Daceasy: Getting Started Guide
Daceasy: Getting Started Guide
Copyright
Information in this document is subject to change without notice. Company names and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means without the express written permission of Best Software SB, Inc., 1505 Pavilion Place, Norcross, Georgia 30093. 2003 Best Software SB, Inc. All rights reserved. Printed in the United States of America. This document, the associated software, and the associated online documentation are the property of Best Software SB, Inc. and are loaned to the user under the terms of the Limited Use License Agreement. Unauthorized copying or use of the software or any associated materials is contrary to the property rights of Best Software SB, Inc. and is a violation of state and federal law. This material must be returned to Best Software SB, Inc. upon demand.
Trademarks
DacEasy is a registered trademark of Best Software SB, Inc. DacEasy Accounting, DacEasy Payroll, DacEasy Point of Sale, DacEasy Job Costing, DacEasy Order Entry, DacEasy Estimating, DacEasy Job Manager, DacEasy EIS, DacEasy Instant Accounting, DacEasy Instant Payroll, DacEasy Remote, DacEasy Accounting & Payroll, DacEasy WebsiteCreator, DacEasy WebsiteTrader and DacEasy Passport are trademarks of Best Software SB, Inc. Product names mentioned in this manual may be service marks, trademarks, or registered trademarks of their respective companies and are hereby acknowledged. Some of the artwork in this manual is modified from illustrations provided by the Corel Corporation.
Contents
Chapter 1 Welcome
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Documentation ........................................................................................... 16 Online Help .......................................................................................... 16 How Do I? ............................................................................................ 17 Manuals ............................................................................................... 17 Additional Resources ................................................................................. 19 On-Site Support and Classroom Training ............................................ 19 Online Support ..................................................................................... 19 Telephone Support ............................................................................... 19 Preparing for a Support Call ....................................................................... 20
Contents
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Minimum System Requirements ................................................................ 22 Installing DacEasy ...................................................................................... 24 Adding and Removing Components ........................................................... 25 Starting DacEasy ........................................................................................ 26 Upgrading From a Previous Version ........................................................... 28 Converting Existing Data ..................................................................... 29 Adding New Company Profiles ................................................................... 30 Moving Your Data Files .............................................................................. 32 Exiting the Business Center ....................................................................... 33 Using the Sample Company ....................................................................... 34 Opening the Sample Company ............................................................ 34 Setting Up a Security Passport ................................................................... 35 Setting Up Passport Tickets ................................................................. 36 Changing the Business Center Password ............................................ 37 Setting the Controller Password ........................................................... 38 Opening Company Files ............................................................................. 39
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Viewing Your Data ...................................................................................... 41 Changing the Report Layout ................................................................ 45 Using the Date Selector Button .................................................................. 46 Using the Calculator ................................................................................... 47 Using the LookUp ...................................................................................... 48 Using AutoComplete .................................................................................. 51 Sending an E-mail ...................................................................................... 52 Using the Toolbars ..................................................................................... 53
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Understanding the Business Center ........................................................... 56 Working With Profiles ................................................................................ 59 Adding Modules to a Company Profile ................................................. 59 Removing Modules From a Company Profile ....................................... 60 Removing Company Profiles ............................................................... 61 Editing Company Information ............................................................... 62 Modifying User Information .................................................................. 63 Using the Business Center Tools ............................................................... 64 Protecting Your Data ............................................................................ 64 Backing Up Company Data .................................................................. 65 Restoring Company Data ..................................................................... 66 Changing the Date ............................................................................... 67 Modifying the Business Center Appearance ........................................ 68 Setting the Business Center Options ................................................... 73 Setting Business Alert Rules ................................................................ 77 Scheduling Tasks ................................................................................. 78 Managing Windows .................................................................................... 82 Selecting the Active Window ................................................................ 82 Managing the Workspace .......................................................................... 82 Viewing the Workspace ....................................................................... 83 Using the Explorer Bar ......................................................................... 83
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Accessing Additional Resources ................................................................ 86 Using the Resources Links .................................................................. 87 Using the Tip Center ............................................................................ 87 Selecting Activities ..................................................................................... 88
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Working With the Instant Advisor ............................................................... 90 Viewing the Business Alerts ................................................................. 91 Viewing the Payables Reminder .......................................................... 93 Viewing the Scheduled Tasks .............................................................. 94 Working With Instant Reports .................................................................... 95 Changing Instant Report Criteria .......................................................... 96 Viewing Instant Reports ....................................................................... 97 Drilling Down on Data .......................................................................... 98 Using the Report Footer Options ......................................................... 98 Using Workflow Guides .............................................................................. 100
Appendix A Networking
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Before Installing DacEasy .......................................................................... 103 Pervasive.SQL 2000 Options ............................................................... 103 Before Installing on a Novell Netware Network .................................... 105 General Networking Information ................................................................. 106 Network Degradation ........................................................................... 106 Concurrency Control Methods ............................................................. 106 Mapping the Subdirectories ................................................................. 107 Rights and Privileges ........................................................................... 108 Updating the Company Path ................................................................ 108
Index
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Welcome
Chapter 1
Welcome
Welcome to DacEasy Version 13. DacEasy offers a complete line of business software for the small to medium-size business in need of an affordable, yet powerful, business solution. For more than a decade, we have listened to our customers suggestions to develop a robust business system with the features needed to successfully grow a business. Version 13 continues this tradition by focusing on features designed to make you more productive. This chapter highlights some of the key features in all Version 13 DacEasy programs. You will notice that many powerful features are available when you use the DacEasy Business Center. This powerful addition to DacEasy can be used with any of the DacEasy Version 13 programs to help you better manage your business. You are not required to use the Business Center; however, it includes so many powerful features that you are likely to wonder how you ever managed without it. Following the Key Features section is a list of conventions used in the program and package contents. Note Key features specific to each product are listed in the Welcome chapter of each products Users Guide. You can also refer to the Readme.htm file for additional information on new features and last minute changes.
Chapter 1
Welcome
Key Features
The following information highlights some of the many powerful features in DacEasy.
Welcome
Welcome
Chapter 1
The new Date Selector button allows you to enter a date using the keyboard, or view a calendar to locate and select a date. This button appears next to any accessible date field. Click the button and a calendar appears with the current date selected. You can use it to easily identify last Thursday or six weeks from today. For information on using the Date Selector button, refer to the section titled Using the Date Selector Button in Chapter 4, Working With DacEasy.
! New
Schedule Tasks
The DacEasy Business Center provides a new Schedule Task Wizard that allows you to schedule backups and Business Alerts. This Wizard is available from the Tools menu on the Business Center menu bar or from the Instant Advisor page in the Business Center workspace. This feature allows you to schedule recurring backups and Business Alerts using integration between DacEasy and the Windows Task Scheduler routine. For information on using the Scheduled Tasks, refer to the section titled Working With the Instant Advisor in Chapter 6, Working With Business Center Pages.
DacEasy Getting Started 7
Chapter 1
Welcome
! New Back Up and Restore Profile Information The new Back Up and Restore Profile Information feature improves the tasks associated with securing your data. Making backups is vital to the protection of your data integrity. This protection is one that is often ignored until the dreadful time when the hard disk drive of your computer fails, or a natural disaster strikes. Some of the improvements in this feature include the ability to back up Crystal Reports and your Business Center Profile information, which includes the profile paths, passports, Business Alert rules and results, scheduled tasks and special user settings used in the Business Center. ! New Customizable Toolbars The ability to quickly access all modules from the Business Center can be a real timesaver; however, you may not want to see all DacEasy modules or tasks if you do not use them on a daily basis. Thats why DacEasy allows you to select a scheme for a particular module and now also customize the DacEasy Modules toolbar in the Business Center. The scheme changes the appearance of the standard toolbar, menu bar, Activities pages and Workflow Guides in the Business Center. Now you can also create and maintain customizable toolbars in the Business Center. You can define as many toolbars as needed to fit your daily, weekly or periodic needs. For more information on customizing toolbars in the Business Center, refer to Chapter 5, Working With the Business Center. ! New Rollback Data During Restore Routine You make backups to protect your data, but if your backup is corrupt unknowingly to yourself, or you start restoring the wrong backup, your data integrity is compromised. This new feature allows you to protect your data integrity should you experience a failure, or have to cancel the operation while restoring a backup in the Business Center. For more information on this feature, refer to the section titled Restoring Company Data in Chapter 5, Working With the Business Center.
