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Manual Eg2003 360 Gettingstarted PDF
Manual Eg2003 360 Gettingstarted PDF
BATCH 360
Getting Started
The information provided in this manual is intended for internal use only. Exact Group B.V. has carefully selected the content of
this document. However, the content may not always represent reality or may become out-dated. Information may be changed
or updated without notice. Exact Group B.V. may also make improvements and/or changes in the products, prices and/or the
programs described in this manual at any time without notice.
Exact Group B.V. shall not be liable for the accuracy of any of the examples included and procedures described in this document,
nor shall Exact be liable for any ensuing damage or loss of any nature whatsoever arising from or relating to its use.
No part of this manual may be reproduced, published and/or transmitted in any form or in any way, electronically, by print
photocopy, microfilm or any other means, without the prior written consent of Exact Group B.V.
© Copyright Exact Group B.V. All rights reserved. All trademarks mentioned herein belong to their respective owners. Exact
Software® is a registered trademark of Exact Group B.V.
Preface
This user manual includes all the information you need to work with Exact Globe 2003 effectively.
The goal of this manual is to help users get quickly acquainted with the product and its possibilities, and is set up in such a
way that anyone can benefit from it and not much experience is needed to get started.
We are confident that with this user manual, your company will quickly reap the benefits of Exact Globe 2003.
As it is our goal to deliver quality documentation, please find the feedback form at the end of the manual should you have any
feedback or recommendations for this manual. Alternatively, you can also fill in a feedback form on the customer portal.
Jan-Willem Schalkwijk
Marketing Director
Exact Holding N.V
Section 2: Installation 11
2.1 System and software requirements for Exact Globe 2003 12
2.1.1 System requirements 12
2.1.2 Software requirements 13
Section 4: Management 65
4.1 Backing up, restoring, and copying companies 65
4.1.1 Some important information 68
4.1.2 Creating a backup 68
4.1.3 Restoring a backup 70
4.1.4 Copying a company 73
The software market for business solutions has evolved dramatically over the past two decades. This has been the
consequence of technological advancements, in particular, the rapid increase in data storage capacity and the processing
speed of computers, the migration from the use of standalone computers to networked computers and the internet, and the
transformation of computing landscape from DOS to Windows.
In addition to technological advancements, the business software market has also been driven by the ever increasing
demanding expectations of the users. What used to be just meant for recording financial data electronically is now expected
to facilitate optimization of business processes, improvements in monitoring and controlling operations, and providing real-
time information for strategic planning.
As a leader in providing business software solutions, Exact Software always keeps itself abreast with these latest developments
in technological advancements and market demands, with the sole purpose to provide its customers with only best-in-class
solutions that align with contemporary best practices.
Stages of software development have always been characterized by what the prevailing technology can offer. The upgrading of
Exact Software products is no exception and follows the different advancement phases of information technology. The following
describes the chronological developments of the Exact products.
With the advent of Windows, the limitations of DOS became apparent. The graphic capability of DOS is so limited that even
simple graphical layouts and the use of certain fonts are impossible, not to mention, graphic-user interface. Furthermore,
the support of DOS applications by newer operating systems came to an end when Microsoft Windows XP arrived. It was
inevitable that Exact for Windows had to be developed.
The emergence of Exact for Windows primarily represents a step forward in technology for the product. The trends then were a
preference for using Windows and a growing need for more information and hence larger databases. Exact for Windows aligned
to these trends. It conformed to the graphic-user interface standards of Windows and incorporated extensively layouts with
attractive graphics, pictures and fonts. To confront the demand to process a larger database, worsen by the use of graphical
data, Exact for Windows was among the firsts to store databases on the server to allow fast access and reliable storage via the
client-server technique.
The moving forward from Exact for DOS to Exact for Windows was basically a technological evolution. Exact Software was aware
that many system design issues of business information systems were not addressed. These system design issues were not
only concerning Exact products alone; but rather they are generic issues concerning every business information system. These
issues were due to most generic systems were (and are still) not truly integrated and as such they provided:
• many isolated, non-integrated subsystems
• many applications but little and fragmented information
• many data in many isolated, non-integrated databases but little and fragmented information
In other words, they involved very high investments on the many subsystems, applications and databases, but very low
returns of little useful information. Such generic systems were highly not cost-effective and there would be hardly any
return on investment if not none.
To resolve these issues, Exact Software realized that just by developing Exact for Windows 3.x and higher would not bring forth
the desired solution, but rather a revolutionary out-of-the-box approach to system design was needed. The revolutionary
solution must have the users in mind and provide them with business operations efficiency to achieve true cost reduction. And
Exact Software eventually came up with such a revolutionary solution and called it "One-XX".
One-XX uses the idea of oneness of database. The one database is centrally stored and it is accessible to everyone real-time
directly without any unwanted processes to store and retrieve the information. And this revolutionary One-X
X architecture was
incorporated in the third-generation Exact Globe 2000.
Exact Globe 2003 is the next upgrade of the 2000 version. Its design
was refined to abide closer to the One-XX principle, and in addition
many enhancements were incorporated. These enhancements are
described in the following.
The accuracy of information has always been a concern for many companies. Frequently, different sources give rise to
conflicting information. The unique One-X X architecture of Exact Globe 2003 requires all information be structured and stored
in one central location accessible to everyone. So that there is only one for every piece of information and hence subject to less
different interpretations, if not none.
The digital archive makes its information available wherever it is needed. No errors are introduced as original source
documents are directly available. Time spent to retrieve information is also minimal.
The search and reference options available facilitate easy linking of financial entries, performing checks and preparing periodic
reports. Related processes are integrated and many entries are processed automatically and entered into the respective
financial accounts. The Accountancy functionality available makes communication on financial figures with the accountant a
straightforward affair.
