December 13 - Belvoir IT
Contents
1. There are two address types available e Primary The Primary address is coloured bright green and is the address that displays on the left side of the Address Book Name Maintenance screen Each record can only have one Primary address but as many Other addresses as required The Primary address prints out on all documents for this Address Book record e Other Each client can have as many Other addresses as required Other addresses are coloured light green and are for reference only They will not be printed on any documents for this client Phone amp Internet Types Address Book You can still have multiple phone numbers fax numbers and email addresses for each Address Book entry however now you can define which are the Primary numbers address for each from the Type drop menu in the Phone amp Internet Maintenance screen You can also enter notes for each number email address that displays on the Name Maintenance screen for easy reference There are three communication types available e Primary Primary phone fax and internet addresses are coloured bright green Each Address Book entry can only have one Primary phone number fax number and email address The primary phone number and email address display on the left side of the Address Book Name Maintenance screen It is the Primary phone fax and email addresses that you can elect to print o2. Both comments display on the Transaction Selection List 9e ere oE Help Go Back An Last 3 Months Tensacion Tye NUS Aon Yad Commer 9 28 Nov2013 Open RIVER NORTH _ Purchase In Ex Paddc Paddock To Paddock OAEI IC Created At Yard Includes TI claim One animal destroyed broken lec 8 13 Nov 2013 JBS Private Sa Sale Sale Out Paddock Sa ae y 13 11 2013 e 7 07 Nov 2013 _ Closed Teys Private Sale Sale Out Paddock Sa None Belvoir 07 11 2013 E To add a session comment click in the box below the session time and date enter the comment and click Enter The comment will display in the box Session comments can be added to previous and current sessions Current Session Starting at 9 39 On 03 04 2013 lt Click here to enter a Comment gt Draft Gate Count Average Kg Lowest Kg Highest Kg Total Kg None 1 325 325 325 325 If any of the enhancements are not available to you please call Belvoir Support on 02 6332 5811 and we will arrange to update your program Belvoir Newsletter for AMS December 2013 Page 4 NVD No Entry at Yard Livestock If the NVD document is to hand at the yard it is possible to enter the NVD number or numbers if more than one NVD into a transaction Click the NVDs blue function button located on the right of the Transaction Listing the button will flash then click the transaction line If an NVD has already been entered in this transa
3. by Excel or any other spreadsheet program to create numbers or text in rows and columns but it has no formatting no formulas and can only hold one worksheet of data If you wish to add formatting formulas or multiple worksheets save the csv file as an Excel Workbook using the Save As command in Excel If you are at all unsure of how to export and use csv files please call Belvoir Support we are always happy to help you If any of the enhancements are not available to you please call Belvoir Support on 02 6332 5811 and we will arrange to update your program
4. BELVOIR NEWSLETTER December 2013 Animal Management In This Issue Important Issues Customer service over Christmas New Year break Delete old Postman reports Backing up your data New Features Transaction and Yard comments NVD No entry at yard Pen Attribute amp Performance Reporting AMS Operations Manual Two new Address Book lookup fields Transmission Status Warning Enhanced Features More search fields in Sale Selection list Address and Phone Email types Export Address Book reports IMPORTANT ISSUES 2013 2014 Christmas amp New Year Customer Service Update Please note that the Belvoir Information Technology office will be closed over the Christmas New Year period The office will close at 5pm Friday 20 December 2013 reopening at 9am Monday 6 January 2014 Full support services will be available during this period by calling the normal office phone number which will be re directed at no cost to you to either Jim or Adam s mobile Main Contact No 02 6332 5811 Jim Geyer 0428 325813 Adam Goulding 0417 065136 Jim Adam Chris amp Jane at Belvoir would like to take this opportunity to thank you for your business and wish you and your families a Merry Christmas and a happy prosperous New Year Belvoir Newsletter for AMS December 2013 Page 2 Delete old Postman reports Is Belvoir taking a long time to print reports If so your Postman report list needs cleaning up Each time
