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HansaWorld Enterprise’i tooted sisaldavad finantsarvestust, ettevõtte kliendihalduse ja ressursiplaneerimise funktsioone Windows, Mac OS X, Linux, PocketPC 2003 ja AIX platvormidele.

Programm on loodud eesmärgiga muuta Sinu firma juhtimine ja raamatupidamine võimalikult lihtsaks. Programm toimib sarnaselt sõltumata platvormist. Erinevusi süsteemi kasutamisel erinevates kasutajakeskkondades kirjeldatakse käesolevas juhendis põhjalikult. Üldjuhul on illustreerivad näited võetud Windows XP keskkonnas töötavast programmist.

Nurksulud - [Salvesta], [Jäta] - viitavad nuppudele ekraanil.

Projektiarvestus

Hansa Projektiarvestuse moodul on mõeldud peamiselt teenindusettevõtetele. Sellised firmad esitavad oma klientidele arved tehtud töötundide või ka päevade eest. Paljudel juhtudel lisanduvad ostetud materjalid ja kaubad. Hinnad võivad kujunenda väga erinevalt sõltuvalt töötaja kvalifikatsioonist, konkreetsest ülesandest ja ka kliendist. Samas võib projektil olla eelnevalt kokku lepitud kindel hind. Projektiarvestuse süsteem peab olema väga paindlik, et tulla toime kõikvõimalike erinevate variantidega ning lihtsustada sealjuures firma igapäevatööd.
Vajadus projektiarvestuse süsteemi järele võib tekkida ka väikses firmas, niipea kui päevakorda kerkivad keerukamad projektid. Kui väikesed konsultatsioonifirmad jõuavad 20 - 30 konsultandini, on see piir käes. Edasisel laienemisel on vaja juba mitut juhti, et firma müük ja töökorraldus ei kannataks. Lihtsustades projektijuhtimist, võimaldab Hansa seda punkti edasi lükata.
Teenindusettevõtte jaoks on töötaja aja õige kasutamine väga olulise tähtsusega. Tund aega tasuta osutatud teenust on firma jaoks kaotatud raha, mida tagasi ei saa. Edukuse võti on järjekindel ning süstemaatiline projektide juhtimine, töötajate töötundide ning arvete esitamise jälgimine. Igasuguse projektiarvestuse süsteemi eesmärk peab seejuures olema aidata firmal olla efektiivsem. Igal firmal on aga töötajate ja projektide jälgimisest ning arvete esitamises oma nägemus. Hansa pakub rida väga paindlikke aruandeid, mis annavad juhtidele vajaliku informatsiooni.
Hansa Projektiarvestuse moodul võimaldab igal töötajal täita ise oma Ajatabeleid, soovitavalt iga päev. Ajatabeleid jälgivad juhid ning enne Arvete koostamist peavad need olema kinnitatud. Seda võiks teha iganädalaseslt. Enne Arvete koostamist saab parandada võimalikud vead ning vajadusel teha muudatusi. Kuni kinnitamiseni on Ajatabelid vabalt muudetavad.
Selle mooduli põhifunktsiooniks on koguda kokku informatsioon iga projekti raames tehtud töötundide ning kasutatud materjalide ja osutatud teenuste kohta. Kui see informatsioon on olemas, saab seda võrrelda eelarvega, kontrollida, vajadusel muuta ning esitada selle põhjal kliendile arve. See moodul keskendub tuludele, mitte kuludele. Kulude üle peetakse automaatselt arvestust Finantsmoodulis.
Hansa Projektiarvestuse moodul on integreeritud ülejäänud süsteemiga. Projektide eest koostatakse Arved Müügireskontrosse, mis on omakorda integreeritud Finantsmooduliga, kuhu koostatakse Kanded.
Alltoodud joonisel näed, kuidas Hansa Projektiarvestuse moodul (vasakul) on integreeritud registritega muudest moodulitest (all), mille informatsiooni projektijuhtimisel kasutatakse. Lisaks kasutatakse hulka seadistusi.

Projektid ja Projektieelarved sisestatakse vastavatesse registritesse. Seejärel sisestatakse Ajatabelid ja/või Tegevused, millel salvestatakse tehtud tööd. Kõik see ning lisaks informatsioon muude tehtud kulutuste (lisaks ostetud kaubad ja materjalid, firma siseressursside ja laokaupade kasutamine) kohta kantakse automaatselt Projekikannetele. Iga artikkel registreeritakse eraldi võimaldades need täpselt Projekti arvele kanda.
Seda protsessi illustreerib alltoodud joonis:

Enne Arvete koostamist saab Projektikannetel teha vajalikud parandused. Samuti on võimalik parandada Projektikannetest koostatud Arveid enne, kui need kinnitatakse.
Niimoodi koostatud Arvetel kajastub tegelikult tehtud töö. Mõnel juhul lepitakse Projekti maksumus eelnevalt kliendiga kokku ning Arve esitatakse lepitud summale. Sellisel juhul tuleks Projektile koostada Projektieelarve, kus määratakse, kas Arve koostatakse tegelike kulude või Projektieelarve põhjal.
Projektiarvestuse moodulis on aruanded nii töötajate kui kasutatud aja kohta, samuti mitmed Projektide hetkeseisu kajastavad aruanded. Ekraanile tellitud aruannetes on võimalik kasutada Hansa drill-down funktsiooni, mis teeb andmete analüüsimise kiireks ja lihtsaks.

Lepingute moodul

Lepingute moodul on mõeldud firmadele, mis pakuvad kaupu ja teenuseid, millede eest esitatakse perioodiliselt arveid, nagu näiteks rendifirmad, perioodilisi tellimusi pakkuvad või müügijärgse hooldusega tegelevad ettevõtted.

Klientidega sõlmitud Lepingud registreeritakse Lepingute registris, mille spetsiaalne funktsioon võimaldab automaatselt Lepingutele Arved koostada. Lepingutele koostatud Arved registreeritakse HansaWorldi Müügireskontro moodulis, kus neid käsitletakse nagu kõiki teisi Arveid.
Lepingute moodulis on võimalik koostada ja jälgida ka Lepingupakkumisi, millest on lihtne koostada Lepinguid.

Introduction

HansaWorld FirstOffice Start is an integrated accounts and office administration tool for Macintosh and Windows. It includes Sales, Purchase and Nominal Ledgers, and a Calendar and Task Manager that you can use for contact and diary management. The abbreviated term "FirstOffice" is used throughout these web pages when referring to HansaWorld FirstOffice Start.

In this introductory section, we will describe the steps you need to follow to get started with FirstOffice. Topics covered include installation and the creation of a new database.

Introduction

When you create a database or open an existing one, FirstOffice's desktop will appear, with the Master Control panel in the centre of the screen. You can use the icons in this panel as shortcuts to different parts of the program.

You can carry out most operations in FirstOffice in three different ways:

Use the method you feel most comfortable with. In the beginning you may find it easiest to select from menus or from the Master Control panel, but when you get more used to the program, you will find the keyboard commands faster to work with.

Introduction

Managing your own business is often a rewarding undertaking, but with it come a number of obligations. One is the requirement to keep your accounts up to a certain standard. The legal requirements differ with the type of business and the country of operation, but regardless of these there can be great advantages in having your books in order. In this section some of the basic concepts used in accounting, and their integration into FirstOffice, are described.