Exact Globe 2003 has incorporated the following additional functionalities which are not found in the 2000 version, hence
giving the user a total solution to manage their business.
• Customer Relationship Management
• Production
• Service Management
• Internal Use
• Material Planning
• Human Resource Management and Payroll
Installation
10 SECTION 2 | INSTALLATION
SECTION 2
2. Installation
This section covers the system and software requirements for Exact Globe 2003, and how the software application is installed.
SECTION 2 | INSTALLATION 11
2.1 System and software requirements for Exact Globe 2003
The system and software requirements of Exact Globe 2003 are described in the following.
Exact Globe 2003 can be installed on standalone and networked systems. The minimum and preferred system requirements
are shown below:
System Requirements
System
Minimum Preferred
Standalone • Microsoft Windows 2000 Professional SP 1 /Microsoft • Microsoft Windows 2000 Professional, Service Pack 3 (SP3)
Windows XP Professional or Home Edition/Microsoft or higher/Microsoft Windows XP Professional Edition or
Windows NT 4 Workstation Service Pack 6a (SP6a) Home Edition
• 233 MHz Pentium PC • 750 MHz or higher Pentium PC
• 128 MB RAM • 256 MB RAM
• CD-ROM drive • CD-ROM drive
• 750 MB free memory space • 750 MB free memory space
(for full installation for small company) (for full installation for small company)
• Screen resolution 1024×768 • Screen resolution 1024×768
• Microsoft Internet Explorer 5.01 and Microsoft Excel 2000 • Microsoft Internet Explorer 5.01 or higher and Microsoft
or Excel XP Excel 2000 or Excel XP
• Internet connection and e-mail address for software • Internet connection and e-mail address for software
updating updating
• External backup medium, e.g. CD-RW or ZIP drive • External backup medium, e.g. CD-RW or ZIP drive
Network • Microsoft Windows NT Server version 4 SP 6a/Microsoft • Microsoft Windows 2000 Server/Microsoft Small Business
server Windows 2000 Server/Microsoft Small Business Server Server 2000/Microsoft Windows Terminal Services/Citrix
2000/Microsoft Windows Terminal Services/Microsoft Metaframe XP/Microsoft Windows 2003 and SP 3 installed
Windows 2003 and SP 3 installed for Microsoft SQL 2000 for Microsoft SQL 2000 Server
Server/Citrix Metaframe XP • 750 MHz or higher Pentium PC
• 233 MHz Pentium PC • 512 MB RAM
• 256 MB RAM • CD-ROM drive
• CD-ROM drive • 750 MB free memory space (for full installation for small
• 750 MB free memory space (for full installation for small company)
company) • Microsoft Internet Explorer 5.01 or higher
• Microsoft Internet Explorer 5.01 • Internet connection and e-mail address for updating
• Internet connection and e-mail address for updating network installation
• External backup medium, e.g. CD-RW or ZIP drive
network installation
• External backup medium, e.g. CD-RW or ZIP drive
12 SECTION 2 | INSTALLATION
SECTION 2
System Requirements
System
Minimum Preferred
Network • Microsoft Windows 2000 Professional SP 1 /Microsoft • Microsoft Windows 2000 Professional SP 1 or
workstation Windows XP Professional Edition/ Microsoft Windows NT 4 higher/Microsoft Windows XP Professional Edition
Workstation SP 6a • 750 MHz or higher
• 233 MHz Pentium PC • 256 MB RAM
• MB RAM • 750 MB free memory space (for full installation for small
• 750 MB free memory space (for full installation for small company)
company) • Screen resolution 1024×768
• Screen resolution 1024×768 • Microsoft Internet Explorer 5.01 or higher and Microsoft
• Microsoft Internet Explorer 5.01 and Microsoft Excel 2000 Excel 2000 or Excel XP
or Excel XP
The software requirements of Exact Globe 2003 for both standalone and networked systems are shown below.
Exact Globe 2003 requires Microsoft SQL 2000 or higher version to operate on. Depending on the number of users or
workstations in the installation, the version of Microsoft database server supplied to the customer is one of the following:
• For 1 to 4 workstations — MSDE (Microsoft SQL Desktop Engine) version with a maximum database size of 2 GB
• For 5 to 29 workstations — full Microsoft SQL Server with Per Seat licensing mode for a specified number of devices or users.
• For 30 workstations and above — full Microsoft SQL Server with Processor License for 1 processor.
• For any other license required, customers are advised to contact Microsoft or its partners.
Note: Exact Globe 2003 does not operate on Microsoft SQL Server 7.0 or Microsoft SQL Server 2000 on a single server.
SECTION 2 | INSTALLATION 13
2.2 Standalone workstation installation
The installation of Exact Globe 2003 on the workstation is described here. Please note that for standalone system MSDE also
needs to be installed in the standalone workstation (refer to 2.3 Installing MSDE with create company wizard).
Use the following steps to install Exact Globe 2003 in the standalone system.
Run the installation CD in the standalone computer and locate the following folder and open it.
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SECTION 2
Select the required language version of Setup_ ( being the language code, see tip below) and double-click it for the
following screen.
Language: The last two characters of the Setup file name specifies the default language to be used in Exact Globe 2003 installed.
• AE for American English
• DE for German
• ES for Spanish
• FR for French
• NL for Dutch
Click OK to proceed to install; the following message appears indicating the system is checking for files to be installed.
SECTION 2 | INSTALLATION 15
Let it proceed and the following message appears asking whether to continue with the installation.
Click Yes to proceed with the installation or No to exit without installation. Once the installation is completed the following
message appears.
Click Yes to start Exact Globe 2003 immediately or No to exit without starting Exact Globe 2003.
