Manual EG2003 360 Gettingstarted

Exact Globe 2003 | Getting Started

BATCH 360

Getting Started

The information provided in this manual is intended for internal use only. Exact Group B.V. has carefully selected the content of this document. However, the content may not always represent reality or may become out-dated. Information may be changed or updated without notice. Exact Group B.V. may also make improvements and/or changes in the products, prices and/or the programs described in this manual at any time without notice. Exact Group B.V. shall not be liable for the accuracy of any of the examples included and procedures described in this document, nor shall Exact be liable for any ensuing damage or loss of any nature whatsoever arising from or relating to its use. No part of this manual may be reproduced, published and/or transmitted in any form or in any way, electronically, by print photocopy, microfilm or any other means, without the prior written consent of Exact Group B.V. © Copyright Exact Group B.V. All rights reserved. All trademarks mentioned herein belong to their respective owners. Exact Software® is a registered trademark of Exact Group B.V.

II

EXACT GLOBE 2003: GETTING STARTED

BATCH 360

Preface Welcome to Exact Globe 2003, batch 360 release!

This user manual includes all the information you need to work with Exact Globe 2003 effectively. The goal of this manual is to help users get quickly acquainted with the product and its possibilities, and is set up in such a way that anyone can benefit from it and not much experience is needed to get started. We are confident that with this user manual, your company will quickly reap the benefits of Exact Globe 2003. As it is our goal to deliver quality documentation, please find the feedback form at the end of the manual should you have any feedback or recommendations for this manual. Alternatively, you can also fill in a feedback form on the customer portal.

Enjoy working with Exact Software!

Jan-Willem Schalkwijk Marketing Director Exact Holding N.V

Please find the feedback form on page 115


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IV


CONTENTS

Section 1: Introduction to Exact Globe 2003 1.1

Software market in the last 20 years

3 3

1.2

Chronological development

4

1.3

Exact Globe 2003

6

Section 2: Installation 2.1

System and software requirements for Exact Globe 2003 2.1.1 System requirements 2.1.2 Software requirements

11 12 12 13

2.2

Standalone workstation installation

14

2.3

Installing MSDE database with the create company wizard 2.3.1 What if the MSDE installation fails? 2.3.2 What if the MSDE fails to start up?

17 20 20

2.4

Network installation

21

2.5

Installing MSDE or Microsoft SQL Server 2000 2.5.1 Installing MSDE 2.5.2 Installing Microsoft SQL Server 2000 2.5.3 Enterprise Manager

24 24 25 32

2.6

Installing SQL Service Pack 3

34


V

Section 3: Creating a company 3.1

Creating a company 3.1.1 Downloading license file 3.1.2 Administrator and company data

39 40 42 43

3.2

Navigating within Exact Globe 2003 3.2.1 Main menu 3.2.2 Tool bar 3.2.3 Application menus

46 46 55 56

3.3

Creating users, roles, and rights 3.3.1 Administrator 3.3.2 Creating users 3.3.3 Creating roles 3.3.4 Copying roles 3.3.5 User rights

57 57 57 58 61 62

Section 4: Management

VI


4.1

Backing up, restoring, and copying companies 4.1.1 Some important information 4.1.2 Creating a backup 4.1.3 Restoring a backup 4.1.4 Copying a company

65 65 68 68 70 73

4.2

Updating to the latest version 4.2.1 Network updating 4.2.2 Workstation updating

74 74 77

CONTENTS

4.3

License renewal 4.3.1 Through Exact Globe 2003 4.3.2 Through Exact Customer Portal 4.3.3 What if the license is not updated?

Section 5: Introduction to Exact Globe 2003

78 78 80 81

5.1

Help function 5.1.1 Release notes and help documents 5.1.2 Toolbar buttons 5.1.3 Search and language

85 86 87 87 88

5.2

Release notes

89

5.3

Maintenance Agreement

89

5.4

Personalized service 5.4.1 Support through phone 5.4.2 Support through the internet 5.4.3 Support through Exact Software Resellers

90 90 90 93

5.5

The Exact Customer Portal 5.5.1 Password and logging on 5.5.2 Searching for requests and documents 5.5.3 My account data

94 95 97 98


VII

5.6

FAQs about Customer Portal 5.6.1 How do I set the language? 5.6.2 How do I change the password? 5.6.3 How do I create and maintain contact persons? 5.6.4 How can I get online support? 5.6.5 How do I see a few web pages together? 5.6.6 How do I add Customer Portal to Favorites?

Section 6: Introduction to Exact Globe 2003 6.1

Consultancy service

107 108

6.2

Custom solutions

108

6.3

Exact e-Synergy, the ultimate workflow solution Synergy, the Exact Globe 2003 enhancer 6.3.1 Exact e-S 6.3.2 Internal and external communication portals 6.3.3 Structured management of unstructured information 6.3.4 Real-time information 6.3.5 Coordinated workflow 6.3.6 Multi-company system 6.3.7 Try it!

108 109 109 111 111 112 113 113

Feedback form

VIII


100 100 101 102 102 103 104

115

SECTION 1

Introduction to Exact Globe 2003

2

SECTION 1 | INTRODUCTION TO EXACT GLOBE 2003

SECTION 1

1. Introduction to Exact Globe 2003 This section provides an introduction to Exact Globe 2003; and how it has developed since its primitive version during the Microsoft DOS days until today's a truly integrated multi-functionality business software solution. The topics covered are as follows: 1.1 Software market in the last 20 years 1.2 Chronological developments 1.3 Exact Globe 2003

1.1 Software market in the last 20 years The software market for business solutions has evolved dramatically over the past two decades. This has been the consequence of technological advancements, in particular, the rapid increase in data storage capacity and the processing speed of computers, the migration from the use of standalone computers to networked computers and the internet, and the transformation of computing landscape from DOS to Windows. In addition to technological advancements, the business software market has also been driven by the ever increasing demanding expectations of the users. What used to be just meant for recording financial data electronically is now expected to facilitate optimization of business processes, improvements in monitoring and controlling operations, and providing realtime information for strategic planning. As a leader in providing business software solutions, Exact Software always keeps itself abreast with these latest developments in technological advancements and market demands, with the sole purpose to provide its customers with only best-in-class solutions that align with contemporary best practices. Stages of software development have always been characterized by what the prevailing technology can offer. The upgrading of Exact Software products is no exception and follows the different advancement phases of information technology. The following describes the chronological developments of the Exact products.


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1.2 Chronological developments The DOS era started software development and it was succeeded by Windows. Exact Software has existed since the DOS era and therefore its products have also undergone the similar transformation.

Exact for DOS Exact for DOS, the first range of products to be developed by Exact Software, was first developed Account to meet the need in the market to as E-A Account was computerize financial accounts. E-A well received and customers had progressively requested more and more functionalities. To serve the customers better, various modules were Account. However the capability of computer and that of database software were quite limited added to the original E-A Account. While links were used to enable data transfers then, the additional modules were run separate from the core E-A from one component to another, eliminating duplicated data entry work, the operation however required extra processes. With the advent of Windows, the limitations of DOS became apparent. The graphic capability of DOS is so limited that even simple graphical layouts and the use of certain fonts are impossible, not to mention, graphic-user interface. Furthermore, the support of DOS applications by newer operating systems came to an end when Microsoft Windows XP arrived. It was inevitable that Exact for Windows had to be developed.

