4 - Meet the players

4.1 - General Overview

- Is it easier to say what we can't do, b/c we can do so much

- A whole package

- Interconnected

- Buffet - pick & choose, can play at any level you want - imagine a buffet with 100 items, say you want 2, 3 or 50, you get to pick and choose what you want, it's great!

- Customizable

- All data is live & searchable, serviceable, sustainable, .... etc. Joe's thing - Joe was a guy we met at a training event. He was saying that we could add other S's to the end of the normal adilas saying.

- Tanya's graphic: choose your flavor, pick your tools, skin your engine, build your world

4.1 - General Overview

Understanding the Basics:

Welcome to adilas! Adilas is a buffet of user-oriented options, and you can play in a style that suits your needs and wants. It's a whole, interconnected package that allows you to streamline your business functions through one customizable program. From vendors and customers to expense/receipts and payroll, adilas will track your data in a way that allows you to follow the entire process without having to change from program to program.

At adilas, you choose your flavor, pick your tools, skin your engine, and build your world. Adilas is a powerful data engine and a dynamic and adaptable business model. In the following sections you will learn more about the pieces and how they interact with one another.

Getting Started:

This User Guide is a great resource as you start using adilas. Every subsection here in "Meet The Players" begins with "Understanding the Basics" and "Getting Started". Each subject also includes suggestions for some basic and admin permissions or settings for that section of adilas. There are also multiple links to help files for pages associated with each subject.

Make sure to get in and start using the adilas system. This is really how you will gain the confidence and experience you want. Use the play sites, utilize this user guide, check out help files, click on links, explore, see how it all fits together and you will begin navigating the adilas system far more quickly. We hope this User Guide will be a helpful tool as you start to use adilas.biz!

Suggested Permissions and Settings:

Settings and permissions are foundational pieces of adilas. Settings help create the specialized work flow and the look and feel of your adilas. Permissions dictate who is allowed to view, or work, in every area of the system.

This section of the user guide will give you a basic idea of some of the associated permissions or potential settings that could be used. The general format for the permissions section is to give the section name where the permission is found, the permission name, and a brief description. If applicable, the settings section gives you the setting's name and a brief description. This is not all inclusive, but meant to help you get started understanding and using permissions and settings in adilas.

Related Pages & Help File Links:

This section will contain brief descriptions of related pages in adilas and links to the help file associated with that page.

Understanding the Basics: This help file explains some of the basic theories and concepts that adilas uses.

Web link - top_secret/steps_basics.cfm

Adilas.biz System Overview: With adilas - you get it all! This map shows aspects of adilas grouped together to show business functions. These subgroupings are representative of things you may find in varied business system packages. But the most powerful part of adilas is, that here, you get it all together in one interworking system!

Web link - adilas_system_overview_map.pdf

Additional Content:

- Have some of the adilas graphics - like the GPS World Building Graphic

Web link - images/help/adilas_gps_layout_big.jpg

- And the Adilas.biz System Overview: Map - With adilas, you get it all! (This link is listed above, but we could potentially even show the graphic here.)

Web link - adilas_system_overview_map.pdf

4.2 - Admin

- Dealing with some of your high-end user features, accounting, histories, HR stuff

- Permissionable to whatever level you would like - user with extra permissions (additional responsibilities)

4.2 - Admin

Understanding the Basics:

Admin refers to the management or administration of your business or organization. Adilas is built on a foundation of permissions and settings. Settings help create the specialized workflow of your adilas, as well as the look and feel. Permissions allow administrators the ability to grant or limit access for other users throughout the company's adilas application. In other words administrators assign, by permissions, how other users view and use the system.

Admin is used throughout the system to denote the higher-end user features which are accessible to those with the higher administrative permissions. These are features that allow more power and accessibility to work in the system and with the data. The flexibility of adilas is that you can give each individual the permissions they need to access the relevant pages and information necessary to do their job.

Getting Started:

Admin functionality is based on assigned permissions. To setup new users in the system or to edit information/permissions for any user, go to the Payee Permission Home page. Either search and add for a new user, or click on the name of an existing user to edit info or permissions. This takes you to the Add/Edit Employee/User Permissions page, which is an incredibly powerful page. This is where you setup how that user is able to work in the adilas system. For more information on permissions and settings please check out these sections of the user guide.

Reach the Payee Permission Homepage from the Classic Homepage under System Management - Add/Edit Payees and Permissions; My Favorites Homepage under Other Homepages - Payees & Permissions; or on the Interactive Map under the users button.

Suggested Permissions and Settings:

Admin: The ultimate administrator in a corporation has 2 key permissions that allow them to work with all other user's permissions and the corporation-wide settings. These are ultra-admin permissions and should not be given out to anyone but the highest administrators. These permissions are found under the System Management section and are called "Add/Edit Payees & Permissions" and "Manage Corp Info & Permissions". These two permissions allow you to add users to the system, assign permissions for any user, and manage all of the corp-wide settings.

We recommend that administrators check out both the settings and permissions pages within adilas. Both are important to the management of your adilas. There is an incredible amount of customization available right from the start. If you have any questions about permissions or settings, check out that section of the user guide, search through the permissions or settings - they all have associated descriptions, or contact your rep or adilas support to find your answers.

Related Pages & Help File Links:

Add/Edit Employee/User Permissions: This is the critical page for setting up users in adilas. Come here to assign or edit permissions for users and to read descriptions for the permissions. Web link - help.cfm?id=106&pwd=permissions

Manage Corporation Info and Permissions: This page in adilas is your hub for accessing your corporation management links. Web link - help.cfm?id=216&pwd=corp_admin

Corporation Wide Settings and Defaults: This is the page in adilas where you adjust all of your corp-wide settings. The help file, whose link is provided below, contains additional details for all the descriptions associated with each setting. Web link - help.cfm?id=336&pwd=settings

Login, Passwords, & Permissions: This is the section of the User Guide that covers logins, passwords, and permissions. There is some great information here especially regarding the concepts and theory behind these adilas functions. Web link - steps_logins.cfm

Additional Content:

 -It would be great to come up with a useful graphical illustration to really illustrate permissions and settings... which should obviously go with permissions and settings but is also applicable here.

4.4 - A/P - Accounts Payable (vendor waiting room)

- Time element (all time is stamped & tracked) - aging

- Fed by PO actions, etc. or inputs (partial paid or still due)

- Catch all for monies still owed

4.4 - Accounts Payable (Vendor waiting room) 

Understanding the Basics:

Accounts payable are monies owed by your company for products or services you have received or will receive. This page is a virtual vendor waiting room called the Payables Homepage and is a great place to start for seeing money still owed by your company. It shows you amounts paid and/or owed to specific vendors and payees.

The Payables Homepage is fed by PO's (Purchase Orders), unpaid or partially paid expense/receipts called splits (payments on account), reimbursements (REI's) - expenses checked for a reimbursement, and serialized stock/units. This page is full of active links so that you can directly access those objects to manage payment efficiently.

Getting Started:

We recommend starting at the Payables Homepage for managing the process of paying off any PO's, splits, REI's or serialized inventories. Use the active links in their respective columns to begin the expense/receipt process for these items. This will eventually create a new expense/receipt where you will pay off, or partially pay for, the associated items you linked from. To filter the data for this page, click the show/hide search criteria button and adjust your settings to the report type and parameters you want.

Get to the Payables Homepage from the Classic Homepage under System Liabilities - Payables Homepage; My Favorites Homepage under Expense/Receipts - Payables Homepage; or the Interactive Map Homepage under the a/p - vendor waiting room button.

Suggested Permissions and Settings:

Permissions:

Basic Use:

System Liabilities Section: "Basic Expenses/Receipts" - this allows a user to add/edit, view, search, and print basic expense/receipts. Maintains a limited view of any private expense/receipts.

System Liabilities Section: "Basic Payables" - this allows the user to view but not edit data on the Payables Homepage.

These 2 permissions work well together for users who are creating expense/receipts for limited items such as PO's.

Admin Use:

System Liabilities Section: "Admin Payables" - as the admin level for payables this allows the user to create split payment receipts, reimbursements, and contains admin feature options for PO's and stock/units. This permission should be given to the person in charge of making payments for your corporation or your accounts payable person.

Related Pages & Help File Links:

Payables Homepage: Come here to see the vendors/payees your company owes money to and manage payment for these expenses. Web link - help.cfm?id=239&pwd=payables

Start PO Payment Receipt: This is the page that starts to build a new expense/receipt for PO's by linking from the Payables Homepage. This is the most efficient route for paying off PO's because it automatically connects your expense/receipt information with the specific vendor and the PO's that are being paid for. Web link - help.cfm?id=247&pwd=payment

Start Split Receipt (payments on account): This starts the expense/receipt building process for payments on account. This occurs by linking from a split payment from the Payables Homepage. Web link - help.cfm?id=241&pwd=split

Start Reimbursement Receipt: This starts building an expense/receipt for reimbursements owed. Web link - help.cfm?id=114&pwd=start

Additional Content:

- Views or screen shots of the Payables Homepage

4.5 - A/R - Accounts Receivable (customer waiting room)

- Tied to A/P - one's outgoing, one's incoming - so very much like A/P but what people owe you

- Comes in through invoices & sometimes also through time... charging people for time

- Monies received during the day but not deposited yet... staging area, like your cash register, vault, bank bag, etc.

4.5 - Accounts Receivable (customer waiting room)

Understanding the Basics:

Accounts receivable are monies that people owe you. This page is a virtual customer waiting room or cash register, called the Receivables Homepage, and is where you can go to see who still owes you money and invoices that have not been deposited yet.

The Receivables Homepage is fed from invoices. This page contains multiple links for efficiently managing and navigating your receivables. These links allow you to view/search all your receivables, manage customer receivables, apply payments to customer accounts, view customer logs, histories, create statements, and more.

Getting Started:

From the Receivables Homepage the initial information displayed depends on the "Report Type" that has been selected. Click the show/hide search criteria button to change your report type or filter data and set parameters you are interested in viewing. Explore other active links to search customer accounts, apply payments or create a statement.

Get to the Receivables Homepage from the Classic Homepage under System Assets - Receivables Homepage; My Favorites Homepage under Deposits - Receivables Homepage; or the Interactive Map Homepage under the a/r - customer waiting room button.

Suggested Permissions and Settings:

Permissions:

Basic Use:

System Assets Section: "Basic Receivables" - this allows a user to look up accounts receivable, this is a view only permission and does not allow any editing of data.

Admin Use:

System Assets Section: "Admin Receivables" - this allows a user to modify the deposit status on receivables.

For admin users, and even for a basic user, to effectively use the Receivables section, other permissions would be helpful such as basic customer permissions, statement permissions, and other related actions.

Related Pages & Help File Links:

Receivables Homepage: Your hub for managing accounts receivable information. Web link - receivable_home.cfm

Customer Invoice Report: This is a special invoice/payment search page for individual customers and is a pre-filtered search when you link from their totals or what they owe on the receivables homepage. Web link - help.cfm?id=263&pwd=invoice

Apply Payments to Invoices: This page helps you apply payments to multiple invoices for a customer from a single page. Web link - help.cfm?id=262&pwd=payments

Invoice Homepage: This is where all of your invoice sales show up whether they are paid, unpaid or partially paid. Web link - invoice_home.cfm

Additional Content:

- Screen shot of the Receivables Homepage, possibly even some of its differing views.

4.6 - Attributes (parent & child inventory flags and tags)

- If you need more ways to search things or ways to flag and tag things you need attributes.

- There is no possible way that we can know all of the data points that you want to filter, search by, etc. So, this allows you to sort of build your own database to flag and tag your data.

- Another important thing is that a lot of this is external as to how you want to present these things to your clients. How can they filter, show it, sort it, etc. To your clients.

- Technical side - attributes are tied to a data type - a number, a string, a toggle switch, a list, a date/time

- Unlimited - you can have as many of these as you want. Set up your own database, collect your data points, then filter & search by them.

- These are usually tied to inventory or item categories.

4.7 - Balance Sheet

- A snapshot in time... where are things at right now

- It's buddy is the P&L (P&L - is over time), the P&L (profit and loss statement or also called the income statement) feeds into the balance sheet through net profit, which ends up being an equity item

- Roll call, ask the items where are you, where have you been, where are things at?

- Tells you your story (kind of a day by day specific)

- 3 main pieces: Assets (have or owed to us), Liabilities (owe to others), & Equity (value gained over time)

- System maintained pieces (about 75% automated) & user-maintained pieces (specialized things you need to track)

4.7 Balance Sheet

Drafting (still working here on content)...

Understanding the Basics:

The balance sheet is like a snapshot in time, a summary of where things stand at a particular point in time. The Balance Sheet has 3 main pieces: assets (what you have), liabilities (what you owe), and equity (what is gained over time).

It is fed by the P&L (income statement) page, through net profit.

Capital - financial assets, or the financial value of assets owned - wealth in the form of money or assets contributed for a specific purpose like to start a company or to invest

A financial statement that summarizes a company's assets, liabilities and shareholders' equity at a specific point in time. The P&L is a report detailing the balance of income and expenditure over the preceding period. It gets fed into the balance sheet.

Equity: The term's meaning depends very much on the context. In finance, in general, you can think of equity as ownership in any asset after all debts associated with that asset are paid off. For example, a car or house with no outstanding debt is considered the owner's equity because he or she can readily sell the item for cash. Stocks are equity because they represent ownership in a company.

Concept -

Use- The Balance Sheet is used as a roll call, a report on where each item is and where it has been. It tells the overall story of what has been happening, broken down into day by day specifics. It is 75% automated, but requires several user-maintained pieces (specialized things you need to track)

Getting Started:

Suggested Permission and Settings:

Permissions:

Basic Use:

Section: Permission

Admin Use:

Related Pages & Help File Links:

P&L help file - Web link - help.cfm?id=192&pwd=income

Balance Sheet help file - Web link - help.cfm?id=254&pwd=balance

Financial Flow Calculator help file - Web link - help.cfm?id=363&pwd=flow

Additional Content:

- Graphics

- Screen Shots

- Etc.

4.8 - Banks

- In order to create deposits or expenses you need to have a bank setup... they are technically outside of the adilas system

- So external, you can have as many as you want, the expenses & deposits require this... but one step farther... your deposits often come from invoices, expenses from inventories and expenses for processes

4.8 - Banks

Understanding the Basics:

The banks section of adilas is used to represent your actual banking entities, which are external to adilas. Setting up a bank is required to work with the Deposits and Expense/Receipts sections of adilas. You may set up as many banks as you need.

These tools allow you to track everything coming in and going out of your bank. As deposits typically come from invoices, and expense/receipts typically come from inventories and other businesses expenses, you can maintain accurate running bank balances with great underlying details. This allows you to reconcile bank statements and manage your financial records with a great depth of underlying data.

Getting Started:

To add a new bank, go to the Bank Homepage. There is a link in the center to add a new bank. The Bank Homepage is full of active links to help reconcile your bank, view your register, see bank balances, create reports or link to other pages that feed, or are related to, your running bank balance.

Get to the Bank Homepage from the Classic Homepage under System Maintenance - Bank Homepage; My Favorites Homepage under Other Homepages - Bank Homepage; or the Interactive Map under the bank(s) button (this actually takes you directly to the Running Bank Balances page but there is a link to the actual Bank Homepage).

Suggested Permission and Settings:

Permissions:

Basic Use: When you begin dealing with banks and many of the other financial tools, these are typically considered admin use areas.

Admin Use:

System Reports Section: "Running Bank Balance(s)" - this allows the user to search all running bank balances. This is view only but will show all banks and all totals. This is also how you get to the bank deposit and check registers and link to outstanding deposits and expense/receipts.

System Maintenance: "Add/Edit Bank" - allows you to add or edit banks in your corporation. Shows running bank balances for all banks in your corporation. Banks can be configured to use the adilas.biz check write system.

Related Pages & Help File Links:

Bank Homepage: Add a new bank here and link to associated banking reports and functions. Web link - help.cfm?id=18&pwd=banks

Running Bank Balances: This page is used to show running bank balances and totals. This page is highly used when dealing with banks. Web link - help.cfm?id=244&pwd=bank

Reconcile Bank Report: All verified deposits and expense/receipts will show up here to help you reconcile with your bank statements. Web link - help.cfm?id=110&pwd=reconcile

Bank Deposit/Check Register: This is a special report to help show banking activity. Web link - help.cfm?id=339&pwd=register

Additional Content:

- Bank page screen shots, different report formats, etc.

4.9 - Barcodes & QR Codes

- By default this is usually an inventory type tool but technically can be used anywhere across the system for anything.

- Have many internal barcode creators/makers, can scan, we have direct links.

- Really it is just a way of getting somewhere/something quickly that you don't have to type it out.

- We allow interactions through a HID (human interface device) - I.e. a scanner, which can speed up the process if we know what you are looking for.

- All of our barcodes allow for alphas, numerics, special characters, you can create your own, you can use existing ones, or we can autogenerate them for you.

- Bunch of cool help files on barcodes. We have not seen the end of what is possible with QR & barcodes.

- Think of the possibilities to get invoice, customer records, medications, reservations, rentals, etc., etc.

Shopping cart - quick search results - barcodes - Web link - help.cfm?id=413&pwd=cart

Technical barcode info - Web link - help.cfm?id=362&pwd=tech

Barcode generator - Web link - help.cfm?id=361&pwd=barcode

4.10 - Black Box Page Technology (custom code options)

- What happens here is we have to give you a starting spot or place, which is what we call our classic interface. If you need something changed, added, altered, edited, etc. - enter the black box - custom code.

- This is done per corporation, per page, or it can be done in bulk and used more as a general theme change or a multi-use custom code. This could be a corporation specific need or an industry specific change.

- Important to know that if you go custom it is a two-edged sword. You get what you want but it could potentially cut you off from other standard features that keep being developed.

- On a technical note, we actually have up to 8 different spots per page that we can interject custom code. Such as logic, headers, footers, bodies, full take-over, etc.

- Usually this is ran as a custom job between you and the developer. You say what you need and the developer tries to accomplish that for you. These are all outside projects from the main adilas core.

- Quote(ish) from Steve, "Choose your solution, then invest in that solution."

- Available internally as well as in eCommerce. Anything that you see may be changed including shopping carts, dashboards, interfaces, reports, flow, etc.

4.11 - Check Requests (sub type of the normal expense/receipts)

- Requires an additional approval process

- Vendor & items known, but a delayed payment and the need for approval on that payment aspect

- Main, line items, & then this one has a special approval process for payments, so it is short paid or gets sent back and reworked and has to pass through the approval process again... it is trying to become an expense/receipt

4.11 - Check Requests

Understanding the Basics:

A check request is a special expense/receipt that does not receive any payment until it is approved. The vendors and the items are known but the payment is delayed until it obtains the required approval. This feature is not generally recommended unless you are in a multi-location type environment where all of the checks are authorized by a central office. 

Once a check request is submitted an administrator will have to approve the check request. When it is approved, the user will then be able to print the check (if using the adilas.biz check write system). If the check request is declined it can go back to be reworked and then resubmitted for approval.

