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Adilas.biz Developer's Notebook Report - 10/1/2010 to 10/31/2010 - (42)
Photos	Time Id	Color	Title/Caption	Start Date	Notes
	AU 248		Daily Tasks	10/1/2010	• Writing an email to Steve about our database and how to protect that asset. How do we make it a soft target and keep things flowing. • Did some online research on Crystal Tech, their backup plans and available options for data security. • Updated the merchant processing info page with info about connecting to Merchant One gateway. • Added a new section called “Other Supported Gateways”. • Posted files online.

	AU 249		Daily Tasks	10/4/2010	• On the phone with Steve going over ideas, flow, holes, work a rounds, mapping and future of adilas. • Wrote an email update and sent it to different folks. Update included the mini daily/weekly report, find and replace parts, advanced add to cart and new merchant gateway stuff. • Worked on a logo for a company.

	AU 250		Daily Tasks	10/5/2010	• Working on logos for companies. • Research on Dimdim.com. Playing with meeting features and such. • Research on taxes and how to pull back good reports in adilas. • Reading old notebooks. • On the phone with Steve talking about taxes and how to handle them. • Came up with the idea to have a special 1-many on tax service fees.

	AU 272		Daily Ideas	10/5/2010	-This could be vendors of e/r’s, vendors or parts, vendors of PO’s, etc. Mostly, it gets smart and show links to any of its subs – only if asked for. -This may be way down the road but I’d like to make the flex grid more searchable; subs and associations to subs. Say all the flex grid tie-ins that are assigned to a certain customer even though the customer id has not been entered in by itself. Basically, it is able to look up customer by invoices that are tied to it. Kind of a sub search or associated search. -May need to look at update PO’s and how they flow and show. Currently they run themselves to payables. -Internal build PO’s also run themselves to payables. -There might be a big disconnect between bank balance sheet numbers, running bank balances, non 0 starting amount and bank reconciliation. The problem is plugging the starting value. I have not seen this error but Steve tells me that it exists.

	AU 251		Daily Tasks	10/6/2010	• Reviewing old notebooks and researching system needs and wants. • Brainstorming on taxes and how to make it flow. Ended up brainstorming on making a hybrid system-maintained B.S. item and a hybrid user-maintained B.S. item, good stuff. • On the phone with Steve for an hour talking about the balance sheet hybrid items and some of the other brainstorming from today.

	AU 273		Daily Ideas	10/6/2010	From post-it notes in notebook: -Show required (solid line) and optional (dotted line) states. -Include I.S. and B.S. as options on the mapping. -Include names and status and dates and possible windows or durations. -Include permissions. -(Discussing sketch) – maybe have the above bullet points be buttons to help show what is what on the diagram. -One of the hardest questions is how do I draw a line in the sand and start running right in the middle of things?

