manual eg2003 360 gettingstarted

Exact Globe 2003 | Getting Started

BATCH 360

Getting Started

II EXACT GLOBE 2003: GETTING STARTED

The information provided in this manual is intended for internal use only. Exact Group B.V. has carefully selected the content ofthis document. However, the content may not always represent reality or may become out-dated. Information may be changedor updated without notice. Exact Group B.V. may also make improvements and/or changes in the products, prices and/or theprograms described in this manual at any time without notice.

Exact Group B.V. shall not be liable for the accuracy of any of the examples included and procedures described in this document,nor shall Exact be liable for any ensuing damage or loss of any nature whatsoever arising from or relating to its use.

No part of this manual may be reproduced, published and/or transmitted in any form or in any way, electronically, by printphotocopy, microfilm or any other means, without the prior written consent of Exact Group B.V.

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BATCH 360

EXACT GLOBE 2003: GETTING STARTED III

Preface

Welcome to Exact Globe 2003, batch 360 release!

This user manual includes all the information you need to work with Exact Globe 2003 effectively.

The goal of this manual is to help users get quickly acquainted with the product and its possibilities, and is set up in such away that anyone can benefit from it and not much experience is needed to get started.

We are confident that with this user manual, your company will quickly reap the benefits of Exact Globe 2003.

As it is our goal to deliver quality documentation, please find the feedback form at the end of the manual should you have anyfeedback or recommendations for this manual. Alternatively, you can also fill in a feedback form on the customer portal.

Enjoy working with Exact Software!

Jan-Willem SchalkwijkMarketing DirectorExact Holding N.V

Please find the feedback form on page 115

IV EXACT GLOBE 2003: GETTING STARTED

CONTENTS

EXACT GLOBE 2003: GETTING STARTED V

Section 1: Introduction to Exact Globe 20031.1 Software market in the last 20 years

1.2 Chronological development

1.3 Exact Globe 2003

Section 2: Installation2.1 System and software requirements for Exact Globe 2003

2.1.1 System requirements

2.1.2 Software requirements

2.2 Standalone workstation installation

2.3 Installing MSDE database with the create company wizard

2.3.1 What if the MSDE installation fails?

2.3.2 What if the MSDE fails to start up?

2.4 Network installation

2.5 Installing MSDE or Microsoft SQL Server 2000

2.5.1 Installing MSDE

2.5.2 Installing Microsoft SQL Server 2000

2.5.3 Enterprise Manager

2.6 Installing SQL Service Pack 3

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Section 4: Management4.1 Backing up, restoring, and copying companies

4.1.1 Some important information

4.1.2 Creating a backup

4.1.3 Restoring a backup

4.1.4 Copying a company

4.2 Updating to the latest version

4.2.1 Network updating

4.2.2 Workstation updating

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VI EXACT GLOBE 2003: GETTING STARTED

Section 3: Creating a company3.1 Creating a company

3.1.1 Downloading license file

3.1.2 Administrator and company data

3.2 Navigating within Exact Globe 2003

3.2.1 Main menu

3.2.2 Tool bar

3.2.3 Application menus

3.3 Creating users, roles, and rights

3.3.1 Administrator

3.3.2 Creating users

3.3.3 Creating roles

3.3.4 Copying roles

3.3.5 User rights

CONTENTS

EXACT GLOBE 2003: GETTING STARTED VII

Section 5: Introduction to Exact Globe 20035.1 Help function

5.1.1 Release notes and help documents

5.1.2 Toolbar buttons

5.1.3 Search and language

5.2 Release notes

5.3 Maintenance Agreement

5.4 Personalized service

5.4.1 Support through phone

5.4.2 Support through the internet

5.4.3 Support through Exact SSoftware RResellers

5.5 The Exact Customer Portal

5.5.1 Password and logging on

5.5.2 Searching for requests and documents

5.5.3 My aaccount ddata

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4.3 License renewal

4.3.1 Through Exact GGlobe 22003

4.3.2 Through Exact CCustomer PPortal

4.3.3 What if the license is not updated?

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VIII EXACT GLOBE 2003: GETTING STARTED

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Section 6: Introduction to Exact Globe 20036.1 Consultancy service

6.2 Custom solutions

6.3 Exact e-Synergy, the ultimate workflow solution

6.3.1 Exact ee-SSynergy, the Exact GGlobe 22003 enhancer

6.3.2 Internal and external communication portals

6.3.3 Structured management of unstructured information

6.3.4 Real-time information

6.3.5 Coordinated workflow

6.3.6 Multi-company system

6.3.7 Try it!

Feedback form

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5.6 FAQs about Customer Portal

5.6.1 How do I set the language?

5.6.2 How do I change the password?

5.6.3 How do I create and maintain contact persons?

5.6.4 How can I get online support?

5.6.5 How do I see a few web pages together?

5.6.6 How do I add Customer PPortal to Favorites?

Introduction to Exact Globe 2003

SECTION 1

2 SECTION 1 | INTRODUCTION TO EXACT GLOBE 2003

SECTION 1

SECTION 1 | INTRODUCTION TO EXACT GLOBE 2003 3

This section provides an introduction to Exact GGlobe 22003; and how it has developed since its primitive version during theMicrosoft DOS days until today's a truly integrated multi-functionality business software solution. The topics covered are asfollows:

1.1 Software market in the last 20 years1.2 Chronological developments1.3 Exact GGlobe 22003

1.1 Software market in the last 20 years

The software market for business solutions has evolved dramatically over the past two decades. This has been theconsequence of technological advancements, in particular, the rapid increase in data storage capacity and the processingspeed of computers, the migration from the use of standalone computers to networked computers and the internet, and thetransformation of computing landscape from DOS to Windows.

In addition to technological advancements, the business software market has also been driven by the ever increasingdemanding expectations of the users. What used to be just meant for recording financial data electronically is now expectedto facilitate optimization of business processes, improvements in monitoring and controlling operations, and providing real-time information for strategic planning.

As a leader in providing business software solutions, Exact SSoftware always keeps itself abreast with these latest developmentsin technological advancements and market demands, with the sole purpose to provide its customers with only best-in-classsolutions that align with contemporary best practices.

Stages of software development have always been characterized by what the prevailing technology can offer. The upgrading ofExact SSoftware products is no exception and follows the different advancement phases of information technology. The followingdescribes the chronological developments of the Exact products.

1. Introduction to Exact Globe 2003


1.2 Chronological developments

The DOS era started software development and itwas succeeded by Windows. Exact SSoftware hasexisted since the DOS era and therefore its productshave also undergone the similar transformation.

Exact for DOS

Exact ffor DDOS, the first range of products to bedeveloped by Exact SSoftware, was first developedas E-AAccount to meet the need in the market tocomputerize financial accounts. E-AAccount waswell received and customers had progressivelyrequested more and more functionalities. Toserve the customers better, various modules were

added to the original E-AAccount. However the capability of computer and that of database software were quite limitedthen, the additional modules were run separate from the core E-AAccount. While links were used to enable data transfersfrom one component to another, eliminating duplicated data entry work, the operation however required extra processes.

