit and ensure that all the required information was captured and accepted. The user has to ensure that the correct banking information and pay methods are entered on the Creditors accounts. Edit the creditor s account from the IQ main menu Creditors Maintenance Select the Appropriate account Edit and ensure that all the relevant banking information is correct and that the Payment Method was selected. IQ RETAIL (PTY) LTD 2017 Page 68 of 128

69 NOTE: If the Payment Method was not selected on the Creditor, the creditor can t be selected for payment in the Creditors Payment and Reconciliation Run. FUNCTIONALITY To Export the EFT-file that was created when the Creditors Payment run, from the IQ main menu Ledger Payments Electronic Transfers. The following Electronic Payments screen will appear. All the payments made in the Creditors Payment run will be listed in the grid. NOTE: Previous payments that have not been exported or cancelled, will remain on the Electronic Payments list. Payments can only be removed from the list by exporting them to the bank, or by cancelling them after a direct payment was made. BANK ACCOUNT SHOW WHICH TRANSFERS ISSUED FROM CASHBOOK ALREADY PROCESSED CANCELLED Select the bank account from which this payment should be done. Each bank s export file will be listed under the correct bank account. The bank account which was used when the Payment was prepared will appear on the top of the screen. If the user needs to see the other bank account s electronic payments, click on the pull down menu next to the bank account number and select the correct account. Click on the apply button to activate the change. The newly selected bank account s exports will then be listed. The user has the option to select which electronic payments has to be displayed on the grid. The payments are listed according to the bank account selected. The Issued From cashbook option allows the user to see all the payments that will be made from the selected cashbook, when this electronic transfer is done. The Already Processed option allows the user to see all the electronic transfers that have been processed for the selected bank account. The Cancelled option allows the user to see all the electronic payments that were cancelled. Example of a reason why an electronic payment would be cancelled, is when the creditor payment was made directly from the bank account. To process this transaction again will cause duplicate payments. IQ RETAIL (PTY) LTD 2017 Page 69 of 128

70 ALL TRANSFERS AVAILABLE FILTERS The All Transfers option allows the user to see a list of all the creditors payment transactions that were processed to the selected bank account. All filters created and saved for specific information from the Electronic Transfers, are listed under available filters. Double click on the filter to activate it and double click on Clear Filter to show all information again. GRID DETAILS ACCOUNT NAME BACCOUNT BRANCH BANK SOURCE AMOUNT STATUS The Account is the account number of the creditor which will be paid. The Name is the creditor s name that will be paid with this transaction. The BAccount is the bank account number of the creditor, into which the amount will be paid. The Branch is the branch number of the creditor. The bank is the name of the bank the creditor uses. The Source is 1, indicating that the transaction was generated in the Creditors Payment run. The amount is the amount which will be paid over when this Electronic Transfer is processed. The status is the status of the Electronic transfer. 1 = To be paid. 2 = Already Processed. 5 = Cancelled. BUTTON FUNCTIONALITY VISIBLE FIELDS This option enables the user to change the information visible on the screen. Click on the Accept button at the bottom of the screen to apply the visible field selection. This option also allows the user to change the sequence of the information shown and the order of the columns, by dragging and dropping the fields. EXPORT The Export option allows the user to export the information on the Electronic Payments screen, in the following formats:.csv (comma delimited), TXT, HTML, XML and XLS (Excel). IQ RETAIL (PTY) LTD 2017 Page 70 of 128

71 SEARCH FILTER CANCEL PREVIEW The Search option allows the user to search for information within the Payment Reconciliation screen and for any available field. The Filter option allows the user to filter for specific information on this screen. NOTE: The filter options are case-sensitive, meaning that if the information was captured into the system as capital letters, the filter option also has to be entered as capital letters. The Cancel option allows the user to cancel the selected Electronic Payment. In other words the payment is cancelled and will not be exported to the bank. NOTE: The only ways to remove an electronic transfer from the grid is to either export it to the bank or to cancel it. The Preview option allows the user to preview and/or print the Electronic Transfers list for the selected bank account. DESIGN The Design option allows the user to design the Electronic Transfers list per bank account. PREPARE EXPORT FILE The Prepare Export File option allows the user to prepare the electronic transfers export file as a TEXT (.txt) file. Each bank account s export file is save in it s own folder. This file is ready to be imported into the Bank account. NOTE: Once the File was Prepared for Export, all the electronic transfer transactions will be removed from the Issued from Cashbook view and it is moved to the Already Processed view. SECURITY CODES AMENDMENTS FOR CREDITORS PAYMENT RUN AND RECONCILIATION Security was included into the Creditors access areas: Payment Run & Reconciliation Filter Sequence Design Report View Report Pay Selected Pay All Recon Selected Select Visible Fields Change Spot Rate Multi-Select END OF MONTH At the end of each month the month-end procedure will run automatically. The end of each month is determined by the company s policy as to when month end occurs for debtors. The norm is usually the 25/26 th of each month. If this is the case, then the closing dates on the system need to be setup accordingly in order to make sure that the automated month end procedure runs at the right time. IQ RETAIL (PTY) LTD 2017 Page 71 of 128

72 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) Please note that the debtors, creditors and ledger month end days are set to 31 by default. This means that the system will look at the last day of the calendar month before performing the Month End Rollover (Month End). If these days are changed to any other day other then 31, the system will perform the month end rollover on that day. PURPOSE OF MONTH END The sole purpose of debtors month end is to age transactions and balances. This is all that the debtor month end does. It does not affect, alter or post any balances or transactions in any other module (i.e. creditors, stock or ledger). If the Month End Rollover (Month End) fails to complete, the failed month end will result in all debtor transactions and balances reflecting a balance age of current and nothing in any of the 30, 60, 90, 120, 150 or 180 day ageing. This date driven system dictates the age of the transaction and month ends are not required because the system has an automated month end rollover (month end) procedure. NOTE: Before the month end rollover takes place, ensure that data backups are made and all required reports printed. MONTH END REPORTS TO PRINT MONTH END ROLLOVER Will immediately run once the calendar day has been reached, make sure that statements and reports, have been printed before the End of Month procedure runs. Ensure that month end statements and age analysis reports have been run before the month end rollover. These balances cannot be printed after month-end as they were before month-end. When the system reaches the last day of the calendar month or the day that is specified under the closing dates option, the system will commence with the month end rollover. The month end rollover will run as soon as a user enters any part of the menu, whether it be debtors, creditors, stock etc Once the month end rollover has completed, the system will return to the main screen. The following took place during the rollover: a. All outstanding transactions aged, in other words transactions that were still outstanding from the previous month has now moved into the next ageing period. (E.g. any transaction not fully paid up that was in 30 days, would have moved to 60 days). b. All credits (payments, discounts, journal credits, etc.) will be discarded, but only if there is no unallocated credits on the account. c. Transactions that have been partially paid will be altered in such a way so that the debit amount reflects the outstanding amount at the time of doing month end. NOTE: It is important to check that there are no accounts reflecting unallocated credits prior to doing the month end. This is the cause of older transaction being reflected under the enquiries screen even though they have been paid-up and numerous month ends have been done. NOTE: It is very important that while the month end rollover procedure is in progress no-one must log back into the system. Should you be unsure as to whether the month end rollover completed successfully, a quick way to check this is to print a Totals Only or Short Listing & Balances age analysis report. If the reports reflect positive values in current the month end rollover has not been done or was incomplete. Month end moves the balances up a level so current should have moved to 30 days, and the 30days balances should have moved to 60 days, etc., etc. The 150 days balance does not move to the 180 days balance, but gets added to the existing 180 day balance. If you are unsure then restore the backup that was made before doing the month end. IQ RETAIL (PTY) LTD 2017 Page 72 of 128

73 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) LESSON 6 CONTRACT PRICE MAINTENANCE LESSON - CONTRACT PRICE MAINTENANCE WHAT IS CONTRACT PRICE MAINTENANCE? Contract price maintenance is where one can setup different types of discount structures. The discount structures are contracts setup between the seller and the buyer. SELECT CONTRACT PRICE FILTER The contract price filter allows for four different types of discounts namely, Discount per Product per Debtor, Discount per Department per Debtor, Discount per Product per Debtor s Group and Discount per Department per Debtor s Group. DISCOUNT PER PRODUCT PER DEBTOR DISCOUNT PER DEPARTMENT PER DEBTOR DISCOUNT PER PRODUCT PER DEBTOR S GROUP DISCOUNT PER DEPARTMENT PER DEBTOR S GROUP DISCOUNT STRUCTURES DEBTOR OR GROUP PRODUCT OR DEPARTMENT PRICE DISCOUNT DESCRIPTION This option allows one to give discount for any debtor per product. This option allows one to give discount for any debtor per department. This option allows one to give discount for any debtor s group per product. This option allows one to give discount for any debtor s group per department. This field displays either the individual debtor or the debtor s group depending on the type of discount chosen. This field displays either the individual product items or the individual departments depending on the discount type chosen. The price field displays the current price of the item. This price may also be entered in manually. The discount field displays the current discount given on the price of the item. This discount must be entered in manually. The description field displays the description of the type of discount given per item or department and debtor or debtor s group. IQ RETAIL (PTY) LTD 2017 Page 73 of 128

