Need Assistance?

Our team has set up a technical support center so that our customers are as independent as possible in using the Surfagest software.

Please refer to the Frequently Asked Questions below before contacting a member of our support team.

General (8)

No. You must relocate the quantity from the location management.

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No.

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Yes, but in Surfagest we speak more of “Product Category”. You can configure your product categories from the Product Category tab in the Settings menu

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By creating a Cash, Sales Station, and Warehouse type user and by connecting this user to that workstation. Simply check the “Is a counter cash/sales station/warehouse” box in the General section of the User settings.

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The “Return” location is a location used by the system to manage merchandise returns. The returned quantity is entered in the “Return” location.

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A cash voucher is a form of printing that can be used during a sale. This voucher is neither a receipt nor an invoice, displays minimal information, has a barcode, and can be printed on small-format printers. May be useful if the customer has to pay at a designated location.

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The average cost is the ratio between the total cost and the quantity purchased. Example of calculation of the average cost generated during a purchase order of goods: (Total of the current average cost + Total of the cost of the order) / (Total of the quantity in hand and in current order + Total of the quantity ordered in progress).

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The transport provision reflects fair profitability. In the calculation of the profitability of a sale, if there is a transport provision configured, this will be added to the cost of the product. This transport provision is also taken into account when calculating the suggested retail price and taken into account in the commission report. Transport provision is configured per supplier and per product category.

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Sales (10)

Yes, it is possible to create as many Terms of sale as necessary, via Settings > System > Invoicing (continued…). At the time of recording the condition, the system will allow us to determine what type it is (quote, sales order, invoice).

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When a Sales voucher is partially charged, the issues will be accessible via this menu (ex. 123-1, 123-2, 123-3).

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Select the credit line by clicking on it, then click on the red “X”, above the detail lines, to delete the credit.

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A check refund to a customer is done in two steps:

1. Record the refund in the customer’s transactions (sales order, invoice).

2. Print the check, using the accounting entries. Please note that the selected bank account must be debited. Then click on “Print check”.

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Make sure that “Is a labor or a service” is checked in Settings -> Product Categories -> Settings.

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Yes. To cancel a partial reservation, simply click on “Partial”, then in the window that opens, click on the red “X” to remove the reservation priority. Thus, the entire quantity needed can be ordered.

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Right-click on the line to be deleted in the sales order and click on DELETE THIS RETAIL LINE.

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In a sales order, to delete a non-invoiced detail line, simply double click on the line, then click on the red “X” above the detail lines. The line will be deleted and the items will again be available in inventory.

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To delete a detail line in an invoiced sales order, simply right-click on the line in question and click on “Merchandise Return”. In the window that will open, indicate the quantity returned, then click on “Return of goods AND credit the P.A.” or on “Return of goods WITHOUT crediting the P.A.”.

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The minimum profit at Sales is a Settings that you configure per product category and which prevents a seller from selling a product lower than this minimum. You must enter the minimum mark-up as a percentage.

Let’s take for example a product that we paid $1 and in its product category, we indicated a minimum profit at Sales of 30%. This will mean that the seller cannot sell the product below $1.30.

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CRM (5)

In the General customer activities, when you enter a note in the “Notes and attach.” tab, the note will be displayed when opening the current customer transactions if you check the “Must show up at billing” box.

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It is possible to specify for each user the person responsible for monitoring activities in Settings -> Users -> CRM. This person in charge will receive the notifications of the follow-ups the were not completed by this user.

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It is possible to enter email addresses that you wish to omit from the email history. Go to CRM -> Settings -> Email History.

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In CRM -> Activity Dashboard click the “Extra filter” button at the top right of the window. Here, you can specify the user whose orders you want to see.

If no user is specified, all orders will be displayed if you are an order manager.

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Yes, click the activity to process in the category column. The category should be blue underlined. A new window will appear allowing you to process the activity.

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Inventory (13)

Yes, through Settings -> System -> Company Info -> Flordeco and clicking the “Synchronize pending updates” button.

(Only applicable for Flordeco members)

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Head Office updates are synced automatically around 4 am.

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From the inventory search, search by category, location, supplier, or branch, then click “Search All”. By clicking on “Print/Export”, it will be possible to generate a personalized export of the data.

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From the inventory search, search by category, location, supplier, or branch, then click “Search All”. By clicking on “Print / Export”, it will be possible to generate a personalized export of the data.

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By selecting “Send a notification of Flordeco updates” through Settings-> Users -> Inventory.

(Only applicable for Flordeco members)

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Through Settings -> System -> Company Info -> Flordeco. From here it is possible to consult the history of updates that have been synchronized to your system.

