Business101

Welcome,

this package includes but is not limited to -Quick links

Supplier price list upload. Invoice management Job Sheets Quoting Debtors maintenance Creditor maintenance Inventory Credit notes Multi user levels access Multi user networking

Debtors Management Invoicing Job Sheets Creditors maintenance Inventory items Suppliers Single user license $587.00 Multi user license add $200.00 per user On site training can be arranged on request

System Requirements

Windows PC running 32bit mode only - (Trade-Ezy will not run in 64bit mode or Mac computers)

Windows 98, 2000, XP and Windows 7

Introduction‘Trade-Ezy for Windows’ the complete trade business management tool, offering you all of the features and tools required to streamline your business operation.

Includes: Invoicing, Quoting, Job Costing, Price Lookup, Estimating, Debtors, Creditors, Cashbook, Retention & Progress Claims Management, Job Sheets, Certificate of Compliance Tracking, Networking.

‘Trade-Ezy’ is an electronic catalogue and price-list, that stores information on products (code numbers, cost and sell prices and descriptions etc).  It enables quotations and invoices to be generated with ease.  This unique product offers you the opportunity of increasing your productivity, efficiency and from your customer prospective, your professionalism. 

Because of your ability to issue quotations more efficiently the chance of winning jobs is increased.  With the improved turn-around time of issuing invoices, also helping to increase your cash flow.
Although simple to use, it offers you the ability to present your company as an extremely efficient and professional organisation. 

The following is a brief  description of some of the features currently available in Trade-Ezy

Supplier Itemsback to top This offers a quick search facility used to locate your supplier's price list items, using description, product code or category search criteria. To find items by their description, all you have to do is enter the description of the item(s) required, followed by 'Enter' or using the mouse, click on the 'Find' button. Or, if you know the part number of the item you are looking for, you can select the Part Number search by indicator and then enter the part number 'Enter' or using the mouse, click on the 'Find' button.. After a few seconds a list of all items that match your search criteria will be displayed. During the time that Trade-Ezy is searching for the items you have requested, you will see a progression indicator bar showing the current search position. When the matching items are displayed, you will notice the first item in the list has a highlight bar. This bar can be moved using the cursor control keys.

There is a limit of eight hundred (800) items that can be found at any one time. If there are more than 800 items that match your criteria, only the first 800 matching items will be displayed.

In addition to searching for items using the description or part number search, you can also use the category search facility. This is done by selecting the Category 'search by' indicator. You will be presented with a list of all of the various departments contained within the price list currently being used (if available). Use the cursor control keys to highlight the required department then press 'Enter'. You will now see a list of secondary departments. Make your selection and press 'Enter'. Finally, you are offered a list of tertiary departments. Again select the required one and press 'Enter'. All of the items within the selected department will be displayed.

NOTE: By double clicking on the level/department required. You can select ALL of the items within any level.
As well as being able to add inventory items, there is also a facility to edit existing items and creating your own supplier style price and add your own items.

Debtorsback to topCustomers can be grouped by category or territory.  Locate customers by their alpha/numeric account code, any part of their name (even their address), or by scrolling a list. 
Summarised or Detailed aged debtors lists are available at any time which include the phone number and contact name for chasing up overdue accounts.  Statements can be produced for individual or all customers. 
When money is received, you can enter the payment (or part payment).  All customer accounts are kept as "Open-item", enabling you to track each transaction.

Prices This facility offers you the ability to assign special held prices on particular items to selected customers. Each time the item is used in the customers invoice or quote, the special price will automatically be used.

Invoices, Quotations and Credit Notesback to topProducing quotations & invoices couldn't be easier, Trade-Ezy contains a database of all of your customers, which you can add to as you generate new quotations or invoices, you can also add your own items (for labour, equipment hire etc), as well as those from your supplier.
You add items, text, standard phrases, as well as set-up the charging method for the particular invoice or quote.  As items are added to the document you can monitor your Cost and Sell prices, this enables you to keep a close eye on the profit margin. 

