Docstoc

Permaquote User Guide 2004 11 05 LIVE DRAFT

Document Sample
Permaquote User Guide 2004 11 05 LIVE DRAFT Powered By Docstoc
					                                                          PermaQuoteTM by Evron


                                          Administration and Users Guide
                                                                                       Release 2.0




                DRAFT
                       (Subject to change without notice)

                  Note: Errors and omissions are entirely possible in this
                      pre-release draft of the documentation of the
                                 PermaQuote application.


TM
     PermaQuote is a trademark of Evron Computer Systems Corp.

Evron Computer Systems has developed this software to integrate with BusinessVision software, and
holds BusinessVision harmless from any liability related to the use of PermaQuote.

BusinessVision® is a registered trademark of Best Software Inc.




                                                 -1-
                                                                                                                   Table of Contents

1. Introduction to PermaQuote .........................................................................................................................3
   1.1 About PermaQuote ................................................................................................................................3
   1.2 What PermaQuote Does to BusinessVision and to Your System .........................................................3
   1.3 Look and Feel ........................................................................................................................................3
   1.4 Installing PermaQuote ...........................................................................................................................4
       1.4.1 One serial number per copy of PermaQuote .................................................................................4
       1.4.2 Before Installing PermaQuote ........................................................................................................5
       1.4.3 Serialize Your Copy of PermaQuote ..............................................................................................5
       1.4.4 Selecting Which Company Database(s) to Use .............................................................................6
   1.5 Starting PermaQuote .............................................................................................................................7
2. Getting Started .............................................................................................................................................8
   2.1 Where to Find PermaQuote within BusinessVision ...............................................................................8
3. Creating and Modifying a Quote ................................................................................................................10
   3.1 Creating a Quote .................................................................................................................................10
      3.1.1 Entering Line Items.......................................................................................................................10
      3.1.2 Removing Line Items in a Quote ..................................................................................................11
      3.1.3 Saving the Quote ..........................................................................................................................12
   3.2 Modifying a Quote ................................................................................................................................13
      3.2.1 Deleting a Line Item......................................................................................................................13
      3.2.2 Deleting a Quote...........................................................................................................................14
      3.2.3 Renaming a Quote .......................................................................................................................14
      3.2.4 Copying a Quote...........................................................................................................................15
Appendix A: System Requirements ...............................................................................................................16
Appendix B: End-User License Agreement (EULA) ......................................................................................17
Appendix C: Technical Notes .........................................................................................................................18




                                                                             -2-
                                                                              Chapter 1


1. Introduction to PermaQuote


1.1 About PermaQuote

In BusinessVision, once a quote is converted to a sales order, the original quote is lost.

PermaQuote, from Evron Computer Systems Corp., extends BusinessVision’s core
functionality by maintaining a separate data file that permanently stores quotes which you
edit, copy and re-use.


1.2 What PermaQuote Does to BusinessVision and to Your System

PermaQuote does not, in any way, touch any aspect of the original BusinessVision
program. Anything to do with PermaQuote is kept in files that are separate from
BusinessVision.

After installing PermaQuote, the BusinessVision icon on your desktop will be “aware” that
PermaQuote has been installed. You do not need to change or add anything, nor do you
need to run a separate program each time you want to do quotes.


1.3 Look and Feel

PermaQuote is a true “add-in” product, not an “add-on” product. An add-on product
requires that the application run externally to BusinessVision. You would have to run
such a program separately, each time you want to create or edit a quote.

An add-in product runs seamlessly with BusinessVision. PermaQuote is accessed from
the standard Order Status dropdown box on the Order Details display screen. Quotes are
always available to you instantly.

If you are familiar with the menu structure, navigation structure, graphics, and
functionality of the core BusinessVision application, then you intuitively know how to use
PermaQuote. PermaQuote also incorporates in-context automatic help boxes that pop up
when you move your cursor over a button or box within the PermaQuote application.
These pop-up boxes provide a brief explanation of the function or purpose of each object.




                                            -3-
Chapter 1                                                        Introduction to PermaQuote




                              Figure 1


1.4 Installing PermaQuote

1.4.1 One serial number per copy of PermaQuote

PermaQuote is serial number-protected, using a key code generator that is created at the
time of installation and based upon the specific machine on which you install
BusinessVision and PermaQuote.

You need to have a license for each copy of PermaQuote that you operate. If you want to
run PermaQuote on more than one machine, please contact Evron at:

Evron Computer Systems Corp.             www.evron.com
5 Denison Street                         (905) 477-0444
Markham, Ontario
L3R 1B5, Canada

The serial number you receive from Evron will only work on the specific computer on
which you first installed PermaQuote, and is based on your computer’s hardware /
software configuration.

