INTEGRATION GUIDE. Learn about the benefits of integrating your Denali modules

Transcription

1 INTEGRATION GUIDE Learn about the benefits of integrating your Denali modules

2 Integration Guide

3 Copyright Notification At Cougar Mountain Software, Inc., we strive to produce high-quality software at reasonable prices. We can only do this, however, if our rights as developers are respected. Even though we provide exceptional software at low prices, we do not consent to unlicensed use of our software or documentation. Information contained in this document represents the current view of Cougar Mountain Software on the issues discussed as of the date of publication. Because Cougar Mountain Software must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Cougar Mountain Software, and Cougar Mountain Software cannot guarantee the accuracy of any information presented after the date of publication. This documentation is for informational purposes only and is not a qualified accounting reference. COUGAR MOUNTAIN SOFTWARE MAKES NO WARRANTIES, EXPRESS OR IMPLIED, AS TO THE INFORMATION IN THIS DOCUMENT. It is the user s responsibility to review the latest publication releases from Cougar Mountain Software. The example companies, organizations, products, people, and events depicted herein are fictitious. No association with any real company, organization, product, person, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Cougar Mountain Software. Cougar Mountain Software may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Cougar Mountain Software, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. QuickBooks is a trademark of Intuit Inc., registered in the United States and other countries. Recognized Trademarks. Microsoft, Windows, Windows 7, Windows 8, and Windows 10 are registered trademarks of Microsoft Corporation. Other brands or products are the trademarks or registered trademarks of their respective holders and should be treated as such Cougar Mountain Software All Rights Reserved SUP

4 Introduction to Integration 1 What Is Integration?... 2 How Can I Benefit from Integrating the Modules?... 2 How Do Individual Modules Fit into the Whole Process?... 2 Lookup Integration...3 Posting Integration...3 What Are the Different Types of Integration?... 4 How Integration Impacts What You See and Do 8 What Integration is Available in each Module?... 9 Accounts Payable...9 Integration to Bank Reconciliation...9 Integration to General Ledger...10 Integration to Inventory...10 Accounts Receivable...10 Integration to Bank Reconciliation Integration to General Ledger...12 Bank Reconciliation...12 Integration to General Ledger...12 General Ledger...13 Inventory...14 Integration to Accounts Payable...14 Integration to General Ledger...14 Job Cost...15 Integration to Accounts Payable...15 Integration to Accounts Receivable...15 Integration to General Ledger...15 Integration to Inventory...16 Integration to Payroll...16 Integration to Purchase Order...16 Payroll...16 Integration to Accounts Payable...16 Integration to Bank Reconciliation...17 Integration to General Ledger...17 Integration to Job Cost...17 Purchase Order...17 Integration to Accounts Payable...18 Table of Contents Integration Guide i

5 Integration to General Ledger...18 Integration to Inventory...18 Integration to Job Cost...19 Sales...19 Integration to Accounts Payable...19 Integration to Accounts Receivable...19 Integration to General Ledger...20 Integration to Inventory Introduction to Business Scenarios Scenario One: Integrating Your Auto Repair Shop Integrated Modules...22 Create and Maintain Fleet Accounts...23 Create Kits for Easier Sales Entry...24 Basic Kits...24 Compiled Kits...24 Specify Special Pricing for Customers...25 Promote Sales...26 Set Up and Track User-Defined Fields and Codes...26 Track Inventory and Sales at Multiple Locations...27 Track Vendors Using Accounts Payable...28 Track Employee Productivity...29 Run Reports on Customer Accounts...29 Scenario Two: Integrating Your Gift Shop Integrated Modules...30 Set Up Specific Security Rights for Users...30 Use Sales Tax Codes to Track Multiple Sales...31 Set Up and Track User-Defined Fields and Codes...32 View Inventory Updates in Real Time...33 Use the Lookup to Expedite Sales Entry...33 View Customer Information...34 Specify Special Pricing for Customers...34 Implement Promotional Pricing...35 Use Reports to Evaluate Business Wellness...36 Table of Contents Integration Guide ii

6 Scenario Three: Integrating Your Health Care Business Integrated Modules...37 Use Allocation Codes to Expedite Bill Payment...37 Track Staff Productivity Using Salesperson Codes...37 Streamline the Billing Process...38 Create Kits for Easier Sales Entry...39 Sort and Filter Customers...40 Use IN Codes to Track Procedures...40 Use AR Codes to Track Health Insurance...41 Quickly Locate All Invoices Associated with a Customer...42 Enter Notes on Customer Accounts...42 Track Past Due Customers and Interest Rates Using Aged Analysis...43 Scenario Four: Integrating Your Industrial Equipment and Supply Business Integrated Modules...43 Use Codes to Track Salespeople...44 Set Up and Track User-Defined Fields and Codes...44 Apply Unique Payment Terms to Individual Accounts...45 Track Inventory and Sales at Multiple Locations...46 Use Sales Tax Codes...47 Create and Sell Kits to Expedite Sales Entry...48 Sell Inventory to Customers At Special Prices...49 Index 52 Table of Contents Integration Guide iii

7 Chapter 1 Introduction to Integration What Is Integration? How Can I Benefit from Integrating the Modules? How Do Individual Modules Fit into the Whole Process? What Are the Different Types of Integration?

8 This guide is designed to help you understand the benefits of integration and how the different modules in Denali integrate with one another. Use the information presented here to help make the right setup decisions for your business. This guide assumes that all modules are installed and integrated. For information on purchasing available modules, contact Cougar Mountain Software Sales at (800) What Is Integration? Integration is the automatic sharing of information between modules. There are different integration options in each module which results in the sharing of different information. Many of the options can be enabled or disabled depending on the way you set up the system and how you define specific user rights. How Can I Benefit from Integrating the Modules? One of the biggest benefits from fully integrating your installed modules is the time and money you can save. You save data entry time because you enter information into the system once and all of the appropriate modules are automatically updated. Also, because the system automatically updates the data, consistency in transaction information increases and errors resulting from multiple entries of the same information decrease. Additionally, the Lookup feature is available for integrated modules which lets you choose the correct information from a list rather than typing it in. For example, if Accounts Payable is integrated to Inventory, you ll be able to look up stock items in certain Accounts Payable fields. For more information on the Lookup feature in Denali, see the Getting Started guide. By fully integrating, you can cut down your cost of doing business and improve the efficiency of your system. There are different levels of integration available and we recommend reviewing all of your options to ensure your system meets the needs of your business. See What Are the Different Types of Integration? on page 4 for more information. How Do Individual Modules Fit into the Whole Process? Updates in one module can be automatically sent to the other modules, which will then reflect the changes you ve made. Each module runs separately from the other modules, but they are designed to work together seamlessly. For example, if Inventory is integrated to General Ledger, you will be able to view General Ledger accounts from the Inventory module. You also have the ability to add or edit certain information in other modules, such as a new stock item from Accounts Payable or a new vendor from Inventory. This interaction weaves all of the modules together into one inclusive unit that facilitates, simplifies, and increases your productivity. For more information on how integration affects each individual module, refer to How Integration Impacts What You See and Do on page 8. If you would like to view how the posting integration works throughout the system, see Posting Integration on page 3. You can also see the various Lookup options that are available with integration by referring to Lookup Integration on page 3. Introduction to Integration What Is Integration? 2

9 Lookup Integration Lookups enable you to quickly find external information from within the current module. This feature of integration cuts down on the time it takes to search for specific information contained in another module. Figure 1: Lookup Integration Refer to How Integration Impacts What You See and Do on page 8 for information on the impact of integration within individual modules. Posting Integration When modules are integrated, information is automatically posted to affected modules, which allows you to enter the transaction once in the module you are working in and have it reflected throughout the system. This feature of integration cuts down on potential errors that can occur from multiple entries of the same transaction. Introduction to Integration How Do Individual Modules Fit into the Whole Process? 3

10 Figure 2: Posting Integration Refer to Lookup Integration on page 3 for information on how Lookup integration functions throughout the system, or How Integration Impacts What You See and Do on page 8 for information on the impact of integration within individual modules. What Are the Different Types of Integration? There are different types of integration options to choose from depending on what information you want to share and how you want to share it between modules. It is not necessary for you to integrate any of the modules for the software to function properly, however it can ease the accounting process by automatically handling different parts of a transaction for you. In most cases we recommend integrating all Denali modules to get the most benefit. See Multiple Income Sources on page 11, for an instance where not integrating may be beneficial. Certain modules have different options for how data is shared with other modules. Depending on the module, not all integration options are available. Refer to How Integration Impacts What You See and Do on page 8 to see the specific options available for each module. Integration OFF This setting means that no information is shared with the indicated module. You must re-enter transactions in each affected module. Introduction to Integration What Are the Different Types of Integration? 4

