General System Requirements

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1 General System Requirements This document provides guidelines to follow when purchasing computer hardware for a SpruceWare.NET system. Please read this document thoroughly and share it with any parties involved in technology decision making or installation to help avoid potential problems. General Operating Environment The SpruceWare.NET application operates entirely in a Microsoft Windows operating system environment. Our state-of-the-art software is written in Microsoft s latest development platform, Visual Studio.NET. It is our practice to always move to newer Visual Studio.NET versions after testing. Because the SpruceWare.NET software is designed entirely for a modern Microsoft Windows environment, either a LAN (local area network) or WAN (wide area network) is required. Fortunately, networks are very common, and it s easy to find qualified professionals who can do setup work or assist you when doing it yourself. An additional benefit to modern network technology is that choices in hardware (PCs, network printers, hubs, switches, and so on) are plentiful and not brand specific. Feel free to buy the brands of network equipment you are most comfortable with and can find local support for. We do have specific requirements for certain types of Point of Sale devices such as signature pads, mobile devices, specialty printers, etc; these are discussed later in this document. Users should only purchase/use the specific models we recommend in these cases. Consult with your Spruce sales representative first if you wish to purchase unlisted devices. One important point regarding network configuration has to do with the way IP (internet protocol) addresses are assigned to workstations (PCs) and printers. Because the application, printers, and stations must interact in a controlled way, identifying a physical location is key to this. For this reason it is recommended that addresses assigned to devices should be static, not dynamic. For dynamic IP addressing, please consult your Spruce trainer for appropriate setups. Ask your network provider to provide a list of all IP assignments to make device configuration easier once your server is installed. Suggested Server Hardware (for 30 users or less) As a minimum, a server to be used for SpruceWare.NET should meet the recommended requirements for the most recent release of Microsoft Windows Server s Standard or Enterprise Edition operating system and for the most recent version of Microsoft SQL Server s Standard Edition. In addition, we suggest the following minimum requirements for a server operating in a network of 30 users or less: Memory: 16 GB RAM Hard Disk: (2) 300 GB 15,000 RPM Hot Swap Hard Drives Mirrored If partitioned, the OS Drive partition (e.g. C Drive) should be at least 60 GB Optical Drive: DVD ROM Drive Ethernet Adapter: 10/100/1000 Ethernet Server Adapter Backup device: Tape Drive or Removable Hard Disk Storage Device Uninterrupted Power Supply: 700VA or 1.4 times the VA rating of the server, whichever is higher Fax: If you plan on faxing from the Spruce system, a Fax Modem and a dedicated phone line are required. Note: Server 2012 no longer supports external modem functionality and requires Web Fax service. Companies who need a server for more than 30 users should hire a consultant to assist them. We have partners who can assist your company with technology decisions if needed. Please contact your sales representative if you would like further information. We strongly recommend a mirrored disk array (RAID) with hot swappable system drives to ensure maximum server uptime in the event of a problem. Every server should have an automated backup system, preferably a tape drive or removable hard disk storage device that is sufficiently capable of performing a complete server backup and restore in the event of a serious system failure. Tape or hard drive media should be changed daily and at least one recent complete backup should be offsite at any given time. Online and offsite network backup options are available, but large databases could result in excessively long backup and restore times, so these backup options should only be used if an expert is confident in the viability of the setup. These backup methods are dependent on the internet or network connections, the size of the databases, and the anticipated restore time, so are significantly more complex to establish and maintain than tape or disk backups. Monitoring and maintenance of all backups is the responsibility of the user. Proposal to Spruce Computer Printed 8/4/2014 Page -1

