Manual
Business Assistant basics
Business Assistant keeps everything a business buys, makes, sells, owes and is owed. Whatever area you work in, the same few ideas come back: records of four kinds, documents that are posted, numbers that come from number series, and dimensions that say which part of the business a figure belongs to.
Four kinds of records
| Kind | What it is | Examples at Passion Bakery |
|---|---|---|
| Setup | How the company works: one record of settings, or lists of codes that other records choose from. | General Ledger Setup, Inventory Setup, posting groups, Payment Terms, Locations |
| Master data | The things the business deals with again and again. Each has a card. | Customers, vendors, items, G/L accounts, bank accounts |
| Documents and journals | What happens, entered before it counts. They can be changed until they are posted. | Sales invoices, purchase orders, transfer orders, assembly orders, journal lines |
| Entries | What posting wrote. They can’t be changed, so the history stays true. | G/L entries, customer and vendor ledger entries, item ledger entries, value entries, bank account ledger entries |
Master data carries defaults that documents take. When Aisha chooses Kisementi Fresh Market on a sales invoice, the invoice takes the customer’s payment terms, posting groups and dimension codes, and each line takes the price agreed with Kisementi. Change the customer card and new documents follow; documents already posted keep what they had.
In this manual
- Documents and posting: document status, release and approval, what posting checks and writes, previewing a posting, and putting mistakes right.
- Number series: where record and document numbers come from.
- Dimensions: tagging figures by department, channel or project.
- Finding your way: the menu and search, lists and cards, filters, reports, profiles and permissions.
Tip
Keep the glossary open while you read: it explains the words Business Assistant uses, such as posting group, balancing account and in-transit location.