microsoft small business manager guided tour · process and tools to import records and...

Microsoft® Small Business Manager Guided Tour

Microsoft Small Business Manager 2 Reviewers Guide

Abstract Microsoft® Small Business Manager helps small companies meet the challenges of a rapidly changing marketplace, providing an affordable, integrated application that enables businesses to perform tasks more efficiently, easily access information, and improve business performance. Ideal for companies that need more than basic bookkeeping software, Small Business Manager is easy to use, customizable, and scales to meet business needs. This Guided Tour walks through the main features of Small Business Manager, highlighting key benefits, specific functionality, customization and integration, and system requirements. © 2002 Microsoft Corp. All rights reserved. The information contained in this document represents the current view of Microsoft Corp. on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is provided for informational purposes only. Microsoft Corp. makes no warranties, either express or implied, in this document. Information in this document is subject to change without notice. The entire risk of the use or the results of the use of this document remains with the user. The sample companies, organizations, products, people and events depicted herein are fictitious. No association with any real company, organization, product, person or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise), or for any purpose, without the express written permission of Microsoft. Microsoft may have patents, patent applications, trademarks, copyrights or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights or other intellectual property. Microsoft, bCentral, Visual Basic, MS-DOS, Windows and Windows NT are either registered trademarks or trademarks of Microsoft Corp. in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Microsoft Corp. • One Microsoft Way • Redmond, WA 98052-6399 • USA


Contents Key Benefits ........................................................................................................4

1. Effective business management................................................................4 2. Flexible, adaptable software.......................................................................4 3. Connected business processes.................................................................4 4. Affordable, dependable software...............................................................5

Key Features .......................................................................................................6 Introduction .....................................................................................................6 Outline of Key Features ..................................................................................6 1. Setup ............................................................................................................6 2. Financials.....................................................................................................9 3. Inventory ....................................................................................................12 4. Sales...........................................................................................................15 5. Purchasing.................................................................................................18 6. Banking ......................................................................................................20 7. Payroll ........................................................................................................21 8. Reports.......................................................................................................22

Small Business Manager Integration Points ..................................................24 Minimum System Requirements......................................................................26

Client Requirements .....................................................................................26 Server Requirements ....................................................................................27

Key Benefits Small companies face serious pressure to succeed in a rapidly changing market place, and anything less than a complete business management solution is no longer an option. To remain competitive, internal processes must be linked to external demands, including serving customers faster, controlling costs, and adapting quickly to evolving needs. Microsoft Small Business Manager was developed to help small businesses achieve four key benefits and more effectively manage their business. 1. Effective business management A key focus of Small Business Manager was to make it easy to input, access, and analyze data and use this information to improve business performance. Companies can save time by processing transactions efficiently with easy-to-use forms and time-saving tools like wizards, macros, and reminders. Once transactions are entered, robust reporting, queries, and drill-back tools make it easy to access and analyze business information. Tools such as Excel-based budgeting and the cash flow calendar make it easy for companies to monitor and improve business performance. 2. Flexible, adaptable software Small Business Manager was built to help companies get up and running quickly with flexible software that adapts to their needs and grows with their business. Small Business Manager is easy to setup with wizards to guide you through the process and tools to import records and transactions from QuickBooks, PeachTree, and other software. Small Business Manager is also easy to learn and use with familiar navigation and forms, and award-winning training and support options. Companies can provide employees with secure, limited access to the software based on business needs, and employees can personalize their view of information, tasks, reports and forms. As businesses change and grow, there’s no need to change software vendors – Small Business Manager can adapt to changing needs and scale to accommodate increased demands. Companies growing rapidly can easily move to higher end applications, such as Microsoft Great Plains Dynamics without the hassles of complicated data migration or additional training. 3. Connected business processes Small Business Manager helps companies effectively integrate software from different parts of their business. Powerful integration of sales, purchasing, inventory and payroll capabilities help companies serve customers from start to finish, monitor the vendor life cycle, manage inventory effectively, and tighten


financial controls. Small Business Manager also extends business capabilities by integrating directly with productivity software from Microsoft, including Excel, Word, MapPoint, and even Windows Messenger. For companies that use software specific to their industry, Small Business Manager works with a number of industry-specific software applications. Our network of solution developers are experts in their industries and have created software that integrates directly with Small Business Manager. Companies with existing custom software can also integrate directly with Small Business Manager, using Open DataBase Connectivity (ODBC) technology, so developers can directly access SQL tables to facilitate customization and product integration. 4. Affordable, dependable software Small Business Manager is an affordable solution built for long-term stability, reliability, and affordability. Built on secure and reliable Microsoft technologies, business information is protected and can grow and adapt to changing business needs. Company investments are backed by award-winning support and training from Microsoft Business Solutions and the expertise of Microsoft Business Solutions Partners. Companies can also purchase and customize their solution within an affordable budget, receive free software updates, and get fully reimbursed when migrating to a higher-end Microsoft Business Solutions application.


