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Adilas.biz Developer's Notebook Report - 1/1/2011 to 1/31/2011 - (42)
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Time Id | Color | Title/Caption | Start Date | Notes | |
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AU 338 |
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Daily Tasks | 1/1/2011 | • Working with Authorize.net gateway – viewing and voiding transactions. | |
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AU 3565 |
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2011 | 1/1/2011 |
YEARLY ACCOMPLISHMENTS 2011 Steve, This is a list of things that happened and accomplishments made during the 2011 year on adilas. It was a great year with tons of new and awesome stuff. More and more still to come… If you need additional details, just let me know. I have everything documented down to the date. January 2011: • New tax tables for 2011 (federal & state). • PCI Compliance Renewal. • Added Authorize.net as a new merchant gateway (merchant processing). • Added the running daily bank balance (per transaction) to the check register. • Added a part number “group” option to the invoice line items search page. Added a switch between groups and details. • Created a similar group and detail toggle switch for PO line items (incoming parts and quantities). • Made a conscience switch to get out of the retail hardware side of business (card readers, receipt printers, barcode scanners, etc.) and focus more on the reoccurring services that we provide. • Added an alpha name search to the quick search options for invoices, quotes, expense/receipts, PO’s, and checks. This allows a search for all results for a given customer name or vendor/payee right from the quick search. • Moved the force payment checkbox on the verify PO page to one step deeper. • Added more links and flow to help with looking up vendor/payees and their current payables. • New corp-wide settings for show/hide tax categories on invoices and quote and a default credit card transaction mode for the merchant processing page (retail swiped, manual keyed, or both). • Created the accomplishments lists for 2009 & 2010. Posted scans online to the adilas history balance sheet item (special archive photo gallery). • Added dynamic drop-down options to the flex grid tie-in titles and custom field names. February 2011: • Started working on the adilas “any” scheduler. This name was later changed to “Elements of Time”. • Tons of notes, ideas, research, concepting, and brainstorming on elements of time. • Went around (onsite) to 10 different businesses to get ideas about how they deal with, tracked, and used time. Filled out prepared questionnaire to gather data. Compiled data into notes and ideas for elements of time. • Added quick search options for main id numbers, included parts, customers, and vendor/payees. • Worked on graphic mock-up for the interactive map and the multimedia training application (player). These are future concepts for adilas university and the main adilas.biz interactive navigation interface. • Added an auto calculate switch (checkbox) to the advanced add to cart page. That allowed us to do more than one calculation at a time before the local math was done. This allowed for things like: unknown weights (quantity), sealed items (USB digital scales), backing in to a fixed total price, and using a tax category of “with tax included”. With the new switch, all of these calculations could be done at once instead of one calculation at a time. • Added options to pass pre-set values from my cart favorite buttons to the advanced add to cart page (options 5 under use exact part number button type). • Created three different bio’s or history documents about adilas. They are the business bi, the education bio, and the brief history of adilas.biz. • Elements of time began to split in to two different sub types. They were types of time (ended up being master time templates) and functions of time (ended up being subs or add-ons of time). March 2011: • Added the CHARGE Anywhere gateway (merchant processing). • Changed the main adilas.biz homepage. Added a search by date field and changed the stats to “daily” stats as compared to the overall “total” stats. • Working on basic database design and layout for elements of time. • Added corp-wide setting and permissions for cross-corp billing. • Added three new fields to the customer statements. They are for the invoice age, the paid status, and the payment types. • Ordered a new content server. • Created a custom CSV file for Dealer Car Search. The export builds itself and sends itself every day at a given time. Includes stock number details, descriptions, prices, and available photos of the stock/units. • Added my cart favorite “group” buttons and a thing we called the advanced grid or add multi grid. Basically a grid that has advanced add to cart features for multiple products at one time. The groups allowed for stacking (depth) of standard my cart favorite buttons. April 2011: • Working on elements of time. Added tons of new pages. Pages included add/edit master time templates, add/edit basic elements of time, basic time search, the working with time page (generic edit mode), printable time page, and time history page. • Decided that each corporation should have their own PO and invoice line items table. Major rework on logic and flow. Split the main table in to corp-specific mini tables. This change affected close to 100 different pages. • Created a multi-corp – multi-location – daily/weekly sales report. Able to pull data by corp, by location, by date, by part category all at one time. One of the first cross-corp reports to come out of adilas. May 2011: • Added the advanced time search (build your own report interface for time) and the advanced results pages. • Added ability to assign time to specific customers, employees, vendors, and locations. Also allowed options to assign to generic persons or places (any – even if not in the system). • Created a bid and proposal for the State of Colorado for the MMJ industry tracking program. • Started working on the sub functions or add-ons of time. They were the action status logs, sub dates and times, and sub comments and notes. • Added a “view only” options (permission) for the my cart favorite buttons. This allowed for one user to set the buttons and then others (maybe not as technical savvy) to use their buttons as their own. This also allowed for a virtual master list of buttons for a single corporation. June 2011: • Constant tweaks to the elements of time section. New settings, new defaults, and new options. • Added a description option to the barcode generator application. Able to switch between a barcode value or a description value (text). • Added a contact (email) adilas support page from any of the application help files. • Kiva and Steve came up with some “short cuts to adilas”. A PDF document for users to get started. • Launched the first round of the interactive map concept. The concept was still a graphic (not yet interactive) but did have a number of links overlaid on the graphic to help with temporary navigation options. • Added a sneak peek graphic to the main switchboard page. The underlying page listed current and upcoming projects that are planned and scheduled. Kind of a small insight to where we are headed or a view of the master plan. • Documented all of the “quick search” options, values, and keyword searches. Put all documentation into its own help files. Added links from different pages to the help file with the documentation. • Added elements of time and reoccurring invoices (reminders) to the main history homepage report. • Added the customer type to the shopping cart. • Increased the number of custom fields on the flex grid tie-ins. Went from 10 custom fields to 15. • Added two new major players to the flex grid tie-ins. They were elements of time and quotes. This brought the total main application types to 12. The flex grid is now a 12 x 12 x 15 matrix as compared with the old 10 x 10 x 10 matrix. • Reworked the flex grid tie-in search results. Made it more human readable to the end user. The old way only had the main application type initials and an id number (example: cust 10001). The new way still shows all of the info but also has a human readable column next to the id number of the tie-in info (example: cust 10001 – Fred Flinstone). July 2011: • Added the flex grid tie-in info to the add/edit customer page. Before it was only shown on the customer log page. • Added a custom shipping CSV file. Custom document tied on a per invoice basis and assigned through the custom document management system. • Kiva took over the reoccurring invoices, credit card payments, and adilas billing functions. • Added a “refine your search” option for elements of time (advanced time search and results). • Added a “grouped” elements of time to customer report to help with billing and assigned times and invoice/quote status values. • Added options to convert one or more elements of time to the shopping cart. This is part of the customer billing options. • Added new corp-wide settings for the customer tax id name, the location license number, and the printable disclaimer text (unlimited text length for invoices and quotes). • Converted all normal customer logs (notes and follow-up notes) to HTML compatible. This allows for things like line breaks, links, and other formatting. • Added an option to search the customer tax id (dynamic name) from the customer quick search. Many of our clients are using a barcode scanner or card reader to search for their customers. August 2011: • Finished up the time to cart process (customer billing). Pretty in depth processing and lots of cross tying between time, quotes, and invoices. All the users have to do is point and click. • Added a couple of MMED forms for the State of Colorado. We added one for the monthly primary center patient list (form 1010) and one for the daily patient sales report (form 1100). • Added an IP address field to the user login/logout actions. This helps a manager know where the users are logging in/out from. September 2011: • Created a generic customer export to Microsoft Excel that included basic customer info plus any flex grid tie-in fields. • Added subs of time to the time to cart process. Other tweaks to help the flow between time and invoices and quotes. • Added an IP address field to the employee clock in/out (timecard) application. Timecards are tied to payroll, so, this helps managers know where the clock in/outs took place. • Created advanced search options for subs of time (add-on functions of time). They include searches for action status logs, sub dates and times, and sub comments and notes. • Added the MAXX payment gateway (merchant processing). • Steve went to a big Trailer Dealer Convention in Texas. Came back with a number of leads and new ideas. • Added a temporary patch for sales tax on the balance sheet. • Added a customer type filter to the my cart favorite buttons. Not required but filters buttons once a customer is assigned to the shopping cart. Helps with different pricing for members vs. non-members. • Major work on visual reports for elements of time. The main time homepage is capable of showing a calendar view (up to 365 days at a time), a dynamic time slot view (daily detail view with any increment of time and a start/stop range), a grouped report, and the normal time details (organized list) reports. • Publicly released elements of time. Round one of three (other future releases will come later on). October 2011: • Added a new quick search option right from the top of the view cart page. This allows for parts searches and barcode scans right from the view cart page. • Added four new customer date fields (main start, main end, period start, and period end). Each new field also has a corp-wide setting attached to help with custom naming options. The period end date has special code to help watch for passed or expired values (shows up in red). • Added a number of new corp-wide settings for elements of time. This deals primarily with what the user sees when they first come to the time homepage. Default settings include things like: time period (date range to show), report type, calendar block size, time slot start/stop range, time slot block size, and show/hide extra stats and subs. • Added a basic export to Microsoft Excel for invoice sales data. • Added a new customer queue application to help track “who is next” for customers and waiting rooms. Virtually a check in/out monitoring process. • Updated the custom document settings for the Texas 130-U (new version). Also added a data only version to help with the facto form printing for title applications. • Added options to change prices and button status on the bulk sort page for my cart favorites. November 2011: • Small tweak on the balance sheet. Showed the difference between the total tax and the possible out of balance value. • Added the user history report (historical history) to the main history homepage. Includes 20+ system-maintained user history sections (actions recorded behind the scenes for system events). • Added a better “change due” call out on the mini 3” invoice format. • Added a new permission called “my history” and connected it to a filtered portion of the main user history report. • Created a new “grouped” customer invoice report. Ability to sort by customer, invoice count, and total invoice sales (sums). • Expanded export options (to excel) for invoices (total of 5 different reports). Added a “refine your search” options to all advanced searches for invoices. December 2011: • Added links to the barcode generator to and from stock/units and for customers. • New customer exports to MS Excel. Including the advanced (build your own report) search, customer logs, and additional contacts. Tied to all exports to the advanced permission for customers. • Added a “refine your search” option to the advanced customer search results. Added an export to Excel for part numbers and quantities. Also tied this export to the advanced permission for parts. • Added a new permission to help with quick retail sales (counter sales or non-customer tickets). Also sped up the customer to cart assignments. • Added an options to hide the main cart info for non-customer counter sales in the view cart page. • Added a new corp-wide setting to use or skip the review cart page (final step in the cart process before converting the cart to an invoice). • Updated all tax tables for the tax year of 2012. • Small change to the balance sheet homepage. Pre-selected the checkboxes for show assets, liabilities, and equity sections. Yee Haw! More to come in 2012! |
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AU 3626 |
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No Dates: Adilas Application & Sales Brainstorming | 1/1/2011 |