5. a report is generated to screen it is added to your Postman report list so that if you need to reprint it you don t need to regenerate it However if these reports are never deleted from the list the list becomes huge and Postman slows down Belvoir recommend you clear all Postman lists at least once a month To delete old reports in Postman you need to highlight the reports using Windows control keys i e hold down the Shift or Ctrl keys while selecting reports to delete by clicking them Highlighted reports display as pink Click the Delete icon to delete highlighted reports In the example below when the Delete icon is clicked only two reports will remain on the list those displayed in black Note Deleted reports cannot be re activated however most reports can be regenerated at any time Activity Queue Setup Go Back Report Time 16 46 Jan 14 15 14 Jan 16 Stock Movements Report 16 54 Jan 16 LIP Purchases 16 56 Jan 16 yinvoice M WYRZYKOWSKI 116 40 Jan 18 Display Report Backing Up Your Data Belvoir Information Technology does not perform regular back up of your data It is your responsibility to ensure you have adequate back up procedures in place so if a catastrophic event causes loss of your data you have access to a usable and up to date copy of your data to restore from Y Recommended If you use a scheduled backup it needs to be checked regularly to ensure it is working Also havi
6. a copy of this manual please call Belvoir on 02 6332 5811 and we will arrange to email it to you If any of the enhancements are not available to you please call Belvoir Support on 02 6332 5811 and we will arrange to update your program Belvoir Newsletter for AMS December 2013 Page 5 Two new Lookup Fields Address Book We have added two new Address Book fields that not only allow you to store important information about your clients you can also use this information to find client records quickly 1 Info This field can be used for any information you may wish to lookup clients by e g a trading or company name The entry field displays under the client code on the left hand side of the record screen It also displays on the Address Book look up list 2 Contacts This is a new supplementary data field that displays on the right hand side of the screen It is designed so that you can store as many names as you wish including a short description of each The contact name field can then be used to find clients in your Address Book Legal Entity Trading Name Sumame Sunset Abbatoir Other MH arne s GST Registered Yes ABN 99599500121 Code SUNS No E hes 4 Ge e a FO Box 50 E 7 a ee O O O Phone amp Internet New Click the Info field can Description Type Notes be used for whatever 6362 9901 Telephone Primary lt lt i office sunsetab co Email Priman I
7. ction it will be listed as currently attached to the transaction otherwise the NVD list will be empty Click the New button and use the on screen numeric keypad to enter the NVD number then click Enter The number will be listed as attached to the transaction Click Escape to return to the Select a Transaction screen Current NVDs Attached to Transaction NYD Number 123456 In the office when adding NVDs into the transaction all NVD numbers attached at the yard display to the left If an NVD number is entered into the NVD Number field matches one entered at the yard the number turns green in the NVDs From Yard grid NVD Number 123456 PIC Total Head PIC Total 0 Vendor new Vendor Brand NVD entered at Yard turns green if NUS devices Yes No number entered in office matches LPA Y N NVD Pre 2008 ND From Yard 1 Ever Used a HGP Yes No Don t Know No Response 123456 Wis 7 y a LEN Pen Attribute amp Performance Reporting Livestock Pen Attributes have been introduced to AMS to allow reporting by attribute This new function is detailed in the accompanying document however in a nutshell an attribute can be allocated to a pen or group of pens and then this attribute can be selected when reporting on performance AMS Operations Manual Livestock We now have a comprehensive and up to date user manual that covers all functions of AMS Operations If you would like
8. dress from the Type on ies drop menu in Address Maintenance You can also enter notes for Line 1 oi el Line 2 each address that display on the Name Maintenance screen for Town ankstown easy reference on mer Postcode 2200 Name Maintenance Country Australia PRVE OTe pr 0y Save F10 Escape Previous Wise Help peeesesesesesseessseseseseseseseseeesseesssessseesseseseseeesseesesessseeseesesesseesssessseesseseseseessseessoesesesssesesosesesss Legal Entity ceceeeeceelocoeseeNacecesecesesesesecesesecesecesecesesesesesesesesesecesoseseseseoesesesessseresesesesesesesesesesesesesesesesesd Company Name Al Chemicals Pty Ltd EVER New Other Name s Line Town State Count Postcode l 19 Homedale Road CA SC a E a GST Registered Yes No Hobby TEE a EES A E pepe ABN 4488955891 Pho ne amp Internet Ney v Desorption Tape Notes Transmit ELA ST 97904511 97908433 orders al chemical E Mail Sales Purchase Orders e Bank Details ka v Account Name Payment Method Bank Branch AccountNumb BSB Proy Adres Iai Chemicals PyLUDied Depost lB e SNS 012353 DEE D E Address Line 1 19 Homedale Road Client New Address Line 2 Town Bankstown State NSW Employee Details New Post Code 2200 Patron Details New Sun Account Code Phone and Internet Primary Phone 97904511 Primary Email Contacts New
