|1. General Information|
|2. Program Navigation - SQL|
|3. List Orders - General|
|4. List Orders - Screen 1 - Basic Info|
|5. List Orders - Screen 2 - Mailer, Broker, ShipTo, Supplier|
|6. List Orders - Screen 3 - Special Instructions|
|7. List Orders - Screen 4 - Quantities, Percentages, Net Name|
|8. List Orders - Screen 5 - Invoicing Line Items|
|9. List Orders - Screen 6 - Accounting Summary|
|10. List Orders - Screen 7 - Invoice Notes|
|11. Accounting Transactions|
|12. The Accounting Menu|
|13. The Reports Menu|
|14. The ListPro Support Files - Datacards, Customers, Vendors etc.|
|15. Backup Proceedures For Data And Program|
|16. The Clearance Module|
|17. Sample List Order|
The ListPro System is written using Microsoft C#, PHP, the Apache Web Server and an ODBC compliant relational database. The PostgreSQL open source database running on a Linux server is recommended. However, other databases may be used by the ListPro System if they are ODBC (Open Database Connectivity) compliant.
The system has been designed so that it can be operated solely with the keyboard or with a combination of the keyboard and the mouse. This is very important for productivity in a data entry environment. Most menus and command buttons have keyboard shortcuts utilizing the Alt key with a letter or number that allow the user to activate them. For example: The Add menu selection on any screen can be accessed by clicking it with the mouse or holding down the [Alt] key while pressing the "a" key. This enhances data entry efficiency and users are encouraged to try both the mouse and the keyboard methods to decide which works best for them. An exception is the Duplicate command button on Screen 1 of Orders which is a very powerful feature and therefore has been intentionally left without a keyboard shortcut. (See Orders - Screen 1)
There are multiple ways of getting around in the system:
The System starts with the Main Menu.
When a user selects a menu item such as Orders to Add, Inquire or Update current data the system will initially use a default SQL Query to select up to the newest 200 records in the corresponding database table. The most recent query is displayed at in blue at the top of the current system display.
Navigating Query Results - The number of query results is displayed in blue at the top of the system display. To move through the results of an SQL Query the Page Up and Page Down Keys will move one record up or down through the query results.
There are certain times (e.g. when editing a record) when you are unable to move through the records. If you are not in Add/Edit mode the Navigate Button at the bottom of each Data Entry Screen may have to be selected (also called having focus) to be able to move through the results. Users can use [Alt - N] or click on the Navigate button to give it focus.
The System always starts with a default SQL ORDER BY clause to order the records. This is typically the unique number of the record. (e.g.Order Number, Customer Number). The Find menu items will use an appropriate ordering of records and user-defined queries can be ordered any way the user wishes.
Example: If the user uses the Find menu item in Orders to search for a P.O. Number the results displayed will be in alphabetical order. All matching is done starting with the leftmost character and then moving to the right. This facilitates the process of finding a record when the user only knows part of the search term.The system will then search for an exact match or the next greater match. Mathcing results are displayed on a screen that can be used to select a specific result by clicking on it or using the up and down arrow keys and the [ENTER] key.
Navigating Through Multiple Screens - The orders table uses multiple screens to display an order's data. To move through the screens use the mouse to click the screen numbers at the top of the orders screen or use the [Alt] key plus the number of the screen you wish to move to. (e.g [Alt - 4])
Jumping To The Beginning Or End Of Query Results - Using the Home and End keys will jump to the beginning or end of the current query results. The Navigate button should have focus to accomplish this. This is done because Home and End have different functions when in Edit mode.
Using SQL Queries - This is a powerful way to find and edit records and to run reports. The SQL Select Screen has a link to a brief description of SQL syntax as well as the field names of the current table. By carefully selecting fields and operators the user can perform an SQL search that selects only the records that match the given criteria.
When the Submit Query button is clicked the Query will run and only those orders that match will be selected. If no records are found a message will pop up saying so. Queries may be saved, edited or delted as the user requires.
List Orders - General
The Orders selection from the Main Menu brings the user to the heart of the ListPro System. From these screens the user can enter new Orders to the system and update existing Orders. Many, if not all of the other tables in the System will be accessed by the Orders Screens for pulling in information as data is entered, displaying data from other tables in drop-down combo boxes to be selected for inclusion in a particular order or for displaying information about the current order from other tables such as the Accounting Transactions file.
List Orders Support Files
All of the other Tables in the System exist to support List Orders and they should be filled in before the first List Order is written. Simply keep in mind that before a List Order can be effectively written the user will have to create Customers, Vendors, Datacards, Shipping, etc.