If at any point you must reinstall PermaQuote because of some malfunction of your
computer, you may need to acquire a new serial number from Evron if your hardware /
software configuration has changed.




                                           -4-
Chapter 1                                                        Introduction to PermaQuote


1.4.2 Before Installing PermaQuote

Before installing PermaQuote, Evron must update its internal customer database to allow
you to generate a serial number. After we have received payment, you will receive an
email from Evron indicating that you have been set up in the website database.

There are two ways to acquire a serial number. If for any reason you are unsuccessful
using these please contact Evron directly at 905-477-0444 or evron@evron.com.


1.4.3 Serialize Your Copy of PermaQuote

We have endeavoured to provide the fastest, most expedient ways to minimize the time
and effort required to get PermaQuote up and running on your machine.

1. On-Line, Via the Internet:

When you run PermaQuote for the first time you will be prompted to enter your
registration serial number.

If the computer you are using is
connected to the internet, you
will be provided with a website
link and instructions on how to
register. Follow the link.

When you reach the website you
will be asked:

       a. To log in using your
          Email address and
          BusinessVision Serial
          Number.

       b. If you have pre-
          registered with your
          Evron Sales Rep. If you have not registered an Email address with Evron,
          please do so by contacting Evron and registering with us. You will then be
          allowed access to the Evron Web Site to receive your serial number.

       c. Once you receive access to the registration site… you will then be asked to
          enter your KeyCode. The KeyCode is the series of letters that are displayed to
          you on your registration screen.

       d. Enter your KeyCode and press the Register button.

       e. If you have not reached your limit of license counts you will be shown your
          Serial Number. Enter this number into your PermaQuote Registration screen
                                          -5-
Chapter 1                                                         Introduction to PermaQuote


            and press OK.

       f. If the serial number is valid you will then see a message telling you that you
          have successfully registered your software -> press the OK button to complete
          your registration.

2. Off-line Via Phone/Fax:

If you do not have an internet connection you can register your software by contacting
Technical Support via Phone or Fax and telling the Technical Support your Key Code.

You will then be provided
with the Serial Number to
unlock your PermaQuote
Application.

   a. Enter this number
      into your
      PermaQuote
      Registration screen
      and press OK.

   b. If the serial number
      is valid you will then
      see a message
      telling you that you
      have successfully
      registered your
      software.
      Press the OK button
      to complete your
      registration.


1.4.4 Selecting Which Company Database(s) to Use

BusinessVision can support multiple companies and, therefore, multiple databases.
BusinessVision also allows each database to be stored separately from the
BusinessVision application. For example, some companies store their data on a network
server that is separate from the PC on which the BusinessVision application is run.

After you have installed PermaQuote, you need to identify to PermaQuote where each
company database resides on your network.




                                           -6-
Chapter 1                                                             Introduction to PermaQuote



PermaQuote helps you do this
by looking at BusinessVision’s
installation information and
displaying to you all the
databases that BusinessVision
knows about. When this
screen appears, simply select
which databases you want
PermaQuote to work with.

If, at any time, you decide to
add or remove PermaQuote
support for any company
database, go to:

       Start button on your
        desktop
       Select Programs                                    Figure 2
       Select the BusinessVision folder
       Select the PermaQuote folder
       Run the Company Setup program

1.5 Starting PermaQuote

As part of the installation, the PermaQuote install program will place a PermaQuote icon
on your desktop as well as in your Start / Programs listing. Double-clicking on this icon
will launch BusinessVision, including the PermaQuote add-in product.

Any time you intend to use PermaQuote, you must start BusinessVision using the
PermaQuote icon. The icon does not do anything to your system or to BusinessVision
except to let BusinessVision know that PermaQuote is to be made available to you.

BusinessVision does not have a built-in capability that allows external programs to be run
from within BusinessVision.

See Technical Notes in Appendix C for more details.




                                           -7-
                                                                             Chapter 2


2. Getting Started


2.1 Where to Find PermaQuote within BusinessVision

After you have double-clicked on the PermaQuote icon on your desktop and logged into
BusinessVision in the usual way, go to the Order Status field on the Order Details screen,
and select Quote from the list of options (Fig. 3).




                                 Figure 3



This will start PermaQuote and display the PermaQuote Selection Screen (Fig. 4). The
first time you use PermaQuote, the contents of the screen will be blank since no quotes
have yet been created. With normal use, this screen will present a list of all the quotes
that you have created.




                                            -8-
Chapter 3                                                          Creating and Modifying a Quote
The buttons at the bottom of this
screen provide you with the
functions that you may use to
maintain your listing of quotes.

Your can:
    Add a new quote;
    Modify an existing quote;
    Delete an existing quote;
    Rename an existing
       quote, or;
    Copy an existing quote to
       create a new quote.
                                                              Figure 4

Click on the Add button to enter your first quote (Fig. 4).

