Table of Contents

• Introduction
• User Operations
  • Logging into the System
  • Changing Your Password
  • Viewing Your Daily Route List
  • Changing the Order of the Daily Route List
  • Viewing all of Your Customers
  • Viewing Customer Orders
  • Viewing the Product List
  • Viewing Detailed Product Information
  • Viewing a Purchase Order
  • Placing a Purchase Order
• Administrator Operations
  • Adding a New User
  • Deleting an Existing User
  • Viewing User List
  • Viewing User Information
  • Modifying User Information
  • Adding a New Customer
  • Deleting A Customer
  • Modifying Customer Information
  • Viewing the Entire Customer List
  • Adding a New Product
  • Deleting A Product
  • Modifying Product Information
  • Adding a New Order
  • Viewing All Orders
  • Deleting Orders
• Additional Help
• Appendix A: Error Messages
• Appendix B: Misc. Screen Dumps

Introduction

The Sales Routing System is a powerful software program developed specifically for the needs of Peachy Business Forms to control their daily sales routes. Easy to use commands and an intuitive interface allow staff members to immediately use the system as part of their day to day activities. Functions include the management of customers, products, purchase orders and sales territories (routes).

Key Features

The Sales Routing System includes the following features and capabilities:

Security

• Password protected access to information in the system.
• Constraints based on user privileges allow only relevant data items and operations to be seen by each user. Any menu items or buttons that provide access to restricted operations will be greyed out and inaccessible.
• Versatility: Powerful database features in the Sales Routing System allow the end user to view data in a number of different ways.

Ease of Use

• Control through drop down or tool bar menus and push buttons lets the end user access most of the Sales Routing System's functions.

Overview

The Sales Routing System is based around the concept of a central window. Using this central window provides a constant frame of reference for the remainder of the system.

This window is a standard Windows 95 application window. The window has the standard title bar, with the control box, minimize, maximize and close buttons. The border is resizable, and the contents of the window resize gracefully when the window itself is resized. Within the window there are several components that have become standard in Windows 95 applications. The menu bar, toolbar and status bar are all described below.

The main area of the application window is referred to as the "work area" in which the major functionality is displayed. The work area will display one of the following four areas of the system:

1. Customer Area
2. Products Area
3. Purchase Orders Area
4. Salesperson Area

Navigation between these areas can be accomplished in one of three ways, depending on which the end-user is most comfortable with:

1. using the View menu
2. using the toolbar
3. using the navigation buttons in the upper right corner of the work area

Each of the four product areas are described in detail later in this guide as they pertain to the end user (Salesperson) and administrator functions.

The security features as described above will be adequate to fill the needs of Peachy Business Forms -- the additional feature of greying out menu items inaccessible to the current user is a sensible idea. In general, a Windows 95 look and feel should be of great assistance in training the staff to use this system.

Overall control of the system from a central window is another feature that meets with our approval; however, in the above description, there is a reference to four main areas of the system. We are unable to find specific links to descriptions of these in the Table of Contents. Perhaps direct links to further information on these four areas could be provided.

One other major concern. Many members of the team have made comments against your chosen colour scheme in the screenshots. One member described them as a sort of coffee stain motif. It does not seem very appropriate that the system can resembles stains. It would be greatly appreciated if something could be done about this minor problem. We do not mean to be nit-picky but we do not feel it creates a suitable working environment as we hoped to attain with help from dHACs. If you would like to ask us for suggestions for a new colour scheme, please email Joseph Goethals or Keith Uyeno.

User Operations

Logging into the System

Overview

When any user/administrator wishes to access the system, the first step is to log into the system using the Login Dialog. When the system is started, the user will be presented with a dialog box consisting of two parts: the Username and the Password.

