Setting up a new database
With your first database, one way to get started is to send firstname.lastname@example.org a copy of all booking-related documents for one booking. We will enter as much information as we can. This will allow you to see your own data loaded into the system.
Configuring a new database
First, choose the "Configuration" role:
Review and/or update each of the following:
- Categories - item codes are sorted into categories such as "Raw", "Finished", etc.
- Commodities - add the commodities you work with, if any. These should each have a unique scientific name. For example, do NOT enter "Fumigated Timothy Hay" and "Timothy Hay". These are both "Timothy Hay", so you only need one entry.
- Container Types - there are over one hundred types of containers, trucks, rail cars, etc. We suggest deactivating the ones you will not be using.
- Cost Lists - how much do you pay for various items? Trucking fees and other associated costs can be automatically assigned a cost using this tool. Email us for help the first time you set something up just to be sure you get started right.
- Document Types - these documents can be attached to each shipment. Most are variants of a packing list. If you need more, just contact us.
- Items - Very important! These are codes for all purchased or sold products and services. These can be imported using the "Import Data" tool, or you can enter them individually.
- Locations - every storage location needs to be listed here, whether you're storing containers or product.
- Markets - If you buy or sell at different rates to different groups of customers or vendors, then use markets to segregate them. This is used by the Cost List and Price List tools so that you can say "Owner Operators" get one rate, and "Company Drivers" get another rate, etc. You could also set it up by geography so that customers in Japan get one rate, while customers in Korea get another. To give a third example, customers in the "Tier 1" group get the lowest price, while "Tier 2" get a slightly higher, and "Tier 3" pay retail.
- Number Schemes - set up your numbering schemes for invoices, purchase and sales orders, etc. These can easily be changed later.
- Parties - everyone you do business with, either buying or selling, should go in this list. You can easily export these from QuickBooks or Outlook and then import them using our "Import Data" tool.
- Price Lists - how much do you sell various items for? This is the place to set up complex rules for this.
- Scales - every scale that you want to issue scale ticket numbers for should be listed here. The one labeled "Other" is special because it does not require a unique scale ticket number.
- Terms - Net 30? Due on Receipt? Set these all up correctly from the start and match with your accounting system if possible.
- Work Centers - Work centers are machines or centers of activity for any work, such as a hay press or other manufacturing capability that needs to be tracked. These are not strictly required.
- Work Zones - Work zones are areas or sites of operation so that inventory and other information can be easily segregated. For simple or one-site businesses you should just enter one work zone.
With any new database setup you should contact us for assistance or at least review of your configuration.