InQFlow. Administrator Guide. March 2009 Constellation HomeBuilder Systems, Inc. All right reserved

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1 Administrator Guide March 2009 Constellation HomeBuilder Systems, Inc. All right reserved

2 Product and Company Information Product and Company Information The information in this document is confidential proprietary information belonging solely to Constellation HomeBuilder Systems, Inc., a wholly owned subsidiary of Constellation Software, Inc. This document is supplied under a license and may not be reproduced, published, or disclosed without prior written authorization. Constellation licenses its program products (software) to the customer in accordance with the terms and conditions of the Software License Agreement. No title or ownership of the software is transferred. Any use of the software beyond the terms of the aforesaid license, without the prior written authorization of Constellation, is prohibited. The names of companies, products, people, characters and/or data mentioned in screens, reports, and other data examples are fictitious and are in no way intended to represent any real individual, company, product or event, unless otherwise noted. Any rights not expressly granted herein are reserved. Trademark and Patent Information Other product and company names mentioned herein might be the trademarks of their respective owners. Disclaimer of Warranties and Limitation of Liabilities The staff at Constellation has taken due care in preparing this information; however, nothing contained herein modifies or alters in any way the standard terms and conditions of the License Agreement by which the product was acquired. Nor does it increase in any way Constellation s liability to the customer. In no event shall Constellation or its affiliates be liable for incidental or consequential damages in connection with or arising from the use of the product, the accompanying documentation, or any related materials Constellation HomeBuilder System, Inc. All rights reserved. i

3 Contacting Support and Services Contacting Support and Services Support for the is available at Constellation s Markham office. Constellation HomeBuilder Systems, Inc. 75 Frontenac Drive, West Wing Markham, ON. Canada L3R 6H2 Main Office Telephone or toll-free at Fax Web Help Desk Help Desk assists with software operations. Telephone or toll-free at Fax Web Hours You can reach the Customer Care Department Monday through Thursday 8.00 a.m. to 8.00 p.m. (Eastern Standard Time); Friday 8.00 a.m. to 5.00 p.m., excluding Canadian holidays. Professional Services Contact your company s Professional Services Consultant for assistance with software implementation, training, consulting, and data building. Telephone or toll-free at Fax Web Constellation HomeBuilder System, Inc. All rights reserved. ii

4 Table of Contents Table of Contents Product and Company Information... i Trademark and Patent Information...i Disclaimer of Warranties and Limitation of Liabilities...i Contacting Support and Services...ii Introduction... 5 Admin... 6 General, Reports, , Preferences, App Rules, Database...6 General...7 Reports Preferences...11 App Rules...12 Database...13 User Roles...14 Users...16 Set-Up & Masters Companies...19 Company GL Accounts...21 System Codes...22 Document Types...22 AP Categories...23 Taxes...24 Currencies...25 Work Flow Stages...26 Suppliers...30 Assign Companies...32 Company Users Constellation HomeBuilder System, Inc. All rights reserved. iii

5 Introduction Introduction This guide is for the System Administrator to set up for the users. enables the users to scan invoices and create a work flow, to electronically approve invoices. The approver can be internal or external users. Once an invoice is approved, then this information will electronically create an AP invoice audit group in NEWSTAR. allows the users to complete the following tasks: Capture all invoice images electronically Approve all invoices electronically Allow approval rules to include offsite users to access invoice images for approval Automatically update A/P data from approval stage Maintain electronic A/P invoice images files Allow for download of A/P invoice data to disk format Web Interface. Dependencies The Company and related setup must be in NEWSTAR Enterprise. 5

6 Admin Admin Under the current Admin tab, there are 3 buttons: User Roles Users Settings General, Reports, , Preferences, App Rules, Database 1. Click Settings and the Settings window opens with following tabs: General Report Preferences App Rules Database 2. Click the tab accordingly and make sure the settings for each are saved after you have finished. 6

7 Admin General The settings for General are divided into 3 sections as shown below: Company, Attachments Folder and Scan Folder. 1. Enter the values according to your General settings. Company Name Divisions Phone Fax Default is blank. Enter the Company name. Default is blank. Enter the Division number for the Company. Default is blank. Default is blank. Default is blank. Attachments Folder This folder is for defining the path for the attachments. The Browse icon can be used to define the path. Scan Folder Network Local Define the network path. The Browse icon can be used to define the path to the network Define the local path. The Browse icon can be used to define the path to local drive. 2. Click Save after you have finished. 7

