Fastbase Accounting System
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Office newsIt's summer again and our office trees are still alive though resemble bonsai after a pruning. Alex's daughter is almost two and his son is in his first year of school. Roland ran a marathon in Rotorua. Priscilla has moved house and now has a lemon tree and supplies her colleagues with lemons to help fight colds. Roland has been working to get all customers onto the latest version of the Tcl software, nearly all workstations have now been switched over.
Email a note to selected usersFastbase for many years has allowed you to create Notes against customers, suppliers, parts, fixed assets and GL accounts. For a customer a note will typically be for a sales opportunity or activity, a pricing enquiry or order fulfillment task or a financial account or payment issue. For a part a note will typically provide information helpful when purchasing or selling the item. Such a note will appear as a pop-up when adding the part to a purchase order or customer sales order or invoice. A note has a type, priority, assigned-to user, subject, details and additional followup-notes.
Fastbase automatically sends an email when a note is assigned to a different user, or when a note is completed. An email can also be triggered manually using the "Email note? Y/N" option. Previously this email was only sent to the person the note is assigned to. You can now email a note to one or more selected users.
We have changed the "Email Note?" field so that pressing F1 while the cursor is in the field will bring up a multi-selection list of all Fastbase users. You may select one or more users who will be emailed whenever this note is maintained. The selected users for a note is retained. So that next time the same note is maintained, the same users will be emailed.
Note that the user maintaining the note does not themselves receive an email.
New fields on Parts Price-List ImportIt is possible to import new parts, or import changes to existing parts, into Fastbase from a CSV file via Maintenance - Miscellaneous - Inventory - import parts Price File. We have recently expanded this import feature to allow importing additional product fields, including the Product Code/Category.
Selection of multiple call cyclesA number of the customer reports in Fastbase (see below) allow selection of customers by various criteria: the customer branch, area, customer type, salesperson or call cycle. These reports all have a Selected Customers field. By default all customers are included (except for deleted accounts). Or you can press F1 on the field and select an individual customer or all customers that meet certain criteria.
For example you could run a report for customers of a single selected customer type, or you could select multiple customer types to be included in the report. Fastbase now allows selection of multiple Call Cycles when running these customer reports.
The following Customer Order reports include this new feature: Orders taken report, Order status report, Order performance report, Quote Status report, Quote Expiry report, and the Quote Summary report. The following Sales Reports include the new feature: Customer Sales Analysis report, Customer Sales sorted, Active Customers by salesperson report, Stock Sales Analysis and the Customer Activity report.
Back-order warningWhen you add a part to customer order, Fastbase has a warning feature that you may not be familiar with. If the customer already has another order (which hasn't been completely fulfilled) where the same part is on backorder Fastbase will display a warning, alerting the user that the customer may be accidentally placing a duplicate order.
This behaviour is controlled by a setup option, we enabled the feature by default two months ago. Let us know if you want this disabled.
Fastbase on Windows 8Customers are using Fastbase on Windows XP, Vista, Windows 7 and Windows 8. We have fixed a problem that affected Fastbase when running on Vista and later versions. In some circumstances when the user minimised the Fastbase application they were not able to un-minimise it, Fastbase got "stuck" to the Windows task bar. This now works correctly.
Anti-virus software on Windows serversWe have had several incidents over the last few months where a customer has been prevented from using Fastbase due to anti-virus software on the customer's server misbehaving. Typically what happens is a Fastbase component is disabled, deleted or quarantined by the anti-virus software. In other words the server has an auto-immune episode, the body attacks itself. These incidents are disruptive and restoration and recovery can take a while, and often needs the help of your IT support.
If you use anti-virus software on your Fastbase server, be sure to configure it to ignore all Fastbase software components and folders. You should also configure any server file-system backup software to ignore the MySQL data directory, this can also cause problems.
Dual monitor supportSome people like to use dual monitors on their workstation so they can have more room allowing multiple applications to be visible at the same time. We have improved the Fastbase support for dual monitors.
Fastbase sometimes displays pop-up windows, for example alerts and warnings and when entering a line-item. Now all pop-up windows appear centred over the main Fastbase window, regardless of which monitor the main Fastbase window is on. Drop-down selection menus are also now better behaved in a dual monitor setup.
Customer keyword search now includes Contacts and Delivery addressesUnder Customer Enquiry you can search for customers by Keyword. You may enter one or more words and Fastbase will find all customers that have matching words in the customer number, name, additional name, email address or postal address fields. Now the customer keyword search also matches on customer contacts and delivery addresses.