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SECTION 1

Exact for Windows The emergence of Exact for Windows primarily represents a step forward in technology for the product. The trends then were a preference for using Windows and a growing need for more information and hence larger databases. Exact for Windows aligned to these trends. It conformed to the graphic-user interface standards of Windows and incorporated extensively layouts with attractive graphics, pictures and fonts. To confront the demand to process a larger database, worsen by the use of graphical data, Exact for Windows was among the firsts to store databases on the server to allow fast access and reliable storage via the client-server technique. The moving forward from Exact for DOS to Exact for Windows was basically a technological evolution. Exact Software was aware that many system design issues of business information systems were not addressed. These system design issues were not only concerning Exact products alone; but rather they are generic issues concerning every business information system. These issues were due to most generic systems were (and are still) not truly integrated and as such they provided: • many isolated, non-integrated subsystems • many applications but little and fragmented information • many data in many isolated, non-integrated databases but little and fragmented information In other words, they involved very high investments on the many subsystems, applications and databases, but very low returns of little useful information. Such generic systems were highly not cost-effective and there would be hardly any return on investment if not none.

Exact Globe 2000 To resolve these issues, Exact Software realized that just by developing Exact for Windows 3.x and higher would not bring forth the desired solution, but rather a revolutionary out-of-the-box approach to system design was needed. The revolutionary solution must have the users in mind and provide them with business operations efficiency to achieve true cost reduction. And Exact Software eventually came up with such a revolutionary solution and called it "One-X X". One-X X uses the idea of oneness of database. The one database is centrally stored and it is accessible to everyone real-time X architecture was directly without any unwanted processes to store and retrieve the information. And this revolutionary One-X incorporated in the third-generation Exact Globe 2000.


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1.3 Exact Globe 2003 Exact Globe 2003 is the next upgrade of the 2000 version. Its design X principle, and in addition was refined to abide closer to the One-X many enhancements were incorporated. These enhancements are described in the following.

Real-time information. Quick decisions. The ultimate purpose of using information systems is to obtain realtime, complete, accurate information to facilitate business decision making. Exact Globe 2003 ensures real-time availability of precise information to quicken the business decision-making process. In fact, it offers more than that by giving users a glimpse into the future. Via the system, cash flow position of the immediate future is readily available basing on the current committed sales and purchases. Such forecasts further enhance effective control and management.

One source. Accurate information. The accuracy of information has always been a concern for many companies. Frequently, different sources give rise to X architecture of Exact Globe 2003 requires all information be structured and stored conflicting information. The unique One-X in one central location accessible to everyone. So that there is only one for every piece of information and hence subject to less different interpretations, if not none.

Digital archive. Easy access. The digital archive makes its information available wherever it is needed. No errors are introduced as original source documents are directly available. Time spent to retrieve information is also minimal.

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SECTION 1

Integrated system. Straightforward process. The search and reference options available facilitate easy linking of financial entries, performing checks and preparing periodic reports. Related processes are integrated and many entries are processed automatically and entered into the respective financial accounts. The Accountancy functionality available makes communication on financial figures with the accountant a straightforward affair.

More functionalities. Total solution. Exact Globe 2003 has incorporated the following additional functionalities which are not found in the 2000 version, hence giving the user a total solution to manage their business. • Customer Relationship Management • Production • Service Management • Internal Use • Material Planning • Human Resource Management and Payroll


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8


SECTION 2

Installation

10

SECTION 2 | INSTALLATION

SECTION 2

2. Installation This section covers the system and software requirements for Exact Globe 2003, and how the software application is installed. The topics covered are: 2.1

System and software requirements for Exact Globe 2003 2.1.1 System requirements 2.1.2 Software requirements

2.2

Standalone workstation installation

2.3

Installing MSDE database with the create company wizard 2.3.1 What if the MSDE installation fails? 2.3.2 What if the MSDE fails to start up?

2.4

Network installation

2.5

Installing MSDE or Microsoft SQL Server 2000 2.5.1 Installing MSDE 2.5.2 Installing Microsoft SQL Server 2000 2.5.3 Enterprise Manager

2.6

Installing SQL Service Pack 3


11

2.1 System and software requirements for Exact Globe 2003 The system and software requirements of Exact Globe 2003 are described in the following.

2.1.1 System requirements Exact Globe 2003 can be installed on standalone and networked systems. The minimum and preferred system requirements are shown below: System Requirements

System

12

Minimum

Preferred

Standalone

• Microsoft Windows 2000 Professional SP 1 /Microsoft Windows XP Professional or Home Edition/Microsoft Windows NT 4 Workstation Service Pack 6a (SP6a) • 233 MHz Pentium PC • 128 MB RAM • CD-ROM drive • 750 MB free memory space (for full installation for small company) • Screen resolution 1024×768 • Microsoft Internet Explorer 5.01 and Microsoft Excel 2000 or Excel XP • Internet connection and e-mail address for software updating • External backup medium, e.g. CD-RW or ZIP drive

• Microsoft Windows 2000 Professional, Service Pack 3 (SP3) or higher/Microsoft Windows XP Professional Edition or Home Edition • 750 MHz or higher Pentium PC • 256 MB RAM • CD-ROM drive • 750 MB free memory space (for full installation for small company) • Screen resolution 1024×768 • Microsoft Internet Explorer 5.01 or higher and Microsoft Excel 2000 or Excel XP • Internet connection and e-mail address for software updating • External backup medium, e.g. CD-RW or ZIP drive

Network server

• Microsoft Windows NT Server version 4 SP 6a/Microsoft Windows 2000 Server/Microsoft Small Business Server 2000/Microsoft Windows Terminal Services/Microsoft Windows 2003 and SP 3 installed for Microsoft SQL 2000 Server/Citrix Metaframe XP • 233 MHz Pentium PC • 256 MB RAM • CD-ROM drive • 750 MB free memory space (for full installation for small company) • Microsoft Internet Explorer 5.01 • Internet connection and e-mail address for updating network installation • External backup medium, e.g. CD-RW or ZIP drive

• Microsoft Windows 2000 Server/Microsoft Small Business Server 2000/Microsoft Windows Terminal Services/Citrix Metaframe XP/Microsoft Windows 2003 and SP 3 installed for Microsoft SQL 2000 Server • 750 MHz or higher Pentium PC • 512 MB RAM • CD-ROM drive • 750 MB free memory space (for full installation for small company) • Microsoft Internet Explorer 5.01 or higher • Internet connection and e-mail address for updating network installation • External backup medium, e.g. CD-RW or ZIP drive


SECTION 2

System Requirements

System

Minimum

Network workstation

• Microsoft Windows 2000 Professional SP 1 /Microsoft Windows XP Professional Edition/ Microsoft Windows NT 4 Workstation SP 6a • 233 MHz Pentium PC • MB RAM • 750 MB free memory space (for full installation for small company) • Screen resolution 1024×768 • Microsoft Internet Explorer 5.01 and Microsoft Excel 2000 or Excel XP

Preferred • Microsoft Windows 2000 Professional SP 1 or higher/Microsoft Windows XP Professional Edition • 750 MHz or higher • 256 MB RAM • 750 MB free memory space (for full installation for small company) • Screen resolution 1024×768 • Microsoft Internet Explorer 5.01 or higher and Microsoft Excel 2000 or Excel XP

2.1.2 Software requirements The software requirements of Exact Globe 2003 for both standalone and networked systems are shown below. System

Software Required

Standalone

• Exact Globe 2003 • MSDE

Network Server

• Exact Globe 2003 • MSDE (for 1 to 4 workstations) or Microsoft SQL Server 2000 (for more than 4 workstations) • Service Pack 3

Network Workstation

• Exact Globe 2003

Exact Globe 2003 requires Microsoft SQL 2000 or higher version to operate on. Depending on the number of users or workstations in the installation, the version of Microsoft database server supplied to the customer is one of the following: • For 1 to 4 workstations — MSDE (Microsoft SQL Desktop Engine) version with a maximum database size of 2 GB • For 5 to 29 workstations — full Microsoft SQL Server with Per Seat licensing mode for a specified number of devices or users. • For 30 workstations and above — full Microsoft SQL Server with Processor License for 1 processor. • For any other license required, customers are advised to contact Microsoft or its partners. Note: Exact Globe 2003 does not operate on Microsoft SQL Server 7.0 or Microsoft SQL Server 2000 on a single server. SECTION 2 | INSTALLATION

13

2.2 Standalone workstation installation The installation of Exact Globe 2003 on the workstation is described here. Please note that for standalone system MSDE also needs to be installed in the standalone workstation (refer to 2.3 Installing MSDE with create company wizard). Use the following steps to install Exact Globe 2003 in the standalone system. Run the installation CD in the standalone computer and locate the following folder and open it.

