Application management................................................................................................................................................

2
Suppliers ..................................................................................................................3
Articles .......................................................................................................................4
Sizes and colors..............................................................................................................5
Agents .................................................................................................6
Clients
Customer service .........................................................................................................7
Warehouse .......................................................................................................................8
Inventario.....................................................................................................................9
Document design................................................................................................................................................. 9
Documents................................................................................................................................................................... 10
Invoices
Automatic generation of purchase orders and orders................................................14
Production and assembly.................................................................................................................................................. 14

Closure in the current company ...........................................................................................17

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 Tutorial - Visual Factu

Application management

The Golden applications for Windows are designed in a graphical environment.

Easily manage the application with function keys, the keyboard, or the mouse.

Use of the keyboard

Managing the Golden applications for Windows using the keyboard is quite comfortable:
ALT: Access the main menu
ALT + ↓Expand the list sorted by code
ALT + Shift +↓Display the list sorted by title
Tabulator: field advance
Tabulator +↑retreat from the field
Shift Key +↓show the data ordered by description
Double-Click: Located in a field, it allows access to the maintenance of
Window: arrange the open windows in cascade, horizontal or vertical mosaic
In the menus, you will find an underlined letter. Press the ALT + underlined letter keys to access
that menu option
ALT + TAB: allows us to switch from one open application to another

Mouse Handling
Desplegar el menú con el ratón: Muestra los datos ordenados por códigos desde el primero
If part of the code is written beforehand, the relationship appears from the specified code.
Expand the menu with the mouse +↓Show the data sorted by title, description
If we have previously written part of the title, it appears from the specified name.

Function keys
The function keys will make it easier for you in many cases to use Visual Factu.

F1 Online help
F2 Allows switching from edit mode to overwrite mode
ALT+F2 Copy the concept from the previous note.

F3 Place the cursor in the search field

F4 Display the list of the field in which we are located
ALT + F4 To exit the application
CTRL + F4 Close the active window
F5 In the prices to be able to introduce formulas in the rates
F6
CTRL + F6 Allows to switch from one window to another

F7 Within the seating window, display the currency window

F8 In the seat window, it shows the analytical breakdown.

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F9 In the CIF/NIF field, calculate the letter of the NIF.

In issued invoices, within the invoice number field, it displays the

next invoice number
Located in the countryside, it shows the excerpt
In the barcode field, calculate the check digit.
F10 Access the main menu
F11 Change from one folder to another within the same window
F12 In the seating window, cancel due dates

Visual Fact

The invoicing process will allow you to manage your company's commercial activities by recording both
the sales made to your customers as well as the purchases you made from your suppliers.
Within the commercial management process of your company, you will find the following options:
Purchase - Sale of products, make purchases from your suppliers to later
sell those products to their customers. Controlling the stock of the items
Provision of Services, what you will bill your clients will be the services you provide them.
items, such as maintenance, cleaning services... In this case, no
will control stock.
Manufacturing will make purchases from suppliers of certain products that will be used as
raw material. Through assembly or production, you will obtain the finished product.
The Visual Factu program links with Visual Conta and with Visual Eos if available.
some of these products. The link will be made when updating invoices.
transferring data from Visual Factu to Visual Conta and/or to Visual Eos never in reverse.

First steps

Once you have created your company, it is normal to follow a logical order, we propose to you the
next
Register the different types of rates, families, warehouses, and series for the documents of
purchases and sales, usual payment methods of the company.
Crear los proveedores con los que habitualmente trabaje.
Crear los artículos.
Create the sales agents and identify the commissions.
Register the regular customers.
Carry out the initial inventory to have proper control of your warehouse.
Verification of general parameters.

Data creation

Suppliers
Suppliers are companies or individuals who provide you
they supply products intended for sale, production or
assembly.
Access suppliers in Maintenance -
Suppliers.
Assign a code (maximum 13 characters)
alphanumeric) to each supplier.

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Identify the tax data

Conditions, indicate, the risk, type of VAT, % of withholding, family and you may check or not if
wants to invoice with VAT included, use the latest purchase conditions....
Payment methods: usual, payment days or bank account
Statistics, show the billing

Commercial actions related to the supplier

Operations, you will see all the documents of that provider
Others, it has 5 free fields, you can also indicate the number of copies you want to print.
for each document. If you have Visual Conta or Visual Eos, indicate the accounting account for
each provider.

