SHORTCUTS

OK - Save (Shift + Enter)

Cancel - Reject the record

New - New record (Ctrl + N Windows, Cmd + N Mac)

Copy - Create new record with same details as old one

Print - Print associated document (Ctrl + P Windows, Cmd + P Mac)

Book - Next Record (Right Page), Previous Record (Left Page)

 

When viewing lists (Browse windows), find a specific record by using the Search function. First, sort records by clicking on the column title on which you wish to sort. Entering text into the Search field followed by Rtn finds the first record in the sorted column which matches the text. Clicking on OK or pressing Rtn then opens the record.

Paste Special: within a record, such as an invoice, view avaiable values for a field by pressing Ctrl + Enter (Windows) Command + Enter (Mac). If you had text in the field, this offers the first record that matches the text.

To find text on an On-screen Report type the text you want to find followed by Rtn.

Ctrl (or Cmd) will always return you to the Base Window.

When filling in a new transaction eg an Invoice, the Rtn key will give you the fastest route through the data fields although you can use Tab or cursor if you prefer.

 

BASIC TASKS

CUSTOMERS

1. To set up a Customer record, go to the Sales Ledger module, select the Customer register, and click on New. Enter a code for the customer into the No field, and name, address, telephone and fax details. If you want to group customers for reporting purposes, you can use Categories or Classifications. Create new Categories by pressing Ctrl + Enter in the Category field, clicking on New, and entering new details.

2. If you want a different default delivery address from the invoicing address, enter it on Tab 2. These addresses can be varied on individual sales orders and invoices.

3. The customer will be treated by default as domestic. If they are in the EU or overseas, reset the zone in Tab 3. EU companies should also have a VAT registration no. Also on Tab 3 set whether they may pay on account (i.e. before raising an invoice). Paste the customerÕs default payment terms into the Pay Terms field, your normal salesperson in the Salesman field, and the default VAT code for the customer (usually none required).

SUPPLIERS

1. To set up a Supplier record, go to the Purchase Ledger module, select the Suppliers register, and click on New. Most of the details are set in the same way as for customers.

2. Paste a nominal ledger account into the Cost A/C field, which is the default expenditure account for purchase invoices from this supplier. You do not need to set a Debt A/C.

ITEMS

1. Set up Items for any products and services which you buy or sell. Go to the Sales Ledger, select the Items register, and click on New. Enter a code for the item into the No field, and a description for the item.

2. If you want to track stock of the item, change the Item Type to Stocked Item.

3. Enter the normal buying price into Cost price on Tab 3. If there are other costs associated with this product, enter the figure into Extra Cost. Hansa can automatically update the Cost price on the item record, based on purchasing information, recalculating using a weighted average or the latest price: to do this, set the appropriate radio button for Upd Cost Price at Purchase.

DELETING INFORMATION

1. If you have saved records by accident you can delete them if they havenÕt been used elsewhere or havenÕt been OKed (see later).

2. To delete a register entry (e.g. Customer, Sales Order etc.) view it and select Record from the menu bar, Delete.

3. To delete a row in a transaction, select the row by clicking on the row number and press the Backspace key.

 

RAISING SALES ORDERS

1. To raise a Sales Order from scratch, go to the Sales Support module.

2. Select Sales Orders from Registers menu, or the Orders button.

3. Click on New (Ctrl or Cmd + N).

4. Paste a customer into the Customer field (Ctrl or Cmd + Enter). If the customer does not exist, click on the New button, and enter the customerÕs details. If the customer does exist, select them from the list. If Payment Terms have not been set up on the Customer record, you will need to Paste them into the Order.

5. Paste an item into an Item field (Ctrl or Cmd + Enter). If the item does not exist, click on the New button, and enter the Item details. If it does exist, select it from the list.

6. Enter the quantity of the item you are quoting for in the Quantity field.

7. Change any details for this item which are unique to this Sales Order: the itemÕs description, the unit price, any discount being offered etc.

8. Add further items following steps 5 to 7.

9. You can enter free text into any description line.

10. To print the Sales Order, simply click on the Printer button. This will normally print a quotation unless you change the associated document.

Detailed considerations:

  • If there is an existing Sales Order with similar details to the new Sales Order, the quickest way to create it is often to select the existing Sales Order, and click on the Copy button. This creates the new Sales Order, with details that can now be edited.

  • If you want to categorise Sales Orders, create Order Classes (Settings) and assign them to each order. For example, you can set up classes such as Provisional (quote), Confirmed, Completed and Cancelled.