Welcome
Welcome
Chapter 1
AutoComplete
Use the AutoComplete feature to quickly enter information into DacEasy. The AutoComplete feature automatically fills in the information into a field based on the characters you type. As you type more characters into a field, DacEasy matches the information to entries stored in your LookUp lists or information you have previously entered. A list of choices appears based on these matches. You can select one of the suggested choices from the list or continue typing to narrow the list of selections. For more information on the AutoComplete feature, refer to Chapter 4, Working With DacEasy.
Instant Correspondence
Use the Instant Correspondence feature to keep in close contact with your customers, vendors and employees. You will notice a E-mail button when entering e-mail addresses. Use this E-mail button to instantly write e-mails to your customers, vendors, employees, warehouses and salespeople. An added benefit of this feature is it also works with the Business Alerts feature. While defining your Business Alert rules, you can select who you want to notify by e-mail that the alert was detected. For more information on the Instant Correspondence feature, refer to the section titled Sending an E-mail in Chapter 4, Working With DacEasy.
Business Alerts
Being in touch with your company's status helps you make good business decisions. Set up the Business Center to alert you when certain conditions are met. For example, you can set up an alert to be notified when the inventory level of an item reaches a minimum. Now you know immediately, you need to order more of that item. In addition to viewing the alert in the Business Center, you can use the Instant Correspondence feature to send an e-mail to you or your staff so they are aware of the alert. For more information on Business Alerts, refer to Chapter 6, Working With Business Center Pages.
Chapter 1
Welcome
Payables Reminder
Set up the Business Center to keep tabs with your vendors. You can set up the Payables Reminder to notify you of all invoices you have coming due. You can set the Payables Reminder to show you invoices that are past due, due through today, the end of the week, the end of the month, or enter a user defined number of days. The Payables Reminder also allows you to group your invoices by Vendor, Discount Date or Due Date. This feature works closely with the AutoPay feature in DacEasy Accounting. If you are using the AutoPay feature in DacEasy Accounting, you can use the Payables Reminder to organize the invoices you have due, and then use the Pay option to launch the AutoPay feature to pay your vendors with a few clicks of a button. For more information on the Payables Reminder, refer to Chapter 6, Working With Business Center Pages. For more information on the AutoPay feature, refer to Chapter 10 Banking in the DacEasy Accounting Users Guide.
Security Passports
The Security Passport in the Business Center allows you to effortlessly switch between the modules in your profile. If you are using DacEasys Security feature, you no longer have to supply a password each time you access a module. Simply add your passwords for each module to the passport in your company profile. When you log into the Business Center, you only need to supply your Business Center password. Because you supplied your individual DacEasy passwords in your passport, the Business Center uses your passport to verify you have access rights each time you access a feature. For more information on setting up your passport, refer to Chapter 3, Installing DacEasy.
Welcome
Welcome
Chapter 1
Insightful Reporting
The Instant Reports included in the Business Center allow quick access to key reports with the ability to drill down to further detail. You can even drill down to the original transaction when viewing an entry on the Accounts Receivable or Accounts Payable Aging Report. Just imagine the time you can save when researching your customer or vendor activity. For more information, refer to Chapter 6, Working With Business Center Pages.
Workflow Guides
The Workflow Guides included in the Business Center consist of step-by-step guides that walk you through a work process. Whether you need assistance with setup or an infrequent process such as closing the year, you can use the straightforward Workflow Guides to direct you and ensure a successful result. For more information, refer to Chapter 6, Working With Business Center Pages.
Enhanced LookUps
The ability to quickly locate existing data is important to any business. This process is simple when you use the LookUp feature in DacEasy. You can sort in ascending or descending order on any field in the LookUp with the click of a mouse. You can even include a secondary sort to help refine your search. For more information on this feature, refer to Chapter 4, Working With DacEasy.
Publish to HTML
You can publish data to an HTML file using a cascading style sheet (CSS) to retain the reports formatting. Publishing your information to the Internet or a company intranet has never been easier or looked more professional. For more information on this feature, refer to Chapter 4, Working With DacEasy.
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Welcome
Multiple Windows
You do not have to close a window before opening a new window. Because the Business Center provides access to all modules within the company profile, you can even view data from multiple modules at the same time. If you are viewing a customers order in Order Entry and want to check on a vendors purchase order in Accounting, you can view the customers order and vendors purchase order at the same time. You can even view multiple windows opened in different companies. For more information, refer to Chapter 5, Working With the Business Center.
Optimal Performance
DacEasy uses the Pervasive 2000 database manager for optimum performance on the most current networks. Pervasive 2000 not only allows quick access to your data, but it is also designed to help ensure the integrity of your data.
Data Exchange
Its easy to exchange data with other applications. You can copy your data from the Report Viewer, and then paste it into other Windows-based application, or export information to an Excel, HTML, delimited ASCII or text file. For more information this feature, refer to Chapter 4, Working With DacEasy.
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Welcome
Welcome
Chapter 1
Software Conventions
DacEasy is designed to use standard Windows guidelines. If you are familiar with other Windows applications, you will find DacEasy easy to use. If you are unfamiliar with using Windows-based software, please refer to the documentation included with your operating system to familiarize yourself with the conventions that are used in the program. Most options in DacEasy can be accessed with the mouse or with the keyboard. Function key equivalents are the same as in earlier versions. When you point to a button on the toolbar, the function key equivalent, when available, appears as a ToolTip. Either click the button with the mouse or press the specified function key. Tip If you prefer to use the keyboard instead of the mouse, press the Alt key to make the main menu active.
Figure 1-1: This graphic highlights some of the features available on dialog boxes throughout DacEasy.
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Welcome
Package Contents
Review the following list to see which items are included in your DacEasy package. CDThe DacEasy Version 13 CD includes all DacEasy Version 13 programs along with sample data files and online versions of the printed documentation. Because all programs are included on one CD, the CD is only included in the package if this is the first DacEasy Version 13 product you ordered. Getting Started GuideThe Getting Started Guide explains how to install DacEasy and use the global features. Because this manual helps you get started using any DacEasy Version 13 program, it is only included in the package if this is the first DacEasy Version 13 program you ordered. Users GuideThe Users Guide explains how to use the program. You should use this as a reference when you need to know how to perform a specific procedure. The serial number for your DacEasy module appears on the Users Guide. This serial number identifies you as the owner of this package. You must provide this number when you register your program, call DacEasy for technical support or order upgrades at a special price. Registering this product identifies you as one of our valued customers and allows us to keep you up-to-date with all the latest news about our products. Support BrochureThis brochure outlines support options and benefits available to you. For information about the procedures to follow when calling DacEasys Customer Support Services, refer to Chapter 2, User Assistance.
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Chapter 2
Assistance
User Assistance
At DacEasy, we want you to get the most out of your new software. We understand that different people have different needs and that is why we offer a number of resources to assist you in using our product. The Getting Started Guide assists you with installing the program, converting your data if necessary, and features that are common to all DacEasy programs. The Users Guide, in combination with the Help system in the program, provides you with the answers to your questions and is always available. If you prefer more one-onone assistance, you can contact Customer Support Services. For more personal assistance, you can contact a Certified Consultant and arrange for on-site support or classroom training. This chapter explains each option in detail. Choose the resource that is best suited to your needs.
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User Assistance
Documentation
The documentation set includes online Help, a Getting Started Guide and a Users Guide. Use these resources to discover the power of DacEasy.
