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
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
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
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.
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.
is a quick overview of other improvements added to ManageMore in this
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...
6. Support of PC Charge Software for electronic payment authorization is
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.
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
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
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.
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
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
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
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
The basic steps to accomplish the use of RMA's in ManageMore are as
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
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
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
Improved Inventory Entry
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.
Price Break 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.
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
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.
Transaction Options 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.
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
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.
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.
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
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...
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
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
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...
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
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
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.
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.
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.
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
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
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.
is a quick overview of other improvements added to ManageMore in this
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
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
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
13. Feature added in AutoPage to automatically skip customer to be paged
that have a future promise date of payment on file.
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
16. Improved EFT allows for re-distribution of the unapproved
17. Prior ManageMore Inventory Reorder Point report has been improved and
is now called the Low Stock Report.
Version 2.0 (revision M)
Many of the file structures in ManageMore have been improved and now
allow for overall better performance and less disk space than prior
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
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
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.
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
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
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
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...
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
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
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.
Items that are Merchandise related and require quantity tracking (Most
Items that are typically service related or do not require the need for
checking stock status
Items that relate to Accounts Payable related payments like Rent,
Electricity, Telephone Charges, etc.
Items that belong to your own company's personal stock inventory and
require quantity tracking
Items that are discount related (coupons or rebates) and are represented
as negative amounts at POS
- 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
Services, Consulting, Repairs, Labor, etc. to represent Intangible
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
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
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
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
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
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
14. Invoice Terms can now be setup to be something other than Net 30
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
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
19. Invoices now allow full editing of the 'Bill To' address on each
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
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
29. Supertrack Inventory now has both a Make and Model field added to the
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
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
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
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
If so, please
for older revision archives.