1.0 Introduction
4 AREAS CORPORATIONS ARE LOOKING TO IMPROVE IN COLLECTING PAYMENTS:
1) Eliminate NSF checks.
2) Eliminate late payments
3) Eliminate paper billing mail outs
4) Rethink how they will deliver decision support reports to web
browsers/Pocket PCs world wide for private internet account client payment
reports and administration reports.
BIZRAS IS THE SOLUTION:
BizRAS Invoicing is the solution for you as it helps meet all the 4
goals above. It interfaces to PayPal for payment collections so that all
invoices are done on the web and customer payments are also done on the web.
Your clients can pay you for one time charges or Recurring Payments charges.
Recurring Payments payments will automatically go into your account as billing
is done automatically on a recurring basis. produces standard HTML reports
which are supported in web browsers and palm tops world wide without the need
for any other web reporting software. It provides XML or QuickBooks format
files when posting to update your QuickBooks Accounting Software or to
interface to other External Accounting Systems.
MORE FEATURES OF BIZRAS:
1)BizRAS Invoicing can assist you cut
costs in many areas. Eliminate bad debts, It is especially designed to collect
reoccuring payments that are due on a recurring basis whether it be a recurring
billing maintenance charge, a service charge, service on the internet, a
Recurring Payments rental payment for people living in apartments, or other
Recurring Payments rentals like storage space, condo fees or insurance costs.
Recurring Payments payments are deposited automatically into your account using
the web.
2)BizRAS Invoicing can
assist you cut costs in many areas. Eliminate bad debts, eliminate NSF checks,
eliminate late payments, eliminate billing paper mail outs.BizRAS Invoicing
uses PayPal for your clients to pay you directly. PayPal is an online
transaction processor which is fully owned by Ebay. It is 100% secure with
"Banking" strength encryption. PayPal accepts all major credit cards. You don't
even have to set up a Paypal account. It's fast, easy, and secure.
3) Create invoices on the
web for one time or Recurring Payments charges. Client Subscriptions are set up
for Recurring Payments payments so client payment is automatically taken out of
the customers credit card each month. Automatic emails are sent to the client
from PayPal and this BizRAS System to confirm the payment. Clients are given
their own private BizRAS internet account to track all their payments to you
and print off a summary report from the web to their local printer.
4) The BizRAS Administration System is a private
system just for you where you set up service rates (one time or recurring) and
then create invoices on the web. Single charges are shown for that one
customer.Reecurring billing is done automatically. Customer's credit card
expiry dates are entered in the Admin System so you can be alerted. Clients are
automatically emailed the month their credit card is expiring with clear
instructions how to update the expiry date with their new card.
5) The Adminstration System gives you a
full set of reports for you to track all your billing and receiving. It
supports payment methods other than PayPal for those old fashion clients that
still want to pay by check, money order or cashier's check. This system can
handle multiple payments for 1 invoice amount. All reports are in standard HTML
supported on internet browsers world wide. Reports can be emailed inside the
body of the email meaning no file attachments.
6) For reports that you access
frequently, save them on your Report Favorites screen for 1 click easy viewing
of the report. Custom Build your report to set the format to display in
tablular form or in list form. You also can set the email options. A button
called "Email Me This" can appear on your reports to allow you to send that
exact report with no file attachments making it friendly to all virus scanning
and scrubbing systems.
7) BizRAS is a full Report Administration
System allowing you to set up the languages you want to support for
international text on the screens and data drop downs. International text and
Help text for the screens are saved in the database and there is a UI attached
to it for you to add your own help comments if you wish. You can send out email
notifications to all your clients as well as customize your emails in the Admin
System.
8) The 1st screen after logging on to the
Admin System is the ALERTS screen which gives you a read out of any actions you
need to take. The screen shows the number of new clients that have not
activated their account, number of unpaid invoices (usually non PayPal invoices
as with PayPal you receive your Recurring Payments payments automatically),
number of credit cards expiring this month, etc. The system is easy to use and
easy to cost justify. Contact us today at 1-800-717-9208.
1.1 Overview of BizRAS Administration Screens
BizRAS Invoicing and Recurring Payments Administration System
allowing you to set up supported languages, sales plans, help for screens
in different languages, credit card payment options, email correspondence and
so much more. After you log on, your 1st screen in the Alerts screen shows you
the number of new web clients signed up for a trial run, the number of invoices
not paid and so on.
1.2 Overview of BizRAS Client Screens
Since this is an Administrators Guide, the user screens are not
covered in detail here but are explained in the Users_Guide. The user screens
are a large separate system. These same user screens are in the Administration
system which you can read about in sections 2-5.
1.3 Overview of BizRAS Web Invoicing -- Get Paid
On The Web!
BizRAS allows you to enter your billing items, assign them to
services you provide to clients, invoice and receive payments, manage
Recurring Payments payments as well as one time charge billing all with
PayPal/Web Credit Card Authorizations so say good bye to late payments, NSF
checks and paper billing.
1.4 Overview of Supportability
Since BizRAS Reports are standard html, they are supported on
browsers world wide such as Browsers on desk tops and laptops and even
pocket PCs. Since you choose the number of columns you want in a report, you
can look at the key columns on your Pocket PC and look at all columns on your
laptop or desktop computer. You have the option to email these reports to your
email address with the report inside the body of the email. This means there is
no file attachments to your email which not only makes it friendly to all virus
scanning programs buts lets you forward that report from your email system to
another email id without the trouble of having attachments scrubbed off by some
security system. Since BizRAS reports are in html, there is no need to have any
conversions to your reports nor any need to show them with Adobe.
1.5 Overview of Controlled Access
A user must have a username and password before they can log on.
Password expirations are set by the Main Administrator so users are forced to
change their password every X number of months (X can be 1 through 12
months).
1.6 Overview of Security of System
BizRAS has tons of security built into it from the software
application to the hosting application. The hosting system has intrusion
prevention and spam control. The web site is secured with 128 bit SSL
encryption key. The BizRAS application itself has password and credit card
encryption so that even the database administrator can not steal anyones
password or credit card number. BizRAS also has session control that checks if
the user is still on the same session they started with. This stops URL hackers
from trying to steal a URL and jump into the application. In Summary, BizRAS
has all the top security web controls to make your data and application safe.
1.7 Overview of Cost Cutting
Think of the costs of not doing paper mailing and paper
postage. Eliminate NSF checks. Reduce bad debts and get paid on time with
Recurring Payments payments.
2.0 Overview of Screens
Menus on screens are along the left hand side and detail screens
have menu buttons along the top. Each screen has a Screen Help button that
dynamically shows the help text on the screen so that users can reference it
while they are still using the same screen.
2.1 Login Screen
Language selection choices are set by your Service Provider. As you
choose your preferred lanaguage, all screens, help, and reports will change to
your desired language.
Username is 7 to 25 characters and upper and lower case is NOT
checked. Password is also 7 to 25 characters. You are forced to change your
password at initial logon and at certain intervals your Administrator sets.
You are allowed 3 attempts to log in and then you will be logged out.
If you forgot your password, click on the Forgot Password button off the
login screen. If you get the error message "Invalid Credentials" at the bottom
of this screen, please contact your Service Provider as soon as possible.
3.0 User Role Sets Menus for Screens
Once into the system, BizRAS looks at the role that System
Administrator has set for you based on the licensing you have bought.
