Softbase Systems Support


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Softbase Release 3.16.2 - published 2/14/2024






Softbase Connect API

The Softbase Connect API is recommended to be hosted by Softbase on our cloud hosted servers but in the case you want to host the API in your environment you are able to download and set it up using instructions in our knowledge base.  The Softbase Connect API provides connectivity for the latest Softbase Mobile Service application that can be found in the Apple and Google Play Stores.  It also is required for the latest updates for the PayJunction Credit Card Integration with Softbase 3.0 



    • Popular Articles

    • How do I apply a deposit to a work order?

      The recommended approach to applying a deposit to a work order involves applying the payment directly to an open or closed invoice. First, you will need to make sure that your print options do not suppress payments. Then, you would go ahead an open ...
    • How do I back out a part I incorrectly received?

      If the part has been incorrectly received, there is not a way to reverse the receiving. There is, however, a way to update the PO with a new record for a negative quantity. If the PO is closed, you will want to pull up the PO and choose the ...
    • Paying an AR customer invoice with a credit memo from a vendor.

      This process is often used when you have a vendor account that is also a customer. If the vendor issues a credit to issue against an invoice on the AR side, you can apply the credit within the AP process to apply it against an AR invoice. This will ...
    • How to open a work order.

      How to Open a Work Order All work orders are opened the same for every department, from Softbase Systems main menu, Invoicing tab, click to open. In this image: The Sales Document contains key information about the work order, i.e., Sales ...
    • How do I post a finance charge in AR?

      When keying in the AR deposit, you will simply want to add an additional line into the entry detail to account for the interest. For example, let's walk through an invoice for 6.11 with interest of .89 for a payment total of 7.00. We will select the ...
    • Recent Topics

    • Searching Parts and Alias

      Would like to see the process of having to search by part #, alias and description made easier. Instead of having to search the 3 ways separately would like to be able to enter a part # and have the system automatically show all part #'s that have that
    • AR Deposit - invoice # search

      It would help expedite deposit posting if on the AR Deposits window the system would highlight the invoice in the data screen that the user inputs in the Invoice # Search box. The AR Inquiry screen does this already & it would be great if the AR Deposits
    • SOFTBASE MOBILE

      Buen Día. Revisando la aplicación softbase mobile con mi equipo de técnicos les pareció genial tener ya un buscador que nos indique los servicios realizados a cada montacargas pero para ellos les resulta mas funcional que en vez de ser por numero de serie
    • Time Cards/Document Center: Release 3.4.0.24 - Windows 64 bit

      This has become more complicated and not as easy to pull up the previous day's time cards. I would like to see it revert back were you can see all the time cards in the Mechanic's tab as previously shown. It was easier to see each mechanic's time card.
    • Void Checks

      We would like to see the GL updated for voided checks on the date the check was voided and not the original check date. We are losing the visibility of voided checks and making the bank recons more difficult.
    • Signable Packing Slips

      I would like for when my drivers go to the customer, they can bring up the packing slip and get a signature on it.
    • Inactive Customers Automatic Status Feature

      Adding an automatic feature within Softbase to change customer status to inactive after a period of no use would be very beneficial to users of the program.
    • Equipment enhancment within softbase

      The equipment coordinator had asked if the development team would consider add 2 more check boxes within the equipment search module much like "customer inventory". The 2 additonal are "in order" and "in stock".
    • GM Report

      Can we get the Guaranteed Maintenance End Date added to the Guaranteed Maintenance Report by Date Range? I see where it includes the start date, but end date would be very helpful.
    • Account / Bank - Reconciliation Process

      I was today years old when I saw the reconciliation part of Softbase. What table(s) are affected by clearing a transaction? Since 2004 the person in the controller role has managed this process and this has not been used. We need to clear previous years'
    • Entering PO's in Foreign Currency

      It would be nice if a vendor is marked as USD that SB would not auto-convert the price per unit that we've entered to a PO and trust that we've entered the cost correctly. When we enter a PO to a US vendor, we enter a line item in USD since that's what
    • Credit Approvals

      It would be helpful if we could select multiple entries on the credit approval screen. This is especially annoying when service opens multiple PM tickets. I may have 15+ approvals for just one customer and being able to select multiple WO's would be a
    • Sales & Gross Profit Report

      There is a report in Access that needs to be added to Softbase reports tab. Sales and Gross Profit. This report is necessary for us to run our dealership effectively.
    • Annoying "Only Show Received Between Dates" prompt

      Does anyone agree with me that this is an annoying prompt that comes up when printing purchase orders ? Per Robert H, if I can get people to agree to have it removed, they will get rid of it. Thank you
    • Email Exceptions - Customer Master

      How do the exceptions work for email - I want to send customer emails for part, service and equipment, but not rentals. Does the exceptions on the right address that?
    • Crashing when Printing 3.0

      when we click print to print the POs, a few times a day the whole system crashes.
    • Change how the system handles American Express (or any credit card used for A/P purchases) activity, etc.

