How do I add documents and files to Triumph Master Accounts?

Having quick and easy access to key documents from within Triumph is a real time saving feature. Linking documents such as customer contracts and agreements, product brochures, diagrams and handling instructions is easy. With the eCommerce module these documents can also be securely displayed and accessed by your customers.

Note, “Documents on Transactions” is not covered here but will be reviewed in a separate Tips & Tricks post. 

Documents can be added to master accounts for:

  • Debtors
  • Creditors
  • Stock Items
  • Jobs
  • Fixed Assets, and
  • eCommerce

These documents can either be local files like Word Documents, Excel Spreadsheets, Graphics, or PDF’s, or Internet/web based documents such as a web page or a PDF file on a web server.

Local document may be opened and printed directly from Triumph and web documents can be viewed.

Continue on to learn how to;

  • Mange Local Documents
    • Add a document
    • Open and Print a document
    • Remove a document
    • Add multiple files at once
  • Manage Web Documents
    • Add a document
    • Edit a document
    • View a document
    • Remove a document
  • Common Document Options
    • eCommerce Setup (Debtors Accounts and Stock Items only)
  • Manage Statement Documents (Debtor Accounts only)
    • Open and Print a statement
    • Email a statement

Manage Local Documents

In the account maintenance, select the ‘Documents’ tab and the ‘Local’ tab.

  • Link a document
    Click the ‘Link’ button to add a document. This will open a file selection dialog, find the document and click ‘Open’.

    The selected file will now appear in the list of documents.
  • Paste a document
    If you copy a document in Windows, either via File Explorer or in another application, the ‘Paste’ button will immediately be enabled. You can then click ‘Paste’ to add the document, or documents, if more than one was copied.

The pasted file(s) will now appear in the list of documents.

Unlike files that are linked, pasted files are automatically copied into the Triumph documents store. This is the same for any files that are dragged and dropped.

  • Drag and Drop multiple files at once
    Multiple files can be added at once by selected multiple files in the Windows File Explorer and dragging and dropping them into the document list.
  • Open and Print a document
    Click the ‘Open’ button to open the selected document based on the Windows associated file application. You can then print the document from within the associated application, e.g. Adobe or Word.
  • Remove a document
    For documents that are just linked, click ‘Unlink’ to remove the document from the list. This will only remove the link and not the physical file. Pasted and dropped documents, in the Triumph document store, can be removed by clicking ‘Delete’. This will remove the physical file from the store.
  • Copy a document
    To copy a document, select it in the list then click ‘Copy’. This copies it to the Windows Clipboard, and it can then be pasted to other applications, or in the Windows File Explorer.

Manage Web Documents

In the account maintenance, select the ‘Documents’ tab and the ‘Web’ tab.

  • Add a document
    Click the ‘Link’ button to add a document from a web site. This could be like a PDF document or a web page, and is done by entering the full URL and clicking ‘OK’. The best way to enter the URL is to load the page/document in a browser and copy and paste the link.
  • Edit a document
    Select an existing document and click the ‘Edit’ button to update the URL.
  • View a document
    Click the ‘View’ button to load the selected document/page in your browser.
  • Remove a document
    Click ‘Unlink’ to remove a document from the list.

Common Document Options

The following are common options for local and web documents that appear if you have the eCommerce module.

  • eCommerce Document (Debtor Accounts and Stock Items only)
    You can choose if a document is accessible on the web and how it’s displayed.
  • Display document
    An easy way to enable or disable the document being displayed without losing all the setup details.
  • Display Type
    Documents can be displayed in a list on a documents tab, or they can be displayed in their own tab page. When displayed in their own tab page the document will automatically appear when someone clicks on that tab page.
  • Image
    Select an image from the Images folder to display next to your document in the list. For example, if this was a PDF document you might want to display the Adobe PDF image (see below).
  • Heading
    Enter an abbreviated heading or name for this document in the list.
  • Description
    Enter an abbreviated description for this document in the list.
  • Tab Label
    For a document that displays in its own tab, what is the label you want for this tab.
    Click OK to save your changes or Cancel to abandon.

