Easy Desk Office

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This page is a copy of the Main Content help file.

Contents:

Getting Started
Communications
Envelopes
Department Overview
Inventory
Invoices
Multi Users
Multi User License
Other Licenses

Passwords
Payables
Payroll
Purchase Orders
Receivables
Reports
Sales Orders
Statements
Support and special notes

**The term Menu Bar Item (also know as the Toolbar) refers to the popup menus at the top of the screen. On the main screen "Checking" they are labeled File - Banking - Customize - Departments - Licenses and etc.

You change the browser used to view the help files. Add a string value Help to the registry Key HKEY_LOCAL_MACHINE\Software\Easy Desk\Office. Enter the path and file name of the browser you wish to use. I.E. C:\Program Files\Internet Explorer\Iexplore.exe

You will find in-depth help file plus additonal information and hints on using Easy Desk Office On Line at our site.


Getting Started

The first thing you must do is to verify that the Registered Name you have chosen is the one you want. The Registered Name will be displayed to all users. It also dead locks the databases, so that only the users that have installed the software with the EXACT Registered Name can access your databases. If you want to change the Registered Name you must delete the installation or uninstall it. Then reinstall the software using the Registered Name you want.

The software may be installed on all of your company's machines with the same registration key. But only one user will be able to use the software at a time unless you purchase additional user licenses. See the menu bar item Licenses on the Checking and Banking screen.

Your registration key will unlock any users copy with the EXACT same Registered Name that you elected to use.

In order to start using the software you must first setup a company or personal checking account on the Banking and Checking screen. This is the main screen titled Easy Desk Office - Checking. You cannot use another department without having an account setup here.

You may have as many companies or personal accounts as you wish on one installation. All users of the installation for the Registered Name will have access to the database. Access can be limited to a security level setup in the Password screen.

You may have different users accessing different companies with the same Registered Name at the same time. However, the passwords will be the same for all companies.

Once you have setup your checking account you may setup companies for Invoicing in the Billing and Receivables screen as well as for Purchasing. The company name used in for the checking accounts does not have to be the same for Invoices and Purchase Orders. However, the payroll department must use the checking accounts setup in the Checking and Banking screen. This will allow you to have a company name in checking and a DBA in elsewhere.

If you are using the trial version, you will not need to re-enter any information into the registered version; with the exception for Payroll. You may use the sample database for trying the payroll system. If you use the trial version payroll, checks will be printed into your company database and the trial version payroll database. Upon registration the trial payroll database will be obsolete.

A sample database that is already setup is available for viewing or working in by selecting the menu bar item File >Open Sample Company. This option is only available if the Sample database folder has been installed; it is installed by default.

Windows XP is the recommended operating system.

Multi Users:

For the best performance, move the database you want all users to use to your server. After creating a new folder, you can use the menu item Files > Move Database or manually copy all *.isd files to the new location. If you use the Move Database, the software by default will open this database the next time the software is opened. You can only move the database from one machine. The other machine will use the Open command.

Install the software to each user's machine, open the database on the server from each users machine. This main database you need to select is named [year]Checks.isd by default. Example of the name is 2008Checkes.isd. Use the menu item Files > Open and locate the new folder and select the database.


Communications

Easy Desk Office offers three ways for users to communicate instantly with other users. On each department screen you will find a menu bar item Departments > Send message.

The menu item Send Message will send an instant message to another user. In order for the message to be sent the recipient and the sender must have Windows XP, 2000, or 2003 and the service, Messenger must be running.

The software on the user's machine that is sending the message will already have enabled and started the service. Any user using this software will automatically be added to the list of available users. You can add additional users to the list by editing the file Users.isd in notepad. You can add either the computer name or the user's logon name.

The menu item Order Supplies will send a notice to the Purchasing department to order whatever the user enters to the requisition screen.

The software will also automatically post information to other department's databases in real time. Examples are:

  1. Purchasing will update the Payables department when a shipment is received. If a partial shipment is received Purchasing will authorize only the amount due for the materials received.

  2. Checking will notify Purchasing when a check is issued paying a PO.

  3. Inventory will update the Sales department about stock count.

  4. If Inventory is also receiving shipments, Inventory can tell Purchasing an order is in, and if it complete or partial shipment.


Department Overview

There are six departments available, but you can have as many users in each department as you need. All departments have there own screen and can be password protected with the exception of Payroll. Payroll needs access to the checking account. If you have a different employee doing payroll he will need the Checking and Banking password.

