|
|
You are probably eager to begin using your EZJOB trial; however, there are a few important concepts to understand before you dive in.
Company
EZJOB allows you to keep track of an unlimited number of companies. Most of the time you will set up one initial company and never worry about this feature; however, you can create any number of additional companies and use the same EZJOB license to keep track of the accounting for all of them. When using EZJOB with multiple companies, you will need to make sure you enter data into the correct company. EZJOB prompts you before every data entry form and reminds you of your current company and accounting period. You will need to make sure you are pointing to the correct company and accounting period. |
Accounting Periods (aka Period)
EZJOB uses accounting periods to group transactions into the months in which the transaction occurred. An accounting period consists of the four digit year followed by the two digit month. For instance, the accounting period 200807 corresponds to July, 2008. The accounting period must be “open” in order for a transaction to be posted into it. Any time you enter a form to record a transaction (A/P Invoice, Journal Entry, Cash Receipts, etc) you will be asked to confirm your current accounting period. This is a useful security measure that prevents transactions from accidentally finding their way into the wrong accounting period. You may change the current accounting period when prompted for the current period or you may change it at the bottom of the main form where it says "Period". |
EZJOB Workspace
When you initially log into EZJOB, you will find yourself in the main EZJOB workspace. Everything you do will take place within this workspace. Along the top of the workspace, you will find menus grouped by module. Each menu has submenus below it. For instance, you would access the “Sales” menu to edit customers, create invoices, enter receipts, etc. Along the left side of the workspace is a Quick Launch menu, which gives you access to common tasks. You may hide the Quick Launch menu by accessing the “File” menu and deselecting 'Show Quick Launch Menu'.
|
EZJOB Forms
There are four standard types of forms used throughout EZJOB:
Edit Forms,
Data Entry Forms,
Lookup Forms, and
Parameter Forms.
Edit forms are used to maintain your customers,
vendors, chart of accounts, employees, etc. Data entry forms are used to enter journals,
fill out timecards, create invoices, record receipts, etc. Lookup forms are used to
quickly find records such as customers, vendors, invoices, etc. Parameter forms are used
to gather specific data necessary to run reports such as a date range or a list
of jobs. |
Shortcut Keys
To increase data entry speed, EZJOB has several shortcut keys available to you so that you do not have to use your mouse very often. To move from field to field, you can use the TAB or Enter key. To save press Ctrl S; to edit press Ctrl E; to cancel edits press Ctrl Z; to add a new record press Ctrl N; to clear the form and move the cursor to the top press Ctrl T; to close a form press Ctrl Q; to open a lookup form press Ctrl L (only applicable to lookup fields); to move to the next record (next vendor, next customer, etc) press Ctrl and the right arrow key; to move to the previous record press Ctrl and the left arrow key; to move to the first record press Ctrl and the up arrow key; to move to the last record press Ctrl and the bottom arrow key.
|
Tabbed Forms
Every time you want to view a customer or edit an account or enter an invoice, you will doing so in what is called a tabbed form. Each tabbed form is controlled by the same toolbar and shortcut keys mentioned previously. You can open several tabbed forms at once and switch between them at any time. For instance, you could be in the middle of adding a customer, when you want to record an invoice from a vendor. You can record the invoice and the switch back to the customer tab to finish before saving the new customer.
|
Field Errors
Some fields are validated and require accurate information before saving. If a field has an invalid value in it, it will turn red and a stop sign will flash next to the field. If you place the mouse cursor over the flashing stop sign, a pop-up message will appear with an error message.
|
Field Notes
Most fields have helpful hints within them. In order to view a field's helpful hint, you press the F1 key. In order to view help for the entire EZJOB program press F1 twice. |
Use Field's Prior Value
By pressing the F2 key, the system will paste the prior contents of the field into the current field. For instance, if you are recording vendor invoices three invoices in a row have the same invoice date. When the cursor reaches the invoice date field, pressing F2 will automatically place the invoice date of the prior invoice entered into the current invoice date field. This applies to every field within the EZJOB.
|
|