Articles

Access the file inMaintenance – Items.

The article coding accepts alphanumeric values with a capacity of up to 13 digits.
Data: indicate, in case you use it, the format and barcode, the family, the
unit of measure, the internal reference, the supplier, and supplier reference.
You will also have to indicate whether that item controls stock or not.

Prices, indicate the discount and commission group, type of VAT and view the different ones
Rates. From here, access the purchase prices where you can see the suppliers that you
they supply each item with its different rates.
Stock provides information about the current and expected stock of the item, what is pending
of receiving or of serving

Statistics show the status of billing and the cost price in relation to it.
Article. Parameters, will allow you to control the serial number or batches
In the case that you invoice services from here, you will be able to indicate the duration and type of service.
borrowed
Image, you can insert an image of the article in bmp format
Bill of materials, it is the breakdown of the item into the parts that make it up.

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Sizes and colors

If you are working with sizes and colors, the first thing you need to do is enable this option from
Company - Parameters - Attributes. In Maintenance - Sizes and Colors, it will define the groups
of size and color.
Size Group, each group will be assigned a code and the corresponding description.
Subsequently, you will need to create the different levels or sizes that exist for each group.

Once you have created the different size and color groups you will need to assign to each
the article the group to which it belongs.

Every time I register the entry or exit of an item to which I have assigned a size group and
of color, will request the specific size and color corresponding to that
movement.
Color Group, each group will be assigned its code and description.
corresponding and will proceed to register the different colors that
belong to that group

Units of measurement

Use alternative units of measurement to manage stock by two or more types of units.
different (boxes and units), if the purchase unit is different from the sales unit or when the
price will be provided based on the measurements of the item.
The article's sheet must indicate:
The base unit of the article (the fees will be reflected
in the base unit).
Alternative unit and conversion factor to the
base unit.
Other units of measurement, you can indicate up to a
total of 4.
It will indicate what the usual measurement is for purchases and
which for sales.
You will be able to record check-ins and check-outs in any of the
different units that have been created.

The listings will reflect the units both in the base unit and in alternatives.
In document designs, you can use any of the units you have created and can
totalize for each of the units of measure.

Costing sheets
The cost breakdowns allow identifying the finished product and its components. Create the
main article and the semi-finished pieces or products, then identify in the product
finished, its components and quantities. See the production and assembly process.

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Agents
Sales agents are the people who intervene or
they make the sale, regardless of whether they are assigned or not
a commission.
You can assign a default agent to each client.
so that when registering a sales document it shows the
assigned agent for that client. In any case, the agent
It can be changed in a certain document.
Accedemos al mantenimiento: Mantenimiento – Agentes
Assign an alphanumeric code and the name
Datos Personales: introduzca los datos de cada uno como son la dirección, teléfono...
Economic data, you must indicate which commission group it belongs to in the event that the
the agent receives commissions for the sales.

Clients
Customers are companies or individuals to whom we invoice products or services.
Maintenance - Clients
Each customer will be assigned an alphanumeric code and their tax information will be indicated.

Address allows you to enter multiple addresses specifying which one is the fiscal and which one is the ...
of usual shipping
People will register the contacts by indicating position, phone number,...
Conditions, here you can indicate the customer's rate, the discounts, the VAT regime, the
risk, the currency. You can also indicate if you want the client to be billed with VAT included.
or if you want to use the latest sales conditions and will indicate if necessary the
agent and their commission.

Payment Methods, will indicate what the usual payment method is for this client, the days of
payment and the bank details if necessary.

Statistics will show you the status of billing, the amounts

Operations, it will display all sales documents for this client (offers, orders,
delivery notes, invoices, history and due dates.
Others, it has 5 free fields that you can customize from Company - Parameters -
Billing - Clients. Indicate the number of copies for printing the documents.
If you have Visual Conta or Visual Eos, you must indicate what your accounting account will be.

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Customer service
It allows you to keep track of technical and commercial actions for each client.
This module has been enhanced with the incorporation of Golden CRM.