Key Features Introduction Using Microsoft Small Business Manager, business owners can easily manage financial, sales, purchasing, inventory, banking, payroll and reporting activities from a central location. Getting started is quick and intuitive. Outline of Key Features

1. Setup 2. Financials 3. Inventory 4. Sales 5. Purchasing 6. Banking 7. Payroll 8. Reports

1. Setup 1.1 Overview 1.2 Installation 1.3 Navigation 1.4 Setup 1.5 Help and Support Feature Description 1.1 Small Business Manager Overview

Additional Product Information Visit http://www.microsoft.com/sbm for detailed product and service information about Small Business Manager. There you can view information on features and pricing as well as case studies, top questions, video demonstrations and other highlights and sign up for a complimentary copy of the Highlights and Free Trial CD.


1.2 Installation

Initial Installation Installation and setup can be completed with the help of a locally trained Microsoft Small Business Manager partner. The installation process is straightforward and follows an easy-to-use installation wizard. To get started, you can create and maintain an unlimited number of companies. You can also practice using data from the sample company, Wide World Importers. Try it for yourself: 1. Launch Small Business Manager 2. Select Practice Using a Sample Company

1.3 Navigation

Navigating the Product Once launched, the primary navigation bar at the top allows you to easily navigate through the application. You can also create customized folders and shortcuts on the left so you can easily access the most commonly used tasks, other software applications, or even Web pages. These folders can be moved by simply dragging and dropping them on the left navigation area. Try it for yourself: 1. Select Add >> Web Page 2. Name: Microsoft.com 3. Address: http://www.microsoft.com 4. Click Add button 5. Close out 6. Click on new Microsoft.com link on left 7. Drag and drop the shortcut

1.4 Setup

Import Records With Small Business Manager you can easily import both master records and transactions from previous accounting packages or from other software applications. Migration services from your technology partner or from Microsoft Business Solutions are also available to help migrate transactions and records. Try it for yourself: 1. Select File >> Import Data >> Next >>

Master Records >> Next 2. Select the Data Source type 3. Click on the yellow folder to browse to your

Data Source file >> Open >> Next 4. Confirm the data to import >> Next (Note: You must have a valid data import file)


Setup Checklists Setup checklists guide you through the key setup procedures. Each routine can be completed to meet your company’s needs and completed routines are marked with the user ID, date and time of the latest update. These checklists can be customized to include tasks specific to your business needs. Try it for yourself: 1. View >> Checklists >> Company Setup 2. Double click on any step to complete the

process

1.5 Help and Support

Help in the Application A detailed Help menu allows you to easily search for information about a given task. And screen-specific help is available throughout the software. You can also access the online training manuals and an overview tutorial directly from within the application – additional tutorials are also available online with the service plan you select. Try it for yourself: 1. Select Help >> Index 2. Select Help >> Online Manuals 3. Select Help >> Tutorial

Support and Training Microsoft Business Solutions provides you with award-winning services that help you focus on running your business, not your software. Your Small Business Manager solution includes a service plan that gives you access to reliable telephone and electronic support as well as automated support solutions that get you back to work faster. You’ll learn how to use the rich functionality built into Small Business Manager with convenient online or CD-based training—additional benefits of your service plan. Plus, you receive new software releases and upgrades at no extra charge. These services, combined with the personalized services from your local partner who knows your business, ensure a quick return on your software investment.


