welcome to the remote salesperson online manual · mas 90/mas 200. any new sales orders and quotes...

Welcome to the Remote SalespersonOnline Manual

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How To Use This Guide

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Remote Salesperson Manual

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Information in this document is furnished only under a Customer License Agreement or non-disclosure agreement, and may be used or copied only in accordance with the terms of such agreement. The software described in this document is protected by copyright, and may not be copied on any medium except as specifically authorized in the license or non-disclosure agreement.

This document is also protected by copyright, and may not be reproduced or transmitted, in whole or in part, by any means, including photocopying, facsimile transmission, or reduction to any electronic medium or machine readable form, without the express written consent of HighTower, Inc.

Copyright Statements:Food Distribution, MICR Encoded Laser Checks, Multi-Bin Advanced Distribution, Point of Sale® Professional, Professional Retainer Control, Remote Salesperson, Remote Salesperson Laptop, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® are products of HighTower, Inc. Copyright © 2004. All rights reserved.

MAS 90®, MAS 200®, and MAS 500® are products of Best Software. Copyright © 2004. All rights reserved.

Microsoft® Windows® NT®, 95®, 98®, 2000®, ME®, and XP® names and logos are registered trademarks of the Microsoft Corporation. Copyright © 2004.

Palm™ Desktop name and logo are trademarks of palmOne™ Inc. Copyright © 2004.

HotSync® Manager name and logo are registered trademarks of PalmSource Inc. Copyright © 2004.

All other trademarks and copyrights are the property of their respective holders.

This manual was written for Remote Salesperson version 4.0. It was last updated on 7/12/2004.


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Chapter 1 — Introduction 8The HighTower Ideal 8Welcome to the Remote Salesperson 8

MAS 90/MAS 200 Modules that Integrate with Remote Salesperson 9Accounts Receivable 9Inventory Management 9Sales Order 10

Using the Remote Salesperson Manual 10Sections in this Manual 10Graphic Conventions 11Text Conventions 12

Getting Additional Help 12Getting Additional Copies of the Manual 12

Open the HighTower Online Manual 13Using the Remote Salesperson Online Help 15

Open the Online Help 15HighTower Support Services 16

Chapter 2 — Remote Salesperson Concepts 17Using Remote Salesperson with MAS 90/MAS 200 17

Synchronizing Data 18Synchronizing Palm OS Devices 18Synchronizing Pocket PC (Windows CE) Devices 18

Navigating Remote Salesperson 18Remote Salesperson Requirements 19External User Licenses 20

Chapter 3 — Installing the Remote Salesperson Module 22System Requirements 22Installing Remote Salesperson on Your Host System 22

Installing SP Files on Your Workstation 26System Startup 27

Setup the Remote Salesperson Module in the Role Maintenance 27Register the Remote Salesperson Enhancement 28Defining the Remote Salesperson Enhancement 29

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Chapter 4 — Navigating in Remote Salesperson 32Using the Modules Tree 32

Open a Remote Salesperson Window through the Modules Tree 32Using the Remote Salesperson Menu Bar 33

Open a Remote Salesperson Window through the Menu Bar 34Using Button Fields in Remote Salesperson 34

Chapter 5 — Using the Setup Menu 40How to Use the Setup Menu 40

Open a Window from the Setup Menu 40Change a Record 41Delete a Record 41Print a Setup Listing 41

Remote Salesperson Options 42Setup Remote Salesperson Options 43

User Maintenance 45Setup Remote Salesperson Options for a Specific User 46Limit the Customers a User Can Access 48Limit the Items a User Can Access 49

User Preferences 50Setup the Remote Salesperson Synchronization Process 52Limit the Customer Information to Download 54Limit the Item Information to Download 56

Cancel/Reason Code Maintenance 57Create a Cancel/Reason Code 57

Chapter 6 — Using the Main Menu 59How to Use the Main Menu 59

Open a Window from the Main Menu 59Customer/Contact Approval 60

Update the Status of a Customer/Contact 60View the Customer/Contact Details 61

Customer/Contact Approval Register 63Order/Quote Approval 66

Update the Status of an Order/Quote 66View the Order/Quote Details 67

Invalid Entries 68Order/Quote Approval Register 69


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Print the Order/Quote Approval Register 70

Chapter 7 — Using the Reports Menu 72How to Use the Reports Menu 72

Open a Window from the Reports Menu 72User Listing 72

Print the Remote Salesperson User Listing 73

Chapter 8 — Installing and Configuring Remote Salesperson PDA 76Memory Limitations on your PDA Device 76Palm OS Instructions 77

System Requirements 77Configuring Remote Salesperson on the Palm OS Device 77

Create a Device 78Assign the Remote Device to the Remote Salesperson User 79

Installing Remote Salesperson on a Palm OS Device 79Install Remote Salesperson on a Palm OS Device 80Use the Palm OS HotSync® Feature 84

Start Remote Salesperson on the Palm OS Device for the First Time 85Select the Company and Synchronize the Remote Salesperson Files 85

Pocket PC (Windows CE) Instructions 87System Requirements 87Configuring Remote Salesperson on the Pocket PC (Windows CE) Device 87

Create a Device 88Installing Remote Salesperson on a Pocket PC (Windows CE) Device 89

Install Remote Salesperson on a Pocket PC (Windows CE) Device 89Synchronize the Pocket PC (Windows CE) Device 94

Start Remote Salesperson on the Pocket PC (Windows CE) Device for the First Time 94Select the Company and Synchronize the Remote Salesperson Files 95

Chapter 9 — Using Remote Salesperson PDA 97Start Remote Salesperson on the PDA 97

Remote Salesperson PDA Menu Bar 98Goto 98Cust(omer) 98Lookup by Name 99Sync 99


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Setup the Synchronization Process 100Change Company 101

Change the Company Information 101About 102

Access the About Screen 102Delete Databases 102

Use the Delete Databases Feature 102Customer View 103

Create a New Customer 104Update a Customer 105Create/Update a Customer Contact 106Create/Update a Customer Memo 108Delete a Customer 109View Orders for a Specific Customer 110Place an Order for a Specific Customer 111

Inventory Inquiry 111View Inventory Cost and Availability 112

Sales Order Entry 113Create a New Order/Quote 114Change an Order/Quote 121Delete an Order or Quote 123

Printing from the Palm OS Device 124Receipt Layouts 125

40-Column Receipt 12665-Column Receipt 12780-Column Receipt 128

Printing in Remote Salesperson on a Palm OS Device 128Print from the Customer View Screen 129Print from Sales Order Entry 130Print from Your Sales Order List 131

Synchronizing the Data 132Synchronize the Palm OS Device 132Synchronize the Pocket PC (Windows CE) Device 132


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Introduction

The HighTower Ideal

At HighTower, we are committed to delivering superior accounting, time management, manufacturing and distribution solutions to small and mid-sized businesses.

HighTower is a Best Software Master Developer for MAS 90® and MAS 200® software with titles such as Food Distribution, MICR Encoded Laser Checks, Multi-Bin® Advanced Distribution, Point of Sale® Professional, Remote Salesperson PDA, Remote Salesperson Laptop, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® to our credit.

HighTower uses a unique Patch Installation system, which installs the HighTower enhancements without overwriting your original Best Software program. Our patch installation method makes our products attractive to users installing enhancements from multiple Best Software Master Developers.

Our promise of exceptional technical products is only exceeded by our commitment to customer service. Our success is measured in customer satisfaction.

Welcome to the Remote Salesperson

Remote Salesperson is a HighTower enhancement for the MAS 90 and MAS 200 applications developed by Best Software. The Remote Salesperson module allows users to take their work on the road and have access to customer and inventory records, as well as create new sales orders. Remote Salesperson allows your employees to download vital MAS 90/MAS 200 data to their Palm OS or Pocket PC (Windows CE) devices, create orders and update customer information while out on locations, and then upload the new information from their PDAs to MAS 90/MAS 200.

�WARNING: Currently, you cannot print from Remote Salesperson 4.00 on a Pocket PC (Windows CE) device.

Chapter 1: Introduction Remote Salesperson Manual

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After the information is uploaded to MAS 90/MAS 200, managers can review the information and mark the data as approved or rejected. This feature allows you to ensure the information being added to MAS 90/MAS 200 is accurate.

MAS 90/MAS 200 Modules that Integrate with Remote Salesperson

The Remote Salesperson module requires the Accounts Receivable, Inventory Management, and Sales Order modules. When integrated, each module "shares" common information with any related modules.

Accounts Receivable

You must have the Accounts Receivable module to use Remote Salesperson. Remote Salesperson enables your remote staff to update customer information downloaded to the PDA from the Accounts Receivable module. The updated information can then be downloaded from the PDA and approved in MAS 90/MAS 200. The updated information will then be available in Accounts Receivable.

Inventory Management

It is highly recommended that you have the Inventory Management module to use Remote Salesperson. Remote Salesperson enables your remote staff to view the availability of product items for sales orders and quotes. You can also set up a pricing structure that includes special pricing for sales or promotions, quantity price breaks, pricing levels for different customer types, or even contract pricing on designated items for specific customers. You can customize the inventory list available on your PDA by setting up item filters in the Remote Salesperson module. New orders can be downloaded from the PDA and approved in MAS 90/MAS 200. Any inventory quantities listed in the sales orders will be updated in Inventory Management.


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Sales Order

You must have the Sales Order module to use Remote Salesperson. Remote Salesperson enables your remote staff to create sales orders and quotes. Prices are calculated based on the item pricing and customer price levels established in the Inventory Management module. The new orders and quotes can then be downloaded from the PDA and approved in MAS 90/MAS 200. Any new sales orders and quotes will be added to Sales Order.

Using the Remote Salesperson Manual

This manual provides the information necessary for setting up and operating your Remote Salesperson module. Use the Remote Salesperson manual as a guide when initially setting up the module, and then as a resource for understanding features of the module. The manual contains overviews and samples of windows and menus.

Sections in this Manual

This manual is divided by the workstation and the PDA version of the Remote Salesperson module. The first half of the manual discusses how to setup the workstation module that runs on your MAS 90/MAS 200 system. The second half of the manual discusses how to setup and use the module on a PDA device. The following table describes the chapters available in this manual.

Chapter Description

Chapter 2: Remote Salesperson Concepts

This chapter explains different concepts you need to know about using your Remote Salesperson module.

Part 1: Workstation Instructions

This half of the manual contains instructions on how to setup Remote Salesperson on your MAS 90/MAS 200 system.

Chapter 3: Installing the Remote Salesperson Module

This chapter details the installation procedures for Remote Salesperson on a workstation computer.

Chapter 4: Navigating in Remote Salesperson

This chapter describes the basic features available in the Remote Salesperson module.


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Graphic Conventions

The following icons are used throughout this manual to indicate different types of information.

Chapter 5: Using the Setup Menu

This chapter describes how to enter the basic information required to use the Remote Salesperson module. This chapter includes setting general options for the module.

Chapter 6: Using the Main Menu

This chapter describes how to use the features in the Main menu, including how to approve customer and order information downloaded from the PDA.

Chapter 7:Using the Reports Menu

This chapter details how to print reports based on information available in the Remote Salesperson module.