Introduction

Before starting work with FirstOffice, you should first have created a new database into which you have entered information about your company, the current fiscal year, a set of VAT Codes and a Chart of Accounts. If this is not the case, please turn back to the Starting FirstOffice section of these web pages before proceeding.

Introduction

Settings allow you to tailor FirstOffice's operation to your requirements. Many settings take the form of preferences: examples include Account Usage S/L and Account Usage P/L, which you can use to inform FirstOffice which Account is to be used in a particular situation (e.g. the Debtor and Creditor Accounts). Other settings require a number of records to be entered: this information tends to be used in 'look-up' tables (i.e. 'Paste Special' windows) from the main registers.

To edit or add to a setting, elect 'Settings' from the File menu or click the [Settings] button in the Master Control panel. You can also use the keyboard shortcut Ctrl-S (Windows) or ⌘-S (Macintosh).

The 'Settings' list window opens, showing the various settings or preferences available in FirstOffice:

Double-click any of the items in the list to view, change or add to any of the settings.

Introduction

Base registers typically contain information that is then used elsewhere. This information will not itself be changed very often. For example, the Customer register is effectively a list of Customer names and addresses that will be referred to from the Calendar and from Invoices and Receipts.

FirstOffice contains three base registers. You can open them by clicking the buttons in the Master Control panel:

The following pages contain descriptions of the base registers:

Introduction

Each transaction register represents a particular type of accounting transaction. Invoices, Receipts (payments that you receive against Invoices that you have issued), Purchase Invoices and Payments (that you issue against Purchase Invoices) are each stored in separate registers. The Transaction register is used for all other kinds of transaction (e.g. credit card payments, salaries, transfers between bank accounts).

The Invoice and Receipt registers make up FirstOffice's Sales Ledger, while the Purchase Invoice and Payment registers make up the Purchase Ledger. These four registers are sometimes described as 'Sub Systems'. When you enter a record to any one of these registers and then approve and save it, a corresponding record will be created automatically in the Transaction register. The Transaction register is FirstOffice's Nominal Ledger.

FirstOffice contains five transaction registers. You can open them by clicking the buttons in the Master Control panel:

The following pages contain descriptions of each transaction register:

Introduction

The Calendar and Task Manager are simple and efficient tools for keeping track of contacts with Customers and for planning activities of all kinds. You can use them to record the different tasks and events in the business day, such as customer contacts for sales, service support, consultancy appointments etc. In FirstOffice, each task and event is saved as a separate record in the Activity register. The Calendar and the Task Manager allow you to view, review and change your Activities, and to add new ones (to keep your Activities separate from those of other users, you cannot open the Activity register itself). You can use the Activity register as a planning and monitoring tool for a sales force, or as a tool to log telephone calls to a customer service centre, and in many other ways. As with all FirstOffice features, there is a great deal of flexibility, and different users will adapt it to their own requirements.

Introduction

Use the 'Documents' function to print particular documents or Forms in batches. To begin printing documents, select 'Documents' from the File menu or click the [Documents] button in the Master Control panel. You can also use the Ctrl-D (Windows) or ⌘-D (Macintosh) keyboard shortcut.

The 'Documents' list window opens, showing the documents that can be printed from FirstOffice. Each item ("Document") will be printed using a different Form.

To print a document, follow this procedure:
  1. Double-click the appropriate item in the 'Documents' list.

  2. A specification window will then appear, where you can determine the documents that you want to be printed (e.g. which Invoices are to be printed). The specification window for each document is described in detail on the pages describing each document.

  3. Click [Run] to print the documents.

  4. Close the 'Documents' window using the close box.
Each document will be printed using a different Form. To determine the Form that will be used when a document is printed, follow this procedure (when FirstOffice is supplied, a sample Form is attached to each document):
  1. For each option, design a Form (or change the sample Form supplied to reflect your own requirements) using the Forms setting.

  2. Open the 'Documents' window using the 'Documents' item on the File menu or by clicking the [Documents] button in the Master Control panel.

  3. Click once on each item in the list and select 'Define Document' from the Operations menu. In the subsequent window, assign a Form (or more than one Form) to each document: this window is fully described here.

  4. You only need use the 'Define Document' function once for each document. Afterwards, Form selection will be automatic.
The selection process for each document is described on the pages describing each document. In all cases, leave all the fields in the specification window blank if documents for all the records in the database are to be printed. If it is necessary to restrict the number of documents printed, use the fields as described.

It is often possible to report on a selection range, such as a range of Invoice Numbers. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to report on Customers 001 to 010, enter "001:010" in the Customer field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.

Introduction

To print a report in FirstOffice, select 'Reports' from the File menu or click the [Reports] button in the Master Control panel. You can also use the Ctrl-R (Windows) or ⌘-R (Macintosh) Keyboard shortcut.

The 'Reports' list window opens, showing the reports available in FirstOffice:

To print a report, double-click the appropriate item in the list. A specification window will then appear, where you can decide what is to be included in the report. Leave all the fields in the specification window blank if the report is to include every record in the relevant register. If you need to restrict the coverage of the report, use the fields as described individually on the pages describing each report.

It is often possible to report on a selection range, such as a range of Customers, or a range of Items. To do this, enter the lowest and highest values of the range, separated by a colon (:). For example, to report on Customers 001 to 010, enter "001:010" in the Customer field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc. Similarly, wherever a report period is required, enter the start and end dates, again separated by a colon (e.g. 01/01/2005:31/01/2005).

Use the Media options at the bottom of the specification window to determine the print destination of the report. The default is to print to screen. You can initially print to screen and subsequently send the report to a printer by clicking the Printer icon at the top of the report window. You can also print the report to disk as a text file. This will be useful if you want to format the report in your house style before printing.

When you have specified what is to be included in the report, click [Run] to print the report.

Introduction

You can export several different types of information from FirstOffice. You can incorporate the exported information in external programs such as spreadsheets, word processors etc. Apart from those created by the Back-up functions, all exports are output in simple text format, with fields separated by tabs.

To produce an export file, select the 'Exports' item on the File menu or click the [Exports] button in the Master Control panel.

The 'Exports' list window opens, showing the Exports that can be produced from FirstOffice.

Double-click the appropriate item. A specification window will then appear, where you can decide the contents of the export file. Click [Run] again and a 'Save File' dialogue box will appear, where you can name the file and determine where it is to be saved.

Be careful when opening a FirstOffice Export file with Microsoft Excel with the intention of editing it before importing it to a new database. Under certain circumstances, Excel will, when opening a text file, convert some variables that it interprets as dates into its own internal date format. Where you are expecting a date to appear in the spreadsheet you may see a number such as "35475". When you save the spreadsheet again as a text file these variables will not be converted back to date format. So, if you import this text file to FirstOffice, the dates will all be wrong. To avoid this problem, make sure you use the third step of Excel's Import Wizard to set all imported columns to 'text' format (highlight all the columns in the Data Preview area using the Shift key and select 'Text' as the Column Data Format).

You cannot open files created using the 'Database Text Backup' and 'Company Text Backup' functions in Excel as they are not text files.

Introduction

The 'Imports' function allows you to import information from tab-delimited text files exported by other FirstOffice databases or Companies, or from other applications such as spreadsheets. It also imports the encrypted back-up files created by the Company Text Backup and Database Text Backup Export functions.

