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Version # 1.1 Smart Guide for SmartTrade Community Last updated: 20-Nov-09 Printed: 20-Nov-09 of 19

Version 4.0

SmartTrade Community

• Sending and Receiving Work Orders

• Sending and Receiving Job Notes


Copyright © 2009 SmartTrade Ltd All rights reserved First printing, October 2009 SmartTrade Ltd PO Box 8254 Symonds Street Auckland 1150 NEW ZEALAND Telephone from New Zealand 0800 EASYHELP (0800 327 943) Telephone from Australia 1800 350 495 Website www.smarttrade.biz Email [email protected]


Contents

1 Overview ........................................................................................................................................... 4

2 Getting Started ................................................................................................................................ 4

2.1 SmartTrade Community License Keys .................................................................................................... 4

2.2 Setting up SmartTrade Community for the Master ............................................................................. 5

2.3 Setting up SmartTrade Community for the Sub-contractor.............................................................. 8

3 Sending Work Orders from Master to Sub-contractor ............................................................11

4 Receiving a Work Order from Master ........................................................................................14

5 Sending Job Note Updates ............................................................................................................16

6 Receiving Job Updates ..................................................................................................................17

7 Appendices ......................................................................................................................................18

Appendix A – Trouble Shooting ........................................................................................................................... 18

Appendix B – Frequently Asked Questions ....................................................................................................... 19


1 Overview SmartTrade Community is a new module that allows two or more companies who use the SmartTrade system to share information about jobs. It is critical that a stable internet connection is available as this is necessary to send work orders, receive work orders, send job notes and receive job notes. If the internet connection is unavailable, information cannot be shared between the two companies. You must be running version 4.0.396.0 (or later) of SmartTrade Office. For the purposes of this user guide, the SmartTrade company who sends work orders to another SmartTrade company will be called the Master. The SmartTrade company who receives the work order will be called the sub-contractor. A “synchronise” function is required to receivereceivereceivereceive updates from the Community, but not to sendsendsendsend updates – this is done automatically.

2 Getting Started

2.1 SmartTrade Community License Keys Both the Master, and the sub-contractor’s company need to be running SmartTrade Office. You will both need to purchase a license key to use the SmartTrade Community module.

Part of the process of issuing a license key for the SmartTrade Community, your unique customer identifier (GUID) is given to SmartTrade Support team to set up in the Community database.


2.2 Setting up SmartTrade Community for the Master This is the process for setting up the SmartTrade Community for the Master. It is required initially to set up the first sub-contractor, and will need to be re-run each time you want to add a new sub-contractor to your Community.

1. Click the Top Toolbar: Tools Tools Tools Tools �� SmartTrade Community SmartTrade Community SmartTrade Community SmartTrade Community �� Update SmartTrade User ConnectionsUpdate SmartTrade User ConnectionsUpdate SmartTrade User ConnectionsUpdate SmartTrade User Connections

2. This will search for all sub-contractors who have a valid SmartTrade Community License Key and have been identified as being one of your sub-contractors.

3. If you already have the sub-contractor set up in your SmartTrade system as a Supplier, a “Merge” screen is displayed. It is important to merge your existing sub-contractor with the new sub-contractor in order for the two SmartTrade systems to talk to each other. Click the MergeMergeMergeMerge button.


4. If you do not have the sub-contractor set up as a Supplier, an Add New Supplier screen is opened so the sub-contractor can be saved as a Supplier. Enter information into all the mandatory fields, then click SaveSaveSaveSave and CloseCloseCloseClose.

5. The SmartTrade User Connections screen now shows the Sub-contractor(s) you are connected with, and who you can send Work Orders to.


6. Click the Top Toolbar: AdministrationAdministrationAdministrationAdministration �� PreferencesPreferencesPreferencesPreferences ��PluginsPluginsPluginsPlugins Click the STCommunity tab.STCommunity tab.STCommunity tab.STCommunity tab.

7. Choose whether you want Auto Synchronise ON or OFF.

If you are wanting to Auto Sync, choose a frequency between 1 and 60 minutes.

8. Click SaveSaveSaveSave, then click CloseCloseCloseClose.


2.3 Setting up SmartTrade Community for the Sub-contractor This is the process for setting up the SmartTrade Community for the sub-contractor. It is required initially to set up the master, and will need to be re-run each time you want to add a new master to your Community

1. Click the Top Toolbar: Tools Tools Tools Tools �� SmartTrade Community SmartTrade Community SmartTrade Community SmartTrade Community �� Update SmartTrade User ConnectionsUpdate SmartTrade User ConnectionsUpdate SmartTrade User ConnectionsUpdate SmartTrade User Connections

2. This will search for all masters who have a valid SmartTrade Community License Key and have been identified as being one of your masters.

3. If you already have the master set up in your SmartTrade system as a Client, a “Merge” screen is displayed. It is important to merge your existing master with the new master in order for the two SmartTrade systems to talk to each other. Click the MergeMergeMergeMerge button.


4. If you do not have the master set up as a Client, an Add New Client screen is opened so the master can be saved as a Client. Enter information into all the mandatory fields, then click SaveSaveSaveSave and CloseCloseCloseClose.

5. The SmartTrade User Connections screen now shows the Master(s) you are connected with, and who you can receive Work Orders from.


6. Set up the frequency of Auto Synchronising as follows: Click the Top Toolbar: AdministrationAdministrationAdministrationAdministration �� PreferencesPreferencesPreferencesPreferences ��PluginsPluginsPluginsPlugins Click the STCommunity tab.STCommunity tab.STCommunity tab.STCommunity tab.

