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Prior Features in ManageMore
Version 2.0 (revision M-P)

business accounting software

Been a while since you last upgraded your ManageMore business software?
Don't worry, the following features from prior revisions have been documented below so that you can catch up on the improvements and fixes made to ManageMore. 

Version 2.0 (revision P)

This revision includes fixes and small improvements to many of the new features released in revision O.

 

Version 2.0 (revision O)

This revision finally completes our long goal of changing the internal database structure to one that will allow us to offer ODBC connectivity as well as a not-too-distant Client-Server version for large networks.  ManageMore's entire database system now exclusively uses this high-performance file system that should bring some added performance in certain areas of the program.  It also means that we can now add some long awaited improvements to the customer information file.

New ManageMore ODBC Driver Kit now available
For those customers who demand more control out of ManageMore and need to interface with external applications and access ManageMore's database on a real-time level, the ODBC driver is for you.  ODBC (Open DataBase Connectivity) is a standard method developed by Microsoft for connecting to a data source developed by some third party provider.  This allows various applications that have nothing in common, to read or write information to a database without having to know the internal mechanics of the data source.

Some common uses for the ManageMore ODBC Driver include:
1. You want to create your own external program using MS Access, MS Visual Basic, Delphi, or some other Development Tool to retrieve customer information from ManageMore and design your very own special functions, reports, graphs, statistics, projections, etc.
2. You want to create your own IVR (Interactive Voice Response) Telephony application so that customers can listen to real-time information about their account like balance, aging information, credit limit, finance charges, last payment made, last payment amount, etc.
3. You want to interface to a Web Site so that information can be retrieved dynamically and displayed on a web page.  This information could be customer related and show information like balance, aging information, credit limit, finance charges, etc. You could also create your own web-based customer bill presentment system.
4. You want to create your own Web portal to be used internally by your various store locations or offices.  This could be used so that any employee at any branch could quickly retrieve information (like customer or vendor related info) through a web page.
5. You want to create your own custom reports with popular report writer tools like Crystal Reports by Seagate Software.
6. You want to view all of the data in a spreadsheet application (like MS Excel) to find erroneous data entry errors, prepare graphs, or find a subset of records based on your own criterias. 

If you would like more information about the ODBC Driver Kit, please contact our sales department.

Customer Related Improvements
The following are some notable improvements/changes made to customer related features.

With the advent of a new customer file structure in this revision, some changes were inevitably made to how ManageMore does searches for a Customer Name or Company Name.  In order to comply with industry standard file structures, our database is now case-sensitive.  This means that searches by name must be done in the same manner that it was stored in the database.  We understand that this is not a good thing for some, and so we have made strides to make this a non-issue. 

First, a special process was added in the ManageMore Tools application that will automatically update your customer database with proper capitalization on all customer names as well as company names and cities.  We recommend all customers who have inconsistent data entry in their customer database, to consider using this tool.

Second, an option was added in the Setup... Options... Customer and Contacts tab, titled "Require customer name to entered with proper capitalization".  This setting will double-check that a data entry person does not enter a new customer with all capital letters in the name field.

Lastly, a new "Sounds-Like feature" was added that truly makes name searching easy and more effective than the conventional methods used in the past.  Similar to the recent Intellisearch option that allows for finding products by phonetic syntax, the new sounds-like feature will narrow in on customer names that sound phonetically similar. For example, if you were looking for a person with the last name of "Hughes" and you typed "Huze", "Huse", or "Heuse", you would still narrow in on customers with a last name of "Hughes".  Furthermore, this feature is not case-sensitive and can easily be activated on-the-fly when you are not certain that you have spelled someone's name correctly.  To try it out, go to Customer Care... choose Search by "Name"... type a difficult name to spell and press <Enter>.  The Select Window will show a check-box  that says "Use Sounds-Like Feature" that can be activated/deactivated whenever you want to use this powerful spell-friendly option.  Leaving this feature on always will eliminate any capitalization issues and is probably more accurate than the old manner of searching names anyway.

New Customer Statistics
As you start to generate customer invoices in this revision, ManageMore will now begin totaling monthly sales and returns on each customer for a quick historical view on a customer's purchasing habits compared to the prior year.  Simply retrieve a customer's record in ManageMore and you will notice a new Statistics Tab will be present. 

Other new historical information that is kept on this tab are the customer's highest balance reached as well as Current/YTD finance charges.

New Customer Shipping Info
You can now permanently record customer shipping address information as well as shipping instructions and a shipper's contact phone number on file.  When inserting/modifying a customer record, a "Ship To" button will be present that opens a separate window for the shipping related fields.  By default, the "Ship To" fields will always be the same as the "Bill To" fields, unless modified. 

When generating any new invoices for a customer, the "Ship To" fields will automatically fill in the appropriate areas of the invoice.  A small truck icon button will appear on the invoice screen for any desired editing of the shipping instructions, if desired.

New Customer Sub-Account feature
Sometimes a single customer can represent multiple store locations or be divided into departments (ie. chain stores, franchises, hospitals, government entities, etc.).  This sometimes poses issues when merchandise is periodically shipped to different locations or departments for one customer account.  With respect to billing, it also poses problems for many government agencies and large businesses that desire statements to be formatted in a special manner so that charges are divided up by departments, divisions, or sectors of one establishment.  ManageMore's new Sub-Account feature can solve both these problems easily and have your larger accounts praise you for making their life simpler as well.

See Setup... Options... Customers and Contacts... Preferences... and activate Sub-Accounts.  Subsequently, a tab will appear on all customer records labeled "Sub-Account" where you can create an unlimited number of sub-account records.

Once a customer account has at least one sub-account, you will notice changes to the invoice process as well as how a statement prints for a customer when doing billing.  The Invoice screen will now show a small icon button to the right of the account number field, so that you can specifically choose a sub-account for purposes of alternate "Ship To" information.  Choosing a sub-account on an invoice will also group those open invoices together by sub-account whenever you print future statements for that customer. 

Also, on certain industry features (i.e. Paging Manager), you will notice that when you enter a new record on an account that contains sub-accounts, you will automatically see a Sub-Account entry field appear.  It is important that you identify each record with the sub-account that is responsible for the recurring charges, so that ManageMore can properly format statements with sub-account billing info for the customer.

It's really that simple... creating sub-accounts now gives you added professionalism when dealing with larger customers by providing accurate shipping information on all invoices and creating more readable statements for your customer's accounting department.

New Customer User Defined Fields
ManageMore now adds another level of sophistication to the product by adding the ability for you to easily create over a dozen user defined fields that can be added to the customer account record.  This gives your business the flexibility to gather and record any extra information that you deem important about the customer.  Since each business is run differently, user defined fields are a great way of customizing ManageMore to suit your needs.  Some examples for user defined fields could be Gender, Height, Password, Contract No., Marital Status, Dependents, Hair Color, Eye Color, Race, Religion, Credit Rating, Country, etc.  See Setup... Options... Customers and Contacts... Preferences... and activate User Defined Fields.  A tab will appear labeled "Screen Prompts" where the user defined field settings will be located.  All user defined fields will appear on the customer record under a tab labeled "Detail".

Inventory Related Improvements
The following are some notable improvements made to supertrack inventory.

New Held Inventory Feature
ManageMore now gives you the option on how return merchandise should be processed.  Returned Inventory items can either immediately update quantities in the supertrack inventory or can be held for later decision making on whether the item should go back to stock, vendor, or be treated as stock of a different kind (open item goods, used, damaged, etc.).

Traditionally, ManageMore has always taken returns/refund items and immediately effected the quantity on hand for each returned item.  For smaller businesses that do not deal with large volumes of returns, this is a practical solution.

