Unisolve Standard Edition

Volume
1
STANDARD EDITION – USERS GUIDE:
 BBS East London

34 Jarvis Road • Berea
Phone 043-7269802 • Fax 043-7269129
E-mail: bbs@intekom.co.za
Web: www.bbsel.co.za
Table of Contents
About This Manual 1 How To Create a Document 4
More Template Tips 4
Conventions Used In This Manual
Before You Start 2 CH APT E R 3
How To Customize This Manual 1
Unisolve Login 3 About the “Picture” Icons 1
Creating Locations 4 Section Breaks are Key 2
About Pictures and Captions 2
CH APT E R 1 – ST OCK How To Generate a Table of Contents 3
Understanding Unisolve Stock 1 How To Create an Index 3
Create Main Departments 2
Create Sub Departments 3 CH APT E R 3
Create Stock Codes 4 How To Customize This Manual 1
Understanding The F5-Menu Screen About the “Picture” Icons 1
Generate Stock Codes In Other Section Breaks are Key 2
Locations 5 About Pictures and Captions 2
Stock Batch Receive (GRV) 6 How To Generate a Table of Contents 3
Locations Transfers 7 How To Create an Index 3
Stock Adjustments 8 How To Change Headers and Footers 3
How To Save Time in the Future 4
Enter Sales Manually 9 How To Create a Document 4
Deleting Dormant Stock Codes 10 More Template Tips 4
Price Updates 11 Index 5
Unisolve Stock Reports 12
Running Reports 13
Stock Take Procedures 14
CH APT E R 2 – CRE DIT ORS
Understanding Unisolve Creditors
Create Creditors
Running Reports
U N I S O L V E B U S I N E S S M A N A G E M E N T S O F T W A R E S O L U T I O N
1
D E S I G N C U S T O M I Z A T I O N
ABOUT THIS MANUAL

This manual is designed as an aid to the user of the Unisolve program. We
believe that there is no substitute for one on one training and therefore offer
this training which will differ in length and in content relating to the modules
purchased.
This manual describes Unisolve operation and features at the time of

publication, and does not reflect changes made to the program after the
manual was completed. Further updates may be available from your reseller.
CONVENTIONS USED IN THIS

MANUAL
The Exit button is used to escape from screens
The F2-Lookup button is used to view data that you have

created
Saves any changes that you have made to your stock item
Used to delete a
3
BEFORE YOU START

KNOW YOUR BUSINESS – If you are using Unisolve, then you are selling
something, whether it is hardware, liquor, groceries, clothes, electronic
goods, building materials or a service (Hotels, B&B’s)
The Unisolve Dealer should have spent an amount of time consulting with
you as to what your needs are and what edition of Unisolve you should
purchase. They would have also taken a close look at your products and also
would have discussed, how you are or will be operating your business.
DEPARTMENTS – With the help of the Unisolve dealer, you will be able to
departmentalize your business into main departments and sub-departments.
Write these down on a piece of paper on point form and file away safely.
CREDITORS – Write down all creditors.
STOCK CODES – At this stage you would have also decided how you were
going to sell your product e.g. Are you using a barcode scanner, are you
using basic stock codes, are you using Alpha-numeric stock codes or are you
using combinations of stock identification.
By realizing how you are marking your product for sale to your customers
will help greatly in the capturing of the necessary stock data.
4
UNISOLVE LOGIN
1. Click on Unisolve icon on Windows Desktop
2. The Unisolve “User Log on” will appear.
3. When licensed Unisolve will have your business name at the “USER
NAME” field
4. If desired a password may be allocated to the “PASSWORD” field
5. Type in the required password, but make sure that your “Caps Lock” is
on.
6. Press “ENTER”
7. The Unisolve Main Menu will appear
5
ALLOCATE LOCATIONS
1. Select “Unisolv”
2. Select “Stock System”
3. Select “Management”
4. Select “Maintain Parameters”
5. Under “Maintain Parameters” select “Location Parameters”
6. At the “Location” field type in “0”
7. On default “0” will be called “Principle Location”. The description may

be changed or left as is. Users usually change “Principle Location” to
“Stock Room”
8. Ignore the other fields as they are to be explained by the support

