Integrated Business SolutionsIntegrated Business Solutions

Integrated Business SolutionsIntegrated Business SolutionsIntegrated Business SolutionsIntegrated Business Solutions

Volume 4

User Guide

Mantaray Software Sàrl

Version 6

May 2013

Mantaray User Guide

Page 2 of 91

Mantaray User Guide

Page 3 of 91

This document contains proprietary information that is protected by copyright. No part of this

document may be photocopied, reproduced, or translated without the prior written consent of

Mantaray Software. The information contained in this document is subject to change without

notice.

Mantaray Software provides this material as is and makes no warranty of any kind, expressed or

implied, including, but not limited to, the implied warranties of merchantability and fitness for a

particular purpose. Mantaray Software shall not be liable for errors contained herein or for

incidental or consequential damages (including lost profits) in connection with the furnishing,

performance, or use of this material whether based on warranty, contract, or legal theory.

Windows TM

is a trademark of Microsoft Corporation.

Copyright © 2001-2010 by Manuel Goeyers.

Copyright © 2010-2012 by Mantaray Software Sàrl.

Mantaray Software Sàrl

133, route de Diekirch

L-7220 Walferdange, Luxemburg

www.mantaray.lu

[email protected]

Mantaray User Guide

Page 4 of 91

Mantaray User Guide

Page 5 of 91

Contents

MANTARAY BASICS ......................................................................................... 9

Starting ............................................................................................................................................... 9

Navigation ........................................................................................................................................ 10

Toolbar .......................................................................................................................................... 11

Main Menu ..................................................................................................................................... 11

Preview Pane ................................................................................................................................. 11

Today ............................................................................................................................................. 12

Windows ........................................................................................................................................... 13

Maintenance Window ................................................................................................................... 13

Browse Window ............................................................................................................................ 15

Selection Window ......................................................................................................................... 16

BASIC DATA PROCEDURES ......................................................................... 19

Contacts ........................................................................................................................................... 20

Create a new contact .................................................................................................................... 20

Modify a contact............................................................................................................................ 21

Delete a contact ............................................................................................................................ 21

Items ................................................................................................................................................. 22

Create a new item ......................................................................................................................... 22

Modify an item ............................................................................................................................... 23

Delete an item ............................................................................................................................... 23

ADVANCED DATA PROCEDURES ................................................................ 27

Company Management .................................................................................................................... 27

Extended Contact Maintenance ................................................................................................... 27

Paperless Office ............................................................................................................................... 46

Documents .................................................................................................................................... 46

Task Management ............................................................................................................................ 54

Mantaray User Guide

Page 6 of 91

Tasks ............................................................................................................................................. 55

Business Opportunities ................................................................................................................... 59

Creating BO’s ................................................................................................................................ 60

Browsing BO’s .............................................................................................................................. 62

Project Management ........................................................................................................................ 63

Creating Projects .......................................................................................................................... 63

Assigning Project Tasks .............................................................................................................. 65

Follow-Up Project Tasks .............................................................................................................. 67

Phone Calls ...................................................................................................................................... 69

Create a Phone Call entry ............................................................................................................. 69

Timesheets ....................................................................................................................................... 71

Create a Timesheet Entry ............................................................................................................. 71

Printing the Timesheet ................................................................................................................. 72

Invoicing ........................................................................................................................................... 73

Invoice Setup ................................................................................................................................ 73

Invoice Proposals ......................................................................................................................... 80

Invoice Generation ........................................................................................................................ 81

Invoice ........................................................................................................................................... 84

Invoice Print .................................................................................................................................. 85

TABLE OF FIGURES ....................................................................................... 89

PART I

Mantaray Basics

Mantaray User Guide Part I: Mantaray Basics

Page 8 of 91


Page 9 of 91

Mantaray Basics This section will describe the basics in order to successfully use Mantaray.

Starting

The following procedure must be followed in order to start Mantaray:

Locate the application icon. This is usually located on the desktop or in programs/mantaray of the start

section in Microsoft Windows.

Select or double click the Mantaray icon . The Mantaray login will appear.

Figure 1 Login

Enter the following information:

1. User Identification: Enter an identification code of up to 8 characters. ID’s are defined by the

system administrator.

2. Password: Enter the password assigned by the system administrator or by yourself.

3. Database: Select the database to connect to.

4. Select the button.


Page 10 of 91

Navigation

The following sections explain how to navigate through Mantaray.

Figure 2 Main Screen

The Mantaray main screen is divided into 4 sections:

1. Toolbar

2. Main Menu

3. Preview Window

4. Today


Page 11 of 91

Toolbar

The toolbar section contains shortcuts to the most used programs in Mantaray. The contents may vary

according to the selected application or module. The toolbar also contains the following generic buttons:

Refresh the complete menu structure and Today section.

Refresh the Today section.

Show all dashboards in the preview pane.

Search the knowledge base for a specific word.

Main Menu

The main menu is located on the left side of the preview window and consists of two sections. The upper

section will offer a variety of programs. This section is context based on the choice you make in the bottom

section. In the bottom section, you can choose what kind of action you’d like to perform.

- Applications: Selecting this will show all installed programs ordered by installed application module.

- Organizer: Selecting this will show all the organizer functions used to maintain an office program.

- Office Tools: Selecting this will show all the office functions.

- Data Administration: Selecting this will show all programs used to enter basic data used in the

modular programs.

- Direct Data Acces: Selecting the DDA will show a graphical representation of your data in the form of

a tree structure.

- Manager Functions: Show all the programs the manager or administrator use to set up or manage

your data. This will only show to users with the appropriate rights.

- System Administration: Show all the programs the manager or administrator use to set up or

manage Mantaray. This will only show to users with the appropriate rights.

Preview Pane

The middle section of the main screen contains a zone where all kind of information can be viewed. This

information comes from different sources like scanned documents, primary data or customized reports and

views.

The data shown in the preview pane can be printed or saved to a RTF document.


Page 12 of 91

Today

The Today section contains all the business critical information that requires your attention as well as

reminders and task related information.

Select an item to show more information in the preview pane or right click the item to perform a specific

action in relation to the shown topic.


Page 13 of 91

Windows

There are 3 primary types of windows available in Mantaray.

- Maintenance Window

This type of window is used to enter new information into Mantaray or to edit existing information.

- Browse Window

This type of window is used to view the existing information.

- Selection Window

This type of window is used to select information to be used on a maintenance window.

Maintenance Window

This type of window represents the data in a form. Following the selected function data can be created,

modifies, deleted or viewed. Also, from within this type of window other related information can be viewed

by using so called “combo boxes”.

Figure 3 Maintenance Screen

A maintenance window can have two kind of states:

Viewing state

The information is displayed and other records can be displayed by using the navigation buttons.

When viewing information the following toolbar is displayed:


Page 14 of 91

Figure 4 Viewing Toolbar

The following functions can be selected from this toolbar:

Create a new record. Selecting this button will cause the toolbar the change to edit mode.

Modify the displayed record. Selecting this button will cause the toolbar the change to edit

mode.

Delete the displayed record.

View the first record.

View the previous record.

View the next record.

View the last record.

Print the selected record.

Select a special function from this combo box, if available.

Online Help, if available.

Selection window, if available.

Close the current window.

Edit state

The information can be entered or modified.

When editing information the following information is displayed:

Figure 5 Editing Toolbar


Save the created or modified information and return to viewing mode.

Cancel changes and return to viewing mode.

Cut the information to the clipboard.

Copy information to the clipboard.

Paste information from the clipboard.

Create a note for the selected information.


Page 15 of 91

Online Help, if available.

Selection window, if available.

Browse Window

This type of window represents the data in a list. From within the list the corresponding maintenance

window can be opened. Also, from within this type of window other related information can be viewed by

using so called “combo boxes”.

Figure 6 Browse Window

The following functions can be performed in this window:

Open the maintenance window and create a new record.

Open the maintenance window and modify the selected record.

Delete the selected record.

Print the current table.

Select the linked detail record, if available.

Close the current window.

Synchronize the table with MS Outlook, if available.


Page 16 of 91

Selection Window

This type of window represents data in a list. From within the list a record can be selected and the data is

then transferred to the summoning maintenance window.

Figure 7 Selection Window


Select the current record and return to the summoning maintenance window.

Cancel the selection and return to the summoning maintenance window

Open the maintenance window and create a new record.

PART II

Basic Data

Procedures

Mantaray User Guide Part II: Basic Data Procedures

Page 18 of 91


Page 19 of 91

Basic Data Procedures This section explains the procedures in order to add, modify and delete basic data located in the Data

Administration menu tree.

Access to basic data is done by using:

1. The quick buttons that appear on the Organizer toolbar.

2. The Organizer tree in the main menu

3. The Data Administration tree in the main menu

4. Dynamically through the application by calling a selection window.


Page 20 of 91

Contacts

Contacts are the center of Mantaray and your business and are therefore the most important piece of

information in your database.

Contacts can be physical persons, as well as companies.

Contacts are also the first step in creating customers, suppliers, employees, transporters, users and

salespeople.

Create a new contact

Use the following procedure to create a new contact person or company:

1. Go to the contact maintenance window, using one of the methods mentioned above.

2. The contact maintenance window will be opened in editing mode:

Figure 8 Contact Maintenance

Enter the information in the destined field. Note: If you want to make a company, leave the first, middle

and last name empty.


