EVE Enhancements Servicing Enhancements

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1 EVE Enhancements 1.1. Servicing Enhancements Service Bookings now have an additional tab called Cylinder Specific Information. You can use this to add extended information relating to cylinder inspections. In addition, extra information can now be added for cylinders on the new Cylinder Specific Information tab on the Equipment form.

2 A new Send To New Service Booking button has been added to the Equipment form so you can quickly create a service booking for the item. Barcode and Ref# are now always visible on the Equipment form even for Customer items. On Service Bookings the price can now be altered in the Service Parts grid. This is carried over to the shopping basket when the booking is sent to an Invoice. You can choose which staff members can override prices using the Can Manually Override Service Part Prices privilege. A new Completed Today link has been added to the bottom of the main EVE form when the Services module is active. When clicked this shows Service Bookings containing at least one item that has a Work Ended date set to today Sales Enhancements In previous versions there was one privilege that could be assigned to employees to indicate they were allowed to choose a Discount Band in the Invoice Shopping Basket. That has been extended so there are now 3 different levels of manual discount band privileges. You can therefore, e.g. allow a new employee to give low level discounts (e.g. 1% off), while the office manager can give medium level discounts (e.g. 5% off), while you, the owner, can give any discount you want. Indicate which privilege must be assigned for the discount band on the Discount Band form in the Inventory section.

3 Set the discount level for a staff member in the Sales section in Security Privileges on the Employee form. The stock item description in the shopping basket now includes the name of the Customer for whom a multi-sale item was purchased. When an Invoice is updated from one invoice type to another so the Ticket number changes, the original ticket number is now written to the Invoice Notes. Due to tighter restrictions being imposed by credit card companies, EVE no longer supports the ability to save full credit card details to the Invoice when a credit card transaction is processed.

4 EVE will still save the last 4 digits of the card. Card details can be saved in full using the Credit Cards section on the Customer form. These are strongly encrypted the database. It is OK to store them on the Customer form since the details are not being saved as part of a live transaction or settlement. Due to the same new credit card restrictions, EVE is phasing out support for PC Charge. It will continue to support X-Charge ( and will now also support Transport from Merchant Warehouse ( ). Both systems offer competitive rates. Cost Center and Store columns have been added to the History tab on the Accounts form. If a sale of item(s) whose stock type is marked as For Rent is made to the.rental..equipment. customer, the item(s) will now be added into rental inventory. A new Balance <> 0 (i.e. not equal to zero) option has been added to the Account Search form. This lets you search on Accounts that have a non-zero balance. The total Accounts Receivable balance held by a customer is no longer held on the Customer record on the database. Instead, EVE calculates the value by summing the balances on all open accounts held by the customer. This has 2 advantages: 1/ there is less redundancy of information, 2/ in a franchise type multi-store environment where each store is independent of the others, but customers are shared, the accounts balance can be configured to show the total at each store rather than the total across all stores. Compound Store or Default Store mode can be used if you want to see the total across all stores. In previous versions of EVE, if you went into the Sales module, searched on a name, using lower case or even all upper case, if the name wasn t found on the data base then when you clicked New the person was entered into EVE with whatever case was typed in. Now, the character casing defined on the Customer form will be used by default this is: first character upper case, subsequent characters lower case. A new text box has been added to the Customer Type form called Invoice Text. Information in that box will be printed on receipts if the invoice s customer has that customer type. A text box must be visible on the Receipt print layout called CustTypeNotes

5 Once an Account has been saved, it is no longer allowed to change the account owner. When defining Quick Notes text on an Invoice, Rental Booking, Service Booking, etc. (i.e. by right clicking on one of the small note icons) it is now possible to add <CR> into the text. When printed, a New Line will be inserted where <CR> appears in the text. EVE can now be configured to show a PopUp note if the customer that was just added to an Invoice has an outstanding Quote. To turn this feature on, open the Options form (by clicking Tools then Options), click on the Customers tab and then the Popup Notes tab. In the list at the bottom, put a tick in the Quote box. A new Settle Account button has been added to the Accounts form. EVE can be configured to send sales information to QuickBooks. As part of the configuration process you must assign a QuickBooks account to each of EVE s Profit Centers, Payment Methods and Tax Bands. Usually it is convenient to assign the same account to multiple profit centers or payment methods, etc. In previous versions of EVE this resulted in multiple General Journal entries being created in QuickBooks. It is now possible to configure EVE so that only one such entry will be created. You do this on the Options page of the QuickBooks Setup Wizard which is accessed by clicking Tools then QuickBooks then Setup Wizard.