11 Example: You decide not to integrate Accounts Payable to General Ledger so payment transactions are not automatically posted to the affected ledger accounts. Instead, you must manually enter the data through journal entries in General Ledger. Integration ON In some of the modules, the only option you have is to turn integration on or off. This primarily deals with Lookup information. If you elect to integrate, you can then look up information from within the integrated module. Example: You elect to integrate Inventory to Accounts Payable so you are able to look up vendor information from within Inventory. It is not necessary to open Accounts Payable to see the information that you need. Integrated - Detail This type of integration means that every transaction posts individually to General Ledger. Then in General Ledger, all elements of the transaction post separately to the appropriate accounts. Example: You choose detailed integration for Accounts Receivable to General Ledger. You post three different payments in Accounts Receivable from one customer that total $3, Then in your general ledger account, three separate entries are reflected, not the total amount of $3, as one entry. Integrated - Condensed If you choose this type of integration, a condensed form of information sharing occurs. When a transaction is posted, the income statement accounts receive a detailed posting, whereas the balance sheet accounts receive only a summary posting. In other words, the income statement accounts receive a separate entry for each account affected while the balance sheet accounts only receive one summary entry. Example: You choose condensed integration for integrating Accounts Payable to General Ledger and you post four different transactions. In your income statement accounts, four separate entries are reflected, but in your balance sheet accounts, only one entry for the total amount shows. Integrated - Summary All transactions post as one entry to the accounts affected in General Ledger. This is the most condensed form of information sharing available. When you post transactions, the only information sent to General Ledger is a total that is received by each affected account. Example: You choose summary integration for integrating Accounts Receivable to General Ledger. When bills are paid and posted, only one entry for the total amount posted is reflected in the affected General Ledger accounts. For instance, you post five different payments for shipping charges that total $ The only entry in your general ledger freight account is the total of $ Report Only - Detail This option does not allow any information sharing between modules, but upon posting, a report is generated showing how information would be shared if integration was enabled. This type of integration shows the details for the transactions as separate entries for the affected accounts. This option for integration can be beneficial if you want to verify transactions prior to entering them into General Ledger. Introduction to Integration What Are the Different Types of Integration? 5

12 Figure 3: Sample report generated with Report Only - Detail integration selected Report Only - Summary This option does not allow any information sharing between modules, but upon posting, a report is generated showing how information would be shared if integration was enabled. This type of integration shows the summary of the transactions as one entry to the affected accounts. This option for integration can be beneficial if you want to verify amounts prior to entering them into General Ledger. Introduction to Integration What Are the Different Types of Integration? 6

13 Figure 4: Sample report generated with Report Only - Summary integration selected Introduction to Integration What Are the Different Types of Integration? 7

14 Chapter 2 How Integration Impacts What You See and Do What Integration is Available in each Module?

15 This chapter explains how integration specifically affects each module and describes what changes take place when you integrate one module to another. This guide assumes that all modules are installed. Please contact Cougar Mountain Software Sales at (800) for information about purchasing available modules. What Integration is Available in each Module? Each module can integrate with the other modules to give your accounting system more power and flexibility. The information presented in this section illustrates what specific integration options are available in each module. Accounts Payable Accounts Payable contains all the data pertaining to your vendors. If you integrate Accounts Payable with the other installed modules, you can automatically post to Inventory and selected General Ledger and Bank Reconciliation accounts. Figure 1: AP Posting Integration The type of integration you choose determines what information is shared and how it is shared with the other modules. Integration to Bank Reconciliation You can turn integration to Bank Reconciliation on or off. If you choose to integrate Accounts Payable to Bank Reconciliation, your transactions automatically post to Bank Reconciliation. This allows you to quickly reconcile your bank statements each month. Changes to Codes In Module Preferences you can select the Bank Code from which Paid Out transactions are drawn. Paid Out transactions are those that are not paid to an established vendor. The Bank Code also determines which Electronic Funds Transfer (EFT) account is used. In the AP Codes window, you can specify the bank account that is used when you issue checks to vendors with the specified Accounts Payable code. This also determines the cash account that is used. How Integration Impacts What You See and Do What Integration is Available in each Module? 9

16 Bill and Payment Changes One of the biggest changes when you integrate Accounts Payable to Bank Reconciliation is that the Cash box is unavailable in the AP Enter Bills window. This occurs because instead of posting to a general ledger cash account, you post directly to a Bank Reconciliation bank account for Immediate Checks. This same posting change is true if you utilize the Recurring Bills feature. If you are performing a Paid Out transaction, you can select which Bank Reconciliation bank account to draw from. If you are paying bills with a check or electronically (EFT), the only change that occurs when you integrate to Bank Reconciliation is that you post directly to the Bank Reconciliation bank account instead of the general ledger cash account. Also, for both the Enter Bills and Pay Bills tasks, when you select a vendor for a transaction, the BR Bank Account box auto-fills with the bank account included in the AP Code attached to that vendor. This account can be changed through the Lookup feature (see Lookup Integration on page 3). Integration to General Ledger If Accounts Payable is integrated to General Ledger, then transactions post automatically to General Ledger, and General Ledger accounts are required in the AP Codes, AP Allocation Codes, and AP Recurring Codes windows. When you integrate to General Ledger, you can choose the amount of information you want to share. You can choose from the following integration options: Integrated - Detail: Transactions post individually to General Ledger. In General Ledger, all elements post separately. Integrated - Condensed: Income statement accounts receive detailed posting. Balance sheet accounts receive summary posting. Integrated - Summary: When you post, all transactions associated with the General Ledger post as one General Ledger transaction. Report Only - Detail: Accounts Payable and General Ledger do not share information. Upon posting, a report is generated that includes detail information as it would have posted to General Ledger. Report Only - Summary: Accounts Payable and General Ledger do not share information. Upon posting, a report is generated that includes summary information as it would have posted to General Ledger. If you choose not to integrate to General Ledger, then account information is not required in the General Ledger account fields. Integration to Inventory You can turn integration to Inventory on or off. If you integrate Accounts Payable to Inventory, all transactions associated with Inventory post automatically to Inventory. Accounts Receivable Accounts Receivable contains all the data pertaining to your customers. If you integrate Accounts Receivable with the other installed modules, you can automatically post to selected General Ledger and Bank Reconciliation accounts. How Integration Impacts What You See and Do What Integration is Available in each Module? 10

17 Figure 2: AR Posting Integration The type of integration you choose determines what information is shared and how it is shared with the other modules. Integration to Bank Reconciliation Integrating Accounts Receivable to Bank Reconciliation allows you to automatically post customer payments directly to your bank account. The type of integration you choose determines how the modules interact. Your choices of integration are: Integration Off: Accounts Receivable does not share information with Bank Reconciliation. Detail: Each deposit transaction is listed individually in Bank Reconciliation. Summary: When you post, all deposit transactions are processed as one consolidated deposit transaction in Bank Reconciliation. Multiple Income Sources If you receive incoming monies from multiple sources (such as Sales and Accounts Receivable) there are some special considerations for sending Accounts Receivable information to Bank Reconciliation. If Accounts Receivable is integrated to Bank Reconciliation, then only Accounts Receivable deposits post to Bank Reconciliation. Order Entry and Point of Sale do not have integration options to Bank Reconciliation, so payments made through the Sales module post only to General Ledger. For this reason, if the money you deposit into the bank account comes from more than one module, we recommend that you turn off your integration from Accounts Receivable to Bank Reconciliation and post all payment transactions in Order Entry, Point of Sale, and Accounts Receivable to the same ledger account. It is also necessary to use the same general ledger account as the Opposing Account for the Bank Reconciliation bank account that is used to make the deposit. For example, ABC Company receives customer payments through the Sales and Accounts Receivable modules. If integration from Accounts Receivable is turned on, then the deposit shown in the Bank Reconciliation module will reflect only the payments that came through Accounts Receivable. This will not match the bank statement, because the bank statement will include the entire deposit, including payments made through the Sales module. Payment and Correction Changes When you enter payments and payment corrections while integrated to Bank Reconciliation, you can specify the bank account affected by the transaction. For Payments (both regular and unapplied) and Payment Corrections, use the BR Bank Account box to specify the bank account to which you want to post. The default for this box is the Default Bank Account specified in BR Module Preferences window, but you can specify a different one or even leave it blank if necessary. If you leave this box blank, the transaction does not post to the bank account, but does post to the General Ledger account associated with the Transaction Code used in the transaction. How Integration Impacts What You See and Do What Integration is Available in each Module? 11

