Mamut Enterprise Business Intelligence

Transcription

1 Mamut Business Software Additional Products & Enterprise Extensions Mamut Enterprise Business Intelligence Version 14 MBS.EXT.BIT.IE

2 Mamut Enterprise Business Intelligence Contents Additional Products and Enterprise Extensions... 3 Mamut Enterprise Business Intelligence... 4 Introduction... 5 The benefits of Mamut Enterprise Business Intelligence:... 5 About the Pivot Table... 7 How to Use the System Exporting Company Analysis to Excel Exporting to Pivot Analysing Activities Access to Additional Products and Enterprise Extensions Installing Example Database/Evaluating Additional Products More Information The Mamut Service Agreement Service and Support Mamut Academy... 19

3 Produced and distributed by: Mamut Ltd. Regus House Harcourt Centre Harcourt Road Dublin 2, Ireland Web: Sales: Tel: Support: Tel: Fax: Web: Mamut. All rights reserved. Right reserved to change the product. Mamut and the Mamut logo are registered trademarks for Mamut. All other trademarks are registered trademarks of their respective companies.

4 Additional Products and Enterprise Extensions ADDITIONAL PRODUCTS AND ENTERPRISE EXTENSIONS Mamut offers a number of Additional Products and Enterprise Extensions that allow you to use the program more efficiently. There are also a number of Additional Products that offer extra functionality connected to your website and webshop. Products such as domain and accounts can be used regardless of which Mamut program you are running. However, some products require that you own a program version from the Mamut Enterprise series. If you wish to find out more about which Additional Products and Enterprise Extensions are available for your Mamut system, please visit our home page at You can also call free on or send an e- mail to info@mamut.ie for more information. This manual is intended to provide you with a basic description of how the Enterprise Extension is set up, how to navigate through it, and how you can customise it to suit your own needs. You can at any time click Help or press [F1] in order to get help with the functionality in the program. We would also like to remind you about our website where you will find answers to the most frequently asked questions about Mamut. It is designed to make it as easy as possible for you to search for answers to any questions you may have - 24 hours a day. We are convinced that you and your company will reap great benefits from this easy-to-use program and its many additional products and extensions, which aim to help you simplify your day-to-day business. Best of luck with Mamut Additional Products and Enterprise Extensions! 3

5 Mamut Enterprise Business Intelligence MAMUT ENTERPRISE BUSINESS INTELLIGENCE Are you missing a particular report? Do you wish it were easier to present figures in an attractive way? With Mamut Enterprise Business Intelligence, you can generate graphic presentations of everything from simple standard reports to complex key-figure reports and sales figures. Mamut Enterprise Business Intelligence gives you a complete overview and ensures that you are constantly updated with the information that puts you in the driving seat and in full control. Having the right information means that you are always one step ahead, and in a position to make the necessary changes. A finance and information system contains a large quantity of information which can be generated into different reports. Used in combination with Microsoft Excel, Mamut Enterprise Business Intelligence retrieves this information and enables you to produce, compile and present the information in a faster, simpler and more attractive way. Mamut Enterprise Business Intelligence enables you to view the figures from different perspectives and with different levels of detail. You can also set up comparisons such as a graphical presentation of "which salesperson sold which products in which projects in which months" or compare accounting figures such as actual expense and income by project or department. Mamut Enterprise Business Intelligence will generate ready-to-use Microsoft Excel Pivot tables which can be analysed and processed. Pivot tables are a standard function in Microsoft Excel and can be used to automatically organise information from Mamut systems. This enables you to use the information to set up comparisons between the different information carriers, find patterns, analyse trends and present figures graphically. More information can be found at 4

6 Introduction INTRODUCTION The benefits of Mamut Enterprise Business Intelligence: Have the right information at your fingertips, analyse and create graphical presentations, be on top of situations and make the changes which are needed to increase profitability. Are you missing a particular report? Do you wish it were easier to present figures in an attractive way? With Mamut Business Intelligence, you can generate graphical presentations and analyse everything from simple standard reports to complex key figure reports and sales figures. Faster access to key figures always one step ahead A company is dependent on critical information to sharpen its competitiveness and help it to assert itself in the market. Mamut Enterprise Business Intelligence gives fast access to the right information across departments, and managers are able to obtain all the key figures they need in order to respond promptly and correctly. Simpler to analyse Used in combination with Microsoft Excel, Mamut Business Intelligence organises important information and enables you to produce, compare and analyse the information in a faster and simpler way. You can use Mamut Business Intelligence and the tables in Excel to look at the figures from different perspectives and levels of detail, and set up comparisons of data carriers of your choice. Attractive presentations The ready-to-use tables of key figures and functions in Excel also make it easier to present the figures in a more attractive and illustrative way. Persuade the management team to make the right decisions and motivate employees with appealing presentations. Enhance the company s competitiveness By using Mamut Enterprise Business Intelligence you gain a unique competitive advantage from being able to re-organise on the basis of correct analyses and decisions. Mamut Enterprise Business Intelligence guarantees that you have the time and capacity to motivate employees, think strategically and develop the company. 5

