WebSBA - Web-based accounting, production and e-commerce
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What is WebSBA?

WebSBA and WebSBA Plus are software programs designed for small businesses as a "total solution" for accounting and e-commerce.  The accounting,  production management, e-commerce and point of sale, features, are seamlessly integrated to access a shared database in real time.  WebSBA is available as a web based service. WebSBA Plus is  a Windows-compliant application, that  can be installed on a single-user's workstation or in a client-server environment (traditional or wirelessnetworking). As traditional accounting system with seamless integration to e-Commerce and shopping cart, it offers the option of accepting orders from the Web, concurrently with in-house placed orders.

Both programs  consist of four distinct parts:  Small Business Accounting, Production Management, Point of sale, and e-commerce.  On WebSBA service, the application and data reside solely on the Web server and can be accessed by business subscribers and their customers from anywhere at anytime via their web browser.  On WebSBA Plus in-house server alternative, the application and data reside on the customers server and only orders can be placed form the Web. 

The web scenario graphic below depicts an authorized customer  placing an order on the cart, using the e-commerce features available on the WebSBA server. Simultaneously, another prospective customer is reviewing product offerings or a previous order. The business manager, with full control of the accounting modules, is releasing a customer’s order and possibly acquiring any needed components from a vendor.

WebSBA is an integrated Small Business Accounting application with, production management, Point of Sale and e-commerce. There are two separate releases of the application. The first, WeSBA.com, is offered as service on the Web for those who need full functionality of the application from anywhere at any time. The second, WebSBA Plus is offered as a traditional Windows application. It can be installed  on a work station, traditional or wireless network. Those who prefer an internal install have a choice of using the POS function or receiving orders via the Web. The integrated touch screen POS function is included in the second release for high volume businesses.  Both releases offer seamless integration of accounting and e-commerce functions and work with MS Access or MS SQL databases platforms.  The accounting function includes Bill of Material (BOM), time-phased inventory ordering (MRP). The e-commerce function offers the capability to publish a product catalog and receive orders on-line. The optional on-line ordering tool can be used to reduce order entry costs and make it convenient for customers to place their orders. The picture on the home page of websba.com,  illustrates a typical scenario for the websba.com release. 1. An authorized customer is placing an order after reviewing an on-line catalog. 2. Another customer is reviewing the status on an order placed earlier. 3. A business manager, with full control of the accounting modules, reviews and releases the incoming orders, while at the same time he/she compares the orders to the forecast and to the inventory on hand. When a product reaches a re-order level, a purchase order with a vendor could be conveniently placed. In the Plus release only orders can be placed and their status reviewed by registered customers, from the Web. 

The following  is a  narrative  description  of the program, as depicted by the above Diagram. The squares represent processes. The squares with cut bottom represent reports and the cylinders represent data bases. Starting from the Company group of programs "Chart of Accounts" on the  upper right of the diagram: 

1. Company

The Company module includes all G/L and reporting functions. The "Chart of Accounts " program in this module, provides for entering and editing the table of chart of accounts. A typical chart of accounts is included with the Application. A user can change the Account names to match  his business. A preferences function is included to customize Company name, financial statements and stating numbers of invoices and POs. Other functions related to financial management and reporting are included in the company module.

The General Journal related programs are provided for the function of making accounting adjustment entries and auditing accounting entries in the transaction file.

The "Write Checks" program is provided for the purpose of  making  any scheduled or non-scheduled payment outside of A/P. Cash deposits as well as customer payment on account are made using this function.

Month end and year end functions are performed here.

General ledger and financial statement reports can be printed from this module.

Every transaction effecting the General Ledger, is logged into the Transaction file from where it finds its way to the appropriate account and  financial  reporting.

The "Close Period" program is used to move the balances forward, produce a printout  and export the data for further reference 

2. Products. (The Inventory module).

After customization of the CoA and company data, a user will need to enter a list if items or services for sale into the Products (inventory) database. All inventory related functions are included in this module. Go here to create and maintain Inventory records.  The "Create new Products" program provides for data input, via a self explanatory input form. You can create three types of inventory items in this module: Regular components which are created as type "C", Assemblies created as type "A’" and Finished products created as "F". An Assembly or Finished product is defined as an inventory item made up of other assemblies or components. The structure of a product which was created as an assembly is defined in the "create/edit function of the "Production" module. The approach of creating new and managing existing (products, customers, suppliers, orders) is consistent within all modules. Firstly create new, then manage the existing entries (make changes including deletions).

(The "Product ID" is a mandatory field and it can be either numeric or alpha. The "Type" field is needed to allow for the creation of a bill of material. No bill of material can be created for an item unless the item was created as type "A" or "F" in the inventory module. The program allows for input of price, cost and last cost. The average cost is computed and not editable. There is no FIFO or LIFO capability at this time. The optional fields of labor, overhead and markup are used to compute the cost of assemblies. The "quantities ordered" and "lead time" fields are used for EOQ and MRP quantities. The last fields are provided for HTML links to pictures and text description of products displayed in a web page for e-commerce.

Maintenance of inventory records is limited to cosmetic changes including changes to the sale price. Quantities on hand and last cost can only be accomplished using the physical inventory function.

4. Suppliers. (The Purchasing Module)

Commonly, the third logical step for a starting company is to enter Vendors for the purpose of purchasing products for use or re-sale. As in the previous section,   the "Create Vendors"  program will be used to create a vendor.  A separate program is provided in this section to subsequently enter  purchase orders. A different program "Receive Purchase Orders" will be used upon delivery,  to receive  the products,  in the inventory and generate an accounts payable liability. The entry will be included in the next generation of the Accounts Payable report. The program "Make A/P Payment" in the right lower part of the Transaction file will facilitate payments to the vendors. All purchasing Functions are included in this module. Go to this module to create and maintain Supplier and Purchase order records. The prerequisites of creating a Purchase Order are the presence of a Supplier, an inventory record and an account in the chart to accumulate inventory costs. The "Maintain a Purchase Order" function includes editing a Purchase Order before partial or full receipt. You go to this function to Delete the complete order, Change ordered quantities, review and add items to the order. You go here to make a full or partial receipt of an order and to make an A/P payment for a received PO. The function provides for recording vendor reference numbers. That is vendor invoice number and check number.

Go to this function to produce A/P reports.

4. The Production Management Module

In WebSBA Plus this group of programs is included under the products group. It is provided for those businesses that purchase materials for manufacture or assembly. All Engineering and production related functions are included in this module. Go here to create an Engineering bill of material first. This will be the standard bill used to compute the cost and sale price of a finished product. The sale price is computed based on the cost and markup specified in the finished product record.

Go here to make changes to the standard bill.

Go here to rollup cost and price for every assembly or finished product.

Go here to computer inventory requirements over a specific horizon given a sales master schedule and BOM.  

Go here to  enter work orders for production.

Find all assemblies containing certain component.

Go to this module to issue work orders to produce specific quantities of assemblies, also to print the production bill and create labels for each product in the order.

 

5. The Sales Module

Now that we have a chart of accounts, products and vendors, we are ready to enter customers. Go here to create Customer and Sales Order records. (A customer an inventory record and an inventory account in the chart are the prerequisites for creating a sales order). The sales order doesn’t reserve any quantities and it will allow the inventory quantities to go negative. Accounting entries will be made upon creation of the invoice from sales order.The "Enter Customers" program is  provided to  create and or edit the customer table. Again a separate program is provided in this section to enter sales orders and a different one to create invoices upon confirmation of the Sales Order. The "Receive Payment" program is written to facilitate cash receipts from  A/R.The sales module is very similar to the supplier’s module.

All functions related to sales are included in this module.

Modifying a Sales Order, just in a purchase order, includes changes deletion of the order, changes quantities in the order, releasing the order thus making it an invoice. No changes allowed after the invoice is closed.

Receive payments from customers on invoices and record reference numbers of the payment.

Go to this module to delete a paid invoice when it is no longer needed.

Accessing the Functions.

All functions are conveniently accessed from a program menu on both releases. In The WebSBA.com you can use the Navigator or the  Main Menu. The navigator menu toggles with the main menu. An experienced used may work with the main menu from where he can easily access every function. The navigator graphically describes the program operation making the selection of the functions more intuitive. The arrows point to the direction of the transaction flow and illustrate the logical relationship of the program modules. It can be used as a learning tool for a beginner.

In the WebSBA Plus program the functions can be accessed form the corresponding drop down menu which is displayed on across the top of the start up page. The internal architecture of both releases is based on a basic accounting 101 textbook and focuses on a business entity that purchases materials from vendors (suppliers) for manufacture and or direct resale. In such an entity a typical transaction cycle begins with a customer’s order or marketing forecast based on anticipated demand of products. Purchase orders can be issued to replenish depleted inventories, or to acquire the components needed to build specified finished products. After receipt the products become available for sale to customers or they are forwarded to production floor for manufacture or assembly. The program provides for the addition of labor and overhead costs as well as mark up to determine the sale price to the customer.   

If manufacturing or assembly processes are involved to produce a finished product, a bill of material is needed to defines processes and quantities for every assembly. Such a structure is often referred to as standard bill of material and is used to compute the cost of an assembly as well as to . this module provides for the creation of standard and actual production bill of material.  The rollup cost and MRP functions of the production module use the standard bill structure to calculate standard cost and sale price of assemblies and finished products as well as quantities needed to meet a demand over a specified horizon and or specific order. The where used function also uses the standard bill to locate where components are used in assemblies.

After completion of a work order the quantity specified in the work order will be available in the inventory module for sale to customers. After the sale the cycle begins again.   

All transactions are recorded in the G/L in real time. The specific accounting entries for all transaction are also recorded, for audit purposes’ in the transaction table. They are appropriately cleared during month end and year end processes.  

 Just like the WebSBA.com version, the WebSBA Plus program design, is based on a basic accounting 101 textbook and focuses on a business entity that purchases materials from vendors (suppliers) for manufacture and or direct resale. A typical transaction cycle begins with a customer’s order or marketing forecast based on anticipated demand of products.

As a result of the direct order or forecast, purchase orders are issued to replenish depleted inventories, or to acquire the components needed to build specified finished products. Upon receipt, the ordered products will be available for sale to customers or forwarded to production floor where they will be subjected to add on value (labor and overhead) for eventual sale to customers.

If manufacturing or assembly processes are involved to produce a finished product, a bill of material is prepared that defines processes and quantities for every assembly. Such a structure is often referred to as standard bill of material and is used to compute the cost of an assembly. Both the standard an actual production bill of material are created in the production module. The rollup cost and MRP functions of the production module use the standard bill structure to calculate standard cost and sale price of assemblies and finished products as well as quantities needed to meet a demand over a specified horizon and or specific order. The where used function also uses the standard bill to locate where components are used in assemblies.

 

After completion of a work order the quantity specified in the work order will be available in the inventory module for sale to customers. After the sale the cycle begins again.

All transactions are recorded in the G/L in real time. The specific accounting entries for all transaction are also recorded, for audit purposes’ in the transaction table. They are appropriately cleared during month end and year end processes.

Both versions of the program use either MS Access or MS SQL data based. There is an one to one correspondence of the modules between the programs thus allowing the to use the same database.

 

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