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ASiM PC USER MANUAL - Olivine Technology Ltd

1. ASiIM PC USER MANUAL TABLE OF CONTENTS ENGI CUS TION ss sacar a E EEEE E EEE E 2 Product DescribtiOi soni EE EEEE TN 2 Eae A IN a E EA E EA A N E 3 RUNDE A Nieo nen E E oasetaeeaas SIENNINE MTOASIM errereen E E NeR A ASIM DI NDO W ssi arte E a EAE ET a Nest So General Oc 2 one eee eee eer AS 7 1 Creating New RecordS sssssesssresereesrrsrerererssrrsrresrresrresrerasreseee ye er SS 7 2 Viewing records already stored in ASIM ssccccsseeeeeeeees 7 3 Editing or Updating records already stored in ASiM 8 1 3 Staff Members 8 2 Product Info 8 3 Sales and Stocks 8 3 1 Stock Wace eines ses seen nets acted ws sedi io ew ain meses as nao use neraneeansnaceneres 8 3 2 Orde N ea 8 3 3 S P E T E E ea E E A E eee ereusenerneoras 36 8 3 8 tomer MANAMEMENL cceccecceccsccscceccsccecceccecceccsccecceccsccsccecesceecescesceeceeceess 39 8 4 SOMO e sepa acne eet neue creat sac catns oon conten E E EEO tceumanrestaueens 39 E sees ate stn oe were E ore E N E E E AN E A E S 41 Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 1 of 41 ASiM PC USER MANUAL 1 INTRODUCTION This document explains the usage and operations of Olivine Technology s Automated Sales and Inventory Management Software ASIM 2 PRODUCT DESCRIP
2. Click on the New button in the Menu bar of the dashboard This will open a Data Entry window Key in the data as required Step 3 At the lower left of the data entry window locate the Save and Cancel buttons Ojijo Plaza 2 Floor Plums Lane off OgijeRaadPeiklsad button causes ASIM to check the data you entered Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 for correctness if any of the data entered is incorrect ASIM will inform you of the error it encountered by means of a popup message and P O Box 14149 00800 Nairobi Kenya request you to rectify the error Page 7 of 41 IL bhan pa D a y E B P ESRR EEE P P a on a i ACINA wa rll p bL an TEESE EE ee a ASiM PC USER MANUAL Cancel 7 2 Viewing records already stored in ASiM AD Sales amp Stocks Step 1 Click on your desired module from the Module Selection Pane to activate it If the desired module is already activated you can skip this step Stock Takes Stock Transfers and Received _ Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 8 of 41 4 January 2013 P Step 2 Su Mo Tu We TI Use the Calendar Pane to select the date whose records you want 30 6 13 20 27 5 31 Fi displayed How to Use the Calendar Pane
3. 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 18 of 41 Created By Stock Tracker Administrat Click on the trail Created By Stock Tracker Adm Show Version Creation Date January 27 2013 04 04 15 PMCreated By Stock Tracker Administrator Click on the Show Version button now Notice the displayed value WS Show Version Creation Date January 09 2013 12 08 09 PMCreated By Stock Tracker Administrator A t ese windows click on the Close button X located on the furthest top right of each of em Branch Name Active Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 19 of 41 AS1iM PC USER MANUAL mle a 8 1 3 Staff Members see Appendix This module allows the administrator to monitor the employees or sales agents who are allowed to use the system for their sales and inventory activities Product Info Customer Management This module allows the Human Resource manager to keep detail aff members of the company The module features the following items Branch this is the branch to which the staff member i ned Designation is the staff member role or aN rganization First Name the first name of the staff mem Sr Middle Name the middle name of the st NN Last Name the last name of the staff me Is POS User is a flag that set
4. info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 14 of 41 ASiM PC USER MANUAL 8 MODULES The different functions of ASIM are broken down into distinct modules This section discusses the purpose and use of each of these modules 8 1 Company Info This module is further sub divided into two Branches and Staff Members w Company Info N a So Staff Members A 8 1 1 Entering the details of the Company VA The Company details module allows for the user setting up the co y to record the details of ices the company which will be displayed in the receipts and Z inted out to customers Step 1 Click on Company Details button under Com Step 2 Enter the details as required ee NY UserCompanylnfo Ba odule Name POBox Fhone VAT Pin Creation Date February 04 2013 05 00 41 AMCreated By system Step 3 Save or discard the details entered in Step 2 above through the Save or Cancel button Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 15 of 41 ASiM PC USER MANUAL 8 1 2 Branches To access the Branches module click the Branches button on the Modules Selection Pane under Company Info Once the Branches see Appendix module is activated the Module Data Summary List is refreshed to list the branches that you
