SOSET software for the marking industry

Setting up SOSET OrderEntry Software

Introduction.
SOSET OrderEntry Software comes with example database-tables. With these tables you can experience how SOSET works and handles information.

Of course you want to customize settings and data, perhaps you want to use data from your previous order entry system or from your accounting software. SOSET has options to make this go easy.

You can create your company-setup by modifying the example database-tables. However the multi-company structure of SOSET allows you to set up different companies by creating a "new" company. In this way you can keep your examples for testing and training.

Before you start to modify data and/or creating a new company, we recommend that you read the following instructions and work in the same order as described. In that way you will have a save and fast procedure.

Keep in mind that SOSET can do a great job for you and that a good setup will improve your efficiency and customer service dramatically. In order to do so it needs a lot of information. A lot of this information might not be available in your current system and you might need to consider settings very well.

How to add or edit a Company?
After selecting Company from the Maintain menu, you view the existing companies in a dialog. You can choose to add, edit or delete a company.

To create a new company, you click Add. Enter company data, make sure that you enter the country name, this will be used to omit printing of the country name if customer is in the same country. Check Local or Host production will set the default export-option on or off.

For Cash order handling you need to specify the CustomerId Cash order. SOSET OrderEntry can automatically create cash-orders, this is very useful if you want to use SOSET OrderEntry as POS-software. Such an order will be entered with the here specified customer-id. Click on the button:Logo if you want to specify a header and footer for the invoices, orderforms and shipping lists.

Click on OK to let SOSET prepare the database-tables for this new company. You will be prompted to answer the following question Do you want a local environment with its own order databases? Choose Yes if you want to have a separate database-table set with separated shipping, invoicing etc. for the new company. SOSET automatically creates a subdirectory on the basis of the entered CompanyID and the SOSET DataPath refers directly to this subdirectory. Choose No if you want to enter and keep orders separate for retrieving information but with shipping and invoicing integrated in the existing company (or companies).

Keep in mind that SOSET will always have only one stamp-database for the design and combined production and will keep all information, per company, up to date automatically.

SOSET will create and prepare the new company now.

Note: Don't be confused if you think that nothing happened! For a company in the local environment SOSET will create and index new tables. For a global environment only the company information is stored and a switch set to let the settings and operations for this new company fine.

In case you want to edit company data, select the Edit button in the Company dialog. You can delete a company, however, this option should be used with care! In case you delete an existing company, you only delete the company data, not the customers, orders or products. After adding a new company to the SOSET OrderEntry system, you can select Open company from the File menu and open this newly entered company.

Preparing information in the database-tables.
Most of the necessary information can be stored in the SOSET database-tables from within the Maintain menu. In this way SOSET will control the entry and warn for errors and missing information. Some of the entry might be fixed by SOSET, like Payment and other ID's as SOSET requires sequential numbering for these fields.

If you have experience with databases and if you want to have browse and other database-table techniques or want to use advanced import, export and selection options to speed up the entry and to avoid mistakes by wrong data entry, we recommend that you use the SOSET NamoUtil program. This program is included in your SOSET software package and installed during setup.

We recommend that you collect the necessary information for entry in the appropriate database-tables, in the same order as listed here.

Product groups in ProdGrp.dbf. Categorize your products into product groups and enter these in the product group table.
Chart of Accounts in Accounts.dbf. A list of assets, costs, sales-groups etc
Payment/Delivery terms in Payment.dbf. Here the payment terms, like 2% net 30, are specified. Don't confuse this with the the Payment option, where the way of payment like Payment by Credit card, are specified.
Shipment options in Shipper.dbf. Enter the various ways of shipment you use.
Discount options in Discount.dbf
Quantity discount (No table, is controlled by SOSET and stored in system-information)
Tax options in Tax.dbf. Enter your favorite tax option with the tax-rate-% .
Freight options (No table, is controlled by SOSET and stored in system-information). Here you specify the various freight charges per weight. For each customer or customer-group and for each product or product-group you can specify if a freight-charge is applicable.
Customer groups in Custgrp.dbf
Products in Product.dbf. Specify all your products, including stock items and check various settings and options. Contains both sales and production information.
Laser-engraver specifications in Laser.dbf M&R laser only! ONLY, if you are using one or more M&R laser engravers for the production of stamps, seals or nameplates, you can specify a laser engraver name and the port to which it is connected.
Printset Groups in Printset.dbf. For typeset/production specifications. Also for specifying laser-settings.
Laser engrave settings in Laserset.dbf M&R laser only! Specify the engrave settings per Printset Group.
Mount options in Mount.dbf. To specify wooden, plastic or no handle, but also for name on handle etc.
Color options in Colour.dbf. Printing colors are specified in this table, also for multi-colored stamps.

