Nwandlela System Version 2.1 2008
TABLE of CONTENTS
TITLE
PAGE
1. Welcome
1.1. Introduction
2. Getting Started
2.1. Navigation
2.2. System Requirements
3. Customers
3.1. Customer setup and maintenance
4. Suppliers
4.1. Supplier setup and maintenance
5. Inventory
5.1. Product setup and maintenance
6. POS
6.1. Working in point of sale
7. Reports
8. Emails
9. Help
10.Order Placements
11.Invoice Listing
12.Screen Flow Diagram
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Nwandlela System Version 2.1 2008
INTRODUCTION
Purpose of this document
The purpose of this document is to be a user manual for people who need to use the
Nwandlela Database Management System. The user manual will act as a guide to the
users so as to show them how to use the system and all its functions.
Overview of the system
The NDMS is systems that manages data by editing, deleting, inserting data of
employees, suppliers, client/customer and products and services, and also produce
managerial reports whenever needed.
NDMS system objectives
The main objective of the system is to record client, employee and supplier as well as
product and services information. As the system will have daily and monthly reports, it
will be easy to collect stock on hand. The reports will include managerial reports of the
company transactions as well as employee data.
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Design a relevant and user-friendly interface that will allow for easy navigation
between all the forms. The system will have help files that will assist the user with
problems they might encounter during run-time, hence making it easier for the
user to learn and use the system.
The system will minimize the use of stationery such as hand written paper, pen,
eraser etc. NDMS will address this issue by digitally computing them, thus
reducing the time and costs of purchasing the above mentioned stationery.
NDMS will provide an efficient and effective way of assigning employee tasks.
It will automate the stock management process by continuously being updated by
the user as soon as a transaction occurs.
Roles and responsibilities
The system is divided into two parts, a point of sale transaction and administration side.
This means that there are two levels or two types of users, managers and cashiers.
1. Managers
The system managers will have access to the whole system including all administrative
rights. These include
1.
2.
3.
4.
Change of passwords
Addition, deletion, updating of information
Report viewing
Access to transaction
2. Cashiers
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Cashiers can only perform transactions on the system. They do not have administrative
rights.
GETTING STARTED
Installation requirements
Please ensure that you meet the following requirements in order to be able to install and
run the system on your computer.
The installation requirements and hardware and software requirements are as follows:
When
The installation of the fully functional system shall take place only when the client, users
and the department coordinator have tested; users have been trained and are satisfied.
Their satisfaction shall give MASIRE Solutions a go-ahead instruction. The installation
must have taken place before the end of May 2008.
How
The team will first have to visit the client’s physical premises of business to identify the
structure of the building in order to arrange necessary hardware that will best fit at
minimum costs. When every hardware requirement has been met, the installation can take
place.
NAVIGATION
Record Manipulation Icons
Record manipulation is made up of six (6) icons. They are explained below;
1.1 The “Add” icon
This icon is used to add a new record in the CUSTOMER, SUPPLIER, PRODUCT and
the CATEGORIES forms.
1.2 The “Suspend” icon
The suspend icon is used to suspend a record till the user is sure they want to proceed
with it without abandoning it all together.
1.3 The “Close”
The close icon closes the form that is currently open in application.
1.4 The “Edit” icon
The edit icon is used to make changes within the currently opened form, on the records.
1.5 The “Print” icon
The print icon is used for printing the currently viewed information.
1.6 The “Save” icon
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The save icon makes permanent the changes that have been made on the form so that they
are not lost when the form is closed.
Hot Keys
The hot keys are used for short cuts on the system.
Save - Ctrl S – pressing control and s keypad simultaneously on the keypad will save the
changes you made.
Print- Ctrl P – pressing control and p keys on the keypad simultaneously on the keypad
will print the contents of the form.
Tab Button to move to the next field.
System Requirements
Workstation
Hardware
Minimum
Recommended
CD-ROM
RAM
Minimum
SCREEN RESOLUTION
Minimum
Recommended
OPERATING SYSTEM
Minimum
Recommended
Server
Pentium III
Pentium IV
Pentium IV 2GHz or Higher Pentium IV 2GHz or Higher
Required
Required
256MB
256MB
800 x 600
1024 x 768
800 x 600
1024 x 768
Windows XP, 2000
Windows XP
Windows XP,2000
Windows XP
Note:
Microsoft Office integration and email functionality requires that you have Microsoft
Office version 2000 or above running on your workstation.
Starting Nwandlela System
Getting started in Nwandlela requires two activities:
1.
2.
You have to start the application
You have to login as a user
To start Nwandlela, choose the blue Nwandlela icon on the Start menu on desktop. Once
you have clicked on icon, which looks like this;
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the system will start by loading a splash screen then the login screen.
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THE NWANDLELA DESKTOP
Once you login to the application, the Nwandlela desktop displays. The menu and the
tool bar display at the top left and bottom right of the window. They look like this.
Maintaining Data Records
You maintain records using standard techniques in Nwandlela. Once you know how to
create, edit and delete one type of record, you can do the same for all records.
Data Entry
Data entry for the most part is standard. You can enter fields, copy and paste text and so
on, using standard Windows methods.
Backing Up Company Data
Making security copies of your data is essential. The database is stored on your hard disk,
and the hard disk is subject to hardware failure, physical damage from natural events and
theft. The information you store on your database is worth more money than the
hardware you store it on. It is necessary to make copies of your information to prevent
the business from collapsing due to a loss of data.
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Note You must put backup on removable storage media such as CDs or tape drives. A
backup on the same physical computer as the data is inadequate. You should also keep
some of these copies in a separate geographical location to ensure their safety.
