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ShopMateWeb Online Business Accounting Management Basic Operations
Cloud Based Automotive Workshop Management Software

Become a new user of ShopMateWeb Online Business Accounting application.

ShopMateWeb Online and ShopMate Desktop - Best Business Accounting Database Software.

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ShopMateWeb Software System - Online Cloud Based Automotive Workshop Management Application

ShopMateWeb Online System - User Basic Startup Operations Explained

Welcome to Softhard Solutions ShopMateWeb Web Application, a simple to use, online, cloud based accounting and business finance management services designed especially for small businesses and consumers. ShopMateWeb Web Application is a scaled down version of ShopMate Desktop Application, retaining most of the functionality. Many business operators do not need all the functions that the ShopMate Desktop Application offers and they want to access their data anywhere in the world on any device like phone, tablet and laptop or desktop computers. ShopMateWeb Web Application will handle all this from the beginning to the end.

You do not need to use the Automotive part of ShopMateWeb Application. If you are not in the automotive business, invoice your customers with work you do for them. If you are in automotive business, repairing your customers vehicles, customer vehicles are used for Invoices, invoiced work to be done for vehicles repair and keep the history of these repairs. To Edit or Delete any of the records in the table lists, do this in the table (Customers, Invoices etc.) Details page. To get to Details page, scroll the table in question to the right end of the required record and click the Details symbol . This is true for any table list you are working on at the moment.

After your ShopMateWeb account is created and your email address is authenticated, you can login and use ShopMateWeb. ShopMateWeb Online Automotive Workshop Software System is used in dozens of countries around the world and is suitable to be used across the globe. Set your profile to your country code and the system will automatically adapt to your location.

Important Note
If you are a first time user, it is Important for you to update the informational and other tables of records which contain Starter Data of the Australian (english) Origin. Before you start your ShopMateWeb operations, all tables with starter data should be updated to the data language of your country of origin. Most of the Numbers and Dates are displayed in the culture format you've chosen when creating your account.
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ShopMateWeb Products in Invoices Usage

When you first establish your ShopMateWeb System Operations, ShopMateWeb comes with two System Replacement Products. This enables you to work immediately, without having to put in invoices your own products. They are replacement products for products you would normally have in your stock.

A special system labour product named '.Labour Product Substitute' is used in invoices for the users to be able to use a special invoice for those customers that want to see in their invoices the Labour Price and Parts Price separately. The Supplier of all Labour products is the Supplier number one, your company.

Some of our users do not put in any products of their own into the system, they only use these system products in their invoicing and ordering. These two system products all have a dot at the beginning of their name with names as follows:

  • .Buy In Part Substitute - ID 1
    is used as a replacement for physical products you buy-in constantly and sell immediately but may not keep in stock. Just use this system product in your invoices and rename its name to the name of product you buy on the customer's behalf and do not want to keep it in stock. You only change the name of the product in the invoice not the product itself so the reports will show .Buy In Part Substitute product sale.

    Important Notes
    A common mistake made by users is pulling this product into an invoice and re-naming and using it as a Labour product and expecting to get correct labour reports. This product is meant only for physical product not labour product. Any reports on labour will be then incorrect since these 'labour products' are not found by the system.

    It is probably the best practice to use the system '.Buy In Part Substitute' product in the invoices and keep renaming it appropriately as a physical product not labour. That way your labour reports will never be incorrect.

    Unlike the products that are not part of system, this system product can't be deleted from 'Products' table. Make sure you do not delete this product externally.

  • .Labour Product Substitute - ID 2
    is a special system product used as a replacement for any type of service work you provide for customers and you get paid for. Just use this product in your invoices and rename its name to the name appropriate to the labour you have performed on the customer's behalf and do not want to create your own labour product. You only change the name of the product in the invoice not the product itself so the reports will show .Labour Product Substitute product sale. You can also create your own labour products (the category ID of these must be set to 'Labour').

    Important Notes
    A common mistake made by users is creating their own labour products, naming them appropriate names but forgetting to assign the Product Type Labour to them. Any reports on labour will be then incorrect since these labour products are not found by the system.

    It is probably the best practice to use the system '.Labour Product Substitute' product in the invoices and keep renaming it appropriately. That way your labour reports will never be incorrect.

    Unlike the products that are not part of system, this system product can't be deleted from 'Products' table. Make sure you do not delete this product externally.

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ShopMateWeb Invoices and Purchase Orders Usage

ShopMateWeb has a notion of Open and Closed invoices and orders. While they are Open, they are just templates and can be manipulated as you like, even deleted, with no reflection in the financial system or your products stock. When Closed, they are taken off of the Sales or Purchases and become part of the financial system.

When the Invoices or Orders are marked as Closed they are Posted from sales/purchases into the financial system, products (only those with the Type Part property set) are added or deducted to/from stock as needed, you can't change things any more. Since the payments are made within the invoices/orders, make sure you issue/receive payments before you mark them as Closed.

Depending on what your company does, you may not need the automotive component feature provided by ShopMateWeb. If your company deals with customer vehicles and issues invoices for the work done on their vehicle, you just simply associate an invoice with a selected vehicle.

Some things to remember:

  • Closing Invoice
    If the Invoice Closed field is not selected, is marked as Open, you can make any changes to the Invoice as needed. If it is selected, marked as Closed, you can't make any changes to the Invoice except Re-Open it. You are prevented from Closing it if there are no Invoice Items, the Items have no value, the Invoice Paid field is not selected by ShopMateWeb, marked as Paid or the total Invoice is greater than Customer's credit limit.

  • Closing Order
    If the Order Closed field is not selected, is marked as Open, you can make any changes to the Order as needed. If it is selected, marked as Closed, you can't make any changes to the Order except Re-Open it. You are prevented from Closing it if there are no Order Items, the Items have no value, the Order Paid field is not selected by ShopMateWeb, marked as Paid or the total Order is greater than Supplier's debit limit.

  • Paying Invoice
    If the Invoice Paid field is not selected, is marked as Unpaid, you have not received any money from customer. If it is selected, marked as Paid by ShopMateWeb, you have received all the money from Customer and entered the total in to the Payment field. If the Customer pays only a part of the total, add each payment to the Payment field. The Invoice will not be marked as 'Paid' by ShopMateWeb if there are no Invoice Items, the Items have no value or the Total Invoice sum is greater than the amount in the Payment field (partial payment).

  • Paying Order
    If the Order Paid field is not selected, is marked as Unpaid, you have not issued any money to supplier. If it is selected, marked as Paid by ShopMateWeb, you have issued all the money to Supplier and entered the total in to the Payment field. If you only pay a part of the total, add each payment to the Payment field. The Order will not be marked as 'Paid' by ShopMateWeb if there are no Order Items, the Items have no value or the Total Order sum is greater than the amount in the Payment field (partial payment).

  • Printing Invoice/Order
    Make sure the Invoice/Order Date is set correctly before you close the invoice/order and print it. Print the Invoice for the Customer or Order for the Supplier first, before you enter the full or partial Payment data. After the Invoice/Order is marked as 'Paid' by ShopMateWeb, the Invoice/Order Report shows Zero amount due.
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What Next
First, Register your Account  with Softhard Solutions ShopMateWeb Web Application. When your ShopMateWeb account is created, before you can login and use ShopMateWeb, since it is possible you have mistyped your email address, we need to confirm it. We will send you a Confirmation Email using the address you will have provided. Check your email and confirm your account, you must be confirmed before you can login and use ShopMateWeb.

ShopMateWeb free trial

Go ahead, open an account and try ShopMateWeb and see what it can do for your business. Try ShopMateWeb Automotive Business Database Software operations free of any charge for 30 Days. After this period, pay monthly subscription from as low as AUD$25.00, depending on your database quota. Before you create an account and subscribe to ShopMateWeb application, please read our Terms and Conditions of Use of our websites and also our Privacy Policy Statement.