File Menu in OrderEntry

Here you find usual Windows-options. However you will NOT find descriptions of options to Open, Save or Save as files, as these database (file) management issues are completely performed by the SOSET system. New records are automatically sorted into the database. You can find them in the database-tables immediately after updating the newly entered or corrected orders in the Customer/Order/Product menu.

Open Company
Close Company
Import
Export
Backup
Restore
Print
Print Setup
Preferences
Hotkeys
Send Message

Open Company

You select Open Company to open an existing company in your OrderEntry. Once a company is opened, you can start viewing, entering and editing data.

This command is only available in the General screen.

More information

Close Company

Closes the open company and returns you to the General screen in which no companies are open. You do not exit SOSET OrderEntry, you just close the active company, including all opened customers, products and orders. If you want to close only the active document (e.g. customer, order, product), you click the X-button at the right top of the Order/Customer/Product screen (not the upper right of the full OrderEntry screen: you would exit SOSET OrderEntry!).

More information

Import

Allows you to import a file which was created by using Export > SOSET command in the File menu.

Important: This options is only available in the OrderEntry Plus version.

Export

SOSET can be easily interfaced with other SOSET applications (e.g. at remote locations) and also with external order entry and external accounting software. The Export command enables the export of order and typeset data for remote ordering and customer invoice data for accounting.

These commands are only available when you are available in the Order screen.

SOSET.
Exports a datafile in the Soset-format. Files created this way can be imported with the Import command. See OrderEntry Export Filters for more information.

Financial Export.
Exports data in the format you specified in the General Preferences. A dialog will display which export format will be used. See Preferences for more information about the export formats.

Backup

This command has not yet been implemented.

Restore

Displays the Restore submenu which allows you to restore the last invoice run and the last shipment run. Restoring here means that you set everything back exactly the way it was before invoicing or shipping.

This command is only available when you work in the Order screen.

Invoice run.
Restores the last invoice run.

Shipment run.
Restores the last shipment run. This command should be used only in exceptional situations, when something goes wrong during shipment, like a power outage or a printer fault. Selecting the option Restore shipment run results in a set back of order status (from Shipped to Ready to ship), freight costs that are removed again. In short: everything will be exactly the way it was before the shipment run was started.

Financial data.
When you use the Export command the data files (Invdata.dbf and Custdata.dbf) are removed from the Soset-directory and placed in the Backup-dir. This command restores the last invoice and customer data (copies the Invdata.dbf and Custdata.dbf back from the Soset\backup-directory to the Soset-directory. You cannot restore the Financial data after you made new invoices (a error message will occur).

Print

Displays the Print dialog box, which lets you print the current customer, order or product. In case you print an order, the order will automatically receive the status Processed. This command enables you to print the current screen, a run card and an order confirmation (in case this option is part of the customer data). Shortcut: , CTRL +P

Print Setup

Displays the Print Setup dialog box, which lets you set the default printer, papersize and paper orientation (landscape or portrait). Refer to your Windows documentation for more information about printer settings.

Preferences

Displays the Preferences submenu in which you can change the default settings in SOSET OrderEntry. Select and set the standard attributes of all future orders to customize OrderEntry your own requirements. Each time you enter a new order SOSET OrderEntry will start with these settings. However you can always change these settings for each separate order.

Printers.
Displays the Printers dialog box which enables you to can set the standard attributes of all future print actions. Each time you print some data SOSET OrderEntry will start with these settings. However you can always change these settings. You can select which printer you want to print your order, run cards, packing lists, labels and overviews.

• Use printerfont Font you want to use the standard settings of your printer.
• Show Printbox should be unchecked with e.g. the overview printer to avoid that you have to click OK for each page ready for printing.
• Portrait or landscape refers to the page orientation. Portrait is a term used to refer to vertical page orientation. Landscape refers to horizontal page orientation.
• Overview Printer allows you to set the text compression in the Printer preferences, in order to make space for all text. The default compression factor is 80%. You can change this percentage in case you need no or more compression. Remember that when you turn the text compression off, this means that texts that do not fit on one textline, might be divided over more textlines.
• Order Printer allows you to select whether you want to print on Preprinted paper or what kind of Header and Footer you prefer. A header appears at the top of every page. A footer appears at the end of every page. You enter a logo as header or footer. Simple browse the options in your logo-subdirectory. With the values for Position X and Position Y you enter the start position of the header or footer.
• For the Run card printer, you also have to decide how many run cards you want to print per page.
• In the Label printer sets additional information concerning the positioning, sizing and margins of the labels on page, you click the More button in the Label printer dialog. The number of Columns refers to the number of labels you want to print next to each other. The number of Rows refers to the number of labels you want to print vertically on a page. With the value for Start X and Start Y you enter the start position of the labelprinting (from the upper left of the page). The left margin indicates where to start printing from the left side of the label.
  With the value for Delta X you set the horizontal whitespace between the labels to print. With the value for Delta Y you set the vertical whitespace between the labels to print.
• OPOS printer is for special form layout when you use a so-called thermal printer for printing small and endless paper.

