User Guide. Copyright 2014 Electrika Ltd. All Rights Reserved.

Transcription

1 User Guide Copyright 2014 Electrika Ltd. All Rights Reserved. Electrika Ltd, P.O Box 129, Manchester M22 4XG Tel: Fax: Website:

2 Contents List Intro Tools Cover Welcome To Electrika Running From A Network Transferring To Another PC Using External Discount Files Set External Discounts Using Headings Set External Discounts Using Groups Making Backups Quote Repair General Options Catalogues Browsing A Catalogue Selecting A Manufacturer Exporting Electrika data to PDF, Excel, CSV, Text Active Catalogue Number Search Catalogue Number & Description Search Viewing UK Wholesalers Pick List Adding To The Local Database Wholesaler Discount Setup Using External Discount Files Setting Up Install Times Local Database Local Database Creating, Importing & Exporting Quoting Creating, Saving, Opening Exporting Quotation Data Quotation Manager Entering Project Details Creating Your Own Customer List Site Details Database Setting Your Rates Creating Sections & Specials Cut, Copy & Paste Insert parts from Excel Quotation Sections List Inserting Past Quotes Costing Analysis Printing - Sell Summary Printing - Design Header & Footer Printing - Design Cover Page Printing - Cost Summary Printing - Costing Printing - Setup Ordering Entering Ordering Details Creating An Order Inserting A Quote Into An Order Insert Excel Order Print Options Printing - Header & Footer Printing - Cover Page Job Costing Job Costing Create Kits Create Kits

3 Welcome! The Electrika software contains what all users of electrical and mechanical products have always wanted! Powerful but easy to use estimating, ordering and job costing software... computerised catalogues from leading manufactures... and all for FREE courtesy of the manufactures. To improve this service even more we need your active involvement. Please tell us what new features or improvements you would like to see in the software and which other manufacture catalogues you would like to see on the service. Buttons instead of menus! We have made Electrika as intuitive and easy to use as possible by providing a Tab structure that allows you to quickly switch between any part of the program. This design also gives you full visibility of all the features via the buttons - nothing is hidden away. The Benefits Of Using Electrika Standardised Quotation Procedures All you staff will produce high quality quotations, and new staff can quickly familiarise themselves with a standard approach to estimating Fast access to past contracts If a new contract is similar to an old one, then the old one can be recalled from disk and modified to produce a new quotation very quickly Easy access to pricing and catalogue information for 1000 s of products Using Electrika s computerised catalogues from leading manufactures Faster quotations Information about all the material is stored in Electrika s databases, and the computer does all the calculations, so quotations are produced in a much faster More accurate quotations By using pre-defined labour rates, and the pricing information contained in the databases, every quotation accurately specifies material and labour costs. Collection of important contract data Clarifying all information with the client early on in the contract cycle reduces misunderstandings and verifies contractual obligations Experimentation with different configurations Electrika allows you to experiment with materials from different manufactures or to use different labour rates, overheads and profit margins and immediately see the effect on price.

4 1. Run the Setup program on the server PC. Running From A Network A. Setup Electrika on the Server 2. In the first box titled 'Default folder for all your local files' click the 'Browse' button to select the location of the Electrika folder to be a shareable area on the Server e.g. 'Shared Documents' folder. A folder called 'Electrika' will be created for all your settings and Local Database 3. In the second box titled 'Default folder for all your Read-Only files' click the 'Browse' button to select the location of the ElectrikaCD folder to be a shareable area on the Server e.g. 'Shared Documents' folder. A folder called 'ElectrikaCD' will be created for all the content that is updated e.g. PDF files and product images 4. Click 'Yes' if you accept the terms of the Licence Agreement. Click the 'Run Install Program' button to complete the setup. An Electrika Icon will be created on the desktop. There are two ways of running Electrika on a network. Choose one of the methods below. Method 1 - If you want users to share everything Users share Manufacturers Database, Local Database, customer list, labour rates, discounts & install times B. Setup Electrika on each of the client PCs 1. Run Windows Explorer and find the Server PC on the network. On the Server PC open the ElectrikaCD folder you created in Step A3. Click on the Setup folder under the ElectrikaCD folder. Inside the Setup folder double-click the Setup file to run the Setup program. 2. On the Setup screen click the 'Browse' button in Step 1. Select 'Network Neighbourhood' or 'My Network Places' and locate the Server PC. Select the location of the Electrika folder on the server that you chose in Step A2. (Please note: select the location of the Electrika folder, not the Electrika folder itself e.g. if the Electrika folder is located at 'Shared Documents\Electrika' you need to select 'Shared Documents' and the 'Electrika' part will be added for you). 3. Click 'Yes' if you accept the terms of the Licence Agreement. Click the 'Run Install Program' button to complete the setup. An Electrika Icon will be created on the desktop. Method 2 - If you want users to share only the Manufacturers Database Each user has their own Local Database, customer list, labour rates, discounts & install times. Quotes, Orders and Kits can be shared by using the same folders. B. Setup Electrika on each of the client PCs 1. Run Windows Explorer and open the ElectrikaCD folder you created on the network Server in Step A3. Click on the Setup folder under the ElectrikaCD folder. Inside the Setup folder double-click the Setup file to run the Setup program. 2. The default location for the local Electrika folder is set to My Documents. If you want to use the default location move on to Step 3. If you want to choose a different location click 'Browse' and select a local location for the Electrika folder. (Please note: select the location of the Electrika folder, not the Electrika folder itself e.g. if you want the Electrika folder to be located in 'My Documents' you need to select 'My Documents' and the 'Electrika' part will be added for you). 3. Click 'Yes' if you accept the terms of the Licence Agreement. Click the 'Run Install Program' button to complete the setup. An Electrika Icon will be created on the desktop.

