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Glossary of Terms

Glossary of Terms

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Glossary of Terms

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Account – If a sale or purchase is on account (credit)

BACS – Method of payment when the money is paid directly into bank (Direct Deposit or Bank transfer)

Bank File – A file automatically created with a list of payments to process that can be sent to your bank. In Australia in a standard ABA format

Contact – Any person or company.  These can be prospects, customer, suppliers, staff or even personal contacts.

Contact Greeting – the name that you would use when writing a letter to that company/customer after “Dear ………” This has advantages over the traditional First Name / Last Name system in that the greeting can be more personal eg: Davo where the full name is David Smith

Contact Person – A business contact such as ABC SUPPLIES can often have multiple persons eg: Peter (Returns), Sally (Accounts), Joe (Sales), all with different email and phone numbers, pictures etc. These all link to a single Contact record

Customer Back-order – usually a trade customer requesting items not in stock - Invoice on Supply

Customer Special-order – a customer requests an item not in stock and pays in advance - Invoice on Order

Customer Orders – Term used for both customer back-orders and special orders

Direct Deposit – Method of payment when the money is paid directly into bank (Bank transfer - Same as BACs)

Division – Each branch, location or trading name where items can be sold

Hold – you may put an invoice on hold if the customer is called away for instance.  It can be completed later or deleted if the customer does not return.

HQ – The Headquarters branch and central database that collates the information from each Remote Database / Division (See Web-Link-HQ)

Items – A general name for products (Stock Items and Price Books) that can be entered on a sales transaction

Job Details - Each Job that processed with Evopos

Job Log - Each time a Job is worked on (or internal work is done) a separate Job Log is creates with

Non-account sales – sales paid for at time of sale by cash/credit card/EFTPOS etc

Operators – Each person (staff member) who will use the system

Payments made - by the company e.g. for purchases (bills) and expenses

Payments received – Payments received from customers, normally against an account or as a pre-payment

Pre-payment­ – Taking or making a payment prior to an invoice being created

Price Books - List of prices from suppliers that can be accessed for ordering or selling

Purchase invoices – bills for/ purchases made by this business

Purchase orders – a request for stock made by this business to a supplier

Recall – bring up a transaction (Invoice, Estimate, sales order, Job) that has not yet been completed

Remote Division – When a Division is not directly connecting to the main database. Each one has its own independent database that can periodically update the HQ Database

Sales invoices – details of sales to our customers

Sales order – delivery note/pick list

Settlement discount – discount sometimes given to us or by us if an invoice is paid within a specified number of days

Stock Item - Products that we normally keep in stock or would regularly bring up on a sales transaction. Also includes special messages part )

Store – Each collection of items with specific stock quantities. Normally there a separate Store for each Division, however you can have multiple divisions sharing the same store or one division having access to multiple stores.

Supplier Account - A special Sales payment method used when the payment of a sales invoice goes towards paying a supplier purchase invoice

Temporary credit – a customer pays too much to their account and receives a credit towards their next purchase

Unit - is the individual units of an item where there is a unique serial number or VIN. Can be different Types (see below).

Unit Type – This is the type of unit e.g. car, boat, cycle or a part with serial numbers. Used to control the fields used. For example a Boat could have HIN, Engine No, Hours etc. A Cycle could have Frame size Frame number, Wheel size, Gears etc.

Unit Model Template – The Model Templates is a record of common information about each main model or model family. It save us re-entering information on models we sell or work on a lot.

Unit Sales Details – Each time a unit is bought and sold a Unit sales details record is created (Linked to the Unit Main Details

Unit Main Details – This tables stores details of a unit that remains constant such as the Make, Model, VIN or serial number, Reg or Ref number etc. The Unit Main details can link to Unit Sales Details and/or Job Details.