Thank you for your interest in OpenPro. This Demonstration Guide is designed to orient you to the OpenPro product. The guide contains getting started information as well as a more detailed overview of the basic business flow. We hope you will find the scenarios in the overview to be useful. We loaded the same set of data used to populate the overview screen shots into the database you will be accessing during your evaluation period.

If, after your evaluation, you would like to learn more about how we might assist your enterprise, do not hesitate to contact us at salesop@openpro.com or call 714-378-4600. And again, thank you for your interest.

On the www.openpro.com website you can find our on-line training, which walks you through the processes in this guide.
Or go to www.openpro.com/services_training.html
This has general information on the OpenPro ERP packages, as well as video training sessions by application.

This section shows you the overall OpenPro system data flow and integration between systems.

Figure 1.1: Login Screen for OpenPro Client for Windows

When logging into the OpenPro Standard Solution, you are presented with the following options:

• User Login: Enter the Username we assigned to you when you requested your evaluation copy. This will be the same Username as the Username you use to log into the OpenPro website.
• Password: Enter the password we assigned you when you requested your evaluation copy. This will be the same password as the password you use to log in to the OpenPro website. The password you type into this field will not display on your screen; it will be represented by asterisks (*) for security purposes.
• Company ID: Enter the word “demo.”

Once you log in, you will notice at the top menu bar, to the far right of the screen, the following buttons are available:

• LOGOUT: Ends your session and brings you back to the login screen.

• HELP: Click to see detailed help information about the screen you are working on.
• MANUAL: Detailed manuals about each application, including policy and procedures, are available.
• SUPPORT: Online support during normal business hours, or questions can be emailed to supportop@openpro.com
• HOME: Takes you back to the main menu screen.

Once your Username and password have been successfully authenticated, the main application desktop will appear, as shown below:

Figure 1.2: Main Application Desktop for the Windows Client

If you do not reach the application desktop, verify that you have entered your Username and password correctly. Also keep in mind that we have limited the number of concurrent sessions.

Our server may be busy when you try to log in initially. Try again later and see if this corrects the problem. If you are still experiencing difficulty, visit the Frequently Asked Questions (FAQ) section of our website. Or contact Customer Service at infoop@openpro.com.

In the top menu bar, to the far left of the screen, the following buttons are available:

• Printer Icon: Prints information on the screen to the right of the scroll down menu. This is used to print reports and screens. You can use the right click, “print” option as well.
• Calculator: Opens an on-line 10 key calculator.
• Messenger Services: This option can be used to send instant messages to anyone who is logged into the system.
• ! Icon: Brings up a list of incidents.
• Q: Allows you to view current queues.
• Info Icon: Shows your user information, IP address, and current activity.

The menu bar on the right side of the screen shows you what version of the software you are running, and who your login ID. This information is also stored into the database for historical purposes.

On the application scroll down menu section at the bottom of the menu:

• Enable Autohide: This will make the menu disappear until you move the mouse over to the far left of the screen, thus allowing you to view more of the process on the right side of the screen and keep the menu hidden. Clicking on Enable Autohide will make it change to Disable Autohide.
• Disable Autohide: This makes the menu fixed, always open and on the left side of the screen.

The Application menu is user definable; based upon your login id you can have different items on this menu.

If you login as an administrator this gives you the capability to change the menu, names of the fields, etc.

The menu system is fully customizable. With the menu editor you can add, change, and delete menu items per login type. For example, the admin can customize the menu so that an employee in Accounts Payable can only see AP screen information.

The OpenPro Standard Solution contains a number of fundamental features designed to simplify your use of the software. In this section, we describe those fundamentals in an effort to familiarize you with their use. We will use the Item Search screen below to illustrate several of the application fundamentals that are found throughout the application.

First go to: Inventory Control\Item Find.

All the screens have many different options for searching records as well as sorting through the data that is displayed on the screen. One option is using the search button, which will show all the records in the database. OpenPro ERP software has very powerful options with every search screen, while remaining user-friendly.