5 Transferring Your Files To Another PC And Making Backups Transferring Your Files To Another PC & Making Backups To Backup or Transfer your Quotes, Kits, Local Databases and Job Costing files These can be backed up by backing up the folders shown below. To transfer them to another PC just copy the files from your current PC to the same folder on the destination PC. By default your Quotes, Kits, Local Databases and Job Costing files are found in the following folders: My Documents\Electrika\Quotes My Documents\Electrika\Kits My Documents\Electrika\Local Databases My Documents\Electrika\Job Costing Electrika will automatically select the last folder you used for Quotes and Kits, thereby allowing you to choose your own default folders for these files, which may not correspond with the above. To Backup or Transfer your Customer List, Supplier Discounts & Install Times, Suppliers List and Default Labour Rates and Markups Use the Backup options available in Electrika to create compressed WinZip backups of your data. To view Backup options: 1. Click the Tools tab at the top 2. Click the Backups Tab Every backup you create has the date and time added to the file name. Use the Restore button to bring back any of the backups. To transfer your data from one PC to another: 1. Create backups on the master PC and save them to a removable USB drive. 2. Put the USB drive in the destination PC 3. On the destination PC click the Restore button and locate the backups on the USB drive.

6 Using External Discount Files A great way for Wholesalers to easily set discounts for all their customers! A great way for Electrical Contractors to have their discounts set up for them by their wholesalers! Wholesalers can set the discounts they get from manufacturers and view net buy prices and markups. They can also set the discounts they give to customers and the discounts file to a customer. Why use External Discount Files? A Wholesaler can quickly set up discounts for a customer and them a Discounts File. An Electrical Contractor can open this file under the Catalogues tab and instantly use the discounts in their quotations, orders and jobs. This feature will save a great deal of time for both Wholesalers and Electrical Contractors! Step 1 The Wholesaler sets the discounts Using Discount Files In 4 Easy Steps The Wholesaler must run Electrika and click the Tools tab, then the Discounts tab. You can then choose whether to setup the Discounts using the Main and Sub Index headings or to use discount groups provided by the manufacturers by clicking the appropriate button. The Discounts Setup screen gives the Wholesaler the ability to quickly set discounts for all the products in the Electrika database and save a unique file for every customer. Step 2 Wholesaler s file to Customer To the Discounts File the Wholesaler must click the attachment button from their (usually paper-clip icon) and browse to the Electrika\Discount Files or Electrika\Discount Files Groups folder to locate and attach a discounts file. The Electrika folder is usually either under My Documents or under Program Files. Step 3 Customer gets Discounts File When the customer receives the discounts file as an attachment it should be copied into the folder Electrika\Discount Files if it is a.dis file or Electrika\Discount Files Groups if it is a.dgr file. Step 4 Customer ticks Use Ext Disc option The customer selects the Catalogues tab and ticks the box for Use Ext Disc. The Open buttons next to the tick box can then be used to select and open one of the new discounts files. In this way customers can quickly swap between their own discounts setup (by un-ticking the Use Ext Disc box) or any number of external discount files.

7 Setting Up External Discounts Using Main & Sub Index Headings To display the Discounts Setup Screen: Click the Tools tab, then the Discounts tab and the Setup Discounts Using Main & Sub Index Headings button. Step 1 Browse the Electrika database to find the items you would like to assign discounts to. You can select a Manufacturer, Main Index and Sub Index, or search for a catalogue number Step 4 Repeat steps 1-3 until you have assigned discounts for all the manufacturers products. Click the Save button to save the discount structure under a particular file name. You can then the discounts file to a customer. Step 2 Select which group of items to apply the discounts. You can apply the discounts to whole groups of items at a time or to individual catalogue numbers. Please note: When you save the discounts to a file only your Sell Discounts are saved. Your Buy discounts are never saved in the external discount files. They are only saved on your PC and only you can see them. Step 3 Decide if you want to apply a Buy or Sell Discount, type in the discount and click an Apply button. Note: Discounts are assigned by Catalogue Number, so all items with the same Catalogue Number will have the same discount, even if they are in a different group to that selected in Step 2.

8 Setting Up External Discounts Using Manufacturer Discount Groups To display the Discounts Setup Screen: Click the Tools tab, then the Discounts tab and the Setup Discounts Using Manufacturer Discount Groups button. Step 1 Select a Manufacturer you would like to setup the discounts for. Step 2 Type in the Buy or Sell discount for each group of items. Step 3 Repeat steps 1-2 until you have assigned discounts for all the manufacturers products. Click the Save button to save the discount structure under a particular file name. You can then the discounts file to a customer. Please note: When you save the discounts to a file only your Sell Discounts are saved. Your Buy discounts are never saved in the external discount files. They are only saved on your PC and only you can see them.