Part 2: PDA Instructions This half of the manual contains instructions on how to setup Remote Salesperson on your Palm OS or Pocket PC (Windows CE) device.

Chapter 8: Installing and Configuring Remote Salesperson PDA

This chapter details how to install Remote Salesperson on your PDA and how to download information from MAS 90/MAS 200.

Chapter 9: Using Remote Salesperson on a PDA

This chapter details how to use Remote Salesperson PDA on your Palm OS or Pocket PC (Windows CE) device.

Graphic Description

� The Note symbol is followed by additional information about a topic.

� The Helpful Hint symbol is located in the left margin and contains additional information about an option.

� The Warning symbol is followed by information to help you avoid costly mistakes.

Chapter Description


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Text Conventions

The following table describes the text conventions used in this manual.

Getting Additional Help

HighTower provides online manuals, online help, and technical support for all our enhancements.

Getting Additional Copies of the Manual

The Remote Salesperson manual is available when you install the module.

Text Convention Explanation

Field font Indicates a field name, list box name, options in a list, column name, or check box.

Example: The Modes button is available only if Windows Printer Port or Physical Device is selected at the Device Type field.

Italic font Indicates directory names or references to other manuals.

Example: For more information about setting up and processing sales tax, refer to your Accounts Receivable or Accounts Payable manual.


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Open the HighTower Online Manual

1 From the Help menu on the MAS 90/MAS 200 menu bar, select HighTower Manuals. The HighTower Manuals list appears on the right side of the screen.

2 Click on the Remote Salesperson link. This manual will appear in PDF format.

HighTower Manuals List


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Remote Salesperson Online Manual


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Using the Remote Salesperson Online Help

The Remote Salesperson module includes an extensive online help with the standard topic online help and context-sensitive online help for fields and windows.

Open the Online Help

• For field level context-sensitive help, move your cursor to the field and press F1. A pop-up window appears with help for the field.

• For window level context-sensitive help, click the button on the window. The help screen for the window appears.

Online Help


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HighTower Support Services

HighTower provides several methods of support for your Remote Salesperson module:

• Contact your Authorized Reseller or Consultant. If you do not have an Authorized Reseller or Consultant, contact HighTower (1.888.583.3000).

• Refer to the HighTower Data Definitions available in the HighTower Library Master module in the Utilities menu. This feature lists all the data fields available on each window of each HighTower module.

• Access technical bulletins and download program corrections through the HighTower website (www.hightowerinc.com). Note that program corrections are available exclusively through the Internet.

For more information about HighTower’s fee-based customer support services, contact our Help Desk Department. Regular Help Desk hours are 9:00 A.M. to 5:00 P.M. Central Standard Time Monday through Friday. You can reach our Help Desk Department in the following ways:

• Phone: 1.888.583.3000• Fax: 847.674.0544• E-mail: [email protected]___________________________________________________________

This concludes Chapter 1: Introduction of the Remote Salesperson manual.


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Remote Salesperson ConceptsChapter 1

Chapter 2: Remote Salesperson Concepts explains different concepts you need to know to use your Remote Salesperson module efficiently. Understanding this chapter before proceeding helps you understand how you can use the Remote Salesperson module to best meet your needs.

Using Remote Salesperson with MAS 90/MAS 200

There are two installations of the Remote Salesperson module - one for a workstation computer using the MAS 90/MAS 200 system, and one for the PDA device. Your company sets all options for the Remote Salesperson module using the workstation version.

Your employees synchronize the data between their workstations and their PDA devices. Use Remote Salesperson on your host system to customize the data downloaded to your PDA by setting up user preferences. Only data that you do not filter out will be transferred to your PDA through the synchronization operation. Employees transfer data from the workstation to the PDA so that they can have access to customer and inventory information. The information will be available on their PDA devices to create orders and quotes while at a remote location. The information available on their PDA devices will only be as current as it was at the time of the most recent synchronization.

The Remote Salesperson module on the PDA contains versions of the Customer Maintenance window (from Accounts Receivable), the Inventory Inquiry window (from Inventory Management), and the Sales Order Entry window (from Sales Order). The Remote Salesperson does not contain the full functionality of these features. This enhancement contains enough of each feature to allow remote staff to view, create, and update customers, view the details and availability of product items, and create orders and quotes.

�WARNING: Currently, you cannot print from Remote Salesperson 4.00 on a Pocket PC device.

Chapter 2: Remote Salesperson Concepts Remote Salesperson Manual

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Your employees download the new and changed information from their PDA devices to the workstation version of Remote Salesperson. From the workstation version of Remote Salesperson, a manager can approve or reject the changes. If approved, the data is updated in the Accounts Receivable, Inventory Management, and Sales Order modules.

Synchronizing Data

To keep the data between the PDA device and the MAS 90/MAS 200 system consistent, you must synchronize the data. By synchronizing the data, you send the information the user entered in the PDA to the Remote Salesperson module on the MAS 90/MAS 200 system, and you download the latest data from the MAS 90/MAS 200 system to the PDA device. Remote devices synchronize on Windows XP or 2000 workstations only.

Synchronizing Palm OS Devices

Palm OS devices come installed with the HotSync® Manager application. This application exchanges the information available on the Palm device to the MAS 90/MAS 200 system. The MAS 90/MAS 200 workstation that will synchronize the data requires the Palm™ Desktop application by palmOne™, Inc. (version 4.0 or later). The installation will supply the HotSync® Manager application.

Synchronizing Pocket PC (Windows CE) Devices

Pocket PC (Windows CE) devices must be connected to the workstation running MAS 90/MAS 200 via ActiveSync® by Microsoft. To synchronize a Pocket PC (Windows CE) device, use the Windows CE Sync feature available in the Remote Salesperson module’s Remote menu.

Navigating Remote Salesperson

In the following diagram, customer, item, and order information is traced as it is uploaded from MAS 90/MAS 200 to the PDA. Depending upon settings in User Maintenance and User Preferences, the customer/contact master files and inventory/miscellaneous charge files may be filtered to meet


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specific user requirements and use less memory on the PDA. From the PDA, any new or modified information is then downloaded to an approval area where it is either rejected or approved. If a record is approved, it then makes its way back into the corresponding masterfiles.

Remote Salesperson Requirements

Remote Salesperson version 4.00, requires the AppForgeBooster platform. Remote Salesperson will run on any Palm OS or Pocket PC (Windows CE) device using an AppForgeBooster of version 3.5 or better, with at least 200 Kb of available storage space. Actual memory space requirements will vary depending upon your specific needs with regard to Remote Salesperson and the number of customers and inventory items that you choose to maintain on your PDA.


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External User Licenses

Remote Salesperson running on a PDA requires a Best Software external users license. This license structure is based on the external user and remote device. External users are setup in the Best Library Master User Maintenance window. Devices are setup in the HighTower Library Master Remote Device Maintenance window.

___________________________________________________________

This concludes Chapter 2: Remote Salesperson Concepts of the Remote Salesperson manual.


Workstation Instructions

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Installing the Remote Salesperson ModuleChapter 2

Chapter 3: Installing the Remote Salesperson Module provides detailed installation instructions, and contains the steps to register the Remote Salesperson module.

System Requirements

Best Software does set standard system requirements for workstations using MAS 90/MAS 200. See the system requirements determined by Best (www.bestsoftware.com).

Remote Salesperson integrates with your existing MAS 90 or MAS 200 system. It is recommended that you have at least 40 MB of available hard disk space on your host system to install the application and create and maintain the necessary data files.

Remote devices synchronize on Windows XP or 2000 workstations only.

Installing Remote Salesperson on Your Host System

Complete the following steps to install the Remote Salesperson module.

1 Close all programs.

Chapter 3: Installing the Remote Salesperson Module Remote Salesperson Manual

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2 Insert your HighTower Enhancements CD-ROM into your CD-ROM drive. The installation screen appears.

3 Select Install HighTower Enhancements. The system starts the installation wizard.

Welcome Window


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4 Click Next from the main welcome screen to begin installation.

5 Click Yes in the software license agreement screen.

Software License Agreement Window

Installation Location Window


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6 Browse to the location on your computer where your MAS 90/MAS 200 system is installed and click Next.

7 Select the Remote Salesperson option from the list of HighTower applications and click Next.

A warning dialog box displays reminding you to close MAS 90/MAS 200 before proceeding with the installation.

HighTower Components Window

Current Settings Window


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8 Verify the installation settings and click Next.

9 Click Finish to complete the installation. You may view the Read Me file by selecting the Launch Read Me check box.

Installing SP Files on Your Workstation

After the installation or upgrade is completed on the MAS 200 server, you must run the a Client Server Workstation Install on each workstation for each HighTower enhancement that has been installed or upgraded.

1 To run the Client Server Workstation Install, click on the Utilities menu of HighTower Library Master module. Click on the Client Server Workstation Install menu option to display the Client Server Workstation Installation window.

2 For each enhancement there are three options that may be selected - Install, Help, and Manual. Select Install (the Help and Manual options are not required). After the options have been selected, click Proceed to install the selected options to the workstation.

See the HighTower Library Master Manual for more information.

Finish Installation Window


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System Startup

System Startup is an automatic procedure that must be performed once per company. This procedure is initiated the first time you access Remote Salesperson for a specific company. During System Startup, you will advance automatically through a complete sequence of activities in which you enter options to tailor Remote Salesperson to your company’s specific requirements.

The information entered in System Startup can be modified at any time from the Remote Salesperson Setup menu.

Setup the Remote Salesperson Module in the Role Maintenance

You must make sure that you check the module in the Role Maintenance feature of the MAS 90/MAS 200’s Library Master module.

1 From the MAS 90/MAS 200’s Library Master, select Role Maintenance from the Main menu.

2 Select your user role defined for your MAS 90/MAS 200 system. See your MAS 90/MAS 200 Library Master Manual for more information.

3 Check the Remote Salesperson PDA option.

4 Click the Accept button.

Role Maintenance Window


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Register the Remote Salesperson Enhancement

When you try to open the Remote Salesperson module for the first time, you will need to register the enhancement. You can install all HighTower enhancements for a 45-access trial period. When you purchase an enhancement, you will receive a registration ID and key from your HighTower representative. You register HighTower enhancements through the HighTower Library Master module.

1 From the HighTower Library Master module, select HighTower Enhancement Registration from the Main menu. The Enhancement Registration window appears.

2 Enter the registration key in the Registration Key field.

3 Enter the unlocking key in the Product Key field.

4 Click Accept. The system will register all purchased HighTower enhancements.

See the HighTower Library Master Manual for more information.

HighTower Enhancement Registration Window


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Defining the Remote Salesperson Enhancement

The System Startup occurs when you try to access the Remote Salesperson module for the first time.

1 Select an option from the Remote Salesperson module. If the application has not been activated, the following dialog box displays.

2 Click Yes. The Company Maintenance window appears.

MAS 90 Dialog Box

Company Maintenance Window


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3 Click the Activate button. The Activate Application window appears.

4 Select the Remote Salesperson PDA module and click Proceed.

5 On the Modules menu, click Remote Salesperson PDA. The application displays the Change Date window.

6 Click OK. You can change the date, but the application defaults to the current accounting date. The following dialog box displays.