74 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) CONTRACT PRICE MANTENANCE SELECTION OPTIONS SELECT VISIBLE FIELDS EXPORT FILTER SEARCH ADD EDIT In order to change the list of visible fields in the Contract Price Maintenance screen, select the Select Visible Fields option. NOTE: In order to change the views of the screen select a field by enabling the tick box. Select the necessary fields that one needs to be displayed. Once complete select the Accept option. Select the export option in order to export the existing on screen information into any of the following formats (CSV, TXT, HTML, XML and XLS (Excel)). The filter option enables one to filter out specific or certain quotes based on the information shown on the quote screen. The search option allows one to search for any information within the quote maintenance screen and for any available field. The add option allows one to add any of the four discount structures. The edit option allows one to edit any existing discount structure is listed in the contract price maintenance screen. DELETE PREVIEW DESIGN PRINT The delete option allows one to delete any of the existing discount structures that have been setup. The preview option allows one to preview a list of all the discount structures. The design option allows one to change the layout design of the discount report. The print option allows one to print the list of all discounts on a report. IQ RETAIL (PTY) LTD 2017 Page 74 of 128

75 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) CREATING CONTRACT PRICES DISCOUNT TYPE Select the discount type. The following are available: Discount per Product per Debtor (this one will be used in the example). Discount per Department per Debtor. Discount per Product per Debtors Group. Discount per Department per Debtors Group. SELECT DEBTOR SELECT PRODUCT PRICE DISCOUNT This option allows one to select the relevant debtor that will be receiving the discount. The select product option allows one to select the specific product the debtor will receive the discount on. The price field allows one to enter the price of the item. NOTE: If no price is entered then the item s current price will be used. However, this will not be updated if the price is changed as the price that is displayed / entered here, is assumed to be customized. Therefore, to update price changes here, one must click on the price field here and enter to bring in the system s new price. NOTE: Once the contract price setup between the debtor and stock item has been done, remember that these prices that have been setup will override the any other prices that may have been setup on a specific debtor. The discount field is used to enter the discount given on the item s price. IQ RETAIL (PTY) LTD 2017 Page 75 of 128

76 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) START DATE END DATE Select the start date in order to tell the system from which date the discount takes effect. Select the end date in order to tell the system from which date the discount stop. NOTE: There is security available on this screen and every single button option. See the menu and security setup. IQ RETAIL (PTY) LTD 2017 Page 76 of 128

77 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) LESSON - IQ CASH DEPOSITS GENERAL DESCRIPTION IQ CASH DEPOSITS This document is used to assist with the usage of the Cash Deposit functionality within the IQ Enterprise 6 application. This feature allows for Cash Deposits to be placed on certain processing documents. Cash Deposits is an additional module which is accessed from within the IQ Enterprise system. This document will discuss the following elements: Cash Deposits, Deposit Refunds and their supported documents. TERMINOLOGY System: IQ Retail Enterprise Edition. Company: The Company currently logged into. SOR: Sales Order COD: Cash On Delivery Order: Cash Deposit supported document. Account: Debtor Account CASH DEPOSITS SETUP See MODULE 11 IQ Retail Point of Sale supervisor. Cash Deposits can be performed in three different ways which will be discussed at a later stage within this document. These methods include: Through the Processing Module Through the Debtors Module Through the Point of Sale Module SUPPORTED ACCOUNTS AND DOCUMENTS SUPPORTED ACCOUNTS Cash Deposits are only allowed on Debtor accounts where the Terms of the Debtor have been set to Cash On Delivery (COD). This can be setup within the maintenance section of the Debtor which can be reached through then Debtors- Maintenance option. IQ RETAIL (PTY) LTD 2017 Page 77 of 128

78 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) SUPPORTED DOCUMENTS There are three different order documents which allows for Cash Deposits. The documents include: Sales Orders, Quotes and Job Cards. The enabling of Cash Deposits within one or all of these modules has been explained previously in this document within the section Setup-Enable Cash Deposits. DEPOSITS THROUGH PROCESSING MODULE After entering all the information required on the order and processing the document, the Cash Deposits screen will be displayed. Please note that if the selected Account has not been set to COD or the cash deposits have not been enable on the current document type the Cash Deposits screen will not be displayed. CASH DEPOSIT SCREEN PROCESSING MODULE DOCUMENT NUMBER ACCOUNT NUMBER DOCUMENT TOTAL DEPOSIT PERCENTAGE MINIMUM DEPOSIT DEPOSIT This field is used to indicate the document type of the current document. As the deposit will be placed through the Processing module the Processing Module field is not editable at this point. This field is used to indicate the document number of the current document. As the deposit will be placed through the Processing module the Document Number field is not editable at this point. The account number field indicates which account has been linked to the currently selected document. The document total field indicates the total amount of the currently selected document. The deposit percentage field initially contains the value specified as the minimum deposit percentage amount. This field is editable which allows the user to specify a percentage to calculate the deposit amount. If a minimum percentage has been set the system will prevent the user from entering a percentage lower than the minimum. The minimum deposit will reflect the amount calculated by the system using the specified minimum deposit percentage. This field is not editable. The deposit field indicates the deposit amount to be placed on the selected document. If the user has entered a minimum percentage the calculated minimum deposit amount will initially be displayed in the field. If the user changes the deposit percentage the deposit field will be updated. The user will be prevented from entering a deposit amount lower than the minimum deposit amount. IQ RETAIL (PTY) LTD 2017 Page 78 of 128

79 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) PLACING A DEPOSIT After the required amount has been entered into the Deposit field and the Accept button has been pressed the Tender screen will be displayed. If the user decides not to place a deposit on the current document they can press Cancel and normal order processing will continue without a cash deposit being placed. When processing a Cash Deposit from the Processing Module a Debtor Receipt document with a receipt number is generated. After the document has been processed and is visible on the appropriate document grid a column can be selected as part of the grid setup namely Deposit. This field will indicate to the user the deposit amount placed on the document. When the user edits an order on which a Cash Deposit has been placed the deposit amount will be displayed on the top right of the document screen PLEASE SEE MODULE 7 FOR PROCESSING DETAILS REFUNDING CASH DEPOSITS Cash Deposit Refunds can be performed in two different ways which includes: Through the Debtors module Through the Point of Sale module REFUNDS THROUGH DEBTORS MODULE Performing Cash Deposit Refunds through the Debtors module allows the user to refund the deposits placed on orders. When an order has partially been invoiced the remaining Cash Deposit amount can be refunded. This functionality can be accessed through the Debtors-Deposit Refunds menu option. A screen similar to the Cash Deposits screen will be displayed. PLEASE SEE MODULE 7 FOR PROCESSING DETAILS IQ RETAIL (PTY) LTD 2017 Page 79 of 128

80 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) ADDITIONAL CASH DEPOSIT FUNCTIONALITY FOREIGN CURRENCY REPORT Cash Deposit functionality is also supported for Foreign Currency accounts. When performing a Cash Deposit on an order with a foreign currency account the deposit screen will look slightly different from previously explained. A new field will be displayed indicating the currency linked to the account as well as the spot rate allowing the user to change the spot rate for the transaction. The Cash Deposit Refund screen is also updated to allow for foreign currency deposit refunds. DELETING ORDERS When a Cash Deposit has been placed on an order the system will prevent the user from deleting the order until the order has been fully invoiced or the remaining deposit amount has been refunded. Therefore in scenarios where the invoice has been partially invoiced or an edited order has been invoiced with the resulting factor leaving a remaining a deposit amount on the order the user will first need to refund that amount before continuing. SECURITY There are a number of security elements provided which can be setup to provide the appropriate access. This section will provide the setting ID as well as the setting name. Settings for a Group or User can be setup within the User And Group Maintenance menu option which can be received by through the following menu: Utilities-Setup- Menu Access And Security (Supervisor Options)-User And Group Maintenance. IQ RETAIL (PTY) LTD 2017 Page 80 of 128

81 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) DEBTORS & CREDITORS ATTACHMENTS LESSON DEBTORS & CREDITORS ATTACHMENTS INTRODUCTION OF DEBTORS & CREDITORS ATTACHMENTS The new attachments functionality enables the user to attach multiple documents to any transaction within the Debtors Enquiries and Creditors Enquiries screens. NOTE: Any document format is allowed and will be attached. PLEASE NOTE: No restrictions have been placed on document sizes and steps have been taken to ensure no decrease/loss of performance, but very big size documents will have a negative effect overall. IMPORTANT: The Attachment functionality will be available in Debtors and Creditors Enquiries only, in other words this option is not available in Stock Enquires or Ledger Enquiries. FUNCTIONALITY OF DEBTORS & CREDITORS ATTACHMENTS Clicking on the attachments button will bring up the attachments main form, where you will have the functionality option to import, as follows: ADD & ADD WITH BROWSE CAPABILITIES ADD ADD WITH BROWSE ATTACHMENT DIRECTORY Once the user account has been opened, the Attachment Directory will be available for changes. This is a custom attachment dialog to permit the user to a specific directory. The directory will allow the user to step into sub-directories found within the Root folder, but is not allowed to browse above the root directory. This root directory is setup in the Edit User screen. Example: If Root directory is set at c:\iqretail\folder1. The user can navigate deeper into the folder structure to c:\iqretail\folder1\subfolder1\subfolder2\subfolder3\... BUT cannot browse to c:\iqretail. This give the standard Windows dialog and allows the user to navigate anywhere his/her windows permission allow them to. IQ RETAIL (PTY) LTD 2017 Page 81 of 128

82 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) ATTACHMENT DIRECTORY SELECTION Select the drop down arrow to change the default attachment directory locations. From the IQ Main menu Debtors Enquiries Select Specific Debtors Display or From the IQ Main menu Creditor Enquiries Select Specific Creditor Display. Select the specified transaction for example the invoice. Select the Attachment option. HOW TO ADD AN ATTACHMENT ATTACHMENT OPTION Once the Attachment button has been selected the attachment screen will appear. ADD ATTACHMENT BUTTON EXPLANATION SELECT VISIBLE This option enables the user to change the information visible on the screen. IQ RETAIL (PTY) LTD 2017 Page 82 of 128

