ACCOUNTING

Accounting is an optional add-on to the basic SendSafe system and may require some customization.

Many companies use the account report to handle their incoming orders. They use the accounting report because:

• The accounting report can be used to list orders received today.
• You can see and retrieve full information about the order from this report.
• Orders can be flagged as completed in this report (using the export function); which will result in the order never showing up in the report again (so it will not be accidentally shipped twice).

General Operation

SendSafe has the ability to report new sales and new customers during a period of time. This report can also be used to export sales and customers to comma delimited files which can be imported into your accounting program. CPrompt can provide fully automated integration with your accounting system (contact us for details).

• Click on the "invoice" link (circled in green) to open a copy of the invoice for each sale.
• Click on the "PrintALL" button to open a single printable report containing all the orders displayed on a report page.

Each report and export are paged. Reports will list 25 records per page. Exports will list 100 records per page. These page sizes are setup to limit the size of each output. The output is limited to prevent browsers from choking on files that are too large. An average 25 line report will result in approximately a 100K to 250K output file. If you find that your browser is unable to to handle the output file then you will need to limit the size of each report by restricting the date range. We have found that even at 25 record pages can cause print previews to hang. It is therefore not recommended to preview before printing.

To Export Sale Data

1. Select a report type of "SALES"
2. Set the report/export dropdown list (circled in red) to EXPORT.
3. Enter a date range for the report
4. Set the Sales Export Filter (circled in blue) to "Not Exported". This will export only the sales that have never been exported.
5. Press the create report button
6. Select the report with your mouse
7. Copy the selected report data to the clipboard (CTRL-INSERT or CTRL-C)
8. Open a blank text file with notepad and paste the data into it.
9. Save the text file to a name with an extension of *.csv. You can now open this file with Excel or any other spreadsheet program you use.
10. Press the [ Mark Records as Exported ] button to mark the records as exported so that they will not show up in future reports.

*The columns that are included in the report are configurable and can be set to any combination of columns from these records:

Orders
Customers
Addresses
OrdersPostProc

Filters

• ProcessStep is the number designating the fulfillment stage that the order has reached. The report will include only orders those steps which equal this number. This filter only applies to sales reports.

• Ship/Recieve by date is the date that the sales order shipped or the date which the RMA order was received (as controlled by the RMA Receiving Admin Page). Order with a RequiredShipDate which is less than or equal to this value will be included in the report. For order with multiple lineitems the most recent RequiredShipDate in all the lineitems will control report inclusion. This filter only applies to sales reports.

• Date Range is the date that the order was submitted. This filter only applies to both sales and customers reports.

• Sales Export filter can limit reports to orders which have been exported. An order is flagged as exported when the PostProcStatus field contains the keyword EXPORTED. You can reset this flag manually by editing an order. This filter only applies to sales reports.

Importing Data

To import into QuickBooks (and other programs) requires the use of a third party program which manages the importing operation. These programs help insure that you do not import bad data or duplicate records. Programs are generally available for most accounting programs.

List of some QuickBooks import programs:

Atandra - DFM
This is the recommended solution because it offers several different types of automation. The import operation can be even be completely automated when combined with a custom version of the SendSafe Account Reporting page.

New World Technology - Invoice Importer
This is a good program for importing invoices.

Big Red - List Importer
This is a very economical solution.

To Export Customer Data

1. Select a report type of "CUSTOMER"
2. Set the report/export dropdown list (circled in red) to EXPORT.
3. Enter a date range for the report
4. Press the create report button
5. Select the report with your mouse
6. Copy the selected report data to the clipboard (CTRL-INSERT or CTRL-C)
7. Open a blank text file with notepad and paste the data into it.
8. Save the text file to a name with an extension of *.csv. You can now open this file with Excel or any other spreadsheet program you use.

Note: The "Sales Export Filter" (circled in blue), the process step, and Ship date have no effect on customer reports. This report will only include new customers who were added to the database and who purchased items during the order date range. A new customer is determined by the DateCreated field in the customerext record.

*The columns that are included in the report are configurable and can be set to any combination of columns from these records:

Orders
Customers
CustomersExt
Addresses

Setting up PrintALL and Special Reporting

The PrintALL and Export functions have the ability to automatically open a reporting page. The default report is a report which lists all the orders on a page. This report can be changed to any custom report you like.

To select a report, set the Application("ACTExportSalesCustomPrinter") and Application("ACTReportSalesCustomPrinter") setting in the global.inc.asa file to the report you want to display. The report will be passed a URL parameter containing all the orders which are to be printed in the report.

The default report: Application("ACTExportSalesCustomPrinter") = ""

Example URL parameters:

	v2.myreport.asp?TID=276423152,382684374,39359300,268901902

The default report: Application("ACTReportSalesCustomPrinter") = v2.acctPrintALL.asp

Example URL parameters:

	v2.AcctPrintALL.asp?TID=276423152,382684374,39359300,268901902

Example of standard configuration

	Application("ACTExport") = true
	Application("ACTExportSalesSel") = ... SQL selection list ...
	Application("ACTExportCustomerSel") = ... SQL selection list ...
	Application("ACTExportSalesSelCol") = "TransactionId"
	Application("ACTExportSalesDetailsLabel") = "Invoice"
	Application("ACTExportSalesDetailsURL") = "v2.PEReceipt.asp"
	Application("ACTReportSalesCustomPrinter")= "v2.acctPrintALL.asp"
	Application("ACTExportSalesCustomPrinter") = ""

Application("ACTExportCustomerSel") = " Orders.CustomerId, 'Company'=ISNULL( company, ''), name, address, city, state, zip, country, phone, 'Fax'=ISNULL( fax, ''), email "

Application("ACTExportSalesSel") = " Orders.TransactionId, Date, 'Type'='Sales', 'name'=RTrim(ISNULL( company, '') + ' / ' + name), 'Account'='Checking', 'Amount'=STR(Orders.totalamount,10,2) "