3.1 Report Favorite Screen
This Main Form(first screen after login) shows contact numbers for
your help desk. The grid shows Reports that have been checked as "Report
Favorities" in the Build Report Screen. Clicking on a row in the Grid will auto
launch that Selected Report with the configurations saved in the Build Report
and Report Filters screens. To change these configurations, click on the "Your
Reports" menu item, select the report by clicking on the row in that grid and
you will be taken to the Report Filters screen to set filters how you want to
hone down on the data. At the top of that screen is the Build Report button
which will take you to the Build Report screen to set the fonts, fields, report
formulas and other details on how the report should look.
3.2 User Profile Screen
The username needs to be 7 to 25 characters and duplicates are not
allowed to stop someone from looking at some one elses data.
The roles are: Main Admin, Report Admin, Internal User (user of your
corporation) and External User (user not part of your corporation). Only 1 Main
Administrator is allowed and that person's role is disabled to stop the role
being changed as that person needs to see all of the system. Main
administrators can add users and reports and do all report functions. Report
Administrators can add reports and do all report functions. Internal and
External Users can only do report functions.
Password hints are for security purposes for when the person forgets
their password. When a person does forget their password, they can click on the
Forgot Password button off the login screen and fill in the
required information. The Main Administrator can turn off the requirements for
Password Hints for a short time (when a person forgets their password) however
it is recommended to keep it on for higher security.
3.2.1 Employment Profile Screen
This screen is not to be a full blown Employee Management system but
is only to capture some basic information for reporting. For example, there is
a Birthday/Anniversary Report that will show all upcoming birthdays and
employment for the month which is helpful for managers to recognize their
employees.
3.3 Change Password Screen
Your password must be between 7 and 25 characters. Upper
or Lower case is not checked.Passwords are encrypted in the database so
they cannot be stolen.
Your confirmed password must match what you entered in the the
password data entry field. Your new password cannot be the same as your old
password.
3.4 Your Reports Screen
All reports assigned to you are displayed regardless of their status.
Clicking a "Generate Report" button for a row in the grid will take you to
the "Report Filters" screen to set any filters for that report. You could
immedidately view the report or click on the BUILD REPORT button at the top of
your screen to go the customization of the report and the setting of report
favorites to put this report on your Main Form - Report Favorites screen for 1
click viewing of a report.
3.4.1 Report Filter Screen
You can set your own custom filters for this report and your settings
will be saved. On this screen you can filter up to 3 date fields (the first 3
rows), up to 3 character fields (rows 4 to 6) and up to 3 number fields (rows 7
to 9). If you see "NOT USED" in the Field Description text area for a row,
then your administrators have set this up not to be used as some reports cannot
be filtered on 3 date fields if they only have 2 date fields. The date
fields can be set to the current date plus or minus some time span. This means
that tomorrow, these date filters will dynamically change since the date
filters will go off the current server time date. Date Filters in the system
can be saved with the current date with your username so that the dates move as
the current dates move which makes it excellent for daily reports.
Filters are set up differently based on different reports as some
reports do not have 3 date fields in them so they won't be used. Your
corporation works in partnership with your Service Provider to set up the
fields and filters for each report.
Build Report Button: Click this button at the top of your screen as
most users want to order their report in some fashion and select certain fields
fonts and add totals at the bottom of their report.
Mobile Report Button: This prints out the report with your saved
Mobile Field Configuration on the Build Report screen and the report filters on
this screen. Desk Top Report Button: This prints out the report with your saved
Desk Top Field Configuration on the Build Report screen and the report filters
on this screen . The reports will have a print button which will pick up the
your list of available printers you have set up in your local PC control panel.
Preview Zoom: Clicking from 100 percent to 400 percent will give you
differing sizing to print your report. 100 percent is the
smallest font size. As you zoom in to percents higher than 100
percent then the report will blow up the size of the fonts.
3.4.2 Build Report Screen
Mobile Report Button: This prints out the report with your saved
Mobile Field Configuration on this screen and the saved filters on the Report
Filters screen you just came from. Desk Top Report Button: This prints out the
report with your saved Desk Top Field Configuration on this screen and the
saved filters on the Report Filters screen you just came from. Clicking from
100 percent to 400 percent will give you differing report sizing to print your
report. 100 percent is the smallest. As you zoom in to percents higher
than 100 percent then the report will blow up the size of the fonts.
Select each report column by checking or unchecking the 1st column
selection box. Note: You have to have at least 1 column in your report so the
1st column check box is disabled for this purpose and because it usually
has a formula option tied to it.
The Report Column Name Descriptions are a description of the field
that you would set up for your reports. You then can choose a different font
for each column. You can set the report column order on the report and the sort
order (rows of data) for the report. Field Formulas are Count, Average and Sum
and they are on fields you would set up for your reports. There are business
rules around these as obviously you can only sum numeric, integer, money or
decimal fields and not character nor date fields. Turning on or off Group
Formula Totals will group your data and allow subtotalling. Normally we allow
up to 9 filters per report.
Checking the "Add to Report Favorites" check box will add this report
to the Report Favorites grid in your Main Form which is the 1st screen you see
after loging in. Its purpose is for 1 click easy viewing of your report with
your saved report filters and settings in this screen. If you dont see any data
then there is no data for your report from what was uploaded last night, or you
have a filter in the Report Filter screens that is filtering out all records.
3.5 Log Out Screen
This screen confirms your choice to log out. You can log out or
return to the application.
3.6 Help Index Screen
Help Index tells you the screens the topic applies to. It is in the
language you selected at login time assuming your Service Provider has
translated all topics into your language.
Choose from the drop down choices and your screen will dynamically be
filled with content for that topic you chose.
3.7 Help Topic Content
Listed below in alphabetical order are close to 30 topics that assist
you to learn the system. These are shown in english in this document and
shown in English in the Content Window box of the Help Topics Screen. If you
selected a different language, other than English at log on time, then this
Help Topics screen would dynamically display all the text in your preferred
language if the help is customized for the languages you want.
3.7.1 Adding Print Date/Time to the Report
Adding Print Date/Time to the Report is found in the BUILD REPORT at
the bottom of the screen. To get to the Build Report screen, click on the YOUR
REPORTS menu option, then select "Generate Report" for the report row you want
to configure, which will take you to the Report Filter sceen. Click on the
BUILD REPORT button at the top of this screen and you are now on the BUILD
REPORT screen.
3.7.2 Adding a Report to Report Favorites
Adding a Report to Report Favorites is done by checking the report
favorites check box on the BUILD REPORT screen. To get to the Build Report
screen, click on the YOUR REPORTS menu option, then select "Generate Report"
for the report row you want to configure, which will take you to the Report
Filter screen. Click on the BUILD REPORT button at the top of this screen and
you are now on the BUILD REPORT screen to set that report as a report favorite.
3.7.3 Cancel Button
The Cancel Button shows up on Profile screens when you have clicked
on an Add button on the previous screen. Validation of data entry fields gets
turned ON when you are adding a record, so you cannot jump to another screen
while adding a new record. You need to complete adding the new record or if you
want to cancel out of adding the new record, click on the Cancel button at the
top of your screen and you will be taken back to the previous screen you came
from.
When you are not in "Add Mode", you can navigate to any other screen
freely using the menu buttons. The Cancel Button is used to Cancel all and
return you to the screen where you just came from.
3.7.4 Drill Down Reports
Most of the Admin Drill Down Reports are already created for
you.