Scan 1 – Planning what needs to happen in different parts of adilas – categories, items, priorities… Category – Item: - PO’s – Items on order/in transit - Time – Round 1 Elements of Time - General – Email support - Web - eCommerce - Customer – Customer pay portal - Reports – All grouped reports – Be able to go back and forth - Reports – Direct links to sub actions - Web – Adilas University - Photos – Secure Images and use content server - Look & feel – My Quick Buttons - Look & feel – Graphics & icons - Taxes – Sales tax & collected fees - B.S.I – balance sheet round 4 - Training – Roll Call Page - Reports – user history - Reports – financial Roll Call history - Training – Interactive business platform - Training – General user manual - Training – Adilas theory - Time – Online reservations - Web – main adilas face lift - Web – automation for crop sign-up and setup - A/P – Payables rework - Flex Grid – Reflexive side of the flex grid - Photos – Upload pdf - Invoices – Interactive shopping cart and interactive quotes - Payroll – Payroll rework - Training – Map out entire system - Photos – Be able to replace the mini thumbnail for photos - Reports – Graphs & charts - Reports – Visual eye candy – dashboards - Photos – Other photo galleries for vendors, employee/users, deposits, part categories, stock/unit, and subs or category flow - Vendors – Additional vendor/customer ties A/P & A/R & other look up options - Web – Merchant Processing batches, deposits, Authorizations tips - Locations – Cash Drawer Management - Locations – Build a 1-many for locations and sub locations - Web – Be able to web service pieces around - Reports – run on grouped totals for speed - Look & Feel – Touch screen interface - Customers – Customer type – sales reports - Invoice – Print multi invoices interface - E/R’s – Recurring Expenses and balance sheet items - B.S.I. – Known issues report - Reports – Build your own reports - Maintenance – Import & export tools - Customers – Promotion codes and marketing Time/Priority: - Web - Clean up - Look & feel - Flex grid - Bank - P&L - B.S.I - Training - History - Reports - E/R’s - Dep’s - Photos - Admin - Corp-wide setting - Payroll - A/P - Theory - Users - A/R - Vendor - Floor plan - Tools - Maintenance - PO’s - Stock Scan 78 – Sales Planning 1 – Small biz – medium biz – big fish Visions: 1-100 1. I hit all accountants – trust of biz – something to gain 2. Used dealers 3. Subs or Reps or Employee 4. Big fish Scan 85 – Sales & Setup Process “Start at the very beginning – that’s a very good place to start.” –Sound of Music Prep – any order: 1. Interest and desire to use the system 2. Somebody to help you get started – sales rep 3. Initial consulting and rough idea of business flow and needs Setup: 4. Contact a system administration to set up corporation and corp admin user. Set up assigned inventory types. 5. System will set up basic categories and default values. Sales rep and corp admin setup remaining options like users, departments, permission, banks, makes, models, vendors, account types, stores, taxes, special line items, etc. Enter data: 6. Start entering data. Either start with current needs or back clear up and enter balance sheet items. 7. At this point, it could start going in any direction as far as data: Data: - Expense/receipts - PO’s/invoices - Deposits - Units - Etc. - Balance sheet items Needs or Requirements: - Banks, check #’s, expense types - Vendors, parts, part categories - Banks, deposit types, items to deposit (pmt on sales/balance sheet stuff) - Makes, models - Balance sheet types, banks, check #’s Scan 114 – ADILAS Acronym Brainstorming ADILAS – All Data Is Live And Searchable ADILAS A – Access D – Dynamic I – Individual L – Live A – Account S – Services ADILAS: A: - Access - Accounting - Application - Accops - Automated - Alive - Abstract - Account - Addictive - Admin D: - Daily - Data - Direct - Drill-down - Dream - Dynamic - Diverse I: - Individual - Independent - Infinity - Inexpensive L: - Live - Local A: - Account S: - System - Service(s) - Systematic - Self-contained - Savvy - Simple - Search Scan 142 – Adilas Application Word Brainstorming Adilas Notes – Word Brainstorming: - Upload - Retrieve - Submit - Turn - Navigate - Explore - Sell - Follow - Show - Extract - Jump - Lead - Roll - Communicate - Collaborate - Cooperate - Enjoy - Fix - Load - Monitor - Point - Hold - Discover - Alter - Read - Switch - Become - Schedule - Stay - Grow or grown - Extend - Blend - Optimize - Combine - Go - Stop - Simplify - Track - Fill - Rely upon - See - View - Click - Browse - Enter - Educate - Teach - Solve - Workout - Send - Get find - Save - Search - Store - Consolidate - Switch - Clarify - Refine - Cut - Lower - Raise - Run - Squeeze - Give - Build - Work with - Sort - Classify - Create - Update - Access - Tighter - Track - Choose - Keep - Loosen - Make - Modify - Push - Pull - Lift - Elevate - Present - Prepare - Start - Finish - Prevent - Be - Wear - Customize - Clip - Structure - Advance - Expand - Use - Reuse - Drive - Connect - Collect - Continue - Add - Subtract - Divide - Multiply - Believe - Post - Write - Stack - Cover - Classify - Satisfy - Draw - Recycle - Replenish - Gain - Select - Recall - Refresh - Renew - Redo - Undo - Assemble - Record - Bump - Solve - Tie - Bind - Organize - Enhance - Replace - Eliminate - Empower Adilas Phrases Brainstorming: - Live & Searchable - Centrally Located Data - Always Up To Date - Empower the People - Enter Once – Use Many - No Limits - Super User Friendly - Digital Filing System - Ongoing Development - Safe & Secure - In a hurry? Go mobile! - Know at a Glance - Build Data Relationships Scan 144 – Flyers Flyers: - Trailer - Vehicle & Automotive - Boat & Marine - Motorcycle/ATV/Snowmobile (Motor Sports) - Pawn Shops - Modular Homes - Self-Storage - Retail - Profound Services - Restaurant - Manufacturing - Custom - Individual - Farmer/Rancher - Non-Profit - Churches - Airports – FBO’s - Contractors - Tractor & Farm Implement - eCommerce - Make the contact info dynamic… on the bottom Scan 145 – Adilas Colors/Logo Adilas Colors/Logo • Background colors • Gradients & soft • Rounded edges • 3D on adilas image Scan 146 – Adilas Phrases & Tag Line Brainstorming Adilas.biz - Data storage & retrieval - Cloud data storage & retrieval - Cloud.biz - Cloudaccounting.biz - Cache - We help you cache your data - Your data, you cache & retrieve, we secure - Flexible patterns & power users - Old vs. new - Your data, you cache it, we secure it, you retrieve it - We have a data portal - Up, secure, down - Up, secure, organize, down - Pull, secure, push - Send, secure, retrieve - Post, secure, get - Facilitate change Old vs. New Old: - In house servers - T-1 lines - Dedicated lines - Hardwired connections - Software & yearly updates - Large IT Staff New: - Let operations lead accounting – secure, retrieve - Bits of data archive - Commit, secure, retrieve - Data – you commit, we secure, you retrieve Scan 147 – Adilas Catch Phrase Brainstorming Adilas Catch Phrase Brainstorming: - Our business solution for you is to store your data in real-time and give it back to you in a linked and organized manner/fashion. - Giving back your data in a linked and organized fashion. - Giving you live and searchable data - Skate to where the puck is going to be! Customers: - Do a ton - Give - Send - Upload - Work - Submit We: - Organize - Store - Link - Collect - Facilitate - Always there - Reformat or reformulate - Carry data for you - (More progressive clients) Here is our marketing & sales catch phrase: You throw data, we catch and organize it, you call it back as needed. - Where are you headed? - Questions? - Data trash truck - Do you know where your data is? - How can we help you? - Do you really know what’s going on with your business? - What do you want from your business? - Where’s your business going? Scan 148, 150 – Adilas Tools & Functions Adilas Tools & Functions: Categories: System Tools: - Real-time data portal - No limits - Safe & secure - Web based - Hosted solution - No hardware requirements - No software requirements - No upgrades needed – ever - Unlimited growth potential - Search, save, store, print - Manufacturing - Recipes/build - Scan - Photos - Documents - Receipts - Invoices - Search - Vin numbers - Serial numbers - Histories & audit trails - Help files - Printable documents/lists - Save as PDF Inventory Management: - Add/edit inventory - Update inventory - Mini conversions - Accuracy up to five decimals - Units of measurement - Photo & image galleries - Online tracking - Parts & accessories - Custom service products - Stock units - Serialized inventory - Internal inventory transfers - Purchase orders – PO’s - Update inventory counts - Linked to your website Accounting: - All your numbers in one place - Operation driven accounting functions - Cloud accounting - Real-time environment - Good numbers for accountant - Bank transfers - Deposits - Expense receipts - Accounts receivable - Accounts payable - Balance sheets - Income statements (P&L) - Photo galleries & documentation - Scan receipts/invoices – visual proof - Statements - Reimbursements - Payments on account - Check requests - Check writing application - Unlimited banks - Remote check writing - Expense types - Floorplan - Bank - Running balance(s) - Reconcile Banks - Check register - Bulk verification - Life cycle accounting - Roll call accounting - Linear accounting - Paperless office Payroll: - Digital timecards - Calculate payroll & withholdings - Commissions - Salary - Hourly - Combinations pay schemes - Diary (daily) Operations: - Digital filing system - Event driven updates - Remote check printing - Huge tool set - Make more sales - Quotes – save & email - Internal tickets - Loan calculator - Date to first payment - Profit & discount calculator - Manager’s checkbook – slush fund – unit pac - Global markup settings - Mixed tickets - Unlimited line items - Merchant processing - Credit card payments On the Web: - Any computer with internet - Access 24/7 - Access anywhere - Server based - Light-weight client - Easy access - Instant web presence - Customer web inventory Customers: - Customers - Up logs - CRM - History - YTD – invoice payments, etc. Reports: - Sales tax reporting - Build your own reports - Profit per reports - Advanced search options - Data drill downs - Wild card searches People: - Empower the users - 100+ permissions Maintenance: - Locations – multi - Departments - Vendors - Management - Makes/models - Look & feel - Corp-wide settings Admin: - Any sized business - Corporations – multi - Full customizable - Peace of mind - Drive profits - Work with great people - Audit trails - Corporation wide settings Easy to Use!: - Live & searchable - Centrally located data - Super user friendly - Open to ideas & suggestions - No contracts - Reoccurring invoices - Online tutorial videos - Navigation - Jump menus Time Efficient: - All under one roof - Server based - Go anywhere - Got a blackberry? Run your business! - Mobile - Enter once – use over and over - In a hurry? Go mobile! - View at a glance Cost Effective: - Cloud computing - Cut your IT costs - Low cost full business solution - Reduce travel – work from home Dynamic Interface: - Ongoing development - Build data relationships - Relational database - Modular - Flexible, dynamic, and powerful - Flex grid tie-ins - Custom naming conventions Real-time: - Always up to date Scan 149 – Flyers Flyer: Main – Bullets - Features - Inventory - Accounting - Operations - Reports - Time Scan 155 – Holiday Special Banner Holiday Special Banner Holiday & Christmas Special… - One free roll of clean sacks with every order through January 2011! - No codes or coupons to worry about - Normal - With tax included - State tax - County tax - City tax - Other tax 1 - Out of area tax |
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AU 3627 |
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No Dates: Adilas Sketches & Graphics Brainstorming | 1/1/2011 |
Scan 2 – Adilas Sketches (Please see scans in photo gallery) Roll Call Accounting – sketches “Snap shot in time” with flow holding on checkpoints and movement over time. Scan 3 – Adilas Sketches (Please see scans in photo gallery – checkpoints, movement over time, settings & permissions, water to slush to ice = finished data) Scan 4 – Adilas Sketches (Please see scans in photo gallery – data checkpoints) The concept of enter once, use many, deals with productivity and reduces the possibility of errors. Everybody knows about the game “telephone” where a phrase is passed from person to person. By the time the phrase gets to the end or last person, the original phrase most likely will not be correct. The same is true with data. The more people that touch or re-enter it, the more chances that they data will lose some of its pieces or be incorrect. Inside of adilas, we allow the user to input the data one time at the source (where it actually happens). This is done as what is called “operations” or the day-to-day business. The application is permission based so that the original person doing the transaction gets the first shot at entering the pieces. In theory, because they are actually doing the transaction, they know what is what and have the most knowledge for that transaction (we realize that might be debatable). Anyway, once the data exists, anyone wishing to use it, see it, add to it, or modify it, will all get the data from the exact same place or source. If a change is needed, go ahead and make the change. Once it is correct, allow the data to continue on to the next stage or checkpoint. Think of approving or validation data instead of re-entering the data. We like to say – “As long as the data is correct – let it flow!” Enter once, use many, is a key concept that is used over and over inside of adilas. Another huge piece of the puzzle is the history of who touched what, and what they did to the data (add, edit, delete, verify, etc.). All of that history is automatically captured inside of adilas as the users do their different jobs and tasks. It’s pretty cool! Scan 5 – Adilas Sketches (Please see scans in photo gallery – data library, flat files vs. 3D objects, Built to fit your needs!, the web) Scan 6 – Adilas Sketches (Please see scans in photo gallery – What tools do you need to run your business?) Scan 7 – Adilas Sketches (Please see scans in photo gallery – Let us help you put the pieces (of the puzzle) together!) Scan 8 – Adilas Sketches (Please see scans in photo gallery – Catching & retrieving data) We’ll catch your data! Ok, were it comes! Got it! Here’s our response! Scan 9 – Adilas Sketches (Please see scans in photo gallery – Catching & retrieving data) Scan 10 – Adilas Sketches (Please see scans in photo gallery – Catching & retrieving data) Scan 11 – Adilas Sketches (Please see scans in photo gallery – Playing catch with the server) Play catch with the server – 2 thing – 1 server, 1 user Show the game send/receive Server – web – users Scan 12 – Adilas Sketches (Please see scans in photo gallery – tools for the job, the big picture, lifecycles) Tons