Lineal will be launching a new major version of SQLWorks in 2017.
Version 8 will bring a host of new features to our flagship business management software, as well as provide existing SQLWorks customers a greatly improved user-experience.
Managing Director of Lineal Mike Matthews explained: “We were determined to release a major new version of SQLWorks this year, and wanted to implement the customer feedback we’ve been gathering in recent months.”
“By changing to the StudioWorks 8 framework, SQLWorks Version 8 will allow us to update the technology behind our business software – modernising the visual ‘look-and-feel’ to be more intuitive, adding greater flexibility, and offering more options for integration.”
Version 8 is expected to be available from Autumn 2017 – check back for more soon!
SQLWorks Accounting includes the option to enter Journals both manually, but also offers the chance to save time by importing journals from a spreadsheet of data directly to your Nominal Ledger.
When in the Nominal Ledger click ‘Journal’ in the top toolbar, and the add Journals window opens. To begin importing your journals, click the ‘Import Journal Option, and browse for the file you wish to import.
Imports must be imported using a fixed format from a template file: a copy of which can be found within your SQLWorks installation ‘Misc’ Folder as a Microsoft Excel spreadsheet – or downloaded here.You will need to enter your data and save the file as a tab-delimited text (.txt) file before importing.
SQLWorks will warn you if the data you are seeking to import is old, and may block you from entering nominal journals into locked accounting periods.
Once importing journals has run successfully, your nominal journal data will appear in the list of journals to be added, and users can commit them to the Nominal Ledger by clicking ‘Save and Close’.
SQLWorks includes two levels of security permissions: Group and User security.
User security states which parts of SQLWorks a user has access to (visible within menus) and does not have access to.
Group Security sets permissions for groups of users, including every user in that group and overrides an individual’s security settings.
To review your SQLWorks users, click the ‘System Administration’ button on the main navbar. If you wish to review your users, click ‘Users.’ This displays a table with every valid SQLWorks user at your company, and administrators can double click to view or edit an individual’s user settings.
To review your SQLWorks groups, click ‘Groups.’ This displays a table with your saved Groups of users. You can also add a new group, copy or edit any existing group from this table.
To change your security settings, click ‘Security’ (1). This loads your list of groups in the left hand list, with the users contained within any selected group in the right hand list. By clicking the ‘Add’ or ‘Remove’ buttons you can add or remove individual users to the correct group.
By using the ‘Group Windows Security’ Tab along the top, you can also set the permissions for that group (and therefore the users contained within it.) Grant access by clicking the checkboxes next to each area of the system, and give ‘Basic’ (find, add new or edit) or ‘All’ permissions (find, add new, edit, edit multiple or delete.) (2)
There are no limits on the size or number of groups users can be assigned to, so your permissions structure can be as simple or complex as your internal company policies require. Please ask the SQLWorks team if you need help or advice on setting up security permissions settings, or on IT security best practice.
By default, SQLWorks has one ‘Admin’ group which has administration permissions for the Sales/Purchase Ledgers, Stock Ledger, Finance and CRM sections. This can be changed to different groups in larger organisations – for example to designate a different administrator for sales/purchasing.
Once you have your users and groups configured correctly, simply close the System Administration window, and your SQLWorks security permissions will be in place when each user next logs on.
SQLWorks Security Permissions
Bank Ledger – Security permissions for managing Bank accounts and cash accounting
Bank Accounts – Lets users see Bank accounts within the Bank Ledger.
Bank Transactions – Lets users access options for bank transactions within the Bank Ledger.
To compliment SQLWorks manufacturing and kitting, Stock Ledger allows users to create and manage manufacturing works orders to different degrees of detail.
(For an introduction to SQLWorks manufacturing and kitting, click here.)
Works Orders are accessible from the Stock Ledger screen, under the ‘Products’ module, in the main NavBar (1), by clicking the ‘Works Orders’ tab for a chosen stock item.
The two tables on the left-hand side show ‘Active Word Orders’ still being worked upon, and ‘Completed Works Orders’ which have been finished (2.)
To the right the ‘Build Quantity’ (3) Panel shows the parts needed for that stock item, how many are available in the default warehouse to use for this works order, and the maximum finished items that can be built from these parts.
The lower right panels (4) show a summary of the scheduled builds on a selected works order, and the parts required for each of these scheduled builds (in case the Works Orders vary between builds.)
Users can complete a simple works order by right clicking in the ‘Active Works Orders’ and choosing ‘Quick Build.’ This simplified option checks the correct parts out of stock from their default warehouses, completes a Works Order immediately, and checks in the finished item into stock in its default warehouse.
This is useful for simple builds where no extra works order detail is required and the works order doesn’t need to be drafted in advance.
Full Works Order
Users can create a full new works order by right clicking in the ‘Active Works Orders’ and selecting ‘New Works Order’.
This opens a new works order window for the chosen stock item– these can be given header information including a Total Build Quantity. Parts for kitting will be taken from the ‘Take Stock From’ Warehouse code, and (via the designated build bin) the finished item will be checked into the ‘Build Product Where?’ Warehouse code and Bin number.
