Setting Up QuickEasy BOS

We are currently expanding our online library so that you can import a database with most of the setups done.
We are also working on automating imports so you can import records such as customers, suppliers, and items.

• Follow the steps below to create a new database (organisation) from scratch.
• Most setups follow a three-stage approach:
  1. Create statuses for the module.
  2. Setup the module.
  3. Set user access for the module.
• Required:
  • Yes: This step is necessary before you can start using QuickEasy BOS.
  • No: This feature can be added or customised later.

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Key Decisions

Decision	Information
How many Registered Entities do you want to include?	– There is no limit to how many entities you can create in a single database. – Every entity that has its own VAT or Income Tax registration number, should be setup as a separate registered entity. – Transactions can be allocated to registered entities, and reports generated per registered entity. – Staff can be blocked to only work in a single registered entity.
Which Divisions, Cost Centres, and Branches do you want to include?	– There is no limit to how many entities you can create in a single database. – If your business performs more than one function, create a division for each function. – If you have offices or factories in several places, create a branch for each location. – If you have only a few services or assets that are used in generating an income, you can create a cost centre for each one. – If you have many services or assets, you could divide them into groups and create cost centres for each group instead.
Who are your admin users?	– When someone has Admin rights in BOS, they can grant themselves user access to all the modules. – With a new install, the first person to log in is granted Admin rights.

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Information you Need

Business Details 

This information is only required for Registered Entities.

1. Full legal names and registration numbers including VAT registration numbers.
2. Trade names.
3. Bank account details.
4. Contact details (e.g. street addresses, phone numbers).
5. Logos in .png format.

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Accounting Details

1. Fixed Asset Register or a list of your assets, their purchase dates, purchase values and current financial values (Cost less Accumulated Depreciation).
2. Detailed Trial Balance for the previous financial year or a detailed Trial Balance for the portion of the current financial year if your switch to QuickEasy BOS does not coincide with your financial year end.
3. A list of your Inventory items.
4. A list of your Services rendered (to create items).
5. A list of your long-term liabilities (e.g. hire purchase or vehicle finance agreements) unless detailed on the Trial Balance.

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Customers and Supplier Details

You can upload or link documents such as credit applications or contracts to keep all the data in one place.

1. Customer Age Analysis for take-on balances.
2. Supplier Age Analysis for take-on balances.
3. Information on each Customer and Supplier:
   1. Full legal name and registration number
   2. Trade name
   3. VAT registration number (if applicable)
   4. Physical address for deliveries
   5. Email address
   6. Telephone number
   7. Contact details for the key people you deal with (e.g. Rep, Bookkeeper, CEO)
      1. Full names
      2. Email address
      3. Telephone number
      4. Location if the customer or supplier has multiple locations (addresses)
      5. Position (optional)
   8. Bank details for suppliers and customers if they pay by debit order
   9. Billing method
   10. Credit terms

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Staff Details

1. Full names
2. Identification, social security or passport numbers
3. Home addresses
4. Emergency contact details for friends or relatives:
   1. Names
   2. Relationship
   3. Phone numbers
   4. Email addresses
5. Details about their employment:
   1. Positions
   2. Start Dates
   3. Salary information
   4. Payment Frequency
   5. Currency they are paid in
6. Any other information you would like to capture (e.g. Credentials).

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Installation Steps

Steps	Required?	Documentation
Create Statuses for your Entities.	Yes	Statuses Entities
Create a Registered Entity.	Yes	Entities
Create Admin Users.	Yes	Users
Setup the General Settings (e.g. number of decimals, messaging app).	Yes	General Settings
Setup the Currencies you use. Please first ask our helpdesk to activate the Currencies.	Yes	Currencies
Create VAT Types.	Yes	VAT
Create Job Positions (optional, positions can be added later).	No	Positions
Set up all your staff as Contacts.	No	Contacts
Edit the registered Entity that you created in Step 2 and add your Staff.	No	Entities
Create any additional Entities.	No	Entities
Set up the Languages that your staff prefer to use. Please first ask our helpdesk to activate the Languages.	Yes	Languages
Create all the other Users (access for your staff members).	Yes	Users
Create Menus for BOS.	Yes	Menus
Allocate Menus to the Users.	Yes	Menus
Create Groups (optional). Groups are used to classify Contacts, Customers, and Suppliers. Groups can be added later.	No	Groups
Create Credit Terms.	No	Credit Terms
Create Billing Methods.	No	Billing Methods
Create Customer Statuses.	Yes	Statuses
Create Customer Records.	Yes	Customers
Create Supplier Statuses.	Yes	Statuses
Create Supplier Records.	Yes	Suppliers
Create a Chart of Accounts.	Yes	Accounting
Learn more about Item Extension Types.	Yes	Items
Create Item Attributes (optional). Item attributes allow you to add custom information to each item (e.g. Warranty period). Certain extension types automatically add pre-created attributes.	No	Item Attributes
Create Item Categories (optional). Item categories help you sort and find items faster.	No	Item Categories
Create Inventory Locations.	Yes	Entities
Create Item Statuses.	Yes	Statuses
Create Items for inventory, purchasing, and selling.	Yes	Items
Create Assemblies and Costings, if applicable.	No	Items
Create Estimate Types, if estimating is needed.	No	Estimating
Create Transaction Types for all the transactions you need. For example: Quotations Customer Invoices Credit Notes Customer Receipts Supplier Invoices Debit Notes Supplier Payments General Journal Bank Payments – other (e.g. for VAT or Expenses) Bank Receipts – other (e.g. for Interest Received)	Yes	Transaction Types
Create Assets.	No	Assets
Create Service Types for the Service Manager.	No	Service Manager
Setup Timekeeping.	No	Timekeeping
Import and customise your Output Templates (e.g. Quotations, Customer Statements)	Yes	Output
Setup your Email.	No	Emails
Update the translations.	No	Languages
Learn how to create a Transaction.	No	Transactions
Create journal entries to capture any opening balances.	No	Transactions
Learn how to create a Service Ticket.	No	Service Manager
Remember to clear your Recycle Bin. Certain records and transactions are moved to the recycle bin. From there, they can be restored or permanently deleted.	No	Recycle Bin
Manage your Attachments.	No	Attachments

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