With the advent of Windows, the limitations of DOS became apparent. The graphic capability of DOS is so limited that evensimple graphical layouts and the use of certain fonts are impossible, not to mention, graphic-user interface. Furthermore,the support of DOS applications by newer operating systems came to an end when Microsoft Windows XP arrived. It wasinevitable that Exact ffor WWindows had to be developed.

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Exact for Windows

The emergence of Exact ffor WWindows primarily represents a step forward in technology for the product. The trends then were apreference for using Windows and a growing need for more information and hence larger databases. Exact ffor WWindows alignedto these trends. It conformed to the graphic-user interface standards of Windows and incorporated extensively layouts withattractive graphics, pictures and fonts. To confront the demand to process a larger database, worsen by the use of graphicaldata, Exact ffor WWindows was among the firsts to store databases on the server to allow fast access and reliable storage via theclient-server technique.

The moving forward from Exact ffor DDOS to Exact ffor WWindows was basically a technological evolution. Exact SSoftware was awarethat many system design issues of business information systems were not addressed. These system design issues were notonly concerning Exact products alone; but rather they are generic issues concerning every business information system. Theseissues were due to most generic systems were (and are still) not truly integrated and as such they provided:• many isolated, non-integrated subsystems• many applications but little and fragmented information• many data in many isolated, non-integrated databases but little and fragmented information

In other words, they involved very high investments on the many subsystems, applications and databases, but very lowreturns of little useful information. Such generic systems were highly not cost-effective and there would be hardly anyreturn on investment if not none.

Exact Globe 2000

To resolve these issues, Exact SSoftware realized that just by developing Exact for Windows 3.x and higher would not bring forththe desired solution, but rather a revolutionary out-of-the-box approach to system design was needed. The revolutionarysolution must have the users in mind and provide them with business operations efficiency to achieve true cost reduction. AndExact SSoftware eventually came up with such a revolutionary solution and called it "One-XX".

One-XX uses the idea of oneness of database. The one database is centrally stored and it is accessible to everyone real-timedirectly without any unwanted processes to store and retrieve the information. And this revolutionary One-XX architecture wasincorporated in the third-generation Exact GGlobe 22000.


1.3 Exact Globe 2003

Exact GGlobe 22003 is the next upgrade of the 2000 version. Its designwas refined to abide closer to the One-XX principle, and in additionmany enhancements were incorporated. These enhancements aredescribed in the following.

Real-time information. Quick decisions.

The ultimate purpose of using information systems is to obtain real-time, complete, accurate information to facilitate business decisionmaking. Exact GGlobe 22003 ensures real-time availability of preciseinformation to quicken the business decision-making process. Infact, it offers more than that by giving users a glimpse into the future.Via the system, cash flow position of the immediate future is readily

available basing on the current committed sales and purchases. Such forecasts further enhance effective control andmanagement.

One source. Accurate information.

The accuracy of information has always been a concern for many companies. Frequently, different sources give rise toconflicting information. The unique One-XX architecture of Exact GGlobe 22003 requires all information be structured and storedin one central location accessible to everyone. So that there is only one for every piece of information and hence subject to lessdifferent interpretations, if not none.

Digital archive. Easy access.

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

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Integrated system. Straightforward process.

The search and reference options available facilitate easy linking of financial entries, performing checks and preparing periodicreports. Related processes are integrated and many entries are processed automatically and entered into the respectivefinancial accounts. The Accountancy functionality available makes communication on financial figures with the accountant astraightforward affair.

More functionalities. Total solution.

Exact GGlobe 22003 has incorporated the following additional functionalities which are not found in the 2000 version, hencegiving the user a total solution to manage their business.• Customer Relationship Management• Production• Service Management• Internal Use• Material Planning• Human Resource Management and Payroll

Installation

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10 SECTION 2 | INSTALLATION

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SECTION 2 | INSTALLATION 11

2. Installation

This section covers the system and software requirements for Exact GGlobe 22003, and how the software application is installed.

The topics covered are:

2.1 System and software requirements for Exact GGlobe 220032.1.1 System requirements2.1.2 Software requirements


2.3 Installing MSDE database with the create ccompany wwizard2.3.1 What if the MSDE installation fails?2.3.2 What if the MSDE fails to start up?


2.5 Installing MSDE or Microsoft SQL Server 20002.5.1 Installing MSDE2.5.2 Installing Microsoft SQL Server 20002.5.3 Enterprise Manager



2.1 System and software requirements for Exact Globe 2003

The system and software requirements of Exact GGlobe 22003 are described in the following.

2.1.1 System requirements

Exact GGlobe 22003 can be installed on standalone and networked systems. The minimum and preferred system requirementsare shown below:

SystemSystem Requirements

Minimum Preferred

Standalone • Microsoft Windows 2000 Professional SP 1 /MicrosoftWindows XP Professional or Home Edition/MicrosoftWindows NT 4 Workstation Service Pack 6a (SP6a)

• 233 MHz Pentium PC• 128 MB RAM • CD-ROM drive• 750 MB free memory space

(for full installation for small company)• Screen resolution 1024×768• Microsoft Internet Explorer 5.01 and Microsoft Excel 2000

or Excel XP • Internet connection and e-mail address for software

updating• External backup medium, e.g. CD-RW or ZIP drive

• Microsoft Windows 2000 Professional, Service Pack 3 (SP3) or higher/Microsoft Windows XP Professional Edition or Home Edition

• 750 MHz or higher Pentium PC• 256 MB RAM • CD-ROM drive• 750 MB free memory space

(for full installation for small company)• Screen resolution 1024×768• Microsoft Internet Explorer 5.01 or higher and Microsoft

Excel 2000 or Excel XP• Internet connection and e-mail address for software

updating• External backup medium, e.g. CD-RW or ZIP drive

Networkserver

• Microsoft Windows NT Server version 4 SP 6a/MicrosoftWindows 2000 Server/Microsoft Small Business Server 2000/Microsoft Windows Terminal Services/MicrosoftWindows 2003 and SP 3 installed for Microsoft SQL 2000 Server/Citrix Metaframe XP

• 233 MHz Pentium PC• 256 MB RAM • CD-ROM drive• 750 MB free memory space (for full installation for small

company)• Microsoft Internet Explorer 5.01 • Internet connection and e-mail address for updating

network installation• External backup medium, e.g. CD-RW or ZIP drive

• Microsoft Windows 2000 Server/Microsoft Small BusinessServer 2000/Microsoft Windows Terminal Services/CitrixMetaframe XP/Microsoft Windows 2003 and SP 3 installed for Microsoft SQL 2000 Server

• 750 MHz or higher Pentium PC• 512 MB RAM • CD-ROM drive• 750 MB free memory space (for full installation for small

company)• Microsoft Internet Explorer 5.01 or higher• Internet connection and e-mail address for updating

network installation• External backup medium, e.g. CD-RW or ZIP drive

System Software Required

Standalone• Exact Globe 2003• MSDE

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

Network WWorkstation • Exact Globe 2003

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2.1.2 Software requirements

The software requirements of Exact GGlobe 22003 for both standalone and networked systems are shown below.

