User Guide

User Guide

Contents

Manual Overview, Data Units, Conventions ............................................................................ 4

Chapter 1 Logging in to AES ................................................................................................... 6

Chapter 2 The Home Page ...................................................................................................... 8

Overview ............................................................................................................................... 8
2.1 Header ........................................................................................................................... 9
2.2 Search Bar ................................................................................................................... 10
2.3 Quick Tabs ................................................................................................................... 11
2.4 Left Navigation ............................................................................................................. 15

Chapter 3 Finding Information in AES ................................................................................. 18

Overview ............................................................................................................................. 18
3.1 Left Navigation ............................................................................................................. 19
3.2 Search Tabs ................................................................................................................. 23

Chapter 4 System Help ......................................................................................................... 24

Overview ............................................................................................................................. 24
4.2 Field Help ..................................................................................................................... 25
4.1 Help Wizards ................................................................................................................ 27

Chapter 5 Document Upload ................................................................................................ 30

Chapter 6 Schedule .............................................................................................................. 31

Overview ............................................................................................................................. 31
6.1 Scheduling a Meeting ................................................................................................... 32
6.2 Reserving a Room........................................................................................................ 33
6.3 Deleting Scheduled Events .......................................................................................... 34

Chapter 7 Tasks Due............................................................................................................. 35

Overview ............................................................................................................................. 35
7.1 Viewing/Moving a Task ................................................................................................ 36
7.2 Finding a Completed Task............................................................................................ 37
7.3 Updating the Status of a Task ...................................................................................... 38

Chapter 8 Calendars .............................................................................................................. 39

Overview ............................................................................................................................. 39
8.1 Creating Events ............................................................................................................ 40
8.2 Modifying Events .......................................................................................................... 41
8.3 Deleting Events ............................................................................................................ 42

Chapter 9 Reports .................................................................................................................. 43

Overview ............................................................................................................................. 43
9.1 Finding/Viewing a Report ............................................................................................. 44
9.2 Creating a Report ......................................................................................................... 45
9.3 Printing a Report .......................................................................................................... 48

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Chapter 10 Customers ........................................................................................................... 51

Overview ............................................................................................................................. 51
10.1 Finding a Customer .................................................................................................... 52
10.2 Adding a New Customer............................................................................................. 53
10.3 Adding Customer Terms............................................................................................. 54
10.4 Adding Customer Contacts ......................................................................................... 55

Chapter 11 Help Center ......................................................................................................... 55

Overview ............................................................................................................................. 55
11.1 Help Center Options ................................................................................................... 56
11.2 Sending an Email to the Help Desk ............................................................................ 57
11.3 Scheduling a Help Desk Session................................................................................ 58

Chapter 12 Scheduling .......................................................................................................... 59

Overview ............................................................................................................................. 59
12.1 Scheduling a Conference Room ................................................................................. 60
12.2 Scheduling a Meeting ................................................................................................. 61
12.3 Scheduling Equipment Use ........................................................................................ 62

Chapter 13 Inquiry ................................................................................................................. 63

Overview ............................................................................................................................. 63
13.1 Quick Order Status ..................................................................................................... 64
13.2 Available Personnel.................................................................................................... 65

Chapter 14 Transaction Logs ................................................................................................ 67

Overview ............................................................................................................................. 67
14.1 Find a Transaction...................................................................................................... 68
14.2 Vewing Transaction History ........................................................................................ 69
14.3 Identify Transaction CS Representative ...................................................................... 70

Chapter 15 Security ................................................................................................................ 71

Overview ............................................................................................................................. 71
15.1 Login .......................................................................................................................... 72
15.2 Create User ................................................................................................................ 73
15.3 Assign Permissions .................................................................................................... 74
15.4 Change Permissions .................................................................................................. 76

Chapter 16 Orders .................................................................................................................. 78

Overview ............................................................................................................................. 78
16.1 Entering an Order ....................................................................................................... 79
16.2 Modifying an Order ..................................................................................................... 81
16.3 Order Status ............................................................................................................... 81

Appendix A .............................................................................................................................. 82
Overview ............................................................................................................................. 82
Left Navigation & Screen Names ........................................................................................ 83

Glossary .................................................................................................................................. 87

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Manual Overview, Data Units, Conventions

Chapter 1 of this user guide explains how to log into the AES system. Chapter 2 describes each section
of the Home Page. The third chapter offers ways to move quickly inside the system. The fourth chapter
provides ways to get help within AES.

