User Documentation Guide User Guide Version 3.0
Table of Contents JBCC Electronic Service Table of Contents...2 Introduction...3 Contact Information...3 Microsoft Office Access Basics...4 Menu Navigation...4 Access Record Navigation...4 Fields...4 Buttons...4 First Time Registration...5 Using the Application...6 Procedural Steps...7 1. Open application...7 2. Setup or edit a principle agent...8 3. Create a new project...9 4. View or update an existing project...10 5. View, create or edit a payment certificate using the data capture form...11 6. View, create or edit a payment certificate using the data capture form...13 Additional Facilities...14 Delete a project...14 View application version information...14 View contact information for accounts or support services...15 How to use the Tools menu...16 Errors...16 NB Notes...16 User Guide Version 3.0
Introduction The following document will guide you through how to use the Automated Payment Certificates Basic application. Contact Information If you need to contact us our details are below: Registration: (011) 704-6965 Support: (011) 704-6965 or tjaart@fh.co.za Accounts: (011) 704-6965 Fax: 086 653 0838 User Guide Version 3.0
Microsoft Office Access Basics JBCC Electronic Service Before you use the application you will be required to know the basics on how to use Microsoft Access. Menu Navigation This menu allows you navigate through each of the main screens. Just click on each menu item such as 'Home' etc to open that menu. Where there is a arrow pointing down, it indicates a sub menu with more options when you click on it. You may also access options from the main menu by clicking on the required item. Clicking on exist will close the program. Access Record Navigation You will see that each screen will have the following on the bottom left hand side of the screen. You will not be required to use this to navigate through the records. Please do not use this feature. Fields Certain fields contain added functionality that will help you enter in the correct data. This white field allows you to enter in a number. If there is no number then any text may be entered. The gray field indicates sum amounts that may not be edited. It is used to aid in viewing calculations. This is a date field which indicates to enter in the date as dd/mm/yyyy. Buttons Microsoft Access Incorporates a number of buttons that you need to know. Below is a table illustrating the functionality of each button. Each form contains 2 or more buttons. Either Update Record or Close or Open Certificate. Please note that the close button does not save your data. Please update before you click on the close button. These buttons are used to minimize the form to the task bar, make the window smaller or close the window completely. User Guide Version 3.0
First Time Registration The first time you open the application on your computer you will be required to enter in a registration key. Also if you move the application from one computer to another you will need to re-enter in the registration key. The application will automatically pick up if this is the first time you are running the application and will automatically open up the registration form as shown below. When this form opens please could you phone the number (011) 704 6965 and supply the helpdesk consultant with the Host Name on the form. They will then check it up on the system and give you a 6 digit key. Please enter in the key in the key field. Then please enter in your name where it indicated Captured By: and then finally on Save. If the registration is successful the following window will pop up to alert you that the registration was successful. Your registration is now complete and you may proceed to use the application. If the registration was not successful it will pop up a warning window to alert you. Please go back and check your details. User Guide Version 3.0
Using the Application JBCC Electronic Service Once you have successfully registered the following window will appear. This window is where you will start to work from. You may at any time click on View Help Guide if you get stuck. The procedural steps are outlined for you to follow: 1. Open application 2. Setup or edit a principle agent 3. Create a new project 4. View or update an existing project 5. View, create or edit a payment certificate using the data capture form 6. View and/or print the generated payment certificate There are additional facilities such as: 1. Delete a project and all associated certificates 2. View application version information 3. View contact information for accounts or support services 4. How to use the Tools menu You may also encounter errors and these will be explained. User Guide Version 3.0
Procedural Steps JBCC Electronic Service 1. Open application When you open the application the following window may appear. Just click on the Open and the main form will open as indicated below. User Guide Version 3.0
2. Setup or edit a principle agent JBCC Electronic Service You will need to setup a new principle agent. To do so please click on the "Principal agent setup" button on the top menu. That will open the data capture form where the new details may be entered as well as editing an existing principal agent. When the details have been entered please click on the "Update Record" box to save the form data. Then click on "Close" to return to the main screen. User Guide Version 3.0
3. Create a new project JBCC Electronic Service You will need to setup a new project To do so please click on the "Projects" button on the top menu. That will open a form where you can select, open or delete a project. Click on the "New Project" button to open the project data capture form. Fill in the details and click on "Update Record". Now click on "Close" to close the new project data capture form. User Guide Version 3.0
4. View or update an existing project To select a project you can either double click on the project in the text area or you may single click on the project and click on "Select Project". When you do that the project data capture form may open. From there you may update any details as well as select the payment certificate you wish to create or modify. User Guide Version 3.0
5. View, create or edit a payment certificate using the data capture form To create, update or view a new certificate click on the certificate button on the right hand side in the project data capture form. That will open the certificate data capture form. Please note only 1 form may be captured per project. Enter in the data and please ensure all amounts are correctly filled in. User Guide Version 3.0
If any fields are left out an error message will appear indicating a calculation error prompting you to complete all the fields. Grey fields are calculation fields which you are not required to fill in. When all the fields have been filled in, click on "Update Record". This will save the data and populate the grey fields with the calculations. User Guide Version 3.0
6. View, create or edit a payment certificate using the data capture form Once the payment certificate data has been captured and saved you can view the actual payment certificate report by clicking on "Preview Payment Certificate". This will open the certificate displaying all the values and this report may now be printed. To print document click on File on the top menu and then print. You may select the printer and proceed with printing the documents. To close the certificate just click on the small black X to close the window. If you click on the big red and white X it will close the entire application. User Guide Version 3.0
Additional Facilities JBCC Electronic Service Delete a project You may delete a project and all its associated certificates. To do this in the select project data capture form, select the project in the text area and click on "Delete". A message box will prompt you confirming to delete the project. Click on "Yes" to delete the project and all associated certificates and "No" to cancel. Once confirmed the following message will pop up to inform you that the project has been deleted successfully. User Guide Version 3.0
View application version information You can view the version number of the application by clicking on Help on the main menu bar and then on Version Info. The following window will open displaying the version information and the date it was released. User Guide Version 3.0
View contact information for accounts or support services You may view the contact information for support services, accounts, fax number etc. To open this form click on Help on the main menu bar and then on Contact Info. That will open the contact page with the details you may require. User Guide Version 3.0
How to use the Tools menu In the tools menu there are 2 options JBCC Electronic Service 1. Compact and Repair Database : This option will shrink the database to the smallest size possible and this help you save space on your computer. 2. Refresh Database Links: If you encounter an error indicating that it cannot find the database or a link is broken click on this option and it will automatically refresh the links and resolve the error. Errors If you encounter an error or any problems you are not sure of please contact our support desk and one of our consultants will be glad to assist. NB Notes Please take note of the following as this will affect how you use the application This application has been designed and tested to run on Microsoft Access 2000, Microsoft Access 2003 and Microsoft Access 2007. It will not run on any previous versions. If you are running any versions prior to 2000 please upgrade your version to a later version. If you have any data capture or payment certificate forms open and you click on (go back to) the Projects data capture form, the application will automatically close all payment certificates associated with that project. If you have any data capture or payment certificate forms open and you click on (go back to) the Select Projects form, the application will automatically close the Projects data capture form and all payment certificates associated with that project. User Guide Version 3.0