Exact GGlobe 22003 requires Microsoft SQL 2000 or higher version to operate on. Depending on the number of users orworkstations in the installation, the version of Microsoft database server supplied to the customer is one of the following:• For 1 to 4 workstations — MSDE (Microsoft SQL Desktop Engine) version with a maximum database size of 2 GB• For 5 to 29 workstations — full Microsoft SQL Server with Per Seat licensing mode for a specified number of devices or users.• For 30 workstations and above — full Microsoft SQL Server with Processor License for 1 processor.• For any other license required, customers are advised to contact Microsoft or its partners.

Note: Exact Globe 2003 does not operate on Microsoft SQL Server 7.0 or Microsoft SQL Server 2000 on a single server.

SystemSystem Requirements

Minimum Preferred

Networkworkstation

• Microsoft Windows 2000 Professional SP 1 /MicrosoftWindows XP Professional Edition/ Microsoft Windows NT 4 Workstation SP 6a

• 233 MHz Pentium PC• MB RAM• 750 MB free memory space (for full installation for small

company)• Screen resolution 1024×768• Microsoft Internet Explorer 5.01 and Microsoft Excel 2000

or Excel XP

• Microsoft Windows 2000 Professional SP 1 or higher/Microsoft Windows XP Professional Edition

• 750 MHz or higher• 256 MB RAM • 750 MB free memory space (for full installation for small

company)• Screen resolution 1024×768• Microsoft Internet Explorer 5.01 or higher and Microsoft

Excel 2000 or Excel XP



The installation of Exact GGlobe 22003 on the workstation is described here. Please note that for standalone system MSDE alsoneeds to be installed in the standalone workstation (refer to 2.3 Installing MSDE with create company wizard).

Use the following steps to install Exact GGlobe 22003 in the standalone system.

Run the installation CD in the standalone computer and locate the following folder and open it.

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Select the required language version of Setup_ ( being the language code, see tip below) and double-click it for thefollowing screen.

LLaanngguuaaggee:: The last two characters of the Setup file name specifies the default language to be used in EExxaacctt GGlloobbee 22000033 installed.

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

Specify the installation as follows:• Product lline — Indicates the

software to be installed: Exact Globe2003 Enterprise

• Release — Indicates the release ofthe software to be installed: 360

• Install mmode — Specify: CDworkstation installation

• Local iinstallation ddirectory —Indicates the directory the softwarewill be installed; click to specifyanother directory

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


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

Click Yes to start Exact GGlobe 22003 immediately or No to exit without starting Exact GGlobe 22003.

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

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2.3 Installing MSDE via the create company wizard

For standalone system, MSDE must also be installed on the standalone computer together with Exact GGlobe 22003. It mustbe installed before the company database can be created. The following create ccompany wwizard appears when the newlyinstalled Exact GGlobe 22003 is started up.


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

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Run the Exact GGlobe 22003 installation CD-ROM; and click Next to proceed to the next screen.

Click Finish to start the MSDE installation.

Once installation is completed, a message appears requesting torestart window to create a new company database. Click RestartWindows to restart PC in order to use MSDE. The SQL-server iconshould be seen at the bottom right-hand corner of the Windowstaskbar. If the icon is not seen, start up the Service Manager ofMicrosoft SQL Server through the Windows Start and All Programsmenus.


2.3.1 What if the MSDE installation fails?

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

2.3.2 What if the MSDE fails to start up?

Double-click the stopped-SQL-server icon at the bottom Windows taskbar forthe screen on the left.

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

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Click to close the screen. The running-SQL-server icon should appears in the bottom Windows taskbar, and ExactGlobe 22003 is now ready for use.

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


Installing Exact GGlobe 22003 on the network server is similar to that for workstation (refer to 2.2 Workstation installation above),except for specifying the Install mmode as CD network installation instead of CD workstation installation (see below).


Once the server is installed with Exact GGlobe 22003, proceed to installing the software on the workstations as follows. Browseto locate the newly installed Exact GGlobe 22003 on the server; open the folder.

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

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


Click Yes to continue with the installation. Once completed the following message appears. Restart the PC and Exact GGlobe 22003is ready for use.

2.5 Installing MSDE or Microsoft SQL Server 2000

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

2.5.1 Installing MSDE

To install MSDE fromthe installation CD-ROM, double-click torun the Setup.exe filein the MSDE folder inthe CD-ROM. After theinstalling, proceed tocreate the companydatabase and prepareaccess by users.

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2.5.2 Installing Microsoft SQL Server 2000

The following describes how Microsoft SQL Server 2000 is installed for the optimum running of Exact GGlobe 22003. While theexample is based on Microsoft Windows NT 4, the installation on Windows 2000 Server is similar.

The following are prerequisites for installing Microsoft SQL Server 2000.• Service Pack 6a or higher is available on Microsoft WINDOWS NT 4.• Internet Explorer Version 5.0 or higher is available.

Once these prerequisites are met, proceed to install Microsoft SQL Server 2000 as follows.

The user that logs in will be assigned as the administrator of the database server. Locate the SQL SServer 22000 CComponentsfolder in the Microsoft SQL 2000 CD and run the Install DDatabase SServer file within. The following screen appears.

Click Next > to go to the next screen.


Select Local Computer and then click Next >> .

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

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Name — Enter a suitable user name.

Company — Enter the name of the company.

Once done, click Next >> to proceed. The software licenseagreement for the database server will appear. Read throughthe agreement, and click Yes to accept the terms andconditions. The screen then prompts for a license code.

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


Select Server and Client Tools and then Next >> .

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

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

Select Use the same account for each service Auto start SQLServer Service and Use a Domain User account, and thenspecify the Username, Password and Domain. Ensure thepassword is same as the one use to log in earlier, otherwisethe following message will appears.


Click Next in the Services AAccounts screen to get to the Authentication MMode screen.

Select Mixed Mode (Windows Authentication and SQL Server Authentication) to use the both authentication; and the Addpassword ffor ssa llogins fields and checkbox are activated.

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Enter a password for the sa or system administrator and confirm it. Mixed mode authentication hence enables two loginpasswords for full-right access to perform all tasks, changes and settings to the system. The use of blank for the password ishighly not recommended - i.e. do not tick the Blank PPassword ((not rrecommended) checkbox.

After confirming the new password, click Next >> to proceed to the Choose LLicensing MMode screen.

Select the licensing mode according to the number of workstations in the network (refer also to 2.1.2 Software requirements):• For 5 to 29 workstations, select Per Seat for [specified number of] devices.• For 30 or more workstations, select Processor License for [ 1 ] processors (enter a 1 for number of processors).

For the use of additional processes, a license extension from Microsoft is needed. The same applies when the SQL server isneeded for applications besides Exact GGlobe 22003. The abridged version of MSDE can be used for installations with up to 4workstations.

After selecting the licensing mode click on Continue to start the installation process. Restart the serve to activate the SQL serversoftware.

The following screen appears. In the left window, navigate by clicking to expand the folders to locate Logins via MicrosoftSQL SServers, SQL SServer GGroup, the user server, and Security. In the right window, the information of users who are currentlylogged in to the SQL server is displayed.


2.5.3 Enterprise Manager

A proper setup should allow users who can log in thenetwork to access to the SQL server. To do that, locatevia the Windows Start and All Programs menus theEnterprise MManager of Microsoft SQL Server and run it.

