This tutorial explains what an Administrator needs to do when setting up Blaq.
Welcome to Blaq!
Before you can start using Blaq, you need to complete its setup. If you follow the steps in this tutorial the process will be quite simple.
These steps are:
Before we start the setup procedure, there are a few things to learn that will make using Blaq easier and quicker. You'll find after using Blaq for just a short time, it will become very easy to use and to navigate around. Navigation is mostly done using the menus on the left of the screen.
At the top of the screen you will see a title which tells you the 'section' in Blaq you are in. Below that is often a set of tabs, generally for accessing different sub-sections of the section you're in. Under the tabs, there will usually be a toolbar with various buttons such as New, Save, Print for functions such as adding and saving records, printing, etc. but the buttons displayed will depend on what you're doing in Blaq at the time.
To go to any part of Blaq, you can click on the section in the navigation menu at the top of the window. When you access most of the sections of Blaq, the first thing you'll see is a list of records. Often, there may be more records in the list than can fit on the page. If you look towards the top right of the screen, you'll see how many records there are as well as buttons to move forward and backward in the list. When you've found the record you want, simply double-click on it with your mouse to open it.
Wherever you see some text underlined in green, it means it's a tip and if you move your mouse over it you'll see some more information about that field.
Setup your Company
Open your company in the Company section. The details you entered when you subscribed to Blaq have already been included, but you can make changes here if you like.
Within the Company section are several sub-sections related to your company. These include:
General Ledger (GL) Accounts are used for reporting purposes and for exporting sales or purchasing data to an accounting package.
In order to be compatible with the many different accounting packages available, you can setup your own General Ledger Accounts in Blaq to suit the accounting package. Each product in Blaq is assigned to one of these accounts so that sales and purchasing data for each product can be linked to the account. You need to create at least one account before you can create your products.
You can setup any number of accounts with banks and other institutions for credit cards, debit cards, direct deposits, etc.
The fields include:
To suit different financial systems, different tax rates can be created. You need to create at least one tax rate.
The details for each tax rate are:
When you create a customer you must set the customer's payment terms. Enter the different payment terms your company allows in this section. You need to create at least one payment term.
This section is for adding payment gateways which will link to credit cards for payment processing.
In this section you can setup the different types of payments your company accepts.
These will appear in the payment sections of accounts payable and accounts receivable. Any number of different types of payment methods can be used.
Each customer can be assigned a territory, though it's not required. This allows you to separate your customers into groups based on where they are located which is useful for reporting purposes.
When adding a territory, give it a Code (up to 4 characters) and a Description (up to 40 characters). For example, it could be 'NS' and 'Northern Suburbs'. Depending on the area your business services, make the description appropriate. If you only service a single city, then 'Northern Suburbs' would be fine. If your customers are in multiple states or countries, the description should be more specific such as 'Sydney - Northern Beaches' or 'USA - West Coast'. If your customers are generally all local then setting territories might not be useful.
Once you have added territories, you can assign them to customers in the [url=cust]Customer Setup[/url] section.
After adding a territory it's code can't be changed, though it's description can. A territory can't be deleted if customers have been assigned to it - change the customer's territory to a different territory first then you can delete the territory.
This is where you can define the types of activities available.
Activities types are available in:
Company Setup Complete
Once you've completed the previous steps, your company is setup.
The following steps relate to to your employees, customers, suppliers and the products or services you buy and sell.
Add Employees (Users)
When you subscribed to Blaq, the details you entered were used to add you as a user. If you like, you can add more users, though only one user is required. Users are added in the Employee section.
Employees are users of Blaq and will usually be your company's staff, but you can also add people from outside your company (eg. a bookkeeper) who needs access to your Blaq system.
As well as adding people who will be using Blaq, you can also add people who need to be shown in Blaq. For example, you can add details for people who will be working on jobs, even if they won't actually be using Blaq themselves. You need to add at least one user.
Once you've created a user, you should set their access rights to determine which parts of Blaq they will be allowed to use.
Products, Customers and Contacts all use Groups in Blaq to make it easier to search for them. Before adding Products, Customers or Contacts setup some Groups in the Groups section.
Groups are used in Blaq for labelling various types of records, such as products, customers and contacts.
Groups can either be Company groups which are accessible by everyone or Personal groups which can be setup by each user for their own use. This section is used for creating and modifying groups for use by all employees.
Groups for Customers and Contacts can also be setup by individual users for their own use. This is done in the user's [url=pref]Preferences[/url] section.
When searching for customers, contacts or products, groups make it easier to find what you are looking for.
Products are the goods and services you sell. Before adding components to sales or puchasing transactions you will need to add products. You can do this in the Products sections or by importing them in the Import section.
Products are the goods and services you buy and sell.
Before you can start creating transactions in Blaq, you need to setup these Products. Blaq allows you to define many different types of products and an unlimited number of them. Each product can also have multiple pricing levels defined for it.
Add Customers and Suppliers
You need to add Customers and Suppliers before creating sales or puchasing transactions. You can do this in the Customer Setup or Supplier Setup sections or by importing them in the Import section.
Customer accounts are used when creating a quote or job. This section is for creating and maintaining your customers details, including addresses, contacts and contract pricing.
Within the Customer Setup section you can assign a customer multiple addresses and contacts. If products have been setup, you can assign special Contract Pricing for a customer. Also, you can preset special comments for easy loading in jobs & quotes for a customer. Once a customer's account has been used in a transaction it cannot be deleted.
Supplier accounts are used when creating a bill or purchase order in the Purchasing Module. This section is for creating and maintaining your suppliers details, including addresses, contacts and contract pricing.
Within the Supplier Setup section you can assign a supplier multiple addresses and contacts. If products have been setup, you can assign special Contract Pricing for a supplier. Also, you can preset special comments for easy loading in purchase orders for a supplier.
Once a supplier's account has been used in a transaction it cannot be deleted.
Set the System Options
The last step is setting the System Options. These are settings that affect all users, such as date formats and optional fields in transactions and they'll be set with the default Blaq installation settings. You may want to change these depending on your Company's preferences.
Change the options as necessary. There are multiple tabs near the top of the window so make sure you look through the settings in each tab. If you're unsure of a setting the default settings are often the best settings so you can leave them as is. You can always return to this section at any time and make changes when necessary.