16 SECTION 2 | INSTALLATION
SECTION 2
For standalone system, MSDE must also be installed on the standalone computer together with Exact Globe 2003. It must
be installed before the company database can be created. The following create company wizard appears when the newly
installed Exact Globe 2003 is started up.
SECTION 2 | INSTALLATION 17
Two options of location are provided to create the company database. For installation on a standalone system, select My
computer (the standalone system, as there is no network server involved). Click Next and the following screen appears.
18 SECTION 2 | INSTALLATION
SECTION 2
Run the Exact Globe 2003 installation CD-ROM; and click Next to proceed to the next screen.
SECTION 2 | INSTALLATION 19
2.3.1 What if the MSDE installation fails?
The lack of a network card can cause the MSDE installation to fail. This problem can be solved by installing a "virtual" network card.
Click Start/Continue to start MSDE; the screen changes to the that as on the
left
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SECTION 2
Click to close the screen. The running-SQL-server icon should appears in the bottom Windows taskbar, and Exact
Globe 2003 is now ready for use.
Tip: It is advisable to activate MSDE when PC starts up; this can be done by ticking the Auto-start service when OS starts checkbox.
Installing Exact Globe 2003 on the network server is similar to that for workstation (refer to 2.2 Workstation installation above),
except for specifying the Install mode as CD network installation instead of CD workstation installation (see below).
SECTION 2 | INSTALLATION 21
Once the server is installed with Exact Globe 2003, proceed to installing the software on the workstations as follows. Browse
to locate the newly installed Exact Globe 2003 on the server; open the folder.
Locate the Exact Software directory and double-click to run the wsetup.exe file within. The following screen appears.
22 SECTION 2 | INSTALLATION
SECTION 2
The default settings for installation on the workstation are provided, however the user may alter the Local installation directory
as mentioned earlier. Click OK to proceed with the installation. Again the system will check the number of files to be installed
and displays the following message.
SECTION 2 | INSTALLATION 23
Click Yes to continue with the installation. Once completed the following message appears. Restart the PC and Exact Globe 2003
is ready for use.
Depending on the size of the network, either MSDE or the full Microsoft SQL Server 2000 needs to be installed on the server.
The following describes the installation of the two database software.
2.5.1
Installing MSDE
24 SECTION 2 | INSTALLATION
SECTION 2
The following describes how Microsoft SQL Server 2000 is installed for the optimum running of Exact Globe 2003. While the
example is based on Microsoft Windows NT 4, the installation on Windows 2000 Server is similar.
The following are prerequisites for installing Microsoft SQL Server 2000.
• Service Pack 6a or higher is available on Microsoft WINDOWS NT 4.
• Internet Explorer Version 5.0 or higher is available.
Once these prerequisites are met, proceed to install Microsoft SQL Server 2000 as follows.
The user that logs in will be assigned as the administrator of the database server. Locate the SQL Server 2000 Components
folder in the Microsoft SQL 2000 CD and run the Install Database Server file within. The following screen appears.
SECTION 2 | INSTALLATION 25
Select Local Computer and then click Next > .
26 SECTION 2 | INSTALLATION
SECTION 2
Enter the license code and then click Next >. If the required
Internet Explorer is available the next screen appears.
SECTION 2 | INSTALLATION 27
Select Server and Client Tools and then Next > .
The screen requests the user for an Instant Name, but for
installing Microsoft SQL Server 2000 for the first time, select
the Default option (and instant name is not needed) and
click Next > to proceed to the following screen.
28 SECTION 2 | INSTALLATION
SECTION 2
Select Use the same account for each service Auto start SQL
Server Service and Use a Domain User account, and then
specify the Username, Password and Domain. Ensure the
password is same as the one use to log in earlier, otherwise
the following message will appears.
SECTION 2 | INSTALLATION 29
Click Next in the Services Accounts screen to get to the Authentication Mode screen.
Select Mixed Mode (Windows Authentication and SQL Server Authentication) to use the both authentication; and the Add
password for sa logins fields and checkbox are activated.
30 SECTION 2 | INSTALLATION
SECTION 2
Enter a password for the sa or system administrator and confirm it. Mixed mode authentication hence enables two login
passwords for full-right access to perform all tasks, changes and settings to the system. The use of blank for the password is
highly not recommended - i.e. do not tick the Blank Password (not recommended) checkbox.
After confirming the new password, click Next > to proceed to the Choose Licensing Mode screen.
Select the licensing mode according to the number of workstations in the network (refer also to 2.1.2 Software requirements):
• For 5 to 29 workstations, select Per Seat for [specified number of] devices.
• For 30 or more workstations, select Processor License for [ 1 ] processors (enter a 1 for number of processors).
For the use of additional processes, a license extension from Microsoft is needed. The same applies when the SQL server is
needed for applications besides Exact Globe 2003. The abridged version of MSDE can be used for installations with up to 4
workstations.
After selecting the licensing mode click on Continue to start the installation process. Restart the serve to activate the SQL server
software.
SECTION 2 | INSTALLATION 31
2.5.3 Enterprise Manager
The following screen appears. In the left window, navigate by clicking to expand the folders to locate Logins via Microsoft
SQL Servers, SQL Server Group, the user server, and Security. In the right window, the information of users who are currently
logged in to the SQL server is displayed.
32 SECTION 2 | INSTALLATION
SECTION 2
Right-click in the right window for the pull-down menu; select New Login… and the following screen appears.
Click for a selection list. Select Domain Users for the list and click Add and then OK to exit. In the previous screen click
OK again to complete the process. Now each domain user who can log in to the network can log in to the SQL server.
SECTION 2 | INSTALLATION 33
2.6 Installing SQL Service Pack 3
For Exact Globe 2003 to function on Windows 2000 server or Windows NT, Service Pack 3 (SP3) must be installed. And SP3 can
only be installed after installing Microsoft SQL 2000 server. To install SP3, first locate its folder in the Microsoft SQL Server CD.