2 SpruceWare.NET General System Requirements Page 2 Required Server Software A Microsoft Windows Small Business Server 2012 Standard or Essentials operating system (with the Premium Add-on for SQL Server) or Windows Server 2011 or 2012 R2 Standard or Enterprise Edition is recommended for the server. With the exception of the SBS Essentials, each workstation (PC) requires the purchase of a CAL, or Client Access License, to access the server. The purchase of these CALs is the responsibility of the dealer. If you plan on faxing now or in the future, Server 2012 requires a third-party efax service. The Microsoft SQL Server 2014 Standard, Business Intelligence or Enterprise Edition or the Microsoft SQL Server R2 Standard, Enterprise or Workgroup Edition is required to maintain your data. One CAL is required for each SpruceWare.NET license purchased. The purchase of these CALs is the responsibility of the dealer. Anti-virus subscription-based software must be installed on the server for your protection. In addition, backup software is also required. Monitoring and maintenance of backups and anti-virus software are the user s sole responsibility. Support Access and the Server In order to ensure quality application support, we require that the server be dedicated to only those applications required for SpruceWare.NET operation. Servers should not be used as an additional workstation. No applications should be installed that have not been required or suggested for use with the SpruceWare.NET application on the server. In addition, a high-speed wired internet connection is required and Spruce support must be able to access the server via a remote desktop connection. This is important for both support and initial conversion of data. The internet connection should be a static address (contact your Internet Service Provider for more information) whenever possible. Satellite-based internet connections are not suitable and cannot be used. It is usually possible for Spruce to configure the SpruceWare.NET application and database on your server remotely, assuming the proper access is granted with an acceptable connection speed. Workstations A personal computer (PC) is the recommended workstation for the SpruceWare.NET application. We require the Microsoft Windows 8 Professional, Microsoft Windows 7 Professional or Microsoft Windows Vista Business Edition. Though it is difficult to simply state a specific processor or clock speed (since a wide range of factors determine the quality of a PCs response to the software), we have found that multi-core processors tend to come in PCs designed to handle our software well. 4 GB of RAM (memory) is recommended. Some peripheral devices and manufacturers do not provide 64-bit drivers for their devices. The fact that some hardware will not function with a 64-bit operating system should be considered when your company is choosing an operating system for either a client PC or additional servers. Thin client technology may be used; however, these devices require a separate server running Microsoft Terminal Services for operation. VeriFone payment devices must be connected via your Windows network in order to be used with thin clients. Due to ease of central network administration and improved transaction and printing speeds, we strongly recommend using Terminal Services for multi-location installations. Using Terminal Services does add an additional layer of complexity and typically requires a higher level of expertise. Companies who choose to use Terminal Services for multiple locations also need to have VPN s in place between the host location and each remote location. This has to be completed in order for printing to function correctly at remote stores. VPN s are the responsibility of the customer or Customer s IT provider. Proposal to Spruce Computer Printed 8/4/2014 Page 0

3 Specialty Printers SpruceWare.NET General System Requirements Page 3 Network Printers The SpruceWare.NET application was designed to be used primarily with network laser or LED printers. Local printers can be used, but their use is limited based upon the availability of the PC they are installed on. Ink Jet printers, although not recommended, may be suitable for low volume printing; however, they are not acceptable for Point of Sale use. We suggest the use of laser printers with multiple drawers. This takes advantage of software features that allow the printing of multiple copies using different formats (and colors of paper, etc.). Some printing, such as Payables checks and statements, require a laser printer with multiple drawers, so at least 2 drawers are required for the office printer used for these purposes. Both color and monochrome printers are supported. When utilizing a Microsoft Windows Terminal Services environment, it is necessary for printers to be installed as local network printers on the terminal server. Printer redirection through a remote desktop connection will not work because the printer name will change each time the user logs in (the Spruce software accesses the printer by using the windows printer name). Multiple-location and cloud implementations should also use a VPN between locations for printers, signature pads, tablets, and other networked peripherals. Software as a Service (SaaS) Software as a Service (SaaS) provides you with the ability to run SpruceWare.NET software through the internet without investing in an application or database server. If you choose to implement SpruceWare.NET using the Spruce SaaS model, a business class broadband internet connection with a static IP address will be required. Each client (PC, laptop, pad, thin client, etc.) will need to have a shortcut set up for easy access to the software, and the resulting software window will be like any other window (movable, minimizable, etc.) A route add command will need to be run on each client to allow persistent access to the Spruce service through the dedicated internet connection. Please consult with your chosen network services provider to format and run the appropriate route add commands and to set up the appropriate shortcuts. Optional & Specialty Peripheral Devices We require specific models and options for certain devices, including Point of Sale ticket printers, cash drawers, bar-code scanners, and others. The following devices are not required to use the SpruceWare.NET software, but they have been approved for use with the SpruceWare.NET application. Device pricing and setup fees are additional. Devices purchased from Spruce Computer Systems, Inc. will be preloaded with the appropriate software when applicable. Proposal to Spruce Computer Printed 8/4/2014 Page 1