2. Financials 2.1 Setup 2.2 Budgeting 2.3 Transactions 2.4 Controls 2.5 Personalization Feature Description 2.1 Setup

Chart of Accounts Import your chart of accounts directly, or select a default chart of accounts and change and add accounts as needed. A flexible account structure with up to 25 characters and 5 segments easily accommodates group or divisional tracking and reporting needs. Try it for yourself: 1. Accounting >> Accounts 2. Acct: 000-1104; Description: Cash-Other 3. Financial Statement Category: Look up

Cash (with magnifying glass) >> Select 4. Save >> Close

2.2 Budgeting

Excel-Based Budgeting Easily create and manage unlimited budgets with Excel-based tools that allow you to export information to Excel, modify your budget, and then import back to Small Business Manager. You can then compare actual vs. budget or create multiple budgets for scenario planning. Try it for yourself: 1. Accounting >> Budgets 2. New >> Budget Wizard for Excel >> Next 3. ID: 2003 Budget Year: 2003 >> Next 4. Historical Yr Percent >> Next >> 2002 >> 5. No change >> Next >> 2002 >> Next 6. Balance Sheet and Profit & Loss >> Next 7. All Accounts >> Next >> Next 8. New Workbook >> Next >> Finish >> Save

2.3 Transactions

Create Journal Entries The Journal Entry window lets you easily enter General Ledger transactions that match debits and credits so your books are in balance. You can create recurring transactions and post transactions real time or in batch. Try it for yourself: 1. Accounting >>Journal Entry; Batch ID:

OTHER >> Add >> Save >> Close 2. Look up Account: 000-6780 >> Debit: $100 3. Lookup Account: 000-1103 >> Credit: $100 4. Save >> Close


2.4 Controls

Full Audit Control Small Business Manager offers true double-entry accounting with a secure audit trail to help find and fix errors and easily trace each transaction back to the source documents and the user. Try it for yourself: 1. Accounting >> Inquiry >> Account

Transactions 2. Account: Type 000-2100 3. Year: 2003 4. Highlight journal entry #56 5. Click on Journal Entry 6. Click on Source Document 7. Select Windows >> Close All Period End Closing Flexible period end closing lets you close fiscal periods or years based on your business needs. Protected by security, you can control access to closing procedures and ensure accounting accuracy. By following the period end checklist, you ensure that the appropriate tasks are performed in the right order. And you can easily track tasks performed by any user so you can follow up with the right person if needed. Try it for yourself: 1. Setup >> Company >> Fiscal Periods 2. Check the period and series boxes to close 3. Close Out 4. View >> Checklists >> Month/Period-End 5. View Date, Time and User ID >> Close Stable and Reliable Multi-user Access Multiple-user access can help you delegate responsibility and provide the appropriate amount of information to users according to their needs. Match the level of information access to user roles and responsibilities, ensuring that your data is accurate, well-managed, and secure. Try it for yourself: 1. Setup >> System >> Security 2. User ID: LESSONUSER1 3. Select + next to Customers 4. Check and uncheck boxes >> OK


2.5 Personalization

Reminders and Task Lists The reminder window helps you keep track of important tasks, such as overdue invoices or bills due. You can also drill down to the appropriate screens and add individual tasks and due dates for a complete list. Try it for yourself: 1. View >> Reminders 2. Double click on any item >> Close 3. Click on New Task >> Type in a reminder

notice and choose Save >> Close all 4. View >> Task List 5. Double click on any item >> Close Task Macros Small Business Manager helps increase your productivity with task macros that can be easily recorded and played back at any time. This feature works for all areas of the application. For example, record macros to conveniently streamline month end reports and procedures. Try it for yourself: 1. Tools >> Macro >> Record 2. File Name: 2003 P&L Detail >> Save 3. Accounting >> Reports >> 2003 P&L Detail 4. Tools >> Macro >> Stop Record 5. Tools >> Macro >> Play >> 2003 P&L

Detail Custom Folders You can also personalize your desktop and create custom folders on the shortcuts bar. These folders can link to areas in the application, specific tasks, external Web sites and even saved task macros. Try it for yourself: 1. Click Add (above shortcut bar on left) 2. Macro >> Name: 2003 P&L >> Browse 3. Select File >> Open >> Add >> Close 4. Select 2003 P&L on left


3. Inventory 3.1 Setup 3.2 Transactions 3.3 Adjustments 3.4 Reports Feature Description 3.1 Setup

Items Small Business Manager inventory functionality offers significant flexibility. You can import item records or create them individually. For each item, you can assign different item types, up to three cost methods, serial numbers or lot numbers, price levels, costs, quantities, accounts, and tax schedules. This speeds up entering transactions in the system later. Try it for yourself: 1. Inventory >> Items 2. Item Number: B1240 3. Description: Road Bike; Type: Stock Item 4. Cost Method: Average 5. Track Option: None 6. Price: $299.95; Last Cost: $278.00 Price Levels Apply flexible pricing to sales items by specifying up to 5 price levels per item. You can create a set price or make an adjustment from the base price or cost. Try it for yourself: 1. Select Prices button >> Yes 2. Check Enable Multiple Price Levels 3. Price Type: % Adjustment – Base Price 4. Highlight Level 1 5. Decrease Base Price by: 5% >> Tab 6. Save >> Close Quantities Item quantities are updated automatically as you receive items and make sales. They can also be added individually when entering beginning balances or making adjustments. Try it for yourself: 1. Inventory >> Adjust Item Quantity 2. Lookup Item Number: 1240 Road Bike 3. Quantity: 10 4. Post >> Close Window >> Cancel