5. activ N i a Step 1 Click on the New button Thesfo indow is displayed Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 39 of 41 ASiM PC USER MANUAL AVA technolo Customer x Sane Please make an entry for Customer name Branch HO must be speahed Active Save Cancel Creation Date January 28 2013 12 50 07 PMCreated By system The following features are Name denotes the full name of thec Branch the custome be associated with a specific branch of the business Active a flag indicatin her that customer can be used in the daily operations of the business Step 2 e name of the customer under the field labeled Name 3 elect the branch with which that customer will be associated a aN ve as checked the Active flag so that the customer can be used in the sales nchecked the customer s details will be in the system but is not involved anywhere CS n the operations or transactions of the business 1 2 Viewing the details of an existing customer To view the details of an existing customer click on the View button of that specific customer record 8 4 1 3 Editing the details of an existing customer To make changes to the details of a customer click on the Update button of that specific customer record Ojijo Plaza g Floor Plums Lane of
6. currently have in the software as shown below The dashboard remains empty until a branch is added 8 1 2 1 Adding a New Branch Assumption The Branches Module is activated S Step 1 Click on the New button in the menu bar This opens a window for entering Nia of anew branch as shown below ea Please make an entry for Name Save Cancel Creation Date January 27 2013 03 49 01 PMCreated By system The window features the following items Name is the name of the Branch to be created S a flag indicating whether or not the branch is performing business f or the company Q 2 Enter the name of the new branch in the field labeled Name Step 3 Add the branch to the system by clicking the Save button To exit the transaction without adding the branch click on the Cancel button 8 1 2 3 Changing details of an existing branch Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 16 of 41 ASiM PC USER MANUAL Assumption The Branches module is already activated To activate it click on the Branches button The Module Data Summary list is refreshed with a list of existing branches Name Active IKAQ 234D W Nairobi Nyeri Iw se AS Click on the Update button A window with the details of the co ing record is displayed ready for editing Branch Ba Name kag 234D A
7. gin e software The ASIM dashboard serves the following purposes ou to switch between modules activate modules lays a list summarizing data from the active module Di N ilitates the filtering of summarized data listed by use of a calendar N Allows you to launch the data entry screen in the active module v Lets you edit records from the activated module b Sections of the Dashboard Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 5 of 41 ASiM PC USER MANUAL ASIM dashboard contains four sections as numbered and sectioned off by the color bands as shown in the above figure They are described below Section 1 Modules Selection Pane This pane offers the list of the modules available in the program and provides easy activation of each upon the click of the desired module button Section 2 Module Data Summary List This pane lists the records corresponding to the activated module Section 3 Calendar Filter This allows the user to select a specific time peri os records are to be viewed in the Module Data Summary List The selected se may consist of one or more days N Section 4 Menu Bar This section contains quick access ANd you to speedily access frequently performed actions Section 5 Company and Version Information Indicates LW your com
8. in Step 5 under the field column Quantity Xe A eat step 4 up to step 6 until all the stock that was being transferred has been in the receipt If an item was selected by mistake the Remove button can be used to erase it from the receipt Click on the Remove button associated with the wrong item This will remove it completely from the receipt Product Quant ty Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 35 of 41 ASiM PC USER MANUAL Step 8 Click on the Save button to complete the stock transfer process or click on the Cancel button to discard the process Save Cancel 8 3 3 2 Viewing the details of stock transferred To display the details of a stock transferred N Step 1 Click on the Stock Transfers button Qh Step 2 Select the date for which you want to see the stock transfer ronal Step 3 Click on the View button associated with such record S 8 3 3 3 Editing the details of the stock transferred To make changes to the details of a stock transfer record cli Wve te button associated with that record 8 3 3 4 Reprinting the receipt of the transaction of por t The Reprint button allows users of ASIM to print e same copy of the stock transfer record AN On click it opens an excel worksheet with th ye of the transaction ready to print ast