9 Making Backups You can make backups of your data by selecting one of the options and clicking Backup. You can also restore your data by selecting one of the options and clicking Restore.

10 Quote Repair If you have a problem with a quotation file click the Quote Repair tab to view the procedures for fixing the errors.

11 General Options Click here if you are running Electrika on a Tablet and need to hide the Toolbars for extra screen area.

12 Browsing A Catalogue Selecting a manufacturer Click on the manufacturer name or the button next to it to view the manufacturer selection window. Manufacturer Catalogue layout Where applicable up to three Trade prices may be shown. Trade1 is for quantities less than Qty2, Trade2 for quantities between Qty2 and Qty3, and Trade3 for quantities greater than Qty3. For items without a split-pack price only one Trade price is shown. The Unit Hrs column shows a default install time for each item (not always provided), and the Status column shows a D for discontinued items, which are displayed in purple. See below for a full description of all the buttons available View the manufacturer selection window View the Main & Sub Index headings of the manufacturer currently selected View the PDF documents available for the current manufacturer Search the database for a catalogue number or description Switch between showing the data only or data and product images / PDF links. View the current manufacturer s contact details Allow you to set install times for any group of items Allow you to set supplier discounts for any group of items Displays a searchable list of all UK wholesalers View products in 3D Print the manufacturer data currently shown. You can select a range of pages to print by clicking the Printer Setup button on the Preview (spanner on printer symbol) If the box is ticked you can use the drop down button to select an External Discounts File that has been created for you by a Wholesaler. (See Using External Discount Files for more information about this feature) If the box is un-ticked your own discounts setup is used. Add the highlighted item to the active Quote, Order, Kit or Local Database All the text information will be printed on a single page, together with the item description, info line product image. Export the manufacturer data into PDF/ Excel / CSV / Text format

13 Selecting A Manufacturer As you click on a manufacturer's button the Main Index headings for their catalogue appear on the right hand side. You can select a manufacturer by double clicking on a manufacturer's button, or by double clicking on a Main Index heading. The manufacturers contact details and web site link appear under the Main Headings. Clicking on the web site link will automatically launch your web browser. Click a tab to choose between electrical manufactures or Price Update. Click More Manufactures to request a new manufacturer As you click on a manufacturer's button the Main Index headings for their catalogue appear here You can select a manufacturer by double clicking on a manufacturer's button, or by double clicking on a Main Index heading The manufacturers contact details and web link appear here. Click the web link to launch your web browser. Scroll down for postal address

14 Exporting Electrika data to PDF, Excel, CSV, Text T Select an export format. Available options are: PDF, SYLK(Excel), CSV or Text Click the Export button Select where to save the file. The default location for exported files is \Electrika\Exported Files Important Note About The Excel Export To export to Excel you must export the file as SYLK format. These files end with.slk and can be opened by Excel. After opening the file in Excel click Save and select No when prompted do you wish to retain the original file format. The file will then be saved as standard Excel format (.XLS). After the file is exported you are asked if you would like to open the file. This will launch the default program for each file type e.g. Acrobat Reader for PDF, Excel for SYLK

15 Active Catalogue Number Search As you start typing a catalogue number in the entry box Electrika starts to search all the manufacturers' data and displays the item with the nearest match Choose to add the selected item directly into your Quote, Order or Kit by clicking here. Double clicking on the highlighted item will insert it into the section that has been highlighted in yellow. Click here to locate an item in the Manufacturers Catalogue, where a picture and further technical details may be available

16 Catalogue Key Word Number Search & Description Search Type in parts of a description or a catalogue number. These will be searched for in the Cat Number, Description, Main Index and Sub Index. Use an abbreviated form to get the most matches e.g. CONS will find more matches than CONSUMER UNIT Click here to locate an item in the Manufacturers Catalogue, where a picture and further technical details may be available Click here to locate a Main Heading in the Manufacturers Catalogue Choose to add the selected item directly into your Quote, Order or Kit by clicking here. Double clicking on the highlighted item will insert it into the section that has been highlighted in yellow. Click here to locate a Sub Heading in the Manufacturers Catalogue

17 Viewing UK Wholesalers Pick List Type your postcode here to find your nearest distributor The details of a distributor can be copied across to your own Suppliers List by clicking here Click here to view your suppliers list. As each distributor in the list is highlighted, their full details are displayed here

18 Adding an item to the local database You can add an item directly in to your local database from the catalogues tab. Click on the + Loc button, then select the Main/Sub index you wish to add it too. You can either insert the item into your local database with the Main & Sub index from the manufacturers entry, or alternativley you can pick a section from one already created.