of tools – match the tools to the job The big picture – all pieces & players play a part of the whole Linear Sequence or lifecycle – time is a constant in our world… How do things play over time; checkpoints or stations. How do they play overtime? Where are they now? Yesterday? Tomorrow? Etc. Scan 13 – Adilas Sketches (Please see scans in photo gallery – Concepts, putting the pieces together like a puzzle, the tools that you need) What is adilas was… - A seed? - Or a baseball on a homerun? Adilas is like… - A tool box with tools that need to be matched to the jobs. Adilas is like a puzzle… - To put together… and you have all the right pieces - To put together … and you have all the right pieces. Scan 14 – Adilas Sketches (Please see scans in photo gallery – What is adilas?) Scan 15 – Adilas Sketches (Please see scans in photo gallery – the tools for your business) Scan 16 – Adilas Sketches (Please see scans in photo gallery – enter once, use many, data flow, and horse before the cart) Enter once – use many: - Data flows like a river - The game telephone - Road or trial with check points - Linear (moving through checkpoints) The horse leading the cart – putting the horse before the cart. Scan 18 – Adilas Sketches (Please see scans in photo gallery – linear progression through checkpoints) Scan 19 – Adilas Sketches (Please see scans in photo gallery – time templates – cookie cutter concepts) Scan 20 – Adilas Sketches (Please see scans in photo gallery – time templates – cookie cutter concepts) Scan 21 – Adilas Sketches (Please see scans in photo gallery – one to many relationships) Scan 22 – Adilas Sketches (Please see scans in photo gallery – one to many relationships) Scan 23 – Adilas Sketches (Please see scans in photo gallery – horse before the cart – operations before accounting) Scan 24 – Adilas Sketches (Please see scans in photo gallery – Zipper – closing the gap between operations and accounting, Horse before the cart) Scan 25 – Adilas Sketches (Please see scans in photo gallery – water, slush, ice) Scan 26 & 27 – Adilas Sketches & Explanation (Please see scans in photo gallery – Data at what view?) Think of a bird’s eye view looking down on a busy street. Lots of activity… coming… going… turning… doing… etc. What if you could watch from above? What is you could be on the street level? What if you could be inside the car to see what is going on? What if you could play back the movie and go back in time to see what was where? Scan 29 – Adilas Sketches – Map Layout – My Business Platform Interactive (Virtual) Map (Please see scans in photo gallery) Notes: - Flex grid goes on top of everything - Each section has a show additional sub menu option - Within the sub menus there could be a beginning, intermediate, advanced level - What does it do? - How does it work? - What makes it work? - (Maybe think of good names for this and beyond or before) - May not ned this whole row of subs - Manager’s checkbook – maybe put floorplan and manager’s checkbook under stock/units - Global - Put things in place for a reason! - Centrally located data and storage - Daily/weekly reports (roll call) in the middle Scan 30 – Adilas Sketches – Map Layout Cont. – My Business Platform Interactive (Virtual) Map (Please see scans in photo gallery) Side Menu: - New Cart - Clock In/Out - Quick Search - Training & Education - My History - My Quotes - Customer Logs - My Cart Favorites - Personal Settings - My Dashboard Side Menu: - New Cart - My Cart Favorites - Quick Search - Clock In/Out - Customer Logs - My Quotes - My History Personal Settings: (Not sure yet) - Training & Education - My Schedule - My To-Do List - Status: Main button goes to homepage Sub button goes to sub menu(s) Include histories This is what I do! |
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AU 3628 |
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No Dates: Expense/Receipts & Payables Brainstorming: Check Request, REI, Splits, Check Write, Etc. | 1/1/2011 |
Scan 32 – Check Request Allow check request with as much info as possible – tie in with payables - Have bill that is in the system - Payroll - EFT - Inventory – floor plan, etc. Scan 33 – Check Request Homepage Planning (Please see layout sketch in photo gallery) Check Request Homepage: - Check Request Number: - Vendor/Payee Starting Letter: - Check Number: - Bank: - On Advanced: o Amounts: • Request Amount/Check Amount • Exact • Range • Blank Check (Unknown Amount) - Amount: o Request Exact o Request o Request Above amount o Request Below amount o Check amount - Receipt Number: - Report Type: o All o Open o Approved o Disapproved o Pointed o Reprinted o Inactive o Voided - Provide quick links to open, approved, and disapproved Scan 34 – Check Request Scenarios Scenarios: - Exact check - Range check - Blank check - Problem printing – have an admin reset button that will flag the reprint field - Voided check – have a void status flag – this could also come from a receipt - Admin skip request & go straight to check – create the receipt, check number if applicable, and enter data into check request system - Unapproved request – mark not approved and require notes (use #2 in approved column) - Over the limit outstanding checks – don’t even let them create a request - Basic receipt – need to make sure that bank - Backwards – receipt first - Manual correction between receipt and request – admin – show all possible fields - Deleting a request – change status to inactive via an edit page - Blank vendor and blank amount More checks needs to be on per user basis Scan 35 – Check Request Check Request Form: - Request Date: - Need/Due Date: - How much: (doesn’t have to be just numbers) o Exact o Range o Not Sure o Blank - Who are we paying: - Reason/Comments: - How much: o Exact o Range o Blank Check Scan 36 – Check Request Check Request: - Today’s date - When do they need it? (Due Date) - How much? o Amount/possible range - Who are you paying? - What’s it for? - Who’s making the request? - Simple - Which bank? - What’s the check #? - Check date - Who did it? - How much? Scan 37 – Check Request Table Layout/Planning (Please see scan in photo gallery) Check Request (Old) to Receipts Table Layout/Planning Scan 38 – New Receipts Tables (Please see scan in photo gallery) Expense/Receipt Tables Receipts Receipt Line Items Receipt Payments Scan 39 – Check Request & Receipt Possible ways to use request and receipt system: 1. New Check Request – Approved – Receipt paid in full 2. New Check Request – Not Approved 3. New Payable Request – Approved – Receipt paid in full 4. New Payable Request – Not Approved 5. New Receipt – no approval needed 6. Reimbursement – Scan 40 – Bank Check Specs Table (Please see scan in photo gallery) Scan 41 – Bank Check Tech & Tables Continued (Please see scan in photo gallery) Tech: - No Corp - No Receipt - No Payment - Permissions - Wrong Corp - Get Check Write Values - Zero main - Zero payment - Convert Dollars To String Values - My number converter - Record as Printed - No Bank - No Check Type - No Time Code - Permissions - Inactive Bank - Check type problem - Save Success - Bad Check Specs - No Check Specs Scan 42 – Check Request – Receipt Process of requesting – approving – create/print – record full details/receipt: (might be done in different order) Request: - Who – vendor - What – description/notes - How much – amount 1 or 2 - When – date & due date - Why – description/notes - By – back grouped Approval: - By – - Date – - Comments – Print/Create: - Date – - By – - Check – - Amount – - Vendor – - Printed – Record: - Receipt info Scan 43 – Check Request Tables (Please see scan in photo gallery) Check Request Tables: - Check Request Table - Check Request Types - Check Request History Scan 44 – Check Request Table Layout (Please see scan in photo gallery) Check Request Table Layout Scan 45 – Check Write Need for Check Write: Payee info: - Biz name - Full name - Address 1 - Address 2 - City - State - Zip - Account # - Payee id Payment info: - Date - Amount - Amount as string - Check # - Check type id - Signature Receipt Info: - Notes - List – subs (receipts, stock, PO’s) Receipt Line Info: - Location - Expense type - Amount Scan 46 – Changes to Banks Table (Please see scan in photo gallery) New Changes to Banks Tables: - Add… o Need to still think about this… may need its own sub table… - Check Types Table - Bank Signatures Table - Values for Check Types Table Scan 47 – Check Request Ideas Ideas: Different Check Types: - Hand written check - Pre-printed check o System will fill in payee, date, amount, and signature - Blank check stock o System will fill out everything including bank account, routing number, corp info, and bank info o Auto generate check number When creating a new expense: - On the choose vendor page (search page) show a list of approved checks – quick links to create a receipt from a stored check request - When entering a check number there are two options o I already know the check number (check book or issued checks) o I need the system to generate a check number On the main check request home page: - Set it up similar to all other home pages - The create new request should be similar to create new receipt - The bottom results will double as the approval form for admin users - Need edit, history, and create/generate check links Validation on check numbers: - Add/edit banks will hold main set up info, starting check, starting balance, check types, and setup - Check for over max checks, dups, and outstanding checks Scan 48, 49, & 50 – Check Request Steps Check Request Steps Step 1: - Choose who to pay: o Vendor o Pattern after create new expense/receipt Step 2: - Check Request: o Today’s Date: o Due Date: o Bank: (added during meeting with Steve) o How much: • Exact • Range • Blank check (unknown amount) o Reason/notes: o External invoice number: Step 3: Needing Approval – (Record/capture all info) - Date - Due Date - Amount - Vendor - Requested by - Request type - Request notes - Additional notes - [edit] & [history] links - (Maybe put on two lines) Step 4: Approved Requests: - Date - Due date - Amount - Request type - Vendor - Request by - Approved - Approved by - Approved date - Request notes - Approval notes - [edit] [create/print] [history] links Step 5: Create/Print Check: - Vendor/Payee: [change] [edit] links - Date: - Amounts: (Req Amt) - Check Type: o Need New Check # o Already have Check # o Reprint Check # (will be flagged) - Submit (only click once) After Check Creation: (Submitted) 1. Make sure bank allows printable checks 2. Check for blank amount 3. Request status 4. Create check number 5. Check bank check types & details a. Blank check stock or b. Pre-printed checks 6. Special code for reprints Step 6: Print Preview – Flash App - Check stub details - On main view show some sort of preview mark so that they can’t print from web browser - Check for one or more signature lines - Once printed – submit data prompt (if applicable) for receipt data, otherwise provide link to check requests. Record as printed. Step 7: Convert check request to expense/receipt Scan 51, 52, & 53 – Check Write & Payables Knowns Issues with Check Write & Payables: 1. Currently, all expenses are entered in after the fact. We want to reverse that. 2. The basic receipt permission allows the user to enter whatever they want without any checks or balances. 3. We need to lock it down so that, in the field, the salesperson/managers can only do a check request. At the same time, they need to be able to enter non check receipts (reimbursements). 4. We need to figure out the entire system from request, to approval, to point, to record, no exact receipt details. 5. We need to figure out how to convert numbers into text values. We also need to figure out how to user *’s on all remaining spaces. 6. Checks need exact printing, possible graphics, possible watermarks, magnetic ink, and details on check stub. What about perforation? Is it better to print out our own checks 100 % or have preprinted checks without check info including no check #’s. What about signatures (multi) and security? 7. Currently, all check numbers are entered at all. We will need to assign check #’s from the system. This must be 100%. We can’t have some checks with #’s already and some without. This needs to be specified on a per bank level. 8. How do I limit a bank so that new check numbers are created and assigned by the system but old check numbers may be entered manually? 9. Research on cart of preprinted (blank) check and magnetic ink and printers. It might be a waste to buy a printer specifically for checks. 10. Will need to tie check requests to check numbers to expense receipts. Might also need to back tie things if done by admin or office staff. (Request – assign – receipt) (Receipt – assign) 11. Need to limit # of outstanding checks for sales persons/managers. Once they create the full receipts, they disappear from the pending or outstanding list. Is this done per user or per bank? 12. If a check request gets denied, how do we get rid of it (status) (hide/show)? 13. On payables – we need taxes, payroll, unpaid (bill due) expenses, paid but not verified in bank. 14. What about blank checks – unknown vendor or unknown date or unknown amount? 15. By bank – logo, no logo, bank name, preprinted checks, blank check stock, sizes of paper, location of check, disclaimer for placement and magnetic ink. Security and fraud issues. Templates? 16. Print checks from Flash (vectors) or ColdFusion or pdf? I would say Flash or ColdFusion. 17. Are we assuming that all checks will be laser or ink jet – do we limit what printer can be used or allow whatever the customer has? Do we need a checklist of requirements? 18. What about users who don’t want a check-write system? Anyway to help them keep track of next check number? 19. Are there any issues with multiple people getting check numbers all at the same time? What about table locks and dups? 20. Login security – 3 times you’re out. What about signature security – encrypted files or file names? 21. What about reprints? Show flag? How do we limit printing so user doesn’t do multi copies? 22. Are we going to allow font changes? I would say on initially. 23. What are the exact placement specs for MICR Line: width, height, top, bottom, right, left, centered, margins, spacing, etc. 24. On signatures: How do we secure them? Are they transparent gifs, white bg? Size, locations, dimensions, dpi, other requirements. Decided or Flash docs with a protective mask. 25. What about reoccurring payments, auto withdraws, EFT, etc.? 26. What about multi approvals and multi signatures? 27. What about triplicate checks, add sizes, 8 ½ x 11, check books (3x, single, etc.)? 28. What if a client or bank switches check types? 29. Do I want to record all check request in their own table or record them as an expense/receipt with a request status? 