6 When accepting payment by Gift Certificate it is now possible to type in the gift certificate number rather than having to choose it from a list Printing Enhancements When printing to , a simple MailMerge of form fields can now be applied so the Subject and Body of the default (defined on the Report Type form) can include e.g. Please find your %DataType% #%Invoice#% attached. which will appear as e.g. Please find your Invoice #876 attached. The ability to have print layouts available for multiple report types in the printer dialog has been added. This is useful on e.g. Search forms so the print button at the bottom can print layouts relating to the result grid as well as to each item in the grid. As a consequence, the Print Selected Items and Print Results Grid options on the results list popup menu have been amalgamated into a single Print option.

7 A new field type can be used on the Print Layouts form (accessed by clicking Tools then Print Layouts). It allows a field to be added to the layout with some associated SQL. It can be used to add information to the print out that is not provided by the default print routine e.g. you could add CertLevel to the printed receipt. On the Print Layouts form, the Font dialog will now display the font of the currently selected field. On the Print Layouts form, multiple field elements can now be highlighted and dragged as one unit to reposition them. Print Layouts are now Store specific. This is to cater for multi-store locations of the franchise variety. In this case it is not allowed for one store to affect the print layouts at another store. As with other types of data, you can choose which layouts are visible at each Store (using the Data2 tab on the Stores form). So, if you want layout(s) to be visible across all stores in the enterprise, you can set it up that way. The feature whereby different currency values can be printed on reports has been extended. In the past, Totals on the Receipt print out were the only values supported but this has been extended so that any field with a Format of Currency on a print layout can be duplicated to appear in other currencies. E.g. the UnitPrice field can be made to show it s Euro equivalent by creating a text box on the print layout called UnitPriceEuros assuming you have a Currency on the database called Euros. In previous versions, if the stock item description was too long when a label was printed to a Zebra printer, the description wrapped to the start of the line and overwrote information already printed. Now, a maximum number of characters can be specified and any text after that will be truncated. Define the values by clicking Tools then Labels then Configure EPL Printer.

8 When you click on the button next to the printer name on the Printer Dialog box, you will now see a pick list of installed printers rather than the old style Printer Properties form. This is for compatibility with Windows 7. In the past, when certain items were purchased (Gift Certificates, Gift Cards, Courses, Trips, Room Bookings, Rental Bookings, Service Bookings) you could choose whether to print the item at the point of sale (e.g. you could choose whether to print the Rental Agreement or not). This has been extended so you can now choose which Print Layout to use by default. You set this on the Options form by clicking Tools Options This PC then click the Sales tab then Print Action. The layout can be chosen in the right hand column. A Print Layout has been added for the Multi-Sale form, so you can e.g. print out details of dates/times air-fills were used, etc Customer Enhancements A new All Items Purchased item has been added to the Sales Related section on the left of the Customer form. This lets you see more easily all items purchased by the customer. The redundant Club Officer section has been removed from the Club tab of the Customer form On the Wizard, the last Outlook folder used (e.g. Drafts) is now saved and recalled next time the Wizard is used. This avoids the necessity of choosing the same folder each time you use the Wizard.