19 Setting Up Wholesaler Discounts Highlight an item under the Catalogues tab for which you wish to set up discounts and click the % button to display the discounts setup window. The supplier discounts are linked to the Manufacturer & Cat Number. Please note items with the same Cat Number will get the same discount even if they are not in the selected groups. The right window displays all your suppliers and their details, such as contact name, address, telephone, fax etc. Some examples have been entered which you can customise. This list is in alphabetical order according to Abbrev. As you move to the right the screen scrolls to show more information. New suppliers are automatically moved to their correct alphabetical position according to abbreviation. Step 1 Choose a supplier from your suppliers list to copy to discounts list This is your list of Wholsalers (suppliers). Examples are initially provided and you should delete / add / edit the list so it contains all your suppliers details, such as contact name, address, telephone, fax etc. All columns Step 2 Assign a discount to each of the suppliers in the discount list. Doubleclick on one or click the Set As Default Discount button to set it as default (shown in red) Click here to add a new supplier Step 3 Choose how you wish to apply the discounts by selecting one of the options Step 4 Click the Apply button When you exit this window move to other Main and Sub Index sections of the catalogue and click the % button to set up the discounts in other sections

20 Using External Discount Files A great way for Wholesalers to easily set discounts for all their customers! A great way for Electrical Contractors to have their discounts set up for them by their wholesalers! Wholesalers can set the discounts they get from manufacturers and view net buy prices and markups. They can also set the discounts they give to customers and the discounts file to a customer. Why use External Discount Files? A Wholesaler can quickly set up discounts for a customer and them a Discounts File. An Electrical Contractor can open this file under the Catalogues tab and instantly use the discounts in their quotations, orders and jobs. This feature will save a great deal of time for both Wholesalers and Electrical Contractors! Step 1 The Wholesaler sets the discounts Using Discount Files In 4 Easy Steps The Wholesaler must run Electrika and click the Tools tab, then the Discounts tab and the Discounts Setup for Wholesalers button. The Discounts Setup screen gives the Wholesaler the ability to quickly set discounts for all the products in the Electrika database and save a unique file for every customer. Step 2 Wholesaler s file to Customer To the Discounts File the Wholesaler must click the attachment button from their (usually paper-clip icon) and browse to the Electrika\Discount Files folder to locate and attach the discounts file. The Electrika folder is usually either under My Documents or under Program Files. Step 3 Customer gets Discounts File When the customer receives the discounts file as an attachment it should be copied into the folder: Electrika\Discount Files Step 4 Customer ticks Use Ext Disc option The customer selects the Catalogues tab and ticks the box for Use Ext Disc. The drop-down list next to the tick box can then be used to select and open the new discounts file. In this way customers can quickly swap between their own discounts setup (by un-ticking the Use Ext Disc box) or any number of external discount files.

21 Setting Up Install Times For some items you may wish to enter a whole set of install options to show the different install times for the different conditions in which the item is being installed e.g. on brick, wood, plaster etc. Electrika allows you to enter up to 5 of your own install times for every item. Using the arrow keys highlight the item for which you wish to set up install options and click on the Clock button. The first two entries are reserved and cannot be edited. Step 1 Type in a heading or choose one from the drop down list. Step 2 Type in a heading or choose one from the drop down list. Step 3 Position the highlight under the Minutes or Hours column and enter the time it takes to install each unit of the item. Step 4 Repeat steps 1-3 for rows 2-5 to create the other install options. When you click here your set-up will be stored and the default time will appear next time you use the item Step 5 Choose how you wish to apply the Install Time by selecting one of the options and then click the Apply button

22 Creating Your Own Local Database The Local Database is very useful for adding your specials and other items that may not be available in the Manufacturer catalogues provided on the DVD. The data is stored locally on your hard disk and is not affected when an updated DVD is issued. Re-positioning items in the Local Database Use the Up Arrow and Down Arrow buttons to move an item within the Local Database. Adding new parts and Main & Sub Index sections To add a new item you can either click the +Blank button to add to an existing section or click the Index button and create a new main and sub index. To add a new main index click the Insert Main Index button, a new main & sub index will appear in the highlighted location. The headings can be typed over and re-positioned anywhere in the column by using the Up & Down Arrow keys. To delete a heading click the Delete button. Browsing the Local Database Index You can find your way around the Local Database by clicking on the Index Button. Changing Main and Sub Index headings Click on the Index Button and click on the Main or Sub Index heading you wish to change and type over. Catalogue Number Search Click on the Binoculars button, type in the Catalogue Number you wish to search for and click OK Setting up Supplier Discounts Supplier discounts are assigned by clicking on the Discounts % button in the same way as they are in the Manufacturers Catalogues, according to Cat Number. Setting up Installation times Installation times are assigned by clicking on the Unit Hrs button, in the same way as they are in the Manufacturers Catalogues. Import data from Excel - See next page for full guide. Summary Of Keys For Selecting Items To select items one at a time hold down the Control key and click an item To select a group of items select one first, then hold down the shift key and click another To select all items click the top left hand corner of the grid Click here to import an Excel file into your Local Database. Put the column headings on the first row and arrange the columns in the order: Manufacturer, Cat Number, Description, Unit, Trade Price. Click here to rebuild the Index & Heading structure of the Local Database. To unselect all items click anywhere on the grid without pressing Control or Shift To insert a blank item into your database click here. To export your local database select an export format here and click the Export button. To paste the items which have been either cut or copied from a section click here To make an exact copy of an existing item click here. To delete the marked items click here. If no items are marked the highlighted item will be deleted To cut the marked items click here. You can insert into the current section or into another section Click here to copy the marked items