  • If you want to see the stock levels of any item, highlight the row of that item, and select Item Status from the Special menu. This displays the quantity of this item in stock, on sales orders and the number as a consequence that can be shipped at this time.

  • To see what has happened to any existing Sales Orders (how much has been delivered of each item, what stock remains to allow completion of the delivery etc.), view the order and select Order Status from the Special menu.

 

DELIVERING GOODS

1. Items are delivered from Sales Orders. Go to the Sales Support module.

2. Select Registers from the Function Tabs and then Sales Orders from the Selection Area.

3. Find the Sales Order you want to deliver, and highlight it (or double-click it to view all its details).

4. Select Delivery from the Special menu.

5. This creates a Delivery record, with details of the quantity of each item on the original Sales Order, how many are currently available in stock (physical stock, less quantities on reserved Sales Orders and not OKed Deliveries), and how many therefore can be delivered at this time.

6. If this record is saved (if it is OKed), the quantity of stock of items available for delivery will be reduced by the delivery quantities. Until the record is OKed (by clicking on the little white check box in the transaction), you can continue to change the actual quantities to be delivered (and even reset them as 0). OKing the delivery irreversibly reduces stock.

7. Printing a non-OKed delivery will use the Picking List form, printing an OKed delivery will use the Delivery Note form.

Detailed considerations:

  • To deliver goods, you need to have access to the Stock module.
  • Most companies will want to ensure that stock cannot be overdelivered Ð i.e. that they can only deliver items that physically exist in stock. To do this, go to Settings in the Stock module, and make sure that the Do not allow over delivery checkbox is ticked. Note that if this setting is on, and there is insufficient stock to allow a new order to be delivered in full, delivering it will create a part-delivery. If there is no stock, then zero stock will be delivered.
  • Items are available for delivery until they are reserved on Sales Orders or put on Deliveries. To reserve items against a specific Sales Order, view that Sales Order, click on Tab 3, and check the Reserved checkbox. This step can be reversed at any time.

RAISING INVOICES

1. If you are using Sales Orders, you will normally raise an invoice from the Sales Support module.

2. From the Sales Support module, view the Sales Order for which you want to raise an invoice.

3. If you are unsure whether items on this order have been delivered, run the Order Status report by selecting Order Status from the Special menu.

4. To raise an invoice for items already delivered, select Invoice from the Special menu. This will create a new invoice record for items not yet invoiced.

5. You can edit details on this invoice, and then OK it to post entries to the Sales and Nominal Ledgers.

6. Click on the Print button to print this invoice.

7. You can raise an invoice without creating the details from a Sales Order. To do so, go to the Sales Ledger module, Invoices register, and click on the new button. Create an invoice using the steps detailed above for Sales Orders. If you want to invoice for an item you donÕt have an entry for in the items register, leave the item field blank, enter 1 in quantity field, then some description, then unit price.

Detailed considerations:

  • You can only raise an invoice for a stocked item if there has been an OKed delivery. The invoice will be created automatically for the quantities actually delivered, not the total Sales Order quantities (if different).
  • If you try to raise an invoice from a sales order and none appears, then you have not OKed a delivery against this sales order. To check the delivery status, run an Order Status report (see 3 above). Note the delivery numbers (if any), switch to the Stock module, select Deliveries from the Registers menu, and find the relevant deliveries. OK them as appropriate.
  • You can enter a specific invoice number on an invoice not yet OKed, but this is not the recommended, normal practice. Hansa will normally assign the invoice number automatically, when the invoice is OKed. If you print the invoice prior to OKing it, there will be no invoice number on it (and if your printer supports it, there will also be a message ÒTest PrintoutÓ).
  • To raise a credit note, first find the invoice against which you are issuing the credit note. From the invoice, click on the Copy button, to create a completely new record. Change the Pay terms to CN (or any other Payment Term that you have set up as a credit), and finally enter the invoice number into the first line. You may edit any lines of the credit prior to OKing the record.

 

ENTERING INVOICE RECEIPTS

1. Go to the Sales Ledger module.

2. Select Receipts from the Registers menu, and click on New.

3. Enter the paying-in slip number or other reference into Serial Number.

4. Enter the receipt date into the Trans. Date field.

5. Paste a Payment Mode into the receipt. If you want to create a new one, you need to select Sales Ledger, Settings, Payment Modes.

6. Paste the invoice number for the receipt into the Invoice No field. This will bring in the full invoice details and expected amount. You can edit the amount if you have received a different figure.