Getting Started:

Because creating a check request is creating an expense/receipt that's waiting for payment approval, we recommend checking out the expense/receipt section as well. To create a new check request, you could begin by going to the Check Request Homepage or to the Expense/Receipt Homepage. When the permissions are turned on there are "create new check request" buttons on both pages.

Get to the Check Request Homepage from the Classic Homepage under System Time & Requests - Check Request Homepage; My Favorites Homepage under Checks - Check Request Home or New Check Request; or the Interactive Map Homepage under the expense/receipts button.

Permissions Needed/Suggested:

Permissions:

Basic Use:

System Time & Requests Section: "Basic Check Requests" - this is a silver permission, which may be limiting and is not recommended unless you are dealing with a multi-step approval process for Expense/Receipts. This allows a user to submit a request for approval and once approved by an admin the user can print out the check. The user also needs the "Basic Expense/Receipts" permission in the System Liabilities section to fully be able to use this permission.

Admin Use:

System Time & Requests Section: "Admin Check Request" - If you are using the check request feature, an administrator will need to have this permission so that they may approve or decline check requests.

Related Pages & Help File Links:

Check Request Homepage: Begin creating your check request from this Homepage or the Expense/Receipt Homepage if you have the check request permissions. Web link - help.cfm?id=24&pwd=check

Start New Check Request - Search Page: This is actually the Vendor/Payee Homepage which allows you to search payees to create expense/receipts or in this case check requests. Web link - help.cfm?id=94&pwd=receipt

Add/Edit Check Request: This is where you add the main information for you check request. In subsequent pages you will add the line items and other information. Add as much information as possible to aid the approval process. Web link - help.cfm?id=230&pwd=check

Additional Content:

-Graphics

-Screen shots

-Etc.

4.12 - Check Writing

- This is not required but is an option. We can generate computer, printer based checks.

- We allow for you to setup each bank with different kind of checks - check on the top, bottom, center, multi, or handwritten.

- If you choose one of the computer setups, we have a whole setup widget that helps you customize exactly where all of the key fields print. This is specific per bank so you can have multiple different checks and their specs set up.

- The check writing system has potential flags and ties. You can capture all of those histories and major auditing trail, who printed it, touched it, etc.

- As far as the filing system, it holds all of the important information on the check stubs, the E/R number, the payee, the amount, the notes, the memo, external reference numbers, etc. Makes filing super easy.

- This is very handy if you are paying bills, inventory, payroll, etc. It fulfills and ties together the whole expense circle nicely.

Check write settings - Web link - help.cfm?id=250&pwd=settings

Print check - Web link - help.cfm?id=249&pwd=print

4.13 - Chooser (custom interface chooser)

- Similar to how a painter might have lots and lots of paints and options, but they select the best tools and options for a specific job. What the chooser helps with is allowing you to preset your home page to the set of tools that will best suit the tasks you most commonly do and need to access.

- The chooser allows you to get to a number of preset pages that may be homepages or high traffic areas. The goal was to create default landing pages that work for you instead of what we had originally created.

- As of now there are 4 global homepages or different views including classic homepage, button favorites, interactive map, and core layout. You can set all of these as your default homepage.

- We also have another 30+ pages available in the chooser that you can also set as your home page default.

- There are also ways through your corp-wide settings where custom pages can be designed and developed and made into available pages for your corporation to have as default options. These can be custom homepages, custom reports, custom dashboards, industry specific pages, etc.

Choose your interface - Web link - help.cfm?id=416&pwd=chooser

4.14 - Corporations (worlds)

- At the world level, what is your world, what is your business... individual business entities - the giant umbrella that all of the groups fit under

- What are your flavors, what do you do, what do you need?

- You can technically have multiple corporations and switch between them... so a user can be bigger than individual worlds

- Can custom name your corporation, LLC., Inc., entity,... name your world

4.14 - Corporations

Understanding the Basics:

Your corporation is essentially your world. What you do in your industry, your look and feel, your terminology and what tools you use to accomplish your work. All of these are specific to your organization, and many are customizable in adilas to reflect your organization in the creation of your adilas world. 

You can have multiple locations and for some, potentially multiple corporations. A user is technically bigger than a corporation, because one user can have access to multiple corporations. Since users are assigned permissions per corporation they can flip between corporations and do the work they have been permissioned to do in that corporation. Everything you do in adilas is tracked and takes place under the umbrella of your corporation or within that world.

Getting Started:

Setting up a corporation is one of the highest administrative functions. This is the person who has the power to change corporation-wide settings and defaults that will cascade throughout your entire adilas world. The Manage Corporation Info and Permissions page is where you can access all necessary links for managing corporation settings. One especially important link on this page is the "[edit corp-wide settings and defaults]". This link takes you to the Corporation-Wide Settings and Defaults page with over 70 different settings to help customize your adilas world.

Get to the Manage Corporation Info and Permission page from the Classic Homepage under System Management - Manage Corp Info & Permissions; My Favorites Homepage under Other Homepages - Corp Home; or the Interactive Map Homepage under the settings button.

Suggested Permission and Settings:

Permissions:

Setting up corporations is considered an administrative function and requires high admin permissions.

Admin Use:

System Management Section: "Manage Corp Info & Permissions" - this is one of the highest admin permissions and should only be given to your ultimate administrators. This permission allows the user to adjust any corporation-wide settings.

System Management Section: "Add Edit Payees & Permissions" - this is another one of the highest admin permissions. This permission allows you to add/edit and assign permissions to yourself and any other user. 

Settings:

As mentioned previously, setting your corporation defaults and flow is where you use the settings section of adilas more than anywhere else. There are over 70 different settings. Have fun checking out the different options to see what you can do with your adilas world!

Related Pages & Help File Links:

Manage Corporation Info and Permissions: This page is your hub for accessing your corporation management links. Web link - help.cfm?id=216&pwd=corp_admin

Corporation-Wide Settings and Defaults: This is where you setup or adjust your corporation-wide settings or your adilas world. Come here to setup terminology, workflow and special options to best reflect your corporation. Web link - help.cfm?id=336&pwd=settings

Add/Edit Corporation: This is the page where your corporation information will originally be added. This page also holds look and feel information such as you corporation logo and the color schemes for your adilas. This information can be updated or edited by going to this page in adilas. The link for this page is called "edit main corp info - look and feel". Web link - help.cfm?id=16&pwd=corps

Additional Content:

- It might be fun here to show some world building graphics here.

- I think it would also be fun to have some graphics of some different corporations or "worlds"... Give a little idea of the flavors already out there - there are so many and it is so exciting!

4.15 - Coupons & Sales Campaigns

- This gets into marketing and how you sell your products.

- You can currently track a sales campaign based on discounts that are given. You can also search and create reports based on that. It is not tied in directly to coupons at this point. 

- Eventually Adilas would like to be able to handle internal coupons directly through the system. It currently can track sales campaigns that are tied to discounts. There are some existing 3rd party providers who do some sales campaigns and some coupons.

- Eventually this will also deal with marketing campaigns via text messaging and email blasting.

Set manager's discounts - discount engine - Web link - help.cfm?id=516&pwd=discount

Cart - bulk discount calculator - Web link - help.cfm?id=484&pwd=discount

Profit & discount calculator - Web link - help.cfm?id=359&pwd=profit

Advanced add to cart - Web link - help.cfm?id=365&pwd=cart

4.16 - Customers/Clients

- People you want to track something on or about, whether that is contact info, who owes you what (that is a big one), histories, images, files, notes and logs

- Customers are a main player group inside of adilas - You can custom call this group whatever you need/want for your industry through corp-wide settings: clients, patrons, patients, students, members, guests, etc.

- Customers can deal with eCommerce, invoices, quotes, elements of time (scheduling, appointments, and project tracking), A/R waiting room (accounts receivable), .... refer to the map, all the stuff that is around it

- (Possible graphics showing how items connect with other things on the map)

How To Add A Customer:

- To quickly add a customer, locate the quick search in the top right or left corner on any page.

- Type in part of the customer's name, email, or phone number to see if they already exist in the database.

- If they already exist you have access to any of the customer links and options on the right side of the returned records for whatever next step you are needing to do (i.e. log, new cart, edit, history, etc.). 

- If your customer is not in the database, click the add new customer button on the top of the page.

- Fill out the required form information fields with an asterisk (*) and any other information you want to collect for your customer.

- Click the add customer button.

- Once the customer is in the system, you can now perform any further action.

4.16 - Customers

Understanding the Basics:

Customers are the people you service or sell to. Think broader than a traditional customer here, this is customizable to your information needs and what you call your people: clients, patients, contacts, members, patrons, students, etc. Whether your customers buy goods/services from you or you just need to track data, the customer section is a powerful tool for managing your customer relations and information.

Customers are one of the 12 Main Players in adilas and they connect with many other pieces in adilas. A great deal of information can be held on a customer's record, including unlimited customer log notes, additional contacts, ties to elements of time, how much they owe you and much more. Customers are generally associated with invoices for selling products or services. From there they tie into Accounts Receivable - what money you are bringing in and who still owes you. Customers can interact through eCommerce, be quoted, receive statements, hold custom data through flex grid, and much more.

Getting Started:

The Customer Homepage is a good place to start for adding or searching your customers. You are always prompted to first search, so as to not add a duplicate customer. The Customer/Contact Log page is your central point for customer information. This page holds all of their information, log notes, additional contacts, flex grid tie-ins, and many active links to quickly access any information you are interested in finding about your customer. Start here to add/edit or view your customer's information. 

One of the fastest ways to get to customer information is to use the Quick Search for "Customer" (the drop-down search at the top of every page in adilas). Lots of information can be used to quickly search for a customer, like any part of their name, phone numbers, email and more. When customer searches return, link directly their log, start a new shopping cart, apply payments, or a number of other options. Check out the Quick Search help file below for more tips on using the Quick Search (available from any help page).

To change the corporation-wide naming of your "customers" see the settings section below. Get to the Customer Homepage from the Classic Homepage under System Maintenance - Customer Homepage; My Favorites Homepage under Customer - Customer Home; or the Interactive Map Homepage under the customers button.

Suggested Permissions and Settings:

Permissions:

Basic Use:

System Search Section: "Customer" - this permission populates your quick search with the customer option. This is one of the best tools for quickly searching customers and quickly getting to customer information from any page in adilas. The user must also have at least the "Add/Edit Customer" permission to use the customer quick search function.

System Basics Section: "Customer Logs" - this permission provides a quick link to search the customer logs section.

System Maintenance Section: "Add/Edit Customer" - this permission is required for 3 main customer functions. First, it allows the user to add/edit any customers, customer information, log files, follow-up records, and customer images/scans (if user has photo management permission). Second, it is required to create "customer" invoices, quotes and shopping cart function for basic customer sales. Third, if your corporation uses the queue, this permission is also required for a user to queue a customer.

Admin Use:

System Maintenance Section: "Customer Admin" - as the admin permission for customers, this allows the user to manage customer types, credit limits, exporting customer data to Excel and other settings.

Settings:

Settings play a large role in the customer's section. This is where you name your "customers", name/turn on your customer queue, and adapt and name information fields to record the data you need. To adjust corporation-wide settings you must have the administrative permissions to do so. For more information on settings, please see that section of the user guide.

Once you get to the Corporation-Wide Settings and Defaults page there are at least 10 settings that can be adjusted for customer info (currently near the top).  Every setting has a description to help give you an idea of what this setting effects and a couple ideas of how it could be used.  The "Default Customer Title Name:" and "Abbreviated Customer Title Name:" are the settings for naming what you call your "customers".  The "Customer Tax ID Title:" is another great setting to know as it has a lot of flexibility and can be renamed and adjusted for something specific you may want to track for every customer. It is also searchable as one of the customer fields in the quick search and can even be barcode generated.

Related Pages & Help File Links:

Customer Homepage: This is your main homepage for all of your customers. From this page you can search and add new customers and link to other customer related pages in adilas. Web link - help.cfm?id=70&pwd=customer

Customer/Contact Search Results: This page shows the results of your customer search, from here you have the "add new customer" button, or you can link to any of the existing customer's information you searched for. Web link - help.cfm?id=71&pwd=customer

Customer/Contact Log: This is the main hub page for an individual customer. This is the page where you add/edit/view all of your customer data. From here you can add log notes, check the customer's history, add contacts, add flex grid, check payment history, invoice history, and more. Web link - help.cfm?id=318&pwd=log

Add/Edit Customer/Contact: This is the customer's main information page and the form you fill in when creating a new customer or when editing an existing customer. Below the customer's information are fields for additional contacts, these can also be added from the customer's log page. Web link - help.cfm?id=72&pwd=customer

Adilas Quick Search Help: The quick search help file is accessible from any help file page anywhere in adilas by clicking the link "[adilas "quick search" help]". This help file is useful for learning the quick search options and key words for each search category. Web link - help.cfm?id=376&pwd=quick

Customer Queue - Who is next in line and how long have they been waiting? There are also sub queues if needed. Web link - help.cfm?id=400&pwd=queue

Additional Content:

- Graphics

- Screen Shots

- Etc.

4.17 - Customer Logs

- User maintained history - anything you want to track or add to your customers, notes, follow-ups

- These are unlimited in length & number

- These log notes may also contain HTML (web formatting)

- You can also use follow-ups, etc. A date sensitive history log, helps tell the story, who talked to them, when, what was said, etc. (this is what happens)

- Your CRM (Customer Relationship Management) scenario (you get to decide what is recorded and stored)

4.17 - Customer Logs 

Understanding the Basics:

Customer logs are a central Customer Relationship Management (CRM) tool. They are a user-maintained history of what occurs with your customers or any data you want to record and track. 

Customer logs are unlimited in length and number. Everything is date and time stamped, which helps to tell the story over time. You can categorize how the contact was made, use follow ups, search the customer logs and really use this tool to your benefit. 

Getting Started:

To add a customer log entry, first find your customer. Whether you search your customers from the Quick Search or the Customer Homepage, every returned search result has a direct link to the customer log if you have the permissions. Click on their "[log]" link and then click the "[add new log entry]" link under the User-Maintained Customer Log Section. From the Customer Homepage and your main adilas homepage there are also links to directly search customer logs or check today's logs or follow-ups. 

There is also a detailed search option for searching customer logs from the advanced customer search page. This allows many options for adjusting the parameters to search your customer logs. If more help is needed finding or adding customers, please see the Customer section of the User Guide.

Suggested Permissions and Settings:

Permissions:

Basic Use:

System Search Section: "Customer" - this permission populates your quick search with the customer option. This is one of the best tools for quickly searching customers and getting to customer information from any page in adilas. The user must also have at least the "Add/Edit Customer" permission to use the customer quick search function.

System Basics Section: "Customer Logs" - this permission provides a quick link to search the customer logs section.

System Maintenance Section: "Add/Edit Customer" - this permission is required for 3 main customer functions. First, it allows the user to add/edit any customers, customer information, log files, follow-up records, and customer images/scans (if user has photo management permission). Second, it is required to create "customer" invoices, quotes and shopping cart functions for basic customer sales. Third, if your corporation uses the queue, this permission is also required for a user to queue a customer.

Admin Use:

System Maintenance Section: "Customer Admin" - as the admin permission for customers this allows the user to manage customer types, credit limits, exporting customer data to Excel and other settings.

Related Pages & Help File Links:

Customer/Contact Log: This is the main hub page for a customer and where you go to add customer log notes. This allows you to add/edit/view all of your customer data. From here click the link to "[add new log entry]" for adding customer logs, check the customer's history, add contacts, add flex grid, check payment history, invoice history, and much more. Web link - help.cfm?id=318&pwd=log

Add/Edit Customer Log: This is the actual page where you record the log entry. It is automatically date and time stamped, or you can change that if needed. This page allows for unlimited log notes and the option to use follow-up fields. Web link - help.cfm?id=320&pwd=log

Advanced Customer Search Results: Whether you just want to search the customer logs or really detail out your customer search, this is where you'll come. When you click on the "customer logs" link it is actually just a filtered view of the advanced customer search page. The full page also has its own customer log search section. Web link - help.cfm?id=321&pwd=results

Additional Content:

- Graphics

- Screen Shot

- Etc.

4.18 - Customer Queue (check in/out)

- "Who's next?", who is ready to be serviced next.... lines, queues, service center that needs some kind of ordering, very handy for service type businesses with any kind of a waiting room or waiting process (great for servicing time sensitive independent interactions)

- Can be generic with notes to help you know who it was, can tie to customers, can be used as a plain numbering system

- You can custom name this as well

4.18 - Customer Queue (check in/out)

Understanding the Basics:

"Who's next?" The customer queue is a line up for who needs to be serviced next. If you deal with an industry that has a waiting room or a waiting process and need some kind of ordering, the customer queue is a great tool for servicing time sensitive, independent interactions.

The customer queue can be tied to customers, used generically with notes for reference, or as a plain numbering system. Custom name your queue and use it to suit your needs. The customer queue is turned on or off in the corp wide settings. Once the queue is working there are many links and ways to add customers to the queue and a queue icon in the top right corner of every page for quick access from anywhere in adilas.

Getting Started:

After your customer queue is turned on by an administrator (which is done in the settings section), the customer queue can be accessed a number of ways. You can link directly from the queue icon in the top right corner of every page and search for a customer from the queue page or add generic customers. If you search for your customer first, there is a link that gets returned from every customer search to add directly to the queue. If you go to the customer's log page, there is also an easy button to add the customer to the queue.

Suggested Permissions:

Permissions:

Turn on the customer queue in the corp-wide settings. This is also where you can name your customer queue. Other possible options may be: Check In/Out, Waiting List, Attendees, The Q, Patient Queue, Holding Room, Visitors, Arrivals, Next In Line, etc. Once turned on, you can use the customer queue with the basic customer permissions turned on.

Basic Use:

System Search Section: "Customer" - this permission populates your quick search with the customer option. This is one of the best tools for quickly searching customers and quickly getting to customer information from any page in adilas. The user must also have at least the "Add/Edit Customer" permission to use the customer quick search function.

System Basics Section: "Customer Logs" - this permission provides a quick link to search the customer logs section.

System Maintenance Section: "Add/Edit Customer" - this permission is required for 3 main customer functions. First, it allows the user to add/edit any customers, customer information, log files, follow-up records, and customer images/scans (if user has photo management permission). Second, it is required to create "customer" invoices, quotes and shopping cart functions for basic customer sales. Third, if your corporation uses the queue, this permission is also required for a user to queue a customer.

Admin Use:

System Maintenance Section: "Customer Admin" - as the admin permission for customers, this allows the user to manage customer types, credit limits, exporting customer data to Excel and other settings.

Settings:

The Customer Queue can be turned on and renamed by editing your corp-wide settings.  Get to your "Manage Corporation Info and Permissions" page, accessible from any homepage when you have the administrative "Manage Corp Info & Permissions" permission. Click the "[edit corp-wide settings & defaults link]". On you corporation settings and defaults page, the Customer Queue settings are easily found by doing a quick web search for the word "queue" (ctrl+F to search in most browsers). Choose to "Show/Use" your queue here, also rename your queue as you desire and set the auto clean up times.

See the Admin section of the User Guide if more instruction is needed on how to access these administrative pages.

Related Pages & Help File Links:

Customer Queue: This page is where you manage your customer queue. You can search for customers to add to the queue, add generic non-customers to the queue (it can be helpful to add notes to reference these customers), and overall search and manage your customer queue. There is also a link from this page to the advanced queue search page. Very handy! Web link - help.cfm?id=400&pwd=queue

Additional Content:

- Show what the customer queue icon looks like & the customer queue page.

4.19 - Data Imports & Exports

- Histories, reports, access to all of your data

- Deals more with an admin level

- Getting your data back out of the system... pdf's, web, Excel, build your own reports, etc.

4.19 - Data Exports

Understanding the Basics:

Data exports are generally used at the administrative level and are a way for you to retrieve data from your adilas system. There are innumerable ways to search data in adilas, build your own reports, or track important indicators for your organization. All Data Is Live And Searchable = ADILAS.

Many of the advanced searches in the adilas system have an option for the data to be exported to Excel, under the "Report Type" field. Other reports and searches in the system can be printed directly from the print link on the header and footer of every page or copied, pasted, and reformatted to fit your needs. Other pieces of adilas are printable as pdf's. There are also things called data tables that have built-in export options for CSV, Excel, and PDF. More and more options are coming to further assist you in formatting and retrieving your data for your needs.

Getting Started:

A great resource for data searches and exports is the "All Advanced Searches & Exports" page. This is considered an admin page and is a centralized access point for all advanced searches, information currently exportable to Excel, and other special reports and data exports. Another highly recommended page is the History Homepage which shows everything done in adilas for the time you specify and provides drill-downs to the underlying data. 

Get to the All Advanced Searches & Exports page from the Classic Homepage under System Reports - All Advanced Searches & Exports; My Favorites Homepage under Other Homepages - All Exports to Excel; and from the Interactive Map Homepage click the history & reports button and then the "all advanced searches & exports" link on the history homepage. The History Homepage is also found under all the same sections from the main adilas homepages as the advanced searches and exports page. There are also quick links to history reports on the bottom of the Interactive Map Homepage.

Suggested Permissions and Settings:

Permissions:

Basic Use: 

To generally print or search data, this can be done with any page in adilas that you have permission to access.

Admin Use: 

Data searching, copying/pasting, and printing can be done in general from any page you have permissions to access. For exporting directly to Excel, look for the "Report Type" field on your advanced search or go to the "All Advanced Searches & Exports" page.

System Reports: "Corp/User History" - this gives you access to the History Homepage which has lots of power and is one of the quickest ways to see everything done in adilas for the time parameters you choose. It allows you to see and drill-down to all of the underlying data to show you what was done and who did what.

If you need a certain report to be made "exportable", please reach out and let us know. We are constantly adding new features and refining flow and export options. We see it as... It's your data. You are welcome to export it, back it up, and archive it as needed.

System Reports: "All Advanced Searches & Exports" - this allows you to access this concise page for all searches and data exports.

Related Pages & Help File Links:

All Advanced Searches & Exports: A great hub for searches, reports and data exports. Web link - help.cfm?id=406&pwd=advanced

History Homepage: An incredibly useful page for checking out what has been going on in your adilas with drill-downs to all the underlying data. This is great for seeing what has been happening and any data you are interested in. This is a great page to check out every day. Web link - help.cfm?id=329&pwd=history

Additional Content:

- Show some different formats of reports in adilas... I really think with a lot of these things, people really want to have an idea of their options.

4.20 - Departments

- Internal organization - conceptual setup and organization, organization of people

- A backbone of payroll

- Deals hugely with payroll, deals with timecards, payroll, manager - not necessarily physical locations but departments are required to be setup for payroll - who's the admin, manager, who is in that department (then you can set up pay rates, payroll taxes for specific people in various places)

4.20 - Departments

Understanding the Basics:

Departments represent the setup and internal organization of your company. These do not have to be physical locations but can reflect any organizational distinctions. Use them to virtually reflect your company's organization.

Departments must be setup to use the timecard and payroll features of adilas. Departments are the backbone for payroll. A user is first assigned to a department and then they can be set up with payroll settings. This provides great flexibility in assigning a user to one or potentially multiple departments to track different settings or pay rates. Managers and administrators can be assigned and permissioned to oversee departmental management.

Getting Started: 

To set up departments go to the Department Homepage and add a new department. This is also where you come to edit existing departments. After a department is created, users can be assigned to the department and user payroll settings can be setup.

The Department Homepage can be found from the Classic Homepage under the System Maintenance - Department Homepage; My Favorites under the Other Homepages - Department Home; or from the Interactive Map click on Users and then there is a link at the top of the page for the "department homepage".

Suggested Permissions & Settings:

Permissions:

Basic Use:

Department setup and maintenance is considered an administrative function.

Admin Use:

System Liabilities: "Manager's Time Clock" - this allows the manager (user) to add, edit, view and manage all of the timecards for users assigned to their department.

System Liabilities: "Admin Time Clock" - this is the admin permission over all the timecards for all users in all departments.

System Maintenance: "Add/Edit Department" - this allows admin to setup and manage departments.

Related Pages & Help File Links:

Department Homepage: Go here to add, edit, or manage your departments. Web link - help.cfm?id=27&pwd=dept

Add/Edit Department: This is where you can add or edit a department or even inactivate or reactivate an old department. Web link - help.cfm?id=28&pwd=dept

Assign Users to Department: This is where you assign users to their department. Web link - help.cfm?id=29&pwd=dept

Additional Content:

4.21 - Deposits (monies coming in)

- Any money coming in... ideally, the standard flow comes from invoices, ends up in the A/R waiting room until you come to the end of the day or how often you deposit and pull in the money you have to deposit

- There are other flows, though standard is through invoices, but you could have investments, credit paid for a customer, bank to bank transfers, etc.

4.21 - Deposits

Understanding the Basics:

Deposits track monies coming into your business. Deposits are one of the 12 Main Players in adilas. The standard deposit is made up of money from invoice payments, which is the general flow for almost all deposits. Occasionally other deposits may come from bank transfers or monies that are invested or loaned to your business.

The Deposit and Receivables Homepages both have ways to see monies that still need to be deposited. From the Deposit Homepage there is a quick link for "[payments not yet deposited]". On the Receivables Homepage use the show/hide search criteria and change the report type to show invoice payments not yet deposited. The Deposit Homepage is where you go to create, edit, search, and manage deposits.

Getting Started:

Create a deposit by going to the Deposit Homepage, which also shows your recent deposits, and click the "create new deposit" button. If you do not know the amount of your deposit, put in 0 or any amount and move forward. The next step then has you add the invoice payments that make up your deposit. If you put in 0 or did not know the actual deposit amount, circle back around and edit the main deposit information to match the sum of monies that end up being contributed to that deposit. 

Reach the Deposit Homepage from the Classic Homepage under System Assets; My Favorites Homepage under the Deposits section; or the Interactive Map from the "deposits" button. One quick way to add a new deposit is to select "deposit "from the quick search menu, type in "new" and click go.

Suggested Permissions & Settings:

Permissions:

Basic Use:

System Search: "Deposit" - allows use of the quick search for deposits.

System Assets: "Basic Deposits" - this allows a user to view deposits and deposit history.

System Assets: "Sales Deposits" - combined with the Basic Deposits permission, this allows a user to build deposits from invoice payments only.

Admin Use:

System Assets: "Admin Deposits" - combine this with the basic deposit permissions and this user will have full access to deposits so that they can add, edit, verify and manage any deposit needs.

System Maintenance: "Add/Edit Deposit Type" - this is an accounting level permission and allows you to add/edit your deposit categories to define what you are depositing the money for.

System Management: "Deposit & Receipt Final Post" - this is a high admin permission which allows this user to put a final lock on deposits and expense/receipts.

Related Pages & Help File Links:

Deposit Homepage: This is where you can see recent deposits or start a new deposit. Web link - help.cfm?id=81&pwd=deposit

Add/Edit Main Deposit: This is the main deposit information page. Web link - help.cfm?id=82&pwd=deposit

Add/Edit Deposit Line Items: This is where you add items to build your deposit. This page is also where you will find the admin add/edit deposit line item form for special deposits that are not sales generated. Web link - help.cfm?id=83&pwd=line

Additional Content:

4.22 - Discounts & Discount Rules

- First off, you have to realize that price is a variable that you can play with, cost is fixed. Price can be manipulated. Some people choose to change prices & others choose to use discounts to "change" the price. Discounts - A visual price change.

- In line discounts: these are per line item in percentages, dollars off, or mixed. Occur per line. Huge level of control and your taxes are spot on.

- Standalone discounts: these are a new line item that just holds the discounted amount. These are more general and depending on your industry may or may not be allowed. The hard part about this one is if you have advanced tax stuff it is hard to back out all of the taxes correctly. That is why in-line discounts are more detailed on the taxes.

- There are ways of setting up discounts through corp-wide settings, campaigns, based off of customer types, can tie discounts to buttons (my cart favorites), and there are other global rules & settings including date & time-based discounts. (i.e. happy hour, double Tuesday's, etc.)

- There are also settings per item that you can say include or exclude on discounts. So, this can be taken out to the individual item level.

- There are also some discount calculators that deal with cart as a whole, individual lines, or just sample data so that you can figure discounts.

Set manager's discounts - discount engine - Web link - help.cfm?id=516&pwd=discount

Cart - bulk discount calculator - Web link - help.cfm?id=484&pwd=discount

Profit & discount calculator - Web link - help.cfm?id=359&pwd=profit

Advanced add to cart - Web link - help.cfm?id=365&pwd=cart

4.23 - Display Options & Interface Choices

- Settings & permissions

- How do you organize your space? Your work space?

- Chooser - what do you want your interface to look like? Adilas has many available out of the box but this piece is entirely customizable and a lot more will be coming.... you can request or design your own which can then be quoted, individually charged/billed for & built out

- Very customizable - what do you use? What do you need? What is important? What do you want to see? What do you not want to see?

4.23 - Display & Interface

Understanding the Basics:

Adilas is built for you, the user, and right from the start adilas allows customization to help set the look, feel, and flow of your adilas. We want using adilas to be easy and efficient. To help accomplish this, we provide different interfaces so you can choose the one that is best for your needs and your style. 

The first way to customize your adilas is through Settings and Permissions. Adilas is based off of these two concepts. Settings allow adilas to reflect your specific organization, such as what you call your "customers", what you sell, or how your processes flow. Permissions determine who can be where in the system and what information or actions are available to employees or admin.

Getting Started:

By using the "Chooser" link, found on every page, you can set your main default interface. If you want a custom interface or have a request, contact adilas. Custom interfaces, reports, or displays can be individually charged and built out to meet your specific needs. This is one of the sides of adilas that has lots more coming! Adilas is already very customizable, and the future only holds more and more in the way of customizing your adilas to fit your needs.

Your corporation's "corp-wide settings" are determined and adjusted by the ultimate administrators of your business entity. They are accessed from the "Manage Corporation Info and Permissions" page. From here click the link to "edit corp-wide settings and defaults". All of the settings have associated descriptions to help you understand what that setting controls. Reach the Manage Corporation Info and Permissions page from the Classic Homepage under System Management; My Favorites under Other Homepages - Corp Home; and the Interactive Map under the settings buttons.

Suggested Permissions & Settings:

Permissions:

Basic Use: 

Use your "Chooser" link to pick the interface you like working with.

Admin Use: 

Changing corporation-wide settings and permissions is done by your ultimate administrators. There are permissions for each of these functions which should only be assigned to top administrators. These permissions are found under the System Management Section:

System Management: "Add/Edit Payees & Permissions" - this permission allows you to add and edit any user and their permissions in your adilas system.

System Management "Manage Corp Info & Permissions" - this permission allows you to edit and set up all of your corporation's settings and defaults. There is a lot of power in this section. This section allows you to set industry specific naming and terminology, adjust aspects of flow for various processes in your adilas application, determine default settings, and more.

Related Pages & Help File Links:

Manage Corporation Info & Permissions: This page is an administrative hub. This is where you come to find the links for editing your corp-wide settings and defaults and your corporation's look and feel. There are also many other links at the top which allow quick access to a number of admin pages. Web link - help.cfm?id=216&pwd=corp_admin

Corporation-Wide Settings & Defaults: Here is where you set your corporation wide settings and defaults. There are associated descriptions for each setting to help you understand its use and some potential options. From the manage corporation info and permissions page the link to this page is "[edit corp-wide settings and defaults]". Web link - help.cfm?id=336&pwd=settings

Add/Edit Corporations: This is where you set your main corporation info as well as color schemes and logo that cascade through the whole system. From the manage corporation info and permissions page the link to this page is "[edit main corp info - look and feel]". Web link - help.cfm?id=16&pwd=corps

Chooser Homepage: This is where you get to choose one of the existing default homepages. Web link - help.cfm?id=416&pwd=chooser

Additional Content:

- Definitely, definitely feature some of the varying custom interfaces here! There are so many cool ones!

4.24 - eCommerce & Web Presence

- Another corner piece (based on the interactive map)

- 2 parts to this: Web presence: on the world level - do you want to show it yes or no? You can control this on the world level. You can control it even more on the item or stock/unit level (general inventory or serialized inventory levels). A customer facing portion, outside secured environment - So, basically a satellite or moon of your world (your retail storefront instead of your back office).

- eCommerce: goes a level deeper, controlled on the world level, allows virtual shopping carts to be used outside of the system. So, the next level, instead of just showing items and options, you can have the system allow for sells, make payments, which will affect inventory and affect things within your world (the Adilas system). There is a whole other section for customers to log in to pay their bills, view/print their histories, or create statements. So, you basically give them a limited functionality site to do their stuff, without exposing all of the internal pieces.

- Ways to hide the pricing in eCommerce and give wholesale pricing to your clients

Search web inventory - information and help - Web link - help.cfm?id=251&pwd=web

Corporation-wide admin settings and defaults - Web link - help.cfm?id=419&pwd=admin

Interactive Map - Homepage - Web link - help.cfm?id=393&pwd=map

4.25 - Elements of Time (calendar & scheduling)

-A tool for using time. Are you doing: reservations, rentals, reminder system, scheduling, forums, a history, calendar event .... which you can then attach to anything else, or tie it to other things in the system

-Mix & blend, connect things, standalone & have it show up on the calendaring & scheduling application, tie it to customers, to vendors, to users... an additional time and scheduling/organizing piece for any of the other pieces, players, or functions in the system

-You can name and create your own templates, bins, buckets; You can name your locations or separate time organization & track in various ways

4.25 - Elements of Time (Calendaring & Scheduling)

Understanding the Basics:

Elements of Time is a dynamic business tool for time.  However time is used in your organization, this feature of adilas has great depth and flexibility to adapt to your needs.  Elements of Time can be used as a standalone time tool or it can be connected and linked to customers, users, vendors and other players within your adilas system.  There are 3 rounds of development planned for Elements of Time and Round 1 is what you are currently working with.  It is already a powerful and functional tool for time, but there is a great deal more to come!

Elements of Time allows you to create your own master time templates.  These master time templates allow you to setup and determine what details and information you want recorded, or that you require for that “type” of time.  You can create as many time templates as you need and then use them over and over again for tracking time.  Whether you are doing reservations, rentals, scheduling, project management, appointments, forums, calendared events, reminder systems, servicing, etc., this tool is ready to be customized to suit your needs.

Getting Started:

Go to the Elements of Time Homepage to start working with elements of time.  From here you can access links to add/edit master time templates, create new elements of time, and search and change report formats to view and work with your time elements.  

The first step in using elements of time is to setup time templates.  Once you have created a template click the “create new element of time” button to start adding time.  These templates can be adjusted with a huge variety of settings to make this useable for your organization, or what you need to track, for that “type/kind” of time.  For help getting started with elements of time check out the associated help files, these can help you better understand the versatility of elements of time and setting up a template to use over and over again.

Get there from the Classic Homepage under System Time & Requests; My Favorites Homepage under Elements of Time – Time Homepage; and the Interactive Map Homepage – elements of time button.

Suggested Permissions & Settings:

Permissions:

Basic Use:

System Search: “Time” – this allows you to use the quick search to search any elements of time, very fast and helpful.

System Time & Requests: “Basic Elements of Time” – allows the user to add, edit, search, print and generally work with time.

System Time & Requests: “Time – View & Comment” – this is a limiting permission and allows a “view only” setting.  This is given if you don’t want the user to be able to work with elements of time but only to see them and add sub comments if your template allows it.

Admin Use:

System Time & Request: “Admin Elements of Time” – this allows you permission to setup, create and edit master time templates and have admin permission over Elements of Time.

Related Pages & Help File Links:

Elements of Time Homepage: Your main hub for all time.  Lot of navigation and links at the top, a search form for elements of time, and your time search results & display.

https://data0.adilas.biz/top_secret/help.cfm?id=381&pwd=time

View Master Time Templates – Admin: Where you view master time templates and link to add/edit them.

https://data0.adilas.biz/top_secret/help.cfm?id=382&pwd=admin

Add/Edit Master Time Template: This help file is highly recommended if you are setting up master time templates.  This helps you understand the options for master time templates, what each of the settings controls or does and how you can create them to fit your needs.

https://data0.adilas.biz/top_secret/help.cfm?id=383&pwd=template

Add/Edit Main Element of Time:  Once you’ve set up your templates, this is the actual process of creating elements of time, which will follow the pattern of the template you created.  These will show up on your calendar and become their own object, being able to flex, adjust and hold large amounts of information.

https://data0.adilas.biz/top_secret/help.cfm?id=384&pwd=time

Additional Content:

 -It would be really neat if you could visually show some different ways or uses for Elements of time…. Maybe even some different view of it: like scheduling, a forum, time for invoicing, etc.

4.26 - Email Settings

-By default you can automatically email quotes, statements, & invoices directly from the system.

-There are also ways that you can configure custom emails that allow for html coding (rich look & feel). These emails can also use data directly from the system.

-If you need a custom address, there are ways that we can implement a custom email address.

-Professional quality emails. There is an entire sub-section just for email settings.

-There are custom options available. So if you need reminders or certain triggers need to be set or monitored, we can send you email notifications directly through the system. 

4.27 - Employee/Users

-Permissions, individual settings

-Which keys - permissions - are you giving them? Where can they work, play and what can they do in the system.

-Can by bigger than a corporation... they can have access to multiple corps

-Over 100 permissions, but must have 1 active permission to be considered a user

-This is one of the Main 12

-Often connected with payroll

-Every single piece is eventually connected to "who" - which user - did it, the system history, the employees can walk down every hall and go in every room if you give them the keys for it

-Employees & vendors technically the same in the system, except that one has permissions in the system and the other is just an outside feeder - ties to the end goal of getting paid - expense/receipts 

4.27 - Employee/Users

Understanding the Basics:

Users are the people that have access and permissions to work inside your adilas system.  You must have one active permission to be considered a user, but there are over 100 permissions that allow you to dictate what users can access, view, edit, and how they work in the system.  Users are one of the 12 Main Players of adilas and can technically be bigger than a corporation, since a user can have access to multiple corporations.  

System history is tracked with every single piece of adilas telling you the “who” of the story, or what user was associated with every action done in the system.  Users (employees) and vendors are similar in the system because they both tie to the end goal of getting paid through expense/receipts.  The difference is that a user has permissions and access to use the system, where a vendor is an outside payee of your adilas system.