So if you search for the name of a person listed as a contact on a customer the keyword search will now find the customer. Likewise if you search for a suburb or town the search will find any customer with a delivery address for that suburb/town.
This works in other areas of Fastbase, anywhere you select a single customer, for example when creating a customer order you can press F1 in the customer field and you will see a Keyword Search field.
This also works on the Search tab on the main screen of Fastbase. You may not be familiar with this, on the main screen this Search tab provides a quick keyword search for customers, suppliers, parts, assets and GL accounts.
Select from the following list of newsletters that have been sent out.
- 08/11/2022 Office News, Incoming Goods, Display products with no available stock in a different colour, View all transactions for a selected GL account, Print statement for a single customer
- 26/11/2021 Office News, XML Invoices, Stock Audit report for batch-tracked items, Batching of Customer Receipts on the Bank Reconciliation
- 20/08/2021 Office News, Supplier Dispatches, Customer Price Books, Customer Receipt History, Part Enquiry - Sales & Assembly figures, Australian businesses - ABN, Scheduled Price Updates
- 04/12/2020 Office News, Convert Quotes to Invoices, Emailed Invoices - configurable messages, Create Stock Adjustments from Part Enquiry screen, Print Part Labels from Part Enquiry, Changes to Assemblies, Import Products into Branch Transfers, Default folder for exporting reports
- 28/05/2020 Office news, Print single customer invoice, GST on overseas supplier invoices, Batch-tracked items in the Stock Valuation report
- 24/03/2020 Office News, Working from home - remote access to Fastbase, Maximum discount per customer
- 13/12/2019 Office News, Print out Enquiry Search lists, Keyword Search for serialised parts, Network and database performance, GST on overseas purchases
- 18/09/2019 Office news, Photos per serial number, Cash Payments report - invoice lines, Display and reporting of selected suppliers' product IDs
- 30/11/2018 Office news, Disable old user accounts, Customer Credit: Option to write-off returned goods
- 21/08/2018 Office News, Lost Sales, Transaction Batch Reports, Previous Supplier Pricing, Customer Aged Trial Balance grouped by invoice Due Date
- 28/02/2018 Office News, Customer credit days, Sending emails from Fastbase
- 01/12/2017 Office News, Emailing for remote Fastbase users, Customer Price Book for selected products, Import Stock Take count figures from a CSV file, Direct Credit Schedule for BNZ, New fields on Parts Price-List Import, Product Documentation, Satellite branch stock replenishment using Suggested Order Generation, Additional information about last receipt on Goods Receipt Costing Sheet
- 02/12/2016 Office News, Stock Price List Report - Part Extra Description, Non-Stocks parts on Part Assembly, Quick key to scroll drop-down list on selection fields, Cash sale - receipt transaction type
- 14/03/2016 Office News, Sorting Customer Invoice line items, Part Assembly Component List, Stock Purchase History
- 04/12/2015 Office News, Orders and Quotes displayed on main Fastbase screen, Reporting on Superseded parts, Freight Detail Report options
- 11/03/2015 Office news, New Zealand domain names, Customer Sales Order Display, Consolidate parts on Inwards Goods Report, Stock Ordering Report
- 05/12/2014 Office News, Search for parts when making a Purchase Order, Quantities per Branch on Inwards Goods Report
- 13/11/2014 Office news, Email a note to selected users, New fields on Parts Price-List Import, Selection of multiple call cycles, Back-order warning, Fastbase on Windows 8, Anti-virus software on Windows servers, Dual monitor support, Customer keyword search now includes Contacts and Delivery addresses
- 24/12/2013 Office News, Search by Main Supplier when Selecting Parts
- 28/11/2013 Office News, Quoting for items that aren't recorded as parts in Fastbase, Stream-lined entry of new part assembly transactions, Sorting of customer notes on the appointments screen, Maintaining a customer note - "Complete" button save and exit
- 24/09/2013 Office News, Prospective customers, Delete multiple expired quotes, Customer Activity Report, Import quote lines from a CSV file, Customer Frequent Products - exclude returned goods
- 19/02/2013 Office News, Changes to Contacts, Emailing and printing an invoice when creating an invoice from a sales order, Copy Customer, Selected Operator for Quote Summary and Quote Expiry Reports
- 06/12/2012 Office News, Fastbase notes, Warning message when sell price is below cost, Non-stock parts - cost-price validation on customer orders, Receipt printing, Changes to quote summary and quote expiry reports, Report original operator & salesperson on invoice register, Print customer special pricing