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


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


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


For Exact GGlobe 22003 to function on Windows 2000 server or Windows NT, Service Pack 3 (SP3) must be installed. And SP3 canonly be installed after installing Microsoft SQL 2000 server. To install SP3, first locate its folder in the Microsoft SQL Server CD.Open it and double-click to run Setup.bat within; the following screen appears.

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Click Next >> after the login option. In the screen that follows, select the option of Upgrade Microsoft search and apply SQL Server2000 SP3 (required) and then click Continue. The next screen prompts user whether to send information to Microsoft whenproblems are encounter. It is optional and the choice will not affect the functioning of the SQL server. Click OK to exit. Thesystem then checks the files to be copied for installation; and prompt user whether to proceed with the installation. Click Next> to start the SP3 installation. Once all the files are installed, the system advises the user to back up the databases whensubstantial changes have been made to them.

All the required software is now completely installed and Exact GGlobe 22003 is ready to be deployed. In the next section,descriptions are given relating to the necessary initial tasks of creating a company database and users, and assigning usersroles and rights, and how to navigate within Exact GGlobe 22003.

Creating a company

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38 SECTION 3 | CREATING A COMPANY

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SECTION 3 | CREATING A COMPANY 39

3. Creating a company

Among the tasks necessary to get started with Exact GGlobe 22003 is to create the database for the company. This sectiondescribes the topics relating to creating a company database. The topics are:

3.1 Creating a company3.1.1 Downloading license file3.1.2 Administrator and company data

3.2 Navigating within Exact GGlobe 220033.2.1 Main menu3.2.2 Tool bar3.2.3 Application menus

3.3 Creating users, roles, and rights3.3.1 Administrator3.3.2 Creating users3.3.3 Creating roles3.3.4 Copying roles3.3.5 User rights


3.1 Creating a company

To create a new company database, go to [File, NNew ccompany]; the following Create ccompany wwizard sscreen appears.

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

Note: If no company database has been created, the wizard will starts up immediately after EExxaacctt GGlloobbee 22000033 has started up.

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

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Company nno — Enter a unique number (ranging from 000 to 999) for the new company.

Description — Enter a suitable description (up to 60 characters) for the new company.

Database ddirectory — Select the location to store the new company database.• If My computer option has been selected earlier, the location shown is an existing directory (folder). • If Server option has been selected earlier, the SQL databases default folder is used.

Select either of the licenses to be used:• License file and specify the license with which the database is created (refer also to Downloading a license file below)• Demo license (Limited time use) for a demo trial company and to explore other modules free of charge for 90 days.


3.1.1 Downloading license file

When the License file option has been selected earlier, the license file needs to be downloaded. Note that license file isavailable either through • the Customer PPortal (see Document ID 04.448.118); or • the software (see Document ID 04.448.115)

To download the license file, click at the end of the License ffile field; the following screen appears:

There are two options to download the license file.

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

Customer ccode — Enter the appropriate customer codePassword — Enter the password

And then click Download.

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

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

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3.1.2 Administrator and company data

Once the license file has been attached, proceed with the creation of a new company database as follows. Click Next for thescreen below.

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


Here the data of the user who will be the administrator for the new company database are entered.Employee IID — Enter employee number (ranging from 1 to 999999999).Login nname — Not editable; it indicates the network login name used to start Exact GGlobe 22003.Full nname — Enter the user's full name.Legislation — Specify the required legislation.

Five options to create the new company database are available.• Company with master data — select to create a new company database with master data including a standard general

ledger account scheme and standard journals.• Empty company — select to create a new empty company database.• Demo company — select to create a new company with demo database.• Import data — select to create a new company by importing data from a previous Exact GGlobe version.• Copy company — active only when there is another company opened in the system; it is used to copy the master data of

the opened company to the new company to be created.

Click Next to continue.

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


3.2 Navigating within Exact Globe 2003

Exact GGlobe 22003 provides a comprehensive set of menus and buttons for users to navigate around. The main menu, mainbuttons, and application menu are described in the following.

3.2.1 Main menu

Exact GGlobe 22003 comes with the top main menu options of File, Edit, View and Help. The descriptions of the options aregiven below.

File

The functions of the submenu options are described below.

Open ccompany… — Select to open a company database.

Exact GGlobe 22003 restarts whenever a new company database is opened. The companydatabase number appears on top of the screen (shown below).

Close ccompany — Select to close the opened company database.

New ccompany… — Select to create a new company (refer to 3.1 Creating a company).

Delete ccompany… — Select to delete a company database; the following screen (an example) appears.

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Backup/Restore/Copy… — Select to backup, restore or copy company database.

Update llicense… — Select to update the software license; it goes to the License screen as described in 3.1.1 Downloading a license file.

Portal iinstallation… — Select to access the Portal IInstallation WWizard to install Exact ee-SSynergy through https://eportal.exact.nl.


Conversion WWizard… — Select access to the Conversion WWizard to convert the previous versions of Exact GGlobe 22003.

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

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

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

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


Form pprinter — Select to set up the form printer.

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

Back — Select to go back to the previous screen.

Forward — Select to move forward to the next screen.

Close — Select to close the Exact GGlobe 22003 application.

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Edit

Undo — Select or press Ctrl+Z to undo the last change; select again to redo the change.

Cut — Select or press Ctrl+X to cut away the highlighted data and save itin the clipboard for pasting.

v Copy — Select or press Ctrl+C to copy the highlighted data and save itin the clipboard for pasting.

Paste — Select or press Ctrl+V to paste the data in the clipboard.

View

The availability of the submenu options depends on the activefunctionalities Exact GGlobe 22003 being used.

Filter — Select to include or exclude the filter option in the header ofthe screen; an example is shown below.

Refresh — Select or press F9 to refresh the screen to display the latest information.

Columns — Select to insert new columns in the active list-box; an example of a selection screen appeared is given below for [System, FFinance, JJournals].



Role bbar — It has the following submenu options.

Display — Select to display the role bar (structure) on the leftedge of the screen.

Search — Select to make available the search function for Resources, Debtors, Items and Projects on the leftedge of the screen.

Large iicons — Select to display large icons in the role bar.

Add ggroup — Select to add a new group in the role bar.

Rename ggroup: ''General' — Select to rename the General group in the role bar.

Delete ggroup: ''General' — Select to delete the General group in the role bar.

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Large iicons — Select to use large icons in the tool bar

Show ttext llabels — Select to show or not to show text labels under the icons in the tool bar.

Menu — Select or press F3 to leave the current screen and go to the main menu screen (with all module tabs)

Menu sstyle — There are four styles of main menu available.

Tool bbar — It has the following submenu options.

Classic — Provided especially for those who are familiar with Exact for DOS.

Explorer — Structured very similar to Windows Explorer, it enablesthe creation and use of task list.

Panel — Shows all available main menu paths of the selected module on screen.

Flow cchart — Offers a graphical overview of processes of the modules; applications can be started by clicking on the respective elements in the flow chart.


Help

Help… — Select or press F1 to access the available help files.

Start ppage… — Select to access the online help start page.

Release nnotes… — Select to access the release notes.

Update… — Select to update Exact GGlobe 22003 with the latest filesthrough CD-ROM or the internet.

