Post Install Setup Guide

Shanon Mulley on September 5, 2013

Post Install Setup Guide

This article is a guide for what to do with DecEzy after you have installed it, and before you have started to use it. A “What do I do to get started”. It is only meant to be a summary – details on how to do the various activities are detailed elsewhere.

The Setup Wizard should have stepped you through setting up key details. These details will be covered again this in guide,  so it may repeat some steps you have already done:

Company Setup – the following steps are entered into the company setup.

• Enter your company details on the General tab of Company setup. The company name cannot be changed, but all other values can be. On the Logo tab of company setup, select your log (you can drag and drop an image into the box)
• On the Inventory tab, select if you wish to track inventory levels. If you don’t think you or organised enough to accurately track inventory levels, or have no need to know your inventory levels, it is best to leave this disabled. You can always enable it later on if you change your mind.
• Enter the appropriate details on the Jobs tab of the company setup. Most of the fields are described in detail in the help file.  The key fields you should consider are:
  • Default Invoice Format – Determines if the compact (smaller, but less detail) or the detailed (larger, more detail) is used by default. If unsure, use the compact one to begin with, and have a look at the detailed one later to see if it suits your business.
  • Create Despatch Doc. During Invoice – If you are not planning on using the Despatch functionality (recording despatches of jobs within DecEzy), leave this unchecked.  You can enable it at a later date if wish to start using Despatching. If you are unsure, leave this unchecked for now.
  • Default Sales Tax Code – Determines what tax code is used by default on sales (jobs).
  • Item section – the settings here control how the price is calculated. The key option here is “Primary Item Price Calc. Method”. Our whitepapers may help you decide what you wish to do with this.
• On the Purchase tab, you should enter the key fields as follows:
  • Create Requisitions For All Unreserved Items – If you don’t carry stock, or don’t plan on tracking stock, or are tracking stock but don’t trust it to be accurate, this field should be checked. Doing so will minimise the risk of items not being ordered for jobs.
  • Requisitions Create New Orders – If checked, then requisitions will always create a brand new order. If unchecked, then requisitions will attempt to append an existing order for this vendor. It is recommended you leave this field checked, else an order which has already been sent to the vendor may be appended.
  • Default Purchase Tax Code – This tax code will be used for purchase orders by default.

Not in Company Setup

• If you have purchased item price lists from Bruma, these should be imported. This will create brand, items, sizes, colours, custom field data, and vendors automatically.
• Tax Codes should be set up (Misc> Tax Codes).

At this point, nothing more is needed to start using DecEzy. At least, using the core functionality of DecEzy. You can start entering jobs right now. You will need to enter customers on the fly, and item prices may not automatically populate, so you may need to enter these for each item. Decorations will not be set up in the system, so you will also need to set up those as you go.

Some other things you can set up to make your life easier.

Unit Prices -An overview is given in this knowledgebase article. The pricing whitepapers cover the theory behind the pricing methods in some detail. Setting these up will make your life easier and his highly recommended, although it requires a bit of thought.

Report setup. Many of DecEzy’s reports have options, which control how the report is displayed. The invoice is a key example. Because you will probably want all your invoices printed out with the same options, we allow you to set up defaults for you report options. These can be found from the top menu, under Main Menu> Report Settings. The first ones you should be playing around with now are on the “Job Sales Invoice” tab. These control how the invoice prints out. You should play around with the options until you find an output that you like. You may want to post a dummy invoice and re-print it with different settings to find what you like.