18 Integrating Accounts Receivable to Bank Reconciliation posts Electronic Fund Transfers directly to the bank account specified for the transactions. Integration to General Ledger Once integrated, Accounts Receivable automatically sends information to General Ledger at posting. Your choices of integration are: Integration Off: Accounts Receivable does not share information with General Ledger. Integrated Detail: Transactions post individually to General Ledger. In General Ledger all elements post separately. Integrated Condensed: Income statement accounts receive detailed posting. Balance sheet accounts receive summary posting. Integrated Summary: When you post, all transactions associated with the General Ledger post as one General Ledger transaction. Report Only Detail: Accounts Receivable does not share data with General Ledger. Upon posting, a report is generated that includes detail information as it would have posted to General Ledger. Report Only Summary: Accounts Receivable does not share data with General Ledger. Upon posting, a report is generated that includes summary information as it would have posted to General Ledger. Bank Reconciliation The Bank Reconciliation module primarily receives information from the other integrated modules. It does however post transactions to General Ledger accounts. If you choose to integrate Bank Reconciliation to General Ledger, you can also choose the various general ledger accounts to post to for each bank account you set up in the BR Bank Account window. You can also look up accounts for your Electronic Funds Transfer (EFT) transactions, as well as monitor the current general ledger balance for each bank account. Figure 3: BR Posting Integration The type of integration you choose determines what information is shared and how it is shared with General Ledger. Integration to General Ledger The only integration setting in Bank Reconciliation is for General Ledger. Your choices of integration are: Integration Off: Bank Reconciliation does not share information with General Ledger. Integrated Detail: Transactions post individually to General Ledger. In General Ledger all elements post separately. Integrated Condensed: Income statement accounts receive detailed posting. Balance sheet accounts receive summary posting. How Integration Impacts What You See and Do What Integration is Available in each Module? 12

19 Integrated Summary: When you post, all transactions associated with General Ledger post as one General Ledger transaction. Report Only Detail: Bank Reconciliation does not share data with General Ledger. Upon posting, a report is generated that includes detail information as it would have posted to General Ledger. Report Only Summary: Bank Reconciliation does not share data with General Ledger. Upon posting, a report is generated that includes summary information as it would have posted to General Ledger. General Ledger The General Ledger only shares Lookup information with integrated modules. The integration to General Ledger is set up from within each separate module, and no integration is established from within General Ledger. If you integrate your other modules to General Ledger, you have the ability to look up General Ledger account numbers from outside of the General Ledger module. See Lookup Integration on page 3. If a journal entry affects another module, we recommended that you enter the transaction in the other module, then when posted, the information is shared with General Ledger. The following figure illustrates the information other modules post to General Ledger. Figure 4: GL Posting Integration How Integration Impacts What You See and Do What Integration is Available in each Module? 13

20 Inventory Inventory contains all the data about your stock items. Integrating Inventory to General Ledger allows you to automatically post customer sales transactions and adjustments to your Inventory accounts. This cuts down on the entry process and decreases the potential for errors. Figure 5: IN Integration The type of integration you choose determines what information is shared and how it is shared with the other modules. Integration to Accounts Payable With this integration option you can choose to either enable or disable the Lookup feature (see Lookup Integration on page 3). If you want access to vendor information from Inventory, select Lookup Enabled. You can then use the Lookup to view available vendors and, if you have rights to do so, add vendors on the fly. If Vendor Lookup is not enabled, then you can type in a vendor name when necessary. For more information on vendors or Accounts Payable, refer to the Accounts Payable guide. Integration to General Ledger If Inventory is integrated to General Ledger, then transactions post automatically to General Ledger. If you integrate, General Ledger accounts are required in the IN Codes and IN Transaction Codes windows, along with the IN Promotional Pricing window if you use promotional pricing. Your choices of integration are: Integration OFF: With this option, no information is shared with General Ledger. Integrated - Detail: Transactions post individually to General Ledger. In General Ledger all elements post separately. Integrated - Condensed: Income statement accounts receive detailed posting. Balance sheet accounts receive summary posting. Integrated - Summary: When you post, all transactions associated with General Ledger post as one General Ledger transaction. Report Only - Detail: Inventory and General Ledger do not share information. Upon posting, a report is generated that includes detail information as it would have posted to General Ledger. Report Only - Summary: Inventory and General Ledger do not share information. Upon posting, a report is generated that includes summary information as it would have posted to General Ledger. How Integration Impacts What You See and Do What Integration is Available in each Module? 14

21 Job Cost Tracking expenses in Job Cost can be done independently, or in conjunction with other installed modules. You can send Job Cost information to Accounts Payable, Accounts Receivable, General Ledger, Inventory, and Job Cost. You can also choose to allow Lookups from Payroll. The type of integration you choose determines what information is shared and how it is shared with the other modules. Integration to Accounts Payable Integrating Job Cost to Accounts Payable allows you to post sales tax collected in Job Cost to an Accounts Payable vendor or to a General Ledger liability account. You will also have access to vendor Lookups. Integration to Accounts Receivable If you integrate to Accounts Receivable, Job Cost automatically updates customer balances. You will also have access to customer Lookups. Integration to General Ledger If you integrate to General Ledger, you can look up General Ledger accounts and post Job Cost information automatically to General Ledger. You can choose from the following integration options: No Integration: Job Cost and General Ledger do not share information. Integrated - Detailed: Transactions post individually to General Ledger. In General Ledger, all elements of Job Cost transactions post separately. You will have access to Lookups. Integrated - Condensed: Transactions post individually to expense accounts and as one combined entry to asset, liability, and equity class accounts. You will have access to Lookups Integrated - Summary: All Job Cost transactions post as one entry to each General Ledger account. You will have access to Lookups. Report Only - Detailed: Job Cost and General Ledger do not share information. However, upon posting, a report is generated which includes detailed information as it would have posted in General Ledger. You will not have access to Lookups. How Integration Impacts What You See and Do What Integration is Available in each Module? 15

22 Report Only - Summary: Job Cost and General Ledger do not share information. However, upon posting, a report is generated which includes summary information as it would have posted in General Ledger. You will not have access to Lookups. Integration to Inventory If you turn on integration to Inventory, Job Cost information posts to Inventory and you can look up stock items. Integration to Payroll This option lets you choose if you want to have access to employee Lookup information in the Cost Activity window. Also, if you want to manage cost activity with Process Cost Codes, you must integrate to Payroll and turn off integration from Payroll to Job Cost. Integration to Purchase Order Integrate to Purchase Order if want to generate purchase orders from Job Cost and have access to Lookups. Payroll If you integrate, Payroll automatically sends information to General Ledger, Accounts Payable, Job Cost, and Bank Reconciliation when you post. You can also look up information from these modules. For example, if you integrate Payroll to Bank Reconciliation, you can look up and select the bank account you want to draw checks from and the account is updated when you post. If you choose to integrate Payroll to Accounts Payable, you can access AP tax vendor information and Accounts Payable totals immediately update when you post. Figure 6: PR Integration Integration to Accounts Payable If integration to Accounts Payable is on, you can post your tax and benefit expenses directly to your vendors in Accounts Payable. This allows you to quickly and easily handle your payroll tax and benefit liabilities each month. How Integration Impacts What You See and Do What Integration is Available in each Module? 16

23 Integration to Bank Reconciliation If you integrate Payroll to Bank Reconciliation, you can select the bank account you want to draw payroll checks from and when you post, the account is automatically updated. Void Changes Any time you need to void a Payroll check, you can automatically void that check in Bank Reconciliation without leaving Payroll. The Void Check in BR check box appears when you use the PR Void Checks window to void posted payroll checks. Integration to General Ledger If you integrate Payroll to General Ledger, changes in Payroll are automatically reflected in General Ledger when you post. Module Preferences Changes If you integrate Payroll to General Ledger but not to Bank Reconciliation, you need to enter an account in the GL Cash Account box. This is the account you will draw Payroll checks from and it is automatically updated when you post. You must also enter the General Ledger Wages Payable account number. If you integrate to General Ledger, you can use the Lookup to select an account. If you do not have a Wages Payable account, you need to create one. Wages Payable is a liability account used to hold the wages that are owed to employees. When you process payroll, you can enter each day (or other time period) individually, and the expense transaction posts for the time period that employees worked. When you post, the Wages Payable account is automatically debited from General Ledger to offset credits to the cash account and tax and benefit liability accounts. Integration to Job Cost If you integrate Payroll to Job Cost, you will have access to job Lookups and payroll information will post to Job Cost. Posting Changes If you integrate Payroll to Job Cost, expenses will post to the JC WIP accounts instead of the Payroll expense accounts. This automatically includes the payroll costs associated with your jobs to post to the job. Purchase Order If Purchase Order is integrated to General Ledger, Inventory, or Accounts Payable, some Lookups are available within Purchase Order. For instance, you can look up the General Ledger accounts you wish to use for transaction information at posting. If you integrate Purchase Order to Accounts Payable or Inventory, you can look up your vendors and the stock items you purchase from them. If your security settings allow it, you can even add new vendors or stock items without leaving Purchase Order. Integrating Purchase Order to Inventory, Accounts Payable, Job Cost, and General Ledger also allows you to automatically update information such as Inventory quantities and General Ledger account increases and decreases, as well as automatically post Accounts Payable invoices and actual costs of items for your jobs. How Integration Impacts What You See and Do What Integration is Available in each Module? 17