We recommend the following backup system:
 Daily backups made onto separate devices, one for each day of the week. Do not
overwrite yesterday’s backups with today’s backup. Using the daily strategy
allows you to go back 5 working days if you have to.
 Additional backups made at the end of the week, again on separate devices. This
lets you go back a few weeks if you have to.
 An additional backup made at the end of each month which you keep for at least
one financial year.
 An additional backup made at the end of each financial year, which you keep
forever.
To back up via Nwandlela, click on the Application Setup menu. Then choose “Backups
and Restores”. Click Browse to select a file path then click on Backup to backup the
system.
Users and Passwords
Access security is a vital aspect of your business processing. You need to ensure that you
allow access to your system by authorized persons only. You should also restrict which
areas of the system each user can access. You can do all this in the Application Setup
menu.
Access Level
Operator
Manager
Administrator
What it does
This type of user can only perform transactions
This type of user has 80% access to the system. The
only thing they can’t do is administrative tasks like
assigning user names and passwords.
This type of user has full access to the system and
can do anything. There must be an administrator
user in the system
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CUSTOMER SETUP and MAINTENANCE
In this section we look at the functions you use to setup and maintain customer elements
and customer accounts. Many of these elements apply to supplier processing as well. The
main function in this process is to set up a new customer account. Thereafter its all about
maintaining that customer’s information so that it is up to date.
Customer Identification
In this process you set up a new customer account by adding a new customer to the
database. Each new customer’s ID is auto generated which means there are no mistakes
like ID duplication as each id is unique. Each id is a 7 digit number.
Contact Details
In this process w capture the contact information of the customer such as their phone
numbers, website etc. The reason for this is because a customer can be an individual or a
company. So you want to get as much information about them that is necessary as
possible.
Customer Record Viewing
Each record that is created can be viewed in the data grid that is above the Identification
and Contact Details tabs. You can manipulate the information to display by choosing to
display either a listing of all records that begin with a chosen field or all records in the
database.
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SUPPLIER SETUP and MAINTENANCE
In this section we look at the functions you use to setup and maintain supplier elements
and supplier accounts. Many of these elements are the same as customer processing. The
main function in this process is to set up a new supplier account. Thereafter it’s all about
maintaining that supplier’s information so that it is up to date.
Supplier Identification
In this process you set up a new supplier account by adding a new supplier to the
database. Each new supplier’s ID is auto generated which means there are no mistakes
like ID duplication as each id is unique. Each id is a 7 digit number.
Contact Details
In this process w capture the contact information of the supplier such as their phone
numbers, website etc. The reason for this is because a supplier can be an individual or a
company. So you want to get as much information about them that is necessary as
possible.
Supplier Record Viewing
Each record that is created can be viewed in the data grid that is above the Identification
and Contact Details tabs. You can manipulate the information to display by choosing to
display either a listing of all records that begin with a chosen field or all records in the
database.
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INVENTORY SETUP and MAINTENANCE
In this section we look at the functions you use to set up and maintain inventory items
and selling prices.
Product Setup
To access this function choose the Products menu option. This form looks mostly like the
previous customer and supplier form with a few differences.
You still need to add the product information of which the identification number is auto
generated. The product id is a four digit number. You can choose whether or not a
product will have the VAT amount added to it or not.
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Category Setup
You use inventory categories to group items together. You choose this function by
selecting the Categories option on the menu.
POINT OF SALE (POS)
The Point of Sale feature gives you the ability to process sales and purchases in a point of
sale environment with features such as:
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A simple sales processing screen
Quote processing
Invoice processing
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The ability to receive payments for sales and print receipts
The ability to print a sales report
POS uses customers, including the cash sales customer account and inventory items from
the products list. POS operators can perform all their work via a single optimized and
efficient processing screen.
You can access this feature by selecting the Sales and Quotations option from the side
icon menu on the bottom left side of the window. It is the one with a shopping basket
icon.
REPORTS
Every system is not complete without a report. At the end of a process, a system should
be able to produce a report to assist management to make crucial decisions. Without
reports, management has no way of measuring the business output. Report Printing
The Nwandlela reporting function allows you to produce a suite of reports for each
function you use. The report printing function has some powerful features which are:
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You have a number of report filters and choices on each report.
You can print reports or display them on the screen.
The system contains a standard layout for invoices, quotations and other forms.
Reports can be printed from any printer a user chooses.
You can view all reports by selecting the Reports option from the main menu. You can
choose which type of reports you want to view from the list of reports that the system
generates periodically.
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EMAIL
Every business relies on the aid of a communication tool to keep in touch with its clients.
This system makes use of an email feature which is integrated with Microsoft Outlook.
You can use this feature to send mail to customers or suppliers.
This feature can be accessed by selecting the Emails option on the main menu.
HELP
The help feature contains a video tutorial with a step-by-step guide on how to use the
system. The tutorial opens up in Windows Media Player by default. There is also a web
based help file should you prefer to read instead of watching the demo tutorial.
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You can access this feature by selecting the Help option on the main menu.
ORDER PLACEMENTS
Orders are specifically meant for ordering of inventory from suppliers. Instead of calling
suppliers to place an order, you can make your order on the system and send it to them.
You can access this feature by selecting the Order Placement icon on the side icon menu.
INVOICE LISTING
This is a list of all invoices from the POS that are still pending. These are available for
viewing before proceeding with printing them.
You can access this feature by selecting the Invoice Listing option on the icon side menu.
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SCREEN FLOW DIAGRAM
Splash Screen
Login Screen
Main System
Window
Customers Detail
Form
Sales Form
About Form
Supplier Detail
Form
Order Form
Help Form
Product
Maintenance
FOrm
Invoice Listing
Form
Product &
Service Category
Form
System Setup
Form
Mobile (Email)
Form
Log Off Dialog
Form
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