Softhard Solutions ShopMate Main Address Files Module Explanation Page
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Softhard Solutions ShopMate

Business Accounting Address Files Module Explanation

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ShopMate Automotive Business Accounting Address Files Module

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Welcome to ShopMate Main Address Files Module Explanation page. Only two clicks from the Home Page will have an entity record set up and ready to go ... in seconds. Keeping entities information is an important task in ShopMate. The better the information is, the better the reports will look.
View Address Files Module Screen Shot...

This Address Files Module manager helps you hold together all the address information file records of various entities, things and people. The information records in these files of entities is used throughout the ShopMate Database System.

Make sure you have as many details entered as you can get in each record. You will not regret it later, when you and the ShopMate Database System need it for history reports.

The following entities are available on this page:

Important Notes
ShopMate comes with several system records which are used in many default situations. For example, you can't delete Customer with ID 1 and 2, Supplier with ID 1, Employee with ID 1 and Shipper with ID 1.

When printing, all available records are printed. If there are many records in the database, there may be many pages to print. Select only the pages you need to see for printing.

Tips
Some buttons associated with a Grid of data need to have one or more records Selected by Highlighting the records in order to get enabled. You can control the record highlighting by clicking the Selector bar on the left of each grid for one record selection or using the Ctrl+Click button for selecting one record at the time in different positions or Shift+Click button for selecting a range of records.

Some buttons only need the pointer arrow on the selector bar, without highlighting, to get enabled. In that case you can select any record by just clicking on the desired record anywhere within the grid, without having to click the selector bar.

If you press the Ctrl+F6 keys on your keyboard, it will zoom through any windows forms you currently have 'open' inside ShopMate.

ShopMate has a notion of Open and Closed invoices and orders. While they are Open, they are just templates and can be manipulated as you like, even deleted, with no reflection in the financial system or your products stock. When Closed, they are taken off of the Main Sales or Purchases and become part of the financial system.

When the invoices or orders are Closed they are Posted from sales/purchases into the financial system, products (only those with the Stocked property set) are added or deducted to/from stock as needed, you can't change things any more and the invoices/orders are ready for the receiving/issuing of payment for them.

Even if you do NOT use purchase orders you still should periodically Close all the orders that ShopMate automatically creates when any product's Reorder Level is set, or an invoice containing any Stocked products is Closed, not delete them.

If you delete them, they will only be recreated again by ShopMate. You should Close (post) them and issue payments for them otherwise your financial reports will be incorrect (100% profit). You should maintain all products' correct Retail and Supply (except labour) prices for balancing.

By default, at start up, each employee is marked as present at work, except for employees marked as Inactive and entries made on Saturdays and Sundays. It is your responsibility to see that the entries, employee attendance and wage Approval, are correct for each day of employee operations.

All your labour products should have the ItemsInUnit property set to a number greater than one. If we assume that the Items are minutes of a Unit (one hour), you can set the ItemsInUnit to 60 (minutes). Then in an invoice you can enter e.g. 2.3 (hours) into Units and the Items (minutes) will be correctly calculated in this invoice item.

The updatable grids may contain one or more fields that are too short to display fully. You can click into these fields and the editor will display all words fully below it, formatted (even if a field is not normally updatable - if you try to update such field the editor will simply return the previous data).

Before a product is being pulled into the invoices or orders via a bar code scanning device, make sure the designated bar code field receiving the number is in focus.

Although you may, it is advisable NOT to use dot (.) as a first letter of the product names you yourself create.

If you are currently a MotoShop Automotive user you might ask a question: what is the difference between MotoShop Automotive and ShopMate? The answer is they both do the same thing but ShopMate does it better, is most modern software you can get, is written in .Net technology and, unlike MotoShop, is fully supported by Softhard Solutions.

MotoShop Automotive was built with the automotive industry businesses in mind, ShopMate was built for any small to medium business including automotive industry.


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Customers task Tab

Following table contains all the available elements for review:

Element Description
Informational
fields

Customer statistics are shown in these informational fields. The task bar Tab shows Database totals. The fields show the following information:

  • Current Branch Total active customers in database.
  • Current Branch Total inactive customers in database.
  • Current Branch Total customers with invoices in database.
  • Current Branch Total customers without invoices in database.
  • Current Branch Total customers in database.
Button:
Review
Customers

Click on this button to review customer records. Last accessed record is remembered by ShopMate.

Button:
Preview or
Print

Click on this button to preview-print all customer records. If you have many records, select only those you need to print.

Button:
Add new
customer

Click on this button to add new customer record to database.


