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User guide: Premier Stock Control Software

Premier Single Location Stock Control Program What the Program Does The information below shows what the program does. You don’t have to use the entire program all the time, but many parts will be useful to you and save you time. This program runs on Access 2010 which is supplied, and it is very suitable for both businesses and shopping. The Program can be networked and used internationally. Like all our Programs, this program is designed to assist you, with full Help, barcode reading if you want it, easy to use pages and little typing to do.

Main Menu

2.Main Menu

The Main Menu and the Ribbon above helps you to navigate the whole Program. The Ribbon changes depending on which Section you are in between: e.g. House Keeping, Products, Lists, Addresses & Miscellaneous. From the main Menu you can also save and recall as many websites as you like and visit the help program, which gives you help on every aspect of the program. You can also enter any category of the Address Book for a Telephone and email address etc. and print out a list of that Category.

Settings

These are divided into three sections:
a) Program Setting

3. Program Settings.NG

a) Enter the Company Name
b) Enter the Address for the Asset Management
c) The Default Name for the Diary
d) Enter whether to use the Back End Database (see Help- Use or Not Back End Link)
e) Telephone Set Up
f) Names to show where Products will be
g) Show or not various Headers
h) Set Password and Backup Period
i) Open VAT Settings and Program Settings
j) Set whether to use a barcode reader or not.

There are two other Settings Pages for Address Book Settings and Warnings and International Settings…

Address Book Settings & Warnings

4.Address Book Settings & Warnings

a) Method of selecting Names – First or Last, Last & First or Both.
b) Enter First Name or Initials for Envelopes and Labels.
c) Form of Single Title (Mr. or Esq.)
d) Email System – Outlook etc. or Other (use.Setting AOL – emails will be saved to Copy intoour Email system)
d) Select use of Proper Case Control or not. e)Years to hide age from
e) 4 Entries to add to Address Book
f) Set Warning Of Diary Appointments &Birthdays
g) Warning of Work to Do Reminders & Important Reminders.
h) Set Backup Period (last Back up Date shown)
i) Invoice warning and Invoice Date – You can see report of outstanding Invoices and print it out)

International Settings

5. International Settings

a) Set Tax Abbreviation – V.A.T. Tax etc.
b) Currency – Set format for Invoice and Orderwith red and Black figures.
c) Set Date Format for Date on Main Menu
d) Set Date Format for Diary & Work to Do
e) Set Date Format for Birthdays.
f)Set/change Format for County (State)
g)Set/change Format for Post Code (Zip Code)

Products

6&7 Products.

a) Select Products by Name , Bar Code or Category- Describes the Product
b) Select Supplier – Double Click to see Details
c) Product Name
d) Category Supplier Code
e) (Optional)
f) 4 General Fields, as set in the Settings.

i) A product can only be in one Position at a time to be invoiced.
ii)The next three Fields are for General Use
iii) The Last two Fields are Particular to the Product

g) Purchase price
h) Sale price (Caption can be changed)
i) Total Quantity in Stock
j) Re-order Level
k) Re-order Quantity
l) Quantity on Order
m) Type Of Stock – Prefix the Name with the appropriate Letter:

‘X…’ – This can be used for items of Stock that are for sale and not for sale, but are important enough to be recorded (e.g. A Concrete Mixer in a building company or A Display Case in an antique shop). Such Items can be Ordered, Included in Reports and Stocktaking, but cannot be sold. They do appear on the Low Stock Report if applicable.

‘Y…’ – This is used for Labour (e.g. The Hourly Rate for a Builder or Polisher). It cannot be ordered, but can be Invoiced. Although it will be shown on the invoice, it will not be deleted from the stock.

