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SMARTSystem Management Training Series

Training Session #2 – SMARTSystem Menus, Staff Entry and Security

Purpose:  To provide an overview of each SMARTSystem Main Menu, Sub-menus, Staff permissions and Security.

 

Keywords:  The following is a list of key terms used in the SMART System that you should be familiar with and understand.

 

For example, in order to standardize information in the SMARTSystem we utilize pre-requisites.  A Pre-requisite is required prior to the entering of some other data.  For example, a salesperson (staff entry) is needed prior to entering customers.

 

Here are some other keywords to review and become familiar with:

 

• Menu – A list of primary options.
• Sub-menu – A list of options available under a Main Menu.
• Table – Refers to data (pieces of information) arranged in rows and columns, as in a spreadsheet. In the SMARTSystem all information is stored in the form of tables.
• Spreadsheet – Is a table of values arranged in rows and columns, like an Excel spreadsheet.
• Columns – a column is a vertical line of characters from the top to the bottom of the screen
• Rows – a row is a horizontal line containing a series of fields placed next to each other.
• Database – An organized collection of data.
• Data – The quantities, characters, numbers and symbols that are entered, stored and used in the computer.
• POS – Point of Sale
• SQL (Structured Query Language) – is a program responsible for managing the SMARTSystem information in the database.
• View – a term used in the SMARTSystem to be able to see and select information.
• System Control – a specific table that stores information used to configure and save your Company information in the SMARTSystem.

Training Procedure for this Training Session:

 

• Introduction to Terminology
• Go through the menus across the top of the screen
• Select each Main Menu
• Go over the sub-menus below each Main Menu
• Proceed to the next menu
• Do Staff Entry, Permissions and set Security

Introduction to Windows Terminology:

 

The Microsoft Windows terminology for the window itself is illustrated below:

 

SMARTSystem Title Bar & Menu Bar:

The blue bar across the top of the screen is called the TITLE Bar.  It provides information at the top of the window identifying the SMARTSystem program name, Version number as shown above “Version 6.8.2.61” the User currently logged onto the SMARTSystem and the name of the Workstation you are on. When your local network environment is all 64 Bit computers the “64 Bit Mode Enabled” is shown. This information is used by FCS Support and tells us which version of the program is running, who is logged in and what PC it is running on.

The MENU Bar above shows the main Menu items that you can access for functions within the SMARTSystem program and these main Menu items can be restricted based on a user login established for each STAFF member.

 

Main Menu items include:

• File
• Sales
• Purchase Orders
• Vendors
• Customers
• Staff
• Inventory
• Shipping
• Reports
• Management
• End-of-Day
• POS
• Drivers
• Control Info
• Help

 

Selecting each main Menu item will display their related sub-menus.  The following is an example of Sub-menus under the Main menu item SALES:

Staff Menu:

Selecting the Staff Menu provides for the entry and maintenance of your Company staff information and access to related menu items:

Selecting “Staff Entry” provides for the creation and maintenance of user information for the SMARTSystem.  The Staff Table Maintenance screen will be displayed showing 5 tabs: Name & Address, Personal Information, Staff Options, Advanced Security and Database Selection.

 

Name and Address Tab:

 

The Name and Address Tab contains important information and will give certain permissions to your staff.

To begin, the Staff Code can be any 5 character code or employee number.  Frequently, the first few characters of the person’s first name are used.

If you do not want to enter the persons address information, just enter a period “.” in the Address Line 1 and City fields, which are required.  Address Line 2 is optional.

The Division Assigned has been pre-defined for you and it can modify by you.

Additions or changes are made to this list by selecting the Division sub-menu under the Staff Menu.

The Division Assigned is required to show what area the person is working. It will not have impact on any SMARTSystem operations.

 

 

Each Staff member has an Authorization Level:

 

There are 4 Global Authorization Levels that function as follows:

• 0=No Access is used when someone is terminated, but their information may be referred to when accessing history information.
  • 3=Manager total access to all menus and restrictions are established using the provided Advanced Security Tab.
    • 1=Sales Person limits a sales person to only their customers and with other restrictions. This Authorization Level restricts access to customer accounts assigned to other sales staff.
    • 2=User is the normal option which automatically restricts access to the following menus:
      • STAFF and
      • CONTROL INFO and
      • Additional restrictions are established using the Advanced Security Tab.
• For each Staff member, you need to set a User Name and Password for them to log into the SMARTSystem.  Neither entry is case sensitive,

 

• • • Personal Information Tab:
    • 
      • There are only 3 required fields on this screen:
      • Nick Name – allows an alias to be printed on the customer invoice
      • Initials – used on screens and reports
      • E-mail Address – two specific uses:
        • A SMARTSystem option can be set to use the User’s email as the FROM address when emailing an invoice, price list, etc. This feature is set as follows:

 

Staff Options Tab:

 

The Default Category drop down is used to streamline a person’s logon by setting a default area for them to work. The ALL option will include all product categories.  Select the drop down to identify which default Category for this User.

