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					                 ConnectedStore
                                        Documentation
                                              Updated: 25/2/10




Contents
1.   Installing ConnectedStore
     1.1. Requirements
     1.2. Installing MySQL database server
     1.3. Installing ConnectedStore Clients
2.   Initial Configuration
     2.1. First run of ConnectedStore
     2.2. Initial Login details
3.   Application Settings
     3.1. Adding your business details
     3.2. Adding Branches
     3.3. Adding users
     3.4. Image Storage
     3.5. Webshop settings
4.   Customers
     4.1. Adding a new customer
     4.2. Editing customer details
     4.3. Exporting customers
     4.4. Importing customers
5.   Suppliers
     5.1. Adding a new supplier
     5.2. Editing an existing supplier
     5.3. Supplier Options
     5.4. Supplier Purchase orders
     5.5. Exporting suppliers
     5.6. Importing suppliers
6.   Products
     6.1. Adding a product
          6.1.1. Product details
          6.1.2. Advanced
          6.1.3. Option Groups
          6.1.4. Images
     6.2. Product Options
          6.2.1. Adding an option group
          6.2.2. Adding product options
          6.2.3. Modifiers
    6.3. Exporting Products
    6.4. Importing Products
7. Stock
    7.1. Adding stock
    7.2. Editing stock details
    7.3. Supplier Returns
8. Orders
    8.1. Adding a new order
         8.1.1. Selecting customer
         8.1.2. Delivery Details
         8.1.3. Selecting products
         8.1.4. Stock availability
    8.2. Editing an existing order
         8.2.1. Updating product status
         8.2.2. Product status changes
         8.2.3. Payments
9. Webshop
    9.1. Setup guide
    9.2. Configuring ConnectedStore
    9.3. Testing
    9.4. One click approach
10. Dashboard
    10.1. Sales By Salesperson
    10.2. Sales By Store
    10.3. Sales By Product
    10.4. Sales By Supplier
11. Reports
    11.1. Order Reports
    11.2. Pick Lists
    11.3. Stock Check



Feedback

ConnectedStore is currently in BETA and we value all your feedback! Send feedback to
feedback@connectedstore.co.uk . We are offering 10% off the ongoing costs of ConnectedStore for feedback
provided.
    1. Installing ConnectedStore
1.1 - Requirements

Server
You need a machine to act as a server for the database and product images. This machine must be accessible
by the other PCs that will have ConnectedStore installed. The machine will need Windows XP,2000, Vista,7.
The specification depends on the amount of PC’s that will be accessing ConnectedStore. We would
recommend a minimum of 3GB of RAM.

Client PCs
ConnectedStore requires Windows XP, Vista or 7. The Microsoft .NET framework is also required – this will be
downloaded automatically if the machine doesn’t have it ( a free download from Microsoft )

1.2 - Installing MySQL Server
To download MySQL server:

http://dev.mysql.com/downloads/mysql/

Select the download you require. For most people this will be the 32Bit installer for Microsoft Windows.

Windows (x86, 32-bit), MSI Installer


If you have a 64Bit version of Windows, download the 64Bit version.

Windows (x86, 64-bit), MSI Installer

For a full guide on installing MySQL server, please visit:

http://dev.mysql.com/doc/refman/5.0/en/mysql-install-wizard-starting.html

Installing MySQL is pretty simple – the default options it has selected in the Wizard are sufficient for a basic
setup. You will need to write down the PC’s name ( as it appears in the network – e.g. server – and the
username and password you use for the MySQL setup – e.g. username: root, password: abc123 )

1.3 - Installing ConnectedStore
Visit the ConnectedStore download page, (http://www.connectedstore.co.uk/download.html ) and click on the
link to download. When you have downloaded the file, double click the file to run and install. Repeat this on all
the PC’s you need ConnectedStore installed on.
2. Initial Configuration
The first time you run ConnectedStore on a PC, you will be presented with the database settings window. This
will ask for the location, username and password of your MySQL server. Enter these and click on the Test
Connection button. You should see a Connection Successful message if everything is setup ok.