9. 16 2013 12 40 14 PM Machakos HQ Nyeriman Nyeriman View Update Reprint 8 3 4 Sales N Stock Transfers Ordered and Received SS Thi een users to perform their sales activities To access this module click on the Sales button u t Sales and Stocks module Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 36 of 41 ASiM PC USER MANUAL WF technolo 8 3 4 1 Performing Sales Assumption the Sales module is active Step 1 Click on the New button This will open the window shown below Sale Date Branch Salesman Stock Tracker Administrator Customer Walk In a Gross Amount 0 00 Discount 0 00 Amount Due 0 00 Amount Paid 0 00 Change 0 00 Credit Sale Product Quantity Discount SalePrice Total Amount Add Save Cancel Creation Date January 28 2013 11 59 52 AMCreated By system te The following are provided for date of the sales transaction represents the branch see Appendix of the sales agent By default ASiM selects the logged in user is the sales agent doing the transaction By default the logged in user is selected oss Amount this is a derived value based on the total number of items sold and their prices Discount is the total amount of discount offered during the sales process Amount Due is the total amoun
10. 28 29 30 gt amp ww 2 The record diverted will be listed in the Module Data Summary List as shown below RON eN wi LAL ASS Chies IM wort voc wail Fits JCO FOP sani NN_ 1006 January 17 2013 12 41 25 PM Walk In Nyenman Nyenman 600 00 r 5 wre mvv WICCA Jot Machakos NN_1005 January 17 2013 12 38 24 PM Customer_NyenNyenman2 Nyenman 48 000 00 1 12 Nyen NN_1009 January 17 2013 11 15 44 AM Walk In Nyenman2 Nyeriman2 9 500 00 ag Nyen NN_ 1008 January 17 2013 11 09 22 AM Walk In Nyenman2 Nyenman2 214 750 00 Click the Update button encircled in the above figure to the right of the row of the record you want to edit the data entry window of the activated module will pop up with the data of the record to be edited loaded us p a Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 10 of 41 ASiM PC USER MANUAL Step 4 Make the desired changes to the record Step 5 N At the lower left hand side of the data entry screen locate the save nd Ge buttons A O Click on the Save button to confirm the ch any of the data entered is ee swe Cancel incorrect a pop up message will dis ay encountered and the changes will not be saved If the data you entered is correct A ill store the record with the changes you made in the database and ntr
11. ASiM AE a ai OK Cancel a Ente ecess PIN The PIN is normally sent to your email address when you being set he Administrator or when you are creating the company details i tion on how to set up your computer visit www support olivinetech com NY R b Click OK to login or Cancel to close the application Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 3 of 41 ASiM PC USER MANUAL IMPORTANT i The PIN is case sensitive e g DKJI8S9W is not the same as dkj89w ii Internet Connection is needed to log into ASiM for the first time after which you can use it while offline iii The message below is displayed when you enter incorrect Pin Unable to logon Please check that you are online and have entered the correct pin Click OK to try again gt a 6 ASiM DASHBOARD Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 4 of 41 ASiM PC USER MANUAL 4 teehnele Sales amp Stocks Sales Stock Takes Stock Transfers Ordered and Received Product Info Customer Management Company Info asian a About the as ard The ASIM das is the primary interface of ASIM and is what is displayed after SUC
12. Rate Active Fi Jo 3 Enter the details including the name of the rate percentage of tax on the item and then ect it by checking the Active flag Step 4 Save or discard the entry by clicking the Save or Cancel button Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 24 of 41 ASiM PC USER MANUAL 8 2 1 2 Viewing details of an existing VAT rate To display the detail of an existing VAT rate simply click on the View button associated with it Name Rate Active ales Tax5 00 x 8 2 1 3 Editing details of an existing VAT rate To make changes to an existing VAT rate click on the update associated with it Make any necessary changes and then save or discard by clicking the Save button or cel button S Name Rate Active S 8 2 2 Product Types The Product Types module is used to group products that have same use into the same class This allows for easy identification and search thr Shihe system 8 2 2 1 Creating a new product type y Y Step 1 Click on the Product Types butto N Step 2 Click on the New button at the nt DS This will load a Product type entry window Product z Name Active The window features in Pot Name indicates the f the product category to be created Active is a flag used t te whether users will be able to purchase products of that typ