Drill down reports have hyperlinks on the columns to take you to a
deeper level of information on that row of data you clicked on. The system
allows for "n" level deep drills downs but iany more than 3 or 4 layers can
confuse the user.
3.7.5 Dynamic Help
Since help is all stored in the database then certain specific client
installations can add to the help dynamically on the fly. The administration
system has a user interface to both the help for the screens and the Index
Topical Help.
3.7.6 Encryption
The software uses custom encryption code that is not copied from any
other source. This encryption code is used to make your password secure, your
credit cards secure and your database access secure. Different encryption code
is used for each of the previously mentioned areas for extra security.
The system also uses SSL 128 bit encryption as you see from the lock
icon at the bottom of your web browser. SSL is used by most corporations to
stop hackers from stealing information on your web screens.
3.7.7 Enforce Password Hints
Enforce Password Hints is a check box on the Corp Admin screen. By
checking this check box you then force users that forget their passwords to
answer all 3 of the password hint questions and answers they set up in the User
Profile screen. This is the recommended setting for higher security.
If the Enforce Password Hints check box is not checked, then a user
Forgetting their password needs only to enter the correct username (user id)
and correct email id on file and they will be emailed their forgotten password.
(The Forgot Password button is on th login screen.)
3.7.8 Emailing Reports
Report Email options are found in the BUILD REPORT screen. To get to
the Build Report screen, click on the YOUR REPORTS menu option, then select
"Generate Report" for the report row you want to configure, which will take you
to the Report Filter sceen. Click on the BUILD REPORT button at the top of this
screen and you are now on the BUILD REPORT screen.
In the Build Report screen, turn on your email options and you will
see an "Email Me This" button at the top of your report. When you click on
that, the report will close and the report will be sent to your email address
that you set up at the bottom of the User Profile screen.
If you do not get the report then one of the following occurred:
1) You have a typo in your email id that you set up at the bottom of
the User Profile screen so it sent it to an invalid id
2) A rare event in which the mail server had a hardware failure. In
this case you will ne notified on your screen that the email was not sent and
that you are to contact your Main Administrator Help Desk and notify them of
the problem. The system saves email that it cannot send due to a hardware
failure. When the system is restored, the System Administrator has a screen
that they use to send out Unsent Email.
3.7.9 Fonts for Reports
A base set of font faces, font sizes and font colors has been set up
by your Service Provider which can be added to if necessary.
You Main Administrator or Report Administrator is responsible to add
more font groups. Active font groups will be shown in font selection combo
boxes in the Build Report Screen and the Report Profile Screen.
Size naming conventions for these font groups are XXSmall, XSmall,
Small, Meduim, Large, XLarge and XXLarge. Small fonts should be selected for
report fields. Larger fonts can be selected for Report headers.
3.7.10 Granting Report Access To Users
This is where the power of this Reporting System helps you out.
You can grant report access for a report (in the Report Profile or Report Grant
Access screens) to 1 user or a group of users.
Granting Users Report Access On the Report Profile Screen: Using the
radio selection buttons on the Report Profile screen, your group report access
assignment can be: to all users, to all users that have a role of INTERNAL or
all users that have a role of EXTERNAL, or to all users that have a specific
Security Level Group. If you need further selections of users to GRANT or
REVOKE access to this report, click on the Grant Access or Revoke Access
buttons at the top of this Report Profile screen.
Granting Users Report Access On the Grant Report Screen: The Grant
Report Access screen shows all the users that currently DO NOT have access to
the report. By selecting 1 or more users (highlighting them) and clicking the
Submit Request button, you will GRANT access to the report for those specific
users. You can REVOKE access to this report to those users using the REVOKE
ACCESS button at the top of the Report Profile screen.
3.7.11 Grid Size and Paging
Most grids show up to 20 rows of data per page (screens that have 2
grids on them often show only 10 rows of data per page for due to screen
space). Grid data is usually pre-sorted by the main name in the grid. Some
grids have an EDIT button that will take you to a Profile screen to see the
details for that particular row of data.
If you have under 20 rows of data in a grid then you will only see
the number 1 at tthe top and bottom of your grid since there are no more pages
of data to see beside page 1.
After the 21st record for a particular grid has been entered, the
number 2 will appear at the top and bottom of your grid and that 21st record
will not be shown on page 1 but you must click on that number 2 and you will
see the next set of 20 records (the group from 21 to 40). If you had 100
records then you would have the numbers 1 2 3 4 and 5 showing with all numbers
hyperlinked for pages you can jump to.
The last 2 columns in the grid are for partial audit purposes for you
to see who changed the record last and at what time.
3.7.12 Hard Delete
Most profile screens have a Status combo box to allow you to set the
record to Active (to use it in the system), Inactive (to possibly re-activate
it later) and Deleted to soft delete the record.
When you set the Status combo box to Deleted and save that record, it
is soft deleted meaning it still exists in the system but is marked for clean
up when the Main Administrator runs the Corp Admin screen to clean up deleted
records. The system allows soft deleted records to remain in the system by
setting the number of months before deletion to 12 in the Corp Admin screen. If
immediate hard deletion of soft deleted records is needed then the Main
Administrator sets the number of months before deletion to 0 in the Corp Admin
screen and clicks on the Submit Request button. The soft deleted records are
now hard deleted and are permanently removed from the system.
3.13 Help Desk
The name and phone numbers at the top of the Main Form - Report
Favorites screen (which is the 1st screen after you log on) should contain the
Help Desk contact numbers. Help Desk is a support group that are experts with
the system and can help any user with questions. Help Desks are available
(usually) at all times depending on how your corporation has implemented them.
Help Desk people have access to the Administration side of the application so
they can make any adjustments that are necessary on the fly.
3.7.14 International Text Support On Screens
Administration currently has only turned on English. Spanish
and French can easily be supported with a small set up fee. Other
langiages are supported with a larger set up fee. More languages
can be added for specific client installations.
Based on the language you choose at log in time, the Help Text and
Help Index topics are all designed for international support to show you text
in the language you logged in with.
All international text is stored in the database and Administration
has a user interface to these screens to add data dynamically on the fly or
change a word if a spelling mistake is found.
3.7.15 Login Access
Your Login User Name must be between 7 and 25 characters. Upper or
Lower case is not checked. It is unique in the entire database. You are
notified if a new username being entered is a duplicate.
You are allowed 3 attempts to log in. If you cannot remember your
password, then go to the home page and click on the FORGOT PASSWORD link in the
menu section.
Only those users with a login Status of Active can login in to this
system. Users that have a Deleted Status can be permanently deleted in the
"Corp Admin" screen by the Main Administrator. Users that need to go on leave
of absence can have their Status changed in the User Profile screen to
Inactive. This will stop them from logging on to the system but will not delete
them out of the system. When the user returns from a leave of absence, their
status should be changed back to Active for them to be able to log on and use
this system again.
ALL LOGINS FOR ALL USERS ARE STOPPED AT END OF A TRIAL PERIOD. At
that time the corporation using the system must move from from Trial Status to
Active Status to continue using the system. If you have questions on moving
from Trial Status to Active Status, contact your Service Provider.
3.7.16 Maximum Rows In A Report
Administration sets this to a certain limit so that someone does not
run a crazy report with a million rows creating a 20,000 page report by
mistake. The system as been performance tested at 10,000 rows or about 200
pages. Realistically someone looking at a decision support report wants to look
at a 1 page report (or 2 at the most) as that is the reason for so many report
filters to hone in on the data they want to see rather than try to find a piece
of data in a 200 page print out.