How to Log into the System:

1. After the system is started, type your Username into the appropriate field in the dialog box. If you are unsure of your Username, please contact your administrator for further instructions.
2. Type your Password into the appropriate field in the dialog box. The Password will not be shown on the screen (for security reasons) so care should be taken when entering it.
3. When both fields are filled with the appropriate information, click on the button marked "OK".
4. If the Username and Password were correct, the user be allowed to access the system. If for some reason either the Username or Password is incorrect, the user will be notified and allowed to attempt another login.
   

Changing your Password

Overview

A user may wish to change his/her password for any number of reasons. Passwords should always be kept secret.

How to Change your Password:

1. Using the mouse, select File->Change Password on the menu bar.
2. The user's Username will automatically appear in the field marked "User Name".
3. The user must then enter their current password in the "Old Password" field.
4. Enter the new password desired in the "New Password" field.
5. Repeat the new password in the "Confirm Password" field.
6. When all fields are filled, click "OK" to change the password.

Note: For security reasons, none of the passwords will actually appear on the screen when they are entered. Instead, they will appear as a series of asterisks. ENSURE PASSWORDS ARE ENTERED CORRECTLY.

Viewing your Daily Route List

Overview

The main function of the Sales Routing System is to allow salespeople to efficiently manage their sales routes. The Daily Route List for a user may be viewed by the user at any time. After a user logs into the system, the View Daily Route screen will appear. The View Daily Route screen can also be accessed through the menu bar.

How to view your Daily Route List:

1. Using the mouse, select View->Customers on the menu bar.
2. In the box marked "Select View" click on "My Daily List".

Changing the Order of the Daily Route List

Overview

To make users better able to manage their sales routes, the Sales Routing System allows individual salespeople to modify the order of their Daily Routes.

How to change the order of your Daily Route List:

1. Access the View Daily Route window. (See "Viewing Your Daily Route List")
2. Select the Customer to be moved by clicking the mouse in the box to the left of the customer entry. A pointer will appear in the box.
3. To move the customer entry up on the list, click the "Up" button. To move the customer entry down, click the "Down" button.

Viewing All Of Your Customers

Overview

A user may need to view his/her entire customer list, instead of just the Daily Route List for any particular day.

How to view all of your Customers:

1. Using the mouse, select View->Customers from the menu bar.
2. Click on the button marked "My Entire Route". A list of all of the customers belonging to the user will be displayed.

Viewing Customer Orders

Overview

A user may need to view the ordering information pertaining to a particular customer, either on his/her Daily Route or on their entire route.

How to view a Customer's Orders:

1. Access either the Daily Route List or entire route as necessary (See "Viewing Your Daily Route List" and "Viewing all of Your Customers" for more information).
2. Select the desired customer by clicking the mouse on the box to the left of the customer entry.
3. Click on the button marked "View Orders" on the top right of the window to view ordering information for that customer.

These two important view features seem straightforward and easy to use.

Viewing the Product List

Overview

The user can view the entire list of products that the company has to offer.

How to View the Product List:

1. Using the mouse, either select View->Products on the menu bar or click on the button marked "Products" in the work area.

Viewing Detailed Product Information

Overview

The user may view the detailed information for a particular product in the company's lineup. This includes product ID, motif number, name, number of items in stock, size, unit cost, and additional comments.

How to view Detailed Product Information:

1. View the product list (See "Viewing the Product List").
2. Select a product by clicking on the box to the left of the product entry in the list.
3. Select View->View Details from the menu bar.

Viewing Purchase Orders

Overview

The user may view a list of all orders placed by his/her customers.

How to view Purchase Orders:

1. Using the mouse, either select View->Purchase Orders on the menu bar or click on the button marked "View Orders".

Viewing Detailed Order Information

Overview

The user may view the detailed information pertaining to a customer's purchase order. This information includes the order number, the salesperson who handled the order, the customer who placed the order, the product ordered, and the quantity ordered.

