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Volume 4
User Guide
Mantaray Software Sàrl
Version 6
May 2013
Mantaray User Guide
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Mantaray User Guide
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This document contains proprietary information that is protected by copyright. No part of this
document may be photocopied, reproduced, or translated without the prior written consent of
Mantaray Software. The information contained in this document is subject to change without
notice.
Mantaray Software provides this material as is and makes no warranty of any kind, expressed or
implied, including, but not limited to, the implied warranties of merchantability and fitness for a
particular purpose. Mantaray Software shall not be liable for errors contained herein or for
incidental or consequential damages (including lost profits) in connection with the furnishing,
performance, or use of this material whether based on warranty, contract, or legal theory.
Windows TM
is a trademark of Microsoft Corporation.
Copyright © 2001-2010 by Manuel Goeyers.
Copyright © 2010-2012 by Mantaray Software Sàrl.
Mantaray Software Sàrl
133, route de Diekirch
L-7220 Walferdange, Luxemburg
www.mantaray.lu
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Contents
MANTARAY BASICS ......................................................................................... 9
Starting ............................................................................................................................................... 9
Navigation ........................................................................................................................................ 10
Toolbar .......................................................................................................................................... 11
Main Menu ..................................................................................................................................... 11
Preview Pane ................................................................................................................................. 11
Today ............................................................................................................................................. 12
Windows ........................................................................................................................................... 13
Maintenance Window ................................................................................................................... 13
Browse Window ............................................................................................................................ 15
Selection Window ......................................................................................................................... 16
BASIC DATA PROCEDURES ......................................................................... 19
Contacts ........................................................................................................................................... 20
Create a new contact .................................................................................................................... 20
Modify a contact............................................................................................................................ 21
Delete a contact ............................................................................................................................ 21
Items ................................................................................................................................................. 22
Create a new item ......................................................................................................................... 22
Modify an item ............................................................................................................................... 23
Delete an item ............................................................................................................................... 23
ADVANCED DATA PROCEDURES ................................................................ 27
Company Management .................................................................................................................... 27
Extended Contact Maintenance ................................................................................................... 27
Paperless Office ............................................................................................................................... 46
Documents .................................................................................................................................... 46
Task Management ............................................................................................................................ 54
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Tasks ............................................................................................................................................. 55
Business Opportunities ................................................................................................................... 59
Creating BO’s ................................................................................................................................ 60
Browsing BO’s .............................................................................................................................. 62
Project Management ........................................................................................................................ 63
Creating Projects .......................................................................................................................... 63
Assigning Project Tasks .............................................................................................................. 65
Follow-Up Project Tasks .............................................................................................................. 67
Phone Calls ...................................................................................................................................... 69
Create a Phone Call entry ............................................................................................................. 69
Timesheets ....................................................................................................................................... 71
Create a Timesheet Entry ............................................................................................................. 71
Printing the Timesheet ................................................................................................................. 72
Invoicing ........................................................................................................................................... 73
Invoice Setup ................................................................................................................................ 73
Invoice Proposals ......................................................................................................................... 80
Invoice Generation ........................................................................................................................ 81
Invoice ........................................................................................................................................... 84
Invoice Print .................................................................................................................................. 85
TABLE OF FIGURES ....................................................................................... 89
PART I
Mantaray Basics
Mantaray User Guide Part I: Mantaray Basics
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Mantaray Basics This section will describe the basics in order to successfully use Mantaray.
Starting
The following procedure must be followed in order to start Mantaray:
Locate the application icon. This is usually located on the desktop or in programs/mantaray of the start
section in Microsoft Windows.
Select or double click the Mantaray icon . The Mantaray login will appear.
Figure 1 Login
Enter the following information:
1. User Identification: Enter an identification code of up to 8 characters. ID’s are defined by the
system administrator.
2. Password: Enter the password assigned by the system administrator or by yourself.
3. Database: Select the database to connect to.
4. Select the button.
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Navigation
The following sections explain how to navigate through Mantaray.
Figure 2 Main Screen
The Mantaray main screen is divided into 4 sections:
1. Toolbar
2. Main Menu
3. Preview Window
4. Today
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Toolbar
The toolbar section contains shortcuts to the most used programs in Mantaray. The contents may vary
according to the selected application or module. The toolbar also contains the following generic buttons:
Refresh the complete menu structure and Today section.
Refresh the Today section.
Show all dashboards in the preview pane.
Search the knowledge base for a specific word.
Main Menu
The main menu is located on the left side of the preview window and consists of two sections. The upper
section will offer a variety of programs. This section is context based on the choice you make in the bottom
section. In the bottom section, you can choose what kind of action you’d like to perform.
- Applications: Selecting this will show all installed programs ordered by installed application module.