The Default Group drop down is used to add the sales person to a default group.  These groups are set up in the Management > Sales Order Group Maintenance program.  In the Sales Order Group Maintenance, program you will add items and it will automatically save the information.  The groups may now be used as an additional filter in the Sales View program when looking up information tied to specific groups you’ve created and associated with the sales person.

 

Checkbox options are defined below for Users:

• User is a Cashier (POS Configuration Will be Applied)

For a User to have the POS Main Menu, a SMARTSystem configuration on the PC used for Point of Sale (POS PC) is required. Refer to Training Session #5B for additional information and setup.

In addition, the Staff Login needs to have this checkbox set to utilize all of the POS features when this person signs onto the POS PC.

 

• User is an Inventory Administrator

When the SMARTSystem is set for Weighted Average Cost (WAC), then this option applies.

Control Info > System Control > Options

The SMARTSystem will prevent any User from changing inventory costs:

• Current Landed Cost or
• Average Landed Costs

without a password.

When a User has this check box set they are authorized and do not have to enter a password.

Here is what the screen will look like when prompted for a password:

 

• Show totals on Sales, Invoice and PO Views

The Total Sales, in the lower right corner of these screens is available for all Users or only selected Users.  For example on the Sales view:

In System Control, you can “Hide Totals on Views” for all Users by checking this box.  Access to this box using menus:

Control Info > System Control > Options

Therefore, some Users with authorization can override this “Hide” option and view the Totals.

• User is a Driver

The “Driver Check-in” feature is used by delivery drivers to check in their work on a daily basis after completing a route. Display this Main menu by unchecking this option:

Control Info > System Control > Sales Options > Hide/Show Options

• User is a Surcharge Administrator

A password is required to change a Customer Surcharge.  A User can be assigned responsibility to change customer surcharges and by checking this box in their staff record they will not be required to enter a password:

This checkbox, on the second tab “Sales Info” in the Customer table sets Surcharges by customer.

 

 

• Include in Dashboard

The Manager’s Dashboard is a software module to keep owners and manager’s updated on today’s sales activity. A separate icon will appear on your desktop to select the Manager’s Dashboard program:

 

 

 

Checking this box will include the User in the Dashboard statistics:

Sample Dashboard showing Weekly Report:

 

 

• User Cannot Cancel Sales Orders

 

When this option has been set, Sales Orders not Invoiced cannot be CANCELLED:

the red CANCEL button does not show on the Sales Order screen:

• User Can Cancel Invoiced Sales Orders

When this checkbox is NOT set, the following message will appear when a User attempts to cancel an invoiced sales order:          

                 

If this checkbox is set the invoiced sales order can be CANCELLED using the Supervisor Password:

 

 

• User can Delete Credit Memos

A User with this checkbox can access credit memos and a button will appear to “Delete Credit Memo” from the System. There is no audit trail with this action.

This option is only used when the program is set for Mass Market, Bouquet operations:

 

• Only allow printing options in Recipe Portal

This applies to our bouquet recipe portal only.  The user logged in will not have the print button visible to print documents:

 

Advanced Security Tab:

User access to the Menus and Sub-menus is defined under the Advanced Security.

The yellow highlighted line represents the main MENU items on the menu bar. When unchecked all of the items under it are not available.

All menus and sub-menus can be checked by clicking Check All.  Uncheck All will remove all menus and sub-menus.  You must check which ones this user has access to when logged on.

See the Master Menu Overview below for additional information.

 

Database Selection Tab:

When multiple branches exist there may be multiple databases involved.  If there is more than one database available, this selection would be the default database this User is assigned to or the location they are working at to process transactions.

 

Now, continuing to review the main Menus from left to right we have:

 

Master Menu Overview:

File

This Menu should be restricted to senior staff.  It provides sub-menus to import data, backup the database, restore the database, log off and exit.