Kitting For easy inventory tracking, Small Business Manager allows you to set up kits, or groups of items sold as a single unit. You can easily add or delete kit components, and component costs and quantities are automatically updated when items are sold. Try it for yourself: 1. Inventory >> Items 2. Lookup K1100 >> Select Component 3. Add or remove components 4. OK >> Close Window

3.2 Transactions

Buying and Selling Items Small Business Manager is a fully integrated system that seamlessly updates inventory as items are bought and sold. Inventory costs and quantities are updated as items are received. Quantities are allocated as orders are placed and costs and quantities are updated as items are sold on sales invoices. Try it for yourself: See Sales and Purchases sections

3.3 Adjustments

Physical Inventory To periodically monitor inventory balances, Small Business Manager offers a complete physical inventory worksheet to help with physical inventory counts. Try it for yourself: 1. Inventory >> Reports 2. Physical Inventory Checklist 3. Windows >> Close All


Adjust Costs If inventory adjustments must be made, you can easily adjust item costs and quantities to keep your inventory records updated and accurate. Item quantities can be changed on the Adjust Item Quantity window as shown above. Item costs can also be easily changed. Try it for yourself: 1. Inventory >> Utilities >> Adjust Costs 2. Lookup Item Number: B1100 3. Enter Cost: $14.00 4. Process >> Screen >> OK 5. Windows >> Close All

3.4 Reports

History You can easily view overall Inventory details using SmartList queries that export to Excel. You can also find a specific item’s transaction history and view both summary and detail information. Try it for yourself: 1. Inventory >> Find Item Transactions 2. Lookup Item: B1100 Child Helmet 3. Expand on second graph 4. Select top transaction 5. Drill on Number >> OK 6. Drill on Item Number 7. Windows >> Close All Inventory Reports There are a number of standard inventory reports you can use to get an overall view of your inventory status. To get inventory details, you can run the inventory stock status report, which includes backorder, on hand, on order, allocated quantities, and valuation by item. These standard reports can all be modified to meet your needs. Try it for yourself: 1. Inventory >> Reports 2. Stock Status – By Item 3. Windows >> Close All


4. Sales 4.1 Setup 4.2 Orders and Invoices 4.3 Payment 4.4 Commissions 4.5 Reports 4.6 Communication Feature Description 4.1 Setup

Add and Edit Customers In addition to importing customers with the import wizard, you can also create and edit customer information using the Customer Maintenance windows. Setting this up in advance speeds transaction processing later on by enabling you to use this centralized information for quotes, orders, and invoices. Try it for yourself: 7. Customers >> Customers 8. Customer ID: type in NORTH0001 9. Name: Northwind Traders >> Tab 10. Address ID: type in PRIMARY >> Tab 11. Address: 123 Smith St., Seattle, WA 97005 12. Ship To/Bill To/Statement: PRIMARY 13. Shipping Method: look up MAIL >> Select 14. Tax Sched: look up CITYSTATE-SALES 15. Options >> Unlimited credit limit >> OK 16. Save >> Close

4.2 Orders and Invoices

Sales Orders and Invoices The sales transaction entry screens are setup intuitively with automatically defaulted fields, including customer specific pricing, to speed up transaction entry. You can also create line item markdowns directly on the sales document. And when Sales Orders are entered, inventory items are automatically set aside as ‘allocated’. Out of stock items can be setup as a backorders. Once created, Quotes and Orders can be automatically turned into Invoices to speed up transaction processing. Try it for yourself: 1. Customers >> Orders 2. Look up Customer ID: Northwind Traders 3. Look up Item: Road Bike; Qty: 13 >> Tab 4. Select Backorder Unavailable >> OK 5. Select Show Details arrow button 6. Select markdown button >> 5% > OK 7. Hide Details >> Save >> Close 8. Customers >> Orders >> Lookup that order 9. Select Create Invoice button 10. Post >> Close >> Cancel


