Training - Normal Operations

This training is based on the test company data that shipped with this system. Please follow the links to the training pages linked to the topics to view full detailed operations. When you click on a link you can use the back button to get back to this page or the navigation bar on the left. This Training Plan is available as a word document for you to customise or annotate as required.

1. Starting the MASC System
   Click start programs, MASC, MASC. You can also right click on this icon, select copy and move your mouse to the desktop, right click and select paste. A MASC icon will appear on the desktop.
2. Registering the Program
   If this is your first time to use the system you will have to register the product. You will be allowed to open the program 10 times without registering. Each year you will be reminded about your annual license fee 1 month before renewal and you will asked to enter a new license number. Contact support for assistance with this function.
3. Setting up the user details
   The system requires that you enter specific details about your company the document number sequence and other details before you start using the program. You will also have to configure the system preferences which is covered in the support training section.
4. Adding Customer Types
   Customer types allow you to group customers together for reporting or billing purposes.
5. Adding Routes
   Each customer is assigned to a group. This allows the customers to be loaded onto the handheld in the sequence of the route. You can review the route report from the report sales menu section. You can also use the Route Quantities report to determine the optimum stock levels.
6. Determine the pricing structure
   Your Product can you grouped by seven different price levels, Default Price 1 through 6. This allow you to maintain 7 different price lists without using customer specific pricing. For example, price code 1 could be 5% less than the default price band. If you have natural price groupings for your customer these should be configured and loaded in the product maintenance section defined in training step 7. You also have the option to define customer specific pricing as described in training step 10 .
7. Adding the Products
   The product maintenace screen allows you to add or change products and define the pricing structures above. You can print a list of your products for reference. You should use a short code and if your product has a barcode you should enter that code in the barcode section. You can print a customer product barcode listing if required.
8. Adding Customers
   This section is split into the following sections
   
   1. Customer Details
      This section contain the prime customer details, name address,Types etc
   2. Customer Accounts Screen
      This contains details of the account activity and can be filtered to show only outstanding transactions. You can also process manual invoices, and payments. If you have intergrated with Sage the simple payment screen will be displayed and you not be able to allocate the payment against invoices this must be done within the Sage application. You will also see the details of any EDI transmission made using the MASC EDI Software.
   3. Customer Memos
      This screen allow you to record and share customer memos with other users of the system. When a customer memo exists the customer code changes to red.
   4. Transactions
      This will display complete transaction details for this customer. If the account is a master account you will have to view the delivery address customer record for transaction details.
   5. Contacts
      Full contact details for your customers which will be loaded onto the handheld.
   6. Orders
      Customer orders entered here will be sent to the handheld if the option is set in the HH Message screen. A report of any future orders can be displayed or printed
   7. HH Message
      Record detail messages relating to the customer for the handheld user to read. When the handheld user selects a customer any mesage will be displayed to the user.
9. Loading the opening balances
   If you have data that is been transferred from an existing system this can be loaded into the masc system as part of your system configuration or loaded manually using manual invoices. When loading opening balances create a product code called OB for opening balances and date the invoices or credit notes to the actual date to ensure they appear in the correct periods.
   