13. SalePrice ve the discount as 0 zero Step 7 If there area re it to be sold to the same customer at that instance repeat step 3 up to step 6 Step 8 Save the transa print out receipt for the customer by clicking the Save button or discard the c clicking the Cancel button 8 3 4 2 i es records To vi he details of existing sales transaction St on Sales button S elect the desired date s in whose sales transactions you are interested 3 Click the View button associated with that particular sales record Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 38 of 41 ASiM PC USER MANUAL 8 3 4 2 Changing Sales details To edit the details of a sales transaction Step 1 Click on the Sales button Step 2 Select the date s in whose sales records you are interested Step 3 Click on the Update button of the desired sales record Step 4 Make any necessary changes Step 6 Save the changes by clicking on the Save button or discard them by clicking the cel button 8 4 Customer Management SS This module is used to manage the details of the customers 8 4 1 Customers SS Customer Management Customers Q To access the Customers module click on the Customers button nder Customer Management 8 4 1 1 Adding a new customer into ASiM Assumption The customer module is
14. TION ASIM is a supply chain management solution that enables organizations to automatically monitor and control stock and sales transactions occurring anywhere within their network of suppliers outlets field sales teams and customers using ubiquitous mobile phone a ternet technology It provides management with customized and real time reports at all levels ion including reports on a specific outlet s transactions and on the organizati lidated transactions ASIM can work either as an independent solution or it c egrated with your existing information system 3 INSTALLING ASIM a Minimum Installation Requirements Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 2 of 41 ASiM PC USER MANUAL i Computer Requirements 1 Operating system Windows XP with Service Pack 2 or higher or Windows Vista or Windows 7 1 GB RAM or more Processor Pentium IV 1Ghz Processor or better Hard Disk Space 40 GB or more 6 Microsoft Office 2007 or higher ii Continuous Power Supply Device UPS or Power Surge Prot ON b Performing the Installation S i Check details in www support olivinetech com 4 RUNNING ASiM N In order to use ASIM locate its shortcut icon on the desktop Doubl neon to load the User Interface program The icon appears as shown SA ASIM icon on your desktop NS 5 SIGNING INTO
15. To select a single day from the calendar simply click on the wish to select S If you want to select more than one day N e Click on the day that begins the tim S amp S wish to select and hold down the mouse button G e Drag the mouse to the lastday gt ime period you wish to select and release the mona If there are any records inAS Il within the time period selected ASIM will list those NAN odule Data Summary List section of the dashboard SS How to select month AD lt October 2011 Previous Month Year lt r as a Clickont Previous or Next Month Year icons indicated above on the Calendar Filter to sel ired month and year WS RN Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 9 of 41 ASiM PC USER MANUAL 7 3 Editing or updating records previously stored in ASiM E Sales amp Stocks Step 1 Sales Click on your desired module from the Module Selection Pane to Stock Takes activate it If the desired module is already activated you can Stock Transfers skip this step ergaiiand Received So Company Info NN Reports Step 2 Q Perform the actions described in section 7 20 hig ment to filter the time period within which the record you want to aN 11 12 13 14 15 16 17 is Selected Days to view 26 27
16. aken Step 3 on the Update button of the desired Stock Take J Branch Stock Take Date Step 4 Make any necessary changes to the levels of each of the products Step 5 Save or discard by changes by clicking on the Save button or the Cancel button Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 31 of 41 ASiM PC USER MANUAL 8 3 2 Ordered and Received Sales amp Stocks Sales Stock Takes an order that has been delivered to you by your suppliers To access this module click on the Ordered and Received button NN 8 3 2 1 Receiving an order using ASiM S Assumption Ordered and Received module is active Step 1 Click on the New button OrderReceived This module is used to receive the new stock that has been added to the AS rs A Date Received 0 GRMN Product BatchSize Batches Units Add Save Cancel Creation Date January 28 2013 11 42 49 AMCreated By system Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 32 of 41 ASiM PC USER MANUAL The following features are available Date Received this is the day in which the order was received LPO Local Purchase Order is the order number used to