7. OK the receipt to post details to the ledgers.

Detailed considerations:

  • Multiple invoices Ð if the receipt relates to multiple invoices to a particular customer, Hansa can allocate the receipt against invoices automatically. Paste the customer into the customer field, enter the receipt amount into the amount field, and select Distribute Receipt from the Special menu. This brings in invoices, earliest first, sufficient to cover the amount of the receipt. You can edit any of the details brought in, prior to OKing the receipt.
  • Discounts/write-offs Ð paste the invoice(s) into the receipt in the normal way, but overwrite the amounts with the amount actually paid against the invoice. With the cursor in a new line of the receipt, select New Cash Discount or New Cash Write-off from the Special menu. This writes the difference between the invoices being paid and the actual receipt to whichever account is specified in Sales Ledger, Settings, Accounts Usage S/L, Rate Roundoff (Tab 2).
  • Early settlement Ð no special entries are required on the receipt, provided the invoice has been set up correctly.
  • On account Ð for this to work, make sure the customer record has been set up to allow on account payments (Sales Ledger, Customers, choose the customer, Tab 3, On Account checkbox must be checked). Enter the receipt in the normal way, but do not enter an invoice number. Paste the customer record into the Receipt, and enter the amount of the receipt. This creates a prepayment record, which can be matched against invoices raised in due course. Enter a Prepay Number in the receipt if you subsequently want to allocate it to a later invoice.

 

ORDERING AND RECEIVING STOCK

1. Go to the Stock module and select Goods Receipt from the Selection Area, New. Enter the Supplier details and the items and quantities you want to order. DO NOT check the OK box. As unOKed, this Goods Receipt is either a Purchase Order or an unconfirmed goods receipt. Print the transaction to print a Purchase Order.

2. Until the record is OKed, you can continue to change the actual quantities received (and even reset them as 0). OKing the goods receipt irreversibly increases stock.

3. Use the stock list report to see what stock you have at any date. Leave the date field blank to see current stock.

Detailed considerations:

  • To receive goods, you must have access to the Stock module, and the items to be received must be Stocked items (set on Tab 1 of the Item record).
  • To return goods received, view the original goods receipt, copy it and enter a negative figure in the quantity field, OK it save the record. Run the Item History report for that item to see the stock movement.

 

ENTERING SUPPLIERS' INVOICES

1. Go to the Purchase Ledger module, Purchase Invoices register, and click on the new button. You will need to paste a supplier into the invoice, record details of the invoice date, make sure that there are payment terms for the invoice. Next record the nominal ledger account to which the invoice will be posted (unless this default account has been copied from the supplier register), and the amount against that account. You can split the invoice between multiple accounts.

2. If you raise a Purchase Invoice manually, you may run into difficulty with ÒbalancingÓ the transaction. You must put the total inclusive of VAT in the Total field. In normal circumstances, you do not need to enter a VAT total, but can go straight to entering individual amounts in each line of the purchase invoice. Hansa calculates VAT based on these figures and the VAT code selected, and displays the calculation in the Calc VAT field. If this matches the supplierÕs invoice, it is likely that you can post the purchase invoice without difficulty. If not, you will need to enter the supplierÕs VAT total into the VAT field at the top of the invoice Ð Hansa uses this field in preference to the Calc VAT field.

Detailed considerations:

  • There is a shortcut to speed up the calculation of amounts: on the final invoice line (even if it is the only invoice line), instead of entering an amount you can select balance from the Special menu. This calculates the amount backwards from the total specified, the VAT code on the individual line, and other lines above the final one.
  • To record a credit note received, find the original invoice which is being credited (Purchase Invoices register), highlight it, and click on the Copy button. This creates a new record, and all you need to do is change the Pay Term to CN (or any other term you have set up as a credit). This will credit all invoice details, but you can edit any lines of the invoice prior to saving if you want to do so.

 

PAYING BILLS

1. Select Purchase Ledger module.

2. Select Payments from the Registers menu, and click on New.

3. Enter the pay date and also any appropriate date into the Trans. Date field.

4. Paste a Payment Mode into the payment. If you want to create a new one, you need to select Purchase Ledger, Settings, Payment Modes. Make sure that the Nominal Account to which the payment will be booked is set in the Account field.

5. Paste the invoice number for the payment into the No field. This will bring in the full invoice details and expected amount. You can edit the amount if you have received a different figure.

6. OK the payment to post details to the ledgers.

7. Select Print Forms from the Special menu if you want to print a remittance advice (or select Documents, Payment Forms).