	AU 2166		Brainstorming Automating Sales Tax, Collected Fees & Other B.S. Items	10/6/2010	Automating Sales Tax and Collected Fees & Other B.S. Items: Questions and concerns: 1. How do I name the output on the balance sheet? How do people want to see it? - Taxes? i. State, county, city, 5 dynamic, out of area, could be 0, 1, 2+ (or infinity) - Collected items? i. Could be 0, 1, 5+ (five is a random # but it could be infinity) 2. With only one location, the scenario above is workable. What would happen if you had 10, 20, 100+ locations? 3. Because it is so dynamic (0 to 100+ it seems to me that we need a 1-many on a per corp or per location level. Just an idea, we may want to start one by default that is only half setup so that is automatically tracks sales tax. On all of the drill-downs, put notes how to complete the process… 4. At one point we were talking about a hybrid balance sheet item…. How might this play in to the mix? I know that I need some sort of item to link up everything on taxes and collected items. What other pieces of the puzzle need help? 5. What if we made some modifications to all existing user-maintained balance sheet items and allowed for them to be hooked-up just like we need for taxed and collected. Hooked-up might mean… where or what are my incoming values, where or what are my outgoing values, and do I need any extra entries (general pointers, declarations, hybrid pieces, special bridges, pads, gaps, extensions, connections, hand holding, filling, extra entries, etc.)? This hook-up would not be required for the items to function. 6. So, what this could mean is that a user-maintained balance sheet item could be a standalone item (no watchers or no extra helpers) and it could functions “as is” right now. This is fully user-maintained and a manual process. However, if you add 1 or more watchers (and/or helper, feeders, participants, extra players) it could become some sort of hybrid. This might help with a known gap between B.S. expense types and B.S. deposit types. This could be cool because some B.S. items only need to watch one thing (an in or out). However an item could be setup to watch for ins, outs, and extra declarations or standalone entries. 7. As long as I’m brainstorming… what about a thing we wanted to call “special callouts” or “accrual callouts”. These are system-maintained items that need to be able to standalone. Say a special A/P for a certain vendor or a certain A/R for a specific customer that you do a lot of business with. These are basically handled just like the other A/R’s (invoice & payments) and other A/P’s (PO’s & payments or e/r’s & payments) but they are not lumped into the group as a whole. Basically, we set a watcher, as alias name, and a grouping for either a vendor or customer. The system runs all the logic and math but the end result is a standalone callout or hybrid system-maintained B.S. item. 8. This might also be a great time to set up a 1-many from vendor to expense type (defaults per vendor). 9. If we do allow hybrid user-maintained and hybrid system-maintained items, what would we call them or is “hybrid” a good word? Maybe two corp-wide settings? 10. A hybrid system-maintained item would be a special callout and would require a name, grouping, and either a vendor id or customer id. If a vendor was chosen, it might need checkboxes for e/r’s and po’s (or select both at the same time). 11. A hybrid user-maintained item would need a host (main) user-maintained balance sheet item. Which has the name, grouping, and math instructions. It also has options to hold subs. It then could have a B.S. deposit type watcher, a B.S. expense type watcher, multi B.S. deposit or expense type watchers (1-many if needed), standalone declarations, or known system feeds or feeders. 12. Just as an idea… a “standalone declaration” would be a generic non-specific item that could cross boundaries and be pointed to I.S. revenue, I.S. cost of goods sold, I.S. expenses, B.S. assets, B.S. liabilities, and B.S. equity. This could definitely get abused and has no backing. The name standalone declarations. On purpose, I may want to make it standout like a sore thumb so that it doesn’t get out of hand. There are reasons for it but it should be the exception not the rule. This is the item that can make the dreaded word “adjustments”. 13. A “system feed” is a certain section, part #, or known area of the system. The reason it would be called a system feed is because no manual entries are made but they are looked up (hence dynamic) from another known part of the system. A good example is sales tax, we know where it lives and should be recorded as a sum per day instead of individual details. The cool thing is one more drill-down and you could be at the detail level. Another good example is part # “collected”. It is assigned on an invoice line item and may need to be further categorized or filtered by description. 14. Histories on the standalone declarations will be very important. They will have their own homepage that can be accessed directly and from the P&L homepage and the balance sheet homepage. 15. After talking to Steve about this idea of standalone declarations, he thought that it might be a good idea to have a tool to link declarations together. For example: say that you are moving something from one account to another, you may want both actions to be linked together. This is not required but may be handy. 16. Before we go automating everything… what about documenting or mapping all system-maintained items out on paper. It might be good to take a small side step and map all of the know flow and what flags are needed to speed up the process. This could also help identify additional holes. 17. If we create a map, maybe we should go back to the underlying logic (where the add/edit and view takes place) and help the system keep track of known issues, dates, date ranges (windows), etc. It would be so nice to be able to search flags and dates instead of the main items, then the line items, and then the payments (sub loops and sub payments). Some of the flags that would help are: (not a full list) - Start, end, pre-main, pending, post or after main, paid, voided, match, complete, verified, posted, reconciled, transition period, etc. - Think of all the options for each piece. What are the possible states and status, both required (solid line) and optional (dotted line)? B.S. and I.S. flags? Basic and advanced? 18. With the mapping, watchers, and flags. The goal is to provide a quick look-up method for where are things at? What else is needed? And are there any potential problems? This mapping helps with the “known issues” report. It will help us present the findings back in reports and/or visual roll call reports. The goal way down the line would be to know where everything is and who is playing, moving, waiting, and in what area? Think overall vision…. - This becomes the full item roll call and where it has been, is, and where it is going… - Time becomes an issue that need to be shown and tracked. This is a constant and can be measured. Amounts and values are also constants. - These graphics don’t really mean anything it is just a concept - (See scan in photo gallery for graphics) 19. A 2D graphic might be awesome for general reference but a 3D graphic might be really cool to show 1-many relationships, subs, look-ups, etc. Just an idea… Think of a 3D model of the adilas database. Even cooler might be what and how are things playing together. Real time cause and effect. See the data relationships be built before your eyes… (interactive model) Okay, this is way out there… back to reality! 20. This is another random idea… Because we are defining all of the system players and how they interact, it would be cool to give them a face and characters (personality). This could be used to teach and educate users about what they do and how they play as tools, entities and as standalone characters. Some of the players may need more than one character to fully show what and how they interact. 21. If we could get it interactive enough, we could help show the users every step of the way what they are doing and how it fits in to the whole picture. Step-by-step – cause and effect, “visual”. 22. When showing graphics do we want to use static images, image maps with links, i-frames (windows), pop-ups, or interactive flash content? Maybe two different versions, one that is friendly to people and one that is friendly to search engines. 23. How do I keep it engaging yet logically simple? This might be a tight balance. Maybe show it very simple at first and allow the user to get more in-depth or technical as needed. Another strategy is to show it simple and then build layer upon layer until you get the full scope. This building idea takes more effort but might help the users see how things fit together better. 24. Just an idea… I’m worried about filling all the gaps and holes. What if we leave some gaps and holes and just show the users where things are at. The game of golf purposely has traps, water, sand, and rough terrain. What about the game of accounting and business? Is the goal to make it smooth or show where things are at? Once again, it might be a balancing act. 25. If I’m tracking something… How do I show something in the middle that has an uncertain start or unknown starting time and/or value? The reason I ask this is, quite often, we are asked to pick-up right in the middle and show a valid finish (numbers and accounting). It is kind of like a river… tons of water has already gone past (both flood and trickle) but I need to track a certain set of drops from point “E” to point “F”. In order to do that, I need some way to show current players and their status. In a way, I either need the supporting details or I need a starting value that plays forward… How do you do that? Does that affect anything down the road? Is there a limit going back? Does a starting value or false floor cause problems in the future? 26. How deep do we want to go? Surface level, a couple layers deep, or the full meal deal down to the dotting of “i’s” and crossing of “t’s”? How do we help people go to the level that they want and/or are comfortable with? How do you present on this level? How do you take yourself out of the mix so that there are no bottle necks and things run efficiently? 27. When a presentation is made (of any kind) how do you let people know it exists? How do you show it in context? How do you categorize the level of the info and presentation? How do you link backwards and forwards in a logical flow? How do you make it simple so that anybody could follow the path? 28. How do you help people get an education? You can’t force it… Do you want to show prerequisites or building blocks? What about requirements before and after? What about an indicator “you are here”? Lots of variables. 29. What is the timeline for a roll out like this? Or do we just start and slowly build as needed? Basically, don’t put any sort of time line on the project and just start it with the idea it will have future growth… 30. So, instead of worrying about timelines and deadlines… Do all that you can now because it will all be needed later on. Map it out, tell the story, and help people follow the path! 31. Make running a business and accounting fun… make is a puzzle… make it a game… make it as easy as possible without losing the need to pay attention or think… 32. As I was starting to map things out (visual flow chart), I thought that we may need a couple different maps… One might have all possible bridges or connections… another one might only show the current transaction and what pieces it plays with. Maybe we could even show a sample transaction and how it plays in. Maybe show the 10 or 20 most common transactions and what happens. 33. What about the element of time? This is a constant and part of the puzzle. A big part of the puzzle… 34. What about a hybrid graphic to help map actions. 2D – who are the players… plus a 2nd or 3rd 2D graphic as to the timeline and or physical relationships… Put them together to show the interactions. (Sketches in photo gallery, page 6) 35. How can I make the application map itself? Every possible roll call situation would need to be documented, scripted, and mapped. If the application could look at what happened (relative connections) it could display a real time map or visual flow chart. 36. If we are talking about smart object and/or transactions. We could also talk about smart reports, known issues, and full on automation of data flow. Along with automation… we will need to provide ways to back things out or correct known issues. Make the charges, record the history, and show a new flow chart or diagram. 37. Some modern software programs have a dashboard or graphical reports about key features. We could either use that feature or provide some sort of virtual drivers chair or cock-out (control seat) with all system controls and reports. 38. Wouldn’t it be cool if you could build virtual pieces or items (potentially 3D objects with relationships) and then drag and drop or physically put the pieces where they go? Basically, all of the tools we have created already would be used to put and build relationships (behind the scenes). The new piece would be on the user-side and would be a virtual environment where you can do your work and put things where you want them (interactive console or work environment)… This is sci-fi theory…! 39. On a different note, there is a known gap or hole if using special line items on incoming PO’s. Three possible solutions exist (right now)… One, we map the special line items to expenses or cost of goods straight from the PO’s and then pay for the entire PO through a B.S. inventory account. Two, we allow for some smart logic when paying for PO’s and help users split the specials off at that point. There are problems with both options as they exist right now. In scenario one, the full value must be deducted at once and it might seem weird to map backwards to the incoming special line items... (Not sure?) It might be better to use expense types). The second option also has a problem because it requires you to eat the whole cost at once and only shows up for roll call when you pay for it. This could be months between when you get it and when you pay for it. The third option is to satisfy the incoming PO with a series of PO payments assigned to the correct accounts. This gets the items booked right away. The catch is that you don’t pay the expense/receipt and turn the PO payable into a split payable (on account) for the vendor. The problem here is that you need to do double work and then have a split to pay off instead of a PO payable. 40. Once we get all of the mapping done. Why not use the map as a navigations tool (right from the homepage)? Show the history homepage report in a graphical manner. If people are stuck, show them what is needed, next, or possible options. Use the graphics to help lead them down the paths that will show them what is needed, or what we (the system) are waiting for. 41. Idea on making the map(s) dynamic. Allow corps to show/hide certain features like floorplan, stock/units, parts, rei’s, statements, rentals and reservations, etc. Maybe also allow them to move the pieces where they want. This could go even deeper if they have a rental fleet or layout of units. You could potentially stack, sort, categorize whatever it is that you have so that it matches your business. You could map your lot, your building layout, your warehouse, your restaurant, your clinic, your rooms, etc. 42. These are a couple of random ideas that I had in another notebook and have in another notebook and have a spiritual side to them. However, I still think they apply to adilas and where we are going… - Procedures (changeable) vs. Doctrine (unchangeable) - “Teach them correct principles and let them govern themselves.” –Joseph Smith - Teach people to think. They will take care of the rest… - Help the people catch the vision… This will drive them… - There is no new silver bullet. We need to use the tools and programs that already exist… - Bring it together… Everybody is playing on the same team! - A solid base supports the whole! 43. People want to see simple grouped reports. I (adilas) have a tendency to show details and expansive reports with every possible options and value. They have great data but they may not be what people are looking for. If I could say just a couple of words “simplify”, “cut to the chase”, “simple grouped with drill-downs to the details (if needed). Just show me the groups, categories, and the number totals. 44. Are we building and spending our time where we (Brandon & Steve - adilas) want or where our clients want? What do our clients want? What have they said? What have they not said but hinted or eluded to? What are we missing? - “If we help enough of them get what they want, we will be able to get what we want.” – Rough quote from President Leo Price (2/8/09) 45. Most of the comments on this page and other pages have been leaning towards a global watcher type system. This is not meant to deflate that idea but what if the flags and watchers and spread throughout the entire application with the tables that already exist (go to the source). The reason for this comment is I’m thinking about upkeep and system resources. The beauty of adilas is the depth and direct link to the underlying details. Maybe think about each main item carrying its own details like baggage. If I put the flags and dates in the right place we can easily pull reports and jump to the correct players. 46. Accounting is not so much the numbers… It is who and what are playing over time. We are dealing with independent objects and how they grow, shrink, live, die, play with, help, support, tie, bind, interact, skip, connect, and other actions. Let each object live and track what it does and make it accountable for its actions… wow, that’s deep! Almost spiritual… 47. Remember the whole picture… This is not just about the accounting. We need to remember that time plays into the operations and daily actions as well. One of the constants is time… Inside of adilas there is the effectual or what shows up for roll call. There is also the historical or who touched what. Both deal with the element of time. What about the financial side? 48. What if we beefed up the flex grid tie-ins… we use them as watchers, feeders, etc. We could set-up dynamic drop-down fields (for any of the 10 flex fields). We could beef up the search options and reports. We could also allow for the roll call or reflexive side of the flex grid to be used. 49. There is a known issue if people/users are using adilas as a cash register. On the one hand, we are recording invoice payments coming in; on the other hand, they (meaning the users) might be taking cash out for expenses (like a petty cash draw). If they (the users) are not going to the deposit and bank level it might be okay but there are some cause and effects that didn’t get recorded. How can you simply help people who want to do that kind of transaction? Here are some options: - They need to record a negative invoice that doesn’t count towards revenue (special line item with a black hole assignment). They also need to record the negative out flow or payment. When they do their deposits, they deposit the negative payments right with the positive payments and it works out okay. - What if they were able to tie to “cash” expense/receipt payments from the amount to deposit? Basically, create some sort of secondary line item that back tied itself to an expense receipt. That would be the negative side of the equation. - What if you had some way to tell the story of where they money went? Allow and create tools to tell the story so that we can account for them, not double things up, and keep the loop tight. That is a challenge! 50. On the global watchers – what if you called it locations, layers, and level. A super mini version of this already exists inside of adilas. It is the location ages and floorplan history for stock/units. Basically, we are looking for who, what, when, where, how much, and how long… 51. Good consulting and education may be better and more important than good programming! 52. What if any object or sub object could be pointed into play or told how to show up for roll call. What if that could be flexible on a per item or sub item basis. Basically, set a standard and default to that. If special, have the tools and permissions in place to let things play where ever you want in the final game or layout. 53. To take this “any object to any place” methodology even further… what if this becomes the watcher or watcher(s). This could be 1-many on dates and status. The roll call then knows where to show up and how and when to play in to the mix. Basically, a default roll call is either assigned or presumed. (Keep the footprint small or inline). Then if needed, only on special cases, allow for the 1-many to happen as “any object to any place”. At that level you’re playing with where and how things show up to play. Full control and full flexibility. Maybe only add a “custom mapping or roll call” if needed… otherwise let it flow naturally. 54. The system would need to track exactly what was happening and be able to show effectually and historically what was, is, and will be where and at what timeframe or in what window. Funny how it comes back to time… 55. Maybe time is the stable element and we organize events and objects inside of the time windows. 56. Space??? Time??? Time space??? That could make a pretty good 3D model. You could even push, pull, move, slide, and shuffle objects to create a sense of virtual time travel (past, present, future) with in the application. Only recorded data would be able to play. You can’t pull something out of nothing. Without getting too deep… the element of space is how you organize items and objects into logical pieces. Catch and hold all of the pieces and then be able to show them back again. This becomes the accounting or story of what happens in your space. 57. Old school accounts want to see the entries that were made. What if you show the database entries that were made and show them how to map back to it? This could be a nice presentation with graphics or just a pen and paper and physically showing where things go and how you can look them back up. Draw out tables, containers, etc. Show them on paper where things are at. Simplify some of the look-ups and keep it to a minimum (don’t be so detailed that it makes it hard to follow). Simple. 58. To make the above simple demonstration even more powerful. Once the entire transaction is mapped out on paper… take them in to adilas and show the same transactions using the system. Compare the map with how the system works. Maybe allow them to choose what they want to see. A decision or linked tutorial. 59. For the record, there are some other known holes and issues: (balance sheet related) - Credits (vendor and customer), payroll settings for all states, payroll reports, accrued payroll, year-end reports and forms, sales tax reports and forms, build and hold recipes, build and build recipes, conversion of a stock/unit into parts inventory, hard core manufacturing, process vs. discrete accounting, depreciation and amortization schedules, schedules and rentals, other items discussed in this brainstorming session (see previous notes and questions). - Some of these already have a work around but they could use either some help and/or documentation/training. 60. Jumping back to 58. It would be really cool if a tutorial had subs. The user could either view the entire thing, just a sub step or chapter, or be able to jump to what they want. Maybe have an outline for each tutorial, sequence, or presentation. If the user is in a hurry, allow them to look at the outline and jump to that section. On a technical note. That may require the player to have an active playing piece and a next up piece that is being downloaded. If the user jumps around, the player would need to shuffle the pieces. Just an idea… but maybe that map or outline could be its own clip or movie that could stay loaded until the user is done with that clip or section. It would also be cook if the player could be smart enough to show related topics and additional clips. 61. In the theory clips… show web basics, how 1-many works in a database, client/server relationships, dynamic searches and filters, history and approach, what are the technologies that are playing and what each does, show how relationships are created, how things interconnect, and what things standalone. In a way, pretend that you were teaching someone new how to build a web based relational database application. I know it sounds like you are giving away the farm but I really feel strongly about helping other people learn and understand what is going on. Think about Steve and I and how we communicated, because we can talk at that “full picture” level, we can keep dreaming and taking the next step. Conditional logic, new settings, 1-many relationships, short cuts, links, loops, where things are currently, where we would like to take it histories and how we can get there. 62. I want to make sure that adilasuniversity.biz is free and open to the public. We may be able to charge for other things like system fees, training, setup, migration, optimization, merchant processing, classes, demo accounts, retail store, upgrades to different service levels, marketing and ads (sponsors), white labeling, etc. Train the upcoming generation! Help them to learn adilas so that is what they want to work in… 63. Once we get everything working, it would be awesome to go back through and hide all irrelevant items or choices. For example hide the bank if only one bank, hide the location if only one location, hide stock # stuff if no stock/unit assignments are made. Clean it up and simplify it. The process is the same; the only difference is hiding steps and making it more user friendly and faster. 64. Going back to the timeline idea… wouldn’t it be cool if you could see your revenue, COGS, gross profit, expenses, and net profit values every day. It would also be cool if your application could show a thumbs up or down (or smile or frown) for in balance yes/no. It would also be cool to show known issues and potential problems. This could almost be called a smart balance or something fun… This would be cool to add to a dashboard of sorts… 65. Add a crumb trail to the application. This would also be cool if you could visually show someone on a map where you are at. You want to know where you are at and where you are going… It would be cool if you could jump or switch places really quickly. Easy… yet flexible menus and jump spots. 66. On a jog with my dad and was thinking about using smaller flash movies inside of a bigger player. If you left the flash environment it would be cool if you could jump back right to where you were. Maybe pass a small string value to an outside request so that it would know to get back. It might also be cool to have certain major functions built in to the main player (adilas dewy decimal, permissions, etc.) and then smaller functions within the smaller flash movies that deal with just their functions. 67. How do you get depth? 1-many relationships, time, volume, layers, chaining, combining processes, pulling from a central location, multiplying, magnifying, compressing, breaking things down into smaller pieces, use over and over, only pull what is really needed, efficient layout and design. Group things, anticipate, lead from step to step, preload, copy, duplicate, and use a template system. Allow the system to grow and be dynamic depending on the user, what they are playing with, and how many are playing with the same items or processes. 68. A pencil works in space. A ball point pen does not. Keep it simple. 69. How about a visual permission map. Just another layer or mapping.