83 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) This option allows the user to change the sequence of the information shown and the order of the columns, by dragging and dropping the fields. Click on the Accept at the bottom of the screen to apply the visible field selection. SAVE TO DISK This option enables the user to change the save location of the attached document to a different folder. ADD This is a custom attachment dialog to permit the user to a specific directory. The directory will allow the user to step into sub-directories found within the Root folder but is not allowed to browse above the root directory. This root directory is setup in the Edit User screen. Example: If Root directory is set at c:\iqretail\folder1. The user can navigate deeper into the folder structure to c:\iqretail\folder1\subfolder1\subfolder2\subfolder3\... BUT cannot browse to c:\iqretail. IQ RETAIL (PTY) LTD 2017 Page 83 of 128

84 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) Select the Add, this will open the default define dialog. Select the Add, this will open the default define dialog. The default Dialog destination can be changed in the User setup. If the user setup as not changed, the Attached Dialog will open C:\IQRetail\IQEnterprise\Attachments. Select Accept once attachment directory has been selected. ADD WITH BROWSE This gives the standard Windows dialog and allows the user to navigate anywhere his/her windows permission allow them to browse. EDIT This option allows the user to edit the attachment information. IQ RETAIL (PTY) LTD 2017 Page 84 of 128

85 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) REMOVE CLOSE This option allows the user to delete an existing attachment. This option allows the user to close the Attachment screen. IQ RETAIL (PTY) LTD 2017 Page 85 of 128

86 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) DEBTORS /CREDITORS MANDATORY FIELDS LESSON DEBTORS / CREDITORS MANDATORY FIELDS INTRODUCTION OF MANDATORY FIELDS The Debtors & Creditors Mandatory Fields module has been designed to assist the user in selecting mandatory fields when capturing the data of a new Debtors or Creditors account. A mandatory action is something that is required to be filled in, in other words these field must be filled in before the system will accept the data. EXAMPLE: The user capturing the new debtor data will be required to add the address and cell phone number of the client, to be used for and SMS marketing or the cell phone number for Pocketslip. SETUP OF MANDATORY FIELDS The first thing to do is to enable Debtors & Creditors Mandatory Fields on the system. From the IQ Main menu Utilities Setup Company Details Default Setting (1). Select Allow Mandatory Field setup for Debtors/Creditors. Enable Debtors Mandatory Fields by ticking it and click on Accept to save the change. DEBTORS SETUP From the IQ main menu Utilities Setup Module Parameters Debtors tab Debtors Mandatory Fields and click on Setup. The Creditors Mandatory Fields Setup screen will appear. IQ RETAIL (PTY) LTD 2017 Page 86 of 128

87 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) MANDATORY DEBTORS FIELDS SETUP The selection of these fields means that they will be required when doing Debtors Maintenance capturing. Once the field has been selected to be used as a mandatory field it will be displayed in Green. NOTE: A Field with a check box cannot not be selected for the mandatory selection. NOTE: If the tab is marked with blue, it means the Entire tab must be marked as mandatory as the nature of the data on the tab requires the entire tab to be competed. The same will be applicable to Debtors Setup. DESCRIPTION OF EXISTING FIELDS The setup of Creditors Mandatory Fields are covered in Module 03 -Creditors Control and the setup of Debtors Mandatory Fields are covered in Module 09 Debtors Control. HOW WILL DEBTORS & CREDITORS MANDATORY FIELDS WORK? If the mandatory filed has been selected the fields will be displayed in red when capture Debtors Maintenance Add or Edit and Creditor Maintenance Add or Edit. NOTE: If the mandatory field has been left blank and Accept is selected an Error screen will appear stating to Please enter a value for the blank field. IQ RETAIL (PTY) LTD 2017 Page 87 of 128

88 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) IQ DEBTORS ACCOUNT VERIFICATION LESSON - IQ DEBTORS ACCOUNT VERIFICATION INTRODUCTION Account verification for Debtors will allow the user to supply a verification password to each Debtor Contact(s) per selected processing module(s). Once verification has been enabled, the verification password feature will be displayed upon processing, to allow the client to enter his/her password to continue with the processing of the document. No processing will be allowed to continue if an incorrect password has been entered and the verification feature is enabled. Once verification has been activated/enabled in Debtors Maintenance, the option will require a verification password within the multiple contact form. Specific processing modules can be selected to enable account verification per processing module. Entering the verification password and re-entering the password is required by the client/user. This is a standard process to ensure the accuracy of the password and prevent password typing errors. A unique password per contact is required by the system, this will ensure correct verifications upon processing of the verified client/user. Duplicate passwords are not allowed within the selected debtor. Once the Debtors account is selected in the processing module the verification password screen will be presented to the client/user in the processing modules. Verification will be shown once the debtor has been selected and before the processing of documents commence. NOTE: Debtors Account Verification will be available in the following modules: Invoices/Recurring Charges, Credit Notes, Sales Orders, Quotes, Job Cards, Point of Sale, Debtors Receipts and Agent Transactions. SETUP The first thing to do is to enable Debtors Account Verification on the system. From the IQ Main menu Debtors Maintenance Edit or Add. ENABLE ACCOUNT VERIFICATION The enable Account Verification option will be available on the Debtor Maintenance screen for each debtors individually. After selecting the enable account verification check box the Select Processing Module screen will appear. IQ RETAIL (PTY) LTD 2017 Page 88 of 128

89 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) Choose from the list of Invoices/Recurring Charges, Credit Notes, Sales Orders, Quotes, Job Cards, Point of Sale, Debtors Receipts and Agent Transactions. Select the relevant module, to select all option right click and choose select all. CREATING PASSWORD FOR INDIVIDUAL ACCOUNT USERS The first thing to do is to enable Debtors Account Verification on the debtors account and then add or edit Multiple Contacts with passwords. From the IQ Main menu Debtors Maintenance Edit or Add Select the Multiple Contacts/Delivery Addresses Tab Add or Edit. EDITING SELECTION OPTIONS ADD The Add option allows the user to add Multiple Contact/Delivery Address Details. EDIT DELETE The Edit option allows the user to edit or change an existing Multiple Contact/Delivery Address Details, allow password to be added if Multiple contact existed before the Debtors Verification selection. The Delete option allows the user to delete a Multiple Contact/Delivery Address Details that will not be used again. ADDING A VERIFICATION PASSWORD Select the browse button under the Verification Password option. Once the browse button has been selected the Password Verification screen will appear, type the user Password twice. PROCESSING WITH ACCOUNT VERIFICATIONS Debtors Verification can be in in the various processing modules (Invoices/Recurring Charges, Credit Notes, Sales Orders, Quotes, Job Cards, Point of Sale, Debtors Receipts and Agent Transactions) and when using a Point of Sale Cash account selecting a Debtors Credit Purchase. IQ RETAIL (PTY) LTD 2017 Page 89 of 128

90 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) PROCESSING OPTIONS (INVOICING) From the IQ Main menu Processing Invoicing Select the Debtors Account Number. Select the Account number for the Debtors, once the account number has been selected the Account Verification Password screen will appear. Allow the person from customer company to enter his or her password. Once the password has been entered correctly the IQ user can continue with the transaction. PASSWORD CONFIRMATION Once the password has been enter correctly an information screen will appear stating the Debtor user name and the company name specifying the verification has been successful. Selecting Ok and normal processing can proceed. OVERRIDE PASSWORD An Administrator/ Supervisor can override the verification password by right clicking on the verification screen background display the Supervisor Override or by selecting the Override button This option will allow the user to override a transaction if the user has not yet create a password for the user or for the use that has perhaps forgotten the password. CASH SALE CREDIT PURCHASE From the IQ Main menu Point of Sale Sales Cash Sale Select Stock Codes. NOTE: The customer verification will only be available if the Account Sale, Credit Purchase option is use. IQ RETAIL (PTY) LTD 2017 Page 90 of 128

91 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) F5 CUSTOMER SELECTION Select the F5 Customer Selection option, this will display a list of all you existing customer (Debtors, Maintenance). Select the relevant debtors, and select Accept Once the Customer has been selected the Account Number and Name will be displayed. NOTE: At this stage the Account Verification will not appear only once the F6 Credit Purchase option is selected. VERIFICATION PASSWORD CREDIT PURCHASE Select the F6 Credit Purchase option, once selected the Debtors password verification screen will appear, allow the Customers representative to enter his or her password. Once the password has been entered press the enter key on the keyboard. Once the password has been enter correctly an information screen will appear stating the Debtor user name and the company name specifying the verification has been successful. Selecting Ok and enter the order number if required, whereby the Cash Sale will be completed and the Cash Sale Invoice will Print. IQ RETAIL (PTY) LTD 2017 Page 91 of 128

92 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) OVERRIDE PASSWORD An Administrator/Supervisor can override the verification password by right clicking on the verification screen background display the Supervisor Override or by selecting the Override button. This option will allow the user to override an transaction. Once the transaction has been processed and printed the Tax Invoice will display the Debtors Details and Account Purchase details. The debtors account has increase with the Invoice amount. CHECKING ACCOUNT VERIFICATION Checking Account Verification from the Select Visible Field option will display the multiple contact number. From the IQ Main menu Debtors Enquiries Select a Debtors Display Select Visible Fields AccVerification The AccVerification will display a Y if the Account Verification has been selection if blank the Account Verification has not been switch on. HOW TO VIEW THE DEBTORS ACCOUNT VERIFICATION SELECTION Debtors Verification can be viewed by looking at two different option. One by checking to see the Account Verification has been switch on the Account and secondly viewing the user number on the transaction from the password verification debtor user. IQ RETAIL (PTY) LTD 2017 Page 92 of 128