However, for businesses that have large sales volume and many sales clerks, usually there is much higher return volume and ManageMore's traditional manner  of updating inventory instantly poses some problems. For a brief period of time, returned items would reflect that they are in stock, even though those same returned items may need to be adjusted out of inventory for various reasons (defective merchandise, damaged goods, warranty replacement, or re-selling the original item as an open item are some of the possible scenarios)  With many employees accessing the database simultaneously as invoices are generated, and with low stock on any particular item, these and other stock related issues can occur.

To solve this problem, one would need to have a temporary inventory count of returned items that could then be further scrutinized at a later time.  This would allow an individual to make a decision at a later time on whether an item should be placed back in stock, returned to vendor, or be re-classified as a different SKU to represent item as damaged, open item, used, etc.

 A new setting and screen now exists which allows for all returned items to be placed in held inventory status for processing later.  See Setup... Accounting... Invoices... Require Return processing on all customer refunds.  To process returns after you have refunded an invoice(s), please go to Activities... Inventory... Return Processing.

 Pager Related Improvements
Some alterations were done to the manner in which ManageMore computes prorates when activating a pager.  Normally, a prorate calculation is nothing more than a daily computed rate up to the next billing period.  However, because ManageMore has an AutoInvoice feature that always tries to collect at least one month of service upon initial activation,  the prorate amount field would always compute less on-screen than the amount you would normally expect.  This method was purposely designed in order for you to collect more money up-front and to create a consistent amount on the initial activation of a pager. Mathematically speaking, the end result is accurate as long as you generate the Invoice along with the pager unit being activated.

However, because this causes some confusion as to the manner in which the prorate is calculated, we have altered the way the prorate is computed and is now a bit easier to understand.  The next time you activate a pager unit, the prorate amount that is computed and shown on-screen will be the total prorate up to the next billing period.  If you were to not generate an Auto-Invoice at the time of entering the pager unit, the result would be that the prorate amount shown would be delayed and charged on the next customer's statement.

If you generate an Auto-Invoice at the time of entering the pager unit, the result would be that the prorate amount will be re-calculated (ie. minus the month that was generated on the invoice) at a lower amount (possibly even change to a prorate credit automatically) and would be delayed to the next customer's statement.

Ultimately, the net result is identical to the manner that it has always prorated in the past, just the technique has been improved and there is less chance of human error.

Miscellaneous Improvements
H
ere is a quick overview of other improvements added to ManageMore in this revision:

 

1. Refund Invoices now have a Reason Code field for employees to record the customer's explanation given for the returned item.
2. Inventory Adjustment transactions now have a Reason Code field to record the explanation for the inventory adjustment.
3. Purchase Credit transactions now have a Reason Code field to record the explanation for returning an item to a vendor.
4. Shipping Methods now have a "Require Recipient Phone" option that forces an invoice to record a recipient's contact phone for the shipper.  This is important for some shippers who require this info when shipping items (i.e., Fedex).
5. Certain ManageMore features can now be permanently removed from the program menu in order to simplify the application to just the features that interest your business. See Setup... Options... General... Preferences Tab.
6. Support of PC Charge Software for electronic payment authorization is now available.
7. Improvement in Data Integrity process for cleaning up older stray transactions that have had misc. problems with balances, due dates, unapplied amounts, etc.
8. Rate Plan Codes in the Cellular Manager Module has been increased to accommodate up to 10 characters.

 Version 2.0 (revision N)

Improved Customer Aging
Now that ManageMore fully supports user defined customer invoice terms (See Revision M), we have re-structured ManageMore to display aged invoices by past due date, as opposed to invoice date.  Aging invoices by due date solves several problems over the older invoice date aging method. For starters, it is easier for the customer to understand that he/she is tardy on payment when looking at a customer aging summary on a statement.  Also, aging is not effected by the date in which you generate billing, so being a few days early or late in running a billing cycle will not affect your customer's statement aging summary.  Lastly, we are able to keep the aging accurate up-to-the-minute whenever you view a customer on-screen, run an aging report, or do any process that requires the customer aging to be accurate.  Due Date aging is not something new, many accounting systems currently use this method (including QuickBooks) of aging invoices, and now... so does ManageMore.

It is important that you pay attention to the slight change in terminology with due date aging.  The term "Current" refers to invoices that are not past their designated due date.  ManageMore's older invoice date aging method of "Current" specifically represented an invoice less than 30 days from origin.  It is now possible to generate an invoice with a due date of tomorrow and have it appear in the 1-30 Days late aging column in just a few days.  Due date aging is a better overall representation of tardy payment because the 1-30 Day late aging column, represents just that... a late invoice. While the older invoice date method would have all invoices summed in the "Current" aging column with no idea of whether an invoice might already be past its expected payment date.

Please note the changes in ManageMore that were necessary to make due date based aging possible.  Some of these changes will require you to possibly change the manner in which you used some processes.

1.  The Customer Statistics settings for Customer Care were reset to its ManageMore default.  This is because we need to reflect a new aging column.  A customer now has aging columns of "Current","1-30 Days Past Due","31-60 Days Past Due","61-90 Days Past Due" and "Over 90 Days Past Due".  Notice the distinction between "Current" and "1-30 Days Past Due". 
2.  Certain processes, like Auto-Page and Quick Disconnect(s) in the Paging Manager Module, now have the additional aging column of "1-30 Days Past Due" as a selection.  Please keep in mind that if you used to select "Current" as your selection criteria for Auto-Page or Quick Disconnect(s), you will most likely want to start selecting "1-30 Days Past Due" as the equivalent aging.
3. Statements now show an additional "1-30 Days Past Due" aging column on all form types.
4. There are two customer aging reports now... Past Due based aging and the legacy Invoice based aging report.  We recommend you to use the Past Due aging report because it matches with the on-screen aging calculations that are shown in ManageMore.  The main difference between the two reports is in the aging range choices.  There is an additional "Future Due" and "1-30 Days Past Due" aging column that can be selected in the Past Due aging report.  Also, when selecting a specific aging range (eg. 31-60 Days Late), only customers who have a balance in this range will appear.  Prior versions of ManageMore would display all customers from a certain aging range and older. 
5. When creating an invoice that will be charged to a customer account,  it is imperative that you select an invoice term or manually choose a due date for the invoice.  In the past, the due date could be left blank and would be filled later at billing time.  However, for due date aging, it is necessary to know exactly when each and every invoice is considered past due.  Leaving the due date blank will force ManageMore to select the current date as the due date for all invoice transactions.

Terminology Changes
In order to be a bit more standardized and use terms that are commonly used in other accounting applications, we have decided to change the term "Late Fee" to "Finance Charges" throughout the application.  This will not affect any of the existing functionality and you can still use any description you choose to actually print on invoices or statements (including "Late Fee" if you like).
Consequently, ManageMore will begin using a different internal SKU named "FCHG"  to represent this fee throughout the program.  The prior SKU "LATEFEE" will be left alone and should only exist for backward compatibility and as reference to the prior invoices that were generated in the past using this SKU.

Another big terminology change in this revision will be the meaning of an Inactive customer.  This term has been used "loosely" throughout ManageMore and has had different meaning for different customers using our product.  We now have standardized its meaning to the program and some changes in several areas of the program will be affected.

For the most part, those customers who are using ManageMore for recurring billing (ie. customers who own the Paging Manager Module) should pay the closest attention to this new meaning of an Inactive customer.

Prior to this revision, the old definition of an inactive customer was based on whether the customer had recurring services or not (ie. billing for paging service).  However, this was a problem as sometimes you create customers in the database for invoicing incidental charges of goods/services as well.  These customers would be considered inactive (by the old definition), even though they periodically would come into your establishment and purchase/charge for goods/services.  This has become a big confusion for the program, and changes were necessary in order for the program to work correctly for all ManageMore customers.