- 14/07/2012 Office news, Change to Suggested Purchase Order Generation, GL Transaction Listing report, Creating normal stock items from non-stock items when converting quote into order, Maintaining Goods Receipts, Display total cost and GP% for Build-Misc line items, Automatic Disabling of Overdue Customers, Future-dated transactions not included in Customer/Supplier Balances
- 15/02/2012 Office News, Photo indicator in Part Enquiry, Drag-and-Drop line items, Warning message for customers with active quotes
- 25/11/2011 Office News, Create a Quote from a Customers Discounts, Store Part information per Code, Store Image for each Customer
- 12/09/2011 Office News, Maximum Days Credit on the Customer Listing Report, Typing ahead, Long running searches, Subject in notes, Customer Notes and Alerts - Search, Supplier Payment Batches
- 02/06/2011 Office News, Image upload feature, Database replication, Search for products or customers, Progress bar, Print transaction batch, Selected companies per user, GL Account balances and unposted transactions
- 25/03/2011 Office news, Keyword Search, Report all accounts on GL Transaction listing, Additional Info on Suggested Purchase Order Report, Customer Credits on GST Report, Customer Sales Analysis by Gross Profit
- 02/12/2010 Office news, Stock Sales Analysis by Gross Profit
- 15/11/2010 Office news, GST rate change for NZ, New web server, websites and backup, Order Number in emailed invoices
- 28/09/2010 GST rate change - final reminder, Duplicate Bin Location Warning
- 20/08/2010 Office news, GST change on 1 October, Customer statements in CSV format, Single invoice per order, Order number on Customer Credits
- 18/06/2010 Office news, Copy purchase order line items from another order, Customer credit reference, Customer statements in CSV format, Import customers, Salesperson field on customer transactions, Customer Transactions Listing, Printing Credit Notes, Scheduled Price Updates, Serial and batch number checking in Fastbase, Stock Audit Report for a branch, Website product search, Check order number on invoice entry, Customer Sales Analysis Report, Maintaining customer receipts
- 18/12/2009 Office news, Minimum Gross Profit per Inventory type, Website search, Zero-value invoices, New CSV format for exporting Purchase Orders, Barcode scanning on goods receipts, Parts Price Import - importing of Product pack details, Web User Maintenance Security Levels, Cubic volume and weight on purchase orders, Highlight backorders supplied direct to the customer, Forward Dated Invoices, Plus key, Customer receipt reference, Ten price levels, Customer Credits - distinct return-branch per line item, Product Listing report, File - Printers, Consolidated Invoicing
- 08/06/2009 Office news, Notes subject, Goods receipts and consignment branches, Website search, Barcode pack tab, Product listing report, Company logos
- 16/03/2009 Office news, Suggested Order Generation Report, Customer Sales Analysis Report, Printing Credits, GL Transaction Listing
- 17/02/2009 Office news, Invoicing Multiple Orders, Suggested Purchases Report, Supplier Rebates, Orders Taken Report, Web Display Maintenance
- 24/12/2008 Office news, Part price import, Red alert notes, Map button
- 04/12/2008 Office news, Customer Employee Count, Area search for customer search, Release Backorders, Supplied-only packing slips for release backorders, Financial reports
- 06/11/2008 Office news, Improved Account Search, Contacts Tab, Cancel button, Discounts on website orders, Branch transfer, Barcodes on stationary items, Stock Sales Analysis report, Customer Special Pricing
- 29/09/2008 Office news, Multiple companies with different balance currencies, Profit/Loss Report Structuring, Bank Reconciliation Batching, Financial Report Font, Delivery Method, Part Maintenance, Purchase Order
- 31/08/2008 Office news, Sales found for customers, Supplier transactions, Return reminders
- 13/08/2008 Office news, Invoice Register Report, Backorder release, Email to Fastbase, Print and Email Invoices, Security option, Maintain button, Website part display
- 02/07/2008 Office news, Print Invoices & Credits, Customer Notes, Change Type Details, Maintain Goods Receipt
- 11/06/2008 Office news, Maintenance and Enquiry, Notes - Expiry Date, Emailing Notes, Invoice Register Report, Print Invoices and Credits, GST Adjustments, Fastbase Main Window, Printers
- 29/04/2008 Office news, Find product within a stock take, Product Enquiry - Delete, Hide Costs, Disabled Customers, Customer Order Status report, Print Customer Returns, Delete Customer Returns
- 03/04/2008 Office news, Generate customer returns, Sort sales order lines by part number, Search for customers, Batch and transaction dates