person
9. Press “F4” to update and continue to capture locations as explained

above.
10. Press “Escape” or click “Exit”
11. By doing this you are able to exit from “Maintain Location Parameters”
menu.
6
Chapter
UNISOLVE
STOCK MODULE
Unisolve has a very comprehensive stock system that can do just about
anything with stock for your business.
The primary goal of the stock system is to provide a complete stock control
solution. This being no easy task in any enterprise an advanced stock control
system is the answer to managing the goods of your trade. Yes the very heart
of your business lies in your ability to manage and control the goods that
7
make the money for you. Therefore you need to understand all aspects of the
Unisolve Stock Control System in order to make it work for you.
All persons who are involved in any way with the Unisolve program should
use this help file.
In this help file you will learn how to create stock items, maintain stock
items, create and use multiple locations for different branches or stock areas.
You will be able to extract sales figures, monitor trends, generate re-order
reports, take stock and manage variances among many other important stock
control aspects also available through Unisolve Stock.
In the Stock Module we will create Main and Sub Departments, we will then
create the individual stock codes. We will also explore all the features that
Unisolve Stock offers in as much detail as possible and then explore all the
Stock Reports and their reasons for being there.
CREATING MAIN DEPARTMENTS
8
1. Select “UNISOLVE” at the main menu
2. Select “STOCK”
3. Select “MANAGEMENT”
4. Select “MAINTAIN DEPARTMENTS”
5. At the “DEPARTMENT” field type in the Main Department Code e.g.:

100, 200, 300 etc.
6. Press ENTER and type in the Main Department description.
7. Fill in the “TAX CODE” field and press F4 to accept
8. Select “Y” or “N” depending if the department is negative or positive.
9. Press “F4” to save that departments attributes
10. Continue with Main Departments until all the desired Main
Departments have been created.
9
CREATING SUB DEPARTMENTS

1. Use the same procedure to create Sub Departments as you would to
create Main Departments
2. At the “DEPARTMENT” field type in the Sub Department Code e.g.:

101, 102, 103 etc
10
3. When a Sub department number is entered a Warning Message will

appear notifying you that you will create the Sub Department With The
Main Departments attributes
4. Click “OK” and fill in the “DESCRIPTION” field with the Sub
Departments description.
5. Press/Click F4 and proceed to the next Sub Department of Main

Department 100
6. When done Click “EXIT” or press “ESCAPE” to the Unisolve Main

Menu
7. It is possible to view the Main & Sub Departments that have been
created. You may do this by pressing the F2 button on the Maintain
Departments Screen
CREATING STOCK CODES

1. Select “Unisolve”
11
3. Select “Maintain”
4. Select “Create Stock Codes”
5. A screen will appear asking for a “Location” Always creates stock

codes in location “0”
6. After entering “0” as your location the “Create Stock Codes“ screen
will appear
7. Type in or scan in the stock code. Please note that a stock can be a
barcode less the last digit, alpha numeric or any number from 1 to 12
digits.
8. Press “Enter:”
9. A “Copy Code” Screen will appear. You may at this point fill in the
provided area the code of a previously created item that is similar to
the code that you are currently creating. This will allow for all the
attributes of the previously created item to be found in the new code.
10. If the “Copy Code” feature is not used then press “Enter” and
carry on capturing the products information.
11. Fill in the long description field and press “Enter”. This
description will appear on the management reports and on the sales
slips on a PC based Point-Of-Sale system. The description should be
clear as to allow easy product searching via description e.g.
MINERALS COCA COLA CAN 340ML
12. Fill In The department field. Please note that the department
required will be a sub department and a look up may be used to view
the created departments by pressing F2
13. Enter to and fill in the “Pref. Supp” field. This field is where the
Creditor number is filled and this Creditor is then the preferred
supplier of the created product. You may press F2 to look up created
suppliers/creditors.
14. Ignore all other fields (as they will be explained in great detail
later in the manual) and fill in the “Short Description” field. This short
description is the description that will appear on the sales slip from the
cash register. Abbreviation should clearly describe the sold item to the
customer and to the cashier. E.g.: COKE CAN 340ML
15. If you have the items cost then fill in the “First Cost” field. NB:
The costs are exclusive of VAT
12
16. The “Last Cost” field will automatically take the “First Cost”
figure
17. Enter to the “Tax Code” field If the item is vat able then use “1”
as the VAT indicator. If the item is zero-rated then use “2” at the
indicator.
18. Enter to the “Markup %” field for price 1.
19. At the “Markup %” field for price 1 a percentage markup may be

