Adilas.biz Developer's Notebook Report - All to All - (1630)
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Photos	Time Id	Color	Title/Caption	Start Date		Notes
	AU 3052		Daily Ideas	2/28/2007		System Sketch: Please see scan in photo gallery Inventory – units, parts, & service – the central hub, then connecting out from there - Customers o Quotes o Contact log - Reports o Inventory o Sold o Individual look up o Profit - Photos - Deposits o Posting - Receipts o Posting - Invoices o Printing paperwork - Taxes - Payroll - Floorplan - Maintenance & Subs - Accounting o Balance sheet - Report Builder - Special Search - Migration - Clean-up - Payees & Permissions o Vendors o Clock in/out
	AU 3096		Daily Ideas	4/28/2007		PO’s?: Is there any other way to stock in inventory? What is it and how does it work? Adjustment PO’s? - Likes: - Dislikes: - Wishes: be able to search by external invoice number (not just PO #) Parts?: Parts to vendors? Hard coded parts? Validation on qty on hand? Searches and look-up? History? - Likes: like the parts list feature liked the parts search with details - Dislikes: - Wishes: go up to three decimal points. Create a service category that holds items like shop supplies, freight, labor, and basically don’t validate against an inventory qty Invoices?: Modes – customer, counter, internal, transfer? Crossing over to sell anything out of the system? Assigning invoices to a certain person (labor)? More than one salesperson? - Likes: - Dislikes: unable to edit internal tickets - Wishes: on choosing a vendor be able to type in the number instead of scrolling. Keep parts and units separate. Tracking and seeing other things in store (add-on buys). Would like to see history. Need a save as you go option. Need start date and a pick-up on transaction date. Allow multiple people to touch the tickets, basically show who created and who added the line items. - Internal tickets: problem adding a ticket to items marked sold instead of status sold. Maybe check for payroll status and paid commission. Taxes?: per line item or off of total? - Likes: - Dislikes: have to set it every time - Wishes: have the store pre-selected and pull in tax for that store. Allow them to switch if necessary. Currently almost a penny low, get better rounding. Go to a third decimal point on rounding. Payment Types?: will allow for multiple types and split payments. - Likes: - Dislikes: - Wishes: Reports?: Which ones do they use? Are they fast or slow? What do they want or need to see? - Likes: like the profit per line - Dislikes: don’t show qty and rate – just show extended values - Wishes: Vendors?: - Likes: - Dislikes: not alphabetical - Wishes: make vendors specific to store location. Be able to search for parts without a vendor. Other notes: - Run tickets like an e-commerce app. Keep everything in session vars until they commit. Allow things to change, parts to back out, and vendor look-ups by alpha or numeric. - Save quotes for shopping quotes - Credit apps and financing - Warranties - Physical street address and phone numbers on the invoices - Charges and accounts receivable - Terms - Show difference between amount due and invoice total - Transfers between corps, stores, etc. - Sell from one location to other locations - Shipping - Save partial tickets for specific users - Payables and receivables - Automate deposits from invoices - Deposit on units and showing to other users that someone is on that unit. – Possible 2nd deal. - Automate credit card transactions – possibly integrate automatic swiper - When printing out paperwork make sure and add the verbage and warranty - On each invoice – track how much, what did we get, and how much was actually deposited – somewhat of a mini accounts receivable per invoice - On floorplan accounts. We need to track a history for past payables. This is a huge piece that has been missing and is required for the Balance Sheet. - Add notes to voided items – deposits and receipts - 4 trade ins and 4 tax categories
	AU 3097		Daily Tasks	5/1/2007		• Working on the new MSAI shopping cart and invoice generator. • Went into town and met with the accountant about the balance sheet. We also talked about vision and potential problems with the new system. 10 miles. • On the phone with Steve going over every line of the balance sheet and where the numbers come from. Started working on pulling balance sheet info for Steve.
	AU 3098		Daily Tasks	5/2/2007		• Working on balance sheet look backs and other calculations. • On the phone with Steve going over progress on the balance sheet. Posted files online and went over code line by line.
	AU 3099		Daily Tasks	5/3/2007		• Working on bank totals and going live with starting balances and running totals for banks. • Fixed the reimbursement page to help with older receipts. Also created a special page for an associate to fix some reimbursements that have the wrong dates. • On the phone with Steve going over changes and working on the balance sheet.
	AU 3100		Daily Tasks	5/4/2007		• Working on the balance sheet. Spent a lot of time converting all the data into a giant dynamic form and then setting up the receiving page. Both pages are dynamic and can be altered in multiple ways. Pretty cool. Posted files online.
	AU 3101		Daily Tasks	5/5/2007		• On the phone with Steve going over numbers and plans for the balance sheet.
	AU 3102		Daily Tasks	5/8/2007		• Started working on the new shopping cart section. • Build new database tables for purchase orders and other pieces. • Steve came over and we worked on the balance sheet and where to get the numbers from.
	AU 3160		Daily Ideas	6/19/2007		Tick List as of 6/19/07: - On vehicles add back in engine and transmission - Migrate old data back across - On all inventory (current and sold) reports we need inventory types - Make makes and models go inactive or hidden o Make sure they are not used “make and model clean-up” - Grand-daddy special search o Types of special searches • Inventory • Parts • Receipts • Deposits • Invoices • PO’s • Whole database • Save able reports - On current inventory report – take off base price - Add a stock search on the current inventory report - Transition to full payroll from invoices - Quotes - Report builder - Transfer tickets - Rental tickets - Update inventory PO’s - Dollar figures for parts, per vendor, per store, per corp - Automate invoicing a unit with doc fees, taxes, trade-in, verbage, signatures, etc. (automate disclaimer choices) - “my sales” for invoices including profit - Sales reports o Profit per line item o Cost, profit, percentage o By inventory type o Best sellers by inventory type - Parts reports o Usage, history, in and out reports, store, corps - Transition and tie invoices and payments into deposits - Photo management - Inventory adjustment checkbook – make sure it sold before they can use the money (look at Texas) o Admin adjustment checkbook - Inventory turn and earn o Admin - Make sure parts and labor can be pulled for payroll - Advanced invoice search and line items - Payroll - On deposits make another level for sales people who can only deposit form invoices – close the down on flexible deposit without tickets - .com clean-up - Website pulling from new database - Floorplan aging reports - Income statement - Balance sheet - Cash flow - A/R – long term - Payables – long term - Assets - Sorts on floorplan report add age sold - Printable invoice and paperwork - Stock folders – deal jackets - Print checks right from the system - Change the “like” and “exact” - Customer clean-up mark inactive – global changes - Built-in discount on parts tickets - Customer tracking and customer up log - Conversion from 3 decimal places to 2 - Make some decisions on done SS and S and Colorado - Flat taxes and doc fees per location - Make sure all files have passed final inspection and sign off - Migrate deleted items - Database clean-up and checking for dups - Do a usability study and standardize things – error, success messages, navigation, xss hacks - Check for customer history being updated for invoices o Might also need to check add_edit main invoice page - Sales between corporations - Extend the time period to paid instead of oked for payees (on internal tickets) - Create multi corp reports – inventory, sales, floorplan, financials - Application reminder – clock-in/out, checks, deposits - Build problem finder reports for non-verified expenses, invoice, deposits, and PO’s - Who’s up on a unit – this might be accomplished by the quotes o Pending flag with timeout o Date today and date in future o Notes, salesperson, etc. o Status - Special order tickets – deposits on orders - 1099’s - Security issues – see emails in adilas folder - Clean-up department heads and manager’s time clock instead of assigning a user to multi departments assign only to one and them have separate table with manager options - Overview and FAQ’s – explain how to use the application use photos, video, screen captures, general use and details - Enter new inventory via checkboxes instead of “free willy” notes
	AU 3295		Daily Tasks	11/12/2007		• Brainstorming and doing research on balance sheet items. • Went into MSAI and asked the accountant questions about the balance sheet and her knowledge of accounting. 10 miles.
	AU 3312		Daily Ideas	11/12/2007		Chart of accounts: (account types) 1. Dummy 2. A/P 3. A/R 4. Acc Dep 5. Capital 6. Cash 7. Cost of Sales 8. Equity – doesn’t close 9. Equity – gets closed 10. Equity – retained Earnings 11. Expenses 12. Fixed – assets 13. Income 14. Inventory 15. Long term liability 16. Other assets 17. Other current assets 18. Other current liabilities -Dep on a monthly “term” -Flat rate on rates Light bill: type – ex, show up – income stm. Buying trailers: type – inventory, show up – balance Reimbursing employees: type – payable, show up – balance Repaying loan: type – payable, show up – balance -Fork lift – starting 5000 fixed asset, starting 5000 A/P – 1st 500 – 4500, 2nd 500 – 4000 -Part ticket: 5 invoice 24 – 5 to Dep 1. Part ticket: -5 invoice 34 – 5 Rec -On payroll – round the state tax to .00 -Help out on finish payroll -Change pmt status to dep status Sample #’s – see notebook scan for more sample #’s - Assets: o Cash – 20,000 o A/R – 1,200 o Land – 55,000 o Building – 36,000 o Tools & Equipment – 12,000 o Total: 124,200 - Liabilities: o Notes Payable – 30,000 o A/P – 7,000 o Total: 37,000 - Equity: o Capital Stock – 80,000 o Retained Earnings – 7,200 o Total: 87,200
	AU 3296		Daily Tasks	11/13/2007		• Small system changes. • Added Mexico for customers. • Rounded off state withholdings on payroll. • Changed some verbage on receivables. • Research and brainstorming on balance sheet items.
	AU 3313		Daily Ideas	11/16/2007		A/R Associate’s Paperwork Process: 1. Stamp – open and stamp 2. Delegate mail a. Payables b. Inventory c. Title d. Receivable & payroll 3. Sort in types a. Cash/check b. CC 4. Prep & making notes 5. Checking bank for CC batch #’s and checking to make sure money is in the bank or at least recorded in CC payment app. 6. Print out CC batch reports with system deposit info 7. Start in on CC transactions and working through deals 8. Dealing with Deposits (CC transaction) – add/edit remove and make new printouts according to actual batches not deposits sent in by sales and staff 9. On the sale of a unit a. Check deposit b. Invoice c. Ok for payroll d. Prep jacket (for units) Associates PO’s & Payables: -Working with associate on invoices. Watched her doing a redneck statement. -Need a way to mark PO’s as paid. -Redneck statement had 40+ invoices – some were for other corps and some were for different amounts – received x $, invoiced for y $ - the PO should be boss? On paying PO’s: - She adds each PO as a separate line item. She records the external invoice # and date in the expense line item description. Each line item gets the PO total and gets assigned the correct expense type. She put the store to BSI (inventory is balance sheet). - Possibly add a link at the top of the add/edit form that says pay a PO for this vendor. Set it up so that the user can check (box) the PO’s and enter the store and expense type. They can use this sub form as often as needed. - In the background we could mark the PO’s paid and record a receipt #. Add payment notes on update payment status page
	AU 3315		Daily Ideas	11/20/2007		Talking to Steve on the phone on 11/20/07: Payables need reverse logic compared with receivables. Tons of ways to create payables: - Stock - Trade-in - Payroll - Need check - PO - Statements - Hit bank Need: - Multiple payments - Aging Request vs. Payables: - Make sure bill or request is valid - Approve Charge to store expense (income statement) Charge to balance sheet (balance sheet) Income Statement: (income statement expenses) - Interest - Advertising - People - Fixed expense - Semi-fixed expense Balance Sheet: - Inventory - Receivable assets - Property & equipment - Liabilities - Capital & equity Inventory: - Corp - Stores - Category - Expense type Ways to track payables: Two models for tracking buying & selling: Selling or Offering: What: Product or Service 0. Quote: (not required) (convert if need to invoice) 1. Invoice: (Revenue statement contract to sell) 2. Payment(s) Received: a. Mini loop that may occur 3. Deposit: (money in) 4. Verify & post (done) A/R – please see sketch in photo gallery: - A/R’s Bucket o Total $ (invoices) o A/R’s (what is owed to us) o Total payment $ - Payments Received: o Checks o Cash o Visa o CC o Deposits - A/R’s will go up and down Buying or Wanting: What: product or service 0. Expense Request (check request & payable request – not required) – convert to E/R if needed a. Approval or Disapproval 1. Expense/Receipt – (contract to buy or pay) 2. Payment(s) Made – mini loop that may occur 3. Withdrawal – (money out) 4. Verify & post (done) A/P’s – Please see sketch in photo gallery - A/P’s Bucket: o Total $ out (due) – (expense/receipts) o A/P’s – what we owe o Total payment $ made - Payments Made: o Checks o Cash o EFT o Withdrawals - AP’s will go up and down *”Make things adjustment FREE!” “Keep it simple.” - Request - Payables - Aging on payables - Expense types – destinations - Balance sheet items
	AU 3302		Daily Tasks	11/21/2007		• Steve came over and we brainstormed on payables, requests, and balance sheet items. • Worked on new chart of accounts tables. • Writing an email to Steve about default chart of accounts.