Page 21 of 91

3. Save the record by selecting the save button or cancel the changes by selecting the cancel button.

Modify a contact

Use the following procedure to modify a contact:

1. Go to the “Contact Browse” window using one of the methods mentioned above.

2. Select the contact you wish to change the data for. You can quickly jump to the desired contact by

typing in its name on top of the table.

3. Select the in the upper left corner to open the contact maintenance window in edit mode.

4. Modify the record and select either to save the modifications, or to cancel them.

Delete a contact

Deleting a contact will delete the actual record and all related information to the contact. However, a

contact that has invoices, orders, work orders and project tasks attached to it, can’t be deleted.

Use the following procedure to delete a contact:

1. Go to the “Contact Browse” window using one of the methods mentioned above.

2. Select the contact you wish to delete. You can quickly jump to the desired contact by typing in its

name on top of the table.

3. Select the in the upper left corner to delete the contact.


Page 22 of 91

Items

Item, or product, references are needed in order to sell, buy, manufacture or store goods. Even if you want

to invoice services, an item reference must be used.

An item reference contains all information about cost, pricing and storage conditions of the actual physical

good. An item can also be the identifier for a virtual good like a sub-product or a bill of materials.

Item references are created via “Item Maintenance”.

Create a new item

Use the following procedure to create a new item:

1. Go to the item maintenance window using one of the methods mentioned above.

2. The item maintenance window will be opened in viewing mode. Click to add a new item.

Figure 9 Item Maintenance

Fill out the necessary fields. You can leave the item number field blank if you want the system to create an

automatic number. Refer to the administration Guide for more information about product structures and to

the Reference Guide for detailed information on item fields.

3. Save the record by selecting the save button or cancel the changes by selecting the cancel button:


Page 23 of 91

Modify an item

Use the following procedure to modify an existing item:

1. Go to “Item Browse” using one of the methods mentioned above.

2. Select the item you wish to change the data for. You can quickly jump to a specific item by typing in

the item number.

3. Select the in the upper left corner to open the item maintenance window in edit mode.

4. Modify the record and select either to save the modifications, or to cancel them.

Delete an item

Deleting an item will delete the actual record and all related information of this item. However, if the item

reference has already been used on a Purchase, Sales and/or Work Order, it can’t be deleted.

Use the following procedure to delete an item:

1. Go to “Item Browse” using one of the methods mentioned above.

2. Select the item you wish to delete. You can quickly jump to a specific item by typing in the item

number.

3. Select the in the upper left corner to delete the item.

PART III

Advanced Data

Procedures

Mantaray User Guide Part III: Advanced Data Procedures

Page 26 of 91


Page 27 of 91

Advanced Data Procedures This section contains the procedures used to create and maintain application related data.

Company Management

Extended Contact Maintenance

The Contact Extended Maintenance is a window that consolidates data from different sources for a selected

contact person or company and is a part of the Company Management Module.

The following information is accessible:

- Company or contact person address information

- Statutory related information

- Juridical related information

- Relational data like

o Shareholders

o Assets

o Contacts

o Directors

o Service providers

o Subsidiaries

- Documents

- Tasks

You can open the Extended Maintenance window by selecting “Maintenance” in the application “Company

Management”.

The Contact Extended Maintenance window will now appear.


Page 28 of 91

Figure 10 Contact Extended Maintenance

Contact address

The above section will show the contacts name and address. The name is also used in the search function to

identify the contact.

Several tabulators are displayed based on the type of contact that is showing.

Contact person address

The following tabulators are displayed when the selected contact represents a physical person:

Company address

The following tabulators are displayed when the selected contact represents a company other than a

customer:

Customer address

The following tabulators are displayed when the selected contact represents a managed company or customer:


Page 29 of 91

Data procedures

Just like regular contacts, managed contacts can be created from the company management module. In fact,

each created contact from the company management program will also be located in the contact maintenance

window and vice versa.

Figure 11 Contact Extended Maintenance

Create a New contact

In order to create a new contact person or company use the following procedure:

1. Select the button on the toolbar;

2. The contact maintenance window will be opened in edit mode;

3. Enter the required information into the fields;

4. Save the record by selecting the button.

Create a New Customer

In order to create a new customer or managed company use the following procedure:

1. Select the button from the toolbar;

2. The contact maintenance window will be opened in edit mode;

3. Enter the required information into the fields;


Page 30 of 91

4. Save the record by selecting the button;

5. Select from the combo box the function .

Modify a Contact

In order to modify an existing contact, company or customer use the following procedure:

1. Select the button from the toolbar;

2. Edit the required information in the fields;


Delete a Contact

Contacts cannot be deleted from within this window. Please, refer to the contact basic data procedures in

order to delete contacts.

Window Frames

The following frames can be displayed following the selected tab.

General

This frame summarizes the most important information about a managed company:

Figure 12 Contact Extended Maintenance - General


Page 31 of 91

The following special functions are available from within this frame:

• Add or remove a director to the directors table by using the and button.