Open it and double-click to run Setup.bat within; the following screen appears.
Click Next > to proceed to install SP3 on the current server. The software licensing agreement appears; read it and click Yes to
accept the terms and conditions of the agreement. Then click Next > to accept the default sample name for the installation. In
the screen shown below, select the option used to log in to the SQL server.
34 SECTION 2 | INSTALLATION
SECTION 2
Click Next > after the login option. In the screen that follows, select the option of Upgrade Microsoft search and apply SQL Server
2000 SP3 (required) and then click Continue. The next screen prompts user whether to send information to Microsoft when
problems are encounter. It is optional and the choice will not affect the functioning of the SQL server. Click OK to exit. The
system then checks the files to be copied for installation; and prompt user whether to proceed with the installation. Click Next
> to start the SP3 installation. Once all the files are installed, the system advises the user to back up the databases when
substantial changes have been made to them.
All the required software is now completely installed and Exact Globe 2003 is ready to be deployed. In the next section,
descriptions are given relating to the necessary initial tasks of creating a company database and users, and assigning users
roles and rights, and how to navigate within Exact Globe 2003.
SECTION 2 | INSTALLATION 35
36 SECTION 2 | INSTALLATION
SECTION 3
Creating a company
38 SECTION 3 | CREATING A COMPANY
SECTION 3
3. Creating a company
Among the tasks necessary to get started with Exact Globe 2003 is to create the database for the company. This section
describes the topics relating to creating a company database. The topics are:
To create a new company database, go to [File, New company]; the following Create company wizard screen appears.
Note: If no company database has been created, the wizard will starts up immediately after Exact Globe 2003 has started up.
Then click Next, for the following screen to enter information about the new company.
Company no — Enter a unique number (ranging from 000 to 999) for the new company.
Description — Enter a suitable description (up to 60 characters) for the new company.
Database directory — Select the location to store the new company database.
• If My computer option has been selected earlier, the location shown is an existing directory (folder).
• If Server option has been selected earlier, the SQL databases default folder is used.
When the License file option has been selected earlier, the license file needs to be downloaded. Note that license file is
available either through
• the Customer Portal (see Document ID 04.448.118); or
• the software (see Document ID 04.448.115)
To download the license file, click at the end of the License file field; the following screen appears:
— Click the download the license file via the internet; the following screen appears.
Note: Internet connection is needed for this option. Password is e-mailed to the customer after the purchase of Exact Globe 2003.
Once the license file has been attached, proceed with the creation of a new company database as follows. Click Next for the
screen below.
Select I accept the terms in the license agreement and then click Next.
Click Finish, and the new company is created; it can be opened with the network login name.
Exact Globe 2003 comes with the top main menu options of File, Edit, View and Help. The descriptions of the options are
given below.
File
Exact Globe 2003 restarts whenever a new company database is opened. The company
database number appears on top of the screen (shown below).
New company… — Select to create a new company (refer to 3.1 Creating a company).
Update license… — Select to update the software license; it goes to the License screen as described in 3.1.1 Downloading a
license file.
Portal installation… — Select to access the Portal Installation Wizard to install Exact e-S
Synergy through https://eportal.exact.nl.
New — Select or press Ctrl+N to create a new data record e.g. a journal at [System, Finance, Journals]; it works as the New
button at the bottom of the screen.
Open — Select or press Ctrl+O to open the selected data record e.g. a journal at [System, Finance, Journals]; it works as
the Open button at the bottom of the screen.
Print — Select to print the selected report e.g. the report on journals at [System, Finance, Journals]; it works as the Print
button at the bottom of the screen.
Edit
Undo — Select or press Ctrl+Z to undo the last change; select again to
redo the change.
Cut — Select or press Ctrl+X to cut away the highlighted data and save it
in the clipboard for pasting.
v Copy — Select or press Ctrl+C to copy the highlighted data and save it
in the clipboard for pasting.
View
Refresh — Select or press F9 to refresh the screen to display the latest information.
Columns — Select to insert new columns in the active list-box; an example of a selection screen appeared is given below for
[System, Finance, Journals].
Show text labels — Select to show or not to show text labels under the
icons in the tool bar.
Menu — Select or press F3 to leave the current screen and go to the main menu screen (with all module tabs)
Classic — Provided especially for those who are familiar with Exact
for DOS.
Update… — Select to update Exact Globe 2003 with the latest files
through CD-ROM or the internet.
The functions of the buttons in the top tool bar are described below. Most of the buttons perform the functions of the respective
submenu options found in the main menu options of File, View and Help described earlier.
Click to include or exclude the role bar on the left edge of the screen.
Click to make available the search function for Resources, Debtors, Items and Projects on the left edge of the screen.
Click to leave the current screen and go to the main menu screen (with all module tabs).
Click to include or exclude the filter option in the header of the screen.
Click to update Exact Globe 2003 with the latest files through CD-ROM or the internet.
Many other application menus are available within the manuals of Exact Globe 2003. The common icon options are
mentioned here.
Cut — to cut away the highlighted data and save it in the clipboard for pasting.
Copy — to copy the highlighted data and save it in the clipboard for pasting.
Internal use — to access the help files application related to internal use.
Purchase contract — to access the help files application related to purchase contracts.
Sales invoice — to access the help files application related to sales invoices.
Sales order — to access the help files application related to sales orders.
Help — to access the help files within the system or via internet.
For the system to be deployed fully, the system and database administrator, and users must first be created in the system. The
users, who are employees of the user company, must be assigned the appropriate roles and rights for security accesses and for
them to perform their duties properly. The following describes how the administrator and users are created, and how roles and
rights are assigned to them.
