worksmart! ibreeze Getting Started Guide

Transcription

1 worksmart! ibreeze Getting Started Guide Revision 3 worksmart ibreeze version Copyright Notice Copyright 2011 Mobile Workforce, Inc. All rights reserved. Mobile Workforce, Inc. has copyright ownership of the Mobile Workforce-workSmart! applications and other software related materials. This manual may not, in whole or in part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form without prior consent, in writing, from Mobile Workforce, Inc. All Mobile Workforce, Inc. software is licensed in accordance with the terms and conditions of the purchase, lease, or license agreement by which this software product was acquired. No ownership of Mobile Workforce, Inc. software products is transferable. Law prohibits the use of this software beyond the terms of one or more of the aforementioned agreements, without the written consent of Mobile Workforce, Inc. Microsoft, Windows, and Internet Explorer are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. WorkSmart!, worksmart!-mobile, worksmart!, are registered trademarks of Mobile Workforce, Inc. Apple, itunes, iphone, itouch, ipad, and ipod are registered trademarks of Apple Inc.

2 Contents 1. Hardware Requirements Installation and Configuration Step 1: Installing worksmart ibreeze Step 2: Configuring worksmart ibreeze Step 3: Syncing with Office Getting started Opening worksmart!-ibreeze The Basics The Four Tabs Orders Tab Inventory Tab Case Tab Surgeon Tab Catalog Tab Settings Tab Detailed How To Instructions Synchronizing worksmart!-ibreeze Order Tab: Creating an order Searching the catalog Selecting items from a kit Selecting an item, and then select the kit Reviewing and Submitting Orders Saving Draft Orders Printing Orders Creating Quotes Inventory Tab Case Tab: Creating a Surgery Case Surgeon Tab: Creating a surgeon profile Catalog Tab Settings: worksmart!-ibreeze Preferences Usage Tips Technical Support Log on to the web April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 2

3 1. Hardware Requirements. Apple iphone 3G with operating system (ios) versions 4.2 to (Bluetooth Scanner not supported) Apple iphone 3GS with operating system version 4.2 and higher. Apple itouch with operating system version 4.2 and higher. Apple ipad with operating system version 4.2 and higher. Apple ipad 2 with operating system version 4.2 and higher. Sync the device with itunes to check and update the operating system software. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 3

4 2. Installation and Configuration 2.1. Step 1: Installing worksmart ibreeze On your iphone/ipad, go to the App Store. Search for worksmart. Select the worksmart Application and select INSTALL, like any other application from the App Store. NOTE: The application is FREE, however a license for use is required, contact Mobile Workforce to confirm. The application will automatically download and install Step 2: Configuring worksmart ibreeze You won t be able to use worksmart ibreeze until you have successfully synced with office. Launch the application by tapping the worksmart icon displayed on your IPhone/iPAD. The Settings window appears. Enter your worksmart username and password in the appropriate fields. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 4

5 For the Service URL, enter or press the DEFAULT button. If you wish to view upcoming surgeries in the IPhone/iPAD calendar or Outlook calendar place a check in the Export Surgeries into this Calendar category check box. Tap SAVE Step 3: Syncing with Office Before you start using the worksmart! application, you must first download your catalog and customer accounts. To download this information, follow these instructions: Note: Before starting, make sure that your IPhone/iPAD is connected to the Internet. Tap Settings Tap the Sync With Office button. The Sync With Office window appears. The Catalog, Customers, and Inventory Locations check boxes are automatically selected. You are now ready to retrieve the catalog and customer accounts. Check that your IPhone/iPAD has an active connection to the Internet by looking at the indicator at the top of the screen for the WiFi or Cellular data connection status. Tap the Start button. When the sync has finished you will see the Sync Successful message in the status window. Tap Close. You will be returned to the Settings window. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 5

6 3. Getting started 3.1. Opening worksmart!-ibreeze Tap the worksmart icon displayed on your IPhone/iPAD. By default it will open up in the Orders screen The Basics The Four Tabs When you have started up worksmart!-ibreeze and closed the version # screen you will see there are 4 tabs across the bottom. On the iphone/ipod these appear as: On the ipad, with its larger screen, these appear as: On the iphone/ipad, the Catalog and Settings are found by selecting the MORE icon Orders Tab This is where orders are handled. Four folders are displayed within this tab. The Outgoing folder This is like the outgoing folder for your client. Orders that have been submitted, stay here until you do a sync with office, and then they are sent to the Mobile Workforce website. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 6