• Add or remove a shareholder to the shareholders table by using the and button.

• Double-click on the directors or shareholders name to jump to its record.

Statutory

This frame contains all statutory information of the selected customer:

Figure 13 Contact Extended Maintenance - Statutory


Page 32 of 91


• Add, edit or remove a director to the directors table by using the , and button.

• Double-click on the directors name to jump to its record.

Banks

This frame contains the list of bank accounts belonging to the select customer:

Figure 14 Contact Extended Maintenance - Banks


• Add, edit or remove a bank account to the bank accounts table by using the , and button.

• Double-click on the banks name to Jump to its record.


Page 33 of 91

Shareholding

This frame contains the information in relation to the shareholders.

Figure 15 Contact Extended Maintenance - Shareholding


• Add, edit or remove a shareholder to the shareholders table by using the , and button.

• Double-click on the shareholders name to Jump to its record.


Page 34 of 91

Assets

This frame contains the assets related information:

Figure 16 Contact Extended Maintenance - Assets


• Add, edit or remove a subsidiary from the table by using the , and button.

• Double-click on the subsidiary to Jump to its record.

• Add, edit or remove an asset from the table by using the , and button.


Page 35 of 91

Contacts

This frame contains the list of contact persons working for the select company:

Figure 17 Contact Extended Maintenance - Contacts


• Add, edit or remove a contact from the table by using the , and button.

• Double-click on the contact name to Jump to its record.


Page 36 of 91

Compliance

This frame contains the list of legal documents completed or not by or for the selected customer:

Figure 18 Contact Extended Maintenance - Compliance


• Add or remove a document from the table by using the and button.

• Add or remove a reminder related to the compliances by using the and button.

Relations

This frame contains the list of known relation to the selected customer:


Page 37 of 91

Figure 19 Contact Extended Maintenance - Relation


• Add, edit or remove a contact from the table by using the , and button.

• Double-click on the relations name to Jump to its record.


Page 38 of 91

Documents

This frame contains the list of scanned or imported documents in relation to the select customer.

Figure 20 Contact Extended Maintenance - Documents


• Add, edit or remove a document from the table by using the , and button.


Page 39 of 91

Accounting

This frame contains the declarations in relation to the select customer.

Figure 21 Contact Extended Maintenance - Accounting


• Choose the type of accounting.

• Add declarations.


Page 40 of 91

Reminders

This frame contains a list of active reminders in relation of the contact.

Figure 22 Contact Extended Maintenance - Reminders


• Add, edit or remove a reminder from the table by using the , and button.


Page 41 of 91

Tasks

This frame contains the list of tasks executed or to be executed for the selected contact. Tasks are classified by

type.

Figure 23 Contact Extended Maintenance - Tasks


• Add, edit or remove a task from the table by using the , and button.


Page 42 of 91

Reports

This frame contains the list of closed milestones and their corresponding reports of the selected customer:

Figure 24 Contact Extended Maintenance - Reports


Page 43 of 91

History

The following list contains a detailed journal of all changes done to this contact.

Figure 25 Contact Extended Maintenance - History

BusDev

This frame contains the information regarding business development related to the customer.

Figure 26 Contact Extended Maintenance - BusDev


Page 44 of 91

Projects

This frame contains a list of projects related to the customer.

Figure 27 Contact Extended Maintenance - Projects


• Add, edit or view a project from the table by using the , and button.


Page 45 of 91

Notes

This frame contains a list of meeting notes related to the customer.

Figure 28 Contact Extended Maintenance - Notes


• Add, edit or view a meeting note from the table by using the , and button.


Page 46 of 91

Paperless Office

This section shows you how you can maintain a paperless office by using Mantaray. It offers a variety of ways

to create a clear knowledge base in which you can find your documents.

Documents

You can add documents to the knowledge base in many different ways:

- By using the module “Document Management” in the section “Office Tools”.

- Dynamically from other maintenance windows

- By accepting documents that appear in your Today window.


Page 47 of 91

Document Management

Navigation

You will find the module “Document Management” in the section “Office Tools”. Within that module, there are

3 main applications that you will use:

- Document Maintenance: This window is used to create, modify and delete documents.

- Document Browse: This window will provide an overview of your existing documents.

- Scanning: This window will allow the user to quickly search, scan and archive multiple documents you

have lined up.

Create a new document

Follow these steps to create a new document, using the “Document Management” module:

1. In your main menu, go to Office Tools > Document Management > Maintenance. A maintenance

window will open.

Figure 29 Document Maintenance

2. Complete the data in the necessary fields.

3. Add the document file in one of the following ways:

a. Drag and drop the document in this window

b. Enter the directory path of the file in the field “File”


Page 48 of 91

4. Save the changes by clicking .

Modify an existing document

To modify the data of an existing document, follow these steps:

1. Go to Office Tools > Document Management > Browse. A browse window with all your documents

should appear.