Remote/Host.
Displays the Remote/Host dialog box which enables you to set block ranges of ordernumbers for remote customers to avoid double ordernumbers.

Just enter the Range of numbers, by filling out the lowest (minimum) number and the highest (maximum) number. Remote customers will automatically receive a number between the two entered numbers. However you can always change the number for each separate remote order.

Internal.
Display the Internal Preferences dialog box in which you can set the last used invoice number taken into account the importance of this data. This option is pincode protected.

General.
Displays the General dialog box in which you can set the standard attributes of all future orders to your own requirements. Each time you enter a new customer or order SOSET OrderEntry will start with these settings. However you can always change these settings for each separate order. The following options are available:

• DataPath displays where all stamp-data is stored in your system. Make sure that in a network all SOSET users have the same setting shown here. This path cannot be changed here, it is the first parameter of each SOSET program command-line
• Ruler units enables you to select inches or millimetres.
• Days in sets the standard speed of the order flow. The shipping date is the order date plus days in. On creating a new customer, the speed of the orderflow entered in this General Preferences-option, will automatically be the standard days in, before an order is shipped.
• Mount sets the standard color of the products. On creating a new customer, the mount entered in this General Preferences-option will automatically be the default mount.
• Color sets the standard color of the products. On creating a new customer, the color entered in this General Preferences-option will automatically be the default color.
• Shipment sets the default way of shipment of the orders.
• Embargo sets limits to the number of days an orders is outstanding but the credibility status of a customer remains OK. In case of customers that have orders outstanding, for as long as e.g. 60 days, the status of those customers changes from OK to Embargo.
• Tax 1-3 are the default tax-options for each new entered customer.
• AccountID will be allocated to those sales, in case of products that have no attached accountID. You can set here the default AccountID of debtors. In case of customers with a discount on the total invoice amount, this discount total stands in the books at a value of the here entered Account ID of invoice discount.
• No freight above sets the order amount be which you no longer charge freight.
• C.O.D.-charge costs you charge when you send goods cash on delivery.
• Financial Export Filter enable you to use OrderEntry data for the use in order progams. The following export filters are available
  • General
    Exports data in a General Ledger format. The datafile is written in a so called CSV-form via a SOSET-GL-filter.
    Customers are per definition exported to: Drive\DATA\SOSET\EXPORT\CUSTDATA.TXT. This file is a data dump of the Custdata.dbf table.
    Invoice data are per definition exported to: Drive\DATA\SOSET\EXPORT\INVDATA.TXT. This file is a data dump of the Invdata.dbf table.
  • KHK
    Enables you to export financial data via a GL-KHK filter. Customer-data is automatically exported to Drive\DATA\SOSET\EXPORT\FIN_CUST.DIF. Invoice data is exported to Drive\DATA\SOSET\EXPORT\FIN_INV.DIF.
  • AFAS
    Enables you to export financial data via a GL-AFAS filter.
    This option is not available for all SOSET customers.
  • HS
    Enables you to export financial data via a HS- Hamburger Software filter.
  • SAGE
    Enables you to export financial data via a GL-SAGE filter.
  • AccPac
    Enables you to export financial data via a GL-AccPac filter.
  • Carat
    Enables you to export financial data via a GL-Carat filter.
  • Sigec
    Enables you to export financial data via a GL-Sigec filter.
  • QuickBooks
    Enables you to export financial data via a GL-QuickBooks filter.
    

  Note: CSV stands for Comma Separated Value. A CSV file, is a file where the different fields, or identification keys of an order or customer, are separated by commas. This enables the import of these data into most database, spreadsheets or accounting software.

  Next to these export files (invoice data and customer data) you will get a bookkeeping report (The columns are respectively: Invoice runno., Date, Invoice no., Customer no., Account GL, Description, Debet, Credit). You also get a list of invoicable orders (Columns are respectively: Orderno., Customer, Invoice to, Shipping date, Order status, Reference, Netto -Total-.) and a tax-report.

All default settings can be overruled during OrderEntry.

Hotkeys

Not yet implemented.

Makes data entry easy and quick. When you select this option a list with pre-defined Hotkeys appears. You can add, edit and delete hotkeys in this dialog box. You simply enter often used words and texts, in combination with a key or key-combination. This way you can define text by default.

During text-edit you can enter the pre-defined key or key-combination plus a space and SOSET will replace this entry with the pre-defined text. When you select this option a list with pre-defined Hotkeys appears, you can add, edit and delete hotkeys.

Be advised to use combinations of keys e.g.: @w for Washington, so unintentional use of the hotkeys is limited.

Send Message

Not yet enabled.

Communication is very important in the rubber stamp industry. In SOSET it is possible to send messages to users in the network. SOSET offers a very easy and efficient way to mail users, known in the SOSET user-table. Just click the Send Message command, select the user(s) in the network you want to mail and enter the message.

All SOSET software checks the mailbox and warns the logged user(s) when there is mail. When the user is not logged in, the mail remains in the box and will appear during next login of this user. Mail in the mailbox can only be deleted by its user. This function is similar to the Send Message command in SOSET Typeset and SOSET PageWizard.