	AU 252		Daily Tasks	10/7/2010	• Changed the flash banner for a company. Posted files online. It really took 1.75 hours but only billed them for 1 hour. Invoiced on 10/13/10. • On the phone with a customer going over the history homepage reports and other searching reports. Recorded a log entry. • Brainstorming on hybrid balance sheet items. • Started to define and map out system players and how they interact with each other. • Writing scope, operations, accounting and buddies on paper for each player. Lots of good ideas for the future.

	AU 2167		Brainstorming Who are the adilas players & how do they interact?	10/7/2010	Who are the players and how do they interact? No specific order… Corporation: - Scope: One of the biggest entities. The only bigger is a user or employee (this is because they can have more than one corp). - Operations: they are the box, bowl, or sandbox for all activities - Accounting: this is the end goal… where are we and how are we doing? o Corp start date o Inventory types o Number of decimals o Special line items o P&L physical year o Ice-down date - Buddies: tied to everything User/Employee: - Scope: the biggest entity yet the smallest and does all of the smaller transactions. This might be like a hallway around the different rooms. - Operations: they use the system on a daily basis, more than one may be required for certain tasks - Accounting: all entry is started on a base level. It is then passed on to the next station, state, or status. o Year-end W-2 and 1099 o Payroll o Expenses o Reimbursements - Buddies: tied to everything, they do the work… Flex grid tie-ins: - Scope: second under a corporation. They can tie together any sub piece in a 1-many relationship. This is a second level or virtual air level that flows over the main corp. This level does not compete with underlying data. It helps tie thing together. - Operations: this helps tell the story and creates links and relations, user-maintained - Accounting: no direct accounting ties but has or may contain supporting details - Buddies: could be anybody – built by the users and not required, very flexible Locations: - Scope: this is a sub of a corporation. On the simplest level the corp and the loc are generally the same thing. If more locations are needed, this is like adding additions, sub sets, and wings to a building. This could also be shown by different floors or levels. - Operations: this gets ties to almost every transaction inside the system. If only one location, it is somewhat redundant and un-needed. However, as soon as there is more than one, this helps separate and tell the story. Certain locations have certain jobs and functions. - Accounting: used everywhere. This is like thread holding everything together. o Start date o End date (not yet) o Status o Petty cash o Tax settings - Buddies: Tied to: o Deposits o Invoices o Quotes o PO’s o Expense/receipts o Balance sheet items o Stock units o Taxes o Floorplan o Income statement (P&L) o Balance sheet o Time o Flex grid Banks: - Scope: outside entity where money is stored, at least one is required. No limit (infinite) as to how many may play into the mix. - Operations: get money and make deposits, need money, write checks and pay for things - Accounting: the bank is one of the first entity on the balance sheet o Starting balance o Starting date o Ending date (not yet) o Status o Book dates (deposit and expense dates) o Verified dates o Reconciled dates o Posted dates - Buddies: o Deposits and expense/receipt payments o Balance sheet o P&L income statement Income Statement or P&L (Profit and Loss Statement) – Report - Scope: This is not a physical entity and is a report. It gathers up revenue or income, costs of goods sold, and business expenses. This is one of the primary financial documents. This report has a dynamic relationship with many different parts of the application. - Operations: All of the reports (giving of data) to the income statement that are done as tools are used throughout the system. This report is somewhat like the pulse or heart beat for the corporation. The income statement looks at a date range for one or more location. This report is flexible and may be altered to find or look-up specific trends or totals. - Accounting: This is the first stop for most day to day transactions. Certain pieces live and die here on the income statement. Eventually, the net profit is passed on the balance sheet report as net profit in the equity portion of the balance sheet. This report (P&L) runs a series of complicated math formulas according to what it finds from the system. By saying complicated, this doesn’t mean hard, it means in depth filtering and searching. - Buddies: Different parts of the P&L: o Revenue: • Invoice line items grouped by inventory type (default) item sale prices • Normal deposit line items that are not already tied to invoices above • Other revenue or non-sales revenue from deposits • Revenue adjustments like trade-ins, bad debt, and credit card fees o COGS: • Costs of invoice line items grouped by inventory types (default) • Certain special line items with a COGS setting (corp-wide setting) • Special expense type category assigned to COGS. Expense/receipt line items. o Gross Profit: • Revenue (plus or minus any adjustments) minus COGS o Expenses: • Expense/receipt line items and the associated expense types o Net Profit: • Gross profit minus • Expenses Balance Sheet (report): - Scope: This is not a physical entity and is a report. It is a snapshot in time and shows if everything is accounted for. The word balance comes from a mathematical equation. Assets = Liabilities and Equity. This is the catch all report for your corporation. - Operations: Most users are affecting the balance sheet everyday they make and run transactions. This could be adding and subtracting inventory, selling and stocking things in, buying and paying for things, and even working for the corporation. Most users don’t see their actions as balance sheet transactions but they are. There is a cause and effect relationship with every transaction in the system. One of the biggest pieces of the adilas system is the fact that users are doing their day to day jobs and slowly feeding the balance sheet without even knowing that they are playing a key role. Enter once and let it flow if it is correct. - Accounting: Most users think of the balance sheet as the accounting side of the business. Actually, the balance sheet is just a report of where the transactions are and what is still needed to fully show what is, has, or will happen. It is a snapshot in time of where things are at. The accountant or accounting persons use this report to check and make sure things are categorized correctly and properly recorded. o Grouping o Name o In date o Declared value o Starting date o Starting amount o Ending date (not yet) o Status o Mathematical function to use: • Assigned value • Difference • Running total o Line items or subs - Buddies: connected to almost every other entity and all of their subs or different levels. This is the report that shows “Where am I?” and “Have I been recorded and counted?” Tied to: o Corps o Users o Locations o Bank o Income statement (net profit) – (other report) o User-maintained B.S. items o System-maintained B.S. items – (virtual container) o Vendors o Customers o Stock/units o General inventory (parts) o Special line items (unlimited parts) o PO’s o Expense/Receipts o Invoices o Deposits o Accounts receivables (a/r’s) – byproducts of payments made and still owed o Accounts payables (a/p’s) – byproducts of payments made and still owed o Payroll and time cards o Accrual accounts or accrued monies that are collected and passed on or are due to the corporation o Floorplans o Check requests o Taxes and collected fees User-maintained balance sheet items: - Scope: These entities only exist on the balance sheet. They are used as place holders for things that need additional information or are not automatically recorded by normal system usage. They can be set up with names, numbers, grouping, descriptions, mathematical functions, sub entries and/or transactions. They are capable of being placed on either of the three balance sheet categories (assets, liabilities, or equity). Often these items have a special or less frequent time associated with them. This could be weekly, monthly, quarterly, annually, or at random (as needed) intervals. - Operations: These are special holding spots for special actions that are taken. These items are not changed behind the scenes and require a physical action or transaction to take place. Thus the name user-maintained balance sheet items. Quite often these items have admin permissions and deal with potentially longer time periods (as compared with normal day to day activities). - Accounting: The accounting side of these items is the manual portion of the cause and effect relationship. Currently this other half of the cause and effect relationship is not fully automated. However, where we are taking it will help automate the other side of the equation. Our proposal will include e/r and deposit type watchers, system feeds, and possible standalone declarations of values and times. Currently there is a known disconnect between the cause and effect relationship. - Buddies: Most common buddies include deposits and expense/receipts. However, they may also hold hands with invoices, PO’s, other user-maintained balance sheet items, and standalone entries or declarations. Specific, yet flexible in nature. Vendor/Payees: - Scope: These could be internal or external entities. Vendor/payees are the "who" do we owe or who did we buy from? They could be individuals and/or businesses. They mostly deal with either getting inventory from them or paying them money. - Operations: All PO’s and expense/receipts must have at least one vendor. Specific stock numbers and general inventory items (parts) also have a vendor of sorts. The vendor/payee is somewhat behind the scenes but still plays an active role in looking things up in the system. Vendor/payees create associations (relationships) with other parts of the puzzle. - Accounting: One of the main functions of a vendor/payee is who do we owe for what? It is really important if payment is not made in full at the time the transaction happens. If the payment doesn’t match the total due a byproduct is created and tracked. This is called an accounts payable or A/P’s. Vendors/payees are used on checks and other forms of payment. The payment byproduct is tracked on the balance sheet as a liability (we owe someone for a product or a service). Vendors/payees are also useful when checking histories and seeing how much money went to them over time. - Buddies: Tied to: o PO’s o Parts o Invoice –tied but not shown o Quotes – tied but not shown o Expense/receipts o Check request o Payroll and time cards o Stock/units (loose tie) o Account payable (a/p’s) o Reimbursements o Recipe/builds (ingredients) o Floorplan o Time o Flex grid Customers: The word “customer” is editable inside of the system to whatever you may need. (Corp-wide setting) - Scope: These could be internal and external. Usually this is the party (individual and/or business) that receives a product and/or service. Most customers reside on the sales and quoting side of the equation. There are some exceptions to this rule and they come in to effect when they (customers) become a vendor/payee and we pay them money. Unlike a PO and expense/receipt that requires a vendor/payee, certain invoices and quotes do not require a specific customer. These are called cash tickets or counter sales. Basically, the transaction happens and is of a fast or temporary nature. This allows the products to flow out without associating who purchased or got the products and/or services. This kind of a transaction assumes full payment at the time of the transaction. - Operations: These are used on invoices, quotes, and shopping carts. They, like vendor/payees are somewhat behind the scenes but play an active role in transferring ownership of a product and/or service. Customers create an association of what was give and/or purchased. Customers are very important if the entire transaction is pending or incomplete at the time it takes place. This allows the users to look up the customer and finish the transaction at a future time. There is also an entire section that allows a user to record contacts and log entries about the relationship and how it is developing. This log portion has nothing to do with using customers as part of accounting. It is there to help tell the story. - Accounting: Accounting uses the customer to track how much has been paid and how much (if any) is still owed for the product and/or service. If the payments received do not match the amount owed, a byproduct is created and tracked. This byproduct is called accounts receivable or A/R’s. If an overpayment is created. The byproduct becomes a credit or amount owed back to the customer. - Buddies: o Shopping carts (creating a quote or a sale) o Quotes – are just declarations of projected costs and prices for a particular product and/or service. These quotes do not affect inventory and are non-committal back to the customer. o Invoices and transitional invoices. These are committal back to the customer. o Statements – are just reports to show activity on accounts and money both paid and still outstanding. Basically dead end snapshots in time to help with getting funds due. o User-maintained customer logs. These are notes about the customer relationship and may include follow-up actions and date. o Time and elements of time o Time-based billing Stock/Units – Serialized inventory items: - Scope: These are your bigger ticket items and are usually inventory items that are tracked by themselves (on a one by one basis). These are generally serialized inventory items and may have a need to carry additional baggage (outside repairs, internal tickets, adjustments, shopping and miscellaneous, etc.) Some of these items carry a thing called phantom cost such as pac, interest, slush fund monies, system fees, etc. There is a perceived a value and an actual physical value. These are inventory items. The little brother of the stock/unit