This document serves as an example of how a company-specify S.O.P. looks look. The completed S.O.P. is also linked into the Mirror Streamline user-interface on the Corporate page on the main menu for easy and quick reference by users.
Configurations refer to settings that are normally defined at the outset, and then modified as circumstances dictate. Processes refer to the daily "run-of-the-mill" operations, and Management Functions refer to actions that the owner/managers should take to ensure that the configurations and processes are executed properly.
Where a reference is made to an action to be taken on the actual software, it is indicated in a font like this. The reference will start with a prefix to indicate the page on Streamline's main menu. For instance, MM3 refers to Streamline's Main Menu Page 3 (Accounting & Inventory).
MM5 >> General >> Accounting >>
Set 'Block Transactions If Negative Stock QTY' to 'Yes'. This setting should be 'No' for as long as the stock levels are still being uploaded. Once accurate stock levels are in place across all warehouses, set to 'Yes'.
C2 Warehouses
MM3 >> Global Settings/Other >> Warehouses >>
Add a warehouse for the various storage locations. 'Name' would be e.g. 'Showroom'. Accept other default values.
C3 User Security Profiles
MM5 >> Users >> Profiles >>
Add profiles for the various roles of personnel. For instance under Accounting, 'May Issue Credit Notes' to 'Yes'.
Per user, explicit rights must also be given in terms of allowed transactions per warehouse. To define these rights: MM5 >> Users >> Show All >> (select specific user) >> WH >> Add >>
C4 Debtor Types and Regions
MM3 >> Global Settings/Other >> Debtor Types >>
Regions are defined on the add/edit debtor screen. (2nd button to the right of the field 'Region'.)
Debtor Types and Regions are used to produce consolidated invoices and statements (MM3 >> Debtors >> CI or CS >> )
MM2 >> Clients >> Add >>
(Select new client) >> Debtor Accounts >> Add >>
This account is used for quotations to potential clients who do not yet have a debtor account.
P1 New Supplier
MM2 >> Clients >> Add >>
Provide company name, address etc.
P1.1 Supplier's contact persons
MM2 >> Clients >> (select client) >> Contact Persons >> Edit/Add >>
P1.2 Open Creditor Account
MM2 >> Clients >> (select client) >> Creditor Accounts >> Add >>
P2 New Stock Items
MM3 >> Item Master >> Add >>
Retail Sales Price is default for new sales orders.
Set 'Default Acquisition Method' to 'Purchase' and also specify 'Default Supplier'
Ensure to leave blank 'Default Purchase Order / Straight GRV Account' for physical items.
P3 Ordering Stock (Local Supplier)
MM3 >> Purchase Orders >> Add >>
Specify 'Forced WH' so that the GRV later on will go into specified warehouse.
P3.1 Receiving Stock
MM3 >> Purchase Orders >> (select purchase order) >> Generate GRV(F1) >>
'Supplier Doc. Ref.' is invoice number of supplier.
If a partial delivery is made, use the Purchase Order's Scheduling function. ("S" button to the left of the Generate GRV(F1) button.)
Before accepting the GRV, ensure the Grand Total matches with the amount on the supplier's invoice.
For overseas imports, please refer to Streamline's Help Files >> Index >> Accounting step-by-step training manual >> 6 January - Imports.
P4 Quote to Potential Client
MM2 >> Clients >> Add >>
Also capture a contact person against the client record.
Also use the Lead Info / Notes function in conjunction with the Pipeline Filter to manage follow-up dates etc. Meetings with clients scheduled on the diary.
P4.1 Add Sales Order (Status: Quote)
MM3 >> Sales Orders >> Add >>
Because the potential client does not yet have a debtor account, specify the client as QUOTES (set up under C5)
To point to the potential client, specify the contact person in the field Alt. CP (Top-leftish of screen)
Add various line items, and leave the status of the sales order on Q = Quote.
P5 Client Accepts Order
MM2 >> Clients >> (select potential client) >> Debtor Accounts >> Add
To get the next account number, press Shift-F4, or type the account number if provided by the client.
P5.1 Change Sales Order
MM3 >> Sales Orders >> (select sales order) >> Edit >>
Change the Client from QUOTES to the new debtor account.
Delete Alt. CP
Set Status to 'Accepted / InPr'
Also set 'Default WH' to the appropriate warehouse from where the stock will be released.
P5.2 Invoice
MM3 >> Sales Orders >> (select sales order) >> Generate Invoice (F1) >>
Press 'OK' to accept the new invoice.
If the full Sales Order is not invoiced (partial delivery), leave the status of the Sales Order on 'Accepted / In Process'. Otherwise, if sales order has been fully invoiced, set the status to 'Completed'.
The invoice can be printed as both an invoice and delivery note to facilitate the drawing of stock from the logistics warehouse.
P6 Client Pays
MM3 >> (Select Cashbook) >> Deposits >> Add >>
'Description' will appear on the debtor's statement e.g. 'Payment - thank you'.
'Doc Ref' e.g. 'IBANK'.
After selecting the Debtor Account and typing the amount, click 'Get Open Items'. This will display a list of invoices not yet settled. Select the appropriate invoice and click 'Allocate Max'. If more than one invoice are being settled, click on 'Auto-Max' which will set off the amount against the oldest invoices first.
P7 Credit Notes
P7.1 SCENARIO: INVOICE AND DELIVERY NOTE NOT YET SENT TO LOGISTICS COMPANY
MM3 >> Invoices >> (Select Invoice) >> Reverse >> In Full >>
This will cancel out the invoice in totality and reverse all financial and stock details. To re-create a new invoice, either copy-add (and edit) the original sales order, or copy-add (and edit) the original invoice.
P7.2 SCENARIO: INVOICE AND DELIVERY NOTE ALREADY SENT TO LOGISTICS COMPANY
MM3 >> Invoices >> (Select Invoice) >> Go Sales Order >> Status >>
Set the status back to 'Accepted/In Process.' Then go
MM3 >> Invoices >> (Select Invoice) >> Reverse >>
and indicate which items are to be reversed. Then generate another invoice against the sales order with the correct items.
MM2 >> Diary >>
Sales reps can update the diary as communication tool to management.
P9 Item Adjustments
MM3 >> Item Adjustments >> Add >>
Use this feature to adjust stock levels at various warehouses, either upwards or downwards.
'Type' specified as 'Journal Entry'. (Ignore 'Flush Conversions'.)
Once the stock levels are accurate, C1 should become effective.
P10 Re-Open Internet Database Connection(RIDC)
Use this button if the internet connection is unstable. Then you don't have to log off and on again to refresh the connection.
M1 Debtors Age Analysis
MM3 >> Accounting Reports >> Debtors Age Anal. as on (to date) >>
M2 Bank Recons
MM3 >> Accounting Reports >> (specify Bank Statement Balance) >> Recon as on (to date) >>
M3 Sales Stats
MM3 >> Inventory Reports >> Sales >>
Various reports are available for analysing sales per item group, client etc.
M3.1 Sales Executive Dashboard
MM3 >> (Select Sales/Profit underneath the Exec. Dashboard button) >> Exec Dashboard >>
Various "views" are available for quick trend analysis etc.
M4 Check Postings and Work(/Accounting) Period
MM3 >> Batch Posting >>
At month-end, all transactions should be posted, and the accounting period should be set forward to the next month. To set forward the work period, go MM3 >> Global Settings / Other >> Work Period >>
Say the current work period is April 2009, then 'Cut-off Date' must be 31-Mar-2009 (the system will block transactions dated 31-Mar-2009 or prior), 'Max Capture Date' and 'CashFlow Posting Top Date' both will be 30-Apr-2009.