You do not want anyone to restore the Database unless they know where the last backup is stored and why they are doing it. See the File Menu selection below:

 

Sales

The screen below represents the Sales Menu items that are available.

The Sales Menu will provide access to all sales related functions. Prior to entering a sales order there are pre-requisites required, such as, entering your sales staff, assigning staff to your customers, establishing terms, etc.

 

The sub-menu items at the bottom of the Sales Menu that have “(Inquiry)” are for your sales staff with limited access to your information.  This “Inquiry” only program will allow a User to view information, but not change it.

In your Staff Advanced Security, you make available to each User access to the programs you want.  See the Sales Menu selection below:

 

Purchase Orders

The screen below represents the Purchase Order Menu items that are available.

The Purchase Order Menu will provide access to all buying related functions. Prior to entering a purchase order there are pre-requisites required, such as, establishing vendors, vendor farm codes for selective selling, buyers, ship via, etc.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Purchase Order Menu selection below:

 

 

Vendors

There are certain pre-requisites that are required for vendor information to function smoothly.  These pre-requisites include: vendor type, terms, ship via, state and country tables.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Vendor Menu selection below:

 

Customers

There are certain pre-requisites that are required for customer information to function smoothly.  These pre-requisites include: salesperson, customer type, terms and ship via.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Customer Menu selection below:

 

Staff

The Staff Menu was already reviewed above.

 

Inventory

There are certain pre-requisites that are required for inventory information to function smoothly.  These pre-requisites include: product type, product category, product item, product size, product color, unit of measure, etc.

The items on this menu below “Hold List Processing” apply to a SMARTSystem configuration for bucket truck operations.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Inventory Menu selection below:

 

Shipping

The Shipping function provides solutions for warehouse operations to maintain better control.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Shipping Menu selection below:

 

Reports

There are seven areas of reporting which consist of additional sub-menus:

• Sales Reports
• Purchasing Reports
• Inventory Reports
• Grower Reports
• Management Reports
• Labels
• SMART Mobile Suite

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Reports Menu selection below:

 

 

Management

This function provides menu items that are normally managed by supervisory staff.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Management Menu selection below:

 

End-of-Day

The End-of-Day process will export information from your SMARTSystem to your accounting system which includes:

• New Customers or changes to customer information
• New Vendors or changes to vendor information
• New Inventory Items or changes to Inventory information
• Inventory Adjustments
• Received Purchase Orders
• Invoiced Sales Orders
• Sales Credit Memos

In your Staff Advanced Security, you make available to each User access to the programs you want. See the End-of-Day Menu selection below:

 

Driver

Driver is for orders that are done via truck and can be used for mobile delivery.

 

POS

Point-of-Sale (POS) processing is optional and POS workstations require SMARTSystem configuration to operate in POS mode.

This POS program will provide for:

• A cash drawer
• Thermal receipt printer
• Bar Code Scanning of product
• Signature Pad that will capture and store the signature electronically
• Credit Card processing for payments

In your Staff Advanced Security, you make available to each User access to the programs you want. See the POS Menu selection below:

 

Control Info

Control information should be restricted to only senior management staff.  In addition, training for the System Control sub-menu option is required.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the Control Info Menu selection below:

 

HELP

The Help Menu will provide documentation and operational tools to help you manage your PC better.

In your Staff Advanced Security, you make available to each User access to the programs you want. See the HELP Menu selection below:

 

The HELP Documentation can be accessed directly in the SMARTSystem by selecting the HELP menu or pressing the F1 key on any program screen.

 

Questions and Answers

 

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.

 

Practice Drills

 

The purpose of a Practice Drill is to get you more familiar with the SMARTSystem and comfortable using it.

 

1. Login into SMARTSystem
2. Go to the STAFF Menu and select Staff Entry
   1. Select your Staff information and change your password
   2. Click “Modify” and Exit the program
   3. Exit the SMARTSystem using the red “X”

 

How to Add Staff

1. In the file menu bar select the word “Staff” from the list.
2. In the drop down list under Staff choose “Staff Entry.”
3. A pop up window entitled “Staff Table Maintenance” will open to the tab called “Name & Address.”

4. Type the information for your new Staff entry.

Staff Code must be entered before you can save your entry and move on to another staff entry. The Staff Code is any 1 through 5 letters, numbers or a combination of letters and numbers that you make up that help you to refer to your new Staff entry.

