General
How can I reprint a replenishment list?
You can go back and regenerate the report as needed. When in the replenishment tab, select file and uncheck the "select recent" option and this will enable a report date option. You can then input a date to print the report for as needed to reprint ...
How to transfer an AP balance to another invoice and/or vendor.
If an invoice was posted to the wrong vendor but the distribution was correct, I can simply move the payable balance with a journal entry. I will open a new journal, and then select my AP GL account. In this example, I want to take the balance of ...
Parts Reconciliation using Accrual Based Accounting
To reconcile inventory, there are a few variables that need to be considered when looking at your physical valuation when comparing it to the GL account balance. First, the costing method being used to value inventory will be either replacement cost ...
Quotes
Quotes are available within Softbase and require minimal setup to utilize in the application. To begin, you will want to establish how long your quotes will be viable before expiring and what numbering sequence you would like to use for your quotes ...
How to perform batch billing for rental documents.
To invoice multiple rental contracts at once in a "batch" you can perform the following in Softbase: In the Invoicing window, click on "Inquiry" at the top, and then click "Work In Process" from the drop down menu. You should now be in the Work in ...
GL Inquiry
GL Inquiry in Softbase is located under the main Accounting tab from the application menu. This module allows users to review a singular journal entry, multiple entries to the same account, invoice number, etc. and is a tool used for many purposes in ...
How do I get payments to print on my invoices?
This is in the invoice print options by user. You will want to make sure that "suppress payments" is not checked so that the payments and invoice balance will display.
How to e-mail an invoice to the financing customer rather than the bill to customer on a work order.
If you wish to e-mail the invoice to the leasing/financing customer, you will want to do so from AR inquiry and not from the invoice preview within invoicing. If you choose the invoice and select file - Email PDF from within AR inquiry, it will load ...
How to find the version of Softbase Mobile in the app.
After opening the Softbase Service mobile app, choose the "About" option from the main menu. The app version as well as the API version will be displayed in this view upon opening the About section of the menu.
How to use the Positive Pay Report in Softbase
Softbase has a Positive Pay Report located under the AP sections of the reports (you may need permission to access if you don't see it) that would include the check no, amount, date, and payee information that you can export to excel and then save as ...
How do I record an EFT payment in Softbase?
To record an EFT payment (where you do not need to print a check and are just recording the payment in Softbase), you will typically use the manual payments tab in AP payments. You would need to pay each vendor individually with that process, as the ...
How to stop a reocurring document
To stop a reoccurring document-- While the current work order is open, you would want to make sure that the reoccurring document checkbox on the additional info tab is not checked and also check that if there is a rental contract on the order that ...
Softbase Service Mobile App Release Notes 2.2.25
Softbase Service Mobile App Release Notes 2.2.25 Release Date - 3/15/2024 Enhancements Warehouse New settings in Evolution allow a Technician user type to be set up with assigned warehouses to be used in Softbase Service. When warehouses are assigned ...
Softbase Mobile Service App Release Notes 2.2.22
Softbase Mobile Service App Release Notes 2.2.22 Release Date: 03/12/2024 General Updates Softbase Mobile Service was updated to handle when the users device was set with Regional Settings that formatted date differently than an US or Canadian Date ...
Softbase Mobile Service App Release Notes 2.1.16
Softbase Mobile Service App Release Notes 2.1.16 Release Date: 12/12/2023 Work Order and Dispatch Updates The Schedule Time now displays next to the Schedule Date on the Work Order and Dispatch Card. Warranty Information of the Equipment record can ...
Softbase Mobile Service App Release Notes 2.1.10
Softbase Mobile Service App Release Notes 2.1.10 Release Date: 10/27/2023 Labor Updates Multiple Technicians can now be dispatched to the same Work Order and clock in and out independently on the Work Order. If a Technician chooses to complete the ...
E-mails are not sending from the mobile app.
If e-mails are not sending through the app, the first thing we need to check is that you are allowing e-mails from the server of the mobile connection. Please confirm that the IP address below has been whitelisted and is allowed to send e-mails from ...
Lost Sales Report
Overview The Lost Sales Report is a tool used to track instances where a potential sale was not completed for various reasons. This report helps businesses understand why sales opportunities were missed and identify areas for improvement in their ...
Restocking Report
Restocking Report Overview The Restocking Report, although not explicitly named as such, is a term used to describe the process of assessing inventory levels and determining what items need to be restocked based on demand and sales data. Restocking ...
Re-price Functionality in Inventory Management
Overview In inventory management systems, the "Re-price" functionality allows users to update the cost and list prices of parts based on the information provided in OEM price lists from vendors. It streamlines the process of adjusting prices in ...
