Enterprise Settings

Overview

My Settings window showing the User Info tab

The Enterprise Settings is only available to users that are designated as Enterprise Administrator(s). It allows an Administrator to the following information:

  • User Rights
  • Jobs & Projects
  • Lists & Labels
  • Messages & Terms
  • Files & Locks

Enterprise Tabs

Enterprise User List

The Enterprise User List displays a list of all the users allowed to use the network, their email address and their role. A user can be either an Administrator or a Regular User. This tab allows a user to Add, Edit, Delete, Move (Up or Down), and Print User List.

Jobs & Projects

The Enterprise Jobs & Projects Tab allows a user to create New Job Default Settings, enable Customer/Supplier Sourcing Business Rules, and set New Project Default Settings.

Lists & Labels

The Enterprise Lists & Labels Tab allows a user to create Customized Option Lists and Customized Field Labels.

Messages & Terms

The Enterprise Messages & Terms Tab allows the user to create default Email Messages (for RFQ, Job Awards, Bid Declined, Job Order), Purchase Order (Top Advisory Note and Main Terms & Conditions), Proposals (Inroductory Note and Terms & Conditions), Invoices (Introductory Note and Terms & Conditions), Prepress, and Shipping Notes.

Files & Locks

The Enterprise Files & Locks tab allows the administrator to see which files are set under a User Lock and if a lock can be safely removed.

Enterprise Menus

The Enterprise Settings Window has the following menus.

Enterprise Menu

Enterprise Settings Window - Enterprise Menu

The Enterprise Menu allows the administrator to Transfer Data Files.

Configure Menu

Enterprise Settings Window - Configure Menu

The Configure Menu allows the administrator to access:

Help Menu

Enterprise Settings Window - Help Menu

The Help Menu includes links to Enterprise Settings Help, display the Start Up Tip, and Email P3Support.

Enterprise User List

My Settings window showing the User Info tab

The Enterprise User List displays a list of all the users allowed to use the network, their email address and their role. A user can be either an Administrator or a Regular User.

A Regular User only sees the list of network users. An Administrator will see a row of five buttons under the Enterprise User List. Only Administrators are allowed to edit this list. The buttons are labeled:

  • Add - A prompt will ask what type of user record you would like to add which will load in appropriate default values. Then the Enterprise User Rights Editor window will open with a new blank user record.
  • Edit - Opens the Enterprise User Rights Editor window and loads the selected user's details for editing.
  • Delete - Deletes the selected user record. Be careful.
  • Up - Moves the selected user UP the list 1 position.
  • Down - Moves the selected user DOWN the list 1 position.
  • Print User List - (located above the User List) Generates either an HTML or MS-Excel report with the list of users and their various rights. A user's record may also be edited by double-clicking on their line in the table.

Jobs and Projects Tab

User Settings

Enterprise Settings window showing the Jobs & Projects tab

This window controls the Enterprise settings for Job and Projects. It allows an administrator to set default settings for New Jobs or Proejcts and set Customer/Supplier Sourcing Business Rules.

New Job Default Settings

New Job Default Settings panel in the Jobs and Projects Tab of the Enterprise Settings Window

An administrator user can set New Job Default Settings. This includes the ability to select the Default Cost Break-Out. The administrator can select a saved RFQ Cost Breakout Structure that will then be used for all new jobs within that organization. Specifically, the options for Paper-Ink/Freight or Total-Mailing are available.

The administrator also can turn on or off Shipping Spec: Shot Total On/Off and Job Orders: Show Customer Accounting Code.

Additionally, this is where the administrator can Adjust Automatic Numbering. There is more information on Automatic Numbering here.

Customer/Supplier Sourcing Business Rules

Customer/Supplier Sources Business Rules in the Jobs and Projects tab in the Enterprise Settings Window

This allows an administrator to Enable Customer/Supplier Business Rules. The administrator can further enable three business rules:

  1. Enable reporting on rule overrides
  2. Pre-filter Suppliers where category = Print Type
  3. Pre-filter Suppliers by customer location

New Project Default Settings

New Project Default Settings panel in the Jobs and Projects Tab of the Enterprise Settings Window

  • Payment Terms - Under Payments term, the admin can set the default as Cash on Delivery, Net 30 days, or Due on Receipt.
  • Mark-Up/Margin Rate
  • Tax Rate - A user can select 6.25% or 3.0% or select a new rate.
  • Project Invoices: Show Customer Accounting Code
  • Project Invoices: Require Payment Terms

Lists & Labels TabEnterprise Settings Window / List & Labels Tab

The Lists & Labels Tab of the Enterprise Settings Window allows an administrator to create Customized Option Lists and Customized Field Labels.