9. enhancements are not available to you please call Belvoir Support on 02 6332 5811 and we will arrange to update your program Belvoir Newsletter for AMS December 2013 Page 3 NEW FEATURES Transaction Comments Livestock Comments have been introduced to AMS to allow for messages to be sent between farm and office environments regarding transactions Comment z _ Comments can also be added to sessions to allow for the addition of a description or instructions to the session To add a yard comment in AMS after creating a transaction click the Comment blue function button on the left it will flash then click the transaction you wish to comment on Enter the comment using the on screen keyboard and click Enter The comment will display in the transaction line Purchase In Ex Paddock RIVER NORTH 28 Nov 2013 Transaction aes At Yard Includes TI claim Note If the transaction was created at the yard the words Created At Yard are added automatically to the transaction comment To view edit yard and transaction comments click the Transaction button located top left of the Transaction Control screen Purchase In Ex Paddock Select Office NVD Process Pieces ption RIVER N ORTH Transaction Tupe E TEPERT i Transaction Date Thu 28 Nov 2013 Delivery Date Fri 29 Nov 2013 Tarcaion J y TER Comment Created At Yard Includes TI claim Yard Comment One animal destroyed broken leg
10. il Transmission Status amp Notification Livestock A new report Transmission Status has been added to Livestock Menu Reports Select this report to view on screen a list of all email transmissions sent from that workstation for the current day This report can be generated at any time e Documents that have not been sent from Belvoir will display with a red status e Documents that have been sent from Belvoir will display with a green status The Transmission Status report displays automatically if you exit the Livestock module and there are unsent emails 13 12 2013 14 54 45 Invoice VIC Research Stn vic research een u 13 12 2013 14 50 42 Invoice Len Simmons Agency 13 12 2013 14 50 42 Invoice Daves Meats Pty Ltd oe iLcom A Sent status does not mean that the recipient has received the email It means that Belvoir was able to send the email For Belvoir to send an email Postman needs to be running on the server and the server must have access to the internet Depending on the recipient s email provider an email sent successfully from Belvoir may bounce back to your email program e g Outlook as undeliverable If this happens you will need to find out why checking that the email address is correct is a good place to start or maybe the recipient s internet is down In any event you will need to re send a bounced report when errors have been corrected A Not Sent status indicates that either Postman
11. is not running on the server or your internet is down Postman keeps trying to send emails with a Not Sent status until they either send ok or are deleted from the Postman report list ENHANCED FEATURES More Search Fields in Transaction Selection List Livestock To take full advantage of comments entered into sales from both the yard and the office we have added two new search fields to the Transaction Selection listing This means you can search for a particular transaction by the comments that have been entered To do this click the Description drop menu and select the field you wish to search by eg Yard Comment Then type in a word or phrase you are looking for and click Search All transactions that match the search criteria will be listed Type in a word or Select how you want to phrase yeu aoe Ons for then click Search search for a transaction sje Add Tate f Description Transaction Number Comment l If any of the enhancements are not available to you please call Belvoir Support on 02 6332 5811 and we will arrange to update your program Belvoir Newsletter for AMS December 2013 Page 7 Address Maintenance For Al Chemicals Pty Ltd O O OTE Return Inactivate Address Types Address Book You can still have multiple addresses for your contacts however now you can define which is the Primary ad