If your report exceeds the Maximum Rows In A Report then you will see
a message at the top of your report showing you have exceeded the maximum (and
showing what the maximum has been set to). If that happens to your report, you
need to use the Report Filter screen and further fine tune the report as this
is a decision support tool and not a paper dump session.
3.7.17 Maximum Users
Click on the Billing button (only Main Administrator can see this
button) and look at the lower grid that shows what host plan you are on. This
grid will also show you the maximum number of users in that certain plan.
When you at are the maximum number of users (regardless of user
status) and try to add another user on the User Browse screen by clicking on
the Add User button, you will be stopped and notified that you are at the
maximum and no more users can be added.
If this is a problem, call your Service Provider and move up to the
next higher host plan.
3.7.18 Menu Selection Buttons
This applies only to the report
creation module.
3.7.19 Password Expiration
Users are forced to change their password the very first time they
log on since at the start they have only been given a temporary password. Users
should update their User Profile in the User Profile Screen to set the password
hints to something they can remember.
Administration sets the number of months before users are required to
change their password in the Corp Admin screen. When their password expires,
the user is automatically redirected to the Change Password screen the next
time they log on.
3.7.20 Report Access
This applies only to the report creation module.
3.7.21 Report Submission Status
This applies only to the report creation module.
3.7.22 Security Level Groups (Same as Report
User Groups)
This applies only to the report creation module.
3.7.23 Soft Deletes
Most profile screens have a Status combo box to allow you to set the
record to Active (to use it in the system), Inactive (to possibly re-activate
it later) and Deleted to soft delete the record.
When you set the Status combo box to Deleted and save that record, it
is soft deleted meaning it still exists in the system but is marked for clean
up when the Main Administrator runs the Corp Admin screen to clean up deleted
records. The system allows soft deleted records to remain in the system by
setting the number of months before deletion to 12 in the Corp Admin screen. If
immediate hard deletion of soft deleted records is needed, then the Main
Administrator sets the number of months before deletion to 0 in the Corp Admin
screen and clicks on the Submit Request button.
Soft Deletes are to be cleaned up in accordance with your standard
Corporate policies.
3.7.24 Support Tickets
Most error messages on your screen are to show you that you have some
incorrect data entered in some data entry field. However the system is robust
in that it has try catch code around all transactions so if some system error
arises for some unforeseen reason, an email is immediately sent to Tech Support
telling them the screen and the error message and to start researching the
problem.
The Administration code has a complete Issue Tracking system that
looks at the issues logged, and takes them through to resolution. Most of the
time, there will be no impact to the users of the system.
3.7.25 System blocks certain characters in edit
boxes to stop hackers
Hackers try to use special characters like apostrophies, greater than
signs, less than signs, and percent signs to cause a crash in data entry
screens. You will be notifed if you use any of these special characters with a
red indicator beside the field and the message at the top or bottom of you
screen saying "Keyboard Data Entry Error". Fix the characters in the data
fields and then save with the Submit Request button at the bottom of the
Profile screen.
3.7.26 Trial Period
Trial Period is usually for 1 month for you to test out the system
with the 6 free reports that have been set up for the Main Adminstrator
already. You can add up to 10 users and see the User List report change as the
Main Administrator adds each user. Each user will have the main administrators
email id until the trial period is over. As you log in, each user is shown at
the top of their screen (Main Form - Report Favorites screen) when the trial is
over. The added user can log in to the system during the trial period and see
the reports that the Main Administrator has granted to them through the Report
Profile and Report Grant screens.
Before the trial is over you should contact the Service Provider that
emailed you your welcome to BizRAS emails and tell them your intentions and
what host plan you want (see the lower grid in the Billing screen). If you
decide to use the system then you want to work with your Database people as to
what data you want loaded into reports. You need to set up an active payment
method in the Billing Profile screen.
When your Service Provider changes your account from trial to active,
billing begins and you can change the email ids for the users you added to the
correct email address. You also can start uploading your data to the host and
set up new reports with your Service Provider. (See topic called Report
Submission Status). As you reports become operational, then assign users to
them (See topic called Report Access) and then let the users start using your
reports.
3.7.27 Uploading Your Data to the Host For
Nightly Refreshes
This applies only to the report
creation module.
3.7.28 User Roles
This applies only to the report
creation module.
3.7.29 CROSS REFERENCES FOR EXTERNAL USER ROLES FOR CLIENT
REPORTS
This applies only to the report
creation module.
3.7.30 Secondary Report Header
This should always be your Corporate Name for Reporting
3.7.31 REPORT DESIGN TIPS
Given to you with your software license.
3.7.32 REPORT ENGINE REQUIREMENTS
Given to you with your software license.
4.2 Main Administrator
The Main Administrator can do all functions. This person sets up the
Help Desk contact numbers (displayed on the Report Favorites screen) in the
Corp Admin screen. The Main Administrator can look at billing records, set the
payment method for the invoices,add new users, set the inital passwords for new
users, set the time when users are forced to change their password, and clean
up soft deleted records as per corporate policy.
5.0 Report and Main Administrator
Screens
This applies only to the report creation module.
5.1 Edit Report Screen
This applies only to the report creation module.
5.1.1 Report Profile Screen
This applies only to the report creation module.
5.1.2 Report Design Screen
This applies only to the report creation module.
5.1.3 Grant Report Access Screen
This applies only to the report creation module.
5.1.4 Revoke Report Access Screen
This applies only to the
report creation module.
5.2 Edit Fonts Screen
All fonts are displayed regardless of their status. Clicking an
"Edit" button for a row in the grid will take you to the "Font Profile"
screen to edit that report. The grid shows a list up to 20 fonts
which are sorted alphabetically by Font Name.
5.2.1 Font Profile Screen
Enter a Font Group Name such as XXSmall Arial Red for the font size
of xxsmall, the font face of arial and the font color of Red. The choices in
the combo boxes should give you ample supply of font group combinations for
your reports. If you need a special font face or color that is not in combo box
selection, contact your Service Provider and see if they have plans to add
that. Only Active (status) font groups can be used in the Build Report and
Report Profile screens for your reports.
6.0 Main Administrator Only Screens
The Main Administrator is the only one that has menu choices to
access the following screens:
6.1 Edit User Screen
Add User Button
Clicking on this button takes you to the "User Profile" screen where
you can add a new user.
Check Box at top of Screen
Checking this check box will filter the grid down to only show
External Users. When this check box is checked, the Submit Request button
becomes enabled. The reason is to allow you to cross reference the
users in this system to the user account or client account IDs that
you have in the database you upload to the host. You cannot
assign a report you created to an external user you added until you have added
something in the cross reference account id field in the grid. When the
check box is on you notice 2 changes in the grid: the last column is
enabled and the grid is not paged so that you can save all the rows in the grid
at the same time you click the Submit Request button.
User Grid
All users are displayed regardless of their status. Clicking an
"Edit" button for a row in the grid will take you to the "User Profile"
screen to edit that user. The grid shows a list up to 20 user which
are sorted alphabetically by Users Last Name, then First Name, then
Middle Name.
6.1.1 User Profile Screen
When trying to add a new account, you will be blocked if you have
reached the maximum for your configuration. The configuration for this is
in the Admin Billing Items screen. The username needs to be 7 to 25
characters and duplicates are not allowed to stop someone from looking at some
one elses data.