Note: After you have entered data in a way different from SOSET Maintain option or SOSET NamoUtil, it is advised that you start re-indexing in the Namosys-program.

Import into SOSET database-tables of customer data and chart of accounts from other applications:

If your application has an export option or if you have data in spreadsheet, wordprocessor or other format you can easily prepare these data for import into the SOSET database-table.

There are a few easy steps to follow:

Make sure that nobody is using the SOSET order-entry database tables.
Generate one an ASCII or ANSI text file from your customer-data and one from your chart of accounts; make sure that there are no formatting- or layout codes in the files. As, so called, delimiter you use a Comma, in export-options this is mostly called CSV-format. The order of the fields, the (maximum) length and the type is described below.
From the SOSET distribution CD-ROM you need to copy the various database-files (extension:*.dbf) from the sub-directory \Misc\Interfce to the \Data\Import sub-directory as created by the SOSET installation procedure.
In the SOSET NamoUtil program, you select File, Open table exclusive and select the PCUSTOMR.DBF for the import of customer-data; select now File, Import, Text file, delimited with ' option and locate the before created CSV-file. When the import is ready, you can see all data in the browse screen.
Now you can append these data to the SOSET customer database table; it is no problem if you already have entered (e.g. manually) customer data, the new ones will be added with the Tools, Update Customer table option in NamoUtil tools, this option also updates the search-fields and sets the shipping days to default values.
Repeat this procedure with the PCHART.DBF for the import of the chart of accounts. Export the data into the ACCOUNT.DBF of SOSET OrderEntry.

Note: If you have data in ASCII-format then you need to convert them into ANSI-format. Even if you don't see this directly it still might be necessary to convert the data. Use the Utilities, ASCII/ANSI conversion option in the Namosys program (Only 1x possible!).

Quick Start

SOSET has a very simple yet flexible Quick Start procedure for beginning and intermediate typesetters and extensive customization features for advanced users. Some understanding of the Windows-operating system is recommended.

SOSET provides examples and database files with a basic setup and a lot of product information about selfinkers, pre-inked stamps and other stamp products.

Start SOSET now!

Run SOSET with the Namokey Software.
To run SOSET and to legalise its use in a network environment you need to have a software protection key (for each SOSET program!) and you need to run the Namokey software.

The software protection key must be connected to one of the parallel ports of your computer, in case you have a single user version of the software. A multi-user version of the SOSET software requires (only) one software protection key connected to a workstation in a network.

To simplify the license control we supply network users with the Namokey software. This software should always run at one station in the network. This means that every time you start any SOSET application, Namokey is automatically started as well. The security station is the computer (or workstation in a network) where the software protection key is connected to.

The Namokey software should be kept running, while SOSET programs are being used. You only terminate Namokey in case there are no (more) active users, usually at the end of a working day.

Before you start working with SOSET, you should initialise the SOSET database tables. Double-click the Namosys Program-icon from the SOSET group to reindex these tables.

Pincode.
All users need to have a pincode to enter the SOSET program. The pincode can also be used to prevent unauthorized use of parts of the program.

Dependent on the assigned level, users will have access to different parts of the software. The level can vary from 0 to 9. A level with a value from 0 to 5 gives limited rights to access the database-tables in Namosys. From 6 on, you have all the right to browse, check, reindex and pack database-tables in Namosys.

The first time you can log-in with pincode: 0000.

This pincode gives you supervisor rights. If you have Supervisor rights (granted to the first user during set-up) you can add and modify users in the user table.

The User-table is accessible via the Browse-option in the Namosys-utilities program. The User-table contains the information of all users that are connected to your SOSET Network.

