Tasktra ack Us ser M anua l
Contents
1. re Sn a Li Deren rigged umm Lic Fi fial 1 I peg Tv acis E 3 Hardened Fined Fuse aw beg EI haa acid FECE n 2 Dumha adt PR Cali 136 E3 00 rpm Brady Ce Lui n es aft mg Llc pae Ci 00 0 Rarer EJ 2 ltr Li nid gre Ay E 26 53 bnt Rad IAN Nd Labor er Hau afas ais gt Sede Meat dee TSS E lisin armsad OPTICAL A Eu LM Am t aem caria Compete Esriem E Hd It Targi Light Pani E2547 i 2 una fax nz to tte weer Er Gate nnne Orders fig 52 On pressing the Send Mail button the button will change to indicate the email is sending See fig 53 9 Socket Outlet 35 00 x Socket Twin Fast Fix 1in capping 2 5 Yelow pages requesting 1 T Ho Stock Required Ordered Manually Cancel To date None Ordered The stock to order screen will enable the ordering of a quotation based the materials listed from the quotation for the customer fig 53 October 2012 Page 46 of 51 spun aui inim ium 11 3 11 4 The screen will then change to th2. Pep ee Oe E en ee Dp bmi ei a i miri domas am imper Customer Feedback Survey s AA M Properties EE 1 heb AG Sapre fum WER Coen MIT oan 124 Poems mm Gs IJ Cee et Yes Par 2071 fms mima igit Dis Pui aa Dagar Roa Ta be eg Gee eer Bee ar pod P ay ud Arr xi DT n imp i img ml qui ee Oe See D Piiri nar bm ks cm pis Mura d Nem a ae ey ato aoe s TEP s Rp a jer M M a Pris ble iam DD FH a uud Ld a 3 mps c ee UR nga Rog Coo GP asinis quocum a LJ LI i CS EE 2 Teed EA gee LL ae anren 1 LI a Fera pg p CD Lasst T 4 P Darm gg Pos DE i Mm LEE Man tm n m pm rr m nn corre mem c orem onm mtm Mean Leo 9m Fraud pins rums D Den chm aca e moms Ie pa brr g me paz ed dm ee Pur evum ee fw oe ck has hos pareri acu eps i Fuss cand iue ere LL I peed lee ee ee ee I x a imisi Pausa ee Pus uoo m Aba G N pa j uA cavet es 2 ee ii BALAMCE DUE Lai PRS SS Le ee T Du pl ES pu ey De LII TI IL eT
3. Anglesea Phase 1 End of Defects 28 00 1720 Q3 9 7 MBL Mileage Travel costs charged per mile Anglesea Phase 1 0 45 4 ri GO 8 Notes Carparking Anglesea 2 60 1 2 60 Lt 9 Socket Outlet Supply and install double socket outlet 35 00 1 3500 GO Electrical w Socket Outlet Bnew Supply and install MK Socket Twin Fast double socket outlet Fix Box lin capping 2 5 extra os 1 318 60 nl J 32 Cl VAT m S THIS PROJECT I5 DUE FOR PAYMENT GROSS tick orange box for extra tasks fig 36 9 Repeat this process until you have generated your quotation Initially you are going to be building up your templates which is slightly more time consuming than normal Each new item added will appear as a new line on the task screen until your entire quotation has been completed The total is displayed in the bottom right corner plus any VAT due Any works added to the quotation once it has becomes an in progress project will automatically be recorded as an extra denoted by the orange extra box being ticked This can be un ticked if required Make any necessary amendments to your project by selecting the task row and clicking the plus symbol to edit the entry click the minus symbol to delete the entry or add a new entry as usual Customer McCarthyBainbridge Ltd Project October 2012 Site Ref PRO 1486 Quoted 1 582 32 01 Oct 2012 Project Overview October 2012
4. vence Cried Mee deteds be dialed from angay Ealer Mare ie pihia ved apisst iyesi ety Cpmpiiry nate ee pries Fig 24 i October 2012 Page 28 of 51 hannarna 7 0 Entering a Project into Tasktrack 7 1 If you have entered a new customer into the database you will automatically have the customer selected against your new project However if you are entering a new project for an existing customer who has no live projects at the moment you must first select the customer you want the project to be associated with To do this either select the customer from the drop down list or search them see fig 25 Select the customer and then enter the project information See fig 26 track pc Integrated Services mcr mmn E Sese g customer from Eyes dress dawri manor enter a cutormer name bo sean sein A fM Properties M Jema Atanu idam Sarg idam Lee Adrian Damagala AJ Cede and Partitions Lid Aka Char Aun Drinitwater Andrew Forster Andrew Frazer Andreg Hand Andria Pris Amy Besson Andy Orte And Lurks Ania Crawley Ann Key Anna amp Capman Fig 25 October 2012 Page 29 of 51 toed 7 2 Once you have selected the customer you can enter the project particulars as detailed below fig 26 e Enter your project name e Site Address if you have had a project at this address before select the Previous Sites b
5. 3 0 Setting up Task Track for the first time 3 1 When you have completed the installation the following screen should appear automatically instructing you that you need to licence this copy of tasktrack to activate it 3 2 Before you can licence tasktrack you must enter your user details by clicking the CLICK HERE TO START THE CONFIGURATION PAGE button task track Management and invoice system Welcome to Tasktrack your installation was successfull You will need to obtain a new unique licence to activate Tasktrack First enter your user information via the configuration page Ensure you have all your information ready prior to starting Your twelve month licence will be generated on your Company name Ensure you enter this information accurately otherwise your user Key will fail to work CLICK HERE TO START THE CONFIGURATION PAGE Configuration Database Ammended added tandc fieldConfiguration Database Ammended added paypal field Fig 11 October 2012 Page 10 of 51 3 3 The configuration page the Setup Menu is split into several sections e General Configuration e Payment Terms e Advertisement e Address e Project Book Backup Location e EmailSetup e mages e Key Category Services e Alist of further settings 3 3 1 General Configuration see Fig 12 The General configuration will need you to enter all fields Your Company Name The name of the Director or Proprietor of the Company T
6. This manual is intended for users that have not used tasktrack and are unfamiliar with the initial setup but it may be a useful reference until you become more familiar with the software Octo be r 2 0 1 2 5 3 of 5 1 buie din 2 0 Installing the Tasktrack software 2 1 Down load the installer from our website at www claydons org a link to tasktrack is available from the home page 2 2 Run the installation which will open the following windows Welcome to the tasktrack Install program This program allows you to install or upgrade tasktrack system on your hard drive tis strongly recommended that before proceeding you ensure that all other Windows programs are closed If you do not wish to instal otherwise click ll tasktrack click Exit now to continue Fig 1 October 2012 Page 4 of 51 2 3 Make a note of the default login details you will need this later once you have set up tasktrack You can change these details a little later Fig 2 Management and invoice system Tasktrack Install Program Information Tasktrack installation for Windows 20O00 AP vista NEW INSTALLS Read the Install notes on completion of this installation for final configuration Instructions DEFAULT LOGIN FOR TASKTRACK Login Database Password password change this at any time from the setup menu UPGRADES Please backup your database before continuing
7. Company Name Contact details phone amp contact name on 0700 00000 Payment Term settings Setup Payment Terms and conditions CIS and credit period Invoice VAT rate CIS rate set to Zero if Company CIS exempt jo Do Material VAT rate Companys Agreed Credit Period days Fuel VAT rate Late Payment Terms 10 charge plus 20 00 E Tr Please send payments Payments payable to COMPANY NAME to COMPANY 1 7 Select the currency you use Advertisement Displayed information on all Quotes advertise any organisations you belong to Advertisement lines We are Recommended by 777777777 Fig 12 Note Hover your mouse over any question mark to reveal more information on the item October 2012 Page 12 of 51 3 3 4 3 3 5 3 3 6 October 2012 Address see Fig 14 These details will appear at the head of all invoices quotations statements and other documentation that tasktrack provides Address The address your company office resides Payments will be sent to this address unless Payment types in section 3 3 2 is configured with a different address see fig 12 Telephone Email Enter your company phone numbers and email address NICEIC and VAT Reg Add any registration numbers VAT numbers etc Company Reg Details Add your company registration number etc Project Book Backup Location see Fig 14