- Organizer: Selecting this will show all the organizer functions used to maintain an office program.
- Office Tools: Selecting this will show all the office functions.
- Data Administration: Selecting this will show all programs used to enter basic data used in the
modular programs.
- Direct Data Acces: Selecting the DDA will show a graphical representation of your data in the form of
a tree structure.
- Manager Functions: Show all the programs the manager or administrator use to set up or manage
your data. This will only show to users with the appropriate rights.
- System Administration: Show all the programs the manager or administrator use to set up or
manage Mantaray. This will only show to users with the appropriate rights.
Preview Pane
The middle section of the main screen contains a zone where all kind of information can be viewed. This
information comes from different sources like scanned documents, primary data or customized reports and
views.
The data shown in the preview pane can be printed or saved to a RTF document.
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Today
The Today section contains all the business critical information that requires your attention as well as
reminders and task related information.
Select an item to show more information in the preview pane or right click the item to perform a specific
action in relation to the shown topic.
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Windows
There are 3 primary types of windows available in Mantaray.
- Maintenance Window
This type of window is used to enter new information into Mantaray or to edit existing information.
- Browse Window
This type of window is used to view the existing information.
- Selection Window
This type of window is used to select information to be used on a maintenance window.
Maintenance Window
This type of window represents the data in a form. Following the selected function data can be created,
modifies, deleted or viewed. Also, from within this type of window other related information can be viewed
by using so called “combo boxes”.
Figure 3 Maintenance Screen
A maintenance window can have two kind of states:
Viewing state
The information is displayed and other records can be displayed by using the navigation buttons.
When viewing information the following toolbar is displayed:
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Figure 4 Viewing Toolbar
The following functions can be selected from this toolbar:
Create a new record. Selecting this button will cause the toolbar the change to edit mode.
Modify the displayed record. Selecting this button will cause the toolbar the change to edit
mode.
Delete the displayed record.
View the first record.
View the previous record.
View the next record.
View the last record.
Print the selected record.
Select a special function from this combo box, if available.
Online Help, if available.
Selection window, if available.
Close the current window.
Edit state
The information can be entered or modified.
When editing information the following information is displayed:
Figure 5 Editing Toolbar
The following functions can be selected from this toolbar:
Save the created or modified information and return to viewing mode.
Cancel changes and return to viewing mode.
Cut the information to the clipboard.
Copy information to the clipboard.
Paste information from the clipboard.
Create a note for the selected information.
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Online Help, if available.
Selection window, if available.
Browse Window
This type of window represents the data in a list. From within the list the corresponding maintenance
window can be opened. Also, from within this type of window other related information can be viewed by
using so called “combo boxes”.
Figure 6 Browse Window
The following functions can be performed in this window:
Open the maintenance window and create a new record.
Open the maintenance window and modify the selected record.
Delete the selected record.
Print the current table.
Select the linked detail record, if available.
Close the current window.
Synchronize the table with MS Outlook, if available.
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Selection Window
This type of window represents data in a list. From within the list a record can be selected and the data is
then transferred to the summoning maintenance window.
Figure 7 Selection Window
The following functions can be selected from this toolbar:
Select the current record and return to the summoning maintenance window.
Cancel the selection and return to the summoning maintenance window
Open the maintenance window and create a new record.
PART II
Basic Data
Procedures
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Basic Data Procedures This section explains the procedures in order to add, modify and delete basic data located in the Data
Administration menu tree.
Access to basic data is done by using:
1. The quick buttons that appear on the Organizer toolbar.
2. The Organizer tree in the main menu
3. The Data Administration tree in the main menu
4. Dynamically through the application by calling a selection window.
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Contacts
Contacts are the center of Mantaray and your business and are therefore the most important piece of
information in your database.
Contacts can be physical persons, as well as companies.
Contacts are also the first step in creating customers, suppliers, employees, transporters, users and
salespeople.
Create a new contact
Use the following procedure to create a new contact person or company:
1. Go to the contact maintenance window, using one of the methods mentioned above.
2. The contact maintenance window will be opened in editing mode:
Figure 8 Contact Maintenance
Enter the information in the destined field. Note: If you want to make a company, leave the first, middle
and last name empty.
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3. Save the record by selecting the save button or cancel the changes by selecting the cancel button.
Modify a contact
Use the following procedure to modify a contact:
1. Go to the “Contact Browse” window using one of the methods mentioned above.
2. Select the contact you wish to change the data for. You can quickly jump to the desired contact by
typing in its name on top of the table.
3. Select the in the upper left corner to open the contact maintenance window in edit mode.
4. Modify the record and select either to save the modifications, or to cancel them.
Delete a contact
Deleting a contact will delete the actual record and all related information to the contact. However, a
contact that has invoices, orders, work orders and project tasks attached to it, can’t be deleted.
