System Settings are important and must be defined accordingly with relevant information that complies within the internal company's business processes and that complies with the external government legislation. Basic master information are setup and defined accordingly for each modules of Exact Globe. Prior specifications of System Settings are mandatory and must be defined before Exact Globe can be implemented to the end users.
Not only company information are setup, but Financial, Logistics, HR & Security and General System Settings are also defined. Besides these, Settings for each corresponding modules such as the Item Data Settings, Order Settings, Document Settings, General Ledger Settings, Number Settings, Bank Settings, Invoice Settings, Purchase Settings, Manufacturing Settings, Payroll Settings, Project Settings, POS Settings, XML Server Settings, Intrastat Settings are defined prior to using Exact Globe functionality properly. These settings basically controls on how Exact Globe performs on its functionality.
These settings are described separately, one document for one menu path settings, giving definition of use and meaning of fields maintained in each Settings menu path.
Document Settings must be defined where each types of documents types consists its custom made layouts that suits business processes. Basically document layouts setup or linked to the documents setting are default document layout that are standard layout that complies with the company's standard business process. For instance the document type Picking list must be linked to appropriate picking list layout, which is used as the basis of layout to print on when picking list printing functionality is triggered. Another example would be the Sales Order Confirmation document layout, whereby appropriate customer based order confirmation layout should be linked / specified. Users are also possible to create own custom layout which will be described in the later part of this document.
The above shown example of Document setting screen consists of section of Financial, Logistics, CRM, HRM and Services Document layout settings. Each of these section consists of the Selection and Assign button functionality.
The following section describes the Selection button functionality and the Assign button functionality. Later description of each type of document setting is given.
Clicking on the preview button displays list of available layouts, as shown in the Layout screen. The preview button is present in almost all document layout settings. For instance, it is present in the Logistics document layout setting, CRM, Cash flow, HRM and Services document layout setting. The screen functionality displayed when this Preview button is clicked are all the same, whereby selection of document layout, preview of layout, editing layout and creating new layout can be done using this Layout screen functionality. The layout screen functionality is described in detail below:
Allows viewing the document layout. This button is enabled when specific document layout is selected.
The above previewed document layout can be printed, zoom in and zoom out. To close the preview screen, the Close button can be clicked.
Allows creation of New document layout. The New functionality will be discussed later in this document, describing basic steps of how to create new document layout.
Allows editing of existing document layout. This functionality is similar to the New document layout creation functionality.
Allows copying existing document layout.
In the above screen, key in the new layout name and click on the Copy button. System automatically copies the selected document layout with the entered new layout name. The newly copied layout is then displayed as one of the list of document layouts in the Layout screen.
Allows deleting an existing document layout. Clicking on this button after selecting a specific document layout displays a confirmation message prompting whether to "Delete layout?". Click on the Yes button to confirm deletion, otherwise click on No button to cancel deletion.
Allows selection of a specific document layout to the document setting from a list of document layouts displayed in the Layout screen. This button is commonly used for selection and linking of specific document layout to the document layout settings.
Allows canceling the selection and closes the Layout screen.
Clicking on the next icon displays list of debtor's that are all linked to the selected reminder layout. This is the Assign button functionality whereby list of debtors or creditors are displayed which allows linking of specific debtor / creditor to a specific document layout. The linked document layout to the creditor / debtor would be the default document layout used when printing documents. For example, linking specific Layout ABC to a specific Debtor / Creditor would allowing printing of document with the linked layout.
Allows unlinking document layout from the Debtor / Creditor. Clicking on this button immediately unlinks the document layout from the Creditor or Debtor. As shown in the example above, there some debtors linked with specific invoice document layout and there are some listed without any layout linked.
Allows linking a new document layout or change existing layout to another document layout to the Debtor or Creditor. To link a specific document layout, select the debtor / creditor and click on this button.
Now the layout can be linked by selecting a specific layout by clicking on the lookup button at the Layout field.
From this screen, click on the specific layout and click on the OK button. Document layout is now selected. Click on the OK button at the previous layout link screen. The newly linked layout is now listed in the Layout assign screen.
Allows closing the Layout assign screen.
Default Document Layout for printing of Reminder documents to be sent to the Customer. Clicking on the zoom in button displays the following screen whereby layout can be setup for lists of reminders.
Default Document Layout for Debtor's labels for printing of address and contact details.
Default Document Layout for Creditor's labels for printing of creditor's address and contact details.
Default Document Layout for Debtor's Statement for sending out to the customers.
Default Document Layout for printing of Payment statement to be sent to the Supplier.
Default Document Layout for printing of list of payments made with detailed payment information.
Default Document Layout for printing of Payment receipt statement to the sent to the Customer.
Default Document layout for printing of Report listing of deposited cash instruments details.
Default Document Layout for printing of Sales Quotation which is automatically printed when quotation is printed.
Default Document Layout for printing of Letter to Customer.
Default Document Layout for printing of Payroll slips to employees.
Default Document Layout for printing of Resource address and job details.
Default Documents Layout for printing of Letters to Employees.
Default Document Layout for printing of Service Slips listing service items and services details.
Default Document Layout for printing of Item's labels which is used for labeling items when it is being shipped.