	AU 3316		Daily Ideas	11/21/2007		Types of Balance Sheet Transactions: - Capital Paid In: o Cash goes up o Equity goes up - New Asset – Cash Purchase: o Cash goes down o Assets goes up - New Asset – Credit Purchase o Assets goes up o Liabilities goes up - Accounts Receivables: o Short term: • Assets goes up • Net income goes down • When closed: • Assets goes down • Cash goes up o Long term: • Assets goes up in long term A/R’s • Assets goes down in some other asset account or cash - Accounts Payable: o Short term: • Liabilities goes up • Net income goes down • When paid on: • Liabilities goes down • Cash goes down o Long term: • Liabilities goes up • Assets goes up • When paid: same as short • Liabilities goes down • Cash goes down - Depreciation: o Assets goes down o Retained earnings goes down - Sell on Asset: o Cash goes up o Assets goes down - Inventory: o Cash goes down – assets goes up o OR o Assets goes up and liabilities goes up - Pay Owners/Share Holders: o Cash goes down o Equity goes down - Retained Earnings: o What is left over - Net Income: o Revenue o COGS o Expenses o Operations Typical Start-up Business: 1. Initial deposit: (happens at first and then maybe later if needed) o $ Source: • Capital paid in • Out of pocket o $ Destination: • Bank account o $ Record By: • Positive bank account • Balance sheet item o Actions: • Deposit made • Transaction recorded 2. Buy something for the company to do work: (loops within the list – loops between 2 & 5, and mini loops between 3 & 4) o $ Source: • Bank account or • Loans & credit o $ Destination: • Into the asset and eventually to the vendor who sold the item o $ Record By: • Money spent • Product purchased • Amount owed • Balance sheet items o Actions: • Receipt made • Asset recorded • Liability recorded 3. Purchase Inventory: o $ Source: • Bank account or • Loans & credit o $ Destination: • Pay the vendor o $ Record By: • Inventory going up • Bank account goes down or • Liabilities goes up o Actions: • Purchase order • Stock it in • Start paying it off by showing payments on account 4. Start Selling Inventory: o $ Source: • From customers o $ Destination: • Bank account or • Accounts receivables o $ Record By: • Invoice & • Deposits • Payments made o Actions: • Make the sale record payments • Deposit available funds 5. Pay down what you owe: o $ Source: • Revenue/sales or • Bank account o $ Destination: • Vendor who we owe payables o $ Record By: • Payments made to vendor • Decrease amt. owed o Actions: • Pay bills, statements, or payments • Refund as expense or COGS 6. Pay yourself or others from the business: (happens at a set time, say semi-monthly) o $ Source: • Bank account o $ Destination: • Share holders • employees o $ Record By: • Payments made to individuals o Actions: • Record as payments lower what we owe and money goes out • Could be expenses or dividends paid Other accounting notes: - Simple business in buying and selling. Who & what & when do we buy from & when do we pay? - Who & what & when do we sell items to & when do we get paid? - Currently there is a split between operations and accounting: o Operations are the day to day business (step 3 & 4 above) o Accounting is the day to day side of who are we paying and who is paying us o It deals with the less frequent steps like steps 1, 2, 5, & 6. - Why not make Accounting into just an operation that is done daily, weekly, monthly, quarterly, and annually? - Accounting seems to have this magic cloud over it. In reality it is all part of the same process. - In operations, you purchase inventory, stock it in, sell it, invoice the customer, and collect payment. You then take that money and deposit it. - In accounting, you see the same transaction as: The store orders inventory (request for inventory), you authorize purchase and payment terms. Once we get inventory we need to make sure we show it in the system as inventory. In the background we now have a payable (we owe for something). Once it sells and payments are made, we need to track how much was paid, when, and by who. This is a receivable (someone owes us something). Once it hits our bank we need to acknowledge how much, when, and by who. Also, in the background unbeknownst to the salesperson, we have to pay for the items (payments on the payables). - The question is how can you combine them? How can you allow them to be handled separately but flow together in the end? How can you minimize the steps for both parties or make it a single job? - The ideal goal is track every penny in & every penny out. This is a sample request for use of a penny to get two pennies: 1. I want to sell a piece of gum for $0.02, and it cost $0.01 to buy it. First, I need to see if I have $0.01 to buy the piece of gum. - Create an expense request for $0.01 2. If I have the money, I can approve the expense and go forward. If not, I can’t go any further until I get more money. 3. Let’s say that I have the money and want to buy the gum. I buy the gum and get a receipt from the gum man. I now own the piece of gum and can sell it or eat it myself. - Oked request - Bought inventory - Paid for it - Have receipt to prove it 4. Now, I can mark it up to $0.02 & sell it. - Sell inventory – invoice - Get $0.02 - payment - Deposit the money – deposit 5. Now, I have two dollars ($0.02) in the bank
	AU 3303		Daily Tasks	11/23/2007		• Brainstorming on balance sheet items and research on chart of accounts and category grouping. • On the phone with Steve. • Went into town to meet with Steve about balance sheet items. 10 miles.
	AU 2399		Tech - Balance Sheet Tables	12/1/2007		Time - Pre 2008 Pre 2008 – put on 12/1/2007 Tech – Balance Sheet Tables (Please see scan in photo gallery)
	AU 3559		2008	1/1/2008		YEARLY ACCOMPLISHMENTS 2008 Steve, This is a list of things that happened and accomplishments made during the 2008 year on adilas. It was a great year with tons of great stuff. If you need more detail, just let me know. I have everything documented down to the date. January 2008: • adilas, llc. officially became its own llc. • Changed vendors from shared (global) to corp specific. • Added destinations, categories, groups, and sub groups to expense and deposit types. • Moved the location on deposits from the main to the line items. February 2008: • The income statement (P&L) was added to the system. • Added permission pre-sets and color codes. • Split expense/receipts into main, line items, and payments. • Added payment options for expense/receipts to the main during add mode. • Set up our first international client on adilas. • Created the adilas logo. March 2008: • Migrated all fields and databases from old server to new adilas.biz server. • Changed from word “store” to “location” system wide. • Added PO photo gallery. • Added multi clock in/out feature. • Moved all sub navigation links to top of the page. April 2008: • Added the check request system. • Added a quick search to the top of every page. This idea came from David Berkenkotter. • Changed customer and vendor searches from two-part search (fist letter drop-down and optional characters) to a single text field look-up. • Added a printable customer list. • Expanded payroll from semimonthly to all other frequencies (daily, weekly, bi-weekly, semimonthly, monthly, quarterly, semiannually, and annual). • Added running bank balances and special bank balance search page. May 2008: • Added payables section for reimbursements, splits, and PO’s. • Added pages to show sub expense/receipts for splits and reimbursements. • Posted the adilas.biz check write system. Check on the top format. June 2008: • Added a special check write set-up page and section. This allowed for custom settings on the check write system. • Added the first round of the balance sheet (hidden to most users). • Created the adilas, llc. operating agreement, signed papers, and set up adilas bank account. • Allowed individuals to be used for parts and PO’s. Formally, only businesses could be used. • Added the customer or web portion of the adilas.biz site. This is where customers could browse inventory via web services without being in the secure portion of the site. • Added applied to stock flags on expense/receipts that were used as outside repairs on units. • Added drill-down links for outside repairs and internal invoices on the unit detail page. • Added a unit break-down report that show all expense and invoice details (main and line items) for a single stock/unit. • Added holiday pay to payroll options. July 2008: • Added a tie-in between payroll and expense/receipts. • Added key word searches for “last” and “new” on all quick search fields. • Added payables section for stock/units. August 2008: • Added odd days until first payment on finance calculator. • Reworked the floorplan section and allowed for payables on floored units. • Created a “What is adilas?” flyer for a trade show. Posted file online. • Standardized look and feel for all pages. • Added tons of special validation for XSS (cross site scripting) hacks. Page security to prevent hackers from misusing the application. • Added the duplicate to cart function for invoices. • Changed adilas server over to semi-dedicated server. September 2008: • Added save as pdf on income statement (P&L). • Added additional customers to shopping cart, invoices, quotes, and units. • Added ability to add more than one part to an invoice at a time. • Added check in the middle and check on the bottom formats as adilas check write options. October 2008: • Added a grouped receivables report. • Added an apply payments section for invoices. • Added invoice statements. • Added new pagination “next” and “prev” buttons to all reports that show more than one page. • Added the key word “home” to all quick searches. • Added a grouped payables report. November 2008: • Converted all outside web traffic (customer/web side requests) to another server and database. Used web services to push data from adilas to remote server to help with load balancing (server resources). • Added bulk verify pages for deposits and expense/receipt payments. • Added new options and fields to the check/payment search. Showed print status info and payment verification info. • Removed the requirement to lock line items before verifying. December 2008: • Converted the parts from a two-part combo (part number and vendor id) to a single part id number. • Added actual costs to update PO’s. • Added alpha sorts on reimbursements, splits, and PO’s. • Working on the second round of the balance sheet. Created both system maintained and user maintained balance sheet items. Major work on drill-downs for balance sheet look-backs. Files not yet posted. • Posted new 2009 tax files and tables.
	AU 2422		Daily Ideas	1/2/2008		Process – paying a bill Army Surplus 1. Get bill – out two weeks (due date) $100 2. Create a PO a. Stock it in 3. Scan invoice and create an expense (main) 4. Search any piece that has not been paid a. Multi’s both ways (many pmts for single items – single pmt for multi items) 5. Assign to a PO 6. Make the pmt Like the Reimbursements with ability to pay only part of the total. -Reverse the deposit & invoice system. -Check request, vendor, stores, possible amount -Bank Balances: verified, printed, approved, requested pending -Add an aaah… I don’t know account to all new corps for people who have the admin permission – allow approval on the fly. Make a one page disclosure statement
	AU 1598		Daily Tasks	1/8/2008		• Brainstorming on balance sheet stuff. Ideas on special expenses and special deposits. • Meeting with Steve going over new changes.
	AU 2400		Brainstorming - Sample Start-up Company	1/8/2008		Sample Start-up Company 1. Initial investment of $10,000 and want to set up a new corporation - Set up new corporation - Set up new bank - $0 balance - Set up a balance sheet item(s) one for each investor o New chart of accounts – balance sheet – Equity – Capital Paid In (chart of account) - New balance sheet item with sub - Go right into a special deposit and tie it to the balance sheet item - New chart of account – balance sheet – Asset – Cash/bank balance - Once all is done fully owed equity goes up by $10,000 and the bank balance and assets goes up by $10,000 Accounting method: item was put in first and then the deposit was made. 1. Initial investment of $10,000 and want to set up a new corporation - Set up new corporation - Set up new bank, $0 balance - Make a deposit - Choose from deposit options: o Sales/invoice deposit o Transfer funds o Special deposit - Choose special deposit - Choose from a list of options: o Special orders – need to stock in a unit or need to create a PO for a part o Deposit on existing inventory – already in the system on an incoming PO o Refund – need to tie to an expense/receipt o Credit – could be money or other current asset form o Shareholder/investment – needs a balance sheet item o Loans – needs a balance sheet item o Donations – tie to invoice – long term liabilities o Sales – tie to invoice o General/Other – flexible and open - Choose shareholder/investment - Choose from existing balance sheet item or create new - Create new balance sheet item and sub - Finish up special deposit – ends up same as above – only difference, we hold your hand through the process Operations method: do a special deposit and let it prompt you to input the balance sheet item Use $6,000 to buy a delivery van – Paid in full - Set up a new balance sheet item and sub - Set up new chart of account o Balance sheet – Assets – Equipment –Delivery Van - Create a special expense/receipt and tie it to the van or balance sheet item - Create a new chart of account for the receipt – don’t want this expense type to go to the income statement – not sure what to do? o Balance sheet – Assets – cash/bank balance Accounting method: item is put in first and then paid for
	AU 2423		Daily Ideas	1/8/2008		Purchasing an asset with cash – in other words cash goes negative and we don’t want to show on income statement - Balance Sheet – Expense – Purchasing an asset for balance sheet items - Add a new id holder to: o Deposit line items o Receipt line items o Invoice line items - Only show this ide when using special balance sheet related actions. - If I need to make the above account 4 deep – Balance Sheet – Expense – Balance Sheet Items – Purchasing a unit - This type of account may be need for things like reimbursements – original idea was to create an account destination called flow through – that terminology may cause people to freak out. These are just expenses that hit the balance sheet as a reduction in cash or bank account funds.
	AU 2424		Daily Ideas	1/9/2008		Questions for Steve: - What are some good default categories, groups, and types? - What about Inventory & Cost of Sales? Where do we get these from? What do we call them? - What about digital signatures? Security? Multi sigs? Custom work rate? - What about logos on checks? Customer work rate? - What about Deposit Types? Where do they show up (if anywhere)? What would be their destination, category, group, etc.? (Assets or Income or Special Income) New Ideas: - Bank statements need to have a photo gallery maybe tie to a new permission also may need statement #’s along with it - Max of 2 signatures per check - Max of 4 approvals on a check – each person will have their own checkbox - Photo gallery on all balance sheet items (PO’s as well) - On special deposits and special expenses we may need to allow an auto verify to help bank accounts - Need a special clean-up report: o Dup checks o Dup deposits o Dup expenses o Etc. - On Amortization schedule need months, percentage, principal, first payment date - Goes on top of income statement: o Bad debt o Total sales – bad debt = adjusted income - Amex is similar to bad debt. It needs to be an adjustment to total revenue. Make a special account for each corp and lock it down/ - Split deposits between stores – user’s request - Invoice/deposit types instead of deposit types - Add a flag so that it checks between invoice and stock details - Kill the part “other” – too open
	AU 1600		Daily Tasks	1/10/2008		• Went into Steve’s house for an all-day brainstorming session on chart of accounts and balance sheet items. 10 miles.
	AU 2430		Daily Ideas	2/22/2008		Meeting with Steve on 2/22/08 - When doing a quote – allow for a trade-in without actually stocking it in – year, make, model and trade value - Make sure taxes are figured correctly - Might need totals in a table similar to allinv_final_numbers Customer server-side write-up system: adilas - All Data Is Live And Searchable - Inventory - A/R - A/P - Payroll - Income/balance All Data Is Live And Searchable – ADILAS Questions: - Who, what, where, when, how? - Who are we? o Steve & Brandon, LLC, entrepreneurs, business owners, online application developers, custom write-up system developers, online solution providers - What is it? o One stop shop for all of your operations and accounting needs. We offer a system where you can empower your people in the field, where the actual action is taking place, to do the work (operations) that provides the number for accounting and financials. o Empower the end users and then check it along the way o Enter it once. If it is okay – let it flow through. If it needs correcting, change it and then let it flow through. o No limits, track your inventory in two different ways • Specific units – recorded and tracked on a one by one basis • General units – recorded and tracked as general inventory o Tie it all together o Take things all the way through the process and only enter it once. o Imagine: you can stock in inventory, record payables, track inventory and aging, photo galleries, quote, sell, invoice, age receivables, deposit money, verify bank statements, show income statement, etc. o Imaging: scan bill/statement, create check request, record payables, do employee/vendor reimbursements, print checks, age payables, verify bank statements, show income statements, etc. o Run full payroll functions • Hourly – digital time clock • Hourly plus overtime • Hourly plus commission • Commission only • Salary • Salary plus commission o Track PO’s, Inventory, Payables, Expense/Receipts, Reimbursements, Quotes, Invoices, Deposits, Bank Statements, Financials o By appointment only – we provide an adilas rep to help set you up and handle any training needs o Month to month – no contract o Multi-location and multi corp o Unlimited vendors, customers, payees, employees, locations, inventory items o Enter once – use multiple – one to many relationships o Custom write-up with customization available per corp o Security stuff o Build your own reports o Flexible search interface o Custom look & feel o Permission based (flexible & multi leveled) o Real-time virtual accounting , double entry accounting o Compare to online banking o Remote access – see your numbers while you are on the road
	AU 1645		Daily Tasks	3/17/2008		• Went in to talk with a contact. Showed him the adilas system and he had many questions. My associate went with me and we talked about the presentation on the way home. He had questions about desking the deal, doing the financing, printing, payables, and balance sheet. Great meeting and great brainstorming session with my associate. 335 miles.
	AU 2459		Daily Tasks	4/26/2008		• On the phone with Steve going over plans and ideas. • Added a running bank balance search form to the bank homepage. • Working on splits (aged payables) on payables homepage.
	AU 2460		Daily Tasks	4/28/2008		• Added the new sales sheet to a company’s website. Invoiced for 4 hours. • Working on permissions on the phone with Steve going over ideas for automated reoccurring invoices. • Added a new running bank balance report. • Posted files online and updated help files and permissions.
	AU 2472		Daily Ideas	4/28/2008		-Running Bank Balances -Reoccurring invoice – time period, bill every, exact date, amount -Average age on payables
	AU 2501		Daily Ideas	5/13/2008		Ideas for Application: - Multiple browse button - Tie between stock & invoice - Allow for multiple people on an invoice - Simple quote process (1 pager) - Default Gap to 0.00 - Clean-up makes and models (Ford & any doubles) - Add due bill paperwork - Validation on employees and time zones - Maybe make a quicker add stock and sell it page (pyramid adds, edits, and sells all at once) - Smaller version of sold info (customer stuff and title stuff) - Customer web application - Privacy settings for reimbursements and splits - Add photos to rei’s and splits builder pages, who-needs, and payables homepage - Automate payroll dates compared with corp settings - Select the store on all pages if record count is 1 - Default blank fields to 0.00 where needed invoice line items, sales process, etc. - Stock payables - Check write system - Balance sheet items - Photo galleries (quite a few different ones) - Automate payroll clear to check write and/or auto withdraw - Usage log (history) - Google and search engines - Add “new” from search form – maybe last as well (po, e/r, cart, check req, stock, etc.) - Rentals & reoccurring invoices - Tie vendors to a default account - Be able to void pay stubs - Add holiday pay to pay stubs and maybe clock-in/out reasons - Report for total days worked - More detail on stock units - PO requests - Recording outside repairs – flagged or not - Print setup by users, custom reports - Put external invoice # on splits & PO’s - Currently tracking dollars ($) and cents on homepage
	AU 2505		Daily Tasks	6/4/2008		• Working on the check write setup application. • Worked on a temporary balance sheet for Steve.