9 Swipe text boxes have been added to the Customer Search form and Customer Data Entry form. These can be used in several ways. Method 1: EVE can be configured so that the Swipe text entered onto the Customer Data Entry form is saved to the database. You can then use the Swipe box on the Customer Search form to find the customer quickly. You could swipe any barcode or mag-stripe into the box e.g. the customer s drivers license or club card but beware of data protection laws in your region it may be illegal in your region to save some types of customer swipe information in this way! Method 2: configure EVE so that when you swipe a card on the Customer Data Entry form, information contained in the barcode/mag-stripe is decoded and automatically entered into other fields on the form. E.g. if the drivers license contains the person s name, that information could be extracted and automatically entered into the First Name and Last Name fields. Because world-wide, swipe information can be stored in any number of formats, you will probably need to get ISSYS to configure EVE so information can be extracted properly for the types of cards you intend to swipe. We will charge for this service. To determine which mode EVE will use to handle swipe information, use the Customers tab on the Options form. In a similar way, Swipe text boxes have been added to the Employee Search form and Employee Data Entry form. This works in the same way as for Customers but there is one additional feature for Employees. You can configure EVE so that the Employee swipe information can be used to login or clock in. It is now possible to import an Account Manager for each customer as part of the Excel Customer import. The column containing the name of the account manager must be titled Account Manager. Account Managers were introduced in EVE5.5 and allow a staff member to be assigned to one or more customers. This can be useful for a number of reasons including 1/ in the slow season staff members can call/ customers they are responsible for to inform them of special offers, etc. 2/ resorts may assign the rep to customers that were introduced by them so commission can be assigned, etc. On the Customer form the button will now launch the Wizard rather than the old New form. This means you can more easily send standard pre-defined s to customers. If you liked the original way this worked, EVE can be so configured please contact ISSYS for information on how to revert.

10 During the import of Customer records from Excel, if there is an A/R balance figure included for a particular customer, the Import routine will now add a back-dated invoice of the same amount for data integrity reasons. The ability to remove customers in bulk from a mailing list, customer type or tax exemption has been added. This could be used for example, to find all customers whose club membership is expiring today, and remove them all from the Club Member customer type. To use the new feature, select one or more customers in a search list, right click on the selected area and click Remove. On the Dive Profile form (accessible from the Customer form), it is now possible to enter the Duration of a dive rather than having to calculate the Time Out. If Duration is entered, EVE will calculate the Time Out for you. Conversely, if Time Out is entered, EVE will calculate the Duration Reporting Enhancements A new Sales Report has been added called Charts. This lets you produce Bar and Pie charts for all sales in a specified period i.e. not just for a particular stock type, manufacturer or stock item. A new Course Enrollments by Month report has been added that shows the number of students registered on courses in a certain year. Access the report by clicking File then Reports then Courses.

11 The Account Statement Report (accessed by clicking File then Reports then Sales) can now be made to show items purchased on account (rather than just the invoice number). The Sales Reports - Account Statements2 layout must be used when printing. In addition, you can now choose whether to include accounts where there was no activity in the report period. When printing Closing reports, EVE will now show the dates included.

12 For those that use the EVE Auto- Agent to automatically send s on a pre-set schedule, a new on-click report has been added to EVE so you can see a report of which s have been added to the queue in the specified date range. You can access the new report by clicking the UI button at the top right of EVE and choosing the Administrator interface. Then expand the Customers node on the left and click Auto- History 1.6. Purchase Order Enhancements For those locations that use EVE to manage a distributorship (i.e. that sell items to other stores), a new B2B (Business To Business) feature has been added. The store that wants to order goods from you will create a PO in EVE as usual. When they save it, they will see a new B2B tab on the Printer form. When they use that, the PO information will be written to a file and added as an attachment on an addressed to you. When you receive the , you can use a new Import B2B routine on the Options button at the bottom left of the Invoice form to import the contents of the file onto a new Invoice. If the EVE user is in Store 1 and receiving a Delivery on a PO created for Store 2, a prompt will now be shown. This is to prevent the receipt of items to the wrong store. A Total can now be made to appear on the PO Delivery print out by adding a TextBox called GrandTotalCostPrice A new Barcode field has been added to the PO Delivery form. You can use this to swipe a barcode when receiving goods to easily increase the value in the Qty Received column.

