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Frequently Asked Questions (FAQs)
Definitions
What are Assets?
Assets refer to the vehicles and equipment that are used in an organisation.
QuickEasy BOS includes an assets module that can be used in a variety of ways:
– It can be used to manage internal assets owned by the business.
– It can be used to manage assets that belong to customers or are stored on customers’ premises.
For example, if a business leases printers, it can use this module to record the printers’ makes, models, and meter readings. Each printer can be linked to a customer. Alternatively, if a business services customers’ vehicles or equipment, this module can be used to maintain the service history of those assets (in conjunction with service tickets).
More information
QuickEasy BOS includes an assets module that can be used in a variety of ways:
– It can be used to manage internal assets owned by the business.
– It can be used to manage assets that belong to customers or are stored on customers’ premises.
For example, if a business leases printers, it can use this module to record the printers’ makes, models, and meter readings. Each printer can be linked to a customer. Alternatively, if a business services customers’ vehicles or equipment, this module can be used to maintain the service history of those assets (in conjunction with service tickets).
More information
What are Attributes?
Attributes refer to additional features or information that can be added to records such as customers, suppliers, and items.
Attributes are divided into fixed and custom attributes.
Fixed attributes are pre-created and can be added when needed (e.g. bank details and VAT information).
Custom attributes are created by organisations to add information they need.
The attribute is the heading or caption of the field that staff must complete when capturing data.
For some attributes, lookup lists can be created to ensure the correct information is captured (e.g. the attribute “Colour” can have a lookup lists that consists of “Blue, Green, Pink, Red, Yellow”).
More information
Attributes are divided into fixed and custom attributes.
Fixed attributes are pre-created and can be added when needed (e.g. bank details and VAT information).
Custom attributes are created by organisations to add information they need.
The attribute is the heading or caption of the field that staff must complete when capturing data.
For some attributes, lookup lists can be created to ensure the correct information is captured (e.g. the attribute “Colour” can have a lookup lists that consists of “Blue, Green, Pink, Red, Yellow”).
More information
What are Concurrent Users?
Concurrent users are users who simultaneously access QuickEasy BOS.
For example, if your company has offices in different time zones, and only two people are logged into QuickEasy BOS at any moment, you only need two concurrent licenses. You may have additional users, however, if a third user tries to log in, they receive a maximum users exceeded error.
A logged in admin user may sign out other users (e.g. if someone forgot to logout). There is a five-minute delay before the system resets and will allow another log in.
For example, if your company has offices in different time zones, and only two people are logged into QuickEasy BOS at any moment, you only need two concurrent licenses. You may have additional users, however, if a third user tries to log in, they receive a maximum users exceeded error.
A logged in admin user may sign out other users (e.g. if someone forgot to logout). There is a five-minute delay before the system resets and will allow another log in.
What are Contacts?
Contacts are records that store detailed information about individuals and entities that a business interacts with. These contacts include customers, suppliers, employees, and other stakeholders.
A customer is a contact. The customer’s staff are also contacts.
The contacts’ module is a centralised address book of all the people an organisation deals with and integrates with the customer and supplier modules. Additional features (referred to as attributes) can be added to customise the records.
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A customer is a contact. The customer’s staff are also contacts.
The contacts’ module is a centralised address book of all the people an organisation deals with and integrates with the customer and supplier modules. Additional features (referred to as attributes) can be added to customise the records.
More information
What are Views?
Views are the way QuickEasy BOS refers to their interfaces and reports.
Most modules include two views: List View which displays a list of entries and Edit View which is the interface from which records or transactions are created.
Many modules include multiple list views which highlight different aspects of the records.
More information
Most modules include two views: List View which displays a list of entries and Edit View which is the interface from which records or transactions are created.
Many modules include multiple list views which highlight different aspects of the records.
More information
What are Items?
Items refer to all the raw materials, finished goods, or services that you buy, sell, or provide.
Items are used in estimating, transactions, production, and inventory management.
Items can also be assemblies of other items.
More information
Items are used in estimating, transactions, production, and inventory management.
Items can also be assemblies of other items.
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What is the difference between an Item and an Inventory Item?
An inventory item is a tangible object that is stored at as specific location.
An item becomes an inventory item when All Locations or Fixed Locations is selected next to the Inventory dropdown list on the item’s header.
Certain features are only available to inventory items such as doing stock adjustments (after a stock count).
Certain items such as tasks cannot be inventory items.
Inventory items can be raw materials (e.g. planks, screws, hinges) or finished goods (e.g. desks, cabinets, chairs).
More information:
Items
Inventory
An item becomes an inventory item when All Locations or Fixed Locations is selected next to the Inventory dropdown list on the item’s header.
Certain features are only available to inventory items such as doing stock adjustments (after a stock count).
Certain items such as tasks cannot be inventory items.