Phase In/Out in Inventory Management
Overview In inventory management, the phase in/out process refers to the transition of a new part from initial setup to becoming readily available for stock orders. Understanding the phase in/out status of inventory parts is crucial for maintaining ...
FIFO (First In, First Out)
Overview FIFO, or First In, First Out, is a method of inventory management where the oldest items in inventory are assumed to be sold first. This ensures that inventory costs are based on the assumption that the oldest items are sold first, ...
How do I find the name of my computer to provide it for a license?
If you need help locating the device name of your computer, this is usually found under the system information. Below is a link to assist you in locating the information to provide to Softbase support so that your machine can be given a license to ...
Receiving an error "Cannot insert into Equipment History" when closing a work order.
This error message means that a part has failed to import to the work order successfully. You should see the failure on a blank line with an X in the section column. It can be hard to see, but I included a screenshot below. You will need to highlight ...
How do I log out of my remote desktop connection to reset my connection?
To logout of the remote desktop session, you will need to sign out of the connection. This is NOT done when you click the X bar at the top of the session. You need to actually access the menu and choose to sign out in order to close the current ...
How do I process a warranty work order?
Softbase has a recommended process for warranty work orders that will need to be billed to a warranty vendor. First, you will need to have a warranty customer identified and set up in the system. Typically, this customer will be designated as both an ...
My invoices print out differently than another user. Why?
While some invoice design settings affect all users, some are user-specific. These settings are found in the main File menu of Softbase under Invoice Print Options, and are set by user for that user.
How can I add my terms to the rental agreement?
The rental agreement in Softbase reports is a generic layout since we do not have an official contract that prints from within the system. Companies have different ideas of how their disclosures and terms should look, and how lengthy they might be. ...
Softbase Service Mobile App User Guide
Overview This article covers how to download and set up Softbase Mobile Service on the devices your technicians will use to work their dispatched orders. Setup Steps Download the Softbase Service Mobile Application from the Apple or Google Play ...
Softbase Service Mobile App Overview
Technical: Available iOS and Android (Tablet or Phone) Online and Offline functionality. Bad internet connection no problem! Works with Softbase Evolution and Softbase 3.0. Why use an app? Using paper work orders appears easy at first but they can be ...
Softbase Service App Setup
Overview This article covers how to download and setup Softbase Service on the devices your technicians will use to work the dispatched Work Orders to them. Steps Download the Softbase Service Mobile Application from the Apple or Google Play Store. ...
I cannot run a report with a date of 1/1/2024.
There does appear to be an issue with the report calendar when running reports for January 1, 2, or 3 for 2024 as a start date for Softbase versions 3.16.1 and earlier. This calendar issue is corrected in Softbase version 3.16.2, which is available ...
How to submit an enhancement request.
In order to submit and enhancement or report request for Softbase 3.0, you will need to have a customer portal account. You can request to join the portal if you do not already have an account, otherwise you will need to login. After logging in, from ...
Account Reconciliation
Account Reconciliation The Account Reconciliation is a new feature available on the Accounting Tab to help users reconcile a specific GL Account. The option is available if the Account Reconciliation Security is set on the Accounting Tab in the ...
How do I merge customers in AR?
In the application, you can use the "Change #" option in the customer record to update the customer record to match that of the customer you wish to merge it into. For example, if I have customer 999 and want to merge it into customer 012815, I would ...
What does the Split backorder option do in a PO?
This is used when you need to edit the remanining amount on order for a part that has been partially received. In the parts tab of the purchase order below, you can see I ordered 100 and received 50. To be able to adjust or remove the remainder ...
It is a new month and I cannot post journal entries or close invoices.
Softbase only allows users to post transactions into a date range that is specified by your company. You will need to go into company setup and update the Cut-Off dates there if the date has extended beyond the allowed dates and you receive an error ...
What do the colors mean in the WIP inquiry tab?
For most departments in Softbase, work orders in the WIP tab of Softbase are highlighted based upon the following: Light red- Credit approval needed Yellow- Credit Approval granted For the rental department, however, the colors denote the following: ...
How do I add a logo to my invoices?
Logos are maintained within the Branch setup of Softbase under the Administration tab. You will want to access the tab for "logo graphic" to add or update a logo. Specifications for the logo are below: Logo This is where you can set your ...
I am receiving an error when attempting to print in Softbase.
If you receive an error in Softbase and the program does not print and must close, we recommend resetting your printer settings. This is done in the File Menu of Softbase, using the "Clear My Printer Setup" option. This will reset the settings and ...
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