is the parts and general inventory section. These are grouped or smaller (mass quantity) items. - Operations: The operations side will stock these items in, fix and update descriptions and details, apply additional parts and pieces to the units, and eventually show and try to sell the items. Salespersons consider these items as their inventory. - Accounting: As an item is entered, it automatically creates a payable (who do I owe for this?). As the users assign outside repairs and internal tickets (grabbing parts and labor and applying it to the unit) to the stock/unit, its value will increase accordingly. Once it is sold, it allows pieces of its baggage to flow over to the income statement and balance sheet. A sale will lower inventory levels, give revenue and cost of goods sold, it may also include other pieces like sales tax, special collected fees, assigned processing fees, trade-in (new inventory and revenue adjustments), and possible Lien payoffs on trades. These are only some of the values that flow over to the P&L and balance sheet. Fairly in depth inventory items. - Buddies: Tied to: o Vendors o Inventory (current and sold) o Accounts payable o Locations o Income statement (P&L) once sold o Balance sheet as inventory, payables, taxes, and collected fees o Possible floorplan actions o Expense/receipts either as payment for units or as outside repairs o Customers once sold o Parts and general inventory if added as an internal ticket o Quotes o Invoices o Deposit line items – coming from invoices o Taxes o Collected fees o Fees o Trade-ins & Lien payoffs o Payroll commissions Parts & general inventory: (The words “part” & “part number” are editable inside the system to whatever you may need. - Scope: Theses are physical and/or virtual containers, parts, items, products, services, etc. A “part” is anything that is tracked as a group and/or may be bought or sold. Parts are vendors specific (even if using a generic item) and are used on PO’s, quotes, and invoices. Depending on your corporation, a part number may be a physical quantifiable (countable) item that is on a shelf or in a box. Other corporations sell services or intangible objects. Both are considered “parts’. This is what we call your general inventory. The big brother to the parts department is called the stock number section or stock/units. These are bigger ticket items or serialized units. - Operations: Parts are created by bringing them in on a PO (purchase order). Once they are created, they can be searched, looked-up, referenced, re-used, counted, quoted, and sold. This process is usually somewhat cyclical and depends on the business. In general, the PO holds the quantity and cost coming in and the invoice holds the quantity, cost, and price going out. When you add up the ins and outs, you get an inventory count. If the item is setup as a service or virtual container, the quantity is set to unlimited and you are able to sell without ever replacing (PO actions). Each part number can have barcodes, descriptions, costs, and prices. Without getting to technical, the actual part number is just a container and space holder that can be used to get (PO) items or sell (invoice) items. The PO’s and invoices do the work. The part number is just the reference or piece that allows the flow to happen. - Accounting: As items are brought in through PO line items two things happen. One, inventory is created (assuming a positive in quantity). Two, a payable is created (how are you going to pay for these items?) As items are sold a number of other effects show up. One, the inventory count goes down (assuming a positive out quantity – this is normal). Two, we now have revenue (sales price or extended price) that goes to the income statement or P&L. Three, we also have the cost or extended cost of the items. This is sent to the COGS (cost of goods sold) section of the P&L. Four, we now have potential taxes that have been collected. To recap, items coming in create inventory and payables. Items going out create inventory deductions, revenue, c=COGS, and taxes that are collected. - Buddies: Tied to: o Vendors o PO line items o Inventory (in & out) o Quote line items o Invoice line items o Taxes o Recipes/build ingredients o Locations (inventory) o Income statement P&L o Balance sheet o Sales and profit reports o Payroll commissions Special line items: (Unlimited hard-coded special part number or items) - Scope: The term “Special Line Items” is used to describe hardcoded part numbers that are automatically added and controlled by the system. Each one has an unlimited quantity and is un-editable to system users. The adilas application has special code and functions for these items. There are some advanced settings inside the corp-wide settings page to control hide/show values, tax categories, payroll, and financial roll call properties. These special line items are the 3rd inventory type allowed on PO’s, quotes, and invoices. The other two types are stock/units (serialized units) and parts and general inventory. Some of the special line items are: Collected, Dealer Handling, Fee, Discount, Freight, Labor, Lien Payoff, Other, Rental, Shipping, Shop Supplies, Sublet, Supplies, Trade-In, Unit, Verbage/Info, and Warranty. F & I. - Operations: In general, theses special line items may be used on any page or section that allows a part number to be used. This includes PO line items, recipe/build ingredients, shopping cart line items, quote line items, and invoice line items. Using special line items can save time and allows special pre-built system functionality to take place. Each corporation is different and has specific tasks and goals for their system usage. Because each special line item is so different, maybe a special section to explain each item what it can and should do. Also, what special code is included if used as stated. This might be more effective than examples or general statements. (See farther on for some of the details…) - Accounting: In general, these special line items have a $0 cost (may be changed if needed on a one-by-one basis.) They can however hold a quantity, price or revenue value. The system treats special line items on a different level. Special line items may be taxed or non-taxed items. Special line items may be included or excluded in payroll commissions and reports. Certain special line items have a closed or limited scope and only properly track through the system if used as states. For instance certain special line items never hit the P&L and only play on the balance sheet. Another use for special line items is purposely use them to get a job done (on the operations side) and creating somewhat of a flag or disconnect (known problem or issue) that will require additional help or action later. Please see the special usage for each line items for more details. - Buddies: Tied to: o Internal system vendors o PO line items o Not eve tied to inventory (by default) o Quote line items o Invoice line items o Taxes o Collected fees o Other fees o Recipe/build ingredients o Income statement – P&L o Balance sheet o Sales and profit reports o Payroll commissions - Note: May need to add “Gift Certificate” to the list. - Also: It might be nice to go deeper and explain special code for each special line item. This might help with the overall picture of what is happening and what is going on behind the scenes? Small subset to talk about specific roles of the “Special Line Items: or hard coded system parts: - Item Name: Details & Information (format) - Collected: o The “Collected” part number is designed for use with monies, fees, or special taxes that are collected by the corporation for some other entity. Basically, you collect it and then pass it on to some other government entity or business. They may or may not give you any compensation for collecting the stated values. The “Collected” special line item will not show up on the income statement, it has no payroll settings, and may be taxed if needed. You can also hide/show the value through the corp-wide settings, if your corporation doesn’t use it. This part number is one of four special parts that can be prebuilt and defined to go on any stock/unit sale. See the add/edit location page for details. If you would like help showing this item on the balance sheet as a feeder, click here for information and examples (link to another page with info). - Dealer Handling Fee: o The “Dealer Handling Fee” par number is designed for use is selling stock/units. This special line item is one of the four special items that may be pre-built and defined for the stock/unit sales process. See the add/edit location page for details. Other corp-wide settings include: show/hide, tax settings, payroll settings, and roll call handling. The default roll call is to the revenue portion of the income statement. - Discount: o The “Discount: part number is primarily used on invoices and quotes. Most often the value is negative indicting a reduction in price or value. There are a number of pre-built pages that allow quick discounts to be calculated and applied from the shopping cart mode. Calculations include dollars off or by a calculated percentage. Discounts are not part of payroll and have a roll call of revenue. You are allowed to hide/show and change the tax category in the corp-wide settings. - Fee: o The “Fee” part number may be used for any fee that is applied to invoices and quotes. Fees are usually associated with revenue. If you are collecting a fee for another entity or government agency. We recommend that you use the special part number “Collected” instead of “Fee”. Use the “Fee” part number for things you get to keep. This part number is also one of the four special parts that may be pre-built and defined for stock/unit sales. See the add/edit location page for more details. All of the corp-wide settings are available for this part number (show/hide, tax category, payroll, and roll call handling). - Freight: o The “Freight” part number may be used on incoming PO’s and outgoing quotes and invoices. No special code is in place for this special line item. All of the corp-wide settings are available for this part number (show/hide, tax category, payroll, and roll-call handling.) Note: If used on incoming PO as a special line item, we recommend that you break it out into a separate line item when paying for the PO... - Labor: o The “Labor” part number is a great generic place holder for any type of labor. Even though there is no hard coded special code for labor, the system does treat this part number as special. There are a number of special reports that just deal with this special line item. By default it has its own payroll setting. There is also an option for paying a special labor commission if needed. See the department to user pages for details. Labor is generally not taxed, but may be taxed if needed. All other corp-wide settings apply (show/hide, tax category, payroll, and roll call handling). - Post-it Notes: Potential problem on the sales tax report page dealing with what part #’s to include and exclude in the parts section. This deals with special line items like “Other” and “Discount”, etc. Currently a “Lien Payoff” does not create a new payable automatically. - Lien Payoff: o The “Lien Payoff” part number is usually a subset of the “Trade-In” special line item. If lien is when monies are owed on a unit or item and this amount must be paid off in order to get a clear title or right to resale the item. Adilas allows a lien payoff to be shown and recorded on a stock/unit sale but technically a lien is a type of payable. Currently, the part number does not automatically create a new payable. This function is a user-maintained function. The part number “Lien Payoff” will not show up on the P&L and has no payroll settings. It can be shown or hidden and set to any tax category from the corp-wide settings. - Other: o Part number “Other”! You may actually hear or end up using this exact phrase. Part number other is one of the most flexible special line items or part numbers. It is considered by some as a blessing and a curse depending on how you use it. On the positive side, you can use it as a place holder for anything in the system. It allows you to quote products and services that you don’t have and sell and you can virtually sell anything that you run across using this part number. It is a great tool for sales or people who deal with customer and clients because it helps you get your quotes and invoices out the door very quickly (even if there are some unknowns or questions). On the other side of the fence, however (cause & effect), you are dumping transactions into a must fix later or more research is required to make it right container. One of the biggest problems is that no cost of goods sold is recorded. This is a key part of gross profit on the P&L and eventually flows clear to the balance sheet. Another possible problem is that if you sell something using part number “Other” the real item may stay in your inventory count, causing overstating of your inventory counts and values, which can also affect the balance sheet. You basically just doubled the problems by trying to be fast or just being lazy. Once again, part number “Other” is both a blessing and a curse. Use it is you need too but just be aware that you might be creating more work for somebody else. This part number, by default has a P&L roll call handling of “Unassigned (black hole)”. This doesn’t mean that it disappears, but it does mean that it gets put into a special container that has an unwritten name of “help me fix this transaction.” If the price is set to $0, the roll call of black hole is great and won’t cause any problems. Once you start assigning monies or values to this part number you may want to consider a roll call handling of revenue instead of black hole. Part number “Other” is not taxed by default but may be taxed if needed. All of the corp-wide settings may be applied to this special line item (show/hide, tax, category, payroll settings, and roll call handling). - Rental: - Post-it Note: Special line items that can be pre-set for stock/unit sales: Dealer Handling Fee, Shipping, Collected, Fee/ Trade-In & Lien Payoff from quote to cart

