Features Overview

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Address Book

• The account information for all people and organisations is saved under contacts and can be viewed from a single interface (address book).
• You can add records in the form of notes or attachment to keep a single repository.
• Attachments can be uploaded or linked.
• Information is never duplicated. The same contact can be a customer and supplier.
• Read more: Contacts, Customers, Suppliers.

Age Analyses

• Includes customer and supplier age analyses.
• The age analyses can be customised to include work in progress and credit limits.
• You can email remittance advices or statements directly from the respective age analyses.
• Read more: Customers, Suppliers.

Assets

• The assets feature can be used in multiple ways such as:
  • Keeping track of the organisation’s assets.
  • Allocating production tasks to machines.
  • Keeping track of equipment that is leased to customers.
  • Keeping track of customer’s assets that you service or manage.
• Read more: Assets

Attributes

• You can add information fields using Attribute Sets.  
• Examples of attribute sets for contacts include credit terms, billing methods, bank details, currencies, and VAT information.
• Employee or contractor details can be recorded using attributes such as credentials, employment histories, job applications, languages, next-of-kin contact details, and payroll information.
• Supporting information can be linked or attached and expiry dates can be entered (e.g. if memberships or credit applications expire).
• Item attributes include estimating information, constraints, and wastage metrics.
• You can create an unlimited number of Custom Attributes to capture additional information.
• You can create Lookup Lists for attributes to eliminate retyping information.
• Read more: Attributes.

Batch Updates

• You can change multiple records simultaneously.
• For example, Batch Updates can be used to edit prices, statuses, groups, or categories for multiple records.
• Batch updates are available on most reports, and transactions that have multiple line items.
• Read more: Batch Updates.

Calendars

• You can have an unlimited number of calendars.
• Calendars are used to manage resources such as operators or machines.
• Transactions can be linked to calendars and due dates set per line item.
• Read more: Calendars.

Cloud Storage

• Data is stored in the cloud so you can access it from anywhere.
• You are allocated a server closest to your region.
• Additional data that can be saved on the cloud include attachments (files and images), and notes.
• Read more: Cloud Hosting.

Customised Forms

• You can create or customise forms using the built-in Form Designer (e.g. statements, invoices, emails).
• Forms such as invoices and statements automatically include logos, bank, or address details and do not need to be customised for those features.
• You can access the data tables, fields, and editing tools to design and customise forms.
• Existing forms can be edited.
• Multiple forms can be created for a single function and emailed to internal or external recipients. For example, invoices can show the profit earned to staff (internal followers or recipients), but only the invoice amount to customers (external followers or recipients). 
• Read more: Custom Reports, Output and Emails.

Customised Menus

• You can customise the navigational menus and choose what should appear on the quick access (tile menus). 
• You may create as many menus as you need.
• Menus are allocated to staff, and they can receive menus that only show the functions and reports they use.
• Read more: Menus.

Customised Reports

• You can access your data to create reports using SQL.
• These custom reports also include access-control features.
• Read more: Custom Reports.

Customised Transactions

• You can create an unlimited amount of Transaction Types in which to record transactions.
• Settings for each transaction type allow you to specify factors such as:
  • Accounts that should be debited and credited.
  • The default VAT Types.
  • When and how transactions can be copied.
  • Customising add-on features such as due dates.
  • Options to create restrictive transaction types to ensure certain accounts are debited or credited.
  • Options to create flexible transaction types where accounts are selected per transaction.
• Read more: Transaction Types, Transactions.

Financial Reports

• Includes a Statement of Profit or Loss generated in a spreadsheet format to highlight missing entries or anomalies.
• Includes a Statement of Financial Position that can be generated for any date, and monthly in a spreadsheet format.
• The Tile Menu displays the number of pending transactions to highlight transactions not yet recorded on the financial statements.
• A dashboard highlights accrual account balances and problematic transactions.
• Reports can be exported in .xlsx format and opened in Excel pre-formatted.
• Read more: Financial Statements.

Integrated Email

• QuickEasy BOS includes the ability to print, preview, email, and export reports and forms such as quotations, customer invoices, and statements.
• Forms and reports can be customised to include pre-written cover letters, personalisation, and other features.
• Email customisation includes sending emails to multiple recipients (followers), customising the name of the sender (e.g. Amanda from Customer Service), and having a generic reply-to address.
• Reports can be exported in Excel (.xlsx) format.
• Read more: Output and Emails.

Languages

• QuickEasy BOS supports multiple languages and alphabets (scripts).
• You can select a preferred language and can toggle between English and your preferred language.
• By default, QuickEasy BOS opens in English. Once you are allocated a language, it defaults to that language.
• Translations are provided but you may colloquialise these translations.
• Statuses can be used to ensure updates do not overwrite your colloquialisations.
• Each person in your organisation can access QuickEasy BOS in their own language, but we recommend that transactions are completed in a language everyone understands because transaction data are not translated.
• Read more: Language.

Ledgers

• QuickEasy BOS includes conventional accounting ledgers.
• Separate ledgers are created for customers and suppliers.
• You can view a list of transactions for any period.
• You can view a list of transaction line items for any period.
• Read more: Accounting, Customers, Suppliers.