14


SECTION 2

Select the required language version of Setup_ ( being the language code, see tip below) and double-click it for the following screen. Language: The last two characters of the Setup file name specifies the default language to be used in Exact Globe 2003 installed.

• • • • •

AE for American English DE for German ES for Spanish FR for French NL for Dutch

Specify the installation as follows: • Product line — Indicates the software to be installed: Exact Globe 2003 Enterprise • Release — Indicates the release of the software to be installed: 360 • Install mode — Specify: CD workstation installation • Local installation directory — Indicates the directory the software will be installed; click to specify another directory

Click OK to proceed to install; the following message appears indicating the system is checking for files to be installed.


15

Let it proceed and the following message appears asking whether to continue with the installation.

Click Yes to proceed with the installation or No to exit without installation. Once the installation is completed the following message appears.

Click Yes to start Exact Globe 2003 immediately or No to exit without starting Exact Globe 2003.

16


SECTION 2

2.3 Installing MSDE via the create company wizard For standalone system, MSDE must also be installed on the standalone computer together with Exact Globe 2003. It must be installed before the company database can be created. The following create company wizard appears when the newly installed Exact Globe 2003 is started up.


17

Two options of location are provided to create the company database. For installation on a standalone system, select My computer (the standalone system, as there is no network server involved). Click Next and the following screen appears.

18


SECTION 2

Run the Exact Globe 2003 installation CD-ROM; and click Next to proceed to the next screen.

Click Finish to start the MSDE installation. Once installation is completed, a message appears requesting to restart window to create a new company database. Click Restart Windows to restart PC in order to use MSDE. The SQL-server icon should be seen at the bottom right-hand corner of the Windows taskbar. If the icon is not seen, start up the Service Manager of Microsoft SQL Server through the Windows Start and All Programs menus.


19

2.3.1 What if the MSDE installation fails? The lack of a network card can cause the MSDE installation to fail. This problem can be solved by installing a "virtual" network card.

2.3.2 What if the MSDE fails to start up? Double-click the stopped-SQL-server icon at the bottom Windows taskbar for the screen on the left.

Click left

20


Start/Continue to start MSDE; the screen changes to the that as on the

SECTION 2

Click to close the screen. The Globe 2003 is now ready for use.

running-SQL-server icon should appears in the bottom Windows taskbar, and Exact

Tip: It is advisable to activate MSDE when PC starts up; this can be done by ticking the Auto-start service when OS starts checkbox.

2.4 Network installation Installing Exact Globe 2003 on the network server is similar to that for workstation (refer to 2.2 Workstation installation above), except for specifying the Install mode as CD network installation instead of CD workstation installation (see below).


21

Once the server is installed with Exact Globe 2003, proceed to installing the software on the workstations as follows. Browse to locate the newly installed Exact Globe 2003 on the server; open the folder.

Locate the Exact Software directory and double-click to run the wsetup.exe file within. The following screen appears.

22


SECTION 2

The default settings for installation on the workstation are provided, however the user may alter the Local installation directory as mentioned earlier. Click OK to proceed with the installation. Again the system will check the number of files to be installed and displays the following message.


23

Click Yes to continue with the installation. Once completed the following message appears. Restart the PC and Exact Globe 2003 is ready for use.

2.5 Installing MSDE or Microsoft SQL Server 2000 Depending on the size of the network, either MSDE or the full Microsoft SQL Server 2000 needs to be installed on the server. The following describes the installation of the two database software.

2.5.1 Installing MSDE To install MSDE from the installation CDROM, double-click to run the Setup.exe file in the MSDE folder in the CD-ROM. After the installing, proceed to create the company database and prepare access by users.

24


SECTION 2

2.5.2 Installing Microsoft SQL Server 2000 The following describes how Microsoft SQL Server 2000 is installed for the optimum running of Exact Globe 2003. While the example is based on Microsoft Windows NT 4, the installation on Windows 2000 Server is similar. The following are prerequisites for installing Microsoft SQL Server 2000. • Service Pack 6a or higher is available on Microsoft WINDOWS NT 4. • Internet Explorer Version 5.0 or higher is available. Once these prerequisites are met, proceed to install Microsoft SQL Server 2000 as follows. The user that logs in will be assigned as the administrator of the database server. Locate the SQL Server 2000 Components folder in the Microsoft SQL 2000 CD and run the Install Database Server file within. The following screen appears.

Click Next > to go to the next screen.


25

Select Local Computer and then click Next > .

Select Create a new instance of SQL Server, or install Client Tools and then Next >.

26


SECTION 2

Name — Enter a suitable user name. Company — Enter the name of the company. Once done, click Next > to proceed. The software license agreement for the database server will appear. Read through the agreement, and click Yes to accept the terms and conditions. The screen then prompts for a license code.

Enter the license code and then click Next >. If the required Internet Explorer is available the next screen appears.


27

Select Server and Client Tools and then Next > .

The screen requests the user for an Instant Name, but for installing Microsoft SQL Server 2000 for the first time, select the Default option (and instant name is not needed) and click Next > to proceed to the following screen.

28


SECTION 2

Always select the installation type as Typical to ensure all the necessary components are installed, although the installation directory may be altered if necessary. Once done, click Next >.

Select Use the same account for each service Auto start SQL Server Service and Use a Domain User account, and then specify the Username, Password and Domain. Ensure the password is same as the one use to log in earlier, otherwise the following message will appears.


29

Click Next in the Services Accounts screen to get to the Authentication Mode screen.

Select Mixed Mode (Windows Authentication and SQL Server Authentication) to use the both authentication; and the Add password for sa logins fields and checkbox are activated.

30


SECTION 2

Enter a password for the sa or system administrator and confirm it. Mixed mode authentication hence enables two login passwords for full-right access to perform all tasks, changes and settings to the system. The use of blank for the password is highly not recommended - i.e. do not tick the Blank Password (not recommended) checkbox. After confirming the new password, click Next > to proceed to the Choose Licensing Mode screen. Select the licensing mode according to the number of workstations in the network (refer also to 2.1.2 Software requirements): • For 5 to 29 workstations, select Per Seat for [specified number of] devices. • For 30 or more workstations, select Processor License for [ 1 ] processors (enter a 1 for number of processors). For the use of additional processes, a license extension from Microsoft is needed. The same applies when the SQL server is needed for applications besides Exact Globe 2003. The abridged version of MSDE can be used for installations with up to 4 workstations. After selecting the licensing mode click on Continue to start the installation process. Restart the serve to activate the SQL server software.


31

2.5.3 Enterprise Manager A proper setup should allow users who can log in the network to access to the SQL server. To do that, locate via the Windows Start and All Programs menus the Enterprise Manager of Microsoft SQL Server and run it.

Logins via Microsoft The following screen appears. In the left window, navigate by clicking to expand the folders to locate SQL Servers, SQL Server Group, the user server, and Security. In the right window, the information of users who are currently logged in to the SQL server is displayed.

32


SECTION 2

Right-click in the right window for the pull-down menu; select New Login… and the following screen appears.

Click for a selection list. Select Domain Users for the list and click Add and then OK to exit. In the previous screen click OK again to complete the process. Now each domain user who can log in to the network can log in to the SQL server.


33

2.6 Installing SQL Service Pack 3 For Exact Globe 2003 to function on Windows 2000 server or Windows NT, Service Pack 3 (SP3) must be installed. And SP3 can only be installed after installing Microsoft SQL 2000 server. To install SP3, first locate its folder in the Microsoft SQL Server CD. Open it and double-click to run Setup.bat within; the following screen appears.