Default Document Layout for printing of Purchase Order which is triggered when it is being processed / printed.
Default Document Layout for printing of Items Receipts triggered when Purchases Receipts are done.
Default Document Layout for printing of Items labels triggered when Purchases Receipts are done.
Default Document Layout for printing of Supplier's Return Slip when Purchases are returned.
Default Document Layout for printing of Internal Use Return Slip when Employees return Items internally.
Default Document Layout for printing of Sales Order Confirmation triggered when Sales Order Confirmation is done.
Default Document Layout for printing of Picking List triggered when Picking List functionality is executed.
Default Document Layout for printing of Collective List Picking List which is triggered when user selects to print Collective Picking List.
Default Document Layout for printing of Issue Slip which is triggered when Sales Order Fulfillment is done.
Default Document Layout for printing of Delivery Note which is triggered when Sales Order Fulfillment is done.
Default Document Layout for printing of Invoice which is triggered when Invoice is processed / printed.
Default Document Layout for printing Direct Invoice when Invoice is processed / printed.
Default Document Layout for printing of Point Of Sale document listing Items sold details.
Default Document Layout for printing of Giro Collection Slip when collection made from Invoice Debtor.
Default Document Layout for printing of Customer's Return Slip when sales order's item is returned.
Default Document Layout for printing of Production Order listing all Items of the Main Item, which is triggered when Production Order is printed.
Clicking on the New button displays the Document Layout creation screen.
Basically this is a blank document layout screen. In here, it is possible to define labels, texts and insert database fields accordingly to structure a complete document layout.
Initially the Layout setting can be defined by following menu path Edit menu / Layout settings.
Enter the Layout Description. Select from the Drop down list the Layout Description Language.
Key in the Label width that is to be defined on the blank layout. Key in Label height that is to be defined in the blank layout. Specify number of labels to be aligned on the blank layout. After making appropriate settings, click on the OK button.
Now the layout is ready for defining text fields, calculation fields, database fields, image fields or even for inserting frame.
To insert frame to the blank document layout, go to menu path Edit / Insert / Frame.
The block field which is available are dependent on the type of document layout selected. The above selected document layout is the Item labels layout, whereby the Block field displayed is Item field block. The Line height, Line width and Rounding is with default value of 0.1mm. You may specify a thicker frame line width and rounding size by keying in the desired value.
To select a frame color, click on the Frame color button. The color scheme selection screen is displayed where the desired color can be selected. To select a background color, click on the Background color button, where the color scheme selection screen will be displayed for selection of background color.
After defining settings for the frame, click on the OK button. The defined frame is now inserted to the blank document layout.
To insert image to the blank document layout, go to menu path Edit / Insert / Image.
Click on the OK button. The file lookup screen is displayed, to browse for image file or document.
Locate the desired image and click on the Open button. Image is now inserted to the blank document layout.
To insert a Text field to the document layout, go to menu path Edit / Insert / Text field.
Select the appropriate block field. Key in the Text field label. In the example above, the Text field label is "Item Description". Select the alignment of how should the text field be place the document layout by selecting the alignment from the drop down list. In the example above, the alignment selected is Left alignment.
After making desired entries, click on the OK button. To cancel insertion of text field, you may select the Cancel button. The text field is now inserted.
To insert a calculation field, go to menu path Edit / Insert / Calculation Field.
The above screen is where you can define calculation field. Key in introductory text and subsequent text that would be the label for the calculation field. Select a specific font color for the Introductory text and Subsequent text and the Database field.
Specify the decimal places for the calculation field for Before decimal and After decimal separator. Key in the Label for the calculation field.
Specify the Result's field type. The results can be Number field, Text field or a Date field. To hide field, the hide field check box can be selected. To indicate thousands separator, the Thousands separator checkbox can be selected. If the results field computed happen to be blank, it is possible not to display the blank results by selecting the Leave out if blank checkbox.
It is possible to specify the unit type of how should the result value should be displayed by selecting the desired unit style from the Unit drop down list.
Select the alignment of how should the field be displayed on the document layout for the calculation field, introductory text and subsequent text.
To define expressions of formula, click on the Change expression button.
In this screen, to define calculation or expression of formula for a particular database field, select the field and click on the insert button. The selected field will be inserted to the Expression space provided. To insert operators, click on the operators button and select the desired operator. To insert calculation fields, select the desired field from the calculation fields drop down list and click on the Insert button. To define expression for string characters such as to concatenate, trim, round and replace, select the desired expression and click on the insert button.
After complete defining expressions / formula for the calculation field, click on the OK button. The calculation field is now complete defined and is inserted to the document layout.
To insert database field, go to menu path Edit / Insert / Database field.
The above screen displays list of all database fields for the Item block. To insert a specific database field, select the desired field and click on the OK button. Before that, user may define the Introductory text and Subsequent text for the selected database field. Font color for the introductory text, subsequent text and the database field could also be selected.
Select the desired alignment for the database field, introductory text and the subsequent text from the drop down list box. Click on the OK button. The database field is now inserted to the document layout.
To save the newly defined document layout, click on the Save button.
Key in the appropriate Layout Name and Layout Description to the newly created layout. Click on the OK button. The new layout is now saved.