30. What about scans and image gallery? Currently, we only have images for expense/receipts and not for check requests. How can we use the same photos for both without duplicating images or increasing storage size? Basically, I only want one set of photos that gets tied to the final expense/receipt. 31. How do I keep it simple? How many clicks? How many pages? Time it! 32. Currently, check numbers are recorded as text values. Will this effect an auto numbering system? 33. Volume? Size of company? 1-10/day or 10-50/day or 50-100+/day. How long does the process take? Multiply that by volume. 34. Think modular… everything done by one person, split task, or team process? What does each permission do? 35. Aging… How do I track everything and help with bill pay? Which dates are important? Receipt date, entered data, due date, payment date(s), verified date, reimbursement date. 36. Print preview, on screen security issues (print screen) or capturing graphics. 37. What about bank transfers – speed up deposit and withdrawal on a single page? Scan 56 – Expense Request Expense Request: 1. Need or want for product or service 2. New or Existing Expense Request? 3. Who’s paying a. What b. How much – total c. When it is due (might be multi) d. # of pmts (might be multi) e. How much (line items or payments that are required f. How often (might be multi) Scan 57 – Receipt Tables (Please see scan in photo gallery) Receipt Tables: Receipts Receipt Line Items Receipt Photos Scan 58 – Payables Payables: Now – write or charge something Log in and make an E/R New: - Need to pay or they have charged log in request 1. Check Request – auth 2. Charging to an account (already done) / (expense) 3. A/P entering in bills – statement – scan of bill 4. Payroll 5. PO – vendors we have accounts with (inventory) 6. Invoice – payments –deposits (check or receipts) Scan 59 – Expense/Receipt Expense/Receipt: What do you want to do: - Have bill or statement in hand (could be a check request but doesn’t have to be) - Have receipt – Need Reimbursement (will add special flag for REI) - Don’t have bill or statement – want permission to spend some money (blank or partial check request) What can you tell me: - Enter as much data as is known - Main line items payments if known - Scan(s) - Flag as expense/receipt or - Check request or - Blank check request Where does it go next: - If payment was not by check or made with personal check – skip to verify & post and let things pass - Approval process for checks and other expenses Approval process: - If oked, assign bank, check numbers and okay for printing - If declined, goes into a declined status. May be rolled back into a request - Stays here until approved, may be voided if needed Final Steps: - Check write and printing process. Once printed, flag, and tie up loose ends. - End Goal: Verify & Post - If blank request, details will be required before allowing verify and post - If problem printing admin must reset point option and flag will be added Scan 60 – Check Requests & Payables Check Requests & Payables - Vendor - Photo - Expense/receipt - Request date - Due date - Who requested - Notes - Total amount(s) - Line items – all info - Okay or deny - Notes - Med photo - 5 per page - Complexity – “lots of easy steps” - Expense/receipts - Expense account - Check request - Payables Payables: - PO’s - Stock #’s - Check requests - Approved requests - Payroll - Taxes - Bills/statements Scan 66 – Rei’s Rei’s: 1. Sum all normal expenses with need reimbursement flag sum both main amount and rei amount – date specific 2. Sum all paid reimbursements and amount paid – date specific 3. Do the math Splits A/P – maybe 2 part – currently marked as a payable and items that were a payable at one time according to the date pass in 1. Sum all normal expenses without the reimbursement flag and that are marked as payables (current). Get a list of receipt numbers and check for payments being made (receipts/splits) - Current if date is now on in post Rei – Continued: - Select o Sum (amount paid) o Sum (rei amount) - From receipts - Where o Corp = 2 o Receipt type = 2 o Need reimbursement = 1 o Receipt date <= 1/1/08 - Select sum (rei amt) - From receipts - Where o Corp = 2 o Receipt type = 2 o Need rei = 1 o Rei paid = 1 o Rei date <=1/1/08 Scan 67 – Splits Splits: - Select sum (rec amt) - From rec - Where corp id = - And need rei = 0 - And type = 2 - And mark as payable = 1 - And rec date <= 1/1/08 - Get list - Select - From receipt splits - Where corp = - And sub rec num in list Current Payables: - Rec amt total – split amount - 1 value (normal) Find out some reverse pmt info - Select rec # - From rec - Where corp = - Rec date > use date - Get list to exclude - Sum (split amt) - From rec splits - Where corp = o And date > use date o And sub rec # NOT IN (Lists) Scan 68 – Receipt Subs Receipt Subs – Possibilities - Normal - Main – e/r or check req (any type) or approved or declined or voided or blank - Sub – e/r amount or payables amount Payment of a bigger amount: - Main – any type - Sub – e/r amount Scan 69 – Payables – Stock Known Issues with Stock Payables: 1. Units may be brought in by anybody. 2. They are not tied to a specific vendor 3. They are tied to a make, model, inventory type, sub type, and location 4. How do we record payment on a per stock level? 5. How do we allow manual updates of stock paid off switch? 6. How do we provide date related look-backs to see when things got paid off? 7. Once paid off, then what? 8. New inventory we get from a specific vendor, what about used and/or consigned inventory? What about manufactured units (built from the ground up)? 9. How does floorplan stuff tie in to unit payables? 10. What is the general flow? What is first? What is last? What kind of paperwork is there? Are units paid off in full part, or other Scan 81 – Expense/Receipts Advertising Interest People Fixed Semi-Fixed Advertising % Fixed % Interest % People Semi-Fixed A – Advertising F – Not changeable – rent, utilities*, insurance I – Interest P – Wages S – Changeable Scan 92 – Payables Payable First: 1 item that is non-reoccurring or invoices that has a statement Sell: - We sold – created a A/R - Invoice - Payment - Deposit Payable: We owe – A/P: - Payroll - Invoice – receipts - Reoccurring - Long term - Check yes or no - Receipt - Withdrawal – check –EFT Scan 100 – Check Request - Expenses Buy thing: (debt) - Requesting a check - Expense account – receipt - Petty cash (close the loop) - On account – statements and bills on COD request a check - Personal money – receipt, reimbursement, or check request - Reimbursements - PO’s - Automatic withdraw - EFT - Request approved print - Receipt - Flex - Lock like normal - Fees - Automatic Payments - Bad debt - Need to tie PO’s to reimbursement – need a scanned copy of receipt multi images per receipt Sales/managers & admin: - Check request o Once approved - Check assignment o Clear out of requests - Receipt Admin when skipping: - Receipt o This happens behind the scenes when a bank and money type is chosen - Check assignment Scan 101 – Check Request Ages: Check Request: - From bill to writing check - Receipt - Receipt to when it hits bank – verify Scan 107 – Statement, REI Statement, REI, Expense Requests, Receipts, Line Items (Sketches – Please see scan in photo gallery) Scan 117 – Expenses Date of Entry: Expense: (Income Statement) - Store (who - Ads (what) - Subset of category Semi-Fixed: Balance: - Store “BSI” - Inventory (what) - Category o Specify o Income or balance |
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AU 3629 |
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No Dates: Database Changes, Tech, & Research | 1/1/2011 |
Scan 64 – Changes to Database Changes to Database: Add: - Invoice payments o Deposit number o Deposit line id o Deposit line items o Invoice payment id o Deposit line id - Payments – I need o Deposit # o Deposit line ide # o Date deposited - Payments o Invoice – main o Date – main o Deposit id – deposit line o Deposit # - main o Deposit date – main o Payment • Received • Marked • Used • Deposited Scan 108 – Changes to make to the database – Tech Tables Changes that Need to be Made to Database (Please see scan in photo gallery) Scan 137 & 138 – Decimals -May need an extra field to help with rounding error Multiplier default = 1 - Raw values - Formatted values - Rounding error values Attributes (real) standard – price is absolute – other measurements (user-maintained) Primary conversion Secondary conversion Two different things: 1. Decimals 2. Conversions Examples: (Please see scans in photo gallery) Scan 152 – Sorenson 360 Notes Sorenson 360 is a video CMS that ties into squeeze - OVP = online video platform - CMS = content management system - Password protection on video - Close captions – text file o Time codes in o Time code out o Verbage to display - Hybrid solution - Layout, color, settings, branding - Auto play vs. - Overlay – press play to begin vs. - None - Duration viewed – start & stop points - Creating the thumbnail image for the video at what frame or time - Em-bed codes need to check for device and players and be able to choose from assets on the fly - Eventually build the entire thing on a standard API and document the API for outside developers - H.264 standard streaming (supported by Apple) - WebM – made by google but not supported by IE and Apple Scan 154 & 153 – Cf Images Cf Image Stuff: - For older versions ImageCFC - 1 tag – 50 functions - Jpeg, gif, tiff, png, bmp - - Read gets into & puts into a var write - Do a read & action = “info” – this will give the height and width - Resize action = “resize” - Able to write without resaving it, write to Browser and it deletes the files after 5 minutes - Actions = “WriteToBrowser” - May be able to store images higher than the web root and then access them through the cfimage tag, that way they can’t be browsed to directly - Write to a temp folder if needed and then manually flash the temp folder ever five minutes. That keeps things clean. We may also be able to use a cryptic value to make each file unique per user. - Scripting Cf Image Continued: - 1st is ImageFile( ) – check the file - 2nd is ImageRead( ) – pull it into a var - 3rd is Image( ) – checks the var - ImageWrite( ) – write actions & conversions - ImageInfo( ) – var width, var height, var size - getFileInfo( ) – basic file info (not image specific) Resize: - ImageResize( ) – leave height as a blank and the image will be proportionate - ImageScaleToFit( ) - ImageRotate( ) - ImageFlip( ) - ImageCrop( ) - You can create images on the fly… this might be good for things like my cart favorites - ImageNew( ) - Able to create watermarks Scan 157 – Photo Upload History Table Need a quick photo upload history table: - Photo upload id – int key - Corp id – int(10)1 - Payee id – int(10)1 - App type id – int (10)1 - Main id – int(10)1 - History date time – date/time - The file size – decimal(12,2)0.00 - The compression size – decimal (10,2)0.00 - All uploads and resizes methods URL Vars: - URL.mode = all o Main o Lines o Pmts - URL from date - URL to date App Types: - 3 = invoice - 4 = PO - 5 = expense - 6 = BSI - 7 = stock/unit - 8 = cust - 11 = part Line Items: - FORM vendor name filter - FORM starting letter type - URL report format - URL payee - FORM report format Image number – small int(3)1 Image mode – var(10)Null |
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AU 3630 |
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No Dates: Buying & Selling - Invoices, Shopping Carts, Parts, PO's, Stock/Units | 1/1/2011 |
Scan 54 & 55 – Invoices – Payments – Deposit Line Items Invoices – Payments – Deposit Line Items Known Issues: 1. Need a received checkbox on each payment 2. Need a date received on each payment 3. Need to know what deposit the payment was on a. Old data may not have link to payment and/or invoice 4. Deposits are very loose right now a. Still need ability to be loose b. Need to tighten up sales or field deposits c. Must require an invoice or payment to deposit 5. On invoices – link back to deposits and show flag if payments have been deposited 6. Receivables will be run off of payments not yet received and invoice not masked “all monies”. This is a double check in ways. 7. What about invoice that are marked “all monies” but don’t have all the payment, mismatch on numbers, or still has outstanding payment. Maybe a special search or flag. 8. Along the way (A/R path) need to record progress – invoice, deposited, verified, posted. 9. Need to deal with other possible deposits such as: a. Deposit or special order; Deposit on existing inventory, Refunds (taxes, purchases, inventory), credit (discounts or pay early), shareholders, loans, donations, sales (assets, inventory, services) 10. What about different deposits. Say you get $25 for an invoice but then bought something out of petty cash for more than you had and had to borrow from the cash drawer? 11. Do we need to track by invoice and deposit or payment id and deposit line item id? Both – main numbers for humans and id numbers for computers. 