NumberCruncher's in Paradise

May 20, 2016 at 8:59 AMJoshua Goldberg

Hey everyone. Welcome back to another weekly edition of the NumberCruncher blog! As our weekly readers know, our trainer/support tech, Tom, has been writing our weekly blogs for the past few months. But as summer starts to ramp up and Tom's calendar starts to fill with training appointments, I've been asked to take over. My name is Josh Goldberg, and i'm the marketing supervisor here at NumberCruncher. For the fans and loyal readers of our blog posts, please don't panic! Our blog's will continue to include support answers and how to's, for our product's including All Orders. But it will also include other exciting technology news and new features will be popping up all the time, so make sure you subscribe and follow the NumberCruncher blog, because you never know what will appear! As always, if you are struggling or have any questions about All Order's software, please visit our support page or give us a call at 866-278-6243 so that we can set you and your company up for a training session Today! 

Today's blog post will focus on our product line. Kind of a reintroduction of who we are and what we offer. Before we can dive into our award winning products, we need to start with who we are. NumberCruncher, Inc is a leading provider of inventory and order management software for the QuickBooks community. Founded in 1999, NumberCruncher was the first developer to invest in QuickBooks software development kit from Intuit. Our mission has always been to provide innovative, scalable and cost effective inventory management solutions that solve real world business issues, resulting in total customer satisfaction, increased profitability and competitive advantage. Thousands of manufacturers and wholesale distributors rely on NumberCruncher solutions to manage their everyday business activities across the globe. From inventory control to production management to order processing and fulfillment, these solutions are unmatched in the marketplace, setting the standard for QuickBooks inventory add-ons for the manufacturing and wholesale distribution markets. 

Our flagship product All Orders, is inventory software that bridges the gap between business accounting and business success. All Orders is a comprehensive inventory and order management software application that helps you make better business decisions in purchasing, shipping and receiving, order entry, production and inventory control. All Orders gives the business owner, manager and accountant the tools to be successful faster, easier and more efficiently. The best part about All Orders is the fact the application can be used as a stand-alone inventory software, or users can fully integrate it with QuickBooks, so you never have to enter the same data twice. Besides the integration with QuickBooks, All Orders also supports integration with 3D Cart, Magento, Sales Force, UPS, FedEx & USPS; just to name a few. If you are already an All Orders user, please make sure you have upgraded your software to the latest version 6.2.3, which was released in March. To verify your currently version, please go to Help --> About. The new update was for general maintenance purposes and includes all previous updates and addresses known issues.

 

After the success of All Orders, NumberCruncher got back to the drawing board and realized that in today's society, there's a growing trend of business owners who are constantly on the go and spend very little time, in their main offices. These owners were the inspiration behind our products All Orders Mobile & All Orders Web

All Orders Mobile extends your company's inventory management by bringing it into your warehouse and allows you to take full advantage of the barcode label printing feature within All Orders. The goal of All Orders Mobile is to make your warehouse operations more efficient. After All Orders Mobile is installed on your Windows based device, it connects wirelessly to your All Orders database and download sales orders to be picked, purchase orders to be received and counted. Once a sales order is picked, the picking information will be uploaded in real time back to the All Orders database and automatically creates a Ship Doc. Similarly, once a purchase order is received through All Orders Mobile, the information will be uploaded to All Orders and a receiver will automatically be created. Finally, All Orders Mobile will update your count in All Orders with the new quantities. 

All Orders Web is an e-commerce website that shares a database with your All Orders program. All items, customers, vendors, purchase orders, quotes and orders that are created within All Orders will be instantly available within All Orders Web portal and vice versa. One of the unique features of All Orders Web, is the ability to give role based access to your staff, sales reps, customers and vendors. The role based access feature, will significantly improve customer engagement and quality of service by allowing your customers to view stock availability, create quotes & orders, as well as, check on order statuses. Another beneficial feature of All Orders Web to businesses, is the fact the program is written using ASP.NET, so all the web forms are customizable. You are not only able to customize the look and feel, but you are also able to customize the "business rules" that are specific to your industry. 

Finally, our newest product, ReorderPoint.com, might be the one to impact the industry the most. ReorderPoint.com is a purchasing tool that offers a systematic approach to forecasting inventory needs. ReorderPoint.com is a cloud-based application that integrates with All Orders and QuickBooks. The way it works is, during the initial setup, ReorderPoint.com, will import up to 3 years of historical data from your QuickBooks/All Orders files including sales figures, purchases and component usage. The program then uses statistical methods to determine lead times, trends, seasonality and special orders. Based on the type of trends we identify we apply a model (i.e. a mathematical equation to calculate lead time demand). We then use the lead time demand to calculate the reorder point. The program also regularly imports your current inventory status including on hand, on purchase orders and back order quantities. ReorderPoint.com then compares the inventory status to the reorder point and sends alerts when the status is below of nearing the reorder point. Additionally, ReorderPoint.com provides lists, reports and graphs you can use to analyze your usage and make more informed purchasing decisions. 