Getting Started:

Adding new payees with their associated permissions is a high administrative function.  With the admin permission to “add/edit payees & (their) permissions”, it is a straightforward search and add process from the Payee Permission Homepage.  When adding or editing user information or permissions, the personal information is at the top of the page and all of the permission options are below.  The add or edit payee button at the bottom of the page must be submitted for your changes to be active.  

If users are setup with a basic permission of password and profile, they can go back in themselves and change their username, password and personal information but not their permissions.  Permissions can only be changed by a user that has the “add/edit payees & permissions” permission, which should only be given to the highest administrators.   Get to the Payee Permission Home from the Classic Homepage under System Management – Add/Edit Payees & Permissions; My Favorites Homepage under Other Homepages – Payees & Permissions; or the Interactive Map – users button.

Suggested Permission & Settings:

Permissions:

Basic Use:

System Basics: “Password & Profile” – this allows users to change their own password and profile and edit their personal information.  

Admin Use:

System Management: “Add/Edit Payees & Permissions” – this is an ultra admin permission.  These are the keys to add and change any user’s permissions, it is strongly recommended you take some time to understand permissions and only assign the permissions the user needs to do their job.

***With over 100 permissions that can potentially be assigned to a user, this is really where an administrator decides what they want a user to be able to do in the system and then assigns permissions accordingly.  It is strongly recommended if you are an administrator setting up new users in the system to take some time to understand permissions.  You do not want all of your users having access and permissions to every part of your adilas application.

Related Pages & Help File Links:

Payee Permission Home: This is where you search and add new users in the system.  This is also where you go to edit user permissions or information for users already in the system by clicking on the user’s name.

https://data0.adilas.biz/top_secret/secure/payee_permission_home.cfm?sec=51

Search Payee/User: Basic search before you add a new user in the system, this is required so as not to duplicate user in the system.  The link is at the top left of the links section and is called, ”[search/add a payee in the database]”.

https://data0.adilas.biz/top_secret/help.cfm?id=11&pwd=search_user

Add/Edit Employee/User Permissions: Adding or editing employee information or permissions.  Each permission has an associated description to help you in assigning the appropriate permissions per user.

https://data0.adilas.biz/top_secret/help.cfm?id=106&pwd=permissions

Additional Content:

 -We might want some screen shots here of the permissions page.  Or maybe we would even want to give a couple sample packages, if you will, of basic user permissions.  Like a basic set of retail permissions, or basic inventory permissions, etc.  Not necessary since each different company will have people that operate so differently but it was just a little thought I had while typing so I thought I’d record it here.  It could be helpful?

-Link here to the hour permissions class we recorded for one of our adilas university classes.

Adilas is what we call a "business platform". What that means is there are tons of tools, functions, permissions, settings, and processes to help you run your business. This guide or manual will take you on a step by step journey in exploring and explaining some of the functions and tools that are available to you and your company. Not every tool or function will be used and that's ok. We want you to match the right tools with the right job. Some of the goals in providing this manual are helping you learn the system, apply the concepts in your own specific manner, help you track all your operational and accounting data, and help make you even more successful than you currently are! Let's get started!

Basic Outline - Feel Free to Jump to a Specific Section or Area
 
1 - Understanding The Basics
1.1 - What is adilas?
1.2 - How Does It Work?
1.3 - Enter Once - Use Many
1.4 - Database Basics
1.5 - Web Basics
1.6 - Standard Page Elements
1.7 - Navigation Tips & Tricks
1.8 - Vocabulary
1.9 - Adilas Theory

2 - Logins, Passwords & Permissions
2.1 - Main Website Features
2.2 - Username & Password
2.3 - Creating An Adilas Bookmark or Favorite
2.4 - User Permissions

3 - General System Settings
3.1 - Main Corporation Info & Settings
3.2 - Locations
3.3 - Sales Tax Settings
3.4 - Payroll Tax Settings
3.5 - Departments (tied to payroll)
3.6 - Assigning Employees to Departments
3.7 - Timecards (clock in/out)
3.8 - Master Time Templates (calendar & scheduling)
3.9 - Flex Grid Tie-Ins (custom data fields)

4 - Meet The Players
4.1 - General Overview
4.2 - Admin
4.3 - API Sockets & Communications (application programming interface - send & receive data remotely)
4.4 - A/P - Accounts Payable (vendor waiting room)
4.5 - A/R - Accounts Receivable (customer waiting room)
4.6 - Attributes (parent & child inventory flags and tags)
4.7 - Balance Sheet
4.8 - Banks
4.9 - Barcodes & QR Codes
4.10 - Black Box Page Technology (custom code options)
4.11 - Check Requests (sub type of the normal expense/receipts)
4.12 - Check Writing
4.13 - Chooser (custom interface chooser)
4.14 - Corporations (worlds)
4.15 - Coupons & Sales Campaigns
4.16 - Customers/Clients
4.17 - Customer Logs
4.18 - Customer Queue (check in/out)
4.19 - Data Imports & Exports
4.20 - Departments
4.21 - Deposits (monies coming in)
4.22 - Discounts & Discount Rules
4.23 - Display Options & Interface Choices
4.24 - eCommerce & Web Presence
4.25 - Elements of Time (calendar & scheduling)
4.26 - Email Settings
4.27 - Employee/Users
4.28 - Expense/Receipts (monies going out)
4.29 - Exports - MS Excel/CSV/PDF
4.30 - Flex Grid Tie-Ins
4.31 - Floorplan
4.32 - Gift Cards, Rewards, & Loyalty Points
4.33 - GPS & RFID Tag Tracking
4.34 - History & Reports
4.35 - Ideas & Sharing
4.36 - Interface Options, Dashboards & Choices
4.37 - Invoices
4.38 - Labels & Custom Paperwork
4.39 - Locations & Tax Settings
4.40 - Look & Feel (custom colors & navigation)
4.41 - Manufacturing (changing or modifying inventory)
4.42 - Marketing
4.43 - Media/Content/Files (physical file uploads and referencing)
4.44 - Merchant Processing - Credit Cards & Financial Solutions
4.45 - Mini Conversions (buying, selling, & tracking inventory - units of measure)
4.46 - My Cart Favorite Buttons
4.47 - My Stuff (personal settings & options)
4.48 - Objects & Data Over Time (theory & concepts)
4.49 - Orders
4.50 - P&L - Income Statement
4.51 - Parts/Items (general inventory pool)
4.52 - Payroll, Commissions, & Time Clocks
4.53 - Permissions
4.54 - Photos & Scans
4.55 - Purchase Orders (PO's)
4.56 - Quick Search
4.57 - Quotes
4.58 - Recipe/Builds
4.59 - Reimbursements (REI's)
4.60 - Reoccurring & Automated Options
4.61 - Sales & Promotions (see coupons & sales campaigns)
4.62 - Saved Reports (custom report favorites)
4.63 - Settings - Corp-Wide
4.64 - Settings - Group Level
4.65 - Settings - Page Level
4.66 - Settings - Personal
4.67 - Shopping Cart
4.68 - Special Line Items (system parts)
4.69 - Splits (payments made on account)
4.70 - Statements
4.71 - Stock/Units (serialized inventory)
4.72 - Sub Inventory (parent/child inventory)
4.73 - Support
4.74 - Texts, Emails, Reminders, & Communications
4.75 - Third Party Solutions
4.76 - Tiered Pricing & Pricing Engine
4.77 - Timecards (digital clock in/out)
4.78 - Tools & Maintenance
4.79 - Training & Support
4.80 - Users (see also employee/users)
4.81 - Vendor/Payees
4.82 - Watchers, Feeders, & Triggers
4.83 - White Label Options (skins, themes, & custom)
4.84 - World Building & Data Assembly Line

5 - Customers (in depth)
5.1 - Customer Settings (general)
5.2 - Customer Types
5.3 - Customer Logs
5.4 - Customer Additional Contacts
5.5 - Customers to Invoices & Quotes
5.6 - Customer To Elements of Time (scheduling)
5.7 - Customer Photos & Scans

6 - Inventory (in depth)
6.1 - General Inventory vs. Serialized Inventory
6.2 - Parts, Services, & General Inventories
6.3 - Vendor/Payees
6.4 - Part Categories
6.5 - Use PO's to Add Inventory
6.6 - Updating Inventory Counts
6.7 - Light Manufacturing
6.8 - Recipe/Builds
6.9 - Stock/Units (serialized inventory)
6.10 - Makes
6.11 - Models

7 - Sales (in depth)
7.1 - Shopping Cart
7.2 - Advanced Add To Cart
7.3 - My Cart Favorites & Smart Group Buttons
7.4 - Quotes
7.5 - Invoices
7.6 - Invoice Payments
7.7 - Transitional Invoices
7.8 - Reoccurring Invoices
7.9 - Discounts, Returns, Trades, & Refunds
7.10 - Statements
7.11 - Sales & Profit Reports
7.12 - Sales Tax Reports
7.13 - Merchant Processing (credit card payments)
7.14 - Transfer Invoices

8 - Deposits (monies coming in)
8.1 - Banks
8.2 - Deposits
8.3 - Deposit Types
8.4 - Deposits on Merchandise
8.5 - Depositing Invoice Payments
8.6 - Bank Transfers (deposit side)
8.7 - Special Deposits (balance sheet)

9 - Expenses (monies going out)
9.1 - Payables Homepage
9.2 - Expense/Receipts
9.3 - Expense Types
9.4 - Check Requests
9.5 - Reimbursements
9.6 - Splits or Payments On Account
9.7 - Pay Stubs (payroll and withholdings)
9.8 - Payroll Tax Liability
9.9 - Sales Tax Liability
9.10 - Special Payments - Credit Cards
9.11 - Bank Transfers (expense side)
9.12 - Special Expenses (balance sheet)
9.13 - Printing Checks
9.14 - Advanced Concepts & Usages

10 - Reports & Searching
10.1 - Report & Search Basics
10.2 - Adilas Quick Search
10.3 - Basic Application Type Searches
10.4 - Advanced Application Type Searches
10.5 - History Homepage
10.6 - Sales & Profit Reports
10.7 - P&L - Income Statement
10.8 - All Advanced Searches & Exports
10.9 - View Custom Code & Reports

11 - Financials & Accounting
11.1 - Bank Reconciliation
11.2 - P&L - Income Statement (logic and flow)
11.3 - Balance Sheet (logic and flow)
11.4 - User-Maintained Balance Sheet Items
11.5 - Adilas Theory on Accounting
11.6 - Roll Call Accounting Principles
11.7 - Old School Accounting vs. New School Accounting
11.8 - Vision for the Future

12 - Other Tools & Features
12.1 - Bridging Users Between Corporations
12.2 - Site Look & Feel (colors and logo)
12.3 - Corp-Wide Settings
12.4 - Training & Support
12.5 - Barcode & Label Generator
12.6 - Profit & Discount Calculator
12.7 - Finance Loan Calculator
12.8 - Financial Flow Calculator
12.9 - Global Parts Find & Replace
12.10 - Global Parts Mark-Up
12.11 - Global Stock/Unit Mark-Up
12.12 - Admin Time Clock
12.13 - Update Inventory Counts
12.14 - Managers Checkbook
12.15 - Wholesale - Cart Builder
12.16 - Cross-Corp Sales
12.17 - Custom Forms & Documents
12.18 - Custom Code & Reports
12.19 - Building Master Time Templates
12.20 - My Cart Favorite Buttons
12.21 - Smart Group Buttons (tiered pricing)
12.22 - Become an Adilas Rep

4.28 - Expense/Receipts (monies going out)

-Any monies going out of the bank.... opposites of deposits

-Used for many different things - paying off PO's, inventory, paying employees, paying business fees, services, utilities, reimbursements, etc., even one expense receipts can be used to pay off multiple subs

-One of the most flexible pieces for mixing & blending & has incredible potential for great depth

-This is one of the Main 12

-You can detail out and organize all of your expense categories

4.28 - Expense/Receipts

Understanding the Basics:

Expense/Receipts indicate the payment of any monies going out from your company.  This is one of the 12 Main Players in adilas and has great depth.  It can be used to pay off many different things such as PO’s – inventory, paying employees, business fees, utilities, reimbursements (rei’s), etc.  One expense/receipt can even be used to hold other expense/receipts as subs and pay them all off together.

Expense/Receipts allow for you to setup and detail out all of your expense categories to 5 levels deep.  This means that every expense receipt is mapped out to 5 levels and all of this information tracks to your financials, showing up on the Income Statement or the P&L.  

Getting Started:

The Payables Homepage is a great place to start for seeing who you owe money to and expenses that have been recorded and need to be paid.  This is where all of your PO payments, payments on account (splits), and reimbursements (rei’s) will show up, if they have been recorded as such, and where you start the process to pay them off.  Use the active links in their respective columns to begin the expense/receipt process for these items.  

For creating other expense/receipts or managing expense/receipt information, go to the Expense/Receipt Homepage.  This encompasses all of your expense/receipts, even those that bypass the accounts payables section (accounts payable indicates known monies owed – for things like PO’s or monies recorded and in process or needing to be paid – splits & rei’s).  Come to the Expense/Receipt Homepage to create a new expense/receipt.  This page also contains links for getting to the add/edit expense types for your classification of account types.  

Reach these pages from the Classic Homepage under System Liabilities – Expense/Receipt Homepage & Payables Homepage; My Favorites Homepage under the Expense/Receipts section – Expense/Receipt Home & Payables Homepage; or the Interactive Map Homepage under the expense/receipts or a/p vendor waiting room buttons.

Suggested Permission & Settings:

Permissions:

Basic Use:

System Search: “Expense/Receipt” – a user also needs the “Basic Expense/Receipt” permission to be able to search/view or add/edit expenses.

System Liabilities: “Basic Expenses/Receipts” – this allows a user to add/edit, view, search, and print basic expense/receipts.  Limited view of any private e/r’s.

System Liabilities: “Basic Payables” – this may be another possible combination with the “Basic Expense/Receipt” permission, this allows the user to view but not edit data on the Payables Homepage.

Admin Use:

System Liabilities: “Expenses/Receipts Admin” – allows for the ability to verify, alter line items, lock expense/receipts, and view all private expense/receipts and all admin rights to expense/receipts.

System Maintenance:  “Add/Edit Expense Type” – this allows permission to add and edit the expense types or payment categories.

System Management: “Deposit & Receipt Final Post” – this allows the final admin lock on all deposits and expense/receipts, no one can change data without this permission once it has been posted.

Related Pages & Help File Links:

Expense/Receipt Homepage: Create new expense/receipts here, view/search recent expense receipts, search and link to other associated pages.

https://data0.adilas.biz/top_secret/help.cfm?id=86&pwd=expenses

Payables Homepage: Come here to see monies owed, or in the process of being paid for.  View and begin paying off your PO’s, splits, and rei’s from this page.

https://data0.adilas.biz/top_secret/help.cfm?id=239&pwd=payables

Vendor/Payee Homepage – Search Payees: When starting a new expense/receipt from the Expense/Receipt Homepage you will come here and be asked to search for a vendor/payee.  Who is getting paid on this expense/receipt?

https://data0.adilas.biz/top_secret/help.cfm?id=94&pwd=receipt

Add/Edit Expense/Receipt: This is the page where you finish creating your actual expense/receipt.  Who is getting paid and how much – the main information, what the payment is for & how it is categorized  – line items, and how it was it paid – payments section.

https://data0.adilas.biz/top_secret/help.cfm?id=87&pwd=expense

Add/Edit Account Types: This is the page where you create and manage your account types or your payment categories.  What categories or account types do you need to track/categorize your financials for expenses.

https://data0.adilas.biz/top_secret/help.cfm?id=91&pwd=accounts

Additional Content:

 -???

4.29 - Exports - MS Excel/CSV/PDF

-Exports are important and we want you to get your data. We help you store & secure it but it is your data. If we provide you with data it is part of our back up plan. You get your data, your needs, in your way.

-Almost all of the main system reports have export options. Usually exports are tied to the admin permission. Once it is in Excel or CSV you can alter the data however you want.

-There is an entire page that deals with just export options. Also, a lot of the new data tables, which is technically the word for special web tables that have cool features, they automatically have export options directly from the tops of the data tables.

-The system automatically can generate PDFs for POs, invoices, statements, quotes, P&L, & balance sheet; all of those can be configured to specifically match your needs. 

4.30 - Flex Grid Tie-Ins

-Create data relationships, connect players together (tie things together), 15 custom fields per the 12 main players- create your own customized database, notes

-Can add log notes to any of the 12 main players, unlimited in quantity

-Virtual buddy system

4.30 - Flex Grid

Understanding the Basics:

The flex grid tie-in application is a standalone mini application or customizable database that rides on top of your entire adilas system.  Flex grid has 3 main uses.  It can be used as a virtual buddy system, tying things together and creating data relationships.  Flex grid also allows you to add additional notes or logs to any of the 12 main players.  Another use is to create your own customized database for each of the 12 Main players with up to 15 custom fields and unlimited subs per each main player, to track any special data needs.

Flex grid arches over the entire application because it can be used with, and between, any of the 12 Main players.  You can add an unlimited amount of flex grid to an object and flex grid is almost as unlimited in the ways it can be adapted to fit your needs.  

Getting Started:

Flex grid must be tied to a main or “host” object, one of the 12 main players.  To add flex grid, go to the individual object (Such as: Invoice #97, Employee - John Doe, Customer – Jane Smith, E/R # 65, etc.) where the flex grid needs to be attached, and add your flex grid tie in from there.  When you are on the main object and have the necessary permissions there will be a link that says “[add new flex grid tie-in]”, there is also a link to view other flex grid pieces already attached there.

To set up your own customized database, go to the flex grid tie in homepage to add and manage your custom fields.  With the admin permissions there is a button right in the middle of the Flex Grid Homepage that says “admin – manage custom fields”.  We would highly recommend taking some time to plan out what you need/want for your flex grid before going in to set it up.  You have 15 custom fields per Main Player Group but the 15 custom fields can contain subs in the form of dynamic drop-down lists, or a combination of a drop-down list and open entry field, it depends on your needs.

Get to the Flex Grid Homepage from the Classic Homepage under System Maintenance – Flex Grid Tie-In Homepage; My Favorites Homepage under Flex Grid Tie-Ins – Flex Grid Homepage; or the Interactive Map under the flex grid tie-ins button at the top.

Suggested Permissions & Settings:

Permissions:

Basic Use:

System Search: “Flex Grid” – this allows a user to search flex grid pieces from the quick search.

System Maintenance: “Add/Edit Flex Grid” – this is the basic flex grid permission and allows a user to add, edit, view and search flex grid pieces.  

***The 12 Main Players Groups: Though they may be named differently in your adilas application (i.e. if you call your customers – patients, clients, etc.; or your parts – items, services, etc.)

o Balance Sheet Items

o Customers

o Deposits

o Elements of Time

o Employee/Users

o Expense/Receipts

o Invoices

o Parts & General Inventory Items

o PO’s  or Purchase Orders

o Quotes

o Stock/Units – Serialized Inventory

o Vendors

Admin Use:

System Maintenance: “Admin Flex Grid” – the admin level for flex grid allows the user to setup the custom fields, essentially creating a miniature customized database for the information you need to track for that main player group. With 15 custom fields available for each of the 12 main players, and potentially unlimited subs this creates a very expandable and flexible mini application.

