Introduction
Glossary
What are Modules?
What is a Widget?
Organisation in general
Terms by organization name
Wat is person in Newbase?
Difference between contact and person
Use of addresses
Telephone number format
What is a customer project
Pre- post calculation on a customer project
Difference between to be claimed and to be invoiced
Role
Hour type
Cost type
ETA - Estimated Time of Arrival
ETD - Estimated Time of Departure
Difference between a set and a composed product.
What are valuelists?
What is a template?
What is return value?
What is an order proposition?
What are dimensions?
What is a correspondence user?
What is dropshipment / dropshipping
General functions
Send login details
Log in to Newbase
Difference start screen - summary screen - edit screen - quick edit
How to search in Newbase
Create and save your own search
Standard (pre-programmed) list views
How to adjust the order of columns in a list
Group data in a list and/or select which colums in a list you want to see
Listview editor - create your own list
Turn a listview into a board view
Add or remove colums within a widget
Duplicate / Copy documents and possibly renew data
Replace data in a selection of records
Navigate to related records
Adjust home screen
How does file storage work in Newbase? How are pdf files created?
Shortcuts
Webservice / API Newbase
Why don't I see the 'next step' button?
Show totals of a list
Copy widgets and privileges from role to role
Processes
CRM
Create organisation
Modify organisation address
Create contact
Modify organisation address (duplicate)
Create a new private contact or create a private contact from an existing person
Create message
Send invoice to department > create department as contact
Check if messages are send
How to create a contact report
Working with taska
How to create a note
Replacing an internal employee at an organization or contact in one go
Create an appointment
There is no email address in a message
Delete contact or set to inactive?
Unable to send a message / email
Import / sychronise emails
Create and send one or more (batch) messages with attachments
Entry screen of a message
Export CRM data such as email addresses and addresses to Excel
Products
Create product group
Link a product to a product group
Can you link a product to multiple product groups?
Create a product
Where to enter of adjust the sales price of a product
Purchase price product: with or without (multiple) supplier(s)
Add stock location to a product > create stock product
Set unit / entity code of purchasing & sales for a product
Add product image
Link product attachment and send automatically
Working with stock finished products (SFP) - producing for stock with an assembly order
How to set the standard purchase price of a product?
Update standard purchase price of existing products
Standard purchase price at a composed product
Consequences of entering standard purchase price afterwords
Does the standard purchase price determine the margin?
Calculation stock value via standard purchase price
Product can only be purchased for stock
Can you change a product code?
Check and allow double (duplicate) product codes / part numbers
Stock value on x date
Create a composed product
Price agreements debtor (per product or per rebate group)
Create of modify commercial description of a product > multiple languages
Create a set of products
Sales
Create sales lead
Create sales opportunity
Create sales quotation
Set validity period on sales quotations
Create sales order
Credit sales order
Link a payment phasing to a sales order
Search for payment phasing lines still to be invoiced and create invoices
Modify / adjust existing payment phasing line
Create sales invoice
Booking sales invoices to Twinfield
Credit sales invoice
Delete a sales invoice
Create proforma invoice
UBL Sales invoice - e-factoring - OIN - HRN number
Link products to a document
How can I see the stock in a sales document?
Create a collective invoice from different sales orders or deliveries (collect invoice lines)
Why is a sales order not found using the query 'to be invoiced'
How does a discount / surcharge work in Newbase?
Re-book a sales invoice to Twinfield or set it to manually booked
Give a sales invoice another date - backdating
Set a sales invoice (partly) to paid manually
Whether or not to print a sales invoice line with number 0
There is no VAT on the order or invoice
Want to link a debtor to a document but cannot find the debtor?
Whether or not to print a sales invoice line with quantity 0
List of sales invoices with purchase - sales - margin
How is the expiry date of a sales invoice determined?
Check stock within a sales order
Error when booking to Twinfield: ...performance type must be entered
How can you renew / update product data in existing financial sales documents?
Set a sales order to 'paid'
Overview and check payment phasings via listview sales orders
How does drop shipment / drop shipping work in Newbase?
Purchase
Book purchase invoice to Twinfield
How to create a creditor
Create purchase order via a RFQ (request for quotation)
Create separate purchase order (by for stock)
Create a purchase order via sales order (no stock booking)
Create purchase orders from a selection of sales orders (collect)
Linking a project to a purchase order after goods are received
Cancel a purchase order
Prepay a purchase invoice (pro forma purchase invoice)
Indicate goods that will no longer be received
Book a purchase invoice in a previous year
Purchasing for multiple projects and/or sales orders on one purchase order
Delivery date on a purchase order
How can you see on a purchase invoice line whether a receipt has been linked?
How can you see on a purchase order or receipt whether a purchase invoice is linked?
Logistics
Stock value list
General informatie goods delivery
Create goods delivery
Partial delivery (of composed product)
Print a delivery note / pick list
Search for goods that are still to be deliverd
Deliver more goods than on sales order
Indicate that goods will no longer be delivered
Return delivery of products that have already been issued
Creata a receipt / adjust quantiy on receipt
Separate stock mutation / stock correction
How does stock work in Newbase? Why are products not added to the stock
Search for products / goods still te be received (purchase order to be received)
When is a product allocated > what is allocation?