Being involved in the software industry means your work is never finished. The minute you take a day off, everything switches up on you. We at NumberCruncher are always participating in new training exercises and growing our knowledge of QuickBooks & technology in general. Woodard is a company that empowers small business advisors through cutting-edge training, networking, coaching & resources. Next week Woodard is hosting their annual Scaling New Heights conference. This year's conference will run May 22nd through May 25th and be located at the Atlantis Resort in Paradise Island, Bahamas. If you will be attending Scaling New Heights, please make sure you stop by the NumberCruncher table at booth #96 and tell our CEO, Ian Benoliel that Josh sent you!

How to Include Employee Costs in BOMs

May 6, 2016 at 3:02 PMThomas Riemann

Hello everyone. Welcome back to the NumberCruncher Blog. As most of you know, My name is Tom and I am the trainer/support tech here at NumberCruncher. If you need to learn how to do something in the All Order's software, I'm your guy! Remember, if you are struggling with something in the All Order's software, please give us a call @ 866-278-6243. We can set up a training session with you and your company remotely. So make sure you build up those questions and give us a call to set up your session today! That's not what brings me to the blog today. What I would like to talk about today is something that customers ask about all the time, "How do I include employee Costs in BOM's." So sit back and enjoy the read!

Our first step is to create an item that we can put into a BOM. We're going to create a new item called "Labor" (or whatever you would like). This item should either be a non-inventory part, service or other charge group. If you are creating this item in QuickBooks, check the "This service is performed by a Sub-contractor, owner or partner." Next, go to the purchasing tab, enter the cost. The cost should estimate the hourly wages and benefits. Of course, we're going to need to select an income account and an expense account. For income, you can select any of them. For the expense account, create a new account Called "Salaries Applies to Finished Goods". Save and close this item.

Now it is time to include this newly created item in the appropriate Bill of Materials. Go to a finished good item and edit the BOM's. Simply add this item to the component lists. Save and close. Now we can start using this finished good on a work order that will include this new Labor Item's cost.

When you finish a production, the labor cost will be deducted from Salaries Applied to Finished Goods expense and included in the cost of your finished product. Now if the salaries account is greater than the Salaries Applied to Finished Goods, this means that a) you have processed payroll but have not yet finished the product or b) the Cost amount on the item is too low. If the Salaries account is less than the Salaries Applied to Finished Goods this means that either a) you have finished product but have not yet processed payroll or b) the "Cost" amount on the item is too high.

Well, I hope this has cleared any confusion you might have with creating Employee Costs in BOM's. If you still have some question's, place a comment below, and I will answer your question directly. You can also send us an email Support. It's Friday! Take some time to yourself this weekend and get ready for Monday! Enjoy!

 

TOM

How to add users in All Orders!

April 27, 2016 at 1:45 PMThomas Riemann

Happy day to everyone!

The Manage Users command, available from the Company menu, allows you to set access levels for every individual in your organization who will be accessing the All Orders system, including sales, administration, production teams, etc. This must be done separately within All Orders, as the application does not make use of QuickBooks user profiles.

By default, only the Admin account exists. This account does not initially have a password. If you're going to be setting up a multi-user environment, then this is the first thing you'll want to remedy. Administrators have complete access to the program and its data, and only administrators can view, add, edit, or delete users and user rights. As such, this account needs to be well-protected with a strong password. Type a password into the Password field, and then retype it in the Confirm Password field.

Once you've protected your Admin account, it's time to add other users. Choose Save & New from the Save drop-down list button. You'll then be required to choose a User Name and Password as well as set access privileges.

After entering the unique user name and password, click the Access Levels tab.

On this screen you can assign access levels to various parts of the program as follows:

  • No Access. User cannot edit or even read the list.

  • Read-Only Access. User can access the data, but cannot make edits.

  • Full-Access. User can access the data and has full write privileges for making edits.

 

Then click the Rights tab and complete the user rights:

  1. This user is connected to QuickBooks option appropriately. Unchecking this option disables synchronization with QuickBooks.   See Synchronizing with QuickBooks on different strategies for QuickBooks exchanging information with QuickBooks.  