23 Creating your Local Database, Importing & Exporting Click here to open an existing Local Database which will display the standard Open Dialogue window Click here to save the current Local Database Click here to save the current Local Database with a different name To print the active Local Database click here To export your Local Database select an export format here and click the Export button. Important Note About The Excel Export To export to Excel you must export the file as SYLK format. These files end with.slk and can be opened by Excel. After opening the file in Excel click Save and select No when prompted do you wish to retain the original file format. The file will then be saved as standard Excel format (.XLS). Click here to create a new blank Local Database Importing Excel data into Electrika 1 Prepare your Excel file ready to import Make sure the first line contains the column headings. 3 The columns must be arranged in the following order: Manuf, Cat Number, Description, Unit and Trade Price. Run Electrika and click the Local Data tab at the top & click the Import Excel button 2 Copy your Excel file into your My Documents folder 4 Highlight your file. You should see a preview in the lower window. Check that each column is displayed in the correct place. If the layout is OK click the Import all items button.

24 Creating Kits A Kit consists of items that you wish to group together, and can even consist of a complete project which represents a typical installation. There is no limit to the number of Kits you can create or the number of items you can add to a Kit. The Catalogue Number, Description and Quantity of each item is stored in the Kit. When you come to putting the Kit into a quotation section each item is located from the Catalogues and the relevant price, install time and supplier discount are searched for and assigned. The latest price, discount and install time are therefore used regardless of when the Kit was created Creating a new Kit To create a new blank Kit click on the New button. You can add items from a Catalogue to a Kit in exactly the same way as you would build up a quotation section. You can even save a quotation section as a Kit - see Dividing A Quotation Into Sections for more information. To create a new blank Kit click here To open an old Kit click here To save the current kit click here To save the current Kit with a different name click here To print the current Kit click here To locate the highlighted item within the manufacture s catalogue click here To add an item from a catalogue click here. Click here to display the Catalogue Number Search window If you know the Catalogue Number of an item you can create a new blank entry at the end of the list and type the catalogue number in here and it will automatically be found

25 Creating, Saving, Opening & Printing Quotes The buttons of the Main Toolbar at the top of the screen are described below. Click here to create a new blank Quotation Click here to open an existing Quotation which will display the standard Open Dialogue window Click here to view your quotes in the Quotation Manager Click here to save the current Quotation Click here to save the current Quotation with a different name To print the active quote or to export as a PDF File click here

26 Exporting Quotation Data To export a quotation: click the Quoting tab, open a quote file and click the Analysis tab. You will see the Export buttons on the right hand side of the toolbar. 1 Select an export format. Available options are: HTML, SYLK(Excel), CSV or Text 2 Click the Export button 3 Select where to save the file. The default location for exported files is \Electrika\Exported Files After the file is exported you are asked if you would like to open the file. This will launch the default program for each file type e.g. Internet Explorer for HTML, Excel for SYLK Important Note About The Excel Export To export to Excel you must export the file as SYLK format. These files end with.slk and can be opened by Excel. After opening the file in Excel click Save and select No when prompted do you wish to retain the original file format. The file will then be saved as standard Excel format (.XLS).

27 Quotation Manager The Quotation Manager tab displays details of all the quotes in the quotes folder and lets you sort them by Date, Estimator, Customer etc. To open the highlighted quote click here or double-click one of the files To delete a quote (send it to the recycle bin) click here To change the location of the quotes folder click here To view a preview of the highlighted quote click the preview button here Click here to Export all the data in the Quote Manager Click here to reset the quotes folder to the Electrika default folder You can sort the column alphabetically by clicking the title at the top You can preview the different sections from a quote before you open it by selecting from the tabs above.

28 Entering Project Details This is usually the first step in every quotation. Fill in general project and client details. Use the text box at the bottom of the screen to write useful notes. A built-in database is included for storing all your customers details. Click here to access the Customer List The Status has a choice of options which can be selected by clicking here Clicking on the arrows of the Date Received and Date Due entries a useful calendar will pop up from which you can select a date The Tender and Date Created are entered for you and cannot be edited Click here to access your Sites List Click here to create/view the list of customers the quote will be sent to. Click here to add the details shown to the Customer Database The notes box can be used to enter any details about the project. As you enter more text the notes window scrolls to allow you to type in more information

29 Creating Your Own Customer Database You can add all your customer to the built-in database, allowing you to instantly enter their details into a quote. Click here to repair the list if it seems to be corrupt You can add a new entry by clicking here To import or export a customer list from Excel click here. This will take you to the screen shown below To build up a multiple list of customers to send your Quote to click here. You can delete a customer by clicking here The Customer Name and Contact are shown here To search through your customer list type the company name here The notes box can be used to enter any details about your customer. As you enter more text the notes window scrolls to allow you to type in more information Click here to choose the Excel file to import from To import all the contacts from the selected customer list click here Click here to import only the highlighted contacts from the selected customer list