17. ation Administrator h First Name Last Name Middle Name Email Is POS User Active ll Creation Date January 27 2013 04 47 54 PMCreated By system Step 2 Click on the dre down menu to assign the staff member to a branch Staff Member Branch HO F i Designation HQ First Name KAD 543K Last Name Nairobi Middle Name Myer Email Select the branch by clicking on the appropriate one Step 3 Fill in the remaining details of the staff member including names and email address Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 21 of 41 ASiM PC USER MANUAL Step 4 Tick the Is POS user flag if the new staff member being created is going to be a sales agent Otherwise leave it unchecked making that staff member one of the administrators when they will be set up to use ASiM Is POS User __ Step 5 Activate by clicking on the Active box This means that the staff member can perform company transactions with the system By default a new staff member is active Active E When unchecked the staff member will be in t pon saving but cannot perform any business transactions for the company with t NS Step 6 Save the new staff member into the system by clicking on the eb If you want to discard this exercise click the Cancel button YD 8 1 3 2 Viewing details of a Staff Memb
18. ctive l The cursor is automatically positioned in the Name textbox Step 2 Make any necessary c n the name and status Step 3 Save the cha button clicking the Save button or discard any editing by clicking the Cancel Example Changing the me of the Branch from KAQ 234D to KAD 543K Name Active a iewing Details of Existing Branch es p1 Activate the Branches module by clicking on the Branches button The Module Data Summary List will be refreshed with a list of existing branches in the system Step 2 Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 17 of 41 ASiM PC USER MANUAL Active Fi Nyeri w view Update ss Step 2 Click on the View button of the corresponding branch whose record interested in LN Branch 7 Show Version Creation Date January 27 2013 04 04 13 PMCreated By Stock Tracker Administrator To monitor audit trail Use the Show Version button When a record is changed this button is used to display the historical information and the user who made the changes We had previously changed the name of the branch from KAQ 234D to KAD 543K Clicking on the Arrow adjacent to it shows the audit trail Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone
19. e Step 3 Ente gory identity in the textbox labeled Name use during the sales process by clicking on the checkbox labeled Active ick on the checkbox again This renders it unusable Step 4 SS To disa i SS e or Cancel the creation of a new product type 2 2 Updating the details of an existing Product type Step 1 Click on the Product Types button Step 2 Click on the Update button of the product type to be edited This opens the Product Type data entry window with details of the selected category of product for editing Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 25 of 41 ASiM PC USER MANUAL Name Active Electronics x View Zi view e Memory Cards w View Update Phone Pi View Update LOTION Step 3 Make any necessary changes to the details of the Product Type including SS active status Step 4 Save or discard the changes by clicking the Save or Cancel PRS y 8 2 2 3 Viewing the details of an existing Product type Step 1 Click on the Product Types button QN Step 2 Click on the View button at the right hand side of the reco be viewed Name Active Q Electronics view pdate N x Update 7 NN Is pdate SS Jpdate S 2 Y 8 2 3 Products SS The Products sub mo lows for the addition viewing and editi
20. er V Assumption the Staff Member module is activated Q This displays on the Module Data Summary List Paine the list the existing staff members First Name Last Name Branch Designation Active James Kamau KAQ 234D Administrator w View Update Setup as user Naiman Naiman Nairobi Administrator w View Update Setup 35 user Nyeriman Nyeriman Nyeri Administrator w View Upd ate Setup as Nyeriman2 Nyeriman2 Nyeri Administrator w View Update Setup as user Stock Tracker Administrator HQ Administrator jw View Update Setup as user Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 22 of 41 ASiM PC USER MANUAL Staff Member Branch Designation fase Last Name Kamau Middle Name Po Ennail satioa88 qmail com Is POS User Active Creation Date January 16 27013 10 11 12 AMCreated By Stock Tracker Administrator Show Version This displays on the Step 1 Click on the U edited Data Summary List Pane the list of the existing staff member 8 1 3 3 Editing details of a Assumption the Staf mber module is activated p button corresponding to the Staff member whose details are to be First Name Last Name Branch Designation Active ames Kamau KAQ 234D Administrator W setup as user Naiman Naiman Nairobi Administrator jw Vie
21. f Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 40 of 41 ASiM PC USER MANUAL 9 LOGOFF Once done with your transactions click on the logoff button for security purposes 10 APPENDIX Branches A term used in ASiM to denote branches stores vans warehouses or shops under your company Staff Members these are sales agents administrators or any other employees of th N organization who can be set up to use the system at one point Y Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 41 of 41
