AQ2000 User Manual

1. AQ2000 User Manual

2. Table of Contents • Add a Quote User • Sales Locations for Quote Users • Sales IDs • Simplified Program Start-Up • Quote Files • Network Operation • Main Quote Grid Buttons • Main Quote Grid Functions • Add Model (sensor, analyzer, etc) • Configure Model • Add & Return • Adding Parts • Grouped Line Items • Grouped Line Items • Printing (File – Print or the Print button) • Sample Quote – Word Document • Search Your Quotes • Edit - Preferences • Database Maintenance

3. Add a Quote User Each AQ2000 user must have a User ID in order to Login the AQ2000. After initial program Installation, run AQ2 Admin, a desktop (and Start Menu) icon. (This form can also be accessed from AQ2000’s Edit – Quote Users menu) The User ID plus the Quote Number plus the Revision Number make up the complete Quote Number shown on each quote’s printout. Field Salespeople should select User Type = Signature (3). Inside / Office Salespeople should select User Type = Office (2). Representatives might want to have an Office User defined with an address (Sales Location) of: Rosemount Analytical, Inc c/o Representative Company name etc Emerson Process employees need only enter the “Email Name” as Firstname <SPACE> Lastname, if their email address is Firstname.Lastname@Emerson.com. Otherwise, enter the complete email address in this field. If you want (need) a Signature to appear on the quote differently than what you entered in the Email Name field, enter it in the Signature Name field. Titles are actually not used, so are not required. Phone numbers should be entered as PURE NUMBERS if you want AQ2000 to format it as: NNN.NNN.NNNN. Otherwise, enter phone numbers the way you want them to appear on the quotes. Select a Location ID from the drop-down list. If tours is not there, chose any one and then add your location info via AQ2000’s Edit – Sales Locations menu.

4. Sales Locations for Quote Users Scroll to the bottom of the list and add then next number in sequence, along with all required Sales Location data. Make sure and scroll to the right as the form is wider than it looks on-screen.

5. Factory Contacts Edit – Factory Contacts These appear on the Factory Address tab on the main quote grid.

6. Sales IDs From AQ2000’s Edit menu, select Sales IDs Enter your User ID from the Quote User form in the first column. Enter your Email Name from the Quote User form in the second column.

7. Simplified Program Start-Up To run AQ2000 without logging in, ad your User ID to the AQ2 Desktop Icon Properties. Right-click the Icon Select Properties Add your User ID after AQ2000.exe in the Target box as shown.

8. Quote Files • The files necessary to run AQ2000 are added to your system during program installation. It is assumed that you have the Microsoft Office Suite, Version 97 or later. • In your install folder (C:\QuotePrg by default) you will find three (3) key files: • The Main Program: AQ2000.exe • The Price Database: Models.mdb (Microsoft Access database) • Your Quotes: Quote.mdb (Microsoft Access database) • MAKE SURE to BACK-UP Quote.mdb regularly. All of the other files can be replaced easily. • Most often, a price change notification is made to the user community and Models.mdb is changed via the AQ2 Updater. • Also, when new features are added or bugs removed, the Main Program is updated via the AQ2 Updater. • To view you AQ2000’s Program & Pricing file revisions, select Help – About AQ2000 You will also be shown the location and dates of the Main Program and the databases (Quote.mdb & Models.mdb)

9. Network Operation AQ2000 can be operated on a Local Area Network, such that many users can share the Quote database. To do this, first select a folder on a computer that everyone can reach on the network. Put the files Quote.mdb and Models.mdb there. Set up each user to Map to that network folder as a disk drive, with reconnect at logon checked. In this example, the folder D:\All_Users\AQ2_Databases is on the server Server_1 and has the Folder & File Permissions set to allow all of the AQ2 users to have FULL access control of the files in the folder. Quote.mdb and Models.mdb are moved/copied to the AQ2_Databases folder User’s computer has AQ2000 installed in C:\Quoteprg User’s computer is set up to map: \\Server_1 \All_Users\AQ2_Databases as Drive Q: User’s C:\Windows\Quote.ini file is modified as follows: [Paths] db_LOCAL=Q:\Quote.mdb prg_PATH=C:\QuotePrg Other users can map a different drive letter, just as long as their Quote.ini file has the correct letter specified in the db_Local statement.