From this point forward, an "Inactive" customer will be defined as those customers who you have marked as "Inactive"  in a checkbox that now appears on the customer record.  ManageMore will no longer guess at what customer may or may not be considered inactive.  When a customer is marked as Inactive, ManageMore will not allow you to do certain activities using this account number (e.g. adding/changing service, creating invoices)  There is a setting in the Setup... Options... Customers and Contacts... that can change this part of the behavior if you prefer.

How does this change affect you?
 For starters, it means that all of your customers are currently considered active at the time of upgrading to this Revision N.  There was no simple way of making the upgrade assume what customers should be marked Inactive in your database (for reasons already mentioned).    This is not necessarily a bad thing.  After all, the only real purpose for classifying a customer as "Inactive" is to reduce the size of printing customer related reports, remove unwanted customer mailing labels, etc. and to speed up certain batch processes by skipping over customers that you no longer do business with.  It also allows you to quickly identify the customer as a "dead" account without destroying any valuable historical accounting information you have on file.

A utility has been provided inside the ManageMore Toolset, for those of you who want to mark your old customers as inactive for similar reasons as given above.  The new definition of "Inactive" may also require you to slightly alter the way in which you do certain processes in the program, since there are a few processes in ManageMore that ask whether or not you want to choose all, active or inactive customers for selection criteria and reporting purposes.  In order to make the concept switch easier for those of you using the Paging Manager Module, we have added a checkbox setting in the  Paging Quick Disconnect(s) process for automatically making the customer inactive after changing all the pager unit statuses to Inactive.  This will make ManageMore behave in a similar behavior as it used to, with regards to inactive customers.

The following processes are affected by the new terminology/design change and should be reviewed carefully:
1. Bad Debt Write Off - ManageMore will now select outstanding invoices regardless of whether the customer still has recurring charges active or not.  This means that telling ManageMore to write-off bad debt on inactive customers only will not select the same customers as it used to.  Customers without recurring service will not be considered inactive to the program.
The Bad Debt process has an added feature now that will automatically mark your customers inactive as you write off bad debt.  This is probably the only good indication that a customer account is "dead" and no longer doing business with you.
2. Past Due Notices - Similar to Bad Debt Write off, telling ManageMore to select "Inactive" customers for past due notices will only select those customers marked as inactive, and not select customers who have no recurring services.  For the most part, this will not be a problem for most ManageMore users, since most businesses tend to do past due notices for the active customers   anyhow.
3. Finance Charges  - Again, the changes to the term for selecting "Inactive customers only" is like the two other processes mentioned above.  However, the Finance Charge process may be adversely affected the next time you use it, if you have not been writing off bad debt on a periodic basis.  If you have left old outstanding invoices on dead customer accounts, then this process will attempt to generate finance charges on these older accounts because it believes these accounts are active now.  Please use the ManageMore Tool to re-classify your older customers as inactive to avoid this from happening or write off the bad debt.
4. Customer Aging Report - This commonly used report will probably show the most obvious effects to the changes we have made since none of your customers will be inactive upon going to this upgrade.  This means that this report will be lengthier than normal depending on the criteria you use and whether or not you write off bad debt on a consistent basis.  If you find yourself in this situation mentioned, consider the use of an included utility in ManageMore for mass marking customers as inactive.  It will be found as a separate program called MMTools.exe, and found on the Main Menu under Customer Tools... Mark Customer Inactive.
In order to limit the problem of the aging report becoming lengthy due to many "dead" accounts showing up, we have changed the behavior of the report so that when you ask for a specific aging range, you only get customers in that aging range.  This will make it easier as "dead" accounts tend to be in the 60 Days+ range and could easily be avoided from showing on reports.
5. Generating Statements  -  When generating statements, one added bonus to this new terminology/design change is that you can alternately halt all recurring charges on a customer account by simply marking the record inactive.  So, if a customer has many recurring charges, you may find it simpler to just make the account inactive, rather than updating each individual recurring service as Inactive (Note: This will not work for an RCC who is using the Paging Terminal Interface feature).

One last note on the subject:   If you do not regularly perform the writing off of bad debt, but still want to mark customers as inactive when they have not done business with you in a long time, consider using the new "Customer Inactivity Report" for reporting accounts that are dormant for long periods.

Another terminology change will be  "Inventory Type"  to "Inventory Template".  Over the course of the last year, inventory types have been slowly changing to actually represent more of a template scheme for speeding up the data entry of a supertrack record.  With all the new features in a supertrack record, it can be a bit overwhelming for an employee to add a few simple items to your inventory.  With an inventory template, you simply setup a handful of common template layouts, and ManageMore will help pre-fill the supertrack record to dramatically speed up the process of adding an SKU item.

How will this change affect you?
 Unfortunately, many of our older customers have used the "Inventory Type" as a type of category filter for inventory reporting purposes.  We strongly urge you to move these records out of the Inventory template list and into the new department and category fields that now exist in the supertrack.  The inventory templates should not be used for report filtering of categories anymore and will eventually be eliminated as a filter in some of the sales/inventory related reports.

The last of the terminology changes is within the Cellular Manager Module.  The field labeled "Credit Approval" has now been changed to "Contract Type".  No other changes to its functionality has been made.

New RMA capabilities
An RMA (Returned Merchandise Authorization) acts as a security control for receiving merchandise from customers.  It is most commonly used with businesses that have merchandise returned by customers via mail and serves as a checkpoint to ensure that a customer has actually been given authority to return items for credit or exchange.  In other words, an RMA has the same principle concept as a purchase order is to a purchase receipt.  It is an extra step that guarantees that a specific quantity of merchandise was approved to be received only.  It also organizes the process of returns by giving you the ability to see what merchandise is waiting to be received from the mail.  An RMA can also be used as an additional security step by involving two different employees in the refund process.  One employee can be given the authority to create an RMA, while the other employee can only accomplish the refund if an RMA has been issued.  Involving multiple people in any process that involves possible monies being returned is always considered an effective deterrent of internal fraud. 

RMA's, in general, are a powerful control system for refunds and returns of merchandise.

The basic steps to accomplish the use of RMA's in ManageMore are as follows:
1.  Instruct ManageMore that you will be using RMA's for returns.  See Setup... Accounting... Invoices... and check on the checkbox that says "Use RMA method for refunding all invoices".  Note:  It is important to understand that once you choose to utilize RMA's, all refunds will force you to enter an RMA.  You cannot decide "on-the-fly" when you want to use RMA's for refunding invoices or not. 
2. When the time comes to authorize a refund, go to Activities... Accounts Receivable... New RMA's (or highlight the invoice in Customer Care and press "Reverse").  The RMA transaction form will request the invoice number that is to have merchandise/services refunded.  Make any appropriate quantity changes to the transaction at this time.  An RMA works similarly to a Purchase Order, in that you can go back and edit the quantity values being returned at any time or you can close the RMA order completely.  RMA's are automatically closed when the refund invoice receives all the merchandise that was referenced on the RMA.
3. When you create the RMA, you must decide the "Disposition" or action you want taken when the merchandise is actually received and ready to have a refund created.  This disposition  tells ManageMore how to handle the financial aspect of the refund.    ManageMore will automatically handle the monies of the refund according to the manner decided upon at the time of the RMA.  This eliminates any guesswork as to what the customer is expecting to have done when your company receives the merchandise.
4. Now create a new refund in ManageMore (i.e.  Activities... Accounts Receivable... New Refund) and enter the RMA No. that was used to authorize the refund.  Remember, you will not be allowed to enter the original invoice number to do a refund.  The invoice number can be found on the RMA itself.  Hint:  It is usually common practice for the business to emphasize to the customer to write the RMA No. all over the shipping carton or on the packing slip when returning goods.  This will make it much easier for your receiving dept. to quickly create the refund without having to do a lookup in Lists... Accounts Receivable... RMA's.

 That's it.  The steps are quite easy and you now have a sophisticated manner in which to organize and manage receiving merchandise as well as an excellent security feature by involving more than one person in the refund process.

 Supertrack Inventory Improvements
We are continuing forward with our commitment to a more powerful inventory and point of sale capability within ManageMore.  We strongly urge you to study the new changes in the supertrack inventory and consider redesigning some or all aspects of how you have laid out your SKU inventory in the past. 

Now, let us review some of the internal changes and improvements to Supertrack inventory.

Improved Inventory Entry
Setup now allows you to remove/disable inventory features that are of no interest to your company.  We recognize that each ManageMore customer has different inventory needs and that added improvements to the supertrack inventory form means more complexity for some of you.  In order to satisfy our more sophisticated and demanding customer, we have given you the option to eliminate some of the optional features that are recorded in the supertrack form.  See Setup... Accounting... Inventory... Preferences Tab for the options that can be removed.

 New Price Break feature
This feature
allows you to configure different prices for an SKU depending on the number of units the customer purchases.  The price break can be configured based on several price calculations and for multiple price levels.   See Lists... Inventory... Supertrack Inventory List... Pricing Tab for setting up the price breaks.

 New Promotional Pricing feature

This feature allows you to create a promotion that discounts the pricing of an SKU for a predetermined period of time.  During the promotion, the point of sale will automatically calculate the correct discount price defined for the promotion plan.  Once the promo is over, there is no need to go back and re-update the supertrack prices to normal pricing.  This feature can save you countless hours of data entry before and after each promotion your company offers.

See Lists... Inventory... Promotional Pricing... to setup the different promo's to your liking.  Then add the newly created promo to your SKU's under the Pricing tab of the supertrack record.

 New Transaction Options feature
This feature
allows you to skip description, quantity and price during invoices or purchase receipts.  ManageMore has always forced the user to tab through many of these fields each time a new SKU is added on these transaction screens.  Now, you have the ability to tell ManageMore the cursor behavior that you desire for each SKU in your inventory.  Under normal circumstances, it is probably best that you setup all SKU's to skip all three entry fields.  This is how most POS environments work today.  However, if you have certain products that require a quantity to be entered or whose pricing changes quite often, you can make the ultimate decision on the cursor behavior.  (Note: The older settings in Setup for skipping unit price/extended price have been eliminated since this new feature supercedes it and offers more flexibility). See Lists... Inventory... Supertrack Inventory List... Options Tab for settings.

 New Price Calculation feature
This allows you to automatically calculate the SKU prices based on common formulas like markup and gross profit margin percentages.  Many successful structured companies use these types of  calculations in order to come up with some standard pricing scheme. The price calculation is used when you first enter a new SKU as well as determining the pricing method used with the price break feature.  Additionally, you will find a price rounding field to be used with the price calculations.  This rounding feature is used to make the calculated prices more consistent (like ending with .95 on all items).

We mentioned above that we have changed some terminologies and now use an inventory template concept for filling out supertrack records.  Well, there have been several noted improvements to the inventory template (aka inventory type), to help you more quickly create supertrack items.  See Lists... Inventory... Inventory Templates. 

First, a new Auto-SKU feature can now be setup so that you do not have to invent your own SKU schemes for your product lines.  The program can automatically create them for you based on a few different calculation methods.

Second,  the inventory template allows you to setup markup/margin calculations so that you can more quickly create prices for your SKU's as you enter them into inventory.  Simply adding the SKU cost to a newly created supertrack item, will reflect in an automatic calculation of your expected invoice prices.

Third, a new inventory kind has been added to the inventory template.  You now can define SKU's as a kit composition (also referred to as "groupings" by some other packages).  This gives you the ability to create an SKU that is composed of one or more SKU's in your inventory.  A kit SKU is very handy for putting together special package pricing of several items into one defined SKU.  ManageMore automatically handles deducting inventory from each of the elements that make up the kit SKU. 

Improved Statistics within each supertrack item now shows instant Month-To-Date, Quarter-To-Date, Year-To-Date figures on SKU purchases, sales, returns, adjustments, transfers and cost of goods sold.  It even shows a comparison of these figures versus the prior year.

Multiple Vendors/Centralized Purchasing per SKU can now be setup to make purchasing between different vendors carrying the same product easier.  The purchasing section under the Accounting Tab has now been moved to its own Vendor Tab within the Supertrack inventory form.  Several other notable improvements to the inventory related vendor purchasing feature should be mentioned as well.

Centralized Purchasing can now be setup for multi-store location companies.  This means that you can designate certain SKU's to be purchased by other locations versus creating purchase orders for each location individually.  This capability will allow the "Auto-Fill" feature in the purchase order screen to automatically figure out what to order for one or many locations.  Some multi-store location operations prefer to use a grouping technique to get a more economical price break on certain items.  You must first tell ManageMore that you are using centralized purchasing in Setup... Accounting... Purchasing Options.

Afterwards, go to each SKU that is to be ordered from a different location and set the purchasing method to "Centralized" and then designate the location that will be ordering that item on your behalf.  When merchandise is received, the main location becomes responsible for transferring inventory to the individual locations that needed the merchandise.  Under normal scenarios, one main location will be sufficient for centralized purchasing, but you are not limited to this scenario.  Sometimes, multi-store locations are spread out through different states and may need to do centralized purchasing from a few designated locations within each state for obtaining the best price on merchandise.  It is recommended that you plan out the method that best fits your company needs before jumping right into setting up centralized purchasing in ManageMore.

New Inventory Lead Time feature shows you the number of days it took for the last order to be received for a particular SKU item.  As purchase orders are generated and merchandise is received with a purchase receipt, ManageMore will compute the lead time and store it automatically in Supertrack Inventory.  Now you don't have to guess anymore how long it takes your distributors to fulfill your merchandise request.

New Last Cost/Best Cost feature can be recorded per vendor.  ManageMore will automatically update these fields as you create purchase orders for items.

New Minimum Order feature can be recorded per vendor to ensure that the correct amount is purchased to qualify for the better pricing on an item.

New Economical Order feature can be recorded per vendor to allow you to place a quantity amount that gives you the best price from a vendor based on factors such as overhead, lead time, or discount quantity breaks.  This quantity is used to automatically fill in a purchase order for a specific vendor and can dramatically speed up your ordering process.

Last Purchase Order date can be recorded per vendor and is automatically updated as P.O.'s are generated. 

Memo Alert feature can be setup to automatically remind your purchasing department of certain considerations when ordering a particular sku item.  Each time the SKU is entered on a P.O., a pop-up message will appear with instructions for the purchaser.

New Price Check feature has been added that allows your employees to lookup prices on an SKU without the need for access into Supertrack inventory or requiring the creation of an invoice.  This simple-to-use screen is great for quickly answering any SKU information for a customer like stock status, pricing, bin location, etc.  See Activities... Inventory... Price Check or add it to your toolbar for easy access at any time.

New Global Price Change feature has been added that allows an inventory control manager to change pricing information on multiple SKU's with very little effort.  This is especially important to companies with large inventory and constant changes to prices due to common occurrences like promotional offerings and price increases from higher vendor costs.  Now, with just a few simple rules, ManageMore can easily update hundreds of SKU prices instantly, without the need to review each individual SKU in supertrack inventory. See Activities... Inventory... Global Price Change.