24 Figure 7: PO Posting Integration The type of integration you choose determines what information is shared and how it is shared with the other modules. Integration to Accounts Payable You can turn integration to Accounts Payable on or off. If you integrate Accounts Payable, your Accounts Payable invoices automatically post from Purchase Order when you receive them. You do not need to enter the invoice as a separate step. Integration to General Ledger Integrating General Ledger enables transactions posted in Purchase Order to automatically post increases/decreases to the affected General Ledger accounts. Your choices of integration are: Integration OFF: Purchase Order and General Ledger do not share any information. Integrated - Detail: Transactions post individually to General Ledger. In General Ledger, all elements of Purchase Order transactions, such as taxes and benefits, post separately. Integrated - Condensed: Income statement accounts post in detail, and balance sheet accounts post in summary. Integrated - Summary: All Purchase Order transactions associated with a General Ledger account post as one General Ledger transaction. Report Only - Detail: Purchase Order and General Ledger do not share information. However, upon posting, a report is generated which includes detailed information as it would have posted in General Ledger. Report Only - Summary: Purchase Order and General Ledger do not share information. However, upon posting, a report is generated which includes summary information as it would have posted in General Ledger. Integration to Inventory You can either turn integration to Inventory on or off. If integration is on, information from Purchase Order updates the Inventory module. So, when received purchase orders are posted, On Hand and On Order inventory quantities are updated automatically. How Integration Impacts What You See and Do What Integration is Available in each Module? 18

25 Task Changes The On Order box in the IN Stock window is updated automatically when a purchase order is created or received. You can use that box as a reference to know at a glance how many of that item are on order. Integration to Job Cost You can either turn integration to Job Cost on or off. If you integrate Purchase Order to Job Cost, Job Cost will receive actual cost information when you post. Sales If Sales is integrated to General Ledger, Inventory, Accounts Payable, and Accounts Receivable, it automatically sends updated data to those modules when you post. You can also look up stock item information, customer information, and select General Ledger accounts. Integrating the Sales module to General Ledger, Accounts Receivable, Inventory, and Accounts Payable also ensures that the modules contain up-to-date sales information. Figure 8: SA Posting Integration The type of integration you choose determines what information is shared and how it is shared with the other modules. Integration to Accounts Payable If you integrate to Accounts Payable, you can post the sales tax you collect during Sales transactions directly to the appropriate Accounts Payable vendor. To do this, select Integration ON. To post sales tax to the General Ledger liability account, select Integration OFF. Integration to Accounts Receivable You can turn integration to Accounts Receivable on or off. If Sales is integrated to Accounts Receivable, then all of your customer records are accessible from within Sales. Selling to an established customer automatically updates that customer s history information. To enable these share options, select Integration ON. If you select Integration OFF, customer information is not available nor maintained from Sales. You also cannot add new customers without leaving Sales. How Integration Impacts What You See and Do What Integration is Available in each Module? 19

26 Integration to General Ledger Depending on the software you purchased, Sales contains either Order Entry, Point of Sale, or both. The different levels of integration available are described in this section. If you integrate Order Entry to General Ledger, when you first set up the module, you must specify a General Ledger Cash account. This is the account that is used when you post Order Entry cash sale invoices, or invoices that are paid at the time of the sale. If you use work orders, you also specify your Work Order Deposit General Ledger account and Work Order General Ledger Liability Account. If you integrate Point of Sale to General Ledger, when you first set up the module, you must specify a General Ledger Cash account, General Ledger Payment account, and General Ledger Over/Short account for each register. These are the accounts that are used when you post Point of Sale cash sales, payments, and overages or shortages discovered when balancing the register. Keep in mind that if you install Order Entry and Point of Sale and activate integration for one and not the other, Denali will treat Lookups in both modules as though they are both integrated. Your choices of integration are: Integration OFF: Sales does not share information with General Ledger and no report is generated. Integrated - Detail: Sales transactions post individually to General Ledger. In General Ledger, all elements of Sales transactions post separately. Integrated - Condensed: Income statement accounts post in detail, and balance sheet accounts post in summary. Integrated - Summary: All Sales transactions associated with a General Ledger account, such as salary expenses, post as one General Ledger transaction. Report Only - Detail: Sales and General Ledger do not share information. Upon posting, a report is generated that includes detail information as it would have posted to General Ledger. Report Only - Summary: Sales and General Ledger do not share information. Upon posting, a report is generated that includes summary information as it would have posted to General Ledger. Integration to Inventory If Sales is integrated to Inventory, you can access all of your inventory records from within the Order Entry and Register windows. You can select an inventory item during a sales transaction, and selling through either Order Entry or Point of Sale updates the Inventory item s on-hand and history information. Your choices of integration are: Integration OFF: Sales does not share any information with Inventory. Batch Mode: Updates inventory and the quantity available for sale after posting. Immediate - Commit Inventory: Updates the quantity and availability for sale each time a stock item is entered as a line item on an invoice. Multi-Location Inventory and Integration If you have Multi-Location Inventory installed and you're using Point of Sale, you can specify in Module Preferences how the default location attached to the Register Code should be used. How Integration Impacts What You See and Do What Integration is Available in each Module? 20

27 Chapter 3 How Integration Can Benefit Your Business Introduction to Business Scenarios Scenario One: Integrating Your Auto Repair Shop Scenario Two: Integrating Your Gift Shop Scenario Three: Integrating Your Health Care Business Scenario Four: Integrating Your Industrial Equipment and Supply Business

28 This chapter includes various scenarios of how businesses might use Denali integration to benefit them in ways that save money, time, and effort. Introduction to Business Scenarios You can use Denali integration to accomplish multiple tasks. In this guide we provide different business scenarios using integrated modules so you can get an idea of a few specific ways in which you can use Denali in your industry. Keep in mind that different configuration options allow you to customize the system to meet your needs in ways that might not be covered in this section. You can find out more about features and options that are not covered in this section by reviewing the Denali user s guides and online help, or by looking into one of our training options. For more information on training, visit our website at for additional information. The information in this section is to help you imagine the possibilities available for your business type. Read through this guide and see how the increased flexibility from integrating Denali can help your business streamline its processes. Scenario One: Integrating Your Auto Repair Shop You can use Denali to streamline shop tasks for both management and employees. Denali allows you to customize sales and reporting, and easily enter sales and track inventory. You can set up fleet accounts to manage sets of vehicles for individual customers and specify things like special pricing and accounts receivable payment terms. You can set up kits containing inventory items and services to help streamline sales transaction entry for employees and you can also track detailed information about the kits such as the sale of each inventory item and any discounts used. You can track and report on the sales and services completed by various employees or mechanics in order to analyze productivity or sales or to calculate commissions. You can also review a variety of reports available in Denali to analyze aspects of your business like your sales and services, inventory, customers, and your vendors. Depending on the system settings and security rights, employees can reference a detailed database of customer information at the time of sale and look up inventory in real time from multiple locations. Integrated Modules The setup described in this section uses the following integrated modules: Accounts Payable Accounts Receivable General Ledger Multi-Location Inventory Sales Depending on what integration benefits you want to achieve, you can integrate any or all of these modules in addition to other Denali modules. Introduction to Business Scenarios 22