4.3 Payment

Accept Payment from Customers It’s easy to accept payment with the Cash Receipts Entry window. You can apply payments automatically to the latest invoices and purchase orders or manually select specific invoices to apply. Try it for yourself: 1. Customers >> Customer Payments 2. Look up Customer ID: Northwind Traders 3. Select Check 4. Amount: $100 5. Check number: 123 6. Click Distribution to see accounts >> OK 7. Click Auto Apply 8. Post >> Close >> Cancel

4.4 Commissions

Calculate Commissions Small Business Manager helps you easily calculate sales person commissions, including an easy-to-use Excel based commission tool. Try it for yourself: 1. Customers >> Commissions 2. Calculate Commissions 3. Enter date range 4. Sales Margins >> Next 5. Export Sales Commission to Excel 6. Finish

4.5 Reports

View Reports Analyzing customer activity, outstanding receivables, and total sales is important to help maximize sales revenues. Small Business Manager allows detailed analysis through inquiry windows, SmartLists, and customizable reports. These reports can help you analyze sales trends including top customers, easily find and manage specific sales documents, and view outstanding receivables. Try it for yourself: 1. Customers >> Find Customer Documents 2. Display: Customer ID Range 3. Start and end: NORTH0001 >> Redisplay 4. Actions >> Customer Summary >> Close 5. Customers >> Reports 6. Receivables Aging – Detail >> Preview 7. Windows Close All


4.6 Communication

Business Letters With the letter writing assistant wizard, you can automatically create business letters in Microsoft Word, pulling relevant data directly from Small Business Manager. This helps you easily communicate with customers, vendors, and employees, as needed. Try it for yourself: 1. Tools >> Letter Writing Assistant >> Next 2. Next >> Next >> 61 and Over >> Next 3. Final Notice >> Next >> Next >> Finish Windows Messenger Small Business Manager helps you to quickly connect and chat with your customers using Windows Messenger capabilities. You can exchange messages real-time with customers, vendors, and employees from any e-mail address stored in the application. Try it for yourself: 1. Setup >> Company >> Company

Information 2. Check Enable Windows Messenger 3. Log into your Windows Messenger 4. Customers >> Customers >> 5. Lookup North0001 6. Select i and add valid email >> Save 7. Reports >> Customer>> Customer

Balance 8. Select blue WM icon to chat instantly MapPoint Integration Integration with Microsoft MapPoint allows you to get directions or build a delivery route from any address stored in the application. With MapPoint integration, you can easily find customer and vendor locations. Try it for yourself: 1. Setup >> User Preferences 2. Mapping:Use MapPoint on the Web >> OK 3. Customers >> Customers 4. Lookup North0001 5. Type in a valid address 6. Select pushpin icon next to address


5. Purchasing 5.1 Setup 5.2 Purchase Order 5.3 Payment 5.4 Voiding 5.5 Reports Feature Description 5.1 Setup

Add and Edit Vendors In addition to importing vendors with the import wizard, you can also create new vendor records and edit existing ones. Options also include setting up terms and 1099 vendors. Try it for yourself: 1. Vendors >> Vendors 2. Vendor ID: Type in COHO0001 3. Name: Coho Sports >> Tab 4. Address ID: Type in PRIMARY >> Tab 5. Address: 2 Stone Way, Seattle, WA 98052 6. Tax Schedule: look up ALL TAX >> Select 7. Shipping Method: look up Mail >> Select 8. Options >> Pmt Terms >> look up 2% 10 /

Net 30 >> Select >> OK >> Save >> Close 5.2 Purchase Order

Create Purchase Orders The Purchase Order entry window allows you to enter, modify, and print purchase orders from one place. After selecting a vendor, standard fields are pre-populated you can select the appropriate items and quantities. Try it for yourself: 1. Vendors >> Purchase Orders 2. Look up Vendor ID: COHO0001 3. Look up Item: Road Bike 4. Quantity = 10 >> Tab 5. Save >> Close Receive / Invoice Items You can receive items and create vendor invoices in one step – and automatically update inventory costs and quantities. Items can be received individually or in aggregate. Try it for yourself: 1. Vendors >> Receive Invoices / Items 2. Look up Vendor ID: COHO0001 3. Look up PO #: Identify PO >> Select 4. Vendor Document No: 123 5. Select Auto Receive button 6. Receive 7. Post >> Screen >> Cancel >> Close