Manage Statement Documents (Debtor Accounts Only)
 
In Debtor Account Maintenance, select the ‘Documents’ tab and the ‘Statements’ tab. This tab lists all the debtor statements that have been produced and saved for this customer.
  • Open and Print a statement
    Click the ‘Open’ button to open the selected statement. You can then print it from within the associated application, e.g. Adobe.
  • Email a statement
    Click the ‘Email’ button to quickly and easily email the selected statement to the customer.

Saved statements can also be viewed and printed online by the customer through the eCommerce customer portal.

How to change your company logo on forms and reports in Triumph ERP

 

From both a business and marketing perspective, it’s very important that you have your logo on all forms and documents produced within your company and it’s very easy to do within Triumph ERP.

To change your company logo on forms and reports, go to: System Maintenance > System Setup > System Control > Printing and Stationery Setup.

Select either the ‘Printed Forms’ tab to change the logo on forms like invoices OR the ‘Listings + Reports’ tab to change the header logo for your reports and listings.

The recommended format to use for the logos is .jpg and .png due to their smaller size. It is also recommended to keep the logo size under 200 KB for best performance. The recommended logo resolution size for forms is 440 x 440 pixels and it should ideally be a square image. The recommended logo size for listings and reports is 716 x 236 pixels.

Double click on the image box and select the image file you need. In a Multi-Division company, each division can have its own logo for their forms, listings and reports!

All done!

How do I store additional information that needs to be kept and maintained?

It doesn’t matter what system you’re using there is always additional information that needs to be kept and maintained. It may be the industry you’re in or the way your company operates, but there is always something extra to record. With Triumph’s User Defined Column functionality, it will provide you with the ideal place to easily store all this extra information. User defined columns can be defined on master records such as Stock, Jobs, Quotes, Debtors, Creditors, and Fixed Assets. As well as the following transactions; Sales Orders, Purchase Orders, Purchase Requisitions and Point of Sale.

To create user defined columns for any of the above, go to menu option User Defined Column Set Up {S – U – U} and select the appropriate Module, e.g. Inventory. Note that this is a single user operation/option.

You can then select up to 10 x text columns, 10 x checkbox columns, 10 x number columns, 6 x date columns and 1 x notes column.

Select from the predefined columns on the left, then customise the appearance and behaviour of your selected column on the right. Change its label, status help, size, default value, if its required, caps-locked and more.

There are also some advanced options that can be set such as the display mask, validation table lookup, and eCommerce enabled. You can also set the label name for the tab where the user defined columns will be displayed, e.g. “Extra Details”.

Refer to Triumph’s Help for a detailed explanation on how to set advanced and other options.

When ready click Save to update the system with your user defined column definition. If you go to the corresponding maintenance option, e.g.  Stock Item Maintenance {I – F – A}, you will see your user defined columns on their own tab.

Additional things you should know about user defined columns:

  1. They can be added to lookups and used to filter/search for records.
  2. They can be printed on custom forms and reports.
  3. They can be imported like other import fields.
  4. Transaction based columns can inherit their value from their corresponding master file, e.g. debtor to sales order or creditor to purchase order.

 

It doesn’t matter what system you’re using there is always additional information that needs to be kept and maintained. It may be the industry you’re in or the way your company operates, but there is always something extra to record. With Triumph’s User Defined Column functionality, it will provide you with the ideal place to easily store all this extra information.

User defined columns can be defined on master records such as Stock, Jobs, Quotes, Debtors, Creditors, and Fixed Assets. As well as the following transactions; Sales Orders, Purchase Orders, Purchase Requisitions and Point of Sale

How do I export my reports and listings to Excel?

Have you wondered how to export your reports and listings out from Triumph into Microsoft Excel for further modifications?

To export a report or listing into Microsoft Excel, what you first need to do is to open up the report/listing and preview it. In this example we are previewing the Debtor Trail Balance (D-R-B).

  1. Click on the “Export Report” button in the top left corner of the preview.
  2. Select “Microsoft Excel 97-2000 (XLS)” to export to Excel and the destination as “Application” then click “OK”.
  3. Click “OK” again when prompted for formatting options.
  4. This will bring up Microsoft Excel with your report loaded.
  5. From here you can save your Excel file for later use.

This works for all Crystal reports and listings in Triumph.

Note that on the cloud version of Triumph you can only view your reports in Excel. The full version of Excel is not installed or licensed for the cloud. In this situation, you can save the Excel file directly to your local computer if you have permission, or save it on the cloud, then use Windows File Explorer to copy and paste it back to your local computer.