Password hints are for security purposes for when the person forgets
their password. When a person does forget their password, they can click on the
Forgot Password menu selection off the home page and fill in the required
information. The Main Administrator can turn off the requirements for Password
Hints for a short time (when a person forgets their password) however it is
recommended to keep it on for higher security.
The users email id has to be correct for reports to be emailed
correctly. During the trial period this field is set only to the main
administrator as she or he tests out the system. When the system comes out of
trial and becomes active, then the email id field is enabled and needs to be
set for each person. Please make sure the email address is correct to avoid
spam.
6.2 Corp Admin Screen
The first check box is to enforce password hints when users forget
their passwords. Three password hint questions and answers were filled out for
each user in the User Profile screen. When a user forgets their password,
theycan click on the Forgot Password menu link of the home page and fill in the
required data. If this check box is checked, then the user has to answer the 3
password questions and answers correctly in order for their forgotten password
to be emailed to them. If you have this check box unchecked, then in the Forgot
Password screen they only have to enter the correct username (user id) and
correct email address.
Number of months before user is required to change password can be 1
month or 12 months. One month is for super high security but could cause some
user grumbling. This should be set to what your corporate policy dictates. As
you change this number, the grid below it dynamically changes to show you users
that need to change their password based on the last time they have changed it
less the number of months in your combo box selection.
Number of Months of Inactivity of a soft deleted record before it is
hard deleted. Each user record in the system has a last modified timestamp on
it.
6.3 Billing Screen
This screen shows the configuration info for hosting the Web Report
and Invoicing Administration System.
6.3.1 Billing Profile Screen
This screen has 2 grids show the records of charges for the invoice
selected and the records of payments received for the selected invoice. By
selecting on a row in either grid, you will be taken to another Profile screen
to see more details of a charge or a payment.
If you see no payment records and only a charge record, then it shows
that invoice payment has not been received yet due to the credit card not being
processed yet or the check from you has not been received.
6.3.2 Billing Charged Profile Screen
This is a read only screen showing the details of a charge for a
given invoice. The INVOICE button at the top of your screen will take you back
1 screen to the Billing Profile screen.
.
6.3.3 Billing Received Profile Screen
This is a read only screen showing the details of a payment for a
given invoice. The payment is based on the Current Payment Profile you have
active at the time. The INVOICE button at the top of your screen will take you
back 1 screen to the Billing Profile screen.
.
6.4 Payment Methods Screen
This grid shows the different payment methods you are choosing to pay
your bills for using this sytem. Only 1 payment profile can be active at any
one time which will be the one pickedp by the automatic billing system. If you
are paying by credit card, make sure your expiry date is up to date in our
system by clicking on that row in the system and editing it in the Profile
screen.
Clicking on the Edit button on a row in the grid will take you to the
Billing Profile screen where you change payment method information.
6.4.1 Payment Method Profile Screen
This Billing Profile screen allows you to add or edit your payment
methods for Recurring Payments. You must have 1 active Billing Profile for your
account to become active as the system has to know how you are going to pay
your Recurring Payments bills for using this system.
Enter a name such as Corporate Credit Card if you are using a credit
card or Corporate Check if you are paying by check. If you select credit card
billing then make sure the credit card number you enter is correct as well as
the expiry date. As you save this record, the system will look at the Status
you set (Active, Inactive or Deleted) and if you set it to Active, then any
other payment method record will be set to Inactive automatically since you can
only have 1 active payment record at any one time. (Billing will only use the
active record at the time it is processing invoices for that month.)
Credit Card numbers are encrypted to stop anyone for stealing them.
Even the Database Administrators will not be able to understand your credit
card numbers in the database.
6.5 Support Ticket Screen
Clicking on Add Ticket button at the top of you screen will take you
to the Support Ticket Profile screen where you add a new issue that you want
fixed in the system. These issues are sent to your Service Providers Tech
Support people who will respond to your support ticket changing its status and
adding more comments.
This grid shows all the support tickets you have ever raised. You can
only raise new support ticket issues by clicking on the add button and saving
your new ticket in the Support Ticket Profile screen. You should only raise
issues that are problems with the code or the system. You should not use these
screens as question answer sessions. You can see in the grid the ticket status
to see if it has changed from "User Entered Issue" to "Closed as Resolved". The
ticket status will start out being "User Entered Issue" when you first enter it
and it will be changed to "Closed as Resolved" when the problem is fixed.
Clicking on the Edit button on a row in the grid will take you to the
Support Ticket Profile screen where you see detail information on the issue you
raised.
6.5.1 Ticket Support Profile Screen
This Ticket Support Profile screen allows you to add or edit support
tickets which are issues you raise with your Service Provider.
When entering a new support problem issue, enter all the information
including the screen you had a failure in and click the Submit Request button
at the bottom of the screen. Immeditatetly after you click on the Submit
Request button, emails are sent to the Service Provider's Tech Support
people who will respond to your support ticket changing its status and adding
more comments after they analyze your issue. The ticket status will start out
being "User Entered Issue" when you first enter it and it will be changed to
"Closed as Resolved" when the problem is fixed.
Look at the status of a support ticket you have entered in the past
to see if it has been answered or if it is still being processed. You only use
this screen if you have screen errors in the system. This is not to be used for
questions of how to use the system. For questions on how to use the system,
refer to the htm help files or click on the help index button at the top left
of your screen.
6.6 Launch Into PayPal Screen
This screen shows you the amount that will be calculated in the
PayPal screens. After you click on the PayPal button at the lower left of your
screen, follow the instructions at the top center of each of the PayPal
screens. If you do not want to make a transaction in PayPal, you can click on
the Cancel button on this screen to return from where you came from.
6.7 Amount To Pay Screen
This grid shows a list of one time charges that are due. You have the
option to pay one of them by clicking on the row in the grid. If there is more
than 1 charge then you can click on the Pay All button which will sum up the
total and let you pay all of them at once.
7.0 System Administrator Only Screens
The following screens are only seen from the Service Provider as they
are administration screens to run the user system.
7.1 Admin Client Activation Screen
This screen shows all clients. You can search on a client name to
filter the grid. The status of the clients are shown to you as active, trial
period, deactivated, etc. You need to activate (clicking on that row and
setting them to trial period status) clients that are in Trial Period Status if
they email you telling you they want to use the application. The
New Web Sign Up status is those who have asked for a trial period and have been
sent an email however have not responded to that email to activate their trial
period.
7.1.1 Admin Client Activation Profile Screen
A client can be in 1 of 4 statuses:
1) New Web Sign Up 2) Trial Period 3) Active or 4)
Deactivated.
When a new client wants to test out the system, they go to the home
page and click on the FREE TEST TRIAL link and fill out all their
info. The test client automatically changes their status of New Web
Sign Up to Trial Period when they click on the activation link in the
email that is automatically sent to them. After they click on the
activate link, the system will automatically sets up a 30 day trial end
date (which, when passed, will lock them out of the system). At the same time
the system emails them their username and temporary password to
start trying out the client system. During the 30 days the new
client should test out the system and design the reports they want to show on
the web through BizRAS. The client needs to tell you before the end date their
intentions to sign up with you and if so, that is when they would tell you
which host service plan they want and you would set their status to activate on
this screen. The client needs to tell you the location of where they are
uploading their data to so you can access it. This is where you fill in the
UPLOAD database name, password, and id where is just for this customer if they
are allowed to add reports.