‘Z…’ – This is used for incidental items (e.g. Nails or Polish) which are bought, but not accounted for. They can be Ordered, and appear in the Low Stock Report. However they cannot be Invoiced and do not appear in any of the Reports or Stocktaking.

n) Proper Case (See Settings)
o) Enter as Many Suppliers as you want for Quotes and Orders with details of Delivery Time &Minimum Order Quantity and option to Place an Order. Click the Suppler and Double click the number and the order will be placed on the Order form.
p) Delete Item
q) Attach items and a picture to each item
r) Do a Report on all Items

Prepare Quote Requests

8 Prepare Quote Requests

a) Enter Date
b) Select item
b) See Product Code, Category & Product Notes
c) Use Proper Case for Email Message (seeSettings)
d) Select Client (if required)
e) Select Supplier Product
f) See Email Address
g) Enter Message for Email Body Text
h) Enter Quantity to Quote for
i) Email Quote
j) View Quote (On Single Requests)
k) Enter Quote Purchase Price
l) Enter Quote Sale Price
m) Place Order for Product
n) Invoice Selected Client (see address above)
o) New Quote
p) Delete Quote
q) Open Orders
r) Open Invoices
s) Close Form

Single Quotes Requests

9. Single Quote Requests

Use to View all Quotes and Print them.

a) Supplier Quote Request From
b) Supplier Address
c) Date of Quote
d) Quote Number & Reference
e) Sub Quote Number
f) Show/Hide Header & Footer
g) Product Code
h) Product Name
i) Quantity to Quote for
j) Quote Price if known
k) Email Body Text
l) Delete Quote
m) Create/Print an Envelope
n) Quote Footer (Entry)
o) Preview
p) Save Quote
q) Show Supplier Details
r) Close Form

Order Form

10&11 Order Form

Information entered from:

i) Product Page
ii) Single Quote Form
iii) From Low Stock Form & On Order Form
iv)Select from All Suppliers On Order Form
v)Select from the Supplier already Selected the Order Form
vi) By Product Code or Product on Sub Form

a) Select Supplier
b) Confirm Date
c) Enter Own Reference Number
d) Enter Order Reference Number
e) Show/Hide Header & Footer
f) Supplier Reference
g) Product Code
h) Product
i) Own Reference/Heading
j) Quantity Ordered
k)
Cost
l) Total
m) VAT (Tax etc.)
n) VAT Rate (Tax Rate)
o) Sub Total
p) Delivery
q) VAT (Tax )
r) Total
s) Notes
t) New Order
u) Delete Order
v) Create & Print Envelope
w) Order Extras
x) Save & Print (including Emailing)
y) Save Order (without Printing)
z) Show Supplier Details
aa) Close Form

Order Deliveries

12-13 A Order Deliveries

a) Order Reference
b) Order Date
c) Product Supplier
d) (today’s date must be entered at top of Form)
e) Quantity Ordered
f) Quantity Received (Click OK if all double click to enter Part Delivery)
g) Price
h) Order Received
i) Balance
j) Delivery Date
k) Update (Stock with Part Delivery)
l) Select Alternative Supplier
m) Cancel & Transfer remaining Quantity on Order to New Supplier
n) Cancel remaining Quantity on Order
o) Carton Quantity (auto calculates units received from Supplier if used
p) Close Form

Product Sales

13&14 Product Sales

Add any Product to any Client Invoice
1) Shows list of all Clients on left
2) Show in First or Last Name Order
3) Select a particular Client
4) The Form has drop down menus allowing you to select any Product to be added to any Client and shows:-

i) Sale Date
ii) Select Product to sell
iii) Product Name (Product Code also shown on Selection)
iv) Reference (or 1st Named Field in Product Table) and Price per Item is shown
v) Product In Stock
vi) Enter Number Sold – Stock Updated, when you leave a record. Cannot Sell what isn’t in Stock!
vii) Automatically Invoice Client for Product (adds to last unprinted Invoice or starts a new one for particular client).
viii) Also Completes Pick List entry for anything Invoiced.
ix) Delete a Sale if you make a mistake and Update Stock.
x) Delete a Sale but doesn’t update if it is an old entry.
x) Close form

Invoicing

15-17 A Invoicing.