In this example we can search items by the following categories:

Name or description, part #, vendor #, price, manufacturer #, weight and UPC #.

Items can also be searched by class or category. If you have multiple warehouse locations you can narrow your search to a specific location. Each field can be searched using a % for a wild card. For example, search %FG% to find all items that have FG in the item name. With our advanced SQL database, such searches are fast and easy.

Once you received the result listing, you can sort the listing by clicking on the top header of each column.

If you have a large result, you can search by using the find option on your browser (ctrl+f). You can print the information by clicking on the Printer Icon on the menu bar or doing a right click, print anywhere on the screen.

If at any time you want to change your search you can click on New Search or click Item Find on the left menu bar.

On the right side of the listing there are action icons, where you can view more details about the particular item’s record.

Here is the Item Availability (Availability icon) screen that is used for available to promise for your customers:

Here is the Show Inventory screen (View All Inventory icon), displaying the current stock on hand at the different specified warehouse locations:

Here is the Item Edit screen (Edit icon), displaying the item and all its characteristics.

This section is a continuation of Application Demonstration Guides I and II and is designed to introduce you to the basic process flow through the Openpro Customer Relationship Management Solution. We assembled a series of related screenshots to illustrate a logical sequence of business scenarios. We hope you will find the scenarios to be useful. Feel free to test them out yourself. Your evaluation database comes pre-loaded with the same sample data used to generate the screen shots in this section.

Key Corporate Benefits for ERP Customer Relationship Management modules are as follows:

• Pull up customers information fast, see log of activity and status of current operations
• Send out mailings to customers/vendors to keep them informed of changes
• Increase profits by improving productivity and reducing cost through minimal scrap and Customer Relationship Management waste
• Catch costing trends before they happen through the automatic data checking and warning system
• Lower cost by optimizing production
• Increase utilization through scheduling optimization
• Improve customer service with faster lead times and on-time deliveries

This section shows you the overall OpenPro system data flow and integration between systems.

Customer Relationship Management is a set of methodologies, software, and Internet capabilities that help an enterprise manage customer relationships in an organized way. It includes all business processes in sales, marketing, and service that involve the customer.

The OpenPro CRM module consists of a database cataloging its customers and describes relationships in sufficient detail so that management, salespeople, people providing service, and even the customer can access information, match customer needs with product plans and offerings, remind customers of service requirements, know what other products a customer has purchased, and so on. In contrast to customer care, Customer Relationship Management tends to be used to deal more specifically with the integration of all business functions with each other.

The OpenPro CRM module is the heart of the entire ERP system.

After you log in, go to the Customer Relationship Management sub menu.

Getting Started with Customer Relationship Management Contacts
When searching for contacts, you can fill out any of these fields to find the customer. The most common way is to break down the Leads into different Sources or Groups.

Once you have the list, you can sort it by column and use this information for telemarketing, Mass Email, etc.

This gives you a quick status of the leads, the likelihood for closing, the sales size and the next follow-up date for that lead.

When you select EDIT for the lead, you will see a Detail screen:

Group is a code used to organize CRM entities into logical groups and control access to them. The Groups are created and maintained by the user (explained later).

Each CRM entity is assigned to one Group. When adding or editing a CRM entity, the Group is selected from a pull-down list near the top of the screen (see below).

To see or edit the list of Groups
On the main menu (see illustration below):

==> Click Contacts (CRM)
====> Click Mainteance
======> Click CRM Groups

• To add a new Group - Click “Add New CRM Group” (in blue in the illustration above)
• To delete a Group - Click “Delete” at the end of the Group entry (in red in the illustration above)
• To edit a Group - Click “Edit” at the beginning of the Group entry (in green in the illustration above)

When adding or editing a Group, the following window will appear:

The fields are:

• Description - The name of the Group.
• Privilege Level - The single-digit priority (0 through 9) for the Group (discussed below).
• Let other groups View Leads - This option controls access by other Groups with the same Privilege Level (discussed below).
• Let other groups Change Leads - This option controls access by other Groups with the same Privilege Level (discussed below).