	AU 2507		Daily Tasks	6/6/2008		• Signing off and posting final changes to the check write system. • Small tweaks in Flash and ColdFusion. • Working on small changes and brainstorming on ways to help Steve with the balance sheet.
	AU 2508		Daily Tasks	6/7/2008		• Going over ideas for the balance sheet calcs. • Made some small changes on the receipt subs page. • Working on a client’s backend application.
	AU 2509		Daily Tasks	6/9/2008		• Working on the temporary balance sheet for Steve.
	AU 2510		Daily Tasks	6/10/2008		• Working on a client’s backend application. • Working on the temp balance sheet for Steve. • Meeting with Steve to determine our next steps and going over balance sheet stuff.
	AU 2532		Daily Tasks	7/1/2008		• Worked on new business cards for an associate. • Went into Steve’s house, on bike, for a balance sheet brainstorming party.
	AU 2556		Daily Ideas	7/1/2008		Notes on 7/1/08 • Income statement - 3 main items – stock, loc, and types - We might need to break down the sort by the above items. • On balance sheet - Consignment inventory – show don’t show. If yes, show also as payables. • On parts - Need to switch to part id instead of part number - On parts – track the part number as part of the history - Need a new field called bin # needs to be a varchar (50) allow null – default blank not required • On balance sheet - If we show on the asset side, we also need to show on the liabilities side even if one or the other is $0 • On main inventory types – hide all that are not yet real – assign to corp page. - Need to make these an actual tie-in • On bs date switches – either one or the other – not two different switches (run as verified or non-verified) - Vehicle – truck – GMC – 5-15 - BS – Asset/Lib/Ea – Long term A/R’s, Fixed, Equipment – Loan - (Lock) (Lock) (Suggest flex) (user) - BS – Lia – Long term – 517 House - BS – Asset – Fixed – 517 House - Everything must have 2 posts to check against - Check, cross check, and flag - Deep system check-up - Who do I hold hands with? - Owing vs. own - Containers with totals – conditional with estimates and flags with success counter and unsuccessful counter with error messages of who did what. - Prepaid stuff. This might get tricky – how do we expense it out over time - Roll-call and report – buddy system - Need full internal invoice, outside repairs, and ability to sell balance sheet items. - Percentages - Parent/child relationship - Paint the picture and use broad strokes (go from background to fine details) - Where are you along the ladder and how much are you worth or how much do we give – individual worth - “Net worth” = capital or equity - Appraisal value and date specific tables (might sub table) - Assets = (liabilities + equity), a=(l+e) - Bank – everything revolves around the bank - Corp = “body” the body of the business - Build I.S., B.S., and cash flow reports with possible options of doing a custom hybrid report. - Progress and steps (success meter) how close to complete are we icons and images. - The frosting could by eye-candy and graphs - On the show all BSI show both main and sub types equity and cash - Look-up depreciation schedules (online) normal, accelerating, decelerating, and straight line - Depreciation periods = day, week, month (default), year - What about updates on depreciation schedules
	AU 2533		Daily Tasks	7/2/2008		• Biked into Steve’s house to work more on the balance sheet stuff. • Went by the printer place and got the digital files for Steve and an associate's business cards. • Worked on the tie-in between payroll and expenses.
	AU 2537		Daily Tasks	7/7/2008		• On the phone with Steve going over questions about balance sheet items, manager’s time clock, and general site security. • Worked on po_paid_date fields and converting code and pages to work with the new field. • Started working on stock paid dates.
	AU 2538		Daily Tasks	7/8/2008		• On the phone with Steve and setting up an appointment with a client. • On the phone more with Steve going over question on stock payables, deposits on the P&L, and balance sheet items. • Worked with stock payables. • Went into the accounting office to work with an associate on tax forms. 10 miles.
	AU 2582		Daily Tasks	8/26/2008		• Uploading files and testing online. • Downloaded a copy of the adilas database. • On the phone with Steve going over game plan for next couple of weeks. Talked about income statement (P&L) for locations, save as…, invoice, reoccurring invoices, remote check printing, and bank balance photos. • Started working on the location switch for the P&L. This deals with how internal invoices are tracked.
	AU 2621		Daily Ideas	9/1/2008		Customers: - PO requests, payroll multi - Need statement and multi print option – statement, stub thingy - Reoccurring invoices and balance sheet - W-2 and 1099 reports - “End user” on invoices – “document builder” - Dba – logos – data transfers - Problem: “Unable to connect to the database. Unable to check permissions.” Invoices: Billing - Customer – where the money comes from - Ship to: end user, customer of customer. Example: dealer = customer; customer of dealer - Do a second customer - On vendors – allow for more than one address and allow for choices only on printing checks. - On look and feel and on verbage – need to have defaults on a crop level but custom settings on a location level. o Inventory o Invoices - Co-signer, ship to, end user, 2nd customer – have a field and let them choose the caption
	AU 2596		Daily Tasks	9/2/2008		• Went in to Steve’s house to work on balance sheet options. • At the end of the day we talked about adilas and how to handle two party agreements and how to share info from corp to corp. We decided to set up a system and then allow the parties involved to create their own relationships (we provide the tools but stay out of the actual agreement). 10 miles
	AU 2598		Daily Tasks	9/4/2008		• Went in to Steve’s house to work on balance sheet stuff. Lots of brainstorming on flow. • Migrated 98 vendors for a client in Texas. 10 miles. • Working on a logo for a client.
	AU 2599		Daily Tasks	9/5/2008		• Biked into Steve’s house. • Working on balance sheet items.
	AU 2600		Daily Tasks	9/6/2008		• Biked into Steve’s house to work on balance sheet. • Spent a bunch of time working on pulling parts. Ended up scrapping the idea and going back to the old way. • Started working on saving the income statement as a pdf file.
	AU 2630		Daily Ideas	9/22/2008		-Show a list of who owes what Goals – for statements and multiple invoice payments: - Show outstanding invoices - Allow a date range - Most important thing is select by customer - Show totals of current, over 30, over 60, and over 90 - Receive a single payment and want to be able to apply it to open invoices - How do we handle credit or over payments? - On credits – do we want to create a special items called a credit or do we want to keep a running total per customer? - Do we want to use the word credit? Refund? Overpayment? - How do we apply the credit? - If we prompt for action (if overpayment is found) the user will be able to give them back a refund, create an expense/receipt, or store a credit note. - Maybe force all over payments to an expense/receipt. o Get it out of your hair and keep the books correct o A contact said add the “Taco Bell” account - Maybe add a special line item called “over payment” - Maybe also add a special invoice type called “over payment” - If an over payment – we either need a special invoice, special line item, special payment or we need to add the extra as a special deposit live item. We may also want to prompt for an expense/receipt - If doing a refund (e/r or check req) there may be a time delay – make sure their payment cleared before sending out the refund. - Ideally, the income and expense should be on the balance sheet or both on the income statement so that it washes. Best if done on B.S. - Keep clean books! Help other companies keep clean books.
	AU 2656		Daily Ideas	10/1/2008		On adjustment PO’s need real prices to be recorded: - Receive payments - Statements - Receivables by customer - Payables by vendor/payee - PO request - Payroll Java Script on totals - End of the year stuff - Check REI’s of Payables – back out - Balance sheet items - Add the keyword “Home” to quick search - On part count = use PO’s and invoices to keep track of counts only update counts when used (on demand) counting. Changed to a PO and invoice date per line items. - Change parts to part_id in the background. - Customer based discount (invoices) - Customer based default tax category (invoices) - Migrate customers for a client - Don’t allow splits on a single expense/receipt (no double ups on single pmt) - Clean-up invoices - Fix PO’s and adjustment PO’s to show real cost - Add pagination buttons – next and prev
	AU 2632		Daily Tasks	10/2/2008		• Last minute changes for a client site. Added a podcast button, replaced some text, changed the graphic and changed the Google map it link. Posted files. Invoiced for 70.5 hours. • Went in to work with Steve on adilas stuff. We did some brainstorming on tons of different things. Talked about balance sheet, statements, grouped payables, grouped receivables, and others. 10 miles. • Worked on a client’s calculations and Java Script.
	AU 2658		Daily Ideas	10/9/2008		Things that are needed for receivables: (dealing with mark as receivable field) - Be able to void an invoice – mark as not a receivable - Add a payment check when creating - Add a check when adding or editing a payment - The mark_as_receivable field is handled behind the scenes - The manual override is the all monies check box Questions: - What is the difference between what is owed (over time) and what has been purchased (over time)? - Do we want to need a different report or do we keep it the way it is? -No dates – what is still required and how flexible does it need to be? - How does the drill-down tie into statements? - Invoices – are they limited to a single statement or may they keep rolling forward if needed? I would imagine that they would be able to keep rolling. - On a statement, I would imagine that the customer would like to see all activity not just what is owed - Statement should be from start date to end date plus carry old outstanding items and show aging. Just totals. - Sketch in notebook: previous balance, new charges/invoices, payments made, new balance, amount due, due date, finance amount, first line will be previous balance
	AU 2652		Daily Tasks	10/28/2008		• Monitoring the ColdFusion server. • Phone calls to a client, add the due date to splits and worked on a grouped payables report. • Added a running bank balance to the top of the payables page. • Posted files online. • On the phone with Steve. Balance sheet is next.
	AU 2412		Brainstorming - Main Balance Sheet Ideas	10/29/2008		Main Balance Sheet Items Ideas: - Owed vs. owned – including quasi deals (on their way – caught in the middle or becoming something) - Something like a stock # or a balance sheet item - Multi cross check – dynamic - New model (where is it really at) - Classic model - Dynamic naming, grouping, and types - Sort order of items, numbers, accounts - Dynamic over time - Monitors, flaggers, and watchers (on demand as things change, not every day just because it has to have a reason to record data) - Pre-calculated totals – speed or reports - Minimum duality (at least two items or accounts) - Assets, Liabilities, Shareholder Equity or (owned, owed, invested, ownership, debt, invested)? - Maybe use invoices, deposits, and expense/receipts as subs of the balance sheet item. What this means is the balance sheet item becomes the master and the sub (inv, dep, e/r’s) need to be fully satisfied (main and line items and payment) - See mini-notebook (brainstorming on a walk) - Deposits = E/R’s + Cash - Keep it simple - Mode of accounting: o Operations – do it (opps) and the system prompts for action (b.s.) o Accounting – do the action (b.s.) side then the operations side
	AU 2653		Daily Tasks	10/29/2008		• Updates and letting people know about new changes. • Brainstorming on balance sheet stuff. • Working on a new flash banner for a client.
	AU 2654		Daily Tasks	10/30/2008		• Problems with ColdFusion server. • On the phone with Steve. • Disabled inventory pages on adilas and Steve’s company’s website. • Emailed Crystal Tech to let them know. • Went in to lunch to meet with Steve. • Brainstormed on balance sheet items. 10 miles. • Working on expense totals report.
	AU 2655		Daily Tasks	10/31/2008		• Finished up the expense and deposit type reports. • Started working on inventory pages (load balancing). • Migrating non mission critical request to a new server adilaswebservices.biz (Steve’s old company server).
	AU 2684		Daily Ideas	11/3/2008		Game plan for web services and load balancing: 0. Restore old ones for time being… 1. Move as many external, non-mission critical operations, over to the adilaswebservices.biz server 2. Create a small home page or landing page for adilas on the new server 3. Re-enable inventory pages, even if active link (to real data) is not fully intact. 4. On the adilas server. Show a redirect page with a physical link - this way search engines can find the link and path ok. 5. Create active links from adilas to adilas web services and vice-versa. 6. Set up new web services or adilas web services to handle all external calls. 7. Create a fake data base (very limited) on the adilas web services side only hold the important info. Nothing specific as far as SSN, customers, phone numbers, addresses, etc. 8. Need to make a list of what is needed on the remote side and then create web services that push the data over as changes are made. -Pre-check the first line item on e/r -Internal tickets – must be paid – preload it – on payment page -On deposit – hide the admin option or make it harder to get to -Default payments made - no user specific – keep store -3 on I.S. (Revenue, COGS, Expenses), and 3 on B.S. (Assets, Liabilities, Owner’s Equity) keep it that simple -Change the error message on deposit and expense type total reports. Prompt for a location.