Related Pages & Help File Links:

Flex Grid Tie-In Homepage:  Helps with understanding flex grid, getting started with lots of good information and some examples for using flex grid.

https://data0.adilas.biz/top_secret/help.cfm?id=323&pwd=flex

Admin – Manage Custom Fields:  This page is where you set up your custom fields or your custom database.  There are a lot of options here, you can pre-set your subs or just leave it as an open entry field.

https://data0.adilas.biz/top_secret/help.cfm?id=324&pwd=flex

Add/Edit Flex Grid Tie-In:  This page is going through the actual process of adding new pieces of flex grid or editing existing pieces of flex grid.  This page comes up after you have linked from the “[add new flex grid tie-in]” from an individual object page.

https://data0.adilas.biz/top_secret/help.cfm?id=326&pwd=flex

Additional Content:

- Graphic:

o Where the 12 main players are in green & flex grid highlighted in yellow on the interactive map

- Lots of good videos on this --- but that can come later

- Or even showing some screen shots of some Flex Grid custom set up pages – this helps me have an idea of the organization – what it looks like to have all Open Entry – what it looks like when you have populated subs, etc.

- The Teacher site and The Seamstress both have some good flex grid pieces you can show… I’m sure there are others too.

4.31 - Floorplan

-For big ticket items - trading titles for working capitol - your credit line

-Deals with the bank, an outside entity, almost like a multi-note with the bank per specific big ticket items (so like a loan with lots of miniature pieces or subs under it)

-This categorizes and data tracks and helps to track things with your floorplan - data tracking on serialized units & inventory

4.31 - Floorplan

Understanding the Basics:

Floor plan is a form of financing often used in industries with serialized or big ticket items, such as the auto industry.   It is a means of inventory financing which allows an outside lender, often a bank, to extend credit lines for these specific items.  As these items sell, the borrower repays the lender.  This ends up being like a multi-note loan, or a loan containing individually tracked miniature or sub pieces under it.

This section of adilas helps you track and categorize all the serialized units and inventory associated with your floorplan.   It also helps you search floorplan information and details, print reports, and track aspects of managing a floorplan.  

Getting Started:

Suggested Permission & Settings:

Permissions:

Admin:

System Liabilities: “Floorplan”

Related Pages & Help File Links:

Floorplan Homepage:  

https://data0.adilas.biz/top_secret/help.cfm?id=43&pwd=floor

Search Units in Inventory:

https://data0.adilas.biz/top_secret/help.cfm?id=76&pwd=inventory

Inventory Groups:

Link to page

Grouped Floorplan Report:

Link to page

Search Sold Units:

https://data0.adilas.biz/top_secret/help.cfm?id=77&pwd=sold

Additional Content:

- ????

4.32 - Gift Cards, Rewards, & Loyalty Points

-Tons of custom options are available. Often these reward programs have some corporation specific flare.  

-The Adilas standards are still currently under construction. Expected release data first quarter of 2019. Some of the standards will include: loyalty/rewards, gift cards, punch cards, in-store credit, vendor credits, etc.

-Technically all of these special account types or payment types are subs of the balance sheet. Behind the scenes all of these accounts will be run under a general title called sub special account tracking. Within that we will allow you to name the special programs according to your needs. For example, if you want to call your gift cards XYZ Bucks, that is totally fine.

-All of the programs that get setup will automatically inherit a default set of rules. Then we will let you modify those rules to match your company. This may be custom naming, special ratios, values, redemption exceptions, all kinds of rules, etc.

4.33 - GPS & RFID Tag Tracking

-GPS stands for global positioning system and RFID tag stands for radio-frequency identification

-One of the differences between GPS (global positioning system - usually satellite based) and RFID Tracking (radio-frequency identification - usually small tags or chips) is dealing with the distance from a hub or known area. Both technologies deal with tracking items or things according to a specific location or coordinates. GPS usually covers more distance and is mobile and RFID is more local, fixed, or within a controlled environment.

-These technologies are capable of tracking an "x" coordinate (longitude or width), a "y" coordinate (latitude or height), a "z" coordinate (depth, height, altitude, or elevation).

-Currently we have all of these as a possible sub of time so they can be turned on and off.  The fields exist so that we can capture real data or we could have other third parties that could feed us data and we could capture that.

-Basically the field is set to play but it is not fully automated yet. There are tons of places that it could go but currently it still needs some further development for it to be fully automated. 

4.34 - History & Reports

-Usually checked and used by admin - get to the history & data in/from the system

-Historical, Effectual, & Financial - levels of history on the different pieces

-Lots of flexible ways to get your data - All Data Is Live And Searchable

4.34 - History & Reports

Understanding the Basics:

There are 3 main groups of history tracked in adilas:  Effectual – what shows up for roll call (where is an object at, with date & time stamps), Historical – who touched what (actions/histories), & Financial – what & where does this show up on the financials.  History and reports are usually checked and used by admin to monitor and see what is happening in the system.  There are many ways to view, print, export and get at data in adilas: All Data Is Live And Searchable (adilas).  

The history homepage is one of the best resources for checking daily histories, weekly histories, grouped history reports, etc.  The history report provides drill down links into the specific items done in the system.  Many reports can be printed, exported to Excel, copied and pasted, and so forth.  Each object in the system also has its own history as it is created and tracked through the system.  Look for the history link to see the history associated with that object.

Getting Started:

Suggested Permission & Settings:

Basic Use:

System Basics: My History

Admin Use:

System Reports: Corp/User History

Related Pages & Help File Links:

History Homepage:  One of the best resources for efficiently accessing what has occurred in the system

https://data0.adilas.biz/top_secret/help.cfm?id=329&pwd=history

All Advanced Searches & Exports: All of the links to advanced searches in one place

https://data0.adilas.biz/top_secret/help.cfm?id=406&pwd=advanced

Additional Content:

- Screen Capture:

o It might be helpful to have a graphic here that shows a substantial or average Daily History report, so they can see layout, drill-down links, etc.

o It might also be good to show a couple different layouts for the ways reports are displayed & in the caption explain where that is

4.35 - Ideas & Sharing

-We love ideas! As adilas can get to it, it will get to it. But if you have an urgent need, get with adilas and help pay for that feature to be developed and you will benefit and it helps to grow the overall functionality of adilas

-Piggy back system, ideas grow & feed on ideas, so it all helps build a better system in the end

-A lot of great ideas come for our users and we appreciate any submitting of ideas, improvements, or tips, tricks

-It is a huge asset to have so many users contribute to the growth of this project

-In the future we would like to have ideas & sharing as a sub piece of Elements of time so that we can have a more open forum and a way to share and improve together 

4.35 - Ideas & Sharing

Understanding the Basics:

Adilas loves ideas and input!  Much of what adilas already is has come because of user input and suggestions.  It is a huge asset to have so many users contributing to the growth of this project.

As adilas gets ideas and suggestions, we will get to it as we are able to get to it.  But if you have an urgent need, contact adilas and you can help pay for a feature to be developed.  This services individual needs but also helps adilas’ overall functionality and growth.  In the future we hope to have a more open forum, under Elements of Time, to share thoughts and ideas and grow together.

Getting Started:

Send Ideas and thoughts to:

info@adilas.biz

Suggested Permission & Settings:

Related Pages & Help File Links:

Additional Content:

4.36 - Interface Options, Dashboards & Choices

-Every user gets to select or specify what user interface they want to use. This is done through a thing called the chooser. By default there are seven global interfaces that you can use and there are over 30 other custom ones that may be used as well.

-There are also custom options that may be added and built in through your corp-wide settings. So once a custom page has been built you can actually add that to your chooser so that you could use that as your homepage.

-Any of the other sub- homepages could also be set as your default interface or landing page.

-There are also a number of themes which are pre-set color structures. You can modify your own or select from our pre-sets. Basically it is custom look and feel all the way around.

-Some of these presets include things like classic look, blue pastel, geometry, Snow Owl theme, etc. Some of the interfaces like Snow Owl have hundreds of sub-settings to dial in your look and feel.

-Because we allow color and theme changes there may be white label options that have their own, unique look and feel due to 3^rd party vendor white labeling.

-Currently custom dashboards are done on a per corporation basis. You come up with the different things you want to be displayed and shown. You work with a developer and they build it for you to your customized specifics.  

-More things to come! =D 

4.37 - Invoices

-Very flexible

-Must be created through the shopping cart (the building zone), once it is done & stamped as an invoice it is in the database, collect money (or money still owed, or partial payments), mapped to financials, deposited

-Invoice hold lots of info: COGS, customer info, payments, revenue

-Invoices feed P&L, they also feed inventory levels on Balance Sheet

-Potentially tied to payroll if you are doing commissions

-One of the most used pieces in the system

-Can by reoccurring as well

-This is one of the Main 12

-Internal parts ticket - taking products & services and moving them around - internal ticketing

-Also deal with sales taxes & accounts receivables - receivables mainly come from unpaid or partially paid invoices

4.37 - Invoices

Understanding the Basics:

Invoices are very flexible, one of the 12 main players and one of the most used pieces in the adilas system.  Invoices are the means to track products or services you are selling.  It contains a record of the goods you sold and the amount owed to you for your products or services.  A great deal of information is held on an invoice, such as: COGS, payments, revenue, items sold, customer information, etc.  

Invoices feed the P&L (Profit & Loss) as well as inventory levels on the balance sheet, they effect inventory counts and create your accounts receivable.  Whether money is fully collected, partially paid or still owed, this is mapped to your financials in adilas.  There are 6 invoice types that can be used in adilas: quote, counter sale, customer invoice, internal repair, transfer, and transition invoice.

Invoices are created in the shopping cart - this is the interface to build an invoice.  While in the shopping cart you are in a construction phase until you proceed to “checkout” when it then becomes an actual invoice in the system.  To create an invoice from the homepage click “Start New Cart”, or from the Invoice Homepage “Create New Cart”.

Getting Started:

Suggested Permission & Settings:

Permissions:

Basic Use:

System Search: “Invoice”

System Basics: “Start New Cart (Invoice)”

“My Cart Favorites”

“My Quotes”

System Reports: “Parts/Inventory”

System Assets: “Basic Quotes”

“Basic Invoices”

Admin Use:

System Reports: “Parts Admin”

System Assets: “Admin Invoices”

Related Pages & Help File Links:

Start New Shopping Cart (Invoice):

https://data0.adilas.biz/top_secret/help.cfm?id=144&pwd=cart

***View Cart Help File: Great help file if you are spending any amount of time creating invoices.  This will help you with things you need to know about the shopping cart.  This will teach you about how to get things in and out of your cart, this is where you can learn about the other invoice types, how to deal with aspects contained in invoices, cart logic, saving your carts, big ticket items, applying discounts, and much more.  You want to take the time to check this file out! ***

https://data0.adilas.biz/top_secret/help.cfm?id=143&pwd=cart

Add Item to Cart:

https://data0.adilas.biz/top_secret/help.cfm?id=146&pwd=cart

Invoice Homepage:

https://data0.adilas.biz/top_secret/help.cfm?id=147&pwd=invoice

Printable Invoice: (after it is now an invoice in the system)

https://data0.adilas.biz/top_secret/help.cfm?id=149&pwd=print

Add/Edit Invoice Line Items & Invoice Payments: (again, after you have an invoice in the system)

https://data0.adilas.biz/top_secret/help.cfm?id=155&pwd=line

Additional Content:

 -Graphics

 -Screen shots

 -Etc.

4.38 - Labels & Custom Paperwork

-Labels and custom paperwork usually deal with getting some sort of information out of the system and getting into a different format for printing and/or saving.

-We have a number of presets that are in the system that anyone can use. If you need anything custom, we can attach custom paperwork or label options to any part of the system. For example, if you needed contracts for invoices, or customer signatures for rentals or reservations, or labels for things like pharmaceuticals or chemicals, etc.

-There are a number of pre-built labeling systems inside the system that allow for direct labels for items, customer, invoices, elements of time, etc.  These labels may contain other output values such as: barcodes, descriptions, id numbers, names, date, quantities, locations, etc.  

-Custom labels and custom paperwork may be added to any section such as parts, items, shopping cart, invoices, customers, POs, vendor, employee (HR), etc.

-There are some corp-wide settings to help control some of the defaults for labeling.  

-Labels can be printed on an individual basis end to end, stacked, or custom layout. There are also options to print bulk-sheet labels. 

4.39 - Locations & Tax Settings

-The ability to customize your location specific tax settings

-Helps organize things by geographic regions or areas

-You can use virtual locations as well, which you can also name - example a retail side, a service side, etc.

-Corp-wide settings to custom name

-State, county, city and 5 customer additional ones per location so you can setup all your location specific tax settings

4.40 - Look & Feel (custom colors & navigation)

-We want your business to look and feel like you want it to. Some of this is done through settings so that we can speak your language. Some of it is done through visual interfaces and displays so we can make you feel more comfortable with using things and making things happen.

-The backend is like an engine but we can use function and form to help you get what you want and the look and feel that fits your needs.

-**Skin Your Engine Graphic - This has the motorcycle, van, sports car, semi-truck, UFO, all with the same engine.

-We have a number of presets. The one we first started on is called the classic - very simple, non-moving, but very powerful and dynamic. Some of the newer ones have more mobile, responsive ones, more sliding/moving menus, more modern technologies built in.

-We allow you to upload logos, alternate images, watermarks. You can change colors on virtually every single thing - backgrounds, roll-over colors, menu icons, buttons, link colors, messages, icons, etc.

-There are many different settings that you can setup for reports, navigation, and hundreds of settings that let you control feeders, footers, headers, custom navigation. Tons of options for corporation links, individual links, and other options for navigation that can be customized for your particular needs or setup for your corporation.

-Custom interfaces - we have thousands of pages which could be available to set as your homepage. If you need your own custom look/dashboard we can create that as well. Or we can blend those pieces together to get what you need.

4.41 - Manufacturing (changing or modifying inventory)

- Taking an original or raw product and making into something else, anything that you are altering & selling as a product

- Anything mixed, blended, bent, changed, tweaking or making pieces of inventory

- It is tied to inventory - so it gets pulled in on the PO side

- Can be manufacturing big ticket or small items

- Friends with recipe/builds

- A request PO - like a quasi PO, or a quote, on order - to make

4.42 - Marketing

-Once you have all of the data from your day to day operations and accounting - think of all the power you have. We can use the massive amounts of data in your system to connect with other companies that can help you manage your marketing in whatever ways you need.

-Presently we have all the data. We do not manage the marketing but can connect you to third parties who are focused in various marketing aspects. We provide you with great resources for business intelligence as you can access all of the data in the system.

-We have a number of reports, charts, graphs that can visually show you data. If you need something customized we can build that for you.  

-We have all the data. You can pull reports, trends, export things, and use your data to improve your work flow and your company. 

4.43 - Media/Content/Files (physical file uploads and referencing)

-A Library to organize content

-What are your files & media? Contracts, video, drafts, drawing

-Files on your local machine, on a network

-You can tie them to any of the 12 players or you can just categorize & organize them

-Can tie to individual items, to groups or to everything

-Cataloging, referencing, organizing, logging, tracking your pieces, pulling in & connecting any type of content that you want

4.44 - Merchant Processing - Credit Cards & Financial Solutions

-Merchant processing is a great addition to any business. This allows you to process any transaction with credit card or digital payments. This feature is not required to use our system, it is just an available option.

-You have to have at least 3 players with merchant processing. You have to have a POS (Adilas), a gateway or credit card processing company, and then you have your banking entity which is your merchant or banking entity. Some big companies actually fill multiple of those roles but all three of those components are required for merchant transactions.

-**Flow chart diagram for Merchant Processing

-We do not require that you deal with a certain merchant. We do have a number of merchant gateways that we have already coded to. So if your bank already deals with these gateways you can be very easily integrated.

-We also have a number of other closed circuit payment options. This is basically where you load money on to a card or account and then you can spend that money at participating stores.  

-If you have a specific gateway or banking entity that you would like us to work with. We need to be notified of that, we will do some research, get you a quote, and built the pathway to use that merchant processing option.

-Merchnat processing may be used in internal POS/shopping cart options, online bill pay, payments on account, external eCommerce, reoccurring invoicing/payments, etc. 

4.45 - Mini Conversions (buying, selling, & tracking inventory - units of measure)

-When you deal with parent/child inventory - this is usually a placeholder at the parent level. Then usually some sort of sub-batch or group to create the child inventory. Mini conversions are actually breaking that child inventory into different units of measure to either be used, consumed, or sold. Mini conversions is only at the sub inventory level, this is not available at the parent level.

-An example is water - how do you get it? How do you sell it? If I sell you a case, that may be 12 bottles of 1 liter per. Breaking things into smaller pieces. Technically the same water could be sold by the drop, the cup, the pint, the gallon, the liter, the case, etc.

-Part of the plan with mini conversions is also being able to track who has what and what is available so that we can go back and forth between conversions. Going back and forth between conversions. So this will allow you to create or destroy conversions so that you can go back and forth as needed.

-Another goal of mini conversions is being able to track the hard to track inventory pieces. Right now there are some known areas that are tough - what is real, what is committed, promised, what is ordered online, what is in the shop, someone else’s shopping cart, warehouse, what is requested, etc. It gets into a way of micromanaging your inventory in a way that you are going to buy and sell it.

-It goes deeper and deeper, you’ll be able to set prices, you will be able to also create some standard things that you can use over and over again. You will be able to setup how internally manipulate these items as well as prices, structures, and a whole chain of custody that is built into mini-conversions. Where did this product come from, what happened to it at every stage, what is it being used for and put into now, where is it sold, split, etc.  

4.46 - My Cart Favorite Buttons

-These are basically preset code that help you to sell things, organize things, or create visual checkout processes. You can tie them to existing searches, exactly to specific items to tie to the cart, you can tie them to recipe/builds, or even stack, group, or turn them into tiered pricing models.

-Originally they were designed to be user specific and they still can be. However many companies want them to be one master set for the company. Either way will work and you are also able to copy, view, and share buttons as needed.

-As far as organization goes, you can name them, add photos, stack them, group them, color-code them. You can tweak out your buttons to whatever fits your needs! For example say you wanted a certain group of items to be orange or purple, or if you were a deli you could have a button that said Desserts and nested under that button you could have pies, cakes, cookies, sodas, ice creams, etc.

-There are multiple different kinds of buttons - you can have Flash buttons or HTML buttons depending on your interface. Certain devices, operating systems, or browsers work better with certain kinds. For example an iPad does not allow Flash and would use HTML. Switching between button types is very quick and easy.

-Some companies even like to run their entire POS with just the buttons directly or something called a split cart mode that allows them to see and click on their buttons while viewing the shopping cart screen.

-One kind of button is called a smart group which allows you to setup your own tiered pricing structures. This can go as deep as you would like to go and one of the secrets behind it is rules and assignments. The rules are where your price breaks come in, typically based on a quantity type model. The assignments deal with which items or product are associated with that set of rules. All of those are one to many relationships and that button is able to hold all of the related functions you have set for that button.   