When you select the function using the 'Imports' item on the File menu, an 'Imports' list window appears:

There are three import options: double-click one to start the import process. An 'Open File' dialogue box will appear, asking you to locate the file to be imported. Click [Open] and the import will begin.

Welcome to the FirstOffice Start manuals online

Please begin by clicking on a link on the left...

HansaWorld FirstOffice Start is a powerful accounting system for the Windows, Linux and Macintosh platforms. The program is practically identical in the three environments, and is designed to make administration and accounting as easy and fast as possible. In the specific areas where there are significant differences, these are described and illustrated in full. In all other cases all illustrations are taken from the Windows XP version.

Text in square brackets - [Save], [Cancel] - refers to buttons on screen.

Information in this document is subject to change without notice and does not represent a commitment on the part of HansaWorld. The Software described in this document is a sophisticated information management system. Features are liable to alteration without notice. This documentation is not intended as a de facto representation of the system, but as an overview of its facilities. It cannot be exhaustive in all respects. Whilst effort is made to ensure the accuracy of the information published concerning the features and use of HansaWorld FirstOffice Start software, it is still possible that certain functions mentioned may not be fully implemented, may not be available under certain circumstances, or may possibly relate to a future release of the software. Errors and omissions excepted. HansaWorld accepts no contingent liabilities. All HansaWorld FirstOffice Start software related transactions are subject to HansaWorld's Conditions of Sale and Software Licence Agreement. All rights reserved.

Hooldusteeninduse moodul

Hooldusteeninduse moodul on mõeldud kasutamiseks firmades, mis pakuvad toodete müügijärgset hooldust ning vajavad sellise teenuse korraldamiseks efektiivset lahendust.

Iga parandustöö registreeritakse eraldi kaardil Teenindustellimuste registris. Firmades, kus tooteid nii müüakse kui ka parandatakse, määratakse toodetele automaatselt ka garantiiaeg. Töö teostajatele esitatakse instruktsioonid Töökäskude registris ning tehtud tööd ja kasutatud varuosad registreeritakse Töölehtede registris. See register on integreeritud Lao mooduliga: Töölehe kinnitamisel võetakse kasutatud Artiklid laost maha ja koostatakse vajadusel kulukanded Finantsi. Kui vajalikke varuosi hetkel laos ei ole, saad koostada vastavad Ostutellimused. Arved parandustööde kohta koostatakse Müügireskontrosse, kus neid käsitletakse nagu teisigi Müügiarveid. Varuosade liikumised parandustöökodadesse ja sealt välja registreeritakse omaette registris.

Kulutuste moodul

See moodul võimaldab jälgida firma töötajate poolt tehtud kulutusi. On võimalik pidada arvet eraldi iga töötaja kohta, tellida aruandeid ning käsitleda ettemakse ja tagasimakseid. Kulutuste sisestamine on sarnane Ostuarvete sisestamisega - seda on võimalik teha Artikli tasemel. Kui Sa kasutad ka Projektiarvestuse moodulit, saad Kulutused siduda Projektidega selliste kulutuste registreerimiseks, mille kohta klientidele arved esitatakse ning detailseks Projekti kasulikkuse kalkulatsiooniks.

Kassamoodul

Kassamoodulis registreeritakse erinevad sularahatoimingud. Võid sisestada iga sularahatoimingu eraldi või registreerida kogu päeva laekumised ühe toiminguna eeldusel, et nende kõigi puhul on kasutatud sama Müügikontot ja Kassa- või Pangakontot. Samuti võid registreerida üheskoos kõik päeva tasumised.

Introduction to the Report Generator in the Enterprise by HansaWorld ERP system

The Report Generator allows you to design your own reports. This process includes:
These web pages are organised as follows:
See also:

Introduction

Managing your own business is often a rewarding undertaking, but with it come a number of obligations. One is the requirement to keep your accounts up to a certain standard. The legal requirements differ with the type of business and the country of operation, but regardless of these there can be great advantages in having your books in order. In this section some of the basic concepts used in accounting, and their integration into FirstOffice, are described.

Introduction

Before starting work with FirstOffice, you should first have created a new database into which you have entered information about your company, the current Fiscal Year, a set of VAT Codes and a Chart of Accounts. If this is not the case, please turn back to the Starting FirstOffice section of these web pages before proceeding.

Introduction to Customers and Suppliers

Information about your Customers, Suppliers and all other companies with whom you have some contact is stored in the Customer register. This register is available in the Sales Support module and in the Sales and Purchase Ledgers. Storing Customers, Suppliers and other companies together in one register means that you can make full use of the Calendar, Task Manager, Mails and Letters with companies of all kinds (the last two require you to have the appropriate Value Packs). It also means that you will only have to maintain a single record for a company who is both a Customer and a Supplier.

Throughout these web pages, the term "Customer" is usually used when describing the use of a record in the Customer register in a sales context, while "Supplier" is used in a purchase context. "Supplier" implies that the Supplier box in the header of the Customer record has been checked.

On the sales side, you can group Customers of a similar type together using Customer Categories. Every Customer belonging to a Category will be given the same default Price List and Debtor Account, saving you the work of having to specify these in each individual Customer record. Defining and assigning Customer Categories also makes modification easier: if it is necessary to assign a different Debtor Account, for example, you only need to make one change (to the Customer Category), rather than many (to each of the Customer records). If you specify information both for a Customer Category and in the Customer record on an individual company belonging to that Category, the information entered in the Customer record will take precedence. For example, if you specify a Price List in a Customer Category and in a Customer belonging to that Category, the one in the Customer will be used.

Similarly, on the purchase side you can group Suppliers of a similar type together using Supplier Categories. All Suppliers belonging to the same Category can be given the same default Creditor Account, saving you the work of having to specify this for all Suppliers individually. A company that is both a Customer and Supplier can belong both to a Customer Category and to a Supplier Category.

Prior to FirstOffice and Office/2 version 4.1, Customers and Suppliers were stored in separate registers. In this version, the two registers were made into one. When you update to this or a later version, you can use the 'Convert Suppliers to Customers' Maintenance function in the System module to bring the information in the two registers together. This is described on the Combining Customers and Suppliers page.

Introduction to Items and Pricing

The Item register contains information about the products and services that you sell. It is accessible from the Sales Support, Stock and Sales Ledger modules.

You can group Items of a similar type together using Item Groups. You can give every Item belonging to the same Group the same default Sales and Cost Accounts, Credit Account and VAT Codes, saving you the work of having to specify these for all Items individually. Defining and assigning Item Groups also makes modification easier: if you need to assign a different Cost Account, for example, you only need make one change (to the Item Group), rather than many (to each of the Items).

If information is specified both for an Item Group and for an Item that belongs to that Group, the information entered for the Item will take precedence.

Introduction to the System Module

This module contains settings and registers used collectively by the other modules, including the Chart of Accounts. It is also where the administration of users, including the allocation of access rights to the other modules, is carried out.

Introduction to the Sales Ledger

This module is the primary tool for the handling of accounts receivable, and all that is associated with the Invoices the company sends to its Customers. The Sales Ledger interacts with several of FirstOffice's modules: it receives Invoices from the Sales Order register, and it creates and sends accounting transactions to the Nominal Ledger module.