13 When Cloning a PO, there is now a prompt so you can use either the original quantities or outstanding (back-order) quantities. A Warning message will now be displayed on the PO Delivery and Stock Item forms if you try to add items into inventory with a zero Cost Price. This is to help alleviate issues when running profit reports at the end of the year caused by the erroneous addition of inventory with zero Cost Other Enhancements A Tooltip has been added to the Image box displayed on the PIC form so you can see what the image name is A History tab has been added to the Stock Item form. Use this to see all sales of that item In previous versions, there were 2 buttons at the bottom right of Data Entry forms called Save and Close. Those are still present, but it is now possible to configure the Save button so it Saves and Closes the form with one click. To set this up, open a Data Entry form (e.g. by clicking New Invoice), click the Options button at the bottom left (the button with a hammer and wrench), click Action When Save Clicked then On New Record then Save and Close form. Repeat for the On Existing Record if you wish. A Skip button has been added to the AutoMerge feature. AutoMerge can be used on e.g. the Customer Search form, to instruct EVE to locate and automatically merge customers that have the same name and Address Line 1. EVE prompts before merging (unless you tell EVE to continue without prompting), and the Skip button appears on that prompt so you can tell EVE not to merge specific customers. A Google Link Builder option has been added to the links menu (accessed by clicking Links then Other Websites). This launches the following site: and has been

14 added for use with the EVE Newsletter service. The site lets you generate links that can be used in your e-newsletter so you can later get reports of which pages on your website were visited as a result of the recipient clicking on specific links. Data Entry and Search forms have been added for Holidays these let you highlight certain days on the Calendar e.g. Christmas, Thanksgiving, etc. To create a new holiday, click File then New then Data then Holiday. When using EVE OnLine, it is often convenient to link certain stock items together if they represent different colors and/or sizes of the same item. That way, only one item is displayed on the web site and the user can choose which color and size they want. To make it easier in EVE to see which stock items have been linked, a column can now be added to the Stock Item search results grid indicating P (=parent i.e. item(s) are linked to it) or C (=child i.e. it has been linked to another item). To add the column, click on the Options button (i.e. the one with the hammer and wrench) on the Stock Item Search form and click Customize Columns. Put a tick in the Parent/Child box, click OK and repeat your search. To permanently include the column in search results, click the Options button again and then click Save column sizes and positions.

15 The ability has been added to apply the image(s) and/or notes from a parent stock item to its children. To do this, select item(s) in the grid on the Details page of the stock item form and right click. There are 2 new options on the popup menu. For users of EVE OnLine: The Stock Type form has a new Search Engine Tag text box. You can enter keywords into here that will be added to the appropriate page in EVE OnLine (e.g. if you add a tag to the BCDs stock type, the tag will be added to the page in EVE OnLine that is displayed when the user clicks BCDs in the Category list). This will let Google and other search engines better index your site so you will appear higher up in search lists.

16 It is now possible to drag fields from Search forms onto the main EVE Toolbar. E.g. if you find you are frequently wanting to search for Invoices based on the Invoice #, you could drag the Invoice # field onto the toolbar. Then, you do not need to open the Search form to perform a search just enter the Invoice number into the Toolbar field and press Enter. To remove a search box from the toolbar, set focus to it, hold down the Alt key and press Delete on your keyboard. In previous versions there was one privilege that governed whether employees could use the Options form or not. This has been extended so there is one option for each of the 3 ways the Options form can be loaded i.e. All PCs, All PCs at This Store, This PC Only. This was done to cater for multi-store locations of the franchise variety where it is OK for an employee to change options that affect their own store but not OK to make changes to all stores. It is now possible to configure EVE to force an Upgrade of the program if the version of EVE installed is older than the version of the database being used. This is useful in locations where there are a lot of PCs. You can put the setup program on the network and upgrade one PC. When other users start EVE on their PC, they will be forced to upgrade to the same version before they can use EVE. In previous versions, if a pick list contained a lot of items (so scroll bars are shown), the highlighted entry was always the bottom one in the list so you had to always scroll to find an item below. This has been changed so the highlighted item will appear in the middle of the listbox. It is now possible to remove menu options from the main EVE form if they are never used. Please contact ISSYS for information if you would like to do this. Customer and Employee columns can now be added to the Course and Trips Search results When a Stock Type is deleted it is no longer necessary to delete any Sizes linked to it first.

