Setting the screen size

OrderBase is designed to operate at a resolution of 800*600. If your monitor is set to a higher resolution (typically 1024*768 on most modern computers), OrderBase will appear in the centre of the screen. If you wish to increase the size of OrderBase on the monitor, you can either:

1) Reduce the monitor resolution to 800*600 (display property settings, resolution).

2) Change the font setting to 'large fonts' (display property settings, advanced).



Introduction and getting started

OrderBase system tabs

OrderBase is a simple, yet powerfull order entry and basic stock control system. The key to the system is the tabs (see above) which appear across the upper middle of the screen (Customers, Orders, Stock, Reports, Misc). Click on a tab to select which part of the system to use.

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Customers

Searching for a customer

Ensure that you have select the 'Customer' tab

To search for a customer on the database the following options are available:

To search by Postcode
To search by Surname
To search by Town
To search by Country
To search by Invoice Number

As well as the list above, OrderBase can combine searches to limit the results. The best route for UK customers is to search by Postcode if known. For non-UK customers the best route is to search using Surname and Country.

To use a search you must enter the details in the relevant field box(es) - see below.

Example of searches:

To search by Postcode.

For example looking for a customer with a postcode of IP19 8AH.

Click in the Postcode window, press F4* and type IP19 8AH. As the postcode is typed in it will display the postcodes surrounding the required one. If the correct one is displayed in the drop down box, select it by clicking on the postcode and all entries for that postcode will be displayed in the grid below.

* Pressing F4 makes the box active and allows you to search, you can also do this by pressing the down arrow by the postcode.

To select the one required, click on the entry in the grid.

To search by any of the other unique fields is done by the same process. It is also possible to search using two or more categories, this feature helps to narrow down searches where several results come up (for example several people living at the same postcode).

An example of searching two categories:

Surname and Country search

Click in the county box, press F4 and type in the country and select the required country. The grid will now show all the entries for that country. To limit the list down click on the Surname box and enter the name required. Now in the grid you will have all the entries that match both the surname and the country.

This can be repeated for any combination of Surname, Town, Country, or Postcode

Searching hints:

To clear an unsuccessful search press the 'Reset' Button

To Reload the data from the database press the 'Sync' Button . This is generally is used in multi-user systems.

If you are unsure of a spelling of a name etc., click on the search box, press F4 and type only part of the name in, you can then scroll down the list to look for the spelling.

If you have just entered a customer on the system and are looking them up, it may be necessary to press the 'Sync' Button before the system will display it, this is essential to provide unique records and effective record locking.

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Adding a customer

To add a customer, select the Customer tab, and press add button (found bottom right, see image right).Customer Edit Box
Insert Surname, and Initial. Select the title from the drop down box (you can manually enter one if it is not on the list).
Next if the customer is in the UK, you can enter the postcode in the postcode box, press return and the quick addressing system will fill in the town and county if on record (note that the full UK-address file is also available for an extra charge). Now fill in the rest of the address boxes. Note if the customer is in the UK you do not need to enter a country. It is however necessary to do so for the Channel Islands (as this effects the VAT status of the order). Select relevant countries from the drop down list. The source box, should also be selected from the drop down list. The list of sources is controlled from the 'Misc' tab. This relates to the contact source for the customer, and should be set up for advertising results analysis. If you would like a label generated for the customer (for example for mailing a catalogue), check the 'CAT' box. For details of the 'Rent' and 'Cont' flags see Data Protection Act below.

Press 'Confirm' to action the addition. The record will then also be listed to the left. You may now process an Order ('Orders' Tab) for this customer or;

Clicking on 'Reset' will return the full list of Customers.


Catalogue requests.

You can flag customers to have a label printed out, for example to receive a catalogue. You can do this as you add customers, or you can search for them . To activate the flag you need to check the 'Cat' box (remember to press confirm to save this). This will provide a label when the 'Print Labels' button is pressed (bottom left of the customer tab). The labels are pre-formated for standard 7 x 2 A4 sheet labels. After you have pressed the 'Print Labels' button, you will be asked if they have printed out correctly. Once you have confirmed that they have printed out correctly, the 'Cat' box will automatically be unchecked.