New Intellisearch Engine feature has been added for quick and efficient searching of SKU's in supertrack inventory.  This very powerful search tool lets you find an SKU by any word in the description field of the SKU.  Using just one to three words (in any order) will most likely find your product instantly.  You don't even have to be a good speller for the Intellisearch engine to work.  Badly spelled words or just partially spelled words will still find your entries.  You will find the Intellisearch feature being implemented in both the Supertrack Inventory List and when doing SKU search lookups anywhere in ManageMore.  You must activate this feature in order to begin utilizing this unique and intuitive searching tool.  See Setup... Options... General Options... Allow fast inventory description searches.  With Intellisearch, you will also no longer be required to name your SKU inventory descriptions in some cryptic manner in order to easily find the product SKU. For example, up to this revision, many customers were using ManageMore and probably  describing their inventory in backwards manner like "Battery, Nokia 5150 Lithium".  However, with the new Intellisearch capability, you can now enter your descriptions in a normal straight-forward fashion like "Nokia 5150 Lithium Battery".  The older search methods required key words to be placed at the beginning of the description fields which are now unnecessary with Intellisearch.

You'll be amazed at how easily this new feature can find inventory items in your database.

New Serial Number Manager optional module has been added to ManageMore.  This add-on module allows you to serialize your SKU inventory and track/audit the individual serial numbers of a product in inventory.  Its main benefits are for warranty tracking, fraud prevention, and audit trail of a specific part or item in inventory.  If interested, please call our sales department for more information about this new feature.

Point of Sale Improvements

The following are some notable improvements made to the point of sale.

Improved Invoice Entry allows you to remove unwanted fields from the transaction screen.  This will allow you to speed up data entry and choose only those fields pertinent to your business.  See Setup... Accounting... Invoices... Preferences Tab.

Improved Price levels have been better implemented into the invoice screen and can now be used in a cleaner manner than previous versions.  ManageMore has always had 8 price levels for each SKU in inventory.  However, there was always two problems with it.  For one, it was difficult to relate to the different prices on each SKU as price 1,2,3,...8, and more importantly, you could only utilize the price level feature with customer accounts being assigned to class codes 1,2,3,...8 accordingly. 

Now, all eight price levels can be given a meaningful description (like Retail Price, Sale Price, Corporate Price, Club Price, Employee Price,  Wholesale Price, etc.) and can be selected in the invoice screen without the need for a customer account or class code setup.  See Setup... Options... Price Level Definitions.  Hopefully, now that it is a bit simpler and easier to utilize, more customers will begin to use this scheme for special pricing as opposed to constantly overriding the extended prices.  You will need to activate this feature in order to utilize it at the point of sale.  Please refer to Setup... Accounting... Invoice Options... Allow price level changes on invoice.

Several new settings and default values have also been added to speed up data entry at the point of sale.  These include a default invoice term, shipping method, FOB, etc.  Please refer to Setup... Accounting... Invoice Options for these and other new settings.

New shipping tracking number is now available at the invoice screen when a shipping method is used that has been activated to record the tracking number.  Refer to the Shipping methods List and check on the tracking number feature for this option to work.  Now your tracking numbers can be conveniently located when you view any invoice.

New user definable field replaces the F.O.B. field on the Invoice screen.  This allows you to use this field for any purpose you like. Some common fields that certain businesses use could  be a Job Number, Contract Number, Tax Id, Driver License, Tag Number, etc.  See Setup Options... Invoice Options... Screen Prompts Tab for defining this user definable field.

Back Dating Invoices is now possible if you choose to activate the capability of changing invoice dates.  This is useful for creating aged invoices or reflecting a true invoice date more accurately when one is delayed in entering the transaction on the same day.

Future Dating Invoices is now possible if you choose to activate the capability of changing invoice dates.  This is useful if you want to do certain types of contract pricing or you want to finance some service/merchandise to a customer over a period of time.  The future date invoice will not affect aging until it becomes current and will not show up on statements until it is time to do so.  Example 1: Bill is a good customer and would like to pay for your $300 service/goods over the next 3 months.  Simply create 3 future dated invoices with a date that is in range with your next three billing periods, and the statement generating process in ManageMore will take care of sending a statement to Bill for each invoice that becomes due. 

For changes to invoice dates, see Setup... Accounting... Invoice Options... Allow changes to invoice date setting. 

WARNING:  Changing invoice dates can be a security issue and is advised that you setup security to allow authorized individuals access to the invoice date field only.

Customer Related Improvements
The following are some notable improvements made to customer related features.

Improved Customer Entry
An overhaul design of the customer entry screen has been long overdue in ManageMore.  What do we mean by overhaul?

Well, as the program has become more sophisticated and allowed for more customer related options, the screen layout has become complex and a bit disorganized.  Furthermore, some of the new customer features added over the years are not needed by certain businesses and just make data entry a bit more cumbersome. Solution... re-group data in an organized manner and allow the user to disable certain non-critical customer fields that are not being used at all.  See Setup... Options... Customer Accounts... Preferences Tab.

With that in mind, we have added a few more customer settings to allow greater flexibility with the program.

New Inactive Customer Status  checkbox option has been added.  This setting gives you the ability to instruct ManageMore to ignore this customer record without deleting it.  Furthermore, it allows for a distinction between good clients and those who you no longer or doing business with.  This is helpful for producing things like tailored customer mailing labels, specific aging reports, and targeted promo emails or finance charges.  The ability to make a customer inactive is also another manner in which you can quickly stop any recurring charges from being generated for a customer as well.

Note: Please refer to the Terminology changes above for some important info on how the term "Inactive" customer is now interpreted in ManageMore.

New Message restriction  checkbox labeled "Allow Dunning Messages on Statement" has been added so that you can choose whether or not to display past due messages on a customer's statement.  This is useful for some accounts (like government/state agencies) that pay on Net 60 or Net 90 terms and should not receive harsh past due warning notices on their statements.

New Individual Finance Charges have been added at the customer level. This allows you to possibly charge more/less finance charges for special accounts.

New Customer Credit Hold checkbox  has been added to quickly halt any future customer charges on an account.  This is useful for anyone who wants to temporarily stop a customer from charging goods to an account without altering their credit limit to do so.

New Billing P.O. Number has been added so that you can reference your outgoing statements with the customer's purchase order number.  This is commonly requested by entities like government, hospitals, and larger businesses that will not pay a bill without an attached P.O. number.

New Quick Statement Retrieval feature was added so that you can easily retrieve a customer's statement on-screen with just a simple mouse-click.  Within the customer address label in the lower right corner is a small "paper" icon that will perform this bill presentment feature.  You will be given a list of possible statements periods for which the customer was billed and then the actual statement will appear on-screen. 

Note:  Due to improvements made with the statement process, you may notice that retrieving older statement periods will produce a yellow box popping-up and re-building the statement file, prior to the bill appearing on screen.  This can sometimes be lengthy, but is only going to happen one time for that period only.  Afterwards, any customers you choose within the same billing period will not exhibit this initial delay.

We recommend older ManageMore clients to consider deleting extremely old statement distribution files.  These files can sometimes take up considerable hard drive space and are rarely needed for viewing beyond a one-year period.  Since there is no automatic clean-up of these files, it is your responsibility to remove them.  Go to Create Statements... Distribute Statements... and then highlight the older statement distributions and press the Delete Button.

Accounting Improvements

The following are some notable improvements to certain accounting related functions in the program.

Cash Based Accounting
Although cash based accounting is not considered a generally accepted accounting principle, we have done some improvements to make the cash based accounting tax reports more accurate.  When choosing the cash basis method, ManageMore will now calculate the taxes based on the portioned amount of each payment applied to an invoice. This prorated calculation only considers the payments received for a given period and should match the cash receipt journal accordingly.  In other words, if a customer pays a $100 invoice with $10 tax in two monthly payments, the cash based tax reports will only report $5 in taxes to pay when the first payment is made and $5 in taxes to pay when the final payment is made.