- 07/03/2008 Alex Burge, Cash Receipts report, Web server
- 27/01/2008 Ricky Li, Customer Quotes, Web server, Thumbnails
- 21/12/2007 Christmas dates, Purchase Orders, GL account enquiries, On-screen information for options and selections
- 24/10/2007 Office business, Spam, Company logo, Supplier contacts, EDI Orders & Delivery Confirmation
- 13/09/2007 Emails, Stationary layouts, Deferred GST, Discounts by code
- 12/08/2007 Whereabouts, New developments
- 05/07/2007 Whereabouts, Australian Bank Account Numbers
- 20/05/2007 Whereabouts, Part Listing Report - Print bin locations, Customer Sales Analysis Report - Customer type and area, Stock Taking - Bin locations, Appointments/Notes - Sending Emails
- 25/04/2007 Contact details, Stock Take - Enter Count Figures, Purchase Order - Import, Stock Price List Report
- 23/02/2007 Customer Receipts, Releasing Backordered Goods, Viewing Lists - Sorting Columns
- 01/02/2007 Account Maintenance/Lookup, Maintaining Sales Orders, Printing Packing Slips, Bank Deposit Supplement, Searching by Keywords, FastBase - Startup Page, FastBase - Emailing Us
- 15/12/2006 Supplier Post Code, Order Notes, Purchase Order Register Report, Order Reports, FastBase Main Screen, Supplier Invoice Entry
- 05/12/2006 Fixed Assets, Cancelling Supplier Payments, Xtra e-Mail Not Delivered, Merry Christmas and Happy New Year
- 31/10/2006 Looking up Addresses, Selection Screens - Quick Find, Profit & Loss Report - Consolidated Accounts, Saving Report Selections, Merging Suppliers/Customers/Parts, Security Levels
- 24/10/2006 Cancelling Orders & Transferring Stock, Non-Diminishing Parts, Automatic Price Updating, Credits - Surcharge %, GL Account Enquiry - Printing Transactions, Staff Changes @ FastBase
- 13/10/2006 Order Enquiry, Releasing Backordered Goods, Freight Detail Report, Part Numbers, Invoicing Orders
- 04/10/2006 Processing Menu, Order Entry - Non Stock Items, Quote Status Report, Order Entry - Supply Quantity..., Purchase Order Enquiry
- 29/08/2006 Order Entry - Viewing Price History, Enquiry to Maintain Transactions, Barcodes on Products
- 04/08/2006 Sales Order Entry - Price History, Sales Order Entry - Default Quantities, Part Enquiry - Quoting a Customer, Customer Enquiry / Notes
- 25/07/2006 Import Parts Price File, Supplier Payment Details
- 10/07/2006 Part Maintenance - Selling Prices, Part Enquiry - Customer Price, Transaction Quick Entry, Customer Maintenance
- 29/06/2006 Exchange Rates, Stock Enquiry, Balance Sheet, Calendar / Appointments, Addresses - Zoomin
- 08/06/2006 Goods Receipt Entry, Emailing Reports and Forms, Customer Discounts, Stock Valuation Report, Utilities - Types - Inventory
- 19/05/2006 Payments - Bank Reconciliation, GL Journal Entry, 5 Cent Rounding, Customer/Supplier Lookup, Your Internet Connection!, Customer Credits
- 03/05/2006 Goods Receipts, Purchasing Backordered Goods, Customer Listing, Stock Adjustments - Labels, Customer Sticky Labels - Mail Merge, Product Maintenance - Misc
- 15/03/2006 Customer Status, Customer Receipts Summary Report, Supplier Payments Summary Report, Dispatching Orders, Order Logs, Product Maintenance, Users - Minimum Sales GP%
- 03/03/2006 Dishonoured Cheques, Customer Enquiry - Sales History, Purchase Order Entry, Balance Sheet, Stock Price List
- 08/02/2006 Profit and Loss Report, Maintenance Menu, Customer Frequent Products, Minimum Sales Margin - Minimum Sales GP%, Promotional/Give-away Items, Bank Accounts, Stock Listing, Customer Quotes, Suppliers - Payment Due Dates
- 19/01/2006 Product Maintenance/Enquiry, Product Listing Report, Stock Valuation Report
- 13/12/2005 Sorting Lists on Screen, Trading with other FastBase Companies, Supplier Invoices - Narration, Product Enquiry - Sales History, Purchase Order Entry
- 30/11/2005 Order Entry - Drag and Drop, Forward Orders Report, Stock Adjustments, Customer Order Numbers, Screen Reports
- 15/11/2005 Cash Movements Report, Customer Listing Report, Purchase Orders - Authorisation, Supplier Invoice Entry - Take 2
- 27/10/2005 Purchase Orders, Supplier Invoice Entry, Freight on Stock Transfers, Part Enquiry - Alternate Parts, Product Selections
- 10/10/2005 Stock Adjustments, Supplier Payments, Part Enquiry - Photos
- 12/09/2005 Quotes, Order Entry, Product Enquiry, Customers/Suppliers, FastBase - Screenshots, Ecommerce: Web Users
- 23/08/2005 Order Entry, Supplier Invoices, Customer Enquiry - Frequent Products, Emailing Documents, FastBase Startup, FastBase Installation
- 15/08/2005 Emailing Invoices/Statements etc. from FastBase, Printing / Emailing, Product Maintenance - Weight, Order Entry - Cash Customers
- 04/08/2005 Deleting Accounts, Quote Status Report, Quote Summary Report, Bank Deposit Supplement, Printing Invoices for Selected Customers, Stock Price List - for Customers, Emailing Invoices/Statements etc.