8 reasons why having a paperless office is best business practice

become paperless

Employers are continuously searching for innovative ways to transform office spaces into environments that encourage productivity, collaboration and growth. With offices workers across Australia crying out for companies to modernise their work processes by replacing paper with digital tools, transitioning to a paperless office is a worthwhile investment.

The average office worker uses 10,000 sheets of copy paper each year, with 45% of paper printed in offices ending up being trashed by the end of the day.

By working towards becoming a paperless office and converting paper files into electronic files via digitisation, will not only help reduce your environmental impact, but can boost efficiency within your workplace. Check out our top reasons for your office to go paperless below.

Australians want to connect digitally

According to recent research, 85% of consumers not only want, but expect to do business digitally. Why? Because they most likely find that paper-based transactions are slow, inconvenient and can be unreliable.

Businesses today need to be able to offer a quick, seamless experience for their consumers- whether they are interacting with your business on their mobile, their tablet or their PC. If your business isn’t delivering what your customers want, your brand and your business could suffer, resulting in less repeat business, less customer leads, and less referrals.

Stay ahead of your competitors

It is recorded that over half (55%) of consumers would rather pick businesses that offer digital transaction methods over those that don’t. Meaning, you may be losing more than half of your customer base if your business sticks to paper-based transactions.

By embracing a paperless approach – whether it be for a sales agreement, invoicing, event registration, work order, service contract or any other form that your customer requires – you alleviate the risk of losing them to the competition.

It saves time, which translates to money

How much time do your team members waste printing, scanning, faxing and posting documents? What about chasing documents that have come back perhaps missing a signature or a crucial piece of information which has caused an additional race around?

Using a digital management platform like Triumph ERP which offers you the ability to attach digital documents to a variety of transactions, your team’s time is freed up to focus on more meaningful tasks like customer engagement and business development.

It reduces your stationery bill

How much does your business spend on paper, printer ink, printer maintenance and postage each year? Not to mention files and filing cabinets! If you find that your business is regularly sending and receiving contracts, bills of sale or other paper-based transactions, then the costs very quickly add up. Digitally linking documents to transactions including Debtor Invoice, Purchase Order Invoice, Receipt Managed Stock and Bank Reconciliation– just to name a few!- will assist your business in going paperless and will eliminate most of these costs, putting more money back into the business.

Increase your space

Paper takes up a lot of room – as do filing cabinets and space to store those filing cabinets. Books and bookshelves are bulky, too. What’s worse, paper keeps piling up, oftentimes accumulating more quickly than it can be sorted and organized. This is particularly true of industries that have long mandatory retention periods for paperwork like the financial industry.

By digitising your files, you are able to store all your documents either on an on-premises server or in the cloud- both of which will most likely take up less room!

Customer data is safe

When choosing paper to power your business processes, you have to invest in locked filing cabinets and paper shredding policies to maintain document security and confidentiality. Even then, you’re left with potential data breaches and the ongoing need to train employees on your records management policies.

However, many cloud-based management systems like Triumph ERP cloud offer high-tech, bank-level data security in order to keep information away from those seeking unlawful access to critical data.

The cloud also provides a legally-enforceable audit trail that shows every action taken with the document, including who signed what, when and where. 

By going paperless, you may find it easier and more cost-effective to meet strict compliance regulations for your industry.

Adhere to Audit Guidelines

As a business, you most likely have to store several years of data for audit purposes. When switching over to electronic systems for document and content management, you’re able to easily and conveniently store as much data as you need while maintaining compliance with audit regulations and guidelines. Additionally, the digitization of your date will generate an audit trail automatically by simply scanning searchable text in order to make the process more efficient.

Promotes the Environment

Manufacturing paper products produce greenhouse gases, causing deforestation and global warming. Recycling can offset some of the environmental impact, but not by much. Most paper eventually ends up in a landfill. Further, ink and toners contain volatile compounds and non-renewable substances which are damaging to the environment. It is much more sustainable to simply reduce paper use altogether by switching to a paperless office.

It’s easy to fall into a comfort zone and conduct business as usual, especially if it’s been working out for years. Although it’s a convenient way of running your business, it also means that your operations may be stagnant, perhaps falling behind your competition.

