Frequently Asked Questions

💡This page answers common questions about BOS Pro: what terms mean, how similar features differ, what you can customise, user access, features and troubleshooting.

Definitions#

What is a Material?#

A Material is the master record of anything you buy, sell, stock or use in production: paper, ink, finished goods or a service you buy in. BOS Enterprise and BOS Print call the same record an Item.

In BOS Pro, an item is a line on a transaction, estimate or costing, for example, the items on a Sales Order (see Materials).

What is an inventory item?#

• A Material becomes an inventory item when it has an Inventory Location on its Inventory tab.
• Only inventory items have stock quantities.
• Materials without a location (for example, a service) are used on transactions, but BOS Pro does not track their stock (see Material Locations).

What does "in an Accounting Status" mean?#

• A transaction is in an Accounting Status when its status has the Accounting checkbox checked.
• Only then is it posted to the ledger and included in the Ledger, the financial statements and the age analyses.
• Pending and cancelled statuses usually have the checkbox unchecked (see Statuses).

What does "in an Inventory Status" mean?#

• A transaction is in an Inventory Status when its status has the Inventory checkbox checked.
• Only then does it update stock.
• The update can be temporary, for example, stock reserved by a Sales Order, or permanent, for example, stock issued or received (see Statuses).

What are MMR, MMI and MMT?#

They are the three kinds of Material Movement:

• MMR (Receive): stock received, for example, from a supplier.
• MMI (Issue): stock issued from inventory, for example, to production.
• MMT (Return): stock returned to inventory, for example, materials left over after production.

See Material Movements.

What does Resolve mean?#

Resolve is the action a line takes on stock: for example, Receive, Issue, Order or Reserve. It shows on the inventory reports for each transaction line (see Inventory Reports).

What is a Transaction Flow?#

A Transaction Flow is the chain of transactions that are copied from each other, for example, Quotation, Sales Order, Delivery Note and Customer Invoice. Copying links the transactions, so you can open any of them from the others (see Transaction Flows and Linking Transactions).

Differences#

What is the difference between Standard Estimating and Product Estimating?#

• Standard Estimating builds an estimate from presses, Printing Types, Ink Groups, Parts, substrates and services. It suits commercial printing (see Standard Estimating).
• Product Estimating builds an estimate from a product and its costings. It suits products such as corrugated boxes, labels and signage, and general manufacturing (see Product Estimating).

The setting System > Version decides which models your database uses (see BOS Professional Versions).

What is the difference between a Quotation, a Sales Order and a Work Order?#

• A Quotation offers a price to a customer.
• A Sales Order records what the customer ordered, usually copied from the accepted Quotation.
• A Work Order tells production what to make, usually copied from the Sales Order.

See Transaction Flows.

What is the difference between a Material Movement and a Transfer Order?#

A Material Movement receives, issues or returns stock. A Transfer Order moves stock from one location to another, without changing the total stock (see Material Movements and Transfer Orders).

What is the difference between Audits and Change Logs?#

• Audits record status changes, deletions and batch updates on transactions and records (see Audits).
• Change Logs record the individual changes to a transaction, record or price, with the user and date. They are available for Customers, Suppliers, the Ledger, Purchase Orders, Sales Orders, Work Orders and the Service Manager, from the February 2026 upgrade (see Change Logs).

What are the status groups?#

Every status belongs to one of four groups: Pending, Active, Complete or Cancelled. You can add your own statuses, but each one must be in a group (see Statuses).

Customising BOS Pro#

Can I change the layout of my quotations and invoices?#

Yes.

• The documents you print and email come from output templates, designed in the Form Designer.
• QuickEasy sets up your standard templates and can design or change them for you (see Output and Form Designer).

Can I have a report that shows exactly the information I need?#

Yes.

• Custom reports show your data as a list with an optional chart, and can appear on your Dashboard.
• Each report is an SQL query.
• Creating custom reports is one of the services QuickEasy offers (see Custom Reports).