Note:  When billing invoices, many states/municipalities do not accept partial taxes on billed invoices and do not recognize any form of cash based calculation for reporting such taxes.  Use cash based calculations at your own discretion.

Tax Formulas
Another accounting change that was made deals with how ManageMore computes taxes on invoices.  In the past, ManageMore would round taxes on a per line item basis on the invoice.  To the best of our knowledge, rounding at the item level is legal and has never caused an audit penalty to any of our customers over the last ten years.  However, this method of line item rounding is not a very common technique used by most POS/invoicing applications and causes unnecessary confusion of why ManageMore sometimes computes taxes short by a penny or two.  We have ultimately changed our tax algorithm to compute taxes in a more traditional manner and round taxes after considering all items in the invoice total.  Please be aware that this may cause invoices to now be a penny or two higher than previously computed in earlier revisions.  Furthermore, due to the new formula changes, the tax rounding adjustment feature has been eliminated because it serves no valid purpose now.

Finance Charges
A few important Improvements were made to the process of charging finance charges (a.k.a. late fees).  These changes should make it easier to select the correct criteria for generating finance charges, and avoid accidentally missing invoices that should have been given a finance charge.

There are two camps when it comes to how a company wants finance charges imposed on a customer.  The first method is based on creating finance charges on all unpaid invoice balances on a continuous basis until that invoice is fully paid.  This finance charge method is mostly used with companies who charge merchandise/goods to customers and want to collect interest on the financed item.  The other method is to create a finance charge only one time on any past due invoice balance or for invoices that were paid after the due date.  This method is mostly used by companies who provide a service and are using finance charges as a type of penalty or late fee.  The second scenario mentioned is probably the more common of the two methods used in business.

One new feature, as you probably have guessed by now, is to allow you to choose whether Finance charges will be based on "All Unpaid Invoices" or only considered one time on "New Past Due Invoices".   By knowing which method you prefer to use, we can eliminate some of the more confusing criteria fields (i.e. Unpaid invoices on or before xxx date) and let the program figure out what needs to be given a finance charge.   This also means that if you choose to use the "New Past Due Invoices" finance charge method, you will no longer have to run the process at a precise moment in time.  The program will automatically detect which invoices require finance charges, even if the invoice has already been paid.  Therefore, it is safe to say that you can generate Finance Charges at anytime and you will accurately calculate finance charges one time for outstanding invoices or late paid invoices.  If you are doing any recurring billing with ManageMore, we probably recommend to do the Finance Charge process sometime right before billing, for convenience only.

The method of calculating finance charges on "All Unpaid Invoices" works differently however, and should still be run each month on a consistent day of each month.

 Another improvement made to the finance charges, is the introduction of a grace period.  By defining a grace period (in days), ManageMore will not consider an invoice late until the due date plus the amount of the grace period.  This gives you the ability to provide a small window of leniency for customers to still make a payment and not be considered for a finance charge.

Miscellaneous Improvements
H
ere is a quick overview of other improvements added to ManageMore in this revision:

1. Class codes are no longer restricted to a certain price level and can be setup to use any of the eight SKU prices.
2. Improved performance during billing process is now 10 times faster than before.
3. Fixes to Cash Drawer Deposit feature introduced in revision M.
4. Dealer Locator feature now has a Get Map button which shows a visual map and directions for a customer to get to one of your store locations.
5. File Manager has some internal improvements that can now warn you if a large amount of RAM is needed to rebuild a data file.
6. Cellular Manager has an added rebate amount in the commissions area that will track the rebate as an additional amount that must be also collected for fulfilling payment on a cellular contract.  This will also help auto-fill the original invoice with the rebate amount already calculated in the invoice total.
7. Fixed problem with receipt printer not showing descriptions when invoice was generated from an automatic process.
8. New user defined fields can be setup per inventory template to allow for customized entry fields in supertrack inventory.
9. Tax codes are now date driven so that you can create a future tax code and the program will automatically start using it when the starting effective date becomes current.  This is also useful because you do not need to change the tax code each time tax changes occur on a tax code.  You just define a new tax code record with the same code value, but with a new effective date.
10. Single customer payments can be backdated/future dated at the time of entry.
11. Purchase Receipts can now be back dated or forward dated to reflect more accurate time of when merchandise/expenses may have been received.
12. General Ledger Account numbers can now be formatted to support sub-accounts and departments.  See Company Info... General Ledger Tab for setup.

13.  Feature added in AutoPage to automatically skip customer to be paged that have a future promise date of payment on file.

14. 
A quote transaction now has its own form setup and policy message.  This allows you to state a different message on the form when giving a customer an estimate or proposal.  See Setup... Forms... Quotes.
15. The Price and Change Due have been enlarged on the invoice screen to make it easier to read and show customers, when a pole display is not present.
16. Improved EFT allows for re-distribution of the unapproved transactions.
17. Prior ManageMore Inventory Reorder Point report has been improved and is now called the Low Stock Report.

 

Version 2.0 (revision M)

Note: Many of the file structures in ManageMore have been improved and now allow for overall better performance and less disk space than prior versions. 

Warning: If you have had special pre-printed form overlays created for the point-of-sale invoice (Professional Form 1,2,9 & 10), then  you will probably not want to upgrade to this release until you have depleted your printed forms and created new layouts.  Necessary changes were made to these Form types to reflect new features that were added to the program.  This will most likely cause your overlay form to not align properly.  We apologize for this inconvience and will make every effort to not disturb these form types from this revision forward.
_____________________________________________________________________

NEW ACCOUNTS PAYABLE FEATURE
By far, the largest improvement in this revision is the new Accounts Payable functionality... and it comes at no additional charge to our active customers.  This was not a simple task and many internal changes were needed to make this possible.  New Vendor profiles, true open/closed purchase orders, purchase receipt processing with open balances, and the ability to print checks on popular industry formats.  We also have prepared the ManageMore program for a not-to-distant full G/L with Profit & Loss Statements and Trial Balance Reports... but that's for another revision.

Due to all the new window screens added, The Accounts Payable features forced a new menu design change in the ManageMore program.  We believe you will find the menu a bit more organized than previous versions and should not have too much difficulty adapting to them.  The menu's have been logically laid out with Accounts Receivable, Accounts Payable, and Inventory related functions in their respective menu sections. 

 First,  the Vendor Setup previously found under the Lists Menu has a different purpose than before.  The vendor file is now exclusively used to represent those companies that you purchase goods or services from.  The upgrade will create a vendor list from the original vendor file you had previously setup, but may require some adjustments and removal of records that are not actually vendors.  A paging carrier may or may not be considered a vendor anymore, especially if you are the paging carrier.  The original vendor setup file that was used to store paging related fields like frequency, coverage regions, etc. is now found under the Lists Menu... Paging... Paging Providers.  Use this new section to deal with setups for your paging carriers you do business with or to make changes to paging defaults.  These changes were necessary to provide a cleaner interface when dealing with purchase orders and also because of the new accounts payable features found in this revision of ManageMore.

 Secondly, Purchase orders now act in a manner consistent to common accounting principles and allows for opening/closing of PO's with proper matching to a purchase receipt/bill.  Purchase receipts generated will create proper vendor balances that will allow you to keep record of your debt to your vendors at anytime.  A convenient disbursement screen also exists if you prefer to deal with receiving of goods and payment processing all in one step.  These processes can all be handled easily from within the Vendor record or can also be obtained through the menu items.

 You will find the Form Setup screen under the Setup Menu now has options for setting up the type of checks you will want to print to as well as other relevant fields for check printing.  You should also look at the Accounting Setup and answer the appropriate journal entries that have been added to properly report to the General Ledger.