  1. There are numerous check boxes that can be used to grant/restrict access to the user in question, such as the ability to delete records or approve Sales Orders. Check all the boxes that apply.

  2. In addition to these check boxes, All Orders also sports two special filters: by Sales Rep, and by Location. For example, if you want to restrict an employee's data access to a customers having a particular sales rep.

  3. Choose either Save & Close to save your work and exit the dialog, or Save & New to save the current user and move on to the next one.

Well that is all for today! I hope everyone has a great weekend! Make sure to contact us if you have and Questions. support@numbercruncher.com or call us @ 866-278-6243.

All Order's Add ons

April 8, 2016 at 3:18 PMThomas Riemann

Welcome back to the NumberCruncher blog! I hope everyone is have a great week! Today I would like to talk about an add on to the All Order's software called All Order Mobile. All Order's mobile extends inventory management into your warehouse. This will allow you to increase your efficiency in the warehouse by decreasing mistakes made. All Orders Mobile by NumberCruncher extends inventory management into your warehouse and lets you take full advantage of barcode label printing within All Orders. To me, this add on really makes our inventory system the best inventory software on the market. Just a little bit of background on myself. I use to manage a warehouse. When I was in that field, we didn't have any bar code scanning or a real time inventory management system like All Orders. Which made my job much more difficult. Adding bar coding to your company will save a lot of headaches going forward. Imagine doing your inventory count's on a hand held device, scanning instead of physically counting. I would of gave anything for this system! Now let's talk about All Orders Mobile.

All Orders Mobile by NumberCruncher will make your warehouse operations more efficient! All Orders Mobile is installed on Windows based devices. It can connect wirelessly to your All Orders database and download sales orders to be picked, purchase orders to be received and counts. Once a sales order is picked the picking information will be uploaded in real time back to the All Orders database an automatically create a Ship Doc. Similarly, once a purchase order is received through All Orders Mobile, the information will be uploaded to All Orders and a Reciever will automatically be created. Finally, All Orders Mobile will update your count in All Orders with new quantities.

  • Pick Sales Orders
  • Receive Purchase Orders
  • Perform Inventory Counts
  • Find Location/Bins of Inventory
  • Move Bins
  • Adjust Inventory
  • Transfer inventory.

Check out our Intro video on All Orders Mobile by clicking here. We also have more video tutorial's showing how to perform a Sales Order, Receiving a Purchase Order and performing an inventory count.

Well that is all for today! I hope everyone has a great weekend! Make sure to contact us if you have and Questions. support@numbercruncher.com or call us @ 866-278-6243.

New feature - Custom Messages

March 18, 2016 at 3:05 PMThomas Riemann

          Good afternoon! Happy Friday everyone! As you guy's already may know, we recently released a new version of the All Orders software, Version 6.2.3. I recommend everyone download this update. We believe that All Order's is the # 1 Inventory System on the web today! We strive to come out with these updates as frequent as possible to improve our Inventory System and add key features that you may have requested. Speaking of requesting features, have you seen our feature request on NumberCruncher.com? Now our software has many many features but let's face it, as smart as we are, we can't think of everything. So if there is anything that is not in the All Order's software currently, submit a feature request! Not every feature will be able to make it in but if it gets enough user votes, you may see it in the next update!

          Ok, let's get to the point of this post. Let's talk about a feature that many of you have requested, Custom E-mail templates. To get to this new feature in the newest update, go to List - Profile Lists - Sales - Custom Messages. This feature will allow you to add a custom message when you are e-mailing the invoice to a customer. When creating a new custom message, you now have the ability to select which report you would like this custom message to be associated with. For instance, let's say you are e-mailing a Sales Order report to a customer, you can create a custom message to appear every time you e-mail that Sales Order report to the customer. Every time we e-mail this to a customer we want it to say Thanks for your business! Have a great day. We would simply put that in as a new note and simply select which report its tied too below. Additionally, we can add selected information to be displayed in the custom message. Similar to our reporting system, we can add fields to this custom message. Lets say we want all the item's on this sales order to appear in the e-mail as well. We would simply add this field like this: [ITEM]. Since we have multiple line item's on the sales order, were going to tell the system to bring all those item's into the e-mail. We would set this up like this:  [LINE][ITEM][/LINE]. What that will do is list all the item's on the report. I have created an example of a complete custom message:

Shipping Notification

[SHIPDATE]

Number Cruncher Inc.