7.1.2 Admin Client Service Profile Screen
Your clients do not need a PayPal Account to pay one time
charges. However to pay Recurring Payments charges on their credit card, a
PayPal account will be set up for them if they do not have one already. This
new PayPal account does not have to be tied their bank account. Click on the
Pay Recurring Subscription button if your client wants to pay by phone and make
sure you pay attention to the email id and telephone number on the PayPal
screens. If the Authorize.Net interface is added, people can just
pay with their credit card for one time and Recurring Payments charges. No
PayPal account is needed for Recurring Payments payments.
7.2 Admin Configuration Screen
Only the Main Administrator can change this screen.
7.3 Admin Font Style Screen
All fonts are displayed regardless of their status. Clicking an
"Edit" button for a row in the grid will take you to the "Font Profile"
screen to edit that report..
7.3.1 Admin Font Style Profile Screen
This screen lets you add or edit a font color that will be used in
Admin reports. The list of active font colors will show up in
the REPORTPROFILE and BUILDREPORTS screens in the form of a drop down
choice.
7.3.2 Admin Font Color Screen
This applies only to the report creation module.
7.3.3 Admin Font Color Profile Screen
This applies only to the report creation module.
7.3.4 Admin Font Face Screen
This applies only to the report creation module.
7.3.5 Admin Font Face Profile Screen
This applies only to the report creation module.
7.4 Admin Language Screen
This is a list of languages you support for international text on the
screens. Although text for different languages can be changed dynamically on
the fly for any screen, you may have to call your Service Provider for
international date and money format support.
7.4.1 Admin Language Profile Screen
This screen lets you add or edit a new language. Only active
languages can be chosen in the Admin and User Login screens. You have the
option to generate international messages for a new language by using the check
box. If you select this option, thousands of messages that are currently used
for email correspondence, help topics in the Index, Screen Help, and text on
the client system screens will now be added to the international database
tables with the abbreviation you entered on this screen followed by the English
equivalent for that text. This will save a lot of time for you (adding these
thousands of records) for the new language however it does not automatically do
the text translations. You will have to go into these set up screens to change
and edit the text for this new language. Once all the text has been edited in
this new language then you need to go to the report section and generate the
reports in this new language. After you have done this last step then you can
set the status of this new language to ACTIVE(in this Language Profile screen)
and then the new language will now appear in the drop downs on the Admin and
Client System Login screens.
.
7.5 Admin Sales (Hosting Service) Plan Screen
Sales Plans are service plans your clients sign up for based on the
number of maximum number of clients(NEW ACCOUNTS), maximum number of user
accounts per client, disks space and bandwidth (GB of
storage) required. Services Plans are Recurring Payments
payment plans.
7.5.1 Admin Sales Plan Profile Screen
Enter the name and status of the service. You can only have 1
Recurring Payments amount per service. Set the currency to your country’s
currency or the currency you will charge customers and enter the price what you
are charging per recurring period.
7.5.2 Admin Billing Item Type Screen
Billing Item Types are the same as Billing categories. You are
given a set of billing item types which Recurring Payments Charges and Late
Catch Up One Time Charge are 2 records the system uses so you cannot change
them.
7.5.3 Admin Billing Item Type Profile Screen
Billing Item Types are the same as Billing categories.
7.5.4 Admin Billing Item Screen
This grid shows you all your one one charge billing items which have
to be associated with a service or sales plan. (Recurring Payments items are
show in the Sales/Service Plan screens.)
7.5.5 Admin Billing Item Profile Screen
You can have many one time charges associated with a service so make
sure you choose the correct service and the correct billing item type so the
invoice is clear with the type and description you enter on this screen. Select
the service and billing item type from the drop down selections. The currency
should be the same as your Recurring Payments service plan.
7.6 Admin Email CleanUp Plan Screen
This screen has 2 grids. The upper grid should be empty most of the
time. The only time it has records in it is when your mail server has gone down
which should be never if you have good hosting equipment. If your mail server
does go down the UNSENT emails are in this grid allowing you to resend them.
Clicking on a row in the upper grid will make that row disappear (resending
that email) assumming your mail server is back in operation.
7.7 Admin Hosting Screen
At the top is a check box to enforce password hints. There are 3
password hints on the client Profile screen and when the client forgets their
password you can force them to answer the correct answers for their password
hints by checking this check box. Next down is a grid showing all clients that
need to change their password. This is more of an informational grid as some
clients could be away and have not had a chance to reset their password. This
grid dynamically changes when you change the number of months drop down of when
they last changed their password. The second grid is a list of all soft deleted
records you have marked for deletion.
7.8 Admin Screen Help Screen
At the top left of each screen is a button called HELP FOR SCREEN.
When you click on it you get the text that is entered on the Screen Help
Profile screen. Use the filter on this browse screen to filter down a screen
and then enter the text for the language you want. Click on a row in the grid
to edit help for that screen.
7.8.1 Admin Screen Help Profile Screen
Select the language you want and enter the HELP text for that screen
in the language you chose.
7.9 Admin Security Screen
Security levels are used to organize a bunch of users into report
groups. An example could be setting all "Marketing" users to group say 9 so
that you can assign all "Marketing" reports to all those people in 1 shot
rather than assigning them 1 by 1. This security group number 9 could by
INTERNAL role users in your firm and EXTERNAL roles users to an outside firm
for payroll or accounting reasons.
7.9.1 Admin Security Profile Screen
Generally you should be fine with the existing system security levels
with out the need to add any more. You can add more security levels (user
report groups) which in this release are just numbers.
7.10 Admin Ticket Screen
Support Tickets are either action items opened by your client stating
some problem they have or are internallly generated errors that need to be
fixed. Internal errors arise ONLY when the BizRAS system code goes into the
CATCH part of a try catch block of code. When this error first occurs, it is
logged in the database and an email is sent to the tech support person (with
the error description) you have set up in the CONFIGURATION screen. You can
find a ticket item by number or by a text seach. Clicking on a row in the grid
will take you to the profile screen to answer the details of the issue.
7.10.1 Admin Ticket Profile Screen
You need to first look at the status of this ticket item and then the
error desription. This error description is shown in the Problem text box in
this screen. Tech Support (you) are to add comments in the Tech Support edit
box and if a SQL fix is needed then add the SQL patch that will be applied to
the database should be pasted in the SQL PATCH edit box.
For customer initiated issues, you can address them in this screen
also and they can see the resolution.
7.11 Admin Role Screen
This applies only to the report creation module.
7.11.1 Admin Role Profile Screen
This applies only to the report creation module.
7.12 Admin Alerts Screen
Alerts is the first screen Admin personnel are shown after logging
on. Alerts show you:
Number of Clients in "New Web Sign Up" Status (that have clicked on
the test link but not activated their free account yet)
Number of Clients Whose Trial Period Has Ended
Number of Support Issues With New "Active" Status
Number of Emails Not Sent Due to Mail Server Outage
Number of Invoices That have Not Been Paid For Over 1 Month
Number of Customer Reports That Are Not In Operational Status
Click on a row in the grid and you will be taken to that screen to
address the issues. Record Count of 0 in a column means no issues to address
for that grid row action item.
7.13 Admin International Text Screen
This browse screen shows you all the screens that have screen text
(messages) that can be internationalized. You can filter the grid down by
searching on a screen name. Click on a row in the grid to take you to that
screen. Then you will see all the screen labels to click on. Click on one of
those and edit the text for the language you desire.