 Internal file re-design of the Paging Manager
The Paging Manager part of ManageMore has been one of the oldest and unchanged parts of the program in several years.  The internal file structures used go back to when the product was sold as a DOS based program under the name "Beep Plus".  Unfortunately, the older file structure had some known issues that were not correctable without upgrading it to newer technology formats.  In particular, the older file storage system did not work well when large network traffic was present (causing frequent data rebuilds), took considerable amounts of disk storage, and would not notify the user when a record became corrupt in the file until it was too late.  It also did not offer any means possible for future technologies to read  the database real-time for possible future web-site applications using ODBC.

This revision brings us a new and improved engine under the hood of the Paging Manager module.  You might not be able to see a lot of the improvements,  but it now runs smoother and faster than ever before.  There are some notable changes that did occur while we were overhauling the Paging Manager that you should pay close attention to on this release.

First, the pager phone number fields now expect the area code and phone number to be correct when doing any customer search by pager phone number.  Previously, ManageMore only really looked at the seven digit phone number for doing any type of searches/matches in the database.  Now, the area code plays a vital part in the representation of the phone number and should always be filled in correctly.  This does also mean that anyone using the Pager Audit Pro module must be certain that the carrier disk information contains the full area code and phone number for ManageMore to properly reconcile your database against the carriers billing information.  These internal changes were necessary to start preparing for the upcoming area code size increase that will occur in just a few short years.  Since the phone companies are running out of area codes and phone numbers, the increase of phone digits is inevitable and will cause much worse software related problems than even the Y2K bug that happened on January 2000.  Fortunately, ManageMore customers can rest assured that Intellisoft is aware of these future issues and has already started preparing for this upcoming event.

Due to changes in the phone number logic, a new change was required that eliminates the ability to type alphanumeric characters in the area code field of a phone number.  As far back as the earlier DOS versions of the product, the program allowed the user to type in letters in the phone area code and it was recommended to type ‘PIN’ in the area code field of the phone number when the phone number denoted a PIN number.  This also told the program not to automate any extra line charges on the pager record when price restriction capabilities were activated.  The new standard will require the character ‘P’ to be placed in the long distance phone prefix of the phone number in order for the system to behave similarly.

Another design change on the paging record deals with the elimination of the cryptic ‘%’ in the Long distance prefix to represent blocking the phone number of being paged using the AutoPage module.  A new "Do Not Page" checkbox is clearly indicated on the pager form and is much simpler to remember.  Please do not use the ‘%’ option anymore, as it will not work as before.

Some of the Drop List fields in the Paging Manager have also been improved to use more common and descriptive vocabulary.  For example, P512 will say Pocsag 512... TDISC will say Suspended... PDISC will say Inactive... etc.

The older cryptic abbreviations were created only because hard drive space was limited in the early 90's when the product was first introduced.  This may take a little getting used to for older customers, but the learning curve for teaching new employees will be easier when fields spell out exactly what they mean.

Yet another obvious change made to the Paging Manager module is the elimination of the Sales Person field.  It is no longer necessary to enter the sales person on each customer’s pager record because the sales person identifier is now located at the customer record level.  The software upgrade will automatically take care of converting the sales person to the customer record for you.  Note:  You can optionally bring back the sales person entry field in the Setup... Industry... Paging... General Options.

One final Note:  Due to the drastic internal improvements done with the Paging Manager data structure, certain fields are now internally represented differently.  This may pose a small problem for customers who are using the File Export module to create special paging reports since the new fields structures are represented numerically versus alphanumeric.  For example, the File Export of a pager related report will signify a pager's format type as 1 instead of P512, 2 instead of P1200, 3 instead of P2400, 4 instead of Golay, 1 instead of ONLINE, 2 instead of TDISC, 3 instead of PDISC, etc.  Please contact technical support if you need assistance in interpreting the values that are now exported by the File Export process.

NEW Cash Drawer/Deposit Functionality
This revision also brings some new functionality as to how you open and close your daily cash drawer.  Typically, we have relied on a Cash Drawer report to give all necessary information about the monies that should be in the cash register for each location and each employee.  However, this did not allow for a proper accounting of deposits and did not make a permanent record of each day's closing.  This meant that things like beginning cash drawer balance and overage/shortage of money was never accounted for at all.

The new design allows you to record cash drawer opening/closing figures for each location or employee and keep track of any and all differences in the cash drawer for proper posting to the General Ledger.  Using the cash drawer deposit feature is optional, since customer payments may be posted directly to the General Ledger via payment method setup.  We urge you to consider looking at the new method for opening/closing the cash drawer, since it is a more accurate way of recording customer payments.

Due to this new cash drawer functionality, and in order to keep in line with general accepted accounting principles, the cash drawer report will no longer total the credit card payments as part of the cash drawer.  This calculation is still displayed on the report as a separate calculation (under Other Payments) but is not summed into your closing balance. 

Supertrack Inventory Improvements
Many changes will be obvious after spending just a few short minutes viewing the supertrack inventory screen.  Supertrack is starting to earn its reputation as a true repository for all Accounting related items in your business.  From tangible goods that you sell to expense items, a supertrack record controls much of how ManageMore operates as an accounting package.

We have been modifying the Supertrack items so that it is easier to setup and simpler to work with.  With revision M, it is now essential that you create proper Inventory Types that reflect the different groupings of your business aspect.

Each Inventory type you create will be defined into one of five possible Supertrack categories and will serve as a template for creating all of your future supertrack items.

Tangible Inventory - Items that are Merchandise related and require quantity tracking (Most common SKU)
Intangible Inventory
- Items that are typically service related or do not require the need for checking stock status
Expenses
- Items that relate to Accounts Payable related payments like Rent, Electricity, Telephone Charges, etc.
Supplies
Items that belong to your own company's personal stock inventory and require quantity tracking
Redemption
- Items that are discount related (coupons or rebates) and are represented as negative amounts at POS
Kit Composition
- Items that are Grouping related and refer to more than one SKU item (Introduced in revision N)

Some examples of Inventory Items that you could create:
Accessories, Electronics, Parts, Merchandise, etc. to represent Tangible Inventory Types.
Services, Consulting, Repairs, Labor, etc. to represent Intangible Inventory Types.
Office, Charity, Employee, etc. to represent Expense Types.
Copy Room, Cafeteria, Conference Rm, etc. to represent Supplies Types.
Rebate, Trade-In, etc. to represent Redemption Types.
Grouping to represent Kit Composition

Setting up the other included fields that are present in the Inventory Type record, will make creating a supertrack record much easier and quicker to do.  We recommend you spend some time to re-design your inventory types accordingly.

The Supertrack record has also added/improved over a dozen new fields for various capabilities.
Warranty - Setup various warranty related codes to represent the manufacturers parts/labor warranty period
Manufacturer Id - Manufacturer field is now a coded entry that relates to a Manufacturers list where additional data is stored
Model - record a particular model no. of the SKU
Sales Order Quantity Pending - field works with new Sales Order Module and determines orders waiting to be filled
Preferred Quantity to Order - field works with PO's to automatically fill in an order when inventory is low
Bin Location - field used to record where you are storing the merchandise (aisles, rows, etc.)
Preferred Vendor Id - field is used to determine the most common vendor for purchasing an item
Statistic fields - Quick access to important statistical info like total quantity sold, MTD sold, YTD sold, first date sold, etc.
Internal Notes - Your own comments and info about each SKU can now be stored with up to 1000 char. of data
Transaction Notes - Additional information about each SKU can now be printed on invoices with up to 1000 char. of data

Point of Sale Improvements
Another area with major improvements is located in the point of sale invoice.  Many adjustments were done to make the invoice process more flexible and utilize more popular and common POS related functionality.