- 18/07/2005 Customer Listing, Backup, Customer Credits, Product Enquiry
- 28/06/2005 Product Availability Report, Supplier Invoices (Tax)
- 13/06/2005 Invoicing Orders, Transaction Maintenance
- 08/06/2005 Cash Payments and Receipts, Supplier Invoices - Payments, Supplier Invoices/Credits
- 10/05/2005 Miscellaneous Menu, Narrations, Stock Writedowns, Customer Enquiry, Stock Price List
- 29/04/2005 FastBase - New Address, Date Entry
- 24/03/2005 Stock Enquiry, Customer Freight Charges, Balance Sheet Report, Calendar & Calculator
- 02/03/2005 GL Enquiries, Emailing Reports, Stock Transfers, Stock Taking
- 22/02/2005 Product Enquiry, Line Notes, Backup - Verification
- 07/02/2005 Stock Adjustments, Inwards Goods Report, Estimated Prices
- 22/11/2004 Transaction Entry - Duplicate Products, Item Quantities, Web Sites
- 15/11/2004 New Sales Report, Keyword Search, Stock Valuation Report
- 08/11/2004 Stationery Layouts (Forms), Customer Receipts
- 04/11/2004 General Ledger, FastBase Functionality
- 27/10/2004 Backup
- 11/10/2004 Emailing Reports, Stock Taking, Stock Transfers, Email - SPAM
- 10/09/2004 Transaction Enquiry, Goods Receipts/Credits, Invoicing Goods Receipts, Serial Numbers, Credit Notes, Mouse Wheel
- 06/09/2004 Calendar and Calculator, Barcode Printing/Scanning, OpenOffice
- 25/08/2004 Stock Adjustments, Security, Bank Reconciliation, FastBase
- 10/08/2004 Customer Aged Trial Balance, Period End, Goods Receipts, Stock Transfers
- 26/07/2004 Notes and Alerts, Notes and Alerts - More Changes, GL Journal Batches, Customer Discounts, Product Maintenance
- 14/07/2004 Notes & Alerts, Printing Reports from Screen, Saving Report Selections, Printing Statements, Bank Reconciliation, Customer Sales Analysis Report
- 28/06/2004 Period End, Goods Receipts/Credits, Batch Printing, Screen Reports
- 02/06/2004 Stock Price List, Customer - Credit Control, Invoice Maintenance, Customer Receipts, Customer Enquiry - Transactions, Users - Preferences, Miscellaneous
- 27/05/2004 Finding Transactions, Notes & Alerts
- 18/05/2004 Standing Transactions, Supplier Purchase History, Backorder Email Notifications, Zip Drive??
- 06/05/2004 Stock Sales Analysis Report, Notes and Alerts, Order Entry
- 19/04/2004 Newsletters, Stock Valuation - Aging, Other Changes
- 07/04/2004 Customer Parent Companies, Notes and Alerts (sales messages)
- 18/03/2004 Order Entry, Date Entry, Free Advertising
- 05/03/2004 Entering New Parts, Stock Sales Analysis Report, Date Entry, Account Maintenance
- 27/02/2004 Sales Orders, GL Accounts, Inwards Goods Report, Finding Invoices
- 19/02/2004 Stock Enquiry, Suggested Order Generation, Purchase Orders, Selecting Suppliers, Orders - Notes
- 05/02/2004 Saved Reports, Part Enquiry - Orders
- 27/01/2004 Transaction Entry, Miscellaneous, Reporting - New Feature
- 06/01/2004 Order Enquiry, Customer Receipt Entry, Goods Credits, GL Trial Balance