Can I add my own one-click steps?#

Yes, from version 26.04. Actions are custom steps your administrator sets up, for example, updating a field on the selected orders or checking a rule before you continue (see Actions).

Can I change how BOS Pro looks?#

Yes.

• Help > Layout offers light and dark layouts.
• After you change the layout, BOS Pro asks you to restart it (see Layout).

User Access#

Can I stop staff from creating certain transactions?#

Yes. Each type of transaction has access settings on the staff member's Settings tab, for example, Quotations > New Allowed and Sales Orders > Deleting Allowed (see User Access).

Can reps see only their own customers and transactions?#

Yes.

• Several access settings have the option Own (Rep), which limits a user to the customers or transactions where they are the rep.
• Own (User) limits a user to the transactions they created (see User Access).

Can I see who changed a transaction or record?#

Yes. Audits and Change Logs record the changes, the user and the date (see Audits and Change Logs).

I changed a user's access, but nothing changed. Why?#

BOS Pro reads many access settings when the user logs in. Ask the user to close BOS Pro and log in again (see User Access).

Features#

Does BOS Pro have a Point of Sale?#

Yes. The Point of Sale module takes orders and payments, prints receipts and invoices, and has cash-ups (see Point of Sale).

Does BOS Pro support perpetual and periodic inventory?#

Yes, both. With the perpetual model, every stock movement posts to the ledger, so the unit and price on each Purchase Order and Material Movement must be right (see Perpetual Inventory).

Can I work in more than one currency?#

Yes. Currencies are linked to customers, suppliers and bank accounts, and the BOS Server application can update the exchange rates automatically (see Currencies).

Can I run more than one branch?#

Yes.

• Branches can have their own settings, users, customers, Entry Types and numbering.
• When branches are used, every transaction needs a branch (see Branches).

Is there a mobile app?#

Yes. The BOS Professional Mobile App covers approvals, customers, deliveries, inventory, the Service Manager and the Tracker (see Mobile App).

Is there a module for quality problems?#

Yes. Non-Conformance Reporting (NCR) records quality problems, for example, print defects or incorrect sizes, from the first report to the final evaluation (see Non-Conformance Reporting).

Must I know SQL to use BOS Pro?#

No. Only custom reports and Actions use SQL, and QuickEasy can create them for you.

Troubleshooting#

Why is my transaction not in the Ledger or the financial statements?#

• Its status is not an Accounting Status.
• The warning bar on the transaction shows "Transaction is not in an Accounting Status".
• Move the transaction to a status that posts to the ledger, or check the status setup (see Statuses).

Why can I not edit a transaction?#

One of these is the usual reason:

• Its status is read-only (the status has Editing unchecked). See Statuses.
• It is dated on or before the Financial Close Off Date.
• Your access does not allow editing it, for example, Editing Allowed is set to Own (User) and someone else created it. See User Access.
• It is waiting for approval. See Approvals.

Why does a list not show all the transactions?#

Check these, in order:

• The date filter and the other filters at the top of the list. Click View after you change them (see Data Filters).
• The column filters on the grid (see Grid Views).
• Your Viewing Allowed access, for example, Own (Rep) (see User Access).
• Your Default Transactions View user setting, which sets the starting filter, for example, All Pending.

Why does a material show no stock?#

It has no Inventory Location, so it is not an inventory item, or its transactions are not in an Inventory Status (see Material Locations and Statuses).

What does a warning or message mean?#

Warnings and Troubleshooting lists the common warning bars and messages, what causes them and how to fix them.

General Questions#

Which version of BOS Pro am I using?#

Click Help > About QuickEasy Software. It shows the version, and the most recent upgrade scripts with the dates they were run (see Help Menu).

How do I contact QuickEasy support?#

Use the Help menu: Email QuickEasy Helpdesk opens an email to helpdesk@quickeasysoftware.com, and Request Helpdesk Support opens the support request page on the QuickEasy website (see Help Menu).

How do I report a problem with this documentation?#

Click Feedback at the top of the page you are reading, and describe the problem.