How to view Detailed Order Information:

1. Access the Purchase Orders screen (See "Viewing Purchase Orders").
2. Select an order entry by clicking on the box to the left of the order entry in the list. Then either click the "View Details" button or select View->View Details from the menu bar.
3. Alternatively, detailed information can be viewed by simply double-clicking on the entry in the list.

Placing a Purchase Order

Overview

The user, upon receiving an order from a customer, may place the order into the database.

How to place a Purchase Order:

1. Access the Purchase Order screen (See "Viewing Purchase Orders").
2. Using the mouse, select Items->Add from the menu bar.
3. A form will be displayed requesting the relevant information.
4. The "Salesperson" field will automatically be filled in with the user's username.
5. Click on the arrow to the right of the "Customer" field. Hold the mouse button. Highlight the customer that is placing the order. Release the button. If an incorrect customer was accidentally placed in the field, repeat this step until the correct customer is placed into the field.
6. Enter the Product ID, the Motif Number and the Product Name into their respective fields.
7. Ensure ALL information is correct, and click on the "OK" button. Note: If any of the fields are left out or filled in incorrectly, the user will be notified and prompted to correct the fields in question.

Administrator Operations

Adding a New User

Overview

When the administrator wishes to add a new user to the Sales Routing System database, a window appears in the work-area on the screen. This window allows the administrator to enter the name, phone number, cellular number, e-mail address, pager number, maximum visits per day, and any pertinent comment about this new user by using the keyboard. Additionally, the administrator can choose the territory and security level for this new user through a pull-down menu.

How to Add a New User:

1. Using the mouse, click the button called "Enter Information".
2. Enter in the appropriate information into the data fields using the keyboard and/or mouse where appropriate. Specific fields can be selected using the mouse or the tab key.
3. Using the mouse, click the button called "OK" to save the information about this new user in the database. To cancel this operation and discard all information, click the button called "Cancel".

Deleting an Existing User

Overview

When the administrator wishes to delete an existing user in the Sales Routing System database, the administrator must access the User Work Area to display a list of users and from this list, a specific user may be deleted.

How to Delete an Existing User:

1. Using the mouse, click on a specific user.
2. Using the keyboard, press the delete key. This specific user should now be deleted from the list.

Viewing User List

Overview

When the administrator wishes to view a list of the users in the Sales Routing System database, the administrator must first access the User Work Area and from this screen, a list of all the users of the system may be displayed.

How to View the List of Users:

1. Using the mouse, click on the button at the top of the screen called "Users". A new screen should appear in the work area, listing all the users in the database.

Viewing User Information

Overview

When the administrator wishes to view the detailed information about an existing user in the Sales Routing System database, a specific user must be selected from the User Work Area.

How to View Detailed Information about a User:

1. Using the mouse, select a specific user by clicking on it.
2. Using the mouse, click on the button in the upper left corner of the screen called "View User". A new screen should appear in the work-area that shows the detailed information about that particular user.

Modifying User Information

Overview

When the administrator wishes to change the information about an existing user in the Sales Routing System database, a window appears in the work-area on the screen. This window allows the administrator to change various attributes including the name, phone number, cellular number, territory, e-mail address, pager number, security level, maximum visits per day, and comments about this user.

How to Modify the Information about an Existing User:

1. Select the data field that is to be modified by using the mouse or the tab key.
2. Change the information in that field using the keyboard or mouse as required. Old information may be erased from the field by using the backspace key.
3. When finished modifying the desired fields, exit the screen. A dialog box should appear. Using the mouse, click the button called "OK" to save the updated information about this user in the database. To cancel this operation and discard all changes, click the button called "Cancel".

Adding a New Customer

Overview

When the administrator wishes to add a new customer to the Sales Routing System database, a window appears in the work-area on the screen. This window allows the administrator to enter the company name, street address, postal code, phone number, e-mail address, fax number, comments about the company, contact's name, contact's phone number, contact's e-mail address, date of last contact, and the date of next contact by using the keyboard. Additionally, the administrator can choose enter the city and province that this company is located through a pull-down menu.