Use the following procedure to delete a contact:
1. Go to the “Contact Browse” window using one of the methods mentioned above.
2. Select the contact you wish to delete. You can quickly jump to the desired contact by typing in its
name on top of the table.
3. Select the in the upper left corner to delete the contact.
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Items
Item, or product, references are needed in order to sell, buy, manufacture or store goods. Even if you want
to invoice services, an item reference must be used.
An item reference contains all information about cost, pricing and storage conditions of the actual physical
good. An item can also be the identifier for a virtual good like a sub-product or a bill of materials.
Item references are created via “Item Maintenance”.
Create a new item
Use the following procedure to create a new item:
1. Go to the item maintenance window using one of the methods mentioned above.
2. The item maintenance window will be opened in viewing mode. Click to add a new item.
Figure 9 Item Maintenance
Fill out the necessary fields. You can leave the item number field blank if you want the system to create an
automatic number. Refer to the administration Guide for more information about product structures and to
the Reference Guide for detailed information on item fields.
3. Save the record by selecting the save button or cancel the changes by selecting the cancel button:
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Modify an item
Use the following procedure to modify an existing item:
1. Go to “Item Browse” using one of the methods mentioned above.
2. Select the item you wish to change the data for. You can quickly jump to a specific item by typing in
the item number.
3. Select the in the upper left corner to open the item maintenance window in edit mode.
4. Modify the record and select either to save the modifications, or to cancel them.
Delete an item
Deleting an item will delete the actual record and all related information of this item. However, if the item
reference has already been used on a Purchase, Sales and/or Work Order, it can’t be deleted.
Use the following procedure to delete an item:
1. Go to “Item Browse” using one of the methods mentioned above.
2. Select the item you wish to delete. You can quickly jump to a specific item by typing in the item
number.
3. Select the in the upper left corner to delete the item.
PART III
Advanced Data
Procedures
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Advanced Data Procedures This section contains the procedures used to create and maintain application related data.
Company Management
Extended Contact Maintenance
The Contact Extended Maintenance is a window that consolidates data from different sources for a selected
contact person or company and is a part of the Company Management Module.
The following information is accessible:
- Company or contact person address information
- Statutory related information
- Juridical related information
- Relational data like
o Shareholders
o Assets
o Contacts
o Directors
o Service providers
o Subsidiaries
- Documents
- Tasks
You can open the Extended Maintenance window by selecting “Maintenance” in the application “Company
Management”.
The Contact Extended Maintenance window will now appear.
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Figure 10 Contact Extended Maintenance
Contact address
The above section will show the contacts name and address. The name is also used in the search function to
identify the contact.
Several tabulators are displayed based on the type of contact that is showing.
Contact person address
The following tabulators are displayed when the selected contact represents a physical person:
Company address
The following tabulators are displayed when the selected contact represents a company other than a
customer:
Customer address
The following tabulators are displayed when the selected contact represents a managed company or customer:
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Data procedures
Just like regular contacts, managed contacts can be created from the company management module. In fact,
each created contact from the company management program will also be located in the contact maintenance
window and vice versa.
Figure 11 Contact Extended Maintenance
Create a New contact
In order to create a new contact person or company use the following procedure:
1. Select the button on the toolbar;
2. The contact maintenance window will be opened in edit mode;
3. Enter the required information into the fields;
4. Save the record by selecting the button.
Create a New Customer
In order to create a new customer or managed company use the following procedure:
1. Select the button from the toolbar;
2. The contact maintenance window will be opened in edit mode;
3. Enter the required information into the fields;
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4. Save the record by selecting the button;
5. Select from the combo box the function .
Modify a Contact
In order to modify an existing contact, company or customer use the following procedure:
1. Select the button from the toolbar;
2. Edit the required information in the fields;
3. Save the record by selecting the button.
Delete a Contact
Contacts cannot be deleted from within this window. Please, refer to the contact basic data procedures in
order to delete contacts.
Window Frames
The following frames can be displayed following the selected tab.
General
This frame summarizes the most important information about a managed company:
Figure 12 Contact Extended Maintenance - General
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The following special functions are available from within this frame:
• Add or remove a director to the directors table by using the and button.
• Add or remove a shareholder to the shareholders table by using the and button.
• Double-click on the directors or shareholders name to jump to its record.
Statutory
This frame contains all statutory information of the selected customer:
Figure 13 Contact Extended Maintenance - Statutory
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The following special functions are available from within this frame:
• Add, edit or remove a director to the directors table by using the , and button.
• Double-click on the directors name to jump to its record.
Banks
This frame contains the list of bank accounts belonging to the select customer:
Figure 14 Contact Extended Maintenance - Banks
The following special functions are available from within this frame:
• Add, edit or remove a bank account to the bank accounts table by using the , and button.