Each line on the Works Order represents one ‘schedule’ for building a given quantity of the kit – with the quantity of that schedule enterable on the left hand side. A component list is also shown here, to help inform production numbers.
The middle column (‘Cost Groups’) displays advanced Construction Time / Cost Centre additions for this kit if this feature is turned on in SQLWorks.*
The ‘Build Group Column’ is used for the actual building of the works order: typing a quantity into the ‘Take’ field and clicking ‘Take’ removes the required parts from the ‘Take Stock From’ warehouse, and doing the same in the ‘Build’ field and clicking ‘Build’ assembles the new kitted item and moves it to your designated ‘Build Product Where?’ Warehouse and Bin.
You can also cancel quantity’s from the Works Order by typing a quantity into the ‘Cancel Qty’ field.
On the right hand side of each line the ‘Inspection Group’ allows you to enter up to four custom quality testing/inspection checkpoints for each works order schedule, date-stamped for approval.
Works Orders can be saved without being built (to schedule future work), but when the ‘built’ quantity within the works order and any cancelled quantity added together equal the ‘Total Quantity’ required, the works order will automatically be moved to the ‘Completed Works Order’ list.
*Construction Time / Cost Centres
Advanced users can turn on ‘Default Construction Costs (per Hour)’ and ‘Default Construction Times (per Hour)’ which will appear at the top of the Works Order Tab if used.
This allows the user to save details for time taken, and costs expended, as the finished kit is processed through up to a maximum of six stages to complete the Works Order, and can be factored into sales costs accordingly.
If your business fields a lot of phone calls, accurate record keeping is an important part of your interactions with customers. SQLWorks includes a Phone Logs tool to keep track of calls, to manage workloads, and to produce valuable insights from this data.
The Phone Log itself can be found in the Navbar under CRM (1), and opens a table showing all recent phone logs to your business, who called, and other information. SQLWorks does not record audio from phone calls (unless uploaded), but creates a convenient admin trail for tracing calls and the work that was associated to them.
Pressing ‘F6’ at any time in SQLWorks opens the window to create a new phone log (2), and this can be launched quickly during/after a call. Choosing a company from your company’s list opens its lists of contacts, and the user can either select a known contact (automatically entering all their details) or right click on the contact list to add a new caller’s details.
Below this are fields for giving the detail from the call to a SQLWorks user within your company (e.g.: for assigning a new task) and you can choose a user/group to email with the call detail.
On the right hand side of the new call log window are tabs to simultaneously create new tasks, project links or sales leads using the data from the new phone log (3.) Each tab automatically copies across the data from the phone log, and provides the extra fields needed to also create these new entries, for example: task priority or lead conversion chance.
When new phone logs are saved, they are logged to the phone log table itself, and under each specific company’s Phone Logs tab in the company’s list. If used, the task, project and lead tables also receive the new entries.
SQLWorks phone log is an immensely versatile tool, which forms the backbone of a structured help desk or office environment – helping to keep track of call volumes, agent workloads and customer interaction. The phone log itself can be exported with timestamped entries for further analysis of busy periods or repeat customers, and by clicking ‘Reports’ users can produce reports on number of calls received from a list of companies.
The new phone log screen (remember: press F6!) can be customised extensively by the SQLWorks team to record information commonly taken over the phone from enquiries to your business, and to help you populate the task list, advance projects or manage sales leads elsewhere in SQLWorks more carefully.
Quoting a customer can be a delicate process, and sometimes you need to be able to issue a quote with detailed options. We’ve collated a few handy tips to help your sales team build the perfect SQLWorks quote.
If you’re putting together a more complex quote, it can sometimes be useful to give a customer options. You can create these by right-clicking on the line numbers on the left of each quote line, and selecting ‘Choose Option Group’ to place groups of lines under ‘Option 1’ ‘Option 2’ subheadings (1.)
These options are normally alternatives to each other, so you typically won’t want SQLWorks to total them together. You can remove the overall total by switching to the to ‘Extras and Project’ Tab in the top right of the quote header, and unchecking the ‘Print Totals’ checkbox (2.) This will remove the ‘grand total’ from the bottom of the normal quote template (please note that if you exclude VAT you’ll need to include an amendment to this effect, as depending on your settings, the total VAT may no longer be visible.)
If you need to include sub-total lines instead for each option group, the easiest way is to add a sub-total line at the end of each group. By right clicking on the grey background of any given line, you can choose ‘Toggle Line Type’ to change a line to display the sub-total of the group immediately above it, to be hidden or to become a comment line without any costs (3.)
The area around the line number will change to a different colour to reflect the line type (1), and the quote template will change to incorporate the new line type. This is useful to help keep your quote clear and tidy – to add a running sub-total, line gaps or comments.
With these extras it’s easy to build more complex quotes from SQLWorks, and give customers an informative choice.
A Quick Disclaimer: if you have a custom quotations window for your company/organisation, one or more of these quoting tips features may be disabled. If you need them – speak to the SQLWorks team!
Need to manage a sales leads pipeline for your business? SQLWorks CRM includes a comprehensive sales leads module which can help you manage your customer outreach.
