Softhard Solutions ShopMate Main Business Administration Module Explanation Page
Softhard Solutions Australia
Softhard Solutions ShopMate

Business Accounting Business Administration Module Explanation

Automotive Business Accounting Software System for Businesses

ShopMate Automotive Business Accounting Business Administration Module

AzureMate - Best in Windows Azure Cloud Storage Explorer Software Products

Administration of ShopMate Database System is an important part and key element of running your business. Only two clicks from the Home Page will have an Administration set up and ready to go ... in seconds. Welcome to ShopMate Main Business Administration Module Explanation page.
View ShopMate Administration Module Screen Shot...

In the Business Administration Module, this module manager form shows you your current administrative data live for currently selected Branch compared to the Database totals. You can view the ShopMate system (not sql server) activities here. Some files unrelated to administration (financial) have been added to this manager for convenience.

The following tasks are available on this page:

Tips
Some buttons associated with a Grid of data need to have one or more records Selected by Highlighting the records in order to get enabled. You can control the record highlighting by clicking the Selector bar on the left of each grid for one record selection or using the Ctrl+Click button for selecting one record at the time in different positions or Shift+Click button for selecting a range of records.

Some buttons only need the pointer arrow on the selector bar, without highlighting, to get enabled. In that case you can select any record by just clicking on the desired record anywhere within the grid, without having to click the selector bar.

If you press the Ctrl+F6 keys on your keyboard, it will zoom through any windows forms you currently have 'open' inside ShopMate.

ShopMate has a notion of Open and Closed invoices and orders. While they are Open, they are just templates and can be manipulated as you like, even deleted, with no reflection in the financial system or your products stock. When Closed, they are taken off of the Main Sales or Purchases and become part of the financial system.

When the invoices or orders are Closed they are Posted from sales/purchases into the financial system, products (only those with the Stocked property set) are added or deducted to/from stock as needed, you can't change things any more and the invoices/orders are ready for the receiving/issuing of payment for them.

Even if you do NOT use purchase orders you still should periodically Close all the orders that ShopMate automatically creates when any product's Reorder Level is set, or an invoice containing any Stocked products is Closed, not delete them.

If you delete them, they will only be recreated again by ShopMate. You should Close (post) them and issue payments for them otherwise your financial reports will be incorrect (100% profit). You should maintain all products' correct Retail and Supply (except labour) prices for balancing.

By default, at start up, each employee is marked as present at work, except for employees marked as Inactive and entries made on Saturdays and Sundays. It is your responsibility to see that the entries, employee attendance and wage Approval, are correct for each day of employee operations.

All your labour products should have the ItemsInUnit property set to a number greater than one. If we assume that the Items are minutes of a Unit (one hour), you can set the ItemsInUnit to 60 (minutes). Then in an invoice you can enter e.g. 2.3 (hours) into Units and the Items (minutes) will be correctly calculated in this invoice item.

The updatable grids may contain one or more fields that are too short to display fully. You can click into these fields and the editor will display all words fully below it, formatted (even if a field is not normally updatable - if you try to update such field the editor will simply return the previous data).

Before a product is being pulled into the invoices or orders via a bar code scanning device, make sure the designated bar code field receiving the number is in focus.

Although you may, it is advisable NOT to use dot (.) as a first letter of the product names you yourself create.

If you are currently a MotoShop Automotive user you might ask a question: what is the difference between MotoShop Automotive and ShopMate? The answer is they both do the same thing but ShopMate does it better, is most modern software you can get, is written in .Net technology and, unlike MotoShop, is fully supported by Softhard Solutions.

MotoShop Automotive was built with the automotive industry businesses in mind, ShopMate was built for any small to medium business including automotive industry.


You do not have ShopMate installed yet?   


Top of Page


Operations Task Tab

Following table contains all the available elements for review.

Element Description
Combo box:
Company Branch
operations
Selector
Indicates this machine's currently selected Branch operations. This combo contains all Branches for selection. Which ever Branch you select here, this workstation will reflect only the data for the selected Branch in all its operations. When you select the required Branch, all open forms are closed and the system is set to show only the data for the selected Branch in all forms throughout the system.
Field:
Administrative
notes
As the owner and Administrator of ShopMate, you can make any type of 'administrative notes' here to remember, that apply to ShopMate as your business database, or anything else, as this 'Notes' field can hold about 64,000 letters of information. If you use it, you should purge (delete) unwanted data as often as necessary. This field is global to all Branches.
Field:
ShopMate
Version

Shows the version number of ShopMate currently running on this workstation. You can compare this version number with the one on our website to help you decide to download and install the latest ShopMate update.

Important Note
If you used the Internet Installer to install ShopMate from our website then the changes and updates are automatic for your system (if your machine is connected to the public Internet Network). If you used the Windows Installer then you must check periodically with our website if there are any updates to ShopMate.

Field:
Network
connection
Indicates if this machine has access to Internet Network. This field will show NOT Available even if the machine has a network card connected to any local network but has no access to the actual Internet Network. Since the network availability is checked only at the start up of this form, to see if the status of access to Internet Network is or is not changed and is or is not available, exit and re-enter the form.
More... Button:
Send E-mail
Click on this option to email messages to entities. You can use this button to email messages to anyone.

