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					Bob‟s Bookstore
Customer & Employee Tracking Analysis




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Thank you for purchasing this order tracking system. This is an all in one program that
will allow businesses to track customer orders; including payment methods, shipping
methods, and order history. Also, businesses will be able to track what processes their
employees are performing.

For assistance, we have included easily recognizable screen shots, as well as basic
descriptions to be less confusing. Each section of this program is broken-down into its
own section to keep topics from mixing together and merging with others. Finally,
descriptions have been made short and to the point, utilizing examples of current
practices.




Setup
To begin using this program, you will need to double-click the program file. Doing so
will open the program in Microsoft Access®.




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Once open, you will be given a screen, or a switchboard, with many different options that
will allow the user to perform the needed tasks.




You will notice that beside each option there is a square that may be pressed. This is what
you will click on when you want to access a specific section of the program. In the
following figures, the clickable squares have been marked white with a black “X” in the
center. Throughout this manual, you will find the designated square as they appear below.




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return
If at anytime you click on the wrong option or find that the option you picked was not the
correct one, then press the “Return to Main Switchboard” button. This will take you back
to the beginning of the program.




Store Setup
From the main switchboard, click on the “Enter/View Other Information” button. This
will take you to the next screen where you will be able to enter information such as:
             Employees
             Company Information
             Products
             Payment Methods
             Shipping Methods




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Company Information
First, the program needs to be customized with your business information. You will need
to have the following ready for input into the program:
              Company Name                     Default Terms
              Address                          Invoice Description
              City                             Phone Number
              State/Province                   Fax Number
              Postal Code
              Country
              Sales Tax Rate


Start by clicking on the “Enter/View Other Information” option of the main switchboard.




On the next screen, select “Enter/View My Company Information”.




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You will now be given a window with multiple fields. This is the area in which you
specify the needed information about your business. You can, at any time, return here to
change the information. Fill in the appropriate information. When you are finished, press
the in the upper-right-corner of the “My Company Information” window.




Employees
Now that you have your company information entered into the database, you need to set
up your employee records. To do this, you will need to click on the “Enter/View
Employees” button of the “Other Information” switchboard (note: when you exited from
entering your company information in the previous step, you were returned to the “Other
Information” switchboard).




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In this area, you will be able to enter information for each of your employees. To do so,
click inside the first field labeled “First Name” and enter your employee‟s first name. To
continue entering information, you can simply hit either the „Enter‟ or „Tab‟ key on your
keyboard, or you may use the mouse and left-click inside of the next field in which you
wish to enter information.

If you enter an employee‟s information, then decide you want to change some of the
information; you can use the navigation buttons at the bottom of the screen to move
through your records. You can either move to the first or last entry, or forward or
backward one-at-a-time.




Once all of your employee‟s information has been entered, move your mouse pointer to
the top-left of the screen and click the menu option labeled “FILE”, causing a menu to
drop down. From that menu, click close. This will return you to the “Other Information”
switchboard.




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Products
Now that your employees are entered into the system, they need to know what they have
to sell and how much each product will cost. Since we haven‟t exited back to the
beginning switchboard, all that is needed to do is to select the “Enter/View Products”
button.




From here you are able to enter the Title and Price of a book. Begin left-clicking in the
field labeled “Product Name”. When you are ready to enter the price of a book, you may
either press the „Enter‟ or „Tab‟ key, or left-click in the „Price‟ field.




Once again, should you need to move back or forward to change a product‟s name or
price, you can use the navigation buttons located at the bottom of the screen.




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When you are finished, left-click on the “File” menu and choose the close command.
This will exit you out of the product entry phase and back to the “Other Information”
switchboard.




Payment Methods
To enter different payment methods that your business will be accepting, click the
„Enter/View Other Information” button on the main switchboard.




To access the payment section, press the “Enter/View Payment Methods” button.




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The following screen will appear where you can enter the method title as well as if the
type of payment is a credit card.




To enter different types of payment methods, click in the Payment Method field and enter
the payment type you wish to have. If you enter a method that is a credit card, be sure to
click on the Credit Card marker. Once you have entered the desired information, press the
„Enter‟ key on your Keyboard to move to the next entry screen.


Some examples could be:
          Visa (Credit Card)
          MasterCard (Credit Card)
          American Express (Credit Card)
          Cash
          Check

Keep in mind the navigation buttons at the bottom will scroll forwards or backwards to
make changes. When finished, choose Close from the “File” menu.