5.3 Payment

Pay Vendors Payment can be recorded when entering bills, or in a pay run using a payables check wizard. This flexible payment process lets you easily select which vendors to pay. Try it for yourself: 1. Vendors >> Pay Vendors 2. Select Vendor Range from A to C >> Next 3. Uncheck vendors to not pay and drill down

on vendors to make a partial payment 4. Next >> Next >> Print >> Screen 5. OK >> Process >> Close

5.4 Voiding Void Checks

The voiding process can easily take place even after checks are processed. Corrected entries are automatically posted to the appropriate general ledger accounts, and invoices are freed up to be settled in the future. Try it for yourself: 1. Vendors >> Find Vendor Documents 2. Select a document to void 3. Actions >> Void >> Void >> Void 4. Cancel >> Close

5.5 Reports

Reports You can choose from a wide variety of vendor reports to help analyze overall sales, payables, purchase order status, and more. The Purchase Order Analysis report, for example, shows the status of all purchase orders by vendor to help with planning and forecasting. Try it for yourself: 1. Vendor >> Reports 2. Purchase Order Analysis – Cost / Vendor 3. Close


6. Banking 6.1 Cash Flow 6.2 Checks 6.2 Reconciliation Feature Description 6.1 Cash Flow

Cash Flow Calendar The cash flow calendar helps monitor and forecast your daily cash flow, using information directly in the application. You can create multiple forecasts and view net inflows, outflows, and balance to date. Try it for yourself: 1. Banking >> Cash Flow Calendar 2. Forecast >> Close 2. Drill down on selected dates 3. Select Financial >> Checkbook 4. Change Dates 5. Close

6.2 Checks

Miscellaneous Checks For efficient check writing without setting up new vendors, you can easily print miscellaneous checks directly within the banking area. Try if for yourself: 1. Banking >> Miscellaneous Check 2. Checkbook ID: CASH 3. Pay to: Ace Travel Amount: $100.00 5. Account: Miscellaneous Expense, 300-6780 7. Debit:$100 >> Print Check >> Screen >> OK 8. Close >> Post >> Close >> Cancel

6.3 Reconciliation

Bank Reconciliation Small Business Manager helps you easily reconcile sales and purchasing bank-related cash activities to your bank statement. Try it for yourself: 1. Banking >> Reconcile Checkbook 2. Checkbook: Operating Acct >> Transaction 3. Sort: by Date >> Redisplay 4. Select Range >> Begin Range 5. Check 11/30/2001 $965.54 transaction 6. Select Range >> End Range 7. Select Range >> Mark 8. Reconcile >> Cancel >> Close


7. Payroll 7.1 Setup 7.2 Processing 7.3 Government Reporting

Feature Description 7.1 Setup

Payroll Setup Small Business Manager makes it easy to set up payroll with wizards that help you create employee information, including contact information, wages, and time off. Try it for yourself: 1. Payroll >> Employee >> Employee Information 2. Add >> Enter Information >> Next >> 3. Enter Address >> Next 4. Enter additional details >> Next >> 5. Wage >> Next >> Vacation >> Next 6. Sick >> Next >> Finish

7.2 Processing

Payroll Processing Payroll processing is easy and efficient with the spreadsheet-style transaction entry screen. You can enter employee pay transactions, create the pay run, preview and print checks, or create a direct deposit file. You’ll also have access to payroll tax tables, included in your support plan. Try it for yourself: 1. Payroll >> Transactions 2. Look up Employee ID >> Look up Code 3. Enter units in amount >> Close >> Cancel 4. Payroll >> Create Checks 5. Begin Date: 01012002 End Date: 01152002 6. Include Salary: No >> Next >> Next >> Next

>> Next >> Screen >> OK >> Close 7.3 Government Reporting

Government Reporting Small Business Manager helps you easily access employee information and complete monthly, quarterly, and yearly government reporting requirements, including quarterly and monthly SUTA and FUTA and year-end W-2s. Small Business Manager also offers Magnetic Media filing, appropriate for larger companies. Try it for yourself: 1. Payroll >> Utilities >> Period-End

Procedure 2. Monthly >> January 3. Monthly State Tax Summary >> Next 4. No >> Monthly FUTA Tax Liabilities 5. Process >> Screen >> OK >> Close