The emailing should work even if you do not have an SMTP protocol (simple mail transport protocol) installed on your machine.
More... Button:
Print
form face
Click on this option to Print or Preview form's currently showing face in various picture formats.
Button:
Register
ShopMate

This selection takes you to where you can type in your subscription or registration number details. You must obtain any subscription or registration numbers from Softhard Solutions before you can put any data in there.

Note
In most circumstances customers can purchase ShopMate instead of subscribing. Those who purchase ShopMate are limited to one network user licence. Any additional user licences must be purchased separately. There are NO such limitations when purchasing a subscription to ShopMate services.

Button:
Network
Users

This selection takes you to where you can type in your network user extension number to add one or more network user connection licences.

Note
This is only for the owners of ShopMate who are not subscribed to ShopMate services. You must obtain any extension numbers from Softhard Solutions before you can put any data in there.

Button:
Business
Details
This selection takes you into the Business Details Manager where your Owner name, Main company trading name and other business details are and where you can make changes and corrections to these details which will also update the details of the Main Branch number one.
Button:
Branches
Details
This selection takes you into the Branches Details Manager where your Branch Manager name, Branch company trading name, Branch name and other business details are and where you can make additions, changes and corrections to these details.
Button:
ShopMate
Users
This selection takes you into the ShopMate Users section of ShopMate. These are users of ShopMate you define within ShopMate, not the windows users.
Button:
Email
Contacts
This selection brings up the ShopMate's Email Contacts screen form where you can update your Email Contacts and send e-mail messages.
Button:
Customer
Marketing
This selection takes you into the Customer Marketing section of ShopMate where you can create letters to selected customers.
Button:
Address
Book
This selection takes you into the Phone and Address section of ShopMate where you can create new entries and search for a phone or address of entity.
Button:
Reminder
Messages
This selection takes you into the Reminders section of ShopMate where you can create new entries and search for a reminder message you created before.
Button:
To Do
Reminder
Messages
This selection takes you into the To Do Reminders section of ShopMate where you can create new entries and search for a To Do reminder message you created before.
Button:
Customer
Contacts
Messages from Customers. This selection brings up the ShopMate's Customer Contacts screen form where you can update your Customer Contacts and see what the Customer wants.
Button:
Supplier
Contacts
Messages from Suppliers. This selection brings up the ShopMate's Supplier Contacts screen form where you can update your Supplier Contacts and see what the Supplier wants.
Button:
Public
Contacts
Messages from Public. This selection brings up the ShopMate's Public Contacts screen form where you can update your Public Contacts and see what the Public wants.

Top of Page


Table Details Task Tab

Following table contains all the available elements for review.

Element Description
Fields:
Table totals

The Administrator has table records summed up for him with these main 'information' fields. It shows you total records contained in the main tables (common to all branches) of entities of current Branch compared to Database (all branches) totals.

Note
Not all tables are shown here. Only the tables associated with the administration system, the financials of Invoices and Orders are shown.


Top of Page


User Logs Task Tab

Grid Colour Coding

User record will have a different foreground colour:

  • If a User is logged in on current workstation the colour is Royal Blue.

  • Otherwise the colour is Black.

Following table contains all the available elements for review.

Element Description
Informational
fields
  • Total network user connections you are currently licenced for. It does not apply if you use subscription service.
  • Total users currently logged into the ShopMate system service.
Grid:
User logins
This grid is a single-select grid and contains all currently logged in users from all workstations on the network. Selecting any user record, you can either evict the user or send a console message to them. You can send an 'instant message' to Users on your network. If you double click any record and you typed a message in, the message will be sent to that user on to their workstation.
Button:
Evict user
Although ShopMate backs up all the time without any need for users to log off first, and you can do a manual backup any time without anyone logging off, when it comes time to Restore, Upgrade, Import or Re-create the database procedures, you should evict all users (you can evict yourself too!!!) to make sure no damage is done to your data. To further minimize any loss of data, if you do not evict users or users do not log out for these procedures, ShopMate loges them out anyway.

Select a user name you want to evict by clicking anywhere into the desired record in the grid on this task Tab. Left-click this button. It takes 30 seconds for an eviction to take place (unless they terminate themselves upon seeing the eviction notice). You may wait 30 or more seconds for the evictions to take place, then do your restoring, upgrading or re-creating the database.

Select each user and do the same.

As soon as you left-click on the 'Evict User' button, a pop-up screen will appear on the workstation of the selected user, advising that user they have 30 seconds to shut down what they are doing before they are 'evicted'.

Important Note
Always use the Evict User button because of human error. Never let a user say they will log off, because human error means they may get distracted, take longer than they thought, miss one step of logging off, whatever. Don't take chances.

Field:
Console
message
to send

Simply click into this 'Console Message to Send' field and type a message that you wish to send an 'instant message' to selected user. Type in a short console message, click Send Message button, and it will be seen by that user 'instantly' right in the middle of their monitor. They can't miss it.

Any user can use this Console with you at the same time. If they have Administration permission they can use the Console backwards and forwards with you, otherwise you can use it for one-way traffic instructions to your users.

Button:
Send Message
This selection sends the message you typed to the user you selected. You can also double click any record in the grid. Something must be typed in for this button to be enabled.

Top of Page


See More Information On:






Top of Page