123456 Street Road

Hollywood, FL 12345

Phone (000) 000-0000 Fax (000) 000-0000

Billing:

[BILLADDR1]
[BILLADDR2]
[BILLCITY], [BILLSTATE]  [BILLZIP]
[BILLPHONE], [BILLEMAIL]

 

Shipping:

[SHIPADDR1]
[SHIPADDR2]
[SHIPCITY],[SHIPSTATE] [SHIPZIP]
[SHIPPHONE] [SHIPEMAIL]

Dear [CUSTOMER]

Your order [DOCNO] shipped [SHIPDATE].

Here is your tracking#: [SHIPDOCREF]

Item: [LINE][ITEM][/LINE]

          Stay tuned for next week's blog post! I will be going over why our software is the best inventory software out on the web. I will be going over some of the features All Order's has that many other inventory software might not include. Well, I hope you guy's have a great weekend! Talk to you Soon!

Update: Version 6.2.3

March 4, 2016 at 3:42 PMThomas Riemann

Hello everyone! Welcome back to the NumberCruncher Blog! I hope you got a chance to check out our previous post about the Consignment's Feature within the All Orders software. If your company does consignment's and you would like to learn more about this feature, please check out last week's post below. Today, I would like to go over a new update, Version 6.2.3

Added - Create Custom Messages for emailing forms and include place holders for data to be populated upon emailing.
Added - Preference to have lot/serial #s scan mode auto on for all documents.
Added - Images can now be added to labels in the same way they are added to other reports.
Fixed - Click Save & New after creating a new lead would jump into the screen to create a new customer instead of a lead.
Fixed - Generating documents that required custom fields from repair orders causing errors.

In Next week's blog post, I will go over our new feature that came with this update. Custom Messages for emailing forms. Well, that is all for today. I hope you guy's have a great weekend! Remember if you have any questions, head over to our website. As always you can always e-mail customer support at support@numbercruncher.com or call us (866) 278-6243.

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How to return Item's from the Consignment.

February 29, 2016 at 3:36 PMThomas Riemann

Hello, and welcome back to the NumberCruncher Blog! Hope all of you are doing well and you business is thriving! Today I would like to continue to talk about a feature in All Order's called Consignments. I left you guy's hanging last week and only show you how to ship those item's to the customer from the consignment. Today, I am going to tell you how to get some of those item's that didn't sell back in stock from the consignment screen.

So you have sent out those item's now it's time to get some of those back. You will want to create a brand new consignment. Enter the same customer you shipped those item's to. Before I had you enter in the QTY you wanted to ship to the customer in the Ship Doc column. This time you will update the QTY you would like to receive back into All Order's. You can do that by entering the QTY into the Return Column. Once you have entered the necessary qty to be returned, go ahead and go to Activities - Finalize. This will create received doc's for those item's. This process is very similar to what we did last week.

Well, that is all for today. I hope you guy's have a great week! Remember if you have any questions, head over to our website. As always you can always e-mail customer support at support@numbercruncher.com or call us (866) 278-6243.

 

 

What is a Consignment? How do I ship out item's?

February 19, 2016 at 3:50 PMThomas Riemann

Hello, and welcome back to the NumberCruncher Blog! Hope all of you are doing well and you business is thriving! Today I would like to talk about a feature in All Order's called Consignments. You might be asking yourself "What is a Consignment?" Consignment is the act of consigning, the act of giving over to another person or agent's charge, custody or care any material or goods but retaining legal ownership until the material or goods are sold. 

We have a perfect feature in our system for this. To start a new consignment, go to Sales - New Consignment. But lets not get ahead of ourselves. Before we get that started, you will want to make sure you set up the default location for the specific customer. You can do that by going to the customer screen, clicking the Shipping Info tab, and selecting that default location. You will want to make sure you set that location to the location where your quantity is. The reason why you have to set that up before is because only those customers with the default location set will appear in the drop down. Ok, back to the consignment. Once you add a customer and a location, all the items in that location will populate. You can use the filter tab to filter for a specific item on the list. This is where you will be able to pick and choose what item to send and how much QTY to send. You will enter this info under the ship doc column. Once you have selected that information, we can go ahead and go to Activities - Finalize. Now a Ship Doc will be created for that customer for those items. Next week, I will talk about how to get those item's that didn't sell back from that customer. Stay tuned!

Well, that is all for today. I hope you guy's have a great weekend! Remember if you have any questions, head over to our website. As always you can always e-mail customer support at support@numbercruncher.com or call us (866) 278-6243.

