Softhard Solutions ShopMate Main Product Purchases Module Explanation Page
Softhard Solutions Australia
Softhard Solutions ShopMate

Business Accounting Product Purchases Module Explanation

Automotive Business Accounting Software System for Businesses

ShopMate Automotive Business Accounting Product Purchases Module

AzureMate - Best in Windows Azure Cloud Storage Explorer Software Products

Welcome to Softhard Solutions ShopMate Main Product Purchases Module Explanation page. Only two clicks from the Home Page will have a Purchase Order set up and ready to go ... in seconds. The purchase orders created here in this Main Product Purchases Manager are for Suppliers you have or want to have on your system for currently selected Branch.

System supplier (the owner of ShopMate) and all suppliers for current Branch are accessible in this form for issuing purchase orders to them. When first establishing ShopMate operations, one supplier is automatically created, the owner of ShopMate with supplier ID 1. All labour products and Combination Products belong to and are supplied by this supplier. So if you are at that stage you must create new suppliers.
View Product Purchases Module Screen Shot...

The following tasks are available on this page:

Currently selected supplier's ID is used for every purchase order you create in this form. The reserved supplier ID is ID 1 - your company, the owner of ShopMate.

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 or Click+Hold+Drag up or down the selector bar for selecting a range of records if the grid is multi-select.

You can also click the top left corner of the grid to select all records if the grid is multi-select. Some buttons only need the current record 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.


You do not have ShopMate installed yet?   


Top of Page


ShopMate System Products Usage

When you first establish your ShopMate Database System Operations, ShopMate comes with four System Replacement Products. This enables you to work immediately, without having to put in your own products. They are replacement products for products you would normally have in your stock.

A special system labour product (.Labour) is used in invoices for the users to be able to use a special invoice for those customers that want to see in their invoices the Labour Price and Parts Price separately.

Some of our users do not put in any products of their own into the system, they only use these system products in their invoicing and ordering. These four system products all have a dot at the beginning of their name with names as follows:

  • .Buy_in - ID 1
    is used as a replacement for physical products you buy-in constantly and sell immediately but may not keep in stock. Just use this system product in your invoices and rename its name to the name of product you buy on the customer's behalf and do not want to keep it in stock. You only change the name of the product in the invoice not the product itself so the reports will show .Buy_in product sale.

    Important Note
    A common mistake made by users is pulling this product into an invoice and re-naming and using it as a Labour product and expecting to get correct labour reports. This product is meant only for physical product not labour product. Any reports on labour will be then incorrect since these 'labour products' are not found by the system.

    It is probably the best practice to use the system .Buy_in product in the invoices and keep renaming it appropriately as a physical product not labour. That way your labour reports will never be incorrect.

  • .Sublet - ID 2
    similar to .Buy_in, it is used as a replacement for physical products for times when you get some customer work done outside your place of business but the customer pays you and you get some of that amount and the rest goes to the company that actually did the work. You may or may not have the product they named in their invoice to you, in your stock. Just use this product in your invoices and rename its name to the name they have used when invoicing you. You only change the name of the product in the invoice not the product itself so the reports will show .Sublet product sale.

  • .Payable - ID 3
    is used only in the ordering system not invoicing and is used as a replacement for physical product which enables you to have suppliers in your database that don't have actual products 'attached' to them yet. In the meantime you can at least use this system product in the orders and rename its name so the supplier understands, until such time as you do end up 'attaching' a real product(s) to them. As a minimum every supplier is associated with this system product. You only change the name of the product in the purchase order not the product itself so the reports will show .Payable product order.

  • .Labour - ID 4
    is a special system product used as a replacement for any type of service work you provide for customers and you get paid for. Just use this product in your invoices and rename its name to the name appropriate to the labour you have performed on the customer's behalf and do not want to create your own labour product. You only change the name of the product in the invoice not the product itself so the reports will show .Labour product sale. You can also create your own labour products (the category ID of these must be set to 2 - Labour).

    Important Note
    A common mistake made by users is creating their own labour products, naming them appropriate names but forgetting to assign the Category ID 2 - Labour to them. Any reports on labour will be then incorrect since these labour products are not found by the system.