Discounts

You will be able to apply online discounts based on the item, customer, rate,
dates,...
InMaintenance - Discounts. Create the following groups of
discounts.
Per item
Per customer
Assign each item and customer their discount group and complete the discount table.
From here you can add all the situations in which they will be automatically applied
online discounts, being able to select, besides the types of item and customer, the dates and the
units and indicate the amount or percentage of discount.
You can add, modify, or delete the online discount for an item on a case-by-case basis. Position yourself.
in the order, delivery note, or invoice, select the item and adjust the discount.

Commissions

The commission may vary depending on

el:
Agent
Client
Article

Settlement of agents

Update the invoices, as it only includes in the settlement the commissions of the invoices from the
historical.
Carry out the liquidation process: Processes - Liquidations
of Agents.
InCompany - Parameters - Others will indicate if the commissions
do they include all invoices or only those that have been paid

You must indicate the agent or agents that you are going to settle like this.
as the date of settlement

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Filters
Optimize your information selections through the filter system that will allow you to apply
multiple conditions and restrictions on the information you request.
Además de permitir filtrar un rango de datos por cualquier campo, estos filtros los podrá guardar
for your future inquiries.
It has filters in customer, item, supplier, service, and action maintenance.
Technical and commercial techniques will also be available in buying and selling listings.

To create a filter, you will need to click

in

From here, you will start adding the fields for which you are going to
filter or search, so that when the filter is executed it only shows the selected information.

Warehouse
Reflects all the entries and exits of merchandise that it carries out.

See warehouse movements in Maintenance - Warehouse Movements.

The movements that appear in blue are the reflection of a delivery note, invoice, order of
production/assembly or warehouse exchange.
You will be able to register incoming, outgoing, or opening movements that do not have any
associated document
There are movements that can only be modified from the document that generated them:

E7 and S7: Entry and Exit respectively by delivery note or invoice.

E8 and S8: Input and Output for production or assembly.
E9 and S9: Entry and Exit by warehouse exchange.

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Inventory

To enter the inventory, please provide the following information:

Date on which the inventory is introduced.

Article
Tipo de movimiento (entrada o salida) y Subtipo (regularización, actual, etc.).
The warehouse and the units.
Cost price.
The entered data will be reflected in the item details, and the units will appear as current stock.
or as initial stock in the case of marking the movement as an opening.

Document design

Visual Factu allows you to adjust the design of documents according to your needs. If you already have
of designed invoices, you just have to adjust the fields to that printed form or you can create it yourself.
the same design to print it on any type of paper.
The program will allow you to design documents for issuing quotes/budgets, orders,
delivery slips, invoices, labels, effects...
Access the designer from Maintenance - Documents - Designs, where you can register new ones.
designs, modify or delete the existing ones.
To register a design, you only need to assign an alphanumeric code, indicate the name and
specify the type of design, whether it is a document, an effect, or a label of
clients...
Indicate the paper size, the height and width, and also enter where the areas start.
detail as well as what the margins and the orientation of the paper are.
To start designing the document, you must double-click the Design button.

The left area shows the available fields to use in the design. They will be grouped.
by folders and by double-clicking on each of them they will expand to select the field
desired.
The detail area is the body of the design, where you will create your documents.
To start designing, it will be enough to select the desired field and keep the button pressed.
right-click the mouse to move it to the body of the document until it is in the desired position.

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You can change the font format, insert your company logo (always in .bmp format)
or create lines and boxes.

Documents

It has different purchase and sale documents. Purchase documents are identified
because their icons are blue and the ones for sale are green.
The documents consist of three sections to facilitate data entry:
In the upper area (header): where we will indicate the series, the number, and the date of
document and the warehouse, further to the right you will need to indicate the client's information or
provider, as well as the agent, the currency and the VAT rate
In the middle (lines of the document): you will enter the codes of the articles you purchase or
sell, indicating the units, the price...
In the lower zone (footer of the document), it will indicate the payment method, the observations, the
discounts, expenses, the retention...

Deals
The offers represent the budgets that are sent to their clients, who are interested in a
product and its price. This document does not involve any commitment on the part of the client, of
acquisition of the article.
Maintenance - Documents - Sales Offers/Estimates
The Offers list presents two types of colors to differentiate whether these offers are served or not:
Black, unconfirmed
Blue, those that have been converted to orders
The data contained in the offers are not reflected at the level of forecasts or movements.
warehouse, they simply facilitate the preparation of quotes for their subsequent transition to order (in case
that the operation reaches its conclusion).