93 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) VIEWING THE USER NUMBER ON THE TRANSCATION (FROM THE PASSWORD VERIFICATION) Switch on the Select Visible Field will display Multiple Contact number on the transactions. From the IQ Main menu Debtors Enquiries Select a Debtors Display Select Visible Fields AccVerifyby These number are automatically allocation to each multiple contact by IQ. From the IQ Main menu Debtors Maintenance Select a Debtors Multiple Contact\Delivery Addresses Tab. The Auto number will reflect in the Debtors Enquiries screen using Select Visible Field to display the field. NOTE: Remember to save the Select Visible Field changes otherwise the column change will be lost. SECURITY From the IQ Main menu Utilities Setup Menu Access and Security User and Group Maintenance Group Select Group Group Menu & Security Settings Access Setup. Once the Access Setup has been select the search option will display at the bottom of the screen type the relevant security number rand select first, select the check box if applicable for the Group, repeat this function for all security codes. NOTE: Two security code will be applicable for Debtors account verification namely: Allow Override in Account Verification and Allow Account Verification Selection. IQ RETAIL (PTY) LTD 2017 Page 93 of 128

94 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) ALLOW ACCOUNT VERIFICATION SELECTION (10135) The Allow Account Verification Selection will allow the user to switch on the Account Verification in Debtors Maintenance Add or Edit Allowing the user to select the Processing Modules. ALLOW OVERRIDE IN ACCOUNT VERIFICATION (100123) The Allow Override in Account Verification will allow the Administrator / Supervisor to override the account verification password in Processing Invoicing (or any other processing module) Account Selection. SECURITY CODES AMENDMENTS FOR DEBTORS & CREDITORS ATTACHMENTS Security was included into the Debtors and Creditors access areas: Allow Account Verification Selection Allow Override in Account Verification IQ RETAIL (PTY) LTD 2017 Page 94 of 128

95 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) IQ DEBTORS -INTEREST CHARGING LESSON DEBTORS INTEREST CHARGING INTRODUCTION The IQ Debtors Interest Charging module helps the user to charge interest on overdue amounts for Debtors. NOTE: The Interest Charging process has to be done once a month (if it is not done monthly, it should be done for every specified period). NO PERIOD SHOULD BE SKIPPED. Try to do the Interest Charging on the same date for every period. The system makes provision to reverse Interest charges if the user made a mistake. One of the new features is that the system will allow the user for example to run in December the interest charges for November. Let s say that the user has processed all the payments and other transactions on the debtors, by the third of the month, then he can charge interest on all the overdue debtors accounts. Before any interest charges can be made, the user has to setup the Prime Interest Rate, and he has to ensure that the Debtors Risk Profiles are setup correctly. The user is advised to allocate all payments or credits to the oldest balances or to the specific invoices or debits. Unallocated payments will stay in the current month, which will have an effect on the Interest value charged. The credit will thus be deducted from the current month s transactions (debits), where there can still be outstanding amounts on 180 days. The user can also set the system to automatically allocate amounts to the oldest balances, then this would not be problem. (Utilities, Setup and Company Details. Select Default Settings (1) and enable (tick) Automatically Allocate to Oldest Balance.) COMPANY DETAILS The very first thing that needs to be done, is that the user has to set the Prime Interest Rate on the system. From IQ main menu, select Utilities, Setup and Company Details. Select the Default Settings (2) tab and set your Prime Interest Rate here. This is a percentage value and will be used during interest charging. This interest rate is the yes to continue. default that the user will decide on using for the company s default interest rate, to be charged on overdue debtors accounts. The percentage can be adjusted by means of Risk Factors for each Debtor. Individual debtor s interest risk profile will be added to this rate. Therefore, if the prime interest rate is 10% and the individual debtor s interest risk profile is - 1%, then only 9% interest will be added to that individual debtor s account when doing an interest charge. Click on Accept and click on Yes to accept the changes to the Company Details and IQ RETAIL (PTY) LTD 2017 Page 95 of 128

96 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) RISK PROFILE The risk profile for different debtors can be added or created. The percentage for each profile entered here, can be linked to a particular debtor s account. This debtor s interest risk profile percentage is then combined with the prime interest rate as entered in the system. To setup the Risk Profiles for the Debtors, from the IQ Main Menu, select Utilities, select Setup and click on the Module Parameters (Default Tables). On the Debtors tab, select the Risk Profiles option and click on Setup. RISKS OPTIONS NUMBER DESCRIPTION RATE EDIT DATA NUMBER DESCRIPTION RATE The number field displays the risk profile number. The risk profile number may only contain numeric characters. The description displays the risk profile description. This risk profile description may be 30 characters in length. The rate field displays the rate that has been allocated to the relevant risk profile. This rate entered is a percentage value. This rate will be added to or deducted from the Prime Interest Rate. NOTE: Change the Default Rate that the system shows as 10%, make it for example 0%. Remember this percentage will be added to the Prime Rate, in other words if the user leaves it at 10% and the Prime Interest Rate is 10%, the system will charge 10+10=20% interest for the debtors that are on Risk Profile 1. The number field is where the risk profile number is entered. The risk profile number may only contain numeric characters. The description field is where the description of the risk profile is entered. The rate field is where the rate of the risk profile is entered. A negative rate (-2) entered will deduct from the prime interest charging rate and the customers that are linked to this profile will be charged less interest. A positive rate (2) entered will add to the Prime Interest charging rate and the customers that are linked to this profile will be charged more interest. IQ RETAIL (PTY) LTD 2017 Page 96 of 128

97 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) EXAMPLE: If the normal interest rate is 10% and the customer is linked to a risk profile that is set to -5% then that customer will be charged 5% interest because the system will deduct the 5% from the prime interest rate. EXAMPLE: If the normal interest rate is 10% and the customer is linked to a risk profile that is set to 5% then that customer will be charged 15% interest because the system will add the 5% to the prime interest rate. SAVE EDITS CANCEL EDITS The save edits button allows the user to save the newly created or added risk profiles. The cancel edits option allows the user to cancel any editing while busy editing an existing risk profile. BUTTON FUNCTIONALITY ADD DELETE SEARCH DESIGN PREVIEW The add option allows the user to add any new risk profiles. The delete option allows the user to delete any of the existing risk profiles. The system will prompt the user to ensure that he wants to delete the risk profile. Click on Yes to continue. The search option allows the user to search for specific information on the risk profile screen. The design option allows the user to design the existing report layout. The Preview option allows the user to preview a list of all the Risk Profiles. This list can be printed, saved, converted to a.pdf format and it can be ed. ACCEPT Select the accept option to accept any changes made. SETUP THE DEBTORS The user needs to select the Interest Risk Profiles for each of the Debtors. From the IQ main menu, select Debtors and click on Maintenance. Select the Debtor and double click on it, or click on the edit button at the bottom of the screen. One of the important things to check on a Debtor, for Interest Charging to work correctly, will be to ensure that each Debtor s Terms is setup correctly. IQ RETAIL (PTY) LTD 2017 Page 97 of 128

98 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) INTEREST RISK PROFILE EXCLUDE FROM INTEREST Select the Interest Risk Profile for the Debtor. This interest will be combined with the Default interest rate in Company Details to give the total interest to be charged to the particular Debtor. For example, if the default prime interest rate is 10% and this Debtor is selected as a low risk Debtor with an Interest Risk Profile of -2% then the total interest charged to his account will be 8%. Select this to exclude the relevant Debtor from interest charging. If it is on, interest will not be charged for this debtor, if it is off, interest will be charged. PROCESS OPTIONS NOTE: Remember that the Interest Charging process has to be done every month (or period). No period should ever be skipped. The system makes provision that you can for example process interest charging on the 5 th of each month for the previous month, this will ensure that all payments and credits were processed to all the debtors accounts before charging interest. Once the user has ensured that the Terms and Risk Profiles for each of the Debtor accounts has been setup and is correct, he can start with the Processing Options of Interest charging. From the IQ main menu, select Debtors and click on % Interest Charging. The following screen will appear: There are two Interest Charging Options to select from, to Process Interest or to Reverse Interest. The second option, to reverse Interest also allows the user to see a List of Interest Processed. As soon as the user click on the option I would like to Process Interest, three options appear on how the user would like to configure the Interest Charging. IQ RETAIL (PTY) LTD 2017 Page 98 of 128

99 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) Default Interest charging Options Basic Interest charging options Advance interest charging options. DEFAULT INTEREST CHARGING OPTIONS On the Default Interest charging, there are no extra options to choose from. On both the other options there are extra options available. DATE OPTIONS INTEREST CALCULATION PERIOD MONTH YEAR TRANSACTION DATE This will be the month for which the user wants to charge interest. This is the financial year for which the user wants to charge interest. This will be the date on which the interest run should be done. The user can change this date to be the date on which the Debtors period should be closed for the previous month. FILTER OPTIONS REFRESH BUTTON INTEREST CHARGING PREVIEW There is a selection of 10 filter options the user can select one or more from, to show the accounts he wants to see and charge interest on. This button allows the user to Refresh the information that appears on the Debtors Interest Charging grid. Interest will be charged on all the accounts that the user sees on the screen. The Filter Options can be used to Filter out the Accounts that you don t want to charge interest on. IQ RETAIL (PTY) LTD 2017 Page 99 of 128