5. Required fields are Address, City, State, Division Assigned, Authorization Level, User Name and Password.
6. Create a unique User Name and Password for the new staff entry.
7. Click the tab for “Personal Information” and the “Nick Name” and Initials field needs to be entered. It is highly recommended to add the email address of the staff entry.

 

8. Click the Staff Options tab and set default options for this user.

Check any of the boxes  that apply to this user:

 

*Please note that the Advanced Security Tab will already be populated with checked items for the default Authorization Level that you have chosen for the staff individual. Changes can be made to the authorizations of an individual staff member at any time by the staff administrator.

 

9.   Only if you have multiple locations will you select the next tab:

10.   Click the Add button and your new staff entry is added.

 

* * End of Document **

SMARTSystem Management Training Series
Training Session #23 – Appendix1- Systems/Control Options Defined

General Options:

• Enable Terminal Server Mode

Check this box to increase performance by not sending your “splash” screen graphic containing a logo. Terminal Server mode is used for remote access to your server.

• Lock Sales Orders, Invoices and PO’s after Export

This is used in conjunction with “Lock Sales Orders when Invoice” on the Sales Options, Invoice tab. Sales Orders, Invoices and PO’s can be updated or revised after data is exported to your accounting system, unless this feature is enabled. Check the box to enable and LOCK these documents after exporting to accounting. A supervisor can unlock these using a password.

• Lock Sales Orders when Invoiced is now located on the Sales Options, Invoice tab

Prevent changes to a Sales Order after it’s invoiced if this feature is off. The Invoice will be updated unless this feature is enabled.  Check the box to LOCK the Sales Order after it is invoiced.

• Disable Sales Tax Override

This feature prevents a salesperson from turning on/off the checkbox for sales tax in the sales order.  The customer record contains the default sales tax status and this option prevents a salesperson from making the decision.       

• Print Header on Delivery Labels

When the checkbox is enabled you print your Company information from System Control on the top of your delivery labels. Otherwise, you can use labels with pre-printed Company information.  Here is a sample of a plain label with the Header printed using Company information:

Wholesaler format:

  

Grower format:

  

    

• Use Logo Delivery Labels

When the checkbox is enabled you can print your logo on the delivery label in the upper left corner.  Store your .jpg file in C:\WFSDATA\LOGOS see example below for logo size:

        Dimension: 300 x 300 pixels for the “LabelLogo.jpg” name

           Dimension: 480 x 480 pixels for the “StateCerticifcate.jpg” name

                   

• Rotate Delivery Labels 90 Degrees

Labels printed on a label printer feed differently depending on the label size.  This box is normally not checked for the standard 4” x 3” label.  When a 6” x 4” label is used you must rotate the print text.

• Hide Route and Date on Delivery Label

This checkbox provides the option to print a standard shipping label without the Route Order#, # pieces, and Delivery Date.

       

• Use 4×3 Delivery Label

This checkbox will set the default printer settings for the standard 4×3 labels.

• Warehouse Creates Box Charges

If you charge a box charge, your warehouse can assign the Box Charge based on the number of  boxes used for packing.  The screen below is at the bottom of the Warehouse Order Management Screen, see the Box Charge column below:

     

• Manually Update Sales Prices

Sales Prices can be calculated automatically in the Purchase Order based on the Margins you have set for each Product Type. To set the prices yourself and manually override the SMARTSystem margin calculations check this box. Log off and log onto the SMARTSystem. Under the Management Menu you will see a sub-menu item “Sales Price Maintenance.”

• Require Password to Print Lists

When this option is enabled, the following request for the Supervisor password is required to print any list with Customer information.  The purpose of this password is to prevent an unauthorized person from taking your customer list.

                                     

• Mask Description On Manifest

Check this box to show “Fresh Cut Flowers” instead of the actual product description on the Carrier Manifest.

                

• Enable Importer Mode

This checkbox should only be used if you are an Importer. SMARTSystem features change as Importers typically deal in full boxes only.

• Subtract Open Orders on Invoice Recon. Detail

This checkbox will set the default value for the Inventory Reconciliation program which shows an additional column for Open Orders, not yet invoiced.

• Hide Totals on Sales Views

The customer financial status is displayed if this box is left unchecked.  Check the box to hide this information on the bottom of the Customer Tab in the Sales Order Entry program.

• Use Current Landed cost on Inventory Valuation Report

Enable this checkbox to automatically set default option to “Use Current Landed Cost From Inventory.”