Each Group is given a single-digit priority ranking (called a “Privilege Level”) where 9 is the highest priority and 0 is the lowest.

When a CRM entity is assigned to a Group, it inherits the Privilege Level of that Group.

Likewise, each user is assigned to a Group and inherits the Privilege Level of that Group.

The illustration below shows a small section of the Employee record where the Sales Manager Group is selected for the employee.

The system then controls access to CRM data by comparing the user’s Privilege Level to the CRM entity’s Privilege Level.

The access rules are:

• User’s level is higher than CRM entity’s level
• User can view and change the CRM record.
• User’s level is lower than CRM entity’s level
• User cannot access the CRM record.
• User and CRM entity are assigned to the same group
• User can view and change the CRM group record.
• User and CRM entity are assigned to different groups that have the same level
• If the “Let other groups view leads” option for the CRM entity’s group is checked (see example above), user can view the CRM record.
• If the “Let other groups change leads” option for the CRM entity’s group is checked (see example above), user can change the CRM record.
• If neither option is checked, user cannot access the record.

Standard documents can be used for quote templates to be attached to a lead. Click on Add New Crm Document Code to create a new document attachment.

From this screen, specify type of document and where it will be used. This will show on the lead screen.

The CRM application is used for potential sales to a company. It keeps track of multiple contacts and the status of the leads. In OpenPro a lead can be copied over to a customer or vendor list.

OpenPro utilizes a calendar as one source of monitoring contact with customers and leads. The calendar can be used for services calls, scheduling meetings, special calls, agendas, etc.

With the calendar, a person can view agendas for all reps that have used the calendar by selecting individual names from the drop down list, under view all. You can sort agendas and view previous months.

You can also drill down onto a particular day and see details of the day.

Adding A New Lead
To add a new lead, go to the contacts search and click on the blue link Enter A New Lead Here.

When creating a new lead, be sure to select the appropriate sales groups and lead source.

Set a follow up date and any other additional information with the provided areas.

Setting a follow up date will not set a schedule on the calendar view. To set a follow up date on the calendar click on the follow up notes and set the time and date.

To search for contacts, go to contact search and fill in the information as requested. A fast search will only search for primary contact names, and uncheck will search for secondary and third contacts also.

From this screen you can choose to edit the lead for updates, write or view notes, or show company information. You may also sort leads by clicking on any of the field headers.

You may also mass email the selected leads by clicking on the blue image labeled MASS EMAIL.

OpenPro allows text-based and HTML emails with a subject and body. This will send individual emails to each contacts.

After a lead has been entered in or searched, there are many options.

A Rep can keep status of a lead, track the sales dollars amounts, use time and date stamp notes, and transfer over the lead into a vendor or customer file.

When entering notes, you may attach documents compatible with web browsers. For example: PDF, word docs, and excel. Key Words can be used in other applications to search for notes and also use the follow up notes and calendar view to set schedules.

You can also store multiple contacts per lead. The plus sign will add more contacts. To send emails click on the email logo and your default email client will open the email. The phone image integrates with asterisk and can copy and paste the phone number for easier phone use. Edit feature allows for additional information on each contact.

Each Additional lead can have their own email, address, and notes.

OpenPro also has up to twelve user defined fields that can be named for information and reporting purposes. This is found in the contacts by clicking on the details tab.

Status Flag
Status Flag is a code used to capture each entity’s current status. The possible values are maintained by the user (explained later).

The Status Flag is the first field that appears in the Status Line (see below).

