Frequently Asked Questions (FAQs)

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:

– To manage internal assets owned by the business.
– To manage assets that belong to customers or are stored on customers’ premises.

Examples:
– A business leases printers and uses the asset’s module to record the printers’ makes, models, and meter readings. Each printer is linked to a customer.
– A business services customers’ vehicles and uses the asset’s module to record the vehicles’ service history in conjunction with service tickets.

Overview: Versatile Asset Management: Maximising Operational Control with QuickEasy BOS

Knowledge Base

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).
– You create custom attributes to add unique information fields you want captured.

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”).

Overview: Maximising Business Efficiency with Complete Information

Knowledge Base

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. In this scenario, the third user who tries to log in will receive a maximum users exceeded error.

A logged in admin user may sign out other users (e.g. if someone forgot to log out). There is a five-minute delay before the system resets and will allow another user to log in.

The contacts’ module is a centralised address book. It includes the contact details of everyone an organisation deals with and integrates with the customer and supplier modules. Data fields (referred to as attributes) can be added to capture comprehensive information.

Contacts include customers, suppliers, employees, and other stakeholders. For example, a customer is a contact and the customer’s staff (e.g. CEO, rep, bookkeeper) are also contacts.

Overview: Stop the Chaos: Why Centralising Your Contacts Is the Upgrade Your Business Needs 

Knowledge Base

Estimates are used to calculate a price for a finished product that consists of multiple components. The estimate combines all the costs for the materials and tasks, adds a markup and ends up with a unit price for multiple quantities.

In QuickEasy BOS, Estimate Types are created to control the services and materials that can be included in an estimate.

Knowledge Base

Items refer to all the raw materials, finished goods, tasks, or services that you buy, sell, or provide.

Items are used in estimating, transactions, production, and inventory management.

Items can also consist of costings or assemblies.

Overview: Transform Your Workflow with Effective Item Usage

Knowledge Base

Lookup lists refer to information that can be selected from a dropdown list instead of being typed in.

Provision is made for lookup lists whenever an input field is likely to contain repetitive information.

Certain lookup lists already include entries and others are a blank slate.

Lookup lists can be module specific (e.g. Attributes). Others are used across modules (e.g. Billing Methods and Credit Terms are used for customers and suppliers).

In the context of QuickEasy BOS, proposals refer to add-ons (e.g. the type of wheels on a vehicle) or customisations (e.g. paint colour) customers can select when ordering an item.

These options are included in a proposal template and selected when a quotation or invoice is prepared. The template also specifies information such as:
– Which options are free (included in the base price)
– The cost of each option
– Whether only one option can be selected (e.g. only one paint colour).
– Whether multiple options can be selected (e.g. a selection of add-ons).

Overview: Transform Your Quoting Process with QuickEasy BOS: Faster, Smarter, More Professional

Views are the way QuickEasy BOS refers to its interfaces and reports.

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. In simple interfaces the two views are combined.

Certain modules include multiple list views which highlight different aspects of the records.

Knowledge Base

The phrase In Accounting is used by QuickEasy to indicate a transaction is being posted to the ledger.

When and whether a 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.

In inventory, means the transaction is included in inventory reports (e.g. stock on hand, on order, or reserved).

Technically, it means the transaction has a status for which the inventory column was checked (in the Transaction Type’s setup).

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).

Knowledge Base

The answer depends on the complexity of your processes, and at which level you need to calculate a price.

Estimates
– Used to cost multiple materials and tasks that are combined to create a finished product.
– For example, calculating the costs of producing cakes would include the costs of raw materials (ingredients) and tasks like mixing, baking, icing, packaging, and delivery.
– Calculates unit costs for different quantities and adjusts the prices for variable unit pricing (e.g. if 5kg is cheaper than 1kg of the same product).
– Are best if the mix of ingredients and processes changes each time.
– Each ingredient and task should be a separate item (e.g. sugar, flour, baking powder, mixing, baking).