Figure 30 Document Browse

2. Search the document you wish to modify.

a. You can sort documents by title, date and category.

b. Filter your documents by category or binder to ease your search.

c. You can search a certain document by typing its title in the search box.

3. Click to modify the selected document. The maintenance window will now open.

4. Edit the data at your own discretion.



Page 49 of 91

Delete an existing document

To delete a document entirely, follow these steps.

1. Go to Office Tools > Document Management > Browse. A browse window with all your documents

should appear.

2. Search the document you wish to delete.

a. You can sort documents by title, date and category.

b. Filter your documents by category or binder to ease your search.

c. You can search a certain document by typing its title in the search box.

3. Delete the data by clicking .

4. Mantaray will ask for a confirmation. Click ‘Yes’ to accept.

5. A prompt will appear, asking you if you want to delete the file attached to it. If you don’t accept this

action, the file will still exist in the database, but the registry will be gone.


Page 50 of 91

Document import

Documents can be linked to projects, contacts, contracts and damage cases. If you do this, the documents will

appear in their respective windows. You can easily add, modify and delete documents from within these

windows.

Navigation

To dynamically import documents, open a maintenance window of one of the four basic data. You can find

them in specific places.

Figure 31 Document Import - Contact Maintenance


Page 51 of 91

Import a new document

To import a new document, follow this procedure:

1. Go to the document overview.

2. Click to add a new document. The document dropbox will appear.

Figure 32 Document Dropbox


4. Add the document file in one of the following ways:

a. Drag and drop the document in this window

b. Enter the directory path of the file in the field “File”


Modify an existing document

To edit an existing document, follow this procedure:


2. Select the document you wish to edit and click .

3. Edit the data in the necessary fields and save the changes by clicking .


Page 52 of 91

Delete an existing document

To delete an existing document, follow this procedure:


2. Select the document you wish to delete and click .

Accepting Documents

Mantaray has the possibility to monitor folders and archiving the documents that are within those folders.

Navigation

Accepting document files is as easy as looking in your Today panel. Whenever documents are present in the

folders you are monitoring, Mantaray will show them there.

Figure 33 Accepting Documents - Today


Page 53 of 91

Add a document to the knowledge base

You can add a document to the knowledge base, or archive it, by following these steps:

1. Right-click the document in the Today panel.

2. Select the option “Accept Document” from the contextual popup. An acceptance window will now

open and Mantaray will analyze the document.

Figure 34 Document Acceptance Maintenance


4. Save and archive the document by clicking .


Page 54 of 91

Task Management

Tasks are the ideal way to distribute work between your resources and to follow up their progress.

They can be created and viewed in several ways, from the DDA or by using one of the task management

programs.

Task statuses are used in order to indicate its progress and is therefore the ideal way of communication

regarding task advancement.

A task can have the following status:

• New

When newly created this status is automatically assigned.

The task will not appear in the today pane.

• Planned

When the date planned and due date are set this status is automatically assigned.


• Pending

This status needs to be set in order to indicate that the task is ready to be started.

The task will appear in the today pane.

• In Progress

This status is set in order to indicate that the task has been started.


• On Hold

This status is set in order to indicate that the task has been set on hold.


• Waiting

This status is set in order to indicate that the user is waiting for action or information in order to

complete the task.


• Finished

This status is set in order to indicate that the task has been finished.


• Closed

This status is set in order to indicate that the task has been finished and ready to be archived.



Page 55 of 91

Tasks

Tasks can be viewed, created and edited in multiple ways:

- Via the Organizer menu

- Dynamically through other maintenance windows

- From the Today panel

Navigation

Organizer menu

Figure 35 Task Management – Organizer

To open a task maintenance or browse window, follow this procedure:

1. Select the section “Organizer” at the bottom left of your main menu

2. There are two possibilities to open a maintenance or browse window

a. Open the module “Tasks” and select the application.

b. Select the application from the toolbar at the top of the window.


Page 56 of 91

Dynamic navigation

When filled out completely, a task will be shown in the customer, project, contract and damage case

maintenance windows. From these windows, you can also add, modify or delete tasks.

To do so, follow this procedure:

1. Open a maintenance window.

2. Navigate to the tabulator “Actions” or “History”.

3. Choose the sub-tabulator “Tasks”. You will see an overview of all linked tasks to that registry.

4. Here you can add, edit or delete a task by pressing , or respectively.

Today panel

Figure 36 Task Overview – Today

Tasks with an active status appear to the owner of the task in the Today panel. Dubbleclick the task twice to

open the task and showing the details.


Page 57 of 91

Create a new task

To create a new task, follow this procedure:

1. Open the task maintenance window by following one of the ways explained in the chapter

“Navigation”.