Click Next > to proceed to install SP3 on the current server. The software licensing agreement appears; read it and click Yes to accept the terms and conditions of the agreement. Then click Next > to accept the default sample name for the installation. In the screen shown below, select the option used to log in to the SQL server.

34


SECTION 2

Click Next > after the login option. In the screen that follows, select the option of Upgrade Microsoft search and apply SQL Server 2000 SP3 (required) and then click Continue. The next screen prompts user whether to send information to Microsoft when problems are encounter. It is optional and the choice will not affect the functioning of the SQL server. Click OK to exit. The system then checks the files to be copied for installation; and prompt user whether to proceed with the installation. Click Next > to start the SP3 installation. Once all the files are installed, the system advises the user to back up the databases when substantial changes have been made to them.

All the required software is now completely installed and Exact Globe 2003 is ready to be deployed. In the next section, descriptions are given relating to the necessary initial tasks of creating a company database and users, and assigning users roles and rights, and how to navigate within Exact Globe 2003.


35

36


SECTION 3

Creating a company

38

SECTION 3 | CREATING A COMPANY

SECTION 3

3. Creating a company Among the tasks necessary to get started with Exact Globe 2003 is to create the database for the company. This section describes the topics relating to creating a company database. The topics are: 3.1

Creating a company 3.1.1 Downloading license file 3.1.2 Administrator and company data

3.2

Navigating within Exact Globe 2003 3.2.1 Main menu 3.2.2 Tool bar 3.2.3 Application menus

3.3

Creating users, roles, and rights 3.3.1 Administrator 3.3.2 Creating users 3.3.3 Creating roles 3.3.4 Copying roles 3.3.5 User rights


39

3.1 Creating a company To create a new company database, go to [File, New company]; the following Create company wizard screen appears.

Select either to install the new company database in: • My computer (the computer's name and the SQL server version are displayed). • Server with Microsoft SQL Server 2000

Note: If no company database has been created, the wizard will starts up immediately after Exact Globe 2003 has started up.

Then click Next, for the following screen to enter information about the new company.

40


SECTION 3

Company no — Enter a unique number (ranging from 000 to 999) for the new company. Description — Enter a suitable description (up to 60 characters) for the new company. Database directory — Select the location to store the new company database. • If My computer option has been selected earlier, the location shown is an existing directory (folder). • If Server option has been selected earlier, the SQL databases default folder is used. Select either of the licenses to be used: • License file and specify the license with which the database is created (refer also to Downloading a license file below) • Demo license (Limited time use) for a demo trial company and to explore other modules free of charge for 90 days.


41

3.1.1 Downloading license file When the License file option has been selected earlier, the license file needs to be downloaded. Note that license file is available either through • the Customer Portal (see Document ID 04.448.118); or • the software (see Document ID 04.448.115) To download the license file, click

at the end of the License file field; the following screen appears:

There are two options to download the license file.

— Click the download the license file via the internet; the following screen appears.

Customer code — Enter the appropriate customer code Password — Enter the password And then click Download.

Note: Internet connection is needed for this option. Password is e-mailed to the customer after the purchase of Exact Globe 2003.

— Click to browse and locate the license file from the PC

42


SECTION 3

3.1.2 Administrator and company data Once the license file has been attached, proceed with the creation of a new company database as follows. Click Next for the screen below.

Select I accept the terms in the license agreement and then click Next.


43

Here the data of the user who will be the administrator for the new company database are entered. Employee ID — Enter employee number (ranging from 1 to 999999999). Login name — Not editable; it indicates the network login name used to start Exact Globe 2003. Full name — Enter the user's full name. Legislation — Specify the required legislation. Five options to create the new company database are available. • Company with master data — select to create a new company database with master data including a standard general ledger account scheme and standard journals. • Empty company — select to create a new empty company database. • Demo company — select to create a new company with demo database. • Import data — select to create a new company by importing data from a previous Exact Globe version. • Copy company — active only when there is another company opened in the system; it is used to copy the master data of the opened company to the new company to be created. Click Next to continue. 44


SECTION 3

Click Finish, and the new company is created; it can be opened with the network login name.


45

3.2 Navigating within Exact Globe 2003 Exact Globe 2003 provides a comprehensive set of menus and buttons for users to navigate around. The main menu, main buttons, and application menu are described in the following.

3.2.1 Main menu Exact Globe 2003 comes with the top main menu options of File, Edit, View and Help. The descriptions of the options are given below.

File The functions of the submenu options are described below. Open company… — Select to open a company database. Exact Globe 2003 restarts whenever a new company database is opened. The company database number appears on top of the screen (shown below).

Close company — Select to close the opened company database. New company… — Select to create a new company (refer to 3.1 Creating a company). Delete company… — Select to delete a company database; the following screen (an example) appears.

46


SECTION 3

Backup/Restore/Copy… — Select to backup, restore or copy company database. Update license… — Select to update the software license; it goes to the License screen as described in 3.1.1 Downloading a license file. Synergy through https://eportal.exact.nl. Portal installation… — Select to access the Portal Installation Wizard to install Exact e-S


47

Conversion Wizard… — Select access to the Conversion Wizard to convert the previous versions of Exact Globe 2003.

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SECTION 3

New — Select or press Ctrl+N to create a new data record e.g. a journal at [System, Finance, Journals]; it works as the New button at the bottom of the screen.

Open — Select or press Ctrl+O to open the selected data record e.g. a journal at [System, Finance, Journals]; it works as the Open button at the bottom of the screen.

Print — Select to print the selected report e.g. the report on journals at [System, Finance, Journals]; it works as the Print button at the bottom of the screen.

Preview — Select to view the print preview of the selected report.


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Printer settings… — Select to view and edit printer settings;

Form printer — Select to set up the form printer.

Back — Select to go back to the previous screen. Forward — Select to move forward to the next screen. Close — Select to close the Exact Globe 2003 application. 50


SECTION 3

Edit Undo — Select or press Ctrl+Z to undo the last change; select again to redo the change. Cut — Select or press Ctrl+X to cut away the highlighted data and save it in the clipboard for pasting. v

Copy — Select or press Ctrl+C to copy the highlighted data and save it in the clipboard for pasting. Paste — Select or press Ctrl+V to paste the data in the clipboard.

View The availability of the submenu options depends on the active functionalities Exact Globe 2003 being used. Filter — Select to include or exclude the filter option in the header of the screen; an example is shown below.

Refresh — Select or press F9 to refresh the screen to display the latest information. Columns — Select to insert new columns in the active list-box; an example of a selection screen appeared is given below for [System, Finance, Journals].


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Role bar — It has the following submenu options.

Display — Select to display the role bar (structure) on the left edge of the screen. Search — Select to make available the search function for Resources, Debtors, Items and Projects on the left edge of the screen. Large icons — Select to display large icons in the role bar. Add group — Select to add a new group in the role bar. Rename group: 'General' — Select to rename the General group in the role bar. Delete group: 'General' — Select to delete the General group in the role bar.

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Tool bar — It has the following submenu options. Large icons — Select to use large icons in the tool bar Show text labels — Select to show or not to show text labels under the icons in the tool bar. Menu — Select or press F3 to leave the current screen and go to the main menu screen (with all module tabs) Menu style — There are four styles of main menu available.

Classic — Provided especially for those who are familiar with Exact for DOS. Explorer — Structured very similar to Windows Explorer, it enables the creation and use of task list. Panel — Shows all available main menu paths of the selected module on screen. Flow chart — Offers a graphical overview of processes of the modules; applications can be started by clicking on the respective elements in the flow chart.


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Help Help… — Select or press F1 to access the available help files. Start page… — Select to access the online help start page. Release notes… — Select to access the release notes. Update… — Select to update Exact Globe 2003 with the latest files through CD-ROM or the internet.