8. Reports 8.1 SmartLists 8.2 Financial Reports 8.3 Report Options Feature Description 8.1 SmartLists

SmartList Queries Easily access business information with SmartLists. Search for information and then drill down for more details as needed. You can easily create and modify SmartList favorites and save them to your shortcut bar. Try it for yourself: 1. View >> SmartList 2. Click + next to Item Quantities 3. Highlight ‘*’ 4. Sort by Qty on Hand 5. Select and highlight the top transaction 6. Go To >> Item Transaction Inquiry 7. Select and highlight the top transaction 8. Drill down number. 9. Windows >> Close All Office Integration SmartLists integrates with Microsoft® Word, allowing you to easily create mail merge documents for customers, vendors, and employees. SmartLists also integrates directly with Microsoft Excel to export report information for further analysis. Try it for yourself: 1. View >> SmartLists 2. Click + next to Sales Line Items 3. Highlight ‘*’ 4. Click on Excel button >> Close

8.2 Financial Reports

Standard Reports Small Business Manager comes with over 100 reports that can be modified and reviewed to help you monitor and improve all aspects of your business. All financial reports can be fully exported to Excel. Try it for yourself: 1. Reports >> Accounting (Current Year) 2. Select 2003 Profit and Loss – Summary 3. Preview >> Print >> OK >> Close 4. Select Excel button 4. Close


Report Options With Small Business Manager you can select from standard reports or create your own. You can build a custom report using options like accounts, date range, and department — and you can always save and modify them later. Try it for yourself: 1. Reports >> Accounting (Current Year) 2. Highlight 2003 Profit and Loss – Detail 3. Select Option >> Clear 4. Option: Dept 100 P&L Detail 5. Segment ID: Lookup Department >> Select 6. From: 100 To: 100 7. Insert >> Destination >> Screen >> OK 8. Print >> Close >> Save >> Close Modify Financial Reports Once you create a financial report or even a document like an invoice or check, it’s easy to customize it to meet your needs by altering fonts, adding fields, or even adding a logo or other information. Try it for yourself: 1. Tools >> Adv. Financial Report Layout 2. Highlight 2002 Balance Sheet 3. Open >> Layout 4. Windows >> Close All

8.3 Report Options

Report Options Small Business Manager also offers additional report options — including saving in multiple formats, such as HTML — and sending reports as e-mail messages. Additional reports and report formats are available on Microsoft Great Plains’ customer Web site at http//www.greatplains .com/reports/. For more advanced reporting and customization, Small Business Manager also integrates with Crystal Reports.


Small Business Manager Integration Points Small Business Manager integrates automatically with a variety of applications used by most small businesses. Below are some examples of integration points with Small Business Manager. Microsoft Products

Microsoft Excel • Import master records from Excel to the appropriate master record files. • Import transactions from Excel to General Ledger, Accounts Receivable, & Accounts Payable • Export SmartList records, financial reports and commissions directly to Excel for further

analysis. • Export financial budget data to Excel, where it can be modified and imported back to Small

Business Manager. Microsoft Word • Create letters in Word automatically using financial and master record data. . • Export SmartList records to Word for mail merge capabilities. Microsoft MapPoint • Export Customer, Vendor, Employee addresses to MapPoint to build delivery routes and get

directions. Microsoft Windows Messenger • Communicate in real time with customers, vendors, and employees, using e-mail addresses

stored in the application. Microsoft Retail Management System • Import transactions from Retail Management System to Small Business Manager bCentral Commerce Manager • Export from Small Business Manager to Commerce Manager: Items • Import from Commerce Manager to Small Business Manager: Orders, Customers • Export and Import between Commerce Manager and Small Business Manager:Tax, Shipping bCentral List Builder • Export from Small Business Manager to List Builder: Customers bCentral Appointment Manager • Export from Small Business Manager to Commerce Manager: Service Items • Import from Commerce Manager to Small Business Manager: Orders, Customers Data Migrations

QuickBooks, PeachTree, Great Plains Accounting, Real World, Solomon III • Import master records using a data import wizard QuickBooks, GreatPlains Accounting, Real World, Solomon III • Import master records and transactions through migration services offered by Microsoft and

Microsoft Business Solutions partners.


Customization and Integration Tools for Solution Developers Small Business Manager Partners and Solution Developers have access to a suite of powerful tools and technologies to connect all parts of their customer’s business together. Small Business Manager is flexible enough to fit a variety of businesses by using the following integration and extension tools:

Integrate Small Business Manager with application databases. Open Database Connectivity (ODBC) drivers enable Partners and Solution Developers to safely integrate business data into or out of Small Business Manager.

ODBC Drivers For access to Small Business Manager, all ODBC driver components required are available with the SQL Server software. By installing the SQL Server ODBC Driver Manager at a client workstation, Partners and Solution Developers can configure database applications and access data at the SQL server. The SQL Server ODBC Drivers provide both read/write access to the Small Business Manager database.