Understanding the Work Order

February 5, 2016 at 3:48 PMThomas Riemann

Hello everyone! Welcome back to the NumberCruncher Blog! I hope you got a chance to check out our previous post about Lot/Serial numbers within the All Orders software. If your company keep's track of Lot/Serial number's and you would like to learn more about this feature, please check out last week's post below. Today, I would like to talk about the productions side of thing's. I would like to briefly go over our Work Order feature.

If there's a production aspect of your business, and you're creating new items out of singular components (raw material's), then you're likely to use our key feature, the Work Order. Work Orders include to major aspects of production: Part and Processes. Every Work Order will consist of a number of Steps/Operations. This will describe the labor and manufacturing involved with producing the item in question.

Step/Operations can contain one or more components. These items will go into producing the finished good. This is a great way to keep track of inventory of your raw materials/components. When you start the Work Order process, each step will have a status, which can have the following values:

Waiting: Components need to be allocated. You can enter quantities directly into the Allocated column of the Component List, or use ‘Pick All’ or ‘Pick Select’ to automatically allocate components based on available quantities.  All components must be allocated before status can be changed to ‘In Production,’ unless you have the ‘Allow status forcing’ option selected in Preferences.

Ready: All components have been allocated and the step is ready to be placed into production.

In Production: The step is currently is being worked on.

Finished: Production is finished for the step.

You can also assign time to these steps. Maybe you are adding labor cost, and you want to be able to track how long it takes to complete each step so you can add the correct amount to labor.

You will aslo have a number of Work Order related commands on the toolbar. You can get to these commands by the activities drop down menu. Let me go over them with you:

Finish all: This will automatically finish all steps, provided there's enough allocated inventory. Additionally, you must have Status Skipping enabled in your Work Order Preferences for this command to work.

Restart: Starts the Work Order over from scratch, setting the Produced field back to zero and resetting all steps back to Ready status.

Split: If you have already completed at least one assembly (and have the inventory available to produce the remaining total ordered), you can split off the remaining unfinished assemblies into a new Work Order so that you can bill for the ones you've already produced.

Pick Selected: For the selected step, All Orders automatically fills the Allocated column with available stock.

Pick All: For every step in the work order, All Orders automatically fills the Allocated column with available stock.

Flatten: In the case of a multi-level Bill of Materials, you might want to do a single Work Order, listing all the components of the entire hierarchy as though it were a single Bill of Materials. This button allows you to do that. In order for the Flatten function to drill down to the components of the sub-assembly, the sub-assembly must be parked as a ‘Phantom BOM’.

Drill Down: In the case of a multi-level Bill of Materials,  Drill Down will to automatically create the chain of work orders for the top level item's sub-assemblies.   All work orders that are part of the chain will have the same Drill Down Ref being the work order # of the top level item.   You can filter the work order list to by Drill Down Ref to view only the work orders in the drill down chain.

Create Linked Purchase Orders: Opens the Reorder Analysis tool, allowing you to place orders for components required directly from the Work Order.

Create Linked Work Orders: Allows you to create related work orders in order to produce components that are sub-assemblies.

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Lot/Serial Numbers

January 29, 2016 at 9:20 AMThomas Riemann

Hello, and welcome back to the NumberCruncher Blog! I hope you guy's enjoyed some of those articles about our fantastic program, All Orders. If you haven't checked those out yet and are still on the fence about making the switch to All Orders, make sure you scroll to the previous blog post!

For today's post, I will be addressing Lot/Serial #'s. Tracking Lot and Serial #'s allows you to specifically track the movement of a particular item within your inventory. A lot of companies in the food industry and electronics will use Lot and Serial #'s. Normally, you wouldn't be able to differentiate between an item that was purchased a year ago and an identical item that was purchased 2 days ago. That's why its important to assign your items with a Lot or Serial number, so you can effectively track that item's movement. Another great thing about Lot/Serial #'s is that it will allow you to also track expiration dates.

In order to enable Lot/Serial #'s in All Orders, proceed to the Item Editor and select the "other" tab. You will see a check box "This item has lots or serial numbers. Make sure that is checked to assign a lot number to it. If you already have some Lot or serial numbers for items, but they are not in All Orders, you can use our LotSerialNumber.xls import sheet to get them into the system. You can find all our import sheets by following this patch in your machine: C:\Program Files\NumberCruncher\All Orders\Import. These are some of the very basic's of the Lot/Serial # feature in All Orders. In future blog post's I will be diving deeper into some of the basic features in All Order's.

Well, that is all for today. I hope you guy's have a great weekend! Remember if you have any questions, head over to our website. As always you can always e-mail customer support at support@numbercruncher.com or call us (866) 278-6243.