Introduction to the Purchase Ledger

This module is the primary tool for the handling of accounts payable, and all that is associated with the Purchase Invoices you receive from your Suppliers.

Introduction to the Nominal Ledger

The Nominal Ledger module is your tool for general accounting, budgeting, forecasting and analysis.

Introduction to the Sales Support Module

Use the Sales Support module to record and administer the Orders that you receive from Customers, including issuing Deliveries and raising Invoices. The module is integrated with the Sales Ledger (Orders are converted to Invoices) and with the Stock module (Deliveries are created from Orders).

Introduction to the Stock Module

The Stock module allows you to record deliveries to and from stock. It interacts with the Sales Support module, with the Sales Ledger and the Nominal Ledger. The Delivery register is always updated from the Sales Order register.

All shipments in and out of stock are recorded as transactions in the Stock module. In addition and if required, FirstOffice can automatically update stock valuations in the Nominal Ledger. Several reports give information about the contents and value of your stock.

Introduction

The Calendar and Task Manager are simple and efficient tools for keeping track of contacts with Customers and for planning activities of all kinds. You can use them to record the different tasks and events in the business day, such as customer contacts for sales, service support, consultancy appointments etc. In FirstOffice, each task and event is saved as a separate record in the Activity register. The Calendar and the Task Manager allow you to view, review and change your Activities, and to add new ones. You can use the Activity register as a planning and monitoring tool for a sales force, or as a tool to log telephone calls to a customer service centre, and in many other ways. As with all FirstOffice features, there is a great deal of flexibility, and different users will adapt it to their own requirements.

Introduction to Value Packs

Value Packs allow you to add extra features to the basic FirstOffice program. The following Value Packs are available:
The constituent parts of two Value Packs (Currencies, Languages and Advanced Pricing, and CRM and Mail) are described separately in these web pages, while Currencies and Dual-Base Currency have been joined together in a single description. For details about the Bar Code Value Pack and about the Internet Server and Users Value Packs, please refer to your local FirstOffice representative. The Bar Code Value Pack is used in Finland, where Purchase Invoices are bar coded.

You can add a Value Pack to FirstOffice at any time by following these steps:

  1. If you have a multi-user installation, you can work on the server or on one of the clients.

    If you want to work on the server and it is running, ensure no other user is logged in, select 'Quit, Remove Autoserver' from the File menu and restart FirstOffice.

  2. Use the [Select Module] button in the Master Control panel to change to the System module.

  3. Click the [Settings] button in the Master Control panel (or select 'Settings' from the File menu). In the resulting list, double-click 'Configuration'.

  4. Check the required Value Pack option(s) and click the [Save] button in the Button Bar to save changes and close the window.

  5. In single-user installations, quit FirstOffice and restart to allow the changes to take effect.

  6. In multi-user systems, if you were working on a client, quit FirstOffice and restart to allow the changes to take effect. There is no need to restart the server.

    If you were working on the server, select 'Server' using the [Select Module] button in the Master Control panel.

    In both cases, the clients can now log in again: they will now have access to the Value Pack(s). If you need to prevent individual users from using Value Packs, you should do so using Access Groups.

  7. Refer to the Enabler Key page for instructions about applying for a new Enabler Key.
Note that in the main part of these web pages, we have assumed that no Value Packs are present. When a Value Pack is present, new fields, settings and functions will be made available and therefore the appearance of some of the lists and screens in your copy of FirstOffice will differ from those illustrated on those web pages. For example, if you are using the Currencies, Languages and Advanced Pricing Value Pack, the Order, Invoice and Goods Receipt screens will gain an extra card (the 'Currency' card) showing the Currency and Exchange Rate. Other new fields will appear on the existing cards.

Introduction to the Advanced Pricing Value Pack

The standard version of FirstOffice allows you to define various Price Lists and to allocate those Price Lists to different Customers so that the correct Prices are used when you enter Orders and Invoices. When you specify a Customer in an Order or Invoice, the Price List for that Customer will be activated. When you then add an Item to the Order or Invoice, FirstOffice finds the correct Price by searching in the Price register for the unique record for the Price List/Item combination.

The Advanced Pricing Value Pack (part of the Currencies, Languages and Advanced Pricing Value Pack) contains the following features:

Because these features represent a significant addition to FirstOffice's pricing system, these pages should be read in place of the standard Price Lists pages.

Introduction to the CRM Value Pack

The Customer Relationship Manager (part of the CRM and Mail Value Pack) adds various features to Activities, the Calendar and the Task Manager to help you keep track of contacts with Customers. It also contains the Customer Letter register, which you can use to organise and produce mailshots.

Introduction to the Currencies Value Pack

FirstOffice offers two Currency conversion methods in two separate Value Packs. You can use either of these methods exclusively, or you can use them in combination, depending on your requirements.
  1. The simple conversion from a foreign Currency to the home Currency, applicable to the majority of worldwide Currency transactions. This is part of the Currencies, Languages and Advanced Pricing Value Pack.

  2. The dual-base triangulation system, termed the "Dual-Base system" in these web pages. This is provided by the Dual Base Currency Value Pack. Users of this system fall into two categories:
    Voluntary
    The Dual-Base system will be useful for companies that have offices in two countries that need to report in both Currencies, for companies operating in countries where there is a second Currency (usually the US Dollar or Euro) in common use in addition to the national one, and for companies in the Euro zone who retain their old national Currency for comparison purposes.

    Transitional
    The Dual-Base system will also be useful in countries passing through the transitional process of replacing their home Currencies with the Euro. A requirement of this process is that all transactions should be expressible in both the home Currency and the Euro. Direct conversions from the home Currency to any foreign Currency except the Euro are not possible. Instead, the home Currency should first be converted to the Euro, and there should then be a second conversion to the foreign Currency.

    At the time of writing, there were no countries undergoing the transitional process, but future enlargement of the EU was imminent. Therefore, where the transitional process is illustrated in these web pages, historical data from a hypothetical company in Holland is used. In this company, the home Currency is NLG (Dutch Guilders) and foreign Currency sales are in FIM (Finnish Markka).
    The term "Euro zone" has been used in these web pages to refer to those countries that have completed the transitional process described above and now have the Euro as their main Currency. Companies in these countries should use the simple conversion system, unless they are retaining their old national Currency for comparison purposes. In this case they fall into the "voluntary" category described above.

    "Transitional" users should use the Dual-Base system exclusively, in order to comply with European Monetary Union (EMU) rules, while "voluntary" users can be more flexible, using Dual-Base and simple conversion systems in combination as required.

    Companies outside the Euro zone but trading with it have the choice of using the simple conversion system or the Dual-Base system. This choice will depend on the volume of trade with the Euro zone and on whether they need the ability to produce all reports in both the home Currency and the Euro. Such a use of the Dual-Base system falls into the "voluntary" category described above.

    Similarly companies outside the Euro zone and trading with "transitional" countries can choose whether to use the simple conversion system or the Dual-Base system.