type in.
20. Once the percentage value is type in it will calculate the selling
price exclusive of VAT and the selling price inclusive of VAT. A true
calculated markup is displayed in the “Calc. MU%” field.
21. If you would like you may enter to the exclusive or inclusive
fields and fill in the desired selling price. The “Markup %” field will not
change, as this is your markup that you have entered. The “Calc. MU
%” field will however change.
22. It is possible for MOST cash registers to use 2 prices only per
product. PC based Point-of-Sale systems may however have more.
13
23. If the product is being sold by barcode then after the prices are
entered press “F5” or click onto the “F5-MENU” button.
24. Select “Stock Links”
25. It is possible that you have created the item using a single or
number of digits. In Unisolve this does not matter as single product
may have a barcode and a different stock code.
26. At the “Bar Code” field press and hold “Shift” and then press
“F1” or click onto “S1-EAN 13” Do this only if you are creating your
own IN-HOUSE barcode. If at the “Stock Code” field you have chosen
to use the barcode as a stock code then at the “Bar Code” scan or type
in the barcode.
27. This will look at the stock code that you have given this
particular item that you are creating and automatically create a 13-
digit barcode for it.
14
28. PLEASE NOTE THAT you may only use step 27 if the stock code
of the item is the barcode less the last digit. If not then at the “Bar
Code” Field the barcode of the item must be entered in (All 13 Digits)
29. Press enter and the field next to the barcode field will reflect the
same number in gray scale
30. Press “F4” to update and press “Escape” back to the “Create
Stock Codes” menu.
31. Press “F4” to update
32. The screen will clear and be ready for the next new stock item to
be captured.
NB: AT THE CLEAR STOCK CODE FIELD IT IS POSSIBLE TO VIEW ALL

CREATED CODES BY PRESSING “F2”
GENERATE LOCATION RECORDS

“Generate Location Records” Allows for items created on Location 0 to be
generated on the other locations that have been created.
3. Select “Maintain”
4. Select “Generate Location Records”
5. In the “Location” field select the location from which you wish to send
the records from.
6. Press “Enter”
7. In the second location field type in the location to which you wish to
send the stock code/s to.
9. Fill in the “Department” fields from & to.
10. Fill in the “Stock Code” fields from & to.
11. Press “F4” to execute.
15
PLEASE NOTE THAT COSTS WILL NOT BE GENERATED IN OTHER

LOCATIONS IF THE STOCK CODE ALREADY EXISTS IN THAT LOCATION.
BATCH RECEIVE STOCK (G.R.V.)

To receive stock into Unisolve you must “Batch Receive” it.
Batches are received from a supplier invoice. This is the main and only
reference document that will allow you to batch receive goods into stock.
Batch receiving is linked to Creditors and will update the creditors account
with the invoice amounts. This mandatory, so for cash purchases you will
need to create an appropriate cash account in the Creditors Module.
Each batch is received off 1 supplier invoice. You can only
To receive stock into Unisolve you must batch receive it. All stock in Unisolve
gets received via “Batch Receive Stock” or “Location Transfers”
Batches are received from a supplier invoice. This is the main and only
reference document that will allow you to batch receive goods into stock.
Batch receiving is linked to Creditors and will update the creditors account
with the invoice amounts. This is mandatory, so for cash purchases you will
need to create an appropriate cash account in the Creditors System.
16
Each batch is received off 1 supplier invoice. You can only receive goods on a
batch into a single location and therefore each invoice can only be received
into 1 location.
The concept of batch receiving ensures that the correct details as per the
invoice are entered and verified before the system is updated. This is done to
eliminate human error and help ensure that the figures entered are 100%
accurate
It is also more convenient as it allows for the user to split entering a batch up
by saving the batch and complete the batch receive by resuming with the
batch receive at a later stage. Also it allows for a second person to check the
batch and only update stock and creditors once the details have been
verified.
Current batches that haven't been updated to stock and creditors are stored
and can be altered or verified before updating. Batches that have been
updated to stock get saved in a batch history and can be re-created at a later
stage to be reversed or received again
You can use GRV's or good's received vouchers but ultimately you must batch
receive the invoice before stock can be updated.
2. Select “Stock System’
3. Select “Processing”
4. Select “Batch Receive Stock”
5. Enter passed “Batch” field
6. Select a location (It is the norm to use location 0)
7. At “Type” select “R” for receive
8. At “Order” enter your order number that you have given your supplier
when placing your order. Please note that this could have been your
name or any alphanumeric reference
9. At “Supplier” press “F2” to view a list of created supplier or if your