About… — Select to show information about the version of Exact Globe 2003 used and licenses involved.

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SECTION 3

3.2.2 Tool bar The functions of the buttons in the top tool bar are described below. Most of the buttons perform the functions of the respective submenu options found in the main menu options of File, View and Help described earlier. Click to go back to the previous screen. Click to move forward to the next screen. Click to include or exclude the role bar on the left edge of the screen. Click to make available the search function for Resources, Debtors, Items and Projects on the left edge of the screen. Click to leave the current screen and go to the main menu screen (with all module tabs). Click to refresh the screen to display the latest information. Click to include or exclude the filter option in the header of the screen. Click to insert new columns in the active list-box. Click to view the print preview of the selected report. Click to update Exact Globe 2003 with the latest files through CD-ROM or the internet. Click to go directly to [System, General, Settings] to perform general settings. Click to go directly to [System, General, User settings] to perform user settings. SECTION 3 | CREATING A COMPANY

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3.2.3 Application menus Many other application menus are available within the manuals of Exact Globe 2003. The common icon options are mentioned here. New — to create new items, data, files, etc. Open — to open records, database, files, etc. Save — to save records, data, files, etc. Undo — to undo the last change. Cut — to cut away the highlighted data and save it in the clipboard for pasting. Copy — to copy the highlighted data and save it in the clipboard for pasting. Paste — to paste the data in the clipboard. Up — to move up the previous line, page, record, etc. Down — to move down the next line, page, record, etc. Hierarchical positions — to display the hierarchical structure, e.g. organization chart. Word merge — to perform Microsoft Word mail-merge function. Assets — to access the help files application related to assets. Internal use — to access the help files application related to internal use. Purchase contract — to access the help files application related to purchase contracts. Sales invoice — to access the help files application related to sales invoices. Sales order — to access the help files application related to sales orders. Help — to access the help files within the system or via internet.

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3.3 Creating users, roles, and rights For the system to be deployed fully, the system and database administrator, and users must first be created in the system. The users, who are employees of the user company, must be assigned the appropriate roles and rights for security accesses and for them to perform their duties properly. The following describes how the administrator and users are created, and how roles and rights are assigned to them.

3.3.1 Administrator When creating the company database, the user creating the database is automatically assigned as the administrator of the database. The administrator can then create the rest of the users, and assign roles and rights to the users.

3.3.2 Creating users The employees of the user company have to be included as users of the database and the system. Each of these employee users is known as a resource in the system. And resources are created and maintained in the system through the menu path: [HR, Human resources, Maintain] - i.e. click the HR tab in the main menu, and then click Maintain under Human resources - in the HR module; as shown below.

It should be noted that Exact Globe 2003 uses a security system that is integrated with that of Microsoft Windows, therefore it is necessary that the employee user names in Exact Globe 2003 are identical to their network user names.


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3.3.3 Creating roles Roles are generally reflective of the job functions of the employees or resources in the company. Certain roles are entitled to certain rights for resources concerned to access to the required information and to perform the required tasks. The system has provided a number of default roles, and additional roles can be created. Roles are created and maintained through [System, HR & Security, Security roles] or [HR, Human resources, Security roles]. Examples of default roles are Administrator, HR, Purchase agent, Representative and System administrator as shown below (Notice the green ticks under the Default role column).

To create a new role, click the New button in the above screen; and the following screen appears.

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Header Role — Enter a unique code for the new role. Description — Enter a suitable description for the new role.

There are three tab screens namely Users, Rights and Role bar. They are described as follows.

Users tab This tab screen is for adding users who are to be assigned with the role. Add — Click to select and add a user or resource that is to possess this new role.


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Rights tab The tab screen is used to assign rights to the role.

There are two options available in the left window. Menu — This is used for assign the rights for the role to access to certain menu paths. Select the modules (e.g. Invoice, Order, etc.) in the main menu to be given the rights to access by clicking on the box on the left of the names of the modules. When the rights to access the highest level (e.g. Invoice) are given, then those to the lower level (e.g. Entries, To be processed, Reports, Items, Statistics, and Price management) are all given. Functions — This is used to assign the rights for the role to perform certain functions (e.g. deleting invoices and updating databases) with the system (shown in the image above).

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Role bar tab This tab screen allows the linking of shortcuts via icons to the role bar. A role bar of specific functions can be defined for each role therefore users with that role can easily start up their frequently-used functions. The following shows how functions are included in the role bar. Click to select the function or hold Ctrl key down and click select a number of functions together and then click > to transfer them into the role bar (named Sales staff in the example). Click >> to transfer all functions in the middle window, and << to remove all the functions from the role bar.

3.3.4 Copying roles When working with a number of companies, roles can be copied from one company to another. Therefore, a standard role structure needs only to be created once.


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3.3.5 User rights The rights assigned to the users can be viewed at [System, HR & Security, User rights] or [HR, Human resources, User rights]. Rights are assigned according to roles. Users of the same roles have the same right. An example is shown below.

Two options are available in the left window. They are Menu and Functions for menu paths and functions right. The middle window shows the lower-level menu paths or functions of the selected menu path or function in left window. Clicking on to expand the menu and to collapse it to locate the required menu path or function in the left and middle windows. Once the required menu path or functions are selected, the users who have the access rights are listed in the right window. The example shows that Dick Janson and Max Godsent, both have the role of Administrator, have the access rights to the menu path for Item management.

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SECTION 3 | THE COMPANY'S STRUCTURE

SECTION 4

Management

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SECTION 4 | MANAGEMENT

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Section 4. Management In the previous section, how a company database is created is covered; in this section how this company database, or simply company for short, is being managed — backed up, restored, and copied — is described, together with other related topics as follows: 4.1

Backing up, restoring, and copying companies 4.1.1 Some important information 4.1.2 Creating a backup 4.1.3 Restoring a backup 4.1.4 Copying a company

4.2

Updating to the latest version 4.2.1 Network updating 4.2.2 Workstation updating

4.3

License renewal 4.3.1 Through Globe 2003 4.3.2 Through Exact Customer Portal 4.3.3 What if the license is not updated?


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4.1 Backing up, restoring, and copying companies As a user-friendly solution, Exact Globe 2003 provides an easy-to-use functionality for backing up, restoring and copying company database. The functionality is available via the main menu option of [File, Backup/Restore/Copy…] (refer also to 3.2.1 Main menu). Selecting the option and the following screen appears.

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Click Next and the following screen appears, indicating clearly the three functions available.


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4.1.1 Some important information Before working on backups, the following information should be noted. • Each company database (or company for short) is assigned with a unique number ranging from 000 to 999, therefore its backup is also unique to that company and the backup cannot be copied and renamed into another company; the backup can only be restored into the original company database. • It is essential not to create a backup when the company database is in use; attempt to do so will result in the following warning message: "Can't create backup. Data in use: Selecting 'Next' will disconnect all active users. This may result in loss of data." • The backups of Exact Globe 2000 and Exact Globe 2003 are not interchangeable, i.e. backup of one version cannot be restored in another version.

4.1.2 Creating a backup To create backup, select the first option of Create backup in the Backup/Restore/Copy screen and proceed by clicking Next.

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Select the company database which needs to be backed up. Name — Indicates today's date followed by the name of the selected company; click the required company in the list of Companies below. Directory — Indicates the directory where the backup is created; click

to select another directory if necessary.

If the required company database is not found on the local server, click Advanced and the following screen extension appears at the bottom but above the buttons. Log in if necessary and use the search buttons Server and Company to locate the required company. Once the required company database is selected, click Finish to start the backup process. The backup with a file extension of ebu will be created in the specified directory. The process takes some time and the screen shows its progress, and the message "Backup successful." appears when it is completed.