8 Admin Reports The settings for Reports are divided into 2 sections Reports and Margins - as shown below: 1. Enter the values according to your Reports settings. Reports Path Printer Paper Size Define the report path. The Browse icon can be used to define the path to the reports. Select from the drop-down list of the available printers or leave the value Default. Based on this Default value, the system will use the user s default printer. On initial setup the value for this field is Default. Select from the drop-down list of paper sizes. The selections are Letter, Legal and A4. Print Copies On initial setup the value is 1. Select from the drop-down list for the number of copies. The selections are 1, 2, 3, 4 and 5. Margins (in) Top Default value is This can be changed to a value between 0.00 and Left Default value is This can be changed to a value between 0.00 and Right Default value is This can be changed to a value between 0.00 and

9 Admin Bottom. Default value is This can be changed to a value between 0.00 and Use Default Margins Reset Default Margins Checkbox field unchecked by default. When checked the reports will use the system Default Margins. When this button is selected any changes that have been made to the Margins will be cleared and reset to the Default values. 2. Click Save after you have finished. 9

10 Admin The settings for s are divided into 3 sections as shown below: Use, SMTP Settings and Send with SMTP. 1. Enter the data according to your settings. Use Two radio buttons are available: Outlook or SMTP. SMTP is select by default. SMTP Settings Server Name Define path to the server by its Server name. Port No The default value is 25. The Port number can be between 0 and Authentication Checked by default and can be changed by the user. Send with SMTP Send copy to the sender Default is unchecked. When checked a copy of the s will be sent to the sender. Send copy to Default is unchecked. When checked, the field to the right becomes enabled, and user can enter an address. 2. Click Save after you have finished. 10

11 Admin Preferences The font name and size are defined in Preferences settings. 1. Enter the data according to your Preferences settings. Font Name Select from the drop-down list of Font names. Size Bold Italic Reset Defaults Sample Lookup refresh Interval seconds Select from the drop-down list of sizes, 8pt, 9pt or 10pt. Unchecked by default. Select accordingly. Unchecked by default. Select accordingly. When button selected, question box displayed Do you want to reset default font? Yes and No buttons If Yes is selected then the default fonts are reset. If No is selected then the changed values are kept. This is a display box that will show a sample of the font selection. The default setting is 4 seconds. This is a drop down list with a selection from 0 to 8 2. Click Save after you have finished. 11

12 Admin App Rules The settings for App Rules are divided into 2 sections as shown below: Labels and Web Services URL. 1. Enter the data according to your App Rules settings. Labels There is a listing of the system labels that can be modified. The labels are for Supplier, State, Zip, Invoice, Tax 1, Tax 2 and Tax 3. Singular and Plural defaults are set for the labels Label Singular Plural Supplier Supplier Suppliers State Province Zip Postal Invoice Invoice Invoices Tax 1 GST Tax 2 PST Tax 3 Tax 3 Web Services URL The URL is defined as part of the system setup. 2. Click Save after you have finished. 12

13 Admin Database The settings for Database are the Connection Properties screen as shown: 13

14 Admin User Roles In User Roles, a user s access to an application and user s rights in that application are defined. You can set up as many Roles as necessary and check the applications and rights that Role has in the process. 1. Click the User Roles button. If User Roles have been already created, the list will display. To code and describe another new User Role, click the Add New Record button. 2. Enter the data. Code and description are required fields. Code Notes Permissions Enter the code of the User Role, up to 10-digit alpha numeric characters. This is a required field and cannot be left blank. Enter the description of the user role, up to 25-digit alpha numeric characters. This is a required field and cannot be left blank. Free form text field for notes and comments. Define the user access to add, edit or delete within the application. Permission is granted to the application via a checkbox and then action permission granted via a checkbox. Companies Can Add Can Edit Can Delete Company Users Divisions GL Accounts Sub- Can Add Can Edit Can Delete Can Add Can Edit Can Delete Can Add Can Edit Can Delete Can Add 14

15 Admin Ledgers Suppliers Stages Stage Roles Stage s Integration Services Invoice Data Invoice Image Invoice Docs Can Edit Can Delete Can Add Can Edit Can Delete Can Add Can Edit Can Delete Can Add Can Edit Can Delete Can Add Can Edit Can Delete Can Download Companies Can Download GL Accounts Can Download Suppliers Can Upload Invoices Can Download Payments Can Add Can Edit Can Delete Can Add Can Edit Can Delete Can Add Own Can Edit Own Can Delete Own Can Edit Others Can Delete Others 2. Click Save after you have finished. 15