Once the document is complete and ready for printing, you select how much information you give your customer, from a fully itemised copy showing all items and their selling prices, to a text only version.  You also have the option to print remittent advise slips on the bottom of your invoices or acceptance slips on your quotes.  All documents can be viewed on the screen before printing your document. After the

document has been saved to disk, it can be retrieved for modification or adding of variations.  Quotes can be quickly turned into invoices by the click of a button.

Retrieving an existing document. There are a couple of ways in which you can retrieve previously created documents:
• You can directly enter the number in the box next to the 'Search Quote/Invoice' button (top right hand corner), then pressing the 'Enter' key or clicking on the 'Search Quote/Invoice' button. NOTE: You must first set the document Type to Invoice or Quotation.
• Or, you can click on 'Search Quote/Invoice' button (top right hand corner) which will open up a View Invoices and Quotes window. You can select the type of documents, dates, customer code or reference you want to view. After setting your Selections Options click on the 'Search Now' button. You will now receive a list of all of documents that match your selection. You can now highlight the document required and click on the 'Retrieve' button, the document will be transferred into the 'Quotation / Invoice Entry' window.
Creating a new document
Before an invoice or quote can be created for a customer, their name and details must first be entered. This can be done by click on the 'Add New Customer' button. First add the customers name and press the enter key, Trade-Ezy first checks that the name entered does not already exist. If it does, the rest of the customer's details are displayed. If the entered name is not found you will be prompted to enter an account code (the first 10 characters of the entered name will automatically be entered), change the inserted code if required. You can now enter the other details as required.

Note: The information you enter is only what is required to generate an invoice or quote. You should enter the remaining information via the 'Customer Maintenance' screen.

Once the customers details has been loaded you can return to the Quotation / Invoice Entry window by clicking on the 'Add to Invoice' button. You can now generate the invoice etc by adding the required items to the document

If you have been using the job sheet facility and adding items etc to job sheet, these items can be transferred to the invoice. This means you don't have to duplicate any work.

Entering Debtors Payments Clicking on the 'Payment' button in the 'Trade-Ezy Main Control Panel', will open two windows 'Payments' and the active (top) window being 'Find a Customer'. Find the customer whose payment you want to process, this is done in the same way as generating an invoice or quote.

Once found, highlight the required customer and while holding the left mouse button down, drag the cursor across to the 'Customer Code' box in the 'Payments' window, then release the mouse button. The selected Customers details are then transferred as well as a list of all transactions (invoices with an outstanding balance).

The lower part of the 'Payments' window is split into three main areas:

'This Payment'
You must now enter the information regarding this payment. Firstly the cheque number or reference into the 'Detail/Cheque Number' box then the amount of this payment (if the full amount is being paid, you can click on the "Tot Bal' button), as soon as the paid amount is entered, the 'This Transaction' box becomes visible. Also, if the amount paid is equal to the outstanding balance the 'Auto Pay' button is active, clicking on this will automatically process the payment. You can also change the payment date.

'This Transaction'
This shows the outstanding balance for the transaction currently highlighted. If a part payment is being made for this particular transaction then you should enter the amount to be processed, once entered click on the 'Accept' button. You should continue allocating any outstanding amounts of the initial payment against any other transactions.
If you wish to print a receipt for your customer, you should click in the option box. When you have finished, you should click on the 'Process Now' button to update the customers account.
To ABORT this operation do not use the 'Process Now' simply click on the 'Close' button

'This Session'
This monitors the total amount(s) allocated so far, during this session.
NOTE: If any of the payment remains unallocated it will be stored as being Unallocated.

Inventory Itemsback to top Trade-Ezy has the facility of being able to access two totally independent price lists simultaneously. The first is used for inventory items, items that you wish to maintain stock of, or that you wish to include in one of your estimating kits. You can also add your own items, such as your labour rates, equipment hire or any other items that you want to include, you can also transfer items from your suppliers price list.

