Spark Site Administrator User Manual - Version 5.8
Contents
1. WARNING Re opening cannot be undone Please make sure you fully understand what will happen by using this screen gt ee Workfi Sea Workflow Re open Jobs Ta gt Database Closed Jobs gt Financial Quick Search Search All Fields that Contains Go v Administration 3 Categories Number Title Type Created By Start Date Due Date Location Close Projects 24 New Cards New Cards Production Demo User 26 07 2009 26 07 2009 Reopen Dashboards 29 Customer X Sales Brochure Customer X Sales Brochure Production Administration 22 12 2010 30 12 2010 Not Started Reopen Delete GL Codes Total 2 Job Locations Preferences Proposal Presets Proposal Time Names Purchase Order Move Purchase Order Presets gt Reopen To reopen an entity from Spark 1 Goto Administration gt Reopen 2 Select the entity you want to reopen from the Re open drop down list i e project proposal job purchase or invoice 3 Use the Quick Search to find the entity you want to delete and click Go 4 Click Reopen IMPORTANT The reopen action can not be undone Please check the entity carefully before reopening it It is not recommended to reopen invoices or purchases after they have been transferred to the financial system as this may cause inaccuracies Spark Site Administrator User Manual Version 5 8 Page 8 How do I create a new user spark rn v Ci by digitalarenc Time Entry My Timesheet C2. have Please contact the main office on 64 9 477 0396 or email spark digitalarena co nz Understanding the Administration menu Categories Allows you to create categories for products and projects Close Projects Performs a search of projects fitting a set criteria and allows multiple projects to be closed at the same time Dashboards Allows the set up of a dashboard email Financial Summary gt margins and predicted monthly result figures daily email Production Summary gt current work in progress WIP and deadlines daily email Timesheets Summary gt previous week s hours by staff member and client weekly email Delete Where you can delete projects proposals jobs purchase orders and invoices GL Codes Where you can create general ledger GL codes Note The GL codes MUST match your financial system exactly Job Locations Where you can create job locations i e the potential location for where a job could be at any given time Preferences General preferences set up for Spark for example what calculations are based on defaults what accounting application to use for transfers etc Proposal Presets Where you can assign a proposal to be used as a template for new proposals Proposal Time Names Where you create a set of labour products that will appear in the Time tab of a proposal Purchase Order Move Where you can move a purchase order from one job to another Purchase Order Presets Where you can default copy into the description field of a pu
3. proposal and invoice PDFs when Detailed is set to No 3 When complete click Create Note The Actual vs Invoice report under the Financial gt Reports menu reports by product category For this report to work correctly you must set up product categories and assign each product in your product database to a category Spark Site Administrator User Manual Version 5 8 Page 3 How do I bulk close projects gt eN 9 D pe spark in v Hn gt BARE by digitalarena Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help Logout N gt FP Home Close Projects gt ws Projects The projects that meet the following criteria for closing are listed below 1 All Proposals within the Project have a Status of Accepted or Declined a 2 All Jobs within the Project are closed gt ca Workflow 3 All Purchase Orders within the Project are receipted 4 All Invoices within the Project are transferred gt s Database Projects Available for Closing gt Bie Financial Number Name Customer Project Manager Deadline Status X x Administration 1024 Customer X 10 11 Customer X Administration 31 03 2011 Active Close Q Categories Total 1 gt Close Projects Close Selected Dashboards To bulk close projects that meet a certain criteria 1 Go to Administration gt Close Projects a search will run for all projects meeting the following criteria Proposals gt all proposals within the project