8. Tasktrack User Manual Current Software Revision to V3 23 October 2012 Page 1 of 51 eterna end ters cerita October 2012 10 11 12 13 Introduction into some of tasktrack s features Installing the software Setting up Tasktrack for the first time Setup Complete getting your first licence Understanding the Main Screen Layout Entering a Customers details into Tasktrack Entering a Project into Tasktrack Creating a Quotation Generating an Invoice Inserting a Payment and closing a project Ordering Materials Using tasktrack remotely Support Page 2 of 51 nir 1 0 Introduction to Task Track Tasktrack is a software package developed for smaller businesses to track their projects The system is designed to be intuitive and have a good logical work flow It holds all your customer details and will build up your quotations and invoices quickly and simply with the template generation system Some of the key automated systems within tasktrack include e Holds all of your customers contact information in one central location e Easy to read main screen indicates key business tasks to undertake e Diary compiled with works listed on a day to day basis e Projects not yet invoiced are listed for your attention to ensure you don t delay invoicing e Projects not yet quoted are highlighted to ensure they don t become overlooked e Invoices quotes and receipts
9. Fus Quotation bicis pha Guotalio Ta he Tam Wena 2122 Apri 10 Pags 1 of kem Deri Fig 13 Key Category Services see Fig 14 Tasktrack s main screen utilises a set of drop down menus for key items of materials to be picked during the creation of quotations designed to speed up the quoting process A series of default categories have been provided but these can be changed for anything to suite your business type Please note Once you have started populating the templates if you alter any key category name you will lose access to all templates in that particular category though they are still stored in the database you will no longer see them si 1 1p IK CSN Page 14 of 51 hel pected ni Dern LPS Ge n SS wT cmai F mti oy ul ergi Cumi ge H a mer bor eo Bey Catoueny ie fae ary badra Peat Pte donors betta t iry CECI deve S ee ery cage Magd a Fig 14 Note Hover your mouse over any question mark to reveal more information on the item October 2012 Page 15 of 51 3 3 9 October 2012 Further Settings see Fig 15 Tasktrack Backup warning Set the period that tasktrack will either remind you to back it up or for it to automatically back itself up depending on the settings below E
10. MORE TED Ginter E Tiai Elecinca Carpershen Lid 354 52 14 Days i Sensation Pets 255 00_ 17 2 Saker Birth 201 and 202 LV new temp services i Gy 4 Mr Henry Temp secaces Seeder pillars 01 20 2012 01 11 2012 Q3 Agi pit arcere Dance Bere 203 and 2202 LU Sunckes Large Lid October 2012 0130 2012 31 10 2012 Q9 Wal La As retafed cranes as uu Urs Bed Centre 7 ru Tp gir tied Drasings E Edw wu Sie ae imire Dance Dacicus Fried amp wu Fig 23 October 2012 Page 23 of 51 spend it qu 5 02 The top of the screen is the main project selection bar Please refer to fig 23 for reference A Lists all customers that have a live or multiple live projects Select the customer you wish to review the projects for see fig 23 B Will automatically change to list all live projects for the customer selected Simply select the project you want to review The main screen will change to show the work job details for this project see fig 23 C The home button will return you to the home screen at any time see fig 23 D The main options drop down box lists key options see fig 23 e Enter New Customer into Tasktrack the same as the button on the main screen e Enter New Project into Tasktrack the same as the button on the main screen e You will be prompted to select the customer the project r
11. Tasktrack generates an up to date PDF document of all live projects and all customers for you to copy or import into mobile devices Simply change the location of the files to be generated to your import folder or desktop as required These files will always be generated automatically Tasktrack also backs up the database manually or automatically The setting of this backup can be set to a location of your choice Otherwise it will be backed up to the C SERVER BACKUP directory This backs up all settings users invoices and works that tasktrack records Address Book Location Set a location for a PDF version of your address book Projects Book Location Set a location for a PDF version of your address book Database Backup Location Set a location for your backup file to be saved Note Tasktrack also generates a standby Backup above the configurable file for its own use if required You can set the backups to be manually reminded or automated every 7 14 or 28 days as you prefer Email Setup see Fig 14 Tasktrack is preconfigured with default email settings for you to use but you are encouraged to use your own settings for your own security You can test your settings by using the Mail test link which is found on your desktops START gt Programs gt Tasktrack gt Tools gt Mail test To find your mail settings open your email software ie Outlook and review your account settings You will need your internet service prov
12. This system is designed for use with Internet Explorer other browsers may not enable all functions of the software correctly 2 4 Read and accept the terms and conditions to continue the installation Fig 3 October 2012 Management and invoice system iy Tasktrack Install Program License Please read the license agreement below and select Agree if you agree with its terms and This is legal agreement between the entity which ordered the accompanying Software our Customer and Integrated Services Hants Ltd I8 By accepting this agreement and installing the software or by using the Software the Customer acknowledges that a Customer was the ordering entity b the individual signing the order request or using the Software has authority to bind Customer to these terms c Customer agrees to be bound by the terms of this Agreement and d Customer agrees that the terms of this Agreement apply to any previously provided Software to which the Page 5 of 51 2 5 Enter the Registration code to enable the installer to run enter code as shown lf you require a registration code please email Fig 4 Note You do not have to enter this code for any future software updates Generally the Installation Registration is only required for software downloaded online New installs sent directly from tasktrack do not require this section to be completed October 2012 Page 6 of 51 2 6 Tasktrack now c
13. eee aa beera es t wai ee cuam nom bmc ee e LL DIL LI ER o Ca ape eS es eee aw ce ee rar wipe P A A 4 4 4 A ec unemain manas amm statuas um ed GRE FEDERE LACE fig 44 LLL SS eee gt Se ee ee eee ee eS eee ee oed ee eee fig 43 eras ferait October 2012 Page 39 of 51 10 0 Inserting a Payment and Closing a project 10 01 Initially select the Customer and the Project to get you to the task screen fig 45 Then either select Invoicing and Payments from the project selection drop down bar top of the screen fig 45 OR Select Insert Payment button which will appear at the bottom of the screen when the project has been invoiced in place of the Print Estimate Button task track 9 53 30 am Change Project Customer Rigfone Electrical Ltd Project As installed drawings Site Ref PRO 1479 Quoted 255 00 30 Aug 2012 Project Overview A installed drawings Start date 30 08 2012 End date 11 08 2012 Live Project Customer Message Order No BW 1705 05 August 2012 gt gt Status Update Project TETERE Customer 109 111 Bitterne Road West Southampton Tek 023 8021 5100 Mobile 07802 418072 Site Bramley Primary School Tel 023 8021 5100 E i Drawing update Update
14. visible if you enabled this feature in the SETUP gt CONFIGURATION settings e Select whether you want tasktrack to print acceptance forms on their quotations this box is only visible if you enabled this feature in the SETUP gt CONFIGURATION settings e Select whether your customer is a CIS registered contractor ensure you have set the rate at which you need to deduct CIS within the SETUP gt CONFIGURATION settings e Enter the Project Address if it differs from the Invoice Address Please note the items highlighted are mandatory The database will not permit the customer to be added to the database without these fields being completed When you are happy you have entered the customers details correctly click the Insert Customer button You will automatically be forwarded on to the insert Project window Page 27 of 51 oum m 22 Integrated Services EUR Company Na EI Comtat Hame Ho Works Cont rct Hame Hitem lawson No Lntrodaeced bry street tow Customer notes lvoe tyi a pits Live Adir Pa Coe Print Feeback Forms Customer Emak Customer a CIS contractor Project oris ESS Pinbu Ribas 2E titema rom mmie TIE project post code reen Customer tole Cumt adire delais well be dupkeaded horti he moke ane ng