Extend Small Business Manager with custom vertical applications. Continuum for Visual Basic, Continuum for Delphi, and Dexterity let Partners and Solution Developers quickly extend Small Business Manager with existing or new business applications.

Continuum Continuum for Visual Basic and Continuum for Delphi allow Partners and Solution Developers to use their tool of choice to extend the Small Business Manager solution. Using a series of add-in components that automatically build the necessary code, integrations between Small Business Manager and business applications written in either Visual Basic or Delphi provide Small Business Manager users with a built-in integrated solution that is customized to the business needs.

Dexterity Dexterity is ideal for creating transaction-based business applications, such as accounting and business management products. Dexterity allows Partners and Solution Developers to add to the power of Small Business Manager core applications with solutions fitted to the industries in which they have expertise. Dexterity provides access to all the Small Business Manager resources such as windows, scripts, tables and reports. In addition, Partners and Solution Developers have access to the complete set of components used to create Small Business Manager, including a forms builder, a database manager, a report builder, a 4GL scripting language and debugger, and an embedded macro system. Because of a powerful architecture that provides for seamless distribution of custom products, multiple solutions easily work together at a customer site.


Minimum System Requirements

You want a stable and reliable business management system that will grow with your business. Microsoft® Great Plains Small Business Manager gives you the technologically advanced stable, reliable environment you expect, backed by award-winning training and support.

Listed here you’ll find the system requirements for Small Business Manager. These minimum requirements will yield a functional level of performance. Higher levels of performance can be attained with hardware upgrades.

Database Requirements

Small Business Manager is compatible with Microsoft SQL Server™ 2000 Desktop Engine or Microsoft SQL Server 2000. Unless you specify otherwise, Microsoft SQL Server 2000 Desktop Engine is installed as the database during installation. To use an existing Microsoft SQL Server 2000 installation with Small Business Manager, you must use dictionary order, case-insensitive sort order. Contact your Small Business Manager reseller or customer support if you need further assistance.

Following are some quick facts about MSDE 2000:

• MSDE 2000 uses one CPU. • Each database has a 2-gigabyte (GB) data limit, roughly the amount used by one company. • Built-in scaling factors are included to limit the performance of MSDE 2000 based on

connections and data loads. • No built-in user interface exists for MSDE 2000. • An MS-DOS-based command-line version of Independent SQL (iSQL) is included. • MSDE 2000 supports Microsoft Windows XP, Microsoft Windows 2000, Microsoft Windows

NT 4.0 (Service Pack 6 or later), or Microsoft Windows 98. • To integrate with Windows Explorer and MapPoint, you must use Microsoft Windows XP.

Client Requirements

The following operating systems can be used: Windows XP, Windows 2000, Windows NT Workstation 4.0, or Windows 98. You also will need to have Internet Explorer 5.5 or later installed and turn on File and Printer Sharing for Microsoft Networks.

System Minimum Requirements Processor: PC with 300 MHz or higher

processor clock speed required; Intel Pentium/Celeron family, AMD K6/Athlon/Duron family, or compatible processor


recommended. Hard Disk Space: 175 MB free RAM: 128 MB for Windows 2000 or

Windows NT(64 MB recommended for client installation)

Video: SVGA (800x600) with 16-bit video driver

Network Card: 32-bit Server Requirements

Any of the following operating systems can be used: Windows 98, Windows NT 4.0 Workstation Edition Service Pack 6a, Windows NT 4.0 Server Edition Service Pack 6a, Windows 2000 Server Service Pack 1 (or later), Windows 2000 Professional Service Pack 1 (or later), Windows 2000 Advanced Server Service Pack 1 (or later), Microsoft® Small Business Server, Microsoft® Windows® 2000 Datacenter Server Service Pack 1 (or later), Microsoft Windows 2000 Advanced Server Service Pack 1 (or later), and Windows XP (all versions). You will also need to have Internet Explorer 5.5 or later installed and turn on File and Printer Sharing for Microsoft Networks.

System Minimum Requirements Processor: PC with 300 MHz or higher

processor clock speed required; Intel Pentium/Celeron family, AMD K6/Athlon/Duron family, or compatible processor recommended.

Hard Disk Space: 500 MB + space for accounting data

RAM: 128 MB for first 4 users, + 16 MB for each additional user

Video: SVGA (800x600) with 16-bit video driver