4. proposal template TIP To set up proposal templates create a new project called Proposal Templates Then create proposals in this project that you want to use as templates i e your ideal website design proposal your ideal business cards proposal etc All your proposals used as templates will be located in one project for ease To create a proposal preset Go to Administration gt Proposal Presets Click Create New Proposal Preset Enter a Preset Name for example Website Design Template Business Cards Template Enter the Template Proposal Id Click Create sia a E Spark Site Administrator User Manual Version 5 8 Page 6 How do I create a proposal time name spark a u i u by digitalarenc T ry My Timesheet Courier Entry Dashboards New Project User Preferences Help Logout gt A Home Proposal Time Names gt m Projects This area allows you to select Labour Products from the Product Database to show on the Proposal Time Tab The Name MUST exactly match the name In the Product Database gt on Workflow Name Position DR Code CR Code Action gt le Create Time Name a Strategic Positioning 0 4 4100 5 5100 delete gt al Financial e 1 4 4100 5 5100 delete Design 2 4 4100 5 5100 delete x es Copywriting 3 4 4000 5 5000 delete x meine Illustration 4 4 4000 5 5000 delete Art Work Production 5 4 4100 5 5100 delete Categories Close Projects Missing matching labour product in Products database Dashboards
5. Delete GL Codes Job Locations Preferences Proposal Presets gt Proposal Time Names IMPORTANT All proposal time names MUST have a matching labour product in the products database If there is no match a will be displayed next to the time name The GL codes MUST also match the labour product To create a new proposal time name Go to Administration gt Proposal Time Names Click Create Time Name Enter a Name this must match a labour product in your products database Enter a Position this determines the order of the time names in the Time tab of a proposal and invoice Select the correct DR Code and CR Code from the drop down fields Click Update aoe eS Note This will affect new proposals and invoices created from this point onwards How do move a purchase order from one job to another ew FEN spark rn v Ci by digitalarenc Time Entry My Timesheet Courier Entry Dashboards New Project PN gt AM Home Purchase Order Move gt A Projects Use this area to move a Purchase Order from one Job to another gt fl CE Sea Workflow Purchase Number gt oe To Job Number G Move gt al Financial v x Administration Categories Close Projects Dashboards Delete GL Codes Job Locations Preferences Proposal Presets Proposal Time Names gt Purchase Order Move To move a purchase order 1 Goto Administration gt Purchase Order Move 2 Enter the Purchase Number 3 Select a
6. cts Dates Costs Base Cost 50 00 0 00 Delete Standard Rate Calculated 50 00 Override 2 150 00 Current 150 00 GL Code Other Rates Meeting Rate 0 00 Custom Rate 0 00 Job Locations ____ Preferences Any text entered here will default to the proposal Intro field when the Proposal Presets user creates a new proposal Proposal Time Names Purchase Order Move Proposal Intro Purchase Order Presets Reopen gt Staff Time Materials Move 4 Mransactions Eng Any text entered here will default to the proposal Signoff field when the user creates a new proposal Proposal Signoff For example DDI 09 444 4444 Email joe company co nz Text Signature We love brands as much as you do Graphic Signature rudy Change Image no file selected Update 3 Complete the staff member profile Name gt Full name of the staff member i e Joe Bloggs Login gt Login name typically the first name unless there are more than one staff members with the same name i e Joe Password gt A unique password of 4 or more characters Job Title gt Job title of the staff member i e Designer Department gt To search tasks by department under Workflow gt Tasks this field must be completed Email gt Email address used for daily dashboard emails Direct Line gt DDI phone number Costs gt The hourly cost of the staff member only complete this field if your calculations pr
7. digitalarena Spark Site Administrator User Manual Version 5 8 Spark Site Administrator User Manual Version 5 8 Page 1 Contents w VOoONNAH UU HP AWWW Site Administrator Overview Site Administrator overview Understanding the Administration menu How do create a new category How do I bulk close projects How do I set up dashboards How do I delete a project proposal job purchase invoice How do I create general ledger GL codes How do create job locations How do I create a proposal template How do I create a proposal time name How do I move a purchase order from one job to another How do I create a purchase order preset How do I reopen a project proposal job purchase invoice How do I create a new user How do move time and or materials from one job to another How do I view transactions made by users How do view the general preferences set up Spark Site Administrator User Manual Version 5 8 Page 2 Site Administrator Overview Site Administrator overview As a Site Administrator of Spark you have access to the Administration menu giving you features such as creating new staff members moving time and materials from one job to another setting up dashboards bulk closing of projects to name a few It is important to understand these features fully before undertaking any changes TIP Your Digital Arena Spark contact is available to assist and answer any questions you may