Don’t overlook the benefits of a paperless office simply because you’re set in your ways as a business.

For more information about how Triumph ERP can help you with having a paperless office, check out our Paperless Picking module.

How do I change stock item images?

Triumph is very powerful and efficient in the way it allows you change the image representing stock items.

First, go into the Stock Item Maintenance screen, then select the stock item from the list and double click on the image box. It will say “Double Click to Select Image” if the stock item has no image associated with it.

Select the required image from the Triumph/Images folder and click on the “Open” button.

The selected image should now be linked to the stock item.

Do note that the default recommended size for all thumbnail images for stock items, categories, stock groups and manufacturers is 160 x 160 pixels, or a similar ratio, i.e. square. Stock items can also have a more rectangular aspect but it is not recommended to go wider than 270 pixels wide x 160 pixels high or a similar ratio.

How can I prevent Triumph from skipping over the stock description in Sales Order Entry?

By default, Triumph skips over the stock descriptions in Sales Order & Quote Entry. However, you might want to change this behaviour so stock descriptions are not skipped over each time.

This can be achieved by first going into Sales Order Entry Control (S-S-X-O).

In Sales Order Entry Control, uncheck the “Skip Stock Desc.” flag and save by pressing the F2 button on your keyboard or clicking on the  icon.

Why are businesses using ERP Software?

Enterprise Resource Planning (ERP)for businesses

Why are businesses using ERP Software?

Enterprise Resource Planning (ERP)for businesses

Enterprise Resource Planning, otherwise known as ERP, refers to an all-in-one software system which manages your day-to-day business operations, finances and accounting. The system enables proper management of your businesses daily operations, streamline procedures and coordinating activities, which helps you focus on the big-picture.

Growing and evolving your business successfully is all about planning, preparation and efficient management, and without an efficient integrated ERP system delivered by a knowledgeable partner, it can be difficult to manage large and distributed businesses.

How an ERP software can help your business

Enterprise Resource Planning (ERP) software assists in maintaining productivity and transparency within your business on a day-to-day basis. Depending on how the system is implemented and what your business focuses on, an ERP system can control the accounting, manufacturing, project management, supply chain, procurement and many of the daily processes of your business.

ERP systems can define and automate your business processes to enable a smooth and accurate flow of data across different departments. Utilising data across different parts of your business, ERP software eliminates duplication and provides data with integrity for smooth and accurate forecasting, finance and accounting.

Well-implemented ERP systems like Triumph ERP integrate into your business on all levels to ensure that all information is accurate, easily accessible and working in harmony to support business objectives. Triumph ERP software will help you see the big picture with accurate data shared company-wide.

Check out our blog What is ERP? for more information about ERP systems.

The benefits of ERP software implementation

Relied upon by businesses big and small, ERP software is the backbone of daily operations and activities. ERP’s can offer an array of benefits to your business, such as:

  • Streamlined Processes: as your company grows and processes get more complex, implementing an ERP system can provide operational efficiencies through automation of tasks.
  • Cost reductions: operations across your business will gain a higher efficiency, reducing delays and improving the processes of all the departments, from accounting to customer relations.
  • Business insights: ERP provides real-time information in clear and concise reports generated from accurate business data.
  • Data integrity: ERP offers improved data integrity and financial control for greater confidence in reporting and accounting.

Why ERP is important for companies of all sizes

ERP is considered a valuable investment by businesses of all sizes. Essential to daily operations, productivity and record keeping of countless organisations, ERP software will enhance the efficiency and accuracy within your business procedures to save you a considerable number of mistakes, oversights and delays.

If you have a smaller growing business, you may feel that ERP seems like an unnecessary addition. While you may find yourself already taking care of all activities, records and data across multiple separate systems, many business owners find that they struggle to keep track of everything as their business grows. From adding employees to expanding product offerings and sites, ERP software will help you integrate all of your processes, systems, data and activities into one system that works to support your success. ERP provides smaller growing businesses with a way to ensure all employees have fast access to the resources they need to grow your business, enhance productivity and complete reporting with confidence and accuracy.

For most large companies, ERP becomes the backbone of their business and is integral to their core strategies. With the ability to be customised to suit the requirements of each individual business, ERP supports businesses of all sizes with precision and reliability.