7 The Drafts folder This is like the drafts folder for your client. Orders that have been saved, but NOT submitted stay here for you to edit later. The Sent folder This is like the Sent folder for your client. Orders that have been sent to the website are copied to this folder in READ-ONLY format so you can review them later. The Quotes Folder This contains quotes that you have created and saved. Quotes are always sent to the website. Press and old on a quote and you can delete it, create an order from a quote, or clone a quote so you can prepare one for a different client Inventory Tab NOTE: If you do not have inventory permissions, some of these functions will not be displayed. The number in the red circle indicates the number of items in the Expired Inventory Report. The Outgoing folder This is like the outgoing folder for your client. Inventory receives and transfers that have been submitted, stay here until you do a sync with office, and then they are sent to the Mobile Workforce website. The Drafts folder This is like the drafts folder for your client. Inventory receives and transfers that have been saved, but NOT submitted stay here for you to edit later. The Sent folder This is like the Sent folder for your client. Inventory receives and transfers that have been sent to the website are copied to this folder in READ-ONLY format so you can review them later Case Tab April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 7

8 The case tab is where your cases are displayed. You will be shown cases for any customer you can place orders for, and for any sales rep set up as a team member. Sales managers will be shown all cases. Cases scheduled for any time after two weeks ago will be displayed. Select the icon in the top right corner to create a new case Surgeon Tab This is where surgeon profiles are shown. Tap on a surgeon profile to display the known information. If the surgeon is assigned to you, you can select to edit the information. Select the icon in the top right corner to create a new surgeon profile. Surgeon profiles are kept in sync with the Mobile Workforce website like cases are, any new or changed cases are sent up to the web, and any updates on the web are downloaded to the iphone/ipad whenever a sync with office is performed Catalog Tab This allows the user to search the available catalogs. The supported catalogs are selectable by tab at the top of the screen, and then the user can use the search field to search by SKU and description. Select the right arrow to view all the details on the part Settings Tab The Settings tab is where the user name and password, the service URL, and the settings for exporting cases to the ios calendar application are found. The Sync with Office screen is also found here. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 8

9 4. Detailed How To Instructions 4.1. Synchronizing worksmart!-ibreeze To synchronize worksmart!-ibreeze, go to Settings and select Sync With Office. This will display the Sync With Office page. Press START, to sync with office. As long as the device has internet access, the sync process shall start Order Tab: Creating an order To create an order, tap the Orders tab to enter the Orders module. Then tap the New Order button to create a new order April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 9

10 Select the order type. Replenishment orders will show extra fields for replenishment data. Select the sales rep as a filter for the customers. Select [Show All] to show all the customers in the customer list. NOTE: To view detailed information about a customer, tap the right arrow. This will display the customer s details in the Customer Details page. To exit this page, tap the back button. On the ipad, the full order details are shown on a single screen. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 10

11 Tap on to add a line item to the order. Select the part, then fill out the Product details (lot#, price and quantity). To Scan items, tap the Scan Items button. To add an item that does not have a SKU, such as shipping, tap on the Add Non SKU Item button. After each product is completely entered, tap the Add to Order button Searching the catalog. When viewing the catalog to select a line item for an order, quote, receive, or transfer, use the keyboard to enter the search value in search window. To perform the search, select the Search button on the keyboard. This will search the catalog for information in the SKU or part description that matches the search parameter Selecting items from a kit If the items for the order were all taken from a specific kit, there is a quick way to select the items directly from a kit. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 11

12 Select search screen., to enter the catalog Search for and select the SKU of the specific kit s template. Select the specific kit sku. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 12

13 The list of stocked kits for that sku will be displayed with their kit identifier and location. Select the specific kit that the parts were pulled from. The current contents of the kit will be displayed. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 13

14 Select the items from the kit and then click on Add to Order. The quantity of each item will default to 1. If more than one of the item was used in the order the line item should be edited to correct the quantity Selecting an item, and then select the kit. Instead of selecting the kit, and then items, sometimes it is desired to select the parts first, then define which kit from which they were pulled. Select Add Product April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 14

15 Search for and select the SKU of the item in question. NOTE: The SEARCH button is at the bottom of the keyboard Optionally select the Lot number of the item by selecting the right arrow for the Lot number field. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 15

16 The inventory items for that sku will be shown with their lot number, location, and current quantity. Select the lot number for the item. To select the kit, tap on Tap to set for the kit field. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 16

17 The kits that contain the item (sku, or sku with lot number) will be listed. The kit identifier and location will be shown. Tap on the appropriate kit. Now select Add to Order to add the item to the order. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 17

18 Reviewing and Submitting Orders On the iphone and ipod tap Sign and Submit to open up the signature space, sign the order, and then tap SUBMIT to save and place the order in the Outgoing folder to be sent to the server the next time you synchronize your device. If no signature is desired, just tap Submit Without Signing. The order appears in the Outgoing folder. If you have a customer enabled to have a fax or of the order sent to then you may place a check in the Send copy to customer fax/ check box if you wish. On the ipad, collect the signature and tap Submit Saving Draft Orders If you don t want to send the order just yet, tap Save instead of Submit to save the order s information on your device. The order will not be sent when your device is synchronized until the order has been submitted using the Submit button. The order appears in the Drafts folder. Later on, you can edit this order by tapping the order in the Drafts folder list. The order s entry appears highlighted in the Select Customer page. You can then proceed to edit the order as required by paging through the order creation process. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 18