12. Add customer’s name on deposit line items. Scan 61 & 62 – Invoices, Shopping Carts, PO’s Invoices, Shopping Carts, PO’s: - Go to page automatically - Java script jump menus - Skip the “go” button - Special – limited o Corp-wide setting for invoice limited format - Edit invoice line items & PO line items o Not updating the main corp-wide setting - Back Orders – Dup Invoice o Auto – see split invoice – also PO’s - Sigs – per packing slip or amt invoice o Corp-wide o Quotes o Normal invoice o Limited format o Mini version - Ability to price multi items by customers purchases (last) o Maybe have a custom pricing permission o Ended up doing the advanced add to cart o This could also open up the price field on parts homepage item (1-many from parts to customers) and view parts pages. Also advanced search results page. o Corp-wide setting o Open price field before adding line - Left & Right on remove – shopping cart vs. invoices – may need to standardize - External PO #: do you need a PO # on your invoices o Make it very visible and part of the flow o Customer PO’s on invoice o Standing out – corp-wide setting o Pull it out in the middle o Have a corp-wide setting for the verbage of what to call it. Have another one to hide/show the option o Needs to go to quotes as well - PO’s need 4 dates o Start o Ordered (optional) o Ship o Received o Bill or pay (due date) - Corp-wide setting for show/hide on tax category on printable invoices - Corp-wide setting – special notes per line item on invoices and PO’s o Similar to a line item and a new line item for verbage - Surgery on an invoice – be able to split invoice o Invoice quick edit or invoice master edit o “invoice” based Shopping Cart o Old qty o New qty o Original – new back order or split o Next or forward o Corp-wide setting - On 1-many between parts and customer and parts and vendors o Select cust o Show everything that tied to cust o Sort by most activity o Show (might need to adjust layout and fields) • Qty on hand • Our part • Their part • Qty to add • Current price • Last price (non-editable) • Cost (non-editable) • Contract price • Profit per line that gets figured on the fly o If customer is set in cart, check for 1-many to parts. If yes, show special link to all items - Maybe add a permission that allows open adding to carts, quotes, and invoices. This would open up fields like price, qty, description, and tax category all at once. Advanced add to cart. - Ordered, promised, and qty on hand. Quick report – what do I have where? Scan 70 – Outstanding PO’s Outstanding PO’s – grab current and past ones - Select – sum po amt - From PO’s - Where core = o PO paid = 0 o PO date <= use date o Grab list o See if any payments have been made o Grab a list of PO’s to exclude o See if any other PO’s have been paid on after the use date that aren’t in the exclude list. Scan 71 – Stock/Units Stock/Units: - 1 = vin - 2 = stock year - 3 = make name - 4 = sub inventory type - 5 = model - 6 = miles - 14 = title and registration o Cust address o Cust city, state, zip o Cust county - 15 = owners name o Owner’s address o Owner’s city, state, zip - 15a = gda - 18 = seller name o Miles 2 - 20 = trade year o Trade make o Trade vin o Additional trades (yes/no) - 21 = sale price o Less trade o Fair market o Taxable amount o Tax o Late tax o State tax o Amount of tax due - 21g = tax paid to state - 22 = salesperson name o Salesperson date - 23 = customer name o Customer date Pre-check semi Trailer type semi Scan 87 – Invoices Invoices with all info – sale, price, etc. Parts – we already what we are selling, we may or may not have that item assigned to our store. Customer gives us a down payment in order to complete the invoice we have to have it in inventory. This POS’s a problem – (ops, arc) Incoming money: - Deposit on – special order - Deposit on existing “inventory” - Refunds – Taxes, amounts, purchased, inventory returned - Credit – on accounts we pay early or for doing so – like sales tax - Shareholder – investments - Loans – from banks - Donations – if your non-profit or sponsorship - Sales – Assets or lnv or Services Who I am? Where I am? What I want? – Great way to think about it. Scan 91 – Invoices Invoice – Salida (create) - Invoice - A/R – can do deposit from this page - Deposit Home - Payroll Scan 106 – Buying & Selling Processes Selling/Offering: - Product or service - Quote - Invoice o Revenue Statement o Contract to sell - Payment received o Mini loop that may occur - Deposit - Posted (done) Buying/Wanting: - Product or Service - Expense Quote Thing o “order” – Expense Request – (contract to buy on pay) • PO • Payroll • Inventory • Bill/statement • Reoccurring • Reimbursement - Receipt - Payments Made o Mini loop that may occur - Withdrawal - Posted (done) Scan 134 – -New permission for consulting “monitor quantities” on parts -Add a saleprice option for trailers and toppers. Also add description counters Reverse mark-up options – they got to enter what they want or make • Mark-up vs. • Profit percentage -Maybe make this a corp-wide permission and educate them on the difference between the two – maybe some java script to help with calcs and reverse calcs. -Parts begin homozanus like milk, water, steel, wood, bolts, pile of things -Quantitative ye non vendor specific – bulk, generic, pile, general, transparent, group, school, pack, case, lot, special -Non-vendor specific PO’s: -Special PO – special selected, vendors, mixed vendors, bulk or grouped items -On the search for general PO’s – make them choose a vendor and then display matching parts. Scan 135 – Questions & Answers Questions & Answers Continued: 3. Continued - Send a price & availability Quote - Send part # & description. o This may be a generic “here is what I want” request o You may or may not want the vendor part numbers on it - Get quotes back from vendors - Compare numbers and create multi PO’s if necessary (different vendors) o This includes comparing locations of where the products are - Gather in the products o This could be pick-up o Wait for shipping o Whatever - (Morning meeting – communicate what needs to be done) - Sales of the day (what is needed – date range) o Order # o Quick list o Qty ordered (their order) o Qty on hand o Qty on order (our incoming order qty) Scan 136 – Parts Your Part: Ref Num: Vendor: Main PO: - Line Items o Parts Notes: - Start an invoice from a specific customer - Multi-decimal - PDF or PO’s - Hide line items on PO’s - Sort line item on invoice & PO’s - Order – Request PO - Multi-part ref. chart - Add a part reference – special line item part - Corp Settings for special line items - Own little world on special line items – this includes show/hide and the ability to add custom unlimited parts Scan 139 – Drop downs – st verbage for 30, 60, etc. Lookout – late fees Searchable “invoice” field to see who we need to print and mail invoice – currently have to type text into name field. Email options – flex grid: - Occupancy date - Vacate date – able to enter advance date Edit statement to fit in envelope. Why printable, printer friendly, then print (3 clicks to get an invoice) – multipoint Last payment made date (not date of invoice it was applied to) Recurring & frequency fields (searchable) Balance due Have following fields that we can select from customer list (or somewhere). Need to see entire customer list – which would allow us to check everyone that has a unit without having to go into different parts of the system, figure out if missing someone because they prepay or pay quarterly etc. Would also allow us to catch anyone that doesn’t have billing set, vacated, etc. Recurring or invoice Customer – be able to select phone, email etc. to show Customer status Last Invoice Date Last date invoice, last payment made Balance due Occupancy date Vacate date Follow up date? /Log Above with searchable timeframes, eg Anyone with only current – less than 30 days 30+ days 60+ days Ability to invoice and/or create statement Is there a way to attach that to email. Currently if hit email in customer contact info, it does open email to that customer, but how to attach invoice/statement without saving as a pdf first. Discount applied? On going 3 mo – get 4th for whatever time frame expires Poss – set up each unit as an inventory item – tie to customer? Scan 140 – Units, Customers Units, Customer (Sketches – Please see scan in photo gallery) Scan 151 – Recipe/Builds Recipe/Builds: - 1 = dummy - 2 = build & sell - 3 = build & hold - 4 = build & build PO Types: - 1 = dummy - 2 = basic live - 3 = update - 4 = internal build - 5 = basic request - 6 = special request - 7 = special live Deposit Line Items – - Also check the remove line item code - Check the void code - Line in_out o 1 = neg or ingredient o 0 = output or final product Rework on recipes & builds: - Add in extra verbage to show what is what PO side, invoice side, mini manufacturing, just in time manufacturing - Be able to pass a valid PO number to and through the page flow, even during editing and building - Make sure that costs flow through correctly and may be added to the outcome value correctly - What about total costs, profits, and prices? - Make sure that the duplicator or multiplier field works - What about adding an item (part number) during the process - A PO must be started first, then checked for a valid build PO (PO type id = 4) - What about hidden line items on build and hold PO’s and recipes? - Be able to duplicate a PO including switching locations and PO types. - On the build prep – check for and output value - Is it too strict… just internal builds and only if an output value is used or should we open it up…??? Scan 156 – Advanced Add to Cart Advanced Add to Cart: - Price helper – price helper - Tax category – tax 1 (tax category id) edit page – hidden - Quantity – qty 1 (line quantity) edit page - Cost per – cost 1 & cost helper - Mark up – markup value & markup helper - Price per – price 1 (item price – edit page) & price 1 helper - Use Special Total – price total & price total helper o User price total 1 (Unknown price per) & use price total 1 helper o Use price total 2 (Unknown quantity) & use price total 2 helper - Discount – apply discount – apply discount type o Index 0 = value 1 = % o Index 1 = value 2 = $ off o Discount helper - When the check boxes are used… clean all fields and store the used and checked values in the helper set the focus to the discount field Scan 158 – Printable Items List To do: Add the customer type on the queue page Printable Items List: - FORM main sort by – sort - FORM quantity filter - FORM quantity filter match – quantity filter o 0 = exact o 1 = greater than > o 2 = less than < o 3 = not equal to <> o Check the show on web settings |
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AU 3631 |
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No Dates: Balance Sheet & P&L Brainstorming | 1/1/2011 |
Scan 65 – P&L P&L Income COGS – as things get sold, inventory goes down, & COGS goes up GP Expenses Net Profit Scan 88 – P&L Complex: Assets: - Cash - A/R - Fixed Assets Liabilities: - A/P - A/P loan Equity: - Capital - Net - Retained Revenue: COGS: Expenses: Net: Scan 102 – Balance Sheet & P&L Simple: Assets: - Cash - A/R Liabilities: - A/P Equity: - Capital - Net earnings - Ret earnings At end of Step 1: - Assets = $1,000 - Equity = $1,000 At end of Step 2: - Assets = $685 - Liabilities = $150 - Equity = $685 - Ret earnings = $-150 At end of Step 3: - Assets = $1,335 - Liabilities = $150 - Equity = $1,210 - Ret earnings = $-25 P&L - Revenue - COGS - Expenses - Net Earnings Receipts/Requests Pmts Invoices Pmts Scan 109 & 110– Balance Sheet Brainstorming (Please see scan in photo gallery) Scan 111 & 112 – Balance Sheet Balance Sheet: Assets = Liabilities + (Shareholders) Equity OWNED - If Inventory - A/R (could be very small) - If Pre-Paid Items - If Equipment - If Property - Cash (banks etc.) o Part of ?? o Bank owes the company o Assets (owned) OWED - A/P (could be very small) – bills, payroll, etc. - (Loans, debt – Long Term if Real Estate Etc.) - (Debt) Liabilities - Investments – owners %’s (ned to pay) - Shareholder’s Equity - Current YTD Income - Total Income - Depreciation Balance Sheet OWNED - A/R - Property - Buying Promise OWED - A/P - Long Term Debt - Buying Scan 113 – Balance Sheet 2 Main Locations - (2) Balance Sheet - (3) Income Statement 3 Main Locations on the Balance Sheet - (2) (2) Assets - (2) (3) Liabilities - (2) (4) Equity Money coming in – deposit types and destinations IS/Revenue/No Sales Income BS/Assets/Bank All deposit types affect cash or bank account in the end: - Special orders – invoice - Deposit on existing inventory – invoice - Refund – income statement - Credit - Shareholder/investment – balance sheet - Loans – balance sheet - Donations/contributions – balance sheet - Sales – invoice - General/other – invoice Scan 118 & 119 – Balance Sheet – Capital Paid In (Please see scan for layout/sketches in photo gallery) 1. Capital Paid In: 1.a. Create new balance sheet item or choose from existing items: Create new item – link to add form: - List of Items: 1, 2, 3, … o Name o Start Amt o Running Amt o Start Date o Status o Placement Add/Edit Form: - Id: New or actual id - Store: - Date - Starting Value: - Item Name: - Item Description: - Type: (Capital Paid In) - Status: - Show Item Subs: o Date o By o Amt o Desc o Inv # o Dep # o Rec # o [edit] - Show item history o Date o Flag o Notes o Person 1.b. Create a new deposit. This is like a sub step and maybe accessed via link or as part of a new item transaction. We should already have most of the deposit info. Pass it along. Prompt for money type, bank, and deposit type. Sample Deposit Form: - Bank: - Money Type: - Deposit Type: - Lock & verify: (checked means yes) - Special notes Once the deposit gets created, add a balance sheet sub item to record the transaction. This includes who, when, how much, and what deposit. *Add some special notes to the simple deposit page. This includes things like what to do if the bank account starting balance already includes that deposit amount. Also, what to do if it is an actual deposit and prompt for locking and verifying once it hits bank. **Maybe auto lock and verify the deposits Scan 120 – Balance Sheet – New Asset (Please see scan for layout/sketches in photo gallery) 2. New Asset – Cash Purchase 2.a. Create new balance sheet item (Asset) or choose from existing items Create New Item – link to add form List of Items: 1,2, … - Name - Start Amt - Running Amt – this will include sums of sub – depreciation if applicable - Sale Amt - Start Date - Depreciable - Period - Term - Rate - Accum – from sub table, only depreciation - Dep – from sub table, only depreciation - Pmts – from sub table, only depreciation - Plus links [edit] & [new transaction] Add/Edit Form: - ID: new or actual id - Store: - Date: - Starting Value: - Item Name: - Item Description: - Type: New Asset – Cash Purchase - Depreciation: Yes or No - Period: N/A, Monthly, Annually - Term: (number of periods) - Rate: (starting value / term) - Show Item Subs - Show Item History Scan 121 – Balance Sheet Balance Sheet: Assets: - Cash - Inventory o Parts - A/R - Fixed Assets o Building o Equipment - Long Term Receivables Total Assets: Liabilities: - A/P o Parts - Long Term Payables o Building o Loan Equity: - Capital - Retained Earnings - Net Income Scan 122 – Balance Sheet Ideas for Balance Sheet Actions: - As I build this list it may be out of order. When making for real – List by category and by frequency of use. - Add an “other account” section that is super flexible and requires manual action for 2nd step. - Include full text descriptions of basic A/R’s and how they are virtual and accomplished through operations. Include basic payables & describe the process. Also, show an entry for chart of accounts and how we use expense and deposit types. Transaction Type – Description – Action(s) Required 1. Capital Paid In: a. Funds paid in by owners or shareholders. The money gets deposited into a bank account. Cash goes up and equity goes up. i. Create a new balance sheet item or add to an existing item. ii. Create a special deposit to put money into the bank. 2. New Asset – Cash Purchase: a. New Asset (property, plant and equipment, or fixed asset). Purchased with funds from bank account. Amount paid in full. Assets goes up and cash (bank account) goes down. Depreciation options available. i. Create a new balance sheet item or add to an existing item. ii. Create a special expense/receipt for money spent from bank account. 