Typesetting a stamp.
In case you have entered an order that has typeset orderitems, you can switch directly to Typeset to design the stamp(s). By pressing the Typeset button on the Toolbar, you can import the entered order to Typeset. With CTRL + F3 you can find an order on ordernumber. The stamp will be displayed on screen as defined during order entry. In Typeset you can choose between, editing the stamp from scratch or designing the stamp with the DesignWizard. To edit a blank stamp: press CTRL + F9. This will allow you to typeset the stamp using all the parameters you have first entered along with default typographical settings. You can modify the size (read net design-area) of the stamp. During page-design (for final output). In case you want to modify the size of a stamp, you should consider whether the selected product offers enough space for the desired size. A selfinker, of course has limitations to the size of the stamp.

You can also decide to let the DesignWizard design your stamp. In that case select the DesignWizard button on the toolbar.

In case of an attachment, that means a customer has send you for instance a mount together with the order, you have to mark Attachment in the orderitem dialogbox in SOSET OrderEntry. You can also check the Attachment property in the Properties menu. SOSET will notify you by printing 'attachment' on the run cards.

Please refer to the SOSET Typeset manual for more elaborated instructions concerning the usage of SOSET Typeset.

OrderEntry Step-By-Step

To understand the basics of SOSET is to understand the SOSET system.

It is developed on the basis of the chronological steps of the orderflow and the production process of stamps. Each step in the process, or the production status of both order and stamp (separately), can be easily traced down and followed. This counts for SOSET OrderEntry as well as for SOSET Typeset.

To get most efficiency out of SOSET you need to follow the next steps:

Find a customer by name, city or customer-id or a combination of these searchkeys. The powerful search-tools will help you in the fastest possible way. You can also enter a new customer in the Customer screen. All customers receive a customer-number
Enter or modify customer-data. Specify discount, shipping and invoicing preferences by selecting from many options out of your databases.
Label customer-order form with barcode label (ordernumber). SOSET has an option to print these numbers (even, if desired, together with the matching customer-number). Open a new order and enter or accept default order settings, like order date, shipment- and invoicing preferences. Select by means of the order status, order type options like quotation, purchased, hold for customer approval, etc. Enter the order while using the ordernumber from the barcode labeled order form.

Add order item by selecting from the product-database with searchkeys or product-id. Order copy from customer, may have several product-items. The appropriate Price and Discount(s) and order totals are automatically calculated.

After Order close and Order processing SOSET OrderEntry controls all your order items. Stock-order items are immediately printed at stock-runcards and send to the shipping department for processing.

Typeset order items are transferred to the SOSET Typeset databases for further typesetting.

Inventory is automatically updated.

Design a stamp or sign in SOSET Typeset separately. Make full use of its powerful design tools.

Proofreading can be done after a Get all entered stamps run in SOSET PageWizard.

Production of corrected stamps is also started in SOSET Typeset. PageWizard with the Get corrected stamps run. The output of this procedure will be sent to a printer and/or laser engraver. Automatic production layout by the SOSET PageWizard includes grouping of stamps and signs, and cutting paths for lasercutting.

Production runcards or production lists will control further production. They inform about order, color, type of mount, quantity, etc.

Barcode scanning of runcards is done as soon as the product is manufactured or taken from stock by reading the runcard-barcode-number and the location-bar-code-number into the SOSET databases.

Start a shipment run and SOSET will list all completed order items by order and by customer.

SOSET will Print invoices or packing-forms as specified per customer. These forms include the location-boxnumbers to guarantee efficient and correct packing.

Batch invoicing can be done additional.

The SOSET invoice-operations include Export data for financial ledger systems. This enables further accounting handling.

Reports offer useful statistic customer, invoice, shipment and order information. The Query option offers customized reporting.

Note: the data of the most important activities within SOSET can be saved to a data file. SOSET will ask you if you want to save the stamps you have completed. If you agree, it is saved automatically in a file in a so-called CSV-format. CSV stands for Comma Separated Value. A CSV-formatted file is a file where the different fields, or identification keys of a stamp, are separated by comma's. This enables the import of these data into most database, spreadsheets or accounting software.

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