Online Help
The most powerful resource available is also the easiest to use and access. The Help included in DacEasy can be used for context sensitive help or procedural help. Context sensitive help allows you to click Help (or press F1) from any field in DacEasy programs, such as Accounting or Payroll, to view information about the field or dialog box. Procedural help details the steps involved in a process or answers a question you might have about the software. To access procedural help; select Contents and Index from the Help menu (or press Shift+F1). Three tabs appear: Contents, Index and Find (or Search). A fourth tab, the Favorites tab, appears if you are viewing the Business Center Help. Locate the answers to your questions using any tab. Following is an explanation of each tab.
User Assistance
Chapter 2
How Do I?
Another valuable Help tool is the How do I? button available on the title bar of certain dialog boxes throughout the program. Click How do I? and a menu appears listing commonly asked questions about the current dialog box. Select any question from the list to view a Help topic that answers the question.
Assistance
Manuals
Your DacEasy program includes a Getting Started Guide and a Users Guide. Printed manuals accompany your software. In addition, online versions of these manuals are available on the DacEasy CD.
Users Guide
The Users Guide is designed to help you understand how to use your new software, detailing basic processes and directing you to the programs Help system for more detailed instruction and related or advanced features. Each Related Help Topics section in the Users Guide lists each related topic included in the Help. Use the Contents or Index tab in the Help to locate the topic.
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Documentation Conventions
Documentation provided with your DacEasy products uses several standard conventions to help quickly identify the actions you need to take to perform an operation. As much as possible, these conventions are used consistently in all DacEasy documentation. Actual keys or buttons you press appear in bold type. For example, if you need to click the OK button to save a transaction, OK appears in bold type as shown in this sentence. Menu names and commands that you need to select appear in bold type. For example, if you need to open a new company by accessing the Open command from the File menu, the instructions read as follows: Select Open from the File menu. Often, you can use either the keyboard or your mouse to perform an action. If this is the case, a generic word, such as choose or select, is used to instruct you to perform the action. For example, the above instruction Select Open from the File menu uses select. This indicates you can use the mouse to click on File, and then Open or you can use your keyboard. To use the keyboard, press Alt+F to view the File menu, and then use the down arrow key to select Open on the File menu. Press Enter to access the Open Company dialog box. Click means to quickly click the left mouse button once. Double-click means to quickly click the left mouse button twice. Point means to position the mouse pointer on a field or button. Procedures with steps appear as numbered lists. A heavy line that appears above the title easily distinguishes these steps. Most screens have multiple fields in which you can enter information. The manuals are designed to work hand-in-hand with the Help system. Click Help from a field to get an explanation of the field. Underscores within text indicate you should type spaces. For example, if you need to place a space within text, it would be printed as follows: Copy_A:. A plus sign (+) between two keys indicates you need to press the first key and hold it down while you press the second key. For example, to access the File menu from the keyboard, you might see Alt+F. To perform this action, press the Alt key. While holding down the Alt key, press the F key. Keypad refers to the numeric keys on the right side of most keyboards. These keys are directional or movement keys when the NumLock feature is off.
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Additional Resources
Assistance
In addition to the documentation provided with the software, there are a number of additional resources you can look to for assistance.
Online Support
If you have access to the World Wide Web, you can get e-mail support by accessing our home page at www.daceasy.com. Include your credit card number, or customer ID if you have a support plan, with your question to receive a response via e-mail. Responses are usually sent within 24 hours, during regular business hours.
Telephone Support
DacEasy understands that your time is valuable. For fast answers to your questions, contact our Customer Support Services team. Customer Support Services has developed various resources to provide solutions for our customers. A description of DacEasy telephone support options follows. Choose the option that best meets your needs.
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User Assistance
Support Options*
DacEasy has several support options available to benefit our customers whose preferred method of assistance is telephone support. Support plans provide our customers with an economical method of technical support along with additional benefits. You can purchase annual time blocks of technical support, based on your usage, at a discounted price. In addition, with a support plan you have 24 hour, 7 days a week, access to our Web support tool. This state of the art tool used by DacEasy technicians and consultants is available absolutely free during the term of your plan. The support brochure included in the package details each support option. Please take a minute to review this brochure and discover the many benefits available to you. For more information, call our Sales Department at (800) 987-5212. *Note Prices, conditions and hours of operation are subject to change without notification.
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Installing DacEasy
Installing
This chapter gets you started using DacEasy. Review the system requirements prior to installing the program to ensure that your system can successfully run DacEasy. If your system meets the minimum requirements, you can proceed with the instructions on installing DacEasy and starting the program using the Business Center. This chapter also includes a Conversion Preparation Checklist. If you are upgrading from a previous version, use this checklist to ensure that you have completed the preliminary steps required for a successful conversion. After completing the checklist you can follow the instructions for converting your data to Version 13. You must set up at least one company profile to access the Business Center. The profile stores the paths to all of your data files for a single company so that you can seamlessly access your company data, regardless of the module in which the data is stored. This chapter includes the steps to perform to add company profiles. This chapter also explains how to move data files, exit the Business Center, open company files and set up a security passport.
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* Applicable to DacEasy Order Entry and DacEasy Point of Sale only ** Applicable to DacEasy Point of Sale only
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Installing DacEasy
Complete the following steps to install DacEasy Version 13 for the first time. All DacEasy Version 13 components that you select during the Setup routine are installed to your computer. This saves you time if you need to install multiple DacEasy programs. Important If you are installing on a network, do not install the program until you read Appendix A, Networking. In addition, if you are upgrading from a previous version, read the Upgrading From a Previous Version section in this chapter before continuing with the following steps.
To Install DacEasy
1. Insert the CD in the appropriate drive. The Introduction screen automatically appears. Note Be sure to close all programs including the Pervasive Database engine before installing DacEasy. If the Introduction screen does not automatically appear, click the Start button, and then select Run. Open the Msetup.exe file on the CD. The Introduction screen appears. 2. 3. Click Install DacEasy. The Setup program starts. Follow the instructions on your screen to install DacEasy. Note If you are upgrading from a previous version of DacEasy, pay close attention to the Upgrade Modifications screen when it appears. This screen allows DacEasy to copy any necessary information to your new program folder and aids in converting any necessary data once you run the Version 13 program. Using the options on this screen also helps locate your existing companies when using the Add Module wizard in the DacEasy Business Center. Tip We recommend that you select the View Readme File check box during Setup. Read this file to familiarize yourself with the new features and learn about any last minute changes. After viewing this file, select Close from the File menu to exit the Readme file and return to Setup.
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Starting DacEasy
The DacEasy Business Center provides a single entry point for all DacEasy programs. Fast and easy access to your program is only one of the many benefits gained when you use the Business Center to access DacEasy. You can use any of the following methods to start the Business Center: Note Starting the Business Center is usually the preferred method of accessing company data; however, if you want to start DacEasy independent of the Business Center, refer to the Chapter 2, Getting Started in the Users Guide. From the Programs folderClick the Start button, point to Programs, point to DacEasy, and then click Business Center. From the desktopDacEasy adds an icon to the desktop if you select this option during the Setup routine. If you selected this option, double-click the DacEasy Business Center icon on your desktop to start the program. From the Start menuDacEasy adds an entry to the Start menu if you select this option during the Setup routine. If you selected this option, click the Start button, and then select DacEasy Business Center. After you start the Business Center, the next step depends on the type of user you are. New UsersIf you are a new user of the program, you have to add a company profile. The first time you access the Business Center the Welcome to DacEasy dialog box appears. Select an option from the screen. Refer to the section titled Adding New Company Profiles later in this chapter if you select to create a new profile. Refer to the section titled Opening Company Files later in this chapter if you select to add an existing profile. When the Create New Profile User dialog box appears, enter a user name and password. The password is optional. For more information on your profile user name, refer to the section titled Setting Up a Security Passport. Upgrade UsersIf you are upgrading from a previous version, refer to the following section titled Upgrading From a Previous Version. Existing Version 13 UsersIf you have already set up a company profile, log on using your user name and the program starts and opens the default profile. You can now perform your daily processing.