15. Editing a template To amend this template click the EDIT button To amend a different template select the key category then the task then select the EDIT Button 6 MEL Standard Anglesea Phase 1 End of Defects 28 00 4 112 00 e 7 MEL Mileage Travel costs charged per mile UOP Anglesea Phase 1 0 45 40 18 00 L 8 Notes Carparking Anglesea E 2 60 1 2 60 e 9 Socket Outlet Supply and install double socket outlet 35 00 1 35 00 LE double socket outlet Fix Box lin capping 2 5 Socket Outlet new edit Supply and install Socket Twin Fast 2 x aum Total 1 318 60 1 582 32 incl VAT amp 2095 THIS PROJECT I5 DUE FOR PAYMENT GROSS tick orange box for extra tasks fig 38 8 03 Once you have finished building up the project Quotation Invoice simply select the PRINT ESTIMATE button or SUBMIT INVOICE button as appropriate bottom of fig 38 Your project will then be sent to the payment screen see section 10 0 task track 2 38 20 pm Change Project 2 i i MAIN OPFTIONS REPORTS Customer A A N Properties Project 1 Site Ref PRO 1491 Quoted 390 16 17 Oct 2012 Project Overview 1 Start date 26 10 2012 End date 13 10 2012 Complete Stock Required Customer Message Balance due NIL Status Customer 22 Telephone Road Southsea OAY Tel 023 9281 2500 Mobile 07775 907333 Sit
16. MORE THO inter Eichi 1 354 57 14 Days 9 Uu 17 Birth 201 and 202 LV new temp services W 3 Henry Temp senses to feeder plas 01 20 2012 011120127 amp 3 Sardcore Dawe Bers 201 and 202 Supplies wu wu unm October 2612 oaaao 31 10 2012 0 0 La bghting As reteled drawings wu Urs Bird Oppi Centre Dr a Ws Thyssen Toes As Filled king Edward V School us d Dance Darina As Fried Grange us The following screen is used to build up your Quotation or Invoice Used correctly it will save you a huge amount of time in generating your documentation It is important that you enter all of the task descriptions and their associated materials into templates you will produce as explained within this section The templates are amendable each time they are used and will build up your quotations and materials lists extremely quickly if you enter the data correctly here So read on carefully We assure you it is really simple once you understand how it works October 2012 Page 31 of 51 hnapin paan 8 02 The task screen The task screen builds up your quotations or allows you to amend existing tasks prior to invoicing The start date the project is due to commence used by the diary The end date the project is due to complete by used by the diary and reminders to invoice work Tasktrack generated project reference number P
17. REQUIRED in Amber indicates the stock for this project is required soon but not within the next week e STOCK ORDERED in Green indicates the stock has either been ordered you indicated you have the stock or you don t need any stock for these works Site PRO I d33 Quoted Fl 587 32 She FAO a Quobpt S82 fu i 1 coe inna Complete ER 777 PA TH Chee UNE ne i Statue Stats pena to ol statis fig 51 To update the order stock progress click the button in whatever status it is in to go to the stock screen October 2012 Page 45 of 51 11 2 This screen is the Stock Screen and as you can see it indicates the stock for this project All items and their quantities can be altered if necessary Any quantity set at O will be omitted from the email sent to the wholesaler To send this to the wholesaler select a wholesaler from the drop down list below the material list these appear here automatically from the suppliers directory information you entered into tasktrack Then select whether you want them to send you a quotation or you wish to order the materials and click send mail As long as you have entered an email address for your chosen supplier you will see a confirmation screen of the information you have sent to the wholesaler task track Integrated Services E
18. Start date 01 10 2012 End date 3140 2012 ESI Complete No Customer Message Balance due NIL Status LIJLIDI Woodruffe House dien don Hill GU22 00 el 01483 799928 Mobile 605 Site DTE Homse LIS Rost deii don Hill Woking Surrey GU22 00 Description tate Subtotal MBL Standard Pheonix House MBL Standard Farnham Rochester UCA 28 0 22 615 00 Mileage Travel costs charged per mile Fanham Rochester 45 1 139 50 MBL Standard St Andrews 28 0 112 00 MBL Mileage Travel costs charged per mile St Andrews 45 31 50 MBL Standard Anglesea Phase 1 End of Defects 28 0 112 00 MBL Mileage Travel costs charged per mile Anglesea Phase 1 45 18 00 Notes Carparking Anglesea 2 6 E 2 60 Socket Outlet Supply and install double socket outlet a 35 00 Electrical Socket Outlet Bnew 1 Supply and install 2 Socket Twin Fast rg35 00 ii double socket outlet Fix Box lin capping 2 5 oO oO un 5 extra 2 THIS PROJECT 15 DUE FOR PAYMENT GROSS tick orange box for extra tasks t eae i fig 37 However once the templates have been created you will have a base of information to refer to with associated prices for each element of works This will in the long term save you time and repeatedly typing the same information over and over again October 2012 Page 36 of 51 10
19. or IP address of the computer the software is running from Then simply type http MYCOMPUTERNAME 81 into your internet browser Replacing MYCOMPUTERNAME with your computer name or IP Address Please note your computer fire wall may have to be configured to allow this traffic to pass out of the host computer Generally windows automatically configures this during the installation of so you should not need to take any further steps To access Tasktrack from the internet you need to configure your router to allow incoming traffic on port 81 to be forwarded to Port 81 on the IP address of your host computer You will need to configure your routers PORT FORWARDING or VIRTUAL SERVER settings to allow this Typically it will look something like ALLOW WAN Port 81 gt 192 168 0 1 Port 81 You may need to refer to your broadband router manual on how to do this Unless you subscribe to a static IP address for your internet connection which most people don t you will also need to install a DNS service such as no ip com This is because your internet service provider will change your IP address from time to time Therefore any incoming traffic would become lost By using a service such as no ip com you will be able to use a domain name instead of a WAN IP address For instance if you subscribe to no ip com and setup a name such as plumber no ip com your computer will send no ip com your WAN IP address when you start your computer Anyone on th
20. 00 F 7 MBL Mileage Travel costs charged per mile Anglesea Phase 1 0 45 40 18 00 8 Notes Carparking Anglesea 2 60 1 E 2 60 Lt Supply and install Socket Twin Fast 35 00 EET n double socket outlet Fix Box lin capping 2 5 Total 1 283 60 rz an FT to 1 1540 32 inc VAT 20 THIS PROJECT 15 DUE FOR PAYMENT GROSS fig 34 7 The data entered now appears as line 9 below and has also been stored as a template for future use When you have finished adding new templates click the AUTO button to return the screen to normal mode Any new templates will appear in the associated key category you selected see fig 35 6 MBL Standard Anglesea Phase 1 End of Defects 28 00 4 112 00 7 MBL Mileage Travel costs charged per mile Anglesea Phase 1 0 45 40 i8 00 Q9 8 Notes Carparking UOP Anglesea 2 60 1 2 60 LET 9 Socket Outlet Supply and install double socket outlet 35 00 1 35 00 Q9 oo WENT T T Return to the automatic job menu a THIS PROJECT IS DUE FOR PAYMENT GROSS _Total 1 3 E 1582 32 inc VAT 2 fig 35 October 2012 Page 35 of 51 8 selecting the category and then look for Socket Outlet you recall your newly created template for use again You can of course change the text here or the price without affecting the template see fig 36 6 MBL Standard
21. 012 Wed X Quote sent to customer 0 00 noa Print Print Email Email Add Unpriced Priced Unpriced Priced attachment Quotes are found to print two similar names one above the other over the address area of the Quote dick here to update the Customer Contact to be the same as the Company ONLY IMVOICES Red AMD CREDITS Green ARE LOGGED IN CUSTOMER TRANSACTIONS GREYED OUT ITEMS ARE FOR INFORMATION ONLY fig 50 10 06 Once a project has been closed you cannot amend the project unless you restore it To restore a closed project search the project using the closed project search system and choose the purple restore timer symbol October 2012 Pa ge 44 of 51 11 0 Ordering Materials Tasktrack will generate a list of all materials required built up from information you enter in the templates on the task screen section 8 0 and then have used to build your quotation 11 1 Simply select a customer and then a project Review the materials status button in the top right corner of the task screen GET QUOTES in grey indicates you can get quotations for any stock you may require for the project This button only appears when the project is in Quoted To Quote or Invoiced Status The following buttons appear when the project is Pending or In Progress e ORDER STOCK in red indicates the stock for this project is required within 7 days and it hasn t been ordered yet e STOCK
22. P an D rd a The RF CT a ae ee zem PED EDEN pee a ERN Ee Was AFER os RACIO CRT Se Lam ie oe Pap Ru PRO a ee ee GM ee CERNI Se D fig 42 poe 1 ee DG ee Se fig 41 ce22 Integrated Services Cem Ammen ee Lamm con T Pel LES a L a eae esa ee Pacsome ag a RD my Statement of Account TERMS AND CONDITIONS r Oetstar 1047 MILI a a Bog 8 7 aces imm bat m be aa o m z M gt E Ooa ipoe wima RE p ouam gu p uo guum od u ARTE De Ls LI 1 SS ee monum 5 A Vt Sh ae 8 oa Sik st Co LI mua EIILCLE UTE T 7 Ee E ee geo E E Riis aie e 5 __ LIE Beart
23. RO xxx BR U N e Complete Allows you to close the project if for instance you decide the project is not going to be completed The project will remain in tasktrack and can be reverted to open again at any time should the customer decide to proceed sometime in the future 5 Get Quotes button sends your wholesaler a request for materials entered onto this project for pricing It will also prompt you when the project status is changed to pending to order the materials as well Turning amber and noting Stock Required if the stock has yet to be ordered and the start date is more than a week away It will change to Red and note Order Stock if the start date is less than a week away Once stock has been ordered this button will show green as Stock Ordered See Section 11 for details on materials 6 Status To Quote Quoted Pending In Progress Snagging Invoiced Paid Cash The status of the project will influence how the project is treated It is important to change the status as you go The project starts as Quote and will automatically change to Quoted after you print an estimate However you must manually change the project to in progress or pending when you know the works are going to proceed or are being undertaken On pressing the Submit Invoice button the project will automatically move into Invoiced status If the project is paid in cash please select Paid Cash before pressing the Submit Invoice but
24. This screen gives you an instant overview of the status of all live works at a glance All overdue invoices not paid within your agreed terms are listed in red see fig 23 Outstanding quotations to price are listed below this in green see fig 23 Works that are complete exceed their diary time are highlighted for invoicing see fig 23 Diary listing all works for the day works are provided with start and end dates see fig 23 Add new customer new project search or add expenses buttons see fig 23 ao ope p Clicking any blue question mark symbol will provide you more information on the project Clicking any green plus symbol will take you to the project editor to amend the project price and detail Clicking any green pound symbol will take you to the payment section for that project to enable you to update any payments received or review the quotations invoices sent for this project to the customer The purple hour glass symbol allows you to extend the invoice term on that project for the period you choose the project will disappear from the list until it reaches the new extended time deadline This is useful if you have done cheque chasing and don t want to be bothered by the over due warning after chasing the money Clicking any number on the diary will change the diary of events below it showing work for that day Bc gi mni Nr ln FP zd r l aT m wei VILET 3 73 49
25. ade their licence to the support licence from the standard licence e Uninstall tasktrack software This will remove tasktrack but will store your settings so that should you ever wish to reinstall tasktrack all data will be restored If you need to upgrade your computer and wish to transfer your tasktrack settings to your new PC use the Settings and Migration Tool which will generate all of your settings images and licence into one directory for you to transport onto your new machine Once the new settings have been transferred simply run the same tool to migrate the settings onto your new machine Simples A copy of this manual is also available from here The install notes link contains your default login username and password as indicated in section 4 so please ensure you change your login details Octo be r 2 0 1 2 5 50 of 5 1 buie din Tasktrack ut Tasktrack Install E Browser Setup Install Notes Printer Margin Adjustments Tasktrack Licence d 55 Server Certification Setup Computer Documents Pictures Music i Control Panel T Tasktrack Manual B as Mail Test Devices and Printers 1 Settings and Licence Migration T Default Programs z 5 Tasktrack for remote use Uninetall Help and Support Uninstall Tasktrack Licence E Windows 7 USB DVD Download Tool fig 57 Task track has been designed to be as intuitive as possible and to have an easy wor
26. al Plumbing THIS PROJECT T5 DUE FOR PAYMENT GROSS Building Meteocrk Internet Computer Alarm Other fig 29 2 Select a job within your selected category of work 6 MBL Standard Anglesea Phase 1 End of Defects 7 MBL Mileage Travel costs charged per mile UOP Anglesea Phase 1 8 Notes Carparking Anglesea Select Job Bnew Enter description Select Job A Enter Parts Required 1g Switch ali THIS PROJECT IS DUE FOR PAYMENT GROSS tick orange ba 2g Switch 2Kw heater 2Kw heater in 2 EP 2 Choose the job to be done this will auto fill 3 Amp socket the price and description of works including any parts 3 phase islol required switch 4 inch fan fit 4g switch 4inch fan Twin Fl Fitting 8 5Kw Shower Appliance testing 10 B i m e o4 a Electrical fig 30 October 2012 Page 33 of 51 3 Items displayed box 1 see 1 fig 31 show the description of works the customer will see on their quotation Items displayed in box 2 see 2 fig 31 are materials or notes that are associated with this task only If materials are entered into this box your material request can be sent to your wholesaler by email via the material order button at the top of this screen see 3 fig 31 Customer McCarthyBainbridge Ltd Project October 2012 Site Ref PRO 1486 Quoted 1 582 32 01 Oct 2012 Project Overview 2042 St
27. al payment Company You will need to import the newly generated key by clicking the IMPORT NEW LICENCE KEY button Click the button above to import the licence key directly ONLY into the computer the software is installed on October 2012 Page 20 of 51 You should then receive confirmation that your licence has been accepted Your Tasktrack Licence key has been imported successfully Fig 21 Once you have completed your payment and have imported your new licence key tasktrack will be activated You will then automatically be sent to the Tasktrack login page October 2012 Page 21 of 51 You are now logging to Tasktrack for the first time using the default username and password Default Username Database Default Password Password We recommend as soon as you login that you set up your own account username and password by going into SETUP and clicking UPDATE ACCOUNT You can then create your own account log out login in your new account and then DELETE the default account for your own security ttp 192 168 5 100 I Database a ching davdaon na p cam Far updates 3 me WELCOME TO TASK TRACK Please use the main manual for details on how to operate the system October 2012 Page 22 of 51 5 0 Understanding the screen 5 01 tasktrack main screen is the first screen you will encounter when you login to task track
28. art date 0140 2042 End date 31 10 2012 E Complete Ordered Customer Message Balance due NIL Status Customer Woodrutie House EELE Te Hill GU2 OY Tel 01483 799928 I 07900 605 Site us host Worplesdon Hill Woking Surrey 22 OGY Description tate Th d Subtatal MBL Standard Pheonix House MBL Standard Farnham Rochester UCA 28 0 22 616 00 Mileage Travel costs charged per mile Fanham Rochester UCA 45 139 50 MBL Standard St Andrews UOP 28 01 112 00 MBL Mileage Travel costs charged per mile St Andrews 45 31 50 MBL Standard Anglesea Phase 1 End of Defects 28 0 112 00 MBL Mileage Travel costs charged per mile UOP Anglesea Phase 1 45 18 00 Notes Carparking UOP Anglesea 2 2 60 Socket Outlet Supply and install double socket outlet us 35 00 Elecrica Socket Outlet Bnew o Supply and install 2 Socket Twin Fast 33500 double socket outlet Fix Box lin capping 2 5 P z m m wo amp f WwW Total 1 318 60 CHIF EF i iau cl VAT Lm Su THIS PROJECT 15 DUE FOR PAYMENT GROSS tick orange box for extra tasks fig 31 4 Initially there will be no pre configured jobs to choose from as they are specific to your needs To start populating your own templates you need to click the NEW button to the right of 1 in fig 31 Th