SHIPPing information
Now you need to decide how your business will send its goods to the customer. With this
program, you can enter as many different kinds of shipping methods as you wish.




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Click in the „Shipping Method‟ field and enter the type of shipping you will be handling.
Some of the more common methods are:
                              FedEX
                              UPS
                              United States Postal Service
                              Next Day
                              Overnight




Changes that need to be made to already entered methods may be changed at any time by
navigating forwards and backwards to the desired entry by using the buttons at the
bottom of the screen. When finished entering your desired types of shipping, choose
Close from the “File” menu.




Customer Information
Now that you have your database setup, you are ready to begin accepting orders. The first
item of business is to enter a customer‟s information into the database. To do this, return
to the main switchboard and press the “Enter/View Orders by Customer” button. This
will open up the Customer Interface.




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You will be given a screen that looks much like the following screen.




Start off by entering the customer‟s personal information: Name, Address, Phone
Number, etc. You may continue to enter customer information as many times as you


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want. As stated in earlier steps, the navigation buttons at the bottom of the screen will
help you move forwards and backwards to change any type of information necessary.

If a certain field is not known, it may be left blank. Leaving a field blank will not harm
the program, however fields should be completed if possible.




ORDERS
When you have finished entering a customer‟s information, it is time to take their order.
First, you need to locate the customer‟s information if it not currently on the screen. Do
so by using the bottom navigation buttons.




Once you have located a customer that would like to make an order, and their information
is showing on the screen, press the “Orders…” button at the bottom of the form.




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After you press the “Orders…” button, a new window will appear (see below). This is
where you select what books to send to the customer.




To start with the order entry process, you will need to select what employee is entering
the order. Do so by left-clicking on the down arrow located in the “Employee” field at the
top of the form. A drop down menu will appear containing a list of the employees you
entered earlier. Select the one who is entering the customers order.

Now that an employee has been selected, it is time to fill in what items the customer
wants. To do this, click in the white field under the “Product” column. When you do,
another drop down menu will appear. This menu contains a listing of all items that your
business has for sale. The items are listed in alphabetical order, from A to Z.

When an item is selected from the drop down menu, it is added to the order. However,
the item waits for the employee to enter the quantity of the item. This allows the
customer to order more than one book at a time should they feel the need. To change the
quantity of an item, left-double-click in the quantity field (note: if there is a number there,
it will be highlighted after the double-click) then enter the specified quantity.

The next column allows for a discount on a given item. Should there be a discount, enter
it into the “Discount” field. IMPORTANT: You must put the percent sign “%” after the
entered discount. If you enter a discount amount without using the percent sign, an error
will be given telling you to enter a number less than 100%.

You will notice that when a quantity is entered, the rest of the information on the form is
changed in accordance. Also, you have the ability to change the Sales Tax Rate and enter
the PO Number should these be needed.


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Shipping
To finish the customer‟s order, you need to enter the shipping information. Next to the
“Shipping Method” field is a drop down menu. Clicking on this will allow you to select a
type of shipping for the order.

Finally, we have included a feature that will allow your business to enter different
shipping information for an order. For instance, suppose a customer wants a book but
needs it delivered to a different address. All you have to do is click on the “Shipping
Options” button on the bottom left corner of the form and a new window will open. Enter
their desired “Ship To” address, and when finished, press the in the upper right corner.




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Finishing an Order
You are now ready to finish an order. After all pertinent information has been entered for
the customer, items, and shipping, you have two options: 1) Enter another order, or 2)
Exit and return to the Customer Information screen.
If you wish to enter another order, simply use the navigation buttons at the bottom of the
form to move to the next order form. However, if no more orders are necessary, then
choose Close from the File menu. Choosing to close this form and return will bring you
back to the following screen.




NOTE: Now when you return to the Customer Information screen you will notice that
they have an order listed. This shows the order and ship date, the total sale amount, how
many payments have been received, and the total amount due.




Payments
This function will be used when the customer makes a payment for their order. To enter
an order payment, the customer‟s information must be displayed on the screen. Use the
navigation buttons on the bottom of the screen to locate a customer‟s information if need
be.



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With their information displayed on the screen, click on the appropriate order that a
payment is being submitted on. For instance, if a customer has more than one order, click
in the field labeled “Order ID” in which a payment will be made for. Next, click on the
payment button on the bottom of the form.




Click in this field
if more than one
order is listed per
customer.