2. Click on to open a new task.

3. Enter the required data in the necessary fields.

Figure 37 Task Maintenance

4. Save the task by clicking on .


Page 58 of 91

Modify an existing task

Tasks need to be updated regularly to show the progress in the statistic windows.

Follow this procedure to modify a task:

1. Open the task browse window via the main menu.

Figure 38 Task Browse

2. Select the task you wish to update.

3. Click on to open the task in a maintenance window.

4. Edit the data and save the changes by clicking on .

Delete a task

Follow this procedure to delete tasks:

1. Open the task browse window via the main menu.

2. Select the task you wish to delete.

3. Click on .


Page 59 of 91

Business Opportunities

Use business opportunities to keep track of your commercial activities and business proposals.

By using BO’s you can have an overview to who and how your sales team are communication towards

potential customers.

Business opportunities can generate reminders in order to re-launch contacts toward potential customers.

A project can be created from within a business opportunity in order to trace activities when required.


Page 60 of 91

Creating BO’s

In order to create a new opportunity use one of the following procedures:

Using Business Opportunities Maintenance

1. Select “Business Opportunity Maintenance” from the Office Tools menu;

2. Select the button ;

The maintenance windows will change to creation mode.

Note that an opportunity number is generated, you can change this number as long it is unique.

3. Update the required fields;

Figure 39 Business Opportunity Maintenance

4. Select the button in order to save the records to the database.

If configured, Mantaray will create up to 3 reminders in order to follow-up the BO’s.

Refer to Volume 2 – Administrator Guide for more information about automatic reminders.

Using DDA

1. Right-Click a contact from the DDA tree;


Page 61 of 91

2. Select “Add Opportunity”;

3. The “Business Opportunity Maintenance” window will be opened in creation mode.


Page 62 of 91

Browsing BO’s

Use the following procedure in order to browse for opportunities:

1. Select “Business Opportunity Browse” from the ERP menu tree;

2. The BO Browse Window is opened;

Figure 40 Browse Opportunities


Page 63 of 91

Project Management

Use Project Management in order to trace activities and tasks for customers and by resources.

With projects you can plan long-term tasks, resource actions and control budgets.

Creating Projects

In order to create a new project use one of the following procedures:

Using Project Maintenance

1. Select “Project Maintenance” from the Applications menu tree;

2. Select the button;

The maintenance window will change to creation mode.


Figure 41 Project Maintenance


Page 64 of 91

Figure 42 Project Maintenance - Advanced

Note that some of the fields are mandatory like Project and Mission.


Using Company Management

1. From the company management window, navigate to the Project tab;

2. Select the button next to the project table;

3. The Project Maintenance window will be opened in creation mode;




Page 65 of 91

Assigning Project Tasks

Project Tasks are used to plan and keep track of activities in direct relation of projects.

Use the following procedure in order to create and assign a project task:

Using Project Task Maintenance

1. Select “Task Maintenance” from the Applications menu tree;




Figure 43 Project Task Maintenance


Page 66 of 91

Figure 44 Project Task Maintenance - Planning

Note : The minimun fields required are : Project, Task, Description, User.

Please refer to “Volume 3 – Reference Guide” fo more information about tasks.



Page 67 of 91

Using DDA

1. 1.Right-click a project from the DDA tree;

2. Select “Add Project Task”;

3. The “Project Task Maintenance” window is opened in creation mode;



Follow-Up Project Tasks

Use the following procedure in order to verify the progress of a project task:

1. Select “Task Query” from the ERP menu tree;

2. The Project Tasks Are Listed in the query window;


Page 68 of 91

Figure 45 Project Task Query

3. Select the modify econ in order to modify the project task;

The maintenance window will be opened in modification mode.

4. 5.Update the required fields;



Page 69 of 91

Phone Calls

Use the Phone Calls utility in order to record incoming and outgoing telephone calls.

Create a Phone Call entry

In order to log an incoming phone call use one of the following procedures:

Using Phone Call Maintenance

1. Select “Phone Call Maintenance” from the Organizer menu;




Figure 46 Phone Call Maintenance



Page 70 of 91

Using DDA

1. 1.Select a contact from the DDA or today tree;

2. Select “Add Phone Call”;

3. The “Phone Call Maintenance” will be opened in creation mode;



Using the Toolbar

1. 1.Right-Click the button on the main toolbar;

2. An overview of all your registered phone calls will appear on the Today Preview Pane

Action buttons in Preview Pane do not work. Maybe add in a double-click feature? Double-clicking it will open

maintenance screen.


Page 71 of 91

Timesheets

Use the timesheet (or task activities) to encode the time spend for customers or company related work.

Create a Timesheet Entry

Use the following procedure in order to add an entry in your timesheet.

Using Timesheet Entry

1. In the Applications menu, select Project Management > Timesheets > Registration.

2. Today’s Timesheet is opened

Figure 47 Timesheet Registration

- Click on the first empty line in order to create a new entry.