8. eference under Administration gt Preferences is set to Staff Product Staff Product or Product Staff Staff The Base Cost and or will complete the Ca culated field Standard gt The standard hourly rate of the staff member If the Calculated standard rate is not correct use the Override field Other Rates gt Enter a Meeting Rate and Custom Rate if alternative hourly rates are required for the staff member only complete this field if your calculations preference under Administration gt Preferences is set to Staff or Product Staff Staff Proposal Intro gt Enter default text for the proposal ntro field used for new proposals Proposal Signoff gt Enter default text for the proposal Signoff field used for new proposals Spark Site Administrator User Manual Version 5 8 Page 9 Text Signature gt The text signature will display on pdfs below the staff member s name Graphic Signature gt Click Choose File and navigate to a jpeg of the staff member s signature and click Choose to upload the file to the profile 4 Click Create IMPORTANT Set the user permissions by clicking the Yes No under each appropriate heading If a user no longer requires access to Spark click Yes under Enabled this will change to a No How do move time and or materials from one job to another spark Se SS u a by digitalarena Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help gt A Ho
9. gt Products and check each product in your products database is assigned to the correct GL code Spark Site Administrator User Manual Version 5 8 Page 5 How do create job locations ar Vo Vor Do Da x FB spar 2 F by digitalarena Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help PN gt FP Home Job Locations gt Projects s Location a gt st Workflow Create gt Database gt al Financial v x Administration Categories Close Projects Dashboards Delete GL Codes gt Job Locations To create a new job location 1 Goto Administration gt Job Locations 2 Click Create New Job Location 3 Enter a Location for example With Client In production Ready to Invoice e The job s location can be changed in the following areas of Spark Job detail tab Time Entry window Workflow Work in Progress and Workflow gt WIP Overview 4 Click Create How do create a proposal template spark s N by digitalarenc Time Entry My Timesheet tan gt MM Home Proposal Presets gt Projects a Preset Name _ gt cty Workflow Template Proposal d gt u Database Ben gt al Financial v x Administration Categories Close Projects Dashboards Delete GL Codes Job Locations Preferences gt Proposal Presets When creating a new proposal you can copy an existing proposal by referencing a proposal id or use a
10. have a status of Accepted or Declined Jobs gt all jobs within the project are Closed Purchases gt all purchase orders within the project are Receipted Invoices gt all invoices within the project are Transferred 2 Tick each project you wish to close 3 Click Close Selected How do I set up dashboards User Preferences Help spark a io by digitalarenc Time Entry My Timesheet Courier Entry Dashboards New Project PN gt A Home Dashboards gt P Projects Financial and Production Summary dashboards can be emalled to users every working day Timesheets Summary dashboard can be emalled to users every Monday rn Financial Summary sends through margins and predicted monthly result figures Production Summary sends through current WIP and deadlines Timesheets Summary sends through the previous week s hours by staff member and client Q Ovi sea User Position Financial Summary Production Summary Timesheets Summary Email Address gt Database Administration gt al Financial Demo User Manager M M 2 demo company co nz v x Administration Jon Bloggs O O M joe companyname co nz Total 3 Categories Close Projects gt Dashboards Delete Email GL Codes Job Locations SMTP Server Preferences Proposal Presets SMTP Username if secure Proposal Time Names SMTP Password if secure Purchase Order Move Purchase Order Presets Update Preferences Reopen Staff Time Materials M
11. job to move the purchase order to from To Job Number 4 Click Move Note You can only move a purchase order to an Open job Spark Site Administrator User Manual Version 5 8 Page 7 How do I create a purchase order preset spark amp va a x 2e by digitalarenc Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help Logout v TE Home Purchase Order Presets Projects Order Type Print Workflow Any text here will overwrite the description field of the purchase order when this purchase order preset is selected gt gt Database gt Financial Order Text v x Administration Categories Update Close Projects Dashboards Delete GL Codes Job Locations Preferences Proposal Presets Proposal Time Names Purchase Order Move gt Purchase Order Presets A purchase order preset is used to default copy into the purchase order description field when the preset purchase order type is selected To create a purchase order preset Go to Administration gt Purchase Order Presets Enter the Order Type for example Print Media Photography Enter the default text in Order Text Click Create m How do I reopen a project proposal job purchase invoice gt 2 D gt spark a ax am n by digitalarena Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help Logout gt a Home Reopen gt wa Projects