19 Printing Orders Once an order has been synced and is in the sent folder it can be printed. To print, view the order and look for the send icon in the top right corner. The printer options screen will be displayed that will allow selection of a connected bluetooth printer, the range of pages to be printed, and the number of copies to be printed Creating Quotes To create a quote, tap the New Quote button. If you would like to create a new Bill-Only order from your Quote, select the quote from the Quotes folder. A Menu button can be found there. Choices 4.3. Inventory Tab Select the to show the Expired Inventory Report, create a new Receive, create a new transfer, create a new consignment record, or create a new Audit Receiving Inventory You can receive your inventory by tapping the Inventory tab to enter the Inventory tab. To receive inventory items, tap the menu and select New Receive Select the location to receive the inventory into, then enter an Order Number (or reference number, as required) Select the product(s) you want to receive using the lookup option, scanner, or manual input, add in the lot, expiration date, quantity, and click Add. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 19

20 Click Save to save your receive to be edited and submitted at a later date or Submit to be sent to the server on the next synchronization Transferring inventory You can transfer your inventory by tapping the Inventory tab to enter the Inventory module. To transfer inventory items, tap the menu and select New Transfer. Select the location to transfer from and the location to transfer inventory to. Select the product(s) you want to transfer using the lookup option, scanner, or manual input, add in the lot, expiration date, quantity, and click Add. Once you have added all the products you are click Save to save your receive to be edited and submitted at a later date or Submit to be sent to the server on the next synchronization Expired Inventory Report You can view items in your inventory locations that are about to expire or have already expired by opening the Expired Inventory Report. To do so, tap the Inventory Report. menu and select Expired This will display the Expired Inv Report page. From here you can view the SKU, Lot, Location, Quantity, Expiration Date, and Description of the parts that are expiring or have expired Case Tab: The eyeball icon indicates that the case has been updated with new information sent down from the office and the user should view it. The blue dot indicates that the case has been changed locally, and updates will be sent to the office during the next Sync with Office. No icon next to the case indicates that the case has been read, but no changes were made. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 20

21 To filter the displayed cases, select a case and press and hold on the case. A menu will appear with several filtering options. Show all, will show recent cases within the past two weeks, and all future cases appropriate for the user. Show All for Date will show all cases that occur on the same date as the selected case. Show all for Surgeon will show all cases that have the same surgeon as the selected case. Show all for Customer will show all cases that have the same customer as the selected case. Show all for Sales Rep will show all cases that have the same sales rep as the selected case. Show all for Team. will show all cases that have the same surgeon as the selected case. For example: Creating a Surgery Case April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 21

22 Select the icon in the top right corner to create a new case. The case information can be found in 4 subsections entered through the right arrows. This will display the Surgery Schedule creation page. From here you will specify the Start time, Duration, Customer, Contact, Location, Patient, Age, Gender, Surgeon, whether Attendance is Required or not, Procedure, and any Notes that may be needed. To select a Procedure, click the Procedure tab and pick one from the drop down displayed.. Any edited case is sent to the website next time you sync with office. If a case has been changed on the website, it will be downloaded to your iphone/ipad next time you sync with office Surgeon Tab: Creating a surgeon profile You can create a Surgeon Profile by tapping on the icon in the top right corner. Enter your surgeon s contact information on the displayed page and then select Save Catalog Tab The catalog tab, which is found behind MORE on the iphone and ipod, will display a tab for each of the supported catalogs. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 22

23 Select the catalog, and the catalog contents will be displayed. Search the catalog by entering text in the search field, and select search. Catalog item SKUs and descriptions will be searched. Select the right arrow to see the full details on the selected catalog item Settings: worksmart!-ibreeze Preferences To set your user name, password, service URL, timeout, and other preferences, tap the worksmart! Settings icon. Tap the Username field and enter your name. Next, tap the Password field and enter your password. For the Service URL, enter or press the DEFAULT button. If you would like worksmart! to export your surgery schedules into your calendar, place a check in the Export surgeries into this Calendar category. Once you have entered all your preferences, tap SAVE to save the information on your device. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 23

24 5. Usage Tips Swipe on an item (left to right), and a DELETE option will appear. In this example, the order was "swiped" and now the DELETE button appears, so this dummy order can be deleted. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 24

25 6. Technical Support If you need help using the Mobile Workforce worksmart!-ibreeze application, visit our website at or contact us by mail, , FAX, or telephone: Mobile Workforce, Inc. P.O. Box 633 Port Orchard, WA USA Tel: (360) FAX: (360) April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 25

26 7. Log on to the web Your account also allows you to log into the web to review, edit or create orders. You can login at: Enter your username and password. April 2011 Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 26