General
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 ...
How to enter an AP invoice that utilizes currency.
AP Invoice Entry- To begin, you should make sure that the currency exchange setup for Accounts Payable has been completed (See knowledge article). To enter an invoice with currency, you will open AP invoice entry under the accounting tab and add a ...
Invoice is displaying incorrect values when previewed/printed
With the introduction of Softbase release version 3.10, invoices are reflected in the currency of the customer rather than the domestic currency of the organization. With this, the conversion used for the work order is held in the rates/taxes tab of ...
How to apply a credit in AP with a journal entry
When a user voids a check, the invoice will be reinstated into your payables and will be available for selection in AP payments to pay again. If you need to take a credit against that invoice, however, you cannot use the "apply to" change option in ...
How to set up core parts to post to a different account.
Our recommendation would be to set up a new parts group for your core part numbers in the parts setup tab under Groups. When setting up that parts group, you can then denote an inventory account for that group, which would be your Cores inventory ...
How do I receive in parts with currency?
To order and receive parts in a foreign currency, you will first open up the purchase order application and create a new purchase order to the applicable vendor. You can see if that vendor for your purchase order is set up for currency on the ...
Check Format Setup
To set up the check formatting in Softbase 3.0, you will first access the Check Format Setup program in Softbase, located under Company Setup on the Accounting Tab. When the Check Format Setup program launches, there will be a blank field for the ...
Using the Shop Foreman and Shop Status function in Softbase.
Overview This article covers the functions of the Shop Status and the Shop Foreman sections of Softbase. To use the Shop Foreman and Shop Status functions, the dealer needs to be utilizing using the Softbase System setup for a Trailer Dealer, as the ...
Can I void a check using today's date for the void transaction?
If a check is voided via Ap payments, it will post that reversal back to the original entry date if that accounting period is open in your Company setup. Therefore, if the check was posted in December and it is voided, the void would also post back ...
I accidentally received in apart to fill a work order for dispatch and need to put it back into backorder.
If the part has been incorrectly received, there is not a way to reverse the receiving. There is, however, a way to reverse the receiving with a new record. Before you adjust the receiving, you will want to remove the part that has been filled with ...
Parts Inventory Reconciliation (not using WIP)
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 ...
How do I edit a recurring AP invoice?
To edit or stop a recurring invoice, you will need to select the invoice within AP inquiry that you created. If you double click on the invoice line in AP inquiry that is set to be recurring, Softbase will open AP Invoice Recurring Maintenance and ...
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 ...
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 set up a recurring rental contract to be invoiced every month.
Below are the steps to set up recurring rental documents in Softbase. To begin, open the invoicing tab and create a work order. Then, click on the rental info tab. Create a new rental contract or use an existing contract number and add it to the work ...
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 apply a credit and debit invoice in AP payments against each other?
In AP payments, we can see vendor ZIO000 has two “invoices” that offset each other, but the system is unable to match them because the invoice numbers are different. Because the system is unable to clear them for you, you can accomplish this using AP ...
Why doesn't my markup % on my sales document match my gross profit % or the markup % I have set up on the part record?
When pricing is set to cost +%, you may expect the gross profit to match the markup percentage used, but there are actually two very different calculations used for this analysis. For an easy example, let's say we have a part that costs $100 and the ...
Create Softbase Mobile User
Setup Mobile: If a user needs to be setup for dispatch in mobile, then you will want to go into personnel and set up a password and userid for the mechanic. Make sure they have a service van name, are an active employee and a mechanic. Then, in ...
Journal Entry
Softbase Documentation Journal Entry Version: Softbase 3.0 • Journal Entry • To create and post a general journal you will need to go to the Softbase Main Menu and select the Accounting tab, then select Journal Entry. Enter a Journal Name or use the ...