29. at indicated fig 53 confirming the materials you have ordered tark track 12 43 20 pm Integrated Services Stock to order Stock due to order within next days ki EE 2 semi Dodo to 42r urn SEE ILIUM INIM Tie pera regus a guise for 1 9 ITS mN 1 Wed pou wil rit omana paga Anii m pp b 7 fig 54 You will then return to the Stock Screen and as you can see it indicates the stock for this project and indicates in the materials ordered box that they were ordered on ebay This is your record on how the item was ordered see fig 55 Orders ordered via a wholesaler selected from the dropdown box will automatically be recorded with the date sent within this box track 48 35am Integrated Services lock to order for Juke Stock due to order within next B days Porte iz rra 1 4 gang TV 2870 1 20 sf gang Tv cutet TV coms cable Tmm round clips Materia Ordered Ordered on ebay ent ream arie a fig 55 October 2012 Page 47 of 51 Clonee eras eres 11 5 The image below fig 56 is copy of a typical email sent to wholesalers requesting a quotation or ordering the materials The example below is requesting a quotation All elements within this email are automatically completed including
30. can be printed in pdf format or emailed directly from the system e Any customers not paying within your term period are listed for cheque chasing e Materials lists are automatically generated and can be ordered or prices requested from your wholesalers with a click of a button e All invoices generated are tracked to ensure you are paid by your customers on time e All quotations invoices and payments received are automatically listed with dates sent received e VAT calculations are generated automatically e Print off your invoice summaries for your accountant in EXCEL format at the click of a button e Tasktrack generates PDF documents listing all of your customers and live projects for storing on your PDA Smart phone e Calculates your CIS deductions payments from your invoices e Regular automated backups of your data for storage on a backup drive ensuring you don t lose your data e Access the system over multiple PCs on your network if software is available on a server e Generate statistical reports for your accountant in EXCEL or printable format with selectable date periods to ensure you capture only the information you need e Regular updates provided free of charge PLUS Access the system online from anywhere if that s what you want You will need to pay for an annual licence to operate the installation software if you haven t already done so Currently we offer two types of licence one with support and one without it s your choice
31. drawings to As Installed issue 5 212 50 e Select Catagory f Select Job new Enter description o Enter Parts Required es n EXIT Total 212 50 THIS PROJECT 5 DUE FOR PAYMENT GROSS tick orange box for extra tasks 2 EATE gt 255 00 inc VAT amp 2095 Insert Payments Submit Invoice Cancel fig 45 October 2012 Page 40 of 51 aui iin pum 10 02 The payment screen records all quotations issued by date and value as well as recording the value of any issued invoices and any credits received that are associated with the project To print off your Quotation Invoice select the method you wish to send your documents to your customer in You can either Print off your Quotation or Invoice with the Quantities of all items listed via local printers Print off your Quotation or Invoice with the Quantities of all items hidden via local printers Email your Quotation or Invoice with the Quantities of all items listed Email your Quotation or Invoice with the Quantities of all items hidden Emails can also have attachments and comments sent to the customer in addition to the system email which is sent fig 46 fig 47 When sending emails please wait for the program to complete its send before continuing Once you have successfully sent an email or printed off a document the system will record how the Quotation Invoice or Credit was sent along with the date it was sen
32. e 57 Festing Grove Southsea Portsmouth Hants PO4 906 Notes Tel 023 9281 2500 07775 907333 Description 1g Switch 1 gang light switch E 21 21955 GO Ballcock replacement To replace ballcock on header water tank 42 Patch panel Supply and install patch panel upto 20 points 21330 F Patch panel new edit Supply and install patch 20 way patch panel panel upto 20 points Total 325 13 THIS PROJECT 15 DUE FOR PAY T GRO tick orange box for extra tasks DUE TOR TAXPIENE toes ee 390 16 inc VAT 20 October 2012 Page 37 of 51 9 0 Generating an Invoice 9 01 Initially select the Customer and the Project to get you to the task screen fig 40 Make any necessary amendments to your project by selecting the task row and clicking the plus symbol to edit the entry click the minus symbol to delete the entry or add a new entry as usual When you are happy that all any necessary amendments have been made click the Submit Invoice button to submit the invoice to the payment screen see section 10 0 Integrated Services ae MEW MAIN OPTIONS Customer A A N Properties Project 1 Site Ref PRO 1491 Quoted 390 16 17 Oct 2012 Project Overview 1 Start date 26 10 2012 5 End date 19 10 2012 E Complete No Customer Message Balance due NIL Status Customer 22 Telephon
33. e Road Southsea PO4 OAY Tel 023 9281 2500 Mobile 07775 907333 Site 57 Festing Grove Southsea Portsmouth Hants PO4 90B Notes Tek 023 9281 2500 07775 907333 Amend Project Description Subtotal 1g Switch 1 gang light switch 21 95 1 21 95 9 Ballcock replacement To replace ballcock on header water tank E 42 44 2 284 88 8 Patch panel Supply and install patch panel upto 20 points 218 30 1 21830 F Patch panel new edit Supply and install patch 20 way patch panel 218 30 x E JL panel upto 20 points T exira Total 325 13 THIS PROJECT 15 DUE FOR PAYMENT GROSS ox Tor extra tasks EC 5 co 390 16 inc VAT 20 __Submit invoice Cancel fig 40 Tasktrack will automatically generate an invoice complete with e A feedback form if you have enabled this feature in SETUP gt Configurations fig 42 e Astatement of the account if there is more than one live transaction on this account fig 43 e Your terms and conditions if you have enabled this feature in SETUP Configurations fig 44 Invoices will automatically generate a remittance slip at the bottom of the document see fig 41 Reprinted invoices which are Overdue will also indicate in RED an OVERDUE INVOICE notice within the document reminding the customer of your terms see fig 41 October 2012 Pa ge 38 of 51 npn Fn ee Integrated Services ce2O Integrated Services r
34. e internet looking for you would type plumber no ip com to be sent to your IP address No ip com offer a free DNS service and a small free software client to monitor your WAN IP address This service is available via www no ip com Simply download the software and subscribe to the free DNS service Once you have installed the software setup your domain name ie plumber no ip com and setup port forwarding on your router you will simply be able to access tasktrack online via for example http plumber no ip com 81 Page 49 of 51 13 0 Support You will also note in your Programs Menu that you have a Tasktrack directory see fig 57 This is full of useful links and testing tools if you experience any issues or need to restore tasktrack e Browser Setup to remove browser page banners from your printed documentation e Install notes briefly covers passwords and simple install tasks e Printer Margin adjustment information should you need to amend your margins e View your tasktrack licence e SSL certification setup configures your secure HTTPS key for encrypted use of tasktrack over the internet e Enable or Disable SSL will start up the HTTPS service or turn it off off by default e View the manual from here e test tests your mail settings and sends you a test message e Restore Tasktrack back to the last known backup e Migrate your settings tool e Tasktrack link e Uninstall tasktrack licence for users who wish to upgr