30 Creating Your Own Site Details Database You can add all your Site details to the built-in database, allowing you to instantly enter their details into a quote. Click here to repair the list if it seems to be corrupt You can add a new entry by clicking here To copy the selected site to your quote click here. To import or export a site list from Excel click here. This will take you to the screen shown below You can delete a site by clicking here The Site Name and Contact are shown here To search through your site list type the site name here The notes box can be used to enter any details about your site list. As you enter more text the notes window scrolls to allow you to type in more information Click here to choose the Excel file to import from To import all the sites from the selected site list click here Click here to import only the highlighted sites from the selected site list

31 Setting Your Rates You can define up to 26 labour rates labelled A to Z. Each labour rate can have a description under the Labour Type column, and you can specify the rate under the /Hour column. When you initially run Electrika you will see that the first labour rates A to F have been defined for you as examples. You can change a labour rate at any time during a quotation and Electrika will automatically update all items with the new rate and re-do all calculations. When you define the labour rates that you use most often click the Save As Default button to save them as Electrika defaults. If you change the labour rates but do not save them as Electrika defaults they will only be used for that quotation. Note: the Main Contractors Discount is allocated evenly across all the items in the Oth /Unit column in Analysis under Schedule of Rates. Any change to this value therefore affects the Unit Sell and Total Sell values of all the items in the quotation. You can define up to 26 labour rates labelled A to Z You can specify the rate under the /Hour column The Main Contractors Discount is defined as a percentage of the Tender Sell price, which is automatically recalculated When you define the settings that you use most often click here to save them as Electrika defaults You can decide whether to display quantities as whole numbers or to two decimal places

32 Creating Sections & Adding Specials Dividing a quote into sections A quotation is normally divided into sections (Main Distribution, Lighting, Heating, Testing etc). The name of the active quotation section is displayed on the top left corner. When you start a new quotation a blank section is created for your called Untitled Quotation Section. Click either on the quotation name or on the down arrow next to it to display the Quotation Sections window (see next page for details) where you can add more sections or change the name of a section. Typing in the catalogue number of an item directly If you know the Catalogue Number of an item you can type it in and Electrika will automatically do a search for you. First add a blank item to the quotation section by going to the last entry in the quotation section and pressing <Down Arrow> on your keyboard. Type in a Catalogue Number in the Cat Number column. The Manufacturers and Local Database will be searched and if an exact match is found the item is copied into the quotation and you are taken to the Qty column. If an exact match is not found you are taken to the Catalogue Number Search window where Electrika has located the nearest match. Adding your own specials You can add Specials by clicking the Specials button on the toolbar or by typing S under the S column of a new blank item. When an items is a Special you can change all the columns of the item. You can also edit the details of an item that has been brought in from a manufacturers Catalogue by typing S under the S column to make it into a special. Labels or headings can also be added as specials. Other ways to add items to a quotation From the Catalogues tab by double-clicking on an item or clicking the +Q button From the Catalogue Number Search window (displayed by clicking the binoculars button) From Kits From other Quotations by clicking the Insert Quo button Click either the section name or down arrow to display the Quotat ion Sections window Insert items or sections from a previous quote Click the Insert Kit button to display a list of all Kit files Click the Insert Excel button to insert parts from an Excel file To pick items from the manufacturer catalogue click here To pick items from your local database click here Click here to display the Catalogue Number Search window To locate the highlighted item within the manufacture s catalogue click here If you select Price Based On Quantity then Trade1 will be used for quantities less than Qty2, Trade2 for quantities between Qty2 and Qty3, and Trade3 for quantities greater than Qty3. If you select Lowest Price then the lowest price will be used out of Trade1, Trade2 and Trade3 regardless of quantity To add a Special item with your own description and price click here The order of items in the quotation section can be changed by clicking on the Up and Down arrow buttons Click here to add the highlighted item to your local database You can copy a supplier discount% or supplier name to all items in a quotation section by clicking the Copy% button Click here to check trade prices against the latest manufacturers & local database. Items not found and not updated are shown with a grey background.

33 Cut, Copy & Paste To delete the marked items click here. If no items are marked the highlighted item will be deleted To cut the marked items click here. You can insert into the current section or into another section Click here to copy the marked items To paste the items which have been either cut or copied from a section click here Summary Of Keys For Selecting Items To select items one at a time hold down the Control key and click an item To select a group of items select one first, then hold down the shift key and click another item To select all items click the top left hand corner of the grid To unselect all items click anywhere on the grid without pressing Control or Shift

34 Insert parts from Excel Insert Excel feature - you can create a list of part numbers and quantities in Excel. You can choose whether to match up the latest descriptions and prices from the Electrika database or import all parts as Specials exactly as they appear in the spreadsheet. This feature is useful for creating parts lists in Excel that are priced up in Electrika, or for importing a bill of materials from another application. Select the Excel file list you wish to import from here Choose between matching the parts in the Electrika database or importing all the items as specials Click here to insert all the items from your Excel file Click here to insert only highlighted items from your Excel file To search through your part list type the catalogue number here

35 Quotation Sections List Dividing a quote into sections A quotation is normally divided into sections (Main Distribution, Lighting, Heating, Testing etc). The name of the active quotation section is displayed on the top left corner. When you start a new quotation a blank section is created for your called Untitled Quotation Section. Click either on the quotation name or on the down arrow next to it to display the Quotation Sections window where you can add more sections or change the name of a section. From here you can also create Kits from the sections or add sections to an Order Hint: Start each section name with a 3 digit number eg 001, 002, 003 etc. This will allow you to re-position the sections by changing the prefix. To insert a new blank section click here Click here to copy the section you are currently highlighting Click here to save a section as a Kit, allowing you to import it into other sections

36 Insert Parts of Another Quote Into Your Current Quote Step 1 Select the quote you wish to insert from Choose how to sort your selected quote by clicking one of the tabs Step 2 Select whether to insert highlighted section or all the sections.