Inventory items can be raw materials (e.g. planks, screws, hinges) or finished goods (e.g. desks, cabinets, chairs).
More information:
Items
Inventory
What is the difference between an Item and a Custom Item?
Items are created in the items module and are available to all transactions if certain conditions are met.
All the information relating to the item, such as cost and sell prices are set up beforehand and auto filled when used in a transaction. Items are tracked, and various reports list all the item’s activities.
Custom items are once-off entries on transactions. They are not tracked, even if the same descriptions are used. You must enter all the information such as a description and price every time you enter a custom item.
Custom items are mostly used in ledger entries to specify which account to debit and which account to credit.
More information:
Items
Ledger
All the information relating to the item, such as cost and sell prices are set up beforehand and auto filled when used in a transaction. Items are tracked, and various reports list all the item’s activities.
Custom items are once-off entries on transactions. They are not tracked, even if the same descriptions are used. You must enter all the information such as a description and price every time you enter a custom item.
Custom items are mostly used in ledger entries to specify which account to debit and which account to credit.
More information:
Items
Ledger
What does in Accounting or in Accounting status mean?
The phrase “In Accounting” is often used by QuickEasy to indicate a transaction is being posted to the ledger.
When and whether the transaction posts to the ledger is determined by two key settings:
1. Transaction Type Setting: Enable Accounting must be checked.
2. Transaction Type Statuses: The Accounting column must be checked for one or more statuses. If the transaction is in a status for which the column is unchecked (e.g. pending), it is not in an accounting status. If the transaction is in a status for which the column is checked (e.g. complete), it is in an accounting status.
When and whether the transaction posts to the ledger is determined by two key settings:
1. Transaction Type Setting: Enable Accounting must be checked.
2. Transaction Type Statuses: The Accounting column must be checked for one or more statuses. If the transaction is in a status for which the column is unchecked (e.g. pending), it is not in an accounting status. If the transaction is in a status for which the column is checked (e.g. complete), it is in an accounting status.
What does in Inventory or in Inventory status mean?
In inventory, means the transaction has a status for which the inventory column was checked (in the Transaction Type’s setup), and it affects inventory reports.
If a transaction is not in an inventory status, it has no impact on inventory reports.
An inventory status is chosen for every transaction type based on whether the effect on inventory is temporary (e.g. ordered or reserved) or permanent (e.g. issued or received).
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If a transaction is not in an inventory status, it has no impact on inventory reports.
An inventory status is chosen for every transaction type based on whether the effect on inventory is temporary (e.g. ordered or reserved) or permanent (e.g. issued or received).
More information
Features
What are QuickEasy BOS’s standout features?
Integrated systems:
– Accounting
– Asset Management
– Calendars
– Emails
– Estimating
– Inventory
– Production
– Proposals
– Service Manager
– Timekeeping
– Web app
Support:
– Continuous development and upgrades.
– Skilled staff who can set up the software for you (optional extra).
– Skilled support staff (real people you can talk to, not bots).
– Training provided (optional extra).
– Trial version available (try before you buy).
Customisations:
– Currencies
– Forms (e.g. invoices)
– Languages
– Layouts including dark or light mode
– Menus
– Reports
– Transactions / Transaction Types
– User access
– VAT
Flexibility:
– Cloud hosting for easy access.
– Delete records and transactions or set them to cancelled or inactive.
– Fully control what your staff can do or give them the flexibility to change anything.
– Setup QuickEasy BOS your way.
More information
– Accounting
– Asset Management
– Calendars
– Emails
– Estimating
– Inventory
– Production
– Proposals
– Service Manager
– Timekeeping
– Web app
Support:
– Continuous development and upgrades.
– Skilled staff who can set up the software for you (optional extra).
– Skilled support staff (real people you can talk to, not bots).
– Training provided (optional extra).
– Trial version available (try before you buy).
Customisations:
– Currencies
– Forms (e.g. invoices)
– Languages
– Layouts including dark or light mode
– Menus
– Reports
– Transactions / Transaction Types
– User access
– VAT
Flexibility:
– Cloud hosting for easy access.
– Delete records and transactions or set them to cancelled or inactive.
– Fully control what your staff can do or give them the flexibility to change anything.
– Setup QuickEasy BOS your way.
More information
Can I customise the chart of accounts?
Yes. The chart of accounts is fully customisable.
There is no limit on the number of accounts you can have.
Certain default accounts are needed (e.g. VAT Control, Retained Earnings) which can be added automatically. Alternatively, defaults can be selected for existing accounts.
More information
There is no limit on the number of accounts you can have.
Certain default accounts are needed (e.g. VAT Control, Retained Earnings) which can be added automatically. Alternatively, defaults can be selected for existing accounts.
More information
Can I hide confidential information?
Yes. User access is set for each module separately and can be customised to allow limited rights or no rights to access a module.