7.13.1 Admin International Screen Message
Screen
This browse screen shows all the messages that can be on 1 screen.
Select a row in the grid and then edit the text for international purposes with
the language you pick in the profile screen.
7.13.2 Admin International Screen Profile
Screen
Choose the language and then edit the text for international purposes
with the language you pick in this screen. This text is for labels, grid
headers on each screen that you can change on the fly since they are all saved
in the database.
7.14 Admin Pay Type Screen
This is a list of payment methods you allow. This list of active
records will fill the drop down list in the ClientBillingProfile screen for
clients to pick a payment method to pay you.
7.14.1 Admin Pay Type Profile Screen
Enter the details of the payment method you will allow for customers
to pay you. This will fill the drop down list in the ClientBillingProfile
screen for clients to pick a payment method to pay you.
7.15 Admin Report Profile Screen
This applies only to the report creation
module.
7.15.1 Admin Report Design Profile Screen
This applies only to the report creation module.
7.15.2 Admin Test Report Screen
This applies only to the report creation module.
7.16.1 Admin Grant Report Access Screen
This applies only to the report creation module.
7.16.2 Admin Revoke Report Access Screen
This applies only to the report
creation module.
7.17 Admin International Data Table Message
Browse Screen
This is a list of all tables that need to be internationalized. These
table populate drop downs on forms throughout the system. Click on a row to
edit that table and then click on a row to edit that text for the language you
choose.
7.17.1 Admin International Table Message
Profile Screen
Choose a language for your text. Enter the text for this drop down.
Drop downs are internationalized based on the text and language you save and
IMMEDIATELY ARE PUT INTO PRODUCTION SINCE THEY ARE SAVED IN THE DATABASE.
7.17.2 Admin Report Language Profile Screen
Given to you with your software license.
7.18 Your Admin Reports Screen
Given to you with your software license.
7.18.1 Admin Report Filter Screen
Given to you with your software license.
7.18.2 Admin Build Report Screen
Given to you with your software license.
7.19 Admin Correspondence Screen
Correspondence is defined as emails you sent to clients. These emails
can be for new client set ups, activation, clients forgetting their passwords,
cancellation services etc. This browse screen shows the total list of different
emails that can be sent out. Click on a row in the grid and you can edit the
wording in an email that gets sent out.
7.19.1 Admin Correspondence Profile Screen
Correspondence is defined as emails you send to clients. In this
profile screen you set the language, the header(or subject of the email) and
the body of the email. If you are editing an existing email correspondence
record, make sure you are instructing your clients in the correct manner and
direction as per how the system works. The Email Newsletter button takes you to
a screen for you to send an email to 1 or all of your customers on file that
have the "receive newsletter checkbox" checked in their userprofile screen. You
only can send an email with a correspondence type of Newsletter/Notification.
Save a new email in this screen with that type if you want to send a custom
email to the customers in this system.
7.19.2 Admin Send Newsletter Screen
You can only send an email with a correspondence type of
Newsletter/Notification. (See the above 2 sections). After saving that new
record in the Correspondence Profile screen, you click on the Email Newsletter
button at the top of the Correspondence Profile screen to get to the screen you
are on. Select the radio button choice of sending it to all your clients or a
subset of them. (For selected clients, hold down the ctrl key and select the
individual clients that you want to send this to with your mouse. After
selecting which Newsletter/Notification Email record you want to send, click on
the Send Email button at the bottom left of your screen.
7.20 Admin Credit Card Screen
This is a browse screen of what credit cards you allow. Any credit
card that you change to DELETE status (and is not in use in any billing
records) can be HARD DELETED in the hosting screen.
7.20.1 Admin Credit Card Profile Screen
Enter credit cards that you will accept in this screen. In the User
System, users or clients can only pick records that have an ACTIVE status.
Rules: You can add notes like -- Discover Card currently not accepted in
Canada.
7.21 Admin Help Topic Screen
This screen shows you all the help topics in order to edit them or
add new languages. This, as all other browse screens, lets you look up a
certain name rather than page through to find the help topic you want to edit.
The help topic text is displayed in the HELP INDEX button at the top left of
each screen.
7.21.1 Admin Help Topic Profile Screen
This profile screen lets you edit the text for help on 1 topic. By
selecting a different language in this screen you can quickly save the correct
text for that language, save the screen and then repeat the same step for the
next language.
7.22 Admin View Report Screen
This screen dynamically creates html for the users report based on
the filters selected in the report filters screen and the configuration set up
in the build report screen.
7.23 Admin Menu Screen
This is a list of all text on menu buttons. You can search on a name
to filter the grid.
7.23.1 Admin Menu Profile Screen
Edit the menu text here for the desired language.
7.23.2 Admin Menu Screen Profile Screen
This screen shows a correlation of menu buttons to screens for "read
only" purposes as you are not allowed to change the menus on each screen but
you can change the text on the menu button itself in the section above.
7.24.1 Admin Process Total Screen
Given to you with your software license.
7.24.2 Admin Process Validation Screen
You land on this screen only when you have been cancelled out of the
PayPal screens. You should click on the retry button to take you to the Process
Total screen to retry the credit card payment with
a different payment option in PayPal. Clicking on the Cancel
button will take you back to your previous screen before the Process Total
screen.
7.25.1 Admin WorkFlow Setup Browse Screen
This screen shows you the workflows you can design in future releases
of this product. The SetUp workflow should be the first one executed (from the
WorkFlow Browse screen not this Set Up Browse screen.) You can add new
workflows by clicking on the New Design button at the top of your screen.
7.25.2 Admin WorkFlow Setup Profile Screen
This screen shows you the design of a workflow. After you give the
workflow a name, you need to determine how many screens or tasks there are in
the workflow by selecting the Tasks drop down. If this workflow is dependent on
another workflow to be completed first then select that in the Prior Workflow
dropdown (such as the SetUp Workflow). Your Next step is to select the screens
for each row in the order you want to execute each tasks. Browse screens should
come before Profile screens of the same name so you will be warned if your
order of workflows tasks is incorrect. Fill in a Description and Button menu
text for each row and then click on the Submit Request button to to save the
Workflow. Active workflows will be shown in the Admin Workflow Browse screen
for you to execute.
.
7.25.3 Admin WorkFlow Language Profile Screen
The name of the workflow, the task descriptions and the menu button
texts for each task are automatically saved in English when you save a new
Workflow Design. This screen lets you save the name of the workflow, the task
descriptions and the menu button texts in different languages when you change
the Language DropDown at the top to the desired language, enter the correct
text in all text boxes and click on the Submit Request button.
7.26.1 Admin WorkFlow Browse Screen
This screen shows you want workflows you can execute. You must
execute any pre-requisite Workflows before existing the workflow you want. You
must complete one workflow before you begin any other workflow. If you are part
way through a workflow, the system will remember where you left off and place
you at that task in the workflow. The tasks in the workflow are shown in the
menu column once you begin execution of a workflow. Clicking on the Workflow
History button at the top of your screen will take you to a list of all
workflows that have been executed for you to see.
7.26.2 Admin WorkFlow History Screen
This grid in this screen shows workflows that have been executed.
Click on a row in the grid and you will be taken to the details for that
workflow.
