GAS MANager Task Organizer Service User's Guide

Transcription

1 GAS MANager Task Organizer Service User's Guide Contents License Agreement... 3 Disclaimer... 3 Copyright... 3 Accounting Expertise... 3 Main Program Window... 4 Command Bar... 6 Tiles... 7 Tasks... 7 New Tasks... 7 Master List... 8 Setup... 8 Service Tasks... 9 Command Bar... 9 Service Tasks Tasks > My Tasks Tasks > Active Tasks Tasks > Deleted Tasks New Tasks > Block Valve New Tasks > Building Inspection New Tasks > Construction New Tasks > GPS Locations New Tasks > Meter Change New Tasks > Odorant by Location New Tasks > Odorant Monthly New Tasks > PFM Field Sheets New Tasks > PFM Test Report New Tasks > Regulating Station

2 New Tasks > RMO New Tasks > Tap Reading Worksheet New Tasks > Time Log New Tasks > Walk Reading Worksheet New Tasks > Work Order New Tasks > Link File Master List > Customer List Master List > Inventory List Master List > Meter List Setup > Local File Access Setup > Excel Setup Using the Master Lists Customer List & Meter List How To Use the Customer List How To Use the Meter List Inventory List How To Use the Inventory List Sync Issue What is a Synchronization Issue How To Identify and Fix A Synchronization Issue

3 Custom Data Centre (Stettler) Ltd Street Box 460 Stettler, Alberta T0C 2L0 Phone: (403) Fax: (855) License Agreement Permission to use the GAS MANager software is granted through the License Agreement. Disclaimer Custom Data Centre (Stettler) Ltd. accepts no liability for direct, indirect, incidental or consequential damages resulting from the use of this software. Copyright Copyright 2015 Custom Data Centre (Stettler) Ltd. All Rights Reserved. Accounting Expertise Custom Data Centre is associated with Gitzel & Company Chartered Professional Accountants. This relationship provides Custom Data Centre with the accounting expertise that makes it possible for us to provide our customers with software that satisfies current accounting standards. 3

4 Main Program Window Examples of the GMTO Service program window can be seen below. The first example shows the program in Connected to Database mode. The second example shows the program in Stand-Alone mode. 4

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6 Command Bar The Command Bar contains the following buttons: Mode Use this button to toggle between the 2 modes of operation. o Connected to Database this mode is used by default if the computer can connect to the SQL Server database and the Shared Folders. o Stand-Alone mode is always used when the computer is away from the office. This mode is used by default if the computer cannot connect to the SQL Server database and the Shared Folders. Some program tiles are not available when the computer is working in Stand-Alone mode because of the inability to interact with the SQL Server database and the Shared Folders. Sync Use this button to synchronize the Tasks that are stored locally with those that are stored in Shared Folder(s). Task synchronization occurs automatically whenever the program is opened or closed but this button allows the user to perform manual synchronization. This button is not available in Stand-Alone mode. Data Source The Data Source button opens a new window that allows the user to select the SQL Server that hosts the GMTO database as well as specifying the required SQL authentication method and providing the appropriate user credentials. Updates Use this button to open the Automatic Program Updates window. To avoid creating problems during the installation of program updates, the Automatic Program Updates feature must be configured from the GMTO Service program. Program updates will not be downloaded by GMTO Admin and will only be downloaded by the GMTO Service program. About Click this button to see details about the software version and the software licensee. User s Guide Opens the GAS MANager Task Organizer Service User s Guide. This document is provided as a PDF file with bookmarks for navigation. Theme Click this button to switch the background colour setting to the Office 2016 White theme or the original Deep Blue theme. Exit Click this button to close the GMTO Service program. 6

7 Tiles The GMTO Admin program tiles are provided in the following 4 sections. 1. Tasks 2. New Tasks 3. Master List 4. Setup Tasks The tiles in this section make it possible to find and open the files related to existing tasks. My Tasks Use this tile to find and open any task that was assigned to you. Active Tasks Use this tile to find and open any task, regardless of the staff member to which it was assigned. Deleted Tasks Use this tile to find and open tasks that have been deleted. New Tasks These tiles are used to create files for New Tasks using the templates provided or custom templates created by the GMTO administrator. Block Valve Building Inspection Construction GPS Locations Meter Change Odorant By Location Odorant Monthly PFM Field Sheets PFM Test Report Regulating Station RMO Tap Reading Worksheet Time Log Walk Reading Worksheet Work Order Link File Use this tile to link a file that was created outside of the GMTO programs. The linked file will be added to the Active Tasks list. 7

8 Master List These tiles behave differently depending on whether the program is in Connected to Database or Stand- Alone mode Customer List o Connected to Database Provides the user with the opportunity to synchronize the local copy of the Customer List with the master copy that is maintained by the GMTO administrator. o Stand-Alone Opens the Customer List. Inventory List o Connected to Database Provides the user with the opportunity to synchronize the local copy of the Inventory List with the master copy that is maintained by the GMTO administrator. o Stand-Alone Opens the Meter List. Meter List o Connected to Database Provides the user with the opportunity to synchronize the local copy of the Meter List with the master copy that is maintained by the GMTO administrator. o Stand-Alone Opens the Meter List. Upon the completion of a Master List synchronization, the corresponding program tile will be updated with the date on which the synchronization was performed. This provides the user with the knowledge of when the last synchronization took place. Setup The tiles in this section are discussed in the GAS MANager Task Organizer Installation Guide. 8

9 Service Tasks Command Bar GMTO Administrators will encounter the following Command Bar buttons when performing administrative tasks: Open Opens the selected task file. Status Change the status of a task file. Check Out Take a task file out of the office by copying it to a local folder and making it inaccessible by other GMTO users. Check In Return a task file to the office by copying it to the shared folder and making it accessible by other GMTO users. Sync Issue O. Rename Renames the selected task file. Find Find a task based on user provided criteria. Filter Opens the Filter Editor which allows the grid contents to be filtered for specific content. Refresh Update the currently displayed list after retrieving the contents of the database. Preview Display a preview of a printed version of the selected task file. Print Print the selected task file. Close Close the current task file. Delete Remove a task and its associated file from the GMTO system. Restore Performs the reverse of the Delete button. Select All Select all items in the grid (table). UnSelect Undo all previous selections in the grid (table). Create Creates a file based on the task selected and using the associated template. Clear Empties all data input fields in the current GMTO program window. 9

10 Service Tasks Tasks > My Tasks This tile is used to work with task files that have been Checked-Out. To Check Out a task file, select the file on the Active Tasks list and click the Check Out button. Task files marked as Folder Copy are not eligible for Check Out. A message like the following example will be shown upon completion of the Check Out process. The task file that was Checked Out is no longer available to any Task Organizer users from the Active Tasks list as it can only be opened from the My Tasks list. 10

11 To return the task file to the Active Tasks list, select the file on the My Tasks list and click the Check In button. A message like the example shown above will be shown. Confirm the Check In and the task file will be removed from the My Tasks list. In addition, the file will no longer appear as being Checked Out on the Active Tasks list and the file can now be opened from the Active Tasks list. 11

12 Tasks > Active Tasks This tile is used to show the list of task files that have not yet been Archived. Select a task by clicking on it and then click the Open button to work with the file. All operations with Task files that have been Checked Out are prohibited until the file has been Checked In. This tile is not available in Stand-Alone mode because it requires access to the GMTO database and shared folders. 12

13 Tasks > Deleted Tasks This tile is used to view the task files that have been deleted from the GMTO system. Use the Restore button to undelete the task and return it to the Active Tasks list. Use the Remove button to remove the task to the GMTO system. This action cannot be reversed. This tile is not available in Stand-Alone mode because it requires access to the GMTO database and shared folders. 13

14 New Tasks > Block Valve This tile is used to create a task file for a Block Valve Inspection. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 14

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16 New Tasks > Building Inspection Use this tile to create a task file for a Building Inspection. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 16

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18 New Tasks > Construction This tile is used to create a file for a Construction task. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 18

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20 New Tasks > GPS Locations Use this tile to create a file for a GPS Location task. It either of the For Account, For Utility, or For Meter options are selected, the program will display data from the GMTO Master Lists that will allow the user to confirm that they have entered the correct account, utility, or meter number. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 20

21 Note that some information from the GMTO Master Lists has been entered on the spreadsheet. 21

22 New Tasks > Meter Change Use this tile to create a task file for a Meter Change. It either of the For Account, For Utility, or For Meter options are selected, the program will display data from the GMTO Master Lists that will allow the user to confirm that they have entered the correct account, utility, or meter number. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 22

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24 New Tasks > Odorant by Location This tile is used to create a file for an Odorant by Location task. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 24

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26 New Tasks > Odorant Monthly Use this tile to create an Odorant - Monthly task file. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 26

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28 New Tasks > PFM Field Sheets Use this tile to create a PFM Field Sheet task file. It either of the For Account, For Utility, or For Meter options are selected, the program will display data from the GMTO Master Lists that will allow the user to confirm that they have entered the correct account, utility, or meter number. Some information from the GMTO Master Lists will be entered on the spreadsheet. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 28

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30 New Tasks > PFM Test Report Use this tile to create a PFM Test Report task. It either of the For Account, For Utility, or For Meter options are selected, the program will display data from the GMTO Master Lists that will allow the user to confirm that they have entered the correct account, utility, or meter number. Some information from the GMTO Master Lists will be entered on the spreadsheet. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 30

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32 New Tasks > Regulating Station Use this tile to create a file for a Regulating Station task. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 32

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34 New Tasks > RMO This tile is used to create a file for an RMO Inspection task. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 34

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36 New Tasks > Tap Reading Worksheet Use this tile to create a task file for a Tap Reading Worksheet. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 36

37 This tile is not available in Stand-Alone mode. 37

38 New Tasks > Time Log This tile is used to create a Time Log task file. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 38

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40 New Tasks > Walk Reading Worksheet Use this tile to create a task file for a Tap Reading Worksheet. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 40

41 This tile is not available in Stand-Alone mode. 41

42 New Tasks > Work Order This tile is used to create a Work Order task file. It either of the For Account, For Utility, or For Meter options are selected, the program will display data from the GMTO Master Lists that will allow the user to confirm that they have entered the correct account, utility, or meter number. Some information from the GMTO Master Lists will be entered on the spreadsheet. Complete the fields required and click the Create button. When the task file has been created from the template, a message like the example shown above will be seen. Click OK when the message has been read. The Open button can now be used to open the task file for editing or the file may be opened from the Active Tasks list. 42

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44 New Tasks > Link File Use this tile to link add a task file that was not created by GMTO. The linked file must reside in one of the shared GMTO folders. Use the Browse button to locate the file to be linked and click the Create button. When the link has been established, the Open button will be enabled and the task file will appear in the Active Tasks list. This tile is not available in Stand-Alone mode. 44

45 Master List > Customer List The GMTO administrator will maintain a master copy of a customer list by synchronizing the contents of the list with the GAS MANager database. When this tile is clicked in Connected to Database mode, the Service program user is given the opportunity to update their local copy of the customer list from the master customer list. Click the Yes button to perform the update. Clicking the No button causes no action to take place. When this tile is clicked in Stand-Alone mode, the Service program opens the local copy of the customer list. 45

46 Master List > Inventory List The GMTO administrator will maintain a master copy of a meter list by synchronizing the contents of the list with the GAS MANager database. When this tile is clicked in Connected to Database mode, the Service program user is given the opportunity to update their local copy of the meter list from the master meter list. Click the Yes button to perform the update. Clicking the No button causes no action to take place. When this tile is clicked in Stand-Alone mode, the Service program opens the local copy of the meter list. 46

47 Master List > Meter List The GMTO administrator will maintain a master copy of a meter list by synchronizing the contents of the list with the GAS MANager database. When this tile is clicked in Connected to Database mode, the Service program user is given the opportunity to update their local copy of the meter list from the master meter list. Click the Yes button to perform the update. Clicking the No button causes no action to take place. When this tile is clicked in Stand-Alone mode, the Service program opens the local copy of the meter list. 47

48 Setup > Local File Access This tile is not available in Stand-Alone mode. The Local File Access tile is discussed in more detail in the GAS MANager Task Organizer Installation Guide. A local folder must be selected for Local File Access before the GMTO Admin program can be used to work with Tasks. Click the Browse button in the Local Folder for Local File Access section and use the Browse For Folder window to select the folder that will be used to store local copies of GMTO files. 48

49 For new installations of GMTO, this folder may have to be created. Browse to the parent folder and then use the Make New Folder button to create the desired folder. When the desired folder has been selected, click the OK button to return to the Local File Access window. 49

