Frequently Asked Questions (FAQs)

Assets are the machinery, vehicles and equipment used in a business.

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 assets 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 assets module to record the vehicles’ service history in conjunction with service tickets.

Attributes are additional features or information that can be added to records (e.g. customers, suppliers and items) and transactions.

Attributes are divided into system and custom attributes:

• System attributes are pre-created, and you add them when needed (e.g. bank details and VAT information).
• You create custom attributes to add unique information fields.

For some attributes, lookup lists can be created to ensure the correct information is captured (e.g. the attribute “Colour” can have a lookup list that consists of “Blue, Green, Pink, Red, Yellow”).

Concurrent users are users who access QuickEasy BOS at the same time.

For example, if your company has offices in different time zones, and only two people are logged in to QuickEasy BOS at any moment, you only need two concurrent licences. In this scenario, the third user who tries to log in receives 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 allows another user to log in.

Read more: Understanding User Access and Settings

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.

Estimates 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.

Items are 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 and assemblies.

A lookup list is information that you select from a dropdown list instead of entering it.

Lookup lists are provided wherever an input field is likely to contain repeated information.

Some lookup lists already include entries; others start empty.

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 are 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).

Views are QuickEasy BOS’s name for 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.

QuickEasy uses the phrase In Accounting to mean that a transaction is 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 calculations (e.g. stock on hand, on order or reserved).

Technically, it means the transaction has a status for which the Inventory column is 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).

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 5 kg is cheaper than 1 kg of the same product).
• 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, 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 the specified 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, are 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.

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.

A custom item can be converted to an item: right-click the custom item on the transaction and select Convert to Item. The item and its price are created, and the entry is linked to the new item.

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.

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

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

Some functions, such as stock adjustments (after a stock count), can only be performed on inventory items.

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).

Yes.

In QuickEasy BOS, address, header and logo details are filled in for each registered entity and branch. 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 Reportbuilder.

You can also hire a QuickEasy specialist to create a custom template for you.

Yes. If the information is entered in 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 format.

You can also build your own custom reports, which use SQL to pull exactly the information you need from the data fields. You can create these reports yourself or hire a QuickEasy specialist to create a custom report for you.

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 (Retained Income)), which can be added automatically. Alternatively, defaults can be selected for existing accounts.

Yes.

You can start by using QuickEasy BOS to write custom actions and custom reports to automate certain features.

For other plugins or integrations, contact us to discuss it.

Yes.

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

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 database.

Importing data from external sources is planned for future releases.

Currently, we are expanding the number of features in QuickEasy BOS. We release new features as soon as they are available, and these releases are creating more updates than usual.

However, you only ever need to install the latest version; all the other versions are automatically updated.

The latest updates are listed under Recently Updated on the home page.

See the page What’s New for more information on version numbers.

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:

• Actions
• 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.
• Set up QuickEasy BOS your way.

Both.

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

1. Every Transaction Type has a setting named Enable Accounting.
   • If the setting is checked and debit and credit accounts are selected, all the inventory movements are posted to the ledger (perpetual system).
   • 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.
2. You can mix the systems by posting some stock movement transactions to the ledger but not others (e.g. internal stock transfers).

Overview:
Inventory Recording Methods

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.

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 appear in the overdrawn column.
2. Payment due dates can be automatically set based on the 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 stay within their credit limits.
4. You can change a customer’s status to suspended, which prevents 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 and automated emails are 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 determine 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 is 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 separate module. Instead, you use the Service Manager and transactions to manage the full non-conformance cycle from discovery to resolution.

No. You do not need to know SQL or anything about how databases work.

Certain optional features like Custom Actions and Custom Reports let our staff and resellers quickly add reports and actions to meet clients’ unique needs.

However, if you know SQL (or know how to prompt an AI agent), you can also use these features.

No. You do not need to install updates yourself: when your database is upgraded, all the updates are applied automatically.

Yes.

Three columns are available on most list views:

• Created: Displays the date on which the record or transaction was created.
• Updated: Displays the date on which the record or transaction was last edited.
• Updated By: Displays the name of the user who last edited the record or transaction.

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

A list of detailed changes can be seen from the changelogs where 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.

Yes. Each type of transaction has its own user access 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 block them from creating a customer invoice manually.

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 it.

In other cases, the request is passed along to the developers. Their feedback is passed 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 let you change the “From” address, the name displayed on emails, and the “Reply To” address.

Contact us if you want to change the email address you use to log in to the QuickEasy BOS mobile or desktop app.

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

However, you can add more currencies (see Currency Tutorials).

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

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

To add more languages, 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 log in 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 updates.

If the exchange rates used to update but have stopped updating, contact us to investigate and resolve the situation.

Most Transaction Type changes are only applied after 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 shows up as a blank space on the dropdown list from which you select accounts.

Calendar Types, Service Types and Transaction Types are not added to menus automatically. You must add them to a Menu Group.

Changes to existing Menu Groups are automatically applied to Menu Templates but not displayed unless you right-click the applicable template and select Preview or restart QuickEasy BOS.

However, if you create a Menu Group, that group must first be added to a Menu Template before it shows on the menus.

Read more: Menus

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 transaction (e.g. the task must be active and assigned to you).

Read more: Mobile App

The Save button is greyed out when there is no new information to save.

Most often, the information is saved automatically, and you do not need to click Save.

The message “The grid view is empty. Please clear the grid filters to continue.” appears when you run an action (for example, print or update) on a list that shows no rows. Often a filter or a search in the Find Panel hides every row.

Clear the grid filters and the search, select the rows you want and try again.

You do not have the access right for the action. The message says where the right is set. Ask an administrator to change it:

• Access Denied. See Menu button > Settings > User Access. You do not have that access right in this module (for example, New, Edit or Delete). See How to Edit User Access.
• Access Denied. See Users Module > View/Edit User Access. You do not have access to the module you tried to open from the current screen.
• Access Denied. Admin rights are required - See Users Module > Admin Setting. Only an administrator can do the action (for example, edit user access).
• Access Denied. See Setup > Users > Right Click > User Settings > General > Enable Export (.csv, .xlsx, .html). Exporting is turned off in your user settings.
• Access Denied. See Setup > Users > Right Click > User Settings > General > Enable Batch Updates. Batch updates are turned off in your user settings.

The user settings are explained in User Settings Explained.

When you click Menu (button) > Restore Default (All Users), the message “The default grid will be restored after you restart BOS. Restart now?” appears. The default grid appears only after BOS restarts. Click Yes (button) to restart now, or Cancel (button) to restart later.