22. ms Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 28 of 41 ASiM PC USER MANUAL 8 3 1 1 Performing a Stock Take Step 1 Click on the Stock Take button followed by the New button to open a stock take window Stock Take Stock Take Date Branch Reference No Product Achual The window allows you to perfor Cancel Creation Date January 28 2013 05 28 09 AMCreated By system Us stock take of only the products in stock The following features are pr Stock Take Date this is th date is selected Branch this is the st the stock detail was recorded Reference Number T tracking number for the specific operation of stock taking Step 2 Clic aa button at the bottom left G l the stock take was done By default the current system Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 29 of 41 ASiM PC USER MANUAL Step 3 Select a product from the existing list Product Actual Remove Headphone Canyon LOTION 200 ML LOTION 65 ML Memeard 2gb Memcard 46GB Motorola V3 Samsung Galaxy II column Product LOTION 200 ML Step 5 Repeat step 2 up to step 4 until all the ANS have been added and their stock level values capt
23. ng of the product details including name price ble VAT rate and type Product Name Please make an entry for Name Sale Price 0 00 VAT m Product Type Active Pa e following features are available for a Product Name this is the name of the new Product Sale Price is the cost of the product when selling VAT this is the applicable VAT rate for the product Product Type the category under which the Product falls Active a flag indicating whether the product is available or not in stock for sale Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 26 of 41 ASiM PC USER MANUAL 8 2 3 1 Adding a New Product Step 1 Click on the Product button Step 2 Click on the New button which will open the window displayed above Step 3 Enter the name and sale price of the new product Step 4 Select from the drop down menu an applicable VAT rate and the category under which the product falls AN Product Name Shampoo 500MI Sale Price Arrow indicating existing list of WAT rates VAT Product Type Sales Tax O Active NZ r Product Type esisting Product ype Active created under Product Types module Electronics LOTION Memory Cards Phone Step 5 Leave as checked o NE active flag Step 6 Save or discard these details by clicking the Save butt
24. nstered By Stock Tracker Administrater Transfer Date 1 28 2013 Ongin HQ 7 Destination HO ki Product Quantity Add Save Cancel Creation Date January 28 2013 11 11 19 AMCreated By system The following fe es are provided Transfer PAN tically generated by ASiM This number is used to track the stock transfer receipt Transfe ws is is the user who did the stock transfer through ASiM By default the He ris selected T te the day the stock was transferred out ins the source of the stock nation where the stock is being transferred to by the Origin Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 34 of 41 ASiM PC USER MANUAL Step 3 Fill in all the details as required by selecting the destination and any other changes you would like to make Origin HO Destination E Drop down menu E arrow to selectthe Product HQ destination Headphone Canyon KAD 543K Nairobi Myer V Step 4 Click on the Add button located at the bottom left of the AN Step 5 Click on the drop down menu under the colu Product to select a single stock item RAN Product Quantity k Remove Headphone Canyon DS Click this arrow to LOTION 200 ML selectan item LOTION 65 ML Step 6 Enter the qua the stock item selected
25. on or the Cancel button 8 2 3 2 Viewing the d f an existing product To display the dete ils of isting product click on the View button associated with it Name SalePrice Active Headphone Canyon2 000 00 x I View ipdate LOTION 200 ML 60 00 Fi View Update LOTION 65 ML 30 00 Pa View Update a am Ee MMareesered Dah FCm Por Fi Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 27 of 41 ASiM PC USER MANUAL 8 2 3 3 Editing the details of an existing product To make changes to an existing product click the Update button associated with the record of interest Make any necessary changes and then save or cancel the operation through the Save or Cancel button Name SalePrice Active Headphone Canyon2 000 00 w LOTION 200 ML 60 00 LOTION 65 ML 30 00 View Update Moarkeserd tak FCm mn PF a la aa I k E a A 8 3 Sales and Stocks NN This module allows you to do closing stock stock take trans Ox other branches Stock Transfer and perform sales Sales amp Stocks NS tis available currently in stock the actual stock level of each product The Stock dule should be used only once on a daily basis for a particular branch store In case of new stock on the same day you should use the Ordered and Received Module Ojijo Plaza 2 Floor Plu