- By default the selected period is the actual day. In order to enter date for another date select the

appropriate filters.

3. Update the required information and click on any other line in order to accept the entry. Column “R” is

there for the manager to reject a task in the timesheet. He will then be prompted to add a comment,

upon which the user can update and add the task again.

Using the Toolbar

1. Click on the timesheet button on the main toolbar.

2. Today’s Timesheet is opened ;

3. Update the required information and click on any other line in order to accept the entry.


Page 72 of 91

Printing the Timesheet

Use the following procedure in order to print your timesheet:

1. Select “Timesheet Entry” from the “Time Reporting” sub-menu;

2. Today’s Timesheet is opened

3. Select the appropriate filter in order to select the timesheet period to print;

4. Click the print icon.


Page 73 of 91

Invoicing

Invoice Setup

Customers

Use the following procedure in order to maintain customer invoicing parameters:

1. Select “Customer Invoicing Browse” from the “Customers” sub-menu;

2. The selected window is opened;

Figure 48 Invoicing Settings

3. Update the required information.


Page 74 of 91

Resources

Use the following procedure in order to maintain resource invoicing parameters:

1. Select “Resource Browse” from the “Resources” sub-menu;

2. The selected browse window is opened;

Figure 49 Resource Selection

3. Select the Item you want to update and select the button;

4. The selected maintenance window is opened;


Page 75 of 91

Figure 50 Resource Maintenance

5. Update the required information;


Items

Use the following procedure in order to maintain items:

1. Select “Item Browse” from the “Items” sub-menu;

2. The selected browse window is opened;


Page 76 of 91

Figure 51 Item Browse

3. Select the Item you want to update and select the button;

4. The selected maintenance window is opened;

Figure 52 Item Maintenance


Page 77 of 91

Figure 53 Item Maintenance - Pricing

Figure 54 Item Maintenance - Accounting

5. Update the required information;



Page 78 of 91

Invoice Schedules

Use the following procedure in order to maintain invoice schedules:

1. Go to Applications > Invoicing > Schedules > Query.

2. The selected query window is opened;

Figure 55 Invoice Schedule Query

3. Use the edit buttons at the bottom of each table in order to add , edit or delete information;

4. Close the window.

Invoice Numbers

In order to change the document numbering use the following procedure:

1. Select “System Control File” from the “Manager Functions” sub-menu;

2. The Control File window is opened;


Page 79 of 91

Figure 56 Control File - Sales

Figure 57 Controle File - Accounting


Page 80 of 91

Figure 58 Control File - Defaults

3. Edit the required information by selecting the button;

4. Save you changes by selecting the button.

Invoice Proposals

In order to review invoice proposals a window has been developed that will show you the following

information:

• Customer

The selected customer.

• Invoice Proposals

The proposed lines for invoicing.

• Timesheet Details

The timesheet detail from the selected proposals.

• Invoice History

The invoicing history.

In order to review the proposals use the following procedure:

1. Go to Applications > Invoicing > Proposals > Review

2. The Sales Invoice Proposal Review window is opened;


Page 81 of 91

Figure 59 Sales Invoice Proposal Review

3. The following can be changed in this window:

• Adjustment

Enter the adjustment amount. Note that an automatic adjustment will be applied into the

disbursement line when configured in the item setup.

• Set ‘Ready to Invoice’

Toggle the first switch in the table in order to allow automatic invoicing.

• Set ‘Consider as Invoiced’

Toggle the last switch in the table in order to consider the line as invoiced. Automatic invoice will

not occur for this line and the line will disappear from the proposals.

4. Print the verification report.

Invoice Generation

This procedure will generate invoice proposals originating from:

• Customer Timesheets

• Project Timesheets

• Invoice Schedules

Use the following procedure in order to generate invoices:

1. Go to Applications > Invoicing > Proposals > Generator.


Page 82 of 91

2. The Invoice Proposal Generator window is opened;

Figure 60 Sales Invoice Proposal Generator

3. Select the Customer, Binder, Project or Task for which you want to generate proposals. If left empty, all

will be taken in consideration.

4. Enter the invoice date.


Page 83 of 91

5. Select the source from where the proposals should be generated.

• Schedules

Also enter the schedule to generate.

• Timesheets

Also enter the range of dates.

• Project Timesheets

Also enter the range of dates.

6. Enter an optional reference. This reference will be writen on the actual sales invoice.

7. Select if you want a simulation or real time generation.

8. Select if you want to merge the same invoice references together.

9. Select the “Generate” button and select optionally, but not recommended, the “Invoice” button. When

selecting the “Invoice” button the validation process will be skipped.


