Difference between revisions of "Company"

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=== Setup Email Defaults ===
 
=== Setup Email Defaults ===
  
Fishbowl allows you to set up four standard Emails that can be automatically sent out to your customers/vendors at various points in the work flow. For example, an Email can be issued once an SO is completed, informing the customer that the order has been received and instructing them on the amount of time they can expect their shipment to arrive. Another might be sent out once the SO has been packed and shipped notifying the customer that the package is on it's way. In order to use the Email function, you must provide specific pieces of information in the Email tab.
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Fishbowl allows you to set up four standard Emails that can be automatically sent out to your customers/vendors at various points in the work flow. For example, an Email can be issued once an SO is completed, informing the customer that the order has been received and instructing them on the amount of time they can expect their shipment to arrive. Another might be sent out once the SO has been packed and shipped notifying the customer that the package is on its way. In order to use the Email function, you must provide specific pieces of information in the Email tab.
  
 
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Revision as of 15:13, 16 May 2011

About Company

Icon.Company.png The Company Module is where you manage your company's information such as addresses, contact information, and other important details. You may choose to enter as much or as little information as you choose depending on your needs.


The following functions are available through the Company Module:


  • Managing Company personal information
  • Creating or editing company addresses
  • Creating or editing contact information
  • Managing company email
  • Create and print memos




The Company Module is where all of your information pertaining to your company is stored. Not all of the information that is able to be stored is mandatory. There are a total of seven subtabs that hold information including Account Info, Details, Address, Contact, Memo, Email, and Custom.


Account Info

The Account Info subtab is a way for you to quickly see a summary of company information. Here you may change the Name field for your company. All of the other information shown here such as contact information, addresses, etc. is filled out through other subtabs.

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Details

In the details subtab you may select your company's Default Carrier from the drop-down-menu.

[Optional] Enter in your EAN.UCC Number. (This number is assigned to companies and is used to define the SSCC (Serial Shipping Container Code)


If you are Tax Exempt, click the Tax Exempt box and enter in your exempt number. You also have the opportunity to bring in a company logo. This logo will be displayed in the top left corner of all reports sent out from Fishbowl. To bring in a logo use the following steps:


1. Click the Open Image icon located on the Module Toolbar. This will display a window where you may browse to your picture.

2.  Once you have found your picture, click Open.   This will display the picture in the Logo section of the Main Screen.

3. You may Save, Delete, View, or Change the Image Sizeof your picture by using the corresponding icons located on the Component Toolbar.

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Address

The company address listed in the Address Tab will appear on Purchase Orders and Sales Orders.

If you have multiple locations for your business and Location Group Tracking is enabled, then you will be able to select which location address to have show for your Purchase and Sales Orders.


New Address
  1. To create a new address click on the New Address button.
  2. An information box will be displayed.
  3. Enter in the name, address, type, location group, and whether or not this address is the default address.
  4. Click Ok to save the newly created address.


Edit Address
  1. To Edit an existing address, highlight the address you with to modify and then click the Edit Address button.
  2. Click Ok to save changes.


Delete Address
  1. To delete an address simply highlight the address you wish to delete.
  2. Click the Delete Address Button.
  3. A dialog box will be displayed asking if you really wish to delete the address.
  4. Click Yes.

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Contact

The contact subtab displays all of the contact information for your company whether it be a phone number, fax number, e-mail, etc. The contact information created here will be visible from the Account Info subtab, but is an internal-use field and may not be displayed elsewhere.


You may have different contact information for different addresses. To select a different address click the drop down arrow by the 'Contacts for Address' box. You may select any of your addresses and view the different contact information for each.


To create a new contact choose the 'New contact' button. A blank line will be provided for you underneath the contact column. Simply double click on the contact column to enter the contact name. Click on the Type column to choose the contact type, then double click in the blank space underneath the number column to enter the information needed for the type chosen. You may have one default contact for every different type.


To delete a contact, highlight the contact line and click the 'Delete Contact' button. A dialog box will be displayed asking if you are sure you want to delete this contact. click yes.


If you ever feel that you need to move contacts to a different address, simply highlight the contact line and click the drop down arrow by 'Move Contact to Address' located in the bottom right corner of the main screen. Choose your desired address and click the 'move' button to complete the move.

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Memo

The memo field is an internal-use subtab that allows a user to enter notes regarding the company. The top portion of the main screen will offer the dates notes were given, by what user, as well as a portion of the memo written. If the memo is longer than the top line allotted, you may highlight the entire line and the memo will be shown in its entirety on the bottom half of the main screen.


You may add a new note, edit an existing note, or delete a note by highlighting the line item to be changed and clicking the corresponding button located on the component toolbar.


You may print all the memo notes for your company by clicking on the 'Print Memos' button in the top left corner of the main screen.

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Email

There are two different places to set up email. Email set up here in the company module will be default for all users. To set up email to be user specific, you will need to select Tools | Program Options from the Module Toolbar and click on the Email tab on each individual client computer. You may view the Email pages for more specific instructions on the email capability in Fishbowl.

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Shipping Terms

The Shipping Terms subtab provides the user with the ability to create their own company shipping terms. To create a term, simply choose the Add a New Shipping Term Image:'add_item'_symbol.jpg icon from the Component Toolbar. This will display the Add/Edit Shipping Term box where you may enter any shipping term and choose ok to save. Shipping Terms may also be edited or deleted by highlighting the term and choosing the corresponding icon from the Component Toolbar.