For example, an invoice can now be setup with user-defined terms (i.e. Net 10, Net 30, C.O.D., etc.), allow for editable "Bill To" and "Ship To" address, allow negative quantities for SKU's that are trade-in or rebate related, allow printable notes (up to 1000 characters) to be added per SKU on each transaction, retrieve credit card no. on file during sale, allow for easier entry of freight charges, allow for discounts (after taxes) at the point of sale, and even block customers from overcharging by use of credit limits.

Quotes/Proposal related transactions can now be turned into an invoice with just one mouse click as well.

Here is a quick overview of other improvements added to ManageMore in this revision:
1.   Accounts Payable functionality is now possible with ManageMore including printing of company checks.
2.   New Menu layout is a bit more organized as to the accounting related functions of ManageMore.
3.   Purchase Orders now act more like a standard purchase order transaction should.  Purchase orders can be opened or closed at anytime and automatically affect the quantity on order for merchandise.
4.   Purchase Orders now have an estimated delivery date feature that helps your staff estimate when a next delivery of merchandise will arrive.
5.   Purchase Orders can be edited at anytime while the transaction is still opened. You can also reinstate a closed purchase order that has not been received in full.
6.   Purchase Orders now have a Ship To address for dealing with warehousing issues or for drop shipment situations.
7.   Purchase Orders have a new Auto-Fill button feature that will create a PO with your inventory items that need re-ordered.
8.   New Purchase Receipt transaction added to receive merchandise (similar design to old Purchase Order in ManageMore) against a valid Purchase Order. 
9.   Purchase Receipt transactions can be partially/fully reversed at any time for returning damaged/unwanted goods received from your vendors.
10. Purchase Receipts contains a Bill Reference field to identify your vendors invoice number to your company.
11. Purchase Receipts properly create vendor balances for true Accounts Payable implementation.
12. New Disbursement/Purchase Receipt screen now allows for a one-screen operation of applying a company payment/receiving of goods without the need of doing an additional Accounts Payable step.  This is most useful for small businesses that may not want to setup vendors for each and every purchase that is done by the company.
13. New Bank Account setup allows the Accounts Payable section to determine what account money is being drawn from for company purchases (i.e.. Company Credit Card, Commercial Account, Secondary Commercial Account, etc.)
14. Invoice Terms can now be setup to be something other than Net 30 days. 
15. New Vendor information implemented to record information like payment terms and email address.
16. New Customer fields added to ManageMore including salutation (i.e. Mr./Mrs./Ms./Dr., etc.), Sales person, Tax Id, and Customer Invoice Terms.  No Invoice terms can also be setup so that customers cannot charge items to their account.
17. New Supertrack Inventory statistics tab added that keeps track of information like total quantity sold, first date sold, last date sold,  MTD quantity sold, YTD quantity sold and average sale price for each SKU in inventory.
18. Invoices can now be setup to enter a 'Ship To' address for a customer who requires goods sent to a different location from their current billing address.
19. Invoices now allow full editing of the 'Bill To' address on each transaction.
20. Invoices now automatically fill in the salesperson and invoice terms as defined on the customer record.
21. Credit card transactions are now automatically recorded on the customer record so that future customer purchases are handled quicker by allowing for automatic credit card information retrieval at the point of sale.
22. Invoices now allow capability for negative SKU quantities/pricing to be added to a sale transaction.  This allows you to more easily deal with simple product returns, trade-ins, coupons, rebates, discounts, etc. on the same transaction record.
23. Improved File Manager now immediately notifies you when a software upgrade, file build, file refresh, etc. has caused data loss due to a badly corrupt file.
24. New optional Sales Order module has been added for businesses that need to write up orders and fill the invoices at a later time.  This feature allows for sales back orders and is ideal for companies who have a warehouse facility that ships products, companies that do merchandise phone sales, or companies that do not want to invoice customers until a future service is performed.  Please ask our Sales Department for more info on how the Sales Order Pro can help your business.
25. New Support for serial based Pole Display equipment allows a visual display of purchases for the customer during a point of sale transaction at that front counter.
26. Store Locations have now been modified so that you can define Locations to represent something other than a physical retail store.  Locations are sometimes used to also represent special Inventory issues (e.g. track damaged or returned goods), deal with warehouse locations, departmentalize large retail stores, be treated as dealers, etc.  You can now reference the Location so that it is a bit clearer as to your intentions for setting up a Location.
27. Company and Store Location Phone numbers have been reformatted to allow more flexibility (e.g. extension number, dashes instead of parenthesis, etc.) with how you want the phone number to appear on an invoice or bill.   Please be aware that you must go to the Company Info setup and Location setup to re-add any formatting you wish to have when these phone numbers print.
28. Bug fix in EFT module that sometimes causes credit charges for customer billings.
29. Supertrack Inventory now has both a Make and Model field added to the Supertrack record.
30. Internal changes to Paging Manager Module now require the full area code and phone number for an accurate lookup match to the pager record.  Previously, area codes were stored in the pager record but not necessary for a lookup.  This change does mean that the Audit Pro module will require the area code on disk in order for proper reconciliation of a carrier’s bill.  Please be certain that your carrier currently provides the area code and phone number for your Audit Pro module to continue working properly. 
31.  Internal design changes were made to most of the heavily used transaction processing screens like Invoices, Payments, Purchase Orders, Inventory Transfers, etc. to eliminate many of the file locking issues that occurred on larger networks (20+ stations) when too many simultaneous file updates occurred.
32. Improvements made to the new Accounting Export Module which makes it a bit simpler to understand what journal entries you desire to be exported.
33. New Deposit Screen process added for more accurate cash drawer balancing for your employees and for proper accounting to the General Ledger.  The new deposit screens eliminate the need to use the Cash Drawer Report and more accurately keeps tabs on the in's and out's of your company's money.  Each deposit record will record the moneys you collected by date, location, and employee and can be viewed at anytime for quick reference.  We strongly urge you take a look at this new process, as it is a much better way for closing your daily business transactions and will tie into your General Ledger more accurately by taking into account money's left in the register as well as overage/shortage of moneys on a daily basis.  The older cash drawer report has been left in ManageMore mostly for backward compatibility.
34. New transaction alert sound can be activated so that a confirmation sound occurs after certain transactions.
35. New transaction SKU notes (up to 1000 char.) can be added per item on an invoice.  This allows you to place special instructions per SKU like warranty info, disclaimers, or kit related info of all parts or goods included with an SKU item.
36. Customer credit limits can now be established to prevent a customer from overcharging to their account.
37. Instant visual address map of customers, vendors, manufacturers, and providers (requires internet connection).  At the right corner of most address labels in ManageMore, you will see a small globe.  Clicking on this icon will invoke the program to open a separate window where a map will be displayed via Yahoo's mapquest.  This is particularly handy when directions are needed to get to a customer or vendors location.  Also, the map will many times give full zip+4 information and can even help find missing zip codes or city names for any given address in the U.S. or Canada.
38. Freight can now be easily handled on all invoices and purchase receipts.  It is no longer necessary to use a SKU to represent shipping charges as part of an invoice or as an additional amount to a bill.  This field is only visible if you turn on the "Allow shipping fields" option in the Setup of ManageMore.
39. Discount field is now available when creating invoices.  Different from a coupon or rebate, a discount (after taxes) can be applied to an invoice directly at the point of sale.  It has the same equivalence as a payment being applied against the transaction and can be separately accounted for on the General Ledger as discount sales.
40. Shipping Methods can now be associated to tiered weights and their corresponding freight charges for automated invoice freight calculations at the point of sale.

 

Do you still need to know about software revisions prior to the ones mentioned above?  If so, please click here for older revision archives.

 






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