7 Mamut Enterprise Business Intelligence Areas of application: Management With Mamut Enterprise Business Intelligence, the management team will find it simple to extract key figures, such as trends, revenue and expense figures compared with budget figures, and to compare sales in different product or customer groups. Mamut Enterprise Business Intelligence gives you the information you need to make strategic decisions. Sales department Your sales department can use Mamut Enterprise Business Intelligence for analysis and budgeting. Each sales person s individual sales can be monitored by budgets, customers, products or projects/campaigns. Analyse trends: Are some sales people better than others at selling certain products or selling to certain customer groups? Who is better at making new sales and who is more successful at selling to existing customers? Mamut Enterprise Business Intelligence enables you to see trends and predict sales, which increases the efficiency of your sales staff. Marketing department Is your advertising and marketing working? Use Mamut Enterprise Business Intelligence to analyse sales from different campaigns and advertisements. Obtain a fast overview of which activities are most profitable for the business. Accounting department Accounting employees use Mamut Enterprise Business Intelligence to analyse income flows and set up actual against budgeted expenses. Which components of the business operations are most profitable and which activities are unprofitable? Mamut Enterprise Business Intelligence organises this information and enables you to produce, compare and present this information in a faster, simpler and more attractive way. What should you think about before getting started? One person in the company, probably the Accounting Manager, should start using Mamut Enterprise Business Intelligence. It is recommended that this person exports some reports to Excel in order to learn about using the Pivot functionality, adding figures to tables and creating graphical presentations. Before the company starts using the program, he or she should discuss with the management team which figures and analyses are important to the company and when these should be applied. Pivot tables Mamut Business Intelligence will generate ready-to-use tables in Microsoft Excel. Pivot tables are a standard functionality of Microsoft Excel. They are interactive tables which automatically organise data from the Mamut systems. If you are not familiar with Pivot tables, we recommend that you read about them on the Microsoft web pages: (external link). In any case, you will soon get the hang of it by practising extracting figures and using the table that appears in Excel. After a bit of practice it is simple to master the functions in Excel. User training The company s administrator should read this introduction and start using the system straight away. He or she should then arrange a training meeting for users. 6

8 About the Pivot Table ABOUT THE PIVOT TABLE The Pivot Table is the functionality which as a standard accompanies Microsoft Excel. This is an interactive table which automatically organises data from the Mamut Systems. If you are not familiar with the Pivot Table we recommend that you read more about how to use these on the Microsoft website: (external link). Selecting figures in the Pivot Table A number of figures and carriers will be visible in the Pivot table in Excel. You can use the functions in Excel for analysis by creating the tables and graphical presentations you want, and selecting the data carrier and diagrams/graphs to illustrate the figures. Example: You can set up an analysis of sales of the most important products distributed by sales person, customer, distributor and supplier (some of the suppliers are also wholesalers), and illustrate these graphically. Most of these figures already appear in the columns of the Excel sheet that has been created. 7

9 Mamut Enterprise Business Intelligence Add "our_ref" to the carrier, which is sales per sales person, from the PivotTable Field List. You do this by selecting the carrier and clicking Add to and selecting Row area from the drop-down list. Alternatively, you can select "our_ref" in PivotTable Field List and drag it to the row area in the table in the Excel sheet (next to the product row). You can then use the four best-selling products in the analysis. You will see the sales figures for all the products in the table in the Excel sheet. Select the four best-selling products in the drop-down menu in the Product cell. 8

10 About the Pivot Table Graphical display of figures in the Pivot table With the Pivot table functions in Microsoft Excel you can also illustrate the figures graphically. A new Excel sheet with a bar chart based on the figures in the table is generated. Pivot tables can seem complicated, but once you have mastered the technique, there are countless possibilities. The tables allow you to make all possible category combinations from the key figures in Mamut Business Software, so that you quickly find the connections you are looking for in relation to your business activities. Feel free to read up on how to use Pivot tables in Excel on the Microsoft web pages, after a little bit of practice it is simple to master the functions. The following link is useful for getting started with Pivot tables: (external link). 9