29 Create and Maintain Fleet Accounts Management can use Denali to set up fleet accounts. Typical examples of customers for which you might set up a fleet account are car rental, taxicab, and delivery companies. By specifying aspects of the fleet account(s), such as customer special pricing and accounts receivable payment terms, you can retain reusable information such as billing and contact information. By creating a single customer profile for the fleet, it is easy to enter, track, and bill orders. You can set up the fleet account in the AR Customers window in the Accounts Receivable module. You could attach an AR Code to the account and name it something like FLT1 to stand for a fleet account with accounts receivable terms using a priority 1. You might later make other types of fleet accounts, such as for corporate fleets versus local fleets, and then name other AR Codes FLT2 or FLT3. You can attach General Ledger accounts to the AR Code and track the charges to, and payments from, the fleet. In the AR Code you can also specify accounts receivable terms using a Terms Code to indicate repayment terms, finance charges, and charging interest based on the number of days until payment is due. Figure 1: Specify AR payment terms for an AR Code and then track GL accounts Employees can then use and maintain fleet accounts. For instance, a fleet account owner can use a single method of payment such as a credit card or a line of credit with your shop in order to get services for the fleet. When a fleet driver requests service from your employee, he can look up the fleet account and charge the credit card number or charge the accounts receivable account as indicated in the account. If you set up the system to allow it, employees can maintain the account by changing information on the account based on the customer s request. Of course, you can use these same features to streamline maintaining individual customer accounts. Scenario One: Integrating Your Auto Repair Shop 23

30 Create Kits for Easier Sales Entry When you set up kits that contain inventory items and/or services, your employees can make faster and more consistent sales entries. Kits can be flexible and track sales of individual inventory items or any discounts used. Mechanics can reference the Kit Assembly Report while completing work to stay organized and ensure that each service is completed and each component is installed or repaired. For more information about entering orders, see the Sales Clerk guide. For more information about kits and running reports in the Inventory module, see the Inventory guide. There are many ways you can set up kits that increase flexibility for entering sales, including: Set up basic kits that include components you frequently sell together. You can include inventory stock items, services, and any other non-inventory item you wish to include. Create kits within kits which allows you to set up kits that start at different levels, such as a kit that adds items or services to an existing kit(s). Additionally, you can change out kits within larger kits in a modular fashion. Set up the system to allow manual adjustments and overrides at the time of sale. If necessary, employees can change out a part from Manufacturer X for the same part from Manufacturer Y, or employees can manually adjust prices or inventory items. The examples of kits in this section provide possibilities for using these kit options. Basic Kits You can set up kits that start at different levels, such as a kit that adds inventory items or services to an existing kit. For instance, you could set up a Bronze Kit that includes an oil change and a fluid check. Then, you could set up another kit, the Silver Kit, which would include the Bronze Kit (the oil change and fluid check) but would also include an air filter. For the Gold Kit, you could include everything from the Silver Kit but also include a tire rotation and alignment. You could easily change out the fluid check for a tire pressure check at the time of sale without changing the Bronze Kit. Compiled Kits You can also compile and change out kits within a larger kit. For instance, you might create an Oil Change Kit that includes several quarts of oil, an oil filter, and a labor charge based on an average service time. You might also create similar kits that include a package of inventory items and/or services that you commonly sell together, such as a Fluids Kit, a Tire Rotation Kit, a Filters Kit, and a 30,000 Mile Inspection Kit. You can then set up a kit and name it something like the Spring Check Up Kit, and add the Oil Change Kit, the Fluids Kit, and the Tire Rotation Kit to it. Or, you might create a Clean Systems Check Up Kit that includes the Filters Kit and the 30,000 Mile Inspection Kit, or you might create a Maintenance Supreme Kit that includes all of the other kits. Scenario One: Integrating Your Auto Repair Shop 24

31 Figure 2: Setting up compiled kits in Inventory By changing out kits within kits, you have advanced flexibility to create and change sets of parts and services in a modular fashion. This can save a lot of time when it comes to order entry and communication about which services or parts were sold. By setting up the kits ahead of time, order entry is faster and more consistent because employees don t have to enter each individual item. They can simply enter the kit, which details each item that you already specified. Of course, the employees can still enter additional, singular inventory items or services that are separate from the kit. Additionally, if you set up the system to allow it, the employees can change out components within the kit, manually adjust prices, and apply discounts as needed. Depending on your optional system settings, you can include full detail of all items and services included in any kits on invoice(s) or report(s). For more information about setting up kits, see the Inventory guide. Specify Special Pricing for Customers In Sales, you can specify customer special pricing and attach it to the customer s account in Accounts Receivable. In the Sales Customer Special Pricing window in the Sales module, you can specify any specific inventory items or services that you want to set at a special price for a certain customer or group of customers. You can also set whether you want to allow employees to override the special pricing at the time of the sale. Scenario One: Integrating Your Auto Repair Shop 25

32 Figure 3: Specify customer special pricing for AR customer accounts and apply pricing in Sales You can also easily look up all of the history pertaining to a customer s service within your shop(s). If you network multiple locations together (terminal services), the different locations can all access information about the customer. So, for instance, if a particular customer generally receives service from your main branch, but breaks down several hundred miles from that shop, that customer can take the vehicle to whichever of your shops is closest and still access and charge the account. Promote Sales You can set up the system to automatically prompt the employees in order to promote sales. For instance, a mechanic might offer a tire rotation when the customer comes in for an oil change, based upon the last time the customer was invoiced for a tire rotation or when prompted by the system. For more information about customer accounts, see the Accounts Receivable guide, or for more information about entering orders, see the Sales Clerk guide. Set Up and Track User-Defined Fields and Codes You can also obtain and track customized information on your customers and business. For instance, by defining User-Defined Fields (UDFs) in Sales, employees can enter information such as the make, model, and year of a vehicle when an order is entered in the system. Scenario One: Integrating Your Auto Repair Shop 26

33 Figure 4: Obtain and track customer information in Sales For more information about setting up UDFs in Sales, see the Sales Administrator guide. Track Inventory and Sales at Multiple Locations If you have multiple locations, you can benefit from using Denali within each location, that is, each department or shop. Depending on how you configure your system in module preferences, if you set up your system by networking all locations together (terminal services), you can have real-time access to each location s information at your fingertips. Depending on user rights, employees and mechanics can look up inventory in real time and in multiple locations while they enter a customer s order to determine the availability of parts and supplies. Using this feature requires that inventory is set up to commit immediately, which enables quantities to update despite transactions not being posted. The employee can also sell the part in real time so that the shop holding the actual part does not also attempt to sell it. Scenario One: Integrating Your Auto Repair Shop 27

34 Figure 5: Depending on user rights, employees can look up and sell inventory from multiple locations You can run reports on sales by location to quickly produce a detailed view of multiple shops, such as in a single city or region. Reports can also show you overstocked inventory, inventory movement, and seasonal sales. Additionally, you can run reports on individual shops or departments by sales or by inventory in order to conduct business analysis and target local market trends. These reports might help you determine that custom rims have a trend of selling in greater numbers during autumn in suburban areas. Or, you might determine that a certain style of seat covers sell best right before the local college begins the spring semester. In both of these cases, you can manage your inventory to keep certain items stocked or not stocked at certain times based on the information that Denali can track for you. Using multiple locations within an integrated system streamlines the entire process of sharing inventory between shop locations. You can find out more about setting up the system for real-time inventory tracking by referring to the Inventory guide. Track Vendors Using Accounts Payable Because you can indicate which General Ledger accounts will be used to pay each vendor when you set up your vendor accounts, you have the power to report and track vendors through General Ledger when Accounts Payable is integrated to it. You can easily track and determine things like future liabilities, overdue payments, and your business monetary distribution without needing to re-input any of the payment information from Accounts Payable. For more information about reporting in Sales, see the Sales Administrator guide. For more information about reporting in any other module, see that module s user s guide. Scenario One: Integrating Your Auto Repair Shop 28

35 Track Employee Productivity You can track and report on the sales and services completed by employees or mechanics to analyze their sales or productivity, or to calculate commissions. For instance, you could set up Salesperson Codes for all employees who enter orders into the system at the front desk. Then, you could set up Sales Department Codes for each individual or team of mechanics. When an employee enters the order, they enter their Salesperson Code and also the Sales Department Code for the mechanic or team of mechanics that completed the work for that particular order. You can run reports from Sales, such as the Sales by Salesperson Report, so you can see how many orders, and the dollar amount of the orders, that each employee enters into the system. You can also run reports to view services rendered according to Sales Department Codes in Sales. Additionally, because Sales Department Codes attach to General Ledger accounts, if you have these two modules integrated, you can run reports from General Ledger to find out the dollar amount that each mechanic or team of mechanics is bringing in through their services. Not only can you analyze productivity, but you can also easily figure out commissions for each mechanic or team. See the Sales Administrator guide for more information about setting up and running reports of Salesperson Codes and Sales Department Codes. See the General Ledger guide for more information about running reports on accounts. Figure 6: Only those with security rights can look up customer information Run Reports on Customer Accounts You can use the system to view additional details about customers at the time of sale. Depending on your system s security settings, employees or mechanics can refer to customer accounts to view information such as the last charges, invoices, and payments, an aged analysis of the account, or special instructions. You can run reports on shop or department activities, such as collections on specific customer accounts, in order to audit the cash flow at any time. You can review an aged analysis report of customer activity and accounts for collection purposes. The information on these reports is gathered from Sales and Accounts Receivable when these modules are integrated. Depending on how you set up the system, Scenario One: Integrating Your Auto Repair Shop 29