        MySQL host not found – the machine name/location you have specified isn’t reachable from the PC
         you are on. Either the name is wrong, or you cannot reach this machine on your network. Check the
         PC name, and then check any firewall settings on the MySQL server machine – Port 3306 must be
         open on the server machine.

        Access denied – you have supplied the incorrect username and/or password. Amend and re-test.

If this is the first time you have run this, then ConnectedStore has just automatically created the database on
your MySQL server for you! This is a blank database ready to be populated.




Did you know: You can setup the database server on the same machine as ConnectedStore. Just
install MySQL, and then install ConnectedStore on the same machine. Enter the server location as
localhost, with the username and password you supplied.

2.1 - INITIAL LOGIN DETAILS:

USERNAME: ADMIN
PASSWORD: PASSWORD
3 - Application settings

3.1 – Adding your business details




                                     Business Settings Window

Click on the Menu item Application > Settings > ConnectedStore Business Settings

Enter the details asked for in the Business Settings Window. The administrator username and
password are currently the default admin and password. You should change these.

Administrator Details

An administrator is not a user – the administrator cannot use any of the ConnectedStore
functionality – just change settings. By logging into the administrator account when you installed
ConnectedStore, you are setting up the software, adding branches and users.

Customer Communications

ConnectedStore will automatically send out purchase order emails. To do this, it needs the SMT P
settings of your business. You can either get these from the IT department, or from your Internet
Service Provider. When you have entered the details, click on the Send Test Email button. You
should receive a test email which will confirm the settings a re correct.

How We Work

More options will appear in here in the future, you can currently chose to only add customers
orders to Purchase orders when the customer has paid the balance of their order.

ConnectedStore License

After purchasing ConnectedStore, you can add your license code in here. This unlocks the software
based on your requirements.
3.2 Adding Branches




Add a branch using the Add Branch Window.

Application > Settings > Branches (Add tab at the top of the window)

Single Branch Setup

If you only have one branch, just enter these details and leave the ‘Branch gets stock from this
branch’ empty. Click Add New branch. After adding the branch, go into the view tab, double click on
the branch you have added, and then select the branch from the ‘receives stock from branch’ then
click save changes.

Multiple branches with a warehouse

If you have multiple branches with a warehouse, add the warehouse first. Then add each branch
and chose this warehouse as the stock branch for each of the branches.

There are many combinations you can setup. Just add branches and select which branch each gets
the stock from.
3.2 – Adding users
Add a user using the Add User Window.

Application > Users > User List (Add tab at the top of the window)

Enter the user details. You should select the store (branch) that the user works in. This means any
orders the user creates will be located at this branch, any stock the user adds will be added to this
branch. (Remember: if your Glasgow branch receives stock from the Warehouse, then only users at
the warehouse should/will be adding stock – which will be available to the glasgow branch)

Click on the view tab for a list of users

Double click on a user in the list to edit the user details.




You can set a users sales target by entering it in the sales target box. This will show you whether
the salesperson is performing to targets in the dashboard. You can also enable/disable the account
– which will allow/disallow logging in.

Permissions
When you add a new user, make sure you set their permissions according to their role in the
branch. This is as simple as changing the dropdowns and giving them either No Access/Read
Only/Read Write access.

No Access – the user cannot access this area
Read Only – the user can see information, but cannot change anything
Read Write Access – the user can see and update information


3.4 – Image Storage
Application > Settings > Database and Image Storage (image path tab)

This is the folder location for any images stored for products in your database. This is a shared
folder that should be setup that can be accessed from the client computers on your network, with
read/write access. When someone adds a photo to a product, it will be copied here into a folder
structure for each product.

All the client machines will look to this same path. So you set this up once, and all client machines
will attempt to use this same path.

Tip: Adding the database settings needs to be done on all client machines. All other settings only
need to be done once for all clients to see them.