Clicking on the Add button will bring up the New Quote screen (Fig.5).

Proceed to the next chapter to learn
how to create and modify a quote.




                                                               Figure 5




                                             -9-
                                                                                     Chapter 3


3. Creating and Modifying a Quote


3.1 Creating a Quote

3.1.1 Entering Line Items

To enter line items, type in the part number in the Part Number field (top left corner).

Part # List: Alternatively, you can click on the magnifying glass to the right of the Part
Number field, which will open a separate window that lists all the part numbers in your
company database.

Browse List: You can use the
scroll bar to quickly scroll through
the listing.

Sort List: You can sort either the
Part Number column or the
Description column
alphanumerically by clicking on
the appropriate heading.

Jump To A Record: You can
also click once on any record in
the listing, type in the first few                             Figure 6
characters of the part number,
and the listing will jump to the appropriate starting point.

Add An Item To The Quote: When you have found the part number that you are looking
for, you can either double click on that record or
press the Enter key. This will transfer the Part
Number and Description in the company
database to the appropriate fields in
PermaQuote.

Next, type in the quantity in the Order qty field
and then click on the Add button. This transfers
the information in the three data entry boxes to
a single line item in the quote listing below them
(Fig. 7).
                                                                          Figure 7




                                             - 10 -
Chapter 3                                                        Creating and Modifying a Quote
To enter part numbers for additional products, click on the magnifying glass again or
press the Enter key to return to the inventory list.

                                                        Repeat the steps until you have all
                                                        of the parts, descriptions and
                                                        quantities that you require for your
                                                        quote (Fig 8)

                                                        Limitation To Number of Line
                                                        Items: There is no limit to the
                                                        number of line items that you may
                                                        type into PermaQuote. However,
                                                        BusinessVision allows a maximum
                                                        of ninety-nine (99) line items in its
                                                        internal quote system (Fig. 9).
                    Figure 8


                                                         Therefore, if you exceed ninety-
                                                         nine line items in your quote,
                                                         PermaQuote will warn you. If you
                                                         exceed 99 line items, you can
                                                         either try consolidating certain
                                                         parts into subassemblies or sub-
                                                         units, or you will need to break up
                                                         the quote into two logical parts
                    Figure 9
                                                         and create two quotes.

                                                           Warning - Saving Your Quote:
                                                           All the additions, changes and
                                                           deletions that you have made in
                                                           Edit Quote – Quote Editor screen
                                                           are stored only in your computer’s
                                                           memory. The inputted information
is not saved in the quote data file, nor is any of the information passed to BusinessVision,
until you save the quote by clicking on the OK button.
Suggestion: If you are working on a quote with many line items, you should save your
quote from time to time, and then go back and add additional line items using the Modify
Quote procedure.

3.1.2 Removing Line Items in a Quote
On Quote Editor – Edit Quote screen, whether you have just created the quote or if you
have called it up for editing, you can highlight any part number in the quote listing and
press the Delete key. This will remove the whole line item from the quote listing.

Warning – No Caution Screen: Because inputting line items may typically require many
inputs and changes in the course of constructing a quote, displaying an “Are you sure?”
caution screen here would become burdensome to the process. Therefore, to facilitate
rapid data entry, there is no warning that the line item you are about to remove will be
deleted.
                                            - 11 -
Chapter 3                                                         Creating and Modifying a Quote


Undo: Clicking on the Cancel key will void the very last action you took. For example, if
you deleted a line item by mistake, clicking on Cancel will undo this last operation and
return the line item to your quote listing.


3.1.3 Saving the Quote

                       Clicking on the OK button at the bottom right corner of the Quote
                       Editor – Edit Quote screen, brings up a confirmation window.
                       Select Yes to save the entire quote, or No abandon it.

       Figure 10

                                                    If you select Yes to save the quote, you
                                                    will be prompted to give the quote a
                                                    name. Enter a meaningful name that is
                                                    easy to remember or uniquely descriptive
                                                    of the quote content.
                    Figure 11


Suggestion – Naming: Adopt a logical naming convention for your quotes. For example,
using a year/month/day syntax – 2002 08 13 DEF Logistics Inc. – will automatically keep
all your quotes in chronological order.

                                                    When you click on OK on the Save
                                                    Quote as … screen, your new quote will
                                                    appear in the PermaQuote – Selection
                                                    window.

                      Figure 12




                                           - 12 -
Chapter 3                                              Creating and Modifying a Quote


3.2 Modifying a Quote

If you need to modify your quote, click once on
the quote in the PermaQuote – Selection window
to highlight it and then click on the Modify button
(Fig. 12).