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The following is an example of a completed payment submission. Should you wish to
enter more payment options for the customer, use the navigation buttons at the bottom of
the screen to move to the next payment method submission. After you have finished
entering payment information, press the in the upper right corner to return to the
Customer Information screen.




When you close the payment screen, you will be returned to the Customer Information
screen. Here you will be able to take notice of the changes made to the customer‟s file:
            Amount Due will be less Total Payments




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Preview Invoice
To complete the sales process, there is one final step: the Invoice. To view the invoice for
a customer and their order, press the “Preview Invoice…” button on the Customer
Information screen.




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The next screen that opens will be a general overview of the Invoice. This screen will
give you a chance to enter any last comments, such as the payment terms and invoice
description. The amount that is due is listed, as well as the date the invoice was submitted
along with the order ID for the customer.




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When ready to print the Invoice, press the “OK” button at the bottom of the form. If you
wish to make changes, press the “Cancel” button to return to the customer‟s order history.

Upon pressing the “OK” button, the Invoice will be displayed on the screen. The Invoice
will also list your company‟s business information at the top left corner of the page. The
customer‟s order information will appear next, showing their order preferences. The next
section will show the “Bill To” and the “Ship To” information. Finally, a line-by-line
description of each ordered item is listed. This includes what has and what needs to be
paid for. The Invoice will end with the Subtotal, Additional Charges, Tax Information,
Total Payments, and Total Amount Due.

To print the Invoice, choose Print from the File menu. The Print dialog box will appear.
Here you can specify the amount of copies to print among other preferences; note,
however, that these are dependent upon the type of printer your business will be using.

Once you have printed the Invoice, click the “Close” button on the toolbar, or choose
Close from the File menu.

A Sample Invoice sheet has been supplied and is located in Appendix B.




Reports
We have included a way to print reports for your business as a way to track sales and
profits. These reports are as follows:
             Customer Listing Report
             Receivables Aging Report
             Sales by Customer Report
             Sales by Employee Report
             Sales by Product Report

To get to the Report section, you must click on the “Preview Reports…” button located
on the main switchboard. This will in turn take you to the “Report Preview” section.




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Once you have accessed the Report section, you will be able to choose what report you
would like to see.

Customer Listings Report
This report will give you a printout of your customers. These will be arranged by
company name in alphabetical order, followed by the contact at each company. Also
included are the city, state, phone number, and fax number of each of the listed
customers. (See Appendix A for Sample Report)

Receivables Aging Report
This report will give a listing, in reference to the company name, of any orders that are
being held. In other words, if an order is placed on October 14, 2002, but not shipped


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until October 15, 2002, that information will be found here. The Receivables Aging
report will tell what dollar amounts are outstanding in thirty day intervals up to 91+ days.
It will also give a total balance of aged goods. (See Appendix A for Sample Report)

Sales by Customer Report
The employee must enter a beginning and ending period in which they wish to generate a
report. Once generated, the report will show how many total unites a company has
ordered for that given time period. The report will also show the total dollar amount that
the company has been invoiced for. (See Appendix A for Sample Report)




Sales by Employee Report
Once a date range has been entered, a report containing each employee‟s sales history
will be yielded. This will include name, total unites, sales, and a grand total for sales.
(See Appendix A for Sample Report)




Sales by Product Report
A date range must be entered for this report as well. Once entered, a report yielding all
items sold will be displayed. Each sold item will be listed along with how many of that
item has been sold and a total sales amount for that item. The bottom of the report will
show a grand total for all items sold in quantity and dollar amounts. (See Appendix A for
Sample Report)




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Changing Switchboard
This option is to be used to change the layout and options for this tracking program.
However, one should not use this option unless they are well ad versed in using Microsoft
Access®. Should one decide to make changes to the switchboard, they will be able to do
any of the following among others:
             Change/Remove Reports
             Change Layout of Program
             Add/Remove Forms
             Add/Remove Fields Pertaining to Customer Information
             Add/Remove Fields Pertaining to Employee Information




Exit Program
To exit the program, there are three simple ways to do so.

1) Press the “Exit This Database” button on the bottom of the main switchboard.




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2) Press the in the top upper corner. Note, however, there may be more than one of
   these symbols. To see which one is the required one, point your mouse cursor to the
   button. A little message will appear saying either “Close Window” or “Close”. You
   want the one that says, “Close”.

3) Choose Exit from the File menu.




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