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4.1.3 Restoring a backup To restore a backup, select the middle option of Restore backup in the Backup/Restore/Copy screen and click Next.

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File name — Select the backup file (with .ebu) to be restored, either by double-clicking on the required row in the Backup: History or using to search. Once selected, click Next .


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Select either: • My computer, if the backup of the company to be restored is in the local computer or server. • Server, if it is with another server; use to search the required server. After selecting the location, click Next; and the following screen appears, confirming the action of restoring backup and the backup file of company to be restored. If the information is as required, click Finish to start restoring the backup. The process takes some time and the screen shows its progress, and the message "Backup restored" appears when it is completed.

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4.1.4 Copying a company To copy a company database, select the last option of Copy company in the Backup/Restore/Copy screen and click Next. The following screen appears. The new Company no. to copy to is editable, but the number assigned must be unique and not used before. Company description and Directory show which company database is to be copied from and its location respectively. If the copying action is as required, click Finish to start the copying process. The process takes some time and the screen shows its progress, and the message "Completed: Copy from To " appears when it is completed.


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4.2 Updating to the latest version Exact Software provides the users of Exact Globe 2003 the convenience of updating the software 24 hours a day on the internet; ensuring the customers to have the version of the software with the latest improvements all the time. The release notes up to the latest batch is available on by just clicking a button even before updating. It is advisable to read them to known what new improvements have been incorporated. It is of course essential that customers have the internet access. There are two ways of updating available: • Network updating — where workstations are updated via the server • Workstation updating

4.2.1

Network updating

The updating is done in two stages, first the server which must have internet access, and then the server updates the networked workstations which do not need internet access.

At the server At the server, go to where Exact Globe 2003 folder and run the NetUpdater.exe in it. The Exact Internet Installer screen appears image on the left.

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Installation Product line — Not editable; shows the product involved, Exact Globe 2003. Release — Select the required updated release of the Exact Globe 2003. Install mode — Select Internet network installation for network updating. Web site — Specify https://customers.exact.nl, the Exact Customer Portal where the update files are available. User name — Enter the name of the user who has access to the Exact Customer Portal. Password — Enter the user password for accessing the Exact Customer Portal; please note that password is case sensitive. Domain — Specify EWEB. Installation directory — Specify the directory where Exact Globe 2003 is installed. Update software — Select either of the following to update the software: • During download • After download Download demo company — Enable (tick) to download the updated demo company database. Download offline help files — Enable to download the updated offline help files; this is recommended so that the latest batch of help documents is available. Language — Specify the language of the help files downloaded; specify (All) for all languages. Country — Specify the country or legislation of the software needed; specify (All) for all countries available.


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Contact mail address, Phone number and Job title of the user for contact purposes. Enter the Name, E-m

Buttons Once all the necessary information is specified: Click to view the new batch of release notes. Click to view the new batch of help files. Click to start the updating process. Click to exit. Once OK is clicked, the system checks the number of files to be downloaded and prompt the user whether to proceed with the updating process with a message. Click Yes to proceed with updating. To update with the installation CD, if available, run the NetSetup_.exe ( being the language code; see 2.2. Standalone workstation installation) in the installation CD. The rest of the updating process is as described earlier.

At the Workstations At the workstations, the software should have updated automatically. To check this start up the workstation and check if the updated version is being used. Once the updating is complete, the system will prompt whether to start up Exact Globe 2003.

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4.2.2 Workstation updating The updating is done directly from the workstations via the internet. Unlike the earlier network updating method, the workstations must have internet access. To start the update, start up Exact Globe 2003 at the workstation. Click the Update button on top and the following screen appears.

Click Internet for updating via the internet. The Exact Internet Installer screen appears. It is the same one as described in 4.2.1 Network updating above, and the update process is exactly the same except for: Install mode — Specify Internet workstation installation (instead of Internet network installation). Installation directory — Specify the location where Exact Globe 2003 is installed in the workstation and not in the server (e.g. C:\Program Files\Exact Software). Proceed with the updating process similar to that for network updating. Again updating via CD is possible, just run the NetSetup_.exe and proceed as described earlier.


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4.3 License renewal The license of Exact Globe 2003 comes in the form of a file with elc extension. An elc license file will only enable specific modules of Exact Globe 2003 purchased by the specific customer. Each elc file or license has an expiry date. Fourteen days before the expiry date, message appears when Exact Globe 2003 starts up to remind the user of the license expiry date. The license can be renewed or updated to ensuring continuity of the use of the modules. Depending in the number of licenses held the license can be renewed through: • Exact Globe 2003 for single license • Exact Customer Portal for multiple licenses

4.3.1 Via Exact Globe 2003 Start up Exact Globe 2003 and open the company whose license is to be renewed. Go to [File, License update…] and the following License screen appears.

Click Download to download the new license from the Exact Customer Portal; the following screen appears.

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Customer code — The default customer code appears here; change it if necessary. Password — Enter the password (correspond to the customer code above) to access to the Exact Customer Portal to download the new license. Click to download the new license to the default location of My Documents folder. After the license file has been downloaded, go back to the License screen again. Click Select and My Documents folder is open, locate and select the license file and then click the Open button to open the file; and the license is renewed or updated.


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4.3.2 Through Exact Customer Portal Log on to the Customer Portal by clicking on the link at the top of the Exact Software website at www.exactsoftware.com (see below).

A logon screen appears. Enter the Customer code as the User name, Password and eweb as the Domain. If the Domain field does not appear enter eweb\ before the Customer code, e.g. eweb\2574647 (as shown below). And then click OK. Refer to 5.5.1 Password and logging on on how to obtain the customer password.

Click the My account data link on the top-right corner, then click the required license link. A License voucher link appears in the webpage that follows; click on it and then click on the download button at the bottom of the next webpage. Remember not to change the elc file extension of the license, because Exact Globe 2003 looks for elc when installing license. The new license file has been downloaded to the default directory of My Documents in the local drive.

After the new license file has been downloaded, start up Exact Globe 2003 and open the company database whose license is to be renewed. Go to [File, License update…] and the License screen appears. Click Select and My Documents folder is open, locate and select the license file and then click the Open button to open the file, and the license is renewed or updated.

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4.3.3 What if the license is not updated? Once the license file updating is completed successfully, the system will notify the user. But in the rare occasions that the system notifies otherwise, i.e. the license file is not updated, customers are advised to: • Call Exact International Support on +31 15 251 5130; or • Contact any Exact Software Reseller they are affiliated to; or • Submit a request for service via the Exact Customer Portal


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SECTION 5

Support for Exact Globe 2003

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SECTION 5 | SUPPORT FOR EXACT GLOBE 2003

SECTION 5

5. Support for Exact Globe 2003 Exact Software always views customer support very seriously. Therefore support for Exact Globe 2003 is available in many forms. First of all, the so-called help function of pressing the F1 key for help is available extensively throughout the software. Round the clock support is available from the Exact Customer Portal at http://customers.exact.nl. Besides getting the latest hitech support possible on the internet, customers are provided with personal support service directly from Exact Software branch offices or from the many affiliated Exact Software Resellers. As a customer, you can rest assured that whenever you have any queries or requests, we are ever ready with the answers and solutions. The topics covered in this section are: 5.1

Help function 5.1.1 Release notes and help documents 5.1.2 Toolbar buttons 5.1.3 Search and language

5.2

Release notes

5.3

Maintenance Agreement

5.4

Personalized service 5.4.1 Support through phone 5.4.2 Support through the internet 5.4.3 Support through Exact Software Resellers

5.5

The Exact Customer Portal 5.5.1 Password and logging on 5.5.2 Searching for requests and documents 5.5.3 My account data

5.6

FAQs about Customer Portal 5.6.1 How do I set the language? 5.6.2 How do I change the password? 5.6.3 How do I create and maintain contact persons? 5.6.4 How can I get online support? 5.6.5 How do I see a few web pages together? 5.6.6 How do I add Customer Portal to Favorites? SECTION 5 | SUPPORT FOR EXACT GLOBE 2003

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5.1 Help function Exact Globe 2003 has incorporated the use of help function in practically all its menu paths and functions. To invoke the help just press the F1 key at the menu path or function that is currently working on. The system will link the user to a list of related documents that provide comprehensive information about the functionality (menu path or function). For example the following shows a list related to E-LLicense (licensing issues) of Exact Globe 2003.