Double click on the specific line item that you
want to Modify. The individual line item
components will be displayed in their respective
fields (Fig. 13).
                                                            Figure 12
Change the part number or the order quantity fields,
and press the Update button (Fig. 14).




                   Figure 13                                Figure 14


3.2.1 Deleting a Line Item

To remove a line item from the quote listing,
highlight the specific line item by clicking on it
once. Then click on the Delete button to remove
it. Click OK to save the changes and update the
quote, or Cancel to cancel the proposed
changes.


                                                             Figure 15




                                            - 13 -
Chapter 3                                                      Creating and Modifying a Quote

3.2.2 Deleting a Quote

To delete a quote from your data
file of quotes, highlight the quote
you want to delete by clicking on it
once. Then click the Delete button
at the bottom of the screen.




                                                        Figure 15




The following screen will appear (Fig. 16), asking you if you would to delete the named
quote file.

Warning – Delete Permanent:
Once you delete a quote, there is no
way to retrieve it. Clicking on the
Yes button will cause the stored
quote to be removed from the quote
list and deleted from the folder on your                   Figure 16
computer where the quote templates are stored.

3.2.3 Renaming a Quote
You can rename any quote in your listing of quotes by clicking once on the target quote
to highlight it. Then click on the Rename button (Fig. 17) at the bottom centre of the
screen.

                                           Simply type in the new name (Fig. 18) you
                                           want for the selected quote and click on the
                                           OK button. As before, you can name the
                                           quote to just about anything you want.




                Figure 17                                  Figure 18




                                          - 14 -
Chapter 3                                                        Creating and Modifying a Quote
                                            After you click on the OK button, the renamed
                                            quote will appear in the list.




                Figure 19


If you instead click on the Cancel button, then the
following screen will appear. After you have read
the message, click on OK to continue.


                                                                      Figure 20


3.2.4 Copying a Quote

This function can substantially increase your
quoting productivity, one of the principal benefits of
PermaQuote.

Rather than repeatedly typing in the same quote
over and over again in BusinessVision, you can
copy an existing quote, give it a new name, and
then edit it as required.
                                                                      Figure 21
To do this, highlight the quote you want to
copy, by clicking on it once. Then click on the
Copy button near the bottom right corner of
the screen (Fig. 21). You will then be
prompted to add in a new name for the quote
– you must do so (Fig.22) When you click on
the OK button, you will see a new entry in
your listing of quotes.                                             Figure 22



If, however, you click on the Cancel button, the following
screen will appear, click “OK”.



                                                                        Figure 23




                                             - 15 -
Appendix C



                                   Appendix A


Appendix A: System Requirements




                          - 16 -
Appendix B



                                                Appendix B


Appendix B: End-User License Agreement (EULA)




                          - 17 -
Appendix C


                                                                            Appendix C


Appendix C: Technical Notes
   How PermaQuote is Launched
    No File Modification: PermaQuote is “launched” from within BusinessVision but it
     does not write directly to any BusinessVision data file nor modify any program file
     within BusinessVision.

      Launching: When you select Quotes from within the BusinessVision Order Detail
       screen, this launches the PermaQuote application. The PermaQuote application
       handles all storage, change, and delete functions relating to quotes.

      Data Entry Program: PermaQuote is essentially a separate data entry program
       that manages the process of assembling quote information in its own form. The
       form is designed to look-and-feel the same as any BusinessVision form.

      Form Populating: PermaQuote populates the respective fields in the
       BusinessVision Order Details form using the data the user has inputted.
       BusinessVision then takes over and continues to process the information as it
       normally does.

   Plug In
    Launcher program: PermaQuote is a plug-in that operates as part of a “launcher”
      program called Global ICE. Global ICE is designed to incorporate other Evron-
      developed BusinessVision extensions as they become available.

      Global ICE: Global ICE is stored in a subdirectory of your choosing at the time
       PermaQuote is installed. All PermaQuote executable files are created and stored
       in the Plug-ins folder of the Global ICE directory, except the data files that contain
       your actual quote data.

   Databases
    Data Separate: Quotes data are kept separate for each company database.
      These files are stored in a subdirectory called Quotes in the Data directory(s) of
      the company database(s). The Data directory may, or may not, be in the same
      directory as the BusinessVision application since BusinessVision allows each
      company database to be stored wherever on a network you desire. For example,
      this could be a remote server.

      .quo filename: The data file containing the actual quote information has a .quo
       filename extension. It is a standard Microsoft operating system binary file. This
       format was chosen to minimize the amount of storage space used by PermaQuote
       of. Active use of a comma-delimited pure text file would result in a data file that is
       hundreds of times larger than the same binary file.


                                            - 18 -
Appendix C
             --- # END # ---




                - 19 -

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:13
posted:4/6/2012
language:
pages:19