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Orders

They represent a firm request, which is why the orders will be reflected in the stock as
pending to receive (in the case of being orders from suppliers) or to serve (if they are orders from
clients).
Access via the shortcut icons or through the menu: Maintenance – Documents
From the Orders list, you will distinguish three types of colors to differentiate their status:
Pending orders are those that are still awaiting to be served (to be passed to delivery note or invoice)
because it has not yet been approved by the client.
Blue, they are those that are served in their entirety.
Green, they are partially served.
The units introduced in the orders will influence the anticipated stock, as the stock
pendiente de servir disminuirá y el pendiente de recibir aumentará.
Sales orders can be entered directly or can be generated from
an offer sent to the client

Delivery notes

They reflect the delivery of material to the customer or the receipt of goods from their supplier, so
there will be a warehouse movement (a departure if it is a sales receipt or an entry if it is a
purchase delivery note.

Access through the shortcut icons or via the menu: Maintenance - Documents

Invoices

It is the document that accounts for it.

commercial management, that is, the purchase of
material or the service provided.
Access through the access icons
directly or through the menu: Maintenance -
Documents
Invoices can be registered.
directly or can be generated from
from a delivery note or an order.

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The payment method indicated on the invoice will generate the corresponding due dates, creating in
Visual Treasury the collections or the payments

Warehouse Exchanges

It allows reflecting the exchange of items between warehouses. To carry out the exchange, you must go to
Maintenance - Documents - Warehouse Exchanges.
You must indicate which is the origin warehouse and which is the destination, as well as which items are
units that exchange. It also has a Comments field to indicate the remark
opportune.

Processes related to documents

Transfer of documents

Once you have created an offer, an order, or a delivery note, the program allows you to...
transferred to another document, thus avoiding having to recreate it, you can carry out the
next transfers:
Change from Offer to Order.
Convert Order to Delivery Note or Invoice.
Convert from Delivery Note to Invoice.

This transfer will be carried out with a single document; in the case of multiple documents, there is a process.
automatic.
If you click on that icon, the menu will appear for you to choose the option to perform, go from one
document to another, duplicate the existing one in a new one, generate a purchase order if it is in one
of sales or access the card designer

Serve orders

To carry out this process you will have to go to Processes - Serve

Orders.
From this window, you will have to select if you want to pass it.
about a new document or if it is one that already exists where it should
select the desired one.
You can also indicate whether you want to serve everything or just a few units.
determined
This process is only available in sales and is used
when I have to serve more than one order to delivery note or to
invoice.
You will be able to select the data by a filter that you have created,
by document dates, by order series, by
clients, items only with stock.
Indicate whether you want to generate a delivery note or invoice, the series of
document and the date.

Invoicing delivery notes

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Invoicing delivery notes

To carry out this process, you must go to Processes - Invoicing of Purchase Delivery Notes or
Processes - Invoicing of Sale Delivery Notes.

You can group several delivery notes from the same customer or supplier on the same invoice and
group the corresponding units for the same item.
There are exceptions in which it does not group delivery notes, and they are as follows: different
payment methods, different VAT regime or currency
It has an option where you can select the delivery notes.

Invoice update

This process will allow you to move the invoices to the history and will also create the respective entries.
accounting program in case you have it.
To carry out this process, you must go to Processes – Invoice Purchase Update
Processes – Sales Invoice Update.

You must take into account when you carry out this process, that
both Visual Treasury and Visual Accounting must be
closed, and no one has to be working with the
billing.
With this process, the invoices will go to the history, here
You will be able to view and print them, but not modify them.

If a historical invoice were incorrect, I should do

a credit note with the units in negative and the
same prices, to later make another positive one with the
correct data or return this invoice from the history to
invoices. When carrying out the return process of the history.
invoices, you must take into account that it will modify data of
the treasury, of the accounting and if it works with commissions,
it will also have modifications.

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Automatic generation of purchase orders and orders

With this process you can automatically generate:

Orders to Suppliers, in order to carry it out, each item must have
assigned a supplier.
Production Orders will only be carried out if the item is
formed by costings.
To carry out this process, you must go to Processes -
Generation of Purchase Orders and Production Orders.
You can also select the supplier, the family to which
the articles belong
Either of these two processes can be carried out based on the orders.
made by their clients or items with negative stock or low minimums

Producción y montaje

The production and assembly module is integrated within billing, allowing

control the different components that are part of an item.
The first thing I should do is to register both the raw materials and the products.
finished, in order to be assigned in the section of the breakdown of how many articles it consists of.
The difference between production and assembly from the billing perspective is:
The production of a final article allows you to manufacture the item to have it in stock.
The assembly does not allow him to have the final item in stock.

Component Registration

For both the components and the finished product, it will be done in the same way.
that registers any item.

Costing

In the finished product, it will be where you should identify the components that will be part of it.
product.
From this section, you will register the
components.
The components may be part of the
final product through a process of
production or assembly
It may have components that are part of
the time of assembling a product and of the
production of another, and to be used as
normal product for sale.

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Assembly

In the assembly, you have the following options:

Automatically visualize the order, in a delivery note or in an invoice that contains that.
article, displays on screen the corresponding assembly order in order to rectify it
(it will be mainly used for custom assemblies).
Proportional VAT of the components, instead of carrying the VAT of the final item, makes a
apportionment of the different types of VAT of the components.
P.V.P. the sum of the P.V.P. of the components, calculate the selling price of the item based on
at the selling price of the components.
Automatically perform it; when recording the article line in the delivery note or invoice, it is completed.
assembly order of that item.
Showing that level when printing allows you to see the components of that on the delivery note or invoice.
article.
If an item has a retail price that is the sum of the components, and assigns a rate in prices, although in
First, show that rate; when recording the delivery note or invoice, it will assign the price sum of the
components.
Each item must be assigned an assembly order.

Production or assembly orders

Production orders are a common process in assembly and production.

Orders can be generated:
By means of a delivery note or an invoice that contains an assembly item and an order
associated with said article.
FromMaintenance - Documents - Production Orders.
Automatically if this is stated in the article's record that contains bill of materials and is
marked as montage

An unfulfilled order reflects a stock

as pending to produce in the case
of the finished or reserved article for
factory in the case of the component.

Processes

There are a series of processes that are carried out with certain frequency, but are not necessary within
of the daily billing. Some of these processes are:

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Rate modification

To modify the prices, you can do it directly from the article and change the price of a
article or go to Processes - Other Processes - Modification of
They will carry out the modification automatically.
From here you can indicate the items to which they will go
affect the change, what is the fee to modify and the type of
change to be made.

It may be the case that some article requires

a special calculation formula, in that case, once that
this in Maintenance – Articles, select the price
to change the article, press the F5 key and set a
concrete formula for that article. In the following
Rate modification, the new rate will apply to the marked rate
price, based on the recorded formula

Deletion

It allows you to delete information that you do not consider necessary.

Movements of a certain item or document.

Documents: offers, orders, and invoice history.
Production orders.
Series and Batches.

Warehouse exchanges.
Technical and commercial actions.
In any case, the aforementioned data can be deleted on a case-by-case basis, it will be enough with
Select the order or technical action and click the trash can icon.

Closing and opening of the fiscal year

There is a series of processes that will take place at the end of the year. This process will allow you to continue.
working with the company and with data from the year that has just ended and at the same time starting to introduce
data in the new year.
To start the process, you must go to Processes - Other Processes - Close/Open
billing.
From here you will carry out the closing process, the program gives you the option to:

Close the current company.

Prepare a new company
Update opening movements
Opening of the new exercise of
billing
When carrying out this process, you must give a name to
the new company and can also mark that
data of the following you want to keep:
Ofertas no aceptadas.
Pending orders to be served or received.
Delivery notes (for purchases and sales).

Invoices (for purchases and sales).

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This process updates all statistics in such a way that in the company of the new year, these
values are at zero.
In the new company, you will have customer, supplier, agent, and item data.
This process creates the Opening movements of each item according to the indicated date.

When you consider the billing closed, you should go back to Processes - Other Processes -
Close/Open billing and check the option to Update opening movement, so the
the current year's company opening movement will be replaced by the new data
from the company of the previous year.

Closure in the current company

This process is necessary when there is a need to register invoices in the new fiscal year.
maintaining the data from the previous exercise. This will allow, in addition to the query, the introduction
of invoices or warehouse movements in the previous year without mixing them with those of the
new period.
By executing this process, it will create a company where all the company's data will be stored.
The company is already prepared to start inputting the data for the new period.

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