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.

---

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 Branches, Departments, Cost Centres, Tills (POS) and Inventory Locations 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 department 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.

---

Information you Need

Business Details 

This information is required for Registered Entities, Branches, and Tills (Pos) and appears on documents such as invoices.

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.

---

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.

---

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

---

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).

---

Installation Steps

These steps do not have to be performed in this order or all at once. To learn more about a feature click the link in the Heading column and browse the available articles.

Heading	Description
QuickEasy BOS Basics	If you are new to QuickEasy BOS, start by reading this article: Learning the Basic Functions of QuickEasy BOS.
Users	1. Click Actions (button) > Update Users. 2. Set Admin rights for the admin users (Click Edit (button) and check or uncheck the Admin checkbox). 3. Click Actions (button) > View/Edit User Access by User. For each user, set the access for the existing modules as per this tutorial.
Settings	1. Read the explanation of the settings. 2. Add the settings you want to change as per this tutorial. 3. Edit the values as per this tutorial.
Entities	1. Click Menu (button) > Edit Statuses (Entities) and create statuses for the entities as per this tutorial. 2. Create the Registered Entities as per this tutorial. Registered Entities include fields for logos, headers, and bank details that are included on documents such as invoices. You must create at least one registered entity. 3. Create any other entities (see Entity Types) as per this tutorial.
Accounting	1. Create the Chart of Accounts as per these tutorials. 2. Create or import VAT Types as per these tutorials. (See Online Libraries for imports.) 3. Create the Currencies as per these tutorials. 4. Create the Credit Terms as per these tutorials. 5. Create the Bank Profiles as per this tutorial.
Contacts	1. Create Positions as per these tutorials. 2. Create Billing Methods as per these tutorials. 3. Create Categories as per these tutorials. 4. Create contacts for all your staff members as per these tutorials.
Users	Return to Users to link the contacts to users: 1. Click Edit (button). 2. In the Contact column, select a contact for each staff member from the dropdown list. 3. Click Save (button).
Customers	1. Click Menu (button) > Edit Statuses (Customer) and create statuses for the customers as per this tutorial. 2. Click Menu (button) > Edit Attributes and create custom attributes as per this tutorial (optional). 3. Create customer records as per these tutorials.
Suppliers	1. Click Menu (button) > Edit Statuses (Supplier) and create statuses for the customers as per this tutorial. 2. Click Menu (button) > Edit Attributes and create custom attributes as per this tutorial (optional). 3. Create supplier records as per these tutorials.
Items	1. Click Menu (button) > Edit Categories and create categories for items as per these tutorials. 2. Click Menu (button) > Edit Statuses and create statuses for the items as per this tutorial. 3. Click Menu (button) > Edit Attributes and create custom attributes as per this tutorial (optional). 4. Create Items as per these tutorials. You need an item for every task, raw material, and finished good.
Assets	1. Click Menu (button) > Edit Groups and create groups (categories) for assets as per these tutorials. 2. Click Menu (button) > Edit Statuses and create statuses for the assts as per this tutorial. 3. Click Menu (button) > Edit Attributes and create custom attributes as per this tutorial (optional). 4. Create Assets as per these tutorials.
Calendar Types	1. Create Calendar Types as per these tutorials.
Transaction Types	1. Read through the list of Transaction Type Settings to understand which settings are available and where they should be applied. 2. Create Transaction Types as per these tutorials. See examples here: Transaction Type Examples – Customers: Quotations, Invoices, Credit Notes, Delivery Notes, Journals, Receipts Transaction Type Examples – Inventory: Goods Received, Goods Issued, Goods Returned, Transfer Issued, Transfer Returned, Stock Adjustments Transaction Type Examples – Ledger: Bank Payments, Bank Receipts, General Journal, Payroll Journal, Periodic Journal Transaction Type Examples – Production: Work Orders, Sales Orders, Purchase Orders Transaction Type Examples – Suppliers: Invoices, debit notes, journals, payments
Estimate Types	This step is only necessary if you want to create estimates. The items and item categories should already be created. 1. Click Menu (button) > Edit Statuses and create statuses for the estimate types as per this tutorial. 2. Create Estimate Types as per these tutorials.
Service Types	This step is only necessary if you want to create service tickets. You can start using QuickEasy BOS without this feature and add it later. 1. Create Service Types as per these tutorials.
Point of Sale	This step is only necessary if you receive cash that must be reconciled. 1. Setup Point of Sale as per these tutorials.
Online Libraries	This step is only necessary if you are going to import Items, Suppliers, VAT Types, or Proposals from a different QuickEasy BOS database. 1. Setup the import, and import data as per these tutorials.
Language Editor	This step is only necessary if more than one language has been assigned to your organisation. 1. Update the Master Dictionary for each language as per this tutorial. 2. Update the Local Dictionary for each language as per this tutorial.
Menus	1. Add all the features (types and transactions) that were created up to this point to a Menu Group as per this tutorial. 2. Add the fixed modules you will use to a Menu Group as per this tutorial. The fixed modules are: – Attachments: Allows attachments to be managed from a single interface. – Bank: Provides for bank imports and reconciliations. – Customer Age Analysis: Provides the customer age analysis, customer ledger, and allows statements to be generated. – Custom Reports: Provides a dropdown list of all the created custom reports. – Emails: Provides the outbox, sent items, and allows email templates to be created. – Financial Reporting: Provides the financial statements, and financial dashboard. – Ledger: Provides the ledger, transaction lists, and allows accounting transactions to be created from a single interface. – Point of Sale (PoS): Provides Point of Sale summary reports. – Supplier Age Analysis: Provides the supplier age analysis, supplier ledger, and allows remittance advices to be generated. – Timekeeping: Provides an interface to capture and view timekeeping records. 3. Create Menu Templates from the menu groups as per this tutorial.
Users	1. Link a Menu Template to each user as per this tutorial. 2. Set User Access for all the features that were created as per this tutorial. Also see User Access by Module and User Access by User for other ways of setting user access.
Form Designer	1. Edit any of the templates (e.g. invoices, quotations) as per this tutorial (optional).
Output Templates	1. Link the templates created in the preceding two steps and create email text to accompany the forms as per this tutorial.
Edit Reports	1. Create any custom reports as per these tutorials (optional and requires a knowledge of SQL). Also see Edit Reports SQL and Edit Reports Formatted Text. 2. Right click the report you created and click Edit User Access on the context menu. Set User Access for the report as per this tutorial. 3. Return to the Menus section and add the reports to a menu group as per this tutorial. You can find the individual reports prefaced with Report. You can add Custom Reports as a module which will add all the reports you have access to view to a dropdown list. 4. If you create a new Menu Group, it must be added to the Menu Templates as per this tutorial.
Recycle Bin	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.
Attachments	You can manage all your Attachments from a single interface if you added Attachments to a menu.

---

Learn More

---