Page 84 of 91

Invoice

Figure 61 Sales Invoice Browse

Figure 62 Sales Invoice Maintenance


Page 85 of 91

Invoice Print

Figure 63 Sales Invoice Print

PART IV

Table of Figures

Mantaray User Guide Part IV: Table of Figures

Page 88 of 91


Page 89 of 91

Table of Figures Figure 1 Login ........................................................................................................................................................... 9

Figure 2 Main Screen ............................................................................................................................................. 10

Figure 3 Maintenance Screen ................................................................................................................................ 13

Figure 4 Viewing Toolbar ....................................................................................................................................... 14

Figure 5 Editing Toolbar ......................................................................................................................................... 14

Figure 6 Browse Window ....................................................................................................................................... 15

Figure 7 Selection Window .................................................................................................................................... 16

Figure 8 Contact Maintenance .............................................................................................................................. 20

Figure 9 Item Maintenance ................................................................................................................................... 22

Figure 10 Contact Extended Maintenance ............................................................................................................ 28

Figure 11 Contact Extended Maintenance ............................................................................................................ 29

Figure 12 Contact Extended Maintenance - General ............................................................................................ 30

Figure 13 Contact Extended Maintenance - Statutory .......................................................................................... 31

Figure 14 Contact Extended Maintenance - Banks ................................................................................................ 32

Figure 15 Contact Extended Maintenance - Shareholding .................................................................................... 33

Figure 16 Contact Extended Maintenance - Assets ............................................................................................... 34

Figure 17 Contact Extended Maintenance - Contacts ........................................................................................... 35

Figure 18 Contact Extended Maintenance - Compliance ...................................................................................... 36

Figure 19 Contact Extended Maintenance - Relation ............................................................................................ 37

Figure 20 Contact Extended Maintenance - Documents ....................................................................................... 38

Figure 21 Contact Extended Maintenance - Accounting ....................................................................................... 39

Figure 22 Contact Extended Maintenance - Reminders ........................................................................................ 40

Figure 23 Contact Extended Maintenance - Tasks ................................................................................................ 41

Figure 24 Contact Extended Maintenance - Reports ............................................................................................. 42

Figure 25 Contact Extended Maintenance - History .............................................................................................. 43


Page 90 of 91

Figure 26 Contact Extended Maintenance - BusDev ............................................................................................. 43

Figure 27 Contact Extended Maintenance - Projects ............................................................................................ 44

Figure 28 Contact Extended Maintenance - Notes ................................................................................................ 45

Figure 29 Document Maintenance ........................................................................................................................ 47

Figure 30 Document Browse ................................................................................................................................. 48

Figure 31 Document Import - Contact Maintenance ............................................................................................ 50

Figure 32 Document Dropbox ............................................................................................................................... 51

Figure 33 Accepting Documents - Today ............................................................................................................... 52

Figure 34 Document Acceptance Maintenance .................................................................................................... 53

Figure 35 Task Management – Organizer .............................................................................................................. 55

Figure 36 Task Overview – Today .......................................................................................................................... 56

Figure 37 Task Maintenance .................................................................................................................................. 57

Figure 38 Task Browse ........................................................................................................................................... 58

Figure 39 Business Opportunity Maintenance ...................................................................................................... 60

Figure 40 Browse Opportunities ............................................................................................................................ 62

Figure 41 Project Maintenance ............................................................................................................................. 63

Figure 42 Project Maintenance - Advanced .......................................................................................................... 64

Figure 43 Project Task Maintenance ..................................................................................................................... 65

Figure 44 Project Task Maintenance - Planning .................................................................................................... 66

Figure 45 Project Task Query ................................................................................................................................. 68

Figure 46 Phone Call Maintenance ........................................................................................................................ 69

Figure 47 Timesheet Registration .......................................................................................................................... 71

Figure 48 Invoicing Settings ................................................................................................................................... 73

Figure 49 Resource Selection................................................................................................................................. 74

Figure 50 Resource Maintenance .......................................................................................................................... 75

Figure 51 Item Browse ........................................................................................................................................... 76

Figure 52 Item Maintenance ................................................................................................................................. 76


Page 91 of 91

Figure 53 Item Maintenance - Pricing ................................................................................................................... 77

Figure 54 Item Maintenance - Accounting ............................................................................................................ 77

Figure 55 Invoice Schedule Query ......................................................................................................................... 78

Figure 56 Control File - Sales ................................................................................................................................. 79

Figure 57 Controle File - Accounting ..................................................................................................................... 79

Figure 58 Control File - Defaults ............................................................................................................................ 80

Figure 59 Sales Invoice Proposal Review ............................................................................................................... 81

Figure 60 Sales Invoice Proposal Generator .......................................................................................................... 82

Figure 61 Sales Invoice Browse .............................................................................................................................. 84

Figure 62 Sales Invoice Maintenance .................................................................................................................... 84

Figure 63 Sales Invoice Print .................................................................................................................................. 85