	AU 253		Daily Tasks	10/8/2010	• More mapping and brainstorming on hybrid balance sheet items. • Set up a new corp. • Looked over old scratch papers and spent time digging out files of past adilas mini projects.

	AU 274		Daily Ideas	10/8/2010	-Create a print multi-application with a point and click interface with checkboxes and a submit button. It would then take all of those to the printer friendly invoice page. -It might be really nice to view all deposits, expense/receipts, PO’s, invoices, quotes, stock/units, balance sheet items in a view that shows 10-20 at a time in full detail like the bulk verify forms for deposits and expenses. Maybe as a drill-down from the history homepage; maybe a save as pdf version as well. -Spread the love and put more history homepage links around the site. This might also be true for the photo/image history report.

	AU 254		Daily Tasks	10/9/2010	• Mapping out system players, documents and brainstorming.

	AU 255		Daily Tasks	10/11/2010	• On the phone with a customer going over sales tax reports. Took them to the daily/weekly report and they seemed to like that better. The sales tax report does need some loving. • On the phone with a user going over reoccurring invoices and how they work in the system. We talked about masters, next action dates, etc. • Spent a lot of time mapping and documenting system players. • On the phone again with this user going over reoccurring invoices and receivables. We noticed that a current date cap is needed on the receivables homepage so as not to get invoices that were created in the future (say as a new reoccurring master invoice). • Sent an email to Steve asking him about his ideas on tracking incoming special line items.