a) Main Form) Select Name – Address entered automatically (Credit Limit Checked and Discount Rate entered if applicable.
b) Auto Number plus you can add your own reference
c) Date (can be changed)
d) Show Inbuilt Header and Footer (or not)
e) Email Address (can be added)
f) Select Delivery Address
g) Select Delivery/Shipping Agent
h)Enter Order Reference Number
i) Open ‘Select Stock’, Then Select Items, Enter Quantity to Invoice and add them to Invoice Details Detail Form

a) Date of Sale
b) Order Number (Stock Updated as record left)
c) Update Invoice Order (you can Order Invoice Details in a Selected Order)
j) Select By Product Code
k) Select by Product Name
l) Reference (or 1st Field you name in Product table)
m) item Cost – can be changed q) Quantity Sold
n) Total (calculated automatically)
o) Select VAT rate (Tax rate) if required.
p) Discount Rate (can be changed)
q) I.I.D. Individual Included Discount (Sale Pricereduced)
r) Include Discount (Include in all Sale Prices)
s) I.S.D. Individual Separate Discount (showson Main Form)
t) Separate Discount (Discounts everything andshows on Main Form)
u) Standard Vat – Add Standard VAT (Tax) to all Items
v) Delete Item
w) Discount (amount can be added here or enter automatically & Select VAT(Tax) Rate)
x) Delivery (Charge) & Select VAT(Tax) Rate
y) VAT (or Tax)
z) Total
aa) Notes
bb) Note when Invoice Paid
cc) Alter any entry automatically invoiced
dd) New Invoice
ee) Delete Invoice
ff) Create & Print a Delivery Note
gg) Create & Print an Envelope for Client
hh) Invoice Details – enter Footer details and Body Text for Email
ii)Create & Print an Estimate, Proforma or Quote (select in Settings)
jj) Print, and Save Invoice (Option to email Invoice)
kk) Save Invoice, but don’t print
ll) Show Client Details
mm) Switch to Statement Form
nn) Once Printed Invoices are shown as“Printed” on the form and “Copy” will appear onsubsequent Print Outs.
oo) If no VAT (Tax) then VAT(Tax) not printed on the Printed Invoice. See other Parts of the Invoice using buttons on the right below the Invoice details.
pp) Invoices cannot be changed once printed.
qq) Close Form

Pick List

15-17 B Pick List.

a) Used to select Lists from store
b) Reflects Invoice
c) Automatically Completed by Product Sales
d)Shows position of Product in Store
e) Notes shown on Printout if entered.

Credit Notes

18 Credit Notes

This is the same as the Invoice, but makes reverse entries. No Discounting Facility

Shop Sales

19 Shop Sales

Shop sales are the same as Invoiced Sales, but are made by a Member of Staff and do a Client. They are just a record of Sales not include

Plain Invoice

20 Plain Invoice

Again this is similar to the main Invoice, but isn’t attached to any Stock item.

Plain Credit Note

21 Plain Credit Note

This is similar to the Plain Generic Invoice and does not include any stock Item

Address Book

22-23. Address Book

The Address Book is important as the rest of the program depends on it (As well as the Products). (Look at the Easy Data Entry Program to see how to put the data into the Address Book and the Products Page (tblAddress, tblEntries for Address and tblStock for the Products) quickly from where you have it. The address book’s layout is for People and Companies. Important Categories are Client, Employee, Shipper, Staff, Supplier, which have uses, or Others you want to use, which can be searched on, but will not affect the working of the program.

The Address Book holds a mass of information: Telephone Numbers and Email addresses you can use, 3. Standard Discount and find any Person/Company by telephone number or Address line.

You can also have private notes, photographs and make attachments. You can see details of 2 other People/Companies and ring them or write notes about them. You can also Do an envelope the 1st or 2ndAddressee , Export a Name and Address to Word or do some labels (17 different Sizes for someone/Company. Search by address (1st line and Town) or Telephone Number.Add to any Lists (see below). Show what List (s) the Person is on. Automatically enters the correct Salutation(e.g. Mr., Sir, Lord etc.)Include a Picture of the Person (or logo of the Company).Open Private Notes (these are on your computerand do not show on other computers if networked Open Attached Files on your computer).Four files you can name yourself in The SettingsV.A.T. NumberCredit LimitStandard discountSelect Invoice or Delivery2 Mobile numbersHave as many Address details as you like and copy them from one name to anotherOwn Website for each person.You can attach people to companies and you can show their telephone numbers.

Easy Data Address Book Entry

24 Easy Data Entry rogram

Allows you to input the majority of the name and address data for both people and companies using a spreadsheet approach on one extended line. Telephone and Emails work as usual and information changes depending on whether a Person or Company is selected.

