From the Maintain menu you can select the preferred menu to work in and you can view and edit the different groups and options in database tables.
Company
Customer
Customer Groups
Order
Typeset
Product
Product Groups
Chart of Accounts
Shipment
Freight
Payment/Delivery Terms
Discount
Quantity Discounts
Print Groups
Mount
Color
Tax
Payment
Currency
Complaints
Reclaims
Call type
Users
Regions
Category
This option might be disabled. In that case you have to close an open
company.
Do this by: File, Close company and next Maintain company.
The option displays a list of all existing companies and enables you to
add, edit or delete an new or existing company in the following dialog.
A company is a single organization, an accounting entity, that handles a set of accounts.
To add a company you have to enter information concerning:
Orders via the internet, using Soset-via-the-web, will automatically use the
profile of the specified Web customer group for new registered customers
via the internet.
This needs to be filled out when using SOSET-via-the-web with direct payment
options.
With the Logo-option you specfiy the default header and footer to be printed on invoices and order documents.
In the Multy-company section of this dialog you have to specify a few issues
to let SOSET handle these correctly.
Check the Main-company if this company is the head of all connected
companies in a multi-company setup.
Create synchronize tables will keep synchronize data updated for use in
conjunction with the Maintain Synchronize option.
Shipment only at this company can be used if the branche companies don't
do the shipment. This company will ship all imported orders.
After adding a new company-profile SOSET will ask you the following question
"Do
you want a local environment with its own order databases?"
Choose Yes in case you want to have a separate database
for the new company. SOSET automatically creates a subdirectory,
named on the basis of the entered CompanyID (in digits or
characters) and the SOSET DataPath refers directly to this
subdirectory.
Choose No if you want to integrate the
database of the new company into the one of the existing company
(or companies).
Now you can select Open company from the File Menu to open this newly entered company.
Switches you to the Customer screen. In the Menubar the
Customer menu will appear
enabling you to maintain the customers. You can also click the C-button,
on the Toolbar to switch directly to the Customer screen.
Displays a list of all existing Customer groups and enables you to add, edit and delete customer groups from the database-table. You actually set up a customer-profile, which can be used for a new customer.
You enter the Customer group name, and contactperson.
Concerning the shipping and invoicing frequency and terms, you
enter the velocity of order circulation, the way of invoicing,
freight and tax-conditions. Thereby you select the appropriate DiscountID, to enable automatic
discounting.
Note that you can select the discount, but you cannot edit it, this is done in
the Maintain, Disount option.
The Website filter field allows you to specify what products will be
shown in SOSET-via-the-web.
The Company ID field has become obsolete.
Next to it, you check, if applicable:
In case of any changes, SOSET will ask you if you want to copy the new settings to all customers with the same customer group. You have also the option to enforce this with the button left below.
The First and Last order field, as well as the Sales info field show results analysed from the whole group.
Switches you to the Order screen, enabling you to
maintain the orders. You can also click the O-button, 
to switch
directly to the Order
screen.
Opens SOSET Typeset, enabling you to maintain
the typeset orders in SOSET Typeset. If you want to switch
between SOSET OrderEntry and SOSET Typeset, you are
advised to use the minimised Typeset application window in the
Windows taskbar. You can also click the T-button, 
to switch
directly to the Typeset screen. Now you can design the stamps as
ordered by your customers. SOSET automatically links SOSET
OrderEntry and SOSET Typeset.
Switches you to the Product menu, enabling you to
maintain the products. You can also click the P-button, 
to switch
directly to the Product
screen.
Displays a list of all existing Product groups and enables you to add, edit and delete product groups from the database-table. The product groupno. is given in successive order. You enter the product group name belonging to it. In case of any made changes, SOSET asks you if you want to copy the new settings to all products with the same product group.
Displays a list of all existing Chart of accounts and enables you to add, edit and delete records. You enter the accountID, the relevant description and you select the product group belonging to it.
Displays a list of all existing Shipment options and enables you to add, edit and delete shipment options in the database-table. You enter the expeditor number and name, contact person, pre barcode, barcode and the accountID. In case you check 'freight' you can enter when no freight should be charged.
