Absolute IT Solutions Product Catalog / Sales Order Maker Application

Transcription

1 Absolute IT Solutions Product Catalog / Sales Order Maker Application The android app that raise your sales figures Application Overview We believe our android application, AIS SOM, will effectively improve the performance of any sales team by making updated sales data always available for them; they can show their products to their customers in an easy and efficient way, collect sales orders, and synchronize this valuable data with the back office instantly. The data can be imported to our application, and the sales order can be saved as regular excel files (.XLS), after saving, these sales orders can be shared using android client or any other application directly from our app. Using third party application, our app s data can be accessed through wireless, without any wired connection to device, and it can be also auto synced to drop box, Google drive, ftp or shared network folder. Installation As this application is provided as stand alone.apk file, you have to allow Unknown sources in the android settings/security; remember to disable this after the installation. Using the file explorer, browse the location of the APK file and run it to install the app.

2 Storage Folders During the installation, the application will create a folder inside the device storage called AIS SOM, with 3 subfolders; Import to device, export from device, and items pictures. Getting Started After succeeded installation, to run the app, you must read and accept the license agreement first.

3 Once the license agreement is accepted, you have to activate the application to be able to use it; you can activate your copy as full version, or as 3 days trial. From the login window, click on try to activate the trial or click on activate to open the activation window. After successful activation, you can run the application, login for the first time using the default, built in credentials, username: admin password: 12345, you can change the admin password later, but you cannot change or delete the admin username, you can create regular users inside the admin panel Admin Panel After succeeded admin login, you ll be redirected to the admin panel, where you can import items data file, or view imported items data after import. Extract the items data file from your ERP, Stock or sales software as an excel file (.xls), the file should contain: item code, barcode, description, brand, unit price, category, and units per box. Within the admin panel, click on import items to browse the file, select it, and click on ok to import it.

4 Inside the admin panel you can also import the customers file to the internal app database, the file should be a regular excel file (.xls), click on import customers to browse the file, select it, and click on ok to import it. The customers file should contain: customer ID, customer name, customer barcode, address, and the phone number, after import you can click on show customers to see the imported customers. Below is the admin panel window To create a regular user, enter a username and password and click on add user, this user will be used to create sales orders, the admin user can only access the admin panel, and he cannot create sales orders. You can check the option delete items file after import to delete the items data excel file from internal device storage after import, and you can also do the same for the customers file. After import you ll have the last items and customers import date and time showed in the admin panel.

5 Copy the items pictures from your computer to the folder item pictures in the storage of your device (check the storage folders in the beginning of this guide), the pictures file name should be same as the item code and it should be.jpg, Example: the picture file name of the item100 should be item100.jpg. The preferred resolution of the pictures is 800x600 pixels. Put the items and the customers excel files inside the folder import to device, located in /device storage/sdcard/ais SOM/import to device. On each import, the old data inside the internal app database will be cleared first, to make sure that you ll have always the updated info. Import customers will clear the old customers before import, and import items will clear the old items then perform the import. During the import, if the admin is importing the files, a progress bar will appear on top of the admin panel. If the admin allow the regular users to import items, by checking the allow users to import items option in the admin panel, the regular user will be able to import the items file from the category selection window; he will see the progress bar on top of this window during import. In case needed, you can click on Clear device data to clear the items, the customers, the regular users, the saved sales orders from the internal app database, and restore the default admin password. The last device data clear date and time will appear in the admin panel. The default currency symbol is $, it can be changed, enter any currency symbol and click on ok to save it. After the import, a message will appear to inform you about the import status, you ll be aware of import errors if any.

6 In the admin panel you can check the imported items data by click on show items. And you can check the imported customers also by click on show customers.

7 In the admin panel you can click on show users to see the created users, where you can updated the user s passwords including the admin one, you can also delete regular users. remember, you cannot delete the admin username. Select a username, click on delete, to delete it, or enter a new password and click on update passwords to change the password. Once you finished the tasks in the admin panel, click on the drawer icon on the top left, and click on logout, then you can login using a regular user. In the drawer you will see the application version, the application mode, the registration status, the current user, the last items import, the last customers import, and the last data cleared, date and time and the user performed the action, this info will be always available in the drawer and for all users.

8 Regular User Login Customer Selection window Once logged in as regular user, you ll be redirected to the customer selection window, where you can select one of the imported customers. In this window you can scroll to select a customer or you can search for a specific customer, by customer ID, name, barcode, or phone number. Once you select a customer, click on next to move to the category selection window.

9 Category Selection Window Once customer selected and once you clicked on next, you ll be redirected to the items category selection window, the items categories from the items data excel file will be listed here, you can select one, many, or all categories. Only the items of the selected categories in this window will appear in the next item selection window, which make it easier for the sales team and the customer to focus on specific items. You can scroll and select categories or you can search for a specific category also. From this window, if the regular user have the permission to import the items data file, he can click on import items to browse the items data file and import it to the internal application database, if the import permission is not provided to regular user, he will not be able to perform this task. Note that only the admin user can import the customers data file. Select the desired category/categories and click on next to move to sales order selection/creation window Sales Order Selection / Creation Window

10 in this window you can enter the sales order name then click Create SO to create the sales order, and start selecting items, or you can select an already made sales order and click on delete to delete it, click on View SO to view it, or click on Send to send this sales order / orders via or via any other third party app, our app will add an auto number to the end of the name of each sales order to avoid conflicts. The total items count of each sales order will be shown in this window also. By selecting an already made sales order and click on View SO, you will be redirected to the sales order view window, in this window you can check the sales order items, delete a specific item or edit the sales order and go to the item selection window to add new items to it. Additionally to each items info, you ll see the qty selected and the price of each item selection. You will see also the total sales order items count (per piece) and the total sales order amount. Items Selection Window By entering the sales order name in the sales order selection / creation window, and by clicking on Create SO, you ll be redirected to the item selection window, in this window you ll have all items info: item code, barcode, description, brand, unit price, category, and units per box, additionally you ll have the sales order name, the customer name, the current item selection quantity, the current item selection price, the total sales order quantity (per piece), and the total sales order amount. During item selection you can add items per piece or per box, but even if boxes are added, the quantity will be converted to pieces. While you re selecting items, you can change the category anytime to move to the new category and start selecting items from that category. The save button will turn from green to blue if you add any item and you don t save the sales order, once saved, the save button will turn to green again. You can press save to save the sales order and continue adding items to it, or you can press save and exit to save the sales order and move to the sales order selection / creation window. While selecting items you can search for a specific item by item name or barcode.

11 Swipe right or left to move to another item, click on +item to add 1 piece of this item to the sales order, or click +boxes to add the quantity of items per box to it. You can enter any number and clicks on +item or +boxes to add the respective quantities to the sales order. Example: if you like to add 100 boxes of an item, you can click on +boxes 100 times, or simply enter the number 100 and click once on +boxes.

12 Once you select all the needed sales order items, click on save and exit to back to the sales order selection / creation window. Select the send check box of the sales order / orders and click on the send button at the bottom of this window to send the selected sales order / orders by or by other apps.

13 Product Catalog // Sales Order Maker Application If you select the gmail, a gmail new message will be opened with a subject AIS SOM and the sales order will be attached to the message. To send this sales order, you only have to enter the to, the body, and you have to click on send. The sales orders are saves inside the export from device folder inside the device storage (check the storage folders in the beginning of this guide), the saved excel files will contain: Item code, barcode, description, brand, unit price, category, units per box, quantity of each item, sales order name, customer name, sales order creation date and time, total sales order quantity per piece, and total sales order amount.