100 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) BUTTON FUNCTIONALITY EXPORT The Interest Charging Preview list can be exported in.csv (comma delimited),.txt,.htxl,.xml and.xls (Excel) format. SELECT VISIBLE The Select Visible option allows the user to select which fields he would like to see on the Debtors Interest charging grid. VIEW CALCULATIONS The View Calculations option allows the user to see exactly how the interest has been calculated. The user can filter to see only the transactions he wants to see. The user can select which fields should appear on the Interest Calculation screen. The list can be exported or the user can close the view. IQ RETAIL (PTY) LTD 2017 Page 100 of 128

101 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) FILTER SEARCH FLASH REPORTS REPORT OPTIONS BACK PROCESS The user can filter to see specific information on the debtors Interest Charging grid. The search option allows the user to search for specific information on the debtors Interest charging grid. The flash option allows one to call up a flash report by either selecting the flash button or one can use the alt button. To call up a flash report using the alt option, hold down the alt button and then press either number 1 9 this will bring up the flash report that corresponds to the relevant number. The Report option allows the user to Design, Preview or Print the Interest charging Preview. The Back option allows the user to go back and change the interest charging configuration. Once the user has ensured that the amounts on the Debtors interest Charging Preview are correct, he can click on the Process button, to process the interest charging. A report will appear to show how much interest was charged on which account for which period. BASIC INTEREST CHARGING OPTIONS PRIME INTERST RATE The Prime Interest Rate is set up in the Company Defaults, Default Settings (2) menu. IQ RETAIL (PTY) LTD 2017 Page 101 of 128

102 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) AFTER WHICH PERIOD SHOULD INTEREST BE CHARGED? WHEN ARE YOUR INVOICES DUE? NOTE: The prime Interest Rate can t be changed here, it has to be changed in Company Defaults, Default Settings(2). The system Defaults to Depends on the Debtor s Terms, but the user can also select any one of the aging periods, e.g. 30 Days, 60 Days, 90 days etc. If the user for example choose, 30 days, the system will charge interest on all the accounts after 30 days. IQ defaults to At the End of the Month, but he user can also specify a certain amount of days after the Statement Date or a certain amount of Days after the Invoice Date. ADVANCE INTEREST CHARGING OPTIONS INTEREST CHARGING OPTIONS PRIME INTEREST RATE ENABLE LOGGING CALCULATE INTEREST ON INTEREST USE RISK FACTORS POST LEDGER ENTRIES AS A SUMMARY CALCULATE INTEREST ON OVERDUE TRANSACTIONS ONLY The Prime Interest Rate is the Annual interest Rate which is used to calculate the Interest Amount. The user can change the Prime Interest Rate in Company Details. If this option is enabled the IQ will save a detailed Log of all Calculations done to Determine the Interest to be charged. This Log can be used for Troubleshooting purposes. If this option is Enabled then IQ will Charge Interest on Previous Interest Transactions (Transactions with Code IT). If disabled, Previous Interest Charged will have no effect on the current Interest Calculation. Risk Profiles are used in conjunction with the Prime Interest Rate. If you disable this option, the IQ will only use the Prime Interest Rate to calculate the interest. Risk profiles can be set up per debtor account and influences the Interest Rate used for the specific debtor Account only. For example: If you have a Prime interest Rate of 10% and you set the Debtor s Risk Profile to -1%, then IQ will use 9% to calculate interest for this debtor. Risk Profiles can be configured in Module Parameters and assigned to Debtors accounts via debtors Maintenance. If this option is enabled then IQ will minimize the Ledger Transactions that are generated when Processing. Instead of generating a ledger entry for each debtor Account, IQ will try to group the Amounts for each debtor account and Ledger Account and post a single entry for each in the Ledger. If this option is Enabled then IQ will only user Transactions that have not yet been paid And which are older that the Terms to calculate the interest amount. IF this option is disabled, then IQ will use the Debtor s Total to calculate the interest amount. TERMS / CALCULATE This option depicts which Terms will be used to calculate interest. If the user INTEREST ON select the Debtors Terms then IQ will use the Terms associated with each IQ RETAIL (PTY) LTD 2017 Page 102 of 128

103 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) TRANSACTIONS OLDER THAN debtor Account. Interest will then only be charged if the Transaction Age is older than the Debtor s Terms. If the user select any Terms then IQ will Charge Interest only when the Transaction Age is older than the selected Terms. NOTE: Selecting None is the same as selecting a Zero (0) Day Term and will cause all Debtors accounts with transactions to be charged with interest. TRANSACTION AGE CALCULATION This option depicts how Aging will be calculated. NOTE: The Debtor period used in All Examples was the 31 st (End of the Month). IQ DEBTOR PERIODS If an Invoice was done on 15 April 2014, then the invoice will be aged to [30 days] at the end of the first debtor Period (30 April 2014). Aging will then occur at the end of Each debtor Period thereafter. PERIOD FROM STATEMENT DATE PERIOD FROM TRANSACTION DATE For the Period form statement Date IQ will age the transactions a certain Period after the First Debtor Period has ended. For example: Using 30 days from Statement date If an Invoice was done on 15 Jan 2014, then the invoice will be Aged to [30 Days], Thirty days after the end of the First debtor Period (02 March 2014). Aging will then occur at the end of Each Debtor Period thereafter. Then user can choose what is the Number of Days / Months that will be used to calculate the Transaction Age. For the Period from Transaction date IQ will Age the transactions a certain Period after the Transaction Occurred. For example: Using 30 days from Transaction Date If an invoice was done on 15 Jan 2014 then the invoice will be aged to [30 Days] on 14 Feb Aging will then occur after Each 30 Days thereafter. The user is able to choose if IQ should use a Number Of days (e.g. 30) or a Number of Months (e.g. 1) when calculating the Transaction Age. The following options are available after the selection of the Interest charging options were made. All three the Interest charging options will bring the user to this screen. DATE FILTER OPTIONS The Interest Calculation Period will be the period for which the user wants to charge interest. The user can for example by the fifth of December, after all payments and transactions for Debtors for November were processed, charge interest on the overdue amounts for November. Select the month and year for which you want to charge interest and type in the transaction date when you want the transaction to reflect on the debtors accounts. Click on the Refresh button to see all the debtors. 10 Filter options are already created on the system, the user can select any number of these options to include in the list of debtors accounts on which interest will be charged. If the box next to the description has a tick in, it means that this selection of accounts will be listed on the grid below. IQ RETAIL (PTY) LTD 2017 Page 103 of 128

104 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) REFRESH Once the user has selected the filters he wants to use, he can click on the Prepare button on the bottom of the screen to show the accounts selected. The refresh button will take all the date and filter options into consideration and provide a list of the list of debtors that comply to these set conditions. EXPORT SELECT VISIBLE FIELDS The Export option allows the user to export the information on the debtors Interest Charging grid to.csv(comma delimited), TXT, HTML, XML and XLS (Excel). The Select Visible Fields option allows the user to select what he wants to see on the Debtors Interest Charging grid. VIEW CALCULATION FILTER The View Calculation option allows the user to see how the interest is calculated. We First Filter out transactions that occurred after the Interest charging Period. Then we calculate interest only on transactions that meet the set criteria. Interest is calculated on the Amount Due * (1/12) <1 month> * (Interest Rate/100). The filter options allows the user to select which accounts he wants to charge interest on. IQ RETAIL (PTY) LTD 2017 Page 104 of 128

105 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) SEARCH The Search option allows the user to search for specific information on the Interest grid. FLASH REPORTS The flash option allows one to call up a flash report by either selecting the flash button or one can use the alt button. To call up a flash report using the alt option, hold down the alt button and then press either number 1 9 this will bring up the flash report that corresponds to the relevant number. REPORT OPTIONS The report option allows one the Design, Preview or Print the list of debtors accounts, the outstanding amounts per period, the interest rate charged and then the amount to be charged per debtor. IQ RETAIL (PTY) LTD 2017 Page 105 of 128

106 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) PROCESS & GL AUDIT The Process Option allows the user to charge interest to the debtors accounts. REVERSAL The I would like to Reverse Interest / See a List of Interest Processed option allows the user to see a list of off the Interest charges processed on the system, and it allows the user the Reverse Interest Charges that were incorrectly done. SORT ORDER The Sort Order option allows the user to change the order in which the list will appear on the Debtors Interest Charging grid. NUMBER ACCOUNT INTEREST DATE INTEREST PERIOD INTEREST AMOUNT PARAMETERS The Number will be the number of each and every interest charge that was processed. The Account is the Account number of the Debtors on which the interest was charged. The interest date is the date on which the interest charge was processed. The interest Period is the period for which the interest was charged. This is usually the last day of each month as the Month Ends were setup in the Company defaults under closing Dates. The interest amount is the Rand or currency value of each Interest charge that was processed. The Reversal Date allows the user to select a specific date on which he wants to reverse the selected interest charge. The system also allows the user to choose if he wants to use the Spot Rate from the Interest Transactions or not. Click on the box to activate the Spot Rate. IQ RETAIL (PTY) LTD 2017 Page 106 of 128

107 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) COLOUR LEGEND All the items on the list that are in Green have already been Reversed and Cannot be Reversed again. AVAILABLE FILTERS If the user has created and saved filters on this list of Interest charges, the filter would appear in the Available filters List. The user will be able to double click on the filter to see only the Interest charges that comply to the filter conditions. BUTTON FUNCTIONALITY FILTER The Filter option allows the user to select which Interest charges he would like to see on the grid. SELECT VISIBLE SELECT ALL DE-SELECT ALL REPORT OPTIONS REVERSE SELECTED The Select visible option allows the user to change the layout of the columns on the debtors Interest Charging grid. The Select All option allows the user to select all the filtered transactions, to be reversed. NOTE: The Items in Green that already been reversed will not be selected again. The de-select All option allows the user to de-select all the charges that were selected. The Report Option allows the user to design, Preview or Print a list of the selected interest charges which are to be Reversed. The Reverse Selected option allows the user to process the Reversal of the Selected Interest transactions. A report will be generated, to show exactly which accounts and which amounts on each were reversed. IQ RETAIL (PTY) LTD 2017 Page 107 of 128