26. pany as registered with ASiM and the current version of th QA urity updates may be broadcasted from time to time which will initiate a change inthe version of the software New Version update comes with a message on your scree g that a new version has been installed and restarting the software is required to AN its installation 7 GENERAL USAGE Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 6 of 41 ASiM PC USER MANUAL WA technolo ASIM is a highly functional and feature rich inventory solution Operations in ASIM are categorized as follows a b C d e Creating new records Viewing records already stored in the database Audit trail of historical data Editing or updating records previously stored in the database Generating and Viewing reports ASIM maintains consistency across all modules in the way that it lets you perform a operations listed above Simply CLICK on the desired module s button to perform ire operations 7 1 Creating New Records AS a d Step 1 Tmien W Stoch Sales a Click on your desired module from the Module Selection ie Trae Pane to activate it If the desired module is already res dand Aecwe ived Prodiit Info activated you can skip this step E ep TET Pama oe ree ree cCempany Ate Reports Log aft Step 2
27. request for the items GRN Goods Received Note is the number used to accept the delivery of the items ordered in the LPO Batch Size this is the total number items contained in a single batch Batches the number of batches received of the same item Both the Batch size and the batches will be used to determine the total number of i item received Cy Step 2 Enter the details appropriately in the right fields the LPO number in ae beled LPO and the GRN under GRN field S Step 3 Click on the Add button N Step 4 Select an item from the drop down menu under the colum G roduct Step 5 Enter the size of a single batch of the item QR Step 6 Enter the number of batches received A Step 7 If there are more items received under the LPO ae Step 8 Save or discard the process by clicking the Sa or the Cancel button To display the details click on the View button wh eto ake changes click on the Update 3 up to step 6 button 8 3 3 Stock Transfers wo Sales amp Stocks N Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 33 of 41 ASiM PC USER MANUAL 8 3 3 1 Issuing Stock to branches Step 1 Click on the Stock Transfer button Step 2 Click on the New button on the menu bar This will open the Stock transfer window shown below Stock Transfer Transfer No ba_1000 Tra
28. s a s man as a sales agent instead of administrator A sales agent has lower privileges in t S ompared to the Administrator who has full access to the system functionaliti Active indicates whether one is an employee of the organization Email includes the e dress of the staff member which can be used to set them up to use the system as WN administrator To access ee e click on the Staff Members button found under the Company Info ti module A list_of exi f members if any is automatically displayed in the module Data Summary List sect of the ASIM dashboard First Name Last Name Branch Designation Active Kamau KAQ 234D Administrator View Update Setup as user View Update Setup as user View Update Setup as user View Update Setup as user View Update Setup as user Naiman Nairobi Administrator Nyeriman Nyeri Administrator Nyeriman2 Nyeriman2 Nyeri Administrator A A A A Stock Tracker Administrator HQ Administrator Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 20 of 41 ASiM PC USER MANUAL 8 1 3 1 Adding a New Staff Member Assumption the Staff Members module is activated for use Step 1 Click on the New button in the menu bar to open the Staff Member data entry window into the screen Staff Member Branch HO z Design
29. t owed to the branch by the customer for the sale transaction Amount Paid is the total cash handed to the sales agent by the customer Change is the extra amount owed to the customer Credit Sale is a flag that indicates whether or not the sales transaction was a credit sale The sales will be treated as credit until all the cash has been entered under the Amount Paid Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 37 of 41 ASiM PC USER MANUAL AVA technolo Step 2 Select the correct sales date branch salesman and customer For customers that are not in ASiM read this manual under Customer Management below to learn how to add them Step 3 Click on the Add button located on the bottom left of then sales widow Step 4 Select an item from the drop down menu Product Quantit i the list Headphone Canyon LOTION 200 ML LOTION 65 ML Step 5 Enter the right quantity or units of the item sold VS Quantity Discount SalePrice Toti Q k 0 Quantity must be greater than zero Q Step 6 If there is any discount for the sale of RN it under the Discount column Discount SS NB The discount value is not for em but the whole quantity of the item sold f asi column to the new price If there is a discount in the pr item then change the value of the