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Custom

The custom field subtab is an internal-use field for extra information regarding your company. You can set up specific names for each custom field line in the Custom Fields Module.

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Email

Setup Email Defaults

Fishbowl allows you to set up four standard Emails that can be automatically sent out to your customers/vendors at various points in the work flow. For example, an Email can be issued once an SO is completed, informing the customer that the order has been received and instructing them on the amount of time they can expect their shipment to arrive. Another might be sent out once the SO has been packed and shipped notifying the customer that the package is on its way. In order to use the Email function, you must provide specific pieces of information in the Email tab.


To set up Email, you must first be in the Set Up Module Group | Company Module | Email subtab.


  1. The first field in the Email subtab screen asks for your SMTP (Simple Mail Transfer Protocol) Name and Port. This allows Fishbowl to automatically send out emails through your server. You may also enter the Gmail Account number to use with other Email programs. At this time Fishbowl's Email cannot be configured with Yahoo or MSN Hotmail servers.
  2. If your Email program requires a Username and Password to open, click on the check box and add the appropriate information. Once the Username and Password box is checked, you will be able to populate the fields with the necessary information.
  3. The Email From Name and Address is the information that will be sent to the recipient of your Email. Choose how you wish your name and email address to appear and enter it into the appropriate fields. The Bcc Sent Receipt check box will return a blind copy of the email to your email address.
  4. If you wish to have a standard text for each email in a specific module, use the Select File Icon buttons on the right of the Email fields to add .txt files. These text files will appear in the body of your Emails.


The above instructions will set a company wide standard for every user who accesses the Fishbowl Server. If a user wishes to override these settings and add their own names or their own text files, this is done by going to the Tools | Program Options | Email Tab of each client. This only changes the Email settings on the Client computer where the changes are made, but not on the Server. However each Client can only list one set of Email settings at a time. If multiple Users share the same computer, they will need to change the Email settings in the Program Options, Email Tab each time they use the machine.



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Use Email through Fishbowl Modules

Currently in Fishbowl there are four Modules where you have the option of using Emails.

Report Associated Emails

All Reports (including those created by ireports) have the option of being Emailed as an attachment. Open the Report Module and choose a report. In the Module Toolbar choose the Email Icon.


This type of Email is considered Generic Email in Fishbowl. To set up a Generic Email, follow the directions under Set Up Email Defaults. The Generic Email field is where the Report Emails text will draw from.



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Sales Order Email

In the Sales Order Module you have the option of setting up for an Email that is either sent whenever you Issue an SO (with the estimate attached) or gives you the option of sending it. To set up a standard Sales Order Email, follow the directions in Set Up Email Defaults. The Sales Order Email field is where the SO Email text will draw from.


Open the Sales Order Module Options by going to the Menu Bar and clicking Tools | Module Options. This opens a screen that allows you to customize the Sales Order Module. Select the Email tab. This screen will allow you to choose how Fishbowl handles Emails sent out when your Sales Order is issued. Always will automatically send out an Email every time the Sales Order is issued. Prompt will cause Fishbowl to sent you an Email prompt each time you issue a Sales Order. You may then choose whether or not to send the Email. Never will not provide you the option of sending an Email when you issue your Sales Order.

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Purchase Order Email

The Purchase Order works exactly the same as the Sales Order. Set the Program Options up the same way as above. Each time you Issue a Purchase Order, an e-mail with your Purchase Order attached will be sent depending on your choices in the Purchase Order Program Options screen.

To set up a standard Purchase Order Email, follow the directions in Set Up Email Defaults. The Purchase Order Email field is where the Purchase Order Email text will draw from.



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Shipping

The Shipping Module Option has only two options: to Always or Never send an Email. To set up a standard Shipping Email, follow the directions in the Set Up Email Defaults. The Shipping Email field is where the Shipping Email text will draw from.




Create and Modify an Email Template

Fishbowl allows you to create Email Boiler Plates so you may create a standard Email and then personalize it to the Vendor or Customer who will receive it.


In this example (shown below), the Email subject line would read - This is the subject line

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Open a text editor such as Microsoft WordPad. This is where you will create your new Email Boiler Plate. If you want to have the subject line in the email auto populated then the first line of the file must be 'SUBJECT:' followed without a space by the subject line. The body of the message is anything in the text file (except for the first line if it is a subject line).


The following codes will draw information from the database currently open and insert it into the Email. If this information has not been entered into the database, then Fishbowl will simply pass it without entering anything.


@BILLTONAME
replaced with the bill to name for the order
@SHIPTONAME
replaced with the ship to name for the order
@ORDERNUM
@CUSTOMERPO
replaced with the customer's purchase order number
@DATE
replaced with the current date
@USER
replaced with the user's full name that is currently logged in
@VENDORCONTACT
replaced with the vendor contact name for the order



The Screenshots below provide some examples of how these codes could be used:

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Establish Email Options for Users

When Email settings are created in the Company Module they affect the Server. However, those settings can be overruled on an individual Client computer by using the Program Options. (Note that if multiple Users share the same Client computer, they may not set up individual Email settings. Each Client can only have one set of Email settings at a time.)


In the Menu Bar choose Tools | Program Options. This will open the Options window. Choose the Email tab and fill out the screen as directed in the Set Up Email Defaults page. This will override the Company Settings on the server but will only effect the Client computer where the changes have been made.

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