	AU 2415		Brainstorming - Questions & Known Issues with Balance Sheet	11/11/2008		Questions & Known Issues with Balance Sheet 1. Things must balance. That can get tricky and hard. Every penny needs to be counted and assigned to the correct can. 2. Some things are real monies and some are book figures (not an actual cash values). Real monies need to be tied to a bank, investment, cash on hand, etc. Items such as depreciation may not actually translate into cash. This creates a disconnect. 3. Things (monies) can change hands, status, and destinations very quickly. What kinds of events trigger a move from an expense to a balance sheet item? Or vice versa? Say you have a customer who owes you money (A/R). You decide to write it off (clear the books). How does it change from A/R to expense or whatever? 4. Quite often you will have items changing status within their own group. Say cash (bank A/R) to inventory which is also an asset. 5. I’m worries about showing things multiple times on the same report. This has been a fear because I wasn’t sure how to show things. Originally, I was going to use expense types and deposit types. Those items would be shown by themselves plus be reflected in the cash or bank balance. The other problem is that some of the expense and deposit types don’t need to be shown on their own and should only be shown in the final bank balance. An example might be bank transfers or reimbursements paid. 6. What about internal repairs (internal invoices), bad debt, credits, NSF on checks, update P.O.’s, shrinkage, pre-paid items, capitalized items, refunds, monies over and short, due bills, breach of contract? And the list goes on…. 7. What about selling or renting a B.S. item? What happens if fully depreciated and still sold for profit? What happens if sold for a lost (loss)? What about gifts or receiving gifts? How do you record values if real money doesn’t change hands. Random note – all deposits require a bank – that might create a disconnect. 8. How do we automate payments (coming in and going out)? Is this required on the first round or sometime later? Along the same lines – what happens if we are ahead or behind the pay cycle (pre-paid or under paid)? 9. I need to set up a number of watchers or flaggers that can work over time. How do I do that so they can keep running totals and also be able to drill-down to details (in the past). I don’t see a problem if running on current data. What happens if the user wants a snap shot of days and time past? Random thought – if you use a snapshot analogy – a true snap shot is taken at the current time and then you look at it later on. In the digital world – I imagine that a user would like to virtually go back in time and see the snap shot of how it was even though things have changed and continued. This is where it gets tricky. 10. Classic model vs. new adilas model – The classic model is Assets, Liabilities, and Equity. The new model would be similar but show real , where am I values, with how much is owned, how much is still owed, and current value. An example might be: classic model – an asset (van) for $10,000 and long term A/P (loan) for $10,000. I would like to show it as an asset (van) valued at $10,000, paid $6,000, owe $4,000 and long term A/P (loan) value of $10,000, paid $6,000, and only owe $4,000. Paper doesn’t do it justice. Basically, I want to include real-time values to give a cleaner look at where we are. 11. How are we going to handle starting values? Say you know that at the end of last year you owed xyz. How do you keep things straight without having all of the details (or do we need all of the details)? This could get tough if we start signing up existing businesses that have years and years of history. Another thing to consider is the starting bank balance and the starting bank date. These are already included on the add/edit bank pages. 12. How do I maintain a duality (at least two offsetting accounts)? Not every transaction is processed in the exact same way. Plus, it may require a transfer within the same type or a 1-many relationship that could be any number. 13. I’m hoping to use an item called a “balance sheet item”. Each item would have its own name, destination, starting value, running value, sort, etc. We can tie in photos, sub, tables, etc. to each item. Basically, each item will be a special “can” with a name. The basic info will be ongoing and the details of what happened to it (baggage) will be carried by each item. We will record history info and possibly “snap shot” history. I’m not exactly sure on the snap shot history (what that means or how we will do that) but it might help with look backs. 14. The above item (B.S. Items) are a great idea but how do you deal with things the system is doing on its own (short term A/R’s, short term A/P’s, bank balances, inventory counts, P&L net profit, etc.). Maybe these things keep going in the background until the user “takes a picture” and thus create a snap shot history. 15. One of my main goals is to have the system be functioning and the balance sheet show up as an “effect” of good data. A number of other software systems require a post or physically recording where things are at. I want the numbers to just flow through as a result of normal usage. Let operations dictate to accounting what is happening. This takes the word “adjustment” out of the picture. It is what it is… 16. Speed vs. flexibility vs. server load vs. dynamic vs. static vs. frequency – This will be a full on balancing act. What is the most important? What is the easiest/hardest to maintain? What do our customer and users want? How easy/complex is this report going to be? 17. Because we are not doing traditional double entry accounting, how do we incorporate cross checking and dynamic multi checking? Instead of 1 to 1 (standard double entry) – what about multi-cross checking. How do we empower the users (corps) to set up their own cross checks that the system can monitor? If we can figure this out, it would help the users know where the problems are. This would be worth tons and would end up saving tons of time looking for the problems. 18. The good thing about B.S. Items is they are changed less frequently than normal day-to-day items. Maybe weekly, monthly, quarterly, or annually. Usually not daily. This is the outer loop (inter loop being daily business transactions) 19. What happens if the balance sheet won’t balance? Do we provide a force balance or do we require the users to check the cross checks and really make the data correct? It would be so cool if there was no way to trick it. That will be tough. 20. What prep steps do we need to do? Maybe create watchers, flaggers, history points, etc. What about parts and running off or part-id instead of vendor and part number? 21. Maybe we need to have the B.S. report be dynamic. This means we only show things that are active and have a value. Maybe we allow the users to rename a system generated category (default to what we think but give them some flexibility on what to call it). Maybe we only provide drill-downs on current date. B.S. reports. Archived “snap shots” won’t have drill-downs, just numbers and text values. Current is crunch on the fly and archived is just a saved report. 22. Maybe we allow users to look up small sections of the balance sheet (in the current time or in the past) but we limit it to just a certain section at a time. This would lessen the server load and allow for special code and loops or smaller groups of data. These more detailed looks would crash the server if done as a whole.
	AU 2667		Daily Tasks	11/11/2008		• Emailed an update to Steve and associates. • Testing web service calls. • Changed the web services to work as either add or edits on every call. • Brainstorming on balance sheet items. • On the phone with an associate at Crystal Tech. Problem with JDBC driver.
	AU 2416		Brainstorming - Balance Sheet Groupings	11/12/2008		On Balance Sheet Groupings: Use Category: unchangeable (required) - Assets - Liabilities - Equity Use Groups: allow dynamic naming (required) Defaults: (instead of creating all of these maybe just provide a special help file with the values) - Assets: o Cash o Bank Account(s) o Accounts Receivable o Other Current Assets o Fixed Assets o Other Assets o Accumulated Depreciation - Liabilities: o Accounts Payable o Other Current Liabilities o Long Term Liabilities - Equity o Capital o Other Equity Allow for an optional sub group: allow dynamic naming this is not required but may be used. I will need to create a system wide blank value or hidden sub group. (optional) Show B.S. report in the following levels: (same as P&L) 1. Quick look only (basic) 2. Show main groups (small) 3. Show main and sub groups (medium) 4. Show everything fully expanded (large)
	AU 2668		Daily Tasks	11/12/2008		• Testing the application and web services. • Emailing Steve some info on Crystal Tech. • Brainstorming on balance sheet items. • On the phone with Steve going over bank statements and verifying receipts and deposits. • Made some small updates on receipt payments. • Called and talked with a client about the flash banner.
	AU 2687		Daily Ideas	11/17/2008		-On receive multiple invoices – add money type as a search criteria. -Change the lock permission to basic around the board -Create the automate invoice section. Reoccurring invoices and payments. -Create the history look-up section “activity per corp” -Add anchor tags to the permissions page -Balance sheet items and balance sheet report -Report and form builder -Payroll IRA calcs – no federal but full ss and medicare -On verify bank reports. Allow a check range (numeric) and show only deposits or expenses. -On reports – convert day, month, year look-ups to text entries. -Check the math on the payables page under splits when dates are used. Is shows all payments not just satisfying pmts. Doubles the “split” pmts. -At some point, it might be nice to record verify bank history; include date/time and person.
	AU 2417		Tech & Brainstorming - Balance Sheet Tables & Sample Groupings	12/2/2008		Sample Balance Sheet Groupings: Destination: Balance Sheet Category: Assets (Groups & Sub Groups) - Current Assets: o Cash/bank Accounts o Petty Cash o Inventory o Accounts Receivable o Other Current Assets - Long-Term Assets (Fixed): o Fixed Assets o Equipment o Tools o Buildings o Real Estate o Other Assets o Accumulated Depreciation Category: Liabilities (Groups & Sub Groups) - Current Liabilities o Accounts Payable o Other Current Liabilities - Long-Term Liabilities o Long-Term Accounts Payable o Loans/Notes Payable o Other Liabilities Category: Equity (Groups & Sub Groups) - Capital o Paid in Capital - Other Equity o Net Profit o Retained Earnings o Distributions (Please see diagram on scan in photo gallery) Balance Sheet Subs & Items Planning (Please see scans in photo gallery) Finished Balance Sheet Items Tables with subs: Page was originally started on 11/12/08 Balance Sheet Items Table Balance System Type Table Balance Sheet History Table Balance Sheet Subs Balance System Types (Please see scan in photo gallery)
	AU 2689		Daily Tasks	12/2/2008		• Went in to Steve’s house to brainstorm on balance sheet items. • Talked about me going in the field more. 10 miles. • Working on balance sheet groupings and stuff.
	AU 2418		Brainstorming - Balance Sheet Items & Steps in Starting a New Corp	12/3/2008		Requirements for Creating a Balance Sheet Item: - Must have a bank - Must have balance sheet items turned on o This is where I will create the system defaults o First check and then create if needed System Generated B.S. Items: - B.S. – Assets – Current Assets – Cash/Bank Accounts o Each bank account name (dynamic) - B.S. – Assets – Current Assets – Petty Cash o Each active location with a positive petty cash value (dynamic) - B.S. – Assets – Current Assets – Inventory o Each vendor for parts (dynamic) o Each make for units (dynamic) o ??? does inventory go with current assets or by itself under B.S. – Assets – Inventory • Then grouped by inventory type • Parts by part category and then vendor • Units by make - B.S. – Assets – Current Assets – Accounts Receivable - B.S. – Liabilities – Current Liabilities – Accounts Payable - B.S. – Equity – Other Equity – Net Profit - Others: REI’s, Units, PO’s, Floorplan, Payroll - Keep a record of crop B.S. groupings and id number. This will help when system creates new system B.S. item. If everything starts at zero… only add as needed Steps that a new corp makes: 1. New corp - No B.S. items created 2. Assign new corp to inventory types - If assigned to B.S. inventory types - Set up all defaults groups, sub groups, etc. 3. On locations, watch for petty cash values - If yes, create B.S. item 4. On banks, watch for new banks - If yes, create a B.S. items 5. On units, watch for new items - B.S. item 6. On parts, watch for abnormal part (unlimited don’t count) this may be part of a P.O. or a standalone part. It really doesn’t count until it gets brought into inventory. - (5 & 6 – could be multiple on a per vendor or per make basis) 7. On PO’s – watch for 1st PO 8. On units, watch for 1st floorplan item 9. On e/r watch for 1st Split 10. On e/r watch for 1st REI 11. On invoices watch for 1st unpaid invoice
	AU 2690		Daily Tasks	12/3/2008		• Brainstorming on balance sheet items. • On the phone with Steve going over brainstorming ideas. • Small help file update.
	AU 2419		Note - On the Balance Sheet	12/5/2008		Ideas about the balance sheet and how we provide the tools but we let the users make the final call. Very similar to the B.S. round 1, we need to pull back everything we can for the users. We also need to leave some flexibility into the tool or builder. Options on round 1 that are pretty cool: - Pulls back data into a giant form - Items may be added/edited/combined/shown/hidden/etc. - All refreshed are done on the form page. The actual report page is just changes and data from the form. No calcs are done on the actual report page. All it does (the report) is bring the data (form) forward and format it. Options on round 2 that would make it cool: - Local java script to help with calcs - Allow for sort # to be changed on the fly - Button for show/save as pdf - Maybe when we save as a pdf, allow them to save a physical copy online and that becomes the history or archived copy. o This could make the database table really small – just record the date, the pdf name and loc, and the name of balance sheet. Let the users browse their saved and archived copies at any time. o Small server load. All we do is pull up a saved pdf and show it. We don’t even car what it has on it. No calcs, no drill-downs, no look back on the database. It is what it is…
	AU 2692		Daily Tasks	12/5/2008		• Brainstorming on balance sheet items and how to tie-in update PO’s. • Also spend some time documenting ideas on what kind of tool to make the balance sheet report and how to use pdf docs as the archived copy. Definitely had some inspiration here. • Working on the part id conversion.
	AU 2420		Tech - Balance Sheet Tables	12/11/2008		Tech – Balance Sheet Tables Balance Sheet Photos Table Balance Sheet Archives Table (Please see scan in photo gallery) On inventory look-backs: - Maybe use reverse filters. Do a quick simple search (counter only) to see if there are more records before or behind. This could easily be translated into something… IN (value) or something… NOT IN (value)
	AU 2696		Daily Tasks	12/11/2008		• Small help file update. • Also added a new error message if changing part #’s. • Brainstormed on balance sheet items. • Built six new tables to hold balance sheet items. • On the phone with Steve.
	AU 2698		Daily Tasks	12/13/2008		• Finished up the new alpha sort order for reimbursements, splits, and PO’s. • Fixed some math calc problems. Tried to post files but had major internet problems. • Went in to town to use the internet and got things to work. I spent almost 3 hours trying to get files posted. In the mean-time, the adilas application was down (partially). 10 miles. • Sent an email update to Steve about uploading problem. • Worked on creating balance sheet groupings.
	AU 2699		Daily Tasks	12/15/2008		• Working on default grouping for balance sheet items. • Working add/edit grouping page. Changed the dates on the deposit and receipt totals page. • Added sort options for groups, sub groups, and types. • Other changes to help with flow.
	AU 2700		Daily Tasks	12/16/2008		• Working on the add/edit balance sheet pages.
	AU 2701		Daily Tasks	12/17/2008		• Working on balance sheet items. • Started pulling in system generated balance sheet items.
	AU 2702		Daily Tasks	12/18/2008		• Working on balance sheet inventory reports (dynamic look-back reports). • On the phone with Steve going over manufacturing stuff and research on SQL joins and sub queries. • More research on advanced join and unions. • Spent some time playing with SQL concepts.
	AU 2713		Daily Ideas	12/18/2008		On balance sheet items – what are the goals for parts • Qty, cost – what do I have left? – I don’t care how much is still there; I only want what is left and how much it is worth.
	AU 2704		Daily Tasks	12/20/2008		• Went in to work with Steve on balance sheet items. Brainstorming and talking about a business plan. 10 miles. • Updated all of the add and edit pages that deal with date stamping the PO/invoice line items. This is for date sensitive quantity tracking.
	AU 2705		Daily Tasks	12/22/2008		• Working on system balance sheet items. • Worked on unit group reports and inventory drill-downs. • Started on parts inventory drill-downs.
	AU 2706		Daily Tasks	12/23/2008		• Working on accounts receivable drill-downs and started on accounts payable drill-downs for balance sheet items.
	AU 2707		Daily Tasks	12/24/2008		• Working on accounts receivable drill-downs and started on accounts payable drill-downs for balance sheet items.
	AU 2708		Daily Tasks	12/26/2008		• Worked on b.s. and payables drill-downs. • Steve came over and we went over balance sheet items and direction. • Changed the main page to allow a checkbox interface to select either assets, liabilities, or equity.
	AU 2711		Daily Tasks	12/31/2008		• Working on 2009 tax tables and balance sheet stuff. • Worked on tying in locations to payables.
	AU 3560		2008	12/31/2008		YEARLY ACCOMPLISHMENTS 2008 Steve, This is a list of things that happened and accomplishments made during the 2008 year on adilas. It was a great year with tons of great stuff. If you need more detail, just let me know. I have everything documented down to the date. January 2008: • adilas, llc. officially became its own llc. • Changed vendors from shared (global) to corp specific. • Added destinations, categories, groups, and sub groups to expense and deposit types. • Moved the location on deposits from the main to the line items. February 2008: • The income statement (P&L) was added to the system. • Added permission pre-sets and color codes. • Split expense/receipts into main, line items, and payments. • Added payment options for expense/receipts to the main during add mode. • Set up our first international client on adilas. • Created the adilas logo. March 2008: • Migrated all fields and databases from old server to new adilas.biz server. • Changed from word “store” to “location” system wide. • Added PO photo gallery. • Added multi clock in/out feature. • Moved all sub navigation links to top of the page. April 2008: • Added the check request system. • Added a quick search to the top of every page. This idea came from David Berkenkotter. • Changed customer and vendor searches from two-part search (fist letter drop-down and optional characters) to a single text field look-up. • Added a printable customer list. • Expanded payroll from semimonthly to all other frequencies (daily, weekly, bi-weekly, semimonthly, monthly, quarterly, semiannually, and annual). • Added running bank balances and special bank balance search page. May 2008: • Added payables section for reimbursements, splits, and PO’s. • Added pages to show sub expense/receipts for splits and reimbursements. • Posted the adilas.biz check write system. Check on the top format. June 2008: • Added a special check write set-up page and section. This allowed for custom settings on the check write system. • Added the first round of the balance sheet (hidden to most users). • Created the adilas, llc. operating agreement, signed papers, and set up adilas bank account. • Allowed individuals to be used for parts and PO’s. Formally, only businesses could be used. • Added the customer or web portion of the adilas.biz site. This is where customers could browse inventory via web services without being in the secure portion of the site. • Added applied to stock flags on expense/receipts that were used as outside repairs on units. • Added drill-down links for outside repairs and internal invoices on the unit detail page. • Added a unit break-down report that show all expense and invoice details (main and line items) for a single stock/unit. • Added holiday pay to payroll options. July 2008: • Added a tie-in between payroll and expense/receipts. • Added key word searches for “last” and “new” on all quick search fields. • Added payables section for stock/units. August 2008: • Added odd days until first payment on finance calculator. • Reworked the floorplan section and allowed for payables on floored units. • Created a “What is adilas?” flyer for a trade show. Posted file online. • Standardized look and feel for all pages. • Added tons of special validation for XSS (cross site scripting) hacks. Page security to prevent hackers from misusing the application. • Added the duplicate to cart function for invoices. • Changed adilas server over to semi-dedicated server. September 2008: • Added save as pdf on income statement (P&L). • Added additional customers to shopping cart, invoices, quotes, and units. • Added ability to add more than one part to an invoice at a time. • Added check in the middle and check on the bottom formats as adilas check write options. October 2008: • Added a grouped receivables report. • Added an apply payments section for invoices. • Added invoice statements. • Added new pagination “next” and “prev” buttons to all reports that show more than one page. • Added the key word “home” to all quick searches. • Added a grouped payables report. November 2008: • Converted all outside web traffic (customer/web side requests) to another server and database. Used web services to push data from adilas to remote server to help with load balancing (server resources). • Added bulk verify pages for deposits and expense/receipt payments. • Added new options and fields to the check/payment search. Showed print status info and payment verification info. • Removed the requirement to lock line items before verifying. December 2008: • Converted the parts from a two-part combo (part number and vendor id) to a single part id number. • Added actual costs to update PO’s. • Added alpha sorts on reimbursements, splits, and PO’s. • Working on the second round of the balance sheet. Created both system maintained and user maintained balance sheet items. Major work on drill-downs for balance sheet look-backs. Files not yet posted. • Posted new 2009 tax files and tables.