Editing a customers record

To edit a customers record, search for the customer, and then select the customer you require by clicking on the record. The details will appear in the edit box on the right. You can now click in any of the field boxes to edit them. Once you have made your changes you must press the 'confirm' button to save your changes.


Data Protection Act

To comply the with the data protection act , it is important that you record customers who do not wish to receive any mailings from other companies (even if you don't rent you lists at present it would still be advantageous to record the data now incase circumstances change), also, you should record those customers who don't wish to receive any future mailings from your company.

The 'rent' box on the customer tab relates to those wishing not to have their names given/sold to other companies. The flag is set at default to positive (shown as a tick), this means that they are happy to have their details exchanged with other companies, to change this tick the box and the tick will disappear (remember to press 'Confirm' after doing this).

The 'cont 'box, is those who do not wish to have any future of your mailings. It works in the same way. Untick the box if they want no more mailings. Remember to press 'Confirm' afterwards to save your changes.

Note you can uncheck these flags to specify people who have moved etc. without deleting them from the system.


Deleting records

You can delete records by selecting them and pressing the delete button. Alternatively you can effectively remove them from the mailing list by using the data-protection act flags (see above).

Select the customer you require by using the searches.

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Entering an orderOrders Tab

Selecting a customer

Once you have found or added the customer, click on the correct record in the grid, and the customers details will appear in the edit box to the right. Edit any of the details you want (and press 'Confirm', to save these changes), then click on the order tab.
It is important to fill in the order in the order listed below.


Adding stock items to an order

Select the stock item you require from the drop down list (click on the 'stock code' drop down list), the system automatically selects the quantity as 1. To change this either select a new quantity from the 'quantity' drop down list, or type the quantity into the field.

Note that if the system has no stock it will bring up an message stating that there is no stock and asking if you wish to do a return.

As you add stock it will appear in the grid. To change what is listed in the grid, click on the required item of stock and highlight it and you can either press 'delete' and remove it, or alter the quantity by putting a new value in the 'quantity' box.

Delivery addresses

To change the delivery address, click on the change button by the customers address (bottom left), you can then edit the fields. If you wish for a separate invoice to be created for the customer so the recipient will not see what the goods have cost click on 'Gift', (bottom right), otherwise the system will produce one invoice as default.

Order Comments

Enter any order comments in the 'comments' box above the delivery address. Note this is just one text line.


Payment Methods

Select which payment method you wish to use from the drop down list.

Cards. For credit / debit cards select the type of card required from the 'Payment Method' drop down box (Visa, Mastercard or Switch). The card number box along with the expiry and valid from fields (and also for Switch the Issue fields will now be activated. Once you have entered the details press 'OK Order', this will now check that the credit card number passes the bank algorithms (note this does not mean the card is valid, it is only a guide). If the card number passes these checks, you will be given an invoice number and the invoice will print. If you not will be given the option to change the details to correct the details.

Cheques. For cheques select 'Cheques' from the 'Payment Method' drop down box, the amount box will be activated. Type in the amount the customer has paid and press 'Confirm Order'. A message box will appear if this differs from the invoice total, with an option to alter the amount or accept. Once confirmed, or if the amount is correct, the invoice will be printed and the order number displayed as confirmation.

Note: You can use the cheque field for all types of pre-payment including cash and postal orders.

Cancelling an order

If halfway through the order you wish to cancel it, just change back to the customer tab and select the next customer, the system will not process the order. Note the order is only processed once the 'Confirm Order' button is pressed


Looking up an order

At the Customer tab. Either select the customer in the normal way, or enter the invoice number in the 'invoice' field. The order will be displayed (but cannot be edited), the option to reprint is available by pressing the 'reprint button'. Note the system records all reprints, and prints 'reprint' on the invoice.

Processing a returned item

To process a returned item, complete an order in the normal way. To show that a item is being returned enter the quantity of the item being returned as a minus number in the quantity box (e.g. -1), this will then return the item into stock and show a credit on the invoice.