Address Search

25 Address Surch

Search By Town, County or part of Post Code (State & Zip Code) Results Show:
a) Shows Name, Home Tel., Switchboard, Mobile &Address – (you can telephone all numbersthroughout the program provided you have theappropriate software.)
b) See Full address of Selected Person or Company
c) Create & Print an Envelope to Single Addressee or 2nd Company Contact
d) Export Address for Single Addressee or 2nd Company Contact

List with Dates

26 List with Dates

(useful for circulars, announcements, mail-outs and contacting Clients)

You can add anyone or a company to a list and use it for Mailing, Mail Merge, do labels to people or print it out as a full list with all information. Names can also be copied from one list to another.

You can do an envelope to anyone and see their details to ring or email them.

Select any Category for a List

27A Select any CAtegory for a list

Select any Category entered in Address Book from the Main Menu and :-

a) Name, First Home No., Office No., Direct No.,Mobile and Notes
c) Copy 1st Salutation to another program
d) Copy 2nd Salutation to another program
e) Create & Print Envelope to 1st Salutation
f) Create & Print Envelope to 2nd Salutation
g) See Full Address Details incl. Email Address
h) You can print a report showing personal company and their address.

Email Lists

28-29 Email List

a) Select List for Emails
b) Name of Email Listc)Date of Email List
d) Start Time of Email List
e) Notes
f) Open List of Emails to Select from, including selecting by Category or not.
g) Details of Name, Email Address, Use (this Address) and Copy (to another List)
h) Copy Names (from another List)
i) Copy Names to the Email and open Email ifusing Outlook etc.
j) Create a Report of the Email List, including Addresses & Telephone Numbers
k) Copy to Email (depending on System Used e.g. Outlook Or previous similar systems)
l) See Address of Person or Company on the Email List and telephone or email them from the pop up form if you have the appropriate software

Work to Do

30. Work To Do

a) Select List
b) List Name
c) Select Person to do the Work (optional)
d) Date
e) Select whether to receive warning of list, when program opens.f)Notes
g) Date of Detail
h) Person (Double Click to See Address Detailsi)Details of List – select from past entries or enter a new one.
j) Completed Tick.k)Date Completedl)Add New Item
m) Delete Item
n) New List
o) Cancel List
p) Print List with option to Sign, when job completed

Export

31. Export

a) Address Book
b) Appointments
c) Currents Date Lists
d) Current Email List
e) Current Invoice or All Invoices
f) Current Order or all Orders
g) Current Work To Doh)Settings To export Current Lists they must be open Export to csv Delimited, HTML, Excel or Note Book and Open in selected program automatically. When printing, you can export to virtually anything. e.g. Excel, HTM, Rich Text Format, Snapshot, Txt File,XML and XPS –you can also examine it in other Formats!

Back Up Data

0,2 . BAck Up Data ReminderPNG

Allows you to back up your Data or any other file on your computer (automatic reminder to do it)

Stock Take Including Stock Barcode

32 Stock Take Including Stock Barcode

The stock take can be done in two ways:
1. If you are not using the barcode system, then

a) The Stock Take forms take two forms, one Form to carry out the stock take, with Estimated Stock & room to enter the Found Stock. The other Form allows you to reconcile the Found stock, show any gains and losses,the price is calculated from that. The Form can be Printed and the Stock can be updated.
b) If using a Barcode reader to do your stock take then you First go to the Settings and change the Bar Code Setting and can then go straight to the 2nd form
Barcode Page for reconciliation. It can be used for selecting an item and also for counting the number, by changing the toggle button at the top.

Bar Code Reader changes to count stock

c) There are 16 different Stock Reports, To suit most needs. They include Stock Take by the three heading names, entered on the Stock Products Page (e.g. Aisle,Rack or Shelf etc.) or by any combination of them.
d) If using Bar Code, you can select items by Bar Code and then switch the “Scan Only” Button to “Scan and Count” entering the amount found for each item by clicking the bar code reader.
e) The numbers at the left hand side of the menu refer tothe Help Program, which will help you to get used to the program.