    It is probably the best practice to use the system .Labour product in the invoices and keep renaming it appropriately. That way your labour reports will never be incorrect.

Top of Page


New Purchase Orders Task Tab

This tab is used for creating a new order(s) for currently selected supplier in the Supplier combo box up the top. After you select a supplier, there are several ways to quickly view the currently selected supplier history. You can click the Current Supplier Jobs or Current Supplier History menu options in the More.. button up the top to see more details.

Grid's Colour Coding

If a product is the system product .Payable the colour is Red.
If a product is on special by supplier the colour is Blue.
If a stockable product has 0 (zero) products in stock the colour is DimGray.
All other products are in colour Black.

Following table contains all the available elements for review.

Element Description
Grid:
Current
supplier products

This grid is a multi-select grid and shows products 'attached' to the Current supplier. Select the desired products by using the Ctrl+Click key for selecting one record at the time in different positions or Shift+Click key or Click+Hold+Drag up or down the selector bar for selecting a range of records to make an order for. You can also click the top left corner of the grid to select all records it contains. Any selected products' information will be included in new purchase orders for Current supplier.

Click into the heading of any column to have the contents of the column sorted in ascending or descending order for scrolling.

To create an order quickly, you can double click the selector bar on the far left of the product grid. If there is no order for the current supplier yet, it is created. Any consequent double click on a product will use this newly created open purchase order and adds it to it.

Calendar:
Multi Month
Calendar

This is the main calendar for creating new orders, one of the most important ones inside ShopMate.

The calendar may flicker colours at times for your attention.

Click on any date showing on the current calendar page, or change the current settings to a past day/month/year or future day/month/year. The calendar always displays two or more months, depending on your video resolution, for clearer viewing of booked vehicles or services.

Select any date in this main calendar to see a list of orders 'created' on that date on the Orders created on task Tab. To be able to see the date an order is 'created' on helps you to keep track of how long it takes between when you 'create' an order (booking) and when you 'close' it. It helps you keep better track of how your orders are going from beginning to end.

Important Notes
Any calendar week day that is in bold font indicates it contains one or more Open Orders that are yet to be attended to. If the selected day contains only Closed Orders, you closed all the orders created on the selected date, the calendar day font will NOT be bolded but the orders will appear on the 'Selected Day Orders' task Tab as Closed Orders.

It helps you make sure you never lose track of Open Orders that need work on. Also note that every Order contains three important dates:

First is a date you can't see or update in the system. It is called Start Date and keeps the date of the creation (today's date) of the order. That way the time it takes to finish the order task (service) can be calculated in reports.

Second, called Booking Date, is a date of the day for which the supplier is actually booked for his service. This date, usually in the future, never changes as the current days progress towards it. Orders with Booking Date set to some future date can't be Closed.

Third is the Order Date which changes as the days progress since it is the date of closing the order. This date is changed automatically after every midnight until the order is closed. The difference between Start Date and this date shows you how many days you may have worked on the supplier task.

It is the Booking Date that the 'bolded days' dates in the calendar represent.

In any calendar that appears inside ShopMate, click on the arrows to make changes, or click on top of the month in the title to change the month or on top of the year to change the year.

You will never get lost in the calendar. Simply click on the 'Today's current date' red or blue square at the bottom of the calendar or right click anywhere on top of the calendar and press 'Go to today', to immediately return to the current date.

Important Note
If you change the date in the calendar to a past date, the task screen will temporarily show a reddish hue to help draw your attention to the fact that the calendar is set in the 'past' and no new orders may be made. As soon as you click back onto Today's current date (or onto a future date), the colour of your task screen will return to a normal colour.

Combo boxes:
Supplier name
Company name

These boxes display current supplier name and company name. All suppliers are contained in these two combo boxes by supplier name and supplier company name for current Branch.

If you know either of these, select the current supplier from the list. If you need to do searching for unknown or partially known supplier, press the Search for supplier or product button.

Note
All new orders will be created for this, currently selected supplier only.

To Add a new Supplier to database:

Click into either of these supplier combo boxes and select and click the first entry which should be something like:
<Add New Supplier>
to add a new supplier to the database for current Branch. You can also click the More... button up the top and select the option there.