know the supplier number you may type it into that field.
17
10. “Item Tax”
11. “ Line Tax”
12. At “Reference” fill in the invoice number of the invoice that your
are receiving
13. At the “Date” field type in the date the date.
18
LOCATION TRANSFERS
4. Select “Location Transfers”
5. Select “Batch Transfers”
6. Fill in the “Reference” filed. Use a name or number.
7. Select the location that you wish to transfer from and to.
8. Fill in the stock code that you wish to transfer stock of.
9. Fill in the quantity.
10. Press “F4” to accept. NOTE THAT THE STOCK HAS NOT YET
BEEN TRANSFERRED!!!
11. When you press “F4” it will allow for the next stock code that you
wish to transfer to be filled in.
12. Continue using steps 9 to 11.
13. When done you may select “S1-PRINT” to view the item that you
have selected to transfer in that BATCH.
19
STOCK ADJUSTMENTS
“Stock Adjustment” is used when certain maintenance of stock codes is needed.

Stock adjustment may be needed to adjust items due to them being spoiled, lost
due to shrinkage etc.
Stock adjustment reasons may be changed to the reasons that you find more
suitable for your business.
2. Select “Stock”
4. Select “Stock Adjustments”
20
5. Select the location in which the stock code that you are wanting to adjust
is found
6. At “Reference” type in the number for the reason for the adjustment or
press “F2” to view the reasons. Press “F4” to select a reason
7. At “Stock Code” type in the stock code or scan it in or press “F2” to look
up the stock code.
8. At “Adjust” fill in the quantity of the needed adjustment. Please note that
preceding the value with a minus (-) sign will change the adjustment to a
negative value.
9. Press “F4” to update
21
ENTER SALES MANUALLY
“Enter Sales Manually” is mostly used to capture sales from the cash registers
as a result of bad or no communication to the back office terminal.
1.
Select “Unisolve”
2. Select “Stock”
4. Select “Enter Sales Manually”
5. At the “Location” field select the location from which the stock must be
deducted.
6. At the “Reference” field type in the cashier name, cash register number or
date.
7. At the “Tax Inclusive” field select “Y” or “N” to decide whether the sale
will included VAT or not.
8. At the “Default Price” field select which price field for that transaction.
9. At the “Stock Code” field type in. scan or press “F2” to select a item.
10. At the “Quantity” field type in the amount of items to be sold.
11. Press “Enter” for the next stock code
22
12. Press “F4” to update Unisolve. This will then allow for the printing
or displaying of the transaction.
MASTER REPORTS
1. It will take many volumes of manuals to cover all the reports that are
available in Unisolve. One thing to keep in mind is that Unisolve is
successful not only because it is powerful, but it is successful because it is
easy to navigate as well. So to get reports on certain queries, why not
start at the module that you are looking for a report from (Creditors,
Stock, Debtors, Purchase Order etc.)
2. It is possible in Unisolve view reports before printing them.
3. Reports are available for almost all data that you have entered into the
system.
4. To run reports in Unisolve Stock go to the “Reports” tab and make the
required selection
5. To Run Reports In Unisolve Creditors go to the Creditors module and