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

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3.2.2 Tool bar

The functions of the buttons in the top tool bar are described below. Most of the buttons perform the functions of the respectivesubmenu options found in the main menu options of File, View and Help described earlier.

Click to go back to the previous screen.

Click to move forward to the next screen.

Click to include or exclude the role bar on the left edge of the screen.

Click to make available the search function for Resources, Debtors, Items and Projects on the left edge of the screen.

Click to leave the current screen and go to the main menu screen (with all module tabs).

Click to refresh the screen to display the latest information.

Click to include or exclude the filter option in the header of the screen.

Click to insert new columns in the active list-box.

Click to view the print preview of the selected report.

Click to update Exact GGlobe 22003 with the latest files through CD-ROM or the internet.

Click to go directly to [System, General, Settings] to perform general settings.

Click to go directly to [System, General, User ssettings] to perform user settings.


3.2.3 Application menus

Many other application menus are available within the manuals of Exact GGlobe 22003. The common icon options arementioned here.

New — to create new items, data, files, etc.

Open — to open records, database, files, etc.

Save — to save records, data, files, etc.

Undo — to undo the last change.

Cut — to cut away the highlighted data and save it in the clipboard for pasting.

Copy — to copy the highlighted data and save it in the clipboard for pasting.

Paste — to paste the data in the clipboard.

Up — to move up the previous line, page, record, etc.

Down — to move down the next line, page, record, etc.

Hierarchical positions — to display the hierarchical structure, e.g. organization chart.

Word merge — to perform Microsoft Word mail-merge function.

Assets — to access the help files application related to assets.

Internal use — to access the help files application related to internal use.

Purchase contract — to access the help files application related to purchase contracts.

Sales invoice — to access the help files application related to sales invoices.

Sales order — to access the help files application related to sales orders.

Help — to access the help files within the system or via internet.

It should be noted that Exact GGlobe 22003 uses a security system that isintegrated with that of Microsoft Windows, therefore it is necessary thatthe employee user names in Exact GGlobe 22003 are identical to theirnetwork user names.

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3.3 Creating users, roles, and rights

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

3.3.1 Administrator

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

3.3.2 Creating users

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


3.3.3 Creating roles

Roles are generally reflective of the job functions of the employees or resources in the company. Certain roles are entitled to certainrights for resources concerned to access to the required information and to perform the required tasks. The system has provided anumber of default roles, and additional roles can be created. Roles are created and maintained through [System, HHR && SSecurity,Security rroles] or [HR, HHuman rresources, SSecurity rroles]. Examples of default roles are Administrator, HR, Purchase agent,Representative and System administrator as shown below (Notice the green ticks under the Default rrole column).

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

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Header

Role — Enter a unique code for the new role.

Description — Enter a suitable description for the new role.

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

Users tab

This tab screen is for adding users who are to be assigned with the role.

Add — Click to select and add a user or resource that is to possess this new role.


Rights tab

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

There are two options available in the left window.

Menu — This is used for assign the rights for the role to access to certain menu paths.

Select the modules (e.g. Invoice, Order, etc.) in the main menu to be given the rights to access by clicking on the boxon the left of the names of the modules. When the rights to access the highest level (e.g. Invoice) are given, then those to the lower level (e.g. Entries, To bbe pprocessed, Reports, Items, Statistics, and Price mmanagement) are allgiven.

Functions — This is used to assign the rights for the role to perform certain functions (e.g. deleting invoices and updating databases) with the system (shown in the image above).

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Role bar tab

This tab screen allows the linking of shortcuts via icons to the role bar. A role bar of specific functions can be defined for eachrole therefore users with that role can easily start up their frequently-used functions.

The following shows how functions are included in the role bar. Click to select the function or hold Ctrl key down and click selecta number of functions together and then click > to transfer them into the role bar (named Sales sstaff in the example). Click >> totransfer all functions in the middle window, and << to remove all the functions from the role bar.

3.3.4 Copying roles

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

62 SECTION 3 | THE COMPANY'S STRUCTURE

3.3.5 User rights

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

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

Management

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64 SECTION 4 | MANAGEMENT

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SECTION 4 | MANAGEMENT 65

Section 4. Management

In the previous section, how a company database is created is covered; in this section how this company database, orsimply company for short, is being managed — backed up, restored, and copied — is described, together with other relatedtopics as follows:

4.1 Backing up, restoring, and copying companies4.1.1 Some important information4.1.2 Creating a backup4.1.3 Restoring a backup4.1.4 Copying a company

4.2 Updating to the latest version 4.2.1 Network updating4.2.2 Workstation updating

4.3 License renewal4.3.1 Through Globe 220034.3.2 Through Exact CCustomer PPortal4.3.3 What if the license is not updated?


4.1 Backing up, restoring, and copying companies

As a user-friendly solution, Exact GGlobe 22003 provides an easy-to-use functionality for backing up, restoring and copyingcompany database. The functionality is available via the main menu option of [File, BBackup/Restore/Copy…] (refer also to 3.2.1Main menu). Selecting the option and the following screen appears.

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


4.1.1 Some important information

Before working on backups, the following information should be noted.• Each company database (or company for short) is assigned with a unique number ranging from 000 to 999, therefore its

backup is also unique to that company and the backup cannot be copied and renamed into another company; the backupcan only be restored into the original company database.

• It is essential not to create a backup when the company database is in use; attempt to do so will result in the followingwarning message: "Can't create backup. Data in use: Selecting 'Next' will disconnect all active users. This may result inloss of data."

• The backups of Exact GGlobe 22000 and Exact GGlobe 22003 are not interchangeable, i.e. backup of one version cannot berestored in another version.

4.1.2 Creating a backup

To create backup, select the first option of Create bbackup in the Backup/Restore/Copy sscreen and proceed by clicking Next.

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Select the company database which needs to be backed up.

Name — Indicates today's date followed by the name of the selected company; click the required company in the list ofCompanies below.

Directory — Indicates the directory where the backup is created; click to select another directory if necessary.

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


4.1.3 Restoring a backup

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

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

Once selected, click Next .


Select either:• My computer, if the backup of the company to be restored is in the local computer or server.• Server, if it is with another server; use to search the required server.

After selecting the location, click Next; and the following screen appears, confirming the action of restoring backup and thebackup file of company to be restored. If the information is as required, click Finish to start restoring the backup. The processtakes some time and the screen shows its progress, and the message "Backup restored" appears when it is completed.

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4.1.4 Copying a company

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


4.2 Updating to the latest version

Exact SSoftware provides the users of Exact GGlobe 22003 the convenience of updating the software 24 hours a day on the internet;ensuring the customers to have the version of the software with the latest improvements all the time. The release notes up tothe latest batch is available on by just clicking a button even before updating. It is advisable to read them to known what newimprovements have been incorporated. It is of course essential that customers have the internet access.

There are two ways of updating available:• Network updating — where workstations are updated via the server• Workstation updating

4.2.1 Network updating

The updating is done in two stages, firstthe server which must have internetaccess, and then the server updates thenetworked workstations which do notneed internet access.

At the server

At the server, go to where Exact GGlobe2003 folder and run the NetUpdater.exe in it. The Exact IInternet IInstaller screenappears image on the left.