	AU 275		Daily Ideas	10/11/2010	-On the payables and receivables homepage reports. Put a hidden cap as today’s date for A/R’s and A/P’s. Small issue came up with a user and poncha mini storage setting reoccurring masters in the future. -On the sales tax reports – add a layer on top of the details that shows the correct information. Look at the daily/weekly for more info. Other users might be a help here. -It is okay to have holes and questions. This is how we make things better and better – step by step – line by line… -How do we track incoming special line items? Do we map directly or do we allow more options when paying for PO’s (expense types)? -One of the biggest questions is how do I draw a line in the sand and start running on real numbers right in the middle of things? Starting values? -Need a section on the history homepage that shows all unassigned black hole special line items. This will help to make sure things don’t fall through the cracks. -Add a new special line item for “gift certificate”. Make it flow clear to the balance sheet. Sales use the special line item, part #. Gift certificates are redeemed through “gift certificate” invoice payments. -We’ve had a couple of requests for duplicating expense/receipts or setting them up as reoccurring (just like invoices).

	AU 256		Daily Tasks	10/12/2010	October 2010 • On the phone with a customer going over reciprocal links and strategies. • On the phone with Steve talking about where we are headed. I started to tell him about all of the mapping that I am doing. He seemed pretty excited. • Scanned a quick version of the adilas key players and posted it online. • Also sent out a couple quick emails with the scanned images as a teaser. • This was the first round of putting key players in a building like layout or map. • On the phone with an associate from a company for over an hour. They sell scheduling and dispatch software to people. They had some cool stuff and could go clear to invoicing. They would then dump out to some accounting software. I added a customer log to their company inside adilas but basically it came out to $15,000 to $25,000 just for the software, hardware, licenses and set-up fee. This whole dollar amount just buys the software and then you still need to be able to dump it in to some form of accounting package. Sent the associate a follow-up email proposing that he help us develop a scheduler inside of adilas. • Spent the rest of the day doing more brainstorming, re-reading ideas and documenting special line items.

	AU 276		Daily Ideas	10/12/2010	-On the history homepage show all special line items that are assigned to the roll call of black hole. -On the special line items, corp-wide settings, we need to add a category for “PO Roll Call Handling”. This will help the system know what to do. The other option is mapping them (special line items) to expense fixes when paying for PO’s. -Remember the element of time – it might need to add a date range to all reports even if I have to pass that element in the background. This is true for inventory counts as well – in transit inventory, orders, transitions, etc.

	AU 257		Daily Tasks	10/13/2010	• More documenting of special line items. • Added new code for the history homepage report. The report now included all invoice line items that are internal or special line items. Posted files online. • On the phone with Steve going over our game plan.

	AU 277		Daily Ideas	10/13/2010	-Add a new permission on the PO paid switch (Steve’s idea). Maybe just one more layer deeper for forcing a payment. -Collapse the home page search options. -Always show some data if possible more than 30 days if needed. Instead of a date range, maybe just show the last 25 items. -Try to eliminate some of the scrolling. -Help eliminate dups by searching for the same payee and same amounts. -Make the customer and vendor searches (like Google). Take off all the Bis, last and first name filters. Just a plain field – no subs (still may need subs in certain places). -When ready – map it and play the game… visual. -Custom reports – build your own. -Pull the customer type into the cart. -On the add new section – add a button to help users.

	AU 258		Daily Tasks	10/15/2010	• Went back to Salida to bring the trailer back. Had a meeting in Salida with Steve and other associates. We talked a lot of adilas theory and where we are going and where we’ve been. We talked a lot about the adilas layout graphic and moving to the next level of interaction and navigation. Great brainstorming meeting. Total trip miles were 1,368.

	AU 259		Daily Tasks	10/16/2010	• Went in to town (while on the business trip) to help a customer. We talked about some adilas theory and I showed them some of our future visual business platform layout and how things flow. We went over PO’s, parts, invoiced, history and daily/weekly reports. I also showed them how to pull current inventory numbers and update inventory counts. They also had a question about how to track donations that were given out. • Went to BV (while on the business trip) to visit another associate. We spent quite a bit of time looking and playing with their phone and digital video camera. We talked a lot about the future and where adilas needs to go to play in the fast paced digital world of tomorrow. Inspiring meeting.

	AU 260		Daily Tasks	10/18/2010	• Added some new links for a customer’s site. • Follow up emails and phone calls. • On the phone with some customers. We went over the advanced add to cart page, how to change bank check types, how to pull advanced payroll and withholding reports and how to use the advanced invoice search to get client orders (transitional invoices). • On the phone with a user going over date range or magic window for transitional invoices. • Wrote an email to an associate about what we covered last Saturday. 1. Corp-wide settings. 2. Tracking donations through an internal customer called by the company’s name followed by “Donations”. 3. How to pull a quick inventory count and dollar value. And 4. How to update inventory counts using an update PO.

	AU 261		Daily Tasks	10/19/2010	• BATC prep for Adobe Acrobat training. • Reviewing and brainstorming on adilas. • Small tweak to verbiage on a field in the statements. Changed finance charge to finance/late fee. • On the phone with Steve going over options to work with this associate on the multi scheduler/planner tool. As I was talking to Steve, we talked about how the scheduler should be able to do scheduling, rentals, reservations, customer time clocks, personal planner, appointments, or any person, place, or thing over time. We also spent a lot of time talking about employees vs. contact labor. We really want to run lean and help other people make their own decisions and run their own business.

	AU 278		Daily Ideas	10/19/2010	-Add an option on the advanced add to cart page to add a second line at the same time. It would have to be an unlimited part. (May help with conversions.) -On the add to cart page for special line items, maybe add in all of the unlimited items per corp on the same list. (May help with conversions.) -Start these idea blocks at the top of the page instead of building up the page… you run out of room. _Maybe tie the ice-down date to global watchers. The further you go back in time, the more solid the numbers should be. -On touch screen – what about putting navigation on the entire outside border. Think sides and corner stones. -Maybe the flags need an in play/out of play status. That way I’m not grabbing out of play objects. -When searching flags – just grab the max id that is less than or equal to the top end date. Only things that exist will show-up. -If making a change in the past for global watchers, instead of doing a loop over every day in the past, just grab the dates (where something occurs) and loop over that. The dates are the actions and the key. I’m only worried about when things happen. -Add statements to the history homepage output. -Check the page flow for adding line items – how can you help the user know what to do next? Example: Creating a new E/R, you have to scroll way down to the 2nd page to put in a line item -If you can’t solve it on paper – how will you be able to solve it using code? -On conversions (for parts) maybe think 1-many from conversion to parts instead of 1-many from parts to conversions. I’m just thinking about maintenance and up keep. -Be your own style! -PO’s need at least two more date fields. They are ship by date and due date. These dates don’t play that much for accounting but they do help with operations. -I would like to make a general payables page for all items that we owe to a single vendor/payee. This could include PO’s, splits, REI’s and stock/units. Basically, this is a one pager that we can pick and choose at will. Partial payments are also allowed for an item including REI’s. -Need to be able to split invoices and PO’s to help handle backorders. Basically, whatever can go forward does and everything else that is missing goes on to the next invoice or PO. It might also be cool to tie the items together as a flex grid piece of the puzzle. Some sort of relationship gets built. -Along with the idea above, how would you keep an original order together with its subs and children that it took to fill the entire order. -We need a report that shows ordered, promised and quantity on hand. This would be a “what do I have where?” report. -On the scheduler application, include anything that could have a timeline on it… employee/users, vendors, customers, locations, stock/units, parts, blue sky, etc. Think of a flex grid level to tie into, very flexible and diverse. Select time, objects, go – that easy. -On the scheduler application, it needs to be able to handle scheduling, rentals, reservations, customer time clocks, personal planner, appointments, asset planning, time management, sharing and coordinating timelines and a vacation or trip planner.

	AU 262		Daily Tasks	10/20/2010	• Renewed a bunch of domain names and purchased with new domains for adilas. They are adilasbookkeeping.com and .biz, pioneeringthecloud.com and .biz, pioneeringtheclouds.com and .biz (this one has an “s” on the end of it) and cloudpoineering.com and .biz. Pointed all domains to adilas. • Called and talked with an associate about the adilas scheduler application. • Sent emails to Steve with updates. • Spent two hours on the phone with Crystal Tech ordering a full dedicated server. • Wrote an email to Steve with info, pros, cons and thoughts. It is exciting and scary all at the same time. • On the phone with Steve going over the new options for the dedicated server. Also a small request for a company switching between PO types. • Spent an hour filling out a change form from shared to dedicated servers for Crystal Tech.

	AU 279		Daily Ideas	10/20/2010	-On the scheduler application – allow the users to set the name in corp-wide settings. Allow for transparent and admin only statuses. Allow for private bookings. Allow a timeline to be printed in different formats. Allow for booking to tie to payroll. -A name for the corp watchers might be – location daily totals. -On these watchers – they may need to validate and crunch numbers after hours to help our users. Go to the source or change point. Cause and effect or action and re-action. -Spreadsheets – very simple and able to work as a timeline very easily. Think simple! ColdFusion 9 automatically works with MS Excel. -Went running and saw water in a ditch – water always flows in the path of least resistance. Help to channel people and their use of the system so that it flows and is very simple. -When making a physical part number change, help the uses out by cascading that new part # through the PO, invoice, quote and recipe line items.

	AU 263		Daily Tasks	10/21/2010	• BATC prep for teaching Adobe Acrobat. • Research on checking the image size before uploading. Did some additional research on images. • Switched and did some research on Flash, flex and Adobe Air. We may need to provide small RIA’s (rich internet applications) for some of the upcoming adilas stuff. • Downloaded and installed ColdFusion 9.