7 Click Yes to begin defining files to start Remote Salesperson.

�NOTE: For more information about activating modules, see the Library Master Module Manual by Best Software.

Activate Application Window

Change Date Window

MAS 90 Dialog Box


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When all data files are defined, you automatically advance to options in the Remote Salesperson Setup menu. See Chapter 5: Using the Setup Menu for more information about the options in the Setup menu.

___________________________________________________________

This concludes Chapter 3: Installing the Remote Salesperson Module of the Remote Salesperson manual.


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Navigating in Remote SalespersonChapter 3

Chapter 4: Navigating in Remote Salesperson contains instructions on how to access specific features of the Remote Salesperson module. This chapter describes how to access windows in Remote Salesperson, use the menu bar, and use different button fields available in the module.

Using the Modules Tree

The Remote Salesperson module displays the menu options in the MAS 90/MAS 200 Modules tab, which contains a "tree-like" view. You can access a window in the Remote Salesperson module through the tree-like list.

Open a Remote Salesperson Window through the Modules Tree

1 Double-click the Remote Salesperson PDA module on the Modules tab. The module expands to display all the menu options available in the Remote Salesperson module.

MAS 90 Window

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2 Click on the menu option you want to access. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.

3 Double-click on the name of the window to open. The system displays the selected window.

Using the Remote Salesperson Menu Bar

The Remote Salesperson menu bar is available through the MAS 90/MAS 200 menu bar. You can access the windows in the Remote Salesperson module through the menu bar.

Windows Available in the Setup Menu

MAS 90 Window

Remote

MenuSalesperson


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Open a Remote Salesperson Window through the Menu Bar

1 From the Modules menu, select Remote Salesperson.

2 Select the menu option, then select the name of the window. The system displays the window.

After opening the Remote Salesperson module, the Remote Salesperson menu appears in the right side of the menu bar. You can access additional Remote Salesperson windows using this menu bar.

Using Button Fields in Remote Salesperson

The Remote Salesperson module uses the standard MAS 90/MAS 200 button fields that you use to perform a specific activity. You can also use the keyboard to perform many of the same functions. The following table describes each button and provides the keyboard variation of the button when applicable.

Button Keyboard Description

TAB Advances you to the next field on a window.In a grid, pressing the TAB key moves focus from cell to cell. At the end of the row, pressing TAB moves the key to the next row.

ENTER Advances you to the next required field on a window and allows you to save changes.

SPACEBAR You can use the spacebar to clear or select a check box or radio button field.

BACKSPACE Deletes the information in a field.

ESC Closes the current window.In a grid, pressing the ESC key cancels a cell entry.

DELETE Deletes information from a field.

HOME Highlights the first item in a list box or Lookup window.In a grid, pressing the HOME key moves focus to the first cell of a row.


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END Highlights the last item in a list box or Lookup window.In a grid, pressing the END key moves focus to the last cell of a row.

PAGE UP Highlights an item in the previous page of a list box or Lookup window.

PAGE DOWN Highlights an item in the next page of a list box or Lookup window.

CTRL+HOME In a grid, moves focus to the first row in the same cell position.

CTRL+END In a grid, moves focus to the last row in the same cell position.

CTRL+ENTER In a grid, adds line feeds to comments.

CTRL+INSERT Inserts a line.

CTRL+DELETE Deletes the current line.

ARROW In a grid, pressing the ARROW keys moves focus from cell to cell.

F1 in a Field Displays the pop-up help for the current field.

F1 on a Window Displays the help for the entire window.

F2 Displays the Lookup window for the current field. Select an item from the Lookup window and click Select. The item appears in the field.

F3orALT+L

Displays an alternate Lookup window for the current field. This window is usually more tailored for the current field than the general Lookup window. Select an item from the Lookup window and click Select. The item appears in the field.

F4 Allows you to print the information available on a window. This option my display an options window, where you can select the type of data to include in a printout.

F5 In a grid, allows you to toggle between the primary and secondary grids.



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Opens a window for you to perform a special task associated to the field or window. Usually allows you to display/enter lot/serial items.

CTRL+F5 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the first record available.

CTRL+F6 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the previous record available.

CTRL+F7 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the next record available.

CTRL+F8 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the last record available.

ALT+A Saves the information you added or changed in a window.

ALT+C Disregards any changes you entered in a window.

ALT+D Removes the currently selected record from the MAS 90/MAS 200 system.

ALT+P Click this button to print a report, journal, or listing.

ALT+V Click this button to preview a report, journal, or listing before printing it.

ALT+S Click this button to change the printing configurations for the report, journal, or listing.

SHIFT+F1 Displays Help text for the window.

ALT+O Click OK for dialog boxes and line entries.



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ALT+U Undo line changes.

ALT+N Inserts a line.

ALT+E Deletes a line.

ALT+1, 2, 3 . . . In a data entry window, selects the first tab, second tab, third tab . . .

ALT+B Opens a Batch window where you can start a multiple data entry session.

Sends an e-mail to the address entered in the E-mail Address field.

Displays a text window to enter or view additional information about an item.

ALT+M Opens the Memo Maintenance window where you can write a memo.

ALT+M Displays a memo already assigned to a customer or item.

ALT+Q Launches the MapQuest website for directions to a location.

ALT+S Shows the image specified at the adjacent field.

ALT+S Search through a list or Lookup window for items that match a specified search criteria. Use the Search option to limit the number of items in a list or Lookup window.

ALT+U Launches a website based on the URL entered at the URL Address field.

ALT+N Displays the next number for a record. Click this button to add a new item.

ALT+Z Displays the details of an item.



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Calculates the net balance.

F2 Opens the calculator.

F2 Opens the calendar.

Displays options for changing budget amounts.

ALT+U De-selects all rows in a grid.

ALT+S Selects all rows in a grid.

Selects a column in a grid.

Selects a row in a grid.

Selects all rows in a grid.

Selects the total row in a grid.

ALT+N Inserts a row in a grid.

ALT+W Moves a row down in a grid.

ALT+U Moves a row up in a grid.

Preview button.

ALT+E Deletes a row in a grid.



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___________________________________________________________

This concludes Chapter 4: Navigating in Remote Salesperson of the Remote Salesperson manual.

ALT+R Resets a row in a grid.

Saves changes.

Switches between displaying the New Balance view and the Debits and Credits view.

Lists files in a directory.

Opens a Text Maintenance window where you can write an extended description.

This button is available on a Lookup window. Click Filters to enter additional filters for the lookup. The text on this button will appear in red, if filters already exist.

This button is available on a Lookup window. Click Custom to create a unique lookup view by adding, removing, and/or modifying columns and filters.

This button is available on a Lookup window. Click Find to activate the search.

Click Select to select a record, or double-click the current line.



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Using the Setup MenuChapter 4

Chapter 5: Using the Setup Menu teaches you how to setup options for your company and how to create and maintain standard data used within the Remote Salesperson module.

How to Use the Setup Menu

The Remote Salesperson Setup menu allows you to properly configure the host system before incorporating PDA devices. It is necessary to do this before using Remote Salesperson on a PDA. The options in the Setup menu define users and what privileges they have when using Remote Salesperson. You can also customize the information downloaded to the PDA device. You might not need to use every feature available in the Setup menu. Select only the options your company requires.

This chapter does not describe every procedure that can be completed on a Setup window. This chapter describes each option so you can setup your Remote Salesperson system quickly and start using the module. Detailed instructions about changing information, deleting information, and printing from the Setup windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Open a Window from the Setup Menu

1 Double-click the Remote Salesperson module from the Modules tab. The module expands to display all the menu options available in the Remote Salesperson module.

2 Click on the Setup menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Windows Available in the Setup Menu

Chapter 5: Using the Setup Menu Remote Salesperson Manual

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Change a Record

1 Click the button in the first field to select a record from the Lookup window. The system displays the record’s information in the window.

2 Set the options your company requires from the fields available on the window. See the correct section in this chapter for detailed information about each option you can set.

3 Click the Accept button to save the changes.

Delete a Record

1 Click the button in the first field to select a record from the Lookup window. The system displays the record’s information in the window.

2 Click the Delete button. The system displays a warning dialog box similar to the following.

3 Click the Yes button. The record is deleted.


Print a Setup Listing

You can print information from any of the windows available in the Setup menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing, see the online help.

Warning Dialog


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1 Click the button on the window. A Listing window similar to the following appears.

2 Select how to sort the list from the Sort Options field.

3 Select the type of information to include in the list from the remaining fields on the Listing window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all user codes, or you can use the Lookup windows in the Starting and Ending fields and select specific user codes. If there is a date field available in a Listing window and you want to print information for one date, enter the same date in the Starting and Ending fields.

4 Click the Print button to print the list or the Preview button to preview the list.

Remote Salesperson Options

The module "Options" window, a standard feature available in all MAS 90/MAS 200 accounting software modules, allows you to customize each module to fit your company’s accounting requirements. The Remote Salesperson Options window allows you to select from a wide range of options. Use this feature to tailor the Remote Salesperson module to suit your business requirements.

Remote Salesperson User Listing Window


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After installing Remote Salesperson module, the system startup process begins and the Remote Salesperson Options window appears. You can setup the module right after installation and update the configuration whenever required by your business.

Setup Remote Salesperson Options

Set the options for new users using the Remote Salesperson Options window. When you access this window for the first time, the default options are displayed. These options can be modified to suit different users.

1 Select the features your company requires in the New User Defaults section.

• Check Add New Customers - Allow to allow users to add new customers from their PDA devices. For data integrity purposes, new customers must be approved in the Customer/Contact Approval window. Therefore, the Require Approval check box is automatically selected with this option and records will be assigned the status of Pending when transferred from a PDA to the host system.

Remote Salesperson Options Window


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• Check Edit Customer Information - Allow to allow users to edit existing customer information on a PDA and then upload the information to the Customer Master file. Check Require Approval to verify the new information in the Customer/Contact Approval window before updating the information in the corresponding master file. If you do not check Require Approval, updated customer records are assigned the status of Approved when transferred into MAS 90/MAS 200 from a PDA.

• Check Enter Sales Quotes - Allow to allow users to enter sales quotes on a PDA and upload them to Sales Order Entry. Check Require Approval if the quotes are to be approved in the Order/Quote Approval window before being uploaded to Sales Order Entry. If you do not check Require Approval, sales quotes are assigned the status of Approved when transferred into MAS 90/MAS 200 from a PDA.

• Check Enter Sales Orders - Allow to allow users to enter sales orders on a PDA and upload them to Sales Order Entry. Check Require Approval if the entered orders are to be approved in the Order/Quote Approval window before being updated in the Sales Order Entry module. The status of the order will begin as Pending. If you do not check Require Approval, the sales order records are assigned the status of Approved when transferred into MAS 90/MAS 200 from a PDA.

• Check Download the Misc Charge File to allow users to download the Sales Order Miscellaneous Charge file to a PDA. This file contains charges that do not apply to regular inventory items, such as items you do not normally carry. Such charges could also be for services like labor and shipping. If the Miscellaneous Charge file is not downloaded, then users cannot select miscellaneous terms, charges, and comments as line types that are entered for a sales order or quote. When selected, such charges are written to the comment line on a new sales order.