17 When a Stock Type is Cloned, the Sizes and Rental Prices from the original record are now cloned as well. When an item of Rental Equipment is cloned, the Rental Prices from the original record are now cloned as well. More Info text boxes have been added to the Course and Trip forms. These can be used to hold an address that a customer will click on to request more information about a particular course or trip if you have purchased the Activities Widget add-on to EVE OnLine. The Activities Widget can be embedded in your website to show real time course and trip activity in the store. In previous versions of EVE, the Excel file used to import Customer information could contain a column called Credit containing a currency value indicating the amount of in-store credit the customer has. This has now been replaced by an equivalent column called ARBalance. Where the value was negative in the past to indicate an amount owed by the customer to the store, that figure will now by positive. E.g. 100 indicates the customer owes $100 to the store. Store Name and Store text boxes have been added to the Certification form. These were added primarily to accept information from the DSD import files provided by PADI. With a little manipulation, the PADI DSD files can be put in a format that can be imported using the File Import Excel Customers feature in EVE. Spreadsheet columns with headers CertStoreName and CertStore will be imported into the 2 new text boxes on the Certification form. You can then use the new Auto- job also provided in EVE5.6 to automatically those DSDs about your OW schedule. Room Bookings have been renamed to Resort Reservations. New EVE Auto- Agent Jobs added: 1. Info about the OW course you enrolled on today. Can be used to automatically Open Water course information to new students when they enrol. 2. Info about the trip you enrolled on today. Can be used to automatically trip information to customers. 3. Welcome New Customer. Can be used to send a welcome to new customers. 4. Thank you for shopping with us. Can be used to send an to customers that purchase goods worth $20 or more (the value can easily adjusted e.g. if you only want to send the if > $50 was purchased).

18 5. Welcome to the underwater world of Diving. This can be used to automatically send an to DSD students that live in your area whose information was imported using the Excel sheet provided by PADI. A Join Goto Meeting option has been added to the popup menu accessed by clicking the EVE icon at the top right of the program. Three User Defined boxes have been added to the Stores form. You can use these to hold whatever information you want about the Store. You can right click on the Label next to each one and then click Translate to enter a description for the information that will be entered into each box. Two new options have been added to the Staff Members tab of the Options form. These let you show the Staff Desktop each time an employee logs on or clocks on. Previously the options only let you show the Staff Desktop at first logon or clock on. A new check box called Show Package Page in EVE OnLine has been added to the Package page of the Stock Item form. When a package is purchased in EVE OnLine (the e-commerce add-on to EVE), if the box is checked, a page will be displayed so the user can choose from the package options. If the box is not checked, the default package items will be automatically added to the shopping cart without giving the user a choice. This could be used e.g. for an OW course package that includes the Crew Pak and PIC. A new privilege has been added called Can Use Data and Data2 tabs on Store form. This privilege is assigned by default to all employees in the upgrade to EVE5.6 so if you don t want people to have access to the Data and Data2 tabs, remove the privilege from those people. The Data and Data2 tabs are only relevant if you run EVE in Default Store or This Store Only mode rather than Compound Store mode. Look at the bottom right of EVE to see which Store View is being used. A new set of privileges has been added called Can Use Store View. One privilege of this type is present for each data type in EVE e.g. Invoices, Customers, POs, etc. If the privilege is set, the employee that is logged in will be able to change the Store View at the bottom of the equivalent

19 Search form. E.g. if they have the Can Use Store View: Customers privilege, they can change the Store View at the bottom right of the Customers search form. This was added for multi-store franchise enterprises. By default, each franchisee should only be able to see their own customers, but certain privileged employees may be allowed to view customers at all stores. On the Equipment Item search form, the options to choose whether to search on rental and/or customer equipment have been moved from the Details tab to the General tab. Now, when the form is loaded from the Data module in EVE, both options will be checked by default. Obviously, you can remove the tick from either box before searching. As before, if you load the search form from the Rental Booking form, only rental equipment will be searched. 2. Issues Resolved The Stock No, Color and Size columns on the Label Queue table in the database have been extended to match the equivalent columns on the Stock Item table. An issue has been resolved relating to the way that new Day Trips are auto-linked to stock items. A problem occurred if e.g. a boat was specified on the day trip but not a destination and a stock item rule existed where destination was specified but no boat. If the Calendar is configured to show one or more DayViews, they will now show Today s information when the Calendar is first opened. In previous versions of EVE, if a TicketNo TextBox existed on the Receipt layout it clashed with the TicketNo TextBox in the CreditCard section. An issue has been resolved relating to the Update Cost Prices routine in the Excel import: Previously, if there were 2 stock items with the same StockNo the routine only updated one. In previous versions of EVE, the CostPriceLevel entry on the Prices tab of the Stock Item form was grayed out but still editable. If you changed it, it showed a Discount Band picklist. The box is now read-only. In previous versions of EVE, there was an issue with the way that customers were moved between courses or trips. Under some conditions, the customers could be removed from both trips. This has been resolved.