• Double-click on the banks name to Jump to its record.
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Shareholding
This frame contains the information in relation to the shareholders.
Figure 15 Contact Extended Maintenance - Shareholding
The following special functions are available from within this frame:
• Add, edit or remove a shareholder to the shareholders table by using the , and button.
• Double-click on the shareholders name to Jump to its record.
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Assets
This frame contains the assets related information:
Figure 16 Contact Extended Maintenance - Assets
The following special functions are available from within this frame:
• Add, edit or remove a subsidiary from the table by using the , and button.
• Double-click on the subsidiary to Jump to its record.
• Add, edit or remove an asset from the table by using the , and button.
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Contacts
This frame contains the list of contact persons working for the select company:
Figure 17 Contact Extended Maintenance - Contacts
The following special functions are available from within this frame:
• Add, edit or remove a contact from the table by using the , and button.
• Double-click on the contact name to Jump to its record.
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Compliance
This frame contains the list of legal documents completed or not by or for the selected customer:
Figure 18 Contact Extended Maintenance - Compliance
The following special functions are available from within this frame:
• Add or remove a document from the table by using the and button.
• Add or remove a reminder related to the compliances by using the and button.
Relations
This frame contains the list of known relation to the selected customer:
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Figure 19 Contact Extended Maintenance - Relation
The following special functions are available from within this frame:
• Add, edit or remove a contact from the table by using the , and button.
• Double-click on the relations name to Jump to its record.
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Documents
This frame contains the list of scanned or imported documents in relation to the select customer.
Figure 20 Contact Extended Maintenance - Documents
The following special functions are available from within this frame:
• Add, edit or remove a document from the table by using the , and button.
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Accounting
This frame contains the declarations in relation to the select customer.
Figure 21 Contact Extended Maintenance - Accounting
The following special functions are available from within this frame:
• Choose the type of accounting.
• Add declarations.
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Reminders
This frame contains a list of active reminders in relation of the contact.
Figure 22 Contact Extended Maintenance - Reminders
The following special functions are available from within this frame:
• Add, edit or remove a reminder from the table by using the , and button.
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Tasks
This frame contains the list of tasks executed or to be executed for the selected contact. Tasks are classified by
type.
Figure 23 Contact Extended Maintenance - Tasks
The following special functions are available from within this frame:
• Add, edit or remove a task from the table by using the , and button.
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Reports
This frame contains the list of closed milestones and their corresponding reports of the selected customer:
Figure 24 Contact Extended Maintenance - Reports
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History
The following list contains a detailed journal of all changes done to this contact.
Figure 25 Contact Extended Maintenance - History
BusDev
This frame contains the information regarding business development related to the customer.
Figure 26 Contact Extended Maintenance - BusDev
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Projects
This frame contains a list of projects related to the customer.
Figure 27 Contact Extended Maintenance - Projects
The following special functions are available from within this frame:
• Add, edit or view a project from the table by using the , and button.
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Notes
This frame contains a list of meeting notes related to the customer.
Figure 28 Contact Extended Maintenance - Notes
The following special functions are available from within this frame:
• Add, edit or view a meeting note from the table by using the , and button.
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Paperless Office
This section shows you how you can maintain a paperless office by using Mantaray. It offers a variety of ways
to create a clear knowledge base in which you can find your documents.
Documents
You can add documents to the knowledge base in many different ways:
- By using the module “Document Management” in the section “Office Tools”.
- Dynamically from other maintenance windows
- By accepting documents that appear in your Today window.
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Document Management
Navigation
You will find the module “Document Management” in the section “Office Tools”. Within that module, there are
3 main applications that you will use:
- Document Maintenance: This window is used to create, modify and delete documents.
- Document Browse: This window will provide an overview of your existing documents.
- Scanning: This window will allow the user to quickly search, scan and archive multiple documents you
have lined up.
Create a new document
Follow these steps to create a new document, using the “Document Management” module:
1. In your main menu, go to Office Tools > Document Management > Maintenance. A maintenance
window will open.
Figure 29 Document Maintenance
2. Complete the data in the necessary fields.
3. Add the document file in one of the following ways:
a. Drag and drop the document in this window
b. Enter the directory path of the file in the field “File”
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4. Save the changes by clicking .
Modify an existing document
To modify the data of an existing document, follow these steps:
1. Go to Office Tools > Document Management > Browse. A browse window with all your documents
should appear.
Figure 30 Document Browse
2. Search the document you wish to modify.
a. You can sort documents by title, date and category.
b. Filter your documents by category or binder to ease your search.
c. You can search a certain document by typing its title in the search box.
3. Click to modify the selected document. The maintenance window will now open.
4. Edit the data at your own discretion.
5. Save the changes by clicking .
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Delete an existing document
To delete a document entirely, follow these steps.