The fifth chapter of this manual and all subsequent chapters follow screens that are loaded when the
user selects left navigation options. The chapters are ordered according to the menu options on the left
navigation running from the top to the bottom. When nested submenus exist, each submenu option is
explained separately in the order it arises on the left navigation.

If a user is working in a deeply nested submenu screen, use Appendix A at the end of the manual to find
the exact page that explains the screen. Appendix A provides a complete list of all left navigation menu
options and all nested submenu options in order.

User Guide Nested Menus User Guide

Left Navigation Explanation under Customer Explanation
Chapter 5
Chapter 6
Chapter 7
Chapter 8
Chapter 9
Chapter 10
Chapter 10
10.1
10.2
10.21
10.211
10.22
10.23
Chapter 11

Data Units

In specific cases, some data entry screens must be filled out together in order to save and continue to
work in other modules. This is to prevent duplicate records, and ensure that all of the information
needed for a transaction is complete. A Data Unit is a group of screens that must be filled out in order to
save. AES automatically takes you to the next screen in the Data Unit.

If a user leaves a Data Unit screen without entering the required fields for the entire unit, all of the
information will be lost.

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The table below explains the symbols and conventions used in this manual and in the AES System.

Symbol Meaning Example

* *Required field data must * The address field must

Field Name be entered to save Address be entered to move to a
different screen & to
save.
Customers Company Address Terms Contacts
Find
New
Data Unit multiple screens
must be completed in order To enter a new customer, the required
to save fields on all four screens must be
completed in order to save. AES
automatically takes the user through the
screens in arrow order.
Warning! Important
information could be lost
Note Additional information Appendix A page 77
provided Appendix A contains more
Page 77
information on the topic.

Select boxed item Login Select Login

Enter data into the field Type an address

Address
in the box.

Screen Section Explanation

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 User Guide

CHAPTER 1 Logging into AES

Step 1 Double Click on the AES icon on your desktop.

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CHAPTER 1 Logging into AES

The AES login screen loads.

Step 2 Enter your user id and password into the correct fields of the AES login screen. These are the
same login and password used to access your computer and email.

Step 3 Select the Login button, and the program will load.

Jane Doe
...........
.

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Chapter 2: The Home Page

Select to access
Select to Return Home Help Wizard

Header

Search Bar
Quick Tabs

L
e
f
t
N
a
v
i
g
a
t
i
o
n

The Home page contains seven sections. From top left to bottom right the sections are:

The Header
The Search Bar
Quick Tabs
Left Navigation
Calendar
My Schedule
Tasks

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Chapter 2: The Home Page

2.1 Header The Header section appears on every page in the system

Select the AES Global area to return to

the Home screen at any time.

Select Help to access the Help

Wizards.

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Chapter 2: The Home Page

2.2 Search
The Search bar appears on every page in the system. You may search from any
screen by:
Customer
Order
Company
Contact

Step 1 - Select the down arrow to access all search options.

Step 2 - Select a search option. An order search is selected below.

Step 3 Enter the required information into the pop up box.

The order screen for the number you entered will appear.

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Chapter 2: The Home Page

2.3 Quick Tabs

The four Quick Tabs allow the user to move quickly to different screens.

Return
Select the Return tab to go back to the last screen you used.

History
Select the History tab to view the entire transaction history of the customer
record on which you are working.

Last 5
Select the Last 5 tab to look at any of the 5 most recent customer records you
accessed.

Select the Go To tab, and type the name of the screen you wish to access for
Go To
the customer on which you are working.

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