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If you are not using the Business Center, you can access a DacEasy module using the Programs folder on the Start menu. To access a DacEasy module, click the Start button, point to Programs, point to DacEasy, point to Modules, and then click the modules you want to access. Tip For steps on creating a shortcut to each DacEasy module on your desktop, refer to the DacEasy modules Help system. If you are using the Business Center, the first time you select a task for a particular DacEasy module, you are asked to register that module. If you are not using the Business Center, the first time you access a DacEasy module, you are asked to register that module. If you choose Yes, the Serial Number dialog box appears. Type your serial number and activation key using all capital letters, and then click OK. Choose No if you want to register at a later time. You will continue to receive this message each day when you access a module for the first time until you register; however, you are not required to register until the trial period expires. Tip The serial number appears on the Users Guide for each module. Read the Serial Number dialog box for instructions on obtaining the activation key.
Installing
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Figure 3-1: Add new company profiles using the New Company Profile dialog box.
Note If the Business Center is unable to locate an existing company profile, the Welcome to DacEasy dialog box appears. Select the Create New Profile option, and then the New Company Profile dialog box appears. 3. Type a unique name to identify the company profile. This name is used to identify the company when opening your company profile and appears on the Business Center status bar.
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4.
Type the path where the new company profile is to be located. This folder stores information specific to the company profile; therefore, each profile must be located in a different folder. When you add new data, the data files are stored in a subfolder in the profiles folder unless you change the default. For example, assume you type C:\DacEasy\BC\Profiles\MyData as the profile path. If you add new accounting data, the default path is C:\DacEasy\BC\Profiles\MyData\AC. We recommend that you accept the default structure to help organize your data files.
Installing
5. 6. 7.
Complete all applicable fields in the Company Information area. Click Save. The Create New Profile User dialog box appears. Confirm your password, and then click OK. The Add Module Wizard appears. Note If you are a new user, you have to set up your user name and password.
8.
Follow the instructions on the screen to add the data files to the company profile. Use the Back and Next buttons to navigate through the wizard. Click Finish when you have completed the wizard. Tip You can browse for an existing company when you add your company data files. Click Browse, and then click Existing companies to locate existing DacEasy company folders or click Windows folders to search all folders. A Summary screen lists each module that will be added to the company profile. If you add existing data for multiple modules, you have the option to update the company information in each module with the company information entered for the profile. In addition, you must interface all modules in the profile with your DacEasy Accounting data files. A Complete screen appears when the selected modules have been added to the profile.
9.
Click OK. DacEasy opens the profile and returns you to the Business Center main menu.
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3.
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4.
Select Edit from the Profile menu, and then select Add Module. The Add Module Wizard appears. Select all modules for which the data files were moved and add the path to the new location. Select Edit from the Profile menu, and then select Company Information. Click the Paths tab and confirm that each module is accessing the data files in the new location.
Installing
5.
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Figure 3-2: If you are using the Security feature, you must provide a ticket to access each module. You can include the ticket with your passport or provide the ticket when you access the module.
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Figure 3-3: Speed entry into each module by adding your user name and password for each module to your passport.
2.
Type your User ID in the User Name field and password for each module in this company profile. Note Payrolls Security feature does not use User IDs; therefore, the User Name field is unavailable for Payroll.
3.
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Figure 3-4: Edit User information and set the controller password from the Company Profile User List dialog box.
2. 3. 4. 5.
Click Set Password in the Controller Password area. The Set Password dialog box appears. Type the password, and then confirm the password. Click OK to save your new password. The Company Profile User List dialog box appears. Click Cancel to return to the Business Center.
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Tip The most recently opened company profiles are listed on the Profile menu. You can click any profile listed to quickly open the company.
Figure 3-5: Access the Open Company Profile dialog box to open a new profile or log on as a different user.
2.
Select the profile you want to open. If the profile is not listed, you can click Browse to locate the profile. Tip Click a column heading to sort on the corresponding column.
3.
If you do not want to open the profile with the current user name, type a different user name in the User Name field. Tip If you want this profile to open each time you start the Business Center, click Default.
4.
Click Open. The Business Center opens the selected profile. Note If you opened the profile with a different User Name, you are prompted for your password information.
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Chapter 4
Working With
Now that you have set up your company profile and passport, you are ready to start using the program. Use this chapter to familiarize yourself with the features common to all DacEasy programs. This includes information on viewing your data, creating presentation quality reports, using the Date Selector button, Calculator, AutoComplete and LookUps, sending e-mails, and working with toolbars. Note Refer to each programs Users Guide for information on features specific to the module.
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If you customize the report layout for the current report, these settings are saved and are used the next time you print the report. You can select different printer preferences for each report in DacEasy. Note The Plain Paper check box that appears on the Report Layout dialog box is only available in DacEasy Payroll. This feature is available when printing certain payroll forms on plain paper and requires Adobe Acrobat Reader. For more information on the Plain Paper features, refer to the DacEasy Payroll Help system.
Figure 4-1: Use the Report Layout dialog box to select the output format for the information.
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To View Data
1. 2. View the Report Layout dialog box by clicking Print or OK from a report or form dialog box. Select the target. The following options are available: Note Refer to the Changing the Report Layout section for more information. ScreenSelect this option to view the information on the screen. Edit the report layout if necessary. Note You can redirect the information from the screen to the printer if needed. PrinterSelect this option to print the information on paper. Edit the report layout if necessary. Tip A Test Page option is included when printing forms. To check the form alignment, click Test Page and a test page prints based on your report layout settings, with Xs in place of your data. If the form does not print properly, adjust your report layout or form placement, and then print another test page. Note The Plain Paper check box that appears on the Report Layout dialog box is only available in DacEasy Payroll. This feature is available when printing certain payroll forms on plain paper and requires Adobe Acrobat Reader. For more information on the Plain Paper feature, refer to the DacEasy Payroll Help system. ExportSelect this option to export the information to a text, delimited ASCII, Excel 5 or HTML file. Type the path and file name where you want to create the file, and then select the File Format. If you selected Export, select the Export type. If you selected ASCII as the Export type, enter the Text and Field Delimiters. PublishSelect this option to publish the file in a format that can be read by a third party application. You can publish all reports to HTML, the file format that can be used by Web browsers. You can publish many reports to Excel. Type the path and file name where you want to create the file, select whether or not you want to automatically launch the application to view the data, and then edit the Fonts tab if necessary. 3. Click OK to view the report or create the export file.
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Figure 4-2: Use the Calendar to select a date for the current field.
Selecting a Date
To select a specific date while viewing the calendar, click the date you want and the selected date appears in the current field. You can also use the Up arrow, Down arrow, Left arrow and Right arrow to change the selected date and press Enter to paste the date in the current field.
Chapter 4
Working With
Figure 4-3: Use the Calculator to perform mathematical equations and paste the result into a numeric field.
The calculator works just like a hand-held calculator. Press the number or first letter of the key you want to use. If you are using a mouse, click the left mouse button to activate keys on the calculator. The following table lists the keys available on the calculator, along with their functions:
Access key
S E
Button
Sqr Exp
Calculator functions
Displays the square root of a value. Allows you to use exponential notation. After pressing E, the next value you type raises a number to that power. For example, the key combination 2E3= displays the number 23, which is 8. Stores the current value into memory. You can recall this value later by pressing M again. Clears the current value and resets all arithmetic operations. Pastes a value into the current field. After pressing P, the calculator closes and the cursor returns to the active field. You can only paste values from the calculator into numeric fields. Clears the last digit entered. Toggles the displayed value between floating and fixed notation.
M C P
B F
Back Fmt
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Figure 4-4: Use the LookUp to select a record for the current field.