Introduction to the Group Invoicing Value Pack

The Group Invoicing Value Pack adds one Maintenance function to the Sales Support module. This function allows you to create Invoices in batches. It finds all approved but uninvoiced Deliveries and creates appropriate Invoices, which are saved in an unapproved state. Each Invoice will contain a reference to the Order to which it pertains. If several Deliveries to the same Customer, perhaps from different Orders, require invoicing, they will be grouped together on a single Invoice, providing those Orders have the same Payment Terms. Otherwise, a separate Invoice will be created for each Payment Term used. You can approve all Invoices thus created in a single step, by highlighting them in the 'Invoices: Browse' window and selecting 'OK' from the Operations menu. Remember that if you wish to change any of the Invoices, you must do so before they are approved. You can also print the Invoices in a single batch, using the 'Documents' function on the File menu or the [Documents] button in the Master Control Panel having first selected 'Sales Ledger' using the [Select Module] button in the Master Control panel. Please click for more details about approving and printing Invoices.

Selecting the 'Group Invoicing' function brings up the following dialogue box:

This enables you to limit the Invoice creation to a single Customer or Customer Category or a range of Customers (specify two Customer Numbers, separated by a colon). You can use 'Paste Special' if necessary. Leave the fields blank if you do not need to restrict the Invoice creation to particular Customers. The function options allow you to control the appearance of the Invoice and are self-explanatory.

Click [Run] to run the function. It may take a few moments, depending on the number of Invoices to be created. When it has finished, you will be returned to the 'Maintenance' list window.

An example of an Invoice created with this function is shown below.

Note that the Order Number field on the 'Delivery' card of a Group Invoice will be empty. This is because more than one Order can contribute to a single Group Invoice. Instead, Order Numbers will appear in the grid, as shown in the illustration above. One implication of this is that the 'Recalculate Orders' Maintenance function in the Sales Support module should not be applied to Orders that have been included in a Group Invoice. Group Invoices cannot be found by this function when it recalculates the Invoiced Quantity. On the other hand, if you remove an Order from a Group Invoice before approving that Invoice, you should run the 'Recalculate Orders' function for that Order to set the Invoiced Quantity back to zero.

Introduction to the Languages Value Pack

The Languages part of the Currencies, Languages and Advanced Pricing Value Pack allows you to print documents such as Orders, Invoices and Quotations in the Language of the Customer or Supplier, with appropriate translations of Item names, Payment Terms, etc, and using different Forms.

To set up such a system, follow these steps:

  1. Enter the Languages used in your business using the Languages setting in the System module.

  2. For each Customer and Supplier, enter the appropriate Language to the field on the 'Company' card of the Customer screen, using 'Paste Special' if necessary.

  3. Enter translations as necessary in the following settings and registers: Items, Delivery Modes, Delivery Terms, Payment Terms and Units.

  4. Using the Form register in the System module, design as many Forms as necessary in the various Languages. These should include Orders, Invoices of all kinds (including Proforma and Interest Invoices), Delivery Notes, Remittance Advices, Quotations (if you also have the Quotations Value Pack) and Purchase Orders (if you also have the Purchase Orders Value Pack).

  5. Using the 'Define Document' function in each module, specify when each Form is to be used.
Please click the links for detailed descriptions about each step.

Introduction to the Mail Value Pack

FirstOffice's Mail facilities (part of the CRM and Mail Value Pack) allow users in multi-user systems to:

Introduction to the Purchase Orders Value Pack

The Purchase Orders Value Pack adds the necessary settings and registers to the Stock module to allow you to enter and print your Purchase Orders, for sending to Suppliers. There is also a separate item register for Purchase Items. This register can be made to cooperate with the normal Item register in the Sales Support and Sales Ledger modules.

Introduction to the Quotations Value Pack

Use the Quotations Value Pack to create Quotations for sending to Customers and subsequently to convert the Quotations to Orders or Invoices. It can be used for call management: you can specify Contact Dates for each Quotation, making it easy to produce lists of calls to be made on a particular date.

The Quotations Value Pack is part of the Sales Support module and is fully integrated with the Sales Ledger.

Introduction to the Stock Locations Value Pack

This Value Pack allows you to keep stock in different Locations.

To start using this Value Pack, all you need do is define your Stock Locations in the Location register in the Stock module. You can then specify a Location both when receiving goods into stock and when delivering. A new Stock Movement register allows you to move Items from one Location to another. Any costs incurred in a Stock Movement will be recorded in the Nominal Ledger. Stock quantities and values for Items are maintained both per Location and in total.

Welcome to the FirstOffice Professional manuals online

Please begin by clicking on a link on the left...

HansaWorld FirstOffice Professional is a powerful accounting system for the Windows, Linux and Macintosh platforms. The program is practically identical in the three environments, and is designed to make administration and accounting as easy and fast as possible. In the specific areas where there are significant differences, these are described and illustrated in full. In all other cases all illustrations are taken from the Windows XP version.

Text in square brackets - [Save], [Cancel] - refers to buttons on screen.

Information in this document is subject to change without notice and does not represent a commitment on the part of HansaWorld. The Software described in this document is a sophisticated information management system. Features are liable to alteration without notice. This documentation is not intended as a de facto representation of the system, but as an overview of its facilities. It cannot be exhaustive in all respects. Whilst effort is made to ensure the accuracy of the information published concerning the features and use of HansaWorld FirstOffice Professional software, it is still possible that certain functions mentioned may not be fully implemented, may not be available under certain circumstances, or may possibly relate to a future release of the software. Errors and omissions excepted. HansaWorld accepts no contingent liabilities. All HansaWorld FirstOffice Professional software related transactions are subject to HansaWorld's Conditions of Sale and Software Licence Agreement. All rights reserved.

Introduction to the Sales Orders Module

Use the Sales Orders module to record and administer the Orders that you receive from Customers, including issuing Deliveries and raising Invoices. The module is integrated with the Quotations module (you can convert Quotations into Orders), with the Sales Ledger (you can raise Invoices from Orders), with the Stock module (you can issue Deliveries from Orders, which will remove the delivered Items from stock), and with the Job Costing module (you can ship Items from the Sales Orders module and charge them to Projects).

Müügireskontro

Müügireskontro on peamine vahend omamaks ülevaadet müügivõlgade ja muu üle, mis on seotud Sinu firma arveldustega klientidega. Müügireskontrot saad kasutada koos mitmete teiste HansaWorldi moodulitega: Arveid on võimalik koostada läbi Müügitellimuste, Lepingute ja Projektiarvestuse moodulite ning siin registreeritud Arvete alusel koostatakse kanded Finantsmoodulisse.

Introduction to the Nominal Ledger

The Nominal Ledger module is your tool for general accounting, budgeting, forecasting and analysis.

Introduction to the Enterprise by HansaWorld Working Environment

When you create a database or open an existing one, the Enterprise by HansaWorld desktop will appear, with the Master Control panel in the centre of the screen. You can use the icons in this panel as shortcuts to different parts of the program.

You can carry out most operations in Enterprise by HansaWorld using up to three different methods:

Use the method you feel most comfortable with. In the beginning you may find it easiest to select from menus or from the Master Control panel, but when you get more used to the program, you will find the keyboard commands faster to work with.

The following topics are included in this section:

Introduction to the System Module

This module contains settings and registers used collectively by the other modules, including the Chart of Accounts and Objects. It is also where the administration of users, including the allocation of access rights to the other modules, is carried out.

Ievads programmā Pirmais Ofiss

Rokasgrāmatas sadaļas lasiet, noklikšķinot uz saitēm lapas kreisajā pusē.