7.26.3 Admin WorkFlow History Profile Screen
The grid in this screen shows the details of the executed workflow
you selected. Click on the Workflow History button at the top of your screen
and you will be taken back to the prior screen.
7.27.1 Admin Billing Browse Screen
You can filter the grid by entering text in the find search box. You
can also filter the grid by Paid Status. The Archive Billing Button should be
clicked after your fiscal year end when you want to move all paid transactions
from current tables into archive tables. This will cut down on the number of
grid rows in this screen. After the archive is complete, you can only view
those previous year transactions in the Archive Reports. Archiving only moves
paid invoices and it assumes unpaid invoices are still current and that you are
still getting paid for them. Since you are putting most of your clients on the
Web Automated Recurring Payments plan, you should not have any outstanding
invoices, however there are always a few cases with bad credit cards or granny
organizations who want to pay by check.
The grid shows the billing invoices. Some customers will give you
their purchase order number with an invoice which is different than our billing
purchase order number. Click on a row of the grid will take you to the Billing
Profile screen showing the total charges for this selected invoice and the
total payments received for this selected invoice. You can further select rows
from those grids to get detail information.
7.27.2 Admin Billing Profile Screen
The Add Payment button is for paper checks/money orders received as
PayPal monies received will be added automatically in this top grid. You can
add more than 1 charge to an invoice by clicking on the Add Bill Detail button
over the lower grid. This is for adding new one time charges. The PayPal
OTC(One Time Charge) Payment Total button is when your client calls you on the
phone and want you to pay the bills for him or her through PayPal.
This screen has 2 grids and shows the records of charges for the
invoice selected and the records of payments received for the selected invoice.
By selecting on a row in either grid, you will be taken to another Profile
screen to see more details of a charge or a payment.
If you see no payment records and only a charge record, then it shows
that invoice payment has not been received yet due to the credit card not being
processed yet or the check from you has not been received.
7.27.3 Admin Billing Charged Profile Screen
This screen shows the details of a charge for a given invoice. The
INVOICE button at the top of your screen will take you back 1 screen to the
Billing Profile screen.
The Client Name, Service Name, and Billing Item Name Combo boxes are
in a certain order since they filter from each other, After selecting the
Client, Select the service and then the Billing Item Name. If there are no
Billing Items under a certain service then you will have to click on the
Billing Items menu button under the Set Up section, add the new Billing Item
and then come back to this screen. Client Purchase Order Number is usually
blank unless they give you a PO number to link with the invoice for their
records. Billing Start and End Dates are when the service starts and stops for
this single charge. Customers than have more than 1 service from you have to
have that service set up in the ClientSerivceProfile screen which you get to by
clicking on the Client Activation menu item, selecting the client and then in
the ClientProfile screen, selecting the Service Profile button at the top of
that screen.
7.27.4 Admin Billing Received Profile Screen
You only add a new payment in this screen if you receive a payment by
check/money order as PayPal transactions are automatically added in this
screen. For new check/money order payments, enter 0 in the EMerchant
Transaction Fee field. EMerchant Transaction Fee is the commission PayPal takes
from the credit card transaction. PayPal commission rates per country are shown
on their web site at www.PayPal.com. The Invoice Marked As Paid check box
should only be used when you want to cancel someone's bad debts or say a
payment that is 1 cent short is good enough. The Applied Amounts button at the
top of your screen is when you have more than 1 payment against an invoice. It
lets you assign partial payments or full payments depending on what payments
you have received.
This screen shows the details of a payment for a given invoice. The
payment is based on the Current Payment Profile you have active at the time.
The INVOICE button at the top of your screen will take you back 1 screen to the
Billing Profile screen.
7.27.5 Admin Applied Payment Profile Screen
Normally you want the Amount Charged Column to match the Applied
Amount Received Column, However when customers partial pay an invoice that has
more than 1 line item then you use this screen to apply what payments to what
charges.
7.28.1 Admin External Account Browse Screen
Clicking an "Edit" button for a row in the grid will take you to the
"External Account Profile" screen to cross reference the 6 RAS accounts in the
External Account Browse screen to the account names in your external accounting
system.
7.28.2 Admin External Account Profile Screen
Ask your accountant if you use QuickBooks or some other type of
Accounting System. From the QuickBooks export, you can generate an IIF file to
import right into the QuickBooks Accounting Package. If you have another
Accounting System (other than QuickBooks), select the XML export. After Posting
(see sections below) email the XML export to your IS Staff to have them create
an import into your Accounting System.
7.28.3 Admin Post Browse Screen
This screen shows all unposted transactions. Unposted means you have
not posted them yet to your external accounting system. You only can post
invoices that are PAID. Most grids are paged at 20 records per page so click on
the numbers above or below the grid to move to a new set of 20 records. Click
on the Post button to post transactions. This will take you to another screen
to complete the posting. If the Post button is disabled then you need to Click
on the External Account Buttons to set up the cross references of the 6
accounts from this System to the 6 accounts in your external accounting system.
7.28.4 Admin Post Profile Screen
The grid shows you the LAST post you executed (thus the grid is empty
before the first post). Click the POST button to create the Export for your
external accounting system in the format you set up in the External Account
Profile screens. Posting emails will be sent to the 2 email ids you set up in
the Configuration screen. (Configuration screen is the first menu button under
the Set Up Section). The 2 emails sent after the post are identical. One email
is sent to the Accountant Email ID and the other is sent to the Internal
Posting Email ID.
7.29.1 Admin EMerchant Browse Screen
All PayPal transactions are displayed regardless of their status.
Clicking an "Edit" button for a row in the grid will take you to the "EMerchant
Profile" screen to edit that transaction record if needed.
7.29.2 Admin EMerchant Profile Screen
The only fields you can change on this screen are the top 3 however
normally you do not want to change anything for transaction history, Test
transactions are only entered when you are testing in the PayPal SandBox. (i.e.
are on the www.sandbox.paypal.com URL) Test transactions are NOT posted to
external accounting systems.
.
8.0 Reports
All reports are standard html which can be viewed with internet
browsers world wide including Pocket PCs. The reports can be emailed inside the
body of the email making it friendly to all virus scanning programs since the
emails have no attachments. You can print reports on your local printer by just
clicking on the Print button at the top left corner of the report.
8.1 Admin Drill Down User List Report
This is a 2 stage drill down report showing all users. The drill down
column is hyperlinked to drill into 1 user to show their address/contact
information.
8.2 Admin Internal User List
This report is to show a list of administration users.
8.3 Admin Drill Down Billing Charged All Clients
Report
This report shows all invoices for all clients.
8.4 Admin Yearly Totals By Client Report
This report shows paid invoice totals grouped by year and client
8.5 Admin Yearly Billing Totals Report
This shows billing totals paid year to date.
8.6 Archived Admin Yearly Billing Totals Report
This report shows archived data totaled by year.
8.7 Admin Sales and Billing Items Report
This report shows all you service hosting plans with billing
items per sales plan.
8.8 Admin E-Merchant Transaction Log Report
This shows you all current emerchant transactions and the PayPal
commissions on each transaction.
8.9 Archived E-Merchant Transaction Log Report
This shows you all archived emerchant transactions and the PayPal
commissions on each transaction.
8.10 Admin Drill Down Sales and
Client Report
This report shows sales plans and clients per plan plus a drill down
to the client's billing address.
8.11 Admin Posted Transaction Report
This report shows all posted transactions.
8.12 Admin Email Log Report
This report shows all emails there were sent or unsent.