1. Go to Office Tools > Document Management > Browse. A browse window with all your documents
should appear.
2. Search the document you wish to delete.
a. You can sort documents by title, date and category.
b. Filter your documents by category or binder to ease your search.
c. You can search a certain document by typing its title in the search box.
3. Delete the data by clicking .
4. Mantaray will ask for a confirmation. Click ‘Yes’ to accept.
5. A prompt will appear, asking you if you want to delete the file attached to it. If you don’t accept this
action, the file will still exist in the database, but the registry will be gone.
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Document import
Documents can be linked to projects, contacts, contracts and damage cases. If you do this, the documents will
appear in their respective windows. You can easily add, modify and delete documents from within these
windows.
Navigation
To dynamically import documents, open a maintenance window of one of the four basic data. You can find
them in specific places.
Figure 31 Document Import - Contact Maintenance
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Import a new document
To import a new document, follow this procedure:
1. Go to the document overview.
2. Click to add a new document. The document dropbox will appear.
Figure 32 Document Dropbox
3. Complete the data in the necessary fields.
4. Add the document file in one of the following ways:
a. Drag and drop the document in this window
b. Enter the directory path of the file in the field “File”
5. Save the changes by clicking .
Modify an existing document
To edit an existing document, follow this procedure:
1. Go to the document overview.
2. Select the document you wish to edit and click .
3. Edit the data in the necessary fields and save the changes by clicking .
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Delete an existing document
To delete an existing document, follow this procedure:
1. Go to the document overview.
2. Select the document you wish to delete and click .
Accepting Documents
Mantaray has the possibility to monitor folders and archiving the documents that are within those folders.
Navigation
Accepting document files is as easy as looking in your Today panel. Whenever documents are present in the
folders you are monitoring, Mantaray will show them there.
Figure 33 Accepting Documents - Today
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Add a document to the knowledge base
You can add a document to the knowledge base, or archive it, by following these steps:
1. Right-click the document in the Today panel.
2. Select the option “Accept Document” from the contextual popup. An acceptance window will now
open and Mantaray will analyze the document.
Figure 34 Document Acceptance Maintenance
3. Complete the data in the necessary fields.
4. Save and archive the document by clicking .
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Task Management
Tasks are the ideal way to distribute work between your resources and to follow up their progress.
They can be created and viewed in several ways, from the DDA or by using one of the task management
programs.
Task statuses are used in order to indicate its progress and is therefore the ideal way of communication
regarding task advancement.
A task can have the following status:
• New
When newly created this status is automatically assigned.
The task will not appear in the today pane.
• Planned
When the date planned and due date are set this status is automatically assigned.
The task will not appear in the today pane.
• Pending
This status needs to be set in order to indicate that the task is ready to be started.
The task will appear in the today pane.
• In Progress
This status is set in order to indicate that the task has been started.
The task will appear in the today pane.
• On Hold
This status is set in order to indicate that the task has been set on hold.
The task will appear in the today pane.
• Waiting
This status is set in order to indicate that the user is waiting for action or information in order to
complete the task.
The task will appear in the today pane.
• Finished
This status is set in order to indicate that the task has been finished.
The task will not appear in the today pane.
• Closed
This status is set in order to indicate that the task has been finished and ready to be archived.
The task will not appear in the today pane.
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Tasks
Tasks can be viewed, created and edited in multiple ways:
- Via the Organizer menu
- Dynamically through other maintenance windows
- From the Today panel
Navigation
Organizer menu
Figure 35 Task Management – Organizer
To open a task maintenance or browse window, follow this procedure:
1. Select the section “Organizer” at the bottom left of your main menu
2. There are two possibilities to open a maintenance or browse window
a. Open the module “Tasks” and select the application.
b. Select the application from the toolbar at the top of the window.
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Dynamic navigation
When filled out completely, a task will be shown in the customer, project, contract and damage case
maintenance windows. From these windows, you can also add, modify or delete tasks.
To do so, follow this procedure:
1. Open a maintenance window.
2. Navigate to the tabulator “Actions” or “History”.
3. Choose the sub-tabulator “Tasks”. You will see an overview of all linked tasks to that registry.
4. Here you can add, edit or delete a task by pressing , or respectively.
Today panel
Figure 36 Task Overview – Today
Tasks with an active status appear to the owner of the task in the Today panel. Dubbleclick the task twice to
open the task and showing the details.
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Create a new task
To create a new task, follow this procedure:
1. Open the task maintenance window by following one of the ways explained in the chapter
“Navigation”.
2. Click on to open a new task.
3. Enter the required data in the necessary fields.
Figure 37 Task Maintenance
4. Save the task by clicking on .
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Modify an existing task
Tasks need to be updated regularly to show the progress in the statistic windows.