11 Mamut Enterprise Business Intelligence HOW TO USE THE SYSTEM Exporting Company Analysis to Excel Note! Mamut Enterprise Business Intelligence exports enable you to export business-critical figures from your database to tables in Microsoft Excel ready for analysis (requires minimum Microsoft Excel 9.0). This provides you with an alternative to standard reports, enabling you to see connections you do not find in the Report module. The export is carried out by the help of a wizard, where from you select the accounting year and data to be included in the report. You can select combinations of information from the: Customer ledger Supplier ledger Order and Invoicing Customer/Contact information Product Accounting The Export Wizard Start the wizard by selecting View - Status and Export Company Analysis to Excel. 1. Select an accounting year from the drop-down list. The export will include and compare figures from this year with the previous year (the year before the one you have selected here). Click Next. 2. Select which data you wish to base the analysis on. Separate spreadsheets will be created in a workbook for each category. Click Next to start the export. Figures from all the selected categories are exported and ready for transfer to Excel. 3. Click Complete to transfer the data to Microsoft Excel. When the spreadsheet is ready, Excel opens automatically. You can now compile the data or import them into the calculations you want. Remember to save the Excel sheet somewhere you can easily retrieve it. Separate spreadsheets will be created in one workbook for each report. A front page will be automatically generated and the workbooks are formatted in such a way that each report fits one page. All you have to do is print and staple together the sheets to make one booklet which you can distribute. 10

12 How to Use the System Default reports The reports are displayed on the different tabs in the Excel spreadsheet. Customer Ledger: The report Customer Ledger Statistics displays opening and closing balances for both the current year and the previous year as well as age groupings and customer ledger statistics. Supplier: The report Supplier Ledger Statistics displays opening and closing balances for both the current year and the previous year as well as age groupings in the supplier ledger. Invoice: The report Invoice and Turnover Statistics displays the turnover by period and by product group. 40 Customers: The report 40 Largest Customers contains the sales totals for the 40 largest customers for the current year and for all years. 40 Products: The report 40 Largest Products contains the sales totals for the 40 best-selling products for the current year and for all years. Statistics: The report Registration Statistics displays an overview of journal entries, contacts and orders/invoices that have been registered during the year. Exporting to Pivot The reports can be exported from View - Status. You can export several reports to Microsoft Excel, where they will be inserted into a Pivot table. You can choose between: Export of Sales Data to Pivot in Excel Export of Purchasing Data to Pivot in Excel Export of Financial Data to Pivot in Excel Pivot tables may seem complicated, but as soon as you master the technique, there are countless opportunities. You can compile all kinds of the category combinations that you find in Mamut Software Ltd, providing you with the output you need for your company. The export is carried out by the help of a wizard, in which you select a limited period from which the figures will be extracted from. Under Activities in the Contact management module, you can also export activity data to Pivot if you wish to analyse the data using a Pivot table. Read more below. 11

13 Mamut Enterprise Business Intelligence The export wizard 1. Start the wizard by selecting View - Status and select one of the options listed above. 2. Enter the From date and To date to indicate the time period you want data from. 3. Click OK to generate the Excel file. You can now continue to work with the data in the pivot tables or import them into the calculations you want. Remember to save the Excel sheet somewhere you can easily retrieve it. 12

14 How to Use the System Analysing Activities You can assemble a list of all activities and paste them straight into a Pivot table. You use a wizard to perform the export, and choose a limited period from which figures are retrieved. The wizard for exporting to Pivot 1. Start the wizard from View - Activity - Export of Activity Data to Pivot in Excel. 2. Enter the From date and To date to denote the period from which you want to get the data for. 3. Select setup in the drop-down menu below. This only determines the structure of the Pivot table when you open the Excel file. The same data is exported for all the selections and can be combined as you wish later. 4. Click OK to produce the Excel file. You can now continue to process the data in the Pivot table, or include it in the calculations you require. Remember to save the Excel sheet in a place where you can easily access it. 13

15 Mamut Enterprise Business Intelligence ACCESS TO ADDITIONAL PRODUCTS AND ENTERPRISE EXTENSIONS When you buy additional products, you will be sent a licence number for each of the additional products you have purchased. If you receive several licence numbers, you will first need to register the licence for the program itself. After that, you can continue with registering the licence number for the service agreement or other additional products. Note! When you register a licence number it is important to enter the licence number correctly in the same way as it appears in the letter/ you received. Be especially careful with the difference between the letter "O" and number "0". Our licence numbers do not contain the letter "O", only the number "0". If you have purchased an Additional Product or an Enterprise Extension after having installed and registered the program, you will usually be able to activate the licence by clicking Help - About and then clicking on Download licence file. Some Additional Products and Enterprise Extensions have to be registered for your company database or for certain users, who will be given access to the new functionality. After you have registered the licence for your additional product and restarted your Mamut system, you will have access to the licence administration area. To get there, go to Help - About - Manage licence information. Note! Find out whether the additional product is for a number of Users, Company Databases or All Users and Company Databases. How to manage access to additional products 1. Go to Help - About and select Manage licence information. 14