When you initially view a LookUp, the selection bar highlights the first record in the file. When you return to a LookUp during the same DacEasy session, the selection bar remains positioned on the record previously selected. This feature can be very handy if you need to access records in a file sequentially. When you exit and reenter DacEasy, the selection bar returns to the top of every LookUp. When you close and reopen a screen through the Business Center, the selection bar returns to the top of each LookUp on the screen.
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An arrow appears to the right of the column header to indicate that the LookUp is sorted by the information in the column. If the LookUp has a secondary sort, a 1 appears to the right of the arrow in the primary sort column header and a 2 appears to the right of the arrow in the secondary sort column header.
Working With
Resizing Columns
You can change the width of each column in a LookUp. To change the column width, place the mouse on the right border of the column header. When the pointer changes to a (double-headed arrow), click the mouse and drag the edge of the box to change its width.
Locating a Record
You can locate a record with the mouse, arrow keys or the Search feature. Using the Mouse A vertical scroll bar appears when all rows in the LookUp are not visible. A horizontal scroll bar appears when all columns in the LookUp are not visible. Click above the scroll box on the vertical scroll bar to page up. Click below the scroll box on the vertical scroll bar to page down. Click the arrows on the vertical scroll bar to move up or down one record at a time. Click the scroll box and drag it up or down to quickly access a different area in the LookUp. Click the horizontal scroll bar to view the column relative to your position on the scroll bar. Click the arrows on the horizontal scroll bar to move one character at a time. To select a record with the mouse, double-click the record.
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Using the Keyboard Press the Up Arrow and Down Arrow keys to move through the LookUp one record at a time. Press the Page Up and Page Down keys to page through the LookUp. Press Ctrl+Home to locate the first record. Press Ctrl+End to locate the last record. To select a record with the keyboard, press Enter. Using the Search Feature The Search feature allows you to quickly locate a record within the primary sort. You can type the record you want to view and the LookUp scrolls to the closest match when you press Enter. For example, if your customer codes are based on the customers name and you have a customer named Jim Smythe, but are unsure of the spelling, click LookUp from the Customer Code field to view the LookUp. Type J and the selection bar moves to the first code beginning with J. Locate the desired record, and then select it. DacEasy incorporates smart searches in all entry fields allowing a LookUp. To perform a smart search, type any text in the entry field. After entering the text, click LookUp to view a list of available records. DacEasy automatically selects the record that most closely matches the text you entered. For example, assume your customer codes always begin with the first letter of the customers last name and you need to locate Edwin Simmons customer record. Type S in the Customer Code field, and then click LookUp. The Customer LookUp appears with the first customer code beginning with the letter S selected. Now, you can scroll to the appropriate record.
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Using AutoComplete
Use the AutoComplete feature to quickly enter information into DacEasy. This feature remembers information you have previously entered into a field or quickly pulls information from your LookUps. As you type characters into a field, DacEasy matches the information to entries stored in your LookUps or information you have previously entered. A list of suggestions appears based on these matches. You can select one of the suggested choices or continue to type additional characters to narrow the list of suggestions. If a single possible match is found, the value can be inserted in the current field if you selected this option when setting the AutoComplete preferences. The value you typed appears normal and the information inserted by the AutoComplete feature appears highlighted. For more information on setting the AutoComplete preferences, refer to Chapter 5, Working With the Business Center.
Working With
Figure 4-5: The AutoComplete list matches the information you are typing with information in your LookUp lists or information you have previously entered into the current field and offers a list of suggested choices.
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Sending an E-mail
Use the Instant Correspondence feature to keep in close communication with your customers, vendors and employees. Each customer, vendor, salesperson, warehouse and employee record has an E-mail field. Click the E-mail button attached to the field to launch your e-mail program. A new e-mail message appears with the To box completed with the recipients e-mail address. For more information on sending a batch of e-mails using the Mail Merge feature, refer to the Users Guide for each module. Note This feature is also available when using the Business Alerts feature. While setting your alert rules, you can compose an e-mail message to send to select recipients when the alert is detected. For more information on the Business Alerts feature, refer to Chapter 6, Working With Business Center Pages. Note You must have a simple MAPI compliant e-mail system to use the Instant Correspondence feature to send an e-mail.
Figure 4-6: Use the E-mail button to send an e-mail to a customer, vendor, salesperson, warehouse or employee.
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Positioning Toolbars
You can float, dock or hide most DacEasy dialog box toolbars and the main application toolbar except the Business Center Modules toolbar and the Explorer bar. A docked toolbar does not move. If you are not running the DacEasy modules through the DacEasy Business Center, the main application toolbar can be docked to any edge of the DacEasy desktop. The dialog box toolbar can be docked to any edge of the dialog box. You can also float either of these two toolbars. A floated toolbar can be moved anywhere on the desktop. Tip You can drag and drop the toolbar to any position needed, floated or docked. You can also resize the toolbar to adjust the orientation. Note When viewing information in the Report Viewer, the toolbar is in a fixed position and cannot be moved. To float a toolbarRight-click on the toolbar (not on a button), and then select Float or double-click the toolbar (not on a button). To dock a toolbarRight-click on the toolbar (not on a button), and then select Dock or double-click the toolbar (not on a button). To hide a toolbarTo hide a toolbar in the DacEasy modules, right-click on the toolbar (not on a button), and then click Hide Toolbar. To hide a toolbar in the DacEasy Business Center, right-click on the Modules toolbar and a list of available toolbars appears. Select the toolbar you want to hide. The check mark is removed for the selected toolbar indicating it does not appear in the Business Center. You can also make this selection using the Toolbars tab on the Appearance dialog box in the Business Center. To show a hidden toolbarTo show a toolbar in the DacEasy modules, click the system menu icon located in the top left corner of the dialog box, and then select Show Toolbar. To show a toolbar in the DacEasy Business Center, right-click on the Modules toolbar and a list of available toolbars appears. Select the toolbar you want to show. A check mark appears next to the toolbar indicating it appears in the Business Center. If no toolbars appear in the Business Center, select Toolbars on the Windows menu and select the toolbar you want to show. You can also make this selection using the Toolbars tab on the Appearance dialog box in the Business Center.
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The Business Center provides a single entry point for all DacEasy programs and includes a number of features designed to increase productivity. This includes the ability to view multiple windows concurrently, update company information for all DacEasy modules, and back up or restore data without exiting the Business Center. In addition, you get quick access to your data, the Internet and other helpful resources. This chapter provides you with information that is helpful when using the Business Center. The first section gives a description of each component in the Business Center. The other sections explain how to work with your company profiles, edit your company information, use the Business Center tools and manage multiple windows.
Business Center
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Figure 5-1: Use this diagram to familiarize yourself with the Business Center.
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Explorer Bar
The DacEasy Business Center includes a browser, Internet Explorer, that allows you to view HTML pages. This includes HTML pages accessed via the Internet and HTML pages specific to the Business Center that are located on your computer. Use the Explorer bar to select the page to view or refresh the page. For more information on each button that appears on the Explorer bar, refer to the section titled Using the Explorer Bar later in this chapter.
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Figure 5-2: Use the Add Module wizard to link data files from other DacEasy modules to the company profile.
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2.
Follow the instructions on the screen to complete the wizard. Use the Back and Next buttons to navigate through the wizard. Click Finish when you have completed the wizard. A Complete screen appears when the process is done. Tip You can browse for an existing folder when you add a module to a company profile. Click Browse, and then click Existing companies to locate existing DacEasy company folders or click Windows folders to search all folders.
3.
Figure 5-3: Use the Remove Module wizard to remove modules from the company profile.
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2. 3. 4.
Select the modules to remove, and then click Next. A Summary screen appears. Click Finish to remove each module listed. A Complete screen appears when the process is complete. Click OK to return to the Business Center.