Follow this procedure to modify a task:
1. Open the task browse window via the main menu.
Figure 38 Task Browse
2. Select the task you wish to update.
3. Click on to open the task in a maintenance window.
4. Edit the data and save the changes by clicking on .
Delete a task
Follow this procedure to delete tasks:
1. Open the task browse window via the main menu.
2. Select the task you wish to delete.
3. Click on .
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Business Opportunities
Use business opportunities to keep track of your commercial activities and business proposals.
By using BO’s you can have an overview to who and how your sales team are communication towards
potential customers.
Business opportunities can generate reminders in order to re-launch contacts toward potential customers.
A project can be created from within a business opportunity in order to trace activities when required.
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Creating BO’s
In order to create a new opportunity use one of the following procedures:
Using Business Opportunities Maintenance
1. Select “Business Opportunity Maintenance” from the Office Tools menu;
2. Select the button ;
The maintenance windows will change to creation mode.
Note that an opportunity number is generated, you can change this number as long it is unique.
3. Update the required fields;
Figure 39 Business Opportunity Maintenance
4. Select the button in order to save the records to the database.
If configured, Mantaray will create up to 3 reminders in order to follow-up the BO’s.
Refer to Volume 2 – Administrator Guide for more information about automatic reminders.
Using DDA
1. Right-Click a contact from the DDA tree;
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2. Select “Add Opportunity”;
3. The “Business Opportunity Maintenance” window will be opened in creation mode.
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Browsing BO’s
Use the following procedure in order to browse for opportunities:
1. Select “Business Opportunity Browse” from the ERP menu tree;
2. The BO Browse Window is opened;
Figure 40 Browse Opportunities
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Project Management
Use Project Management in order to trace activities and tasks for customers and by resources.
With projects you can plan long-term tasks, resource actions and control budgets.
Creating Projects
In order to create a new project use one of the following procedures:
Using Project Maintenance
1. Select “Project Maintenance” from the Applications menu tree;
2. Select the button;
The maintenance window will change to creation mode.
3. Update the required fields;
Figure 41 Project Maintenance
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Figure 42 Project Maintenance - Advanced
Note that some of the fields are mandatory like Project and Mission.
4. Select the button in order to save the records to the database.
Using Company Management
1. From the company management window, navigate to the Project tab;
2. Select the button next to the project table;
3. The Project Maintenance window will be opened in creation mode;
4. Update the required fields;
5. Select the button in order to save the records to the database.
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Assigning Project Tasks
Project Tasks are used to plan and keep track of activities in direct relation of projects.
Use the following procedure in order to create and assign a project task:
Using Project Task Maintenance
1. Select “Task Maintenance” from the Applications menu tree;
2. Select the button;
The maintenance window will change to creation mode.
3. Update the required fields;
Figure 43 Project Task Maintenance
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Figure 44 Project Task Maintenance - Planning
Note : The minimun fields required are : Project, Task, Description, User.
Please refer to “Volume 3 – Reference Guide” fo more information about tasks.
4. Select the button in order to save the records to the database.
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Using DDA
1. 1.Right-click a project from the DDA tree;
2. Select “Add Project Task”;
3. The “Project Task Maintenance” window is opened in creation mode;
4. Update the required fields;
5. Select the button in order to save the records to the database.
Follow-Up Project Tasks
Use the following procedure in order to verify the progress of a project task:
1. Select “Task Query” from the ERP menu tree;
2. The Project Tasks Are Listed in the query window;
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Figure 45 Project Task Query
3. Select the modify econ in order to modify the project task;
The maintenance window will be opened in modification mode.
4. 5.Update the required fields;
5. Select the button in order to save the records to the database.
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Phone Calls
Use the Phone Calls utility in order to record incoming and outgoing telephone calls.
Create a Phone Call entry
In order to log an incoming phone call use one of the following procedures:
Using Phone Call Maintenance
1. Select “Phone Call Maintenance” from the Organizer menu;
2. Select the button;
The maintenance window will change to creation mode.
3. Update the required fields;
Figure 46 Phone Call Maintenance
4. Save the record by selecting the button.
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Using DDA
1. 1.Select a contact from the DDA or today tree;
2. Select “Add Phone Call”;
3. The “Phone Call Maintenance” will be opened in creation mode;
4. Update the required fields;
5. Save the record by selecting the button.
Using the Toolbar
1. 1.Right-Click the button on the main toolbar;
2. An overview of all your registered phone calls will appear on the Today Preview Pane
Action buttons in Preview Pane do not work. Maybe add in a double-click feature? Double-clicking it will open
maintenance screen.
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Timesheets
Use the timesheet (or task activities) to encode the time spend for customers or company related work.