How to Add a New Customer:

1. Using the mouse, click the button called "Enter Company Information".
2. Enter in the appropriate information into the data fields pertaining to the company using the keyboard and/or mouse where appropriate. Specific fields can be selected using the mouse or the tab key.
3. Using the mouse, click the button called "Enter Contact Information".
4. Enter in the appropriate information into the data fields pertaining to the company's contact person using the keyboard. Specific fields can be selected using the mouse or the tab key.
5. Using the mouse, click the button called "OK" to save the information about this new customer in the database. To cancel this operation and discard all information, click the button called "Cancel".

Deleting an Existing Customer

Overview

When the administrator wishes to delete an existing customer in the Sales Routing System database, the Route List screen must be accessed first. >From this screen, a list of customers can be displayed from which the administrator may delete a particular customer.

How to Delete an Existing Customer:

1. Using the mouse, click on the button in the lower right of the screen called "All Customers". This should bring up a list of all the customers in the database.
2. Using the mouse, click on a specific user that is to be deleted.
3. Using the keyboard, press the delete key. This customer should now be removed from the list of customers.

Modifying Customer Information

Overview

When the administrator wishes to change the information about an existing customer in the Sales Routing System database, a window appears in the work-area on the screen. This window allows the administrator to change various attributes including the company name, city, province, postal code, phone number, e-mail address, fax number, comments about the company, contact's name, contact's phone number, contact's e-mail address, date of last contact, and the date of next contact for this customer.

How to Modify the Information about an Existing Customer:

1. Select the data field that is to be modified by using the mouse or the tab key.
2. Change the information in that field using the keyboard or mouse as required. Old information may be erased from the field by using the backspace key.
3. When finished modifying the desired fields, exit the screen. A dialog box should appear. Using the mouse, click the button called "OK" to save the updated information about this customer in the database. To cancel this operation and discard all changes, click the button called "Cancel".

Viewing the Entire Customer List

Overview

When the administrator wishes to view all of the customers in the Sales Routing System database, the Route List screen must be accessed first and from this screen, a list can be displayed.

How to View the Entire Customer List:

1. Using the mouse, click on the button in the lower right of the screen called "All Customers". A new screen should appear in the work-area showing a list of all the customers in the database.

Add a New Order

Overview

When the administrator wishes to add an order to the Sales Routing System database, the user must select the function Add a New Order from the modules work area. The user must specify all the information in the Add a New Order screen. The order numbered is automatically, so there is no need to enter in the order number.

How to Add a New Order:

1. Using the mouse, from the main work area, choose the "Modules" tab.

After much scrutiny, no "Modules" tab can be found. Is this supposed to be the "Order" tab on the main work area?


2. Using the mouse, click twice on the "Add a New Order" icon.
3. Once the screen appears, the user must enter in all the information. The customer identification field provides a pull down menu, so the user does not need to remember the identification number. The salesperson is also a pull down menu. The date which is specified by the format **/**/**, is generated by the system, and does not need to be entered in by the user.

This system must be truly powerful if it allows for salespeople to be items in a pull down menu. One can only hope that our computers will have enough memory to enable this :). On a more serious note, in what particular order is the date format to be generated - year/month/day or year/day/month?


4. Click the "OK" button, when finished.
5. A confirmation screen will appear, the user can either confirm the the entry of a new order or cancel it. If the user confirms the addition, the order will be successfully added on the system.

Add a New Product

Overview

When the administrator wishes to add a new product to the Sales Routing System database, the user must select the function Add a New Product from the modules work area. The user must specify all the information in the Add a New Product screen. The order numbered is automatically, so there is no need to enter in the order number.

How to Add a New Product:

1. Using the mouse, from the user's work area.

Is it necessary to click the "Product" tab from the main work area in order to access the screen above? This step seems to preparing to say that but it never does.