	AU 264		Daily Tasks	10/22/2010	• Checking in with Crystal Tech on the new server. • Installing and testing ColdFusion 9 on my local machine. • Helping a customer with some find and replace parts actions. • Went in and made some code tweaks for editing physical part numbers. The new code will help cascade the physical part number changes to all PO line items, invoice line items and quote line items. This helps a ton with the clean-up process. Much needed clean-up action. • Did some brainstorming on the scheduler. • Spent some time on the phone with Crystal Tech. We had planned the site change for tonight but it ended up not happening, miscommunication. • On the phone with Steve to give him an update.

	AU 280		Daily Ideas	10/22/2010	-On the scheduler application, I am not limited to a Flash only interface. I can mix whatever technologies I need to piggy back on existing technologies. I could use ColdFusion, tables, css, div tags, Java Script, Flash, ActionScript, static graphics, MS Excel spreadsheets, pdf and basic html pages. -Scheduler app: 1. Design it first – paper. 2. Then static screen shots. 3. Then dynamic and interactive. -Maybe think of output to a spreadsheet with comments. Might be pretty simple. Scheduler ideas and thoughts: - The scheduler application should also be able to handle a micro blog for a customer, user/employee, vendor or any other item. - Allow some sort of point and click options to each scheduler or event. We might even be able to tie-in a recipe to the scheduler so that once an invoice is needed it already know what line items to use. Have everything ready for when check out, check in, or payment happens. - I want a tight link and tie-in between the scheduler and the shopping cart (both quotes and invoice carts). - As far as a customer time clock, say you had 13 different scheduler blocks for a customer (even in the past or in the future). It would be cool to pull in all of the blocks and show them as invoiced (tied to the correct invoice #). (Note: future times might need to be mapped to the B.S.) It might also be cool to allow the user to show details or sum up all items under one new item. Basically allow the user to decide how the final invoice looks to the customer. - Maybe think of some sort of time based model that acts like the flex grid. It is fully connected but doesn’t interfere with normal traffic. Maybe another full application on top of the main working application. Time goes in both “know” directions. Think 3rd dimension. Multiple pieces may share the same time space but each may have a different life or life cycle. - Time needs to be the 1 (one) and whatever play in that space is the many. - Allow multiple bookings in a single slot of time. Also don’t force ends to match-up perfectly. Let it flow like water… fully user maintained. If needed, show some extra flags for potential problems, double, triple, quadruple, bookings, overlaps, gaps, disconnects, waiting lists, etc. Allow people to put and place what they want into the time-based model. - Allow users to go back in time (if needed). Basically, time as it if forecasted (future – somewhat unknown), time as it happens (maybe too busy to change something) and time in the past what did happen or what was perceived. The key there is to add a history date/time stamp and let it flow. The actual history (behind the scenes) will become the audit trail if needed. - The scheduler might also be a cool to do list feature. If an item gets done, let it stay there, otherwise, allow it to be pushed forward. - Maybe start a quote (only if needed) to hold the line items, costs and quantities for time blocks that need them. If not a quote… then something like it. I may also need the capability to combine or merge quotes (many quotes or quote line items to a single cart or invoice). - It might be nice if the scheduler had its own photo gallery – just a thought. It might also be nice if it had reflexive photo galleries available. These are tied to the main items. The photo gallery for the scheduler is more of a one-time deal. The others are always tied to the underlying object. - See emails from our associate on their wish list for the scheduler. (10/26/10) - What about a searchable, filterable, printable spreadsheet? - Think of the Flash time line, this is a 2-D layered timeline with actions, spans and fills, blanks and color-coded items and actions. - What if we took that one step further and added a 3-D or cubic level to the time line. Think about the bricks in a building – each brick represents a block of time; however, as you look closer at the individual brick you can start seeing the details that make it up. A brick wall can be the entire wall, just a row, just a column, just a small block of bricks (cluster), or clear down to the details of each brick. - Most timelines are flat and straight. This is random but what about a cycle, round or many timeline mode? Just a thought.

	AU 265		Daily Tasks	10/23/2010	• BATC prep for teaching Adobe Acrobat. • Checked on the server migration. It never happened and got rescheduled for next week. I reopened all logins and made sure the system was up and running.

	AU 266		Daily Tasks	10/25/2010	• Went down to Brigham City to teach an Adobe Acrobat and PDF class for BATC. The class went really well and I had some good feedback. 50 miles.

	AU 267		Daily Tasks	10/26/2010	• On the phone with Steve going over needs and request. Talked about PO’s and order status and new dates. Also talked about other system ideas and needs. • Brainstorming on the scheduler. • On the phone with a customer going over how to do the full inventory on the store. • Created and ran a small update report to help with part numbers that had been changed. • Made a current to do list. • On the phone with Steve going over his day up in Denver, I also gave him a quick update where I’m at as well.

	AU 2168		To-do List	10/26/2010	Temporary to do list: - Flexy search for vendors – “all” or “any” part – where possible, remove the other search options – corp-wide settings. - Flexy search for customers – where possible, remove the other search options – corp-wide settings. - Spread the love and put more history homepage links around the site. This might also be true for the photo/image history report. Add where possible. - Add auto mark-up figures to the add/edit parts page. See the advanced_add_cart_line.cfm. Java Script. - On invoices add a log link on the edit main page. Also add links for payments, pmt history, and start new cart with customer. - On the payables and receivables homepage reports. Put a hidden cap as today’s date for A/R’s and A/P’s. Small issue came up with a company setting reoccurring masters in the future. - Move the PO paid check box to one step deeper. - Add options for additional (e/r) line items for PO payments. See any logic that pays for a PO. Allow for special line items to be broken off into a different e/r type if needed. - Check inventory date range. Only include what is really there. This could be inventory in transit, orders, transition invoices, etc. - On advanced add/edit to cart check for 0 cost and the error of “Infinity” in mark-up helper field. - On advanced add/edit to cart page add an extra option for a second line item this could be for conversions, verbage, etc. - Collapse the home page search options. Maybe just a page var or maybe css and div tags or java script. - On the homepages, if first coming to them, show 30 days or more if needed… Steve wants some data to show-up if possible. - Add a new report view that shows all items of an E/R, deposit, invoice, quote, PO, etc. Similar to the bulk verify pages for E/R’s and deposits. - Add option for a white pdf background on PO’s, invoices, quotes, statements, and P&L

	AU 268		Daily Tasks	10/27/2010	• Reviewing notes and doing some brainstorming and writing things down on paper. • Also did some online research of Luca Pacioli – father of accounting – published the first math book called “Summa de Arithmetica” in 1494 that had math, geometry and a section on double entry accounting. That was over 500 years ago. He lived from 1446-1517. He was friends with Leonardo da Vinci (1452-1519). Christopher Columbus (1451-1506) lived at the same time. It was 1492 when Columbus sailed the ocean blue. • After doing the research, I posted 12 new scans of some of the new adilas brainstorming ideas and sheets. We are using an inactive use-maintained balance sheet item to hold and store adilas history stuff. • More brainstorming, following up with Crystal Tech and posting a notice of the upcoming system maintenance online.

	AU 281		Daily Ideas	10/27/2010	-Set up reoccurring checks or scheduler (of events) to look for global watchers and changes. Run it (the scheduled event) 2 hours after the last corp action (dynamic) or at present times. -Maybe set a window where it always runs from live data. (1-7 days out) Any other date range behind that window could check for a flag and run on archived data totals. -On the global watchers, maybe tie a master date to the corp table. If something in the past changes, set the flag and record that date. Then have the system go back and run things to help with clean-up and tracking totals. If the user creates a change and the system sees the flag, it would switch to a real-time data look-up. If no flag is found, it could run from the global watchers or totals. That would make it dynamic and fast. -May need a 1-many to help catch any concurrent changes (who has the last cookie). -The scheduler might need a 1-many from the time block to an item, a 1-many from the action item within the time block to a sub section or detail section. This could be good for follow-up, GPS stuff, extra notes, etc. It might end up being at least 3-deep. -Have each corp start over with 1 on their own numbering system for the time block to item actions. Random History Notes: - Luca Pacioli – Father of accounting – Book called “Summa de Arithmetica” – 1494. Double entry accounting – 500 years old. - Renaissance… Christopher Columbus – (1451 – 1506 lived) – 1492 sailed the ocean blue. Leonardo da Vinci – (1452 – 1519 lived) – friend of Pacioli. -On conversions – what if we had a global conversion table… this wouldn’t be tied to any specific part at all. It would only show up on the advanced add/edit cart pages and would help the user do the real conversion. They add the real inventory effecting line plus the dummy line. -On locations, it might be nice to have a bill to and ship to address for PO’s and expense/receipts. -Start at the very beginning, it’s a very good place to start. (Sound of Music) -In order to help people save time/money/clicks. Show all possible reflexive tie-ins. Help complete the circle (whatever shape it is or needs to be). -When doing the historical report for the history homepage, include the photos that were added on that day or date range. -If the line items and main amount match – maybe allow a button or check box to help update the main on the fly. This could be a pro and a con; I’ll have to think about it. -We may need to introduce personal settings in conjunction with corp-wide settings. This could be page views, behaviors, etc. right off the bat, I’m thinking of display modes for homepages (basic vs. full expanded detail like bulk verify), show/hide search options, auto correct differences between main and line items, etc. These settings might need to be on a per corp basis or not??