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Stock
Stock Tab

To activate stock control options go the stock tab


Adding a stock item

To add an item of stock, press the 'new 'button, and fill in the fields.

Description of fields
Stock Code: This is code by which you will select the item of stock by
Instock: This box is for reference and displays how much of an item is available. You cannot enter information in this field.
Item Description: This is the description of the item and will be printed on the invoice.
Unit cost: Enter the unit cost of an item here (if known).
Unit price: Enter the selling price of an item here
Inc Vat?: Tick this field if the Unit Price included VAT
VAT Rated Item: Tick this box if the item is subject to VAT
Adjust Stock: Enter in here any adjustment of stock you need to make

Once completed press 'OK' to save.


Editing a stock item

Select the item of stock you wish to edit by either selecting the item from the grid, or by using the 'Stock Code' box. You can now edit all the fields. Once finished press OK to save.


Deleting a stock item

Select the item of stock you wish to delete and press the 'delete' button.


Adding (or removing) stock to an item

Select the item of stock you wish to add stock to. Put in the stock alteration figure in the 'Adjust Stock' box, and press OK. To remove stock put a minus figure in this box.


Print Today's Adjustments

Press this button to print out all the records for stock that you have altered today. This can be checked to make sure that the correct values have been entered.

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Reports

Reports tabAll the reports work between a given date range. The system stores in the history column the last date range that was selected. To print off a report enter the date range required in the relevant field and then press the relevant button.


Source report

This report gives you feed back on the performance of your advertising sources. The results are selected between a date range


VAT report

This report informs you of how much VAT you have taken during the specified period. This report will assist in the completion of your VAT return.


Banking reports

This lets you print out a report of the total value in either cheques or cards you have taken in a given period. This enables you to confirm how much you have taken against what has been presented to the bank, over a given period


Stock Sales report

This informs you of how much stock has been sold over a given period


Valuation report

This gives you a more detailed sales report, and includes that value of stock currently held.

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Misc

Source

Here you enter information relating to where the customer or enquirer has came from (i.e. you can set up adverts here).

You can either edit, add or delete sources
To add. Press the Add button. Enter in the Source box the reference for the source (5 letters or less), then add the description and press OK to save.
To edit. Select the record from the list in the source field, edit the record and press OK to save
To delete. Select the record from the list in the source field. Press delete to remove record


Company details

Here you can change the company details that print on the invoice


Terms and Conditions

Terms and conditions can be found on the help menu.


Further help and Support

For further information and support either visit our website www.orderbase.co.uk or e-mail: supportdesk@orderbase.co.uk

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Installation & Multi-User

1) Installation Notes (Single & Multi-user).
2) Resetting multi-user systems.


1) OrderBase has 3 modes of operation:

1.1) Single User or Demo: Select the 1st option when prompted during the installation.

To be installed on one machine for a single user or demo.

1.2) Multi-User point of control: Select the 2nd option when prompted during the installation.

For multi-user systems one PC is required to be nominated as a control point.
This point allows the user to alter company specific details such as address
details etc.The database is also stored on this PC. If the database is not in the
same directory as OrderBase then Orderbase will not set itslef to a control point.
Only one control point can exist for a networked multi-user system.

1.3) Multi-user satellite point: Select the 3rd option when prompted during the installation.

Multiple satillite installations can be installed (up to the number you are licenced for).
When OrderBase is started for the first time, it will prompt you for the location of the
database (same as the control point directory). This must be set up as a 'mapped drive'
on a functioning network between each PC used for Orderbase, then select the location as
prompted.

2.1) Resetting a multi-user system.

If a network crash occures, OrderBase may not be able to log off each user properly.
When restarted more users may be recorded as being logged on than actually are. This
number of users may exceed the maximum number of licenced users. OrderBase will ask
if you wish to reset the system, simply make sure that no other OrderBase is running on
the network and then press OK. If all other OrderBases are closed the system will reset and
open normally.

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(c) Copyright Day-to-day Software Ltd, 2003