4.47 - My Stuff (personal settings & options)

-My stuff usually deals with things such as clocking in/out, checking your hours, updating your own username and password, setting your own user defaults and presets - so that you don’t have to make certain selections every time, etc.

-Personal settings are sometimes at the lowest, most detailed level. The highest level is the corporation or world setting, then a group or player level (like parts or invoices), then page level settings, and then one of the lowest things are personal settings. Things that you can set that can best help you out.

-Some of your personal settings deal with your own default homepages, a specific shopping cart type/style you use, cart favorite buttons you use, if you use the queue, if you’re tied to a specific location, etc.

-Also within your personal settings you can view your own history - what did you touch, work on, effect in the system, what were your logins, etc.  If your company is running payroll through Adilas you can also view your paychecks and paystubs.

4.48 - Objects & Data Over Time (theory & concepts)

-Creating the data as objects which are then able to be moved over time and mapped back to, because things are tracked as objects, they can be mapped, tracked through time, you can go back & see where things were at certain time

-Also everything that is tracked over time you can go back and see the story, it really helps to tell the story

-Objects allow for depth, diversity, detail

-Everything has a life cycle: it starts, things happen to it (depth), and then things can be mapped to it & it concludes its life cycle or 

4.49 - Orders

-On the quote side for customers (invoice side)

-On the request side for PO's

-Already started but no monies are owed, paid yet... partial, quasi status

4.50 - P&L - Income Statement

-Profit & Loss - a financial document

-Feeds the balance sheet

-2 calculations (Gross profit & net profit) & 3 main pieces (Revenue, COGS, Expenses) - (Revenue & COGS which then derive your gross profit, then after your expense you have your net profit)

-The P&L is fed by the line items from the invoices, deposits & expenses

-The P&L is 100% automated from the objects, so when you want to adjust something from the P&L you go back to the source and you can re-categorize or whatever you need to do with it so that it ends up in the right place

-Time range on it, can look at date ranges, by the end of year, it is your fiscal year

4.51 - Parts/Items (general inventory pool)

-What is your product? Is it actual product? Is it services? What are you putting on your invoices?

-Parts are generally tied with PO's (incoming - the way to get something into the system) & invoices (the way to get them out of the system) sold to customers

-A place holder is created in the system for the parts by bringing it in on the PO, (so the pipe analogy to track incoming and outgoing) by tracking this, then you can roll call on the pipe at any given time, this place holder holds your name & cost (which can also be adjusted) it becomes the unit, so that you can track and roll call the outgoing and incoming pieces

-This has a number of corp-wide settings attached so that you can name what you want to call these - parts, services, widgets, etc. name it what you want it

-Parts & inventory are eCommerce ready

4.52 - Payroll, Commissions, & Time Clocks

-Paying your employees

-Payroll tax settings, user tax settings

-Deals with people, so it is a buddy with employee/users, to time clock (clocking in/out), also ties with invoices if doing commissions, then it also ties to expenses for paying the employees

(From 4.13 Departments section: A user is assigned to a department and then set up for payroll where they can have pay rates assigned, personal tax settings and other settings saved for them in that department. This provides great flexibility, because you could have the same user assigned to different departments, receiving a different pay rate depending on what job or “department” they are working in for that period of time.)

4.53 - Permissions

-Wanting to control who can play where

-"You don't want the bull in the china shop."

-Making sure people have the ability to do what they need to do but not allowing them to work where it is not needed

-Can give temporary access and then turn it back off immediately

(-From admin file: The beauty of adilas is that you can give each individual the permissions they need to do their individual jobs, whatever that spectrum may be.

grant or deny access to your users as to how they are able to play and function in adilas based on the permissions that are assigned to them. (i.e. employees, members, etc.) other users in where they are able to work in adilas.

How access is permissionable, which allows them to maintain control and structure in their organization. It also allows them to access or permission access for various responsibilities and information.

The permissions are color coded, so that you can see visually as well as by reading the description which permissions are more basic and which are more admin oriented.)

Help File: to the permissions page

4.54 - Photos & Scans

-Can be attached to any of the objects (or individuals) for the 12 main players & can attach up to 100 per individual

-Tells your story, it's your evidence, your trail, document, story, picture, hand scribbled note, whatever you need it to be

-Selling tool

4.55 - Purchase Orders (PO's)

-Ways to get things into the system

-An inventory tool - an inventory manipulator tool, so you may use it internally just like you would use a PO to bring in product from a vendor

-PO's flow to the general inventory pool, often come from a vendor, but as mentioned before can be used internally

-Manufacturing all done through PO's

-Eventually moves to the A/P so that someone can eventually get paid (you can also have $0 PO's for internal uses or services & such things), buddies with vendors, parts & eventually expense/receipts

-One of the 12 main players

-PO's you can name as well - out of the 6 available you can name 4 of them

4.56 - Quick Search

-One of the quickest ways to move around the system or reference things, almost like teleporting

-Bounce & jump all over - once you learn the quick search it is your buddy, it is how you get around

-Two flavors: More expanded version on the classic homepage & then there is the smaller version on the top of every page 

4.57 - Quotes

-Related (brother or cousin) to an invoice -

-A saved shopping cart - so you can restore it back to the active cart or edit things before it is finalized for invoicing, you can send it out as a quote so you can still work with it... you aren't quite ready to finalize & commit it yet

-So it is a definite buddy with customers & invoices

-Quotes can hold stock units, elements or time... basically anything that an invoice can do, a quote can do, except progress through checkout, then you will have to restore that to the cart & finish out the process as an invoice

-Quotes a prep/holding spot or to quote a job/service

-If you are just learning adilas, this is a great spot to spend some time b/c you don't hurt anything at all. It doesn't alter any sort of financials or inventory or anything so it is a great resource for practicing! :)

4.58 - Recipe/Builds

-Great tool for any repetitive processes - almost like coding or prepping the system in a way - groups, kits, choices, options, things that go together (buddies, add-ons, accessories)

-Can almost create a virtual walk through list or a questionarre so you can cover everything with a customer

-Currently 2 flavors. Flavor 1: Build & Sell (Invoice/Quote side)

-Flavor 2: Build & Hold (PO side)- like miniature manufacturing

-Can be tied to buttons

-You create the recipe at your lowest common denominator (essentially) then you can use a yield multiplier to create as many recipes of that thing as you need

4.59 - Reimbursements (REI's)

-An expense/receipt with a special flag - it was already paid but not by your company. Someone else paid it but you need to pay them back. So this exists but you need to pay some else back.

-Reimbursements - each one you say that you are going to pay off (and you can pay off many at one time), has to be paid in it's entirety whereas splits will allow you to do partial payments

-Can pay back multiple reimbursements at a time - so you can stack multiple reimbursements with one check (or one form of payment)

-Depends how rigid paying it back is between here and splits

4.60 - Reoccurring & Automated Options

-We have a full section that allows you to do recurring invoices if needed. Basically you would setup a master invoice, setup a schedule of when that needs to happen, then it rolls itself into an ongoing queue that you are able to view and process. Currently this process does require light manual babysitting, We want to provide you the opportunity to make sure that everything is still as it needs to be. Oft times things need to be changed or adjusted, change of service levels, or products.

-Reoccurring expenses are fully automated. Once these are setup they will automatically run based on the scheduled date and time.

-Another thing that deals with recurring is recurring elements of time. This one is special, you create the original element of time and then you have the opportunity to duplicate on a bulk fashion up to one year out from it’s creation. It’s recurring format is based in a calendar format with easily select-able days, weeks, that you can click on and have that event duplicated and pushed into the future.

-There are also some automated options such as automatically emailing things, certain states require certain syncs or updates that function automatically, if there are certain tasks or reports that you need we can automate those, there are many options for custom options with automation. At times certain business processes need to trigger other things in the system, so we can specifically code things to happen just for your business. Eventually we will have automated texting options as well where you will be able to setup reminders and such. 

4.61 - Sales & Promotions (see coupons & sales campaigns)

-This deals with selling your inventory - whether it is live where the customer comes in, they order online, or they somehow respond to an ad.

-This is part of your marketing arm. Most of these transactions will take place on quotes, invoices, and online eCommerce.  

-A lot of the current tools deal with being able to set and control discounts and record which campaigns they are tied with.

-There are ways of doing discounts that are manual, in-line, automatic, pre-set buttons, etc. There are also reports to help you view and see these discounts that have been given.

-One of the big tools is something called the discount engine. This allows for discounts based on vendors, part categories, specific dates and times, you can exclude or include certain items, etc. After being setup these discounts occur automatically.

-Additional marketing and discount ideas are still in the works. 

4.62 - Saved Reports (custom report favorites)

-There are tons of reports and options straight out of Adilas. You can run these reports at anytime. If you have something you want to run all the time you can use the save report feature. These buttons are spread out through the whole system.

-Most of the advanced searches have save options. What this does is remembers all of your search criteria and then allows you to name and sort your reports. These can all be accessed from a special page called my saved favorites or favorites for short.

-Small technical note on each favorite - behind the scenes we actually store all the settings and search criteria in a database format. Once this happens it actually creates an id number and allows you to get to the same report by using the id number without re-specifying all of the criteria again.

-You can actually name your own reports, you can assign them to specific users, you can make them private, you can sort them, and you can view them at any point in time. There are no limits to how many different reports you can save.

-To edit the search criteria simply browse to your favorites, click to view, then look for a button or link that says refine your search. At this point it will take you back to the original form and populate it with the stored criteria. Simple change the criteria, resubmit it, and if it looks good simply find the save report settings button.   

-You can create a report, modify it, and then save it as a different report. So you are basically creating multiple reports off of an original report.

-You should be able to save reports for almost all of the 12 main system players.

4.63 - Settings - Corp-Wide

-Corporation look & feel, how you kind of set up your world; what do you buy, sell? What do you call things? What do you call customers?

-Foundation level of setup for look and feel, to speak your own language (to make you comfortable), to help accomplish the goals of your company or industry

-Change once, use many - from changing it in the corp-wide settings it cascades throughout your entire corporation

-We will continue adding more and more custom settings (History: we started out with 6 and now there are over 100)

4.64 - Settings - Group Level

-Basically the group level settings deal with our 12 main players:

l Customers

l Invoices

l Expense/Receipts

l Parts & Inventory

l Quotes

l Employees/Users

l Elements of Time

l Vendor/Payee

l Deposits

l Purchase Orders (PO’s)

l Stock/Units

l Balance Sheet Items

-These settings are things that help us set up custom naming and usage for these main players. Of these main groups how do you want to play, what do you want to call them?

-Many of these currently exist in the corp-wide settings: what do you want to call your customers? What naming conventions do you want to use? What options do you want to toggle on or off? What fields do you want to use? What special features do you want to use? What handling options? Rounding? What flow do you want to use?

-Currently some of these group settings are mixed between page level settings and corp-wide settings. Our goal is to eventually break them all out independently according to their group (i.e. invoices, customers, etc.).

4.65 - Settings - Page Level

-Settings that only deal with certain pages or sections. This is very common to help with defaults, mapping, decision making, and how expanded or contracted pages look, feel, and react.

-If there are page level setting you get to them through a gear icon or a button/link that says page settings. These are very common in the industry specific pages  or pages that can have custom industry specific options.

-As a technical note - most of the page level settings are stored as a JSON object. So technically we can add as many as we want in one single entry - this could be corp specific, user specific. This is efficient because we can store it as one single object so when that page is pulled we can pull it as a single object to use whatever settings have been assigned for that page. 

4.66 - Settings - Personal

-Choose and set your default settings. So your default interface, banks, PO's, payment types, etc., etc.

-This piece will be growing like crazy... to eventually set up buttons so you can control your space, your settings, how do you want things to work, what do you want to show, do you want certain reports, settings..... you personalizing the system for your specific needs

4.67 - Shopping Cart

-The interface with your customers. How you sell products and services.

-One of the most flexible and critical pieces of the entire system.

-Highly recommend that you read this help file (View Cart) - it shows you multiple ways to get items into your cart, how to apply discounts, payments,

-All virtual memory - so nothing hits the database until it is saved as a quote or you go through checkout - then it becomes an invoice and hits the database

-So what that means is that you could change price and all sorts of stuff in the shopping cart and that does not affect the actual details for the item

-Non-linear... because it is held in virtual memory, you can go anywhere else in the system and it is still held in virtual memory - in it's own little container

-There about 30 corp-wide settings that deal with shopping cart and invoices - clear to disclaimers, show/hide bin numbers and other features, units of measurement, check out options, barcode options, payment options

4.68 - Special Line Items (system parts)

-System parts - items you do not have to bring in through a PO

-So the system gives you between 15-20 pre-set items you are ready to use

-Items such as: labor, discount, freight

-Pre-set tubes or place holders - system standard, you can turn them on or off but they are there for every corporation, a hard-coded item

-These have special back-end connections and mapping to financials

-They are controlled through a sub-section of the corp-wide settings, they are all unlimited as well, so they can be used over and over again

-Basically without doing any sort of PO you could start doing invoices with all of these pre-set, out of the box, loaded items

-Non-editable, so you cannot switch vendors, change things... you can only turn them on or off through the corp-wide settings

4.69 - Splits (payments made on account)

-Define Splits: if you had a bigger payment to pay for littler things - so payments on account or partial paying stuff

-2 Basic Scenarios: 1 - paying multiple payments on one item or expense; 2 - paying one bigger payment that pays for multiple little pieces - so using an expense to pay other expenses (a 1-many-many) (A video tutorial might be helpful to add in this section)

-A type of expense/receipt - either short paid or partial paid, so it is not fully satisfied on the payment portion - b/c of that it automatically routes itself to the A/P waiting room

-You can apply payment after payment until it is satisfied or you can wrap multiple ones together.... probably the most flexible when it comes to the expenses/payment section

-More flexibility in paying it back... can pay it back in multiple times

4.70 - Statements

-A snapshot in time of lots of invoices

-One statement can hold many invoices - kind of like a summation

-As soon as you create it, it is dead or a dead end - it is just a snapshot in time - it is just a tool so you can get payment or tell someone where they are at

-You can send them as a pdf

-when someone does remit payment you actually go back and apply payments through the apply payments section (a sub of the A/R waiting room) or through the invoices themselves - statements are just a tool to help you get that money

4.71 - Stock/Units (serialized inventory)

-This is one of the original reasons this system was created - this is where we started! :) Pretty cool how adilas really grew and came from this area - this is where the history starts (give a plug here).

-One of the deepest sections of the system and one of the most powerful tools inside of adilas.

-They deal with makes and models - it has organization, (inventory type, sub inventory type, make, model - adding corp wide settings so that you will be able to change those names)

-One of the main 12

-These are items that need to be tracked on a one by one basis, they are usually serialized

-It is part of inventory, they automatically allow for subs to be connected, internal ticketing (tied to invoices and parts), external repairs (automatically ties to expense/receipts for those specific items)

-They allow for photos, we can track location, age changes, and location aging

-Allows for the manager's checkbook or slush fund accounts

-Floor-planning is tied to stock units

-They automatically create a payable out for that base price when entered

-Can be sold and mixed with other items all on one ticket or invoice (mixed tickets)

-Can attach multiple customers to it

-You can work deals and payment options on it. They allow for setting up multiple payments

-Can be tied to payroll, commissions

-There is a LOT of depth here

4.71 - Stock/Units

Understanding the Basics:

There are many levels and sub pieces which allow for some of the This is where adilas started from and this area holds some of the greatest depth and power for data tracking.  This are contains many levels and sub pieces and can be

Getting Started:

Suggested Permission & Settings:

Permissions:

Basic Use:

Section: “Permission”

Admin Use:

Related Pages & Help File Links:

Payables Homepage help file:

https://data0.adilas.biz/top_secret/help.cfm?id=239&pwd=payables

Splits for A/P

https://data0.adilas.biz/top_secret/help.cfm?id=240&pwd=splits

Additional Content:

 -Graphics

 -Screen shots

 -Etc.

4.72 - Sub Inventory (parent/child inventory)

-Sub-inventory started out as a need for more data on an inventory item. Technically we have something called a parent item, which is a top level item or can even be a place holder for child items. Then we have child item, which become a sub of the parent. A simple example of this would be the candy snickers bars would be a parent item. Then underneath that you might have different batches of snickers bars such as different expiration dates, holiday wrapping, different additions, or some other value that needs to be tracked or compared.

-Some people wonder why it has to go that deep and it depends on how tight you need to monitor things. Certain things do great staying at the top or parent level. Anything that changes overtime, whether its costs, attributes, quality, ingredients, batches, lots, etc. - that should all be tracked through sub inventory.

-One of the benefits of sub inventory is getting perfect cost of goods sold. For example if your snickers bars are normally $0.50, then you get a new batch that costs you $0.55 then you can actually differentiate between the $0.50 snickers bar and the $0.55 snickers bars.

-We recommend labeling your sub inventory or having explicit process rules where you scan all sub items or only open a package at a time so that you can track your cost of goods correctly.

-There are ways that you can supersede or bypass the sub inventory controls. Usually it is at the clerk or counter person level where they scan one item and put it times a quantity instead of scanning individual items. This could be okay in certain settings or be a negative to a company wanting a tight tracking on sub inventory pieces.

-Anyone who has to report to state compliance systems or has some sort of outside monitoring on their inventory, we highly recommend using sub inventory. It goes to a much higher level of tracking including RFID tag tracking, sub barcodes, and other sub attributes.

-Dealing with sub attributes, these are unlimited and you can virtually build up your own database needs and requirements and assign attributes to any part categories. These may be drop down fields, numeric fields, date/time fields, open entry. These sub attributes are also searchable and may be printed on invoices, quotes, and labels. Basically it allows you to identify additional data points that you need and want to track.  

-There is tons of brainstorming and documentation on the potential scope of sub inventory - how deep it needs to go, where and what could be done with it, etc.

-Once you have sub inventory you can actually open packages, have them but keep them disabled, and also fully close them out. This allows you to dictate the flow of inventory going out and needed package controls.

-Sub inventory can be purchased, mixed, blended, sold, and the entire chain of custody can be maintained and held throughout the system. It is very deep level inventory controls.  

4.73 - Support

-Support can come on many different levels - company, on-site, tech support, call-ins, etc.

-If you need general Adilas support please call 719-966-7102 or email support@adilas.biz.

-We cater to small to medium-sized businesses. Our main tech and admin crew is under 10 employees. In order to service our clients and to keep your costs down, we openly solicit the help of independent reps and consultants. We bill all of our clients directly on a monthly, quarterly, semi-annual, or annual reoccurring basis. We pay a generous commission to reps and consultants. Reps and consultants are then able to offer their own services to help and support our clients. They bill and collect independently.

-Independent reps and consultants may be found at the Adilas Marketplace.

4.74 - Texts, Emails, Reminders, & Communications

-There are two primary technologies used in the web - they are push technology and pull technology. Currently Adilas uses a lot of pull based technology. This is where you input and store your data and information then when you want something you ask for it or run a report. Push technology is outbound notifications, reminders, requests for inputs. It sounds awesome but push can also get very annoying.

-We have a whole section called Elements of Time that deals with scheduling. You can have an unlimited number of time templates that can allow you to create types of time, sub aspects of time, etc. There will be a future section completely devoted to reminders and notifications.