To enter or change data in any of the System's screens the user must either be in Add or Edit Mode.
Adding A Record: When Add is activated by [Alt-A] or by clicking Add on the top menu the system opens a new blank record and assigns the next available order number to it. An MB code must be entered before saving. All other fields can be filled in later although that is not recommended.
Editing A Record: When Edit is selected the user is put into the currently displayed record, starting in the MB Code Field. To move from one field to another use the TAB key to move down through the fields and [SHIFT-TAB] (Holding the Shift key down while pressing the Tab key) to move in the opposite direction. Or simply select the field you wish by clicking with the mouse. When the user is finished adding or editing a record the changes are saved by [ALT-S] or clicking the Save item on the menu at the top of the screen. If you do not wish to save changes selecting Undo will revert to the pre-editing state.
Some Examples of fields: Most are self-explanatory. Drop downs are filled from the Support File tables.
MB Code - This type of field is system dependent and must be one of the system approved codes to be accepted.
Order Status - Contains a list of User Definable Words to describe the status of the List Order (e.g. Revised, Canceled, ***Rush***, etc.) The Status is selected it will print at the top of the List Order. You must Be in Add or Edit mode to use the drop-downs. You can free type in these fields.
Order Date - If the user enters a forward slash (/) and tabs out of any date field it will default to today's date.
List Number - Enter a valid List Number from the Data Cards table and when leaving the List Number field the name and supplier of the list will pull in from the Data Cards Table. What to do if you don't know the List Number!!! Press the F6 key while in the List Number field and an input box will appear. Enter all or part of a List Name and the system will perform an SQL Query using the 'like' operator. A list will appear with all of the matching results. Click on the one you want and the proper information will be inserted into the Order.
Exchange? (Y/N) - The System uses the typical Windows Check Box to indicate a Yes/No or True/False condition. A Check is considered Yes or True and no check is considered No or False. The user can use the space bar to Mark/Unmark checkboxes or click them with the mouse.
The Duplicate Button - This is a very powerful feature of the ListPro System. Once the user has entered an order the user may have several more orders for the same client that differ only slightly (list, pricing, etc.). The user can "duplicate" an order with most of the information filled out by clicking the duplicate button. There will be a new Order Number for each newly duplicated order.
The Email Menu Item - This item allows for displaying orders and invoices as well as saving them to the attachments directory for attching to an Email.
The Undo Menu Item - When In Add or Edit Mode press [ALT-U] or click Undo to erase any unsaved changes.
The Save Menu Item - When all data is entered and the Save menu item is clicked or [ALT-S] is pressed and the Save Yes/NO Dialog box has been answered affirmatively the Navigate button is given the focus.
The eye icon allows users to look up the complete record for the related company. This is useful for finding alternate contacts and phone numbers. F6 is used for the Ship To lookup.
Users may overwrite any of the Attention, Phone, Fax and Email fields. The system will only pull information into these fields if they are blank.
Screen three of List Orders is for Special Instructions concerning the Order. The F6 lookup will display items from the Support Files Special Instructions Table to be selected.
Net Name Percentage - Enter a number (that will later be divided by 100 by the System) that is the Net Name Percentage for this Order. Enter nothing for non-Net-Name Orders. If there is a number in this field the System will print the following line at the top of the Special Instructions. "This Order is 85% Net Name."
Net Name Run Charge - The price that will be charged on all names shipped. NOTE! This does not calculate anywhere and Running Charges must be entered as a line item in Screen 5.
Ordered Quantity - The quantity ordered.
Shipped Quantity - The quantity actually shipped.
Adjusted Quantity - An arbitrary quantity assigned by the user to allow for bad addresses, as a discount or any other reason the user wishes to lower the number of billable names.
Net Name Quantity - This field is for informational purposes only. It is derived by taking the last field filled in above it.
Billing Quantity - This field acts as an override for the Base Rental Quantity. Typically this field will be the net name quantity but may be any number assigned by the user. It will be used to calculate the Base Rental Extension only. All other line items on screen 5 will use the shipped quantity.
Commission Fields - Broker Comm, Manager Comm and Supplier Comm are pulled in from the datacard when the order is first written. They are the default commissions used by the system to calculate the Commission amounts on screen six and the Base Rental Cost on Screen 5. They may be overwritten by the user. They will only pull in from the Datacard if they are blank.
Key Code - Mailers typically wish to Key Code their orders so the results can be tracked.