35. e pour quobeton ic reflec fhe change Tera arc Cordia me eile 2c necem and prodded wi oore Comboer arm iasrred i ava our fern and condone by crnamuctrg pur amp tp za 2E daym ieee dais orina wf sur Tra arc ono A goods err sanscas narum the property c ict geet Denie Hans 1 uti peed Fue bar mosii i7 Full E rar1airm Eva Coiote iz impoes ay mais geane Suricg une oben greed in cheno ed Cm Ian rude m rorndrghy cover coms Via poris cutem on providing gece yo wih ee pat n pour axpariancs wa us riaasa win ic or inisoraiad QCucimborm 17 Oct fig 49 October 2012 Page 43 of 51 10 05 Once you receive all the credit associated with a project so that the balance due becomes zero the red CLICK HERE TO CLOSE THE PROJECT button appears see fig 50 You will be redirected back to the task screen where the project will closed before you are returned to the home screen On closing the project the project will now no longer appear in the main screen of task track but will be archived for later reference At no point is any data that you enter on to tasktrack deleted unless you choose to do it yourself 2 Integrated Services lt T I hee Insert Payment 325 13 65 03 390 16 Quoted 17 10 2
36. efers to first unless you have another one of the specific customers projects open already e Enter a New Supplier into Tasktrack wholesalers etc e Petty Cash Ledger to record any minor spends this is NOT linked to the accounts but reports can be produced independently for your accountant e Materials to order lists all projects which are within one week of starting Any projects with materials listed within their make up can be emailed to wholesalers directly from tasktrack e Contractors An area where you can create a directory of your subcontractors e Price Update is a facility to revise any templates you have created and update their prices either by a blanked rise across all prices or individually as you require e Enter Expenses Tasktrack can calculate your profit and loss as well as calculate your VAT payment This facility is for entering your expenses which can later be printed off for your accountant e Satisfaction Survey provides you the opportunity to enter satisfaction survey results for customers that have sent back feedback independently of any invoices Simply add the PRO number in the box and complete the results provided by the customer Octo be r 2 0 1 2 5 24 of 5 1 buie din E The Reports drop down box lists the reports you can generate see fig 23 e Customer Directory allows you to search your customers details e Supplier Directory allows you to search your suppliers details e Customer Transacti
37. en enter a unique job template name ie Socket Socket for the template you are creating 6 MBL Standard Anglesea Phase i End of Defects 28 00 120 GO 7 MBL Mileage Travel costs charged per mile Anglesea Phase 1 0 45 40 18 00 Lt 8 Notes Carparking Anglesea E 2 80 1 E 2 860 LE Enter Mame Total iE 1 pap ud E 1 540 THIS PROJECT I5 DUE FOR PAYMENT GROSS October 2012 Page 34 of 51 5 Then select the key category for the item Socket Outlet obviously is Electrical so Electrical has been selected in the drop down box Then enter a brief description of the works that your customer will see on their quotation invoice see fig 33 6 MBL Standard UOP Anglesea Phase 1 End of Defects 28 00 4 1120 GO 7 MBL Mileage Travel costs charged per mile Anglesea Phase 1 0 45 40 18 00 8 Notes Carparking UOP Anglesea 2 60 1 260 Go Enter breif description of the job including colour of any item specified THIS PROJECT 15 DUE FOR PAYMENT GROSS Total 1 283 60 E 1 540 37 inc VAT 20 fig 33 6 Then enter a list of materials or notes if there are no materials associated with this task This can later be used to email your wholesaler for materials Once complete press the PLUS symbol to add the data to the quotation see fig 34 5 MBL Standard Anglesea Phase 1 End of Defects 28 00 4 112
38. he name you wish customers to pay cheques to leave blank if it s the same as the Company name Your contact details These details will build up your profile for invoices and quotations so make sure they are accurate 3 3 2 Payment Terms see Fig 12 Invoice VAT Rate at which you charge VAT if VAT Registered otherwise set to O Material VAT Rate for materials purchased Fuel VAT rate the current rate fuel VAT purchased is charged CIS Rate you have to deduct for CIS contracting if CIS registered otherwise set to 0 Company Credit period the time you allow customers to pay Late Payment Terms as appearing in the Terms and Conditions Payment Types ie Cheques Paypal BAX Currency you use currently UK Pound Euro or Dollar These settings will be used to generate your quotations invoices expense account 3 3 3 Advertisement see Fig 12 Every quotation you send is capable of having a four line advertisement displayed next to the payment window This is intended to be used to let customers know who you may be recommended by or bodies you belong to Any information completed here will only appear on quotations if the Show Advertisement Quotes box is ticked Octo be r 2 0 1 2 5 1 1 of 5 1 task track Management and invoice system setup Menu General Configuration p ar IFTE Company Name ae Company name and director name Cheques payable to leave blank to autofill
39. ically in line with your settings Enable Legacy Mode Having problems This setting uses unsupported settings that generate non PDF invoices emails address and project books It is intended for use only if your PC has issues with PDF documentation creation Statements All tasktrack invoices where more than one invoice and credit has been sent to the customer within 60 days or there is an outstanding invoice will generate a statement of account with any generated invoice This details all transactions outstanding or under 60 days old and includes payments current invoices due and overdue payments Pa ge 1 6 of 5 1 CONTE ens eres Cep z Dees pri Seep Oeics Loe Boom mdi nr E aim j ced Hiont Bay ns Curiam ca Fig 15 Note Hover your mouse over any question mark to reveal more information on the item Once you have completed entering all of your settings and are SURE they are all correct hit the UPDATE DATABASE button to save your new settings You can return to these settings at any time once you have logged into tasktrack by going to the SET UP button in the top right corner of the main screen October 2012 Page 17 of 51 ore et 4 0 Completed Setup 4 01 Now you have updated your settings you now are ready to generate your licence and should see the licence expired screen requesting you enter a new code if you have been sent one or pay f
40. iders SMTP address your email address SMTP username and password YOU MUST change the email from setting to your own email address Page 13 of 51 3 3 7 3 3 8 October 2012 Images see Fig 14 Tasktrack is allows you to customise your printed document headers email headers and even your tasktrack home screen with your own company logo banner All images can be uploaded via this console simply select what you want the image to be used for System logo Invoice logo Email logo or images to the left or right of your banner at the top of your invoices by selecting one of the button choices Then select your image which MUST be in the size indicated beside the button and be provided in PNG format ONLY e System logos must be 600x60 pixels on blue background e Invoice logos must be 600x60 pixels on white background e Email logos must be 600x60 pixels on white background e Left and right logos must be 117x53 pixels on white background An example of an invoice with the top Invoice logo and Left and Right logos in use has been illustrated in fig 13 below Users can revert to the default logos or text logos by selecting which image to use from the drop down boxes within this section see fig 14 We can generate your images for you for a small fee please use the contact us tab in setup T crm Ei T I EI mI oF Vaid gu i aurum iB Beo TS integrated services reepa Lg E yar
41. indicates the time remaining until tasktrack logs you out automatically reverting to the login screen This timer is reset back to one hour every time the system returns to the home screen so if you are working for long periods the system will not log you out unnecessarily October 2012 Page 26 of 51 6 0 6 01 October 2012 Entering customer s details into tasktrack To enter a customer into tasktrack either use the Main Options Dropdown box D on fig 23 or hit the New Customer Project button on the home screen 5 on fig 23 The Insert new Customer window will appear see fig 24 e Enter your Customers Company Name or their name e Add any invoice contact name generally if you are using a company name you may also want to direct the invoice to someone in the company This will auto fill as your Customers Company name if left blank e Invoice Address and Post Code e Email Address e Mobile Telephone and Office Number if available e Select who introduced them to your company from the drop down list or click NEW to enter a new name The list will gradually grow as your customer database expands e Enter any notes about this customer e Select whether you want tasktrack to print acceptance forms on their Quotations this box is only visible if you enabled this feature in the SETUP gt CONFIGURATION settings e Select whether you want tasktrack to print feedback forms on their Invoices this box is only
