Road Worthiness Photo Management in AM-WIN

Are you required to take digital photos of all the vehicles you check for road worthiness and keep them for a minimum period of 7 years?

There is a quick and easy way in AM-WIN to keep these images on file with the registration of the vehicle and to have them easily accessible!!

Job item Pictures

Go to the Customers Menu, click on Job item file. The Job item Masterfiles screen will appear.

Once you have taken the picture on your digital camera you can downloaded it to your computer. It is a good idea to save a new “Image” folder under your AMWIN\Data1 folder directory. E.G. c:\amwin\data1\images.

Once this folder is created you can download all of your pictures into this folder.

From the Job Item Masterfiles you can allocate the picture from the images folder to the actual job item you have saved in AM-WIN. Here’s How!

Job Item Picture allocation

Bring up the Job Item masterfiles screen. From the first tab, the Job item Details tab, you have two more smaller tabs near the Rev Check Button, on the right hand side of the screen, called Details and Pictures.

Click on the picture tab and that will bring up a new picture screen. From this screen click on the picture icon and this will bring up the Plant Image Screen.

On the bottom of this Plant Picture screen click on the picture button to browse through your windows explorer files until you click into your data1, images folder. Find the correct image you are trying to assign to this job item and select. The image will appear on the plant picture screen.

You can have up to six pictures stored against one job item file simply click on each tab and insert the picture files using the same steps outlined above. When you are finished loading the images, click on the OK button to save them into the job item files in AMWIN.

From that point on when you are scrolling down the Job item files you will be able to see the picture held of the vehicle on file quickly and easily.

Job item URL Links

There is also extra space in AMWIN to file lots more images, documents, work sheets etc. This can be done under the Job item URL Link found in the Job item Masterfile, under the Job item details tab look toward the bottom of the screen, above the warranty information.

From this URL link button, click into the Windows file browser to browse to your amwin\data1 folder. Here is where you can create a new data folder using the customer code details by right clicking your mouse, selecting New>folder and giving it the customer code.

Once the file is saved, you can then store whatever documentation you may have in relation to that customer or vehicle and keep it safe and easily accessed. Then simply type and save the directory link into the URL link in the Job item Masterfiles as shown below. To access the information stored there simply click on the Open button.

AM-Win Support Solutions

In our last newsletter we looked at the Customers Tab in the Control system in AM-Win.

This month we are looking at the Supplier / Ledger Tab in the control system explaining the options and showing you how to use the features to get the best results.

The Supplier / Ledger Tab in the AM-Win control system

Open Others menu >Control System>System & Company Details>Supplier/Ledger Tab.

The Supplier Section.

1. Auto print cheque
   If you have the ability to print your own cheques, if this box is ticked and you process a Supplier Payment or Cheque Entry by selecting a bank account (1020-1029) for the Payment, the system will prompt to Auto Print the cheque/s. If this box is not ticked you have the ability to also manually tick the Print Cheque box in the Supplier Payment or Cheque Entry screens.
   


2. Print Barcodes when posting Purchase Orders
   If you have the Barcoding program licensed and this box is ticked, when you finalise or receive a Purchase Order, the Print screen for labels from within the Barcoding program will appear for you to print the labels. This saves time in that you don’t need to go to the Barcoding program to print the labels.


3. Print Header on Purchase Orders
   This option should be ticked if you wish to have your business details print on Purchase Orders. If you are using preprinted stationery, then you would leave this option unticked, however, if you email Purchase Orders, the header will always print on the Purchase Order which is the email attachment.


4. Print Prices on Purchase Orders
   If you wish to have your Purchase Orders automatically print with Stock Pricing, this box should be ticked. Ticking this box will autotick the ‘Print Prices’ box in the Print Option screen in Purchase Orders.





5. Update Preferred Supplier from Purchases
   If this is ticked, then the Preferred Supplier in the Stock Masterfile will be updated each time a purchase is made for that Stock Item. If a Stock Item is purchased from several Suppliers, the Preferred Supplier will change each time the Stock Item is purchased from each different Supplier.