HansaWorld Pirmais Ofiss ietver efektīvu grāmatvedības uzskaites sistēmu Windows, Macintosh un Linux vidēm. HansaWorld programmas ir izveidotas tā, lai administrēšanas un grāmatvedības procedūru veikšana būtu iespējami vienkārša un ātra. To darbība ir līdzīga uz visām platformām. Visos gadījumos tiks izmantoti Windows operētājsistēmas attēli.

Teksts kvadrātiekavās - [Saglabāt], [Atcelt] - apzīmē loga pogas nosaukumu.

Šīs rokasgrāmatas informācija var tikt mainīta bez iepriekšēja brīdinājuma un “HansaWorld” par to neuzņemas atbildību. Aprakstītā programma ir sarežģīta informācijas vadības sistēma. Programmas funkcijas var tikt mainītas bez iepriekšēja brīdinājuma. Rokasgrāmata nav paredzēta kā sistēmas faktiskais atainojums, bet gan kā tās iespēju pārskats. Tā var nesaturēt pilnīgi izsmeļošu informāciju visos aspektos. Kaut arī tiek darīts viss, lai publicētā informācija par programmas funkcijām un HansaWorld programmas izmantošanu būtu precīza, pastāv iespēja, ka dažas aprakstītās funkcijas vēl pilnībā nav ieviestas vai noteiktos apstākļos nav pieejamas, vai arī attiecas uz programmas nākamo versiju uzlabojumiem. Rokasgrāmatas saturs un/vai priekšmeta spēkā esamība var tikt mainīta bez iepriekšēja brīdinājuma. “HansaWorld” neuzņemas iespējamo atbildību. Visi ar HansaWorld programmām saistītie darījumi ir pakļauti "HansaWorld” pārdošanas noteikumiem un programmas licences līgumam. Visas tiesības rezervētas.

Ievads darba vidē

Atverot vai izveidojot datu bāzi, tiks parādīta Pirmā Ofisa darba virsma, kuras centrā atrodas Bāzes logs. Tā ikonas tiek izmantotas ātrai pieejai dažādām vietām programmā.

Vairumu operāciju Pirmajā Ofisā var veikt trijos dažādos veidos:

Izmantojiet ērtāko metodi. Sākumā ērtāk būs izmantot Bāzes logu, taču vēlāk, pierodot pie programmas, tastatūras taustiņu kombināciju izmantošana paātrinās darbu.

Ievads darba sākšanā Pirmajā Ofisā

Ja esat secīgi pildījuši rokasgrāmatas norādījumus, tad šobrīd Pirmajā Ofisā jābūt izveidotai jaunai datu bāzei, kurā ievadīta informācija par kompāniju, pašreizējais finanšu gads, PVN kodu plāns un kontu plāns. Ja tā nav, atgriezieties sadaļā Pirmā Ofisa startēšana.

Ievads par kontaktiem

Informācija par klientiem un piegādātājiem tiek glabāta reģistrā Kontakti.

Programmas Pirmais Ofiss rokasgrāmatās termins "klients" tiek izmantots, lai aprakstītu reģistra Klienti kartiņu pārdošanas kontekstā, bet terminu "piegādātājs" izmanto pirkšanas kontekstā. "Piegādātājs" nozīmē to, ka klienta kartiņas augšējā daļā ir atzīmēta izvēles rūtiņa 'Piegādātājs'.

Līdzīga tipa klientus var grupēt sagatavošanā Klientu kategorijas. Visiem vienas kategorijas klientiem var piesaistīt vienu cenu lapu un debitoru kontu, kas rēķinos tiks ievietoti pēc noklusējuma, tādējādi ietaupot laiku to norādīšanai katram klientam atsevišķi. Klienta kategorijas definēšana un piesaistīšana vienkāršo arī attiecīgo parametru mainīšanu, piemēram, ja nepieciešams piešķirt citu debitora kontu, jāveic tikai viena izmaiņa (klientu kategorijai), nevis daudzas (katram klientam). Ja informācija ir norādīta gan klientu kategorijai, gan šīs kategorijas klientam, priekšroka tiks dota klienta kartiņā ievadītajai informācijai.

Līdzīgi iegādes pusē iespējams sagrupēt piegādātājus, izmantojot sagatavošanu Piegadātāju kategorijas. Visiem vienas grupas piegādātājiem var piesaistīt kopīgu noklusējuma kreditoru kontu. Uzņēmums, kas ir gan klients, gan piegādātājs, var ietilpt gan sagatavošanā Klientu kategorijas, gan Piegādātāju kategorijas.

Šajā nodaļā vispirms aprakstīta klientu kategoriju definēšana. Pēc tam tiks sniegts detalizēts reģistra Klienti un ar klientiem saistīto atskaišu apraksts.

Programmas iepriekšējās versijās klientu un piegādātāju kartiņas tika glabātas atsevišķos reģistros. šajā versijā abi reģistri ir apvienoti vienā. Pārejot uz šo vai jaunāku versiju, izmantojiet Sistēmas moduļa Apkalpošanas funkciju 'Konvertēt piegādātājus par klientiem', lai apvienotu abu reģistru informāciju. Sīkāku aprakstu skatiet sadaļā Klientu un piegādātāju apvienošana.

Ievads par artikuliem

Reģistrā Artikuli tiek glabāta informācija par piedāvātajām precēm un pakalpojumiem. Tas atrodas Realizācijas un Noliktavas modulī.

Līdzīgus artikulus var grupēt artikulu grupās. Visiem vienas grupas artikuliem pēc noklusējuma var piešķirt vienādus realizācijas, izmaksu, kreditoru kontus un PVN kodus, ietaupot laiku to ievadīšanai atsevišķi katram artikulam. Artikulu grupu definēšana un piešķiršana vienkāršo izmaiņu veikšanu, piemēram, ja nepieciešams piešķirt citu izmaksu kontu, jāveic tikai viena izmaiņa (artikulu grupai), nevis daudzas (katram artikulam).
Ja informācija ir norādīta gan artikulu grupai, gan artikulam, kas iekļauts šajā grupā, vērā tiks ņemta tikai tā, kas norādīta atsevišķi artikulam.

Ja informācija norādīta gan par artikulu grupu, gan tai piederošu artikulu, programmā priekšroka tiks dota artikula kartiņā ievadītajiem datiem.

Ievads valūtu uzskaitē

Pirmais Ofiss piedāvā divas valūtu konvertēšanas sistēmas. Katra konvertēšanas metode ir izmantojama atsevišķi vai kopā atkarībā no uzņēmuma vajadzībām.
  1. Vienkāršajā konvertēšanas sistēmā notiek ārvalstu valūtas konvertēšana nacionālajā valūtā, un tā ir piemērojama vairumam pasaules valstu valūtu grāmatojumiem.

  2. Divu bāzes valūtu trīspusējā sistēma, šajā rokasgrāmatā saukta par “Divu bāzes valūtu sistēmu”. Šīs sistēmas lietotāji ir iedalāmi divās kategorijās:
    Brīvprātīgie
    Divu bāzes valūtu sistēma būs noderīga uzņēmumiem, kuru biroji atrodas divās valstīs un kuriem jāveido atskaites abās valūtās, kā arī to valstu uzņēmumiem, kurās papildus nacionālajai valūtai parasti tiek lietota arī otra valūta (parasti dolāri vai eiro), un Eiropas Savienības valstu uzņēmumiem, kuri salīdzināšanai izmanto savu iepriekšējo nacionālo valūtu.