42. k flow process If you are unsure what to do look for a blue question mark button and hover your mouse over it for more information on this item Unsure what to enter in a text box Hover your mouse over it for a brief overview of what the box is for Need more help If you have chosen to have the support package you can simply contact us by clicking the SETUP button in the top right corner of the tasktrack home screen and then use the CONTACT US link Don t have the support package No problem you can upgrade to the support package at any time note you would lose any remaining time left on your non support licence October 2012 Page 51 of 51
43. nable Paypal Support Tasktrack can automatically send customers to Paypal via their emails Create a paypal account and setup automated payments Once you have setup automated payments you will be given a Paypal Transaction Reference for that transaction Simply type this number into this box to activate the Paypal feature on all emails sending invoices to customers Enable Automatic Backup of Tasktrack Ticking this box will cause tasktrack to automatically back itself up on the periods set in Tasktrack Database Backup Warning dropdown box Enable Accept Project 7 day cool off Document Tasktrack can automatically generate a project acceptance 7 day cool off document which is a statutory requirement in the UK with all quotations issued by email or printed Ticking this box enables this feature The document generated will indicate the project value description of works site address etc for the customer to simply sign and send back to you Enable Customer Feedback Facility Tasktrack can generate a report of all feedback received from your customers and will ask you to complete this information on entering your payment for each project if this box is ticked It will also generate a Feedback form with all invoices if the box is ticked Print Terms and Conditions with all Quotations including Emails Ticking this box will enable all Quotations and Invoices to be sent with a full page terms and conditions set up specif
44. on Report will detail all transactions you have completed within date periods you specify These can be printed off for your records or your accountant e Live Projects will detail all live and unpaid projects currently running e Closed Projects will detail all projects that have been completed Tasktrack never removes data so you can always review old projects for future reference at a click e Pending Overdue invoices will list all items that are unpaid and or overdue e Search Tasks will search back through all tasks created within all quotations across all projects and customers e Introductions will enable you to review where the best place you have advertised has been This information is collated when you enter new customers to tasktrack so record the information accurately if you want this report to be correct e Customer Satisfaction will provide you statistics on how well your customers think you are performing based on the feedback forms they complete so make sure you enable them to be generated see SETUP gt CONFIGURATION and send them out e Supplier Transaction Report will detail any supplier transactions you have recorded within date periods you specify e Expense Report detailed provides you a list of all expenses you have recorded within date periods you specify This search will drill down to specific requested information e Expense Report not detailed provides you list of all expenses you have recorded within date period
45. onfirms the space requirements is going to use not much tea Tasktrack Install Program Directory Disk space needed 41 Mb Available disk space 105607 Management and invoice system Click to continue Fig 5 and where the software is going to be installed Tasktrack Install Program Confirmation This program will install tasktrack into Management and invoice system Click Start to install tasktrack Fig 6 October 2012 Page 7 of 51 2 7 installer will then proceed to install the software Tasktrack Install Program Installing ao File Cc Servers Apache tempi ab exe Cancel Fig 7 During this process the server will install and start up its services Users don t need to do anything at this stage this window will auto close when it has completed C Windows system32 cmd exe Tasktrack services installation successfullt Final Mysql Services starting please wait Please wait while server is started Fig 8 Octo be 2 0 1 2 5 8 of 5 1 2 8 Once all the services have been installed you will receive the following dialog box Simply enter next then EXIT on the proceeding screen You have now installed tasktrack Please view the install information for Tasktrack Fig 9 Next we need to set up the software for your first use Fig 10 not used October 2012 Page 9of 51
46. or your new licence via PayPal The simplest method of payment is via PayPal Simply click one of the Buy Now buttons The Green support and new licence key option is the more expensive licence but provides you with 12 months support along with FREE generation of your company banner for use on your documents from your existing company logos The Red licence without support option is the more cost effective way to licence tasktrack but this option will offer you no support Payments via PayPal are free and you do not need to have an account to use it If you don t want to use PayPal please contact us for alternative payment methods BAX or cheques are accepted but licences will only be issued once payment has cleared task track Management and invoice system Integrated Services Hants Limited Licence Expired Our current Iasktrack LICENCE mas Click here to to create your licence now B you have been sent a new licence key enter in the box below Click here to apply for new licence key to be emailed to you You want support and a new licence Simply click this Pay now link to obtain your next twelve Buy Now i months licence and support for tasktrack i This includes convertion of your company logos into 2 LIA Deer banners for your tastkrack documentation FREE Prices quoted are subject to VAT You must be online to use this facility Just want a new licence without
47. ration if you have chosen to do so 5 Displays the total of all works associate with the Quotation Fig 49 is an example of a Quotation as sent by Email attachment or as printable on local printers Coe Integrated Services Approved Contactor The Willows XXX Old Canfield Hampshire Trading Standards Approved 0845 123 i00 Mobile 07743 i Email sales hintegrated se VAT Registration Humber 343 Ti AGEN Enroiment Number 3 1000 Integrated Services Hants Ltd Company Reg Quotation Quotation Number 1494 e Wednesday 17th October 2012 Page 1 of 2 Qur Ref PRO 1481 Your Ref 1 Site Ref 5 Festing Grove Southsea Portsmouth Hants 8 Item Description Gre 1 1 gang light ewttch x 1 2 To replace balicock on header water tank x 2 3 Suppy and Install patch pane upto 20 points x 1 Notes We are Recommended by Hampshire County Councils Subtotal 325 13 4 Trading Standards Buy With Confidence Scheme 20 8503 agon to buywithconfidence gov uk Subtotal Incl VAT 390 16 Buy with Confidence run by Trading tandardc prateating ccncumesr from rogue traders Quotations are inclusive of VAT QUOTATION 390 16 Not happy about something Please call Lee on 07748 60 for any queries about your quotation Tema acc Lond iccm Ducis ere velit tr IB deere Pro cCaecmep Hohe geti cenge fromm poredad inimcrmimc dani Lined adi ba fo updat