	AU 2169		To-do List & PO's/Tracking Order Status	10/27/2010	Temporary to do list: - Pull on the customer type into the shopping cart. - On the add new links, add a button as well. Keep it simple for now… basically a blank form that goes to the correct URL. - Add a clear cart button to the view cart page. - Additional PO dates or time frames. o Dynamic date names for PO date fields (maybe custom fields… maybe like the invoice and quote customer PO field) o Ship date o Due date o Order time frame or transition window??? - Need to be able to split and chain PO’s together to help with back orders coming in. - Need to be able to print or show printable PO’s for the ordered or transition period. This might need req quantities shown for a live PO. - Change the verbage on corp-wide settings 43 to reflect the word PO in the defaults. - Be able to dust off shelves to 5 decimal points – full clean-up. PO’s & Tracking Order Status: - Does every PO need an order status? What is the goal here? - Maybe have an N/A order status and that could be the defaults. For sure builds and updates don’t need an order status. - The goal is to: 1 – help standardize the ordering process. 2 – Show a report of what is on order. 3 – Show date and time range between order date and received date. 4 – Not to affect inventory and payables until we receive the goods. 5 – be able to filter reports and show what is on order. 6 – Manage back orders and incomplete orders. - This may not fit right here, but what about people wanting to add on to an order after the fact. - I would imagine that people/users want to see what is on each PO, invoice, quote, deposit, and expense/receipt without having to click on each item. Let’s help them out. Bulk verify style. - What happens when an order status changes? What gets recorded? How do I go back in time? It almost sounds like a 1-many or treat it like a transition period. Then again – it might be really simple and inline. I’m only worried about the actual order date.

	AU 269		Daily Tasks	10/28/2010	• Working on PO’s and orders status. • Brainstorming on tying things together. Lots of good ideas! • Brainstorming on the idea “any object to any place at any time”. This deals with roll call and assignments over a time based model. The word and concept of time is really starting to play in to the whole picture. Very interesting! • On the phone with different people. I called and talked with a customer about splitting PO’s and invoices and tracking parent/child relationships. I then got a call from a gentleman and we went over some adilas theory about manufacturing. He was talking about the difference between process accounting vs. discrete accounting. On the phone for 40 minutes with him, somewhat of a bitter/sweet conversation. • I then called and talked with Steve about the two earlier phone calls. That gave us the idea to beef up the flex grid tie-ins. Some of the ideas are that a B.S. watcher or feeder could be a flex grid item. Also, the custom fields could be turned into dynamic controllable drop down menus. This would be controlled on the titles field. It is really fun to watch how things are growing and starting to piggy back on each other. It is fun!

	AU 282		Daily Ideas	10/28/2010	-What if we showed the 3D relationships like atoms and molecules. This could be cool for touch screen and for education. -We could also show ghost options as possible links. Maybe a show/hide button to show extras. Within the application maybe (dynamic graphic) have a refresh button that goes back out and re-grabs info, counts and relationships. -(Referring to sketch in notebook) These were just randomly placed around an invoice but we could be really specific and plan it out to show normality and frequencies of tie-ins. Quick note on flex grid tie-ins, they have permissions tied to it. This is another level depending on status and permissions. -On merchant processing, we will need to tie in to batches and deposits soon. That would really help speed up the process and keep things clean. -On invoice payments not yet deposited, we may need a clean-up function to push all of the deposited status fields to deposited. That would clean-up that holding tank. -On vendors, it might be nice to tie vendors to reps and vice versa. It might also be nice if a vendor could have a DBA or alias name; both would be searchable.

	AU 2170		Brainstorming PO's & Tracking Order Status Continued	10/28/2010	PO’s and tacking order status continued: - Do we need the option to be able to duplicate PO’s and then split them in order for this order status to work? If yes, then let’s do it, if not then let’s skip it for now. - What are some of the possible PO order status options? o N/A – Blank (default) --- N/A - Default o Need to Order --- Need o On Order --- Ordered o Received --- Received o Split/Duplicated (?) o Chain o Done - Need a PO reference field or PO chain field. (flex grid) - Need an invoice reference field on invoice chain field. (flex grid) - Need a printable page (& save as pdf) with a white background. - Need a link to show any chain references (flex grid) - Need to be able to duplicate (chain)/split both invoices & PO’s. - Need to show a report that shows qty on hand, qty on order, qty promised, what do I have where? - When showing chains (PO or invoice) show all of the details. Like subs on an expense/receipt. - Maybe allow quotes to be duplicated and/or split more than once. Another option is to create an invoice request. - What about being able to push an invoice back into a quote or master (within a chain) status. That way you could have an original intact without effecting inventory, P&L, A/R’s, taxes, etc. Or set the invoice type back to quote and run off of the request quantities. Random Brainstorming: (transferred to a different page) - Good consulting and education may be more important than good programming! - What if any object or sub object could be pointed into play or told how to show up for roll call. What if that could be flexible on a per item or sub item basis. Basically, set a standard and default to that. If special, have the tools and permissions in place to let things play where ever you want in the final game or layout. - To take this “any object to any place” methodology even further… what if this becomes the watcher or watchers). This could be 1-many on dates and status. The roll call then knows where to show up and how and when to play into the mix. Basically, a default roll call is either assigned or presumed (keep the footprint small or in line). Then if needed, only on special cases, allow for 1-many to happen as “any object to any place”. At that level you’re playing with where and how things show up to play. Full control and full flexibility. Maybe only add a “custom” mapping or roll call if needed… otherwise let it flow naturally. - The system would need to track exactly what was happening and be able to show effectually and historically what was, is and will be where and at what time frame or in what window. Funny how it comes back to time. - Maybe time is the stable element and we organize events and objects inside of the time windows. - Space??? Time??? TimeSpace??? Virtual time travel (just with the application and the data that exists). You can only pull from what is entered and/or recorded. Without getting too deep… the element of space is how you organize items and objects into logical pieces. - Catch and hold all of the pieces and then be able to show them back again. How and where and when you show them back is how you use your space.

	AU 270		Daily Tasks	10/29/2010	• Prep for migration to new dedicated server. • Brainstorming on PO’s and possible options. • Spent five hours working with Crystal Tech trying to get our server correctly migrated and configured. We had some issues with f&p over SSL, missing image files and point IIs to the correct directory. Almost five hours straight worth of phone time.

	AU 283		Daily Ideas	10/29/2010	-Add a crumb trail to help users know where they are at… this might also be cool in a digital image or map of the application.

	AU 2171		Brainstorming Inventory Tracking	10/29/2010	Locations, layers, & levels (who, what, where, how much, how long) How would I … ??? - PO’s & getting parts/inventory in the system: 1. Request a price quote for 4 items (1), get the quote (1), decide to order all four items (2), track it while ordered (3), get the full ticket (4), pay for it. a. It might be cool to show how once the pieces are there (vendor, parts, locations) how fast the next or future order would be. 2. Request a price quote for 4 items, get the quote, only take 3 or the 4 items, track it while ordered, get most of the items, track the back order, pay for it. 3. Somebody shows up at my door and I buy 3 things from him. No order, no lag, full payment, instantly live. 4. Request prices from 3 different vendors with one quote. Each vendor comes back with a good deal ion one item, split the original into 3 different orders, track the orders, when it comes in 1 vendor PO is perfect, one is missing items, the other is missing items but I’m okay with that and don’t want the rest of the items from vendor 3. 5. Go to Wal-Mart and buy supplies and parts on the same ticket. 6. Order parts online and prepay for parts and shipping. I need to hold the ordered qty and record the payment before I get anything. 7. I want to sell something that I already have (cordless phone) in my office. It is not recorded in my assets, inventory, etc. 8. I have 5 PO’s for one vendor but nothing has been ordered yet. How do I combine all 5 into one new master PO? 9. I’m building inventory out of raw goods, time and labor 10. I’m growing something out of the ground but I need to track costs over time and then have something to sell. 11. Create a setup PO just to start selling things 12. Update my inventory counts 13. I need to create a special order 14. I just want a price quote on these items 15. I have a large order that will be shipped in 4 different waves all off the same original order. 16. I don’t use the vendor’s part numbers. I have my own internal parts but need to make an order? 17. I buy like this… but I want to sell it like this… 18. I only paid for part of the PO. Times were tough. 19. I got the entire order but I have some broken and defective pieces. 20. I refereed a new customer to one of my vendors; they gave me a $200 credit. How do I record that? 21. I’m buying something for someone but don’t want to track it in my inventory. It needs to go in and out but I still need to charge them for it. 22. I have a duplicate PO in the system, how do I decide which one to use and then what do I do? 23. I’m new or lost, how do I know what is next? Or what do I do now? 24. I want to pay for a single PO. 25. I want to pay for a bunch of PO’s or payoff a statement 26. I want to pay for PO’s, splits (expense/receipts that are on account), and stock #’s all on the same check 27. I broke some stuff… how do I write that off as loss and an expense for doing business?

	AU 271		Daily Tasks	10/30/2010	• Testing the new server and seeing how things are going. Found a couple of issues that will need attention at some point. • Started working on the first round splash page for adilas university. Finished up and launched the adilas university website. It had some links, a graphic that says “reach new heights” and has some graduates throwing their graduation hats in the air. It also had four paragraphs worth of info about adilas and what we are trying to do. Small but good start. • Originally added a couple of sentences that talked about a 3D object and time based model. I went on a run with my data and he thought that I should take that out until we own it and can prove it… basically, how can we protect ourselves until we get it done. • I called and talked with Steve about it. We need to finish up the last couple puzzle pieces and make sure everything can play together.

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