How to implement an ERP system into your business

The first step in implementing a successful ERP system is to define what you are trying to achieve within your business, and the objective criteria by which to measure success. This needs to be based on the business case put forward when making a decision to implement an ERP system into your business, regardless of your company’s size.

Next you need to engage with an accredited partner that you feel you can trust, and who takes the time to understand your business. They need to be clear on the challenges, processes and integrations that are important to the organisation, such as the Triumph ERP accredited partners, who are required to meet strict criteria for experience, integrity and commitment to delivering effective business solutions.

Within your own team, you will also be required to nominate the internal project team and give them the authority and the time to dedicate towards the project. Your accredited partner and the internal team need to be clear on the objectives of the project through the entire implementation process.

Following a thorough consultation on the needs of your business, the accredited partner will design and plan an ERP solution tailored to your business with project objectives, budget, timelines and details about how to control the project scope. They take into account your current circumstances alongside your business growth projections and objectives to ensure that your ERP system can continue to meet your needs as you grow and evolve.

As with any new system or software, an implementation must be efficient, effective and comprehensively planned. Accredited partners will provide you and your team with the insight, training and know-how to effectively utilise your ERP in daily operations. The goal should be that your business is able to take ownership of your own system after going live.

Triumph ERP software and their partners

Triumph ERP software is sold and supported exclusively by fully trained and accredited partners. Our Accredited Partners are the key to our outstanding and responsive service. We only appoint organisations that meet strict criteria for experience, integrity and commitment to delivering effective business solutions.

All of our Accredited Partners have a thorough knowledge of Triumph ERP, as well as accounting qualifications and skills. They are best placed to help you because they understand your business, how your software is installed and set up, and the network/hardware environment it’s running on. If they’re unable to resolve any issues you may have, then they will enlist our help as the Australian developer of Triumph ERP software, making sure that your business is always operational.

Triumph ERP is built upon a modular design, allowing the software to be customised and scaled to suit needs and support business growth. This unparalleled ability to add on modules and users makes Triumph ERP the most capable and affordable entry level ERP software on the market today.

Triumph ERP Software Training Course Outline

Software Training with Triumph ERP

In collaboration with one of our extraordinary Western Australian dealers, Triumph users have access to a broad range of software training courses to help you get the most out of your Triumph ERP software. Learn out to make your software work for you and check out below for our extensive variety of software training, exclusive to CA Management Services and Triumph Business Systems.

Triumph Training Courses Overview

Triumph Intro and General Knowledge

An ideal training course for new and existing Triumph ERP users. This course does not require knowledge of any Triumph modules.

Purpose

This introductory course aims to provide participants with knowledge and skills required to use the basic functions of Triumph ERP including General Ledger, Debtors and Creditors modules.

Target Audience

Aimed at participants who would not have used this package previously, or who would like a ‘refresher’ overview of the modules with a few handy tips thrown in.

Prerequisites

Participants should be familiar with the basics of using a PC. Experience with alternative accounting package would be an advantage but not necessary.

Content

During this course, users will learn the basic functions of Triumph ERP, including the following:

Getting FamiliarUnderstanding the general operation of Triumph ERP
Master FilesSetting up Creditors, Debtors and Inventory
CreditorsPurchase Orders; Purchase Invoices; Creditor Payments
DebtorsSales Invoice; Cash Sales; Returns on Unpaid Invoices; Partial Returns
ReceivablesApplying payments; Applying payments to multiple invoices; Analysing Sales; Statements
General LedgerEntering cheque payments; Making deposits; Reconciling the bank account

As well as other modules which will be reviewed, including:  Sales Analysis and reporting, Sales orders, Purchase Orders, Job costing, Point of Sale, and eCommerce.

Triumph Advance Hidden Features Course Outline

This training course is designed to show existing users the features Triumph ERP has that the majority of users are unaware of. We are addressing the comment that many users make. “I know the system can do more for me but I don’t have the time to spend playing with it.”

Specific Issues can include:

StocktakingForeign Currencies
Automatic Pay Runs / EFTQuoting / Orders / Standing Orders
Purchase OrderingBill of Materials
Stock Ordering ReportsReports Overview
ODBC LinksCrystal Link
Synergy LinkStanding Journals / Accruals
Changing CodesFixing Errors
Sales AnalysisBank Reconciliation
GST Reporting General Ledger Reporting

Users will also learn about Multi Division and Multi Location, and Preventing Data Corruption- addressing validations, re-indexes, integrity checks and network settings.