Button:
Search
for supplier

Click on this button to go into the Supplier Search Manager to do more advanced search for any supplier in database.

Button:
Search
for product

Left click this button for search for any product. This button is always visible and can be used for a more detailed search.

Button:
Review
current supplier
Click on this button to review the currently selected supplier's record details.
Button:
Review current
supplier jobs
Click on this button to go into the currently selected supplier's Jobs and review whatever you need.
Button:
Add new order
Click on this button to add a new purchase order for the currently selected supplier. You must select (highlight) one or more current supplier's products first before this button becomes enabled.
Button:
Add new product

Only click on this if you work with products and want to 'attach' a new product to the Current supplier that is not in the system yet and, optionally, to their orders. If you do click on it, a box will appear where you have to type in the 'ProductName' and 'Code' of a product.

If you enter in those details, a product will immediately be 'attached' to the selected supplier and you'll be taken into the newly-created Supplier Product record.

As soon as you fill in product details and click on 'OK', ShopMate will add product-related columns to the grid, already selected, ready for your new orders.

Button:
Search
for any order
Click on this button to search for any order in database. If you select an order in the search manager, you will be taken straight to its reviewing.
More... Button:
Add new supplier
Click on this option to create a new supplier.
More... Button:
Issue
order payments
Click on this option to Issue order payments for closed orders. When an order is paid for, all its products marked as Stock will be added to the Stock marker.
More... Button:
Check
product reorder
Click on this option to Check for product re-order for products that are marked as Stock product and have their re-order level property set higher than 0 (zero).
More... Button:
Review
closed orders
Click on this option to Review closed (posted to financial system) orders.
Button:
Email supplier
Click on this button to email the current supplier. You can use this button to email messages to anyone, not just the current supplier.

The emailing should work even if you do not have an SMTP protocol (simple mail transport protocol) installed on your machine.
More... Button:
Print
form face
Click on this option to Print form's currently showing face in various picture formats.

Top of Page


Selected Day Purchase Orders Task Tab

This is a very important task Tab. Select any date in the main calendar to see a list of Open and Closed orders created on that date on this task Tab. To be able to see the date an order is created on helps you keep track of how long it takes between when you create an order (booking) and when you close it.

Note
If you change the date in the calendar to a past date, looking for orders, the task screen will temporarily show a reddish hue to help draw your attention to the fact that the calendar is set in the 'past' and no new orders may be created. As soon as you click back onto Today's current date (or onto a future date), the colour of your task screen will return to a normal colour.

Grid's Colour Coding

For all Open orders the colour is Black.
For Closed orders
If an unpaid order has issued a partial payment the colour is Blue otherwise it is MediumOrchid.
If a paid order is marked as Bad (issued a partial payment and the rest you do not want to pay) the colour is Red otherwise it is Green.

Following table contains all the available elements for review.

Element Description
Grid:
Selected day
Orders

This grid is a single-select grid and shows a list of purchase orders only created on the currently selected date, both, open and closed.

Click into any column heading to sort the records or double-click the selector bar to review desired order.

Button:
Review order
Click on this button to review selected order. You can also left double click on a required record on its selector bar to go straight to its review.

Top of Page


All Open Purchase Orders Task Tab

Grid's Colour Coding

For all Open orders the colour is Black.

Following table contains all the available elements for review.

Element Description
Grid:
All open orders

This grid is a multi-select grid and shows a list of all the 'Open' orders in database for current branch, not just the orders for the currently selected date.

Click into any column heading to sort the records or double-click the selector bar to review desired order.

Button:
Review order
Click on this button to review selected (with an arrow on selector bar) order. You can also left double click on a required record on the selector bar to go straight to its review.
Button:
Delete order
Click on this button to delete the selected (must be highlighted) open order. You can select several records (the grid is multi-select) by left clicking the record selector to select starting record and then using either Shift-Click key to select batch or Ctrl-Click key to select individual records or Click-Hold-Drag selector bar up or down and then delete them all by clicking this button. You can also click the top left corner of the grid to select all records it contains.

Top of Page


See More Information On:






Top of Page