ACCOUNTING SETUP

1. Select the account for orders and purchases
2. Now go to the Maintenance Module —> Settings
3. From the Accounting Module click the Chart of Accounts tab
4. Add an account for orders and purchases (remember to save each one)
5. Click “Automatically Add Journal Entries”
6. Click “Save Settings” at the bottom right of the screen

LEDGER

The Ledger tab shows:

1. Customer / Account invoice was for
2. Balance left on the invoice
3. Invoice numbers
4. Time stamp of the invoice
5. Amount of the invoice
6. If the invoice is paid or not
7. Vendor (if the invoice is for a purchase order)

LEDGER HISTORY

The ledger history allows you to look up an account and the balance they owe.

It is broken into:

1. Total Balance
2. Current Balance
3. Balance greater than 30 days
4. Balance greater than 60 days
5. Balance greater than 90 days
6. Method of payment
7. Any notes that are entered along with payment
8. Customer’s PO number

HOW TO CREATE A NEW ORDER

1. Open FasTrax Warehouse and click on the inventory module
   
2. From the orders tab, click “New” at the bottom left of the screen
   
3. Select the account that the order is for, add a PO# (if available), the salesman, and the order date
4. Click Continue
5. Click Add
   
6. Enter the item number and press enter
   
7. Enter the order quantity
8. Click Add/Update
9. Continue until all items are added
10. Once all items are entered click Exit

HOW TO PICK AN ORDER

1. Select the order form the orders list
   
2. Click Pick from the bottom of the page
   
3. From here there are two options
   • Click in the “Invoice Quantity” box and enter the quantity for each item
   • Click “Fill” from the bottom of the page and change any quantity that does not match the ordered qty
4. If the order is complete then click Close/Invoice to finish the order
   
5. If you are sending the invoice by EDI click the Invoiced orders tab
6. Select the order
7. Click Send EDI

1. Once the order is picked and items assigned a box number; the order will show under Delivery Route
2. From here you can also set the delivery date
   

HOW TO CREATE A PURCHASE ORDER

1. Click on the Purchasing tab
2. Click on New at the bottom of the page
3. Select the vendor the order is for
4. ) Enter your reference number if you use them (if not it will default to the date)
5. ) Select the order method and enter any information that is needed for that method
   
6. Click Generate Purchase
   • a) You also have the option to set a schedule for the order to run weekly or monthly
7. Enter the part number you wish to order
8. Enter the purchase Qty
9. Click Add/Update
10. Repeat until all items are added
11. When finished click Send EDI to send your order
    

HOW TO RECEIVE AN ORDER

1. From the Purchasing tab select the order you need to receive
2. Click Receive from the bottom of the page
3. Enter the invoice number
4. Select the invoice date
5. There are two options to enter the received amounts
   • a. Click the “Set Rcv Qty To Order Qty”
   • b. Click inside the Received Qty box and enter the quantity received
     
6. Once you have entered all the quantities click on the Save/Apply button
7. The order will now show under the Closed Purchases tab
   

INVENTORIES

1. From the Inventory module navigate to the Inventories tab
2. Click on Inventory Definitions to create your definitions that you will do inventory with
3. Click Add
4. Create a definition name
5. Select what you will base the items from
6. Add the categories you want to include in this definition
7. Click the Save button
   
8. Click on the Inventory Counts tab
9. Select your definition
10. Click Start
    
11. Click on View/Edit to enter data for the count
12. Enter your counts in the User Qty column
    
    
13. Once you have entered all of the counts click Save (Reconcile)
14. On the pop up box click Yes to apply the counts to inventory
    
15. Click OK to close the box showing the inventory has been reconciled
16. Close the inventory worksheet by clicking the red “x” at the top right of the window
17. The status of the inventory count will now show finished
    

ADJUSTMENTS

1. From the Inventory module navigate to the adjustments tab
2. Click New
3. Enter notes to help identify why the adjustment was done
   
4. Click Find to enter the item to be adjusted
5. Enter the quantity to adjust
6. Click Add
7. Continue until all items that need adjusting are entered
8. Click Apply
9. Click Yes when asked if you want to Apply Adjustment To Inventory
10. Click OK
11. The Adjustment now shows as being applied
    

PREBOOK ORDERS

1. From the inventory module select the Prebook Orders tab
2. Click Add from the bottom of the screen
   
3. Enter the Prebook Name, Start Date, and any notes you may want to add
   
4. Click Save
5. Select the Prebook and click Items in Prebook
6. Enter the Item number and Sale Qty
   
   • a. If you want to over ride the price, check the box and then enter the price you wish to sell the item for
7. Click Add Item To Prebook
   
8. After entering all items for the prebook click Close
9. Now click Accounts In Prebook
10. From here you can add individual accounts, account groups, or select all accounts
    
11. Once all accounts are added click Close
    
    