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Figure 5-4: Use the Edit Company Information dialog box to update the company address information for your company profile. Select the Update Modules check box to also update the company address information for all modules in the profile.
2. 3.
Edit each field as necessary. Select the Update Modules check box if you want to update each module included in the company profile with your changes. Tip Click the Paths tab to view each module included in the profile.
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Figure 5-5: Edit User information and set the controller password from the Company Profile User List dialog box.
2. 3. 4.
Select the user you want to edit from the Users list. Type the full name of the user, add any comments, and then select a scheme for the user. Click Update to save your changes. Click Cancel to return to the Business Center.
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2. 3. 4. 5. 6. 7. 8.
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Figure 5-6: Use the Backup wizard in the Business Center to back up your company data files and profile information. This keeps all your data synchronized.
2.
Select the profile and modules you want to back up, and then click Next. The default location where each backup is stored appears. Tip Back up all modules in a company profile at the same time. This ensures that your data files stay synchronized.
3. 4.
Edit the location if necessary, and then click Next. A Confirmation screen appears. Click Finish to make the backups.
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Figure 5-7: Use the Restore wizard in the Business Center to restore backups for each module and the profile information.
2.
Select the profile and modules you want to restore, and then click Next. The default backup location appears. Tip Be sure the backups you are restoring into each module were created at the same time. This ensures that all your data files stay synchronized.
3. 4.
Edit the location if necessary, and then click Next. A Confirmation screen appears. Select the Enable Rollback check box protect your data integrity. This option allows you to return your data to its previous state should you experience a failure during the Restore routine. Click Finish to restore the backups.
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Selecting a Scheme
Each scheme includes the layouts for the standard Modules toolbar, Modules menu bar, Activities pages and Workflow Guides. The DacEasy Classic scheme, includes tasks from all DacEasy modules. You can also select schemes for a specific DacEasy module.
To Select a Scheme
1. Select Appearance from the Tools menu. The Appearance dialog box appears with the Scheme tab open.
Figure 5-8: Use the Scheme tab on the Appearance dialog box to change the appearance of the standard Modules toolbar, Modules menu bar, Activities pages and Workflow Guides.
2.
Select a scheme or click Use Default to use the default scheme, which is based on the modules in your profile. Note The DacEasy Classic scheme consists of all DacEasy modules. Select this scheme if you use more than one DacEasy module. If you use a single DacEasy module, you can select a scheme that contains only options for the module you use.
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3. 4.
Click OK. A prompt confirming the scheme selection appears. Click Yes. The Business Center is updated with your changes and your default home page appears in the workspace.
Figure 5-9: Use the Toolbars tab of the Appearance dialog box to add and edit module toolbars.
3.
Select New to create a new toolbar. Type the name of the toolbar if you are creating a new toolbar when it appears in the Available Toolbars list. If you are editing an existing toolbar proceed to the next step. Select the toolbars you want to appear using the Available Toolbars list. A check mark appears next to each toolbar indicating the toolbar appears in the Business Center.
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5.
Select the Show Labels check box if you want the button labels to appear. There are three options when selecting the Show Labels check box. Select the Show Labels check box and the button labels appear for all toolbar buttons. Clear the Show Labels check box and the button labels do not appear for toolbar buttons unless no image is selected for the button. Select the Show Labels check box until it is dimmed and the button labels only appear when the same image is selected for multiple toolbars buttons, regardless of the toolbar. For example, if both the Year End and Accounting toolbar are using the same image for a button, the button label appears for both buttons.
6. 7.
Select the Show ToolTips check box if you want the button ToolTips to appear. Select the With Hot Keys check box if you want to use hot keys to activate the associated task for a toolbar button. The hot keys are assigned using the Properties dialog box. Tip When using the With Hot Keys option, try to assign unique hot keys because hot keys assigned to a toolbar button in the Business Center override original hot keys while the Business Center is running. For example, Ctrl + C copies information to the clipboard. If you assign this hot key to a toolbar button, this hot key launches the task assigned in the Business Center and no longer copies text to the clipboard while the Business Center is running. Close the Business Center and the hot key returns to the original task.
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8.
Select the toolbar you want to edit, and then select Customize to add, edit or delete buttons on the toolbar. The Customize Toobar dialog box appears. Note You cannot customize the standard Module toolbar. The tasks that appear on the standard Modules toolbar are defined by the scheme selected for the current user.
Figure 5-10: Use the Customize Toolbar dialog box to add, edit or delete buttons on the toolbar.
Business Center
9.
Select a task from the Available Toolbar Buttons list and select Add or double-click the task. Once the task appears in the Current Toolbar Buttons list, use Move Up or Move Down to change the order the task appears on the toolbar. Continue this step until all tasks you need are in the Current Toolbar Buttons list. Note You can also add tasks not associated with DacEasy to the toolbar. For example, you can drag and drop a shortcut from your desktop to the Current Toolbar Buttons list. You can also use the Properties dialog box to assign a button to a specific tasks. For example, a Microsoft Word document you want to view, or executable file you want to run.
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To edit the properties of a task, click Properties or double-click the task in the Current Toolbar Buttons list. The Properties dialog box appears.
Figure 5-11: Use the Properties dialog box to change the details of each task. You can change the target, label, hot key and ToolTip for the task.
10. Make any necessary changes to the properties available. Type a Hot Key to quickly access the task from any application while the Business Center is running. Select Change Image to change the icon image associated with the current task. The Change Image dialog box appears.
Figure 5-12: Use the Change Image dialog box to change the icon image associated with a task. You can navigate to another icon image, or pull images from other files containing icons.
11. Click OK to save your changes and return to the Properties dialog box. Click OK again to save the property settings and return to the Customize Toolbar dialog box. Click OK to save the toolbar settings. Click OK to save the appearance settings.
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Business Center
Figure 5-13: Use the Workspace tab of the Options dialog box to select the Home page that appears when you first open the Business Center.
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2.
Select the address of the home page using any of the following methods: Use CurrentClick this button to use the page that currently appears in your workspace as the home page. Use DefaultClick this button to use the Business Center's default home page, which is the Resources page, as your home page. Use BlankClick this button to use Internet Explorer's default blank page. Your workspace will have a white background. Tip If you prefer the background to be a solid color other than white, DacEasy includes additional pages you can use as your default. These pages are located in the \Bc\Html\Bkgnd subfolder in the Business Center application folder. For example, if you installed the program into the default folder, type C:\DacEasy\BC\HTML\Bkgnd\Blueblank.htm to use a solid blue page in the workspace.
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Scheduling Tasks
The DacEasy Business Center provides a Schedule Task wizard that allows Windows to run a DacEasy task automatically. This wizard is available from the Tools menu on the Business Center menu bar or from the Instant Advisor page in the Business Center workspace. This feature allows you to schedule recurring backups and Business Alerts using integration between DacEasy and the Windows Task Scheduler. With this integration, your Windows operating system runs and maintains the scheduled task, while DacEasy performs the scheduled task such as running a backup of your data files or generating a Business Alert.
To Schedule a Task
1. Select Schedule Tasks from the Tools menu. The Schedule Task List dialog box appears. You can also access the Scheduled Task List dialog box by selecting Instant Advisor from the Business Center Workspace, selecting Scheduled Tasks, and then selecting New.
Figure 5-14: Use the Schedule Task List to identify the computer from which you want to run the scheduled task and select the type of task you want to schedule.
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2.
Select the Target Computer and the type of task you want to schedule. Click OK and the Schedule Task Wizard appears. You have two options when selecting the target computer. You can schedule a task on the local machine (this computer) or the server (gateway). A gateway machine is defined as the permanent gateway as identified by Pervasive, or the computer where the profile data actually resides. The local machine or this computer is defined as the client machine where DacEasy is being run, if this machine is the same as the gateway, the local machine is suppressed. Note A user must have access rights to the Windows Task Scheduler routine to schedule a task in DacEasy Note We recommend you schedule all tasks on the gateway computer. Since the gateway computer is the physical computer that serves the data or contains the data, the gateway computer should always be accessible. If you are accessing a profile on a network and select your local machine (this computer) as the target computer, the following warning appears. Scheduling a task on the local computer using a network profile is not recommended. If you select to continue, the scheduled task will not be available from other workstations or server.