Crystal Report Writing Course Outline

An ideal training course for current Triumph ERP users who want to extend the reporting capability of Triumph by making their own customised reports.

Purpose

This course is aimed at learning how to design presentation quality reports with Crystal Reports. Within a few minutes of beginning this class we will use the Triumph ERP database information to produce a basic list report. Then we will turn the basic database information into a more complex presentation-quality report. Crystal Reports has many extensive capabilities and has been designed to provide you with the most flexibility possible in designing reports. Our only limit to creating reports with Crystal Reports is your imagination!

Target Audience

Aimed at participants who would not have used this package previously but are familiar with Triumph.

Prerequisites

Participants should be familiar with the basics of using a PC. Experience with Triumph ERP package would be an advantage.

Content

Making your first report

Connecting to database

Linking tables; Inserting fields; Conditional formatting;Grouping; Subtotalling; Record selection; Requesting user input to select records conditionally.

Editing a typical Triumph form (ie Invoice, purchase order etc.)

A workbook is provided that is useful as a reference resource once you leave the course. 

NB: Triumph is only compatible with version Crystal Report Writer XI R1. The Crystal report writer that we use in this course is not supplied with a standard Triumph installation. It is available to purchase and comes with a ‘DataFlex Connectivity Kit’ that will allow you access to the Triumph data tables.  If your installation of Triumph is an SQL version, the Connectivity Kit is not required, but you will still require Crystal Report Writer XI.

Fixed Assets Course Outline

An ideal training course for new and existing Triumph ERP Fixed Assets users. Does not require prior knowledge of package.

Purpose

This introductory course aims to provide participants with the knowledge and skills required to use Triumph ERP Fixed Assets.  The presenter will take you through the software, reports and processes to help you manage and reconcile your fixed assets from month to month. 

Target Audience

Aimed at participants who are currently, or intend to use, Triumph ERP Fixed Assets in the work place. 

Prerequisites

Participants should be familiar with the basics of using a PC. Experience with alternative accounting package would be an advantage but not necessary.

Content

  • Fixed Asset module control settings – getting it right from the outset.
  • Adding a new fixed asset – Assigning a General Ledger posting table; reporting groups and asset locations; Insurance and Finance.
  • Fixed asset master account maintenance.
  • Transactions –  Additions; Transfers; Depreciation; Revaluations; Disposals.
  • Reports and Listings – Assets on file; Asset Valuation Schedule; Depreciation Schedule; Valuation Report; Period Transaction Register; Asset Transaction Report; Capital Gains on Asset Sales.
  • Special Processing – Change Asset codes; Change component codes; Check Asset Integrity; Delete Flagged Asset details; End of Period Processing; Depreciation Process.
  • Stock take of Assets.

Job Costing Course Outline

An ideal training course for new and existing Triumph ERP Job Costing users, which does not require prior knowledge of package.

Purpose

This course aims to provide participants with the knowledge and skills required to use the Triumph ERP Job Costing Module.

Target Audience

Aimed at participants who are currently using, or intend to use, the Triumph ERP Job Costing Module in the work place.

Prerequisites

Participants should be familiar with the basics of using a PC. Experience with alternative accounting package would be an advantage but not necessary.

Content

  • System Set Up – Control maintenance
  • Setting Up: Posting Tables; Default Cost Centres; Job Groups; Employee Activities; Employee Maintenance; Overheads
  • Adding a new job
  • Adding transactions: Timesheets; Creditors Invoices/Credit Notes; Stock Requisitions; Direct Purchase; Overheads
  • Reports
  • Invoicing
  • Adjusting and writing off WIP
  • Job Quoting
  • Time Clock
  • Attaching documents to Jobs

Creditors & Purchase Ordering Course Outline

An ideal training course for new and existing Triumph ERP users, which does not require prior knowledge of package.

Purpose

This course aims to provide participants with the knowledge and skills required to use the Triumph ERP Creditors Module.

Target Audience

Aimed at participants who are currently, or intend using, the Triumph Accounting Creditors Module in the work place.

Prerequisites

Participants should be familiar with the basics of using a PC. Experience with alternative accounting package would be an advantage but not necessary.