HOW TO ADD A NEW ITEM

1. Open the FasTrax Warehouse program
2. Select your user name and enter your password
   
3. On the left side of the Warehouse screen, select the Item Maintenance icon
   
4. To add a new item, click the Add Item button located at the lower right
5. In the General Information section, type the Item Number, Description, and select the Product Line for the item you are adding
6. Under Cost Information enter your Last Cost, Manufacturer List Cost, Default Price, and the MSRP
   
7. Under MSA Information section, add any MSA information to the item that it is needed
   
8. Select the Save Item button at the bottom right

HOW TO ADD A UPC TO AN ITEM

1. From Item Maintenance, Locate UPCs Assigned tab
2. Click the Add UPC button at the bottom right of the page
3. Enter the UPC for the item and click Save
   
4. Now the UPC shows up in the UPCs Assigned To This Item box
   
   

HOW TO ADD A PROMOTION

1. From the Promotions tab click the Add button
   
2. Name the promotion, assign the amount to be discounted, and set the running date of the promotion.
   
3. Click Save
4. Highlight the promotion you just created; click Items In Promo
   
5. Enter the item number you want to add and click Add Item To Promo
   
6. Once you enter all the items for the promotion, click close
7. Now click Accounts In Promo to add customers who will receive the promotion
   
8. There are 3 options to adding accounts
   • a. Add a single account
   • b. Add an account group
   • c. Add all accounts
     
9. Once all accounts are added for the promotion click Close

HOW TO ADD A VENDOR PART

1. From the Item Details tab, type in the item number that you want to create a vendor part for
2. Under Vendor Parts on the bottom right, click Add Part
   
3. Enter the Vendor, Part #, Part Cost, and the # of Units
   
4. Click Save
   

PRICE LISTS

1. From the Item Maintenance click on the Price Lists tab
2. Click Add
3. Enter the name for the new price list
4. Highlight the price list you created and click Edit
   
5. Select the product line you want to set and click edit
   
6. Select the price type to be assigned
7. Set the value for the price type (if you selected default price or sell at cost, skip this step)
   
8. Click Save
9. Continue until you have all product lines complete
10. When finished click Close

TERMS

1. From Item Maintenance, choose Terms and click add
2. Give it a name and set the amount off
3. There are two discount types – Dollars Off and Percent Off
   
4. Click save
5. Now add items by clicking the Items In Terms
   
6. From here you can enter the item number to add or click find to search for the item
7. Click Add To Terms once you have the number entered
8. To add customer to the Term, click Accounts In Terms
9. From here you can add a single account, an entire account group, or all accounts.
   • To add an account, select the account and click Add Account
   • To add groups, select the group and click Add Group
   • The Add All button will add all accounts to the Terms

   

ITEM DETAILS

1. Audit / Analysis
   • a. Audit Information shows when the item was created and the last time it was updated.
   • b. Analysis
     • Order History shows all orders that have the item on it.
     • Purchase History shows all purchase orders that the item is on.
     • Change History shows when the price has changed on the item
     • Adjustments show any adjustments that have been done on the item.
2. Item Packages are used if you are selling partial item. For example if you sell individual packs from cartons.
   • a. Click add package
   • b. Enter an item number for the package
   • c. Enter a package description
   • d. Enter the default retail and MSRP
   • e. Select if it is a partial or full package type
   • f. Enter the number of units in the package
   • g. Click Save

   

   

MASS UPDATES

There are eight tabs in Mass Updates:

1. Price Changes – Change the price, gross margin / markup, or set the manufacturer suggested retail price for items
   
2. Cost Changes – allows you update the last cost / manufacturer list cost of items
3. Field Updates – allows you to change the categories for items
4. Utilities – allows you to create vendor parts for items (uses the item number to create the part number), add items to promotions, terms, or prebooks
5. Additional Utilities – allows you to undo changes; if you accidentally put an incorrect price or cost, this will allow you to go back and undo those changes
   
6. Pricebook Zones – allows you to set the price of items in pricebook zones
7. Stamps – allows you to add multiple items to a particular stamp
8. Reports
   • a. Price List Report – shows items, description, and price (has option to show costs and suspect items)
   • b. List Reports
     1. Item Number List – Tree info – shows item number, description and categories
     2. Item Number List – UPC info – shows item number, description, cost, price, and UPCs
   • c. Vendor Part Report – shows items from a specific vendor (list includes item number, description, last cost, price, margin,
     vendor part number, and number of units in the part

STAMPS

1. Click on the stamps tab
2. Go to Stamp Groups
3. Click “Add Group”
4. Enter the name of the group and click save
5. Now go to Stamp Details
6. Click on Add Item under general information
7. Enter the name of the stamp and click ok
8. Give the stamp a name (it can be the same as the Item name)
9. Select the group that the stamp will belong to
10. Under value enter the amount of the stamp
    
11. Click save item
12. To add accounts to the stamp click on “Manage Customers” in the customer section of the page
13. Here you can add a single account, add by account group, or add by state
    