3.5 – Webshop Settings
Application > Settings > Webshop

Enter the URL to your webshop, and your webshop login username and password ( the
administrator account on your webshop ). Select a branch that will process orders from the
webshop, and a salesperson which will be credited from the webshop sales. This would normally be
a webshop manager member of staff.

Click Test Settings then Save Changes.

Tip: ConnectedStore currently integrates with OpenCart – an opensource shopping cart system.
4 – Customers
4.1 – Adding a customer
Customers > Add

Enter the customers address details in the boxes provided to add a customer.

4.2 – Editing customer details
Customers > View

Enter part of the customer’s name in the search box at the top left of this window. Double-Click on
the customer in the list. Simply change the details at the bottom of the screen, and then click Save
Changes.

4.3 – Exporting customers
Customers > Export

You can either export the list to the screen (and copy paste as you require) or, click export to file.
Exporting to file will open a dialogue asking you where you would like to save the file. Save the file
and you can now open this in an application (e.g. Microsoft Excel)

4.4 – Importing customers
Customers > Import

Click on import from file to locate and import the customers file. The format of this file should be
EXACTLY the same as the export file. So you should export a customer list and use this as a
reference. If you don’t include a customerID (for example, if this is a list of new customers) then the
customers will simply be added to the database. If you are updating a previously exported customer
list, because the CustomerID is present, the customer details for the existing customer will be
updated.




5 – Suppliers
5.1 – Adding a supplier
Suppliers > Add

Enter the supplier address details in the boxes provided to add a supplier.

5.2 – Editing supplier details
Suppliers > View
Enter part of the suppliers name in the search box at the top left of this window. Double-Click on
the supplier in the list. Simply change the details at the bottom of the screen, then click Save
Changes.

5.3 – Supplier Options




Suppliers > View > [Select Supplier] > [Supplier Options Tab]

       Maximum items on purchase order: when you enter a number in this box, the purc hase
        order will automatically be emailed to the supplier when the number is reached. Entering 1
        in this box will send a purchase order every time an item is ordered. ( for example )

       Minimum purchase amount: when you enter a number in this box, the purchase order will
        not be sent until it reaches this minimum amount ( or, if you have set the maximum items
        as well, it will be sent when it either reaches either )

       Automatically email purchased order when full – if this is ticked, when the purchase order I
        has either reached its maximum items, or minimum purchase amount – it will be emailed to
        the supplier without any user intervention required. If this isn’t ticked, the system will
        create the new purchase order to add items as it would normally, but it won’t ema il the
        supplier the full purchase order.

       Mark all supplier products as delivered straight from supplier/Mark all supplier products as
        delivered by us. This allows you to quickly mark all the products to be delivered by either
        yourself or the supplier. You can also change each individual product manually if you wish,
        by going into the product page and setting it there. When products are set to be delivered
        by the supplier, the supplier purchase order will contain the customers delivery details. If
        you deliver the goods, the selected warehouse for the store your logged into will have its
        address details added to the line in the purchase order.
5.4 – Supplier purchase orders
Suppliers > Purchase orders

This contains all open and closed purchase orders that the system has created. Double click on a
purchase order to view its items. You can manually close a purchase order at any time by clicking on
the ‘close purchase order and mark as sent’. You can also print the purchase order by clicking the
print button.

5.5 – Exporting suppliers
Suppliers > Export

You can either export the list to the screen (and copy paste as you require) or, click export to file.
Exporting to file will open a dialogue asking you where you would like to save the file. Save the file
and you can now open this in an application (e.g. Microsoft Excel)

5.6 – Importing suppliers
Suppliers > Import

Click on import from file to locate and import the suppliers file. The format of this file should be
EXACTLY the same as the export file. So you should export a supplier list and use this as a reference.
If you don’t include a supplierID (for example, if this is a list of new suppliers) then the suppliers
will simply be added to the database. If you are updating a previously exported customer list,
because the supplierID is present, the supplier details for the existing supplier will be updated.
6 – Products
6.1 – Adding a product
Products > Add

A product is something you can sell. Don’t confuse this with STOCK which is physical products you
have in your store/warehouse. A product is something you can sell, which might have various
options available (colours, materials etc.)