Business Center
3.
The next pages of the wizard that appear are specific to the type of task you are scheduling. For more information scheduling a specific task, refer to the Business Center Help. After selecting the settings specific for the task you are scheduling, select Next to continue. The Frequency page of the wizard appears.
Figure 5-15: Select the frequency to determine how often you want the scheduled task performed.
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4.
Select the frequency you want and select Next to continue. The next page to appear depends on the frequency you selected. Note Refer to the Business Center Help for more detailed information on each frequency option.
5.
Select your frequency settings. Select Next to continue. The Windows Authentication page of the Wizard appears if the target computer requires user authentication. If the target computer does not require user authentication, the Summary page appears. Proceed to step 7 if the Summary page appears.
Figure 5-16: Use the Windows Authentication page to enter your Windows user name and password.
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6.
Type the Windows user name and password for the user you want to assign to run the scheduled task. The current user name logged in automatically appears. Change the user name, if necessary. If you choose to change the user name be sure to enter a valid user name that is recognized by your operating system and has the appropriate access to run the scheduled task. This information is not confirmed until the scheduled tasks is performed. When saving the Scheduled Task, DacEasy fails if it attempts to write information to the Windows Task Scheduler and the user name is not valid. Select Next to continue. The Summary page of the wizard appears.
Business Center
Figure 5-17: Use the Summary page to name the task you are scheduling and review the scheduled task settings.
7.
Type a name for the task you are scheduling and review the settings. Select Back to correct a schedule task setting. Select Finish to complete the Schedule Task Wizard
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Managing Windows
You can only have one Business Center window open at a time; however, you can have multiple DacEasy module windows open at the same time. To open a DacEasy module window, select a command from a menu on the Modules menu bar, click a button on the Modules toolbar or use the Activities or Workflow Guide Business Center pages.
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Business Center
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Chapter 5 gave you a basic understanding of the Business Center. One of the most powerful components of the Business Center is the ability to view HTML pages in the workspace. Many powerful features are available from the HTML pages that DacEasy installs on your hard disk drive. This chapter is dedicated to explaining how to use these pages and the benefits derived from these pages. You are likely to use the pages in the Business Center workspace on a daily basis. The workspace provides access to the Resources page, Activities pages, Instant Advisor, Instant Reports and Workflow Guides. These pages provide quick access to helpful information, the Internet and your company data files.
Workspace Pages
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Figure 6-1: Use the Resources page to access additional resources on the Internet. This includes viewing the New Features Tour and online support, registering your software, viewing the DacEasy Web site and ordering products. You can also view helpful tips in the Tip Center on this page.
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Selecting Activities
The Activities feature includes a collection of pages that organize related features, regardless of the DacEasy module, into logical groupings. The links on the Activities pages provide quick access to your data. With the click of a mouse, you quickly access a feature in DacEasy without using the menu or toolbar. For example, you can access the Inventory Activities page to enter Promotional Prices in Point of Sale, view the Production Schedule in Order Entry and use the Price Assignment feature in DacEasy Accounting.
Figure 6-2: Use the links on the Activities pages to quickly launch DacEasy activities.
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You can access the following Activities pages: Customer, Vendor, Banking, Inventory, General Ledger, Company, Payroll and Your WebStore. When you click Activities on the Navigation bar, the Customer Activities page appears as the default. You can select a different Activities page from the Contents bar. Each Activities page includes areas related to the selected Activity page. When you click an area, the individual activities associated with that area appear. If you did not install a particular DacEasy module or include a module in the company profile, the activities for the module are not available. The activities listed may also include pages available in the Business Center. For example, if you select the Customers area from the Customer Activities page, a Setup Guide option is included in the list of activities. If you click this option, the Setup Workflow Guide appears in the Business Center workspace. For more information on using workflow guides, refer to the Using Workflow Guides section in this chapter.
To Launch an Activity
1. Click Activities on the Navigation bar in the Business Center workspace. The Customer Activities page appears in the Contents area. To select a different Activities page, click the appropriate page on the Contents bar. 2. Click the area that contains the activity you want to access. A list of activities related to that area appears. Note If an activity appears dimmed, the module is either not installed or not included in the company profile. 3. Click the activity. The appropriate dialog box or page appears.
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Figure 6-3: The Instant Advisor quickly shows you the invoices you have due on the Payables Reminder page, alerts you of specific activity going on in your business, like low inventory levels, on the Business Alerts page and allows you to view and schedule recurring backups and Business Alerts on the Scheduled Tasks page.
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Workspace Pages
Each of these actions is recorded in the alerts history, which can be viewed on the History tab of the Business Alerts Properties dialog box.
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Changing the status of an alert Deleting alerts Changing the Business Alerts View
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Workspace Pages
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4.
Click the Pay All option in the Invoice Area (at the bottom of the Payables Reminder) to use the AutoPay feature in DacEasy Accounting to pay all invoices that appear in the Payables Reminder. Select an invoice or a group of invoices in the Payables Reminder and click the arrow next to the Pay All option to view more AutoPay selections. Select one of the options that appear. The following selections are available, Pay All, Pay Selected Group and Pay Selected Invoice. Note For more information on using the AutoPay feature, refer to the Help topic titled "Paying vendors with AutoPay" in the DacEasy Accounting Help system.
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Figure 6-4: Instant Reports allow you to quickly view your data, and then drill down to further detail.
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Figure 6-5: Use the report footer options to manipulate the instant report.
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Figure 6-6: Use the workflow guides to assist you with your workflow processes.
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Appendix A
Networking
This chapter provides general information about using DacEasy on a network. Before you begin, make sure you have already purchased and successfully installed a Local Area Network (LAN). Refer to your Network Operating System manual or your network administrator if you have questions on installation, operation or usage of your LAN hardware or its operating system.
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Networking
Gateway
If the Gateway option is selected, Pervasive is preloaded into memory when the Installation is complete and each time the machine is logged on. DacEasy takes less time to start and file access is more consistent when the Gateway option is selected; however, conflicts may occur when running other applications that require a different version of Pervasive or Btrieve. Always select the Gateway option when installing DacEasy on the computer that contains the DacEasy data files. This option may also be selected if Pervasive or Btrieve version conflicts are not a factor.
Workstation
If the Workstation option is selected, Pervasive is loaded when you start DacEasy and unloaded when you stop DacEasy. The advantage of the Workstation option is fewer conflicts with other programs that use different versions of Pervasive or Btrieve; however, DacEasy may take longer to start and you may experience inconsistent runtime access to DacEasy data files.
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Appendix A
Networking
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Network Degradation
Some routines in DacEasy are hard disk intensive. This means they read and write to the hard disk continuously. These include the Year End routines, data entry, File Utility routines and Posting routines. If you are using DacEasy in a multiple user environment or if there are stations running other software programs, you may want to run these hard disk intensive routines during a slower period of the day. You are able to use other programs or work in another company while running these processes on another station, but due to their nature, the system may slow down drastically, depending upon the quality of your network hardware and software.
Passive Concurrency
The most common concurrency control convention used by DacEasy is passive concurrency. With this type of concurrency, any station may read and update data. For example, a majority of the commands available on the Edit menu exercise passive concurrency control. If two stations read, and then try to update the same record, the last station to attempt the update receives an error stating that another user has already updated the record. After clearing the error message, the changes made by the first user appear on the second users screen.
