Sybiz Vision Tips and Tricks
Eco Friendly PDF Reporting
By printing your reports to PDF you use less paper, saving money and the environment. A perfect candidate for PDF would be the Daily Transaction Log which in some cases can be very long if not printed daily. Simply install a free PDF printer on your machine and select it when printing your reports. Naming convention for the PDF file should include creation date for easy identification and retrieval.
Isolating Replacement Stock so it doesn't affect weighted average costs
If you periodically receive replacement stock from your suppliers to replenish faulty stock, you may want to create another warehouse in Sybiz Vision to receive and then ship from back to the customer. In this way, the zero cost for the replacement stock doesn't affect the average cost of your normal stock. This tip is only necessary for databases setup as Standard Costing for Inventory Purposes.
Remove COPY watermark from Reprints
With Vision 7 you can now remove the word COPY from reprinted documents. To remove/include the word copy go to Preferences and tick the ‘Include ‘Copy’ in reprinted Documents’ option. More Vision Tips> >
New Version 7.0 Bank Reconciliation
In the new Vision 7 Bank Reconciliation Screen each column of data can now be sorted by clicking on the heading name. To reverse the order of the sort, click on the search heading again: the sort will be opposite ie Z-A.
Not Responding
As time goes on, housekeeping tasks such as backing up and reindexing will take longer than previously and you may be tempted to abort a seemingly endless process. Be reassured that unless there is an error, the software does not hang. If the waiting time is too long you may consider organising a site visit to compress your database.
Hedge or Fix Foreign Currency Transactions
You can "Hedge" i.e. fix a foreign currency transaction (sale or purchase) to a specific foreign currency value by clicking on "Document Controls" and then setting the required "Exchange Rate" and ticking the "Fixed" check box.
Adding Components to Bill of Materials
When adding a component to the BOM, don't forget to consider the Returnable option, otherwise if you process a production return the component will not return back to raw materials inventory.
Periodic Billing
In Vision 8 you now have upto 250 characters in the description field so you no longer have to use zero value lines.
Insert Text in Orders and Invoices
You can have a set of text lines available to inset into your invoices, saving time by not re-keying the same information messages onto your invoices. Using Notepad create and save into your V:\Vision\Home folder a separate .TXT file for each with the message you require. Now when invoicing select the "Text Line" tab. Select the Item Controls, then CTL T (Insert text file at current line), this will take you to a pop up box defaulting to the location v:VisionHome double click on the message you require from the Files list. The message from within the text file is inserting into your invoice.
Calculator Fields
Using the calculator fields in Vision (the ones with a little calculator icon to the right). You can use any arithmetic symbol +, / , *, - to enter a long formula and then press TAB to calculate the result. For example to add 3 numbers simply type 50+125+45 in a field which has the calculator showing, then TAB, it automatically adds your equation up. Also to calculate a 5% prompt payment discount in the Cash Receipts Screen type: 1000*.05 and then TAB.
“Help! My system date is stuck!”
If the system date is locked on a prior date in Vision (usually noticed on the company selection screen) get everybody to log out of Vision, and check the User Logins; found in Start / Programs / Vision / User Logins. If this shows a user logged in when everybody is really out, you can delete the logged in users by typing in the System Manager password in the centre of the screen, and then selecting “Delete all logged in users” from the options at the bottom right. Click on Do It! to remove the login, and BINGO – when you next log into Vision, your date will become current!
Menu Shortcuts
Did you know that commonly accessed menu options in Sybiz Vision can be setup on your own toolbar? To access this function, right click on an unused area of the Vision menu and click on Customise. Then select the appropriate function and drag it to the menu bar.
Electronic Supplier Payments
All our accounting and payroll systems automatically create the Direct Debit banking file used by all Australian Banking Software. In Vision you will find this function under the Export / Ledger Transactions / Prepare Payments File for Bank Option in the Utilities Drop Down Menu. Having to remember this all the time makes the Shortcuts tip above a real gem!
Recalculate before end of month reporting
As Vision allows you to go back to prior periods and forwards to the next period, it is good practice to recalculate balances prior to printing any important reports in the current month.
Automatic Viewer Refresh
There is now a new option in the Vision 6.0 Viewer to not require regular clicking on the Refresh button. To access this option, click on Automatically Refresh Viewer in the Preferences Drop Down Menu.
Hot Keys
When looking for an account, location, price, etc. you don't have to use your mouse to click on the magnifying glass ... just press the F3 key.
Anytime you wish to use the account viewer, just press the F2 key
Anytime you need help, just press the F1 key
If you are using the toolbar at the main selection then you don't have to reach for your mouse. Press the underlined letter on the tab you require then the first letter of the button. For example, SD will start Supplier Deliveries.
Virus Checkers
Vision will slow down a lot if there is a virus checker on your PC which examines every file opened. To avoid this delay you can configure your Virus checker to ignore files ending in the following file extensions: DBF, CDX and FPT.
Date Format
You can enter and display dates with 2 or 4 digit years. Use the Regional Settings in the Windows Control Panel to choose which.
If you are using 4 digit years then you can still enter only 2 digits and Vision will work out the full year.
Suppliers Invoices on Hold
If you are disputing a supplier's invoice and don't want anyone to pay it, then view the supplier's history, click on the invoice and then click the HOLD button.
Job Overruns in Cost
You can get an automatic warning when the cost of a job exceeds the quote. Take a look in the Vision Control Panel to do this.
Add your own additional fields
You may want to store extra information which is special to your business. The Data Dictionary program will let you add custom data fields. You'll find it in the Vision section of your Windows Start Menu.
Colour Schemes
If you would prefer a new colour scheme, go to the Windows Control Panel, select Display and then the Appearance tab. A list of colour schemes is provided.
Subsidiary Ledger Reconciliation
The General Ledger Reconciliation Report lets you see at a glance whether your subsidiary ledgers equate to their corresponding general ledger control accounts. Note: you should not post any journals direct to any control account unless it is to repair an error.
Daily Transaction Log
If you need to reprint your Daily Transaction Log for a batch or series of batches, simply run the Transaction Batch Listing Report.
Electronic Payment of Suppliers
Say "goodbye" to handwriting cheques - Vision allows you to pay your creditors directly through electronic bank transfer (not available in some countries).
Backups
Be sure to include the Vision Home and Report directories within your backup set. This is because changes to Super Funds and Banks/Credit Unions and custom reports are stored in these directories.
Customer Mailouts
You can use your word processor's mail merge function to tap into the Vision database to automatically pick up names, addresses, balances, credit limits, etc.