Example. To load a labour item
1. Click the 'New' button.
2. Enter the code 'LABOUR' and press enter.
3. Enter the description i.e.. 'Standard Labour Rate'.
4. Enter 'Supplier' and 'Department' (optional)
5. Set 'Item Category' as 'Labour'.
6. Enter 'Cost' and 'Sell' prices.
7. Click on 'Update' to save the item

Reports A wide range of reports are also avaliable for producing printed reports these including: - Statements, Journal Reports, Debtors and  Credits Transaction (summerised and detailed), GST, Stock information, Job Sheets, Retention and Progress Claims (summerised and detailed),  Estimating and Ordering Listings, Mailing Labels, Envelope Printing and many more.

Users This utility allows you to setup the logon names and passwords for each user of Trade-Ezy. You can limit their access by turning 'ON' and 'OFF' various areas of access. When access to features are turned off, the relevant buttons are greyed out (inactive). You can limit users access and ability to Add, Modify, Delete and View the following areas of Trade-Ezy:
Product Maintenance
Price List Maintenance
Customer Maintenance

You can also stop access to the following:
Sales/Stock Xfers
Cash Book
Utilities
Reports
These options are turned 'ON' and 'OFF' by clicking in their respective check boxes.

Cashbook These utilities are used to help manage and track any cheques issued from your cheque book account. As you issue cheques to your creditors, you should enter the cheque details (category, cheque number, value, date, payee etc). Once entered you can produce various reports including a bank reconciliation report.

Preferences Preferences must be set first, otherwise other parts of the program may not function correctly. It is used to customise Trade-Ezy to your business, by setting up your address, trading terms, etc
GST is also enabled in preferences. Once enabled GST will automatically be calculated based on the rate, cost and sell prices you enter. The invoice type will be printed as 'TAX INVOICE' and the GST amount will be printed at the bottom of the invoice.

Kit Maintenance This enables you to create your own kits which consist of items grouped together, form kits of items (standard rates), these can then be selected for inclusion into your quotes & invoices. Example of a possible kit:

Kit Code and Description:
RHEEM135 Installation of Rheem 135l external gas HWS

Item contained within this kit could be:

Creditors Invoice & Credit note Entry Form. Once you have entered creditor details, you can enter any incoming invoices (bills) or credit notes. This is done by clicking on the 'Invoice /Expenses Credits' button in the 'Main Control Panel'.
Firstly, select a creditor by clicking on the 'Find Creditor' button, or by entering the creditors account code into the 'Code' box followed by Enter. Once found the name, PPS and account code will be transferred into their relevant boxes. If required, both the PPS and account code data can be changed.
Select the type of transaction to be processed 'Invoice' or 'Credit note'. Then enter the remaining information as required:

Job Sheet.back to top This feature allows you to allocate job numbers against all ongoing jobs. In order to issue a Certificate of Compliance or process Progress Claims or use the Retention Management facilities you MUST first allocate a job number.
Progress Claims and Retention
This feature allows you to manage Progress Claims or monitor any Retention amounts that are being held by your customers.

Certificate of Compliance. With the changes to the plumbing regulations implemented in March 97, we have introduced this feature into Trade-Ezy. You can enter and save the information recorded on each of the certificates of compliance you issue, the information is stored in a database and can easily be retrieved at a later date.
The information stored, is exactly the same as you write onto the actual Certificate of Compliance. TracK-Ezy offers a quick and easy to use database search facility for tracking and locating issued certificates.

Creditors Payments.back to top There are two means of entering payments made to creditors:
1. Cashbook. - Although this be used for direct cashbook entries. However, in order to use all the current (and future) features and reports, we recommend that you enter all incoming debts in the manner shown above and process your payments as shown in (2)
2. Payments - (Found in the 'Main Control Panel' under 'Creditors). This should be used to process all payments that are made against incoming invoices and creditors accounts that were entered using the method described in the previous section (Creditors Invoice & Credit note Entry Form). Payments processed using this method are still posted into the relevant areas of the cashbook.
Creditors
For ease of using this new feature, we have tried to keep its operation as close to that of the debtor module as possible. Expenses can be allocated against Job No.