10. Main Quote Grid Buttons Quote Navigation New / Delete / Save / Copy Quote Address Tabs Add Customer to Address Book Print Button Revision Controls e-Mail Button Customer Ref, FOB Validity, Discount, Leadtime Quantity Unit Price Line Item Select box Discount Set Line Item as an Alternate Add / Edit Model Line Copy Pre-Post Quote Notes Line Notes Tags Group

11. Main Quote Grid Functions • The Main Screen enables you to scroll from one quote to the Next or Previous one: Quote Navigation • There is also a “My Quotes” checkbox which causes Next & Prev buttons to only show quotes authored by you. • From here you can create a New Quote, Delete the currently shown Quote, Save the current one or make a Copy of the current Quote • The four (4) Address Tabs are where you define the Customer Contact as well as Contacts for Factory, Office and Quote Signature. • Quote Revision controls enable you to increment the quote Revision Number, saving the prior one as a Read-Only quote. • Here, you also set: • Customer Reference information • FOB • Quote Validity • Overall Quote Discount • Leadtime • The Add Customer to Address Book button can be used to add customer info to the Quote Contact Database. • The Add Model button enables you to select and configure analyzers, sensors, etc. • The Edit Model button is used to change a Model Matrix of an existing Model line item. • Pre & Post Quote Notes can be added to your quote by clicking the Quote Notes button. • By clicking the Line Item Select box at the left-most edge of a line item, you can: • Copy a Line Item • Add Line Item Notes • Add Line Item Instrument Tags • Delete the Line Item with the Delete Key on the keyboard • You can designate a Line Item as an Alternate by clicking in the Alt field • Here, you can also type a Quantity, Base Price or Discount for each line item. • Negative and decimal discounts are both legal. However, if you use a negative discount, you should use the Hide Unit Price option when printing your quote.

12. Add Model (sensor, analyzer, etc) When you click Add Model on the main quote screen, you are taken to the screen below, the Model Selection Page. Select the Division who’s products you want to quote: Gas, Liquid or GC Now click the Model drop-down and select the product model. Before selecting Spares, Accessories, Features or Specs, you must first click Configure Model.

13. Configure Model You are now on the Price Page, where you build the Model’s Matrix. Many models have “Exceptions” or configuration rules to prevent configuring “illegal” products. To see the matrix selections that are “illegal” check the “Show Exceptions” box. Build your desired Matrix until you see the “Done” button appear in the lower right corner of the Price Page.

14. Add & Return • After “Done” is pressed, you are returned to the Model Selection page. • You can now add Accessories, Spares, Features and Specs to the quote, particular to the model line item. These will NOT show on the Main Quote Grid screen but will show in the Printed quote. • To view the Feature or Specs text, highlight it in the upper half of the tabbed dialog and click the Description Button. • When done, click the Add & Return button OR • If you are doing a many multi line item quote, click Add & Config Another. Then immediately select another model and configure it.

15. Adding Parts • On the first blank grid row, click in the Product Number field. A drop-down arrow will appear. • Either click the drop-down, scroll to the part you wand and click it to add it to your quote. • If you want to narrow the list, press Ctrl-F on your keyboard and type any partial part number or description and press ENTER. The list of parts shown will be those that contain your search text.

16. Grouped Line Items Groups can be used to place a group of Models and Parts in a group of items with a single lumped price. Click in the Product Number Field Press Ctrl-F Type 9999999 (7 nines) Press Enter Select the Special / System “Part” that appears

17. Grouped Line Items You should Edit the “Special / System” text to say what you want the Group to be titled. Now select the Grid Row that the 9999999 is on and click the Group button. From here, proceed to add Models and Parts you want to have in the Grouped Line Item.

18. Printing (File – Print or the Print button) Specify Local Quote or Send a copy to the Factory Printing Options Logo & Product Pic Controls Use MS Word or Internet Explorer Cover Letters Where to eMail the Order Where to send the Order and Who to Contact for Questions

19. Sample Quote – Word Document Using Color RAI Template Product pictures (110 pixels wide) Submit Order set to Factory Contact Questions set to Signature Contact 3rd Logo = Cross Company In order to have your Logo on your quotes, you need four (4) files in your AQ2000 Install folder: 2 – Logo Images - GIFs (1 color & 1 Mono) 2 – Word Templates (1 color & 1 Mono) If AQ2000 finds these files, it will make a 3rd logo available on the Print Dialog.

20. Search Your Quotes You can search for multiple Quotes by Date Range, Customer, Product, Sales Person, Author, Quote Number and Factory. Fill in you criteria and click the Search button. You can generate an Excel (or HTML) report of the results by clicking then Print button. You can also highlight multiple quotes here and delete them with the Delete Key on the keyboard. If you want to view the details of one of the quotes listed, Double-click the line item on the grid.

21. Edit - Preferences Default Factory, Office and Signature Contacts for the Address Tabs Specify where Quotes are Saved Your e-Mail Client: Outlook or Outlook Express Your e-Mail Domain Font and font size for the Main Quote Grid Select World Area Pricing Select Printed Quote Language

22. Database Maintenance If you experience problems related to Quote.mdb, you can try to Repair it with an application that is installed with AQ2000 called AQ2K Repair DB. The icon to run it should be on the desktop, and in your Start Menu. Close AQ2 and run this repair tool.