Exporting Data from OfficeBooks

You can export some or all of your data easily from your OfficeBooks account.  This is useful if you want to create a quick custom report, or if you want to store backups on your own computer.

Exporting your data is simple. Go to your settings page and click on the Export data button.  The export menu allows you to select what data you want to export.

Data is delivered to you as an instant download in MS Excel format.



Confused? Want more help? Just email us at support@officebooks.com We like to help.

Work Centers and Tools

What are Work Centers?


Conceptually, Work Centers are possible steps in your manufacturing process.  Typically work centers are defined as specific machines, or processes.  In the image above, you see an example of a typical set of Work Centers.  Work Centers are the basic building blocks for workflows.

In the work center definition, you can set the number of hours the work center is available per day.  This information will be used by the production scheduling component of OfficeBooks (which will be available in a later release).

Tools
Tools can be assigned to steps in a workflow.  By identifying all your tools and assigning them to steps in  workflows, you can reduce the set-up time at workstations and increase your manufacturing efficiency.  Defining tools is optional.  If it overcomplicates things for you, skip it!  You can always define them later (or never, it's up to you).

Settings - User Management

User Management is accessed from the Settings form. 

Click Settings to display the form then click Add/Remove users and roles to display the Manage Users list.

Adding Users

• Click Add/Invite User to display the Add/Invite Users form. This form contains instructions on how to invite another person to participate in your OfficeBooks account.
• Pay close attention to the Role field as this determines the level of access an individual has to your business data.
• When you click Send Invitation an email invitation with a link to OfficeBooks is sent to the specified email address. This link contains a unique invitation code.  The invitation also contains instructions on how to join your OfficeBooks account.
• By default, a copy of the invitation is sent to the email account you used to register with OfficeBooks.

Note: If you want to allow a user to release Purchase orders, you must set their approval limit by editing the user profile after the user has been invited.


Edit and Delete User Profiles

Click Edit/Delete in the first column of the Manage Users list to display the Role Editor form. This form allows you to:

• Change the role (access level) for the selected user.
• Set a Purchase order approval limit for the selected user.  The approval limit authorizes users to approve a Purchase order up to the currency amount you enter here.  The default approval limit is zero. Users with an approval limit of zero will not be able to approve any Purchase orders.
• Remove users from your account by clicking Delete on the form.

OfficeBooks User Roles

• Role 1:  Read only access.  No access to financial details.
• Role 2:  Can create or edit records.  No access to financial details.
• Role 3:  Read only access.  Can access financial details.
• Role 4:  Full access to all records, including data export.
• Role 5:  Full access to all records, including data export.  User management rights.  (Business owner)

Settings - Business Profile

Your Business Profile is accessed from the Settings page.

Click Settings to display the form then click Business Profile Settings to display your business profile. Your business profile allows you to customize forms and set default financial options for your business.

OfficeBooks has set some defaults, so it’s a good idea to review the data in each tab.

Customize your Business Profile

• Add your business logo. This logo is printed on your sales orders, purchase orders and invoices.  Note the image size requirement.  If your image is very large, it will distort the formatting on some of your records.
• Click on Sales to review and edit standard text printed on your sales quotes and sales acknowledgment forms. 
• Click on Purchases to review and edit standard text printed on your purchase orders and requests for quotes. 
• Click on Invoices to review and edit standard text printed on your invoices and packing lists. 
• Click on Taxes to provide tax names and percentages used in your business.  (e.g. GST  7%)
• Click on Currency to select your default business currency and add the currencies you use on a regular basis to your currency conversion list.