Enterprise Option List Manager

If a user double clicks on an Option on the Customized Option Lists pane, this opens an Enterprise Option List Manager window. The user can then add, delete, move up, move down, revert, or restore default for that Lists options.

Customized Field Labels / Input

The Administrator can edit the field labels, by double clicking on the Field type that they want to edit. A user can edit the name in a pop-up Input window. If the user wants to reset the value to the default system value, you just need to leave the field blank.

Messages & Terms

Purpose & Function

Messages and Terms tab within the Enterprise Settings Window

The Messages & Terms tab within the Enterprise Settings window allows the adminsitrator to set default messages for emails, purchase orders, proposals, invoices, and notes on prepress and shipping.

File Locks

File Locks Tab

File Locks are a good thing. They mean that a file is in use by someone. The lock prevents other users from modifying the data while the lock owner is editing the data. The most common type of lock is the "User lock" which is created when a user starts up P3Expeditor. This prevents other users modifying the user's settings information while they are using P3Expeditor. It also prevents a user from running two concurrent P3Expeditor sessions. For more information on File Locking go to File Locks.

This is a list of the various lock types:

  • User locks - Created when a user starts up P3Expeditor. Removed when P3Expeditor is shut down.
  • Job locks - Created when a user is editing a Job record.
  • Project locks - Created when a user is editing a Project record.
  • Suppliers lock - Created when a user modifies a Supplier record.
  • Clients lock - Created when a user modifies a Customer record.
  • Application lock - Created when the system is shut down for maintenance, primarily job list re-indexing.
  • Enterprise lock - Created when an administrator modifies the shared Enterprise settings.

Current Locks List

The Current Locks displays a list of all the active P3Expeditor file locks. The name of the lock and the date and time it was created is displayed for each lock. Under the lock list are a couple of buttons labeled Refresh and Unlock.

  • Refresh - This button refreshes the list. Otherwise, it displays the locks at the time the My Settings window was opened.
  • Unlock - This button allows the user to remove locks manually. To use it, select a lock on the list by clicking on it, then click the Unlock button. This will pop up a window displaying the lock name, user name and email address of the user that created the lock. The pop-up window asks if the lock should be removed. If you respond Yes, the lock is removed. If you respond No, no action is taken.

CAUTION: Care should be exercised when deciding to remove a lock. Normally a lock should never need to be removed unless something unexpected occurs. For example, crash on a users system while P3Expeditor is running, will leave any locks the user created in place. These would need to be removed manually or overridden.

File Transfer Manager

Back to Enterprise Settings Window

Purpose and Function

File Transfer Manager window from the "Transfer Data Files" menu item in the Enterprise menu from the Enterprise Settings window

The File Transfer Manager is a utility that allows an enterprise administrator to transfer P3 system data files from one storage location to another. It is typically used when migrating enterprise data files from one storage location to another. It may also be used to create a local backup of enterprise data files stored on a local area network or on a P3Software NetPlus server.

The File Transfer Manager allows for file transfer between three different locations:

  • The users P3Expediter Installation Folder on their local hard drive
  • The Enterprise Data File Folder on a user's local area network
  • and Enterprise groups NetPlus folder on the P3Software server

The File Transfer Manager window has a combo box with selector at the top marked "Transfer From". The users should indicate the file folder that they wish to transfer files from using this control.

The File Transfer Manager window also has a combo box at the bottom marked "Transfer To". The user should indicate here the file folder that they want to transfer files into.

Between the "Transfer From" and "Transfer To" combo box controls, there is a list of file types that the file transfer utility can move. Users should indicate which file types they wish to have migrated. When the user selects the "from" location, the list of file types will be updated with information on the number of files or records that each file type contains.

At the bottom of the File Transfer Manager, window there is a button marked Run Data Transfer. When clicked, the utility will begin transfer of the indicated file types from the indicated source to the indicated destination. A progress bar will appear to the right of the run button after it is clicked. For transfers of large numbers of job files, this progress bar will be helpful in monitoring progress. After job files are transferred, the utility will run the reindex function which will rebuild the job list with the new job file records in it. The other file types do not require any reindexing when transferred. If existing data is found in the destination location, warning messages may be presented to the user asking for instructions as to whether to replace the old files or skip transfer of the new data.

Job Cost Category Manager

Job Cost Category Manager

Click here for assistance from our Technical Support.

Automatic Numbering Manager

Automatic Number Manager

This Window allows an administrator to set automatic job numbering but checking this option. If this is checked, the user can then set the Index (or next number in the sequence), the maximum job number size, and the option to fill to Max Size with Leading Zeros.

It is accessed for Enterprise Administrators through Enterprise Settings / Jobs & Projects Tab / Adjust Automatic Numbering Button.

Enterprise Logo Manager

Purpose & Function

Enterprise Logo Manager window from the Logo Images menu item in the Configure menu of the Enterprise Settings window

The P3Expeditor system contains features that allow Enterprise Administrators to add their company logos or other graphics to printed reports and emails produced by the system and the supplier response page hosted by the P3Expeditor system. There are six different graphic images which can be added to the system by the user:

  • Supplier Response Web Page
  • RFQ/Order Emails
  • Purchase Order
  • Bid Report
  • RFQ/Job Order
  • Proposal/Invoice

The Enterprise Logo Manager window lets Administrators import images to customize certain P3Expeditor printed reports. To display this window, click on the Global menu / "Enterprise Settings" menu item / Configure menu / "Logo Images" menu item.

There are currently four different types of report images that are basically displayed as banners at the top of certain rerports. Clicking on the Manage button will display a dropdown list of image management functions:

  • "Load Image From File" - Allows the user to locate an image on their computer to be used for the report.
  • "Remove Image File" - Removes the image file from the user's settings.
  • "Save As Image File" - Allows the user to save the selected image as an independent file outside of the P3Expeditor system.
  • "Enterprise Image Admin" - (System Administrators Only) allows a system administrator to install the selected image as an Enterprise image file.

Only images of type GIF or JPEG can be used. If JPEG is used, the file extension must be JPG.

The dimensions for each image are displayed below the Manage button. These dimensions are enforced when the report is previewed or printed. If an image is smaller or larger, the image is stretched or shrunk to fit. It is highly recommended that the images have a 300 DPI resolution.

Supplier Response Web Page

The Supplier Response web page can be customized with a banner to provide your suppliers with an RFQ response web page that has your company's logo, name and address in your style.

The banner is either a GIF or JPG image file that you upload to the P3Software server using the Supplier Response Page Logo button / Add/Update Supplier Response Page Banner selection on your P3Software Website Login. Your GIF or JPG file must be smaller than 160,000 bytes and have dimensions less than or equal to 750 pixels wide and 80 pixels high. We recommend the images be exactly 750 pixels wide to give the best look to the page.

Once your banner image file is uploaded, your Supplier Response page will change immediately. If, for some reason, you no longer want your custom banner to appear on the response page, just use the Delete button to delete your banner from the P3Software server. Your Supplier Response Page will revert back to the generic format.

Logo Templates

The empty images shown below are templates for each of the six customization banners that can be used in the P3Expediter system:

  • Each file is set to the correct size and resolution to display and print optimally.
  • Right click and "Save Picture As..." for each of the files you want to modify using Photoshop or whatever image manipulation software you choose.
  • Keep the image size and resolution the same, and what you see in Photoshop will be what you get on your reports, emails and supplier response page.

Supplier Response Web Page:

Online - Supplier Response Page

RFQ/Order Emails:

Online - Email Logo

Purchase Order:

Image 1 - Purchase Order

Bid Report:

Image 2 - Bid Report

RFQ/Job Order:

Image 3 - RFQ/Job Order

Proposal/Invoice:

Image 4 - Proposals and Invoices