14. Once you select the account, account group, or state click the appropriate add button
15. You will now have those accounts you just added show in the customers section
    
16. To add a vendor part, click add part
    
17. Enter the vendor, part number, part cost, number of units, and click save
18. To add items to the stamps, go to Mass Updates and choose the Stamps tab
19. Filter to the category that has the items to be added
20. Select the stamp to add the items to and click “Add Stamp”

ACCOUNT GROUPS

1. Click Add Group
   
2. Enter the group name
3. Select the appropriate price list from the drop down menu
4. Click Save Group

ACCOUNTS

1. Click Add Account
2. Enter the Account Details
   
3. After all the details are entered click on the Contacts tab
   
4. Enter the contact information for this account
5. The Notes tab allows you to enter notes for this specific account
   
6. The order History tab will allow you to see previous invoices for this account
   

PRODUCT LINES

1. Click “Add Line”
2. Enter the name of the product line.
3. Select the tax type
4. Enter the Default margin for the product line.
5. Click on “Save Line”
   

VENDORS

To add new vendors

1. Click “Add Vendor”
2. Enter all applicable information (vendor name, address, primary contact, ect…)
3. Click “Save Vendor” once finished with step 2
   

TAX TYPES

1. Click Add Type
2. Enter the name for the tax type
   
3. Click Save Type
   

TAX GROUPS

1. Click Add Group
2. Name the Tax Group
3. Click Save Group
4. Continue until you have all your tax groups created.
   

TAX PLANS

1. Click Add Plan
2. Enter the name of the tax plan
3. Set the tax plan type
   
4. Set the tax plan value
   
5. Select the tax group the plan will belong to
6. Select the tax type
7. Click Save Plan
   

TOTES

1. Click the add tote button to create a new tote
2. Enter the serial number for the tote
3. Enter the location of the tote
4. Click save tote
   

LOGINS

1. Click “Add Login”
2. Enter Name, password, and set permissions (give users read, write or no permissions for each field.)
3. Click “Save Login” once step 2 is complete.
   

PRICEBOOK ZONES

1. Click Add Zone
2. Give the new zone a name (you can also set up different colors for different zones)
3. Click Save Zone
   
4. To add an account to the pricebook zone; go to the accounts tab.
5. Select to edit the account and go to the “Other” tab.
6. Check the box to Add to Pricebook Zone and select the zone.
7. Save the account
8. Go to Item maintenance and look up the item
9. Under cost information click on the link for PB Zones
   
10. Select the Pricebook Zone to use and set the price for the item.
    
11. Save the price for the pricebook zone
    

1. Under mass updates, go to the Pricebook Zones tab
   
2. Filter to the items you want to add to the pricebook zone (Remember that all items that show in the window will be affected)
3. Set the price and then click preview
4. Click Apply Changes to save

DELIVERY ROUTES

1. Click new route
   
2. Enter the route name
   
3. Click Save route
   
4. Select the customer name
   
5. Click add customer to route
6. That customer now shows on the route.
7. After adding more customers you can change their stop number order by highlighting the customer and clicking the up and down arrow.
   
8. Highlight the customer
9. Click on the red button
   

SALES TAX RATES

1. Click Add Rate
   
2. Enter the Name for the tax rate.
3. Enter the amount for the tax rate.
4. Click save rate
5. To apply the sales tax rate to an account go to the Accounts tab in Maintenance
6. Select the account
7. Click edit account
8. Go to the “Sales Tax Rate” tab on the bottom portion of the screen.
9. Select the tax rate to apply to this account.
10. Click “Save Account”
    

Tax Types

Create Tax Types

1. From Maintenance, click Tax Types
2. Click Add Type
3. Enter the name of the new tax type (Cigars, Cigarettes, etc.)
4. Click Save Type

Create Tax Groups

1. In Maintenance, click on the Tax Groups tab.
2. Click Add Group
3. Enter the new tax group name (generally states you sell to)
4. Click Save Group

Create Product Lines

1. From Maintenance, click on the Product Lines tab
2. Click Add Line
3. Enter the name of the product line
4. Choose the tax type from the drop down list
5. Click Save Line

Create Price Lists

1. From Item Maintenance, click on the Price List tab
2. Click Add
3. Enter the name of the price list and click OK

Create Payment Terms

1. In Maintenance, click on Payment Terms tab
2. Click Add Term
3. Enter the term name
4. Click Save Term

Create Account Groups

1. From Maintenance, click on the Account Groups tab
2. Click Add Group
3. Enter the group name
4. Select the price list from the drop down list
5. Click Save Group

Create Accounts

1. From Maintenance, click on the Accounts tab
2. Click Add Account
3. Enter the account number, account name, and address.
4. Select the account group from the drop down list
5. Select the payment terms
6. Select the Default Salesman for the account
7. Set the primary and secondary delivery dates.
8. Select the tax group for the account (If there are not 2 taxes, then tax group 2 will be “NONE”)
9. Click Save Account