Technical Documentation.

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Technical Documentation

Technical Documentation

The spreadsheet that I have designed and produced was made to allow the user to enter new customers details in, and also new stock items as well. It allows the user to enter and process orders that the company receives from customers, and these orders are processed by using an invoice and a transaction file. Initially the invoice is the form where the order is submitted. This is then confirmed and printed off to give to the customer, whilst the order information is transferred and then saved in the sales transaction file. The spreadsheet I have produced is designed to do all of the above as efficiently as possible.

Hardware

For this spreadsheet to run to its designed capacity, the following items of hardware are required:

∙ A monitor

∙ A keyboard

∙ A mouse

∙ A PC (anything above a specification of 56mb and 128 bit processor will be sufficient, and it must have a CD-Rom drive installed)

Software

For this spreadsheet to run accordingly, the following item of software will be required:

∙ Microsoft Office 2000, which includes a spreadsheet programme called Microsoft Excel 2000

∙ Windows 2000 or Windows XP

Installing and Configuring the Spreadsheet

∙ Insert the World of Trainers spreadsheet programme CD into the CD Rom drive

∙ Open the CD by opening ‘My Documents’ and scrolling down to the correct CD-Rom drive location

∙ Copy the file named ‘World of Trainers’ and paste it onto the desktop on your computer

∙ Open by double-clicking on the icon that appears, and you are now ready to use the World of Trainers programme

Macros, Formulae and Calculations

=TODAY() – This formula will produce the current date today

=TODAY()+1 – This formula will produce the date for the next day

=IF(ISBLANK(D5),””,VLOOKUP(D5,CUST_2,4)) – This formula looks at the information in the table on the customer master file screen and matches the customer code with the customers full details. I have also used an ‘ISBLANK’ statement within this formula – the purpose of this is to leave the cell blank if there is no data to be looked up.

=IF(ISBLANK(C19),””,VLOOKUP(C19,STOCK_1,3)) – This formula looks at the information in the table on the stock master file screen and matches the stock code with the full details of the stock. I have also used an ‘ISBLANK’ statement within this formula, and the purpose of this is to leave the cell blank if it is not necessary for any data to be looked up from the cell.

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=IF(ISBLANK(F19),””,F19*G19) – This formula works out the total price of he same stock item that is ordered by multiplying the quantity of items ordered by the unit cost of that particular stock item.

=SUM(H19:H25) – This formula works out the total price of all the stock items that have been purchased and produces a final price.

=IF(I29>500,””,(I29*0.07)) – This formula will add the cost of postage and packaging to an order of 7%. However there is an ‘IF’ statement in place because postage and packaging is not added if an order costs more that £500.

=IF(ISBLANK(I30),(I29*0.175),((I29+I30)*0.175)) ...

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