Table of Contents

Changing your password to login to the system

Before you login to the system you can change your password

Your Menu

The menu items that you have and the things you can do are created by the roles that you have been assigned. Have a look at Adding and Managing Users in the System

You can change the menu order by changing the sequence on the roles. This will change which menus appear first (from LHS).

Buttons on the Navigator

You can add buttons to navigate directly to a screen if you like, they will appear just below the menu bar with a picture - have a look at User Preferences#Appearance Tab to explain how to add these

A button will appear on the navigator that goes directly to the screen

The number of records returned by the system

When you search the system gives you a list.  You can change how many records the system returns by updating your preferences

Searching in the system

Searching in the system is done from any field with the magnifying glass - click on the magnifying glass.  

Note that you can also use keys to search

• Text + Tab for exact search
• Text + Shift F3 is "includes" will provide the equivalent to the wildcard search across multiple fields
• Text + F3 is 'starts with'  searching across Search code + description

Find (CNTR+F3) provides a window to enter details

Stacks of Records 

Navigate through a stack of records

Create a stack of records using "remember this result" flag as above - or multi-selecting from a list by CNTRL select - or SHFT select records.

Have a look at /wiki/spaces/SI/pages/33054916 for details

Searching using TAB = without clicking the search button in a search field

• Text + Tab is for exact search - looks for exactly what you have entered
  • Note if if does not find a match it then does a wildcard search to provide a list
• Text + Shift F3
  • will provide a wildcard search across multiple fields. 
  • For example - in the Article screen typing "Book" then using Shift+F3 will search both Article number and also description and result in a list of possible results.

Working with Grids (Refreshing, Filtering, Exporting to Excel)

A grid is a table of information in the system with rows and columns

Some grids have colours to differentiate records - there will normally be a key below the grid

There are two types of grids

• a Normal Grid 
• an Editable Grid - can edit directly in the grid

Many grids have right click options - often over individual fields

1. sometimes a whole row has a right click option (eg open sales order in a grid of sales orders)
2. sometimes a cell in the grid has a right click option just for that cell (eg update roster availabilty on a date on a grid of dates vs persons)

Hover over dropdown to show number of records

Filtering or exporting to excel from Grids

For options over the whole grid

Filter - a filter box appears over bottom RHS of grid - enter text to filter by

Note the search is only searching the data in the grid (not all data relating to the records).

When the dropdown arrow is not there - right click on the header (eg "Code" or "Name" above

Exporting to Excel

If you Export to Excel all the data in the grid will be placed into columns in excel (See image above)

 If you build a complicated workbook based on an export of a grid - then later you can re-do the export and paste the new values into the complicated workbook so the calculations are updated

Excel Analysis can provide lots of information using data filters or Pivot Tables (click on the table top LHS then "Insert > Pivot Table")

1. There is lots of help on the web for working with Excel - example http://www.howtogeek.com/howto/13336/working-with-pivottables-in-excel/

Recent Records

In each Screen - you can easily go back to the last 10 records viewed (for this login session

Refresh the record you are viewing

Sometimes you will want to refresh the current record

Copy and Paste Records

When you want to create another one the same - check the Edit menu for Copy - create an in place copy.

Log / Audit /Financials Tabs

Across the system there are tabs that:

• Show a Log of changes to the document you are viewing
• Show any changes to Audit Tracked Fields (not all fields are Audit Tracked)
• Link to related financial documents (invoices, journals etc)

Example from a Purchase Order

Example from the Article Master

Attachments

Adding Attachments from your hard drive 

Attachments are throughout the system - commonly you will either see a tab or add via the edit menu

Simply drag the document you are viewing over the Attachment window - then save

Images will show directly

Other types of documents will show the document type image

Uploading Attachments Directly from a scanner

Click the Upload File link and point at the scanner

Reviewing emails sent by your test system - email diversion

The test system diverts all emails to accounts you nominate.  This way you can see exactly what the customer would see if the email had gone to them from the live system.

Suppressing Informational Messages

Message examples

If you do not want to see informational messages - example "Confirmation this record has been saved" type messages

Note that you will still see Warning messages and Error messages

Default off

you can - set your login default to "Off"

Screen off / on toggle

You can toggle on any screen to off or on.

System Internal Messaging to Users

Pulsing Message box - indicates that you have unread messages

Example of messages sent

Can Drill to the linked document

Can multi-select to action 

Situations that send messages to users:

1. A Journal is updated or deleted - any type of journal .  User has Secure Feature # Notify on Journal Change
2. When price lists are updated based on a date applied change - Employees ticked as Sales Reps for the branch affected
3. Purchase Order Discrepancies - between ordered and shipped or invoiced count.  User has Secure Features: Receive P O Invoice Discrepancies
4. Sales Order less than Minimum GP (As set on host company) - Employees with Branch Manager ticked will receive these for their branch (HO branch managers get all of them)
5. Tours - Driver has Accepted Tomorrows Manifest - Employees with Secure Features: Is Bookings Manager
6. Send to Telesales a call or visit - Employees with Secure Features: Can see Sales Manager Telesales Reports