48. s you specify This search can be printed out for your records or for your accountant e Profit VAT report provides a profit and loss breakdown of all Invoiced sales and Materials recorded in the expenses area If you are VAT registered it will also calculate your VAT return Please note that tasktrack records all invoice transactions automatically but cannot know about your expenses if you don t enter them properly It is important that all expenses are entered before using this report Octo be r 2 0 1 2 5 25 of 5 1 buie din The SETUP LOGOUT BACK buttons and auto logout see fig 23 The SETUP button will take you to the SETUP menu where you can choose to Update your settings Manually Backup or Restore Tasktrack Update your Account login add new users or change passwords View the user logs to review who logged in to tasktrack Review the Tasktrack software revision history Contact Us Send your customers a newsletter via email Read a copy of this manual Also available via START gt PROGRAMS gt TASKTRACK gt TOOLS Manually check for updates Note Tasktrack does automatically check for updates each time you login and will notify you in this area as any updates are issued You are strongly advised to update when they become available Your settings and data will not be affected by upgrades The top right hand corner of the screen indicates the current version of tasktrack Auto logout as the name suggests
49. support Buy Now i Simply click this Pay now link to obtain your next twelve IL AME months licence for tasktrack without support visa VISA Prices quoted are subject to VAT Fig 16 dvds aad October 2012 Page 18 of 51 Corregir imien epei 4 02 Hereisa typical PayPal payment page requesting your login or if you don t have a PayPal account offers you a way to pay by credit card securely 222 Ir rated Choose a way to pay Services ae ee Have PayPal account PayPal Your order summary 2 PayPal fares Sur Ema Leeren 00 PayPal cas tee iem CB Don t have a PayPal account Lgs gend peter jo bee yer Mery Fig 17 Once you have paid PayPal will confirm your order and transfer you back to tasktrack ai 2 am gt x Integrated Services Thanks for your order Your payment of GBP is complete You re now going back to Integrated Services Hants Limited If you are not redirected within 10 seconds click here PayPal Safer Simpler Smarter For more information see our Privacy Policy User Agreement and Key Payment and Service Information GG J Copyright amp 1999 2012 PayPal rights reserved Fig 18 dtrack October 2012 Page 19 of 51 heaton ium Tasktrack will then generate your licence code automatically Thankyou for your Payp
50. t and the price associated with the document The payment screen will automatically calculate the balance to be paid less any CIS due if applicable Simply add how you were paid in the transaction notes we suggest recording cheque numbers or BAX references for your records here This information will be available in the transaction reports 10 02 Where a credit is associated with an invoice smaller than itself the system will inform you that a credit is due The system will automatically recognise a credit is required and will alter the invoice to become a credit which can be sent or printed in the same manner as an invoice October 2012 Page 41 of 51 10 03 Emails sent to customers are sent in the format below fig 48 All elements of this email are automatically populated with the exception of any notes you have added in the attachments and comments section prior to sending the email The PayPal service is only available if you configure the merchant account settings within SETUP gt Configuration gt PayPal Support Copy of Invoice 1708 Integrated Services Hants Limited Sent Mon 01 10 2012 18 22 ue r1 24 Message BUlInvoice No 1708 pdf 68 Integrated Services The Willows The Street The House There Town Tel 0845 1231232 Mobile 07748 1232 Email salesm integrated services info VAT Registration Number 8491232 71 NICEIC Enrolment Number 031951232 Integrated Services Hants Ltd Compan
51. ton PES Services Update Project Pine surja Om Tek 023 9281 2500 Mobile 07775 907333 Tel 023 9281 2500 07775 907333 Update Customer Amend Project Email Selec Selec Job edit Enter desorption Enter Parts Required Print Estimate Submit Invoice fig 28 be 2 0 1 2 5 3 2 of 5 1 kira 8 02 Entering data on the task screen to build up your quotation The principle of the task screen is to select a Category as set up in the SETUP gt CONFIGURATION area Drop Down box A in fig 28 then a job from the Select Job drop down box B in fig 28 A pre configured list of jobs you create will be listed together with a brief template description of the works materials associated with the works and a unit cost supply and install for instance The example below shows you a pre populated database You will need to add the items you want to use as you build your database 1 Select the category of the works 6 MBL Standard Anglesea Phase 1 End of Defects 7 MBL Mileage Travel costs charged per mile UOP Anglesea Phase 1 8 Notes Carparking Anglesea Enter Parts Required Sees Cate Biren Select Catagory Enter description hd Choose the Catagory of the works to be done Electric
52. utton to list all previous sites you have worked at for this customer e Site Contact Name e Site Telephone Number e Date the works are due to commence and complete e Enter any notes about the project e Select whether the project is Zero VAT registered appears if you are using the VAT settings e Adda project over view this will auto copy from the project description if it is left blank Eee Intonrataod Cariri CEP E b E Haee 5T Festes Grove Portamouth Hanis PO 08 _ Paven 027 2 ang STTTE 35673133 VAF 3 Ma deduci Prope Canoe Fig 26 Once you have finished entering the project information click the Insert Project button Entering this will automatically forward you to the main screen where you can select the project from either the green Pending Quotations box or the main project selection bar at the top of the screen Octo be 2 0 1 2 5 30 of 5 1 8 0 Creating a Quotation 8 01 Opening the task screen To create or update a Quotation or Invoice select either e The newly entered project listed in the green Pending Quotations box by clicking the green plus symbol item 2 fig 27 e Or by selecting the customer and then the project via the project selection bar at the top of the screen item A fig 27
53. y Reg 6261232 Dear Tony Please find our Invoice attached for September 2012 PRO 1480 at Woodruffe House If you have any queries with the Invoice please do not hesitate to contact us Integrated Services Hants Limited would like to thank you for your custom and look forward to being of service again in the future Subtotal 5 852 90 VAT 70 1 170 58 Total inc VAT 7 023 48 Paid to date 0 00 TOTAL Invoice 7 023 48 avi ci EE vsa MISA eus Integrated Services Hants Limited The Street The House There Town desi ok cci ie ie b ie cie ie ie oie ie e ibo eie ie b o cie ie ie ib ib b cie ie eb ob ai ie ie ie ub obici ie ib ib oai i ie ib ib leac ie ib ib ob aie i ie ie ib ob aie ie ie ie b o cie ie ie b ub cie ie ie ie ie boni ie ie b ub ai i iib ib ab ci i bibite Email sent 01 10 2012 18 22 02 pm Your Invoice is attached Invoice generated by Tasktrack Want information on how to create your own professional tasktrack documents with task management and invoice tracking contact us integrated services info Cant read your quote Download Adobe PDF Reader Here fig 48 October 2012 Page 42 of 51 10 04 Printed Quotations and Quotations sent with emails to customers are sent the format below 1 Details the Customers Address 2 Details the PRO number generated by tasktrack 3 Generates the date Quotation Number 4 Displays the advert configured in SETUP gt Configu
54. your account number and the project reference number Quotation request PRO 1486 Mr Maggo Ltd Integrated Services Hants Limited Sent Thu 18 10 2012 12 43 D Yellow pages Integrated Services The Willows 75 Chalton Lane Old Clanfield Hampshire POS Tel 0845 1232600 Mobile 07748 608880 Email sales integrated services info VAT Registration Number 849 2982 71 NICEIC Enrolment Number 031551000 Integrated Services Hants Ltd Company Reg 6263832 Yellow pages account number 13537158 Please quote the following items to Integrated Services Hants Limited Customer Reference PRO 1486 Mr Maggo Ltd Item Oty Parts 1 9 1 10 2 2 10 6 15 10 1 2 22x 2 10 6 3 10 3 5 10 9 15 10 3 16 10 1 3 310 x 2 10 70 inc office 5 10 240 4 4x 11 10 4 manuals J 70 x 11 10 70 manuals 6 4x 11 10 4 7 40 x 11 10 40 B 1 11 10 2 60 9 1 Socket Twin Fast Fix Box lin capping 2 5 Any queries please don t hesitate to contact Lee on 07748 608 Kind Regards fig 56 October 2012 Page 48 of 51 12 0 Using tasktrack remotely Tasktrack runs as a web service on your computer If you have a PC that you can run during office hours whilst you are out of the office you can access Tasktrack over the internet or across your home office network on other computers 12 1 12 2 12 3 October 2012 To access Tasktrack from another computer on your own network note the name
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