      Credit card accounts (in our case American Express, vendor #10043)(G/L liability a/c 202000) needs to be removed from the regular Accounts Payable (G/L liability a/c 201000) Aging report. The 201000 Aging report needs to tie to account 201000 on the G/L.
    • Add Control# to 'Depreciation Setup' screen from JE screen

      Please consider adding a column for 'Control No.' on the Depreciation Setup screen that pops up when going to do depreciation maintenance/adjustments, from the Journal Entry screen. Everything in the system related to Equipment is based largely on Control
    • Physical Inventory Valuation

      I would like you to add the dollar value of the counted parts physical inventory. The variance report created by the process includes the dollar variance of the variance, but that really doesn't mean much unless I know the value of the parts that the
    • blue arrow to add flat rate

      please add a blue arrow to add flat rate description, just like in misc
    • Parts Journal Entry Effecting Quantity

      Hello, it would be nice to have a journal entry like Sage and Quickbooks has that effects parts quantity and dollar amount
    • Avg Days to Pay

      Does anyone have the Average Days to Pay SQL calculation? Trying to replicate this number for a report. I can get close but not exact. Currently using MIN(EffectiveDate) for invoicedate and MAX(EffectiveDate) for PaymentDate.
    • Credit Limit Check on Order Open

      We would like to see a way for users to be able to have a credit check performed at the time an order is opened. Under the current Softbase methodology, when the user attempts to close an order to invoice a credit check is performed. This method is fine
    • Softbase users/Payroll processing

      I'm reaching out to the community here, based on those that use Softbase and wanting some ideas on how you do payroll processing. We are looking to outsource and I need any help, all the details, etc that I can get from anyone that is willing to share.
    • VENDOR INFORMATION

      IT SURE WOULD BE NICE IF WE COULD ADD VENDOR DOCUMENTATION TO THE VENDOR SET UP LIKE WE ADD TO THE CUSTOMER SET UP.
    • Automation of invoice closing

      Has anyone found a solution to batch-close orders to invoices? We are currently manually closing individual orders, and the time sink is becoming too great.
    • print combined tax rate for specific customer

      Hello! Typically we do NOT print tax % on our invoices, and don't really want to. But we have encountered a few customers who require that we give them the tax rate % that is being charged. I know of the Invoice Design option to print the Standard Tax
    • Include With Customer Invoice - checkbox for backup paperwork

      Hello! Our AR Specialist needs to primarily work from the AR Inquiry screen. On that screen when she selects an invoice she can see the attached documents in the lower left box, Invoice Images 1. However, that box does not indicate if the document is
    • Report

      I need a report that shows the sales person for allied products account codes. They are not set up as commission accounts.
    • Online Parts Sales

      We would like Softbase to integrate with our online parts sales. Some way to get all the sales into SB and adjusted the inventory for qty on hand. Our locations spend a lot of time re-entering customer info and sales invoices and we're finding a lot of
    • Add PM status to Equipment tab in Customer Profile

      Add PM status to Equipment tab in Customer Profile that was available in 2.0
    • 2023 Softbase Users Conference!

      We are excited to announce that registration is now open for our 2023 Softbase Users Conference! The event will take place in Houston on Wednesday and Thursday, March 15th and 16th of 2023. You can find more information, including a schedule of events
    • Softbase Service app - Schedule date and TIME

      Hi Softbase Team, I hope you are doing well, in order to support technicians in their activities and visits, the Part Manager is requesting to add the scheduled TIME in softbase service app on the screen below, currently the screen displays only the scheduled
    • Softbase Service Reports

      Hi Softbase Support, I hope you are doing well, here is an enhancement request for the softbase labor reports, specifically in the following reports. Labor Report by Date Range. Labor Report Daily. Labor Ticket Daily. Currently, these reports include
    • Reoccurring Billing - Rental Agreement Set Up - To Populate Misc. Tab Items

      Currently, when setting up reoccurring invoicing through rental agreement tab, the misc. tab items will drop off of the invoice when a new invoice populates for the following month. I would like to see ALL information input into an invoice to populate
    • changing/modifying bill to customer information

      Is there a way to change or modify the "bill to customer" information? We have the ability to do it for the "Ship to" but we are needing it for the other as well.
    • PO parts cost

      Hi, When you update a cost for a PartNo that already exist in the PO, and you are adding more than twice the same partNo in a WO, then the subsequent partno's will be added using the first cost in that specific PO. and if the PartNo was added in the PO
    • Mobil parts in work order

      Is there a way to disable the Mobil parts feature attached to Softbase mobile? I would only want the technicians to bill what is actually in their van stock. I am having an issue with them billing out obsolete or updated part numbers.
    • Trial Balance Does Not Balance

      When we run the Trial Balance, the liabilities and equity should present in negative amounts (in general) so the Trial Balance actually balances to $0. I suggest the TB presents in the same positive or negative amount that is actually in the GL
    • view customer labor rate while in flat rate tab

      in 3.0 it would be helpful to be able to see the customer labor rate while in the flat rate tab