108 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) IQ RECURRING CHARGES LESSON - IQ RECURRING CHARGES RECURRING CHARGES WHAT ARE RECURRING CHARGES Recurring charges are those items or charges or services charged weekly, monthly or yearly to specific debtors. Examples of recurring charges are rentals, subscriptions, security services, gardening services, levies, etc. In other words recurring charges are where a company has the same periodical charges (usually services) that need to be charged to debtors or customers. For people who pay by Debit Order, the customer can put those charges on the monthly Recurring Charges schedule and set it to Auto Generate Payments for the charges. The user can create Recurring Charges, create schedules for these Recurring Charges and then just process them when needed. The user can also create different types of Recurring Charges, for example, a security company has different charges for business- and home owners. This module will cover the setup in Module Parameters, the Debtors setup, the Stock setup, the creation and maintenance of Recurring Charges, the processing of charges and the reversal of Recurring Charges. SETUP OF MOD ULE PARAMETERS The Recurring Charges option allows the user to setup a default export folder for Recurring Charges, as well as a default outgoing server. SERVER For the option, if the user has not setup anything on the module parameters, the system will use the default program to send the s through, where the user will have to specify and allow each individual . If the user creates a server, the system will send the Recurring Charges directly, using the outgoing server. Setup the server from Utilities, Setup, Module Parameters and select the General tab and click on Setup and click then on the Setup button on the bottom of the screen. CLIENT / INDIRECT SERVER / DIRECT This option allows the user to use his default program to send s, for example Microsoft Outlook. If the user wants to use the third party option/ Client, he has two options to choose from: It can be sent Normally (this options works for most of the Third Party software.) The Alternative option has to be selected when the user is using Windows Live Mail (Microsoft 7 program). This option has to be setup for Recurring Charges to work properly. It allows the user to send s directly out of the IQ program. To setup an IQ RETAIL (PTY) LTD 2017 Page 108 of 128

109 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) server (SMTP server), click on the SMTP Server button on the bottom of the screen. The following screen will appear. To add an server, click on the Add button on the bottom of the screen. SERVER TYPE ACCOUNT NAME HOST (SMTP) USERNAME Select the SMTP option from the down arrow, as the Server Type. This is a descriptive name of the server and can consist of alphanumeric characters. This is the SMTP server host. This field is for the username that the user has got with the server host. PORT (DEFAULT 25) The default port is 25 and the port for Gmail is 465. RETURN PASSWORD ENCRYPTION This is the address that should be used if the customer wants to reply on the . This is the password for the server (not all servers have passwords.) This is the encryption type according to the server provider s standards. TEST ACCEPT Select the Test button to test the setup. The system will come back with a message that it was tested. The user has to check if everything is correct. Once the user has ensured that everything on the setup is correct, he can click on the Accept button to save the information. IQ RETAIL (PTY) LTD 2017 Page 109 of 128

110 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) The IQ Enterprise 5 Incoming / Outgoing Server Setup can be edited to be changed or the user can click on the Close button to close the Setup screen. To delete an server, click on the specific server and select the Delete button on the bottom of the screen. The user can also filter for a specific server, if there are more than one, by clicking on the filter button on the bottom of the screen and then specifying the conditions. The user has to remember to select the server on the screen above, by selecting an company account from the pull down menu. The user can tick the Global BCC to Self option, if he wants to receive a copy of the s sent to the customers. Click then on the Accept button on the bottom of the screen to accept the changes made to the server setup. DEBTORS RECURRING CHARGES This option allows the Recurring Charge information to be either exported or ed once the processing of the Recurring Charges has been done. Setup the Debtors Recurring Charges from Utilities, Setup, Module Parameters and select the Debtors tab and click on Recurring Charges and then on the Setup button on the bottom of the screen. The user has to specify the export folder and select the outgoing mail server. TERMINAL SPECIFIC SETUP EXPORT FOLDER After processing of Recurring Charges, the system will be able to export the Recurring Charge data to an Export Folder. NOTE: The user has to create the Export Folder before it can be selected in this setup. IQ RETAIL (PTY) LTD 2017 Page 110 of 128

111 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) COMPANY SPECIFIC SETUP OUTGOING MAIL SERVER NOTE: The Export folder is selected for each terminal. If the user runs the Recurring Charges module from another terminal, the folder selected for that terminal will be used for the export purposes. To select the Export Folder, click on the pull down menu in the field and select the folder and click on Accept. IQ allows the user to select the SMTP Account (Outgoing Mail Account) that will be used to send the Recurring Charge invoices to the related Debtor Accounts after processing. This account will be used independently of any Mail Server setup for the company. Select the Mail server by clicking on the pull down menu and selecting the server and click then on Accept to save all changes made to the settings. If the specific Mail account doesn t exist yet, the user can set it up from this screen, by clicking on the Setup Mail Accounts and Add it to the list (see page 6). Click on the Cancel button to cancel all changes made on the Recurring Charges settings screen. SETUP - DEBTORS MAINTENANCE Only debtors accounts with the same currency can be added to a specific Recurring Charge. It is suggested that the user create a Debtors Group or Subgroup for the Recurring Charges and link the customers or debtors to it. The filtering option will make it possible for the user to select the debtors that have Recurring Charges from the list of debtors. To create a Debtors Group, select Utilities from the IQ main menu and click in Module Parameters. Select the Debtors Tab and click either on Customer/Debtors Groups or Sub Groups. ADD DELETE SEARCH DESIGN PREVIEW ACCEPT This option allows the user to Add more Groups or Sub Groups to the list of already existing groups. Click on the Save Edits button, to save the group, the Cancel Edits button will discard all changes or cancel the creation of the added group. This option allows the user to delete a selected Group. This option allows the user to search for a specific Group. This option allows the user to design the debtors Group report. This option allows the user to preview the debtors group list and he can print it from the preview. This option allows the user to Accept the debtors Group setup. IQ RETAIL (PTY) LTD 2017 Page 111 of 128

112 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) DEBTORS MAINTENANCE The customer will have to link the customers/debtors accounts to the debtors group that was created for Recurring Charges. From the IQ main menu, select Debtors and Maintenance. The user can either filter for the debtors or search for them one by one. Highlight the debtors account and click on the Edit button on the bottom of the screen. Click on the Debtor Group or Debtor Sub Group (where you have created the Groups for Recurring Charges.) Select from the down arrow the requested group and click on the Accept button to save the changes made. As soon as a Recurring Charge is created for a Debtor, the debtor will have an extra tab on Debtors Maintenance, to show the Recurring Charges for that debtor as well as the option if the transaction should be printed, ed or exported. SETUP STOCK MAINTENANCE The user will have to create stock items for each of the Recurring Charges that he will want to use. From the IQ main menu, select the Stock option, select Maintenance and click on Add. Complete the Stock Item maintenance screens with all the necessary information and click on the Accept button to save the information. NOTE: Remember to enter the selling price on the second tab Stock Pricing. IQ RETAIL (PTY) LTD 2017 Page 112 of 128

113 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) RECURRING CHARGES The Recurring Charges then have to be setup. From the IQ main menu, select Debtors and click on Recurring Charges. SORT ORDER AVAILABLE FILTERS INVOICES NUMBER DESCRIPTION LAST RUN NEXT RUN CURRENCY AUTOPAY The user has the option to sort the Recurring Charges on the list in default (number) order or in document description order. The filters that are created for the data on the Recurring Charge list, are listed here in the top right screen. Double click on an already existing filter to activate it or double click on the Clear Filter option to have all the information listed. These are the Recurring Charges that have been created on the system. This field represents the Identification number for the Recurring Charge. This field contains the description of each created Recurring Charge. This field contains the date this Recurring Charge was last run. It enables the user to see what Recurring Charges have been processed on which date. This field contains the date that this Recurring Charge has to run again. Only debtors accounts with the same currency can be added to a specific Recurring charge. This field shows the user if the invoice and payment should process together, for example levies that are paid by debit order. IQ RETAIL (PTY) LTD 2017 Page 113 of 128

114 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) LINKED DEBTORS ACCOUNT NAME TELEPHONE TOTAL INITIALS TITLE CONTACT ADDRESS CURRENCY The account numbers of all the Debtors that are linked to the selected Recurring Charge. The names of the Debtors linked to the selected Recurring Charge. The phone numbers of the Debtors. The outstanding balance of the debtors. The debtor s initials. Each debtor s title. The name of a contact person, who is responsible for the payment of the account. The address of the debtor. Each debtor s currency. NOTE: A Recurring Charge can only be setup for debtors with the same currency. The debtor s address, where the Recurring Charge invoice will be ed to. BUTTON FUNCTIONALITY GLOBAL EDIT TOOL FILTER This option allows the user to change the current information, in other words the user can change the Batch Order numbers, he can change the Debtor Invoice Layout, he can change the Auto Generate Payment option, he can change the Warehouse Selection or he can change the Schedule Details. These changes will not make any difference to the Recurring Charge Invoices already processed. These changes will only be to the Recurring Charges that the user still needs to process. NOTE: Remember to make a backup of your data before you start making changes. A backup can only be made when everybody is logged out of the system. The filter enables the user to extract specific information out of the information listed on the Recurring Charges screen. Select the Filter button on the bottom of the screen. Click on press the button to add a new condition. Click on Number to open the selection screen. Search for the specific field and select it. Click on Equals and select the condition needed. Click on the <empty> field and enter the value / condition needed. NOTE: Another condition can be added by clicking on press the button to add a new condition again. NOTE: The condition that you add into the filter, is case sensitive and character specific. Click on the Save button and insert a suitable name for the filter and select OK. The filter that has just been saved will appear in the list of filters on the top right of the screen under Available Filters. Click then on the APPLY button. IQ RETAIL (PTY) LTD 2017 Page 114 of 128

