Concession FTP User Guide May 2011 Version 1.2

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1 Concession FTP User Guide May 2011 Version 1.2 Concessions FTP User guide Page 1 of 41

2 Contents Objective... 3 FTP User Guide Microsoft Windows XP... 5 Anatomy of the Files... 9 Working on your Files A Special note for those Concessions with two usernames FTP User Guide Microsoft Windows Vista FTP User Guide Microsoft Windows Using Filezilla to access the FTP site Linux and Open Office Concessions FTP User guide Page 2 of 41

3 Document Control Date Version Who Changes Notes November NB Initial Draft November NB Added Linux May NB Added Vista Concessions FTP User guide Page 3 of 41

4 Objective The Objective of this Guide is to aid the usage of the Boundary Mill FTP site. All concessions will have received their login detail via a separate . The login credentials are yours and yours alone and as such should not be shared with any unauthorized personnel. We are always happy to provide support to all of our users- in the first instance please We aim to provide details for Microsoft XP, Microsoft Vista, Windows 7 and Ubuntu Linux. Examples will be shown using Windows Inbuilt explorer and Filezilla FTP client. Concessions FTP User guide Page 4 of 41

5 FTP User Guide Microsoft Windows XP Right Click on the Start button on the task bar usually bottom left of your desktop You will be presented with a pop up menu (note: yours will look different to mine) From the above menu please select Explore This will open the default windows Explorer screen; as seen below. Concessions FTP User guide Page 5 of 41

6 In the Address Bar type the Ftp site address ftp://ftp.boundarymill.co.uk as seen below Press enter you will be presented with a login request dialogue screen. Please refer to the ed document Boundary Mill Stores FTP site logon Instructions for your credentials. Concessions FTP User guide Page 6 of 41

7 Enter your details please note the password is case sensitive. Once you have entered your details - click on the log on button. Once you have successfully logged on to the ftp server you should see something similar to the image below Like any windows folder you can amend the view to suit Concessions FTP User guide Page 7 of 41

8 Concessions FTP User guide Page 8 of 41

9 Anatomy of the Files The first 3 digits are the concession number in this case it is concession 13. The next 6 digits refer to the date - in this case 1 st September These files can be opened in Excel. Concessions FTP User guide Page 9 of 41

10 Working on your Files. Double click on any of the above file and the following dialogue box opens If you select Save it will take you directly to the save as feature please refer to below for instructions on the save as feature Click on open and the csv worksheet will open in Microsoft s Excel, as it is a text file most versions will have no issues recognizing the file type. Concessions FTP User guide Page 10 of 41

11 Notice that this is not the full version of Excel it has opened within the FTP window. The file is still a csv format to save the file to your computer select File The select Save as;- The following screen opens Concessions FTP User guide Page 11 of 41

12 The initial save as location is on the FTP server select your preferred location from the menu bar on the left in my case I will save to My Documents Concessions FTP User guide Page 12 of 41

13 You can change the file type by clicking on the down arrow in the Save as Type dialogue I will save it as an Excel xls The saved Document in My Documents Notice that the file we have just saved is now a.xls file format double click the save file to launch Microsoft Excel Concessions FTP User guide Page 13 of 41

14 The sales file open in Excel What does it all mean? I have inserted a row and manually entered the column headers Formatting the Data You may have noticed the barcode does not look correct. Click on the Column header, this will select the entire column Concessions FTP User guide Page 14 of 41

15 Right click the column header this will produce the following pop up menu From the pop up menu select Format Cells The format cell dialogue screen opens Concessions FTP User guide Page 15 of 41

16 From the above screen select number Set Decimal places to zero and click ok The end result. You can format the unit price and total in to currency the process is the same as above this time you will select currency Concessions FTP User guide Page 16 of 41

17 Concessions FTP User guide Page 17 of 41 This time set decimal places to 2 to reflect and Pence

18 A Special note for those Concessions with two usernames Care must be taken not to check the save password on the FTP login screen see below This may cause confusion when trying to log onto different FTP folders. If you are experiencing issues please check that this is unchecked. Concessions FTP User guide Page 18 of 41

19 FTP User Guide Microsoft Windows Vista In this section I will review the differences from Microsoft Windows XP to that of connecting to the FTP under Windows Vista. Right Click on the start button The above pop up menu will be activated - from the above menu select explore. The explorer window will open. In the address bar input the ftp address, as below. You will bw presented with the login screen Concessions FTP User guide Page 19 of 41