	AU 3561		2009	1/1/2009		YEARLY ACCOMPLISHMENTS 2009 Steve, This is a list of things that happened and accomplishments made during the 2009 year on adilas. It was a great year with tons of great stuff. If you need more detail, just let me know. I have everything documented down to the date. January 2009: • Lots of balance sheet work. Payables, floorplan, inventory, receivables, and look-back reports. • Added the user-maintained balance sheet photo gallery. • Added the part number usage report. • Posted the balance sheet files online. This was round 2 and the first balance sheet available to general users. Round 1 was back in 2008, very limited, with known holes. • Added options to format the balance sheet in to a traditional format for printing. • Added state income tax settings for Arkansas. February 2009: • Allowed invoice notes (printable and internal) to be searchable. • Added pagination (next photo) on the big photos in the gallery. • Added the reoccurring invoice section. • Added the printer friendly invoice (capable of showing multi invoices with an address that would fit in a windowed envelope). March 2009: • Added the work in progress invoice setting. • Added reports for outstanding deposits and outstanding payments (checks). • Added reports and switches for cash accounts (running off of verified dates) and accrual accounts (running off of basic dates). • Added the limited invoice format (no costs and only for work in progress). • Rework of the entire work in progress section. Originally, we didn’t know that they couldn’t show up like normal invoices. Made major changes to balance sheet, income statement, couldn’t show on receivables, and couldn’t show on sales tax reports. Somewhat of a surprise! • Fixed a date problem with PO payments and stock/unit payments. Original date was when recorded not what date the expense was holding. Small disconnect. • Added a mid-year change to federal tax tables (part of a stimulus package). April 2009: • Added barcoded and RFID tag fields to the parts table. • Added the recipe/build section. • Added hidden line items to PO’s, quotes, and invoices. • Added the invoice profit per line report. • Created a search and add invoice line items section for invoices that had already been created (no longer in cart mode). • Permission rework for parts, sales, and being able to not see costs. • Added the “save as…” feature for quotes. • Added admin work in progress permissions. • Added a grouped salesperson report to the daily/weekly report. May 2009: • Added the customer type. • Added the customer additional contacts and customer log entries. Tons of CRM (customer relationship management) options. • Added the customer settings to the shopping cart and checkout process (if invoice is tied to customer). • Added the bank helper report (deals with dates prior to bank starting dates). • Added the advanced customer search. This is a build your own customer report page. • Held the first public adilas.biz seminar at Steve’s house. We had 10 people there. Great meeting. • Added code to help verify expense/receipts. There was a problem with payments getting verified and the main would still be outstanding (or vice-versa). Tied the two together (if a 1 to 1 relationship existed). This deals with reconciling banks. • Fixed a rounding error problem with PO and invoice line items. • Allowed the quick search type to follow you from page to page. Once selected, it would stay selected until changed. June 2009: • Created documentation for web/customer inventory pages via web services. • Added the corp stats report (pre-cursor to the history homepage report). • Added the flex grid tie-in application. This is an application that rides on top of the main application and is used to help tie things together and record additional information. Very dynamic and very flexible. • Added the next day link on the balance sheet homepage. July 2009: • Added the history homepage permission and report. Lots of work on drill-downs and sub reports. This is the corp stats report with more filters and options on a per corp basis. • Added an image/scan drill-down report. • Brainstorming and research on multi decimal points (dewy decimal). • Added first round of crop-wide settings. There were only 5-6 to start with. They were physical year, parts mark-up, default tax category (parts and customers) and ice-down date (disabled). • Major change on how inventory values were determined. Old way was to use the current part number cost times the quantity on hand. The current cost was a variable and could be changed. That reflected itself forward and made a moving target for the total inventory value (a single price change could change everything). The new way is to use the actual costs recorded in the database (as they happened). This removed the current cost variable and allowed exact drill-downs to underlying data. Big break through on tracking inventory. • Added the paid dates and paid flags for invoices and expense/receipts. This helped tighten things up in accounts receivables and accounts payables look-ups and look-backs. August 2009: • Added two new hard-coded parts to the system. They are “Fee” and “Collected”. • Added a search option for adding PO line items. The old way was you had to know the exact part number and cost in order to add a line item. The new way allows you to search the system for the info. • Added the PO requests. These are non-payables, not counted as inventory, and not yet live. They may be turned in to live PO’s later. • Added the option to change the vendor/payee id number on expense/receipts. • Added new options to the web/customer inventory pages (still dealing with units). Options included next photo on big photos (pagination) and medium thumbnails. • Added some rounding on all stock/unit prices (that were calculated on the fly). This was both internal and for web/customers. • Set all the web/customer inventory items that had been sold to a hidden price value and showing the word “Sold” instead of a price. September 2009: • Added 25 new corp-wide settings. Most were set to inactive but added as future placeholders. Slowly started adding them and activating them as time allowed. Setup the main corp-wide settings page. • Changed work in progress invoice name to a transition invoice name. • Added the bank check/deposit register as an optimization project. • Added the vendor of “All” to the printable parts list report. • Added the “parts” to the online web pages for web/customers. Activated web specific corp-wide settings. • Added flex grid tie-ins to the output for different invoices modes (printer friendly, limited format, and save as PDF). • Opened up the limited invoice format to all invoice types. Formally, it was only open to work in progress or transition invoices. • Changed names on the main switchboard page. For example: The permission name and menu option used to be called “basic add/edit deposits”. This was changed to “deposit homepage”. Tons of other name changes to help standardize the naming convention and layout. October 2009: • Added save as PDF for PO’s. • Added the PDF document management section. This deals with pulling database info and placing it on a pre-defined PDF form or document. • Launched the first PDF form – Texas 130-U. This was an optimization project and the first dynamic PDF form (custom paperwork). • Added other PDF forms. Most were start to finish in about 2 hours. • Added some java script calculations on the cart checkout page to show change due. Calculations were made and shown but no physical data was ever recorded. November 2009: • Took off all of the built-in subs to stock/units. For example: gallery fee, web/computer fee, etc. • Allowed negative parts quantities to flow through to the balance sheet. Prior releases only allowed positive inventory counts to flow to the balance sheet. • Added merchant processing. This is the ability to take secure credit card payments, process sales, run transactions, view transactions details, and void transactions if needed. • Processed first credit card transaction through adilas.biz on 11/7/09. • Created the merchant processing flyer and demo payment page. • Added extended prices, costs, and profit to all recipe/builds. • Added the cart profit per line report. • Added a new silver “Specialty” permission color. • Allowed the main PO vendor id to be changed. Also added what we called “Special” PO’s. These are non-vendor specific PO’s and they allow for generic or homogenous parts like steel, wood, water, flour, etc. (items that may be purchased from multiple vendors yet are considered the same basic thing or sold out of a general pool). • Small patch/fix to the P&L for deposit types that are not attached to an invoice. December 2009: • Loan from Steve to adilas to keep it going. • Added the wholesale cart builder permission and function. This allowed multi stock/units on a single invoice with a point and click interface. Max of 50 per invoice. • Disabled the checkout buttons and options from inside the cart mode if the cart was in quote mode. • Added the cross-corp sales permission. This is taking the wholesale cart builder and allowing a sale from one corp to another corp. Basically, sell from one and stock in unit in the other corp. Tie it all together. • Tightened up the transition invoice dates and added a graphic to show what we called the “magic window” (transition period). • Added options to add more than one customer and/or customer contacts to a shopping cart. • Added a reoccurring invoice flag to the customer log and customer search results. • Added a default salesperson per customer. • Added two new time periods to the reoccurring invoices. They were quarterly and semi-annually. • Added 2010 tax tables and settings.
	AU 1251		Daily Tasks	1/5/2009		• Created a new logo and color scheme for a company. Posted on adilas and set up corp. • Worked on balance sheet items and unit drill-down reports.
	AU 1252		Daily Tasks	1/6/2009		• Working on balance sheet numbers. • Worked on inventory totals with or without internal parts tickets and outside repairs. • On the phone with Steve about a company. • Added new logo and color scheme for another company. • Worked on balance sheet floorplan numbers.
	AU 1253		Daily Tasks	1/7/2009		• Worked on the unit inventory group reports. • Finished up the inventory report drill-downs for balance sheet. • Started working on floorplan drill-downs. • On the phone with an associate about a problem with payroll. • Also talked with Steve for over an hour on the phone. He landed a new client. • Fixed the state unemployment problem for associate and posted all new files. • Updated the PO and invoice line items with a date stamp. • Pulled down a copy of the adilas database. • Backed up some files and emailed some associates about the payroll change.
	AU 1256		Daily Tasks	1/10/2009		• Worked on grouped payables report for balance sheet drill-downs. • Started working on the parts usage report and the cost calculation switch for parts inventory (current cost or average cost). • On the phone with Steve going over how to use adilas persons who can help with set-up, phone time and other adilas projects. • Posted files online and emailed Steve a quick update.
	AU 1257		Daily Tasks	1/12/2009		• Research on unused inventory types (rentals and labor/services). • Worked on the parts usage page. • Added a default net profit calc to the balance sheet. • Posted files online.
	AU 1258		Daily Tasks	1/13/2009		• Emailing back and forth to Steve about balance sheet permissions. • Added check requests to the payables homepage as a system balance sheet item and as a look-back report on the payables look-back report.
	AU 1259		Daily Tasks	1/14/2009		• Worked on viewing balance sheet items and add/edit sub items (line items). • On the phone with Steve for over an hour talking about bugs, successes, progress and next steps.
	AU 1260		Daily Tasks	1/15/2009		• Working on the add/edit balance sheet subs or line items page. • Added photo management for balance sheet items and posted files.
	AU 1261		Daily Tasks	1/16/2009		• Fixed a bug on the year end 1099 reports for an associate. Posted file and called them to let them know. • Worked on balance sheet totals and calculations. • Also changed some greater than or equals to, to plain greater than signs to help with balance sheet calculations. (>= to >.) • Posted files online.
	AU 1262		Daily Tasks	1/17/2009		• Working on the balance sheet builder form. • Brain-stormed on how to format and convert balance sheet info into desired format.
	AU 1263		Daily Tasks	1/19/2009		• Prep work on the balance sheet report. • Steve came over and we had a meeting on balance sheet items and where we are going. • Working on converting B.S. data (3 different types) into a single data structure for output. • On the phone with Steve going over how to calculate balance sheet items and how to show the value. • Added a new field to the database and posted some new files. 3-way conversion switch for the valve.
	AU 1264		Daily Tasks	1/20/2009		• Working on formatting the actual balance sheet. • On the phone with Steve going over progress and new requests.
	AU 1265		Daily Tasks	1/21/2009		• Prep for adilas demo later today. • Working on formatting the balance sheet output. • Online demo for a contact. • On the phone with a customer talking about web services and customer shopping carts. • On the phone with Steve.
	AU 1266		Daily Tasks	1/22/2009		• Research on barcodes and barcode readers. • Worked on formatting the balance sheet. • Added some help files and posted the create new balance sheet search and report page. • Actual balance sheet posted online.
	AU 1268		Daily Tasks	1/26/2009		• Went in to meet with Steve. Reviewed balance sheet stuff and balance sheet tick list. Brainstormed on user permissions (view only, location only, user only). Brainstormed on manufacturing and building kits. Talked about needs for additional customers and invoice tie-ins. 10 miles. • Working on a balance sheet item for sold units but not paid for.
	AU 1274		Daily Ideas	1/26/2009		-On user permissions add three new permissions. - View only - User only - Loc only (loc only would jump to a chooser page) -On a per user basis – add possible location assignments. -Invoices by department – this ties to the sales person and other salesperson. The users, in turn are assigned to departments. -On the invoice profit reports, allow a department switch (conditional hidden fields) link back to users within those departments -On parts add these new fields - Tax categories - Maybe qty management stuff (per loc) - Bar code number - RFID tag - Show on web - Maybe add a build tie-in -Brainstorming on builds: build recipe - (conversion) build – background action (possible loop) – build report and details - Invoice. (Limit rollback to 1 step at a time), (inv goes down or raw (old) inv), (inv goes up on build inv (new)) -Some recipes will be done one at a time and some will be done in bulk. -Build and sale (right now), or build and hold and sale later, or build and build and build and build (1-many) manufacturing. -Built in extras -Flex builds with check boxes -What about blind builds -Hidden line items -On demand builds -New tables per corp -in cart mode, be able to add/edit line items from a recipe. Need list for balance sheet: - Floorplan drill-down - Ties to e/r and deposit types (notifier) - Sold but not paid for (include drill-down) - Archiving - Location specific -On customers and vendors: multi tie-in for additional addresses and departments. -On the add additional customer add the word “info” or something. -Add a notes field on additional customers; include a look-up field to search the notes. -On customers: - What is the default tax category? - What is the discount rate per customer? - What is the customer type? (New dynamic user maintained list) – (See .xls files for a company)
	AU 1269		Daily Tasks	1/27/2009		• Working on the balance sheet drill-down report for sold but not paid (on units). • Started working on the floorplan drill-down report. • On the phone with Steve going over cash flow and outside help options. • Posted files online.
	AU 1271		Daily Tasks	1/29/2009		• Posted new payroll files and submitted a new support ticket to Crystal Tech about a problem with FTPs. • Worked on the balance sheet floorplan drill-down report.
	AU 1272		Daily Tasks	1/30/2009		• Adding application help files for balance sheet pages.
	AU 1273		Daily Tasks	1/31/2009		• Adding help files for balance sheet pages.
	AU 1280		Daily Tasks	2/9/2009		• On the phone going over marketing ideas and such for a customer. Talked about revamping their website. • Research. Looking up old brainstorming notes on reoccurring invoices. • Small fix on advanced invoice search. Allowed both printable and non-printing notes to be searched. • Went in to the accounting office and talked with some associates about the balance sheet. Took the “Tag, I’m it” on the project and told them I would talk to Steve. 10 miles. • On the phone with Steve going over balance sheet items and how to help a company find a good starting point. • Writing an email about the meeting in the accounting office. • Started working on photo gallery pagination on big photos.