3.3.1 Administrator
When creating the company database, the user creating the database is automatically assigned as the administrator of the
database. The administrator can then create the rest of the users, and assign roles and rights to the users.
The employees of the user company have to be included as users of the database and the system. Each of these employee
users is known as a resource in the system. And resources are created and maintained in the system through the menu path:
[HR, Human resources, Maintain] - i.e. click the HR tab in the main menu, and then click Maintain under Human resources
- in the HR module; as shown below.
It should be noted that Exact Globe 2003 uses a security system that is
integrated with that of Microsoft Windows, therefore it is necessary that
the employee user names in Exact Globe 2003 are identical to their
network user names.
Roles are generally reflective of the job functions of the employees or resources in the company. Certain roles are entitled to certain
rights for resources concerned to access to the required information and to perform the required tasks. The system has provided a
number of default roles, and additional roles can be created. Roles are created and maintained through [System, HR & Security,
Security roles] or [HR, Human resources, Security roles]. Examples of default roles are Administrator, HR, Purchase agent,
Representative and System administrator as shown below (Notice the green ticks under the Default role column).
To create a new role, click the New button in the above screen; and the following screen appears.
Header
There are three tab screens namely Users, Rights and Role bar. They are described as follows.
Users tab
This tab screen is for adding users who are to be assigned with the role.
Add — Click to select and add a user or resource that is to possess this new role.
Menu — This is used for assign the rights for the role to access to certain menu paths.
Select the modules (e.g. Invoice, Order, etc.) in the main menu to be given the rights to access by clicking on the box
on the left of the names of the modules. When the rights to access the highest level (e.g. Invoice) are given, then
those to the lower level (e.g. Entries, To be processed, Reports, Items, Statistics, and Price management) are all
given.
Functions — This is used to assign the rights for the role to perform certain functions (e.g. deleting invoices and updating
databases) with the system (shown in the image above).
This tab screen allows the linking of shortcuts via icons to the role bar. A role bar of specific functions can be defined for each
role therefore users with that role can easily start up their frequently-used functions.
The following shows how functions are included in the role bar. Click to select the function or hold Ctrl key down and click select
a number of functions together and then click > to transfer them into the role bar (named Sales staff in the example). Click >> to
transfer all functions in the middle window, and << to remove all the functions from the role bar.
When working with a number of companies, roles can be copied from one company to another. Therefore, a standard role
structure needs only to be created once.
The rights assigned to the users can be viewed at [System, HR & Security, User rights] or [HR, Human resources, User rights].
Rights are assigned according to roles. Users of the same roles have the same right. An example is shown below.
Two options are available in the left window. They are Menu and Functions for menu paths and functions right. The middle
window shows the lower-level menu paths or functions of the selected menu path or function in left window. Clicking on to
expand the menu and to collapse it to locate the required menu path or function in the left and middle windows. Once the
required menu path or functions are selected, the users who have the access rights are listed in the right window. The example
shows that Dick Janson and Max Godsent, both have the role of Administrator, have the access rights to the menu path for Item
management.
Management
64 SECTION 4 | MANAGEMENT
SECTION 4
Section 4. Management
In the previous section, how a company database is created is covered; in this section how this company database, or
simply company for short, is being managed — backed up, restored, and copied — is described, together with other related
topics as follows:
SECTION 4 | MANAGEMENT 65
4.1 Backing up, restoring, and copying companies
As a user-friendly solution, Exact Globe 2003 provides an easy-to-use functionality for backing up, restoring and copying
company database. The functionality is available via the main menu option of [File, Backup/Restore/Copy…] (refer also to 3.2.1
Main menu). Selecting the option and the following screen appears.
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Click Next and the following screen appears, indicating clearly the three functions available.
SECTION 4 | MANAGEMENT 67
4.1.1 Some important information
To create backup, select the first option of Create backup in the Backup/Restore/Copy screen and proceed by clicking Next.
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Name — Indicates today's date followed by the name of the selected company; click the required company in the list of
Companies below.
Directory — Indicates the directory where the backup is created; click to select another directory if necessary.
If the required company database is not found on the local server, click Advanced and the following screen extension appears
at the bottom but above the buttons. Log in if necessary and use the search buttons Server and Company to locate the
required company. Once the required company database is selected, click Finish to start the backup process. The backup with
a file extension of ebu will be created in the specified directory. The process takes some time and the screen shows its progress,
and the message "Backup successful." appears when it is completed.
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4.1.3 Restoring a backup
To restore a backup, select the middle option of Restore backup in the Backup/Restore/Copy screen and click Next.
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SECTION 4
File name — Select the backup file (with .ebu) to be restored, either by double-clicking on the required row in the Backup:
History or using to search.
SECTION 4 | MANAGEMENT 71
Select either:
• My computer, if the backup of the company to be restored is in the local computer or server.
• Server, if it is with another server; use to search the required server.
After selecting the location, click Next; and the following screen appears, confirming the action of restoring backup and the
backup file of company to be restored. If the information is as required, click Finish to start restoring the backup. The process
takes some time and the screen shows its progress, and the message "Backup restored" appears when it is completed.
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To copy a company database, select the last option of Copy company in the Backup/Restore/Copy screen and click Next. The
following screen appears. The new Company no. to copy to is editable, but the number assigned must be unique and not used
before. Company description and Directory show which company database is to be copied from and its location respectively.
If the copying action is as required, click Finish to start the copying process. The process takes some time and the screen shows
its progress, and the message "Completed: Copy from To " appears when it is completed.
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4.2 Updating to the latest version
Exact Software provides the users of Exact Globe 2003 the convenience of updating the software 24 hours a day on the internet;
ensuring the customers to have the version of the software with the latest improvements all the time. The release notes up to
the latest batch is available on by just clicking a button even before updating. It is advisable to read them to known what new
improvements have been incorporated. It is of course essential that customers have the internet access.