20 Input your login details if they are validated remember passwords are case SenSiTive you will be presented with your concessions FTP folder Concessions FTP User guide Page 20 of 41

21 To download to your PC right click on the file to be downloaded from the pop up menu select copy to folder The folder browsing screen opens Navigate to your selected folder and click ok open in Excel as normal Concessions FTP User guide Page 21 of 41

22 FTP User Guide Microsoft Windows 7 As with the previous versions of Windows right click the start button Select Open Windows Explorer the following screen will now load In the address bar type in the FTP address - ftp://ftp.boundarymill.co.uk and press Enter You will be presented with the login screen as seen below Concessions FTP User guide Page 22 of 41

23 Enter your login credentials if correct, the following screen will be presented Concessions FTP User guide Page 23 of 41

24 Using Filezilla to access the FTP site This might seem involved to get up and running, it will take about 5 minutes, but the setup needs doing once only and for those users with multiple concessions switching between connections is simple and time saving. Filezilla is a free to use, open source FTP client. Other free open source FTP clients are available. To download Filezilla navigate to: Start filezilla by double clicking on the icon You are presented with the standard screen Concessions FTP User guide Page 24 of 41

25 Concessions FTP User guide Page 25 of 41

26 Anatomy of the above screen This is your computer it shows all drives that are connected to your PC Concessions FTP User guide Page 26 of 41

27 This pane will only show details when you are connected to a valid FTP server Concessions FTP User guide Page 27 of 41

28 This pane indicates downloads queued and in progress To setup the connection to the server Click on File on the main menu and select site manager This new screen will load Concessions FTP User guide Page 28 of 41

29 Select New Site The New Site screen will open Step 1: name the connection in my case I have called it Boundary Mill Step 2: Enter the FTP connection details ftp://ftp.boundarymill.co.uk Concessions FTP User guide Page 29 of 41

30 Step 3: enter your login details When you have entered your login details click Connect. This will start the connection process. Note if you have several concessions you can create a connection for each FTP account. Concessions FTP User guide Page 30 of 41

31 This pane lists all of your.csv files To save the files to your local computer I recommend creating a folder I have created one in my documents called FTP in the example below Highlight the files you which to transfer. Holding down the Mouse button drag the files to the folder you have created release the button and the transfer should start Concessions FTP User guide Page 31 of 41

32 The file transfer in progress The files saved in my Documents Once this has been set up, it is valid each time you connect. Click on the down arrow. Then click on the name of the connection you have created Concessions FTP User guide Page 32 of 41

33 If you have more than one connection, each connection will be listed for selection You can create a quick connection When you reload Filezilla click on the down arrow and the connection you have made Concessions FTP User guide Page 33 of 41

34 Linux and Open Office There are many versions of Linux each with its own features and benefits In my example I have used the popular Ubuntu version the principle is sound or other versions of Linux. Linux version Ubuntu Open Office Version 3.30 Ubuntu is an open sourced operating system that is free to use and free to download see for more details. Open Office is a free to use Office suite developed by Oracle more details can be found at Concessions FTP User guide Page 34 of 41

35 A Standard Ubuntu desktop with Open Office Writer Open To access the FTP click on the Ubuntu Icon in the Top left corner Then select Internet and finally Firefox Web Browser This will open Firefox, Concessions FTP User guide Page 35 of 41

36 In the address bar type in the FTP site address ; ftp://ftp.boundarymill.co.uk This will take you to a login in screen Enter your login details if successful the FTP site will load within the Firefox web browser. Concessions FTP User guide Page 36 of 41

37 To access the sales files double click on the.csv files this will start the import process, as shown below. Click OK Concessions FTP User guide Page 37 of 41

38 The above screen is a standard import tool. This will convert the CSV file into a format that Calc can understand. We need to specify the separator type as the file format is CSV = comma separated variable. In our example we need to select comma The data in the preview pane will reflect the change made Concessions FTP User guide Page 38 of 41

39 Click Ok to complete the import Concessions FTP User guide Page 39 of 41

40 To format the Sales columns to reflect currency highlight the columns click on I and J Click on the format menu The following screen opens Concessions FTP User guide Page 40 of 41

41 END Concessions FTP User guide Page 41 of 41

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