Shipper specifications:
SOSET order entry can very well control shipments and in particular find the
best and most efficient way to ship goods to your customers.
Shipments are automatically combined per order and customer. The total value,
volume* and weight are calculated by adding all product-item information
together.
In the Shipper-dialog you can select and enter the criterions and
shipper-specifications.
Click on Maintain, Shipper from the SOSET Order Entry main-menu and choose Add
from the selection dialog. The Shipper-dialog appears.
The Shipper-ID number is automatically set and you are prompted to enter the Shipper name and Contact. To enable printing of the shippers-tracking number on the shipping-label you enter the next available bar code number as provided by your shipper.
Attention:
These bar codes are mostly a combination of text and a sequential number, enter
the text-part in the Pre barcode field and the number part in the Barcode field.
In the AccountId field you select the GL-account for the shipping cost
charges, in this way the charges will be posted to the correct account in the
GL-accounting software.
If the Calculate freight checkbox SOSET Order Entry will automatically add an
order item to the order with the shipping charges. If the shipment for this
customers has more than one order, the shipping charges will appear on the last
order.
Before we describe how the shipping charges are calculated, we will continue with the Shipper-dialog information.
Automatic shipment control:
If you check for Automatic shipping, you instruct SOSET to find the best and
most efficient way to ship.
The Change shipping address to main address checkbox is to avoid situations,
where SOSET finds as best way e.g. a courier as shipper company and the P.O. box
address is chosen as ship to address. The shipper can not handle P.O. boxes and
requires street and city information instead.
SOSET will automatically change the chosen option into main address. (This is
only done in case both P.O. box and Street information in the customer-data file
are available; with a ship to address entered during order entry this can not be
changed, as SOSET does not have more information about the ship to address.)
Calculation of shipping charges:
During a shipment run SOSET order entry will combine all order-items and orders
per customer and calculate the total value, weight and volume*. However this is
only done for products that have the charge freight flag. In the
customer-data-screen you can also specify whether freight costs should be
charged for or not.
In the Freight options table (Maintain, Freight) you enter the charge per From,to weight range.
These freight charges are used for all shipment ways.The ‘Save info’ option saves all shipping data to file, actually creating an interface option. This enables you to digitally direct such info to your carrier. Please contact us for options to customize this export.
Special situations in relation with SOSET-via-the-web orders:
Language: based on the chosen language during a SOSET-via-the-web session and thus the language-setting field in the customer-table, the shipping and other documents are printed in the chosen language.
* not yet implemented.
More information:
-Advanced Shipping Notice in SOSET Order Entry
-How do we ship and print delivery notes?
-What does "Check shipment" on an order mean?
-In Order Entry, how do we put jobs in boxes?
-In Order Entry, how do we ship and print delivery notes?
Displays a list of all existing Freight options and enables you to add, edit and delete freight options. You can enter the amount of freight that is charged within certain ranges.
Displays a list of all existing Payment/Delivery terms and enables you add, edit and delete records in the Payment/Delivery terms database-table. The termID. is given in successive order. You enter the term, financial export code and check whether it is a delivery or a payment term.
Displays a list of all existing Discount option and enables you to add, edit and delete discount records. You enter the discountID, description and select the relevant productgroups and the discounts.
Displays a list of all existing Quantity discounts and enables you to add, edit and delete Quantity discount records. You can enter what discount a customer receives in case they order from a certain amount to amount.
Displays a list of all existing Print Groups and enables you to add, edit and delete printgroup options. The printgroup number is given in successive order. You can attach a printgroup to it.
Displays a list of all existing Mounts and enables you to add, edit and delete mount records from the Mount-table. The mount number is given in successive order. You can attach the appropriate mount to it.
Displays a list of all existing Colors and enables you to add, edit and delete Color options as records from the Color-table. The color number is given in successive order. You can attach a color to it.
Displays a list of all possible Tax options and enables
you add, edit and delete Tax options. The tax number is
given in successive order. You have to attach a name to it. Next
to it you enter the appropriate rate and an accountID.
In case
you are not sure of the accountID, you select the Question mark
to view all existing accountID's.