More information
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Can I see who edited a transaction or record?
Yes, but with limited information.
The grid views include three fields which are hidden by default but can be exposed using the Field Chooser (*). These fields are:
Date Created: Displays the date on which the record was created.
Date Updated: Displays the date on which the record was last edited.
User Updated: Displays the name of the user who last edited the record.
The user and date of the last update is also displayed in the footer of a transaction.
However, if the record was changed multiple times, a full audit trail of all these changes has not yet been implemented.
The grid views include three fields which are hidden by default but can be exposed using the Field Chooser (*). These fields are:
Date Created: Displays the date on which the record was created.
Date Updated: Displays the date on which the record was last edited.
User Updated: Displays the name of the user who last edited the record.
The user and date of the last update is also displayed in the footer of a transaction.
However, if the record was changed multiple times, a full audit trail of all these changes has not yet been implemented.
Can I prevent staff from creating certain transactions?
Yes. Each type of transaction has its own user settings.
New transactions are created directly (click New (button)) or by copying other transactions. A user can be blocked from both or just one of those features.
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New transactions are created directly (click New (button)) or by copying other transactions. A user can be blocked from both or just one of those features.
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Can I have a report that displays the exact information I need?
Yes. If the information is input into QuickEasy BOS, it can also be extracted.
There are a variety of included reports that can be viewed but also exported in .csv, Excel, or html formats.
Custom reports can be created to extract information in the format you prefer.
More information
There are a variety of included reports that can be viewed but also exported in .csv, Excel, or html formats.
Custom reports can be created to extract information in the format you prefer.
More information
Can I customise the layout of my quotations or invoices?
Yes. Certain customisations such as your logo and company details are automatically included. Other customisations can be done yourself using our Form Designers, or by requesting assistance from QuickEasy.
More information
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Does QuickEasy BOS support perpetual or periodic inventory systems?
Both. You choose when you create transaction types for stock movement transactions (e.g. Goods Issued, Goods Received).
1. For every transaction type there is a setting named Enable Accounting.
2. If the setting is checked and debit and credit accounts are selected, the inventory movements are posted to the ledger.
3. If the setting is unchecked, the inventory movements are only recorded in that module. Periodically, you can filter the records to see the stock movements for a specific period and create the necessary journal entries.
1. For every transaction type there is a setting named Enable Accounting.
2. If the setting is checked and debit and credit accounts are selected, the inventory movements are posted to the ledger.
3. If the setting is unchecked, the inventory movements are only recorded in that module. Periodically, you can filter the records to see the stock movements for a specific period and create the necessary journal entries.
Can I manage debt collecting from within QuickEasy BOS?
Yes. There are many features to manage customer accounts.
1. You can add credit terms and credit limits to customer accounts. The credit limits appear on the age analysis and any amounts that exceed the credit limits are shown in the overdrawn column.
2. The dates by which payment is due can be shown on invoices. You can link these dates to a calendar to follow up on payments.
3. You can show the value of sales orders on the age analysis in the WIP column to check if customers will stay within their credit limits.
3. You can change a customer’s status to suspended which will prevent orders from being created for the customer (if the transaction type only allows active customers).
4. You can create a Service Type to manage debt collecting. A service ticket can be created when an account is overdue. A reminder date can be set to follow up on the account. Any response from the customer can be recorded on the ticket.
5. You can email statements to customers as often as you like.
1. You can add credit terms and credit limits to customer accounts. The credit limits appear on the age analysis and any amounts that exceed the credit limits are shown in the overdrawn column.
2. The dates by which payment is due can be shown on invoices. You can link these dates to a calendar to follow up on payments.
3. You can show the value of sales orders on the age analysis in the WIP column to check if customers will stay within their credit limits.
3. You can change a customer’s status to suspended which will prevent orders from being created for the customer (if the transaction type only allows active customers).
4. You can create a Service Type to manage debt collecting. A service ticket can be created when an account is overdue. A reminder date can be set to follow up on the account. Any response from the customer can be recorded on the ticket.
5. You can email statements to customers as often as you like.
Is there a CRM module?
Customer relationship is integrated into various aspects of QuickEasy BOS and not a standalone module.
Examples:
– Notes can be added to customer records to record any interaction with them.
– Customer contracts can be attached to the customer records to keep all the information in one place.
– Statuses can be used to indicate why customers accepted or rejected a quotation.
– Transactions such as customer invoices and quotations can be filtered to view only those that involve a specific customer.
– Service Types and Tickets can be created to manage various aspects of customer relations:
* Interactions with potential leads can be documented and reminders for follow up calls can be set.
* All support queries can be logged and followed up.
* Service records can be kept using service tickets and the assets module.
* Projects can be managed using service tickets.
* The costs of handling queries or following up on leads can be calculated by linking tickets to timekeeping records and transactions.