-There are currently a couple 3^rd party solutions that provide email blasting, text messaging, and marketing options. We also have some internal projects that have been slated to help us fill that need internally.

-There is a huge section if you want to send emails directly from the system. You are allowed to send invoices, quotes, statements, and other things directly from the system. There is also an entire section that allows for custom settings that provides for you to create custom emails to send out to your customers or clients. 

4.75 - Third Party Solutions

-These are outside independent parties that have a product or service that we have authorized or provided some integration through the Adilas system. Basically whatever we don’t have or where someone else has filled a need we have a number of 3^rd parties that are able to fill that need and are integrated with us. These could be things like merchant processors, payment solutions, marketing, fulfillment and inventory reordering processes, compliance services, special eCommerce packages, state tracking systems, banking entities, cash management systems, reward programs, etc.

-If you would like to become a 3^rd part you need to reach out and contact Steve at 719-439-1761 or sales@adilas.biz.

4.76 - Tiered Pricing & Pricing Engine

-Tiered pricing deals with being able to change prices based on quantities. This can happen in a couple different ways. One you can have a number of preset rules, where certain quantities get certain price breaks. Or two, you can run specific discount campaigns through a discount engine.

-There is a thing called smart group buttons that allow for rules and assignments. Here you can setup rules, price breaks, quantities, custom assignments, who gets to play and what, custom descriptions, and even custom barcodes.

-There are a number of custom availability options as well that can be built right into smart cart logic and/or using sub inventory attributes to help control pricing.  

-Additionally there are some other things planned called mini conversions. This allows you to differentiate units of measure and quantities. For example say you wanted to sell water by the cup, by pint, by gallon, by the barrel, or by the drop. Mini conversions would allow you to do things like that.

-Prices are a variable and we allow that to be manipulated.

-If you are at the sub inventory level we allow you to set different prices on your sub inventory and that can track through the entire system. You have full control over direct sales prices of packages.  

4.77 - Time cards (digital clock in/out)

-Tied to users, also tied to departments - there needs to be a connection made between a user and departments before users can use the time cards

-3 deep level: admin (sees all), manager (only sees departments assigned to be over), user (only sees user)

-Unlimited - add as many as you want

-Can be used as a standalone journal or they can be tied to payroll (does not have to be)

-By default it automatically gives you a date and time stamp

-Super simple - often assigned to your most basic people, it has 2 fields a reason and a note section (optional) - everything else gets done behind the scenes

-Searchable

-Limited to individual users as well unless you are at the manager or admin level

4.78 - Tools & Maintenance

-A corner piece on purpose (on the interactive map)

-Technically all of adilas is a giant tool set - and maintenance is how well things are kept up, stay in tact - you are doing maintenance on the system (it can be modifying, advancing items to the next levels, find & replace, general up keep, clean up)

-There are many tools integrated to multiple pieces but they could be used as stand alone as well - like calculators for financial flow, payment calculator, discount & profit calculator, little widgets, barcode generators

-Adilas is a tool! It has tons of tools! You pick and choose what you're going to do.

-How many banks, locations, special buckets for expense & deposit types, how are things laid out and organized, how do things get set up, does it need to be modified

4.79 - Training & Support

-Contact numbers for technical support or training, email form directly to support@adilas.biz

-adilasuniversity -

-User guides, help files, training videos, graphics, pdf flyers, developer's notebook

-More & more training will be developed as we continue to go along

4.80 - Users (see also employee/users)

-Users are the people inside the system that do things. Technically a user could be bigger than a corporation because one user may be capable of doing things in multiple different places and corporations. For example Jimmy works for Company X, Company Y, and Company Z. Jimmy is just one person but he can work in all of those places based on his permissions.

-Users can be limited or authorized by permissions. There are over 100+ permissions which allow administrators to determine how much access you would like for each individual user to have in your system. Even though, as was mentioned previously, a user can have access to multiple different corporations, there access is determined by that corporations owner/admin. For example Sally could have unlimited access in one corporation that she helps manage but only access to clock in/out in another corporation because of her role there.

-One advantage of having every user with their own account is that the system automatically records a history of who touched, changed what and when it occurred. This allows you to track what is being done by your employees/users. There are many great reports which can be accessed to see what users are doing in the system, from what IP address they are logging in at to what parts of the system they made changes in. These features are incredibly powerful for running a transparent system. 

4.81 - Vendor/Payees

-Vendors can be tied to expenses, to PO's, to stock units (their buddies)

-One of the Main 12

-Employees & vendors technically the same in the system, except that one has permissions in the system and the other is just an outside feeder - ties to the end goal of getting paid - expense/receipts (b/c eventually you have to pay a vendor or a user - so it helps us to connect those pieces)

-Can be tied to Elements of Time as well - can schedule for demos, or deliveries, or need to order, etc., etc.

-Vendors are tied to parts as well, they have a large role on the incoming piece of the puzzle, they eventually get paid - which eventually gets tied to invoices and the other pieces in the systems

4.82 - Watchers, Feeders, & Triggers

-Watchers, feeders, and triggers exist in the Adilas system currently but we hope to add lots of future development in these areas. These watchers, feeders and triggers are associated with how things in the system interact and effect each other. This also deals with being able to get more and more aggregate, summarized, and bigger picture data instead of the transactional or individual level.

-An example of a watcher could be something that is keeping an eye on inventory levels and alerts you when you get to a certain level. A feeder could be pulling information from many different sources to create a report of information you need. A trigger could be anything that causes something else to happen.

-All of these things interact and are working together throughout the system naturally and normally as the system operates. We can create backend code that is watching and feeding in data for totals, reports, analytics, and so on; which could then be triggered at certain points to create summations or pull in other parameters to give comprehensive feedback. These pieces are at work constantly in the system and will continue to be used to produce greater tools.

-As mentioned before we have plans to add more of these watchers, feeders, and triggers to provide access to more aggregate data and improve data analytics and tools for marketing.  

4.83 - White Label Options (skins, themes, & custom)

-Customizing, skinning, or white labeling Adilas can occur at varying levels. Adilas allows for large amounts of customization. There are many options for customization available out of the box and built into the system. Other options are available through custom projects working with an Adilas developer. Either way there are many ways to make your Adilas customized and fitted to suit your needs.

-Easily accessible to every company or individual that uses Adilas is the ability to change the look and feel. This includes options for color changes, various theme options, interfaces, using a company logo, watermark, etc. All of these things can cause an amount of individual skinning, branding, or customizing for a company or individual.

-On a different level there are some companies that choose to have custom pieces created that give their company a unique look, feel, or function. This could include custom pages, interfaces, functions, features, etc. These projects are typically completed by Adilas developers working with the company for the custom projects, functions, and features.

-Other company’s have white labeled the Adilas system with their company brand. This involves coordination between the Adilas development team and the branding/marketing company. These can give the Adilas system a very different look and feel creating and create what you need things to be.  

4.84 - World Building & Data Assembly Line

-World building has become a key concept for Adilas. This occurs in every company and organization and is reflected in the Adilas system. The concept of World Building includes characters, relationships, troubles/problems, decisions, and consequences. This is what business and life is all about.

-As an example, different characters in the system such as customers and invoices interact together in a relationship. This relationship brings about circumstances that require decisions which have consequences. Even at the most basic level of customer needing to buy a good/service and as a result you track in the system your good/service and the exchange of good/service for money or something else of value. These interactions occur continuously throughout the system.

-As each company has differing needs, resources, personalities, different processes for accomplishing tasks, etc.; we recognize how important it is to build/create the business/Adilas “world” that will suit your purposes and needs. With Adilas we want to empower you with tools and the flexibility to do just that.

-The data assembly line is the idea that your data is more like an object that moves through a lifecycle, just like the creation of something moving through an assembly line. There are check points, assembly areas, holding points, quality control checks and measures, etc. As data move through the system it follows a similar ebb and flow of creation, assembly, checks for quality and validity, and making it to final completion or destination.

-One example of the data assembly line in the Adilas system is creating an invoice and depositing money collected from the invoice/sale. The invoice is created with a date/time, customer data and some other information. The next step is to add content or items to the invoice. After the desired items are added to the invoice it moves down the “production line” to the check out and collecting of money for the goods being purchased. After receiving the money the invoice is “completed” but then moves itself into another holding area with other completed invoices waiting to be added to a deposit. The invoice and other invoices are then added to a deposit which effects the bank and financial accounting side of the system. This can be given a final stamp of approval and locked down when all funds are seen for and accounted in the bank.

-A phrase used at Adilas is objects and data over time. Data also undergoes a creation process that moves across time and has relationships to different things. Being able to track and account for your data at any given point in time as it moves, or moved, along its life cycle is a foundational component of how the Adilas system works. This allows for incredible transparency and power with your business data.  

11 - Financials & Accounting

-These are your numbers. As much as possible we let operations run and do their stuff and then we report back to accounting what happened. The numbers themselves are important but the story behind those numbers is potentially more important. For example $500 in a certain account does not mean anything unless you say it came from sales.

-Some programs focus on the numbers but one of our main goals is trying to zip up the difference between operations and accounting. The way we do that is using the system. It turns into a virtual data assembly line. We add data and if it is good data it flows through the system from check point to check point and builds your accounting and financial pieces.

-There is always a cause and effect relationship. Nothing just appears. Once again we go back to catching the story and then showing how that story unfolds as it goes forward and fills its own life cycle. 

11.1 - Bank Reconciliation

-You have monies going both in and out of a bank. Usually you know about it before the bank does. Outbound money is usually in some sort of expense or outbound payment. Inbound money usually comes from deposits, sales, investments, getting money from somewhere. 

-You record all of these transactions as they happen in the system - you pay a bill, you have a sales transaction - and that is its starting date, that starts an objects life cycle.

-The bank reconciliation portion of this is when does the bank recognize this transaction. When does the bank account for monies going in or out, being added or subtracted to the account.

-There are all kinds of times when there is a discrepancy when something actually happened and when the bank records it as happening. Some examples are you write a check, put it in the mail, and it takes a few days for the check to be cashed and monies to be withdrawn from your account. You make a deposit over the weekend and it sits through the weekend and a holiday until it is deposited into your account and the bank adds that. Someone purchases something using a credit card and those monies get combined with other credit card monies and those get batched and processed together and may take a couple of days to process with a fee reduction.

-There are all kinds of disconnects so bank reconciliation is putting a second date on the transactions so you can say when the transaction actually started or was implemented and the date that it actually becomes live in the bank.

-Often for bank reconciliation you will need both Adilas and your online banking or a printed bank statement in front of you so that you can match pieces up. If you are planning on going clear to a balance sheet level make sure that you have reconciled your bank before you ever try to balance your balance sheet. If you are going to balance your balance sheet the two pieces you want to ensure you have done before you start that are your bank reconciliation and your inventory reconciliation. Essentially making sure you have tracked things well and the needed information has been verified and accounted for.

11.2 - P&L - Income Statement (logic and flow)

-P&L stands for Profit & Loss Statement, it can also be called an Income Statement, it can also be referred to sometimes as the bottom line.

 -The Income Statement is fully automated. We pull reports from all of the known areas in the system that have the necessary numbers.

 -This particular report is time based so it usually has some sort of window of time - whether that is a day, a week, month, a fiscal year. Some sort of time range is associated with this report.

-There are 5 main sections of this report. They are Revenue, Cost of Goods Sold (COGS), Gross Profit, Expenses, and Net Profit. Three of those are actually areas that you can attribute values to, the other two are just math (gross profit and net profit).

 -The revenue portion usually includes invoice sales, labor, outsides monies not tied to invoices, commissions, refunds, sometimes there are also adjustments to revenue such as bad debt, credit card fees, etc.

 -This is the basic search form for generating an income statement or profit and loss statement (P&L). The actual report (results) will show up on a different printer friendly page. Use your back button to go back and forth between search criteria and results to get the amount of detail you need. You will need to re-submit the search form or refresh the results to get the actual values.

The only required fields are the to and from date range. The rest of the fields are optional or set to a system default. If you need more control over your reports, use the advanced link at the top of the page.

One of the most important search form values is the "Report Type" field (bottom most field). This is where you tell the results page how much detail to return. There are four different levels of detail the results page can display. Each one is progressively more expanded and categorized.

Below is a basic overview of the break-down of possible sections on the income statement (P&L) and how things are grouped. Each corporation and location are different. This is a general overview and may or may not reflect what you see on your income statement. Please understand that the income statement is a very dynamic report and is setup to only show sections that fit your search criteria.

The P&L is broken up into 5 main parts. They are:

Revenue (income or sales)
COGS (cost of goods sold)
Gross Profit (revenue minus cogs)
Expenses (money spent to do business)
Net Profit (gross profit minus expenses)

Here is a more detailed break-down of what each section contains.

Revenue

Invoice Sales - This is a sub section of revenue and is taken from invoices entered into the system. This section has a number of sub elements, taken from the invoice line items, that help provide a picture of what was invoiced or sold. All sub elements are grouped according to what we call inventory types. It starts with invoice sales that include specific units (stock numbers), then invoices with general inventory (parts), then invoices with system parts or special line items (labor, supplies, etc.). It is possible for a single invoice to show up (just the individual line items) in each section without creating a double booking. Basically, it is grouped invoice line items that show up for roll call.

Normal Deposit - This is a sub section of revenue and will show all deposit line items that have the deposit type of normal deposit and don't have an invoice number tied to it. Invoices carry more information than deposits and are encouraged (see above). Most of this information, if applicable, will be shown in the invoice sales section above. This section, if present, is a deposit catch-all and will show only items that are deposited but not tied to a specific invoice. This section should only be used for deposit line items that have somehow fallen through the cracks and are not shown above in the invoice section.

Other Revenue - This is a sub section of revenue and will only include special deposit line items that are assigned to a deposit type of other revenue (not from sales). This is the correct way to show revenue that is not tied to an invoice. Warning: It is possible that this deposit type may be double booked. The way to check, if present, is to drill-down and look for items that have an active invoice number tie-in. If yes, it is possible that the item is double booked (shown in the invoice section and in the other revenue section). If the line items do not have an invoice tie-in, you should be okay. Once again, this is the correct place to show other revenue that got deposited but is not on an invoice.

Revenue Adjustment - This is a sub section of revenue and deals with adjustments to invoice sales, bad debt, and certain deposit line items. If you do trade-ins, they will show up here as adjustments (ACV - allowance). ACV stands for actual cash value. If you want to write off "bad debt", all you need to do is satisfy the correct invoice with a payment and assign it to a money type of "bad debt". Once that is done, the invoice will be removed from the accounts receivable section (A/R's) and it will show up here in the revenue adjustments (just the bad debt portion). There is also a possible section that deals with special deposit line items that are assigned to the deposit type of revenue adjustments. These are things like credit card fees, etc.

COGS

COGS (Cost Of Goods Sold taken from invoice line items) - This section will follow a similar format to the invoice sales section described above. The top part, if present, will show the costs of the invoice line items from specific units (stock numbers), general inventory (parts), and system parts or special line items (labor, supplies, etc.).

Depending on corp-wide settings, it is possible to have certain special line items (system parts or hard-coded values) show up as a negative cost of good sold. This is somewhat rare, but an option from the corp-wide settings page. This might be things like freight or shipping charges.

COGS (special expense type category) - There is also a sub section for special expense types that are pointed to the COGS section. Most normal expense types (expense/receipt line items) show up under the main expense section (below gross profit). However, the system allows for expense types to be pointed up here in the COGS section if needed. Basically, this is a way to increase the COGS before gross profit is calculated. Somewhat of an advanced option.

Gross Profit

Gross Profit - Revenue (plus or minus any adjustments) minus COGS. This is calculated for you.

Expenses

Expenses - These are normal expenses that are taken out after gross profit is figured. Almost all expenses, values, and categories come from expense/receipt line items and the associated expense types that are assigned. The one exception to that rule is if your corporation sets up special roll call/handling for special line items (done through corp-wide settings). These are hard-coded parts and by default are assigned to the revenue portion of the P&L. Without making a big deal about it, these are invoice line items that get special treatment and have been told to show up under expenses as a negative expense (somewhat of an advanced setting). Most corporations will get their expenses directly from the expense/receipt line items.

Net Profit

Net Profit - Gross Profit minus Expenses. This value is calculated for you. This value is also passed on to the balance sheet as part of the equity account. This is how the income statement or P&L play into the actual balance sheet.

Estimated Taxes & Depreciation - Optional line item that shows taxes and depreciation. Set at 45% of net. Once this is taken out, a new adjusted net will be shown.

 - https://data0.adilas.biz/top_secret/help.cfm?id=192&pwd=income

11.3 - Balance Sheet (logic and flow)

-The balance sheet is a financial document that is very commonly used for high level financials, i.e. banks loans, investors, taxes, etc. The balance sheet has 3 main categories that the details get divided into. They are assets, liability, and equity accounts. Sometimes people will use the acronym “ALE” to quickly remember those 3 categories.

-Assets are things that you own. Monies in the bank, inventory on hand, and other things that have a significant value that you need to track. It could also include monies owed to you for goods and services previously invoices (accounts receivables). There are chapters and chapters of all the things that could possibly be assets, this is just a quick list for an idea.

-Liabilities are things that you still owe or may owe on. This could be things like loans, taxes, coupons, loyalty points, gift cards that you have already collected on, accounts payable, bills that are still due, etc. Once again this is just a short list to give a general idea.

-Equity or owner’s equity is more of earnings over time, investments, your net profit that comes from your P&L, distributions, all kinds of long-term holding accounts. Equity usually derives some sort of value that has accumulated over time.

-The balance sheet is a "Snap Shot" in time and only applies to a single day. Basically, it is a roll call of who was where and what happened at that exact time (according to the system).

-Both the income statement (P&L or profit and loss statement) and the balance sheet usually end up being quite in-depth in real life and may contain multiple layers in order to tell the real story of what is going on or what has been done.

-The P&L is a time based report of buying and selling and basic operating expenses. By time based we mean that there is a date range associated with it. It could be a day, a week, a month, a quarter, a fiscal year, etc.

-The connection between the two is what is called the "Net Profit" or "Bottom Line". This value is first figured on the P&L and then passed to the equity portion of the balance sheet. The ending date range on the P&L is the balance sheet look-back date or balance sheet date.

-One of the hardest things for people to figure out is what goes on the income statement and what goes one the balance sheet. There are chapters and chapters that cover the in and outs of both reports. For basic purposes, the P&L is the day to day buying and selling of items and services. It also includes basic expenses that are required to run your business. The balance sheet deals more with who owes who, and how things get classified or grouped. Do we own it (or trying to own it), these are the assets. Do we owe for it (or trying to pay for it), these are the liabilities. The last piece of the puzzle is the equity or distribution of wealth (who are the players and what is their piece of the pie).

11.4 - User-Maintained Balance Sheet Items

-Balance sheet items come in a couple different flavors. You can have both system maintained and user maintained balance sheet items.

-You can have a system maintained balance sheet item. These are things that we can get to and track from the system. For instance running bank account balances, accounts receivable, accounts payable, on hand inventory levels, net profit. We know how all of these show up and we can gather these from the system and automate them onto the balance sheet.