16 Admin Users In Users, the name of a user, user credentials, contact information and the User Role are defined. 1. Click the Add New Record button to code and describe a new User. 2. Enter the fields for the new user accordingly. The required fields are those with an asterisk. User Code First Name Last Name Role Enter a 10 digit alpha numeric code. This is a required field and cannot be left blank Enter the User s first Name. This is a required field and cannot be left blank Enter the User s last Name. This is a required field and cannot be left blank This is a drop down list selection field. The available list will be based on the User Roles that have been set up. This field can be left blank. System Login ID Password This is a required field and cannot be left blank Enter a 10 digit alpha numeric code Enter a 7 digit alpha numeric password. This is a required field and cannot be left blank. 16

17 Admin Confirm Locked Enter a 7 digit alpha numeric password. Checkbox field with the default unchecked. If checked then Login Id will not have access to the application. Login ID Password Confirm Stage Effective From To Notes System Admin checkbox Masters Admin Checkbox External Inactive Archive Address Assigned Companies button Enter a 10-digit alpha numeric code. Enter a 7-digit alpha numeric password. Re-enter the 7-digit alpha numeric password. This is a drop-down selection field. The available list will be based on the Work Flow Stages that have been set up. This field can be left blank. Standard date entry field, MM/DD/YYYY. can be left blank Standard date entry field, MM/DD/YYYY. can be left blank Free form text field for notes and comments. Unchecked by default. If checked, the Admin tab will be enabled. Unchecked by default. If checked, the Set-up & Masters tab will be enabled. Unchecked by default. If checked, this user is defined as an External user, i.e. Condo Board member. Unchecked by default. If checked, this User Id is deemed Inactive and will not have access to the application. Unchecked by default. If checked, this User Id is deemed Archived and will not display on the screen. Enter the address, telephone and fax numbers. These fields are not required fields. When selected the Company Rules for User screen will display. 3. Click Save after you have finished. 17

18 Set-Up & Masters Under the current Set-Up & Masters tab, there are 7 buttons: Companies Company GL Accounts Company Users Assign Companies Suppliers Work Flow Stages System Codes 18

19 Companies The recommended process is Download Companies to update the Company and Division information from NEWSTAR Enterprise. The download is a drop-down list with selections for Download Companies downloads Company and Division information Download GL Accounts downloads the GL Account information Upload Invoices used to upload approved invoices into Newstar AP processing Download Payments - used to download invoice payment information from Newstar to. Download Companies 1. Select the Go button. A message displays: This download will update ALL Companies and Divisions! Do you want to continue? Yes / No If No is selected, then no records are downloaded and you are returned to the Companies main screen. If Yes is selected, then the download process commences. When download completed, an information box displays # Records Added, # Records Updated, # Download Errors. Do you want to see details? Yes / No If No is selected, you are returned to the Companies main screen. If Yes is selected, a new screen labeled Web Services Log opens and displays the list of Companies, Company Divisions and Company Addresses. 19

20 Companies If you have the correct permissions, you can manually edit Company information. Only the Website, Notes and Contact fields are available for edit. All other fields are disabled and if maintenance is required, then this must be done in NEWSTAR Enterprise. For the Contact fields only the Job Title, Phone, Fax, Cell, Pager and fields are available. Divisions If you have the correct permissions, you can manually edit Division information. Only the Notes field is available for edit. All other fields are disabled and if maintenance is required, then this must be done in Newstar Enterprise. 20

21 Company GL Accounts The recommended process is Download GL Accounts from NEWSTAR Enterprise. Download GL Accounts 1. Select Company. 2. Select Download GL Accounts and the Go icon. A message displays: This download will update ALL GL Accounts and Sub-Ledgers for SELECTED Company! Do you want to continue? Yes / No button. If No is selected, then no records are downloaded and you are returned to the Company GL Account main screen. If Yes is selected, then the download process commences. When download completed information box displays # Records Added, # Records Updated, # Download Errors. Do you want to see details? Yes / No If No is selected, you are returned to the Company GL Account main screen. If Yes is selected, a new screen labeled Web Services Log opens and displays the list of Companies, Company Divisions, GL Accounts and Sub-ledgers accounts. This process allows the user to download the GL Accounts for a specified Company only. If the user wanted to download the GL Accounts for all Companies as a onetime process then this can be done via the Companies screen. Note only GL accounts that have an Account Type equal to Expense will download to. 21