20 In EVE 5.5. the method that duplicate Stock Items are reported was enhanced so the duplicates could be easily viewed. However, a bug meant that a duplicate was always reported when the Stock # or Barcode # on an existing item was changed. This has been resolved. In previous versions of EVE there was a bug in the Sales Search Wizard that resulted in an error being shown if, on the Payments/Items tab you chose Payments and Customers, on the Invoices tab you chose a Store an Employee and a Status and clicked Search. This has been resolved. In EVE 5.5, when recurring Staff Schedules, check boxes erroneously appeared at the bottom of the Recurrence form relating to Stock Items. Those are only relevant when recurring courses and trips and are now hidden for staff schedules. In previous versions of EVE, when configured so the sales clerk is logged off on completion of a sale, the invoice form was cleared and left open. However, the original sales clerk was still shown on the Invoice form. When another clerk logged in and began a sale the former clerks name was still on the form resulting in the former clerk getting commission for the sale. This has been resolved. In previous versions of EVE it was possible to manually change the Tax Amount on a Quote. This has now been changed so the only way to change the Tax is by choosing a different Tax Band. A bug in the Recurrence feature has been fixed that resulted in events being created a day ahead of schedule when using e.g. the Fourth Thursday of every month option. In previous versions of EVE, a bug resulted in EVE nodes being turned back on if you made changes to the Customer nodes tab on the UI Config form without visiting the EVE nodes tab. This has been resolved. In previous versions of EVE, the results columns showed information that did not correspond to the column header when a customer search was performed after entering a Group Name in the search criteria. This has been resolved. A bug in the way that commission was calculated on course and trip sales has been fixed. A bug that resulted in an error when importing stock items (using the Excel Import routine) when no Customer Types are marked as Discountable has been resolved. A bug when merging customers in EVE that have items in their EVE OnLine shopping cart has been resolved. In previous versions of EVE, if you updated a Customer, they were moved to the active store. Now, they will remain in the store in which they were first registered. In previous versions of EVE, Rental and Service bookings were updated to remove the Invoice # if a Refund was started but then cancelled before completion. This has been resolved. A bug has been fixed that prevented the Update Multiple Rows feature from working properly on Purchase Orders and PCs. The Delete menu is now disabled on the Options tab of the Course/Trip confirmation form. In past versions of EVE, if you set the Next Service Date on a Service Booking, when you added the booking to an Invoice, the value was ignored and the default Next Service Date was displayed as the default value. This has been resolved. The Cloning of Courses has been improved so Module dates are applied to the new Course. An issue has been resolved that prevented searches from working properly on customers with birthdays in the Next X days when the search was performed at the end of the year and extending into the new year. In previous versions of EVE, stock item columns were missing in the Sales Invoices By Shipping Status Un-Shipped section in the Administrator interface. These have now been added. The Copy to clipboard routine (accessed on a Search form by performing a search, highlighting some entries in the results grid, right clicking on the selected area an clicking Copy) has been improved so all information shown in the results grid is copied.

21 In previous versions of EVE, if you opened a PO Invoice, changed the Payment Date in the grid, saved, closed and re-opened the PO Invoice, the default date was still shown. This has been resolved. There is an important customer in EVE called.rental..equipment.. This customer owns rental equipment. In previous versions of EVE it was easy to delete this customer which resulted in errors later when trying to enter rental equipment. Deletion of this customer is no longer allowed. A new privilege called Can See Invoice Total on Search Form has been added to the Sales section of the Security Privileges grid on the Employee form. This lets you configure which staff members get to see the Total at the bottom of the Invoice Search form. When importing Supplier information using the Excel import routine, the store specific information will now be updated if the supplier being imported already exists.