36 you can access the information from various reports in the Sales or Accounts Receivable modules and if you also integrate other modules, like General Ledger, you can increase your reporting capability. By reviewing two or three reports you can determine things like a customer s history and likelihood to make payments or whether a particular account isn t receiving diligent collection. Scenario Two: Integrating Your Gift Shop You can use Denali to save time and money in your gift shop by integrating various modules. For management, you can set security options for each salesperson or groups of salespeople, track multiple sales taxes, implement Just in Time inventory management, and review a variety of reports for business analysis. You can use nested tax codes so that you can report on only the taxing entities that you need to and you can run quarterly reports, broken apart by the different taxes, that calculate how much tax is owed. You can also run a variety of reports that display information from integrated modules on the same report. For sales employees, you can set the system to provide real-time information on inventory. For example, you can assign stock numbers to organize stock items or set up promotional or special pricing to reap the benefits of fast, accurate sales entry in the Sales module. Additionally, you can set up the system to balance registers on the spot and to streamline entry of sales into General Ledger from multiple registers or salespersons. Integrated Modules The setup described in this section uses the following integrated modules: Accounts Receivable Accounts Payable General Ledger Inventory Sales Depending on what integration benefits you want to achieve, you can integrate any or all of these modules in addition to other Denali modules. Set Up Specific Security Rights for Users The Denali Sales module is very flexible when it comes to setting up security. In an integrated system, setting up security in Sales affects how and what users can see and use within the other integrated portions of Denali. In addition to setting security options for each salesperson, you can assign specific rights to any employee, including turning on or off individual functionality within the software. For instance, in Sales you might allow Salesperson 1, who is in charge of inventory counts, to change inventory by accessing the IN Stock window from Sales. But, you might turn off this right for Salesperson 2, who doesn t have that level of responsibility. Scenario Two: Integrating Your Gift Shop 30

37 Figure 7: Salesperson rights Or, if you set security to allow it, employees can view and/or change customer information by accessing the AR Customers window from either of the sales entry windows. For more information about setting user rights, see the Controller guide. To find out more about how you can change inventory stock items or counts, see the Inventory guide; or for more information about setting salesperson rights, see the Sales Administrator guide. Use Sales Tax Codes to Track Multiple Sales You can also track multiple sales taxes using embedded sales tax codes. If you integrate Sales, Accounts Payable, and General Ledger, you can streamline this type of tracking. For example, if your gift shop is in New York City, you are required to pay tax to the state of New York at 4.0%, the city at 4.5%, and also an MTA surtax of 0.375%, totaling 8.875%. You can set up each taxing entity in Accounts Payable as a vendor with a unique General Ledger account for recording the taxes owed to each entity. When creating a Sale Tax Code in Sales, you can include the taxing entities as the vendors to whom you owe tax. Scenario Two: Integrating Your Gift Shop 31

38 Figure 8: Create AP Codes for taxing entities and tracking tax during sales entry By using a nested tax code, you can easily track how much total tax you owe in addition to how much tax you owe for each specific taxing entity. You can run the GL Balance Sheet Report in General Ledger to see how much tax you owe at any time. This report breaks down the tax by vendor and it supplies the total due. For more information about creating vendors, see the Accounts Payable guide. For more information about setting tax codes, see the Sales Administrator guide; or for more information about running reports in General Ledger, see the General Ledger guide. Set Up and Track User-Defined Fields and Codes Another advantage of using integrated modules is the ability to set and track customized information. For instance, you can use User-Defined Fields (UDF) to set up the system for tracking special information, such as customers birth months in order to send them a special coupon. You can set up a field named Birthday in the AR Modules Preferences window; then, when the salesperson enters a sale for a customer, they can enter the birthday information for tracking. You could then run a monthly report, such as the AR Customer Labels Report, to pull up customers for each month in order to mail them their coupons. For more information about setting UDFs and running reports on customers, see the Accounts Receivable guide; for more information about editing customer information during sales entry, see the Sales Clerk guide. Scenario Two: Integrating Your Gift Shop 32

39 Figure 9: Enter customized information during order entry using User-Defined fields View Inventory Updates in Real Time Integration of Sales to Inventory allows you and your sales clerks to see changes to inventory quantities in real time in the Available Qty. column of the IN Available Inventory Lookup window. You can set the system to notify sales clerks if they are trying to oversell a particular item and Sales clerks can then offer to place the item on order, transfer it in from a different store location, or suggest an alternative item. For more information about referencing Inventory during sales entry, see the Sales Clerk guide; for more information about updating inventory counts, see the Inventory guide. You can implement Just-in-Time inventory management in addition to, or as an alternative to, traditional inventory stocking by integrating Sales to Inventory. Just-in-Time inventory management is a method of inventory stocking that keeps only an immediate stock on hand. Using this method, companies keep only what they will sell during a small period of time. For some companies, this method can reduce the costs associated with maintaining a large inventory in storage or allow them to manage items they sell before they need to pay the vendor. Generally, Just-in-Time inventory management is associated with reducing setup times and lead times so that small inventory orders may be ordered and delivered just in time to sell the items. Use the Lookup to Expedite Sales Entry Using stock numbers in the Inventory module, you can organize your inventory so that during sales entry, sales clerks can look up inventory faster. For instance, you might use stock numbers to associate all snow globes with a code starting with SNOWGLOBE so all snow globes will appear together in the Lookup. You can set up the codes in such as way that alternative or complementary items sort next to each other in the Lookup. For instance, snow globes featuring a winter scene could be coded as SNOWGLOBEWS and you could snow globes with birthday scenes as SNOWGLOBEBD. A sales clerk can easily locate the snow globes by looking up SNOWGLOBE. Or, you might code all gift shop Scenario Two: Integrating Your Gift Shop 33

40 items with a winter theme with WINTER so that items like carry bags, pants, snow globes, and shirts with a winter theme all appear in the Lookup under WINTER. Additionally, when you create stock numbers, you specify which General Ledger accounts you want to associate with that type of inventory item. If Sales is integrated to Inventory and General Ledger, when an item is sold through either of the sales entry windows, the sales will affect the General Ledger accounts and quantities in Inventory when the system is updated through posting. For more information about stock numbers, see the Inventory guide. Figure 10: Use Stock Numbers to set up and track stock items through Sales View Customer Information When Sales is integrated to Accounts Receivable, sales clerks can access customer information, such as their last purchase, in the Sales module and use this information to make suggestions to the customer. If security is set to allow it, employees can view or change information gathered about customers in the AR Customer window. For more information about viewing or changing customer information during sales entry, see the Sales Clerk guide. Specify Special Pricing for Customers You can implement customer special pricing in Sales using Accounts Receivable customers. If you offer special pricing to certain customers, such as teachers or other businesses, you can indicate this in the Sales Customer Special Pricing window in the Sales module. When a clerk enters a sale for this type of customer, any inventory items included in the purchase that the customer is eligible to receive at a special price will automatically appear in either of the sales entry windows with the special pricing already applied. To find out more about customer special pricing, see the Sales Administrator guide, or to find out more about setting up customer information in Accounts Receivable, see the Accounts Receivable guide. Scenario Two: Integrating Your Gift Shop 34

41 Figure 11: Use special pricing to set pricing for selected customers Implement Promotional Pricing You can also use Denali to set up promotional pricing. This streamlines promotional sales and cuts down on errors when the sales clerk enters items included in the promotion because the system automatically applies the correct pricing. If you set up Promotional Codes in Inventory and the Inventory, Sales, and General Ledger modules are integrated, you can use these codes to sell promotional items in the Sales module and automatically update your inventory counts and your General Ledger accounts at the same time. When setting promotional pricing, you can specify which items to include, exactly when the promotion will begin and end, which General Ledger accounts should be affected by the promotion, which locations can participate in the promotion, and other aspects of pricing such as buyone-get-one. Specifying these conditions ahead of time makes order entry faster and more accurate. For more information about setting up promotional pricing, see the Inventory guide. Scenario Two: Integrating Your Gift Shop 35