Leads can be accessed within the CRM section of the main navbar (1.) and will load a table of leads with multiple coloured panels representing your sales stages (2.)
You can double click on a lead to open it, reorder your leads by clicking the column headers or click the ‘Q1’ ‘Q2’ ‘Q3 ‘Q4’ buttons along the top toolbar to filter by financial quarter.
Once a lead has been opened, you can record common sales qualification data including priority level, log a lead source, assign categorisation and note the contact details of your contact in the top half of the edit Lead window (3.) You can also give each lead speculative value, profit and conversion chance, and set a follow up date for further action which can display in the SQLWorks diary. In the lower panel (4) are your normal SQLWorks CRM tools – you can link phone logs, emails, tasks and drag in documents to be saved against your lead, and save a record of actions performed to progress the lead with a time/date.
By clicking the [+] button above the lead stages you can unlock each new lead stage – moving your lead down the sales pipeline.
As leads move through your pipeline, your brightly coloured lead stages in the main screen (2) display how many leads are active at that stage, what the total value of these are in turnover, and the total likely profit (calculated by multiplying each lead’s percentage by it’s turnover value and adding the sum of that stages leads these together.) You can load the leads active at any single stage by clicking on that stage, and the stages themselves can be set to match your own sales pipeline. ‘Receipted’ and ‘Lost’ sales leads will always default their quantity to 100% of value converted or lost, and will move a lead to ‘Closed.’ By clicking the ‘Load Open’ button in the top toolbar you can filter your list to exclude these closed leads, and just work on those that are active.
If you need a quick way to record new enquiries over the phone, you can create a new lead when making a new phone log by clicking the ‘leads’ tab in the new phone log screen. To save time, the details of your new lead will be automatically populated from those you recorded in the phone log.
Your leads are kept isolated from your main companies list to prevent bigger sales departments with large numbers of cold contacts swamping your SQLWorks Sales Ledger with non-customers.
At any time however, (for example when a Lead becomes a customer) you can click the ‘Conversion Tab’ in the lower half of the edit lead window to automatically save the company details gathered by your Sales agent as a new company in your main SQLWorks companies list.
In this way SQLWorks makes it simple to log new leads, record progress in detail between multiple sales staff, and estimate future conversion rates.
Our SQLWorks team recently exhibited at the 2016 EuroOmnis developers conference in Tuscany, Italy – joining Omnis developers conference from more than a dozen countries around the globe.
EurOmnis is an annual educational event designed to bring Omnis programmers together to share knowledge and to showcase the very latest in software development.
“Lineal have been part of, and latterly helped organise, this international conference of Omnis developers since 1999” explained Managing Director Mike Matthews. “As a member of the Omnis developers group (ODEV), our SQLWorks Business Management Software undergoes an ongoing process of learning and development – and we’re always looking at what features future versions of SQLWorks will need to stay at the forefront.”
“The best businesses are always looking to the latest technology for an extra edge, so both our team and SQLWorks software need to be just as agile.”
Representatives from Omnis were also present, to host seminars informing and updating attendees on the platform’s latest news, as well as explore likely developments in the near future and gather feedback.
The conference also gives developers a chance to showcase what they have been working on to other developers, drawing on software projects undertaken across countless industries and sectors.
If you’re new to SQLWorks, importing your existing data to SQLWorks can seem daunting. Fear not! We’ve prepared this handy guide to make this process easier.
Decisions about your data are yours – but at any stage, you can ask the SQLWorks Team for help.
About Your Data
Data imported into SQLWorks is categorised in two types: Static and Transactional.
Static data is fixed lists of ‘things’ – including companies, contacts, address, your stock list, warehouses and more. Transactional data includes list of transactions, stock movements and financial ledger entries like orders, invoices, credit notes and more. Static data must be imported first, followed by transactional data.
Finding Your Data
Both your static and transactional data comes from whichever system(s) you use currently – this could mean importing from a number of sources, including:
An old software program (e.g.: Sage)
A patchwork of spreadsheets (e.g.: Microsoft Excel)
A legacy database program or file (odbc compatible)
Nowhere (because you’re a new or paper-based company)
Some combination of the above
It’s up to you what data you place in SQLWorks, however whilst some data is almost always needed SQLWorks (even if entered new), other data is optional. As a rule, names, codes, accounting and VAT entries will need to be imported, but the optional parts of how your business model works (e.g.: records of quotes, or past stock movements) are optional.
How To Import:
All data for importing into SQLWorks needs to be given to the SQLWorks team in one of two formats:
An agreed file format exported from another software (e.g.: Sage export file)
A comma or tab delimited spreadsheet, .CSV or .TXT file. (e.g.: If using Excel, it is helpful to save the files as a .CSV in the ‘save as’ menu)
If you provide data to the SQLWorks team in spreadsheets (or .CSV/.TXT files) these will need column headings grouping certain types of the data together. For example, in a stock list, all your stock codes need to be in the same column, under an identifiable heading such as ‘Stock Code.’ The SQLWorks team can help you with this stage if you get stuck.
Depending on what SQLWorks modules you will be using, you will need to import files for the following data (see table below). Compulsory data within these are marked – for example: every Company imported must have a name.