 

NOMINAL JOURNAL ENTRIES

1. Most journal entries will be posted automatically by Hansa without any intervention by the user.

2. To raise a stand-alone journal entry, go to the Nominal Ledger module.

3. Select the Transactions register, and click on the New button.

4. Enter the transaction date, and any details of the journal entry into the Text field.

5. Paste the nominal account for the first part of the transaction into the Account field.

6. Enter an amount into either the debit or credit columns.

7. Repeat steps 5 and 6, to complete the journal entry.

8. Save the transaction once all details are correct. Note that you can only save a transaction that balances.

Detailed considerations:

  • On any line of a transaction, you can have Hansa calculate what amount is required to balance the transaction. Select Balance Transaction from the Special menu, and Hansa will fill in the necessary debit or credit (you still need to specify which account to post this to!).
  • If you want to cancel a transaction that has already been saved, select that transaction (from the Nominal Ledger, Transactions register) and click on the copy button. Next select Swap Debit_Credit, which in effect reverses the original transaction. Finally save the new transaction. If you want to cross-refer the two transactions, before saving the second transaction select Update Mark from the Special menu, and enter the number of the original transaction beside the mark that appears on a new line of the transaction.
  • If you want to process a simple reclassification (i.e. you posted a transaction against a wrong account, or wrong VAT code), you can make simple error corrections that handle the audit trail implications fully. Find the offending transaction, and select Update Mark from the Special menu. Next select the line of the transaction that is wrong, by highlighting it, and click on the backspace key. This puts a red line through the offending transaction. Finally, enter a new line in the transaction as it should have been processed originally, and save the transaction.
  • To run a bank reconciliation, select Nominal Ledger, Settings, Account Reconciliation. Enter a range of dates into the Period field that includes all unreconciled transactions, and paste the bank account into Account field. Click on the Unreconciled checkbox. All unreconciled transactions will be displayed. To reconcile, put an ÒRÓ into the right hand field, and move onto other transactions. Select Commit from the Special menu to process reconciliations.
  • You can drill down from the P&L, Balance sheet and Nominal Ledger on-screen reports by double-clicking on the account code and Trans. No in the left hand coloumn.

 

CUSTOMER LETTERS

1. From any module select Letters from the Activity Palette and click on New.

2. Paste a Customer into the Customer field (Ctrl or Cmd + Enter), when entered this will bring in the customer details.

3. Paste a Contact Person into the Contact field.

4. In the Header field type, for example, ÒRe: Office/2Ó, this text will appear after Dear and before the main text of the letter.

5. In the Greetings field, type the text you would like to follow Dear, for example it would read Dear John if you type ÒJohnÓ in the Greetings field.

6. Paste the document that this letter relates to, for example, UK Letter.

7. Paste in the Standard Text unless you would prefer to type your own text which you do in the Text field on Tab 3. When typing text remember to add Yours Sincerely and your name at the bottom.

8. To print the Letter click OK and click on the Printer button.

Detailed considerations:

  • If you want to do a mailshot, leave the customer field blank but enter the fields to define the letter. Go to Tab 4 and enter the ÒFiltersÓ - eg. Category and Classifications, to target your mailshot. Save the record and use Special, Letter List to view the recipient list. Clicking on the printer icon when viewing the letter transaction will start the mailshot.
  • If you want, Office/2 can automatically generate a follow up Activity as a result of letters. Go to Sales Support module, settings and select Activity Types, Sub Systems.

 

DIARY NOTES AND ACTIVITIES

1. Select Calendar from the Activity Palette and click on New.

2. Paste a Customer into the Customer field (Ctrl or Cmd + Enter), when entered this will bring in the customer details.

3. In the Text field write a brief note summarising the activity.

4. Change the Person if necessary and type in a date in the Make Contact field.

5. Paste a Code into the Code field and type in the text to describe your activity, note, that the text does not wraparound automatically, you have to press Return to get to the next line.

6. Once the activity has been done check the OK box.

7. To view your activity list select Sales Support module, Reports, Activities Persons.

8. Paste the personÕs initials in the Person Field.

9. To view all the activities that have not been OKed you must click on the OKed box so that the tick disappears. However, if you wish to view all the activities which have been completed then click on the Not OKed box. Should you want to see all the activities then make sure there is a tick in both the boxes. If you want a detailed report of the activities click on detailed; if you just wish to see notes on the activity then select Overview.

10. Click OK to see the report on screen, to print the report simply click on the Printer button.

Detailed considerations:

  • If you are visiting a client off-site and wish to have a printout of the meeting notes you have prepared as an activity, then print the Activity.