DM Cloud Release Notes 3.18.13

Modified on: 2017-09-26 13:24:19 -0400


File Import

Import allows you to bring your Contacts into your Design Manager Address Book at any time. You can select to Import Clients, Miscellaneous Contacts, Ship To's, and Vendors. A CSV file format is needed to Import. Most popular Contact programs,  including Microsoft Outlook™ will have the ability to Export your contacts to a CSV file.

*NOTE: Be SURE to Separate your contacts into Groups. Example: Clients should be in one CSV file, while Vendors are in a separate, second CSV file. Each to be Imported one at a time.

Once you have your CSV file, Select Import from the File Menu

Choose the Type of Import to be completed at this time

Choose OK

Browse your Computer or Network to find the already saved CSV file to Import. Once it is found, choose it and select OK.

The Import Data window will appear.

Here you will need to Link the CSV file fields (Source Fields) you are importing to the Fields in Design Manager (DM Destination Fields).

On the Left is your Imported Source File, to the right are the Fields you can Link to in Design Manager.

Click on the Source Field and then Choose a Destination Field to Link it to.  Then Choose the Link >> button.

Continue to Link each Source Field to a Destination Field until all are complete.

When a Bullet appears to the left of the Source field, you will know that you have Linked that field.

On the right panel (DM Destination) you will also see the Bullet for the DM Destination Fields that are Linked, along with >> to show what Source Field is Linked specifically. In the highlighted Example above, you will see that the Notes, from the Source Fields is Linked to Notes on the DM Destination Fields.

To Remove a Link, highlight it on the DM Destination Field Panel and Choose the << Remove button.

*Tips: If you have a Company or Name Source, you will want to Link it to multiple fields on the Destination side.  Company/Name should most likely be Linked with Code, Name, and Sort Name.

*Address - If you have more than one Address Line, Link each one separately with their corresponding Address Lines on the Destination panel.  Do NOT use the Full Address field if you are linking each one separately.  If you have the entire Address under one Address Line in the Source panel, then you will ONLY use the Full Address field on the Destination panel.

When you are finished Linking all the fields Choose OK to proceed.

A Commit Imported Records window will appear.  This is a preview of how the information will look in your Address Book when the Import is complete. If there are any records you wish to delete and not Import in, highlight them and choose the Remove button.

Once you have finished reviewing the Import, Choose OK to complete the Import. If you have decided NOT to Import the file, Choose Cancel.

Choosing OK will display a Warning Message, asking you to Commit to Importing these Records into the Address Book.

Choose YES if you wish to Proceed with the Import.

No, to Cancel.

If you Choose YES, and the Import is successful the following window will appear.

Choose OK to close the window.

You will now see your Contacts listed in the Address Book.

 If you wish to Import another Type of Import, you will need to start the process over again with your next CSV Source File.

*It is BEST NOT to Import the same contacts again, as the system will create DUPLICATE records. If you need to ADD to the Type of Import you did last, it is BEST to remove the Contacts already Imported. If you do not remove them, they will be duplicated in the Address Book in Design Manager; however, you WILL be able to Delete them on the Commit Imported Records preview, or from the Address Book once the Import is completed.

Users may be blocked from having Access to this Import Feature.  See Passwords and Security for more information on how to set your Password Attributes.


Client Status Report Date Options

Status Date Columns: This allows you to tell the system what dates to print on your Client Status Report. There are 3 Drop Down choices here. Allowing the Client Status Report to show any of the 3 fields you choose (or optionally no fields, 1 field or only 2).

Each drop down gives you a choice of the following:

  • (none) - will not print any of the possible dates
  • Ordered  - Purchase Order Date
  • Expected Ship Date
  • Delivered Date
  • User Defined Date 1
  • User Defined Date 2

The Client Status Report is accessed from the Reports Window - Project Management folder.  This report is designed to be given to your client.  It shows the status information of each Item in the specified Project including estimated pricing, invoice status, order date information, etc. See Company Settings - Advanced - Print Tab in order to Choose which Status Date information will appear on the report.

This report allows you to enter a range of Projects, Locations and/or Proposals and Invoices for which to print the report. 

The Show Items Option can be used to filter the Items shown to be Completed or not Completed Items. 

Calculation - There are 4 ways for the Report to generate information:

Highest Value (Estimate or Actual) - Will display the highest price on the report.  This price can be either the Estimate or Actual Price. The Estimate price comes from the Item Specification; while Actual Price is the Price Invoiced to the Client.

Example:  If you have Estimated on the Item Specification a price of $500 but Invoiced it for $400, this report choice will show the Item Price as $500, because the Estimated price is higher than the actual.

Estimate - This report choice will only show the Estimated Price, regardless of the Invoiced/Actual Price.

Actual (Invoice) - This report choice will only show the Actual Price (the Total Price Invoiced).

Estimate if Actual Zero - This will show the Pricing of the Invoiced Amount, if the Item has been Invoiced.  If not, the Estimated Amount will appear.

Show Details - This Option will show the Item Units, Proposal and Invoice Numbers, and any Payment Information, such as a check number.