	AU 1281		Daily Tasks	2/10/2009		• Writing an email to some associates about my plan for the balance sheet. • Fixing a security issue with images and image folders. • Added a redirect page to every sub folder within the main image folder. • Worked on photo gallery pagination. • Went in to work with some associates on a balance sheet. Started with banks, petty cash and assets. 10 miles.
	AU 1290		Daily Tasks	2/21/2009		• Prep for phone interview. • Working on printer friendly invoice. • On the phone with a customer for 45 minutes, wrote a follow-up email to them. • Working on signing off on reoccurring invoice pages and had a meeting with Steve at my house. Went over adilas balance sheet stuff and builds. • Finished up checking off files for reoccurring invoices. • Posted files.
	AU 1292		Daily Tasks	2/24/2009		• Working on balance sheet stuff and fixes for rei’s and how to calculate them.
	AU 1301		Daily Tasks	3/4/2009		• Working on balance sheet and using the verified date vs. the basic dates. Basically, cash vs. accrual. • Made work in progress stuff go live. • Went in to town and worked with a contact who was an auditor in Washington DC. Demoed him on the adilas system, it was a good meeting. 10 miles.
	AU 1305		Daily Tasks	3/9/2009		• Working on outstanding bank balances. • Started working on I.S. and B.S. going through step by step. • Working on cash vs. accrual. • Worked on deposits that slip through the cracks when working on a cash basis.
	AU 1323		Daily Ideas	3/9/2009		Plan for I.S. and B.S. Rework Session “Cash”: 1. Start with banks. Leave basic dates “as is”. On verified dates, change current logic to also include outstanding deposits and outstanding check/pmts. 2. Create new bank reports and show outstanding values. Quick and dirty. 3. Include new outstanding items links (drill-downs) from bank homepage, add/edit, bank page, running bank balance page, and B.S. drill-downs. 4. On I.S. I need the following changes: Some of these need to be done today and some by first of next week. o Deposits made and invoices not yet marked verified. o Work in progress – look-back compatible. o Expenses that are tied to a bank but not yet verified. 5. On B.S. I need the following changes: o Outstanding values for banks with a drill-down. o Work in progress inventory (Dom’s?) o Need major help with what to do with inventory on a cash basis. Inventory doesn’t run on a cash basis. 6. Standardize the date switch between basic dates and verified dates. Currently one section is 1 & 2 & the other section (B.S.) is 2 & 1. Need to keep things consistent. 7. Not related to above, but check for “mode=add” and the capitalization of Add new links.
	AU 1306		Daily Tasks	3/10/2009		• Went in to town to work with an associate on a balance sheet. Saw their work and told them I would set up a meeting to help out. 10 miles. • Working on adilas bank stuff. First time going through bank statements and doing an actual deposit. • Working on showing values on the income statement on a cash basis. Added a section with its own drill-down reports for deposited non-verified invoices.
	AU 1307		Daily Tasks	3/11/2009		• On the phone with a customer going over bank balances and possible problems. • Added new search filters on the advanced receipt payment search page. • Worked on the invoice payments not yet deposited page for balance sheet drill-downs. • Worked on showing non-verified expense types on the income statement.
	AU 1309		Daily Tasks	3/14/2009		• Working on work in progress invoices and how they relate to receivables. • On the phone with Steve talking about ideas for builds and work in progress stuff. • Working on showing W.I.P. invoices on the balance sheet. • On the phone with Steve asking questions about how to handle WIP invoices, costs, inventory and payments.
	AU 1310		Daily Tasks	3/16/2009		• Research on cash vs. accrual accounting. • Went in to work with Steve on work in progress invoices and how to show them on the balance sheet. We also did some brainstorming on recipe/builds. 10 miles. • Working on WIP invoices and how to show them on the balance sheet.
	AU 1311		Daily Tasks	3/17/2009		• Working on how to show WIP invoices on the balance sheet. • Tested pages and flow. • A contact came over to work on adilas training. Went through units, invoices and expense/receipts. • On the phone with Steve going over job descriptions and who we can get to help us out. Talked about possible clients and leads.
	AU 1314		Daily Tasks	3/20/2009		• On the phone with Steve going over bank balance stuff. • Went in to work on balance sheet stuff. Worked with Steve and another associate on different tasks. Talked to the associate about payroll and quarterly reports. 10 miles. • Working on applying payments and making sure the dates were correct. • Made some changes to the balance sheet home page. • Made the user maintained items show-up in a more simple format.
	AU 1315		Daily Tasks	3/21/2009		• Working on the user maintained balance sheet homepage. Working on the WIP invoices and where they need to show up or not show up on I.S. and B.S. reports.
	AU 2355		Brainstorming - Known Issues with Manufacturing - (Recipe/Builds)	3/24/2009		Known Issues with Manufacturing – (Recipe/Builds) 1. Manufacturing has a number of different names. Kits, kitting, macros, morphs, packages, work in progress, finished goods, builds, recipes, models, spec sheets, plans, drawings, custom products, assemblies, groups, deals, packages, deals, bundles, etc. 2. The name or word “manufacturing” is too limited. We want to be able to handle all kinds of products, services, new products, etc. Our scope may include companies that: - Sell package deals - Build new marketable products - Allow options to be chosen on the fly - Track inventory (raw goods) and also track finished products (builds) - Possibly have unlimited levels of product assemblies - Single line items (currently available in the system) 3. We want to be able to sell anything we want on a single invoice. This may include special line items, parts, units, labor, builds, hidden items, services, etc. 4. We need to be very careful and track quantities in, quantities out, raw inventory counts, finish goods counts, accurate costing, accurate pricing, etc. Most things are easy to put in… what about being able to void, back-out, credit, re-do, etc. We need to build the application so that it can go both forward and backward. To make this even trickier, we need to be date sensitive, location sensitive, and usable (easy). 5. What about table (database) capacity? What limits do we have? Are we painting ourselves into a corner or can we expand at will? What about pulling data back and loop size? Do we have any limits on ColdFusion or list lengths? Before we jump, we might want to scope it out. As it sits right now, we have plenty of room to run and see where it goes. This may be a subject that needs some attention in 6 months to a year. 6. I see manufacturing on a couple of different levels. - Single (line by line) - Apply as you go (say internal tickets to units) - Single on demand (light and flexible) - Multi on demand (light and flexible) - Bulk (same thing over and over) - Build from ground up (single or multi) - Hardcore (building a serialized unit and placing other serialized units on that unit – track everything down to the “T”) - Recipe types: o Build & Sell: Shopping cart – type interface with flexibility to show/hide and add options. o Build & Hold: Raw goods being combined to create a new part – this could be multi layers deep if needed. o Build & Build: Similar to duplicating internal invoices but with a build and apply interface for serialized units. This might work well with mini units 7. What about batches, batch codes, process #’s, etc.? This gets into serialized units. Maybe we need a thing called a “mini unit”. This would be similar to a specific unit but scaled down and optimized for bulk creation, updates, and selling (all in bulk – yet specific with all of its history and batch numbers). 8. Do we want to create an actual build with a main and line items or do we want to use a PO and call it a build PO? - Build Pros: o New item o Wouldn’t balloon up the PO table o Wouldn’t change the PO numbering o Could tie to a specific permission o Could create custom logic and own history - Build Cons: o Additional development o Full new section with add, edit, history, reports, etc. o Need major changes to po_invoice_line_items table - PO Pros: o Logic is already in place for inventory control o Smaller development time - PO Cons: o Permissions get a little trickier o This would blow up the PO table o Need to check all current PO logic o PO’s are tied to payables 9. We would like to create a standalone item called a recipe. A recipe would contain all of the ingredients to make or build something. This could include qtys, prices, costs, descriptions, instructions, add-ons, options, etc. We would also like to include hidden line items and show output in a specific order. - Other ideas on recipes: o Prep time o How long (duration of time) o Yield (qty or output) o Inventory check (do we have enough stuff) o Output (what does it make or what do we call it) o Amounts (qty & costs) o Add-ons & options o Order of ingredients o Instructions o Required items or optional items (choices) o Active and inactive line status o Prep (extra instruction that may be deleted later on or hidden) o Flexible and user-maintained o Able to search or look-up quickly o Tax category (default per line) 10. We need a flexible invoice that can show all the details or just the items that need to be shown (show/hide status). Along with that, we also need to show a single invoice with cost and profit showing. Another way of saying this: customer view vs. shop view vs. back-end view vs. accounting view. All of these items (invoice views) need to contain the same info but may be viewed differently or only by permission. 11. On mini units, how do we track things in bulk yet keep things tied at the hip. This could be a nightmare. We want specific results but no one in their right mind would check 1,000 bolts for a heat code before using them. It seems like a natural disconnect. Good in theory (track everything) but just a shot in the dark in real life. Even if we did make something like this, how do we include checks and balances, quality control, and audits? 12. What about builds (runs). Say for example, we do a build and take 1,000 widgets and paint them or squeeze them into something (changed from the original). We then want to record the build number on all new widgets. Say we also put all 1,000 new widgets into a box and label the box with the build #. Here are a couple questions I would have: - How do we (the system) tie the build to the box #? - How do we know all the items in the box came from the current build? - What happens if there is a gap in time or things get mixed? - What happens if we use 1,000 widgets and only get 950 out the other end? What happens to the other 50? What happens if the box is incomplete? What if we over produce and have excess (but not enough to make the next box)? - What happens to flaws, seconds, and scrap? What if one resale them? - I would imagine that the box (see example in #12) would need the build #, maybe a user maintained build number (date or user code), plus its own port #. The part # would be unique for the end product but not for each box. This would require a multi-part key id (build and user maintained build and part id). My question would be, where do we record those extra fields? Do they get passed along and how do we tie-in or search them rapidly? 13. What about other manufacturing terms: lots, cases, boxes, bins, pallets, racks, loads, runs, cartons, packages, by weight, by size, by volume, sets, clusters, quantities, sizes, groups, collections, bundles, lots, baskets, buckets, bags, stacks, other measurements, liquids, solids, gases, jars, tubes, etc.? 14. What are the differences between manufacturing for internal, for re-sale, for retail, for other? What is needed on the build? What is needed on the finish goods? 15. What about verifying builds? What about payment options? Internal? Payables? $0.00 cost? Not sure. 16. What about roll-backs, voids, and dis-assemblies? This needs to be part of the solution but we also want to control how fast and how deep (levels) the action goes. 17. If you are building and creating, building and creating, etc. How do you keep a running log of what came from where? Parent /child relationships. Do we want to let the users create their own logs (separate table) that can be tied to any PO (build) or any unit? This would be a one to many relationship that could be classified as parent or child. Just an idea… we might be able to use this to tie a single box to multiple serial #’s or invoices. Maybe this parent/child relationship could be for build PO’s or invoices and tied back and forth however the user wants. Basically sell and build in bulk (keep it simple) and then allow the user to put in extra tie-ins that are flexible, searchable, and fully user maintained. We keep things simple and they (the users) add whatever detail(s) they need. This could be huge. It also could be super flexible. We may also want to include options for dynamic naming, multi add feature with a number field that would go from a start to end range. 18. Use the build PO to pull down raw counts and show new output all on the same PO. 19. See #17. Other ideas for the parent/child relationships. - Maybe have 5 to 10 custom titles for parent/child relationships. Tie to a corp and allow them to update them at will. Basically, we create 10 text fields and name them like other_1, other_2, other_3, etc. In the background we allow the corps to set the verbage (titles) for each field. This way they could use any of the words in #13 and track whatever each corp needs. - Maybe allow any extra fields to be hidden to make things look cleaner. - Create a separate add/edit, add multi, search, and PO/invoice tie-in report. 20. Allow recipes to be searched like part numbers. Along with that, allow for parts, recipes, barcodes, and RFID tags all from the parts search field. Only show the non-parts options if the user has those permissions. 21. When doing builds how do we keep track of costs and prices? - Cost options: o Use current cost (from parts table) default o Use fixed cost (hardcoded value) not recommended o Calculate the cost (sum of all used ingredients) (only for recipe output) - Price options: o Use cost (see above for options) (internal or multi build) o Use current price (from parts table) default o Use fixed price (hardcoded value) not recommended 22. On the (additional tie-in and details) PO/invoice relationships (parent/child relationships) add an option to show/hide the relationships. If hidden, they will still be searchable and printable from the sub report page. If they are marked “show”. Show a list of subs below the main invoice details.
	AU 2358		Brainstorming - Ideas for Adilas Theory & Visual Help Models	3/30/2009		Ideas for adilas theory and visual help models: (Lots of sketches & visuals – please see scans in photo gallery) - Use the same models over and over again for consistency - Money o Money in: invoices, deposits o Money out: expense/receipts, purchase orders - Water – slush – ice - Flat files vs. textured relationships - Catch the data first… once we have the data… we can show it, modify it, and flip it if needed. For example: freight and doc fees, and taxes. - Balance sheet – snap show in time. Maybe tie this to the analogy of cars and roads and parking lots. If the camera takes another shot in 10 minutes it will be different but may contain some of the same cars. - Client/server with multi windows open. - Tool kit – not every job uses a hammer. Different tools for different jobs. - “Constant rolling month” - “No Adjustments”, “No Journal Entries”, “All Data Is Live And Searchable” - Let operations lead accounting not the other way around. - “Catch the vision” o Don’t worry about the absolute details… - Less is more… if they want more detail… view additional files or ask for a demo. - Think “Fishing”! - Cash vs. accrual: 1 to 1 = cash = 1 to 1 timeframe like a plastic bottle going down the river always moving with same water. (input --- output) - 1 to many = accrual = 1 to many time frame like a plastic bottle going down a river and it hits a lake. Even though water leaves the other end (outflow) it was not the water that came in. It also may not be perfectly balanced. This analogy could also include dam controlled releases, holding period, etc. - Web – model different way to get at the data. Linear with permissions (date stamp). - Start the focus here on the day to day – right in the center (bull’s eye). Daily business loop, weekly business loop, monthly, quarter, annually, etc. The further from the middle, the more likely it is a balance sheet item or action. - Every demo: Basic, Intermediate, Advanced (detailed) - Analogy for 1-many: o Motorcycles: 1-1 o Cars: 1-many (small) o Buses: 1-many (big) o Transport trucks: 1-many-many (huge)
	AU 2360		Brainstorming - Recipe Layout	4/6/2009		Recipe Layout: Line items need to be flexible depending on recipe type: - Build & Sell: o Qty o Part o Description o Type o Cost o Cost type sort o Notes Check out User Balance Sheet Items for between date need to check for subs on either side too early prior to start date or after the B.S. look-up date.
	AU 1335		Daily Tasks	4/9/2009		• Working all day with a client on the balance sheet. Got some great ideas and had a wonderful training session. We started on paper, came up with a road map and entered things from start to end in adilas. We found a couple holes and made some notes on what is needed. I was pretty fried at the end of the day.