To see or edit the list of Status Flags
On the main menu (see illustration below):

==> Rules Setup
====> Click Table
======> Select Status flag for classifying Leads *
========>Click Go

The current list of Status Flags will be displayed:

• To add a new Status Flag: Click “Add New System Manager Type” (in blue in the illustration above)
• To delete a Status Flag: Click “Delete” at the end of the Status entry (in red in the illustration above)
• To edit a Status Flag: Click “Edit” at the beginning of the Status entry (in green in the illustration above)
• Status Flag Information: When adding or editing a Status Flag, the following window will appear:

The fields are:

• Description: The description of the status. Can be the same or different than Name.
• Name: This is the value that will appear in Status selection lists.
• Order (int): This number controls the order in which the values will appear in Status selection lists. The Status with the lowest number will appear at the top of the list, the value with the highest number will appear at the bottom.
• Note: Any comment that is desired. Optional.

The Likelihood field is used to capture the estimated percentage that the lead will become a customer. For example, 80 means that there is an 80% estimated probability that the lead will become a customer.

Likelihood is the second field that appears in the Status Line (see below).

Next Step is a code used to capture the next action that should be taken to attempt to secure the lead’s business. The possible values are maintained by the user (explained later).

Next Step is the third field that appears in the Status Line (see below).

To see or edit the list of Next Step values
On the main menu (see illustration below):

==> Click Rules Setup
====> Click Table
======> Select Lead next step code *
========> Click Go

The current list of Next Step values will be displayed:

• To add a new Next Step value: Click “Add New System Manager Type” (in blue in the illustration above)
• To delete a Next Step value: Click “Delete” at the end of the Next Step entry (in red in the illustration above)
• To edit a Next Step value: Click “Edit” at the beginning of the Next Step entry (in green in the illustration above)

When adding or editing a Next Step value, the following window will appear:

The fields are:

• Description: The long description of the Next Step.
• Code: This is the value that will appear in Next Step selection lists. The Next Step values will appear in selection lists in alphanumerical sequence according to this field.
• Desc: The short description of the Next Step.
• Default - Y or N: Only one Next Step should have a ‘Y’ and the rest should be ‘N’. The Next Step with ‘Y’ will be the default when a new CRM entry is created.
• Note: Any comment that is desired. Optional.

There are five ‘Lists’ fields above the Status Line on the CRM Screen. They are numbered 1 through 5 as shown below.

These fields are reserved for future use and can be ignored for now.

There are two ‘Industry’ selection fields above the Status Line on the CRM Screen. They appear as shown below.

These fields are used to indicate the client’s industry (or industries). They are optional.

If the selection button for either field is clicked, the Industry Lookup window will open which displays Standard Industry (SIC) Codes. A partial example of this window is shown below.

The Industry Lookup window supports sorting and searching of the codes by industry name and number. When a given industry is clicked, the lookup window will be closed and the selected industry code will be inserted in the appropriate Industry field (1 or 2) on the CRM screen, as shown below.

The Mass Fax Checkbox appears to the right of the Fax Number field, as shown below.

This field indicates whether mass faxes should be sent to this client at the fax number stored to the left of the checkbox. If the field is checked, the client will receive any mass faxes that are sent out.

Additional fields are revealed by clicking the Sales button below the Status Flag:

After Clicking the button, the Sales Details Area will be exposed:

Clicking the Hide Detail button (in red at the bottom of the Sales Details Area as shown above) will hide the Sales Details Area and return the CRM screen to its original state.

The following fields in the Sales Details Area will be reviewed on the following pages:

• Category
• Type
• Original Source
• Lead Source
• Lead Person

As the name implies, the Category field is used to categorize CRM entities. The possible values are maintained by the user (explained later).

Category appears near the top of the Sales Details Area as shown below.

To see or edit the list of Category values
On the main menu (see illustration below):

==> Click Rules Setup
====> Click Table
======> Select Lead Category *
========> Click Go

The current list of Category values will be displayed:

• To add a new Category value: Click “Add New System Manager Type” (in blue in the illustration above)
• To delete a Category value: Click “Delete” at the end of the Category entry (in red in the illustration above)
• To edit a Category value: Click “Edit” at the beginning of the Category entry (in green in the illustration above)

When adding or editing a Category value, the following window will appear:

The fields are:

• Description - The description of the Category. Can be the same or different than Name.
• Name - This is the value that will appear in Category selection lists.
• Order (int) - This number controls the order in which the values will appear in Category selection lists. The Category with the lowest number will appear at the top of the list, the value with the highest number will appear at the bottom.
• Note - Any comment that is desired. Optional.