Create a Timesheet Entry
Use the following procedure in order to add an entry in your timesheet.
Using Timesheet Entry
1. In the Applications menu, select Project Management > Timesheets > Registration.
2. Today’s Timesheet is opened
Figure 47 Timesheet Registration
- Click on the first empty line in order to create a new entry.
- By default the selected period is the actual day. In order to enter date for another date select the
appropriate filters.
3. Update the required information and click on any other line in order to accept the entry. Column “R” is
there for the manager to reject a task in the timesheet. He will then be prompted to add a comment,
upon which the user can update and add the task again.
Using the Toolbar
1. Click on the timesheet button on the main toolbar.
2. Today’s Timesheet is opened ;
3. Update the required information and click on any other line in order to accept the entry.
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Printing the Timesheet
Use the following procedure in order to print your timesheet:
1. Select “Timesheet Entry” from the “Time Reporting” sub-menu;
2. Today’s Timesheet is opened
3. Select the appropriate filter in order to select the timesheet period to print;
4. Click the print icon.
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Invoicing
Invoice Setup
Customers
Use the following procedure in order to maintain customer invoicing parameters:
1. Select “Customer Invoicing Browse” from the “Customers” sub-menu;
2. The selected window is opened;
Figure 48 Invoicing Settings
3. Update the required information.
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Resources
Use the following procedure in order to maintain resource invoicing parameters:
1. Select “Resource Browse” from the “Resources” sub-menu;
2. The selected browse window is opened;
Figure 49 Resource Selection
3. Select the Item you want to update and select the button;
4. The selected maintenance window is opened;
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Figure 50 Resource Maintenance
5. Update the required information;
6. Save the record by selecting the button.
Items
Use the following procedure in order to maintain items:
1. Select “Item Browse” from the “Items” sub-menu;
2. The selected browse window is opened;
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Figure 51 Item Browse
3. Select the Item you want to update and select the button;
4. The selected maintenance window is opened;
Figure 52 Item Maintenance
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Figure 53 Item Maintenance - Pricing
Figure 54 Item Maintenance - Accounting
5. Update the required information;
6. Save the record by selecting the button.
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Invoice Schedules
Use the following procedure in order to maintain invoice schedules:
1. Go to Applications > Invoicing > Schedules > Query.
2. The selected query window is opened;
Figure 55 Invoice Schedule Query
3. Use the edit buttons at the bottom of each table in order to add , edit or delete information;
4. Close the window.
Invoice Numbers
In order to change the document numbering use the following procedure:
1. Select “System Control File” from the “Manager Functions” sub-menu;
2. The Control File window is opened;
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Figure 56 Control File - Sales
Figure 57 Controle File - Accounting
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Figure 58 Control File - Defaults
3. Edit the required information by selecting the button;
4. Save you changes by selecting the button.
Invoice Proposals
In order to review invoice proposals a window has been developed that will show you the following
information:
• Customer
The selected customer.
• Invoice Proposals
The proposed lines for invoicing.
• Timesheet Details
The timesheet detail from the selected proposals.
• Invoice History
The invoicing history.
In order to review the proposals use the following procedure:
1. Go to Applications > Invoicing > Proposals > Review
2. The Sales Invoice Proposal Review window is opened;
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Figure 59 Sales Invoice Proposal Review
3. The following can be changed in this window:
• Adjustment
Enter the adjustment amount. Note that an automatic adjustment will be applied into the
disbursement line when configured in the item setup.
• Set ‘Ready to Invoice’
Toggle the first switch in the table in order to allow automatic invoicing.
• Set ‘Consider as Invoiced’
Toggle the last switch in the table in order to consider the line as invoiced. Automatic invoice will
not occur for this line and the line will disappear from the proposals.
4. Print the verification report.
Invoice Generation
This procedure will generate invoice proposals originating from:
• Customer Timesheets
• Project Timesheets
• Invoice Schedules
Use the following procedure in order to generate invoices:
1. Go to Applications > Invoicing > Proposals > Generator.
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2. The Invoice Proposal Generator window is opened;
Figure 60 Sales Invoice Proposal Generator
3. Select the Customer, Binder, Project or Task for which you want to generate proposals. If left empty, all
will be taken in consideration.
4. Enter the invoice date.
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5. Select the source from where the proposals should be generated.
• Schedules
Also enter the schedule to generate.
• Timesheets
Also enter the range of dates.
• Project Timesheets
Also enter the range of dates.
6. Enter an optional reference. This reference will be writen on the actual sales invoice.
7. Select if you want a simulation or real time generation.
8. Select if you want to merge the same invoice references together.
9. Select the “Generate” button and select optionally, but not recommended, the “Invoice” button. When
selecting the “Invoice” button the validation process will be skipped.