22 System Codes There are four system codes in the current version: Document Types AP Categories Taxes Currencies. Document Types This table is delivered blank and gives the user the ability to code and describe the type of documents. 1. Click Add to code and describe a new document. Code Inactive checkbox Archive checkbox Notes Enter the document code, up to 10-digit alpha numeric character code, for example, PDF. Enter the description for the document. Unchecked by default. Unchecked by default. Free form text field for notes and comments. 2. Click Save after you have finished. 22

23 AP Categories This table is delivered blank and gives the user the ability to code and describe AP Categories. 1. Click Add to code and describe a new AP Categories. Code Inactive checkbox Archive checkbox Notes Enter the code of the AP Categories, up to 10-digit alpha numeric character code Enter the description for the AP Categories. Unchecked by default. Unchecked by default. 2. Click Save after you have finished. Free form text field for notes and comments. 23

24 Taxes This table is delivered blank and gives the user the ability to code and describe taxes. 1. Click Add to code and describe a new tax. Code Inactive checkbox Archive checkbox Notes Enter the tax code, up to 10-digit alpha numeric character code, for example GST. Enter the description for the tax. Unchecked by default. Unchecked by default. 2. Click Save after you have finished. Free form text field for notes and comments. 24

25 Currencies This table is delivered blank and gives the user the ability to code and describe the currency. 1. Click Add to code and describe a new currency. Code Inactive checkbox Archive checkbox Notes Enter the currency code, up to 10-digit alpha numeric character code, for example CAN. Enter the description for the currency. Unchecked by default. Unchecked by default. Free form text field for notes and comments. 2. Click Save after you have finished. 25

26 Work Flow Stages This is the Master file of the possible Work Flow Stages. Each stage will have a Sequence Number that is sequential. There can be no concurrent stages. 1. Click Add to define a new Work Stage. Seq No Code Colors Up to 3 digit number. This is a required field and cannot be blank If Seq No has been duplicated the validation will be on Save of the record and message displayed Seq. No must be unique! OK and return the user to the Seq No set up screen. Up to a 10 digit alpha numeric value. This is a required field and cannot be blank. Up to a 50 digit alpha numeric value. This is a drop-down list field. When click to select to the colors, 3 tabs appear: Custom, Web and System. Custom allows the user the flexibility to select color and shade. Web full spectrum of color selections. System Windows systems colors, varying shades of gray. Select the color you want. Due Days # of Req d Approvals # of Req d Approvers Default value is 1. Can be set from 1 t0 999 days. This defines the number of days that the invoice can remain in this Workflow Stage. Default value is 1. Can be set from 1 to 99. This field defines the number of User Approvals are required for this Workflow Stage. See Required s button. Default value is blank. Can be set from 1 to 99. Based on the # of Approvals the user can define the # of Approvers. So for example if the # of Req d Approvals = 3, then the # of Req d Approvers = 2. Any 2 of the 3 Approvers must have Approved the invoice to move to the 26

27 Invoice Data Required checkbox GL Allocation Required checkbox Notes Inactive Checkbox Archive Checkbox next stage. See Required s button. When checked the Invoice Header information will be required to be completed before the Invoice can be Approved and moved to the next Workflow stage. When checked the GL Allocation will be required to be completed before the Invoice can be Approved and moved to the next Workflow stage. If GL Allocation Required is checked, then Invoice Data Required is also checked. Free form text field for notes and comments. Default is unchecked. When checked the Workflow Stage will be deemed Inactive. Default is unchecked. When checked the Workflow Stage will be deemed Archived and the Inactive will also be checked. 2. Click Save after you have finished. 27

28 Required s button This is a predetermined list of fields that are enabled based on the Invoice Data Required and GL Allocation Required checkbox s values. The new window opens when the button is selected. Table Invoice Header Company Invoice Header Invoice Document Invoice Header Supplier Invoice Header Invoice No Invoice Header Invoice Date Invoice Header Due Date Invoice Details Company Invoice Details Division Invoice Details Account No Invoice Details Amount If Invoice Data Required is checked, then the Invoice Header fields are enabled as shown. The Invoice Header, Company to Invoice Date are checked by default and cannot be changed by the user. The Invoice Header Due Date is unchecked by default. If unchecked, then when adding an Invoice the Due Date is not a required field. If checked, then when adding an Invoice the Due Date is a required field. 28