At the server
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SECTION 4
Installation
Product line — Not editable; shows the product involved, Exact Globe 2003.
Release — Select the required updated release of the Exact Globe 2003.
Web site — Specify https://customers.exact.nl, the Exact Customer Portal where the update files are available.
User name — Enter the name of the user who has access to the Exact Customer Portal.
Password — Enter the user password for accessing the Exact Customer Portal; please note that password is case sensitive.
Installation directory — Specify the directory where Exact Globe 2003 is installed.
Download demo company — Enable (tick) to download the updated demo company database.
Download offline help files — Enable to download the updated offline help files; this is recommended so that the latest batch
of help documents is available.
Language — Specify the language of the help files downloaded; specify (All) for all languages.
Country — Specify the country or legislation of the software needed; specify (All) for all countries available.
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Contact
Buttons
Click to exit.
Once OK is clicked, the system checks the number of files to be downloaded and prompt the user whether to proceed with the
updating process with a message. Click Yes to proceed with updating.
To update with the installation CD, if available, run the NetSetup_.exe ( being the language code; see 2.2. Standalone
workstation installation) in the installation CD. The rest of the updating process is as described earlier.
At the Workstations
At the workstations, the software should have updated automatically. To check this start up the workstation and check if the
updated version is being used.
Once the updating is complete, the system will prompt whether to start up Exact Globe 2003.
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The updating is done directly from the workstations via the internet. Unlike the earlier network updating method, the
workstations must have internet access. To start the update, start up Exact Globe 2003 at the workstation. Click the Update
button on top and the following screen appears.
Click Internet for updating via the internet. The Exact Internet Installer screen appears. It is the same one as described in 4.2.1
Network updating above, and the update process is exactly the same except for:
Install mode — Specify Internet workstation installation (instead of Internet network installation).
Installation directory — Specify the location where Exact Globe 2003 is installed in the workstation and not in the server (e.g.
C:\Program Files\Exact Software).
Proceed with the updating process similar to that for network updating. Again updating via CD is possible, just run the
NetSetup_.exe and proceed as described earlier.
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4.3 License renewal
The license of Exact Globe 2003 comes in the form of a file with elc extension. An elc license file will only enable specific
modules of Exact Globe 2003 purchased by the specific customer. Each elc file or license has an expiry date. Fourteen days
before the expiry date, message appears when Exact Globe 2003 starts up to remind the user of the license expiry date. The
license can be renewed or updated to ensuring continuity of the use of the modules.
Depending in the number of licenses held the license can be renewed through:
• Exact Globe 2003 for single license
• Exact Customer Portal for multiple licenses
Start up Exact Globe 2003 and open the company whose license is to be renewed. Go to [File, License update…] and the
following License screen appears.
Click Download to download the new license from the Exact Customer Portal; the following screen appears.
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Customer code — The default customer code appears here; change it if necessary.
Password — Enter the password (correspond to the customer code above) to access to the Exact Customer Portal to download
the new license.
Click to download the new license to the default location of My Documents folder.
After the license file has been downloaded, go back to the License screen again. Click Select and My Documents folder is open,
locate and select the license file and then click the Open button to open the file; and the license is renewed or updated.
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4.3.2 Through Exact Customer Portal
Log on to the Customer Portal by clicking on the link at the top of the Exact Software website at www.exactsoftware.com (see below).
A logon screen appears. Enter the Customer code as the User name, Password and eweb as the Domain. If the Domain field
does not appear enter eweb\ before the Customer code, e.g. eweb\2574647 (as shown below). And then click OK. Refer to
5.5.1 Password and logging on on how to obtain the customer password.
Click the My account data link on the top-right corner, then click the required
license link. A License voucher link appears in the webpage that follows; click on
it and then click on the download button at the bottom of the next webpage.
Remember not to change the elc file extension of the license, because Exact
Globe 2003 looks for elc when installing license. The new license file has been
downloaded to the default directory of My Documents in the local drive.
After the new license file has been downloaded, start up Exact Globe 2003 and open the company database whose license is
to be renewed. Go to [File, License update…] and the License screen appears. Click Select and My Documents folder is open,
locate and select the license file and then click the Open button to open the file, and the license is renewed or updated.
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Once the license file updating is completed successfully, the system will notify the user. But in the rare occasions that the
system notifies otherwise, i.e. the license file is not updated, customers are advised to:
• Call Exact International Support on +31 15 251 5130; or
• Contact any Exact Software Reseller they are affiliated to; or
• Submit a request for service via the Exact Customer Portal
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82 SECTION 4 | MANAGEMENT
SECTION 5
Generally the list includes release notes and help documents. The release notes provide information of the improvements on
the functionality of the progressive batches or releases of the software. The help documents provide information about
functionality. These can take the form of FAQs (frequently-asked questions) or How-to documents.
The functions of the buttons are the top toolbar are described below.
Click to go to the web start page for a module related to the functionality
Click this for the following search screen to search for the required documents.
Various search
criteria about the
documents are
available including
Subject, Text, ID,
Main category,
Category,
Subcategory,
Language, Type,
etc.
Language: - click to select the required language; choices of language available depend on the help screen appeared.
The first option accesses the offline list of release notes of the last update in the system, while the latter two options access the
online list of release notes of the latest batch via the internet.
To make full use of the services provided by Exact Software, we strongly recommend our customers to enter into maintenance
agreements with us. By entering into a maintenance agreement with us, you are not only guaranteed of our full technical
support, but also you have free access to our latest version of the Exact products you have purchased.
To enter into a maintenance agreement with us, just complete the License and maintenance registration card in the enclosed
booklet entitled Exact license and maintenance conditions and send it to Exact Software.