115 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) CUSTOM PRICING ADD EDIT DELETE REPORTS REVERSALS NOTE: Existing filters can be activated by double clicking on the filter in the top right Available Filter box. If the user wants to see all the data again, he can double click on the Clear Filter option under available filters. When a Recurring Charge is added, on the Document tab the user has the option to select different Price types. Lookup Imported Selling Price is normally used for utility bills, in example Recurring Charges for people renting homes and the user wants to charge them for water and electricity usage, the amounts charged will change every month. This Lookup Imported Selling Price option is going to refer to a.csv file where these prices are saved. Recurring Charges can be added for multiple debtors or for one debtor. The user has to select the charge he wants to make changes to and click on Edit. The four different tabs that he has to make changes to, will open up. The user can make changes to any of the tabs he would like to and click on Accept to save the changes made. The user has the option to delete Recurring Charges, by selecting the charge to be deleted and click on the delete button on the bottom of the screen. The system will prompt the user to ensure that he wants to delete the selected Recurring charge. If the user clicks on the Yes option the charge will be deleted from the system, if he clicks on No, the charge will remain as it was. This option will allow the user to create reports so that he can have easy access to information. The user has the option to write a new report, edit a selected report, import a report, delete a report, design a selected report or preview a selected report. This option allows the user to reverse a recurring charge. Click on the Reversals button on the bottom of the screen and the list of Recurring Charges already processed will appear. The transactions are showing in two different colours, if the transaction is listed in Green it means that these transactions have already been reversed and can t be reversed again. Only transactions listed in black can be selected to be reversed. The user can select the transactions he wants to reverse by clicking on the tick box next to the charge or he can click on the select All button on the bottom of the screen. The user has the option to filter for specific transactions. IQ RETAIL (PTY) LTD 2017 Page 115 of 128

116 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) The user also has the option to select which fields he want to see, by clicking on the select visible button on the bottom of the screen and ticking next to the fields he wants to see. The user can cancel the selection if he made a mistake, or he can Accept the selection. The user also has the option to restore the default selection, by clicking on the Restore Defaults button. The user also has the option to Deselect All and start over with the selection of transactions. The Reverse Selected button will reverse all the selected transactions. PROCESS The Process option allows the user to process the Recurring Charges. ADDING A RECURRING CHARGE Click on the Add button on the bottom of the Recurring Charges screen. GENERAL DATE LAST RUN RECURRING INVOICE DESCRIPTION BATCH / ORDER NUMBER AUTOMATTICALLY GENERATE BATCH / ORDER NUMBER CUSTOM BATCH / ORDER NUMBER The date Last Run will say never, because it is the first time this charge is created. The Date Last Run will automatically be generated by the system once the Recurring Charges were processed. This field can t be edited. The user should provide a description for the Recurring Charge Document, which will help to identify it. This option allows the user to select whether the system should automatically generate Document Order Numbers or not. With this option the user can create a specific batch prefix and number which will then run consecutively in future. BATCH PREFIX The user can create a specific Prefix for The Recurring charge. NEXT BATCH NUMBER The user can enter any number in this field and it will run consecutively. This option allows the user to setup a specific batch / order number for the recurring charge. IQ RETAIL (PTY) LTD 2017 Page 116 of 128

117 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) OVERRIDE DEBTOR INVOICE LAYOUT INVOICE LAYOUT TO USE AUTO GENERATE PAYMENT In the Expression field, the user can specify a prefix (Example: Monthly Charge) and then add an account, date and the time by double clicking on the [AC] and then the [D]. The example above then states that this is a monthly charge for account [AC] on date [D]. This expression will thus change monthly, according to which account and which date was used. This option allows the user to select if he wants to use the same Invoice Layout for all generated Invoices. This option allows the user to select a different Invoice Layout. Click on the pull down arrow to select an existing Invoice Layout. This option allows the user to auto generate a payment. In other words the invoice and the payment will be done together, the user will have to make sure to select the correct tender type for example CF for bank transfers. NOTE: Some users prefer to Auto Generate Payments for the Recurring Charges. They will rather make corrections in the form of reversals, instead of processing hundreds of payment journals. DEBTORS The first thing the user has to do is to select the currency for the debtors he wants to use. Only the Debtors with the selected currency will be added or available for selection. The next step will be for the user to select the debtors that need to be invoiced with this Recurring Charge. There are three methods of selecting the debtors: IQ RETAIL (PTY) LTD 2017 Page 117 of 128

118 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) Server. The first method will be by selecting individual debtors, click on the next to the account field. The list of available debtors will appear and the user can click on a specific account and then Accept to select the debtor. Tab through all the fields to the next line and repeat the process until all the required debtors have been selected. The second option is to click on the Add All Debtors button at the bottom of the screen. All the debtors with the ZAR currency will then be selected. The third option is to click on the Add Selected Debtors button on the bottom of the screen. A list of all the debtors will appear. The user can then filter for the specific debtors and click on Accept to apply the selection. The user has the option to Delete All Debtors from the list, by clicking on the Delete All Debtors button. The user also has the option to delete a selected debtor from the list by highlighting the debtor and clicking on Delete Selected Debtor button. The user can select whether the invoices should be printed, ed or exported. He can either tick the fields or he can click on the Select All For Printing, ing or Exporting. Click on Accept to save the changes. The Select All button allows the user to select what he would like to do with the Recurring Charge, he can print it, it or export it. If the user has many debtors, he can for example export all the Recurring Charge invoices, by using the Select All button, instead of setting each individual debtor separately. NOTE: Remember that a default service provider for the outgoing mail can be setup. The user doesn t have to send the Recurring Charges via the default program, it can be sent directly via a previously setup NOTE: Remember to specify a location where the Recurring Charges can be exported to. IQ RETAIL (PTY) LTD 2017 Page 118 of 128

119 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) SCHEDULE The schedule allows the user to specify when this Recurring Charge must happen. Click the Next Button to setup the schedule for this specific Recurring charge. Select The Add button on the bottom of the screen. SCHEDULE TYPE DISABLED ONE TIME DAILY If the Disabled option is selected, it means that this Recurring Charge will not run, it will not process. For a Recurring Charge to run, the user has to change it to one of the other 4 options. This option will allow the Recurring Charge to run once. With this option the user can specify how many times the Recurring Charge must recur. WEEKLY The weekly option allows the user to choose how many times the Recurring Charge must recur and the user can specify on which day of the week this charge should recur. MONTHLY For the monthly Recurring Charge setup, the user has three options of when the charge should recur. SPECIFIC DAYS - This option allows the user to select specific dates when the Recurring Charge should recur. The user can select specific months and leave others out and the user can specify which day of the month the charge should recur. IQ RETAIL (PTY) LTD 2017 Page 119 of 128

120 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) DOCUMENT CUSTOM DAYS - This option allows the user to select specific months, and he can instead of selecting a day, he can select which week of the month the charge should recur. He can also select on which day of the week the Recurring Charge should be processed. ON DEBTORS CLOSING DATE - This option allows for the Recurring Charge to be processed on the closing date of the debtors month, as setup in company details. Click on Accept to save the changes. On the document tab, the user can add the Recurring Charge items, by clicking on the pull down arrow in the code field and selecting each Item number.. After the Recurring Charge items were added, the user has to setup the Price Type and the Frequency of each item. The user has the option of four different Price Types: SPECIFIED SELLING PRICE ACTIVE SYSTEM SELLING PRICE ASK SELL PRICE WHEN PROCESSING The specified Selling Price will be the price that the user enters in the Unit Price column and this is the price that will be used for the Recurring Charge and not the price that the system will otherwise use. This is the selling price as it was entered into the system for this item. Whenever the system price change, this price will automatically change here. Before the Recurring Charges can be processed, the user has to specify the price to use for this item. LOOKUP IMPORTED SELLING PRICE The Lookup Imported selling Price option goes hand in hand with the Custom Pricing option at the bottom of the Recurring Charge screen. Before the Recurring Charge is processed, the user has to ensure that the Custom Pricing file that will be imported, is current and correct. In other words the user can import a.csv file (for example a utility bill) and set the prices. The user has the option to select if this Recurring Charge should be a Once-Off charge or if the charge should Always recur. For example an Installation Fee will be an once-off charge. After everything has been setup correctly, the user can click on the Accept button to save the information. GLOBAL EDIT TOOL The Global Edit Tool enables the user to change the current information on Recurring Charges. Changes made here will not make any difference to the invoices that have already been processed. These changes will only be on the Recurring Charges that still have to be processed. NOTE: It is very important to make a backup before any changes are made with the Global Editing Tool. Remember that everybody should be logged out of the IQ system before and while the backup is made. IQ RETAIL (PTY) LTD 2017 Page 120 of 128