12. me Time Material Move gt ss Projects Use this area to move selected Time Materials from one Job to another a Please select a From Job and a To Job gt ch orkfl sea gt Database From Job 23 Web Design To Job 27 New Envelopes gt sl Financial Move 04 Re X g Administration Categories Close Projects Time Material Quantity Date Move Dashboards Delete Select All 3 Account Management 1 00 04 11 2010 z Copywriting 1 50 14 01 2011 p 3 Account Management 3 00 14 01 2011 g rena Account Management 1 00 14 01 2011 rcha Rennen Account Management 0 25 17 01 2011 au Account Management 2 00 21 01 2011 Fr gt Time Materials Move zu Transactions Log Account Management 0 25 24 01 2011 A To move time and or materials Go to Administration gt Time Materials Move Select a job in the From Job drop down list a list of time and materials available to move will display Select a job in the To Job drop down list Tick the time materials you want to move or click Select All Click Move ae Note You can only move time and or materials from Open jobs to Open jobs Only those time and or materials that are not marked as billed on an invoice will be displayed Spark Site Administrator User Manual Version 5 8 Page 10 How do I view transactions made by users spark amp a x lt by digitalarenc Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help PN r gt A H
13. ome Transactions Log gt a Projects Spark keeps basic transaction logs Put the ID number of the Item you would like to investigate Into the box below and Spark will return all that it has stored about that item a Example to see what happened with Invoice 999999 you would put 999999 into the box below and press Go gt em Workflow gt Database Quick Search Search All Fields that Contains Go gt al Financial v x Administration Categories Close Projects Dashboards Delete GL Codes Job Locations Preferences Proposal Presets Proposal Time Names Purchase Order Move Purchase Order Presets Reopen Staff Time Materials Move gt Transactions Log To view basic transaction logs 1 Goto Administration gt Transactions Log 2 Use the Quick Search to find the action entity id you want to investigate and click Go How do view the general preferences set up To view general preferences 1 Goto Administration gt Preferences 2 Click Update Preferences to save any changes IMPORTANT Before making any changes to preferences please contact your Digital Arena Spark contact to talk through the effects and to clarify functionality Spark Site Administrator User Manual Version 5 8 Page 11
14. ourier Entry Dashboards ew Projec User Preferences e Logout gt A Home Staff gt P Projects New Staff Member gt pA Workflow Staff can be setup rates passwords etc edited and made Inactive here To change a users permissions click on the Yes No to toggle E ce NOTE If you need to attach a signature jpeg which you have just scanned click Into the staff member and attach the file to the bottom of their detall screen next to Graphic Signature and click Update w a se gt al Financial Name Projects Jobs Workflow Database Financial Dashboards Couriers Administration Enabled Demo User Yes No Yes Yes Yes Yes Yes Yes v x Administration Joe Bloggs Yes Yes Yes Yes Yes No No No Yes Categories Total 3 Close Projects Dashboards Delete GL Codes Job Locations Preferences Proposal Presets Proposal Time Names Purchase Order Move Purchase Order Presets Reopen gt Staff To create a new user 1 Goto Administration gt Staff 2 Click New Staff Member spark ra i X by digitalarenc Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences gt B Home Staff gt Projects a Name Joe Bloggs a gt sty Workflow Login Joe gt Database ork Password Re Type gt al Financial Job Title Account Manager v x Administration Department Email joe companyname co nz Categories Direct Line Close Proje
15. ove Tanong Send Test Email To Send Test Email To set up dashboards 1 Goto Administration gt Dashboards a list of Active users will be shown and tick boxes will display if an email address exists in the user profile e fan email address is not present click on the user name this will take you to the user profile where a valid email address can be entered in the Email field Click Update to save your changes 2 Enter your email address in Send Test Email To and click Send Test Email e f no summary emails are received please contact your Digital Arena Spark contact as additional set up maybe required Tick each summary you wish to turn on for a user Financial Summary gt margins and predicted monthly result figures the summary will be emailed daily on weekdays Production Summary gt current work in progress WIP and deadlines the summary will be emailed daily on weekdays Timesheet Summary gt previous week s hours by staff member and client the summary will be emailed weekly on a Monday Spark Site Administrator User Manual Version 5 8 Page 4 How do I delete a project proposal job purchase invoice spark e Mm a x P by digitalarenc Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help gt A Home Delete gt eas Projects WARNING The delete function Is useful but can be destructive We CANNOT undo any damage caused by the misuse of this sc