While we endeavor to make our manuals and references as useful to our customers as possible, should you still have queries
after referring to them, we would advise you to contact our International Support department. The various ways to reach the
International Support department for personalized service are as follows.
The International Support department can be reached for support by phone on +31 15 251 5130 during office hours of 08:30
a.m. to 05:30 p.m. (Central Europe Time) Monday to Friday.
Our experience tells us that frequently it is not convenient for customers to call during the day. Therefore we provide support
over the internet. Just send your queries through our website www.exactsoftware.com anytime that suits you, and our
International Support staff member that is experienced in and knowledgeable about the relevant aspect of the software will
answer your queries. Exact Software is committed to provide a proper answer or workable solution to any query within one hour
during office hours (08:30 a.m. to 05:30 p.m. CET, Monday to Friday).
To access to the support, click Contact Us at the bottom of the main webpage (similar service is also available by clicking >> Go
to site at the bottom under the INTERNATIONAL SOLUTIONS heading).
Exact Software has appointed over 400 authorized Exact Software Resellers all over the world. These resellers have support
specialists who have been trained and certified by Exact Software so that a high standard of service for our products is
guaranteed. If you are a customer of our resellers, go to them for support. Besides providing high-quality software support,
these centers can also offer consultancy, sales and hardware support services. It is quite assuring to know that your IT support
provider is an expert that can support both the hardware and software of your IT systems.
The following webpage relating to Exact Software Resellers worldwide is available by clicking the links of About Exact Software
(at the bottom of the webpage) and global network of resellers in the text of ABOUT EXACT SOFTWARE.
There is a Customer Portal link (in the header) on the Exact Software website www.exactsoftware.com Customer have a full
range of services and supports from the Customer Portal.
The details of some of the services and support available at the Customer Portal are described in the following.
A password is needed to log on to the Customer Portal. Any request including that for the password can be made through a
phone call and via the internet to International Support or any Exact Software Reseller as mentioned earlier in 5.4 Personalized
service.
Once the customer code and password are available, just click to Customer Portal link on the Exact Software webpage to log
on. A logon screen appears. Enter the customer code (e.g. 2574647) as the User name, then the password and eweb as the
Domain as follows. Notice that the password is case-sensitive.
If the logon screen is without the Domain field, enter eweb\ before the customer code for User name as follows.
Notice that there are five main links (to right-hand corner); and they are: Support, News, Reports, My account data and Settings.
The News link accesses to the latest news about Exact's products and their versions, and services. And the Reports link
accesses to reports relating to your (the logon customer's) account with Exact. Other links are described in the following.
Among the extensive search facilities with the Customer Portal are request search and document search. The two search field-
boxes appear on the left edge of the webpage below the logo of Exact e-S
Synergy (see image above). Exact e-SSynergy is another
sophisticated software application developed by Exact Software that provide integrated workflow solution that powers the
Customer Portal and other portals for resellers, suppliers and employees (refer to 6.3 Exact e-Synergy, the ultimate workflow
solution for more information).
Enter the number or keywords of the request or document to search for in the field-box and click this to search for the
request or document.
Another useful feature provided by Customer Portal is the My account data link for Exact's customers like you to access their
accounts with Exact. Click the My account data link to access the customer card. The My account data webpage is similar to
the one shown below (for a demo license).
The answers to some of the frequently asked questions relating to the optimized use of the Customer Portal are given below.
Click the Settings link for the following screen. Select the required language via User-d
defined: field under the Language
heading; and then click the S-SSave button to save the new language set.
Case-sensitive: Passwords are case-sensitive hence ensure the right cases are used with entering passwords.
To create a new contact person, go to the My account data webpage, click the New link on the right of the Contacts heading.
In the next screen enter the data of the new contact. Notice that fields with red exclamation marks (!) are mandatory to be filled
in. Once completed, click S-S Save to save the new contact.
Click the link of the required contact person (e.g. Norizah Ali) to access to the record of the contact person for editing.
In any of the Customer Portal webpage, click the Support link and the following homepage appears. As shown online support
available are (provided with links) Frequently asked questions, Technotes, Web support, Products and prices and Downloads.
Instead of clicking the link to open the webpage, right-click on the required link for the following menu and select Open in New
Window. The webpage will open in a new window allowing you to see as many web pages as you like at one time.
The Customer Portal is a very useful source of information and downloads for Exact Globe 2003. It will be convenient it is added
as a favorite site for easy access. To do that, at the homepage of Customer Portal, select Favorites at the top menu bar, and
then select Add to Favorites… The following screen appears.
Enter an appropriate name for the website, e.g. Exact Customer Portal and then click OK to complete the process. After that,
you can access to Customer Portal by selecting Favorites at the top menu bar and then Exact Customer Portal, or display the
favorite website list in the left window by click the Favorites button and then select Exact Customer Portal.
Exact Software
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SECTION 6
6. Exact Software
Exact Holding N.V. incorporated in Delft, the Netherlands, listed in the Euronext Amsterdam stock exchange since June
1999, is a world-class provider of ERP (enterprise resource planning) solutions, especially to the small- and medium-sized
businesses, and also divisions of multinational corporations. The ERP products it provides are total and integrated
solutions that encompass all facets of business namely, accountancy and finance, human resource management and
payroll, customer relationship management and sales, logistics and manufacturing, and project and service management.
Besides their wide-ranging functionalities, Exact Software has also designed its products to be rapidly and easily
implemented. As a result, its products have gained acceptance worldwide, enabling Exact Holding N.V. now to operate
branch operating companies employing over 2,000 employees in over 60 countries spanning six continents of Europe,
Asia, North and South Americas, Africa and Australasia. Together with over 400 resellers worldwide, it serves customers
who speak 33 different languages in more than 100 countries.
