FLO USER MANUAL

FLO USER MANUAL

INSTALLATION

Instructions to install FLO software and database:

Insert the enclosed CD into the CD reader on your PC.

If you are running Windows-XP, it will automatically bring up an installation window, and just follow the instructions to install the software and database of prices and images.

(If the installation window doesn’t appear, use Windows Explorer to find the CD, and access the contents.

Double click on SETUP, and the installation will proceed as above).

NOTE – once FLO has been installed and set up as per the following instructions, you will need to connect to the Internet and perform an update of the price lists to bring the database of prices and images up to date. ***

HOW TO SET UP YOUR DETAILS

Important instruction before you set up your details:

The first time you run this program it will prompt you to enter some of your details. This is a once only procedure so please ensure that you enter your real shop/business name as this is not a trial version.

Once you have entered your shop name it will automatically remember to use that name against all orders placed by your business.

How to set up your details: You will be prompted to put your business name in. Replace the word 'sample' with your business name (this can not be changed once initially entered) then click on the State or Region where your business is located.

Read the privacy policy and press OK.

HOW TO SET UP YOUR CUSTOMER NUMBER Ids

Enter your individual supplier customer number ID:

Go to MENU on main screen, then click on SETUP.
Enter your own customer account number that you have with each individual supplier. This should appear on an existing invoice. If you set up a new account with a supplier you can come back to this screen at a later date and put in your new customer account ID. We recommend you also include your telephone number in this area,
e.g. “ACC01 – 06 877 5191”.
What if you don't have accounts with some of these suppliers? If you try to order moulding from a supplier you haven't got an account with, you will be re-directed to the accounts page. Go to MENU > GET ACCOUNT. Fill out a simple form that asks for your name (not shop name) and phone number and the supplier will contact you back.

Are my details safe and secure? FrameSmart Software Pty Ltd. protects user information with the following security measures: * secure servers. * encryption.

The best hardware and software is used to host the system including, High Performance Linux-based local servers with multiple tier-1 carriers.

Our servers are ensured to be accessible 24 hours a day, 365 days a year. These carrier-grade facilities and connectivity ensure your online presence has maximum availability.

*** UPDATE PRICELISTS

How to update the most current pricelists: Go to MENU then click on Update Pricelists. This could take up to a minute to update all mouldings/mats/supplies from all suppliers. (Possibly longer if you only have dial-up).

How often should I update pricelists? We recommend you do this weekly at a quiet time.

How to upgrade the FLO software: The FLO software is automatically updated to the latest version whenever you Update Pricelists.

USING FLO AS AN ONLINE CATALOGUE

THE SEARCH FIELD

How to search for mouldings, matboards and supplies: Select the type of material required, then start your search in the empty field near the top left hand corner. Search by code, by supplier, by description, by colour etc. Search in any order, even search by entering in half a word.
Then double click on any item in the drop-down list shown to display the image, measurements and pricing data in the right-hand window.

Advanced hints for searching: Entering in ‘gold’ will return all mouldings that are gold. Entering in ‘gold fillet’ will return all mouldings that have a gold fillet etc. When you start typing a word or code it will give an automatic drop down list of suggestions.

How to view a range of images for a range of moulding: Enter part moulding code etc to get a list of results, then press enter to display the images for all search results. To see codes hover mouse over picture for a second. To close window click on top right hand red cross.

How to view a range of Mats: Click on MATS button near search field. Enter part mat code etc to get a list of results, then press enter to display the images for all search results. To see codes hover mouse over picture for a second. To close window click on top right hand red cross.

Where can I see the price of the moulding: When you select a moulding in the left hand list, you will see all the information about the moulding displayed on the right-hand side, including image, cost pricing, dimensions etc.

NEW PRODUCT RELEASES

How to see new product release: See new products released when you click on the WHATS NEW button.

How often are they updated: The software will notify you of any supplier pricelist updates.

How long will they be available to view in WHATS NEW: We will hold all new products in the WHATS NEW page for 30 days. In this way new products are kept current. All new products are also added into the general ordering list during and after the 30 days.

ORDERING MATERIALS THROUGH FLO

How to ADD your selected moulding, matboard or supplies item to a list before sending order: Each time you view a product you want to order click the ADD button.

You will be asked the QUANTITY you want to order and provided with a selection of choices depending on the type of product is: moulding, matboard or supplies.
Enter the quantity either manually e.g. 10 metres, or choose from the selections provided. Then press Accept.

This will not have been sent yet so you can keep adding to the order book until you are ready to send.

How to order a CHOP frame: When a moulding is available as a chop from the supplier an extra option will come up in the ADD screen. When you see the chop option select the quantity amount, then enter width, then enter height. Click Accept to add order to your view list.

How to VIEW your order before you send: The order will be sitting in the VIEW screen which will only be visible when you click the VIEW button.

READY TO SEND YOUR ORDER

How to send your order: You can send your orders at anytime, or keep adding to a list until you have got what you think is the amount you want to order.

When you think you are ready to send the orders, connect to the Internet, then click on SEND.

Does it matter that your order is to an array of different suppliers: Not at all. You will be able to choose which orders to send or keep back for now – un-tick the orders to keep, then click on SEND again.

How long does it take from when you hit “Send Order” to when the supplier sees the order: After you have viewed your order list and are happy to SEND. The supplier/s will receive the order instantly.
You need to have a dial-up connection to the Internet, although we recommend that you use a broadband connection.

AFTER THE ORDER HAS BEEN SENT

What does Automatic Order distribution mean?
Once your order has been sent it passes through our secure servers where it is automatically sorted to the correct suppliers, and they will process it in their normal way.
This is 100% reliable and your order to a particular supplier will definitely not end up at another supplier. Nor can products other than their own appear on a Supplier’s order screen.

Will my usual terms and price structure with particular suppliers still apply if I use this ordering system? Yes, whatever terms you are on with each individual supplier will still be the same. This is why we have not made the prices a main feature of the ordering system.

How will I be invoiced? You will be invoiced in the same way you have always been invoiced by each Supplier.

Can I cancel an order? You would need to contact the supplier and, if it isn't too late, it should be possible to cancel. Using this ordering system should be no different in integrity than the way of ordering in the past.

TRACK YOUR ORDERS

To track any orders you have placed:
You need to be connected to dial-up or broadband to keep this in LIVE status.
Go to MENU then TRACK ORDERS to see everything you need to know in relation to your orders.

Orders being processed:

Items still being processed will be displayed when you open this page. If any item cannot be supplied (e.g. out of stock), the supplier may append a note such as “Due (date)”, and you have the option to cancel that item (click cancel), or leave it on back order.

Notes to Supplier: You can append a note to the supplier on any item still listed in the “Being processed” list, and they can respond with a note to you.

When you have received your order: Click on the Delivery Status icon, and then click on the OK button for each item received. This tells the Supplier the shipment has arrived safely, and moves the items to your history list.

FrameSmart®, FLO® and VisualiseIt® are trademarks of Pocket Solutions Software Ltd.

Australian sales and support: Salesoft Pty Ltd

PO Box 128, Cotton Tree, QLD 4558, Australia

Tel: 07 5313 3072

Email: framesmart@salesoft.com.au

New Zealand sales and support: Pocket Solutions Software Ltd

PO Box 44070, Lower Hutt 5040, NZ

Tel: 0800 622 583 or +64 4 920 6580

Email: info@framesmart.co.nz

Help Desk: 0800 622 583

Web: www.framesmart.co.nz