Simple tips and techniques on using Ostendo

Ostendo Add-on: Tips & techniques

Ostendo is an add-on for MYOB, Quickbooks and Xero that provides great inventory, jobs and project and manufacturing management.

Below is a video and some tips to help you use the program more efficiently.

Getting the best out of the LIST views:

CUSTOMISING

List views are summaries – of the stock list, customers, suppliers, orders, invoices etc.
When in any list view, you can right click and bring up a dialogue box that shows CUSTOMISE FIELDS:

customising
When you select Customise Fields, it brings up a list of all the fields that you can turn on to the summary list – simply select the fields that you want displayed and you can also change the heading that will be displayed on the column.

With the customising, my list of unpaid invoices is now much more useful:

unpaid invoices

 

FILTERING

In the bottom left side of every list, there is a tick box FILTERING AND SORTING. When this is ticked, the columns of the list behave like a spreadsheet.

If you click on any heading, it will re-sort the column largest to smallest, then click again it will re-sort smallest to largest.

If you click on a heading, a FILTER symbol will appear, then if you click on the FILTER image, you can select which elements of the list you want.

filtering

filetring-computer

 

filtering - base box

 

Custom filter

Also in filtering, you can do a custom filter. At the top of each filter, you can see (Custom).

This allows you to create your own filter – for example, if you wanted to see a list of your stock with zero quantity, or a list of your unpaid invoices more than 2 months old, or a list of orders valued between $1000 and $5000, then using the custom filter will do it.

In this example, I have filtered to see a particular type of computer where there is NO uncommitted stock ie I have none available for sale, as they are all committed to sales orders.

 

filtering - custom filter

REPORTING

With the LIST views, it is also easy to create simple reports from the dynamic screen.

For example, I might want a total of orders from a customer in a particular time frame. I could run a standard report, or I could get the same information from a LIST.

I would go to my order screen, then I would filter by the customer and date range. At the bottom of the screen I can right click on the bar and bring up functions:

 

reporting

So it is easy to work out the average spend or total spend. A right click in the screen allows me to export the list to Excel too.

USE OF TRACKING

Tracking is used extensively through out Ostendo. It is defined by the workflow that your own business has.
For example, you might want to track a number of steps that a quote might go through and then a sales order, so that you easily know what stage a quote is at. (you can do the same with job quotes and orders, sales deliveries, purchase orders and receipts, assembly orders and so on).

So if the work flow for a quote is: prepare quote, send quote, follow up call, receive client approval verbal, receive signed approval, then the work flow can be used to track all this.

So you set up the tracking by going to the screen where you would like to use the tracking…in this case, SALES ORDERS.

use of tracking

 

Where you see the field TRACKING CODE, you will also see a small icon representing a notepad and pencil. This indicates that you can create tracking codes to this field.

Click on it and click on ADD. You can build up a list of tracking codes that are relevant to your business.

sales tracking

 

Then each sales quote/order can be updated with the relevant stage.

sales quote

 

And then customise your screen so that you can see the workflow status of all your quotes and orders…the colour shows you instantly the status of the transaction.

customise screen

 

USE OF INVENTORY LISTS

The inventory lists are a really fast way to add lines to sales orders, purchase orders, POS sales, and direct invoices.

You can create unlimited numbers of lists, and can use the same item code in multiple lists. The inventory lists can be dynamic. When they are dynamic, you can create a list for a customer or supplier, set up the list to pull history for the last xxx number of days and last xxx number of orders, and then when you use the list, Ostendo will automatically add any items the customer has bought or you have ordered from the supplier, and you can simply tick the lines that need to be included on the order this time.

To set up INVENTORY Lists, go to Inventory on the menu bar and then select LISTS.

inventory lists

fixed number inventory list

inventory - lines

 

Then when I am in a sale, I can select lists and simply tick the items that are being ordered:

sales orders - lists

batch entry lists

create lines

There are hundreds of ways that Ostendo helps your business run more efficiently. Give us a call and we will show you how to use Ostendo to help your business.

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