6. Purchase Orders – Cannot Receive or Finalise (use Goods In method)
   This box should not be ticked in V7.6. V9 has a new Goods In screen which handles the delivery and backordering of Stock in a more advanced fashion than V7.6. If this box is ticked in V9 or higher, you will not be able to receive or finalise a Purchase Order, but instead will be forced to use the new Goods In screen to complete all Purchase Orders. The Goods In screen will be covered in the Intermediate Manual.


7. Purchase Orders – Must have description
   With the new layout of the Purchase Order screen, you are able to always see the Purchase Order description. You now have the option to have the description field forced. If this box is ticked, and you have not entered any details in the Description field, you will be forced to do so when Saving the Purchase Order.


8. Don’t allow deletion of allocated stk from Jobs or orders from Purc Orders
   If you have allocated a Stock Item to a Job in error, you now have the ability to remove the allocation from the ‘Insert Part Record’ screen in Purchase Orders, or by right clicking on a line and choosing to remove all allocations. You can do the same thing if you have imported Stock from a Job into a Purchase Order. Ticking this box will disallow the ability to right click on a line in Purchase Orders or to manually delete the allocation from the ‘Insert Part record’ screen.


9. Force to Enter Salesperson in Purchase Orders
   In order to keep track of who has ordered Stock, you now have the option to force a Salesperson to be entered on a Purchase Order. If a Salesperson has not been entered on a Purchase Order, you will be forced to do so at the point of Saving the Purchase Order.


10. Enable Purchase Limit based on Employee Settings
    You now have the ability to limit the dollar value of a Purchase Order an employee may create based on settings in the Control System. Under Others>Control System>Operators there is a section where you can set the limit allowed for that person, as below:-





You may also set a limit as to the dollar value an invoice may be entered as an upper limit. Then also the percentage and dollar difference the invoice total can be changed by, without requiring the authority of a higher level employee.

11. Print Allocated Job Order Number on Purchase Order
    If you have allocated Stock from a Purchase Order to a Job or Customer Order, the system will place the Job number in the Description field of the Purchase Order. This is based on a single allocation on the Purchase Order and this option will not be considered if there are allocations to multiple Jobs on the Purchase Order.


12. Add RefNo to Desc Field when allocating from Purchase Orders
    If this option is ticked, the Purchase Order number will appear in the Description field of the Job. Once again, this is based on only one Job allocation being used on the Purchase Order.


13. Suppress Msg ‘Apply Unallocated bal’s to payments’ while Purchasing
    If a supplier has an unallocated value on their account, when finalising a Purchase Order you will be asked to allocate the value of the Purchase Order to the Unallocated Value on the Supplier account. If you never wish this message to appear, then this box should be ticked. If ticked, this will avoid ‘accidental’ allocations being made.

The Ledgers Section

1. Default to Name Search for Ledgers
   When the use of Ledgers is required in the program, if you would prefer to search for a required Ledger by Name rather than by Code then tick this option.


2. Use Account Keeping Fees
   If this option is ticked the system will remind you at Month/Year End to process your account keeping fees. Account keeping fees may be set up as a fixed dollar amount, or a percentage of overdue funds. Please note that this should only be run once per month!


3. Do not show End of Month/Year reports at Month/Year End Processing
   This option will disable the Batch reports from automatically appearing during the Month End process. The Batch reports during month end have been made redundant for those users who wish to backpost transactions and as such will need to reprint end of month reports.

Processing a gift voucher.

Gift vouchers are becoming more common nowadays with Bunnings, Woolworths, Coles and other large corporates using them to entice new and existing clients into to their premises.

It's worth a try for a small business to "sell" gift vouchers as well. 

Have a couple of hundred printed cheaply at first or run off a few on your computer. Treat them simply as another stock item or commodity that you sell.