16 Access to Additional Products and Enterprise Extensions 2. Under Additional products, you will see a list of the products to which you have access. Select the product you want to manage and click Add. 4. Select a company database or user and click OK. Repeat this step if you want to add several. 5. Close the program and restart it. All additional product functionality is now available for the selected company database or user. Note! At the bottom of the page you can see how many licences you have for the additional product. You can add as many users/company databases as you have licences for. 15

17 Mamut Enterprise Business Intelligence INSTALLING EXAMPLE DATABASE/EVALUATING ADDITIONAL PRODUCTS Within the example database you are able to test the program without affecting your company data. You are also able to evaluate the various additional products and enterprise extensions before you purchase them. Within the wizard for first time start up of the program, you are able to select if you wish to install the example database. Many will have already installed the example database by using the wizard for Installing the Program. If you are unsure about this you can check by selecting File and Open Company database. A list will display installed company databases. If you are already a customer but wish to evaluate additional products or expanded products, you can do this by using the example database. To install the example database, select File - Database utilities and Install example database. Note! When you log on to the example database you will be able to select evaluation product and any available additional product for it. It is also possible to remove a company database from the installation by clicking Delete in the company database list. (File - Open Company Database). 16

18 More Information MORE INFORMATION The Mamut Service Agreement The Mamut Service Agreement ensures that you are prepared and have full control of all challenges you or your business may encounter. Updates following legislation changes We make sure that your Mamut system is always fully up-to-date with new laws and regulations, changes to tax-rates and official forms. Extensive user documentation for all such changes ensures that you can adapt to them quickly and easily. New functionality Mamut systems are developed and improved continuously in tune with technological advances, new industry standards and trends and feedback from our customers. You are always guaranteed a modern solution, which will simplify your working day. Mamut Support Centre We place great importance on providing a responsive and professional support department, which can promptly provide answers to your questions. Your Mamut Service Agreement entitles you to user support via telephone, , Internet or directly from within your program. Mamut Information Desk Within the program you will find an Internet-powered news channel that provides you with daily updates of information, news and user tips directly related to your program and area of business. The Mamut Information Desk lets you communicate directly with our support department as well. Tips for users At regular intervals, interested users will receive s with tips about using their Mamut system, news about the product range and other useful information. Mamut Knowledge Series Mamut publishes documents and advice on a range of areas including changes from the government, effective use of the system as well as new trends. Special offers Mamut gives you special offers on Mamut products as well as on suitable products from other market-leading software vendors. 17

19 Mamut Enterprise Business Intelligence Service and Support Mamut Service Agreement The service agreement gives you the right to make use of the Mamut Support Centre. Find out more about the Mamut Service Agreement below. Mamut Support Centre The Mamut Support Centre offers an extensive personal service programme to assist you whenever you may need help. Under the heading Support at you are also able to use the Article search database to find specific tips and tricks that will help you when trouble shooting within the program. Here you will also find a link to the 10 newest support articles and the 10 most read support articles. How to get in touch with the Mamut Support Centre Get in touch through the program The easiest way of getting in touch with the Mamut Support Centre is via the program. The Mamut Support Centre focus area allows you to search for answers and send new queries. The status of and answers to your query can be found in the same place. In order to utilise this feature within the program, you must be connected to the Internet. Get in touch by If you cannot find the answer you are looking for on the Mamut Information Desk or in the online article database you can send an to support@mamut.ie. Get in touch via fax If you do not have Internet access, you are able to send your query by fax to the Mamut Support Centre. You will receive an answer by fax as well. However, please do provide a telephone where you can be reached during working hours in case we need more information in order to solve your problem. Get in touch over the phone: Most questions can usually be answered in the course of a phone call but in special cases we may need to record the question and contact you once we have found the solution to your problem. Letters may be sent to: Mamut Ltd 1 Regus House Harcourt Centre Harcourt Road Dublin 2 18

20 More Information Mamut Academy Courses at Mamut Academy Mamut Academy is the name of the course activity offered by Mamut. Mamut Ltd. supplies complete solutions in financial management, sales and contact management, purchasing/logistics, human resources, time sheets/projects and tax/personal finance. The courses offered by Mamut Academy are for people who wish to work with Mamut and in associated fields as efficiently as possible. They therefore allow you and your colleagues to really make use of the abundance of functions in the Mamut systems; which will stimulate both your business along with the people using them! Online courses In addition to classroom courses Mamut also offers online courses. Online Courses are for those people who wish to participate in courses via the Internet. Here you are able to connect to the course via your office computer, with the possibility of connecting to a telephone conference with audio playback. It is worth noting that this course focuses on demonstrating/discussing the functionality, with exercises being performed on your own initiative once the course has been completed. If you require further details regarding dates and content of the courses offered, please contact us via phone or at academy@mamut.ie. 19