6.1.1 – Product Details
Enter all the product details in the boxes provided. You must also select the product supplier. If you
haven’t done this yet, close this window and add the supplier first. The weight and size don’t have
any specific measurement unit – so when adding all your products, just make sure you use the same
measurement/weight unit for them all (e.g. kg, inches) . Click on ‘Add Product’ when you are
finished. You must now go into the products tab and double click on your new product in the list to
add more details if required.

6.1.2 – Advanced tab
You can enter the lead time for this product. This means, when plac ing an order, if the product isn’t
in stock – the salesperson will be warned of the lead time for this item. This will be confirmed with
the customer as being acceptable.

You can also set this specific product to be delivered directly to the customer if re quired.

Tip: when you have entered all your products, you can quickly set all your products to delivered by
you/your supplier in the supplier window. ( supplier options )
6.1.3 – Option Groups tab
Important: if you require product options for this product , go to step 6.2 in this guide. Step 6.2
shows how to add available options to ConnectedStore. When you have done this, they will
appear in this list – and you can set the options for this product.

Simply select out of your available options and click on t he right arrow in the center. To remove,
click on the option in the right box, and click the left arrow.

6.1.4 – Images tab
Before you can use the images tab, make sure you have set the image path in settings. ( 3.4 )

Simply click ‘add image’ and browse to the product image on your computer. When you click ok, the
image is then copied into the shared images folder for everyone to see. You can add as many
images to a product as you like, and you can also set an image as the ‘main product image’, by
selecting it in the list and clicking the ‘set selected as main product image’ button. This main image
will now appear beside the product when viewing.

6.2 – Product Options
Product options are available options for products that have them. For example, you can cre ate an
option group called productcolours. This might contain 4 available colours. You would then go into
each product and attach productcolours to the product. The customer can then select out of the 4
available colours for this product.

Option Group – a set of options that are available for a product(s). e.g. Colours
Option value – an option that sits inside the option group. E.g. blue
Modifier – how this option changes the original product price/weight/size ( if it does ). E.g. blue
products cost £25 more.

Real life example

Small sofa. Available in 3 colours and 2 materials.
Large sofa. Available in 3 colours and 3 materials.

If the 3 colours that are available for both these products are the same ( e.g. reg/green/blue ) and
they both have the same affect on cost price/size/weight, then you can create on option group and
use it for both.

Option group: Sofa Colours
Option: Red
Option: Green
Option: Blue

You can now goto these products and select this available option Sofa Colours for both of these
products.

You can see though, that the material choices are different. So we will have to create 2 different
option groups ( one for each product ).
Option group: Sofa 1 materials
Option: Cotton
Option: Leather


Option group: Sofa 2 materials
Option: Cotton
Option: Leather
Option: Plastic

6.2.1 – Adding an option group
Products > Product options tab

Click on add group at the bottom left. The new option group will appear in the tree view. Click on
the new option group and the option group details will appear. You ca n give this group a name (e.g.
colours) and click save changes.




6.2.2 – Adding product options
First, click on the option group you wish to give options. Now click the ‘add option’ button at the
bottom left of the window. You will notice a small + appea rs beside the option group, click this to
expand the options view and you will see the ‘new option’ click on this. This shows the option
details view and you can give this option a name ( e.g. blue ).
6.2.3 – Modifiers
When you select an option, you can also set how this option affects the product(s) that you
associate it with. E.g. the option of leather will add to the cost price from your supplier and also the
amount you sell the product for.

Enter these changes in the boxes provided. If value goes up bec ause of this option ( e.g. the cost
price from the supplier goes up by £25 ) then just enter 25 in the cost price modifier. If the value
goes down, then enter a negative value ( e.g. -25 )

				
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