User guide for a system

System Requirements:

Although this system is very simple and easy to use there are some standard requirements for the model to run efficiently and smoothly.

Hardware: Software:

Minimum:                                                        

• Keyboard
• Mouse
• Monitor/Screen
• 200MB Hard Disk
• Pentium 75 MHz
• 16Mb of RAM

Recommended:

• Keyboard
• Mouse
• Monitor/Screen

• Dimension 2400 
• Microsoft® Windows® XP Home Edition
• Intel® Celeron® Processor (2.40GHz, 400 FSB)
• 256MB DDR SDRAM at 400MHz

• 40GB Ultra ATA/100 7200RPM Hard Drive

A colour printer would be also required to print off the invoices. Colour makes the invoice look a lot more professional and an ink jet printer will be just fine. You do not need to splash out on a fancy photocopying and scanning printer when you do not need it.

Software:

Microsoft Excel 2000 is required to run this model.

Installing and using the program:

How to install:

The model will come on a CD labelled “Drum Gurus Model”. Open up your CD Drive and insert the disk. Close the drive and wait for the installing window to appear. If the window does not appear do the following:

1. Click start on the taskbar
2. Click on “My computer” (If it is not here it is usually found on the desktop)
3. Double click on your usually called D Drive which has an icon of a CD.
4. Once it opens you should see the “Drums Guru Model”

Once you have the following box appearing on your screen:

Now all you have to do is double click on the “Drum Gurus Model” icon and the program will install itself into a new folder. It will automatically install subfolders for customers, folders for the parts names, prices and pictures.

You should keep the CD just in case for backup reasons or you have to reinstall for any reason.

To save you having to create all the folders we have already done it for you. During the installation the following folders will be created:

• Completed Invoices
• Customers
• Parts
• Completed Quotes
• Others

To create any more folders simple right click and press “Create New Folder”.

Using the program:

Now that the model has been successfully installed, double click on the icon to load the program. This screen should appear now:

Once this screen appears you can choose which page you would like to go to. Usually the “Interface” is the first page you will need to see. To enter the just simply click on the button and it will take you there automatically.

1. Firstly enter the customers details
2. Secondly if applicable enter the customers budget.
3. Then one by one select each part from the separate drop down lists. As you select each item the price and total price will automatically be updated.

Just click on any drop down menu and choose the selected kit.

4. Once each component has been selected; it then calculates a sub total. From this subtotal the VAT and Shipping charge are added.
5. Once this has all been calculated the final total highlighted in bold will appear giving you the final price.         
6. It also works out if the customer is over or under budget. If the customer is over budget it will be indicated in red and the user can either change the certain items or just leave it if the budget is only over a small amount.

Here it indicates that I am over budget by £452.03 so I should change a few items.

Once the user is happy with the computer, then click the “Invoice” button as seen at the top right in the above screenshot.

This is the invoice sheet and it shows all the items that have been chosen. It gives a subtotal, and then shows how much the Shipping and Handling is and the VAT. It then creates the grand total. The big difference here is that it cannot be changed, none of the items or prices can be changed to create a safer process.  

7. Then to save the quote for that customer you click on “file” and then “Save As..”

This is what it should look like:

Locate the folder called “Quotes” that was already created. Then type in the name of the customer or the unique code number given to every quote for reference. Or you could name it simple like putting his first and last name, however this may not be a good idea because there could be more than one John Smith.

The quote can then be simply printed off by clicking “file” then “print” and it should fit all onto one page.

Troubleshooting:

Whilst you use the quote system, you should hopefully not encounter any problems as it all has been thoroughly tested. However there are some validation messages that could cause some confusion. They are designed to stop the user from making a simple mistake, the validation will do that, but the problem is that the user might not know how to correct the mistake which the validation box keeps indicating.

This message will appear when a name is entered which is too long. The solution is simple and easy, all you have to do is press cancel type in a shorter name.

This message will appear when a telephone number is entered incorrectly. The solution is quite straight forward, just make sure not to leave gaps and enter 020 849382372 keep it all together and only enter numbers no letters.

The number entered for the budget may be a ridiculous amount and so try and keep it between £0 and £5,000.

What this message means is that the user has tried to change a formula or a cell that they are not supposed to. You should not need to change any of the cells when this box appears when I tested so there should be no problems. Just click ok and carry on with the order.

Advanced Options:

Changing the brochure of parts:

The prices of the drum parts and accessories are forever changing. This means that the brochure of parts will need to be changed often. Once the brochure of parts has been changed the drop down menus automatically get updated as well.

This is how to add or change an item to the brochure.

E.g. Say you wanted to get add an Sabian B8 30" ride and also change the price of the Sabian B8 20" ride. This is how you would do it.

1. First click on “Data” at the bottom of the model.
2. Then locate the Sabian B8 20" ride under the “Cymbals” Category
3. Enter the amount you would like to change for the price then press enter
4. Then go the bottom and type in the details for the new cymbals
5. To keep it in descending price order in this case you would highlight all of the cymbals and press on the “Za” button to sort descending.  

As you can see I have added the new cymbal however it is not in the right order.

Now as you can see I have highlighted and now all I have to do is press the Sort Descending button and it will sort the prices out.

However there will not be enough drop down menus. But it is easy to change. All you do is right click on the drop down menu on “Cymbals” and press “format Control” ou then change the number of drop down lines from 17 to 18.

Now you click on “input range”, it will take you to the data and you highlight the whole of the “Cymbals” data and press enter and you are done with entering new items.

Changing service, VAT, delivery:

VAT:

At present the VAT is 17.5%. This is calculated by multiplying the subtotal but 0.175. To change the VAT all you have to do is enter into the box the designated sum for the VAT.

Where it says 0.175 you just change it to 0.20 for 20% or 0.50 for 50%.

Shipping and Handling:

To change the service charge (Shipping and Handling) is just as simple. You click on the shipping and Handling and in the formula box at the top just change the ammount from 7.00 to 8.00. Like this: