Getting Started with Ogust in 9-steps

Transcription

Getting Started with Ogust in
9-steps
Help with initialising and setting Ogust’s parameters
Ogust is software published by the Sykio - 8 rue Paul Cézanne - 93360 Neuilly Plaisance
Phone: +33 185 100 145 - [email protected] - hsmt.ogust.com
Summary
Requirements3
First login
4
Step 1: Fill in your company information 5
Step 2: Upload your logo 6
Step 3: Browse Ogust
7
Step 4: Personalise your edits
8
Step 5: Personalise your user account 9
Step 6: List your services and rates
10
Step 7: Create your team member profiles and define their skills
13
Step 8 : Create your customer records and plan operations
14
Step 9 : Create your quotes, contracts and invoices 16
Maintenance and technical problems
19
Requirements
Login and password
Once your account is activated, an email is sent to Ogust confirming your login IDs.
Web browser
We recommend that you use Mozilla Firefox, available for download at: http://www.mozilla-europe.
org/fr/ (or Google Chrome).
Connection address
Whether you use your customised address (eg http://www.mycompany.ogust.com) or the general
address (http://my.ogust.com), we recommend that you add it to your browser favourites on your
computer and your smartphone to access the site in a single click.
We also recommend that you use a secure connection (https://) available in the connection
options.
First login
In the address bar of your web browser, enter Ogust’s address (personalised or general) or click on
the link in the confirmation email.
Enter your login and password.
Click on the Login button
Tips: Save the address of the login page in your browser’s
favourites.
We recommend that you choose a secure connection.
Fill in your company details
In the Settings/Company menu, enter the required data into the tabs Definition, Additions and
Addresses. This information will then be used to generate complete editions (mail, SMS, and
Email ...).
In the Email tab, you can define one or several addresses to send your emailing
(eg [email protected], [email protected]).
You can also complete the Bank Information tab if you use wire transfers or direct debits.
Upload your logo
In the Logo tab, upload the logo that will appear on your documents when publishing.
Browse Ogust
Ogust is multi-window software. It uses the known major office software ergonomics, but on an
Internet browser. This allows you to work in multiple windows simultaneously.
3 icons are important since they appear often in the application:
Make a data entry
Refresh the page
Show / / hide deleted
information
Personalise your edits
In the Settings/Configuration/Editing Templates menu, choose a «default» editing template for your
quotes, contracts and invoices by clicking on the button
. Then select your template from the
drop-down list, and then select your options in the screen that appears.
Note: Custom editions can be made on request. The templates are available for free, but may not
necessarily meet your industry requirements.
Upload your GTC in PDF format as well. You can edit your choices later in this same menu.
Customise your user account
In My Account/User Account, fill in your profile information to customise your email signature.
You can also customise your wallpaper and host alerts.
On the Window menu,
customise your theme by
choosing the style that suits
you: blue, orange, grey
or classic.
List your services and rates
This is an important step since it will determine your business rules on planning, billing and managing
skills. It is necessary to clearly distinguish between services and rate.
What do we mean by service?
A service is an activity, i.e. a set of tasks that contribute to the achievement of a service which can be
scheduled and billed (eg, housecleaning, babysitting, home care, private tutoring, or gardening). A
service is also an area of expertise, which may be associated with a team member.
What do we mean by rates?
Prices should correspond to the reference price of a particular service. You can create multiple rates
for a service with different prices (eg 2h/week housecleaning, 4h/week cleaning, etc.). All the prices
go into making up your service catalogue.
Go to the Settings/Services and rates offered menu.
To create a service, click the button
, in the left hand column on the top right. Complete the form
appearing on the right hand side.
Click the «Save» button.
To create prices associated with a service, in the left column, click on the corresponding service. On
the right side, under the details of the service and then under the Prices heading, click
.
Create your team member profiles
And define their skills
In the Team member/Team list menu, click on the button
or select the Team member/New team
member menu.
Fill out the form, then click Save.
Select the Skills tab and then select the service for which you want to define a team member’s skill.
The definition of a skill is important for locating a
team member for a given service.
Fill out the form, then click on the Save
button. A skill will appear green in the list
of services in the left column.
Create your customer records
and plan operations
In the Customers/Customers list menu, click on the button
or select the Customers/New
customer menu. Fill out the form, then click on the Save button.
Planning work, absences or availabilities in the Schedule tab
Click on the desired location on the schedule to create a service.
N.B: An operation is associated with a service method (provider, agent, etc.), a service and a team
member which can all be selected according to research criteria.
Create your customer records
And plan operations
Search for a team member for an operation
In the operation sheet, click the button
to search for a team member, according to the available
search criteria. By default, the team members who appear are those who have the necessary skills
for the selected operation, who have no other ongoing operation at that time and who are not absent.
On the schedule, each step of an
operation matches the colour of a banner:
• Blue : Intervention unassigned or
scratched (no team member assigned)
• Amber: operation to be carried out
• Green: operation performed
• Grey operation cancelled
Create your quotes, contracts and invoices
It is essential to include the services present in the schedule in your quotes and contracts, and vice
versa, in order to proceed with the invoicing «according to the schedule» in particular.
You can invoice directly from a quotation or a contract, or you can make up an invoice by hand.
The most commonly used billing method in personal services is a monthly invoice based on the
schedule and taken directly from a contract.
Start by creating a quote or contract, which will include a predefined price. You can also generate
your contract from an accepted quote.
In the Contract tab of your customer records, click the button
on the top right to create a new
contract.
In the description table, click the button
Systematically click the button
to add a line amount or
to add a comment line.
to the right of the line number to display the price list and select
the desired rate
Caution: If you enter your line directly without using a price, it will not be associated with a service
and therefore billing directly from a quotation or contact will not be possible.
The information is
automatically copied
into the line. You can
change these if you
wish.
Caution
Make sure that the selected services in the schedule of services, in the quotations and in the
contract are identical - this will allow you to draw up invoices automatically.
You can check the selected service in your quotation or contract, by clicking on the
information icon to the right of the description field.
Remember to set the start date of the contract which generally corresponds to the start date of the
services.
Click the Method tab if you want to customise your billing method. The default method is the one
explained above.
Once your contract is validated, sent and accepted, you’re ready to send an invoice.
Maintenance and technical problems
To report a problem, you must fill out a Support
ticket in the Home/support menu of Ogust. All
users have access to this support.

Getting Started with Ogust in 9-steps

Transcription

Similar documents

5th arrondissement

4 COMPLEMENTARY ACTIVITY SECTORS

Programm

Dermalight - Ingredients list (INCI)

Battlegrounds and beluga - Office du tourisme de Québec

Two-part agritourism tour – 2 days

Brochure pour visite de Pont-l`Evêque GB

July, 1993 - Stumpf Welding Supplies

Cézanne and the Modern