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Installation

Product line — Not editable; shows the product involved, Exact GGlobe 22003.

Release — Select the required updated release of the Exact GGlobe 22003.

Install mode — Select Internet network installation for network updating.

Web site — Specify https://customers.exact.nl, the Exact CCustomer PPortal where the update files are available.

User name — Enter the name of the user who has access to the Exact CCustomer PPortal.

Password — Enter the user password for accessing the Exact CCustomer PPortal; please note that password is case sensitive.

Domain — Specify EWEB.

Installation directory — Specify the directory where Exact GGlobe 22003 is installed.

Update software — Select either of the following to update the software:• During download• After download

Download demo company — Enable (tick) to download the updated demo company database.

Download offline help files — Enable to download the updated offline help files; this is recommended so that the latest batch of help documents is available.

Language — Specify the language of the help files downloaded; specify (All) for all languages.

Country — Specify the country or legislation of the software needed; specify (All) for all countries available.


Contact

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

Buttons

Once all the necessary information is specified:

Click to view the new batch of release notes.

Click to view the new batch of help files.

Click to start the updating process.

Click to exit.

Once OK is clicked, the system checks the number of files to be downloaded and prompt the user whether to proceed with theupdating process with a message. Click Yes to proceed with updating.

To update with the installation CD, if available, run the NetSetup_ .exe ( being the language code; see 2.2. Standaloneworkstation installation) in the installation CD. The rest of the updating process is as described earlier.

At the Workstations

At the workstations, the software should have updated automatically. To check this start up the workstation and check if theupdated version is being used.

Once the updating is complete, the system will prompt whether to start up Exact GGlobe 22003.

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4.2.2 Workstation updating

The updating is done directly from the workstations via the internet. Unlike the earlier network updating method, theworkstations must have internet access. To start the update, start up Exact GGlobe 22003 at the workstation. Click the Updatebutton on top and the following screen appears.

Click Internet for updating via the internet. The Exact IInternet IInstaller screen appears. It is the same one as described in 4.2.1Network updating above, and the update process is exactly the same except for:

Install mode — Specify Internet workstation installation (instead of Internet network installation).

Installation directory — Specify the location where Exact GGlobe 22003 is installed in the workstation and not in the server (e.g.C:\Program Files\Exact Software).

Proceed with the updating process similar to that for network updating. Again updating via CD is possible, just run theNetSetup_ .exe and proceed as described earlier.


4.3 License renewal

The license of Exact GGlobe 22003 comes in the form of a file with elc extension. An elc license file will only enable specificmodules of Exact GGlobe 22003 purchased by the specific customer. Each elc file or license has an expiry date. Fourteen daysbefore the expiry date, message appears when Exact GGlobe 22003 starts up to remind the user of the license expiry date. Thelicense can be renewed or updated to ensuring continuity of the use of the modules.

Depending in the number of licenses held the license can be renewed through:• Exact GGlobe 22003 for single license• Exact CCustomer PPortal for multiple licenses

4.3.1 Via Exact Globe 2003

Start up Exact GGlobe 22003 and open the company whose license is to be renewed. Go to [File, LLicense uupdate…] and thefollowing License screen appears.

Click Download to download the new license from the Exact CCustomer PPortal; the following screen appears.

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Customer code — The default customer code appears here; change it if necessary.

Password — Enter the password (correspond to the customer code above) to access to the Exact CCustomer PPortal to downloadthe new license.

Click to download the new license to the default location of My Documents folder.

After the license file has been downloaded, go back to the License screen again. Click Select and My Documents folder is open,locate and select the license file and then click the Open button to open the file; and the license is renewed or updated.


4.3.2 Through Exact Customer Portal

Log on to the Customer PPortal by clicking on the link at the top of the Exact SSoftware website at www.exactsoftware.com (see below).

A logon screen appears. Enter the Customer ccode as the User nname, Password and eweb as the Domain. If the Domain fielddoes not appear enter eweb\ before the Customer ccode, e.g. eweb\2574647 (as shown below). And then click OK. Refer to5.5.1 Password and logging on on how to obtain the customer password.

Click the My aaccount ddata link on the top-right corner, then click the requiredlicense link. A License vvoucher link appears in the webpage that follows; click onit and then click on the download button at the bottom of the next webpage.Remember not to change the elc file extension of the license, because ExactGlobe 22003 looks for elc when installing license. The new license file has beendownloaded to the default directory of My Documents in the local drive.

After the new license file has been downloaded, start up Exact GGlobe 22003 and open the company database whose license isto be renewed. Go to [File, LLicense uupdate…] and the License screen appears. Click Select and My Documents folder is open,locate and select the license file and then click the Open button to open the file, and the license is renewed or updated.

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4.3.3 What if the license is not updated?

Once the license file updating is completed successfully, the system will notify the user. But in the rare occasions that thesystem notifies otherwise, i.e. the license file is not updated, customers are advised to:• Call Exact IInternational SSupport on +31 115 2251 55130; or • Contact any Exact SSoftware RReseller they are affiliated to; or• Submit a request for service via the Exact CCustomer PPortal

Support for Exact Globe 2003

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84 SECTION 5 | SUPPORT FOR EXACT GLOBE 2003

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SECTION 5 | SUPPORT FOR EXACT GLOBE 2003 85

5. Support for Exact Globe 2003

Exact SSoftware always views customer support very seriously. Therefore support for Exact GGlobe 22003 is available in manyforms. First of all, the so-called help function of pressing the F1 key for help is available extensively throughout the software.Round the clock support is available from the Exact CCustomer PPortal at http://customers.exact.nl. Besides getting the latest hi-tech support possible on the internet, customers are provided with personal support service directly from Exact SSoftware branchoffices or from the many affiliated Exact SSoftware RResellers. As a customer, you can rest assured that whenever you have anyqueries or requests, we are ever ready with the answers and solutions.

The topics covered in this section are:

5.1 Help ffunction 5.1.1 Release notes and help documents5.1.2 Toolbar buttons5.1.3 Search and language

5.2 Release nnotes

5.3 Maintenance AAgreement

5.4 Personalized sservice5.4.1 Support through phone5.4.2 Support through the internet5.4.3 Support through Exact SSoftware RResellers

5.5 The EExact CCustomer PPortal 5.5.1 Password and logging on5.5.2 Searching for requests and documents5.5.3 My account data

5.6 FAQs aabout CCustomer PPortal5.6.1 How do I set the language?5.6.2 How do I change the password?5.6.3 How do I create and maintain contact persons?5.6.4 How can I get online support?5.6.5 How do I see a few web pages together?5.6.6 How do I add Customer PPortal to Favorites?


5.1 Help function

Exact GGlobe 22003 has incorporated the use of help function in practically all its menu paths and functions. To invoke the helpjust press the F1 key at the menu path or function that is currently working on. The system will link the user to a list of relateddocuments that provide comprehensive information about the functionality (menu path or function). For example the followingshows a list related to E-LLicense (licensing issues) of Exact GGlobe 22003.

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5.1.1 Release notes and help documents

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

5.1.2 Toolbar buttons

The functions of the buttons are the top toolbar are described below.