16. rchase order by selecting a purchase order type Reopen Where you can reopen projects proposals jobs purchase orders and invoices Staff Where you can set up new users change user permissions and add user signatures Time Materials Move Where you can move time and or materials from one open job to another Transactions Log A basic transaction log showing actions that users performed i e opening a job closing a proposal deleting an invoice changing a general preference etc How do create a new category gt ON 2 2 spark va e Ci a T by digitalarena Time Entry My Timesheet Courier Entry Dashboards User Preferences Help NS gt MA Home Categories gt Projects a Category Name a lt gt sty Workflow Category Type Products Database nenn Lan Ss Create gt al Financial L v Administration gt Categories To create a new category 1 Goto Administration gt Categories 2 Click the action button New Category and complete the following a Category Name enter a descriptive title for the category for example Creative Art Materials Couriers etc b Category Type select the appropriate type from the drop down list Products gt will be used for products in the product database default Project gt will be used for projects c Position enter the position number that you want to assign to the category Note This is for product categories only The position determines the order of the categories on the
17. reen Please do not assume anything Be precise and check your actions carefully gt SE Workfl fea Workflow Delete Jobs BE gt Database Jobs gt al Financial Quick Search Search All Fields that Contains Go v Administration Categories Number Title Type Created By Start Date Due Date Location Close Projects 23 Web Design Web Design Website Demo User 26 07 2009 30 07 2009 Not Started Delete Dashboards 24 New Cards New Cards Production Demo User 26 07 2009 26 07 2009 Delete gt Delete 26 DM Campaign DM Campaign Production Demo User 26 07 2009 30 07 2009 In Production Delete GL Codes 25 Billboard Billboard Production Demo User 30 07 2009 26 08 2009 Ready to Invoice Delete Job Locations 27 New Envelopes New Envelopes Production Demo User 08 08 2009 26 08 2009 Not Started Delete Job Sheets Manager 28 The Highest Sweet Shop A4 Poster The Highest Sweet Shop A4 Poster Production Administration 04 11 2010 04 11 2010 Ready to Invoice Delete PDF Templates 29 Customer X Sales Brochure Customer X Sales Brochure Production Administration 22 12 2010 30 12 2010 Not Started Delete Preferences 30 Customer X Car signge Customer X Car signge Production Demo User 18 01 2011 18 01 2011 Not Started Delete Proposal Presets 31 iPhone Application Design iPhone Application Design Production Demo User 24 01 2011 31 01 2011 Not Started Delete Proposal Time Names To delete an entity from Spark 1 Goto Admini
18. stration gt Delete 2 Select the entity you want to delete from the Delete drop down list i e project proposal job purchase or invoice 3 Use the Quick Search to find the entity you want to delete and click Go 4 Click Delete 5 A warning pop up window will display click OK to delete the entity IMPORTANT The delete action can not be undone Please check the entity carefully before deleting it It is not recommended to delete invoices or purchases after they have been transferred to the financial system as this may cause inaccuracies How do I create general ledger GL codes spark ro v i X Flg by digitalarena Time Entry My Timesheet Courier Entry Dashboards New Project User Preferences Help Logout PN gt PF Home General Ledger Codes gt Projects Name i gt chy Workflow DR GL Code gt Dan CR GL Code Create gt Financial v x Administration Categories Close Projects Dashboards Delete gt GL Codes Job Locations To create a new GL code 1 Goto Administration gt GL Codes 2 Click Create New GL Code 3 Enter a Name DR GL Code debtor and CR GL Code e DR and CR GL codes MUST match your financial system exactly e It is OK to enter n a for a DR CR code if it will be never used for example you might sell DR Code 123 the product administration but you never buy CR code n a administration 4 Click Create IMPORTANT After adding GL codes you must go to Database
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