Setting Up QuickEasy BOS

• 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 set up as a separate registered entity.
• Transactions can be allocated to registered entities, and reports generated per registered entity.
• Staff can be restricted to a single registered entity.

• 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.

• 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.

1. Click Actions (button) > Update Users.
2. Set each user’s Role (click Edit (button) and select User, PoS User or Admin in the Role column).
3. Click Actions (button) > View/Edit User Access by User. For each user, set the access for the existing modules as per User Access Tutorials.

1. Read the explanation of the settings on General Settings.
2. Add the settings you want to change as per General Settings Tutorials.
3. Edit the values as per General Settings Tutorials.

1. Click Menu (button) > Edit Statuses (Entities) and create statuses for the entities as per Status Tutorials.
2. Create the Registered Entities as per Entities Tutorials Creating and Editing. 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 Entities Tutorials Creating and Editing.

1. Create the Chart of Accounts as per Chart of Accounts Tutorials.
2. Create or import VAT Types as per VAT Types Tutorials. (See Online Libraries for imports.)
3. Create the Currencies as per Currency Tutorials.
4. Create the Credit Terms as per Credit Terms.
5. Create the Bank Profiles as per Bank Profiles.
6. If you import bank statements, set up Bank Imports and Bank Reconciliations as per the Bank Imports Tutorials and Bank Reconciliations Tutorials.
7. If withholding tax applies to you, set up Withholding Tax (WHT) as per WHT Setup Steps.
8. Set up the Tax Reconciliation as per Tax Reconciliation Setup Tutorials.

1. Create Positions as per Positions.
2. Create Billing Methods as per Billing Methods.
3. Create Categories as per Contact Categories.
4. Create contacts for all your staff members as per Contacts Tutorials Creating and Editing.

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).

1. Click Menu (button) > Edit Statuses (Customer) and create statuses for the customers as per Status Tutorials.
2. Click Menu (button) > Edit Attributes and create custom attributes as per Custom Attributes (optional).
3. Create customer records as per Customer Records Tutorials.

1. Click Menu (button) > Edit Statuses (Supplier) and create statuses for the suppliers as per Status Tutorials.
2. Click Menu (button) > Edit Attributes and create custom attributes as per Custom Attributes (optional).
3. Create supplier records as per Supplier Records Tutorials.

1. Click Menu (button) > Edit Categories and create categories for items as per Item Categories.
2. Click Menu (button) > Edit Statuses and create statuses for the items as per Status Tutorials.
3. Click Menu (button) > Edit Attributes and create custom attributes as per Item Attributes (optional).
4. Create Items as per Item Creation and Editing Tutorials. You need an item for every task, raw material and finished good.

1. Click Menu (button) > Edit Groups and create groups (categories) for assets as per Asset Groups.
2. Click Menu (button) > Edit Statuses and create statuses for the assets as per Status Tutorials.
3. Click Menu (button) > Edit Attributes and create custom attributes as per Custom Attributes (optional).
4. Create Assets as per Assets Tutorials: Creating and Editing Assets.

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 Transaction Type Tutorials.

Production Planning and Timekeeping are activated per Transaction Type in its settings. Estimating > Enable Estimating = Production enables the production planning modules for the transactions. General > Enable Timekeeping lets you track time against them.

See these examples:

• Transaction Type Examples – Customers: Quotations, Customer Invoices, Credit Notes, Delivery Notes, Receipts, Discounts, Refunds and PoS Cash Sales.
• Transaction Type Examples – Inventory: Goods Received, Goods Issued, Goods Returned, Transfer Issued, Transfer Received and Stock Adjustments.
• Transaction Type Examples – Ledger: Bank Payments, Bank Receipts, and the General, Payroll, Depreciation and Periodic Journals.
• Transaction Type Examples – Production: Sales Orders, Purchase Orders and Work Orders.
• Transaction Type Examples – Suppliers: Supplier Invoices, Debit Notes, Payments, Discounts and Refunds.

This step is only necessary if you want to create estimates.

The items and item categories must already be created.

1. Click Menu (button) > Edit Statuses and create statuses for the Estimate Types as per Status Tutorials.
2. Create Estimate Types as per Estimate Type Tutorials.

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.

Create Service Types as per Service Types Tutorials.

This step is only necessary if you receive cash that must be reconciled.

Set up Point of Sale as per Point of Sale Setup Tutorials.

This step is only necessary if you are going to import Items, Suppliers, VAT Types or Proposals from a different QuickEasy BOS database.

Set up the import and import data as per Online Libraries.

This step is only necessary if more than one language is assigned to your organisation.

1. Update the Master Dictionary for each language as per Language Tutorials.
2. Update the Local Dictionary for each language as per Language Tutorials.

1. Add all the features (types and transactions) that were created up to this point to a Menu Group as per Menu Groups.
2. Add the fixed modules you will use to a Menu Group as per Menu Groups. The fixed modules are:
   • Attachments: Lets you manage attachments from a single interface.
   • Bank: Provides for bank imports and reconciliations.
   • Customer Age Analysis: Provides the customer age analysis and customer ledger, and lets you generate statements.
   • Custom Reports: Provides a dropdown list of all the created custom reports.
   • Emails: Provides the outbox and sent items, and lets you create email templates.
   • Financial Reporting: Provides the financial statements and financial dashboard.
   • Ledger: Provides the ledger and transaction lists, and lets you create accounting transactions from a single interface.
   • Point of Sale (PoS): Provides Point of Sale (PoS) summary reports.
   • Supplier Age Analysis: Provides the supplier age analysis and supplier ledger, and lets you generate remittance advices.
   • Timekeeping: Provides an interface to capture and view timekeeping records.
3. Create Menu Templates from the Menu Groups as per Menu Templates.

1. Link a Menu Template to each user as per Menu Templates.
2. Set User Access for all the features that were created as per User Access Tutorials. Also see User Access by Module and User Access by User for other ways of setting user access.

1. Create any custom reports as per Edit Reports Tutorials (optional; requires knowledge of SQL). Also see Edit Reports SQL and Edit Reports Formatted Text.
2. Right-click the report you created and select Edit User Access. Set User Access for the report as per User Access Tutorials.
3. Return to the Menus section and add the reports to a Menu Group as per Menu Groups. You can find the individual reports prefixed with Report. You can add Custom Reports as a module, which adds all the reports you have access to view to a dropdown list.
4. If you create a Menu Group, it must be added to the Menu Templates as per Menu Templates.

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.