Proposals
– Used when variations of the same product can be selected.
– For example, lets you choose a cake flavour, cake topping, and filling and combines the three prices (cake, topping, and filling) to calculate a price for the complete cake.
– Each cake flavour, topping, and filling should be a separate item (e.g. chocolate cake, red-velvet cake, cream filling, jam filling, fondant, cream topping).

Items
– Used when prices are pre-determined for a specific finished good.
– Can consist of a single price that disregards price fluctuations of individual components (e.g. a chocolate cake with fresh cream always costs $10).
– Can consist of a costing that works like a fixed estimate (e.g. this cake’s price is calculated by adding the prices of all these ingredients and tasks).
– Each finished good should be a separate item. If costs are used, then similar to estimates, each component should also be a separate item.

Items are created in the Items module and can be used in transactions as long as the required details—such as prices—have been set up first. For example, if a transaction type uses sell prices, the item must have a sell price.

Once an item is created, details like descriptions and unit costs are automatically filled in when added to a transaction.

Items are tracked by the system, and you can view their full history through various reports (see Comprehensive Inventory Insights at Your Fingertips).

Custom items are one‑time entries added directly to a transaction and are not tracked by the system, even if you use the same description again later.

Each time you add a custom item, you must enter all the details yourself, such as the description and price.

Custom items are most often used for ledger entries, where you need to specify which accounts to debit and credit. However, you can also create standard items for ledger transactions if you want to save time and ensure the same accounts are used each time.

Knowledge Base:
– Items
– Ledger
– Items and Ledger Transactions

An inventory item is a tangible object that is stored at as specific location.

An item becomes an inventory item in QuickEasy BOS when one or more locations are assigned to the item.

Certain functions can only be performed on 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).

Knowledge Base:
Items
Inventory

Yes.

In QuickEasy BOS address, header, and logo details are filled in for each registered entity. When documents such as invoices are generated, these details are automatically included.

Other customisations and fields can be included by editing the templates in the Document Designer or Reportbuilder.

Alternatively, you can hire a QuickEasy specialist to create a custom template for you.

Knowledge Base

Yes. If the information is input into QuickEasy BOS, it can also be extracted.

QuickEasy BOS includes reports and transaction lists which can be sorted, grouped, filtered, and exported in .xlsx, .csv, or .htm formats.

In addition, it includes an interface from which custom reports can be created by linking to data fields and using SQL to extract the required information. You can create these reports yourself or hire a QuickEasy specialist to create a custom report for you.

Knowledge Base

Yes. The chart of accounts is fully customisable and includes main and sub-accounts.

You can create an unlimited number of accounts.

Certain default accounts are needed (e.g. VAT Control, Retained Earnings) which can be added automatically. Alternatively, defaults can be selected for existing accounts.

Knowledge Base

Yes.

You can request access to a trial version to try before you buy. And if something happens that prevents you from evaluating the software before the trial ends, contact us to extend the trial version for you.

You can also request a custom demonstration from a QuickEasy salesperson or reseller.

You can read all the topics included in a specific Learning Pathway.

Once you understand the basic functions, you can use QuickEasy BOS without formal training by following the tutorials on each feature as you start using them.

You can request training from a QuickEasy BOS specialist. This training can be in-person or online depending on your location and budget.

Some data can be imported such as VAT Types, items, proposals, and suppliers. These imports are designed to share data across QuickEasy BOS databases. The imports can also be used to speed up creating a new database.

Importing data from external sources is planned for future releases.

Integrated systems:
– Accounting
– Asset Management
– Bank Imports
– Calendars
– Emails
– Estimating
– Inventory
– Point of Sale
– 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 who know how to use QuickEasy BOS).
– 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.
– Find and restore accidentally deleted records in the Recycle Bin.
– Fully control what your staff can do or give them the flexibility to change anything.
– Setup QuickEasy BOS your way.

Also see:
– Powerful, Industry‑Driven Features Built for Modern Print Businesses
– Streamline Manufacturing with QuickEasy BOS

Knowledge Base

Both.