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5.1.1 Release notes and help documents Generally the list includes release notes and help documents. The release notes provide information of the improvements on the functionality of the progressive batches or releases of the software. The help documents provide information about functionality. These can take the form of FAQs (frequently-asked questions) or How-to documents.

5.1.2 Toolbar buttons The functions of the buttons are the top toolbar are described below. Click to go back to the previous screen. Click to go forward to the next page. Click to go to the web start page for a module related to the functionality Start page is the table-of-contents page with links to documents of all the functions related to a module. It is therefore a good starting point to navigate to search for the information needed. An example of a start page for E-P Purchase (the Purchase module of Exact Globe 2003) is shown in the following.

Click to print the document appeared on screen. SECTION 5 | SUPPORT FOR EXACT GLOBE 2003

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5.1.3 Search and language Click this for the following search screen to search for the required documents.

Various search criteria about the documents are available including Subject, Text, ID, Main category, Category, Subcategory, Language, Type, etc.

Language: - click

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to select the required language; choices of language available depend on the help screen appeared.


SECTION 5

5.2 Release notes Exact Globe 2003 is regularly upgraded in batches or releases to serve the customers better. Release notes are issued to inform customers about the changes in every new batch. They can be accessed through: • The menu path: [Help, Release notes…] • Clicking the Release notes button in the Exact Internet Installer and Exact Workstation Installation screens during installation or updating. • The website of Exact Software at www.exactsoftware.com. The first option accesses the offline list of release notes of the last update in the system, while the latter two options access the online list of release notes of the latest batch via the internet.

5.3 Maintenance agreement To make full use of the services provided by Exact Software, we strongly recommend our customers to enter into maintenance agreements with us. By entering into a maintenance agreement with us, you are not only guaranteed of our full technical support, but also you have free access to our latest version of the Exact products you have purchased. To enter into a maintenance agreement with us, just complete the License and maintenance registration card in the enclosed booklet entitled Exact license and maintenance conditions and send it to Exact Software.


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5.4 Personalized service While we endeavor to make our manuals and references as useful to our customers as possible, should you still have queries after referring to them, we would advise you to contact our International Support department. The various ways to reach the International Support department for personalized service are as follows.

5.4.1 Support through phone The International Support department can be reached for support by phone on +31 15 251 5130 during office hours of 08:30 a.m. to 05:30 p.m. (Central Europe Time) Monday to Friday.

5.4.2 Support through the internet Our experience tells us that frequently it is not convenient for customers to call during the day. Therefore we provide support over the internet. Just send your queries through our website www.exactsoftware.com anytime that suits you, and our International Support staff member that is experienced in and knowledgeable about the relevant aspect of the software will answer your queries. Exact Software is committed to provide a proper answer or workable solution to any query within one hour during office hours (08:30 a.m. to 05:30 p.m. CET, Monday to Friday). To access to the support, click Contact Us at the bottom of the main webpage (similar service is also available by clicking >> Go to site at the bottom under the INTERNATIONAL SOLUTIONS heading).

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The following Contact Us webpage appears.


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Click Web S upport f orm to request for support (the links click here and ask them here are for information on Exact's office worldwide, and products and services respectively). The following Contact Web Support webpage appear. Fill up the form Submit including the request and click S-S to send it. Fields marked with a red exclamation mark (!) are mandatory to be filled in.

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5.4.3 Support through Exact Software Resellers Exact Software has appointed over 400 authorized Exact Software Resellers all over the world. These resellers have support specialists who have been trained and certified by Exact Software so that a high standard of service for our products is guaranteed. If you are a customer of our resellers, go to them for support. Besides providing high-quality software support, these centers can also offer consultancy, sales and hardware support services. It is quite assuring to know that your IT support provider is an expert that can support both the hardware and software of your IT systems. The following webpage relating to Exact Software Resellers worldwide is available by clicking the links of About Exact Software (at the bottom of the webpage) and global network of resellers in the text of ABOUT EXACT SOFTWARE.


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5.5 The Exact Customer Portal There is a Customer Portal link (in the header) on the Exact Software website www.exactsoftware.com Customer have a full range of services and supports from the Customer Portal.

The services and supports include: • Receiving queries 24 by 7, i.e. 24 hours a day, 7 days a week, on the internet • Extensive searchable useful information • Answers to FAQs • News about Exact's latest products and versions • Access to your own and your customers' databases for information and maintenance • And a whole lot more… The details of some of the services and support available at the Customer Portal are described in the following.

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5.5.1 Password and logging on A password is needed to log on to the Customer Portal. Any request including that for the password can be made through a phone call and via the internet to International Support or any Exact Software Reseller as mentioned earlier in 5.4 Personalized service. Once the customer code and password are available, just click to Customer Portal link on the Exact Software webpage to log on. A logon screen appears. Enter the customer code (e.g. 2574647) as the User name, then the password and eweb as the Domain as follows. Notice that the password is case-sensitive.

If the logon screen is without the Domain field, enter eweb\ before the customer code for User name as follows.


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Then click OK to enter Customer Portal. The homepage of Exact Customer Portal is similar to that shown below.

Notice that there are five main links (to right-hand corner); and they are: Support, News, Reports, My account data and Settings. The News link accesses to the latest news about Exact's products and their versions, and services. And the Reports link accesses to reports relating to your (the logon customer's) account with Exact. Other links are described in the following.

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5.5.2 Searching for requests and documents Among the extensive search facilities with the Customer Portal are request search and document search. The two search fieldSynergy (see image above). Exact e-S Synergy is another boxes appear on the left edge of the webpage below the logo of Exact e-S sophisticated software application developed by Exact Software that provide integrated workflow solution that powers the Customer Portal and other portals for resellers, suppliers and employees (refer to 6.3 Exact e-Synergy, the ultimate workflow solution for more information). The search functions for requests and documents work as follows. Enter the number or keywords of the request or document to search for in the field-box and click this to search for the request or document. Click to perform an advanced search on requests. Click to perform an advanced search on documents.


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5.5.3 My account data Another useful feature provided by Customer Portal is the My account data link for Exact's customers like you to access their accounts with Exact. Click the My account data link to access the customer card. The My account data webpage is similar to the one shown below (for a demo license).

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Edit button and the webpage appears as follows with editable fields. This customer card can be edited by clicking the E-E


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5.6 FAQs about the Customer Portal The answers to some of the frequently asked questions relating to the optimized use of the Customer Portal are given below.

5.6.1 How do I set the language? defined: field under the Language Click the Settings link for the following screen. Select the required language via User-d Save button to save the new language set. heading; and then click the S-S

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5.6.2 How do I change the password? Password button for the following screen. Enter the Old password to Click the My account data link and then the 2-P authenticate, then the required New password, and Confirm password to be sure. If the new password entered is Save to save it. confirmed click S-S

Case-sensitive: Passwords are case-sensitive hence ensure the right cases are used with entering passwords.


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5.6.3 How do I create and maintain contact persons? To create a new contact person, go to the My account data webpage, click the New link on the right of the Contacts heading.

In the next screen enter the data of the new contact. Notice that fields with red exclamation marks (!) are mandatory to be filled Save to save the new contact. in. Once completed, click S-S Click the link of the required contact person (e.g. Norizah Ali) to access to the record of the contact person for editing.