3. New Asset – Credit Purchase: Scan 124 – Balance Sheet Balance Sheet: Assets: Inventory, Bank Balances, Equipment, Property, Accounts Receivable, Capitalized Investment, Pre-paid Items, Liabilities: Accounts Payable, Floorplan, Short Term, Long Term debt, Payroll, Equity: Shareholder, Scan, Shores, Stock, Investment, Pro-rata, Retained Earnings, Current Profit, Distributions Currently we have e/r’s and d’s that have amounts in them – Loc is B.S. – Special Expense or B.S. – Balance Sheet Item Assets: All go in whatever order, but most of the time - Cash - Inventory - Property - Pre-pays - Invoice o Line item xyz - PO o Line item xyz Liabilities: - A/Payable - Short Term - Long Term Balance Sheet Item: - Types?? - Property – Purchase Price, Payments (Principal) - Equipment – Purchase Price, Depreciation - Pre-pay – Paid, Expensed per month Short Term: - PO o Main o Line items o Payments Long Term: - PO o Main o Line items o Payments Deposits = E/R’s + Cash Customer – tax, discount E/R & D Types – Vendor Scan 125 – Balance Sheet New Model: Fully Owned: - $10,000 initial deposit - $6,000 delivery van - -$6,000 pmt for delivery van – this just reduces cash Partially Owned: Partially Owed: Fully Owed: - $10,000 initial deposit Classic Model: - Assets: o $10,000 initial deposit - Liabilities: - Equity: o $10,000 initial deposit/paid in capital Scan 126 – Balance Sheet Tables Balance Sheet Tables & Layout (Please see scans in photo gallery) Balance Sheet Items: - B – id - Corp - Store - Date in - Date out - Status - Name - Desc. Chart of Accounts: - Type - Starting - Sale $ - Dep - Dep period - Dep term - Dep rate Balance Sheet Subs: - Sub id - Corp - B –id - Date - By id - Amt - Desc. - Inv # - Dep # - Rec # (E/R) Scan 127 – Balance Sheet Balance Sheet: Assets: - Inventory: o Types & Categories • Specific Units • Vehicles • Trailers • Topper • Parts - Receivables o Bank Balances o Short Term A/R’s • Unpaid invoices • Get max invoice • Sum everything up to that • Sum all payments up to the max that were made before the use date o Long Term A/R’s - Property & Equipment Liabilities: - Inventory: o Types & Categories: • Specific Units • Vehicles • Trailers • Topper • Parts - Payables: o Short Term A/P’s • Splits • REI’s • PO’s • Sum all normal expenses o Normal splits • Main • Subs Added – short term A/R’s Scan 129 – Balance Sheet Balance Sheet: - Assets: o Cash/Bank Account – put bank name here o Accounts Receivable o Other Current Assets o Fixed Assets o Other Assets o Accumulated Depreciation - Liabilities: o Accounts Payable o Other Current Liabilities o Long Term Liabilities - Equity: o Capital o Other Equity - Special Expenses: o Balance Sheet Items – inventory – Put inventory type or make here o Reimbursements – Reimbursements – Employees - Special Income: o Investments o Loans o Donations/Contributions Not all accounts are physical. Some accounts are pulled from other areas such as A/R’s, A/P’s, cash, etc. This makes it tough to make assignments unless I make special groups for known system use. Scan 130 – Balance Sheet – Categories, Group, Sub Groups Balance Sheet – Categories, Group, Sub Groups Categories: BS – Balance Sheet: - Asset - Liabilities - Equity - Special Deposit - Special Expense IS – Income Statement: - Deposit - Expense Groups: - Assets: o Cash/Bank Account o Accounts Receivable o Other Current Assets o Fixed Assets o Other Assets o Accumulated Depreciation - Liabilities: o Accounts Payable o Other Current Liabilities o Long Term Liabilities - Equity: o Capital o ?? o ?? - Income: o Aaah… o Sales o Special Deposit o Credit o Banks & Interest o Investments o Loans o Donations/Contributions Sub Groups: (Expenses might need sub groups) - Expense: o Semi-Fixed • Postage • Supplies • Travel • Utilities This might even be too many! Scan 132 – Balance Sheet Possible Balance Sheet Items: Action - $ - Quick - Initial Deposit - $1,000 o Balance Sheet Item – for $1,000 • Capital goes up $1,000 o Deposit for $1,000 • Cash goes up by $1,000 - Buy a Building - $35,000 o Balance Sheet Item for building - $35,000 – Asset o Balance Sheet Item for building loan - $35,000 – Liability - Order Inventory - $200 o Assets (inventory) parts – goes up by $200 o Short Term Payables goes up by $200 - Get a Loan - $5,000 o Cash goes up by $5,000 o Liabilities goes up by $5,000 - Make some payments on building & inventory o Building - $500 • Cash goes down by $500 • Liabilities on building goes down by $500 o Inventory - $200 • Cash goes down by $200 • Short Term Payables disappear and go down by $200 - Pay Owners - $1,000 o Cash goes down by $1,000 o Causes net income to go down by $200 - Pay Down Loan - $500 o Cash goes down o Long Term A/P goes down - Buy New Equipment - $700 o Cash goes down by $700 o Fixed assets goes up by $700 - Get payments on sales - $5,000 o Cash goes up by $5,000 • Income goes up by $5,000 o A/R goes down by $5,000 • COGS goes up by $200 - Loan Some Money - $3,000 o Long Term A/R’s goes up by $3,000 o Cash goes down by $3,000 - Sell the Building - $40,000 o Long Term A/P’s goes down by $34,500 • Fixed Asset goes down by $35,000 • $5,500 goes to cash o On Income Statement: • Income goes to $40,000 • COGS goes to $34,500 • Net profit is effected by $5,500 - Buy Another Building - $50,000 o Fixed Asset goes up by $50,000 o Long Term Liabilities goes up by $50,000 - Pay Sales Staff - $1,000 o Expenses go up by $1,000 o Cash goes down by $1,000 - Pay Government Taxes - $500 o Expenses go up by $500 o Cash goes down by $500 Scan 141 – Balance Sheet Balance Sheet Notes: Unit Date – If old w/ • If line, items are applied at a later date they need to show up as a system maintained item. (Labor may be a problem) • Can’t remove line items from unit automatic Scan 160, 161, 162, 163, & 164 – Balance Sheet Research From Wikipedia – Balance Sheet Info: including an example of a start-up business (Please see scans in photo gallery) |
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AU 3632 |
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No Dates:A/R & A/P | 1/1/2011 |
Scan 72 & 73 – A/R A/R Search: 1. Created – New Payments: - Payment - Invoice - Type - Date - Amount - Age 2. Once deposited – new payment will disappear but will reappear under deposited – New Payments: - Payment - Invoice - Type - Date - Amount - Age Deposited: - Payment - Invoice - Type - Date - Amount - Deposit - Date - Age 3. Once Deposit is verified – deposited will disappear but may or may not show up in invoices not received Missing Payments: - Invoice - Total - Missing - Date - Age Outstanding Invoices: - Invoice - Total - Payments - Missing - Date - Age Examples: (Please see scan in photo gallery) Scan 74 – A/R 1. Create invoice and payment - Invoice: • Date • Store • Invoice • Amount - Payments: • Payment • Invoice • Type • Date • Amount 2. Create deposit: - Deposits: • Date • Store • Bank • Deposit • Amount - Deposit Lines: • Deposit line • Deposit • Type • Date • Amount • invoice 3. Make actual deposit to bank 4. Accounting – see’s the deposit in the bank and verifies the deposit - Deposits – verify • Verified date • Deposit 5. Show flag on invoice that all monies are in and verified 6. Able to verify invoice for payroll 7. Deposit is posted Scan 75 – A/R A/R: 1. Create sale – sell it out of inv. 2. Receive money – exchange of products and money 3. Have money in drawer 4. Create a deposit – this marks it as deposited 5. Make the real deposit 6. Show up in bank 7. Verify the money – click received on deposit 8. Verify the full invoice – show flag if okay 2. Only ½ money 8. Still be hanging Invoice Payment – created – age – deposited – age – verified – age – posted Scan 77 – A/R Search A/R - Store - Person - Status – outstanding – aged o Aged – deposit created o Collected – deposited - All A/R (not just one month) - Invoice total - Payments - If deposited till zero Deposit page Scan 79 – A/R A/R Every day – you view Bank $$ deposited for the month A/R Aging: - One month – deposited - $$ Balance - A/P - $$ Payables: Scan 80 – Receivables Homepage Receivables Homepage Layout New Cart (invoice) New Long Term Receivables (admin permission) Text…. Store: Salesperson: Dates From: Dates To: Report Type: New Payments: Deposited: Missing Payments: Pending & Outstanding Invoice Long Term Receivables Scan 86 – A/R & A/P Invoice # - Long Term A/R – Deposit # PO # - Long Term A/P – Expense # A/R Long Term: - A/R id – key - Corp id - Store id - Date in - Date sold - Status - Name it - Description - Type: o Loan o Building o Asset o Equipment o Capital - Starting price - Depreciable – yes/no - Term - Period - Rate - Inventory type - Sub inventory type - Possible other subs? Scan 104, 105 – A/P’s & A/R’s Vendors: PO’s REI’s Invoices or Statements Balance Statement: - Cash - A/P - REI Income Statement: - Gas, Fuel, Oil - Reimbursement A/P’s: - PO’s - Stock numbers - Property A/R: - Invoice - Payment – types - Deposit – in bank Expense - Outgo: - We owe : - Payroll - PO’s - Invoices (statements) - Bills Income: Buying/Wanting we owe: - Invoice for Joe, Tom, Sally - Invoices increase - A/P increase - Statement – one month later - Invoices decrease - A/P decrease Scan 116 – A/R’s & A/P’s Showing some examples of A/R’s & A/P’s: (Please see scans in photo gallery) |
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AU 3633 |
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No Dates: Financials Brainstorming & Financial Mapping | 1/1/2011 |
Scan 82 – Financial Tables Financial Tables: (Please see scan in photo gallery) Financial group subs table Values for financial group subs table Scan 83 – Financials – Options Options: 1. Bring the whole thing up together – balance sheet, payables, and check write system 2. Work on chart of accounts 3. Work on payables 4. Work on check write system 5. Work on balance sheet items Goal – record every penny in and out: - Owned and owed - Need a new model - And a classic model (assets, liabilities, equity) - Owned & owed Scan 84 – Financial Mapping Question: Do I need one to many, one to many, one to many, one to many? - By this point the destination and category have already been assigned - Group: - Sub group: – needs to be required - Type name: - This is much better Or Do I need sub tables and pull the one to many items together at the end? - Destination: - Category: - Group: - Sub Group: - Type Name: Scan 89 – Expense & Deposit Types Expense Types: - Ads – xxxxx - Ads – xxyy - View 1 – expense - Advertising % - Interest % - Semi Fixed % - Fixed % - People % - Total $$ - Net Deposit Types: - Type - Fixed Assets - Long Term Debt Scan 90 – Financial Destinations Destination: - Income Statement - Balance Sheet - Reimbursements Grouping: Type: 4 deep on layers - Main level: - Group: - Sub: - Type: Expense – Semi-Fixed – Utilities – light bill Assets – current assets – A/R – sales invoices Scan 93 – Financial Tables (Categories & Destinations) Financial Tables: (Please see scan in photo gallery) Money Destinations Table Values for Money Destinations Table: ID/Name: - 1 – Dummy - 2 – Balance Sheet - 3 – Income Statement Financial Categories Table Values for Financial Categories Table: ID/Name/Dest ID: - 1 – Dummy – 1 - 2 – Assets – 2 - 3 – Liabilities – 2 - 4 – Equity – 2 - 5 – Special Expenses – 2 - 6 – Special Income – 2 - 7 – Expense (normal) – 3 - 8 – Income (normal) – 3 - 9 – Cost of Sales – 3 (?) - 10 – Inventory – 3 (?) Financial Groups Table: Values for Financial Groups Table: ID/Name/Corp/Cat ID/ Status/Sort - 1 – Dummy – 1 -1 -0 – 1 - Cash/Bank Account - ? – 2 -1 -1 Scan 94 & 95 – Financial Mapping (Expense & Deposit Types) - Destination o Category • Group - Sub Group o Type - I.S. o Normal Deposit • Revenue - Normal revenue o Invoice sales - I.S. o Other Revenue (not from sales) • Revenue - Other revenue o Other Revenue (not from sales) - I.S. o Revenue Adjustment (credit card fees) • Revenue Adjustment - Revenue Adjustment Amex Fees (deposit adjustments) - I.S. o Special Deposit • Bank Transfer - Bank Transfer o Bank Transfer - B.S. o Special Deposit • Bank Transfer - Bank Transfer o Bank Transfer - B.S. o Special Deposit • Balance Sheet Items - Balance Sheet Items o Balance Sheet Items - I.S. o Normal Deposit • Aaah… - Aaah… o Not sure : ) - I.S. o Normal Expense • Aaah… - Aaah… o Not sure : ) - I.S. o Normal Expense • Advertising - Advertising - I.S. o Normal Expense • Fixed Expense - Fees - Freight - Insurance - Lease - Rent - Tax - Utilities - I.S. o Normal Expense • Interest - Interest - I.S. o Normal Expense • People - Wages - I.S. o Normal Expense • Semi-Fixed Expenses - Bank - Contributions/Donations - Food - Gas, Fuel, Oil - Lodging - Postage - Repairs - Services - Supplies - Travel - Fees - Taxes - I.S. o COGS – Cost of Goods Sold • COGS - COGS - B.S. o Special Expense • Balance Sheet Items - Balance Sheet Items o Balance Sheet Item - B.S. o Special Expense • Inventory - Inventory o Inventory - B.S. o Special Expense • Reimbursements - Reimbursements o Reimbursement Scan 96 & 97 – Financial Mapping – Categories (Expense Types) Groups/Subs/Types: Group: - Normal Expense: o Not Sure • Questions - Advertising: o Ads & Promotion • Events • Internet • Newspaper • Phone Book • Radio • Television • Magazine • Replace with name of advertising type - Interest: o Bank Loan • Replace with name of bank or person o Inventory • Replace with inventory type name • GE/TEXTRON - People % o Education • Replace with education type o Wages • Replace with wage type - Fixed Expenses o Rent • Replace with building on lot name o Insurance • Replace with insurance name or type - Normal Expenses - Semi-Fixed Expenses Scan 98 – Financial Mapping & Categories (Expense/Deposit Types) Locked: - Normal - Deposit - Special Locked: Group/Sub/Type Normal - Revenue o Revenue • Invoice (key id – I’m I.S. or B.S.) Deposit: - Medical Supply o Medicare • Area 11 • Area 7 Special: - Revenue o Medicaid • Area 7 • Area 4 Scan 99 – Financial Planning – Balance Sheet Goal – follow clear through to balance sheet: (simple) 1. Paid in capital for 3 share holders a. #1 = $400 b. #2 - $400 c. #3 = $200 2. Cost of setting up business a. Domain names - $250 b. SOS business name - $25 c. License - $150 d. Hosting - $40 3. Revenue from customers a. 2 basic - $50 b. 2 intermediate - $75 c. 4 advanced - $100 Complex: 1. Existing paid in capital - $35,000 a. Existing asset i. $4,000 - $2,000 – dep 2. Inventory Costs (PO’s) a. $2,000 – stock 17 3. Business expenses a. $100 light bill b. $50 interest c. $35 taxes 4. Loan pmt a. $1,425 lease 5. Inventory Sales a. $3,500 – stock 17 6. Sell asset a. $1,000 computer Scan 128 – Financial Categories Financial Categories: 1. Dummy 2. Assets 3. Liabilities 4. Equity 5. Special Expense 6. Special Deposit 7. Other Revenue (not from sales) 8. Cost of Sales (COGS) 9. Normal Expense 10. Normal Deposit 11. Revenue Adjustment (credit card fees) Financial Groups: 7. Other Revenue - Cash Over & Short 9. Normal Expense: - Aaah… - Interest - Advertising - People - Fixed Expenses - Semi-Fixed Expenses 5. Special Expense: - Balance Sheet Items - Reimbursements - Inventory 10. Normal Deposit - Revenue - Aaah… - Other - This could be a deposit type for Amex or a normal expense if fees are taken out later in a lump sum. Some people might want to put the expense into COGS instead of general expenses. 6. Special Deposit - Bank Transfer - Balance Sheet Items Scan 131 – Financial Category Planning Expense Types: Final Destination: 1. Dummy 2. Income Statement 3. Balance Sheet Category – group – type - Semi-Fixed – Utilities – Electric Chart of Accounts: - All existing plus Account Group ID: - Property taxes - Shipping - Pre-paid insurance - Pro-rata distributions - Payroll taxes - Receive payments - Clearing accounts - Pmt on assets - Re-purchase of investment Account Categories (Category) – Account Destinations (Main Menu) – Account Groups (Group) *REPLACED BY: Destinations, Categories, Groups & Sub Groups Other Possible Balance Sheet Items: - Get a refund on Inv. - Get a donation - Sell a company - Equipment - Pre-paid Bills - Stocks - Buy out 1 or more owners - Law suit/settlement for or against - Petty cash - Retained earnings - Trade down (upside down side) - Refunds - Stocks, Bonds, & Securities - Bad Debt - Bad Checks - Depreciation - Auto Invoicing - Auto Expenses - Internal Invoices - Floorplan - A/P with Curtailment |