	AU 1358		Daily Ideas	4/13/2009		Things that need to be done: (#5) - Need a global expense type and a global deposit type. These will have the ability to show up on the opposite side of where they normally do. Either side of the fence: revenue, cogs or expenses. Only on the I.S. side. - On customers: o Default tax category o Discount rate per customer o Customer type (maybe a dynamic list of types) o See .xls file from client o Credit limit – tie to invoices being made and current receivables that are owed o Credit hold o Cash only status o PO’s only status. o Maybe multi-types (see above) o 2nd customer info, purchasing contact, ordering, billing and payables and receivables o Show on invoice checkout page: notes that are searchable for customers and vendors - Known holes in the balance sheet: o Sales taxes – tax may need status, do I have the money, maybe a sales tax homepage. o Doc fees, licenses and extras – (part other) make other show up part # o Accrued payroll - Need a multi on vendors. This is especially true on pay to the order fields and values. - When drilling down on user maintained B.S. items. We need a date switch. Problem occurred when looking back in time and subs were already added beyond that look-back date. - Daily close-out reports. This is the end of the day reports. This includes invoice payments made, deposited, charge tickets and check on cash tickets. - Need to check into customer verbiage for layaways, work in progress, work orders, transitions, etc. (may need dynamic naming and options) - What about prepaid gift card and security deposits. - Tie-in between B.S. items and main items (dep’s, PO’s, inv’s, e/r’s). This needs to go both ways. We also need from B.S. item to B.S. item. - Charts – see with your eyes… add some visual candy! - Powered by adilas.biz… put it all over the place! - Follow-up with some contacts. Things that need to be done: (#6) - Check the void logic on WIP invoices. Don’t want to leave the invoice type as WIP. WIP may become QTI. (leave alone) - On invoice sales and profit report. Check problems with trades. Problem may be on lien payoff info. (eventually make as a payable) - Check the advanced invoice line items report page. Too busy. - On PO requests, maybe do some sort of reverse shopping cart to order the qty. - Include bad debt in the revenue adjustment section of the income statement. Remember pre-payments on invoices as well (liability). - Add pagination on history pages. May also want to reverse the show order. - Finish up the recipe/build section. Activate the build and hold section. (remember permissions) - Update files (signing off) and help files. - Create the invoice/PO additional tie-in application and search pages. (Ended up being the flex grid.) - Finalize the WIP invoice stuff. Check payroll, receive invoices, taxes???, P&L (check look-backs), balance sheet (check look-backs), sales and profit report. - Need the reoccurring internal invoices. - Need the print multi invoice interface. - Check verified deposit logic and how it effects things on the invoice side. Maybe show what else should happen. - Known problem with locations and payables (receipts) drill-downs. - Work on a dynamic naming on a corp level. Include the word corp vs. entity, COGS settings and tie-in values. - Parts, invoices and shopping cart web services. - Set up our clients on terms, EFT’s, or credit card monthly payment. - Standardize code for changing invoice status from receivable to normal invoice (non-receivable). - Be able to save PO’s as a PDF. - Pre-check the recalc taxes checkbox. Things that need to be done: (#7) - What about credits? Create the credit homepage and help guide users through the options. - Documentation on web services. - Denied check requests on payables homepage. - Be able to receive payments on internal invoices. (Permissions and maybe lock it down so they can’t touch it.) - Do an email update to keep people up on new changes. - Add part # drill-down’s on PO and invoice line item pages. - Known problem with the build prep form and it not showing the description correctly. Problem with “I”an”II” quotes. - Tax homepage – treat it just like rei’s and splits. Need to be tied to each invoice, needs to be flexible. May also include titles, licenses, etc. - User history – what did so and so do yesterday. Both history and effectual (on history, add actual main date and $’s). - Add invoice # to e/r line items. - Super linkage from item to item – B.S., dep, inv, PO, e/r’s. (Include a report to show application tie-ins and relationships.) - Check line locking and removal options. (Basic vs. admin permissions) - On customers and vendors searches limit the search to 4 characters. - Add GAP cost to step 5 of unit sales process. - Who is my brother/sister (links and relationships) between all major parties on the site invoices, PO’s, deposits, expense/receipts, B.S. items, vendors, employees, customers, etc. - Fix the disconnect between invoices and stock/units. - Known issues report. - WIP and transition invoices that are nowhere to be found. Overlapping dates. - Corp settings: o How do you calculate COGS on units? o Special line items (on/off), (i.s./b.s.), etc. o Custom verbiage o Cash vs. accrual method o Transition invoices (names and options) o Upload own logo for a corp - Consistent numbers between P&L (including COGS and special line item setting) and profit per line reports. Also new daily/weekly sales reports. - Be able to search e/r’s for master e/r’s that paid for rei’s, splits, PO’s, units, etc. Be able to search the sub tie-ins to get to the masters faster.
	AU 1339		Daily Tasks	4/14/2009		• Worked on help files. • On the phone with Steve. Decided to post final bill to adilas and stop submitting bills for work done. • Emailed an associate about working for adilas. • Worked on recipe pass through values (description) and balance sheet item drill-down dates.
	AU 1340		Daily Tasks	4/15/2009		• Business cards for an associate and myself. • Working on B.S. to B.S. tie-ins on balance sheet subs. • Working on a new add part interface to invoice and PO’s. • Went into town to have a meeting with Steve and our associate. Went over tick list and priorities for adilas. 10 miles.
	AU 1341		Daily Tasks	4/16/2009		• Looking in to possible math calc problem on company’s evals. • On the phone with Steve going over tick list and setting and priority number by each. • Called and left a message with a client. • Posted some balance sheet changes and files. • Worked on the add new part # interface.
	AU 1359		Daily Ideas	4/22/2009		Things that need to be done: (#8) - Default expense/types on a corp basis for paying off rei’s, splits. See showing preselected expense types for rei’s and splits a couple pages back. - Need up to 5 pre-tax and post-tax deductions for payroll. Currently system will only support 3. Have a need for 4 for a client (4/22/09). - Sponsors, demo videos and ads. Have certain companies pay to be the video demo for a specific section. Just an idea. - Add adilas as an expense type (default). - Add adilas as a vendor (default). - Add logic to remove the add unit line item (cart) for non-unit corps. - Pre-check the recalc taxes and withholdings. - Ability to post invoices as expenses for any corp. Maybe this could be a global permission with sign off on either side. Make 4 really simple, view only, limited qty, possible with default expense type. Even if we decide not to go global (cross-corp permission) I will need something like this at some time. - On outside repairs to stock. These must be B.S. items. - On balance sheet home, show the amount off or difference. - On invoice costs – always tie back to basis and sale price on units. - Add a 3-way switch to invoice profit report and tie this to the P&L permission. (Decided not to do this) (Show or hide extra switch) - Corp-wide phantom setting o Computer fees, photo gallery, slush funds, mark-up values for units and parts, etc. - Custom report builder - Data extraction tool (archive and back-up) - What about clean-up tools? We have tons of building tools but what about the clean –up and /or consolidation tools? - Customer/contact log - Photo galleries for deposits, customers, and vendor/payees (includes employees) on vendors & customers maybe need an admin switch of some sort. - Help with verifying e/r main and e/r payments if 1 to 1 ratio. Small disconnect between one being verified and not the other.
	AU 1385		Daily Ideas	5/5/2009		Ideas for the corp/user history report: - I need to know who did what both real (history) and effectually (what shows up that day). - I would like an Inter Corp permission (view only any corp). - It could be by the day, week, month, etc. - I need a switch between history and effectual. - I would like the ability to limit by section (Dep, PO, Invoice, E/R, B.S., Parts, Units, Vendors, Customers, etc.). - I want the report to come back counts and dollars and drill-down to details. - I need to be able to limit by user and location. - Each user will get their own look-back reports but it will be limited by user. Report type: o Effectual (what shows up for roll call) o History (what was touched) Time Period: o Daily o Weekly o Monthly o Custom Date Range ______ to _______ Location: (drop-down fields) User: (drop-down fields) Limit by Section: (drop-down fields) This is where you could choose the deposit, invoice, e/r, B.S., parts, PO’s, etc. (Maybe make this a list of check boxes) ______________________ -Don’t count voids on the effectual -Maybe make the search form one page and the results on another page. 1 – Search, 2 – grouped results, 3 – details with pagination, 4 – actual details -List of categories Categories -- Histories Additional customers - Unit Adjustment PO’s - B.S. Units - Customer Floorplan - Deposit Unit Payments - Invoice Unit subs - Parts Balance sheet items - Paycheck Balance sheet photos - Payee Balance sheet subs - Login Banks - PO Customer Contacts* - Quotes Customers - Expense/receipts Customer photos* - Recipes Deposits - Statement Deposit photos - Time cards Invoices - Multi tie-in Invoice payments Invoice photos Part photos Paycheck stubs Vendor/payees Vendor/payee photos* PO payments PO photos PO’s Quotes E/R’s E/R payments E/R photos E/R splits & subs Recipes Reoccurring invoices Statements Stock photos Time cards Title account WIP action Multi tie-in Main Categories Deposits -dep Invoices -inv Purchase Orders(PO’s) -pos Expense/Receipts -ers Balance Sheet Items -bsi Stock/Units -sus Customers -cus Vendor/Payees -ven Employees -emp Parts -prt
	AU 1381		Daily Tasks	5/28/2009		• Working on a default deposit type for sales deposits. • Worked on the reconcile bank report. • Changed verbage on the reconcile bank page. • Posted files and updated help files. • Did some brainstorming on the “flex grid”. • Allowed session quick search type to flow on to the main homepage. • Added quick search options for recipe/builds and user-maintained balance sheet items.
	AU 2365		Brainstorming - The Flex Grid Tie-In	5/28/2009		- Ideas for the “flex grid tie-in” – 10 x 10 (x 10) - The word “flex grid” means that it is a dynamic user-maintained additional link and/or relationship. “Flex” is the 1-many part, “Grid” is the organized part. Basically, it is a multi-tie-in from any item to any other item(s) or as a standalone 1-many from a single main item. - The 10 x 10 part deals with two different things. The first 10 deals with the Major players in the adilas system. 1. Deposits 2. Invoices 3. PO’s or Purchas Orders 4. Expense/Receipts 5. Balance Sheet Items 6. Stock Units 7. Part Id or Parts 8. Customer 9. Vendor 10. Employee/User - Maybe it should be a 10 x 10 x 10 grid or cube - The next 10 deals with possible fields to hold extra data and values. In the background we will keep the field names very basic. We will also allow the corporations to create their own naming conventions for the field names or titles. Basically, each of the 10 major players will have 10 custom fields to hold data in. Of those 10 data fields, they can each be named something completely different. All in all, we are allowing 100 custom fields, 10 per each main player, each with a custom name. - Each record will also have notes, a date, an amount, history fields and flags, date/time stamp, who created it, and a tie-in to the main. A couple of other options might be status, show/hide, admin only, printable/non-printable, etc. Also what type of relationship is it and location. - Along with the flex grid itself, I really want all of the other links and relationships to show up when a single item is selected. Basically, who is my brother, sister, parent, child, and who am I holding hands with. This is like duct-tape and bailing twine for all of the application pieces.
	AU 1382		Daily Tasks	5/29/2009		• Posted files for B.S. item quick search. • Brainstorming and working on the flex grid tie-ins. • On the phone with Steve talking about balance sheet watchers and reports to help find problems with data. Also talked about the flex grid and what we want to do with it. • Working on flex grid tables and names.
	AU 1397		Daily Tasks	6/8/2009		• Changes for a company. Added a new paragraph, changed verbage, reformatted homepage, added 3 new pdf links. Invoiced. • Working on adilas web service documentation. • On the phone with Steve. • Went out to work with Steve and a client on their balance sheet. 15 miles.
	AU 1399		Daily Tasks	6/11/2009		• Working on showing dynamic flex grid search results. • On the phone with Steve going over balance sheet items and flex grid options.
	AU 1400		Daily Tasks	6/12/2009		• Working on filtering the flex grid search results by permissions. • Worked on editing flex grid tie-ins. • Steve came over and we had a meeting. We talked about the balance sheet and I gave him a demo on the flex grid. Tons of potential. • Starting working on showing the standalone flex grid.
	AU 1415		Daily Ideas	6/16/2009		General Corporation Stats: - Active Location(s): - Inactive Location(s): - Active Bank(s): - Inactive Bank(s): - Active Customers: - Active Vendor/Payee(s): - Inactive Vendor/Payee(s): - Active Employee/User(s): - Inactive Employee/User(s): - Active Departments: - Inactive Departments: System Stats: (Put this above the general info) - Item/Sub Item/ Count/ Value - Deposits - Invoices o Counter Sales o Customer Invoices o Internal o Transfers - Statements - Quotes - PO’s - Expense/Receipts o Normal o Reimbursement o Checks printed o Payroll stubs - Balance Sheet Items o BSI sub items - Units - Parts May also need images/scans as a sub type for main items.
	AU 1411		Daily Tasks	6/25/2009		• Prep for phone call with a client and new eval process. Talked with the client, going over new evals and questions that I had. Quoted $400(ish). • On the phone with Steve going over tick list and balance sheet stuff. • Worked on the corp history page. • Added drill-down links and posted files. • Basic functionality on the report but got first round up and online.
	AU 1412		Daily Tasks	6/26/2009		• Working on parts and stock/unit drill-downs for the corp history page. • Went out to work with a client’s balance sheet. 15 miles.
	AU 1413		Daily Tasks	6/29/2009		• Added a next day link to the balance sheet homepage. • Moved the B.S. totals to the top of the page. • Worked on corp history drill-downs. • Started working on line items drill-downs.
	AU 1418		Daily Tasks	7/2/2009		• Working on corp history reports and drill-downs. • Worked on PO payments, paycheck stubs and balance sheet line items drill-downs. • On the phone with Steve for an hour going over what needs to be done and where we are going. • Posted files online.
	AU 2374		Brainstorming - Ideas for Corp History	7/2/2009		Ideas for Corp History Deposits - All Deposits - All Line Items - All Line Items – B.S. Type - All Line Items – Other Revenue – I.S. Type - All Line Items – Revenue Adjustments – I.S. Type - All Line Items – Normal Dep – I.S. Type - All Deposit Scans/Images Invoices - All Invoices - All Counter Sales - All Customer Invoices (includes WIP) - All Internals - All Transfers - All Invoice Line Items - All Invoice Payments - All Invoice Scans/Images - All Statements - All Quotes - All Invoice Line Items with part # “Other” PO’s - All PO’s - All PO Line Items - All PO Payments - All PO Scans/Images Expense/Receipts - All E/R’s - All Reimbursements - All Written Checks - All Payroll Stubs - All E/R Line Items - All E/R Line Items – B.S. Type - All E/R Line Items – COGS – I.S. Type - All E/R Line Items – Normal – I.S. Type - All E/R Payments - All E/R Scans/Images Balance Sheet Items - All New Balance Sheet Items - All New B.S. Line Items - All B.S. Scans/Images - All Flex Grid Tie-Ins Stock/Units - All New Stock/Units - All Sold Stock/Units - All Stock/Units Paid Units - All Floored Units - All Stock/Unit Payments - All Stock/Unit Sub Items - All Stock/Unit Scans/Images Parts - All Parts - All Parts Scans/Images Customers - All Customers - All Customer Scans/Images Vendors - All Vendors - All Vendor Scans/Images Employee - All Employees - All Employee Scans/Images Time Cards - All Time Cards
	AU 1419		Daily Tasks	7/3/2009		• Worked on corp history drill-down. • Balance sheet starting date report, stock/unit payments, floorplan, and stock/unit sub line item reports.
	AU 1421		Daily Tasks	7/6/2009		• Went into Steve’s house to brainstorm on balance sheet and next steps for adilas. • Created a new tick list. 10 miles.