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Suppliers task Tab

Following table contains all the available elements for review:

Element Description
Informational
fields

Supplier statistics are shown in these informational fields. The task bar Tab shows Database totals. The fields show the following information:

  • Current Branch Total active suppliers in database.
  • Current Branch Total inactive suppliers in database.
  • Current Branch Total suppliers with orders in database.
  • Current Branch Total suppliers without orders in database.
  • Current Branch Total suppliers in database.
Button:
Review
Suppliers

Click on this button to review supplier records. Last accessed record is remembered by ShopMate.

Button:
Preview or
Print

Click on this button to preview-print all supplier records. If you have many records, select only those you need to print.

Button:
Add new
supplier

Click on this button to add new supplier record to database.


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Employees task Tab

Following table contains all the available elements for review:

Element Description
Informational
fields

Employee statistics are shown in these informational fields. The task bar Tab shows Database totals. The fields show the following information:

  • Current Branch Total active employees in database.
  • Current Branch Total inactive employees in database.
  • Current Branch Total employees with orders in database.
  • Current Branch Total employees without orders in database.
  • Current Branch Total employees with invoices in database.
  • Current Branch Total employees without invoices in database.
  • Current Branch Total employees in database.
Button:
Review
Employees

Click on this button to review employee records. Last accessed record is remembered by ShopMate.

Button:
Preview or
Print

Click on this button to preview-print all employee records. If you have many records, select only those you need to print.

Button:
Add new
employee

Click on this button to add new employee record to database.


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Shippers task Tab

Following table contains all the available elements for review:

Element Description
Informational
fields

Shipper statistics are shown in these informational fields. The task bar Tab shows Database totals. The fields show the following information:

  • Current Branch Total active shippers in database.
  • Current Branch Total inactive shippers in database.
  • Current Branch Total shippers with orders in database.
  • Current Branch Total shippers without orders in database.
  • Current Branch Total shippers with invoices in database.
  • Current Branch Total shippers without invoices in database.
  • Current Branch Total shippers in database.
Button:
Review
Shippers

Click on this button to review shipper records. Last accessed record is remembered by ShopMate.

Button:
Preview or
Print

Click on this button to preview-print all shipper records. If you have many records, select only those you need to print.

Button:
Add new
shipper

Click on this button to add new shipper record to database.


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Vehicles task Tab

This task tab is disabled if the Automotive Component feature is disabled in ShopMate. Following table contains all the available elements for review:

Element Description
Informational
fields

Vehicle statistics are shown in these informational fields. The task bar Tab shows Database totals. The fields show the following information:

  • Current Branch Total vehicles with invoices in database.
  • Current Branch Total vehicles without invoices in database.
  • Current Branch Total vehicles in database.
Button:
Review
vehicles

Click on this button to review vehicle records. Last accessed record is remembered by ShopMate.

Button:
Preview or
Print

Click on this button to preview-print all vehicle records. If you have many records, select only those you need to print.

Button:
Makes and
Models

Click on this button to go to the vehicle Makes and Models manager form to review records.

Button:
Body
Types

Click on this button to go to the vehicle Body Types manager form to review records.

Button:
Body
Colours

Click on this button to go to the vehicle Body Colours manager form to review records.


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Information files task Tab

Following table contains all the available elements for review:

Element Description
Button:
Suburbs
Click on this button to go to the Suburbs Manager where you can add, correct and delete suburbs.
Button:
Post - Zip
codes
Click on this button to go to the Post - Zip Codes Manager where you can add, correct and delete post - zip codes.
Button:
Cities or
Towns
Click on this button to go to the Cities - Towns Manager where you can add, correct and delete cities and towns.
Button:
States or
Regions
Click on this button to go to the States - Regions where you can add, correct and delete states and regions.
Button:
Countries
Click on this button to go to the Countries Manager where you can add, correct and delete countries.
Button:
Commission
Areas
Click on this button to go to the Commission Areas Manager where you can add, correct and delete commission areas.
Button:
Work
Methods
Click on this button to go to the Work Methods Manager where you can add, correct and delete work methods.
Button:
Phrase
Notes
Click on this button to go to the Phrase Manager where you can add, correct and delete phrases.
Button:
Salutations
Click on this button to go to the Salutations Manager where you can add, correct and delete salutations.
Button:
Entity
Sources
Click on this button to go to the Entity Sources Manager where you can add, correct and delete entity sources.
Button:
Entity
Types
Click on this button to go to the Entity Types Manager where you can add, correct and delete entity types.
Button:
Credit
Cards
Click on this button to go to the Credit Cards Manager where you can add, correct and delete credit cards.

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