Examples:
– Notes can be added to customer records to record any interaction with them.
– Customer contracts can be attached to the customer records to keep all the information in one place.
– Statuses can be used to indicate why customers accepted or rejected a quotation.
– Transactions such as customer invoices and quotations can be filtered to view only those that involve a specific customer.
– Service Types and Tickets can be created to manage various aspects of customer relations:
* Interactions with potential leads can be documented and reminders for follow up calls can be set.
* All support queries can be logged and followed up.
* Service records can be kept using service tickets and the assets module.
* Projects can be managed using service tickets.
* The costs of handling queries or following up on leads can be calculated by linking tickets to timekeeping records and transactions.
Guides
How do I report a bug?
If you encounter a problem with QuickEasy BOS, you can contact us and we will investigate the problem.
If it is a setup problem, our support staff can help you fix it. If it is a bug, we will fix it within 48 hours and release an update.
If it is a setup problem, our support staff can help you fix it. If it is a bug, we will fix it within 48 hours and release an update.
How do I request a new feature?
If you need a specific feature that is not currently in QuickEasy BOS you can contact us and let us know.
It is possible that the feature can be handled by existing structures (e.g. by creating a custom report). In this case our support staff will contact you to setup a meeting to discuss the feature and any associated costs.
In other cases, the request is passed along to the developers and any feedback from their side will be communicated back to you (e.g. it is in the pipeline, or the feature is not feasible in the current framework of the software).
It is possible that the feature can be handled by existing structures (e.g. by creating a custom report). In this case our support staff will contact you to setup a meeting to discuss the feature and any associated costs.
In other cases, the request is passed along to the developers and any feedback from their side will be communicated back to you (e.g. it is in the pipeline, or the feature is not feasible in the current framework of the software).
How do I change my email address?
The email address you use in QuickEasy BOS can be changed in User Settings.
These settings allow you to change the “From” address, the name displayed on emails, and the “Reply To” address.
Please contact us if you want to change the email address you use to log into QuickEasy BOS mobile or desktop app.
More information
These settings allow you to change the “From” address, the name displayed on emails, and the “Reply To” address.
Please contact us if you want to change the email address you use to log into QuickEasy BOS mobile or desktop app.
More information
How do I add a language?
Languages are selected and activated when you sign up to QuickEasy BOS.
To add additional languages please contact us.
To add additional languages please contact us.
How do I print customer statements?
Customer statements can be previewed, printed, or emailed from the Customer Age Analysis.
Troubleshooting
Why is the exchange rate of my currency not updating?
Exchange rates are automatically updated once daily. The update is triggered by the first person to login to a database for the day. However, you must first contact us to activate the currency and allocate it to your organisation before the exchange rate will update.
If the exchange rates used to update, but has stopped updating, please contact us to investigate and resolve the situation.
If the exchange rates used to update, but has stopped updating, please contact us to investigate and resolve the situation.
Why are my Transaction Type changes not showing on transactions?
1. Most transaction type changes are only applied when QuickEasy BOS is restarted.
2. Certain transaction type changes only apply to new transactions. Past transactions are not changed.
2. Certain transaction type changes only apply to new transactions. Past transactions are not changed.
Why is the account I just created not on the dropdown list?
To have a new account show up immediately you must refresh the lookups.
Lookups can be refreshed:
– By clicking Refresh (button) on the Main Menu. This option is only available if you are working on the main interface (not on a popup).
– After creating an account by clicking Actions (button) > Refresh Lookups while you are still on the Accounts tab. This step is necessary if you are working on a popup interface, because popups disable the main menu row of buttons.
If you created the account but forgot to enter a Lookup for the account, it will show up as a blank space on the dropdown list.
Lookups can be refreshed:
– By clicking Refresh (button) on the Main Menu. This option is only available if you are working on the main interface (not on a popup).
– After creating an account by clicking Actions (button) > Refresh Lookups while you are still on the Accounts tab. This step is necessary if you are working on a popup interface, because popups disable the main menu row of buttons.
If you created the account but forgot to enter a Lookup for the account, it will show up as a blank space on the dropdown list.
Why is my new Calendar / Service / Transaction Type not on the menu?
Calendar Types, Service Types, and Transaction Types are not automatically added to menus. They must be manually added to a menu group.
Changes to menu groups are automatically applied to menu templates. Right click the applicable template and click Preview on the context menu.
However, if you create a new menu group, that group must first be added to a menu template before it will show on the menus.
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Changes to menu groups are automatically applied to menu templates. Right click the applicable template and click Preview on the context menu.
However, if you create a new menu group, that group must first be added to a menu template before it will show on the menus.
More information
Why can I not see transactions / tasks assigned to me on the Mobile app?
To access features on the mobile or web app, you must create a contact for yourself in the Contacts module. You must then link that contact to your username.