(Only applicable for Flordeco members)

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Updates from Head Office do not change product description, only private label.

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Through Inventory -> Product Record -> Flordeco Update (bottom left).

To prevent the synchronization of the cost and/or price, select the appropriate box.

(Only applicable for Flordeco members)

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Please see the following link: https://drive.google.com/file/d/1wegPft6heqDl_QqqqJ3XB73auDdKmMQ7/view

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By default, inactive products end up with active products in the inventory search. You need to check the “Ignore Inactive Products” setting in Settings > System > “Inventory” tab. After saving, you must restart your Surfagest for the changes to take effect.

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In order to receive a supplier order in Surfagest, it is essential to first create a purchase order in the system, via “Inventory” > “Purchase order”.

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This notification appears when there are certain products from the Flordeco update that cannot register properly in your system because the category, unit of measure, or supplier from the head office does not exist or there is no referencing done. Please double-click on the notification to perform the referencing.

(Only applicable for Flordeco members)

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The processing Installation/delivery slip is the process of shipping products and identifying where products are in the distribution chain.

Examples of steps: Prepared -> Shipped -> Delivered.

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Warehouse Management (7)

Routing sheets are created automatically on deliveries when the material is shipped from the warehouse and the user confirms the service provider.

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Please see the following link: https://drive.google.com/file/d/1CJS6zkWNsfZJNCW3fwXjGDmxzKbTnLf2/view

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When the deliverer arrives at the delivery destination and he cannot deliver the material for any reason, he can return it to the warehouse by ticking in the “Not delivered” column.

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You must enter the quantity in negative if you wish to reduce an excessive quantity prepared, shipped, or delivered.

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From the shipping dashboard, it is necessary to change the status of the delivery note to “Ready to ship” in order to be able to modify its location.

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The signature is attached to the customer’s file (transaction) as an attachment.

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The photo will end up in the customer’s (transaction) file as an attachment. If you have the CRM, you can consult the notes and attachments of the transaction in the “Activities” tab.

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Supplier (4)

Yes, through Suppliers -> Suppliers -> Billing select a new Supplier under the “Pay to” field.

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Yes, through Supplier -> Payments -> Payment Method.

Note that for payment by direct deposit you must also enter the bank details under the “Direct deposit” tab.

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To forward a direct deposit, go to Suppliers -> Direct deposits & Checks.

In this window, click the “Archive” button, and click “Resubmit Direct Deposit” next to the one that didn’t work.

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In Suppliers -> Suppliers -> Contacts, you must enter the email address and select “Direct deposit” as the department.

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Accounting (18)

It is not possible to destroy a general ledger account if it has already been used.

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You can produce your T5018 as well as your “Contractual payment statements” report automatically.

To do this, go to Accounting -> Management Report.

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You must make sure that the subcontractor has a social insurance number or company number in their Supplier file.

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From the General Ledger tab in the Accounting menu.

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To close a period, go to Accounting -> Financial years and period.

*** IMPORTANT no manipulation will be possible in a closed period. ***

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A refund by check is made in 2 steps.

First, record the refund in the transaction, by entering a credit (negative amount, eg -$1,000).

Then, via “Accounting” > “Accounting entry” check “cheque”, then the general ledger account. Please note that you must use a debit ledger account. Once the information has been correctly entered, click on “Print check”.

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You must create a new payment term. To do this, go to Accounting -> Payment terms.

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You must enter the total amount and press the “Extract taxes” button.

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You must recall your accounting entry on the screen and click on the “Delete” button. It is not possible to destroy an accounting entry if the period is closed. In these cases, use the “Reverse” button instead or perform the reversal writing manually.

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To send your financial data, go to Accounting -> Fiscal years and periods and select the desired financial year and reports under “Send accounting data”.

The data can be emailed directly or exported to Excel.

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You must start your new financial year through Accounting -> Fiscal years and periods and click on the “Generate” button under “Start next fiscal year”.

Note that this procedure does not close the previous year. The previous year closes when you close period twelve.

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Do this through Accounting -> Financial Reports.

You have the ability to create templates for the balance sheet and income statement. You can then select the desired model when printing or displaying.

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To find an accounting go to Accounting -> Accounting Entries and click on the magnifying glass next to the “Entry” field.

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Yes, you need to press the “Hide checked lines” button.

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Yes making an entry, click on the “Save as template” button, and for a new recurring entry, click on the “Import Template” button.

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Make sure you have made your transfers to the Suppliers ledger for the period in question.

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Select your bank account from the General Ledger Tab in the Accounting menu.