Start page is the table-of-contents page withlinks to documents of all the functions relatedto a module. It is therefore a good startingpoint to navigate to search for the informationneeded. An example of a start page forE-PPurchase (the Purchase module of ExactGlobe 22003) is shown in the following.

Click to go back to the previous screen.

Click to go forward to the next page.

Click to go to the web start page for a module related to the functionality

Click to print the document appeared on screen.


5.1.3 Search and language

Click this for the following search screen to search for the required documents.

Various searchcriteria about thedocuments areavailable includingSubject, Text, ID,Main ccategory,Category,Subcategory,Language, Type,etc.

Language: - click to select the required language; choices of language available depend on the help screen appeared.

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5.2 Release notes

Exact GGlobe 22003 is regularly upgraded in batches or releases to serve the customers better. Release notes are issued to informcustomers about the changes in every new batch. They can be accessed through:• The menu path: [Help, RRelease nnotes…]• Clicking the Release nnotes button in the Exact IInternet IInstaller and Exact WWorkstation IInstallation screens during

installation or updating.• The website of Exact SSoftware at www.exactsoftware.com.

The first option accesses the offline list of release notes of the last update in the system, while the latter two options access theonline list of release notes of the latest batch via the internet.

5.3 Maintenance agreement

To make full use of the services provided by Exact SSoftware, we strongly recommend our customers to enter into maintenanceagreements with us. By entering into a maintenance agreement with us, you are not only guaranteed of our full technicalsupport, but also you have free access to our latest version of the Exact products you have purchased.

To enter into a maintenance agreement with us, just complete the License aand mmaintenance rregistration ccard in the enclosedbooklet entitled Exact llicense aand mmaintenance cconditions and send it to Exact SSoftware.


5.4 Personalized service

While we endeavor to make our manuals and references as useful to our customers as possible, should you still have queriesafter referring to them, we would advise you to contact our International SSupport department. The various ways to reach theInternational SSupport department for personalized service are as follows.

5.4.1 Support through phone

The International SSupport department can be reached for support by phone on +31 115 2251 55130 during office hours of 08:30a.m. to 05:30 p.m. (Central Europe Time) Monday to Friday.

5.4.2 Support through the internet

Our experience tells us that frequently it is not convenient for customers to call during the day. Therefore we provide supportover the internet. Just send your queries through our website www.exactsoftware.com anytime that suits you, and ourInternational SSupport staff member that is experienced in and knowledgeable about the relevant aspect of the software willanswer your queries. Exact SSoftware is committed to provide a proper answer or workable solution to any query within one hourduring office hours (08:30 a.m. to 05:30 p.m. CET, Monday to Friday).

To access to the support, click Contact UUs at the bottom of the main webpage (similar service is also available by clicking >> GGoto ssite at the bottom under the INTERNATIONAL SSOLUTIONS heading).

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The following Contact UUs webpage appears.


Click Web SSupport fform to request forsupport (the links click hhere and ask tthemhere are for information on Exact's officeworldwide, and products and servicesrespectively). The following Contact WWebSupport webpage appear. Fill up the formincluding the request and click S-SSubmitto send it. Fields marked with a redexclamation mark (!) are mandatory to befilled in.

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5.4.3 Support through Exact Software Resellers

Exact SSoftware has appointed over 400 authorized Exact SSoftware RResellers all over the world. These resellers have supportspecialists who have been trained and certified by Exact SSoftware so that a high standard of service for our products isguaranteed. If you are a customer of our resellers, go to them for support. Besides providing high-quality software support,these centers can also offer consultancy, sales and hardware support services. It is quite assuring to know that your IT supportprovider is an expert that can support both the hardware and software of your IT systems.

The following webpage relating to Exact SSoftware RResellers worldwide is available by clicking the links of About EExact SSoftware(at the bottom of the webpage) and global nnetwork oof rresellers in the text of ABOUT EEXACT SSOFTWARE.


5.5 The Exact Customer Portal

There is a Customer PPortal link (in the header) on the Exact SSoftware website www.exactsoftware.com Customer have a fullrange of services and supports from the Customer PPortal.

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

The details of some of the services and support available at the Customer PPortal are described in the following.

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5.5.1 Password and logging on

A password is needed to log on to the Customer PPortal. Any request including that for the password can be made through aphone call and via the internet to International SSupport or any Exact SSoftware RReseller as mentioned earlier in 5.4 Personalizedservice.

Once the customer code and password are available, just click to Customer PPortal link on the Exact SSoftware webpage to logon. A logon screen appears. Enter the customer code (e.g. 2574647) as the User nname, then the password and eweb as theDomain as follows. Notice that the password is case-sensitive.

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


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

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

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5.5.2 Searching for requests and documents

Among the extensive search facilities with the Customer PPortal are request search and document search. The two search field-boxes appear on the left edge of the webpage below the logo of Exact ee-SSynergy (see image above). Exact ee-SSynergy is anothersophisticated software application developed by Exact SSoftware that provide integrated workflow solution that powers theCustomer PPortal and other portals for resellers, suppliers and employees (refer to 6.3 Exact e-Synergy, the ultimate workflowsolution for more information).

The search functions for requests and documents work as follows.

Enter the number or keywords of the request or document to search for in the field-box and click this to search for therequest or document.

Click to perform an advanced search on requests.

Click to perform an advanced search on documents.


5.5.3 My account data

Another useful feature provided by Customer PPortal is the My aaccount ddata link for Exact's customers like you to access theiraccounts with Exact. Click the My aaccount ddata link to access the customer card. The My aaccount ddata webpage is similar tothe one shown below (for a demo license).

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


5.6 FAQs about the Customer Portal

The answers to some of the frequently asked questions relating to the optimized use of the Customer PPortal are given below.

5.6.1 How do I set the language?

Click the Settings link for the following screen. Select the required language via User-ddefined: field under the Languageheading; and then click the S-SSave button to save the new language set.

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5.6.2 How do I change the password?

Click the My aaccount ddata link and then the 2-PPassword button for the following screen. Enter the Old ppassword toauthenticate, then the required New ppassword, and Confirm ppassword to be sure. If the new password entered isconfirmed click S-SSave to save it.

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


5.6.3 How do I create and maintain contact persons?

To create a new contact person, go to the My aaccount ddata webpage, click the New link on the right of the Contacts heading.

In the next screen enter the data of the new contact. Notice that fields with red exclamation marks (!) are mandatory to be filledin. Once completed, click S-SSave to save the new contact.

Click the link of the required contact person (e.g. Norizah Ali) to access to the record of the contact person for editing.

5.6.4 How can I get online support?

In any of the Customer PPortal webpage, click the Support link and the following homepage appears. As shown online supportavailable are (provided with links) Frequently aasked qquestions, Technotes, Web ssupport, Products aand pprices and Downloads.

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5.6.5 How do I see a few web pages together?

Instead of clicking the link to open the webpage, right-click on the required link for the following menu and select Open iin NNewWindow. The webpage will open in a new window allowing you to see as many web pages as you like at one time.


5.6.6 How do I add Customer Portal to Favorites?

The Customer PPortal is a very useful source of information and downloads for Exact GGlobe 22003. It will be convenient it is addedas a favorite site for easy access. To do that, at the homepage of Customer PPortal, select Favorites at the top menu bar, andthen select Add tto FFavorites… The following screen appears.

