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Quantum VS Help: File Maintenance |
Once Quantum VS has been installed and the necessary files configured on your back-end server, you may begin to configure Quantum VS for your business. This involves setting up the following:
Note: When Quantum VS is first installed, only one user - the Admin User - exists. It is the Admin User's job to create the initial Roles and Users. Once Users have been created and assigned Roles with sufficient privileges (such as a System Administrator, who has 'access all areas') then these individuals can log in and preform the additional set-up and maintenance tasks.
1. The first task is for the Admin User to create Roles. Roles are assigned to Users - see the next step - and control which areas of the Quantum VS application Users can access. See Role And User Maintenance.
2. User records can then be created. Each person's User record defines their User Name and Password (which allows them to log into the system), their Role, and various other User-related system settings.
Note: In order to create the User record you will need to 'personalise' some of the available menus for your business. For example, you must assign the User a Branch. Your Branch record must be set up using Branch Maintenance. Similarly, you must assign the user a Staff number. These values are created using Table File Maintenance.
Once Roles and Users have been created, anyone with sufficient privileges - such as a System Administrator - can set up the following important business records:
3. You will need to configure various System Administration control records, including your Nominal Codes, Table Files, Calculation Methods and Terms and Conditions. You will also need to configure the following control records: Price Book General, Price Book Flags, Sales Ledger, Sales Nominal Control and Purchase Nominal Control. See System Administration.
4. You will need to set up your Branch records, holding the details of the 'parent' (or 'head office') branch and various 'child' branches which form your business.
5. You will need to set up your Customer records, holding the details of your customer accounts.
You may set up default Customer records with various default settings, saving time when creating new Customer records.
You may later wish to set up Customer Site records to create separate records and delivery addresses for Customers which have multiple sites, and Customer Part Number records to cross reference your reference code/name for a product with the code/name the customer uses for the same product.
6. You will need to set up Supplier records, holding the details of the companies you purchase goods, services and utilities from.
You may later wish to set up Supplier Part Number records to cross reference your reference code/name for a product with the code/name the supplier uses for the same product.
7. Setting up and maintaining your Product records will be one of your main administrative tasks.
Note: You may set up default Product records of various types with various default settings, saving time when creating new Product records.
You may set up product batch traceability on your system, to classify stock by a batch reference, serial number and/or bin location. See Product Batch Traceability Maintenance.
In addition to the main settings on Product records you have the option of setting up the following:
Tools to generate product sales - including Auto Add-Ons, Associated Products and Top Sellers.
Product FIFO costing - a system of maintaining product receipts and valuations based on the buying cost at the time of receipt.
You may also wish to work with the following:
If you will be working with Timber, Sheet and Pack Products you may need to set up Treatments, Length Masks and/or Long Length Surcharges.
8. To set up and update the various price and cost criteria on your system see Price Maintenance.
Additional control records which relate to your prices and discounts, which may require configuring, are:
9. You may wish to use Quantum VS as the basis of a WMS (warehouse management system) which processes the movement and storage of materials. Users may scan products using bar code scanners which send data to - and receive data from - the system in real time. To set up bar code scanning you will need to:
configure your network and bar code scanners; and
set up the following records in Quantum VS: Bar Codes; Branches; Branch Stock/Product; Users/Roles.
See Bar Code Scanning Maintenance.
To operate a Kanban supply management system, in which you - the merchant - are responsible for re-stocking Product bins in your Customer's warehouse, you will need to create Kanban bar code records. See Kanban Maintenance.
10. Quantum VS has various features for managing stock. See Stock Maintenance. Stock records for a product are created when, following a Purchase Order, goods are received into stock on a Goods Received Note.
Branch Stock Maintenance is used to set up different stocking details for a product at different branches.
In the course of your business operations you may perform a stock take, adjust a product's stock balance and also carry out an Inter Branch Transfer (IBT).
11. If you have a Quantum VS eBusiness website through which users will place orders, you will need to set up Web Environment and related records to synchronise the main Quantum VS application with your website. See Quantum VS eBusiness Integration.
12. For printing to take place in Quantum VS, various procedures must be undertaken and various documents and records must be configured on the Linux Host Server and in Quantum VS. See Printing Maintenance and Setting Up Printing In Quantum VS.
For XML to PDF printing to take place, the 'Web Service' and XML Stylesheets need to be installed on the Linux Host Server. The following records must be configured in Quantum VS: XML Gateway ID records, XML Identification Records, XML Document ID Records, XML Gateway Lookup Records and XML Source Files. See Setting Up XML To PDF Document Printing.
You will need to set up Printer records for the destinations which will be available to users when they print, save or transmit documents.
You will need to configure Print Groups, which are used to preview, print and email text and PDF files which have been generated in Quantum VS and saved to the server.
You may wish to set up records for printing labels featuring product and/or Bar Code and/or company-related details - onto your chosen stationery. This includes Product, Despatch Note, Picking Note and Kanban labels. See Label Maintenance.
13. By this point your business should be ready to begin buying and selling stock. See:
Purchasing - including working with Purchase Orders, Goods Received Notes, Supplier Returns; and Purchase Invoice Registration and Matching.
Sales Desk - including working with Sales Orders (plus Picking Notes, Despatch Notes, Consignment Notes and Sales Invoices), Quotes, Sales Contracts, Standing Orders and Credit Notes (plus Collection Notes).
To set up your system for Multi-Currency Selling you will need to configure certain control records and Table Files.
14. If you wish to apply delivery charges to sales documents - including Carriage Charges, Premium Delivery Charges or standard Haulage Charges - see Delivery Charges Maintenance.
15. If you will be using Carrier companies to provide delivery of Sales Orders see Carrier Maintenance.
16. To manage your interactions with the organisations and people with whom you do business, you may create:
Contacts: records which record the names and contact details of the people you and your company deal with, at Branches, Customers, Suppliers and elsewhere.
Tasks: records of what you - and other users - have to do at a particular time and date, enabling you to plan and prioritise your workload.
17. In the course of your business it may be necessary to run certain Processes and Reports.
18. The Credit Control and Reviews module allows individuals with Credit Controller privileges to run Credit Reviews and authorise customer transactions which have been queried by the system.
19. The Backup and Restore procedure enables the System Administrator to back up all Quantum VS files to, and restore from, a backup device such as an RD1000 removable media device or a tape drive.
20. If you wish to allocate products ordered through Sales Orders and Standing Orders to a delivery, you may use Route Round Maintenance to create Route Round records corresponding to your 'delivery routes' and then use Customer Route Round Drop Sequence Maintenance to subscribe customers to those delivery routes. With these records in place you will be able to assign and amend a customer's Route Round delivery within Standing Orders, Sales Orders and other sales documents via the Route/Round field in the document header.
21. You may use User Defined Data Maintenance to add 'user configurable' fields to a range of document types as required. This enables your Users to record and display data in fields you have defined, based on your business's own needs and requirements. This gives you a huge range of possibilities as to the data you can record and analyse.
Note: You may also customise files/records; i.e. add, remove and move the tabs and fields visible when viewing, creating and/or editing an 'admin' record type, such as your Product and Customer records. see Customising Records.