• Use Sales Rep Email as From Address

Emailing an Invoice, Confirmation, Quote or Price List the “From” address will be the Sales Reps email address, not the companies email address.

• Allow Mixed Box Inventory Items

This checkbox will allow the “Mixed Box / Bouquet” option to show on the inventory screen.  Checking the box on this screen will display the tab “Associated Products” to enter products that make up this item.

• Use Total Units on Credits

This Checkbox would normally be checked to allow the partial return of items sold.

• Export Landed Costs to Quick Books

Normally this checkbox is off so that purchase orders are exported to Quick Books with the unit price paid to the vendor which allows you to receive and convert this PO to a bill. With this box checked, the landed cost is exported to Quick Books and the PO is received, but the vendor bill needs to be entered into Quick Books for payment.

• Use WAC(Weighted Average Cost)

This method calculates WAC by evaluating the open lots in the system by inventory item or product code. With this checkbox enabled the System will maintain Moving Weighted Average Cost (MWAC).  Refer to Management Training Session #4D for additional information.

• Use WAC Calculation method 2

WAC 2 is weighted average cost calculated only when the On-hand quantity is increased, but not when it is decreased. This is based on the valuation of each inventory item.  Refer to Management Training Session #4D for additional information

• Include Open Orders in WAC Calculation

When the checkbox’s above are enabled, this option takes into consideration not only the open inventory but also sales orders that have not been invoiced.

• Use Canadian Mode

This checkbox will set the SMARTSystem to function under Canadian guidelines and provide Currency Conversion.

Purchasing Options

• Hold Received PO’s Automatically

This checkbox will set the purchase order receiving process to automatically hold all products received and not put quantities into Open Market Inventory.

• Print Internal Comments on PO and Worksheet

The “I/Comment: [SAMPLES]” is printed when box is checked under each product line as shown below:

• Use Farm Code For PO Product Code Matching

This checkbox is use to pull in the most recent Units of Measure, Pack and Cost based on the Farm and Product Code from the last purchase order. When unchecked only the last Product Code is used for Costs which means that it is the last purchase from any vendor.

• Update Arrival Date with Actual Date Received

The estimated Arrival Date for the purchase order is overridden by the actual date received.

• Display Product Code on Purchase Order Worksheet

Check this box to print your product code for this inventory item on the PO Worksheet, for example ALSTSACHREP

• Display Box Number on Printed PO

Check this box to show the SMARTSystem box number assigned to this line item.  This is used in conjunction with the Farm Portal.

• Calculate PO Vendor and Import Charges by Box

(Requires Full Box Equivalent in Unit of Measure Table)

Landed costs in the purchase order are normally calculated by the number of stems/bunches.  In some cases, because some boxes are heavier than others the landed costs are applied by box.  For this calculation to work, you must include the “full box equivalents” in the defined box size found in the Units of Measure table.

• Show SOC on PO Worksheet

(Extends Product Description when disabled)

Check this box to implement SOC (Special Order Code) on the purchase order worksheet.

The SOC can be included with each purchase order line item in the Internal Comments field.  Enter from 1 to 6 characters, the pipe symbol (|) and any comment.  The characters before the pipe symbol are the SOC.

                         

• Specify Product Color on Purchase Order and Sales Summary

Check this box to replace the Internal Comments field on the purchase order line item with Color/Variety. This option changes features in the SMARTSystem and is only used when detailed inventory is not defined in the inventory table.

• Show PO Ship Date on PO View instead of PO Order Date

Check this box to show the purchase order Ship Date instead of the Order Date, see example below:

                               

• Use Ship Date for Standing POs

Check this box to use the Ship Date day of week, instead of the Order Date day of the week for standing purchase orders.

• Focus on Description after adding PO Mixed Box Item

Check this box for the cursor to always position under Product Description, instead of Product Code on the Mixed Box screen below:

                       

• Options include:
  • Wholesale Receiving Label
  • Wet-Dry Label
  • Importer Receiving Label
  • Importer Receiving Label Code 2

System Defaults

This System Default for Category (above) applies to Sales Order Entry. On any of the Sales Order Entry inventory screens the “Category” will use this default to display product in that category:

SMARTSite Options

This is used for our e-Commerce site and the System will send an email to one or more addresses in this box when a web order is received from a customer. This address is used in addition to the sales reps email for the customer.  Our SMARTSite, e-Commerce site will always send an email to the customer sales rep and the sales manager can be notified using this address box.