37 Costing The costing screen is split into two windows. The upper window always displays the price build-up, and the lower window changes according to which item is highlighted in the upper window as follows: 1 This window always displays the price build-up 2 1 Material Cost The lower window shows the material build-up automatically sectioned according to the Product Group (Main Index) that each item belongs to.each item belongs to The Main Contractors Discount can be changed under under the settings tab This window changes according to which item is highlighted in the upper window 2 Labour Cost The lower window shows the number of hours and cost for each labour type. You can alter the text and adjust the /Hour for each labour type. Changes made here will also be shown when the Labour Tab is selected. All prices will automatically be re-calculate and all the items in your quotation which use an adjusted rate will be updated 3 Preliminaries You can remove items from the default list by pressing <Del> or add your own items by going to the last entry and pressing <Down Arrow>. There is no limit to the number of entries. For each entry you can type in the Qty and Unit, and Total is automatically calculated. The totals in the upper window are also re-calculated. You can click on the Save As Default button to save the settings as Electrika defaults (only the text will be saved with a default quantity of 1) 4 Extras Extras can be added and removed in exactly the same way as the Preliminaries 5 Tender Sell The lower window shows a totals summary, with each total shown both as a percentage of sell and as a percentage of cost. 6 Provisional Sums These can be added and removed in exactly the same way as the Preliminaries. The Provisional Sums total is shown separate to the Tender Sell price

38 Analysis - Creating A Schedule Of Rates This powerful feature brings together all the items from all the quotation sections into just one list, with headings automatically inserted. When this button is clicked the columns relevant to the sell price build-up are displayed. The only adjustable columns are Material Overhead %, Material Profit %, Labour Overhead %, Labour Profit % and Quantity When the Cost Summary button is clicked the columns relevant to the cost build-up are displayed (which are the same as those shown under the Quotation Tab). This is for viewing purposes only, therefore none of these columns can be edited Click here to view only section names and sub-totals Click here to assign the highlighted margin to a group of items Click here to select one of the available sort options: 1. Quotation Section 2. Source. This is the S column, which represents the source of the item. A C indicates that the item came from a Catalogue, an L means it came from the Local Database and an S means it was typed in as a special. 3. Catalogue Number Click here to create a Bill Of Material. This brings together all the parts in the quote into a single list and combines the quantity of all catalogue numbers, eg if you have 5 of K2737WHI in section 1 and 5 in section 2 it will show a quantity of 10. Important information about the price calculations 1. The Tender Sell price under Costing may differ slightly from that under Analysis and on the Sell Summary printouts. This can be due to 2 reasons: (a) Prelims, Extras and MCD are spread equally across all the items and the difference may occur due to the adding together of individual values which have been rounded off to 2 decimal places. (b) If decimal quantities are used. This is due to rounding off which occurs when the Quantity is multiplied by the Unit Rate. If Prelims, Extras and MCD are all zero and the quantities used are all integers there will always be an exact match between the selling price under Costing that under Analysis and on the Sell Summary printouts. 2. On the Labour Cost selection under Costing the /Hour multiplied by Total Hrs may not be exactly equal to what is under the Cost column. This is because the total labour cost is calculated by adding together the labour cost calculated for each individual item and rounded off to 2 decimal places. 3. Changing the quantity in analysis can bring about a slight change to the selling price of all the items. This is because Prelims, Extras and MCD are spread equally across all the items in the Oth Unit column, which gets re-calculated every time the quantity changes. If Prelims, Extras and MCD are all zero then changing the quantity will only change the selling price of the highlighted item, and will have no effect on the other items. 4. Maximum limits have been assigned to many of the column entries to reduce the risk of calculation overflow, which should never occur under normal use. However, if calculation overflow does occur you are advised to double check all calculations.

39 Printing Sell Summary Step 1 Click here to edit the sell summary heading. Click the Save As Default button if you want it to be the default heading for all your quotes. Step 2 Choose if you want a Header, Footer or Cover Page. These can be created through the Header/Footer & Cover page tabs. You can also choose the sort order for the items. You can also specify whether you want to print the cover page and / or the Project Details Step 3 Choose what to print here. For each option you can choose a button for printing, previewing or exporting as a PDF document

40 Printing Design Header / Footer Step 1 Insert Your company logo here by clicking the open logo file button and selecting your image. Step 2 Edit your company details here. Your office address and contact details are stored as a file, so you can store as many different versions as you wish, and easily switch between them. You can use the Editor to change font type, size, colour or modify paragraphs Step 3 Your Footer text can be edited here

41 Printing Design Cover Page Step 1 Click here to edit the cover page heading. Step 2 Select if you want to include the header & footer You can use the Editor to change font type, size, colour or modify paragraphs Step 3 You can edit the main body of the cover page here. You can also open old text files or save the current one by clicking the appropriate button Step 4 Print or preview the cover page by clicking one of these buttons

