Streamline OG

Re: Streamline OG

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Steve Lok wrote:

> We want to streamline our operations with OG. The main thing that we want to
> use and are not using is the "Generate Invoices" button. Currently we are
> creating the invoices one at a time and editing them by hand to reflect the
> correct figures. Our main reasons for doing this -
>
> 1. We want due dates to fall on the end of each month
> - Since due dates are pushed ahead at a finite number of days, the date will
> go to 3/28 after the end of Feb for example
> - We bill quarterly for most customers so we have to deal with the variable
> number of days within 3 months
>
> 2. Expiration dates for services also get screwy if the invoice is not edited
> (and the subsequent expiration date needs to be edited)
>
> 3. Prorating of invoices automatically comes up with some strange numbers
> sometimes, and pushes expiration/due dates to strange days
>
> My suspicion is that our system was never set up the correct way from the
> initial use, nor was anyone ever trained to use the system correctly. I know
> that OG is capable of automating much of the manual work that is needed now. I
> also acknowledge that this strangeness has happened because OG was not used
> the way it was designed to be used, but was a result of the users adapting OG
> to emulate the way they were used to making invoices by hand previously. Also
> with changes in personnel over the last couple of years of using OG, different
> people (not well trained) have worked with OG in their own way making a bigger
> mess of things. As it stands right now we have about 15 different
> 'spontaneous' products (those having no standard product ID) just for entering
> an order for 1 static IP.
>
> Our goals:
> 1. To reduce man-hours in entering and editing every customer/invoice by hand
> where possible
> 2. To click "Generate Invoices" once every 1st of the month and be able to
> trust that all generated invoices are correct
> 3. To have invoices due, and services expire, on the last day of that
> particular invoiced period month (if this is not possible, please let me know,
> and maybe we can push that up to the first of the next month)
> 4. To have a clear understand of the 'right' way to do things in OG
>
> The game plan for the immediate future is:
> 1. To reinstall all the necessary OG components onto a new machine and
> reconfigure from scratch, the right way
> 2. Import our old data
> 3. Manually edit by hand every customer & invoice to fit the right way of
> doing things
>
> Now, the question is, what is the 'right' way to do things, the way OG was
> designed to?

There is not any one way to do anything in Optigold, so it's difficult to
answer. The preferences are all setup to be used in the "most common"
setup. So I guess if you want that, just use default preferences, and don't
change any of them.

If you have specific questions about anything, I can help with that
though...

- Shawn

----------------------------------
Shawn D. Hogan
President, Digital Point Solutions
http://www.digitalpoint.com
(858) 452-3696

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