29 If GL Allocation Required is checked, then Invoice Header and Invoice Details fields are enabled. All the Invoice Details, Company to Amount are checked by default and cannot be changed by the user. Inactive checkbox - Default is unchecked. When checked the Table / will be deemed Inactive. Archive checkbox - Default is unchecked. When checked the Table / will be deemed Archived and the Inactive will also be checked. Notes - Free form text field for notes and comments. 29

30 Suppliers The recommended process is Download Suppliers from NEWSTAR Enterprise. Download Suppliers 1. Select Download Suppliers and click the Go icon. A message displays: This download will update ALL Suppliers! Do you want to continue? Yes / No button. If No is selected, then no records are downloaded and you are returned to the Suppliers main screen. If Yes is selected, then the download process commences. When download completed, an information box displays: # Records Added, # Records Updated, # Download Errors. Do you want to see details? Yes / No If No is selected, you are returned to the Supplier main screen. If Yes is selected, a new screen labeled Web Services Log opens and displays the list of Suppliers and Suppliers address. 30

31 Once the Supplier records are downloaded you can edit certain Supplier fields. Only the Account No, Website, Notes and Contact fields are available for edit. All other fields are disabled and if maintenance is required then this must be done in NEWSTAR Enterprise. Auto Approve checkbox - Default is unchecked. If checked then invoice will automatically be flagged as Approved and will not require going through the Workflow process. Comm Via - Used to define the method that will be used to communicate with the Supplier. This a drop-down selection list with the following selections: Print, Fax, , Web, Call, SMS or Other. This field can be left blank. The Inactive and the Archive flags are controlled by NEWSTAR Enterprise. For the Contact fields only the Job Title, Phone, Fax, Cell, Pager and fields are available for edit. 31

32 Assign Companies Based on the User this process is used to assign the Companies that the user will access and define Approval Limits and Approval Type. Highlight the user then select the User Company button and the Company Rules for User XXXX displays. The screen displays the following columns: Code Displays the Company Code. Company Displays the Company Name. Stage Use to Open the Company record. This is a Read Only record. Displays the default Stage that is associated to the selected User. 32

33 Use the Open icon to open the Stage Record. This is a Read Only record. Use the Inspect icon to see the full list of Stages. This would be used to change the Stage Code for the user. Highlight the Stage code and press to save change. Retroactive checkbox Approval Limit Approve Type Inactive checkbox Archive checkbox Notes Copy From Select User To remove the Stage code press. Default is unchecked. If checked then this allows the user to Approve an Invoice that is at any Workflow Stage below the User s Stage. This would allow the user once the invoice has been entered into to bypass all in between stages. Default value is blank. Approval limit can be set up to 99,999, dollars. Default value is View Only. This is a drop down pre-delivered list. The selections are: View Only Reviewer Approver Req d Approver Blank Default is unchecked. When checked the Company will be deemed Inactive. Default is unchecked. When checked the Company will be deemed Archived and the Inactive will also be checked. Free form text field for notes and comments. Have the ability to Copy the setup from another user. The Select User is a drop down list and will display all the Users that have Company User set up. 33

34 Company Users Based on the Company this process is used to assign the Users that will access the Company and define Approval Limits and Approval Type. Highlight the Company then select the User(s) button and the User for Company XXXXX displays. The screen displays the following columns: User Displays the list of all Users. Stage Displays the default Stage that the User is attached. Use the Open icon to open the Stage Record. This is a Read Only record. Use the Inspect icon to see the full list of Stages. 34

35 This would be used to change the Stage Code for the user. Highlight the Stage code and press to save change. Retroactive checkbox Approval Limit Approve Type Role Inactive checkbox Archive checkbox Notes Copy From Select Company To remove the Stage code press. Default is unchecked. If checked then this allows the user to Approve an Invoice that is at any Workflow Stage below the User s Stage. This would allow the user once the invoice has been entered into to bypass all in between stages. Default value is blank. Approval limit can be set up to 99,999, dollars Default value is View Only. This is a drop-down pre-delivered list. The selections are: View Only Reviewer Approver Req d Approver Blank Displays the User Role that is attached to the User file. Default is unchecked. When checked the Company will be deemed Inactive. Default is unchecked. When checked the Company will be deemed Archived and the Inactive will also be checked. Free form text field for notes and comments. Have the ability to Copy the setup from another Company. The Select User is a dropdown list and will display all the Companies. Select Company that to copy from and process. 35

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