2. Using the mouse, click twice on the "Add a New Order" icon.

So to add a new product, a person selects "Add a New Order"? Selecting "Add a New Product" would make more sence. Plus the only button I see on the screen is the "Add" button, is that what is being referred to?


3. Once the screen appears, the user must enter in all the information. The product number, Motif Number, Name of the product, Unit Size, Size, Price per Unit, and comments must be filled to it entirety before this product can be added.

Just for clarity, in what particular ways can one enter the relevant product information? Can fields be selected at will by mouse clicks (single or double), or sequentially left to right by using the 'tab' key?


4. Click the "OK" button, when finished.
5. A confirmation screen will appear, the user can either confirm the the entry of a new order or cancel it. If the user confirms the addition, the order will be successfully added on the system.

This portion does not describe what would happend a user tried to add a Product-Motif number that already existed in the system. Would the error occur or would the confirmation screen still appear?

Deleting an Existing Product

Overview

When a user wishes to delete a product from the database.

How to delete a Product:

1. List all the products (see List all Products).
2. Using the mouse button, to highlight the product.
3. Press, the delete button.

Modifying Product Information

Overview

If the administrator wishes to change information about a particular product, it can be done by highlighting the product that needs to be changed in the view orders screen. While highlighted the user must click on the "details" button. When the screen appears the user can change any of the fields they wish to change. They may add more information in the comments area without deleting any of the previous information.

How change Product Information:

1. Get a listing of the orders.
2. Highlight the product that needs to be changed.
3. Using the mouse button, click on the "details" button.
4. Change any of the information listed.
5. When the information is correctly changed, the new product information will be saved on the system.

Add a New Order

Overview

When the administrator wishes to add an order to the Sales Routing System database, the user must select the function Add a New Order from the modules work area. The user must specify all the information in the Add a New Order screen. The order numbered is automatically, so there is no need to enter in the order number.

How to Add a New Order:

1. Using the mouse, from the main work area, choose the "Modules" tab.
2. Using the mouse, click twice on the "Add a New Order" icon.
3. Once the screen appears, the user must enter in all the information. The customer identification field provides a pull down menu, so the user does not need to remember the identification number. The salesperson is also a pull down menu. The date which is specified by the format **/**/**, is generated by the system, and does not need to be entered in by the user.


There is no mention on putting products on the order. Additionally, this section is not in the same order as indicated by the table of contents.


4. Click the "OK" button, when finished.
5. A confirmation screen will appear, the user can either confirm the the entry of a new order or cancel it. If the user confirms the addition, the order will be successfully added on the system.

Deleting an Order

Overview

When the administrator wishes to delete an order from the Sales Routing System database, button will appear on the top right hand corner of the screen indicating View Orders. The user must click on this button to access the orders. To delete the order "something" must be selected. When this screen appears the administrator must delete the order.

How to Delete an Order:

1. Using the mouse, click the button called "View Orders".
2. Using the mouse, highlight the order you wish to delete.
3. Using the mouse, click the "Delete" key.
4. A confirmation screen will appear, from this the user must click "OK" if they want to delete, or "Cancel" if they don't wish to delete the order.

Viewing the Orders

Overview

When the administrator wishes to view the orders from the Sales Routing System database, the button which appears on the top right hand corner of the screen indicating "View Orders" must be clicked once. The administrator can either view all the orders on the system, or choose to view only a particular salespersons orders.

How to View the Orders:

1. Using the mouse, click the button called "View Orders".
2. Using the mouse, select which way you want the list to be sorted.
3. A list of orders should appear according to the sorting method selected.

Additional Help

Additional assistance can be obtained by calling the dHACs support line at 1-800-SRS-HELP (1-800-777-4357). Our staff will be pleased to help with any questions related to the system operation.

APPENDIX A ERROR MESSAGES

The following error messages may appear from time to time during operation of the system:

Appendix B Misc. Screen Dumps

Sample Report

Find Dialog

Exit Dialog