121 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) CHANGE BATCH / ORDER NUMBERS There are two Update Types here, the first type is where the user can Only Change Order Numbers for the Selected Option and the second option allows the user to change All the Recurring Items to the following option and update the Order Numbers. There are two options for Batch / Order numbers available: AUTOMATICALLY GENERATE BATCH / ORDER NUMBER CUSTOM BATCH / ORDER NUMBER This option allows the user to setup a batch Prefix and the Next batch number to be used, which will then run consecutively. This option allows the user to setup a specific batch or order number that will be used when this Recurring Charge is processed. The user can choose what the expression on the Recurring Charge invoice should be, by double clicking on the required fields and clicking on Accept when he s done. NOTE: When this option is used, the expression on the invoices will change every time the charge is processed, to show the selected information. CHANGE DEBTOR INVOICE LAYOUT This option allows the user to change the invoice layout for Recurring Charges. The user can select a different invoice layout for all the Recurring Charges. The user has to choose between two different Update Types. The first type is where the user can only change invoice layouts for charges that have this option enabled. The second update type enables the user to change the debtors Invoice layout for All charges and to update the invoice layout number. Click on the continue button after the update type was selected. Filter for the Recurring Charge which needs to change and click on Accept. If no filter has been applied, the system will warn the user and prompt the user to click on Yes or No to ensure it is right. If the user click on Yes, it will change the Invoice Layout for all the Recurring Charges. If the user clicks on No, he will be able to filter again. When the user now edits a Recurring charge, he will see that the Invoice Layout has been changed to the selected layout. IQ RETAIL (PTY) LTD 2017 Page 121 of 128

122 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) AUTO GENERATE PAYMENT The user has two Update Types that he can choose from. The first will be to only change auto generated payments for charges that have this option is enabled. The second update type is where the user can enable this option for All charges and update the tender type. On the screen above, the user can see which Recurring Charges have been set to Auto generate payments. If it says True, the system with process an invoice and a payment at the same time. An example of when this is used, is when the user has setup Debit Orders for monthly levies. NOTE: Most users prefer to set Recurring Charges that are paid by debit orders to auto generate payments. They will rather reverse the few payments that didn t go through at the bank. The user can also use this method to change the Tender Type on Recurring Charges that auto generate payments, by clicking on the pull down arrow in the Payment Tender Type field. CHANGE WAREHOUSE SELECTION Before the warehouse can be changed, the warehouse setup has to be done. Select the Utilities option from the IQ main menu, select Setup and click on company Details. Select the Default Setting (1) tab and tick the option Enable multiple stock warehouses and click on accept to save the change. IQ RETAIL (PTY) LTD 2017 Page 122 of 128

123 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) Another place to setup the warehouses, is by selecting Utilities from the IQ main menu, select Module Parameters and select the Stock Tab. Select the Warehouses option and click on setup. The user can ensure that all the warehouses that he wants to use are listed. If he needs to add or edit a warehouse, the can click on the Process button and select the add, edit or delete option. Add the warehouse number and provide a description of the warehouse and save it. On each Recurring Charges, the user can specify which warehouse this service should be sold from. The Change Warehouse Selection option allows the user to change the warehouse from which this service should be sold. Select the warehouse from the pull down arrow and click on Accept and continue to change it. CHANGE SCHEDULE DETAILS NOTE: Remember to get every user to log out of the system and to make a backup before any changes are made to the Recurring Charges. The Change Schedule details option allows the user to change the schedule of when the Recurring Charge should be processed. The user has the option to remove all other schedules from the system and setup a new schedule which will be used in future. A new schedule can be setup, by selecting a start date, a schedule type and then completing the required fields for the schedule type. Click then on Continue to select which recurring charge(s) will be affected and accepting the changes made. IQ RETAIL (PTY) LTD 2017 Page 123 of 128

124 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) CUSTOM PRICING The Custom Pricing option can be used to lookup imported selling prices. When a Recurring Charge item is added, on the document tab, the user can select the price type Lookup Imported Selling Price for that item. This price type will refer to a file that has got this price, to process the recurring charge. This option is normally used for utility bills, for example the user has Recurring Charges for customers renting homes from him and the user wants to charge these customers for their water and electricity usage. The amounts will change monthly and the user can just import the.csv file where the prices were saved. This is an example of how the.csv file should look: To load the custom Pricing, select Debtors from IQ main menu and click on Recurring Charges. Select the Custom Pricing Button on the bottom of the screen. The system will prompt the user to warn that he is about to import new Price data, old data will be amended, is he sure? He can click on yes to continue or No to stop. The user can import the.csv file by clicking on the import button and then going to where the file was saved and selecting it and clicking on Open. If there were any errors in the import, the system will warn the user that there were errors during the import. The user can view the errors on the Error Tab of Recurring Charges Price Import. The user can go back to the.csv file and correct the errors. In the example, the Stock Code is invalid. Correct the import file and import it again. If there are no more errors on the import data, all the imported lines will appear on the Import Data tab. IQ RETAIL (PTY) LTD 2017 Page 124 of 128

125 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) IMPORT OPTIONS The user can specify if the Imported Price is Inclusive or Exclusive of VAT. The user can clear previous data before the import. The user has the option to update the existing items, or to ignore the existing items. SORT ORDER The system allows the user to view the data in account order or in Stock Code order. BUTTON FUNCTIONALITY FILTER DELETE DELETE ALL The filter option allows the user to filter for specific data. The delete option allows the user to delete the selected (highlighted) item. The Delete All option allows the user to delete all the prices already imported. IMPORT GENERATE EXAMPLE DATA The user can click on this option to generate an example of the.csv import file. The user only needs to specify where to save the file and give it a name. This file can then be edited or the column headings in the first line can be used in an Excel file to create the import file. Save the Excel file then as a.csv (comma delimited) file which can be imported. IMPORT DATA FILE Importing of data has already been explained. CLOSE Once the user is done with the maintenance of the imported data, he can close the screen. When the Recurring Charges are processed and the system needs the data for those Lookup price types, the prices have already been imported and saved on the system. PROCESSING RECURRING CHARGES The Recurring Charges that have been created need to be processed. To be able to do that, the user needs to select debtors from the IQ main menu and click on the Recurring Charges option. Click on the Process button on the bottom right of the screen. IQ RETAIL (PTY) LTD 2017 Page 125 of 128

126 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) The Recurring Charges Processing screen will appear. The invoice date is the date when the user wants to process the Recurring Charges. The user has to review the pending Recurring Charges on the list. Items with problems are highlighted and can be corrected. Items with severe errors will not be processed. The user also has the option to remove items that he doesn t want to process. COLOUR LEGEND The colour legend describes all the information, if there are errors, if it needs specific item prices, if there is a critical error or if there is a problem with the stock. PROBLEM DESCRIPTION SHOW ALLOW This is a list of all the error information, the red items are critical errors and the blue items are non-critical errors and the green items are items where manual pricing is required. RECURRING CHARGES This is a list of all the applicable charges that is available for processing right now. BUTTON FUNCTIONALITY REMOVE This option allows the user to remove a Recurring Charge if it should not be charged anymore. FLASH SET PRICES REFRESH REPORT OPTIONS RUN CHARGES This option allows the user to have quick access to reports that can be created, that has got to do with the Recurring Charges. This option allows the user to set specific prices for specific Recurring Charges. If the user is busy with this screen and some information is changed, the user can use this option to update the Recurring Charges. This option allows the user to print a list of the Recurring Charges, it can also be previewed and designed. This option allows the user to run the Recurring Charges, after all errors have been corrected. If there was still a problem an error message would appear to warn the user about it. If all the errors have been addressed, the user can run the charges. IQ RETAIL (PTY) LTD 2017 Page 126 of 128

127 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) A processing summary will appear with the Document numbers for each of the Recurring Charge invoices, as well as the specification of what should happen with each of the transactions, should it be ed, exported or printed. Click on the Enable Action Override to change the option if needed. The user can filter for specific information, he can get a flash report, or the information can be exported. The user can also select which printer to use to print the transactions to. The Actions button allows the user to perform all the actions, to print all, or to all or to export all. If it is necessary, the user can click on the Change Address button to change the address for the debtor, he can also update the debtors maintenance if needed. The system warns the user that this information will not be available in this format again, but the user can recall documents to view the charges again. When all actions have been performed, the user can close the Recurring Charge Summary screen. DETAILED CHARGE INFORMATION All the items that appear in black means that the item will be processed and that there is no concern. Everything that appears in green, means that they require prices. To set the prices on these items in green, the user can select the Set Prices button on the bottom on the screen. Specify the price and if the item number is the same for all, the user can click on the Apply to All button to apply the same price to the same charge for all the debtors. If the item numbers are not the same, the user will have to change them individually or he can go back to Recurring Charge maintenance and set the prices and change the price types there. IQ RETAIL (PTY) LTD 2017 Page 127 of 128

128 IQ RETAIL - ADMINISTRATOR MODULE 01 (V ) Any of the items listed in blue, first has to be fixed before the Recurring Charges can be processed. The user can Allow for example a Debtor s Terms error message or Stock sold into negative, but all prices will have to be fixed before the charges can run. The refresh button will refresh the information available on the screen, and show which items still have errors on, that need to be checked or fixed. The Report option allows the user to see all the Recurring Charges per debtor and all the error messages per item. If the user is not concerned about an error message, he can click to allow the transaction to continue. REVERSAL OF RECURRING CHARGES The system allows the user to reverse any Recurring Charges processed, that have not already been reversed. To reverse a Recurring Charge or Charges, Click on the Reversals button on the bottom of the Recurring Charges screen. Charges listed in Green have already been reversed. Only charges listed in black can be reversed. Select the charges to be reversed by filtering for them or by ticking the box next to a specific charge. Click then on the Reverse Selected button on the bottom of the screen. After the reversal was done, the system will tell the user the Reversal Process has completed successfully and the reversed transactions will be listed in green. IQ RETAIL (PTY) LTD 2017 Page 128 of 128