The Type field is used to further categorize and classify CRM entities. The possible values are maintained by the user (explained later), so this field can be used however the user wishes.

Type appears near the top of the Sales Details Area as shown below.

To see or edit the list of Type values
On the main menu (see illustration below):

==> Click Rules Setup
====> Click Table
======> Select Lead Type Code *
========> Click Go

The current list of Type values will be displayed:

• To add a new Type value: Click “Add New System Manager Type” (in blue in the illustration above)
• To delete a Type value: Click “Delete” at the end of the Type entry (in red in the illustration above)
• To edit a Type value: Click “Edit” at the beginning of the Type entry (in green in the illustration above)

When adding or editing a Type value, the following window will appear:

The fields are:

• Description: The long description of the Type.
• Code: This is the value that will appear in Type selection lists. The Type values will appear in selection lists in alphanumerical sequence according to this field.
• Desc: The short description of the Type.
• Default - Y or N: Only one Type should have a ‘Y’ and the rest should be ‘N’. The Type with ‘Y’ will be the default when a new CRM entry is created.
• Note: Any comment that is desired. Optional.

Original Source is a free-form text field. It can be used to capture any notes that the user deems appropriate regarding the source of the lead.

Original Source appears in the Sales Details Area as shown below.

Together, these two fields are used to record the source for a lead.

• Lead Source points to another entry (ie: another company) in the CRM database.
• Lead Person points to one of the contacts (ie: a person) under the other CRM entry who was the source of the lead.

Example:
If you use a mass marketing (MM) company, the MM company should be entered in your CRM database and your contacts should be listed under the MM company. When a new lead is surfaced by the MM company and you’re entering the lead into your CRM database, you should use the Lead Source field to link the new lead to the MM company and the Lead Person field to link to the specific contact at the MM company who generated the lead. The steps to do this will be shown below.

Lead Source and Lead Person appear in the Sales Details Area as shown below.

To select Lead Source and Lead Person:

• Step 1: Click on the magnifying glass next to “Lead Source”. This will bring up the CRM search window:

• Step 2: Enter your search criteria and click Search. In the example below, a search will be conducted for companies beginning with zy.

The search results will be shown in a new window. In our example, four contacts were found who work at companies beginning with “zy” (there is only one company beginning with “zy” so these contacts all work for the same company).

• Step 3: Click Add next to the Contact/Company that generated the new lead. This will cause the search window to close and will return you to the CRM screen for the new lead. In our example, we’ll click Add next to Neil Young, the president.

• Step 4: When you first return to the new lead, the contents of Lead Source and Lead Person will not be properly updated until you save the lead.

Once you have saved the new lead and then view it or edit it again, you will see the Lead Source and Lead Person fields filled in as desired:

• Step 5: When you return to the new lead record, the Lead Person field will provide a pulldown selection of all the contacts at the Lead Source company.

In our example, Neil Young was initially selected and will appear as the Lead Person. However, pulling down the selection list will give you the option to switch to one of the other contacts at the source company – Bob Dylan, Jimi Hendrix, or Janis Joplin.

Quote processing for leads.

Quotes and details can be entered, converted to sales orders and customer can be created from leads records.

Lead forecast, status of leads, and reporting.

From the Openpro search screen you can generate many reports with status codes and results.

You can show the Sales Size, Estimated Closed date of this sales, and followup dates.

From this summary screen you can click on the company name and it will open up the edit screen, you can email this person directly by clicking on the email icon.

Generate telemarketing call logs and other reports to check status of the sales process.

You can use Executive Desktop to generate reports and status of reports within the CRM system.

[Last Review Date November 2017]

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