10. Adding Customer Pricing
    The MASC System allow you to have 7 basic price levels but you can also have unlimited price matrix entries. This allows you to have different pricing for all your customer if required. To add a new customer price use the price matrix screen. You can also copy the prices from another customer and make amendments if required.
11. Adding Recurring Charges
    Recurring charges can be added by customer and will use the price matrix assigned to the customer to rpice the transaction when you have added the recurring charges.
12. Processing Recurring Charges
    This will add any outstanding charges to the date specified in the user details
13. Configure your Sage Integation (If Required)
    The MASC system can be configured to Load data into Sage Line 50 or Take 5. The Sage Line 50 integration allows you to create the data directly within the sage system, while the Take 5 will create an import file. The system can also support any file import you require using the Export Manager.
    The Sage Integration must be configured before you can link to the Sage Data.
14. Installing the Handheld Software
    The handheld software will be located in your C:\MASC\HHinstall folder. To install the handheld software dock your handheld in the cradle and select the handheld export menu. Click on the install Handheld software and you will be asked for the Handheld name. This will usually match a route name. When you have selected a handheld name you can start the hotsync by pressing the hotsync button on your cradle and the software will be installed.
15. Loading a Route onto a handheld computer
    To load data select Handheld Export option from the sales menu - each of the options are explained on the Export Help 
16. Making a Sale on the handheld
    The process of using the handheld is explained in the Handheld Sales section .
17. Accepting a return on the handheld
    Returns are entered on the handheld as negative sales. IF you have selected Sage integartion, the returns will be processed as credit notes as Sage will not accept negative sales lines on an invoice.
18. Entering a customer payment on the handheld
    From the handheld operation section select Entering a Payment
19. Looking up customer details on the handheld
    Customer name, address contact details and sales history are available from the handheld using the details option
20. Synchronise the handheld with the desktop
    To get data from the handheld back into MASC you select the Handheld Export Menu. This takes the data from the handheld and loaded the new information onto the handheld. Handheld entries must then be validated and importedbefore you can invoice the transactions.
21. Validating the entries
    The validation Process in MASC Ensured that any changes made by the handheld user must be validated by the backoffice staff. The validation will check the pricing of the docket to ensure it matches and that the transaction has a quantity and a valid date.
22. Importing the handheld entries
    Once validated transaction can be imported into the system for invoicing
23. Validating the cash receipts
    Any cash receipts entered on the handheld can also be imported into the backoffice after they have benn validated against the actual cash received from the Driver and matched to the drivers sales report.
24. Importing cash receipts
    Cash receipts can be imported into MASC but will not be allocated against the invoice this can be done using the manual payments screen and enter a zero payment.
25. Posting customer payments
    Payments can be allocated against the customers outstanding transactions and a discount amount entered to clear off small differences
26. Adding transaction in the Office
    Transactions can be added to the customer accounts at any time using the add transaction screen. This will correctly price the selected product based on the customers price matrix. The user can also enter a delivery docket number if required.
27. Amending Customer transaction before invoicing
    Transaction imported from the handheld or made manaully using add transactions, can be amended using amend transactions . You will be asked to select the customer and any uninvoiced transactions will be displayed
28. Pre-Invoice checking
    Before you assign the customer invoice numbers you should perform some data checking to ensure you have all the relevant information. We suggest the following sequence.
    1. Review the sales by customer using the sales analysis report
       If you select the customer margin analysis this will summarise the sales by customer. Any major errors can be amended before you assign your invoice numbers.
    2. List Transactions
       If you need to review the detail transactions before you assign your invoice number use the list transactions report.
       
29. Assigning invoice numbers
    When you start this function the system will check the Sales history and ensure that the transactions are valid. Any errors will be displayed and you can use the amend transactions screen to make any changes.
    The options of the Invoice routine are explained in the Manual
30. Printing customer statements
    Customer statements options are explained here
31. Printing Cash Receipts Daybook
    You should print and reconcile a cash received report or cash daybook report on a daily basis to match your lodgement details.
32. Print a Sales Daybook Report
    This report will list all the movements in the Sales and credits during the period.
33. Print a Customer Ageing
    Customer ageing is essential for cash collection and good customer management. The system has a number of different ageing reports defined.
34. Processing a manual invoice
    Manual invoices are visible immediately in the system.
35. Processing a manual credit note
    Manual credits are visible immediately in the system.
36. Exporting Invoices (Sage or Take 5) 
    To export invoices to Sage use this option.
    To export invoices or transactions to Take 5 use this option .
37. Backup and Restore Procedures
    The process of backing up your data and been able to restore that data is a critical part of any business. The MASC data must be backup up each night and a weekly backup maintained and rotated each month. A Monthly backup should also be maintained and rotated every 3 months