	AU 1443		Daily Ideas	7/6/2009		-On user maintained balance sheet report show starting date. -On new starting B.S. drill-down report, add the item value. -On new starting b.s. drill-down report, add a column that shows Asset, Liability, and Equity. -On flex grid, when showing a b.s. tie-in, show the title asset, liability, equity. -On corp history – show a drill-down for invoice line item other -Offsetting COGS as a COGS Adjustment -Add a flag on special line items that allows for: Revenue or COGS switch also a show/hide switch (special line item) - Dealer Handling Fee, off, Rev - Discount, on, Rev - Freight, on, Rev - Labor, on, Rev - Lien Payoff, off, Rev - Other, on, Rev - Rental, on, Rev - Shipping, off, Rev - Shop supplies, on, Rev - Sublet, on, Rev - Supplies, on, Rev - Trade-In, on, Rev - Warranty – F&I, off, Rev -Sales tax permission – this deals with edit invoices and sales tax reports -Add a section on the add_item_to_cart.cfm page for corp wide unlimited parts. Maybe just a quick link to all of the corp-wide unlimited. -Work on transitional invoices and dynamic naming -On invoice type drop-downs show transitional types -Add price on recipes -Add a sort option to invoice line items -On weights and costs – need up to 10 decimal places. Also need additional flag on parts table. If the permission allows, show calc on weight on the invoice. -Corp-wide settings -Bad debt (revenue adjustments) -Pre-payments (liability until date roll past)
	AU 1434		Daily Tasks	7/21/2009		• Drove with Steve from Dallas to Houston. Talked the whole way down (4 hours). Tons of ideas and tons of subjects. • Worked on corp-wide settings. Went to a client’s and worked with Steve and our client’s on starting balances on the balance sheet.
	AU 1435		Daily Tasks	7/22/2009		• Worked on corp-wide setting. • Launched changes and worked with Steve on the client’s balance sheet. • First round of corp-wide settings included physical year dates, parts mark-up, default tax category, ice-down or lock-down date, multi decimal points, and allow part number conversions. The last three were launched but disabled for now. • Worked on the problem with using a current cost (parts) when doing a balance sheet. • Over lunch came up with the idea to use the actual cost instead of the floating (changeable) current cost. Made changes and posted files. • Worked with Steve on other problem areas and known issues with PO payments and how things were dated in the past. • Created an update page for PO payments.
	AU 1436		Daily Tasks	7/23/2009		• Went in to client and started working on PO and stock payments. • Posted files and ran the updates. • Met with one of their associates on payroll and had a meeting with Steve on sales tax stuff. • Brainstorming on sales tax and creating a system maintained B.S. item. Other brainstorming on user-maintained balance sheet items and automating the double entry for those items.
	AU 1445		Daily Ideas	7/25/2009		Ideas on sales tax -We are catching all of the details (incoming tax) on the invoice line items. This provides the positive piece. There are 3 known containers (state, county, and city) and a number of other dynamic containers (for taxes). -We need a way to watch for payments going out (paying for sales tax). Each outgoing payment will need to be tied to an expense/type. We are thinking that each location could have a pointer, for each tax container (within that location), to a specific expense/type. -The math would be: on the system-maintained B.S. Item Sum of taxes on invoice line items -(minus) Sum of the e/r types that are setup as pointers The difference would be “Owed Sales Tax” -Changes to make to the store_location table state_account_id - int(10)’ county_account_id - int(10)’ city_account_id - int(10)’ other_1_account_id - int(10)’ other_2_account_id - int(10)’ other_3_account_id - int(10)’ other_4_account_id - int(10)’ other_5_account_id - int(10)’ Ideas on user-maintained balance sheet item: - Original idea was to tie the B.S. expense types to a single user-maintained B.S. item. This would put the load on the e/r types tables. This would also require a tie-in to a user-maintained b.s. item id. - Steve’s idea was to go from the user-maintained b.s. item in a 1-many back to the e/r type. This would not be required but would allow for 0, 1-1, 1-many, etc. It also takes out the need to the user to know the B.S. item number. - Once a user clicks on the e/r type and uses it on an expense, we could help to automate and/or prompt for action. The main reason for the prompt would be to let the user know and to get the bump valve (+/-) and any custom verbage. - Maybe we could add a setting, when setting up the relationship, always bump up (+), always bump down (-) or prompt for action. Going back to the sales tax idea: - We need six new corp-wide settings for dynamic sales tax and fee buckets. These corp-wide settings would be the dynamic names for the system-maintained b.s. items. - The locations table would also hold a new filed that would relate back to the new corp-wide settings. Basically this would allow the user to set-up which system-maintained bucket to use. - New fields on corporations table: o tax_fee_1 - varchar(100) “Owed on Sales Tax” o tax_fee_2 - varchar(100) “Owed on Tax/Fee 1” o tax_fee_3 - varchar(100) “Owed on Tax/Fee 2” o tax_fee_4 - varchar(100) “Owed on Tax/Fee 3” o tax_fee_5 - varchar(100) “Owed on Tax/Fee 4” o tax_fee_6 - varchar(100) “Owed on Tax/Fee 5” - New fields on location table: o state_tax_fee_id - smallint(3)1 o county_tax_fee_id - smallint(3)1 o city_tax_fee_id - smallint(3)1 o other_1_tax_fee_id - smallint(3)0 o other_2_tax_fee_id - smallint(3)0 o other_3_tax_fee_id - smallint(3)0 o other_4_tax_fee_id - smallint(3)0 o other_5_tax_fee_id - smallint(3)0 Ideas on invoices and expense/receipts: - Need to add a physical paid date and paid flag for both - Invoices table: o invoice_paid -tinyint(1)0 o invoice_paid_date -date 0000-00-00 - Receipts table: o receipt_paid* -tmyout(1)0 *already o receipt_paid_date -date 0000-00-00 - Possible problem with the Having clause logic. -Be able to change out the vendor/payee id’s on e/r’s Ideas on a/r’s & a/p’s - What about prepaid items (expenses) - What about prepaid deposits - What about overpayments - What about nay nonlinear actions (not the normal flow) - Do I catch all normal flows -Add a next and previous link on all main items – deposits, PO, invoices, e/r’s (an associate’s idea) -From Post-it note: - What about showing the paid date on e/r’s and invoices? Where? Yes, no? - Default main check writing bank on deposit and e/r mains(add) and e/r payments. - Check receipt_paid and invoice_paid logic. AR’s and A/P paid status on basic reports. Use new date instead of looking up pmts.
	AU 1471		Daily Ideas	8/6/2009		-Add an order status to the PO’s. -Check the PO payment logic. Is it vendor specific, is it amount specific, is it tied to payables and balance sheet? It is amount specific. -ISA – Independent Sales Agent
	AU 1475		Daily Ideas	8/21/2009		-When searching for vendors, show link to payables for that vendor similar to customer and receivables. -Maybe allow for horizontal logos. 166 _w x 83 _h vertical logos would create a problem with spacing. -Cleanup all of the extra cf output tags on older files, this could take a while. -From Post-it notes: - Send the email from contact - What about customer support packages or setup packages - Include disclosures about setup and free tech support - Paid vs. free support Brainstorming on adilas: • extra notes added at random later times -On the adilas home page I would like the following pieces: no specific order - Log in - Sub links and nav - Small Flash animation with key points - System history reports with the following rows and columns: (Vision…) o Date switch (just for fun – in case people want to play around with different dates) o Look up date: _________, Submit – 7 Days, Prior, 30 Days, Prior o Application type: Look up date (Value – Count), 1 Day Prior (Value – Count) Drill downs: - Deposits - Invoices - PO’s - Expense/Receipts - Checks printed - Reimbursements - BSI (spelled out) - New stock/units - Sold stock/units - Quotes - Flex grid tie-ins - Time cards - General stats - Customers - Vendors - Parts/Services/Products/Accessories - Permissions -Maybe include photos -What’s new at adilas! -SIMPLE… make it easy… -Let people know what we’ve got… sell it… - Roll call accounting - Status accounting - Adilas university - Accopps - Adilas referrals Non date specific stats for adilas users: - About us and adilas history page - Simplified features list - Icons for desktop - Privacy policy -General System Info * (Up towards the top) similar to main application types and their drill-downs. -Submit a request/ticket -Contact us general price/quote -Flyers -Site may – add all text versions (not pdf links) and add link to adilaswebservices developer help -About us – FAQ’s with basic info -Other services and merchant processing -Once we drill-down from a main application type to a subpage… we need the following: - Screen shots - Tutorials - Overview - Sub topics - Theory/concepts - Audio (even if it only reads the page for you) - Cause and effect relations - Advanced tips and tricks - (Internal) side note (from inside adilas) – maybe have a link to the main subpage (explaining it) from the different home pages. - Navigation that allows them to jump to a new topic or section. Maybe a drop-down box with main application types or concepts. FEATURES - Too many to list - Inventory - Accounting - Operations - Reports - Financials - Digital filing - Joined system ADVANTAGES - Tons - Real time - Under one roof - Low cost - No contracts - Open 24/7 - Any computer - Any time - Easy access - Customizable BENEFITS - Peace of mind - Save money - Make more sales - Time management - Real time - Know down to the penny where you are at - Provide your accountant with good numbers -Add free calculators for payments and financing and profit and discount. -Finish up galleries – Deposit, Customer, Vendor/Payee, Employee -Focus on positive action words -Payroll: - Look how easy - Hourly - Commission - Mixed, etc. - Reports -Sales tax: - Reports, multi locations, special taxes -Web presence: - Automatic, instantaneous, dynamic, on the fly, photos -Photo galleries: - Point and click - Scans, photos, documents, paperwork, etc. - Paperless – going green - Easy filing – enter, scan, upload, number, done! -Searchable: - Alost anything right at your fingertips on every screen - Quick search -Simple to complex: - Whole system tries to follow this strategy - Reports – General, drill-down, details -Operations, operations, operations: - Easy, intuitive, real-time, resources, permission-able -Logical next step: - Start here, get comfortable, when you’re ready, we’ll take you to the next step. - Trying to make it dummy proof -Flexible and dynamic: - Tie anything together - Spider web – tons of ways around the horn - 3-D relations - Flex grid - Natural tie-in • Catch the vision…. - Add some hype - Add some vision - Get people to buy into the vision not necessarily the application. -Start to finish number: - Enter or create, monitor the status or states of being, ice it down when done, move on • One of my main goals is to have our site and files super search engine friendly. What do people search for, for accounting and operations software, packages, hosted solutions, tool sets, etc. -Inventory tracking: - Bring it in, move it around, sell it, archive it, next - Instantly update your online web site by doing normal daily work flow. Real time, change a price, it changes, add a photo, it’s there, sell it, it shows it. • How do you describe what we do… - See list of domain names - We catch the data at the point of action and then allow look-ups and searches on the records in a time based environment. - We see a need and amp the course to the goal. -Help and tech support: - Help files - Video tutorials - Power users - Email and phone support • Old vs. new methodology – “Bridge the gap” - T-accounts, general ledger, debits, credits, posting, chart of accounts - Roll call technology, linear, life cycle, status - “Bridge the gap” -eCommerce and shopping cart: - Get it, show it, sell it, do it again - Merchant accounts - Integrated into inventory counts and quantities - Electronic payment processing • adilas tool set: - Pick and choose - Customize -Web services: - Custom look and feel - Adilas functions and data streamed over the internet to provide custom features for employees and customers - We do the work, you reap the benefits • We trap and catch all the details – once you have all the data, it is just a matter of showing it back in a report that is readable. -Financials: - P&L - Sales reports - Expense tracking - Aged Receivables - Aged Payables - Inventory Tracking - Balance Sheet - Banks • Cut-out the bottle necks and need for multiple (double or more) entry. - Share the work load - Permission based - Role based • Started out as a custom write-up system. Moved to the commercial level. Many companies have similar needs. Code once, use many. -Bank friendly: - Verify - Reconcile - Outstanding checks and deposits - Daily bank balances - Online check printing - Positive pay (coming soon) - Deposit and check register • Future development and optimization – explain the piggy back system and modular architecture. -Easy as surfing the web: - All the web basics apply - Back button - Super back button - Forms - Reports - Links - Multi windows - Copy and paste • Save, store, print – converts to pdf options, every page is printable. • New words specific to adilas: - Roll call accounting - accopps - Operation based accounting - Flex grid - Expense/receipt - Transition invoice -Manufacturing: - Internal invoicing - Outside repairs - Recipe/builds - Security & privacy -Reoccurring Invoices: - Create a master - Set up the reoccurring frequency - Point and click - Bulk invoicing - Customizable - Custom verbage - Corp-wide setting - List of options and possibilities – see the corp-wide settings page for options. Maybe even include a dummy link and form to show options -Receivables: - Aging - Statements - Apply payments - Settings and terms - Light-weight Client - Low overhead - Minimal system and IT requirements - Browser-based, web-based - Hook to your own printer - Cut you IT costs - No hardware to buy - No upfront software fee or contract -Payables: - Aging - Reimbursements - Splits – payments on account - PO’s - Stock/units - Payroll - Taxes and other collected items • Web hosted solution – web based • Modular application – each page is tied to a permission and completely independent – small and modular. -Customers: - History - Log files - Multi contacts - Receivables - Quotes - Statements - Invoices - CRM functions - JIT – Just in time – approach • Event driven updates • Simplified Approach: difference between acronym for special functionality CRM, CMS, ERP, Cloud Computing - Roll call accopps. Debit, credit, general ledger, chart of accounts, adjustments - linear accounting. PO’s all in one. -Check Request: - Submit, review, approve, print - Review every expense before it leaves out the door - Ability to approve checks while away from the office - Keep up to date tabs on bank balances • Centralized database solution, cloud computing, cloud accounting.
	AU 1476		Daily Ideas	8/26/2009		-It might be nice to add a section where the different corps can search their billing and payments (invoices and quotes from adilas to them). -Inventory type – specific units (vehicle), sub types – large, medium, small, seasons (truck), Make – Storage units, building # (Ford), Model – XX x YY(large), WW x PP (med), BB x CC (small), (F-150) Flex grid tie-in for units: - Customer id - Contract start date - Contract end date - First name - Last name - Business name Sort stock units by: - Stock numeric - First-stock alpha (5) - Different locations: For occupies & available -Receivables/late invoices – search by age -Statement links and printer friendly statements -Pre-payments as a system maintained balance sheet item -Show available units on web site. -Reoccurring quarterly (new time period) -Deposit photo gallery -Reoccurring for bills and vendors -Checkbook register -Receivables – report age search (type in days) -Add last payment and age on receivables -Add customer links to receivable page. Name=edit link, log=log -Show a printed flag on invoices -Change the last date on reoccurring invoice -On customers, add a flag to show if they are set up on reoccurring or not. Billing status. -See customers from an advanced search – general overview where are they at when were they invoiced, when was the last payment, what is still owed, etc. -Look at options to move towards email billing - Possible pdf and attach on the fly - Possible send links with invoice number, date, amt, and age -Need a flag from reoccurring invoices back to customer reports and vice versa. Maybe also the frequency. -Search options for customer and vendor: - biz name, - last name, - first name, - corp-wide setting -Customer photo gallery -Defaults on statements - Payment terms - Printable statement notes - Make these dynamic and call pre-sets or standard verbage -See loose paper for additional notes
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