Enterprise Settings

Overview

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

The Enterprise Menu allows the administrator to Transfer Data Files.

Configure Menu

The Configure Menu allows the administrator to access:

• Job Costing Settings
• Automatic Numbering
• Logo Images
• Update Supplier Statistics

Help Menu

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

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.

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

Enterprise Settings for Jobs and Projects

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

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

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

• 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 Tab

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

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.

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 by merely typing into the list. 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

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 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 P3Source. This prevents other users modifying the user's settings information while they are using P3Source. It also prevents a user from running two concurrent P3Source 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 P3Source. Removed when P3Source 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 P3Source 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 P3Source is running, will leave any locks the user created in place. These would need to be removed manually or overridden.

Job Cost Category Manager

Click here for assistance from our Technical Support.

Automatic Numbering 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

The P3Source 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 P3Source 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 P3Source 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 P3Source 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.