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Invoice
Figure 61 Sales Invoice Browse
Figure 62 Sales Invoice Maintenance
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Invoice Print
Figure 63 Sales Invoice Print
PART IV
Table of Figures
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Table of Figures Figure 1 Login ........................................................................................................................................................... 9
Figure 2 Main Screen ............................................................................................................................................. 10
Figure 3 Maintenance Screen ................................................................................................................................ 13
Figure 4 Viewing Toolbar ....................................................................................................................................... 14
Figure 5 Editing Toolbar ......................................................................................................................................... 14
Figure 6 Browse Window ....................................................................................................................................... 15
Figure 7 Selection Window .................................................................................................................................... 16
Figure 8 Contact Maintenance .............................................................................................................................. 20
Figure 9 Item Maintenance ................................................................................................................................... 22
Figure 10 Contact Extended Maintenance ............................................................................................................ 28
Figure 11 Contact Extended Maintenance ............................................................................................................ 29
Figure 12 Contact Extended Maintenance - General ............................................................................................ 30
Figure 13 Contact Extended Maintenance - Statutory .......................................................................................... 31
Figure 14 Contact Extended Maintenance - Banks ................................................................................................ 32
Figure 15 Contact Extended Maintenance - Shareholding .................................................................................... 33
Figure 16 Contact Extended Maintenance - Assets ............................................................................................... 34
Figure 17 Contact Extended Maintenance - Contacts ........................................................................................... 35
Figure 18 Contact Extended Maintenance - Compliance ...................................................................................... 36
Figure 19 Contact Extended Maintenance - Relation ............................................................................................ 37
Figure 20 Contact Extended Maintenance - Documents ....................................................................................... 38
Figure 21 Contact Extended Maintenance - Accounting ....................................................................................... 39
Figure 22 Contact Extended Maintenance - Reminders ........................................................................................ 40
Figure 23 Contact Extended Maintenance - Tasks ................................................................................................ 41
Figure 24 Contact Extended Maintenance - Reports ............................................................................................. 42
Figure 25 Contact Extended Maintenance - History .............................................................................................. 43
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Figure 26 Contact Extended Maintenance - BusDev ............................................................................................. 43
Figure 27 Contact Extended Maintenance - Projects ............................................................................................ 44
Figure 28 Contact Extended Maintenance - Notes ................................................................................................ 45
Figure 29 Document Maintenance ........................................................................................................................ 47
Figure 30 Document Browse ................................................................................................................................. 48
Figure 31 Document Import - Contact Maintenance ............................................................................................ 50
Figure 32 Document Dropbox ............................................................................................................................... 51
Figure 33 Accepting Documents - Today ............................................................................................................... 52
Figure 34 Document Acceptance Maintenance .................................................................................................... 53
Figure 35 Task Management – Organizer .............................................................................................................. 55
Figure 36 Task Overview – Today .......................................................................................................................... 56
Figure 37 Task Maintenance .................................................................................................................................. 57
Figure 38 Task Browse ........................................................................................................................................... 58
Figure 39 Business Opportunity Maintenance ...................................................................................................... 60
Figure 40 Browse Opportunities ............................................................................................................................ 62
Figure 41 Project Maintenance ............................................................................................................................. 63
Figure 42 Project Maintenance - Advanced .......................................................................................................... 64
Figure 43 Project Task Maintenance ..................................................................................................................... 65
Figure 44 Project Task Maintenance - Planning .................................................................................................... 66
Figure 45 Project Task Query ................................................................................................................................. 68
Figure 46 Phone Call Maintenance ........................................................................................................................ 69
Figure 47 Timesheet Registration .......................................................................................................................... 71
Figure 48 Invoicing Settings ................................................................................................................................... 73
Figure 49 Resource Selection................................................................................................................................. 74
Figure 50 Resource Maintenance .......................................................................................................................... 75
Figure 51 Item Browse ........................................................................................................................................... 76
Figure 52 Item Maintenance ................................................................................................................................. 76
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Figure 53 Item Maintenance - Pricing ................................................................................................................... 77
Figure 54 Item Maintenance - Accounting ............................................................................................................ 77
Figure 55 Invoice Schedule Query ......................................................................................................................... 78
Figure 56 Control File - Sales ................................................................................................................................. 79
Figure 57 Controle File - Accounting ..................................................................................................................... 79
Figure 58 Control File - Defaults ............................................................................................................................ 80
Figure 59 Sales Invoice Proposal Review ............................................................................................................... 81
Figure 60 Sales Invoice Proposal Generator .......................................................................................................... 82
Figure 61 Sales Invoice Browse .............................................................................................................................. 84
Figure 62 Sales Invoice Maintenance .................................................................................................................... 84
Figure 63 Sales Invoice Print .................................................................................................................................. 85