If passwords are used, each user will be sent to there department screen when they log onto the software.

Banking and Checking handles all checking accounts, payables and deposits. This department sets up the Expense Types for all other departments. Information in this department is not shared with any other department.

The Payroll department has access to the Banking and Checking screen, although none of the information on the Checking screen is available on the Payroll screen.

The Part and Sales department can create a sales ticket (pending invoice), which the Billing department must print for them. Users of this department can query open and pending invoices. They can query a full customer list.

Billing and Receiving handles all Sales tickets and converts them into Invoices. This department tracks all invoices, receivables, deposits and payments. They can create statements and edit invoices before they are paid. See passwords.

Inventory handles the stock room. They can add items into stock, adjust stock count, adjust cost, retail and wholesale prices. This price automatically gets posted to the sale tickets. All items that need to be order must go through Purchasing.

Purchasing does the buying, and creates the purchase order. They do the tracking of all POs and add payables to the payables department when a shipment that they order is received.

 


Envelopes

The software will always print to the default printer. Envelopes can be set to print to a different printer if you have a dedicated envelope printer. Use a blank piece of paper to print a sample envelope to determine which layout you need.

  1. You can use blank business size - no windows.

  2. You can use a single window for the recipient.
    You will need to folder the paper with two folds, The top fold needs to be 3 inches down and the balance is folded in half. This will fit into the envelope with out moving.


Passwords

Passwords can be set by accessing the menu bar item Help > Set Password on the Checking and Banking screen. The help file can also be opened by clicking here.


Reports

The office is capable of producing all the reports needed for a monthly statement or yearly statement. The list of the reports below is listed by the department name.

Inventory: Reports are available for all searches. Stock value and Stock count are generated when a search for List All is performed

Payroll: Upon selecting an employee the screen will display Year To Date figures for the employee. Each payroll check will print the year to date figures as well. There are also 5 printable reports available; taxes withheld by the quarter and by the YTD.

Billing and Receivables: Can produce 25 different reports reflecting open, pending, internals, and voided invoices. Reports can also be generated for salesman's orders, held deposits, receivables and more. Reports can be generated by the month or YTD. Sales tax reports are displayed for each quarter of the calendar year.

Purchasing: All searches are printable as a report.


Licenses

Invoicing License:
The Invoicing package is an option. It comes with Inventory, Purchasing, and Parts and Sales. To order this package use the Checking and Banking screen and the menu bar item Help. The package is for one user. Only one user at a time can access the software unless you have a multi user license.
See pricing

Multi User License:
The software comes with a single user license. Only one user at a time can access the software. You can purchase additional licenses from the Checking and Banking screen. On the menu bar you will see Licenses. A single license needs to be purchased for each user. The user can have access to all departments that you purchased for the first user.
See pricing.

Payroll License:
Payroll is an option. It comes with the current year federal tax table built in. To order this package use the Checking and Banking screen and the menu bar item Help. The package is for one user. Only one user at a time can access the software unless you have a multi user license.
See pricing

Pricing:
You must purchase a license for each package for each user. You need a separate license for each user that is going to use the software at any one time. The cost for each license is available on our site.

Example:
Package A = Banking and Checking
Package B = Invoicing Option
Package C = Payroll Option

If you purchased Package A with a single user license and wish to purchase Package C, you would be charged for 1 Package C license.

If you purchased Package A with 3 user licenses and order Package C, you will be charged for 2 Package C licenses.

If you purchase Package A with a single license and order Package C for 3 users, you will be charged for 2 Package C licenses for the additional 2 users to access the software. Plus 3 Package C license for the 3 users to access the software.

You cannot have 3 Package A licenses, 2 Package B licenses and 1 Package C license. You must purchase a license for each package for each user. You need a separate license for each of the 3 users.


Payables

Information about payables can be found in the Checking and Banking help file.


Support

Free tech support via phone or email is available for software issues, i.e. error messages.

Free tech support via phone, for instructional application is available for 1 hour to registered users. Additional phone time may be purchased @ $50.00 per hour. Instructional application via email is free to registered users.

On site training is also available. Our personnel will install, setup and train your employees for full application usage. Contact use for a quote.

The software can be customized to your own needs. Contact use for a quote.

easydesk@easydesksoftware.com
772-978-1938