Report Format - There are 3 formats to run the Client Status report for:

Detail by Location

Detail by Proposal/Location

Summary by Proposal/Location

Information about the Dating Choice Fields:

Ordered:  The date of Purchase Order.

Expected Ship Date:  This is the date that you expect the Component to be shipped from the Vendor/Workroom. This field can be found on the Edit Order Status window.

Delivered Date:  The date the Component was delivered to the Client. This field can be found on the Component – Order Status window.

User Date 1:  This field can be used to record an additional user-defined date that can be used to track any additional date that you wish.  Change the title of this field on the Company Advanced Options – General Tab.  Examples might be "Install Date" or "Approved".

User Date 2:  This field can be used to record an additional user-defined date that can be used to track any additional date that you wish.  Change the title of this field on the Company Advanced Options – General Tab.  An example might be "Confirmed Del.".

 

 

Type - Drop Down in Glossaries

Type: Client Codes can be categorized using the Type selection in any manner you see fit. You can add a new Type, "Commercial" for example, simply by entering it into Type field. After doing so, the "Commercial" selection will be available for all new Client Codes.

Type: Employee Codes can be categorized using the Type selection in any manner you see fit. You can add a new Type, "Designer" for example, simply by entering it into Type field. After doing so, the "Designer" selection will be available for all new Employee Codes.

Type: Ship To Codes can be categorized using the Type selection in any manner you see fit. You can add a new Type, "Client Site" for example, simply by entering it into Type field. After doing so, the "Client Site" selection will be available for all new Ship To Codes.

Type: Vendors can be categorized using the Type selection in any manner you see fit. You can add a new Type, "Shipping" or "Contractor" for example, simply by entering it into Type field. After doing so, the "Contractor" selection will be available for all new Vendors.

Layout- Arrange Items

The Layout button displays a new Arrange Items window similar to the Project hierarchy from the Projects and Specifications Window and allows you to edit the order that Locations and Items appear on a printed Proposal or Invoice.  By default, the Items will be in Location Code order with each Item in Reference Number Order within its Location.  To change the order, you can select and drag an Item or Location to the desired position.  Locations can be arranged in any order.  Items can be arranged in any order but only in their respective Location.  If you want to move the Item to another Location, click the Edit Item button and change the Location Code.

Proposal

Invoice

Keep Description Together: Each Item has the ability to print on the Proposal with the Description attempting to all print together on the same page.  Highlight an Item on the Arrange Items Layout - then you will see this selection become available. If you select the Keep Description Together Check box, then the Highlighted Item will try to keep all of its Description on the same page.  If the Description is too long to fit on one page, it will end up breaking where it needs to.

Keeping this selection unchecked will allow the system to print part of the Highlighted Items’ description on one page and the rest on another. This allows Design Manager to decide where it needs to break to fit properly when printing.

As a default the Keep Description Together box is left unchecked. You may change the Company Default selection for this box under the Company Advanced Options Window - General Tab.

Page Break Before: This selection allows you to Page Break before a specific Location or Item. Highlight a Location or an Item on the Arrange Items tree view - then you will see this selection become available. Choose this when your Item Description skips over a page because it will not all fit together, and you wish to have the Location Break to the next page in order to keep the Item Description together with the Location Header.

As a default the Page Break Before box is left unchecked.

Expand All:  This button can be used to open each Location within the Project to display all of the Items for rearranging in the Arrange Items Layout.

Undo Sort:  This button will close all of the Arrange Items Layout branches and puts the Items and Locations in default order (i.e., Location Code, then Item Reference Number order).  Please note that all prior changes to the sort order of the Items and Locations will be lost!

Show Tagged Only:  Selecting this option causes the Arrange Items Layout to only show Items you have currently tagged on the Proposal Tab.


Invoice Adjustment

The Invoice Adjustment window has been expanded to give more Options for Updating Invoice Information. Upon Selecting the Invoice to be Adjusted/Updated, the following window will appear:

The Update Invoice Information option gives you the ability to make the following changes to your Invoice.

Update descriptions to match specifications - This option allows you to reprint an invoice with any Item Description changes you may have made.  You can choose to enter an Item Number to update only one Item, or leave the Item No. field blank to update ALL Item Descriptions on the Invoice.

Update arrangement and set Locations to match specifications - Allows you to update any changes made to the Layout or Item Locations.

Update Remarks - Choose the Update Remarks selection to Add, Edit or Delete any Remarks that print on the Invoice.

Update Transaction Description - This option will allow you to make a change to the Transaction Description that was last accepted on this Invoice.

Show on ClientConnect - Decide here if this Invoice can appear on the ClientConnect Website for the website users. *Requires ClientConnect Module.

Allow Payment - Allows you to make this Invoice available to be paid online via the ClientConnect Website. *Requires ClientConnect Module.

Hide Invoice and this Credit Memo/Reversal on reports - This option will only be seen if the Invoice you are on is a Credit Memo Invoice. Upon generating a Credit Memo there are options to Hide the Credit Invoice and the Original Invoice being Credited from being able to be seen on certain client reports.  If you had not chosen this option at the time you generated the Credit Memo, here you may make the change to hide those Invoices.



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