Frequently Asked Questions
Statements
How do I print summary statements?
How do I change the disclaimer information shown
at the bottom of our statements?
How do I add a customized message to
our statements?
My company's physical and payment addresses are
different, how do I enter this onto our statements?
We charge a Regulatory Compliance Fee,
how can I add this to our statements?
What if I only want to print a statement for
one customer or one group of customers?
What if I don't want to print statements for
customer's that have a zero balance?
How do I set the Due Date for a statement?
How do I send Post Card Statements?
User Privileges
How can I keep certain users from accessing parts
of the program?
How can I give a user access to all of the program
functions?
Tax Code Master
I'm trying to add a new Tax Code, but the I can't
click anywhere on the screen!
How do I enter the tax?
How do I set up a Tax Code for bottle exchanges?
Payment Terms
How do I set up a discounted payment option?
Change Fuel Prices
Can I change fuel prices for all of my customers
at once?
How can I change fuel prices for just a
specific group of customers?
Entering Transactions
Can I enter multiple items onto a single
invoice?
I made a mistake, but I haven't posted yet,
how can I change a line item?
I made a mistake, and I posted the transaction,
how can I fix it?
How do I print out a receipt?
Reports
How can I view my Daily, Weekly, Monthly
or Yearly Sales?
Troubleshooting
I'm trying to log into the program, but it
says that I'm already logged in!
I need help, how do I contact support?
I need training, what do I do?
Statements
How do I
print summary statements?
Open the Company Maintenance screen by clicking on System Manager, then
Company. Click on Edit and put a checkmark in the “Print Summary
Statements” field located under the Fax Number field. Uncheck this
box to print detailed statements. When you are finished, click on Save.
How do I change
the disclaimer information shown at the bottom of our statements?
Open the Company Maintenance screen by clicking on System Manager, then
Company. Click on Edit. In the “Minimum Service Charge” field
enter the minimum amount you will charge as a service fee for late payments.
Next, in the “Minimum Amount to be Billed” field, enter the
minimum account balance you want to send out statements for. Finally,
in the “Yearly Interest Rate” field, enter the amount of yearly
interest you want to charge (note: the legal maximum in America is 18%).
When you are finished, click on Save.
How
do I add a customized message to our statements?
Open the Company Maintenance screen by clicking on System Manager, then
Company. Click on Edit and enter the message you would like to appear
on your statements into the “Message” field on the bottom-left
side of the window. When you are finished, click on Save.
My company’s
physical and payment addresses are different, how do I enter this onto
our statements?
If you company needs to have payments sent to an address other than your
company’s physical address open the Company Maintenance screen by
clicking on System Manager, then Company. Click on Edit and enter the
address where you would like customers to send their payments in the “Remit
To” field on the bottom-right of the screen. When you are finished
click on Save.
We
charge a Regulatory Compliance Fee, how can I add this to our statements?
Open the Company Maintenance screen by clicking on System Manager, then
Company. Click on Edit, then enter the amount of your Regulatory Compliance
Fee into the field. When you are finished, click on Save.
What if
I only want to print a statement for one customer or one group of customers?
On the Customer Statement screen, you can use the Customer To, Customer
From, Starting Last Name and Ending Last Name fields to restrict the printing
of statements to just the customer you need. To print a statement for
a single customer, enter that customer’s account number in both
the Customer To and Customer From fields.
What if I
don’t want to print statements for customer’s that have a
zero balance?
On the Customer Statement Screen, make sure to check the “Exclude
Zero Balance Customers” checkbox before printing your statements.
How do I set the Due Date for a statement?
On the Customer Statement screen, enter the date you would like the bill
to be due into the Due Date field before printing statements.
How do I send Post Card Statements?
Click on Invoicing, then Post Card Printing.
User Privileges
How can I keep certain users from
accessing parts of the program?
Click on System Manager, then User. Find the User you would like to restrict
and click on “User Privileges.” Uncheck any program functions
you do not want the user to access. When you are finished, click on Proceed.
How can I give a user access to all
of the program functions?
Click on System Manager, then User. Find the User you would like to give
access to, and make sure the “Administrator” box is checked.
Press Save when you are finished.
Tax Code Master
I’m trying to add a new Tax Code,
but the I can’t click anywhere on the screen!
Make sure to press the TAB key to activate this field.
How do I enter the tax?
Under the appropriate tax, you would enter a 7% tax as 7.0, not .07.
How do I set up a Tax Code for bottle
exchanges?
Add a Delivery Type Tax Code and check the “Bottled” field.
Enter the bottle size and unit of measurement.
Payment Terms
How do I set up a discounted payment
option?
Click on Maintain, and then Payment Terms. Click on Add, and enter a name
for the Payment Term into the Terms ID field. If you want to set up, for
example, a 10 cent per gallon/liter discount if the customer pays within
10 days you would enter .10 into the Discount Per Gallon/Liter field,
10 in the Before Days field, and 30 in the Net Due field (because the
bill is still due in 30 days, regardless of whether or not they receive
the discount.)
Change Fuel Prices
Can I change fuel prices for all
of my customers at once?
Yes, click on Maintain, and then Change Fuel Prices. Leave all of the
options in the restriction fields blank, and change the price by a Fixed
Amount or by a Percent.
How can I change fuel prices
for just a specific group of customers?
Click on Maintain, and then Change Fuel Prices. On the Change Fuel Prices
screen, use the restriction bar to narrow down our price change to just
the customers you want to change prices for (a certain zip code, state,
city, fuel type, etc.) or enter the price of the customers you want to
change in the Current Fuel Price field, then enter the new price into
the New Fuel Price field.
Entering Transactions
Can I enter multiple items onto
a single invoice?
Yes. Click on Transactions, the Transaction Entry. On the right side,
double click on the first item. Enter the appropriate information, then
click on Save Line. To add another line to this same invoice, click on
Add Line and repeat the process. The invoice total will show on the bottom
right.
I made a mistake, but I haven’t
posted yet, how can I change a line item?
On the Transaction Entry screen, click once on the line need to edit,
and click on Select Line. Click on Edit Line and make the needed changes.
When you are finished, click on Save. You will not need to manually override
the taxes in most cases.
I made a mistake, and I posted
the transaction, how can I fix it?
Click on Transactions, then Erase Invoice. Find the Customer with the
incorrect invoice, then select the invoice you would like to erase. Click
on Erase, then you can easily go back and reenter the invoice correctly.
How do I print out a receipt?
Click on Invoicing, then Print Receipt. Select the customer and invoice
you want to print a receipt for.
Reports
How can I view my Daily, Weekly,
Monthly or Yearly Sales?
Click on Reports, then Daily Sales Report. By specifying a time period
in the Date From and To fields you can generate a report for any time
period.
Troubleshooting
I’m trying to log into
the program, but it says that I’m already logged in!
This will happen if your computer freezes to prevent data loss. Open the
program and log in with another User Name and Password. Once in the program,
click on Utilities, then Clear Active Users. Click on Clear Flags, then
close the program. You will now be able to log in normally. Your SSI Support
Technician should have given you an emergency user name/password. Please
contact them if you need help.
I need help, how do I contact support?
There are several ways to contact the support department. Please visit
our Contact Us page for information.
I need training, what do I do?
SSI provides many different training programs to assist you in learning
the best ways to use the SSI program. Please call (800) 774-2801 for more
information.
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