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AU 339 |
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Daily Tasks | 1/3/2011 |
• Working on federal tax tables. • On the phone with a customer going over expense/receipts and writing checks. • On the phone with another individual of the company going over banks, payroll, user-maintained balance sheet items and normal vs. verified dates. • Other emails and phone calls. • Worked on state tax tables and with-holdings. |
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AU 363 |
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Daily Ideas | 1/3/2011 | -“Apply” what you learn! Do this along the way – don’t wait to the end. The more you apply it – the more it becomes part of you. | |
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AU 340 |
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Daily Tasks | 1/4/2011 |
• Working on state taxes and tables. • On the phone with a customer talking about applying interest charges to stock/numbers. • Adding new changes to payroll pages. • On the phone with another customer. They are getting audited and were wanting some help with some reports. • Launched payroll files and new tax tables. • Worked a little bit on Authorize.Net stuff. • On the phone with Steve going over things. • Worked on the next drill-down layer for the interactive platform map. |
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AU 341 |
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Daily Tasks | 1/5/2011 |
• Wrote an email to an associate about getting the zoom recorder. • Worked tons of PCI compliance stuff. • Phone calls, emails and general day to day stuff. • Ordered some new adilas hardware, products, recorded expense/receipts, PO’s and checks. • Worked on a customer list for a company (A-G). |
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AU 342 |
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Daily Tasks | 1/6/2011 |
• Working on PCI compliance stuff. • Submitted a ticket to a company with results scans. • Finished up the customer list for a company and built some code to help migrate it over to the database. |
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AU 343 |
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Daily Tasks | 1/7/2011 |
• Migrated 11,000+ customers for a company. • Worked on some Authorize.Net code. • On the phone with a customer going over payroll and the processes. • Spent an hour reworking the payroll help files. • Tried to be more detailed on what is needed. |
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AU 364 |
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Daily Ideas | 1/7/2011 | -On the quick searches – allow Alpha searches on invoices, quotes, PO’s and expenses. Have the links go to the advanced results with no date range. For example: Invoice – Jones – get all invoices that match Jones (any name). | |
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AU 344 |
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Daily Tasks | 1/8/2011 |
• On the phone with Steve going over things. • Recorded invoices and commissions. • Worked on signing off Authorize.Net code. • On the phone with a company going over FTP and problems with FTP over SSL. • More testing on Authorize.Net code. They are more technical. |
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AU 345 |
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Daily Tasks | 1/10/2011 |
• PCI compliance stuff and testing FTP. • New logos for companies. • Worked on Authorize.Net stuff. • Emailing tech support for documentation. • Made some changes and signed off on code. • Added the market type and device type to all merchant accounts. • Posted Authorize.Net files online. Unable to fully test due to their gateway settings. |
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AU 346 |
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Daily Tasks | 1/11/2011 |
• Tons of small fixes and validations. • Worked on running bank register and running balance on the existing bank register. • On the phone with Steve going over plans and successes. • Spent an hour on the phone with a customer talking about barcode scanners and label printers. • Finished up the running bank balance on the check register report. |
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AU 365 |
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Daily Ideas | 1/11/2011 |
-Turn the adilas interactive map into the main multimedia player. Allow the left and right hand sides to be controlled. Add a little bit on the bottom and slide the left hand side over a bit. Make it 750 x 450 with a frame set below the main player. -On the player – be able to choose options like video, slide show, h-scroll, v-scroll (maybe spell them out), audio, web link, animation, step-by-step. Each section or sub-section could have their own button options. You could also call for a button on the fly though a function. -On the top left have a home/reset button that allows the application to be reset. This can be controlled through the URL string and stored in a database. Basically, I want the player to be as generic and flexible as possible. -Make all of the buttons show/hide by calling functions. This will help the player be able to respond to any event or need. Make sure and publish the functions and even provide code for flash developers. Make it easy. What do people need? - A way to organize their data - Be able to retrieve their data - Be able to store and archive data - Data could be anything: numbers, dates, text, time codes, serial numbers, inventory, recipes, events, photos, documents, pdf’s, paperwork, movies, slides, video, animation, charts, lists, etc. - Be able to track things - Be able to sell things - Be able to show things - I need something custom that is easy and fits my needs - All in one place…. - ADILAS – All Data Is Live And Searchable -I’m asked to do similar things over and over again. Can you build me an application that does this? This? Or this? How much will it cost and how long will it take? - What do people need? |
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AU 347 |
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Daily Tasks | 1/12/2011 |
• Spent quite a bit of time working on the interactive platform map. • On the phone with an associate asking for more time on the scheduler application. • On the phone with a customer going over barcodes and putting in inventory. • Working on SSL and PCI compliance stuff. • Spent some time working on a grouped invoice line items report. • On the phone with Steve going over things. |
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AU 348 |
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Daily Tasks | 1/13/2011 |
• Worked on the grouped invoice line items report. Made it possible to switch between details and groups at the click of a button. Posted files online. • Updated help files and did some testing. • Created the same types of reports for PO line items. • Worked on the SSL certificate and restarting services online. |
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AU 366 |
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Daily Ideas | 1/13/2011 |
-Scouting uses the EDGE concept to teach: Explain, Demonstrate, Guide, Enable. -The PO’s and incoming inventory seems to be missing something! It needs a report of what has been ordered, what has been received and what is promised. In transit inventory and paid for but not yet received. -At some point, it may be good to go back through all of the reports and add code so that the server doesn’t have to work so hard. (All of the advanced searches.) Most of the pages are limited by pagination but it could go a step further by only pulling the data that is really needed. -On the multi-media training tool – if a change is made in the process, maybe have a piece at the end that shows additions or modifications. That way you don’t have to totally redo the entire clip. -Another idea is to break the pieces into smaller pieces so that it would be easy to cut and paste or fill in changes or gaps. Think “bite size” pieces. -General adilas concept – we are just a tool set. We have no problem serving up numbers for other accounting packages. That is actually how we got started. Later on, once we saw what it could do, we wanted everybody to use our new techniques. However, we found that some people don’t like it. So we say to them, use adilas to the level you feel comfortable (it is just a tool) and then plug your numbers in to whatever program you want or need. -Recruit help! It is okay not to have all of the answers. The more people that are willing to help the better it is in the end! -On the multi-media player – allow backgrounds and text colors to be modified. Maybe even think about symbols and button icons. Make everything transparent to the underlying background colors. Another way is to allow each button to pull in its own background that includes the symbol. |
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AU 349 |
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Daily Tasks | 1/14/2011 |
• Recording invoices, payments, deposits and commissions. • Added flex gird tie-ins between E/R’s and invoices. • Emails, SSL and PCI compliance stuff. • On the phone with a customer going over how to make entries in to adilas and how to create expense/types and user-maintained balance sheet items and sub items. • Added new validation for cc approvals and authorization codes. • On the phone with Steve going over our game plan. We talked about balance sheet, PO’s, operations, scheduling, interactive maps, training, etc. We also talked about how we want to slim down on selling hardware. We want to provide the service and point them to where they can get the hardware if they want it. |
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AU 350 |
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Daily Tasks | 1/15/2011 |
• Invoices and reoccurring payments. • Emails and commissions. • Help files. • Made some changes on the credit card processing page. • Made some tweaks on the merchant processing page. Took off the hand built track 1 & 2 code blocks. Added some new validation on the add/edit part number page for special characters. • Sent Steve an email about the new part number validation. |
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AU 351 |
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Daily Tasks | 1/17/2011 |
• Testing and debugging Authorize.Net connections. • New logo for a company. • Added code to allow alpha name searches for invoices, quotes, expense/receipts, PO’s and checks. • Updated the merchant processing flyer with Authorize.Net info. • Added history homepage links to all of the main homepages. • Added a paid status filter to expense/receipts. • Started working on a sales deposit clean-up tool for invoice payments. • Posted files online. |
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AU 352 |
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Daily Tasks | 1/18/2011 |
• Testing gateway connections and merchant accounts for a company. • On the phone with Steve going over changes. • Small updates and changes. • Spent most of the day adding current payables links to vendors, PO’s, expense/receipts and check requests. • Started working on the verify PO page. Moved the force payment checkbox to one step deeper. Also tried to make the PO payment section more user friendly. |
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AU 367 |
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Daily Ideas | 1/18/2011 |
-On E/R’s and PO’s add a link to payables for that vendor, check reqs as well. -Maybe put all possibly payables per vendor under a singly spot. -On units add an option to tie them to a payables vendor when adding and editing. This is not required but may help with vendor reports. |
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AU 353 |
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Daily Tasks | 1/19/2011 |
• Finishing up the payables links for expense/receipts and check requests. • Tons of testing and updating help files. • Did some tech support calls. • Worked on two new corp-wide settings. They are the show/hide tax category setting and the cc payment mode for credit cards. The show/hide tax setting involves invoices, quotes and carts. • Posted the files online. • Updated the help files. • Quick email to Steve about new toys. |
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AU 354 |
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Daily Tasks | 1/20/2011 |
• General stuff, verifying banks and recording expenses and deposits. • Research on accomplishments for 2009 and 2010. • Started writing the 2009 accomplishments paper and report. |
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AU 355 |
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Daily Tasks | 1/21/2011 |
• On the phone with a customer going over how to make floor plan payments. Also had a phone call with them later going over payroll and how to use the payroll homepage and calculate payroll options. • On the phone with another customer going over printing invoices and switching quotes to invoices. • Worked on the 2009 accomplishments report. • On the phone with Steve going over things. Talked tons about education and training. • Finished up the 2009 accomplishments list. • Made some small tweaks to the Authorize.Net code. There was a problem with the name on card field and setting if the user only submitted track 2 data from a card reader. |
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AU 368 |
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Daily Ideas | 1/21/2011 |
-Need an advanced search for flex grid tie-ins. I want to be able to see all flex grid tie-ins for a vendor/payee or for a customer on their invoices. This is not a direct search – basically we need to search the vendors, customers, etc. and then filter the flex grid results. This may work awesome if we used a drop-down list of vendors, employees, customers and then allowed other filters. Basically, we need to be able to search any part of it. -We need a roll call page for all main items. This would be cool if it could have an interactive graphic but maybe just put a text version up for now. -On the flex grids – maybe pass an id number in the back and do a reverse look-up or associated search. |