select the “Reports” tab
6. Once a desired report is located Unisolve will as certain detail, once the
detail fields are filled in then it will be required to press “f4” to run the
report.
7. Once “F4” is selected a screen will appear asking for you to “Display”
“Print” or “File” the report.
8. If “Display is selected then the report will write to your computer screen.
If you are happy with what you see then you may print it by selecting the
“File” tab at the extreme top-left of your screen. A pop up menu will give
23
you 2 selections 1 – “Exit’ & 2 – “Print”. Select “Print” and select the
printer that you wish to print to and press “O.K.” to execute the print out.
9. If “Print” is selected then select the printer that you wish to print to and
press “O.K.” To execute.
10. If “File” is selected then give the report a name, use “Browse” to
select a folder that you wish to export the file to and press “O.K.” To
execute. This file may now be selected by going to that folder and opened
with Microsoft Excel or Microsoft Word.
11. So as you can see printing reports is merely a matter of selecting

and filling a couple of fields.
DAY END
1.
CREATING CREDITORS
1. Select “Unisolv”
2. Select “Creditors System”
24
4. Press “Enter” Again
5. Select “Maintain Accounts”
6. Capture all Creditor information and press “F4” to update/accept
7. Create all Creditors as described above.
8. When done “Escape” or “Exit” to the Unisolve main menu screen
PLEASE NOTE THAT MORE TRAINING BE GIVEN THAN DESCRIBED ABOVE.

UNISOLVE CREDITORS MODULE IS EXTREMELY POWERFULL WITH MANY
FACITS AND FEATURES. IT IS MORE THAN LIKELY THAT THE UNISOLVE
DEALER WILL TRAIN YOU ON CREDITORS.*
25

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Volume

 BBS East London

More Template Tips 4

Conventions Used In This Manual

Before You Start 2 CH APT E R 3

How To Customize This Manual 1

Unisolve Login 3 About the “Picture” Icons 1

Creating Locations 4 Section Breaks are Key 2

About Pictures and Captions 2

CH APT E R 1 – ST OCK How To Generate a Table of Contents 3

Understanding Unisolve Stock 1 How To Create an Index 3

Create Main Departments 2

Create Sub Departments 3 CH APT E R 3

Create Stock Codes 4 How To Customize This Manual 1

Understanding The F5-Menu Screen About the “Picture” Icons 1

Generate Stock Codes In Other Section Breaks are Key 2

Locations 5 About Pictures and Captions 2

Stock Batch Receive (GRV) 6 How To Generate a Table of Contents 3

Locations Transfers 7 How To Create an Index 3

Stock Adjustments 8 How To Change Headers and Footers 3

How To Save Time in the Future 4

Enter Sales Manually 9 How To Create a Document 4

Deleting Dormant Stock Codes 10 More Template Tips 4

Price Updates 11 Index 5

Unisolve Stock Reports 12

Stock Take Procedures 14

CH APT E R 2 – CRE DIT ORS

Understanding Unisolve Creditors

ABOUT THIS MANUAL

This manual describes Unisolve operation and features at the time of

CONVENTIONS USED IN THIS

The Exit button is used to escape from screens

The F2-Lookup button is used to view data that you have

BEFORE YOU START

CREDITORS – Write down all creditors.

2. The Unisolve “User Log on” will appear.

4. If desired a password may be allocated to the “PASSWORD” field

7. The Unisolve Main Menu will appear

2. Select “Stock System”

4. Select “Maintain Parameters”

5. Under “Maintain Parameters” select “Location Parameters”

6. At the “Location” field type in “0”

7. On default “0” will be called “Principle Location”. The description may

8. Ignore the other fields as they are to be explained by the support

9. Press “F4” to update and continue to capture locations as explained

10. Press “Escape” or click “Exit”

CREATING MAIN DEPARTMENTS

1. Select “UNISOLVE” at the main menu

4. Select “MAINTAIN DEPARTMENTS”

5. At the “DEPARTMENT” field type in the Main Department Code e.g.:

6. Press ENTER and type in the Main Department description.

7. Fill in the “TAX CODE” field and press F4 to accept

8. Select “Y” or “N” depending if the department is negative or positive.

9. Press “F4” to save that departments attributes

CREATING SUB DEPARTMENTS

2. At the “DEPARTMENT” field type in the Sub Department Code e.g.:

3. When a Sub department number is entered a Warning Message will

5. Press/Click F4 and proceed to the next Sub Department of Main

6. When done Click “EXIT” or press “ESCAPE” to the Unisolve Main

CREATING STOCK CODES