    Pārejas valstu
    Divu bāzes valūtu sistēma būs noderīga arī tajās valstīs, kuras gatavojas pāriet no nacionālās valūtas uz eiro. Pārejas procesā ir izvirzīta prasība visus grāmatojumus veikt abās valūtās – nacionālajā un eiro. Šajā sistēmā nav iespējams veikt tiešu konvertēšanu no nacionālās valūtas citā ārvalstu valūtā, izņemot eiro. Nacionālā valūta vispirms jākonvertē eiro, un pēc tam to var konvertēt citā ārvalstu valūtā.

    Rokasgrāmatas sastādīšanas laikā vēl neviena valsts negatavojās pāriet uz eiro (neatradās pārejas procesā), bet to bija paredzēts veikt tuvāko gadu laikā. Tāpēc tiks aprakstīts, kā notiks pārejas process un tiks izmantoti dati no kādas Latvijas kompānijas. Šajā kompānijā nacionālā valūta ir LVL (Latvijas lati), bet ārvalstu valūta ir EUR (eiro).
    Eiropas Savienības valstis šajā rokasgrāmatā apzīmē valstis, kuras ir pabeigušas iepriekš aprakstīto pārejas procesu un kuru galvenā valūta tagad ir eiro. Šo valstu uzņēmumiem jālieto vienkāršā konvertēšanas sistēma, ja vien salīdzināšanai netiek izmantota arī iepriekšējā nacionālā valūta. Šādā gadījumā šīs valstis pieder iepriekš aprakstītajai brīvprātīgo sistēmas lietotāju kategorijai.

    Pārejas valstu sistēmas lietotājiem jāizmanto divu bāzes valūtu sistēma tikai tāpēc, lai saskaņotu grāmatvedību ar Ekonomiskās un monetārās savienības (EMS) noteikumiem, bet brīvprātīgie lietotāji var izmantot divu bāzes valūtu sistēmu daudz elastīgāk, turklāt tie var lietot abas sistēmas vienlaicīgi.

    Uzņēmumi ārpus Eiropas Savienības, kuriem ir tirdzniecības sakari ar Eiropas Savienības valstu uzņēmumiem, var izvēlēties, kuru sistēmu lietot. Izvēle būs atkarīga no tirdzniecības apjoma un nepieciešamības veidot atskaites gan nacionālajā valūtā, gan eiro. Šādā gadījumā šie uzņēmumi pieder iepriekš aprakstītajai brīvprātīgo sistēmas lietotāju kategorijai.

    Izvēlēties valūtu sistēmu var arī uzņēmumi ārpus Eiropas Savienības, kuriem ir tirdzniecības sakari pārejas valstīs.

Ievads Realizācijas modulī

Šis modulis ir galvenais līdzeklis realizācijas uzskaitei un visam, kas ir saistīts ar klientu maksājumiem un klientiem izrakstītajiem rēķiniem. Realizācijas modulis ir saistīts ar vairākiem citiem moduļiem, tas veido un nosūta grāmatojumus uz Finanšu moduli.

Laomoodul

Laomoodulis registreeritakse kauba võtmine lattu ja sealt väljastamine. Ladu töötab koos Ostu- ja Müügitellimuste, Müügireskontro, Projektiarvestuse, Tootmise ja Finantsmooduliga. Lähetused koostatakse Müügitellimustest ning Laosissetulekuid saad koostada otse Ostutellimuste moodulist.

Iga Laosissetuleku ja Lähetuse kohta koostatakse Laomoodulist Kanne Finantsi. Laod võivad asuda erinevates asukohtades ja olla üksteisest sõltumatud. Kauba koguse ja väärtuse kohta Laos saad tellida mitmesuguseid aruandeid.

Muudatused HansaWorld Enterprise 5.1 versioonis mõjutavad vähe Sinu igapäevast tööd Lao moodulis. Enamus uuendusi puudutab seda, kuidas salvestatakse informatsioon. Kui kasutasid varem HansaWorld Enterprise’i, pead enne Laomooduliga tööle hakkamist laoandmed konverteerima. Lähemalt loe hooldusfunktsiooni Lao konverteerimine kirjeldusest allpool.

Ievads Piegādātāju modulī

Šis modulis tiek izmantots neapmaksāto rēķinu uzskaitei un visu to darbību veikšanai, kas saistītas ar ienākošajiem rēķiniem, ko uzņēmums saņem no piegādātājiem.

Introduction to the Sales Orders Module

Use the Sales Orders module to record and administer the Orders that you receive from Customers, including issuing Deliveries and raising Invoices. The module is integrated with the Quotations module (you can convert Quotations into Orders), with the Sales Ledger (you can raise Invoices from Orders), with the Stock module (you can issue Deliveries from Orders, which will remove the delivered Items from stock), and with the Job Costing module (you can ship Items from the Sales Orders module and charge them to Projects).

Ievads Kases modulī

Kases modulis piedāvā vienkāršu kases ieņēmumu un izdevumu reģistrācijas sistēmu. Katru kases grāmatojumu var ievadīt atsevišķi vai arī visus katras dienas kases ieņēmumus var ievadīt kā vienu grāmatojumu tā, lai uz visiem tiktu attiecināts viens realizācijas un kases vai bankas konts. Līdzīgi vienas dienas maksājumus var ievadīt kā vienu grāmatojumu.

Ievads Avansa norēķinu modulī

Šis modulis tiek izmantots, lai reģistrētu uzņēmuma darbinieku ikdienas darbā nepieciešamos avansa norēķinus. Tajā katram darbiniekam tiek uzturēts savs konts, ir iespējams izveidot atsevišķus bankas kontu izrakstus un izmaksāt avansus. Ierakstu veidošana modulī Avansa norēķini notiek līdzīgi kā reģistrā Ienākošie rēķini: tos var ievadīt atsevišķi pa artikuliem.

Ievads Pamatlīdzekļu modulī

Šis modulis ļauj pamatlīdzekļus saistīt ar kontiem.

Modulī notiek katra pamatlīdzekļa norakstīšanas aprēķināšana atkarībā no tā vērtības un lietotāja noteiktajiem norakstīšanas noteikumiem. Pārsūtīt norakstīšanu uz Finanšu moduli var, atskaitēs redzamās summas ievadot manuāli.

Šajā modulī izveidotās atskaites ietaupa daudz laika, gatavojot galīgos aprēķinus. Tās var izmantot, lai aprēķinātu arī peļņu vai zaudējumus no pamatlīdzekļa realizācijas.

Introduction to SmartApps by HansaWorld - Mobile Data Collection Software

HansaWorld SmartApps is a database tool that allows you to create your own applications for use on the Nokia E90. Example applications might include workforce automation, data collection and on-line reporting. Functions and features include automatic synchronisation in both directions between E90s, or between an E90 and a desktop computer, the ability to create and attach photographs (.jpg files) and sound files (.wav files) to records inside SmartApps applications, report generation, and integration with the E90's barcode scanner.