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AU 356 |
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Daily Tasks | 1/22/2011 |
• Logo and colors for a company. • Recording accomplishments for 2010. • Reading from notebook and copying key points, actions and steps. • Typed the 2010 accomplishments. Printed hard copies and posted scans online to the adilas history b.s. items. |
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AU 357 |
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Daily Tasks | 1/24/2011 |
• Added two new permissions to deal with cross-corp billing. • Started working on dynamic drop-down options for flex grid tie-in titles (custom fields). |
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AU 358 |
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Daily Tasks | 1/25/2011 |
• Working on the dynamic title subs for the flex grid tie-ins. • On the phone with Steve going over stuff. • Writing an email to an associate. • Working on title subs. • On the phone with Steve talking about using adilas on a big huge retail store. It has close to 100,000 square feet, 12,000+ different items, 3 different corps and close to 30,000+ invoices a month. We talked about adilas and are we ready for that level. • Worked on the dynamic subs for the flex grid titles and field names. • On the phone with Steve going over the daily progress. • Uploaded the dynamic flex grid subs and pages. • Light testing. |
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AU 359 |
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Daily Tasks | 1/26/2011 |
• Updating help files. • Minor changes to the check write application. Changes the background color and added a pass through value to help with page refreshing on the expense/receipt line items page. • Added a customer look-up name filter on the advanced invoice line items search. Created links from the customer pages. • Spent some time working on a css change to hide and stack the sub navigation and sub menus. • Put up a sample file for Steve to look at. • Planning on turning the top sub nav links into a css drop-down menu. • On the phone with Steve going over personal settings and navigation. We also tried to talk about the future and where we want to go with it. Always trying to think forward. • Worked on a custom list for company. Migrated 530+ customers and contacts. • Sent an email to Steve. |
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AU 360 |
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Daily Tasks | 1/28/2011 |
• Recording commissions. • Review of notebooks. • Looking at breaking down adilas objects and data over time. • Working on paper trying to record flow and options. |
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AU 2295 |
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Brainstorming - Objects & Data, Time, P&L & Balance Sheet | 1/28/2011 |
Freepaper Brainstorming - Time, Objects & Data, P&L, & Balance Sheet Spanning from January 28-31 2011 Time, Objects, & Data Brainstorming – Spanning from 1/28/11 – 1/31/11 (Page 1 – Front) Level 1: year_to_date values From 1 to … - Rev - COGS - Gross - Expense - Net - Assets - Liabilities - Equity - Balance Level 2: quarterly values 1st Qtr. (Jan-Mar), 2nd Qtr. (Apr-Jun), 3rd Qtr. (Jul-Sep), 4th Qtr. (Oct-Dec) - Rev - COGS - Gross - Expense - Net - Assets - Liabilities - Equity - Balance Level 3: monthly values January to December - Rev - COGS - Gross - Expense - Net - Assets - Liabilities - Equity - Balance Level 4: daily values I.e. January 1-31, etc. - Rev - COGS - Gross - Expense - Net - Assets - Liabilities - Equity - Balance Everything is based on time. The corp-wide setting for fiscal year will play in to determine year, quarter, and months. Just an idea… maybe put time on down (rows) and the objects and data on the across (columns). This might be easier for printing and scrolling… Then again maybe not… (It depends on if the objects and data are in simple form or expanded into details. If details, it could get pretty hard to read.) (Page 1 – Back) This was going to be something else… but I decided to put a condensed version of the players. - Revenue: o Stock #’s o Parts o Special line items o Non invoice revenue from normal deposits o Other revenue from deposits o Calc revenue o Figure adjustments (trade & deposit revenue adjustments & negative invoice bad debt payments) o Calc adjusted revenue - COGS: o Stock #’s (special 3-way switch to help determine COGS on stock/units) • 1= base price & internal parts & outside repairs, • 2= full stock/unit basis including adjustments & interest, & • 3= base price only. o Parts o Special line items o Special line items (as a negative – corp-wide setting) o COGS from expense/receipt line items - Gross profit: o Simple calculation - Expenses: o Expense/receipt line items (normal) o Special line items (as a negative – corp-wide setting) - Net profit: o Simple calculation - Assets: o System-maintained items • Bank(s) • Petty cash from location(s) • Inventory – stock/units • Subs & inventory types • Inventory – parts • Accounts Receivable (A/R) I. Invoice payments not yet deposited II. Amounts owed on transition invoices III. Invoices missing payments (normal A/R’s) o User-maintained items • Items & subs - Liabilities: o System-maintained items • Accounts Payable (A/P) • Owed on accounts (splits) • Owed reimbursements • Owed on PO’s • Payments made on transition invoices • Submitted check requests • Approved check requests already reflected in bank balances • Inventory – stock/units • Owed on units that are sold • Owed on floorplan o User-maintained items • Item & subs - Equity: o System-maintained items • Future potential from transition invoices • Net profit (from P&L) o User-maintained items • Items & subs - Balance: o Simple calculation (Page 2) Level 1: Standard Financial players for P&L (income statement) & balance sheet - P&L Income Statement o Revenue o Cost of Goods Sold o Gross Profit (calc) o Expense o Net Profit (calc) - Balance Sheet o Assets o Liabilities o Equity o Balance (calc) We may also need a master list that is not dynamically hidden for training & showing options that are available. Automatically, this will need to be dynamic according to corporation. Not all corps are the same & each business needs only what is actually in the system. If it is there, show it. If not, keep it hidden. Level 2: Detail Categories – what makes up the Standard Financial Players Revenue (major P&L category) - Prep step – check for QTI invoices (only done if not current date) - Stock #’s (anything prior to 9/30/07 – check actual stock #’s – anything after that use invoices) (Anything new (corps) will be on invoices even if date is before date submitted). o Grab #’s & $’s from allinv_final_numbers table o Split into trailers, vehicles, toppers, specific units o Each section (inventory types) make the following containers • Total base price. • Total basis (Page 3) Objects & Data continued Level 2: Detail Categories – what makes up the standard financial players (Continued) Revenue (continued) – (Major P&L category) - Stock #’s (continued) o Section totals (continued) • Total Final Sale Price (tax is not included) • Total Part Sum • Total Repair Sum • Total ACV • Total Allowance - Internal invoices o 3-way switch – 0 = normal, 1 = special loc specific look-up, 2 = skip o No real #’s here – just helping to build the connect filters - Part sales – anything that is not a special line item o Grab extended price & extended cost - Special line items that are assigned a roll call of revenue (part_handling - id=14) This is done through corp-wide settings. o Grab extended price & extended cost - Small side step if dealing with cash (verified invoice date). Check for deposits that have been verified but missing a verified invoice. (Somewhat older code) - Check for any deposits (line items) made (normal deposits) that don’t have an invoice number assigned. This is called “non-invoice revenue”. (category type = 10) - Check for any deposit line items that are “other revenue”. (category type = 7) - Add up the main revenue total - Switch to revenue adjustments o Check for stock #’s. Sum up (total acv – total allowance) to get total trade adjustments (ACV = actual cash value) (allowance – what was shown as a trade-in price). • Small side note… each stock/unit could have 1-4 trades associated with it. o Grab all deposit line items that are tied to “revenue adjustments”. (category type = 11) (Page 4) Objects & Data continued Level 2: Detail Categories – what makes up the standard financial players (Continued) Revenue (continued) – (Major P&L category) - Revenue adjustments (continued) o Check for bad debt payments on invoices. Times by a negative one to invert these to a negative. o Add up all adjustments (trade adjustments & deposit line items under revenue adjustments and bad debt payments) - Calculate the adjusted revenue (total revenue +/- total revenue adjustments). o Small note: the reason it says +/- is because there is some logic that looks at the totals and their signs before doing the calculations. - COGS – Cost of Goods Sold – (Major P&L category) o Stock #’s – pulled while doing the revenue portion of the income statement. Pretty straight forward. o Parts – pulled while doing the revenue portion of the income statement. Pretty straight forward. o Special line items – pulled while doing the revenue portion of the income statement. Pretty straight forward. o Special line items that are pointed to COGS. These get multiplied by -1 and show up as negative COGS. This is done from the corp-wide setting page. (part_handling_id = 15). These are actually invoice line items that don’t get counted as revenue but are flipped to a negative cost of goods sold. o COGS from expense/receipt line items that are specifically assigned to COGS. o Check for stock/unit COGS settings. The numbers have already been pulled when checking for revenue. This is a 3-way switch. (1 = base price + internal parts + outside repairs, 2 = full basis including adjustments and interest, & 3 = base price only) o Calculate COGS - Gross Profit = Adjusted revenue (normal revenue minus adjustments) – total COGS simple calculation - (Major P&L Category) (Page 5) P&L & Balance Sheet continued Level 2: Detail Categories – what makes up the standard financial players (Continued) - Expenses – (Major P&L Category) o Normal expense/receipt line items (category type = 9) o Special line items that are pointed to the expense roll call. This is done through corp-wide settings. These are invoice line items that get inverted (multiplied by -1) to show a negative expense. o Small side step if dealing with cash (verified expense dates). These are for pending expenses (non-verified expense payments) - Net Profit – Gross profit minus expenses. (Simple calculation) – (Major P&L Category). o Net profit flows over to the balance sheet under the equity section. End of P&L Start of the Balance Sheet Level 2: Detail Categories – what makes up the standard financial players – (prep step – check for QTI (transition invoices) invoices, line items, & payments) - Assets – (Major Balance Sheet Category) o System-maintained items • Bank(s) I. All deposits - (from bank start date to balance sheet date) II. All E/R payments- (from bank start date to balance sheet date) • Petty cash from locations • Inventory – stock/units (consignment & non consignment) – cash inventory type I. Repair subs (outside repairs) – include or don’t include, passed in as an option II. Part subs (internal parts) – include or don’t include, passed in as an option III. This section creates its own subs according to inventory type and consignment and status. • Inventory – Parts I. Cost switch maybe passed in, 1 = actual (default) or 0 = average cost II. Small note about inventory – Parts – currently the query pulls all active line items and does not limit and/or filter by active/inactive parts (Page 6) Balance Sheet continued Level 2: Detail Categories – what makes up the standard financial players (continued) - Assets (continued) – (Major Balance Sheet category) o System-maintained items (continued) • Accounts Receivable (A/R) I. Invoice payments not yet deposited II. Transition invoices III. Invoices missing payments (normal A/R’s) o User-maintained Items • Items & subs - Liabilities – (Major Balance Sheet category) o System-maintained items • Accounts Payable (A/P) I. Owed on account (splits) II. Owed reimbursements III. Owed PO’s IV. Payments made on transition invoices V. Submitted check requests VI. Approved check requests (already reflected in bank balance(s)) VII. Inventory – stock/units (consignment & non-consignment_ each inventory type o This section creates its own subs according to inventory type and consignment status VIII. Owed on units that are sold IX. Owed on floorplan o User-maintained items • Items & subs (Page 7) Level 2: Detail Categories: What makes up the standard financial players (continued) - Equity – (major balance sheet category) o System-maintained items • Future potential from transition invoices • Net profit (from P&L) o User-maintained items • Items & subs - Balance – simple calculation (assets = liabilities + equity) |
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AU 361 |
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Daily Tasks | 1/29/2011 | • Documenting the P&L on paper. | |
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AU 369 |
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Daily Ideas | 1/29/2011 |
-Add a third report type to the history homepage for “Financial”. This would be broken down in to Revenue, COGS, Gross Profit, Expenses, Net Profit, Assets, Liabilities and Equity. -If the Financial Helper Switch is turned on (clicked) the report would show details of each section. Example: Revenue would have invoice sales, deposits, trade-ins, etc. (this is not a full list). -On the multi-media training application, break things into as small of pieces as possible. Say you have an outline with 10 topics. The full five minute presentation could and should be broken up into 10 or more pieces. Allow for items (assets) to be connected and chained together. This allows for branching logic, smaller downloads, and modular pieces that may be updated or swapped out if needed. |
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AU 362 |
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Daily Tasks | 1/31/2011 |
• On the phone with Steve going over a few things. • On the phone with a customer going over bank reconciliation and assigning employee permissions. • Documenting the balance sheet on paper. |
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