Automatic Calculation? (Y/N) - The majority of List Orders use the same quantity for all line items (with the exception of the Base Rental for Net Name Orders). Therefore the System defaults to True or checked for this field. When there is a change in the quantities on Screen 4 the quantities for all items will change to the new quantities and the extensions will be recalculated. This is a major time and error saver when invoicing. If the Order is a Net Name Order the Base Rental(the first line item) will be the Billing Quantity. However, there are orders that don't fit this rule so by un-checking this check box the user can enter any quantity in any of the quantity fields. For example if a list has some names with phone numbers and they are extra then the number of names with addresses may well be different from the number of names with phone numbers.
NOTE: For calculations to occur in Screen 6 there must be an invoice date.
Line Items - Invoicing is one of the most powerful and flexible aspects of the ListPro System. The user is completely free to invoice an order in any fashion. The Price and Cost fields are independent of each other and of the commissions in Screen 4. Any combination of Flat(F) and per thousand(M) prices, quantities and costs may be entered. For example, if the cost of a list is a Flat Price of $500 to take all of a list of 6,346 names but the user wishes to bill the client at a rate of $150.00 per thousand the user can override the necessary fields and the Account Receivable will calculate at 150 * 6.346 or $951.90 and the Account Payable will be $500.00. In many list ordering systems this is simply not possible and can only be done with a great deal of difficulty. This flexibility allows for tracking almost any conceivable list supplier invoice to the penny as well as affording the opportunity to mark up any or all line items without worrying about how to deal with arbitrary commission percentages.
It is only necessary to fill out the description, price and quantity for each line item on a simple order. When the Save menu item is selected the system will default to the Screen 4 commissions and quantities for the Base Rental and assume the rest of the line items are not commissionable. To Erase a line item simply blank out the description field and leave it. The System assumes that a line item without a description is to be erased.
NOTE: For calculations to occur in Screen 6 there must be an invoice date.
Once the Line Items have been completed on Screen 5 the order is ready to be invoiced. If a Pro Forma Invoice is desired click or mark the Pro Forma? (Y/N) box with the space bar. When this box is checked the Invoice will display the words PRO FORMA. Pro Forma Orders are also not selected in any AR or AP Trial Balance reports.
Accounting Status displays in the upper right hand corner of the order. This is for information and also identifies OPEN Orders for the Open Order Report. Orders go through the following Accounting Status cycle. New orders are OPEN. When they are invoiced but not yet posted to the Transaction Table they are INVOICED. When the Orders are verified and the AR and AP are posted to the Transactions Table they are POSTED. They stay POSTED until all money due is collected and all money owed is paid. When the AR Due and the AP Due fields are both zero the order will become CLOSED either by selecting Edit and then save in Screen 6 or by running Close Order Processing from the Accounting Menu. To maintain proper accounting controls a POSTED or CLOSED Order cannot be Edited. These Orders can only be changed by making AR or AP adjustments in the Transactions Table. This insures that there is a proper audit trail from the Invoice to the Closing of each Order.
When an order is not a Pro Forma and there is an Invoice Date the order will be marked as INVOICED when Edit and then Save are selected.
Invoice Revised Date - This may be filled in if adjustments have been made to a previous invoice and it will print on the Invoice.
Accounting Transactions are entered through the Transactions Screen. This Screen is reached by going to the Accounting Menu from the Main Menu and then to Transaction Entry/Inquiry from the Accounting Menu. To Enter a Transaction fill out the appropriate fields and choose a required transaction type from the drop down.
Transaction Entry - The process is basically the same for all Transaction Types. Original and revised AR and AP entries are made automatically in List Orders Screen 6 when the Order is invoiced. Enter the type, order number and amount for all TRX. For all AR TRX there should be a customer number entered. Cash Receipts need the customer's check number entered. For other AR TRX enter a Customer PO, if any. For AP TRX enter a vendor number and the vendor invoice number, if any.
NOTE! For Manual Checks enter a check number.
To pay with a check run do not enter a check number. The number will be entered automatically when the checks are printed. List Order AR and AP and Check runs get the TRX Date automatically posted. TRX that are manually entered need a date entered. The default with a / and a tab will load today's date.
TRX Numbers are automatically assigned. The Batch Number is automatically assigned unless the TRX are entered manually. The TRX Description and the NOTE Field are optional and are used to describe the TRX.
Only minimal information needs to be filled out in the datacards screen to facilitate pulling info into Orders.
Customers And Vendors - They Each have one screen of basic information that pulls in to List Orders and Datacards.
|ListPro.ini||Resides on each PC's C: Drive. Read By ListPro Program to establish path to Data.|
|ListPro.exe||Resides on ListPro Server. Menu Items And Desktop Shortcuts should point to this file.|
|ListPro Database||Resides on ListPro Server.|