Measurement Units

• QuickEasy BOS supports the following measurement systems:
  • International System of Units (SI) (Metric)
  • Imperial System
  • United States Customary Units (USC)

• The International System of Units (SI) is used as the base model.
• Units for length, mass/weight, and volume are supported.
• Multiple units can be added to an inventory item, and conversions, once setup, will be done automatically.
• Read more: Items.

Mobile App

• QuickEasy BOS includes a browser-based Mobile App.
• The app includes customer information, key metrics, and timekeeping features.
• For example:
  • Update customer details from your phone.
  • Log start and end odometer readings, and the distance travelled is calculated automatically.
  • Customers can sign timekeeping records of staff who visit their premises and add notes to the timekeeping records using the mobile app.
• Read more: Mobile App.

Multiple Email Recipients

• Multiple people can receive an emailed document. For example, a quotation can be sent to a customer, the customer’s rep, and the sales manager.
• Email recipients are referred to as followers.
• Followers are divided into internal (your organisation) and external (your customers or suppliers).
• Documents can be setup to only send to internal, external, or all followers.
• Read more: Output and Emails, Followers.

Multiple Entities

• QuickEasy BOS supports a multi-entity environment which allows you to set up a group of companies, and to create multiple branches, divisions, departments, and cost centres.
• Registered entities are at the top of the pyramid. Transactions and bank accounts are linked to registered entities.
• Staff can be limited to an entity, (e.g. someone working in a branch office can be blocked from seeing the head office transactions or records).
• Reports can be generated for the registered entities individually or combined.
• Read more: Entities.

Multiple Time Zones

• Dates and times are used throughout QuickEasy BOS (e.g. timekeeping, audit trails, deadlines). 
• All the date and timestamp fields are linked to a time zone.
• When you open QuickEasy BOS, the time zone is read from your operating system, and all dates and times are converted and displayed in your time zone.
• This is an automated system and does not require any setup.
• Staff always see deadlines in their own time zones.

Production Planning

• Production planning is integrated with inventory movements and transactions.
• Tasks are auto created from linked estimates.
• Multiple production planning boards can be created.
• Jobs can be allocated to workstations and operators.
• An integrated mobile app shows operators their tasks and allows them to track their time against these tasks.
• Read more: Production Planning.

Quotation Versions

• Quotations can be copied to versions (e.g. when quoting on brochures and offering matte and gloss paper options).
• Estimates can be linked to every line item (entry) of a quotation.
• Estimate-linked quotation can display prices for multiple quantities, with one quantity selected as the active quantity.
• Quantities can be added using a step feature (e.g. show every 1 000, starting from 0 to 10 000).
• Read more: Transaction Types, Transactions.

Recycle Bin

• Contacts (customers, suppliers, entities) and transactions are moved to a recycle bin where the records can be viewed, permanently deleted, or restored.
• Read more: Recycle Bin.

Service Manager

• Customisable Service Types allow multiple service managers to be created for any aspect of the business (e.g. sales leads, customer enquiries, account enquiries, projects).
• You can link service tickets to transactions.
• You can use the service manager to manage projects and assign tasks.
• You can record timekeeping against any task or service ticket.
• Read more: Service Manager.

Statuses

• In QuickEasy BOS, data is controlled using Statuses.
• Statuses are created for each main-level item (customers, suppliers, inventory items) and for transactions (headers and details).
• Statuses determine whether transactions are editable or not.
• Statuses can be used to suspend customer or supplier accounts.
• Statuses can indicate that materials are outstanding or that a work order is ready for production.
• Staff can be blocked from changing certain statuses.
• Transactions can be automatically copied to the next transaction in the workflow when a status is reached.
• Read more: Statuses.

Timekeeping

• Timekeeping features are available throughout QuickEasy BOS and can be accessed from the mobile app.
• Time can be tracked for work and travel.
• Read more: Timekeeping.

Transaction Linking

• Transactions can be copied so information never has to be retyped.
• Copied transactions create a transaction flow. For example: Quotation to Sales Order to Work Order or Purchase Order to Delivery Note to Customer Invoice.
• Creating the next transaction in a transaction flow can be automated.
• Inventory can be controlled at every stage by coping transactions to inventory-movement transactions.
• Links to other transactions in the same transaction flow are provided on the same screen as capturing the transaction.
• Rules for copying transactions are created for each type of transaction (referred to as copy rules).
• User permission is set for each copy rule separately.
• Read more: Transaction Types, Transactions.

User Access

• User access is separately set and controlled for every function.
• User access can be set at multiple levels. For example, transactions have view, new, edit, delete rights and rights to only set statuses forwards (a forward status allows a user to mark a transaction complete, but not revert a completed transaction to pending).
• Read more: User Access.

VAT and GST

• QuickEasy BOS, includes all the features to manage Value Added Tax (VAT) and General Sales Tax (GST) including India GST regulations.
• Customisable features include defaults (inclusive or exclusive), VAT types (standard, capital goods, exempt, zero-rated), and percentages.
• Read more: VAT.

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