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Through Accounting -> General Ledger. Double click on your bank account and go to “Direct Deposit”.

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Settings (81)

In the data table, you will be able to create/modify types and entities that are used throughout the application. e.g. Types of service calls, types of Sales, types of Service Suppliers, etc.

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Yes. To configure this function, select the Apply customer discount to bill option under the Billing tab of a customer file.

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No. You cannot log in to Surfagest with a team so no need to save a password.

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No. You cannot log in to Surfagest with a team so no need to save a password.

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Through Settings -> System -> Branches -> Logo. Please note that in Surfagest, the logo is registered by branch.

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To set up a sales team, head to User Settings. In this window, you will create your team in the same way that you create a user, except that in the “Team” tab, you will check ” This user is a team” and set up the “Team Members” table.

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Please see the following link: https://drive.google.com/file/d/14fQ089zRlDg1pJyrxdv8cyUPSMGGsTST/view

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Select the desired template from the drop-down menu next to the “Model Applied” label and click the “Apply” button.

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Yes, this address is for the Supplier. You can configure as many receptions of merchandise addresses as you wish from the Inventory tab in the System settings.

When creating a Merchandise Purchase Order, you will have the option to select the desired ship-to address. This address will appear on the printout of the purchase order that you send to the Supplier by email. It is not mandatory to register an address. If no address is recorded, the system will use the coordinates of your branch.

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Customer rebates allow you to automate rebates or discounts for a particular customer.

Customer discounts are configured per customer and per product category. After setting up a discount for a customer, each time a seller sells a product targeted at the discount, the discount will automatically apply.

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If this setting is enabled, a user will not be able to sell Inventory located in the “Return” location. This allows the returns manager to manage this return before someone tries to sell it again.

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A product whose product category has“Generate an automatic stock number at the order” checked, implies that each time the product is ordered from the Supplier, a unique stock number will be generated by the system and this makes it possible to isolate each order for the same product.

It is essential to use this setting for categories like ceramics in order to manage dye lots properly. Also, this Settings allows the system to use the purchase cost instead of the average cost to calculate the profitability of a Sales.

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This implies that your designated managers will receive notifications from all sales (notifications included in the group).

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A product whose product category has “Reserve the available quantity in the Inventory” checked, implies that there is no distinction made by the system between the orders at the Supplier for the same product. This means that the average cost will be used instead of the purchase cost to calculate the profitability of a Sales. No stock number is generated for these products.

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Se Settings makes it possible to round off to the full piece the quantity entered by a seller during a sale. Used primarily for the ceramic category, the following two Product Settings must be met: “No. of Units / Packaging” and “Total Square Foot”.

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The system must order this product from the Supplier in order to be able to invoice it. Example of service or installation of this type: Edged carpet.

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If you register a user and you checked “Is a template”, this user will become a model. You will therefore be able to apply this model and all these permissions to the creation of each of your users. (e.g. you can create the “Sales” model with all the appropriate permissions and use this model when creating your salespeople).

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It is useful to use a “Cash counter” type used when you have several employees who can use the same workstation (e.g. reception). Instead of your employees connecting and disconnecting each time they want to work on this workstation, simply connect the workstation with the “Cash counter” user and each time an employee will, for example, want to create a new Sales, the system will ask him to identify himself and thus keep track of who is doing what.

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An inter-branch transfer allows stock to be moved from one branch to another. (Inter-branch transfers are only applicable if have more than one branch.)

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Divisional control allows you to restrict your users to only view transactions that are part of the divisions to which they are entitled. For the control to work, you must enable it and associate divisions with your users and customers.

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This redirect, when enabled, will redirect all notifications from the sales representative to the designated one.

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This tab allows you to customize the email that is sent to the Customers when sending account statements and the email sent to Suppliers when sending payment notices.

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This tab allows you to save default directories. The system uses these default directories to generate files and such. You can also designate your mail application and save the executable location of different applications. The system uses these executables to start applications.

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Like the order desk, this notification group provides access to the list of inter-branch transfer requests. (Inter-branch transfers are only applicable if have more than one branch.)

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The number of copies that you want to print by default when printing a transaction. This setting can also be changed by the user when printing the transaction.

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This notification group is extremely important because it identifies your procurement managers. It is to these managers that sales representatives make their requests for products to be ordered. This notification group provides access to the list of product requests to be ordered.

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Users in this group receive the “File ready to be billed” notification. For more information, open the “Notification” tab.

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Users in this group receive several notifications related to deliveries. For more information, open the “Notification” tab.

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This notification group is extremely important when managing your online store with Surfagest. Users in this group will be notified when any online purchase is made on your online store. They will also be responsible to manage the sales in Surfagest (Sales Slip -> Delivery -> Invoice).

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Users in this group receive a notification when an online payment is transferred to Accounting.

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Users in this group receive a notification when an installation/delivery order is configured as a pickup from the supplier by the customer.

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Users in this group receive notifications when an installation/delivery order is changed or canceled and when a merchandise return is relocated by the merchandise returns manager.

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It allows users to access the directory where you have saved all your Supplier Price Lists. Users have access to this directory from the Price List tab in the Sales menu

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Requires the user to enter a due date when recording a sales order. The due date can represent the delivery date of the products or the start date of the work, for example.

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This notification group is extremely important as it identifies your Returns Manager. Each time a sales representative makes a return, this person will receive a notification and will be responsible to manage the returns.

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Users in this group receive a notification each time a service call is created.

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Requires the user to enter the type of sale when recording a transaction. The sales type can then be used to output detailed sales reports.

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Automatic Email, when configured, allows you to send Customer Account Statements and Supplier Payment Notices in bulk. You must enter the configuration of your outgoing SMTP server. To obtain this information, contact your Email Supplier or your IT technician. Don’t forget to click on the question mark icon for more information

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These two Settings are extremely important. With the help of these two Settings, the application is able to perform the correct validations and manage the products adequately, mainly from the Sales and Inventory module.

Inventory-relevant product categories are categories where their product must be in the inventory to be sold. These types of products can, among other things, be reserved, ordered, received, delivered, relocated, taken into inventory, etc.

While product categories having no impact on Inventory do not have to bypass all these inventory control steps. Rather, they are used to charge the customer for installation, extras, transport costs, or to apply a discount on Sales.

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This section allows you to give permission to your users to use the module to which the access refers. Please note, these are only general accesses, there are several permissions that can be assigned for each of these accesses except “Warehouse Management” and “Administrator”.

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This rate will be used by the system to automatically generate a suggested retail price based on the cost entered. The suggested retail price is generated primarily during merchandise purchase orders but also when codes are created.

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The Sales Person Number is an important User Settings. It allows determining if the user is a seller. Without a salesperson number, the system will prevent the user from creating customer transactions. This number must be a unique one per salesperson.

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By default, each time you print a transaction connected to this user, a receipt will be printed instead of the invoice.

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Your payment method is probably not associated with a general ledger account. Configure your payment method from Settings -> System -> Accounting -> Payable -> Payment Method.

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Your payment method is probably not associated with a general ledger account. Configure your payment method from Settings -> System -> Accounting -> Payable -> Payment Method.

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You can add/edit a payment method from Settings -> System -> Accounting -> Payable -> Payment Method.

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Through Settings -> Systems -> Billing (more…)

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Through Settings -> Data Table -> Division of Enterprise

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From the Users tab in the Settings menu.

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You can change this format from Settings -> System -> Accounting -> General.

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You can change this format from Settings -> System -> Accounting -> Payable

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You can change this account from Settings -> System -> Accounting -> General.

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From the Product Categories tab in the Settings menu

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From the Data Table tab in the Settings menu.

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From the Create Labels tab in the Settings menu,

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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Through Settings -> System -> Branches

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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From the Data Table tab in the Settings menu.

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Through Settings -> Users

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From the Data Table tab in the Settings menu.

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Through Settings -> Users -> Groups of Notification

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Through Settings -> Users -> Groups of Notification

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You can change these accounts from Settings -> System -> Accounting -> General.

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You can activate divisional control through Settings -> Systems -> Billing (more…)

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Though Settings -> System.

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Through Settings -> Users

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Through Settings -> System -> Company Info -> Sequence.

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From the Provision of Transport tab in the Settings menu.

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From the Customer Discounts tab in the Setting menu.

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They are blocked because the sequence is in use and you can no longer edit it.

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Mobile App (8)

Please see the following link: https://drive.google.com/file/d/1HrAna6MQpWBzalGrrw6YF2JY04IpoT9p/view?usp=sharing

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It is possible to move the unshipped quantity from the mobile app.

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This warning is normal because the application uses the HTTPS protocol but the SSL certificate is invalid or missing. Depending on the browser used, you can ignore this message and continue to the application.

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The username and password are the same as you use to log in to the desktop application.

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The unassigned routing sheets contain deliveries that have not yet been shipped and/or are not part of an existing routing sheet.

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You must ensure that the type of service provider for the desired deliverer is assigned to the deliveries from the data table, “Service providers” tab

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By clicking the “Camera” button, you can select the default scan camera of your smartphone.

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The signature is attached to the customer’s file (transaction) as an attachment.

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