You choose when you create transaction types for stock movement transactions (e.g. Goods Issued, Goods Received).

Overview: Inventory Recording Methods

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, all the inventory movements are posted to the ledger (perpetual system).
3. If the setting is unchecked, the inventory movements are only recorded in their respective modules. Periodically, you can create journal entries for the total stock movements (periodic system) to capture stock-on-hand and cost-of-sales changes.
4. You can also use a mixture of the systems by posting some stock movement transactions to the ledger but not others (e.g. internal stock transfers).

Knowledge Base

Yes. Point of sale (PoS) systems can be set up with multiple tills, and users.

The PoS module provides for cash to be counted and controlled before and after each till session.

You can use the same Transaction Types (e.g. invoices) for credit and cash sales or create separate transaction types.

Knowledge Base

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. Payment due dates can be automatically set based on customer’s credit terms and 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 control if customers will stay within their credit limits.

4. You can change a customer’s status to suspended which will prevent orders from being created for the customer (this feature relies on a transaction type setting).

5. You can create a Service Type to manage debt collecting. A service ticket can be created when an account is overdue an automated emails sent. A reminder date can be set to follow up on the account. Any response from the customer can be recorded on the ticket.

6. You can email statements to customers as often as you like and include customised email messages.

7. If you receive a remittance advice, you can allocate payments to specific invoices to isolate exactly which invoices are outstanding. This system makes it easier to follow up on unpaid invoices.

Customer relationship is integrated into various aspects of QuickEasy BOS and not a standalone module.

For example:
Notes can be added to customer records to record any interaction with them.

Contracts can be attached to the customer records to keep all the information in one place.

Transaction statuses can be used to indicate why customers accept or reject quotations.

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 for follow 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.
* A profit and loss statement can be generated for SLAs by linking the invoice amounts, timekeeping, and other costs to customers’ service tickets.

Non-conformance Reporting (NCR) is not a seperate module. Instead, the service manager and transactions are used to manage the full non-conformance cycle from discovery to resolution.

Knowledge Base

Yes, but with limited information.

Currently only three records are kept:
1. Date Created: Displays the date on which the record or transaction was created.
2. Date Updated: Displays the date on which the record or transaction was last edited.
3. User Updated: Displays the name of the user who last edited the record or transaction.

The user and date of the last update is also displayed in the footer of a transaction.

However, a full audit trail of all the changes to a record is not yet available.

Yes.

User access is set for each module separately and can be customised to allow limited rights (e.g. view only), full rights, or no rights to access a module at all.

User access can also be set at the entity level which means staff can be limited to view only the records relevant to their branch.

Knowledge Base

Yes. Each type of transaction has its own user settings.

New transactions are created in two ways: by copying the preceding transaction or by creating a new transaction from scratch. User access is set at both levels.

For example, you can allow a staff member to copy a quotation to create a customer invoice but simultaneously block them from manually creating a customer invoice.

Knowledge Base

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 serious bug, we will fix it within 48 hours and release an update.

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 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).

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.

Knowledge Base

Currencies are selected and activated when you sign up to QuickEasy BOS.

However, you may add more currencies, and this tutorial explains how to do that.

When you add a currency, please contact us to include the currency in the daily exchange-rate updates.

Languages are selected and activated when you sign up to QuickEasy BOS.

To add additional languages please contact us.

Customer statements can be previewed, printed, or emailed from the Customer Age Analysis.

Emails can be pre-written and customised using data fields.

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.

Most transaction type changes are only applied when QuickEasy BOS is restarted.

Certain transaction type changes only apply to new transactions. Past transactions are not changed.

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 from which you select accounts.

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 but not displayed unless you right click the applicable template and click Preview on the context menu or restart QuickEasy BOS.

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.

Knowledge Base

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.

There are also strict rules governing when you can see a task or transactions (e.g. the task must be active and assigned to you).

Knowledge Base