Add a bit of inexpensive promotion on the counter by the till or on the walls, let your staff know what you're doing and you're away.

Now you'll need to know how to handle both the sale and the voucher redemption transaction.

 

1. Create a customer of GIFT01.


2. Setup a new till eg., 1019.


3. Setup a new payment method called VCHR [voucher] and link to 1019 ledger.


4. Override the general ledger masks to allow 1019 into the revenue area.


5. Do the POS invoice using the customer of GIFT01 and the ledger code of 1019 when a gift voucher is purchased and accept payment for the voucher by the usual method, eg., cash, eft.


6. This will put a negative value into the 1019 ledger/till.


7. When the gift voucher is redeemed, raise an invoice, either to the customer code or CASH01, whichever is applicable, and enter the relevant parts onto the invoice.


8. Finalise the Invoice.  When finalising, use the payment method of VCHR for the value of the voucher and if the invoice comes to more than the value of the voucher, use the relevant payment method for the rest of the invoice, e.g., cash, eft.



This will put a positive value into the 1019 ledger/till and the payment for the difference between the voucher and the invoice will go to the relevant till or bank.

Business Tips

10 Rules for Small Business Success

1. Target
   You are not all things to all people. Decide on your niche--narrow your focus and broaden your appeal.


2. Be Different
   If your competitors are doing it, don't always follow. Stand out from an overcrowded marketplace where so much of the advertising and products look the same.


3. Build a Team
   Don't hire an employee to fill a position. Employ a person to be part of a team to build your business.


4. Be Fast
   Time is the most precious commodity. When delivery is expected Friday, make sure that you deliver on Friday. Return calls and emails now.


5. Say Thank You
   A lot. Tell your customers and employees how much you appreciate them. Better yet, do it the old fashioned way: take pen to paper and write them a note.


6. Be Consistent
   Make sure your business has a consistent look and feel. A customer must get the same flavor from everyone within your organization. Always.


7. Smile
   Throw out the reasons you think people buy from you like price, product quality or your warranty. They buy because they like you.


8. Fanatical Optimism
   The glass must always be half full. Attitude will always win out in the end and infect all of those around you.


9. Sell Soft
   Don't ever hard sell. Solve problems. Satisfy wants. Do what is truly best for your customer.


10. Leave Your Comfort Zone
    Never accept the idea that this is the way you've always done it. Never accept that a new idea or technology could never work for you.

Windows Tips

Take a peek at or show Desktop Button

There are many times when you'll want to open the desktop while you're working in full screen view in another program

Windows 7 on allows you to do this easily. You can either take a peek at the desktop or open the desktop  depending on what's best for you.

The “Show Desktop” button is located on the far right-hand side of the Windows 7 taskbar. Just hover your mouse pointer over it and will give you a sneak peek at your desktop’s contents.

Open desktop instead of taking a peek.

If you want more than a peek and you would prefer to have the desktop open when you click the button.

Right click the Show Desktop button and uncheck the Peek at desktop option!

Now when you mouse over it does nothing! However when you click the button it will open your desktop.

Have your cake and eat it too 

 If you want both the peek view and the open desktop when you click the button:

Leave the peek preview checked. Now roll your mouse over the button so the peek preview is active. Now click on the button and the desktop will stay active.

To close the desktop just click on the program you were working in on your task bar. 

But there's MORE !!!

A quick way to save images from the internet.

Let's put the show desktop button to use.

As many of you already know, saving images from the Internet to your computer has always been a matter of right-clicking and choosing Save Image As…, which is pretty easy by itself.

Yet, there is an even quicker way, and it works in Internet Explorer, Firefox and Google Chrome!

Find the image that you'd like to save

Now click and drag the image to your show desktop button.

With peek at desktop turned on your desktop will open.

Drag the image onto your desktop

The image is now available on your desktop ready to do whatever you want with it.

Fast mouse browsing 

If you have a mouse with a scroll wheel on it, here’s a cool trick.