Exact International B.V., a subsidiary of Exact Holding N.V. is purposefully created to serve primarily multinational
corporations which have made the wise choice of employing Exact Software solutions for majority of their subsidiaries if
not all. A dedicated account team is assigned to each of these corporate customers to establish close collaboration with
its internal team to implement the solutions and support its subsidiaries. These account teams are also responsible for
supporting customers in implementing the Exact Software solutions in their international operating companies worldwide.
The global network of Exact Software is capable of providing sales, implementation and technical support by it local
employees worldwide wherever the customer is.
While Exact Software is primarily known for our world-class ERP and workflow software solutions, the added value we can
provide to our customers extends much beyond that. We always strive to add value by finding ways for our customers to exploit
the capability of Exact Software products to achieve the maximum business benefits. As such, we provide consultancy service
to fine-tune our products to fit our customers' specific operational conditions to assure best possible solutions for their
business needs.
While the standard Exact Software products generally are able to cater all generic operational needs of the majority of
businesses, there are always special requirements by some customers. These special requirements can be for the customers
concerned to gain competitive advantage over their competitors. As a truly customer-focus company, we have established the
Exact Custom Solutions team. Together with our specialized custom solutions partners, Exact Custom Solutions team provides
customized solutions for these special customers. The extent of customization we offer ranges from simple adaptations to the
standard packages to developing certain functionalities anew. As the customizations are done on the standard packages,
which we are very familiar with, the development time involved is usually short making the customization efforts financially
viable to the customers.
While Exact Globe 2003 is a fully integrated ERP solution developed from the latest technologies, its capability can further
be enhanced by incorporating another Exact Software product, a web-based application, known as Exact e-S Synergy — the
ultimate workflow solution. As an Exact Software product, it goes without saying that Exact e-S Synergy can be fully
integrated with Exact Globe 2003. The use of Exact e-S Synergy facilitates better employee communication and hence
cohesiveness among them improving their overall productivity. Using Exact e-S Synergy therefore leads to substantial
efficiency improvement and cost reduction.
How can Exact e-S Synergy provide added value to Exact Globe 2003 users? The following is only a short list of the additional
enhancements brought by integrating Exact e-S Synergy with Exact Globe 2003.
• Through Exact e-S Synergy all information of Exact Globe 2003 can be accessed via the internet from anywhere easily and
real-time. All authorized employees can access to data on customers, projects, items and employees in the system
anywhere, anytime. Like Exact Globe 2003, only authorized employees can access the information, hence security is
again assured for Exact e-SSynergy.
• Exact e-SSynergy enables performing of processes via the internet, e.g. registering hours realized or performed, hence
providing greater convenience.
• Exact e-SSynergy is the ultimate solution for managing workflows in all business processes. Day-to-day workflow
processes including handling complaints, and requests for brochures, services, tasks and training can be executed
quickly and easily.
As mentioned earlier, Exact e-S Synergy facilitates communication and hence the cohesiveness among the employees, but that
is not all it can offer. Such direct communication linkages with external parties can also be established through internet portals.
Through these secure portals relevant information can be shared with customers, partners or suppliers. An example is of course
the Exact Software own website of www.exactsoftware.com. The various portals including the internal Employee Portal are
available in the header as shown below.
Among the distinct advantages of Exact e-S Synergy is that it provides structured management to the otherwise unstructured
information from documents. Through this structured approach to information flows, knowledge management has become
straightforward with Exact e-S
Synergy. Attributing to, among other innovations in Exact e-S
Synergy, the integration with Microsoft
Office, now the unstructured information can be readily accessed, without wasting pointless searching time, by anyone, anytime
network-wide internally and externally by simply sharing Microsoft Word documents.
Exact e-S
Synergy is designed to have information it manages updated real-time, and as an extension of the user company's
information system, the website will have all its information, irrespective of whether it is news items, product catalogs, contact
information, job vacancies, etc., updated to the latest every time the screen refreshes.
Besides sharing documented information, it is essential that workflow information is shared among employees for efficient
execution of tasks and projects. With Exact e-SSynergy employees can access the planners of fellow colleagues, so that workflow
plans are better understood and coordinated. Such coordinated workflow information allows easy monitoring of progress and
making the necessary changes to implementation plans, improving on-time completion of tasks and projects. Besides integrated
with Microsoft Office, Exact e-S
Synergy is also fully integrated with Microsoft Exchange and Microsoft Outlook enabling users to
manage their planners and e-mails readily. Exact e-S Synergy is even designed to allow information be accessed with mobile
devices including PDAs (personal digital assistants).
While the information of the different company databases in Exact Globe 2003 is isolated, with each company has its own
customers, projects, products and services; the information managed via Exact e-S Synergy, ranging from consolidated
financial reports to organization-wide projects, is accessible by all these companies. With Exact e-S Synergy, every
subsidiary company has access to information of all the customers, projects, products and services of the entire parent
corporate organization. Exact e-SSynergy provides you a single central system, making the usual every subsidiary maintains
its own system a thing of the past.
Is your company interested to move ahead to be a real-time enterprise? If yes, try Exact e-S
Synergy. Contact the Exact Software
in the Netherlands on +31 15 251 5580 or any local Exact Software office or reseller.
Exact e-S
Synergy — the ultimate workshop solution.
Reader's Feedback
Product Type Exact Globe 2003 Version 360 Item Code SME0114EN
User Manual Type Getting Started
Exact Software welcomes your comments and suggestions on the quality and usefulness of this publication. Your input is an important part of the information we use for revision. Please take a few minutes of
your time to read through the document to be evaluated as thoroughly as you can. Then use your fair judgment to rate the evaluation criteria in the questionnaire basing on the following five-point scores.
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2. Professional - has high standard 5. Not acceptable - definitely needs a rework
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