Content

  • Structure – how purchase ordering integrates with other modules
  • System Set Up – control maintenance
  • Adding a Purchase Order:
    • Line Types
    • Printing Orders
  • Stock Re-ordering – Reorder reports through to stock requisitions
  • Back to Back Ordering – From entering a sales order, through to requisitioning into a purchase ordering, then releasing the received goods back into the sales order for invoicing to the customer.
  • Invoice Entry
  • Reports

Managing Inventory Course Outline

Purpose

The Managing Inventory training course presents users with a variety of options to increase efficiency, accuracy and effectiveness in their inventory. Know the status of your inventory and use Triumph’s powerful reordering features to increase your efficiency.

Target Audience

Warehouse/stock controllers/storeman and decision-makers within your organization who wish to improve the company’s stock management.

Prerequisites

Hands-on experience with inventory and stock control. As a guide, you will get the most from this course if you have six months experience with using Triumph. ERP/bookkeeping knowledge is not a requirement for this course.

This course will cover the following objectives:

  • Practical, hands on advice on how to manage your stock better and re-order efficiently. Print informative reports that accurately tell you what’s happening and what to purchase.
  • How to create New Stock Items including the use of Triumph cataloguing features and bill of material features.
  • To use the reporting to assist with knowing what stock to order via Min/Max/Sales Stats.
  • Discussions on how the system can assist the organisation of the Warehouse and making picking/packing efficient and how to use barcodes with Triumph processing.
  • Explain the way the Sales Orders work and the entries that the system generates when processing transactions, including links to Triumph the Point of Sale module and Web ordering.
  • Explain the way the Purchase Requisitions and Purchase Orders work and the entries that the system generates when processing transactions. Optimise your use of the purchase requisitions and purchase order modules to take advantage of reorder facilities while processing sales.
  • Gain efficiency by quickly processing price updates and maintaining selling prices.
  • Review of Multi Location and Multi Division features for managing inventory.
  • Acquire an appreciation of why people need a system like Triumph when they outgrow systems like MYOB or QuickBooks or Xero.

Advanced Purchase Ordering / Creditors Course Outline

Purpose

The Advanced Purchasing training course upgrades purchase ordering functionality for users with a variety of options to increase efficiency and internal control. It also demonstrates where significant time savings can be introduced into inventory management, job costing and sales back-ordering processes.

 Target Audience

Members of purchasing departments and decision-makers within your organization who wish to improve all areas of the organisation’s purchasing processes.

Prerequisites

Experience in purchasing including centralizing of purchasing functions. As a guide, you will get the most from this course if you have an understanding and some hands-on experience with using Triumph. ERP/bookkeeping knowledge is not a requirement for this course.

This course will cover the following objectives:

  • A review of the Purchasing Module in Triumph including main features and purpose, and its integration with other modules in the Triumph Suite of programs.
  • Introduction to more advanced purchasing options – Purchase Requisitions Module and the Advanced Purchasing Module.
  • Explain the way the Purchase Requisitions and Purchase Orders work and the entries that the system generates when processing transactions. Optimise your use of the purchase requisitions and purchase order modules to take advantage of reorder facilities while processing sales.
  • Explain the way that Purchase Requisitions can improve control and save time in managing Sales Order back-orders.
  • Introduce Advanced Purchase Ordering features including the concepts of Work Orders (used in Costing environment), Internal Requisitions and Unapproved Orders.
  • Demonstrate the use of Landed Costs, an upgrade on the existing Disbursements feature in basic Purchasing Module, which allows addition of Landed Costs by individual stock item without operator intervention.
  • Examine additional features of Advanced Purchasing Module including the use of Incoterms, scanning of goods receipts, allocating multiple invoices against Purchase Orders and handling of exceptions to individual orders.
  • Acquire an appreciation of why people need a system like Triumph when they outgrow systems like MYOB or QuickBooks or Xero.

Point of Sale Course Outline

This training course runs through how to record a ‘shop’ sale using Triumph’s Point of Sale module. It outlines the range of transactions available, and how to process and report. This course is hands-on with plenty of exercises to keep the new user engaged with the process.

Purpose

Aims to provide participants with the skills needed to make sales using Triumph’s Point of Sale module.