42 Use Reports to Evaluate Business Wellness If Sales is integrated to Inventory, you can view information from both modules in the same report for optimal business analysis. You can review a variety of reports to analyze inventory movement, overstocking, items by sale, and promotional sales. For instance, you can run the Sales by Item Report in Sales to find out how well or how poorly specific items are selling. Additionally, if you use Multi- Location Inventory, such as for different departments or stores, you can run this report to see how each location is selling a specific item(s). There are numerous reports in Sales that you can use in addition to the Sales by Inventory Item Report to analyze sales trends. To find out more about reporting in Sales, see the Sales Administrator guide. For more information about Multi-Location Inventory or for general information about setting up inventory in Denali, see the Inventory guide. Also, if General Ledger is integrated with Sales, you can set the system to automatically update General Ledger accounts with sales from multiple registers using sales entry layouts and Sales Department Codes. Any time the system is updated, you can run reports from General Ledger, such as the GL Balance Sheet Report, and review the balances of the different accounts. For more information about setting up sales entry layouts and Sales Department Codes, see the Sales Administrator guide. For more information about setting up General Ledger accounts, see the General Ledger guide. Figure 12: Entry layouts and Department Codes can simplify sales entry from multiple registers Scenario Two: Integrating Your Gift Shop 36

43 Scenario Three: Integrating Your Health Care Business Integrating installed modules within Denali allows you to streamline your health care business. Different types of offices, ranging from medical, dental, and veterinary to psychiatric and massage therapy, can benefit from integration. For instance, integration allows you to simplify the billing process and decrease the possibility of entering errors. It allows you to use Denali to its full potential. Integrating Denali can help your office administration track information such as patient procedures or health insurance providers. You can also use Allocation Codes to automatically distribute payments among owners or departments. By using features such as Salesperson Codes and the Aged Analysis Report, Denali allows you to track and quickly view information that might help you make important business decisions. Integrating Denali can also help your office staff quickly create patient bills, view and create notes on patient accounts, apply payments to multiple invoices, and apply multiple payments to a single invoice. Integrated Modules The setup described in this section uses the following integrated Denali modules: Accounts Payable Accounts Receivable General Ledger Inventory Sales (Order Entry) Depending on the benefits you want to achieve, you can integrate any or all of these modules in addition to other Denali modules. Use Allocation Codes to Expedite Bill Payment If you work in an office with multiple doctors, you can use Allocation Codes to automatically separate bills so that each doctor is paying a portion. So, if there are four doctors working in your office, you can set up Allocation Codes in General Ledger so that when a bill comes in, the payment for that bill is drawn from four separate accounts. You can base the amounts drawn from the accounts on a percentage or a dollar amount. For example, if you receive an electric bill for $500, you can set up each doctor to pay 25% of that bill. For more information about allocation codes, see the General Ledger guide. You can also use Allocation Codes with recurring payments. If you have a bill that is the same payment every month, such as rent, you can set up a recurring payment in Accounts Payable and have the money drawn from different General Ledger accounts using Allocation Codes. This can dramatically cut down on the time spent paying bills each month. For more information about setting up recurring payments see the Accounts Payable guide. Scenario Three: Integrating Your Health Care Business 37

44 Track Staff Productivity Using Salesperson Codes If each worker in your office has her own Salesperson Code, you can keep track of the productivity of your office staff. In Order Entry, each worker enters her Salesperson Code and what she completes for each patient. For example, a dental hygienist might enter an adult cleaning, bitewing x-rays, and a panoramic x-ray for a typical patient. If you run the Sales by Salesperson Report, you can see exactly who is performing what services and how frequently. Figure 13: Use Salesperson Codes to track productivity For more information about Salesperson Codes or the Sales by Salesperson Report, see the Sales Administrator guide. Streamline the Billing Process Stock item numbers can help you streamline your billing process. You can enter or import all of the different procedures for which you bill patients into the Inventory module of Denali. Then, if Sales is integrated to Accounts Receivable and Inventory, in Order Entry, you can select the correct patient from Accounts Receivable, the correct stock number from Inventory, and have the patient s bill ready. Scenario Three: Integrating Your Health Care Business 38

45 Figure 14: Use integration to streamline order entry You can even enter the patient s insurance company s address as an additional shipping address so you can send the invoice to the patient as well as his/her insurance company. For more information about stock items or numbering stock items see the Inventory guide. Create Kits for Easier Sales Entry If your office commonly has groups of items or procedures that are billed together, such as the exam fee, x-rays, and crutches, then you can streamline the billing process even further by setting up inventory kits. Kits allow you to combine items or procedures together so that in Order Entry you only have to enter the kit, rather than separate Inventory items for each item or procedure. For instance, you could create a kit for the exam fee, x-rays, and crutches and then during order entry you only have to make one entry for the kit instead of three separate entries. This can save both time and entry errors. Scenario Three: Integrating Your Health Care Business 39

46 Figure 15: Use kits to streamline order entry For more information about setting up kits, see the Inventory guide. Sort and Filter Customers In a health care environment, it might be helpful to separate patients into different groups, such as by what procedure(s) were performed on them. Use IN Codes to Track Procedures One way you can accomplish this is by using IN Codes and stock item numbers in Inventory, which can be linked to different general ledger accounts that are automatically updated upon posting. You can set up IN Codes for the different groups that you want to track and then attach the codes to the Inventory stock items that belong in that group. In Order Entry, when you enter a stock item number, it becomes part of the patient s history upon posting. When you want to view all of your patients that belong to a specific group, you can run a Sales History Report and sort or filter it using the IN Code and/or stock item for the group that you want to view. Scenario Three: Integrating Your Health Care Business 40

47 For example, in an orthopedist s office you may want to track patients fitted with a plaster cast versus a fiberglass cast. You can create an IN Code such as CASTS and then use stock item numbers such as PLA15 to indicate a plaster cast for a patient 15 to 20 years old and FIB40 to indicate a fiberglass cast for a patient 40 to 50 years old. When you run a Sales History Report, you can sort and filter your report based on the IN Code (CASTS) and the stock number (cast material used and age). Figure 16: Create IN Codes to filter and sort reports For more information about IN Codes and stock item numbers see the Inventory guide. Use AR Codes to Track Health Insurance One method of tracking patient information is with AR Codes. These are created in Accounts Receivable and if you have Accounts Receivable integrated to General Ledger, each AR Code can be linked to a different General Ledger account which is then automatically updated upon posting. AR Codes are attached directly to your patient s account information, so they can be useful to track something like health insurance either payments, charges, or simply how many patients belong to a certain insurance. For example, you could create different AR Codes for different types of health insurance and then use Type Codes if you need to further break down the information for tracking. For example, an AR Code of CHC could signify Central Heathcare and a Type Code of DUME could signify the supplemental insurance Dumera. You could then run reports such as the AR Customer Master Report or the AR History Report and sort and/or filter these reports based on the AR Code and Type Code. Scenario Three: Integrating Your Health Care Business 41

48 Figure 17: Use AR Codes to track information For more information about AR Codes, Type Codes, or different patient-related report options see the Accounts Receivable guide. Quickly Locate All Invoices Associated with a Customer If you are entering a received payment from a patient or an insurance company and Sales is integrated to Accounts Receivable, you can quickly select different invoices to which to apply the payment or partially apply the payment. This is a useful feature because you often have payments for one invoice coming from both the insurance company and the patient. You might also receive a large payment that needs to be applied to more than one invoice. With the modules integrated, all of the invoices are attached to the patient account, so you can simply choose the invoice(s) to which you want to apply the payment(s). For more information about how to apply payments, see the Accounts Receivable guide. Enter Notes on Customer Accounts In Accounts Receivable, you can enter time-stamped notes you can search on patient accounts. These notes can then be viewed from Accounts Receivable and Sales if these modules are integrated. If there are any notes entered for the patient, an asterisk will appear on the Notes tab so that staff will know to view them. Once notes are created, you can search for a specific date or a specific note to find the information you need. For more information about creating and viewing patient notes, see the Accounts Receivable guide. Scenario Three: Integrating Your Health Care Business 42