4 SpruceWare.NET General System Requirements Page 4 Specialty Printers Device Zebra (ZIH Corp.) QLN 420 zebra.com For barcoded price labels. A Portable wireless label printer that may be used with supported mobile devices and the Spruce AnyWare software. Part number: QN4-AUNA0E Options & Requirements Also requires: Zebra QLN Smart Charger P Zebra QLN PC-USB Cable P Zebra (ZIH Corp.) ZT230 zebra.com For barcoded price labels. A non-portable thermal label printer. 4, 203DPI, Thermal Transfer, Tear, Power Cord With US Plug, Serial,USB, Internal ZebraNet Print Server 10/100 Ethernet, ZPL Part number: ZT23042-T01200FZ. DYMO (A Newell Rubbermaid Company) LabelWriter 450 Turbo global.dymo.com/enus/products/ A Thermal Label Printer. Used for printing barcode labels for use with documents. This printer allows users to apply barcode labels to external documents so that they may be linked with a SpruceWare.NET document ID. Installed locally via USB for use with one PC; not a networked printer. May not be shared and may not be used in combination with a Zebra label printer on the same station. Part number: Epson TM-T88V POS Thermal Printer Pos.epson.com/retail A thermal Cash Ticket Printer for Point of Sale cash transactions. Network ready ticket printers may be connected to a APG model 320 cash drawer. A specific printer driver must be installed in this case. Use of a cash drawer is optional. Part number: C31CA85330 Proposal to Spruce Computer Printed 8/4/2014 Page 2

5 SpruceWare.NET General System Requirements Page 5 Optional & Specialty Peripheral Devices (cont.) Cash Drawers Device APG Cash Drawer Series 4000 with a 480 Ethernet Interface cashdrawer.com An 18 x 16.7 cash drawer that connects using a Ethernet RJ45 standard connection. Black (standard) or Stainless front are available. Part number: JB480-1-BL1816-C. Options & Requirements Coin roll storage till is standard. Barcode Scanners Symbol (Motorola, Inc.) LS2208 motorola.com Handheld Barcode Scanner (USB connection). This model is the only model that may be optionally programmed for use with Terminal Services clients. May also be used with a PC. Must be programmed for proper function. Scanners purchased from Spruce are programmed prior to shipping. Programming instructions are available on our web site for supported scanners purchased elsewhere. Part number: LS2208-SR20007R-NA. Symbol (Motorola, Inc.) LI4278 motorola.com Wireless BlueTooth Enabled Barcode Scanner. Part number: LI4278-TRBU0100ZWR. Must be programmed for proper function. Scanners purchased from Spruce are programmed prior to shipping. Programming instructions are available on our web site for supported scanners purchased elsewhere. Document Scanners Visit web link (on right) for models A variety of optional document scanners can be used with SpruceWare.NET. We would recommend models listed in the ISIS section of https://www.scannerdrivers.com/index.asp, since these are all compatible with EMC 2 Captiva QuickScan Pro, a scanning automation solution that allows easy barcode recognition and automatic attachment of barcoded documents (Spruce does not sell this software; price and dealer details available on the above-referenced website). Proposal to Spruce Computer Printed 8/4/2014 Page 3

6 SpruceWare.NET General System Requirements Page 6 Optional & Specialty Peripheral Devices (cont.) Handhelds, Pad Devices, and Phones Android TM Tablets and Phones using the Spruce AnyWare TM app android.com Spruce AnyWare is a separately licensed software app for Android devices. Licensing is per device. It requires installation of the Spruce AnyWare App, which is available in the customer area of the Spruce website. The minimum supported version of the Android platform is Éclair (2.1.0). A data plan (not included) is required for use outside of a Wi-Fi environment. Spruce AnyWare offers a powerful but limited set of functions within the SpruceWare.NET system. See the Spruce AnyWare documentation and videos for more information. Windows, Android TM and ios - based mobile devices using remote connections Socket Mobile CHS 7Ci socketmobile.com Small barcode scanner that works with various mobile devices. Third Party Remote Desktop Apps allow full Spruc ewa re. NET functionality on a variety of devices through remote desktop connections to the SpruceWare.NET system. A data plan (not included) is required for use outside of a Wi-Fi environment. This method requires standard SpruceWare.NET concurrent seat availability. We have successfully tested the Wyse PocketCloudPro app, which is available from both Apple itunes and the Android Market. Remote desktop connections generally require an unoccupied local PC, a Terminal Services client or a virtual machine; contact your network professional for more information. Requires a BlueTooth connection to a compatible client device. We have successfully tested this model with the Spruce AnyWare app as well as the PocketCloud Pro app, and with iphones, ipads, Android phones, Android tablets, and Windows tablets. Part number: A Motorola ET1 Tablet motorolasolutions.com/w eb/business/products/ta blets/et1 Spruce WMS designed specifically to run on ET1. Part number: ET1SALB Spruce WMS Advanced Warehouse Management software is a separately licensed software module designed to run on Motorola ET1 Enterprise Tablet. ET1 can be purchased from Spruce preloaded with Spruce AnyWare and include: power supply, charger cradle, laser scanner, rubber bezel and rotating handle. If purchased without Spruce AnyWare License Bundle customer assumes all responsibility for setup and loading. See the Spruce AnyWare documentation and videos for more information. Contact your Spruce Salesman for information and pricing on Spruce WMS. Proposal to Spruce Computer Printed 8/4/2014 Page 4

7 SpruceWare.NET General System Requirements Page 7 Optional & Specialty Peripheral Devices (cont.) Payment Device All VeriFone devices are PCI PED approved and Americans with Disabilities Act (ADA) compliant. Device VeriFone MX915 Payment Device with Touch Pad verifone.com This color device may be used for debit and credit card transactions, and for signature capture. Current models are EMV Compliant and thus compatible with future IC / Chip / Smart Cards. It features a durable, wide screen full color display. Note: Additional Credit/Debit Card Processing Fees may Apply. Options & Requirements Device requires VeriFone PAYware Connect TM Transaction Bundle(s). Both the device and the transaction bundles must be purchased through Spruce. These devices can be attached to your Windows network through a hub or switch using a network cable with RJ-45 ends. They can also be attached to PCs through USB connections. They require a separate power connection using the included power supply. They may not be shared, so only one device per station is allowed. They may be used with thin clients as networked devices, but they cannot be used with thin clients through USB connections. VeriFone PAYware Connect TM works with several of the largest credit clearing agencies in the country, including Chase Paymentech, Global Payments East, Heartland Payment Systems, First Data North, Elavon, RBS WorldPay, First Data Omaha, and TSYS. Nevertheless, the only way to guarantee that your card processor will work with this equipment is by having Spruce review your processor s software setup document, which your processor will supply to you upon request. Since PCI and regulatory requirements can change, we recommend confirming current payment device model recommendations with your Spruce sales representative prior to making any new signature pad purchase. A note regarding hardware support Spruce is a software company and does not provide ongoing support for hardware devices. The list of specialty peripheral devices is provided for user reference and refers to devices that have been tested and approved for use with the SpruceWare.NET application. All network configuration is the user's responsibility. In some cases, pricing for hardware we sell as a convenience to our customers may include initial configuration. Assistance for hardware purchased from another vendor is always billable. For certain devices, we may require that the device be shipped to our office for configuration or additional software installation. In these cases, all costs are the user's responsibility. Hardware support is billable at our hourly rate and we do not guarantee availability. We do not provide support for peripheral devices that do not appear on this list. Spruce has experience with, and recommends, the following companies, each of which provides professional design, implementation, and support for networks, hardware, hosting, and associated services nationwide: To contact any of these companies, please speak with your Spruce Territory Manager. Proposal to Spruce Computer Printed 8/4/2014 Page 5

8 SpruceWare.NET General System Requirements Page 8 Hardware Integration Q&A Can I purchase a new server from Spruce? Spruce is a software company, and we do not sell servers. Fortunately, Windows systems and networks are the standard today, and finding good local resources (including hardware resellers) is usually easy. If you're not sure about local providers, try asking your accountant, lawyer, or banker who they use and if they are happy with the service. Or we d be happy to suggest one of our business partners for technology consultation, server and network configuration, and ongoing hardware support. Who is responsible for the day-to-day operations of my network and server? Either an employee or representative of your company is responsible for the day-to-day operation of your network, equipment, and any server(s). One of this person s main responsibilities should be disaster recovery implementation. Monitoring daily backups and a knowledge of the procedures and materials required for restoring data in a disaster is the most important job for a system administrator. In addition, the designated administrator should regularly check event logs for possible problems, and be able to independently troubleshoot hardware or network issues as part of your company s day-to-day operations. Support does not include, nor do we provide, system administration or network support services. What is Spruce responsible for? Spruce is a software company and we provide professional support for our software. Spruce is not a hardware support organization. In the event of the failure of your server, which you would have purchased elsewhere, please contact the vendor who supplied the server. For other hardware (printers, scanners, etc.), including devices purchased from Spruce, the manufacturer is the sole provider of support (based upon their warranty). Please contact the manufacturer in the event of a device failure. What backup software does Spruce recommend? We suggest Veritas backup software. This robust backup software is useful for both individual file and complete system restoration. A complete system restore requires multiple steps, so media and procedures should be understood fully before your live date. There are many backup products and each has its own advantages. It is very important that your company s system administrator be familiar with the backup software used, check backups daily, take media safely off-site, and be capable of performing all recovery procedures independently. What type of backup media should I use? A Tape Drive or Removable Hard Disk Storage Device is strongly recommended for data backup. Tape and removable disk media is compact, easily taken off site, and reliable. Ultimately, it is your company s choice what type of media is used; however, backups are extremely important for any business that relies upon their computer system for day-to-day operations and long term business records. Proposal to Spruce Computer Printed 8/4/2014 Page 6

9 SpruceWare.NET General System Requirements Page 9 Hardware Integration Q&A (cont.) What do I need to back up? With regard to the SpruceWare.NET application and data, the most important thing to back up is the SQL data. Backing up the application itself isn t particularly necessary as it s relatively easy to re-install. However, users may have other data or applications on their server that they want to archive as well. During our initial Spruceware.NET server installation, we create a SQL Server Scheduled job that performs database backups. These backups run each day (between business days) creating a single backup file for each database containing all database objects (tables, etc.) and related data. An important point regarding these backups is that they are made on the server s drive, not media, so they do not protect your data in the event of a disk failure, fire, or other catastrophic data loss. We suggest doing a Full File Backup to removable media which archives every file on the database server with the exception of the folder containing the active database files. Active database files cannot be backed up because they are in use. These are located in the \MSSQLxxxx\DATA folder (where xxxx is the edition, i.e or 2012). If a Full File Backup isn t possible, users should at least archive the \MSSQLxxxx\BACKUP folder. This folder contains the full database backups created each night along with the database transaction logs recorded each hour. If the \MSSQLxxxx\BACKUP folder is archived, users should be able to recover the SpruceDotNet databases which are typically the most critical data asset on the machine. It is also important to distinguish between the types of backup being discussed. In addition to the database backups, we also recommend a backup of other files on the server. The backup of data to removable media is extremely important; however, it s also the sole responsibility of the user. SPRUCE Computer Systems, Inc. neither monitors nor maintains any archival of your server s data. Can I use DHCP to assign IP addresses to my workstations? Our application requires that any workstations connecting to the Spruce server have static rather than dynamic addresses. Because many different hardware devices need to interact together, the ability to identify the physical location of the device is extremely important (the software must be able to identify branches, client computer locations, and printer associations properly). For this reason, the SpruceWare.NET software identifies users based on their IP address. Users should establish a one-to-one relationship between each physical workstation and a defined station in the application. How does Spruce connect to my server for support? Each company, or their representative, must provide a way for Spruce personnel to connect to the server using the Internet. Providing this access may involve firewall changes or third party software. We require a high speed wired connection, preferably SDSL, cable, T1, or T3 with speeds above 512K download and 300k upload. Though satellite connections may offer these speeds, latency periods are too long to allow effective server connections. Also required is both outgoing and incoming FTP permission from the server running SpruceWare.NET. We install and use a 3rd party software product called Hamachi that must establish an outbound connection. This provides our support staff with a consistent way of connecting to all sites. Please maintain any original connection method in case Hamachi servers are down for any reason. Why is a dedicated broadband connection required for SaaS? The internet is generally both fast and predictable, despite the fact that no one has complete control over it. When your company is running SpruceWare.NET as a service, though, connections to the internet matter just as much as the internet itself. On the Spruce side, SaaS connections are robust and redundant, resulting in high dependability and reliability. The only way to assure that your transactions are fast and predictable, though, is to safeguard the one remaining piece of the loop, and that is your own store s internet connection. Making this a dedicated connection eliminates problems associated with connection sharing. With a dedicated connection on your end, you can always be sure your customer s quote or your statement run won t be slowed down while your employees download huge catalog files, talk on your VoIP phone system or even watch the big game online. Spruce is a premier supplier of software solutions that help make Lumber, Hardware, and Building Material Dealers more efficient and customer-driven. Learn more at Spruce Computer Systems 9 Cornell Road Latham, NY SPRUCE1 ( ) All Rights Reserved. All names are trademarks of their respective companies. Proposal to Spruce Computer Printed 8/4/2014 Page 7

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