Audience

Aimed at a Triumph user that wants to process transactions through the Point of Sale module.

Prerequisites

Completed Triumph Introduction & General Knowledge course, or has prior experience with the program.

Contents of written notes:

  • Enter a POS sale – Lookup a Stock code; Filtering stock code lookup; Transaction – Customer pays ‘On Account’ (without picking or backorders)
  • Enter a POS sale and pay by method Account – Transaction – Receipt funds ‘on Account’ from the customer
  • Receipt money from the customer onto their Account
  • Reverse a receipt – POS End of Day Procedures; Cash/EFT Rule-off; Banking
  • Complete an end of day – Held Transactions; Transaction – Park a sale
  • ‘Park’ a sale- Counter Sale (On order – with customer’s deposit)
  • Pick slips, Quotes, Laybys, Deposits, Gift vouchers.
  • Reports and functions for ruling off and end of day balancing of transactions.
  • Integration with Other Triumph Modules
    • Sales order
    • Batch Invoice
    • Inventory and Pricing
    • Back-ordered Stock
    • Stock Transfers (Multi-Locational/Multi-Divisional)
    • Purchasing
    • Job Requisitions
    • Sales Analysis Reports
    • Special Pricing and Debtor Discount Structures

Sales Order Entry / Standing Order Course Outline

This training course runs through the ‘basics’ of the Sales Order module, then looks into the more advanced features and interfaces with other modules. It is suitable for beginners to the Sales Order module as well as those who have been using it for a while. The attendee will be given an insight on the possibilities of sales ordering.

Purpose

Aims to provide participants with the skills needed to make sales using Triumph’s Sales order module.

Audience

Aimed at a Triumph user that wants to improve their knowledge of the Sales order module.

Prerequisites

Completed Triumph Introduction & General Knowledge course, or has prior experience with the program.

Basics:

  • Introduction
  • Sales order cycle: Enter a sales order; print picking slips; confirm picked quantities; print delivery dockets; Create invoices
  • Sales order entry and quote entry – converting quotes; different line types

Advanced features and interface with other modules:

  • Paperless picking overview
  • Advanced order entry features
  • Order deposits
  • Direct Debit Payment
  • Backorder cycle
    • back-order release; back-to-back ordering with purchase requisitions
  • Standing orders
    • Sales order setup options
  • Multi-location/division transfers – stock requisitions
  • Debtor maintenance – working with delivery codes
  • Emailing orders and invoices
  • Interaction with other modules:
  • Inventory overview – discounts; warranties; bill of materials; pricing; catalogues
  • Point of sale overview – creating a sales order through point of sale
  • eCommerce overview – having your customers create their own orders through a web interface
  • GL overview – Tax codes and the BAS
  • Sales analysis overview – Viewing sales figures from different perspectives
  • General data entry tips for the latest version of Triumph

How to perform a debtor wide transaction search.

With  the  debtor wide transaction search in Triumph ERP Software, it is now much easier to find a transaction purely on an amount or reference, like what you might get from a bank statement.

The debtor wide transaction search appears in two places. In Debtor Receipt Entry D-T-R simply click the “Transaction” lookup button.

This will bring up the transaction search window, where you can enter an amount or text to search for.

If you enter an alphanumeric search text, any transaction whose Transaction Number, Reference Number, Order Number or Description, contain that text string will be displayed.

If you enter a numeric search text, in addition to the above, the Amount and Unapplied Amount will be checked to see if their values match.

If you enter a whole value, e.g. 65, any amount in the 65 dollar range, positive or negative, will be found, i.e. $65.00 – $65.99. If you enter +65 it will only find positive amounts, and if you enter -65 it will only find negative amounts. If you enter +65.85 it will only find positive amounts for exactly $65.85.

Once you’ve found your transaction, double click on it to bring back the debtor and amount, or click the OK button.

If you save the receipt and then apply it, the system automatically picks up the original invoice to be applied, making this job even easier.

Based around the same lookup, Debtor Transaction Enquiry D-T-W, is a powerful new option to find and enquire on debtor transactions.

The main difference here is that you have all the normal Transaction Enquiry buttons such as Reprint and Reverse etc. You can also export the results to Excel.

In addition to outstanding transactions, you can also find transactions based on a set date period or a date range.

Note: Depending on the selection criteria, it may take some time to return all the results.