5.6.4 How can I get online support? In any of the Customer Portal webpage, click the Support link and the following homepage appears. As shown online support available are (provided with links) Frequently asked questions, Technotes, Web support, Products and prices and Downloads.

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5.6.5 How do I see a few web pages together? Instead of clicking the link to open the webpage, right-click on the required link for the following menu and select Open in New Window. The webpage will open in a new window allowing you to see as many web pages as you like at one time.


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5.6.6 How do I add Customer Portal to Favorites? The Customer Portal is a very useful source of information and downloads for Exact Globe 2003. It will be convenient it is added as a favorite site for easy access. To do that, at the homepage of Customer Portal, select Favorites at the top menu bar, and then select Add to Favorites… The following screen appears.

Enter an appropriate name for the website, e.g. Exact Customer Portal and then click OK to complete the process. After that, you can access to Customer Portal by selecting Favorites at the top menu bar and then Exact Customer Portal, or display the favorite website list in the left window by click the Favorites button and then select Exact Customer Portal.

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SECTION 6

Exact Software

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SECTION 6 | EXACT SOFTWARE

SECTION 6

6. Exact Software Exact Holding N.V. incorporated in Delft, the Netherlands, listed in the Euronext Amsterdam stock exchange since June 1999, is a world-class provider of ERP (enterprise resource planning) solutions, especially to the small- and medium-sized businesses, and also divisions of multinational corporations. The ERP products it provides are total and integrated solutions that encompass all facets of business namely, accountancy and finance, human resource management and payroll, customer relationship management and sales, logistics and manufacturing, and project and service management. Besides their wide-ranging functionalities, Exact Software has also designed its products to be rapidly and easily implemented. As a result, its products have gained acceptance worldwide, enabling Exact Holding N.V. now to operate branch operating companies employing over 2,000 employees in over 60 countries spanning six continents of Europe, Asia, North and South Americas, Africa and Australasia. Together with over 400 resellers worldwide, it serves customers who speak 33 different languages in more than 100 countries. Exact International B.V., a subsidiary of Exact Holding N.V. is purposefully created to serve primarily multinational corporations which have made the wise choice of employing Exact Software solutions for majority of their subsidiaries if not all. A dedicated account team is assigned to each of these corporate customers to establish close collaboration with its internal team to implement the solutions and support its subsidiaries. These account teams are also responsible for supporting customers in implementing the Exact Software solutions in their international operating companies worldwide. The global network of Exact Software is capable of providing sales, implementation and technical support by it local employees worldwide wherever the customer is.


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6.1 Consultancy service While Exact Software is primarily known for our world-class ERP and workflow software solutions, the added value we can provide to our customers extends much beyond that. We always strive to add value by finding ways for our customers to exploit the capability of Exact Software products to achieve the maximum business benefits. As such, we provide consultancy service to fine-tune our products to fit our customers' specific operational conditions to assure best possible solutions for their business needs.

6.2 Custom solutions While the standard Exact Software products generally are able to cater all generic operational needs of the majority of businesses, there are always special requirements by some customers. These special requirements can be for the customers concerned to gain competitive advantage over their competitors. As a truly customer-focus company, we have established the Exact Custom Solutions team. Together with our specialized custom solutions partners, Exact Custom Solutions team provides customized solutions for these special customers. The extent of customization we offer ranges from simple adaptations to the standard packages to developing certain functionalities anew. As the customizations are done on the standard packages, which we are very familiar with, the development time involved is usually short making the customization efforts financially viable to the customers.

6.3 Exact e-Synergy, the ultimate workflow solution While Exact Globe 2003 is a fully integrated ERP solution developed from the latest technologies, its capability can further Synergy — the be enhanced by incorporating another Exact Software product, a web-based application, known as Exact e-S Synergy can be fully ultimate workflow solution. As an Exact Software product, it goes without saying that Exact e-S Synergy facilitates better employee communication and hence integrated with Exact Globe 2003. The use of Exact e-S Synergy therefore leads to substantial cohesiveness among them improving their overall productivity. Using Exact e-S efficiency improvement and cost reduction.

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6.3.1 Exact e-Synergy, the Exact Globe 2003 enhancer Synergy provide added value to Exact Globe 2003 users? The following is only a short list of the additional How can Exact e-S Synergy with Exact Globe 2003. enhancements brought by integrating Exact e-S Synergy all information of Exact Globe 2003 can be accessed via the internet from anywhere easily and • Through Exact e-S real-time. All authorized employees can access to data on customers, projects, items and employees in the system anywhere, anytime. Like Exact Globe 2003, only authorized employees can access the information, hence security is Synergy. again assured for Exact e-S Synergy enables performing of processes via the internet, e.g. registering hours realized or performed, hence • Exact e-S providing greater convenience. Synergy is the ultimate solution for managing workflows in all business processes. Day-to-day workflow • Exact e-S processes including handling complaints, and requests for brochures, services, tasks and training can be executed quickly and easily.

6.3.2 Internal and external communication portals Synergy facilitates communication and hence the cohesiveness among the employees, but that As mentioned earlier, Exact e-S is not all it can offer. Such direct communication linkages with external parties can also be established through internet portals. Through these secure portals relevant information can be shared with customers, partners or suppliers. An example is of course the Exact Software own website of www.exactsoftware.com. The various portals including the internal Employee Portal are available in the header as shown below.


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Synergy-powered company and its website work, a demo company called Delta Bike with its To illustrate how such an Exact e-S website www.deltabike.com has been developed. Notice that Customer Portal, Reseller Portal and Employee Portal are available at the header of the homepage shown below.

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6.3.3 Structured management of unstructured information Synergy is that it provides structured management to the otherwise unstructured Among the distinct advantages of Exact e-S information from documents. Through this structured approach to information flows, knowledge management has become Synergy. Attributing to, among other innovations in Exact e-S Synergy, the integration with Microsoft straightforward with Exact e-S Office, now the unstructured information can be readily accessed, without wasting pointless searching time, by anyone, anytime network-wide internally and externally by simply sharing Microsoft Word documents.

6.3.4 Real-time information Exact e-S Synergy is designed to have information it manages updated real-time, and as an extension of the user company's information system, the website will have all its information, irrespective of whether it is news items, product catalogs, contact information, job vacancies, etc., updated to the latest every time the screen refreshes.


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6.3.5 Coordinated workflow Besides sharing documented information, it is essential that workflow information is shared among employees for efficient Synergy employees can access the planners of fellow colleagues, so that workflow execution of tasks and projects. With Exact e-S plans are better understood and coordinated. Such coordinated workflow information allows easy monitoring of progress and making the necessary changes to implementation plans, improving on-time completion of tasks and projects. Besides integrated Synergy is also fully integrated with Microsoft Exchange and Microsoft Outlook enabling users to with Microsoft Office, Exact e-S Synergy is even designed to allow information be accessed with mobile manage their planners and e-mails readily. Exact e-S devices including PDAs (personal digital assistants).

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6.3.6 Multi-company system While the information of the different company databases in Exact Globe 2003 is isolated, with each company has its own Synergy, ranging from consolidated customers, projects, products and services; the information managed via Exact e-S Synergy, every financial reports to organization-wide projects, is accessible by all these companies. With Exact e-S subsidiary company has access to information of all the customers, projects, products and services of the entire parent Synergy provides you a single central system, making the usual every subsidiary maintains corporate organization. Exact e-S its own system a thing of the past. Synergy only is riding on and uses the data of Exact Globe 2003, its implementation is quite automatic and easy. Since Exact e-S

6.3.7 Try it! Synergy. Contact the Exact Software Is your company interested to move ahead to be a real-time enterprise? If yes, try Exact e-S in the Netherlands on +31 15 251 5580 or any local Exact Software office or reseller. Synergy can bring to your company to be a forwardVisit www.deltabike.com to explore the many possibilities that Exact e-S looking, real-time enterprise. Exact e-S Synergy — the ultimate workshop solution.


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