42 Printing Cost Summary Step 1 Edit the heading for the cost summary page by typing here. Click the Save As Default button if you want it to be the default heading for all your quotes. Step 2 Choose between the different sort options of the cost summary here Step 3 Choose between printing or previewing an abbreviated or a full layout of your cost summary

43 Printing Costing Print / preview the project information or create a PDF file from here Print or preview the various options for the costing page here

44 Printing Setup Print in monochrome or colour by choosing between these options Adjust the print margins for the cost/sell summary here

45 Entering Ordering Details This is usually the first step in every order. Fill in general Supplier and Delivery details. Use the text box at the bottom of the screen to write useful notes. Built-in databases store all your details regarding suppliers, customers and sites. Click here to access the Customers list Click here to access the Sites list Click here to add the details shown to the Customers or Sites list Click here to add the details shown to the Suppliers list Clicking on the arrows of the Order Date and Payment Due Date entries and useful calendar will pop up from which you can select a date The notes box can be used to enter any details about the order. As you enter more text the notes window scrolls to allow you to type in more information

46 Creating An Order Typing in the catalogue number of an item directly If you know the Catalogue Number of an item you can type it in and Electrika will automatically do a search for you. First add a blank item to the order by going to the last entry and pressing the <Down Arrow> key on your keyboard. Type in a Catalogue Number in the Cat Number column. The Manufacturers and Local Database will be searched and if an exact match is found the item is copied into the order and you are taken to the Qty column. If an exact match is not found you are taken to the Catalogue Number Search window where Electrika has located the nearest match. Adding your own specials You can add your own Specials by typing S under the S column of a new blank item, allowing you to change all the columns of the item. You can also edit the details of an item that has been brought in from a manufacturers Catalogue by typing S under the S column to make it into a special. Labels or headings can also be added as specials. Other ways to add items to an order From an existing quote (see next page for full details) Click the Catalogues button to bring up the Catalogues Browse window. You can add an item to an order by double-clicking on an item or clicking the +Ord button Click the Local Data button to bring up the Local Database Browse window. You can add an item to an order by double-clicking on an item or clicking the +Ord button From the Catalogue Number Search window (displayed by clicking the binoculars button) From Kits Click here to insert a past kit in to your order Click here to insert a past quote in to your order Click the Insert Excel button to insert parts from an Excel file To open the manufacturer catalogue window click here To open the Local Database window click here To search for a catalogue number click here To export your Order select an export format here and click the Export button. To move items up and down click here. To increase the number of places to move the item in your order click here To add the highlighted item into your local database click here Click here to check trade prices against the latest manufacturers & local database. Items not found and not updated are shown with a grey background. The total value of your order (Excl Carriage & Vat) is displayed here

47 Inserting An Electrika Quote Into An Order A previous Quote can be inserted into your order by clicking on the button Select the quote you wish to insert from You can enter items only from a specific Manufacturer by clicking here. To view items by Supplier click here To view items by Product Group click here Click here to insert a section from the selected quote into your order To view all the items in your quote click here. You can double-click on any item to insert into you order. Select whether to insert highlighted section or all the sections.

48 Insert parts from Excel Insert Excel feature - you can create a list of part numbers and quantities in Excel. You can choose whether to match up the latest descriptions and prices from the Electrika database or import all parts as Specials exactly as they appear in the spreadsheet. This feature is useful for creating parts lists in Excel that are priced up in Electrika, or for importing a bill of materials from another application. Select the Excel file list you wish to import from here Choose between matching the parts in the Electrika database or importing all the items as specials Click here to insert all the items from your Excel file Click here to insert only highlighted items from your Excel file To search through your part list type the catalogue number here

49 Print / PDF Options For Orders Step 1 Click here to edit the Order heading. Step 2 Choose if you want a Header, Footer or Cover Page. These can be created through the Header/Footer & Cover page tabs. You can also choose whether to display the carriage and Vat, and to enter a value for carriage If you want to print on letter headed paper make sure the Include header option is un-ticked and adjust your margins here Step 3 Choose how to view your order here. You can choose between printing, previewing or to export as an acrobat file.

50 Print Options Design Header / Footer Insert Your company logo here by clicking the open logo file button and selecting your image. Edit your company details here. Your office address and contact details are stored as a file, so you can store as many different versions as you wish, and easily switch between them. You can use the Editor to change font type, size, colour or modify paragraphs Your Footer text can be edited here

51 Print Options Cover Page Click here to edit the cover page heading. Select if you want to include the header & footer You can use the Editor to change font type, size, colour or modify paragraphs You can edit the main body of the cover page here. You can also open old text files or save the current one by clicking the appropriate button Print or preview the cover page by clicking one of these buttons

52 Job Costing Click here to open an existing Job File which will display the standard Open Dialogue window Click here to save the current Job file To add a new entry line into your Job click here. To export the active Job file click here Click here to create a new blank Job file To filter the selected field click here To remove the filter from your Job click here To insert items or whole sections from previous quotes click here Use the buttons on this toolbar to search for material to add to the Job