Try Holding the Shift Key on your keyboard and then spin the mouse wheel. In Internet Explorer you’ll go forward or back a page depending on which way you spun the wheel!  

 

Choose your paste options in Word 2010

Next time you go to paste in an MS Office 2010 program copy your information then place your cursor at the location to paste and right-click.

A context menu will open to provide a section entitled Paste Options with whatever icons are applicable for the program and situation.

As you can see, each icon will complete the paste in a different manner: 

 

 

 

You get the preview when you hover over the icon.

Click the icon to complete the paste in the selected manner. 

This function is handy when you're copying text from one application to another. For example you may be copying from a web page [where the formatting is controlled by code in the HTML] to a word document. Using this function and selecting text only will clear the formatting from your copied text and allow you to reformat it into your word document's style. 

Add comments inside your formula

Ever find yourself working on an Excel formula and wondered how you will ever remember how you worked those complex formulas.

You can add some documentation in the formula? - Here's how

Start out with your usual formula routine.

At the end of the formula add the following: +N(“enter your comment text here“)

As you can see in the picture, when you hit the Enter key, you’ll find that the formula works as expected. But, with the cell selected, the formula bar displays the formula and the informational text.

 

Sort left and right

By default, when you run a sort it works from top to bottom. For example here’s a set of data that we would sort top to bottom.

Sets of data are put in rows and we then sort we have it use the data in a particular column to decide what goes where.

However… when your data is placed in a single column the default sort is useless.

Let's look at how we can have Excel sort data when it's formatted in rows.

You’ll begin the same as always by selecting your data.

At this point we’re off to the Data tab / Sort button.

When the Sort dialog box opens click the Option button.

When the Sort Options dialog opens simply choose the sort direction of left to right.

Click OK.

Now that you’re back in the Sort dialog box you can make all the usual choices about which fields to sort and in what direction.

Set up your data in whatever manner makes most sense to you because Excel can sort it in either direction. 

Note:

Please note that we do not provide support for our Word and Excel tips as they are provided by a third party. If you need further information why not try using Google - Cut and paste the heading of our tip into Google's search box. You'll be amazed at the information available.

Whoops

Jokes

It's for my husband 

Jane walked into a pharmacy, strolled over to the counter, and caught the pharmacist's attention.

"Can I please get some arsenic?" she asked.

"Arsenic? What do you want arsenic for?" asked the pharmacist.

"It's for my husband," she replied.

"Your husband?" exclaimed the pharmacist, "I hope you don't mean what I think you mean!"

She just nodded.

"Well, lady," he replied, "I'm an honest man. I can't sell you arsenic, I wouldn't if I could, and I don't know what made you think you could just stroll into a respectable store and expect me me to sell you arsenic.!"

She didn't say a word. She just reached into her purse, fished out a photograph, and handed it across the counter. It was a picture of her husband, in bed with the pharmacist's wife.

Slowly the pharmacist looks up, over the counter, and then straight at her. "Lady," he said, "why didn't you tell me you had a prescription?" 

How will I be sure? 

Panicking when her toddler swallowed a tiny magnet, Betty, rushed him to the emergency room.

"He'll be fine," the doctor promised her. "The magnet should pass through his system in a day or two."

"How will I be sure?" she pressed.

"Well," the doctor suggested, "you could stick him on the refrigerator. When he falls off, you'll know." 

One kiss per metre.

Walking up to a department store’s fabric counter, the pretty girl asked, “I would like to buy this material for a new dress. How much does it cost?”

“Only one kiss per metre,” replied the smirking male clerk.

“That’s fine,” replied the girl. “I’ll take ten metres.”

With expectation and anticipation written all over his face, the clerk quickly measured out & wrapped the cloth, then teasingly held it out.

The girl snapped up the package and pointed to a little old man who was standing beside her. “Grandpa will pay the bill,” she smiled.

 

Until next month

 

Office, Excel and Windows logos are the property of Microsoft and are used for reference points only.