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

Exact Software

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106 SECTION 6 | EXACT SOFTWARE

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SECTION 6 | EXACT SOFTWARE 107

6. Exact Software

Exact HHolding NN.V. incorporated in Delft, the Netherlands, listed in the Euronext Amsterdam stock exchange since June1999, is a world-class provider of ERP (enterprise resource planning) solutions, especially to the small- and medium-sizedbusinesses, and also divisions of multinational corporations. The ERP products it provides are total and integratedsolutions that encompass all facets of business namely, accountancy and finance, human resource management andpayroll, customer relationship management and sales, logistics and manufacturing, and project and service management.Besides their wide-ranging functionalities, Exact SSoftware has also designed its products to be rapidly and easilyimplemented. As a result, its products have gained acceptance worldwide, enabling Exact HHolding NN.V. now to operatebranch operating companies employing over 2,000 employees in over 60 countries spanning six continents of Europe,Asia, North and South Americas, Africa and Australasia. Together with over 400 resellers worldwide, it serves customerswho speak 33 different languages in more than 100 countries.

Exact IInternational BB.V., a subsidiary of Exact HHolding NN.V. is purposefully created to serve primarily multinationalcorporations which have made the wise choice of employing Exact SSoftware solutions for majority of their subsidiaries ifnot all. A dedicated account team is assigned to each of these corporate customers to establish close collaboration withits internal team to implement the solutions and support its subsidiaries. These account teams are also responsible forsupporting customers in implementing the Exact SSoftware solutions in their international operating companies worldwide.The global network of Exact SSoftware is capable of providing sales, implementation and technical support by it localemployees worldwide wherever the customer is.

6.1 Consultancy service

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

6.2 Custom solutions

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

6.3 Exact e-Synergy, the ultimate workflow solution

While Exact GGlobe 22003 is a fully integrated ERP solution developed from the latest technologies, its capability can furtherbe enhanced by incorporating another Exact SSoftware product, a web-based application, known as Exact ee-SSynergy — theultimate workflow solution. As an Exact SSoftware product, it goes without saying that Exact ee-SSynergy can be fullyintegrated with Exact GGlobe 22003. The use of Exact ee-SSynergy facilitates better employee communication and hencecohesiveness among them improving their overall productivity. Using Exact ee-SSynergy therefore leads to substantialefficiency improvement and cost reduction.


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6.3.1 Exact e-Synergy, the Exact Globe 2003 enhancer

How can Exact ee-SSynergy provide added value to Exact GGlobe 22003 users? The following is only a short list of the additionalenhancements brought by integrating Exact ee-SSynergy with Exact GGlobe 22003.• Through Exact ee-SSynergy all information of Exact GGlobe 22003 can be accessed via the internet from anywhere easily and

real-time. All authorized employees can access to data on customers, projects, items and employees in the systemanywhere, anytime. Like Exact GGlobe 22003, only authorized employees can access the information, hence security isagain assured for Exact ee-SSynergy.

• Exact ee-SSynergy enables performing of processes via the internet, e.g. registering hours realized or performed, henceproviding greater convenience.

• Exact ee-SSynergy is the ultimate solution for managing workflows in all business processes. Day-to-day workflowprocesses including handling complaints, and requests for brochures, services, tasks and training can be executedquickly and easily.

6.3.2 Internal and external communication portals

As mentioned earlier, Exact ee-SSynergy facilitates communication and hence the cohesiveness among the employees, but thatis not all it can offer. Such direct communication linkages with external parties can also be established through internet portals.Through these secure portals relevant information can be shared with customers, partners or suppliers. An example is of coursethe Exact SSoftware own website of www.exactsoftware.com. The various portals including the internal Employee PPortal areavailable in the header as shown below.

To illustrate how such an Exact ee-SSynergy-powered company and its website work, a demo company called Delta Bike with itswebsite www.deltabike.com has been developed. Notice that Customer PPortal, Reseller PPortal and Employee PPortal areavailable at the header of the homepage shown below.


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6.3.3 Structured management of unstructured information

Among the distinct advantages of Exact ee-SSynergy is that it provides structured management to the otherwise unstructuredinformation from documents. Through this structured approach to information flows, knowledge management has becomestraightforward with Exact ee-SSynergy. Attributing to, among other innovations in Exact ee-SSynergy, the integration with MicrosoftOffice, now the unstructured information can be readily accessed, without wasting pointless searching time, by anyone, anytimenetwork-wide internally and externally by simply sharing Microsoft Word documents.

6.3.4 Real-time information

Exact ee-SSynergy is designed to have information it manages updated real-time, and as an extension of the user company'sinformation system, the website will have all its information, irrespective of whether it is news items, product catalogs, contactinformation, job vacancies, etc., updated to the latest every time the screen refreshes.

6.3.5 Coordinated workflow

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


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6.3.6 Multi-company system

While the information of the different company databases in Exact GGlobe 22003 is isolated, with each company has its owncustomers, projects, products and services; the information managed via Exact ee-SSynergy, ranging from consolidatedfinancial reports to organization-wide projects, is accessible by all these companies. With Exact ee-SSynergy, everysubsidiary company has access to information of all the customers, projects, products and services of the entire parentcorporate organization. Exact ee-SSynergy provides you a single central system, making the usual every subsidiary maintainsits own system a thing of the past.

Since Exact ee-SSynergy only is riding on and uses the data of Exact GGlobe 22003, its implementation is quite automatic and easy.

6.3.7 Try it!

Is your company interested to move ahead to be a real-time enterprise? If yes, try Exact ee-SSynergy. Contact the Exact SSoftwarein the Netherlands on +31 115 2251 55580 or any local Exact SSoftware office or reseller.

Visit www.deltabike.com to explore the many possibilities that Exact ee-SSynergy can bring to your company to be a forward-looking, real-time enterprise.

Exact ee-SSynergy — the ultimate workshop solution.

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FEEDBACK FORM

FEEDBACK FORM 115

Reader's FeedbackProduct Type Exact Globe 2003 Version 360 Item Code SME0114EN

User Manual Type Getting Started

Exact SSoftware welcomes your comments and suggestions on the quality and usefulness of this publication. Your input is an important part of the information we use for revision. Please take a few minutes ofyour time to read through the document to be evaluated as thoroughly as you can. Then use your fair judgment to rate the evaluation criteria in the questionnaire basing on the following five-point scores.

1. Excellent - something to shout about2. Professional - has high standard3. Acceptable - has the required standard

Questionnaire score

Reader's Name : Designation:

Company :

Address :

Other comments:

Email: Telephone: Fax:

Thank you for helping us to improve our service.Mail your feedback to the following address or e-mail to [email protected]. You can also fill in an online evaluation form at the customer portal.

Marketing Services, User Manuals FeedbackExact Asia Development Center Sdn Bhd, Level 34, Tower 2, Petronas Twin Towers, Kuala Lumpur City Centre 50088 Kuala Lumpur, Malaysia Tel: 603-2179 4242 Fax: 603-2179 4255

4. Below aaverage - much room for improvement5. Not aacceptable - definitely needs a rework

www.exactsoftware.com

May 2005