Report Menu

34 Report Mennu

There are 25 built-in Reports:

a) Appointments of Own Staff between Dates
b) All Appointments between Dates
c) Top Stock Sales by Client Best Seller by Value
d) Bottom Stock Sales by Client Worst Seller by Value
e) Total stock items by product with purchase price
f) Total Stock Items by Product with Sale Price
g) Total Stock Items by Product with Purchase and sale price
h) Total Stock by Product No. with Purchase Price
i) Total Stock by Product No. With Sale Price.
j) Product No. with Purchase and Sale Price
k) Total Stock Valuation By Supplier)
l) Total Stock (clarify as above) by Category with Purchase & Sale Price
m) Stock by Category with Purchase Price
n) Stock by Category with Sale Price
o) Low Stock
p) Low Stock by Category
q) Outstanding Orders
r) Orders placed between Dates
s) Orders placed between Dates with Supplier
t)Stock Sales between dates
u) Stock Sales between dates by Client.
v) Clients’ Statements
w) VAT Sales & Purchase Report for period

All reports can be previewed, exported to other formats and printed.

Client Accounts

35 Client Accounts

You can see the particular accounts from the Invoice etc. Pages and you can see all the accounts from the Report Menu. The Invoices etc. are entered automatically and when something is paid off you can enter it here. It will give you an automatic Invoice Statement and also an aging Statement, if your relationship goes on too long!

Diary

36 Diary

a) Shows Diary entries By Default User or any other Staff Member
b) Shows Start Date, Start Time, End Date End Time, Details,
c) Notes can be Printed between Dates
d) Also Show Birthdays, which can be Printed, and are shown when program opens.
e) Open 7 Day Weekly Planner.

Weekly Planner

37 Weekly Planner

1) Double Click for Calendar
2) Can be for everyone or a particular person.
3) Enter first Date and Others Automatically Fill In
4) Enter information – Hourly entry options between 7 a.m. and 9 p.m.
5) Print Report (expands to take information entered.

Asset Management

38. AssetManagement

This part of the program looks after all your Office equipment, assets and utilities and includes:

a) Mark Items if missing for separate report
b) Item
c) Location – These are entered above
d) Category – These are entered above
e) Purchase Date
f) Serial Number
g) Cost
h) Current Value
i) Owner
j) Description
k)  Proper case (use or Don’t Use)
l) All/Selected Location
m) All/Selected Category
n) Attach any files and 3 Pictures to any item
o) Show reference numbers, if you want to import items from another program (tblItem)
p) There are various reports you can print out

Telephone Log

07 Telophone Log

All telephone calls made from the computer can be logged, comments made and seen when program opens if required

Email Log

08 Email log

All emails sent from the computer can be logged,comments made and seen when program opens if required

Colour Change

The Background colour can be changed to suit your taste.

Archiving
a) This allows you to Archive Invoices to a specific Date,provided Payments that have been paid
b) This allows you to Archive Orders that have beenreceived, to a specific Date
c) You can see and print out archived documents, butyou cannot change them.

Help

There are tool tips on some of the fields on the program. In addition there is full on- screen help, either from the button on the screen or by using F1, on any form of the program, which will take you to the appropriate part of the help program.

Low Stock Warning

0.5. Low Stock Reminder

This pop-up form shows all items that have fallen below their Low Stock level. The re-order quantity for any item can be automatically re-ordered by the click of a mouse. The Program will add the re-order amount to the most recent order for that supplier or open a new order.

Find Orders and Invoices

Two forms, one for Orders and the other for all Invoices allows you to see what you have produced and sort by Invoice No./Order No., Client/Supplier or Date and then Open any Order or Invoice selected or print out a complete list of either.

Outstanding Invoices

You are warned when the program opens of all outstanding invoices for the period after the days set the Settings. The report can be printed out.

Reminders on Opening

0.1. Important Reminders

When you first open the program, it comes up with the following reminders:
a) Low Stock
b) Emails *
c) Telephone Calls *
d) Low Stock
e) Things to Do *
f) Appointments in Next 20 days
g) Birthdays in next 20 Days
h) Overdue Invoices
i)* these are set on the individual program. All others set in the Settings menu
j) Any important annual reminders or others can be entered on the ribbon and you will be reminded when the program opens.
N.B. The Things to Do are shown for a period before, settings until they are dicked of as done in the Program

Development

The Program can be developed to you or your Company’s Requirements for an additional negotiable fee.