The descriptions of HansaWorld SmartApps on a desktop PC or Mac in these web pages assume familiarity with HansaWorld Enterprise concepts and features such as registers, records, Master Control panel, record windows, browse windows, attachments and the 'Paste Special' feature. If you need more information about these subjects, please refer to the sections of these web pages describing the Work Area.

These web pages are organised as follows:

Please click the links to learn about each subject.

See also:

Sissejuhatus

Ostutellimuste moodulis registreeritakse ja trükitakse välja hankijatele saadetavad ostutellimused. Ostuartiklite jaoks on omaette register, kus saab registreerida kauba ostuhinnad ja kohaletoimetamisajad erinevatelt hankijatelt. See register on seotud Artiklite ja Laosissetulekute registritega.

Siin saad tellida aruandeid juba sisestatud Ostutellimuste kohta, vaadata, milliseid kaupu oleks vaja juurde tellida jne.

Saad lasta koostada korraga hulga Ostutellimusi täitmata Müügitellimuste rahuldamiseks või laos alla lubatud taseme langenud kauba tellimiseks.

Ievads Noliktavas modulī

Šajā modulī tiek reģistrētas visas noliktavā saņemtās preces un no noliktavas nosūtītās preces. Noliktavas modulis ir saistīts ar Realizācijas un Finanšu moduli. Reģistrs Nos. preces vienmēr tiek atjaunināts saskaņā ar reģistru Klientu pasūtījumi.

Visas noliktavas operācijas Noliktavas modulī tiek reģistrētas kā grāmatojumi. Ja nepieciešams, Pirmais Ofiss var automātiski pārrēķināt krājumu vērtības Finanšu modulī. Dažas atskaites sniedz informāciju par noliktavas saturu un vērtību.

Introduction to the Report Generator in the Enterprise by HansaWorld ERP system

The Report Generator allows you to design your own reports. This process includes:
These web pages are organised as follows:
See also:

Introduction to Enterprise by HansaWorld

Enterprise by HansaWorld is an integrated accounting, CRM and ERP tool for working with Sales Order Processing, Stock Control and the Sales, Purchase and Nominal Ledgers, and for keeping track of contacts with Customers, organising mailshots and for planning activities of all kinds.

Enterprise by HansaWorld is a modular system. The number of modules available to a user varies with the installation. The minimum configuration (the Accounting package) comprises the System module, the Nominal, Sales and Purchase Ledgers with Multi-Currency capability, and a Calendar and Task Manager that you can use for contact management. To this, the Logistics package adds the Sales Order, Purchase Order and Stock modules. You can add further modules as required, including the Server module that is required in multi-user installations.

The Calendar and Task Manager allow you to record the different tasks and events in the business day, such as customer contacts for sales, service support, consultancy appointments etc. Each task or event is known as an "Activity". You can view, review, change and add Activities at any time, using them as a planning and monitoring tool for a sales force, or as a tool to log telephone calls to a customer service centre, and in many other ways.

Enterprise by HansaWorld contains full internal mail, email and conferencing facilities. These features, together with the External Gateway and web server, mean that users can be online from anywhere at anytime. This means that employees can always be in touch with each other. The program also supports communications methods such as Skype, Asterisk-based SIP (Session Initiation Protocol) and SMS text messaging. Using the Business Communicator window, you can initiate outgoing communications using any of these methods from a single screen. You can share a single list of Skype contacts and control Skype (i.e. you can make and receive calls, initiate chats). Whichever communications method you use, you can record details about each incoming and outgoing communication as you talk, enabling you to build up a comprehensive communication history about each caller or contact person.

In this introductory section, we will describe the steps you need to follow to get started with Enterprise by HansaWorld. Topics covered include installation (both single- and multi-user) and the creation of a new database (again, both single- and multi-user).

Introduction to Customers, Suppliers and Contact Persons

Information about your Customers, Suppliers, Contact Persons and all other companies and individuals with whom you have some contact is stored in the Contact register. This register is available in many modules including the Sales and Purchase Orders, the Sales and Purchase Ledgers, and Contracts, Quotations, CRM and Service Orders if installed. Storing Customers, Suppliers, Contact Persons and other companies together in one register means that you can make full use of the Calendar, Task Manager, Mails and Letters with companies and individuals of all kinds. It also means that you will only have to maintain a single record for a company who is both a Customer and a Supplier.

Throughout these web pages, the terms "Customer" and "Supplier" are used to refer to records in the Contact register. Those records do not necessarily represent firms that have purchased goods or services from your business, or sold goods or services to you, and in fact can represent any company that is a potential customer or supplier.

The term "Customer" is usually used when describing the use of a record in the Customer register in a sales context, while "Supplier" is used in a purchase context. "Supplier" implies that the Supplier box in the header of the Contact record has been checked.

As soon as contact is established between your business and a potential client or supplier, you should record their details in the Contact register. You should register their relationship with you (e.g. "Prospect" or "Lead") using the Contact Classification field on the 'Contact' card of the Contact record. Mark the record as a Customer or a Supplier or both using the check boxes in the header, depending on their potential or actual relationship to your company. These check boxes will allow you to use the record in sales or purchase transactions as appropriate.

The term "Contact Person" is used when referring to an individual person: this may be a private individual or someone who works for a Customer or Supplier. In the latter case, you will have separate records in the Contact register for the Customer or Supplier and for the individual Contact Person. The Contact Person and Customer or Supplier will be linked using the Customer Relations register (described here).

On the sales side, you can group Customers of a similar type together using Customer Categories. Every Customer belonging to a Category will be given the same default Price List, Discount Matrix and Debtor Account, saving you the work of having to specify these in the Contact records for the individual Customers. Defining and assigning Customer Categories also makes modification easier: if you need to change the Discount Matrix, for example, you only need to make one change (to the Customer Category), rather than many (to each of the Customer records). If you specify information both for a Customer Category and in the Customer record of an individual company belonging to that Category, the information in the Customer record will take precedence. For example, if you specify a Price List in a Customer Category and in a Customer belonging to that Category, the one in the Customer will be used.

Similarly, on the purchase side you can group Suppliers of a similar type together using Supplier Categories. Every Supplier belonging to the same Category will be given the same default On Account and Creditor Accounts, saving you the work of having to specify these for each one individually. A company that is both a Customer and Supplier can belong both to a Customer Category and to a Supplier Category.

Prior to HansaWorld Enterprise version 4.1, Customers and Suppliers were stored in separate registers. In this version, the two registers were made into one. When you update to this or a later version, you can use the 'Convert Suppliers to Customers' Maintenance function in the System module to bring the information in the two registers together. This is described on the Combining Customers and Suppliers page. In 5.0, the Maintenance function was renamed 'Convert Suppliers to Contacts', and in 5.1 it was moved to the Technics module.

In HansaWorld Enterprise version 5.0, the previously separate Contact Person register was incorporated into the combined Customer/Supplier register, which was re-named the Contact register. When you update to this or a later version, you can use the 'Convert Contact Persons to Contacts' Maintenance function in the Technics module to bring the information in the two registers together. This is described on the Combining Customers and Contact Persons page.

Welcome to the Books by HansaWorld manuals online

Books by HansaWorld is the easy accounting suite for small businesses. The online manual for Books version 6.2 is currently in production.

To get help with Books version 6.2:

See also: