Soft1 is based on two fundamental structural elements:
1. On "Entities", i.e. main objects such as Customers, Suppliers, Stock Management, Fixed Assets, General Ledger Accounts - Cost Accounting Accounts, Revenue/Expenses Accounts and other, such as Bills of Materials and Cheques. Entities consist of:
- Fixed data (e.g. address, telephone, T.R.No.) that are manually updated (e.g. registration of a customer or an item, change of address e.t.c.) and
- Financial data (e.g. customer's turnover of January, item balance) that are automatically updated when transactions occur.
2. On "Documents", i.e. objects such as Sales, Purchases, Wire transfers, Accounting entries, Revenue/ Expenses documents e.t.c.
These two fundamental elements are part of a series of organizational tables that contribute to processes (e.g. VAT tables) and data tabulation (e.g. Geographic Areas).
Documents and Entities are connected by transactions, i.e. records that are created by Documents that update the financial data of Entities.
Documents are a mechanism that always connects two main system entities to each other (e.g. Customers to Stock Items) in order to simulate an actual business process (e.g. Sales).
The two main structural features of documents are the header and the detail.
- The Header is the "fixed" part of the document that includes several basic identification data (Series, Type, Number, Date etc). Most of these data are common even to distinct document categories (e.g. Sales and Wire Transfers). The entity included in the document's header is the "leading" element of the header.
- The Detail is the repeated part of the document that appears in the form of a grid. The "leading" element of the grid is the entity that is included in it. (e.g. Stock Items and Services)
By saving a document, the following transactions occur:
- From the header of the document that is being saved, a transaction is created, that includes the total values of the document (e.g. Total Value) and updates the financial data of the header's entity.
Example: upon saving a sales invoice, a customer transaction is created (from the document's header) including the total value data of the document, which will update online the financial data of the customer that is being invoiced.
- In regard to the lines of the document, saving a document results in creating as many transactions as the number of the lines that are included in the grid. The transactions include the financial data of the line and update the financial data of the line's entity.
Example: saving a sales invoice, results in creating (from the document's lines) as many transactions as the number of the Stock Items that participate in the lines of the grid. These transactions will update online the financial data of the items that are being invoiced.
Based on the Financial Data the entities are divided into main and secondary. While the main entities (e.g. Customers) contain Financial Data and create Transactions, the secondary (e.g. Salespersons) do not.
Furthermore, the Financial data are displayed in total, analyzed per period and in comparison to previous financial years. It should be noted that the Quantitive data of the Inventory (Item Balance, Sales - Purchases of the item) are also considered as "Financial" data. Even if they concern Quantities, the Financial data are sizes of Economic importance.
Provided the user has the respective access right, he can view the Financial Data of an Entity through:
- the Entity's fixed data, by selecting the Related Jobs,
- the several Soft1 screens that the Entity is part of (e.g. Sales documents), with a simple right-click.
Additionally, all of the application's reports with the indication "Card" or/and "Calendar" display the transactions' status in several forms. Therefore, the card of an entity displays the transactions created by the documents in which the entity participates, either as "header" or as "detail".
"Series" is the option provided to the "simple" user upon selecting the type of document to be registered. Each Series parameters are hidden in the "Type" of the document. Thus, the Type of the Series defines which transactions will be created, upon saving a document of a particular Series.
Find out more about Document Series
Find out more about Document Types