50 The Allow Copy box next to each document type will be pre-selected for each document type for which Local Copy rights have been given. Where Allow Copy rights have been granted, each GMTO user may select the Folder Copy option. The Folder Copy option is useful on computers that will be taken out of the office. When the Folder Copy option is selected, all Active Tasks of the selected Task type will be copied to the Local File Access folder. This allows the GMTO user to work with the Task files while they are away from the office. There is no benefit in selecting the Folder Copy option on computers that do not leave the office as these GMTO users will always have access to all Tasks in the Shared Folder. 50

51 Each time that the program is opened and closed in Connected mode, the contents of the Local Folder will be synchronized with the Active Tasks that have the Folder Copy option enabled. This is a 2-way synchronization with new and updated files being copied in both directions. A manual synchronization can be performed by clicking the Sync button. Click the Save button to memorize the selected settings. 51

52 Setup > Excel Setup Open GMTO Service and click on the tile labelled as Excel Setup in the Setup section of the main program window and a new window like the following example will be seen. Follow these instructions to configure Excel for optimum use with GMTO spreadsheets. It is important the Employee Name be specified for the Get Employee button to work properly. 52

53 Using the Master Lists Customer List & Meter List The Customer List contains information from the GAS MANager database about customers, accounts associated with customers and utilities associated with those accounts. The Meter List is similar to the Customer List but it also contains information about meters. This list includes both meters that are in service and those that are not in service. How To Use the Customer List The Customer List is used by the program to assist in the creation of Task files. There are no other specific usage instructions. How To Use the Meter List The Meter List is used to record meter information on the following Task files: Meter Change Work Order GPS Location PFM Field Sheet PFM Test Report Excel Macros have been provided in the Meter List to record information on different sections of these Task files. The Ctrl + m keystroke combination will record information about the meter selected on the Meter List to spreadsheets cells shown with a yellow background. The Ctrl + i keystroke combination will record information about the meter selected on the Meter List to spreadsheets cells shown with a blue background. The Meter List can also be used to add account, utility, and meter information to Task files when the program is working in Stand-Alone mode. 1. Begin by opening the Task file and the Meter List. Ensure that these are the only open spreadsheets. 2. Arrange the spreadsheets so that they appear side-by-side. This is easily done by clicking the Arrange All button in the View tab. 3. Select Vertical alignment and click OK. 53

54 4. Click on the row containing the meter whose information is to be transferred to the Task file. 5. Press Ctrl + m to record information about the meter selected in Task file cells shown with a yellow background. Press Ctrl + i to record information about the meter selected in Task file cells shown with a blue background. 6. Respond in the appropriate manner to the Transfer Complete message. 54

55 7. The information for the selected meter (1024 in this example) has been transferred to the appropriate cells depending on which macro was executed. 55

56 Inventory List Unlike the Customer and Meter Lists, the Inventory List is not comprised of information from the GAS MANager database. This list must be maintained manually with content coming from another inventory database or content being entered manually. How To Use the Inventory List The Item number, Description, and Cost of items used in the performance of a Task are copied from the Inventory List to the Co-op Materials tab of a Task file. 1. Begin by opening the Task file and the Inventory List. Ensure that these are the only open spreadsheets. 2. Select the first 3 cells for the inventory item used on the Inventory List. Copy the selected cells using either a Ctrl + c command or by right-clicking on the selected cells and choosing Copy from the menu. 3. Click on the first cell on the first empty row on the Co-op Materials tab of the Task file. 4. Paste the selected cells using either a Ctrl + v command or by right-clicking on the cell and choosing Paste from the menu. 5. Enter the quantity used in the Quantity column and the Amount will be calculated. The Quantity field may be edited as often as is necessary until the Task is finished. 56

57 Sync Issue What is a Synchronization Issue A Synchronization Issue arises when there GMTO detects a difference between a Task file in the My Tasks list and the same file on the Active tasks list. How To Identify and Fix A Synchronization Issue Task files that have a Synchronization Issue can be identified by the fact that they are presented on the task list in a bold font. Click the Sync Issue button to begin the process of resolving the Synchronization Issue. The GMTO program will display both of the task files and allow you to choose the version of the file that you want to keep by examining the files and then clicking either the Keep Local or Keep Shared button. If you are unable to determine which version of the file should be kept, click the Close button to leave the Synchronization Issue unresolved. 57