HOW DOES SOSET HANDLE TAX-OPTIONS FOR VARIOUS SITUATIONS, LIKE SHIPPING
ABROAD?
In order to
handle tax-options within various countries, but also to use correct tax-charge
for shipment to various countries, states and provinces, SOSET has a few special
procedures.
These procedures are mainly driven by just specifying tax-options for a specific
area or customer or customergroup.
From there SOSET internally understands and controls the whole tax-handling in
the appropriate way.
From the main menu inSOSET Order entry choose
Maintain, Tax options.
If there are no tax-options specified you can add a new option by clicking on Add.
As there are always situations that you may not or don't have to charge tax, we
recommend to start specifying an option with description No tax. In this case
you specify a rate of 0%.
Now you can add as many tax-option as you want.
Note that an ID-number is generated automatically by SOSET.
Make sure to select the correct accountid for the newly created or edited
tax-option.
In
some situations where there are more than one tax applicable, government
requires that you calculate tax over tax. In that case you check the Calculate
tax over tax box.
TAX
SPECIFICATION FOR CUSTOMERS
In the customer-group table and also in the customer-table you can specify
up to 3 different tax-options.
These will be automatically applied for each order you enter for this customer.
Change the tax-options for a customer group with the option Maintain, Customer
group.
Make sure that you copy these settings to all customers within that customer
group.
In the same way you can change the tax-options for a customer with the option
Maintain, Customer.
TAX
DEPENDING ON LOCATION IN CASE OF DIFFERENT INVOICE-TO ADDRESS
In order to make the option for batch-invoicing in combination with the
option for invoice to different address (like batch-invoice for multiple
branches to head-office) handle tax-options correctly, you need to consider the
following.
It
is recommended to not combine all branches/customers with different tax regimes
together, instead you should create multiple customer-groups for each of the
various tax-regimes.
The
reason for this is that in case you specify invoice to another customer, SOSET
will take the tax-specs of that other customer. That could be incorrect if that
customer has different tax-specs then the ones applicable for the address where
the goods are shipped.
For
this situation a special option, in the Invoice address dialog: Post invoice to
CustomerID:, has been added to let SOSET overwrite the customerID in the posting
to accounting with a different customernumber.
This
will make that the final posting in your accounting for all these
customer-groups will be on the same customerID (the one of the head-office)
TAX
ON ORDERS
There are 2 way orders can be entered into the SOSET order entry.
Order
directly entered in house
In this case the customer and its location and tax-specs are known.
SOSET simply takes the tax-options as specified in the customer-settings.
Only if you specify that the invoice for this order should be send to
another customer (e.g. head-office), SOSET takes the tax-options as
specified in that other customer.
Note that for each order-item you have the option to unddo the charge for
tax by unchecking the Tax-option in the Settings-menu in the order-item.
This should only be done in very specific situations in accordance to the
tax-regulations.
Order
via web-site
In
this case the customer and its location and tax-specs are NOT known!
SOSET
will search for the best-fit address-combination in the customer-group table to find the
customer-group with the applicable tax-charges.
Note
that you might need to set-up various customer-groups if you expect orders on
the web-site from regions with different tax-regimes!
If the customer-group specs are appliccable for a whole country, you only
need to fill out the country in the dialog.
If you have several tax-regimes for various states or provinces you need to
enter both country and province or state-fields.
Note: the values of the various currencies can be automatically uploaded with
a special procedure in NamoUtil.exe.
Click here for more information.
Displays the NamoSoft FoxPro database-engine which enables you to view and edit the SOSET Database Tables. After clicking this menu-item, you enter the 'Open' dialog. In this dialog you can open any existing database-file by clicking on its file name here. In that file you can view the data, clearly structured, divided in fields, over columns and rows. You can seek for a specific item by clicking the Seek-button. Make sure you select an index first, before you can start seeking the data fields. You can append information too (if you are not in read-only mode). The indexorder of the different fields can be changed. The scroll-down bar next to the file name in the Browse dialog shows the various tags, or index fields.
In case you want to browse other tables, you click on the Browse button. That gives you the opportunity to view other database-tables at request. The 'Open' dialog appears again. Pressing the Close-button returns you to the active working screen.