How to Use Activities
Previous  Top  Next

Menu Navigation

Activities ...

About Activities

The activities menu in ManageMore contains many of the actions you will perform in your business on a regular basis. An activity typically involves a common business function where new information is added to your database, or existing data is changed. Some activities are designed to help speed up data entry, reconcile data, better manage large databases, or find information quickly.

This topic contains general information about common functions on Activity screens. For specific information about a particular activity, refer to the help topic provided for the specific activity.

In this Topic
   Single Entry Activities
   Batch Entry Activities
   Process Activities
   Q & A - Activities

Related Topics
   2.7   How to Use Lists

Single Entry Activities

Most transactions are entered into ManageMore in a single entry fashion. This is done using a form window. A form is a type of screen used to enter, change, view, or delete a record in ManageMore. You can access forms in ManageMore by selecting the appropriate activity from the activities menu, or from a list by clicking an update button. Single entry activities include entering invoices, payments, purchase orders, or inventory transfers, as well as numerous other records.

In all single entry activities, to accept the change or addition of a record click OK or Save Record. Alternately, you may simply press <Enter>. This will save your changes to that record. You can click Cancel or Close or press <Escape> to exit a form without saving.

Depending upon the form, there are usually several other options while entering a transaction, appearing as additional buttons on the form. For help on these additional actions, please refer to the section of this guide which contains the form (e.g. Accounts Receivable).

Batch Entry Activities

Batch entry activities are specialized form windows that allow the user to rapidly add, edit, or delete multiple records in ManageMore. These types of activities are usually employed by larger businesses, but can benefit smaller operations as well. Batch-related activities offer a tremendous advantage by providing a double-check posting mechanism, which ensures accurate data being saved to your database.

Some common processes using this technique include batch payment entry and inventory count entry. You can open multiple batches simultaneously for more than one employee to enter data. Some batch processes even allow data to be imported into the batch, or batches to be auto-generated from your company data. When a batch is completed, the total is shown and the batch awaits confirmation (i.e. posting). The posting process is separated from the entry process for control purposes.

When you select a batch process, you will be presented with a list of batches that have been created (see Figure 2-13). From this list, you can add, edit or delete a batch, by clicking an Update button. Once a batch is complete, you can finalize the batch process by clicking the Post button. This will cause a screen to appear which will allow the user (or supervisor) to confirm the batch totals and accept the new records into ManageMore.

Figure 2-11.   Standard batch list functionality

Process Activities

Some transactions are created with a process/post methodology in batch mode. Examples of this type of transaction are bad debt write-off, finance charges, and recurring statement charges. When you select one of these processes, you will be presented with a list box containing the transactions which are to be generated (see Figure 2-14). This list will appear empty until the list is built.

To begin the process, click Build. You will then be prompted to enter the criteria for the records to process. ManageMore will review your database and select the records based on the criteria entered. You will then return to the list of records to be generated, so you can review the records you are about to process. At this point no changes have been made to the ManageMore database.

You can click Info to view summary information about the list (e.g. number of records, total balance). If you would like to permanently record the items in the list, click Post and ManageMore begins the process of updating the database (after confirmation). If you want to start again, click Empty and you can select new criteria.

On some processes, you will be able to add, edit and delete items manually from the list by clicking the Update Records buttons. Some or all of the update buttons may be disabled on certain processes, where editing the list is not allowed.

Figure 2-12.   Process List functionality

Q & A - Activities

Q01.   What happens if an unexpected event, such as a power failure, occurs during the posting process?
A01.   There are two ways to deal with this issue. First, for all major processes, such as the statement process, we recommend that you make a backup of your data prior to beginning. This way, if there is a problem, you can simply restore the backup and restart the process.
   Secondly, in the event a backup was not made, most processes are programmed to start posting at the point which posting had stopped. Simply click the post button upon returning to restart the process.

Q02.   I entered a record into the system, but cannot delete it. What can I do?
A02.   In most cases, records that cannot be deleted for integrity reasons can be marked "Inactive." Simply edit the record, and check the Inactive field. Transactions which cannot be deleted may be reversed in most cases.

Q03.   I entered a record, but now I cannot find the data. How should I proceed?
A03.   Navigate to Lists ... and select the list for the data you need. You can now find records on the list by either using the search methods presented on the list window, using IntelliQuery or custom views, or highlighting the list and press <Ctrl + PgDn>, which will most likely take you to the last record entered in the data set.

Q04.   I don't see my question here. Where else can I get information?
A04.   Visit our website's Technical Support section.

© 2006 - Intellisoft, Inc. All rights reserved.
Other Related Links
  Business Software | Cellular Software | Pager Software | Business Management Software