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Appendix A
File Locking
File locking reserves an entire file for one user and the user has exclusive use of the file. Certain routines in DacEasy, such as posting, request exclusive use of the files affected. If a routine uses file locking, it locks all of the necessary files before beginning the task. During this time, other stations cannot access routines that may use one of the locked files. For example, when posting billing transactions, no user is allowed to access the Edit Product dialog box. Likewise, you are not able to post the billing transactions if another user has the Edit Product dialog box open. The same applies if someone has the Edit Employee Accumulations dialog box open, you cannot post your payroll transactions until the user exits the dialog box. If a certain file is locked and you are accessing an operation that attempts to open the locked file, it returns an error that a file is currently locked by another station.
Record Locking
Record locking reserves one record within the data file for one user. The user has exclusive use of that record until the record is released. Most transaction entry routines in DacEasy utilize record locking. For example, if a user recalls a record, like a customer, for editing purposes, and a second user accesses the same record, the second user receives a record lock error. However, since this is not a file locking situation, the second user may enter or edit another customer.
Networking
107
Appendix A
Networking
It is recommended that you install the program on the local drives of each workstation. This may help avoid mapping problems as well as increase the speed of the program. This is only possible for workstations with a local hard disk drive. If you want to use a cache program, consult your network administrator for the best cache for your system.
108
Networking
Appendix A
3.
4. 5. 6. 7.
Networking
109
Appendix A
Networking
3. 4.
110
Index
A
Access rights 35 Activities pages 88 Add-on modules 6 Adding company profiles 30 controller password 38 modules 59 new users 37 passport tickets 36 passwords 36 Adobe Acrobat Reader 23, 42 Alerts 9, 91 rules 77, 91 scheduling 94 Appearance Business Center 68 scheme 68 toolbars 69 ASCII exporting 43 AutoComplete 9, 51 AutoPay. See DacEasy Accounting User's Guide
B
Back button 83 Backups 64 creating 65 data 64 defaults 75 history 76 restoring 66 scheduling 78, 94
Business Alerts 9, 91 scheduling 78, 94 Business Center 55 DacEasy modules menu bar 58 DacEasy modules toolbar 58 explorer bar 58, 83 home page 83 menu bar 57 starting 26 status bar 58 title bar 57 tools 64 AutoComplete 76 backup 65, 75, 76 Business Alert rules 77 changing home page 73 options 73 program date 67 restore 66 schedule tasks 78 scheme 68 toolbars 69 workspace 58, 82 activities 88 hiding 57 instant advisor 90 instant reports 95 resources 86 viewing 83 workflow guides 100 Business Center Home Page button 83 Buttons back 83 Business Center home page 83 close 57 date selector 46 first 99 forward 83 full workspace 99 home page 83
111
Index
Buttons (continued) last 99 maximize 57 minimize 57 next 99 previous 99 refresh 83 regenerate report 99 restore 57 stop 83 workspace 57
Converting moving data files 32 network version 108 preparations 28 version 8 or later 29 Crystal Reports integration 8 Customer Support Services 19 Customizing the toolbar 53
D
DacEasy company information 62 installation CD 14 installing 103 modules menu bar 58 modules toolbar 58 networks 103 registering 86 software conventions 13 Data backing up 64, 65 library 64 restoring 66 storing 64 Date changing 46, 67 Date Selector button 46 Documentation 16, 18 Drill downs 98
C
Calculator 47 Calendar 46 Certified consultants 7, 19 Classroom training 7, 19 Close button 57 Company information 62 Company profiles adding 30 adding modules 59 backing up data 65 changing path 108 company information 62 opening 39 passports 35 removing 61 removing modules 60 users 63 Concurrency control methods 106 file locking 107 passive 106 record locking 107 Conventions documentation 18 software 13
E
E-mail 9, 52 Editing company information 62 user information 63 Excel exporting to 43
112
Index
I
Installation 24 components adding 25 removing 25 gateway option 104 network information 103 Novell Netware 105 Pervasive.SQL 2000 103 reinstalling 25 workstation option 104 Instant Advisor 9, 90 Business Alerts 9, 11, 91 Payables Reminder 10, 11, 93 Scheduled Tasks 78, 94 Instant correspondence 9, 52, 92 Instant reports criteria 96 drill downs 98 navigation 99 overview 95 regenerating 99 report footer options 98 viewing 97 viewing in the full workspace 99 Internet 86
F
Features 6, 87 File locking 107 First button 99 Forms 7 Forward button 83 Full workspace button 99 Function keys calculator 47
G
GAAP 6 Gateway installation 104 Getting Started Guide 14, 17
H
Help 16 contents tab 16 favorites tab 16 find tab 16 index tab 16 search tab 16 Help menu 57 Home page 83 Business Center 83 changing 73 default 83 Home page button 83 How do I? assistance 17 HTML 11 exporting to 43
L
Last button 99 LookUps 11, 48, 51 adding records 50 AutoComplete 51 editing records 50 locating records 49 resizing 49 smart searches 50 sort order 48 using 48, 51
113
Index
M
Mail merge 12 Manual 14. See also User's Guide Mapping networks 107 Maximize button 57 Maximize view 57 Menu bar Business Center 57 DacEasy modules 58 Microsoft Office Excel 43 integration 12 Minimize button 57 Modules 6 adding to profiles 59 removing from profiles 60 Modules menu bar 58 Modules toolbars 69 Moving data files 32, 108 Multiple windows 82
O
Online support 86 Opening company files 39 Options AutoComplete preferences 76 backup defaults 75 backup history 76 home page 73 Order Entry 6
P
Package contents 14 Pages activities 88 instant advisor 90 instant reports 95 resources 86 workflow guides 100 Passport modifying users 63 setting up 35 tickets 36 Passwords adding 35 changing 37 controller 38 Payables Reminder 10, 93 AutoPay 94 Payroll 6 Pervasive.SQL 2000 12, 103 gateway option 104 workstation option 104
N
Netware 105 Networking concurrency control methods 106 file locking 107 passive 106 record locking 107 degradation 106 mapping 107 Novell Netware 105 Pervasive.SQL 2000 103 rights and privileges 108 New Features Tour 8, 87
114
Index
Point of Sale 6 Preferences toolbars 53, 69 Presentation quality reporting 12 Previous button 99 Profile menu 57 Profiles. See Company profiles Program CD 14 date 67 Publishing to Excel 12, 44 to HTML 44
S
Sample company opening 34 setting up 34 Scheduled Tasks 78, 94 Scheduling backups 94 business alerts 94 Scheme 68 Security 35. See also Passports Setting up passport tickets 36 profiles 30 sample company 34 Software conventions 13 Starting DacEasy 26 Status bar 58 Stop button 83 Support brochure 14 System requirements minimum 22 optional 23
R
Record locking 107 Refresh button 83 Regenerate report button 99 Registering software 86 Removing company profiles 61 DacEasy 25 modules from a profile 60 Repairing program files 25 Report layout 42, 45 Report viewer 43 Reporting Crystal Reports integration 8 custom 45 presentation quality 12 Resources page 86 tip center 87 Restore button 57 Restored view 57 Rights and privileges networking 108
T
Task bar 82 Tasks scheduling 78 Technical support online support 19 preparing for a call 20 telephone support 19 Tickets 36 Tip Center 87 Title bar 57 Toolbars 53 adding 69
115
Index
Toolbars (continued) customizing 69 DacEasy modules 58 Explorer 83 positioning 54 Tools AutoComplete 76 backing up data 65 backup 75, 76 Business Alert rules 77 Business Center 64 changing home page 73 options 73 restoring data 66 schedule tasks 78 Tools menu 57 Tours new features 8, 87 Training 7, 19 new features 8, 87
Wizards (continued) backing up 65 remove module 60 restoring 66 schedule tasks 78 set alert rules 77 Workflow guides 100 Workspace 58, 82 explorer bar 83 home page 73 viewing 83 Workspace button 57 Workstation installation 104
U
Upgrading. See Converting Users modifying 63 new 37 User's Guide 17
W
Web support 19 Windows active 82 managing 82 multiple 12 Windows menu 57, 82 Wizards add module 31, 59
116