• Select how to maintain memo records from the Maintain Memo From field. Select MAS 90 to allow users to edit memos only from their MAS 90/MAS 200 workstations and not from PDA devices. The memos will be in read-only format on a PDA. Select PDA Device to allow users to maintain memos on the PDA and MAS 90/MAS 200 workstations. Select Not Allowed to prohibit users from editing memos from both the workstation and PDA.


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• If memos are allowed, enter the code to use to synchronize the information between MAS 90/MAS 200 and the PDA device in the Customer Memo Code field. Only memos containing the specified code number will be synchronized. If you type ALL in this field, all customer memos on file will be transferred.

• Check Override Price to allow users to change the calculated price of an order on their PDA devices. If a password is set up in Sales Order options, users will be prompted to enter it before gaining price override privileges.

• Select the tax schedule to use for sales orders from the Tax Schedule field. The default tax schedule is NONTAX.

• For UPC scanning, select the digit range that your company will be using with Remote Salesperson in the UPC Digit Range field. Valid configurations are digits 7 through 11, 2 through 11, 1 through 11, and 1 through 12.

2 Click Accept to save all changes.

User Maintenance

The Remote Salesperson User Maintenance window allows you to set approval and general options for a specific Remote Salesperson user. All Remote Salesperson users must already have a MAS 90/MAS 200 User ID, which acts as the Remote Salesperson code. You can also filter the customers and items the user can view.


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Setup Remote Salesperson Options for a Specific User

1 Select a user from the User field. Click the button to search for a user who is already enabled in Remote Salesperson. Click the button to search from a list of all MAS 90/MAS 200 users.

The default settings created in the Remote Salesperson Options window automatically appear in the Remote Salesperson User Maintenance window. You can accept these defaults or modify them for a particular user.

2 Select a salesperson to be associated with this user from the Salesperson field. A Remote Salesperson user must be cross-linked to an Accounts Receivable Salesperson code. The salesperson’s code and name are displayed in the Remote Salesperson User Maintenance window.

3 Select the features for the specific user in the User Settings section. You can change any of the default settings.

• Check Add New Customers - Allow to allow users to add new customers from their PDA devices. For data integrity purposes, new customers must be approved in the Customer/Contact Approval window. Therefore, the Require Approval check box is automatically selected with this option and records will be assigned the status of Pending when transferred from a PDA to the host system.

Remote Salesperson User Maintenance Window


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• Check Edit Customer Information - Allow to allow users to edit existing customer information on a PDA and then upload the information to the Customer Master file. Check Require Approval to verify the new information in the Customer/Contact Approval window before updating the information in the corresponding master file. If you do not check Require Approval, updated customer records are assigned the status of Approved when transferred into MAS 90/MAS 200 from a PDA.

• Check Enter Sales Quotes - Allow to allow users to enter sales quotes on a PDA and upload them to Sales Order Entry. Check Require Approval if the quotes are to be approved in the Order/Quote Approval window before being uploaded to Sales Order Entry. If you do not check Require Approval, sales quotes are assigned the status of Approved when transferred into MAS 90/MAS 200 from a PDA.

• Check Enter Sales Orders - Allow to allow users to enter sales orders on a PDA and upload them to Sales Order Entry. Check Require Approval if the entered orders are to be approved in the Order/Quote Approval window before being updated in the Sales Order Entry module. The status of the order will begin as Pending. If you do not check Require Approval, the sales order records are assigned the status of Approved when transferred into MAS 90/MAS 200 from a PDA.

• Check Download the Misc Charge File to allow users to download the Sales Order Miscellaneous Charge file to a PDA. This file contains charges that do not apply to regular inventory items, such as items you do not normally carry. Such charges could also be for services like labor and shipping. If the Miscellaneous Charge file is not downloaded, then users cannot select miscellaneous terms, charges, and comments as line types that are entered for a sales order or quote. When selected, such charges are written to the comment line on a new sales order.

• Select how to maintain memo records from the Maintain Memo From field. Select MAS 90 to allow users to edit memos only from their MAS 90/MAS 200 workstations and not from PDA devices. The memos will be in read-only format on a PDA. Select PDA Device to allow users to maintain memos on the PDA and MAS 90/MAS 200 workstations. Select Not Allowed to prohibit users from editing memos from both the workstation and PDA.


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• If memos are allowed, enter the code to use to synchronize the information between MAS 90/MAS 200 and the PDA device in the Customer Memo Code field. Only memos containing the specified code number will be synchronized. If you type ALL in this field, all customer memos on file will be transferred.

• Check Override Price to allow users to change the calculated price of an order on their PDA devices. If a password is set up in Sales Order options, users will be prompted to enter it before gaining price override privileges.

• Select the tax schedule to use for sales orders from the Tax Schedule field. The default tax schedule is NONTAX.

• Enter the default quantity for a sales order in the Default Sales Order Qty field. The quantity entered in this field will be automatically placed in the Qty field on Sales Order Entry screen on the PDA device during a new inventory line entry or miscellaneous item line entry.

• Check Show Item Description in Sales Order on PDA to display the item description on the PDA rather than the item number.


Limit the Customers a User Can Access

You can limit a Remote Salesperson user’s view to specific customers. For example, if a user focuses on a particular state for sales, you can limit the view to customers of the specific state. Use the Filter feature to limit what a user is able to download from the Customer Master files to a PDA device.

1 Click the Customers button on the Remote Salesperson User Maintenance window. The Customer Filter window appears.


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2 Select the filter item from the drop-down list in the Column field. For example, you can setup a user’s customer view to specific customer numbers or by customers from specific states.

3 Select the filter operand from the drop-down list in the Operand field. You can select Begins with, Ends with, Contains, Does not contain, Less than, Greater than, Range, Equal to, or Is not equal to.

4 Enter the filter data or range of data in the Value field. You can enter multiple comma-delimited values in the Value field, unless you selected Range, Less than, or Greater than from the Operand field. For Range, enter two values as the filter range. For Greater than and Less than enter only one value.

5 Click OK after each filter entry.

6 Click OK when finished adding customer filters. The Customers button on the Remote Salesperson User Maintenance window appears in red when a filter has been added to a user.

Limit the Items a User Can Access

You can limit a Remote Salesperson user’s view to specific items. For example, if a user never sells office furniture, you can limit the view to exclude this type of item. Use the Filter feature to limit what a user is able to download from the Inventory Master files to a PDA device.

Customer Filter Window

�HINT: Click the Preview button to view the customer list that will be accessible to the Remote Salesperson PDA user.

�HINT: Click the Custom button to add filter items to the Column field. For example, the item State can be added to filter a user’s customer view by specific states.


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1 Click the Items button on the Remote Salesperson User Maintenance window. The Item Filter window appears.

2 Select the filter item from the drop-down list in the Column field. For example, you can setup a user’s item view to specific item numbers or by a specific description.




6 Click OK when finished adding item filters. The Items button on the Remote Salesperson User Maintenance window appears in red when a filter has been added to a user.

User Preferences

User Preferences allows the Remote Salesperson PDA user to setup personal filters for what information is downloaded to the PDA device.

Item Filter Window

�HINT: Click the Preview button to view the item list that will be accessible to the Remote Salesperson PDA user.


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Users must be setup in Remote Salesperson User Maintenance before being able access this window. The User Preferences window only displays the preferences for the user currently logged on to MAS 90/MAS 200. In addition to being set up in Remote Salesperson User Maintenance, users of Remote Salesperson must have a valid External Seats license to access the software via your PDA. If you are not an external user, you will not be able to access the Remote Salesperson User Preferences feature and the following error message appears:

To enable an External Seats license for a user, open the User Maintenance window from the Library Master module’s Main menu.

Setup the External Seat role to define the user code for an External Seats license. As an External Seat user, you connect to the Remote Salesperson software for only a short amount of time to resynchronize data between your PDA and host computer. The External Seats features is available only if you registered the External Seats license in Product Registration Maintenance. See the Library Master Manual by Best Software for more information.

MAS 90 Dialog Box

User Maintenance Window


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Setup the Remote Salesperson Synchronization Process

In order to properly set up your device, it must already be registered with your MAS 90/MAS 200 system through the Remote Device Configuration panel in Library Master (see Chapter 8: Installing and Configuring Remote Salesperson PDA). Once that is done, you may assign a device to the currently logged in user in the Device Name field on the Main tab of the User Preferences window.

1 Select the Palm OS or Pocket PC (Windows CE) device you will use for Remote Salesperson from the Device Name field. The Lookup for this field contains the devices created in Remote Device Configuration.

2 Enter the default number of copies to print in the Default Print Copies field.

Remote Salesperson User Preferences Window - Main Tab


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3 Select how to sort and synchronize the data on the PDA device from the options available in the Sort and Sync Options on PDA section.

• Select how to sort customer information in the PDA device from the Customer List field. You can sort by Customer Number or Customer Name.

• Select how to sort items in the PDA device from the Item List field. You can sort by Item Number or Item Description.

• Select the synchronization process you need. The following table describes each process.

�WARNING: Check the Reinitialize on Next Synchronization field to completely reinitialize the PDA at the next synchronization, only when requested by a Help Service technician. This feature will remove existing Remote Salesperson data from your device. It will attempt to upload sales orders, customers, and contacts before reinitializing the device's Remote Salesperson data. At times, this field may be checked because the system has detected a condition that must force a reinitialization of the device's Remote Salesperson data.

Option Description

Synchronize the Files This option sends the information available on the PDA to MAS 90/MAS 200, and sends the data available in MAS 90/MAS 200 to the PDA. The full synchronization process is automatically completed the first time you synchronize Remote Salesperson.

MAS 90 Overwrites PDA This option sends the data available in MAS 90/MAS 200 to the PDA.

PDA Updates MAS 90 This option sends the information available in the PDA to MAS 90/MAS 200.

No Sync This option does not synchronize any data.


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4 Enter additional data to appear on every order or quote entered on your PDA in the Custom Text Lines fields. The Custom Text Lines are used to define up to two 40-character lines of text that will print on every order or quote entered on your PDA. These custom text lines are only maintained on your host computer and cannot be turned on or off. Once entered, they will print at the bottom of every order or quote created on your PDA.

Limit the Customer Information to Download

You can limit the customer information you download to your PDA with the Customer tab on the User Preferences window. For example, if you are focusing on a specific set of customers based on the customer number, you can filter the data to download only the customers that fit the criteria.

Remote Salesperson User Preferences Window - Customer Tab


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1 Click the Filter button. The Customer Filter window appears.

2 Select the filter item from the drop-down list in the Column field. For example, you can set your view to specific customer numbers.




6 Click OK when finished adding customer filters. The Filter button on the Customer appears in red when a filter has been created.

Customer Filter Window


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Limit the Item Information to Download

You can limit the item information you download to your PDA. For example, if you are focusing on specific set of items based on the item name, you can filter the data to download only the items that fit the criteria.

1 Click the Filter button. The Item Filter window appears.

2 Select the filter item from the drop-down list in the Column field. For example, you can setup to view specific item descriptions.

Remote Salesperson User Preferences Window - Item Tab

Item Filter Window


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6 Click OK when finished adding item filters. The Filter button on the Item tab appears in red when a filter has been created.

Cancel/Reason Code Maintenance

Use the Cancel/Reason Code Maintenance window to setup reasons why sales orders, quotes, and/or line items cannot be accepted and are placed on hold or deleted. Remote Salesperson PDA users will be able to select why orders, quotes, and line items were canceled.

Create a Cancel/Reason Code

1 Enter a new code in the Cancel/Reason Code field.

2 Enter a description for the cancel/reason code in the Description field.

�NOTE: Your company can track cancellations by selecting the Prompt option in the Retain Deleted Orders/Quotes in History field in the Sales Order Options window.

Cancel/Reason Code Maintenance Window


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___________________________________________________________

This concludes Chapter 5: Using the Setup Menu of the Remote Salesperson manual.


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Using the Main MenuChapter 5

Chapter 6: Using the Main Menu teaches you how to manage information transferred from a PDA device to the MAS 90/MAS 200 workstation. With the Main menu, you update information for new and revised customers, contacts, orders, and quotes. You can also change the status of these records to approved. After transferring the records from your PDA to your workstation, update the register to store the information in the MAS 90/MAS 200 data files.

How to Use the Main Menu

The options available in the Main menu allow your company to distribute the information available on your PDA device to the entire MAS 90/MAS 200 system.

Open a Window from the Main Menu


2 Click on the Main menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Windows Available in the Main Menu

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Customer/Contact Approval

Use the Customer/Contact Approval window to approve or reject new or edited customer records that have been transferred from a PDA device. Depending upon selections made in the User Maintenance window, you may be required to manually change downloaded customer information from Pending to either Rejected or Approved. Only Approved information is posted to the MAS 90/MAS 200 data files.

By default, you are required to approve all new customers using the Customer/Contact Approval window. You are only required to approve updated customer information if the Require Approval option is set in the User Maintenance window.

Update the Status of a Customer/Contact

The Customer/Contact Approval window displays the date the record was updated, the current status, the reason a record was rejected, the user that created the record, the type of change (either Add for a new record or Edit to modify an existing record), whether or not the record is new, whether or not a contact is assigned, and the customer name or contact code for the information being updated.

Customer/Contact Approval Window


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1 Highlight the row of the record you want to update.

2 Click on the status button in the Status field. You can select Approve or Reject.

3 For rejected records, select the reason why the record was reject from the Reason field.

4 Click the OK button to update the record. After you update the customer/contact information, you must print the Customer/Contact Approval Register.

View the Customer/Contact Details

1 Highlight the row of the record you want to view.

2 Click the button.

�NOTE: A customer record that already exists in MAS 90/MAS 200 but was not updated by the records on the PDA displays the status of Exists. Existing customer/contact records are not updated in the master files, but any order or quote records for the customers will be updated to MAS 90/MAS 200.

�HINT: Before updating the status of a record, you can view the details of the record. See View Customer/Contact Details for more information.


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• If you select a record for an existing customer or contact, the Existing Customer Detail or Existing Contact Detail window appears. The following picture is an example of the Existing Customer Detail window.

The Existing Customer (or Contact) Detail window displays the information currently available in the MAS 90/MAS 200 master files in the Old section. This information is view only. The New section of the window displays the information that was transferred from the PDA device. You can make any changes to the record using this section of the window.

• If you select a record for a new customer or contact, the New Customer Detail or New Contact Detail window appears. The following picture is an example of the New Contact Detail window.

Existing Customer Detail Window


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The New Customer (or Contact) Detail window displays the information transferred from your PDA. You can make any changes to a customer or contact on this window.

3 Click the OK button to save any changes to the customer or contact information.

Customer/Contact Approval Register

Use the Customer/Contact Approval Register feature after the Customer/Contact Approval process. This option prints a list of all the customer and contact records in the PDA device. You can then update the information to the MAS 90/MAS 200 system. The Customer/Contact Approval Register allows you to review the information before updating the entire MAS 90/MAS 200 system.

New Contact Detail Window


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Print the Customer/Contact Approval Register

1 Access the Customer/Contact Approval Register option from the Main menu or by clicking the button available on the Customer/Contact Approval window. The Customer/Contact Approval Register window appears.

2 Click the Print button to print the report or the Preview button to preview the report.

Customer/Contact Approval Register Window


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The Customer/Contact Approval Register lists the name of the user that modified customer information, the date modified, the type of modification, the status, the reason for the change, the name of the contact, and the name of the customer.

After printing or previewing the report, the following dialog box appears.

3 After ensuring the report is accurate, click the Yes button to update MAS 90/MAS 200 with the information.

If the information on the report is not correct, modify the customer entries before updating the information to MAS 90/MAS 200. To modify entries, click No on the update prompt and modify the information in the Customer/Contact Approval window.

Customer/Contact Approval Register Window

MAS 90 Dialog Box


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Order/Quote Approval

Use the Order/Quote Approval window to approve or reject new or changed orders and quotes that have been transferred from a PDA device. Depending upon selections made in the User Maintenance window, you may be required to manually change the status of an order or quote from Pending to either Rejected or Approved. Only Approved orders and quotes are posted to the Sales Order master files. Approving the quotes and orders is required for users that have the Require Approval option turned on in User Maintenance. If the Require Approval option is not set, then all quotes and orders are marked as Approved.

Update the Status of an Order/Quote

The Order/Quote Approval window displays the date the record was created, the current status, the reason a record was rejected, the user that transferred the information from a PDA device to MAS 90/MAS 200, the type of entry (either Quote or Order), the name of the customer requesting the quote or order, and the amount for the quote or order.

1 Highlight the row of the record you want to update.

2 Click on the status button in the Status field. You can select Approve or Reject.

Order/Quote Approval Window

�HINT: Before updating the status of a record, you can view the details of the record. See View Order/Quote Details for more information.


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3 For rejected records, select the reason why the record was rejected from the Reason field.

4 Click the OK button to update the record. After you update the order/quote information, you must print the Order/Quote Approval Register.

View the Order/Quote Details

1 Highlight the row of the record you want to view.

2 Click the button. The Order/Quote Detail window appears.

The Order/Quote Detail window displays the details for the order or quote. You can select a new salesperson in the Salesperson field. The other fields in this window are locked.

Order/Quote Detail Window


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• To view the details of an item in the order, highlight the row of the item and click the button. The Item Detail window appears.

The Item Detail window is view only. Click the OK button when finished viewing the item details.

3 Click the Accept button when finished viewing the quote or order details.

Invalid Entries

Order and quote records that are invalid cannot be approved until the inaccurate information is corrected. These records are assigned a status of Pending and the Approve check box is not available. Invalid entries automatically display a reason code describing the problem and these entries must be corrected before the Approve check box is enabled. To correct the problem, you need to modify the affected sales order or quote and append the inaccurate information. Sales orders and quotes containing multiple line items will display the same reason code for each line in the order. The reason code, however, applies to the entire order record and you only need to correct the conflicting information in the line generating the invalid entry reason code.

Item Detail Window


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If the salesperson associated with an order or quote record does not match the division of the corresponding customer, you will be unable to flag the record as approved. The Approve status option is unavailable and Invalid Salesperson displays in the Reason field. In order to approve this record, you must select a valid salesperson to associate with this order by following these steps:

• Highlight the affected record.

• Click the button to display the Order/Quote Detail window.

• From the Order/Quote Detail window, click the button to select a valid salesperson for this order.

You can now flag the record as approved and update the Order/Quote Register to post this record to the Sales Order master files.

In a multi-line order when you have an invalid G/L Account Number associated with a Miscellaneous Charge, all line items in this sales order display the invalid G/L Account Number reason code. This error applies to the entire sales order. You must input a valid G/L Account Number in the Miscellaneous Charge line to correct the problem and enable the Approve check box for the entire sales order.

Order/Quote Approval Register

Use the Order/Quote Approval Register feature after the Order Quote Approval process. This option prints a list of all the quote and order records in the PDA device. You can then update the information to the MAS 90/MAS 200 system. The Order/Quote Approval Register allows you to review the information before updating the entire MAS 90/MAS 200 system.


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Print the Order/Quote Approval Register

1 Access the Order/Quote Approval Register option from the Main menu or by clicking the button available on the Order/Quote Approval window. The Order/Quote Approval Register window appears.

2 Click the Print button to print the report or the Preview button to preview the report.

The Order/Quote Approval Register lists the user that modified the order, the type of order, the status, the date of the order, the customer and item number, the customer and item description, the quantity of each item, the price of each item, and the total for the order or quote.

Order/Quote Approval Register Window

Order/Quote Approval Register Window


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After printing or previewing the report, the following dialog box appears.

3 After ensuring the report is accurate, click the Yes button to update MAS 90/MAS 200 with the information.

If the information on the report is not correct, modify the records before updating the information to MAS 90/MAS 200. To modify entries, click No on the update prompt and modify the information in the Quote/Order Approval window.

___________________________________________________________

This concludes Chapter 6: Using the Main Menu in the Remote Salesperson manual.

MAS 90 Dialog Box


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Using the Reports MenuChapter 6

Chapter 7: Using the Reports Menu contains instructions on how to print reports based on the salesperson information available in the Remote Salesperson module.

How to Use the Reports Menu

The options available in the Reports menu allow your company to print or preview different reports.

Open a Window from the Reports Menu


2 Click on the Reports menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


User Listing

Use the User Listing feature to create a detailed report on all users currently enabled in Remote Salesperson. Note that these are not all the MAS 90/MAS 200 users, only those that are set up in Remote Salesperson. The report shows each user and their user settings as defined in the User Maintenance window.

Windows Available in the Reports Menu

Chapter 7: Using the Reports Menu Remote Salesperson Manual

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Print the Remote Salesperson User Listing

1 Select how to sort the list from the Sort Options field. You can sort the list by User Code or Salesperson Number.

2 Check the Print Customer Filters to include the customer filters setup for the PDA user. This option is checked by default.

3 Check the Print Item Filters to include the item filters setup for the PDA user. This option is checked by default.

4 Enter the codes of the users to include in the User Code field.

5 Enter the numbers of the salespeople to include in the Salesperson field.

6 Click the Print button to print the list or the Preview button to preview the list.



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The Remote Salesperson User Listing displays all the settings for each Remote Salesperson user. This list also includes the customer filters and the item filters if the Print Customer Filters field and Print Item Filters field is selected in the Remote Salesperson User Listing window.

___________________________________________________________

This concludes Chapter 7: Using the Reports Menu of the Remote Salesperson manual.



PDA Instructions

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Installing and Configuring Remote Salesperson PDAChapter 7

Chapter 8: Installing and Configuring Remote Salesperson PDA teaches you to install, configure, and synchronize your PDA for the Remote Salesperson application. You can install Remote Salesperson on a Palm OS or Pocket PC (Windows CE) device.

Remote Salesperson has been re-implemented for level 3.72 and above, and now relies on a third-party technology called, Booster, from AppForge. The Booster may be installed when you register the PDA device with MAS 90 or MAS 200. If Booster is not installed, Remote Salesperson will not function.

For the most up-to-date list of devices that Booster supports, please visit AppForge’s website at http://www.appforge.com/. The presence of a device on this list does not guarantee that it will work with Remote Salesperson. Remote Salesperson works only on Palm OS devices and Pocket PC devices that are supported by Booster.

Remote devices synchronize on Windows XP or 2000 workstations only.

Memory Limitations on your PDA Device

Remote Salesperson is designed to operate with the base memory on your PDA device. The base memory is the same memory that your PDA’s built-in applications (calendar, phone book, etc.) use.

There are finite space limitations on your PDA device which your company’s data set must conform to. The total amount of data contained in these databases depends upon the amount of information you select to transfer to your PDA device and the amount of available memory on your PDA device. It is highly recommended to utilize the filters to minimize the amount of data to synchronize your PDA device with. Filtering will result in faster sync times and place less stress on your PDA. It will also leave more memory on your PDA for other applications.


Chapter 8: Installing and Configuring Remote Salesperson PDA Remote Salesperson Manual

http://www.appforge.com/

http://www.appforge.com/

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Palm OS Instructions

System Requirements

The Remote Salesperson Palm OS application must be installed to a Palm OS device running Palm OS 3.5 or later. It is not possible for the install script to determine what Palm OS version your device runs. Please make sure you install only to devices running Palm OS 3.5 or later. If you install to a device running an OS earlier than Palm OS 3.5, the program will display an error message indicating OS incompatibility and immediately exit.

The user must also have a Best Software External Seats license setup in System Configuration. See the Library Master Manual by Best Software for more information.

Configuring Remote Salesperson on the Palm OS Device

Before a user can access or synchronize data in Remote Salesperson on a Palm OS device, the user must be configured as an external user and the remote device must exist in the MAS 90/MAS 200 system.

To enable an External Seats license for a user, open the User Maintenance window from the Library Master module Main menu.



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Setup the External Seat role to define the user code for an External Seats license. As an External Seat user, you connect to the Remote Salesperson software for only a short amount of time to resynchronize data between your PDA and host computer. The External Seats features is available only if you registered the External Seats license in System Configuration. See the Library Master Manual by Best Software for more information.

Create a Device

The Remote Device Maintenance window is used to create and activate remote devices.

1 Select Remote Device Maintenance from the HighTower Library Master Remote menu.

2 Enter the name of the device in the Device field.

3 Select the Palm OS type of device from the Device Type field.

4 Click the Accept button. The system saves the changes.

HighTower Remote Device Window


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Assign the Remote Device to the Remote Salesperson User

The Remote Salesperson User Preferences window is used to assign the device to the user. For example, the following window displays the user, Test User, assigned to the Test User Palm device.

See the User Preferences section for more information on configuring Remote Salesperson users.

Installing Remote Salesperson on a Palm OS Device

The Remote Salesperson module on the MAS 90/MAS 200 system features a Remote menu, which contains options for you to install Remote Salesperson to the Palm OS device.

Remote Salesperson User Preferences Window


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Install Remote Salesperson on a Palm OS Device

1 From the Remote Salesperson PDA Remote menu, select PDA Application Install. The Remote Salesperson PDA Application Installation wizard starts.

2 Click Next to access the next window.

Remote Salesperson PDA Application Installation Wizard Window



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3 The Workstation Setup window only appears if the workstation is not setup to synchronize with MAS 90/MAS 200. If this window appears, click the Run Workstation Setup button. The system installs the components and prompts you to reboot your system. After rebooting, open MAS 90/MAS 200 and relaunch the Remote Salesperson PDA Application Installation wizard, then continue with the next step.




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5 Select the remote device you created and check your device for the minimum requirements (see the instructions under the How do I check? section in the installation wizard). Check My device conforms and click the Next button to access the next window.

6 To install printing software to your Palm OS device, check Install Printing Software and click Next.




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7 Check the Booster version (see the instructions under the How do I check Booster? section in the installation wizard) and select the installation option from this window. Perform a HotSync operation on the Palm OS device to finish installing the Booster application. Click the Next button to access the next window.

8 Click the Next button to install the Remote Salesperson PDA application. You will need to perform a HotSync operation on the Palm OS device to finish the installation. See the Use the Palm OS HotSync Feature section.



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After you perform the HotSync operation, the following window appears.

9 Click Finish to close the installation wizard.

Use the Palm OS HotSync® Feature

• Start the HotSync® application on your Palm OS device. The synchronization will include the Remote Salesperson files.


HotSync


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When the process is finished, the Remote Salesperson icon appears on the Palm device.

Start Remote Salesperson on the Palm OS Device for the First Time

The first time you start the Remote Salesperson application, you must select the company and synchronize the Palm OS device.

Select the Company and Synchronize the Remote Salesperson Files

1 Tap the Remote Salesperson icon. The New Company screen appears.

2 Enter your company and tap Accept.

Remote Salesperson Icon

New Company Screen


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3 Tap OK. The following message appears.

4 Tap OK and start HotSync again.

5 Start Remote Salesperson after the HotSync. The synchronization process starts. The Customer View screen appears.

The Remote Salesperson application on the Palm OS device is now ready to be used.

Information Screen

Customer View Screen


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Pocket PC (Windows CE) Instructions

System Requirements

The Remote Salesperson Pocket PC application requires Microsoft’s ActiveSync® application to run on the workstation and Pocket PC (Windows CE) device that will be used for the synchronization process.

The user must also have a Best Software External Seats license setup in System Configuration. See the Library Master Manual by Best Software for more information.

Configuring Remote Salesperson on the Pocket PC (Windows CE) Device

Before a user can access or synchronize data in Remote Salesperson on a Pocket PC (Windows CE) device, the user must be configured as an external user and the remote device must exist in the MAS 90/MAS 200 system.

To enable an External Seats license for a user, open the User Maintenance window from the Library Master module Main menu.



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Setup the External Seat role to define the user code for an External Seats license. As an External Seat user, you connect to the Remote Salesperson software for only a short amount of time to resynchronize data between your PDA and host computer. The External Seats features is available only if you registered the External Seats license in System Configuration. See the Library Master Manual by Best Software for more information.

Create a Device

The Remote Device Maintenance window is used to create and activate remote devices.

1 From the HighTower Library Master Remote menu, select HighTower Remote Device to open the HighTower Remote Device window.

2 Enter the name of the device in the Device field.

3 Select the Windows CE type of device from the Device Type field.


HighTower Remote Device Window


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Installing Remote Salesperson on a Pocket PC (Windows CE) Device

The Remote Salesperson module on the MAS 90/MAS 200 system features a Remote menu, which contains options to install Remote Salesperson to the Pocket PC (Windows CE) device and synchronize.

Install Remote Salesperson on a Pocket PC (Windows CE) Device

1 From the Remote Salesperson PDA Remote menu, select PDA Application Install. The Remote Salesperson PDA Application Installation wizard starts.



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3 The Workstation Setup window only appears if the workstation is not setup to synchronize with MAS 90/MAS 200. If this window appears and you will not use a Palm OS device, uncheck the I will be using a Palm OS device, and click the Run Workstation Setup button. The system installs the components and prompts you to reboot your system. After rebooting, open MAS 90/MAS 200 and relaunch the Remote Salesperson PDA Application Installation wizard, then continue with the next step.



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5 Select the remote device you created and check your device for the minimum requirements (see the instructions under the How do I check? section in the installation wizard). Check My device conforms and click the Next button to access the next window.




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6 Check the Booster version (see the instructions under the How do I check Booster? section in the installation wizard) and select the installation option from this window. Click the Next button to access the next window.

7 Click the Install button to install the application. The installation process begins.

If you are installing the AppForge Booster, the following dialog appears.

8 Click the Yes button. The following dialog appears.


Installing Applications Dialog

Application Downloading Complete Dialog


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9 Check your device to see if any additional steps are required. After completing the additional steps, click the OK button. The following dialog appears for the Remote Salesperson module.

10 Click the OK button. The following dialog appears.

11 Click the Yes button. The following dialog appears.

12 Check your device to see if any additional steps are required. After completing the additional steps, click the OK button.

MAS 90 Dialog

Installing Applications Dialog

Application Downloading Complete Dialog


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After you install the application, the following window appears.

13 Click Finish to close the installation wizard.

Synchronize the Pocket PC (Windows CE) Device

1 From the Remote Salesperson module Remote menu, select Windows CE Sync. The following Remote Salesperson CE Sync window appears.

2 Click the Sync button. The system synchronizes the data.

Start Remote Salesperson on the Pocket PC (Windows CE) Device for the First Time

The first time you start the Remote Salesperson application, you must select the company and synchronize the Pocket PC (Windows CE) device.


Remote Salesperson CE Sync Window


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Select the Company and Synchronize the Remote Salesperson Files

1 Tap the Remote Salesperson icon. The New Company screen appears.

2 Enter your company and tap Accept.

3 Tap OK. The following message appears.

4 Tap OK and synchronize the Pocket PC (Windows CE) device again.

New Company Screen

Information Screen


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5 Start Remote Salesperson after the synchronization. The synchronization process starts. The Customer View screen appears.

The Remote Salesperson application on the Pocket PC (Windows CE) device is now ready to be used.

___________________________________________________________

This concludes Chapter 8: Installing and Configuring Remote Salesperson PDA of the Remote Salesperson manual.

Customer View Screen


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Using Remote Salesperson PDAChapter 8

Chapter 9: Using Remote Salesperson PDA contains instructions on how maintain customers, create orders, and view inventory from your PDA device. This chapter also contains instructions on how to synchronize the data between your PDA device and your company’s MAS 90/MAS 200 system.

Start Remote Salesperson on the PDA

• Tap the Remote Salesperson icon from the application list on the PDA. The Customer View screen appears.

Remote Salesperson Icon on Palm Device Remote Salesperson Icon on Pocket PC Device

Customer View Screen on Palm Device Customer View Screen on Pocket PC Device

Chapter 9: Using Remote Salesperson PDA Remote Salesperson Manual

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Remote Salesperson PDA Menu Bar

Remote Salesperson PDA includes a menu bar that allows you to change companies, setup synchronization options, and delete databases.

Goto

The Goto feature allows you to toggle between viewing the customer information, inventory availability, and order information. When you select Customer, the Cust(omer) menu is available. The system displays the information you select from the Goto menu.

Cust(omer)

The Cust(omer) menu is only available if Customer is selected in the Goto menu. This menu contains the View Memos feature (see the Create/Update a Customer Memo section for more information) and the New Customer feature (see the Create a New Customer section for more information).

Palm Device Menu Pocket PC Device Menu


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Lookup by Name

The Lookup by Name feature allows you to toggle between viewing Lookup items by name or by number. For example, you can view item information by the item’s name or by the item number. The following pictures display both options on a Palm device. This feature is also available on a Pocket PC (Windows CE) device.

Sync

Select the Sync option to control the synchronization process between Remote Salesperson PDA and the MAS 90/MAS 200 system. You can synchronize the data between both, send the updates from the PDA to MAS 90/MAS 200, update the PDA with the information available in MAS 90/MAS 200, or do not synchronize the data at all. These synchronization options are also available on the Remote Salesperson User Preferences window.

Item Lookup with Item Number Item Lookup with Item Name


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Setup the Synchronization Process

1 Select Sync from the Options menu. The Sync screen appears.

2 Select the synchronization process you need. The following table describes each process.

3 Tap Back when finished. See the Synchronizing the Data section to sync the PDA.

Option Description

Full Sync This option sends the information available on the PDA to MAS 90/MAS 200, and sends the data available in MAS 90/MAS 200 to the PDA. The full synchronization process is completed automatically the first time Remote Salesperson PDA is synchronized.

Palm updates MAS 90 This option sends the information available on the PDA to MAS 90/MAS 200.

MAS 90 updates Palm This option sends the data available in MAS 90/MAS 200 to the PDA.

No Sync This option does not synchronize any data.

Sync Screen on Palm Device Sync Screen on Pocket PC Device


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Change Company

Use the Change Company feature to enter data for multiple companies that you work for through the same PDA device. Only one company can be active at one time.

Before you can change companies, make sure the new company is setup in the MAS 90/MAS 200 portion of Remote Salesperson PDA. In MAS 90/MAS 200, you must log into the company’s data and setup the filters and user preferences. Then, you must perform a synchronization to ensure the data is available in the PDA device. Remote Salesperson supports only one company on a device at a time. When you change a company, the last company’s data, will not be available on the PDA.

Change the Company Information

1 Select Change Company from the menu. The Change Company screen appears.

2 Enter the new company’s code in the New Company field.

3 Tap Accept. The Remote Salesperson application will synchronize the data for the new company the next time the synchronization process updates MAS 90/MAS 200.

Change Company Screen on Palm Device Change Company Screen on Pocket PC Device


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About

Select this option to view the version number and build date of the Remote Salesperson application that is installed on the PDA device. You can use this information during troubleshooting or software inventory procedures. The About screen also contains the Utilities menu with the Delete Databases option.

Access the About Screen

1 Select About from the menu. The About Remote SP screen appears.

2 Tap Back when finished.

Delete Databases

From the About screen, you can access the Delete Databases option. This feature removes all Remote Salesperson databases along with device activation information, and should only be used when recommended by a HighTower Help Desk representative.

Use the Delete Databases Feature

1 From the About menu, tap the Utilities menu.

About Remote SP Screen on Palm Device About Remote SP Screen on Pocket PC Device


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2 Tap the Delete Databases option. The following warning appears.

3 Tap Yes. The Remote Salesperson data is removed and activation settings are invalidated.

Customer View

After Remote Salesperson has loaded, the Customer View screen automatically displays. The Customer View screen consists of two tabs, Main and Orders. These two tabs provide detailed information about a customer record.

Delete Database Warning on Palm Device Delete Database Warning on Pocket PC Device



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Create a New Customer

1 From the Cust(omer) menu, tap New Customer. The Customer View window appears.

2 Enter a new customer number or ID in the No. field.

3 Enter the customer’s address in the Address field.

4 Enter the customer’s city in the City field.

5 Enter the customer’s state in the State field.

6 Enter the customer’s zip code in the Zip Code field.

7 Select the first contact person from the Primary Contact field. To create a new contact, see the Create/Update a Customer Contact section.



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8 Enter the customer’s phone number and extension in the Telephone and Ext fields.

9 Enter the customer’s fax number in the Fax field.

10 Enter the customer’s e-mail address in the E-mail Address field.

11 Tap Accept button to save the new customer.

Update a Customer

You can update customer’s information through the Customer View screen.

1 From the Customer View screen, click the button in the No. field to view the customer you want to update. The Lookup screen appears. The Lookup screen displays the item list that you defined in User Preferences.



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2 Tap the customer you want to change and the information appears in the Customer View screen.

3 Tap Edit to change the data.

4 Change the customer’s information. See the Create a New Customer section for more information on how to change the information in each field.

5 Tap Accept to save the changes.

Create/Update a Customer Contact

You can create or update a customer contact using the Customer Maintenance screen, which is accessible through the Customer View screen.

Customer Lookup Screen on Palm Device Customer Lookup Screen on Pocket PC Device


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1 From the Customer View screen, tap the Contacts button. The Memo Maintenance window appears.

2 To update a contact, select the contact from the Lookup list available in the Contact Code field. To create a new contact, enter a new contact code in the Contact Code field. If you create a new code, the following warning appears.

Tap Yes. The fields on the Customer Contact Maintenance window become active.

3 Enter the contact’s title in the Title field.

Contact Maintenance Screen on Palm Device Contact Maintenance Screen on Pocket PC Device

Warning Screen on Palm Device Warning Screen on Pocket PC Device


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4 Enter the contact’s name in the Ctct. Name field. The address fields automatically contain the company’s address.

5 Enter the contact’s main phone line and extension in the Telephone 1 and Ext fields. You will need to scroll down on the Pocket PC (Windows CE) device to see this field.

6 Enter the contact’s second phone and extension in the Telephone 2 and Ext fields.

7 Enter the contact’s fax number in the Fax field.

8 Enter the contact’s e-mail address in the E-mail field.


10 Tap OK to display the Customer View screen.

Create/Update a Customer Memo

You can create or update a customer memo using the Memo screen, which is accessible from the Cust(omer) menu.

�NOTE: You can create or edit a memo only if the option Maintain Memo From is set to PDA Device in the Remote Salesperson Options window.


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1 From the Cust(omer) menu, tap View Memos. The Memo screen appears.

2 To update a memo, select the memo from the Lookup list available in the Memo Code field. To create a memo, enter a new memo code in the Memo Code field. The fields on the Memo screen become active.

3 Enter the memo title in the Subject field.

4 Enter the start date for the memo in the Date field. The default is the current date.

5 Enter the memo in the text field.


Delete a Customer

You can delete a customer that exists only on your PDA device and not in MAS 90/MAS 200. You cannot delete a MAS 90/MAS 200 customer from your PDA device.

1 From the Customer View screen, select the customer to delete from the Lookup available in the No. field.

Memo Screen on Palm Device Memo Screen on Pocket PC Device


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2 Tap Delete. The following warning appears.

3 Tap Yes. The customer is deleted from Remote Salesperson.

View Orders for a Specific Customer

The Orders tab from the Customer view screen displays the customer’s available credit and current orders.

1 From the Customer View screen, select the customer to view from the Lookup available in the No. field.

2 Tap the Orders tab. The screen displays the customer’s order information.

Information Screen on Palm Device Information Screen on Pocket PC Device

Orders Tab on Palm Device Orders Tab on Pocket PC Device


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Place an Order for a Specific Customer

You can also create an order for a specific customer on the Orders tab of the Customer View screen.

1 From the Customer View screen, select the customer to view from the Lookup available in the No. field.

2 Tap the Orders tab. The screen displays the customer’s order information.

3 Tap Order. The Sales Order Entry screen appears with the customer information already available.

For more information about creating an order, see the Create a New Order/Quote section.

Inventory Inquiry

The Remote Salesperson module allows you to view the availability and cost of items in your company’s inventory.

Sales Order Entry on Palm Device Sales Order Entry on Pocket PC Device


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View Inventory Cost and Availability

1 From the Goto menu, tap Inventory to display the Inventory Inquiry screen.

2 From the Inventory Inquiry screen, click button in the Item No. field to search for the item. The Lookup screen appears. The Lookup screen displays the item list that you defined in User Preferences.

3 Tap the item you want to view and the information appears in the Inventory Inquiry screen. This screen displays the cost of the item, the factor for the cost, the standard and sales unit of measurement, the warehouse of the item, the amount on hand, and the amount available. The item quantities displayed for each warehouse location are taken from the Quantity On Hand amount for the selected warehouse from

Inventory Inquiry Screen on Palm Device Inventory Inquiry Screen on Pocket PC Device

Inventory Lookup Screen on Palm Device Inventory Lookup Screen on Pocket PC Device


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Inventory Inquiry in the Inventory Management module. After the order is approved in Order/Quote Approval and the register has been updated, the quantity level in Inventory Inquiry is adjusted to reflect the committed items from the current sales order.

Sales Order Entry

The Sales Order Entry screen allows you to place sales orders and quotes for new or existing customers using the available items in your inventory list. To view the Sales Order List screen, tap Order Entry from the Goto menu on your PDA device.

Sales Order List Screen on Palm Device Sales Order Screen on Pocket PC Device


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Create a New Order/Quote

1 Tap New on the Sales Order List. The Sales Order Entry screen appears.

2 Enter the date for the order or quote in the Order Date field. This field defaults to the current day.

3 Select the type of entry from the list in the Order Type field. You can select Order or Quote.

4 Select the customer from the Customer No. field.

5 Select the customer contact from the Contact Code field.

Sales Order Entry Screen on Palm Device Sales Order Entry Screen on Pocket PC Device

Contact Lookup on Palm Device Contact Lookup on Pocket PC Device


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6 Select the shipping date for the order or quote in the Ship Date field for a standard order.

7 Select the shipping method to use from the Ship Via field.

8 Select the customer address to ship to from the Ship To field.

9 Enter the customer’s purchase order number (if one exists) in the PO Number field.

10 Select the warehouse to use to fill the order or quote from the Whse field.

Ship Date Lookup on Palm Device Ship Date Lookup on Pocket PC Device

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11 Tap on the Lines tab to enter the items for the sales order or quote.

If the Show Item Description in Sales Order on PDA option is selected in User Maintenance, the Lines tab will display the item description rather than the item numbers.

Lines Tab on Palm Device with Item Numbers Lines Tab on Pocket PC Device with Item Numbers

Lines Tab on Palm Device with Item Description Lines Tab on Pocket PC Device with Item Description


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12 Tap New Line to access the Order Lines screen.

13 Select the item type from the list in the Type field. Options include Inventory Item, Misc Comment Code, Misc Item Code, Misc Charge Code, Comment, or Misc Charge. Depending on the item type you select, certain fields will be available on the screen.

Order Lines Screen on Palm Device Order Lines Screen on Pocket PC Device


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14 If you selected Inventory Item in the Type field, select the item being ordered or quoted from the No field.

�NOTE: If using kits, only Assembled Kits may be used when creating an order on the PDA. If the kit needs to be "exploded," then after the order is approved and updated from the Remote Salesperson Sales Order Entry, that line will need to be deleted and re-entered. The same applies to Bills with Options. Options are not available for bills downloaded to the PDA. If options are required on the bill, then it is recommended to not download those bills to the PDA.

Inventory Lookup on Palm Device Inventory Lookup on Pocket PC Device


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15 If you selected Misc Comment Code, Misc Item Code, Misc Charge Code, or Misc Charge in the Type field, select the code from the Code field.

16 If you selected Comment in the Type field, enter the comment in the Comment field.

Code Lookup on Palm Device Code Lookup on Pocket PC Device

Comment on Palm Device Comment on Pocket PC Device


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17 If necessary, change the warehouse of the item from the Whse field. This field is only available if Inventory Item is selected in the Type field.

18 Make any changes to the description in the Desc field.

19 For the Inventory Item type of order or quote, enter the unit of measurement in the U/M field.

20 For the Inventory Item type of order or quote, if you are discounting the item, enter the discount in the Discount field.

21 For the Inventory Item or Misc Item Code type of order or quote, change the price for the item in the Price field. You can change the price, only if the Override Price field is selected in User Preferences.

22 For the Inventory Item, Misc Item Code, Misc Charge Code, or Misc Charge type of order or quote, check DC if the line item is to be discounted for the current customer.

23 For the Misc Charge Code or Misc Charge type of order or quote, enter the extension in the Extension field.

24 Tap Accept to add the item to the Lines tab.

25 When you are finished entering all the line items, tap the Totals tab to view the totals information that the system has calculated for the current sales order or quote.

Warehouse Lookup on Palm Device Warehouse Lookup on Pocket PC Device


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26 Enter any additional discount percents in the Disc. Rate field.

27 Enter any additional discount amounts in the Disc. Amount field.

28 Tap Accept to save the order.

Change an Order/Quote

You can make changes to an order or quote, including changing or deleting items from the order or quote. You cannot change the customer or the type of line entry.

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1 Tap on the order or quote you want to change. The Sales Order Entry screen appears. You can change any of the fields on this screen except the Customer No field. See the Create a New Order/Quote for more information on using the fields available in this screen. To change a quote to an order, select Order in the Type field.

2 Tap on the Lines tab to change any of the lines available in the order or quote.

3 Tap on the line you want to change or delete, or tap New Line to add another item to the order or quote. The Order Lines appears. You can change any of the fields except the type of line in the Type field. See the Create a New Order/Quote for more information on using the fields available in this screen. To delete a line, tap Delete.

Lines Tab on Palm Device Lines Tab on Pocket PC Device


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4 Tap on the Total tab to change any of the discount totals in the order or quote.

5 Make changes to any of the fields on the Total tab. See the Create a New Order/Quote for more information on using the fields available in this screen.


Delete an Order or Quote

1 From the Sales Order List screen, tap on the order or quote you want to delete.

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2 Tap Delete. The following warning appears.

3 Tap Yes to delete the order.

Printing from the Palm OS Device

With Remote Salesperson, you have the ability to print character-based receipts for your sales orders and quotes. Remote Salesperson printing requires PalmPrint printing software which must be installed on your Palm device to enable printing functionality. SCS Print Server is a scaled down version of PalmPrint and also provides printing options for Remote Salesperson. To enable printing functionality in Remote Salesperson, you must use PalmPrint or SCS Print Server version 3.1 or above. For more information on PalmPrint or SCS Print Server, contact your Authorized Reseller or Consultant.

You will also require the file AppForge_PalmPrint_Fuser.prc to be installed on the Palm OS device. This file is available in your HTI directory of the Best Software installation.


Information Screen on Palm Device Information Screen on Pocket PC Device


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Receipt Layouts

After installing PalmPrint or SCS Print Server, you can configure the print settings to best meet your needs. After selecting your printer and data transmission options, you can define additional printer settings including characters per line and margin settings. Remote Salesperson allows for three fixed receipt formats: 40-column, 65-column, and 80-column. Based on your printer settings for left margin and characters per line, Remote Salesperson will automatically apply the correct receipt format. The Courier font type is automatically used when printing receipts with Remote Salesperson. You will also require the file AppForge_PalmPrint_Fuser.prc to be installed on the Palm OS device. This file is available in your HTI directory of the Best Software installation.

In addition, to customizing the page layout, you can add up to two 40-character lines of custom text that print at the bottom of your receipt. This text is defined in the User Preferences window and is transferred to your Palm through the HotSync operation.

The following are examples of each time of receipt layout.


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40-Column Receipt


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65-Column Receipt


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80-Column Receipt

Printing in Remote Salesperson on a Palm OS Device

The Remote Salesperson application automatically enables printer functionality once PalmPrint or the SCS Print Server has been installed on your Palm device. You can print sales receipts for your orders and quotes from three different screens within Remote Salesperson: Customer View, Sales Order Entry, and Sales Order List.


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Print from the Customer View Screen

You can print all sales orders or quotes associated with a customer by tapping on a specific customer record to display the Customer View screen.

1 Tap the Customer View menu to access the menu bar options.

2 Tap the Options menu. The Print Customers SOs option becomes available.

3 Tap Print Customers SOs. A status window will display alerting you of the progress of your print job. If there was an error in data transmission, an error screen will display detailing the problem. Otherwise, you will see a confirmation screen that your job was received by the printer and your printer will process the data.

Customer View Screen on Palm Device

Options Menu on Palm Device


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Print from Sales Order Entry

After entering a sales order or quote, you can print a receipt for that entry.

1 Check Print Prices to include prices in the printout.

2 Tap Print button to send the current sales order or quote to the printer. The Print screen appears.

3 Enter the number of copies to print and tap OK. A status window will display alerting you of the progress of your print job. If there was an error in data transmission, an error screen will display detailing the problem. Otherwise, you will see a confirmation screen that your job was received by the printer and your printer will process the data.

Order Entry Screen on Palm Device

Print Screen on Palm Device


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Print from Your Sales Order List

Orders and quotes that you have entered in Sales Order Entry are retained in your Sales Order List until you synchronize the data with your host computer. You can print receipts for all orders and quotes entries in this list.

1 Tap the Sales Order List menu to access the menu bar options. The new Print menu is available.

2 Tap Print all Sales Orders. A status window will display alerting you of the progress of your print job. If there was an error in data transmission, an error screen will display detailing the problem. Otherwise, you will see a confirmation screen that your job was received by the printer and your printer will process the data.

Sales Order List on Palm Device

Print Menu on Palm Device


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Synchronizing the Data

After entering customers, orders, and quotes through the PDA, you must synchronize the data so that it is available in MAS 90/MAS 200. You can also update the PDA device with the latest customer information and inventory items.

Synchronize the Palm OS Device

1 From the Options Sync menu, select the synchronization method. See the Setup the Synchronization Process section for more information.

2 Start the HotSync® process on your Palm OS device. The synchronization will include the Remote Salesperson files.

The entries will be available for manager approval in the Remote Salesperson module in the MAS 90/MAS 200 system.

Synchronize the Pocket PC (Windows CE) Device

1 From the Options Sync menu, select the synchronization method. See the Setup the Synchronization Process section for more information.

HotSync Progress


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2 From the Remote Salesperson module’s Remote menu, select Windows CE Sync. The following Remote Salesperson CE Sync window appears.

3 Click the Sync button. The system synchronizes the data.

___________________________________________________________

This concludes the Remote Salesperson manual.

Remote Salesperson CE Sync Window


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AAccounts Receivable Module 9, 18ActiveSync® 18

BBest Software 8Button Fields 34

CCancel Codes 57Companies

Viewing Name on PDA 99Contacts

Adding or Changing 106Customer View 103Customer View Screen

Printing 129Customer/Contact Approval 60Customer/Contact Approval

Register 63Printing 64

CustomersAdding 104Changing 105Contacts

Adding or Changing 106Deleting 109Filtering 48, 55Limiting Customers to

Download 54Limiting which Customers a User

Can View 48Memos

Adding or Changing 108Placing Orders for 111Viewing Orders for 110

DDatabases

Deleting on PDA 102

Index

FFilter

Customers 48, 55Items 50, 56

HHelp

Context-Sensitive 15HighTower 8

Support Services 16HotSync® Manager 18

IInstallation

for Palm OS 79for Pocket PC 89for Windows CE 89Patch Installation System 8

Integrating Other Modules with Remote Salesperson 9

Accounts Receivable 9Inventory Management 9Sales Order 10

Invalid Entries 68Inventory Inquiry 111Inventory Management Module 9, 18Items

Filtering 50, 56Limiting which Items a User Can

View 49Limiting which Items to

Download 56

LLicenses

External User License 20

MManual

Graphic Conventions 11Online 12Sections in 10


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Text Conventions 12Memory Limitations on your PDA

Device 76Memos

Adding or Changing 108Setting Option to Maintain

Memos 44, 47Menu Bar

Using 33Misc Charge File 44, 47Modules Tree

Using 32

NNavigating Remote Salesperson 18

OOnline Help 12Order/Quote Approval 66Order/Quote Approval Register 69

Printing 69Orders

Adding a New Order 114Approving 66Changing 121Deleting 123Viewing the Details 67

Override Price 45, 48

PPalm Desktop 18Palm OS

Installing Remote Salesperson 79Licenses 77Printing 124Requirements 77Selecting Company 85Setup Synchronization 99Starting Remote Salesperson for

the First Time 85Synchronizing 132System Requirements 77

Index

Using HotSync 84palmOne, Inc. 18Patch Installation 8PDA

Changing User 101Deleting Database 102Menu Bar 98

Pocket PCChanging User 101Deleting Database 102Installing Timekeeper 89Licenses 87Menu Bar 98Selecting Company 95Setup Synchronization 99Starting Remote Salesperson for

the First Time 94Synchronizing 94, 132System Requirements 87

PrintingCustomer View Screen 129Customer/Contact Approval

Register 64from Palm OS Device 124in Remote Salesperson on Palm

OS Device 128Order/Quote Approval Register 69Remote Salesperson User

Listing 73Sales Order Entry 130Sales Order List 131Setup Listing 41

QQuotes

Adding a new Quote 114Approving 66Changing 121Deleting 123Viewing the Details 67

RReason Codes 57


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Receipt Layouts 12540-column 12565-column 12580-column 125

Register the Remote Salesperson Enhancement 28

Remote Device Licenses 20Remote Salesperson

Button Fields 34Installation 22Installing on Your Host System 22Introduction 8MAS 90/MAS 200 Modules

RequiredSales Order Module 9

Menu Bar 33Navigating in 18Opening a Window 32Options

Add New Customers 43, 46Download the Misc Charge

File 44, 47Edit Customer Information 44,

47Enter Sales Orders 44, 47Enter Sales Quotes 44, 47Maintain Memo From 44, 47Override Price 45, 48Tax Schedule 45, 48

Register 28Support 12Using the Manual 10

Remote Salesperson ModuleRole Maintenance 27

Remote Salesperson PDAInstalling 76Synchronization Process 132

Reports Menu 72

SSales Order Entry 113

Printing 130Sales Order List

Index

Printing 131Sales Order Module 9, 18Setup Listing

Printing 41Setup Options

How to Print 41SP Files

Installing on Your Workstation 26Support 12

HighTower Support Services 16Synchronization

Concept 17Process 18

Pocket PC 94Windows CE 94

Setupfor Palm OS 99for Pocket PC 99for Windows CE 99

Setup in PDA 100Synchronizing Data 18System Requirements 19, 22, 77, 87System Startup 27

TTax Schedule

Setting Options For 45, 48Technical Support 12

UUser Listing Report 72User Maintenance 45User Preferences 50

WWindows CE

Changing User 101Deleting Database 102Installing Timekeeper 89Licenses 87Menu Bar 98Selecting Company 95


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Setup Synchronization 99Starting Remote Salesperson for

the First Time 94Synchronizing 94, 132System Requirements 87

www.bestsoftware.com 22www.hightowerinc.com 16

Index

welcome to the remote salesperson online manual · mas 90/mas 200. any new sales orders and quotes...

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