49 Track Past Due Customers and Interest Rates Using Aged Analysis By setting up aging periods in Accounts Receivable, you can run the Aged Analysis Report and keep track of which customers are past due with their payments and on which accounts you are collecting interest. You can set up Terms Codes so that each customer can have a different interest rate and the rates can change for each aging period. For instance, if a customer s payment isn t received within 31 days, a 5% interest rate is added. Then, if payment is not received within 90 days, the interest rate can go up to 15%. This can be the same for all patients or you can have different variations set up for different patients. Since each patient can have a different aging period set up on their account and different interest rates for each aging period, this provides one more way to separate customers and track the information that you need. For more information on the Aged Analysis Report see the Accounts Receivable guide. Scenario Four: Integrating Your Industrial Equipment and Supply Business The information in this section is specific to an industrial equipment and supply business, but if your industry is similar, it might be beneficial for you as well. Review this section to help you to determine how to integrate your installed modules to gain the most from the software. From the management perspective, there are several reasons to fully integrate your Denali modules. You can closely monitor sales and conveniently track specific, customized information about your customers and vendors, which decreases the time spent managing customer and vendor accounts. You can also manage multiple locations of inventory through one system and access a variety of reports that include information such as overall financials, sales, customers, vendors, inventory, and more. Fully integrating Denali can benefit your employees by streamlining the sales transaction entry process and decreasing time spent on inventory stocking or reordering. The system can also be set up to automatically apply special discounts for certain customers or sales promotions when a certain stock item(s) is purchased by a customer. Depending on how you set up user rights in Denali (see the Getting Started guide), your sales employees can view, sell, and even adjust inventory in multiple locations. Integrated Modules The setup described in this scenario uses the following integrated modules: Accounts Payable Accounts Receivable General Ledger Multi-Location Inventory Sales Depending on what integration benefits you want to achieve, you can integrate any or all of these modules in addition to other Denali modules not described here. Scenario Four: Integrating Your Industrial Equipment and Supply Business 43

50 Use Codes to Track Salespeople Imagine how convenient it would be to streamline the process of monitoring and managing sales for the purpose of paying a commission. You can do this in Denali by using either Salesperson Codes or Department Codes, or a combination of both, to track on-site salespersons and off-site sales representatives. To do this, you would set up a Salesperson Code for the on-site salesperson and a Department Code for each off-site sales representative. When the sales transaction is created, both codes are included and upon posting, each general ledger account is credited accordingly. Once the transactions are posted, you can run a Sales by Salesperson, Sales by Department, or Sales History Report to quickly see the total sales for a specific salesperson and calculate a commission for that person. Figure 18: How Salesperson or Department Codes might work for your business For more information on setting up the options described, refer to the Sales Administrators guide. Set Up and Track User-Defined Fields and Codes If you integrate Sales with Accounts Receivable or Accounts Payable, you can track customized information about your customers or vendors. This is accomplished using User-Defined Codes that you can set up for the specific information you wish to track. For example, if you sell products nationwide, you could set up a User-Defined Code named REGION in Accounts Receivable to track the various Scenario Four: Integrating Your Industrial Equipment and Supply Business 44

51 regions in which you sell to customers. This might be beneficial for marketing or sales to determine special advertising needs or special promotions. You might also set up a User-Defined Code in Accounts Payable named Start Date to track the length of time you ve been receiving products from a vendor. Alternatively, you could create the same User- Defined Code for customers in Accounts Receivable to track customer loyalty. You could then offer special pricing or promotions for loyal customers. After you set up the codes in Accounts Receivable or Accounts Payable, when your employee enters sales transactions into Denali, he will enter the desired customized information; then, management can run several different reports, such as the Sales History Report, by which they can filter and/or sort the report according to the User-Defined Code(s). Figure 19: How you might use User-Defined Codes for your business For more information on setting up User-Defined Codes refer to the Accounts Receivable or Accounts Payable guide. For information on working with these codes in Sales, refer to the Sales Administrators guide. Apply Unique Payment Terms to Individual Accounts You could also apply payment terms to each account by setting up Terms Codes for the different finance charges you want to apply based on the timing of customer payments. For example, you might set up a Terms Codes that adds a 2% finance charge to a customer when payment is not made within one month of the bill generation date. If you have Accounts Receivable integrated with General Ledger, when the customer payment is posted, any finance charge is then applied to the proper General Ledger account that you defined on the Terms Code for the specific customer. Refer to the General Ledger and Accounts Receivable guides for additional information. Scenario Four: Integrating Your Industrial Equipment and Supply Business 45

52 Figure 20: Set up Terms Codes to accomodate your finance charge structure Track Inventory and Sales at Multiple Locations Perhaps you have multiple locations in which you store and/or sell inventory, and you want to view the status of your sales and inventory for any location, or all locations. By networking all of your locations together (terminal services), you can monitor them within the system from a single location. Then, depending on how you set up the module preferences, after sales transactions are posted, you can run reports in the Inventory module to quickly view the status of one stock item or all of your stock items. For instance, you might run the Movement Report for each of your locations so that you can quickly compare the movement of a certain stock item or all stock items in each location. This can help you determine what inventory is selling well, or not so well, in a specific location. Scenario Four: Integrating Your Industrial Equipment and Supply Business 46

53 Figure 21: Inventory Movement Report featuring MLI Refer to the Inventory guide for more information on working with inventory and multiple locations. Management can set up the level of access sales employees will have to stock items in various locations based on the default location setting on the Defaults tab of the Sales Point of Sale Preferences window. If you set this default location setting to No Default, the salesperson in any location can see and sell stock items from any other location that has the item available. This can decrease time spent transferring stock between locations and decrease the time a customer has to wait to receive an item by simply having the stock item shipped directly from another location. Use Sales Tax Codes By integrating Sales with Inventory and Accounts Receivable, you can streamline the sales entry process by using features such as Sales Tax Codes. When creating a Sales Tax Code, you can set up each taxing entity in Accounts Payable as a vendor with a unique General Ledger account for recording the taxes owed to each entity. For example, if you have to collect both a city and state sales tax with every transaction, you might set up a Sales Tax Code that contains both taxing entities and then you can use the nested code as your default tax code. Or, if you only have to collect multiple taxes for certain customers, you can attach the nested code to the customer on the Credit/Collection tab in the AR Customers window. When your salesperson enters a transaction in the Sales module and selects a customer, the tax code will automatically be attached to, and calculated for, that sale. Scenario Four: Integrating Your Industrial Equipment and Supply Business 47

54 Figure 22: Decrease time spent on sales entry with integration For additional information on any of these options, refer to the Sales Administrator, Inventory, or Accounts Receivable guides. Create and Sell Kits to Expedite Sales Entry If you often sell certain stock items together, you can decrease sales transaction entry time by setting up inventory kits. A kit is a stock item that contains other stock items that are always sold together. For example, if you have three tractor belts that you often sell as a group to your customers at a special price, you would set up a kit in Inventory and name it something like KITTRACTORBELTS, add the three belts to the kit, and then set the price at $ per kit. When a customer wishes to purchase all three belts, the salesperson would select the kit stock item in the sales entry window and all three belts would display on the invoice/receipt and the price would automatically reflect the $ This decreases entry time along with increasing accuracy of the sales entry process. Scenario Four: Integrating Your Industrial Equipment and Supply Business 48

55 . Figure 23: Set up kits to add a group of stock items to sales transactions Sell Inventory to Customers At Special Prices If certain customers receive discounts or special pricing, you can further streamline sales entry by automating this process. You can do this in several different ways in the Sales module. Here are some options you can use to automate price adjustments at the time of sale: Customer Special Pricing Discount Codes Margin/Markup Codes Price Level Codes This section explains how to use Discount Codes, but for information on the other price adjustment options listed, refer to the Inventory and Sales Administrator guides. Discount Codes involve three integrated modules: Inventory, Accounts Receivable, and Sales. You can set up as many Discount Codes as you need for your business. For example, if you sell to both retail and wholesale customers, you might set up a Discount of RTLCST in Accounts Receivable and attach it to all of your retail customers by entering the character combination in the Discount box of the AR Customers window. Scenario Four: Integrating Your Industrial Equipment and Supply Business 49

56 Figure 24: Assign the customer portion of the Discount Code Then, in Inventory, you assign a character combination in the Discount box on the Sales Info tab of the IN Stock window. For this example, you might enter a combination of TRCTOR and attach it to any stock item you wish to receive a discount based on this combination. Figure 25: Assign the stock item portion of the Discount Code The final step for setting up Discount Codes is accomplished in Sales where you put these pieces together to form the Discount Code. It is then applied at the time of sale for the retail customer purchasing a specific stock item(s) with the TRCTOR character combination. Scenario Four: Integrating Your Industrial Equipment and Supply Business 50

57 Figure 26: Create Discount Codes using the combination of customer and stock items Scenario Four: Integrating Your Industrial Equipment and Supply Business 51