-A user-maintained balance sheet item is something special that the corporation/entity needs to track but the system does not track it automatically. Thus, it is called "user-maintained" and means that all values, subs, line items, and calculations are the responsibility of the users (you and your team). User maintained balance sheet item could be any of the categories or types that are found within a balance sheet - assets, liability, or equity. 

-As far as what the user maintained balance sheet item records as its value there are three possible values to use for user-maintained items. They are the assigned item value, the running value (starting amount plus sum of the line items), and the difference (assigned value minus running).

-These user maintained balance sheet items are special and have a number of options including photo management, sub line items (tie-ins to deposits, invoices, PO's, expense/receipts, and other user-maintained balance sheet items), special math calculations, and their own details page. 

11.5 - Adilas Theory on Accounting

-Before we go into this next section it is worth expressing that there are multiple different views on this accounting piece. As different as religion and politics are, some people have similar opinions and beliefs on how accounting should be done. We are not trying to start a fight or offend anyone and we value all of the different avenues.

 -Basically we feel like accounting is the end result of cause and effect relationships and how they show up. So our goal is to gather information and data as it starts and let it flow if the data is okay. If a change is needed, we make the change, record a checkpoint or make the correction, and then let that data flow. So accounting really does become a sum of the details. In life, most things do not just appear. There is a story or a reason.

-When we first started building Adilas we saw that there was a known gap between what is called “Operations”(day to day activities) and “Accounting” (the financials and final numbers). One of the analogies that Steve Berkenkotter came up with was a zipper where you have operations on one side and accounting on the other side. “Our goal was to bring operations and accounting together one cog at a time, like a zipper being pulled upwards until it comes together.”

-As we got into it and had been exploring we found that you often need to let operations lead, that is a huge key. Already some people might be saying no, stop this is the wrong direction for accounting but this is a critical key in how we approach the topic. Using another analogy, imagine a horse and a cart. Which one needs to come first? The horse, to pull the cart. Your horse is operations and your accounting is the cart. Natural consequences of a users action present the next logical step. This is known as accounting or accountability. Let operations lead and the accounting will automatically follow.

 -For those who are really worried that is a bad idea, accounting can still have the reigns and reign things in the horse/cart analogy. But in the end the cart has to go where the horse goes if they are connected to it and really want true accounting.

-Without going into details it may be important to say that accounting would not have anything to account for if there were not daily operations occurring in one way or another. Once again we feel that accounting is the sum of the details.

 -Another analogy on how we track things is similar to a process of water turning into ice. The water droplets are very loose at first (like operations), and slowly become crystals, then slush, and finally becoming completely frozen or ice (final numbers or accounting). Throughout the process we flag and date key check points of the life-cycle or steps in the process. This becomes a built-in history of what was going on at any given point in time.

 -Imagine the concept of a data assembly line. You basically run all actions and activities through both space and time while monitoring resources to get a 3D model of where things are really at. Digital story telling.

Web link - help.cfm?id=496&pwd=assembly

-The 3D model contains 3 dimensions, the x axis is time (horizontal), the y axis is monies & resources (vertical), and the z axis is space or depth (how deep are you going within that).  Web link - help.cfm?id=483&pwd=building

11.6 - Roll Call Accounting Principles

-Roll Call Accounting is the ability to track objects and data over time using a series of dates and flags. Imagine the web server or computer asking the objects and data to return and report. What's your story? Who created you? Where have you been? Where are you headed? Who are your buddies? Where do you belong? When did you finish? etc, etc, etc. Virtually require each piece of data to hold its own luggage.

-The concept of a roll call is what you learn back in kindergarten/first grade when the teacher is asking, “Where is Johnny?” or “Is so & so here?”. So basically what we do is track the life cycle of data. All data has a life cycle and goes through different processes in that life cycle. The roll call comes into play by asking the data questions such as where the data was at a given time, where it is now, who touched it or performed certain actions, etc.

-There are 3 main groups of history tracked in Adilas: Effectual – what shows up for roll call (where is an object at, with date & time stamps), Historical – who touched what (actions/histories), & Financial – what & where does this show up on the financials.

-We have determined that there are 12 main players in the system. Some of the roll call is talking to those individual players or groups and asking them questions based off of the state or status they are in, what point in their life cycle they are at, where they need to go next, etc. That might sound random to keep it that broad, but each individual player performs certain tasks. Many of those tasks can be mapped directly back to the financials such as sales, quantity - inventory tracking, expenses, COGS, payroll, taxes, etc. Everything has a date/time stamp along with what phase or step it is in. We simply map to that. That is roll call accounting.

-Here is a small example. Let’s say a customer comes in and wants to buy something. Before the sale happens, your product is in inventory, and no monies are owed by that person. Once the sale is complete, we now have a reduction in inventory, we have new sales money that either needs to be deposited or is still owed based on payments made. We have a tax liability, we have COGS, and we know a profit that was made. All of those pieces can be mapped back to physical spots on the P&L or balance sheet. The important part is progressing that data through the data assembly process where you are flagging, dating, stamping, etc. The data if it’s ran through the assembly line process actually allows us to do the roll call accounting.

-A huge part of the roll call accounting piece deals with allowing your data to flex. Disclaimer: certain accounting people may start freaking out at this point but if you don’t allow your data to flex or go into virtual waiting spots while the data is waiting for some of its other pieces you have to do all sorts of adjustments to keep everything picture perfect. Our concept is that things often flex. We hold them in that flex state until they can pass that next checkpoint which is where they are flagged, stamped, and then can get passed on to the next step.

-Some people say, “Okay I see how that can happen once”, meaning a flex point, but what we see is that it happens over and over and over again. This is why we treat it like the data assembly line. Some data might go through 3, 4, or multiple steps until it has completed its entire life cycle. But if there is any data that has an issue or has a need to allow for time to pass before completing its life cycle it needs to stay in that flex zone until it is ready to be advanced. This could be waiting for another process to happen to the data, another person to perform a certain task with the data, waiting for something to happen physically before the data can be advanced, etc. There are endless scenarios that cause this circumstance where the data needs to flex or get held in a waiting area of sorts before it is ready to progress down the data assembly line.

-The link below is an entry from 2014 where we were expanding our vision of how we have seen things start rolling in this roll call/data assembly line type concept. The entry shows a number of small drawings as well as information. If you are interested in this concept, it might be a fun read for you. https://data0.adilas.biz/top_secret/time_web_gallery.cfm?corp=371&id=2894

-Here is some additional content on roll call accounting.

https://data0.adilas.biz/top_secret/developers_notebook_home.cfm?q=roll%20call

11.7 - Old School Accounting vs. New School Accounting

-Similar to a movie that says the views and opinions expressed here are those of the authors and creators and do not necessarily reflect traditional views on accounting. We acknowledge that this could be a very controversial topic and do not mean to make any sort of inference or offense. Having said that we are trying to stir the pot a little and challenge tradition.

OLD SCHOOL ACCOUNTING

-Old school accounting, or traditional accounting, or double entry accounting, are some terms that are used to talk about classic ways of keeping books. Books meaning a company’s financials. Interestingly enough, originally things really were kept in books or notebooks. These are often referred to as journals and ledgers.  

-By way of a little history a couple of very important events happened. The father of accounting is a guy by the name of Luca Pacioli. He was an Italian monk that lived at the same period of time as Leonardo DaVinci. He is credited as the father of accounting due to a textbook he published called, "Summa de Arithmetica" (the summation of arithmetic). Here is the kicker, this book was published in 1494. To put this date in perspective, Columbus sailed the ocean blue in 1492. Many of the modern day accounting systems have just digitized and sped up these 500+ year old concepts. This is potentially why we would call it old school accounting. 

-Going way back, before computers, company’s would keep track of their records on paper. The word “paper trail” goes back to this method of accounting. In order to keep things separated and organized they put things into accounts or T-accounts. A T-account was almost like a miniature bank balance which you could add to it or take away from it so that you could know the balance in that account. These pluses and minuses are called credits and debits. Normally a credit is a plus and a debit is a minus, there are some exceptions.  

-These processes may be different per company but this is a general overview. A company would have something that they wanted to track. Often this was something that was either important to the company or something the government said they had to track due to taxes. Where they would start is to create a list of categories that they called a chart of accounts. Each category or piece that they were going to track got a number. These numbers have all sorts of levels and specific categories that have been defined over time. There are certain numbers for cash, accounts receivable, accounts payable, long-term loans, etc.

-A journal entry was a debit or credit to one of these chart of accounts. This is where your T-account comes in, meaning credits on one side of the T and debits on the other. These journal entries are the small transactions or day by day activity. The sum of these journal entries would then be passed on to a more stable spot called a ledger. Back in the day, depending on the time period between things, the journal entries would be kept daily or as often as they could. When the time period came that they wanted to get the totals, they then summed up those totals and put them into the ledgers. This helped them save space and kept the ledgers clean so that they weren’t showing all the daily ups and downs and fluidity of business. Often these final posts to the ledger were done weekly, monthly , quarterly, annually, or some other period of time. This is where the word post comes into accounting - moving from a general journal to a ledger - aka summing things up and stamping it into the more final record.

-As part of the journal entry system businesses would do what is called double entry, meaning if something happened it may have effected more than one account. Technically this is how they were tracking cause and effects. For example if I got some new monies from a sale I would have to record those monies coming in and the other side of that would be that I got to deposit that money and my bank account increased. Some of these double entries can get very deep.

-To help businesses keep track of their financials there have been some helpful documents or reports created that we still use today. These reports helped them to know the vitality of the business. These are things like cash flow statement, income statement (P&L or Profit & Loss), balance sheet, etc. These documents are wonderful tools that were created. Most business owners will recognize these names as standard financial documents. Business owners use these documents to get business loans, submit taxes, track business operations, buy and sell businesses, make business decisions, receive other financial reports/requests, etc.   

-There are a number of other things that are associated with old school accounting or traditional double entry accounting. There are chapters upon chapters and textbooks upon textbooks that go over all of the ins and outs of double entry accounting. In general, most of the existing accounting software packages literally emulate the same 500+ year old accounting concepts and flow. They use the same names, the same flow, same mentality, it is just digitized and has some technology enhancements that help it to go faster but it is based on the traditional accounting practices. We may address some of these traditional accounting aspects further as we discuss new school accounting.

NEW SCHOOL ACCOUTING

-New school accounting, roll call accounting, time stamp accounting, tracking objects and data over time, data assembly line, world building, these are all some terms that could be used for modern and/or progressive ways of tracking your data and doing your books. As a note, some of the terms and concepts that exist in old school accounting will be mimicked or copied in new school accounting but some of the names have been changed. This is really important because if you keep some of the traditional names, people expect it to follow the same process as the traditional method does.  

-In old school accounting we added a history section that showed sort of where things came from. Before we jump into new school accounting we feel like it is important that you have an idea where some of these things came from before we start right into ideas and concepts. Right up front we didn’t set out to make a new accounting system. Our business problems were all on the operations, day to day tracking, side of the equation. If you would like a story type format here is a great document below that tells the unfolding of what happened with Adilas.

Web link - adilas_history_bio.pdf - (Tons of fun concepts as they developed. This document shows lots of the problems we encountered as a business and how our solutions evolved into the Adilas system.)

-As humans we love to use tools because they help us accomplish our tasks more efficiently. In old school accounting some of the tools used at its roots go clear back to paper and pencil, which are some great tools. Each tool has pros and cons and at some point, if the task keeps evolving it can break the efficiency of the tool being used. (If you are interested in seeing a fun document exploring tools and where they excel and break click here - time id # 4029 in adilas university.) 

-All data actually has a life cycle, meaning it gets started or created and ends and/or finishes. Usually that means that there is some sort of time frame between these different phases or stages in how data fulfills it’s life-cycle. In our quest for tracking things we started on the operations side. We really wanted to see where every penny went from beginning to end. The missing pieces for our business were on the operations side of tracking inventories, selling inventories, counting inventories, building new things, etc., etc. Basically we needed to get more details on what was happening in the day to day transactions and activities. Step 1 is catch the data at the source.

-As you try to catch data at, or from, the source you have to have tools in the hands of those who are doing it to allow them to capture the data. This can be a problem due to technologies, permissions, or trust issues between departments and employees. As part of this discussion we need to acknowledge that there is a known gap between operations and accounting. Operations, or sometimes the sales department, tries to make things happen to make the deals go. Sometimes accounting doesn’t like all of the decisions made by the operations department and/or doesn’t want to give all of the control for decisions to the operations department. This is where permissions come in. A permission is basically a thumbs up or a thumbs down on being able to add, edit, delete, modify, and so on to all kinds of elements. 

-At this point we want to introduce a few analogies. One of them deals with this life cycle of data. What we want to introduce is the idea of water becoming more solid or the process of water freezing into ice. At first when the water is very flexible this is like the sales - things are still happening and moving, deals might still be in process and negotiation, promises may be being made potentially on both sides of the equation. As the deals solidifies it is almost like that liquid water starts becoming snow or slush. At this point we now have fixed numbers, maybe we have monies, a transaction could have been completed, or we need to further build or fulfill something.  As the time goes on those values, numbers, monies, product transactions, and data become more firm and stable like ice. They become fixed and a piece of the history. We call this analogy the water, snow, to ice analogy. 

-The next analogy we want to introduce is a cart and a horse analogy. We propose that the horse is the thing that is moving things along, which is your operation or sales side of the equation. If you don't sell anything, you don't have anything to account for anything. If you separate the horse and the cart, the horse can stop, eat, or run wild. If the horse is not attached to the cart (your accounting), your accounting just sits there. There is no knowledge that gets passed from the actions of the horse to the cart. It literally just sits there and/or rolls down the hill (just being silly). This is the gap between operations and accounting. Long story made short, you have to connect them, let the horse lead (operations and sales), and then account for and/or tell the story of where you went and what was done. That's the accounting side of the puzzle. Up higher, in another section, we mentioned that accounting can still control the horse using reigns, bits, halters, bridles, yokes, etc. Sales doesn't run totally wild, but you do have to follow them, and/or account for what they are doing. Once again, just being silly, but if you put the horse behind the cart or make the horse push the cart, good luck. We haven't found that to be very successful.

WORKING BELOW HERE....

-how to wrap this up... world building and the assembly line for data (keep passing the good data on and sum of the details). use technology... small little analogy of the shoebox... if that works, then what we are building can totally work even better.

-Comparison between operations and accounting with static, parallel, perfect lines - everything is perfectly static.

-How we actually need flex bubbles and periods of time/waiting, etc.

-Difference between operations and accounting and the gap between those. Batches, things get batched, missing time, lack of communication, non-centralized data,

-3D data assembly line and 3D world building models

4:17 PM

Brandon Moore

/// notes from the adilas history bio

- corps, locations, users, permissions

- web-based

- tools >> head, paper/pencil, computer tools, software, database, web solutions

- Internet came into play mid 90's

- gathering information into a central location

- limiting duplicate work - collecting data and allowing it to flow (start a process)

- start with your pain points

- enter once, use many, and empower the users at the point of action

- letting operations lead

- with the right tools, productivity increased and sales increased, and that drove the need for better accounting

- pain - load and stress

- zipper analogy and using the system as the common element (even the bad guy - saying no)

- permissions and opening and closing virtual windows

- solving problems and then going to the next logical step - keep solving bigger and bigger problems (cogs of the zipper)

- one-to-many relationship model

- dreaming up a super system (what if we could do this... or that... or maybe both...)

4:17 PM

Brandon Moore

- maybe grab the paragraph about no road maps and we were just going off of ideas, concepts, and needs... shannon liked that section.

- we are still doing the same things today as we were back then. where is the pain and how can we possibly fix that (more zipper cogs coming together).

-From here maybe start looking at the post-it note list and see if we can transition into some of those other pieces. We’d like to describe that there is gap, horse/cart, time, batching - and just how this gap keeps getting wider and wider with the real time effects of these things, using computers and technology to create logic that can perform these accounting operations (conversation with Brandon & Steve --- WORKING….  

-IDEAS: We are going to start defining terms, concepts, start typing up pieces and ideas and we will probably need to come back and sew it all together, smooth things out, and make transitions.

-Another Note: On 6/25/19 as Brandon and Steve were talking Steve was saying how old school accounting used to have post after post and entries and different journal entries - lots of time and inputs, whereas roll call accounting can use technology to create logic and teach the computer to look for certain patterns and use logic to map to what is actually happening. Because it uses the logic and mapping, it can do that process over and over again and allows the data to flow more on its own, it just tracks where everything is at and puts numbers where they need to go. Computers are really good at doing repetitive tasks.

-Ideas/Concepts from History Bio Article:

These concepts are enter once, use many, and empower the users at the point of action.

The entire development process was as follows: 1. Find a specific need 2. Figure out what pieces came from where 3. Take a step in that direction by releasing a new tool, feature, or report. The natural consequence of the user actions would then present the next logical step and management would be able to see where they wanted to go. In a way, the horse began leading the cart instead of the other way around.

-If you would like some additional research from the developer’s notebook on new school accounting look here.

Web link - developers notebook - q=new%20school

-Some entries from the developer’s notebook on Christopher Columbus and Lucas Pacioli. Christopher Columbus - 1492 sailed the ocean blue. Luca Pacioli - the father of accounting - in 1494 published a work on the double-entry system of book-keeping and accounting called "Summa de Arithmetica".

Web link - developers notebook - q=columbus%2Bpacioli

-This is a 6 page document that has a publish date of 2011 and deals with the start of the Adilas system. It discusses where Adilas came from and how we even started on this journey. Lots of fun concepts of roll call accounting and tracking objects and data over time.

Web link - adilas_history_bio.pdf

-The link below is a photo gallery but has some interesting accounting concepts to check out especially in the second picture.

Web link - photo_gallery_full.cfm

11.8 - Vision for the Future 

BRANDON’S POST-IT NOTES

-Some of these are terms and some are concepts:

-Debits & Credits, Chart of Accounts, T-Accounts, journals, ledgers, reconciliation, posting, adjustments, batching, Carts/Horses

-Time, gaps, batching, delayed reporting, super detailed (searching for pennies) - but plugging huge numbers, adjustments, power and control, process of discovery, changing names, user report requests, hand written tickets, separate systems, double and triple manual entry, shipping and batching, different locations and departments, cycle time, centralized location for the data, real time connections from the source, enter once - use many, empower the users at the point of action, catching the details on the operations side, communications, problems (stress and load), specific dates, data and totals, minimal cross over, the commonality becomes the system, make the system the bad guy, open and close virtual doors, permissions, real time problems and solutions, operations feeding accounting, seeing both sides, cause and effect cycles, next logical steps, maintenance and upkeep, one to many relationships, cogs of a zipper, the gap, taking data from day to day tasks and having them show up for roll call or the accounting side, tracking life cycles, tracking every penny from start to end, water droplets forming into ice crystals, key dates and status changes are flagged, permissions locks, objects and data over time, the forming need, providing feedback and ideas, find a hole or problem and try to fix it, community effort, training, opening doors and options, changes over time, legacy changes and dealing with old code and legacy code, advancing needs, advancing technology, unfolding needs, learn as you go, can’t stop operations and make changes and then say go, expanding user requests, details and histories, drunk on data,

-WORKING

-Notes from reading: