Xline Web App Documentation

Transcription

1 Xline Web App Documentation A workbook for the Xline web application. 1. Introduction 1.1 Service description Xline Web App & Xline ERP Xline Web App is a mobile friendly web application that displays important commercial and financial information. It is an efficient decision making tool for businessmen and a valuable assistance to salespeople when they are visiting their clients. Additionally, the users of the application are able to fully manage CRM activities assigned to them from wherever they are. Xline Web App is named after Xline ERP. These two systems collaborate with each other but their scope is different. Xline ERP is a business application aimed at small and medium sized businesses (SMBs). It provides both System Enterprise Resource Planning and Customer Relationship Management (i.e. Customer data, Prospective customer data, Contact info and chart reviews, Salesmen Detail data, Campaigns, Detailed records of all actions, Tasks and Duties Calendar, Service requests). Xline ERP is developed by Altec Software. Xline Web App is a web application that provides real time, two way interaction with Xline ERP data. It extends part of the functionality and features of Xline ERP. It mostly consumes data received by the ERP. Thus, the Xline Web App depends on the ERP and the web services it exposes in order to be fully functional. The Xline Web App is developed by Tessera Multimedia. 1.2 Before you begin The intended purpose of the documentation is to explain the main features of Xline Web App and to highlight features that may not be obvious to first time users. The documentation is not exhaustive. This document is intended primarily for non technical users of Xline Web App. Prior experience with Xline ERP or any other ERP system is useful but not essential to use Xline Web App. Xline Web App is tightly tied to the XLine ERP. Therefore, frequent references will be made to Xline ERP throughout this document. However, providing an in depth description of Xline ERP

2 is outside the scope of this document. For a comprehensive description, refer to the documentation of Xline ERP (available in Greek only). 2. Permissions/Requirements you need Xline Web App works on all major desktop and mobile browsers. An internet connection is required to use the application. In order to use Xline Web App, an Xline ERP installation on a host that is available publicly is needed. Moreover, the custom module Xline on Android has to be installed on the Xline ERP. This module is provided by ALTEC (see catalog code 700 on Altec s pricelist). Note: If the subscription has been purchased through the MO BIZZ marketplace, then everything is pre installed and no further steps need to be taken to use Xline Web App. 3.Logging in 3.1 Using your credentials Every new session starts at the login screen (Fig. 1). On that page the user credentials are entered in order to authenticate. The login screen consists of 3 fields, a username, a password and a host: Username & Password: The username and password that the user acquired by the ERP administrator Host: The IP address or hostname where the Xline ERP installation is located. After completing the purchase of Xline Web App from the marketplace, the IP address of the host will be sent to the user by . The default username and password are altec/ altecand it is crucial that they are changed immediately upon purchase. 3.2 Using an Identity Provider Alternatively, the user can login using Google as Identity Provider using a Google account. The user will be redirected to Google s secure authentication page (Fig. 2) and after a successful login back to Xline Web App.

3 Figure 1. The login screen of Xline Web App. Figure 2. The login screen of Google after having been redirected from Xline Web App. 3.3 Logging in for the first time In case the authentication is accomplished through Google, two further steps are required in order to complete the sign in process. 1. Firstly, the activation key that has been sent to the user upon purchase from MO BIZZ marketplace is requested. (see Fig. 3) 2. Secondly, the Google account needs to be associated with the internal Xline ERP account by entering the Xline ERP username and password. (see Fig. 4) This association may be undone any time afterwards (refer to the Unlinking an account section). Note: User authentication via Google is strongly encouraged since it provides additional security while using the application.

4 Figure 3. Activating the account Figure 4. Associating your Google Account with your internal Xline ERP account. 3.4 Unlinking an account When a user is logged in using Google as an Identity Provider, an association between the user s Google account and the internal Xline ERP account has been created. However, the user may want to remove this association. For example, the user might want to use a different Google account. In order to unlink an account, go to Settings from the main screen (see Fig. 5) and then select Unlink account. Finally, the user will be asked to confirm the operation. 4 App Walk-through The Customers screen displays a list of customers who are registered on Xline s ERP CRM module (see Fig. 5). The list is not always complete, it contains only the customers the current user of Xline Web App has access to. By selecting one of the customers the application displays further information such as geographical category, occupational data, address, phone number and comments (see Fig. 6).

5 Figure 5. Customer list (assigned to user by Xline ERP) Figure 6. Customer details Through the customer s data screen the user may navigate through additional screens and view information about the customer s financial data and CRM information, search for available items or orders, get detailed information about customer s branches (if any) and display their position on a map. 4.1 Financial The Financial screen shows two types of information. Data related to transactions such as the customer s pricing policy scenario, payment terms and also discounts or surcharges a customer may have. Data related to a customer such as the customer s balance credit limits with values of the current accounting balance, total transactions, discounts (if any) and pending orders.

6 4.2 Branches On the Branches screen a list of all branches is displayed for the selected customer. By selecting a branch, more information is displayed, including the address of each branch, the name of the contact person, the name of the salesman and comments (see Fig. 7). Figure 7. Detailed info about a customer branch Figure 8. General information about the financial status of a customer. 4.3 Financial Data The Financial Data section displays detailed information about the financial data of a customer. The main screen shows general information (see Fig. 8) such as total turnover and balance values, open balance value, average time of ageing balance, paying off period. Additionally, through this section the user may navigate to relevant screens regarding pending orders,

7 unpaid documents, turnover per month and preference items. Each screen is described in the following paragraphs: Pending Orders Pending Orders show all orders that have not been completed yet. Information such as document name, date that the order was created, order balance and VAT value is displayed. Data related to pending orders may also be illustrated with charts by pressing the charts button. Unpaid documents This screen shows all unpaid documents of the selected customer. Information such as document name, date that the order was created, possible surcharges, order balance and VAT value is displayed. Data related to unpaid documents may also be illustrated with charts by pressing the charts button. Turnover per Month Turnover per Month screen provides information regarding the turnover made by the current customer during the last 12 months (see Fig. 9). Detailed information about the debit, credit, balance and turnover values for each month is displayed and compared to the corresponding data of the same month of the previous year. This information may also be illustrated with charts by pressing the charts button (see Fig. 10). Preference items Preference items are the most frequently ordered items by the customer. This screen displays a list of the 20 most frequently ordered items by the customer. Each item is displayed with its name, product code, price, number of the available units, retail and wholesale price and number of reserved and on order products. Preference items may be also displayed using charts.

8 Figure 9. Turnover per month for a selected customer in a list. Figure 10. Turnover per month for a selected customer in a pie chart. 4.4 Items / Orders This screen is used to search through all available products. The main search criteria are the product code and a description entered as free text. However, additional filters are available at the search form and can be used to narrow the search results. These filters are: Manufacturer CRM campaign CRM category ERP category Group categories The results screen shows information about the products found based on the search criteria. Each search result contains the code, description, wholesale and retail value. By selecting a

9 result, a new page is loaded with more details for that item (e.g. the category and group it belongs to, discount percentage). 4.5 CRM Data The CRM Data section displays information that was added to the CRM module of the Xline ERP for the selected customer. This section is organized into the following subsections: the available contact persons, the pending actions, the availables campaigns, comments or notes about the customer, bargains and offers that were created for that customer. These subsections are described below: Contacts The Contacts screen displays all available contacts that were stored in the CRM for a given customer. Each contact is described by the hierarchy position that this person has in the company and his or her personal information such as phone number. Pending Actions Pending actions are the actions that a company employee did for a customer and whose status is incomplete. For example, a salesman submitted an offer and the customer has not replied yet. This screen shows all pending actions for a customer by displaying the name of the action, the campaign used for this action, the date it was created, the estimated expiration date and its current status (e.g. Not started, In progress ). Campaigns The Campaigns screen displays the campaigns that were stored in the CRM system for a given customer. It contains information about the starting and ending date, its category, its status (e.g. Not started, In progress ) and the person in charge. Comments/Notes Comments and Notes is a feature of XLine ERP that allows a user to submit some quick info about a customer. This screen shows all comments and notes saved to XLine ERP along with the date they were created and a short description. Bargains The CRM module of XLine ERP stores the selling opportunities for a customer in a section named Bargains. Bargains are listed with additional information such as a short comment, bargain value, status (e.g. In progress, Offer ) and date. By selecting a bargain, all items (products) associated

10 with it are displayed (product code, description, quantity, price, discount if any and total value). Offers This screen shows all active offers for a customer. Each offer item is displayed with a short comment, its offer value, the creation date, the date it has to be delivered, its status (Open, Offer / Order, etc.), special terms that may occur and the pay off method. By selecting an offer, the application loads all associated products. Each product is displayed with its code, description, quantity, price per unit and total value. 4.6 Map All available address points of a customer (headquarters, branches, key people, etc.) are displayed on an interactive Google map (see Fig. 11). Figure 11. A map displaying a branch address