30. ured N Step 6 Save or discard the stock take ESN the Save button or the Cancel button aN Step 1 Click on the St es module Step 2 Select t te fr e Calendar filter pane of the stock you are interested in If there was a stock hat day s selected it they will be displayed in the Module Data Summary List KA hboard Otherwise it will remain empty Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 30 of 41 ASiM PC USER MANUAL For Example a This indicates that there was no stock take on 28 Jan 2013 4 January 2013 b Branch Stock Take Date Su Mo Tu We Th Fr Sa 30 31 1 2 3 4 4 amp 3 6 7 BE 9 10 11 12 13 14 15 16 17 18 15 20 21 22 23 24 25 26 27 29 30 34 1 2 4 3 6 7 8 9 S b There was only one stock take between 24 and 28 of anuano NA on 25 Branch Stock Take Date 1Q January 25 2013 12 00 00 AM ri a tai Su Mo Tu We Th Fr Sa e view Update 30 31 1 2 3 4 5 6 7 B 9 10 11 12 13 14 15 16 17 18 19 20 21 22 22 24 25 26 27 28 29 30 31 1 i 4 3 6 7 8 9 a Gy 5 S Li w Step 3 Click on the View button of thebecieste take record of interest Pn Branch Stock Take Date HQ Banuary 25 2013 12 00 00 Tw 8 3 1 2 Editi existing Stock Take Step 1 Cli Stock Takes button Step 2 t ate in which the stock level must have been t
31. w Todate Setup as user Na i a window with the staff member details 2 Make the necessary changes as desired and save through the Save button or discard by cking the Cancel button Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 23 of 41 ASiM PC USER MANUAL 8 1 3 4 Setting Up a Staff Member to use ASIM This is the process of inviting a staff member to use the system by sending them an Access PIN to his her email address saved in his her details Setup as user Pima pe Nyeriman Nyeriman Nyeri Administrator View Upda l m i i a T i sk BUR si scssse gS oa 1 Fi An email will be sent to them with a link to setup their ASiM and log in with Ooh 8 2 Product Info S This module contains details of the stock items Product Info Product Types Vat Rate Q amp Q This sub module allows for the creation rates for use on different products during the sales process By default a ASIM comes with a VA rate called Sales Tax with a zero 0 percentage tax rate Name Rate Active ales Taxi5 00 w Vv 8 2 1 1 Creating a Ne ate Step 1 Click on AT utton under the Product Info module Step 2 Click o being established Vat button This will open a window for entering the details of the new rate Name Please make an entry for Name
32. www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 13 of 41 ASiM PC USER MANUAL This is a report which displays the items involved in a specific transaction e g a specific sales transaction To display this report Step 1 Access the desired module e g Sales Step 2 Click on the View button of the particular record row whose A whose details you have interested LI A Nyen NN_1009 January 17 2013 11 15 44 AM Walk In Nyenman2 Myernmanz 9 500 00 January 17 2013 11 09 22 AM Walk In Hyenman2 Nyenman2 214 750 00 Nairobi NN_1004 January 17 2013 11 01 26 AM Walk In Maaiman Naiman 3 000 00 E View Update HO SA 1005 January 17 2013 10 20 10 AM Walk In Steck Tracker Administrator 82 830 00 idian li aaka l Lom b Full Report NS This type of report is more detailed Qrar the complete records of all the inventory and transactions i To access this report SS th ports Button on the Module Selection Pane Reports tep 2 N S lect the appropriate date s including day month and year Y Step 3 N Click on the View button of the desired report SalesByMonth or CS tockPosition report View Store or whole company Step 1 Report Stock Position This will load the report in an Excel Spreadsheet Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email
33. y screen closes Clicking on the Canc AN Is ASIM that you don t wish to save the changes you made to the re nd i cards any data you may have entered in the data entry screen and clos creen NS Y N RN Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 11 of 41 ASiM PC USER MANUAL 7 4 Audit Trail of Historical Data Notice the bottom of the View window as having a Show Version button When a record is changed this button is used to display the historical information and the user who made the VQ For Example if we changed the name of a branch from KAQ 234D to KAD 543K AS Clicking on the Arrow adjacent to it shows the audit trail Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website www olivinetech com Email info Olivinetech com Telephone 020 2667603 P O Box 14149 00800 Nairobi Kenya Page 12 of 41 ASiM PC USER MANUAL Branch Name Active Show Version Creation Date January 09 2013 12 08 09 PMCreated By Stock Tracker Administrator To exit these windows click on th NYY X located on the furthest top right of each of them ON 7 5 REPORTS Generating and Viewing Reports 7 5 1 Viewing Reports There are two types of reports in ASiM a Item Report Ojijo Plaza 2 Floor Plums Lane off Ojijo Road Parklands Website

ASiM PC USER MANUAL - Olivine Technology Ltd

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