12. n sale documents such as Vendor and Purchaser Information reports Any combination of these can be printed on your sale documents or none refer to the New Features section of this document for more information on setting the communications that print on your sale documents e Other Each Address Book entry can have as many Other phone fax and email addresses as required Other numbers email addresses are coloured light green and are for reference only They will not be printed on any documents If any of the enhancements are not available to you please call Belvoir Support on 02 6332 5811 and we will arrange to update your program Belvoir Newsletter for AMS December 2013 Page 8 Sales Enter either a Sales fax number or Sales email address into a supplier s record With a working email or fax queue this will be used to transmit Inventory Purchase Orders directly to the supplier Phone Internet Maintenance For Al Chemicals Pty Ltd y Save F10 Escape Type TEETE Primary Telephone Other Fax Primary Fax Other Fax Sales Email Primary Email Other E Mail Sales Website Name Maintenance BOYEGQVtTerHez Save F10 Previous History a Phone d Notes Legal Entity tetas Miri ed Company Name Al Chemicals Pty Ltd esas New Other Namefs Line Line Town State County Postc
13. nfo Slinglop Pty Lid you may need to officetasunzetab ca Email Primar lookup a client by PIC R company name _ e cg COMPANY name oe Representative Employee None Phone and Internet Primary Phone 6362 9901 Purchaser Primary Email officettsunsetab com au Transit Insurance Hate _ Buk _ Primary Address Address Line 1 PO Box 50 Vendor Address Line 2 Unlimited contact names EE Town Orange can be added to a record Contact Note ooo Laua Office O ooo Siel CEN and used to look up clients Iver Clake Maa ee e Fost Code 2400 When looking up clients these two new fields can be used to quickly find records in your Address Book 1 Click the lookup drop list and select Contact or Info 2 Type in the word you are looking for 3 Click the Search button All records that match the search criteria will be listed Debbie o Data Ert PT o ai iii pir IPO Box 50 Drange PIC Address DFE l Phone 4 Internet Hint If you are ever having trouble Last Changed finding a record make sure the restriction button is set to All Names The new fields can be selected as a search parameter to help quickly find contacts If any of the enhancements are not available to you please call Belvoir Support on 02 6332 5811 and we will arrange to update your program Belvoir Newsletter for AMS December 2013 Page 6 Ema
14. ng a secure off premises backup of your Belvoir data is vital Even if your backup hard drive is kept on premises in a safe it can still be destroyed or stolen Belvoir advises a backup of your data should be taken and kept off the premises at least once a week Recommended Manual Backups To help our clients better manage backing up their data we have added functionality to the Backup process so that you can now backup directly to a folder or external drive including usb from the Belvoir Main Menu Note Whilst we do not advise using usb drives as your main backup method due to inherent unreliability using a new good quality usb drive to occasionally take a back up can be handy e g to take an off base copy From the Main Menu System drop menu select Backup Belvoir System then select a folder or removable storage device e g external drive or usb to save the backup to Then click the Select button your Belvoir data will be copied to the place you have selected J Select Backup Destination Folder Windows Address Book re ae a Data E E F Ee E T Siz Backup Belvoir System Check For Updates Company Proxy Create Test System Make Changes Operational Print Queue Removable Disk E Profile Special Features Mm 745 GE free of 7 45 GB Workstation ReFresh c t Fold Show Inactives po e ace Devices with Removable Storage 2 gt rey DVD RW Drive D If any of the
15. ode 19 Homedale Road Sah a E ot GST Registered Yes No Hobby A Ae SNES RR ABN 4499955991 Phone amp Internet New Description f Type Notes Transmit g7904511_ Telephone Primayy J TT 97908433 Fax Primay lorders alchemicak E Mail Sales Purchase Orders Y eS eS Ee ee Se Sun Account Code 41C001 Phone and Internet Primary Phone 97904511 Primary Email SEN Details an v Chemicals Pt De E E PEE 58 012 363 Co a aa Mee Client New ee ee a al Contacts New M S Se Primary Address Address Line 1 Address Line 2 Town Bankstown State NSW Post Code 2200 19 Homedale Road Employee Details New Patron Details New aa U Export Address Book Reports Address Book All Address Book reports can now be exported as csv files which can be opened in Excel or any spreadsheet program you may use amp Cancel 1 Change the Print Queue to Export csv then click Generate Report Report Name and Address 2 Type in an Export Filename this default Restrictions to Export and select the folder you wish to save the file to Name Type All Names 3 Doubler click the file to open in Excel Attributes Print Options Print Queue ae Screen a Email What are CSV files A csv file comma separated values is a file that contains data separated by commas A csv file can be read
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