Search for products to be ordered
Difference between hour types and cost types
The order of determining an hourly rate on a project
Change project status
Create a (private) debtor (and choose company)
Link a different debtor to a organization (debtor connection)
Get payments from Twinfield (debtors)
Manually set an invoice to booked or not booked in Newbase
Can you duplicate a purchase order to a purchase invoice?
Search for sales invoices to be reminded via the open sales invoices module
Set debtor or invoice to: do not remind / no reminders
Journal entries
Set debtor to direct debit
Sales invoice always to the same person / contact
Import and export functions
Settings
Add modules to an empty apps screen
Add, change of remove a module in an app container
Change the titel of a container with apps
Add widgets
Change position of widgets
Give permission to send message from or on behalf of another user
De-block user
Setting up 2 factor authentication
Setting up Microsoft Office 365 (Mail and Sharepoint)
How can an application manager authorize Microsoft 365 for a user
Before you start setting up reference numbers
Using code at settings reference numbers
What is the program translations?
Editing or creating translations
How do you create a template for a message or a start/end text of a document?
Merge codes in a template
Link attachement to template
Change value lists
General information ledgers
Create of change ledger numbers
Where can you enter cost accounts?
Create a payment phasing (settings)
VAT Settings
HTML usage in Newbase
How does currency work within Newbase
Change / adjust a print with parameters or add an extra print
Select another company (for multi-company use)
Message not send / marked as send
Work with a Print template (MS Word)
Widgets summary
- All Categories
- Processes
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- Set debtor to direct debit
Set debtor to direct debit
Updated
by MJA
If direct debit is used, the 'Bank' and 'Collection Data' widgets must be completed. The fields of these widgets are explained below:
Account holder:
The name of the debtor as known to the bank.
Bank account nr.
Only use this field for debtors for whom an IBAN number does not exist, for example for debtors from the USA.
IBAN
Enter the full IBAN number in this field.
BIC code
This number is required for a foreign payment.
Nat. bankcode
The national bank code can be entered here.
Bankname
Full name of the bank
Street / house number / Postcode / City / State / Country
Address details of the bank
Avaible for coll.
This indicates whether it concerns a debtor from whom invoices may be collected automatically. This checkbox can only be selected if an IBAN number has been entered.
As soon as a sales invoice is created, this setting will be transferred to the payment tab of the sales invoice.
Within the sales invoice there is a check box 'not in collection round'. This checkbox will therefore not be checked if the sales invoice is available for direct debit. Of course, this can be included on the sales invoice.
PLEASE NOTE if you are working with a collection file within Twinfield:
When sales invoices are included in a collection file within Twinfield, and payments are subsequently collected from Newbase, these invoices are set to paid in Newbase.
The invoices are therefore 'seen' as paid by Newbase when the invoices are in the collection file while the actual collection has not yet taken place.
If the direct debit file is deleted in Twinfield, the relevant sales invoices will remain paid in Newbase, as Newbase has previously received feedback that the invoices will be paid by direct debit. When an invoice has been given the paid status in Newbase, it is no longer compared with Twinfield.
It is therefore important that no payments are collected as long as a collection file is not final.
In the event that sales invoices have been incorrectly set as paid within Newbase, you must remove the relevant payment line within the sales invoice yourself.
Collection Type
Choose the direct debit type here. This type must correspond to the code in Twinfield and can be created/adjusted within the settings of Newbase > Module Selection List > Direct Debit type debtor.
Newbase has set 'Sepa direct debit NL' as standard
Click here for more information about drop-down lists in Newbase.
Authorization ID
It is mandatory to fill in an authorization ID when making a direct debit. This characteristic is given to Twinfield.
If this field is not filled in in Newbase, the other fields will not be sent to Twinfield. If the authorization ID field is filled in Twinfield but empty in Newbase, nothing happens.
If the authorization reference is different between Newbase and Twinfield, we will check '1st collection run' in Newbase and push this to Twinfield where it will be overwritten.
If the authorization ID has been entered in Newbase and the same attribute is in Twinfield, nothing happens (it is overwritten so it remains the same).
If the authorization ID is changed in Newbase, the 1st direct debit checkbox will be checked again and will therefore be transferred to Twinfield.
If a date for the 1st collection run already exists in Twinfield, Newbase will copy this date and uncheck the box in NB.
If there is no date yet in Twinfield, the check box remains selected.
If there has been a collection round in Twinfield and something is transferred to Twinfield again, the checkbox will be unchecked in Newbase and the date will be filled in.
If the authorization ID changes IN NB, the check mark will be enabled again, both in Newbase and in Twinfield.
Date signed
The date of signing is entered here.
First collection run
Newbase has automatically checked the “first collection round” checkbox. With every booking to Twinfield, Newbase will check whether a collection round has previously taken place with this debtor based on the authorization reference. As soon as this is the case (Twinfield has deselected this checkbox), Newbase will also deselect this checkbox and fill in the “first collection round” date for you.
Collection Schema
As soon as a first direct debit has been made, this date will be transferred from Twinfield.
Collection schedule
The European direct debit has two schemes, the Core scheme (normal direct debit) and the Business to
Business (B2B) scheme (business debt collection). In this field you can indicate which collection scheme the debtor falls under.