7. Choose whether you want Auto Synchronise ON or OFF.

If you are wanting to Auto Sync, choose a frequency between 1 and 60 minutes.

8. Click SaveSaveSaveSave, then click CloseCloseCloseClose.


3 Sending Work Orders from Master to Sub-contractor

This is the process for the Master to send work orders to a sub-contractor.

1. Create a new job. Ensure the Initial Job Note contains all the notes you want to send to the sub-contractor.

2. Click Dispatch Actions => Send Work OrderDispatch Actions => Send Work OrderDispatch Actions => Send Work OrderDispatch Actions => Send Work Order

3. An Add New Work Order screen is opened. The Internal Note includes all the text shown below, plus all the

text from the Initial Job Note (up to a maximum of 3000 characters).


4. Choose which sub-contractor you want to send the work order to from the Supplier* drop-down list.

5. Add more notes, or change the notes if required. Choose a Status if required.

6. Click SendSendSendSend. A message is displayed to confirm the Work Order has been sent.

7. The Job’s History tab shows the date and time the Work Order was sent, by who, and to which sub-contractor.

8. At the same time, an email is automatically sent to your sub-contractor to say the Work Order has been sent to them, and if they synchronise their SmartTrade Community, the Work Order will be created as a new job in their SmartTrade system. The email includes all the details that appear in the Work Order Note. Here is a sample…


9. The Find Jobs screen now shows the job with an Internal StatusInternal StatusInternal StatusInternal Status of Work Order SentWork Order SentWork Order SentWork Order Sent.


4 Receiving a Work Order from Master

This is the process for the Sub-contractor to receive work orders from a Master.

1. Select ToolsToolsToolsTools �� SmartTrade CommunitySmartTrade CommunitySmartTrade CommunitySmartTrade Community ��SynchroniseSynchroniseSynchroniseSynchronise from the Top Toolbar.

2. A Download Confirmation screen is displayed and gives you information about how many Work Orders you have received and how many Job Note Updates you have received from the Master.

3. Open Find Jobs and search for new jobs just created. They will have a Job Internal Status for a new job. The Client for each of the jobs will be the name of your Master.


4. To quickly see what the new job entails, right-click on the new job and click View LatestView LatestView LatestView Latest NoteNoteNoteNote. The Notes from the Work Order can be seen in the small box.

5. If you prefer to change the Client’s name on the job to be the actual person you will be doing work for, simply

change the name from the Update Job screen. Even if the Client’s name is changed, any Job Notes you want to send back to the Master will still find the original job.


5 Sending Job Note Updates Job Notes can be added by either party in the community and sent back to the originating job. A sub-contractor’s job note can be sent back to the Master, and/or the Master can add more job notes to the original job and send to the sub-contractor to update their job.

9. The Master edits the Job that they created the Work Order from, Or, the Sub-contractor edits the Job that was created from the Work Order.

10. Add a New Note and tick the “Send to work orderSend to work orderSend to work orderSend to work order” option.

11. Choose who you would like to send the Note to from the list of your Sub-contractor(s) and Master(s) who are in your SmartTrade Community.

12. Click SaveSaveSaveSave, then click ClosClosClosCloseeee.

13. The Job Note is saved on the job, and also sent to the other party.

14. A history event is logged for the Job to say when the Job Note was updated and sent to the other party.


6 Receiving Job Updates

This is the process for the Master to receive Job Note updates from a Sub-contractor, and for the Sub-contractor to receive more Job Notes from the Master.

1. Select Tools Tools Tools Tools �� SmartTrade CommunitySmartTrade CommunitySmartTrade CommunitySmartTrade Community ��SynchroniseSynchroniseSynchroniseSynchronise from the Top Toolbar.

2. A Download Confirmation screen is displayed and gives you information about how many new Work Orders and new Job Note Updates you have received.

3. Open Find Jobs and search for jobs just modified.

4. To quickly see what the new job notes are, right-click on the new job and click View Latest NoteView Latest NoteView Latest NoteView Latest Note. The Notes from the other party can be seen in the small box.


7 Appendices

Appendix A – Trouble Shooting

There are no known “connection” errors in the latest patch of SmartTrade Community (1.0.6.0).


Appendix B – Frequently Asked Questions What do I do if a workWhat do I do if a workWhat do I do if a workWhat do I do if a work order faiorder faiorder faiorder fails to sendls to sendls to sendls to send???? Delete the work order, confirm that your internet connection is back up and running, create the work order again and send. If this is frequently happening, check with your IT person to stabilize your internet connection. What do I do if a What do I do if a What do I do if a What do I do if a Job Job Job Job NoteNoteNoteNote fails to send?fails to send?fails to send?fails to send? Confirm that your internet connection is back up and running, update the Job Note again and send. What do I do if synchronizing fails?What do I do if synchronizing fails?What do I do if synchronizing fails?What do I do if synchronizing fails? Confirm that your internet connection is back up and running and try synchronizing again. Could I hCould I hCould I hCould I have a problem with firewalls?ave a problem with firewalls?ave a problem with firewalls?ave a problem with firewalls? There won’t be any firewall issues because SmartTrade only ever sends information OUT using port 80. Nothing comes into SmartTrade. Are there any planned outages for the SmartTrade Community database?Are there any planned outages for the SmartTrade Community database?Are there any planned outages for the SmartTrade Community database?Are there any planned outages for the SmartTrade Community database? Planned outages will be kept to an absolute minimum and all users will be notified in advance by email. .

smartcomms

Documents

smarttrade company

overview smarttrade

smarttrade system

smarttrade office

work orders

job notes version

smart guide

receiving job updates