SSAS

User Documentation

A Stewart Scott Production

Table of Contents
Introduction..........................................................................................................................................3
Installation............................................................................................................................................4
How To Use SSAS...............................................................................................................................5
Opening The Program......................................................................................................................5
Logging In........................................................................................................................................5
Using the Main Menu......................................................................................................................5
Retracing Your Steps........................................................................................................................6
Adding a New Record......................................................................................................................6
Viewing/Editing/Deleting Records..................................................................................................7
View the Details of an Existing Company.......................................................................................8
View Forecast Statistics...................................................................................................................8
Reports.............................................................................................................................................9
Security...............................................................................................................................................10
What Not to Do..............................................................................................................................10
Changing Your Encryption Key.....................................................................................................10
What To Do If Something Goes Wrong.........................................................................................10
 Introduction
This user guide is designed to teach anyone with nothing but the most rudimentary of computer
skills how to operate the SSAS (Sun Sales & Accounting System.) The system was written for sun
to be able to better track their sales forecasts and customers.
 Installation
In order to successfully install SSAS please follow the steps detailed below:
1. Place the SSAS CD into your CD drive
2. Browse to the CD using the program of your choice (windows explorer recommended)
3. There will be only one directory (folder) on that CD, right click it, select copy
4. Browse to 'C:\Program Files\' if you are unsure about how to do that, please read below
1. Press the 'Start' button
2. Select 'Run'
3. Type 'C:\Program Files\' (without the quotes) into the text box
4. Press enter
5. Paste the folder into 'C:\Program Files\' if you are unsure about how to do that, please read
below
1. Either press ctrl+v or:
2. Right click the explorer window, and select paste
6. Congratulations! SSAS is installed.
 How To Use SSAS

Opening The Program

1. Browse to 'C:\Program Files\SSAS\' and open SSAS.exe if you are unsure about how to do
that, please read below
1. Press the 'Start' button
2. Select 'Run'
3. Type 'C:\Program Files\SSAS\' (without the quotes) into the text box
4. Press enter
5. Double Click with the mouse on the SSAS icon

Logging In
Logging in is simple, if you are the system Administrator, click the Administrator Login button,
conversely, if you are not the Administrator, then click the Sales Login button. From there you
either see two, or three text boxes. If you are not an Administrator, then simply key in the user name
and password given to you by the Administrator and click the Login button. If, however, you are the
Administrator, key in not only your username and password, but also an appropriate encryption key
(for changing the encryption key, please see later on in the Guide, under the security section.

Using the Main Menu

Having just logged in, you will now see the main Menu:

For functionality such as:

 Adding a new sales team member (admin only)
 Modifying current sales team members (admin only)
 Deleting current sales team members (admin only)
  Viewing current sales team members (admin only)
Please click the 'Sales Functions' button. Other than 'Report Functions' all other sub-menus contain
these functions, but respective to the name on the button 'Company Functions' for example, would
allow you to add a new company to the system. Other than 'Sales Functions' none of the other sub-
menus are restricted.

Retracing Your Steps

If at any time, you wish to move a level higher in the menu, click the Sun Microsystems image at
the top of the form.

Adding a New Record

After you have clicked on one of the buttons (Excluding Report Functions) another sub-menu, very
similar to the main menu, will appear. One of the options will be 'Add a new <something>' click on
that button. Once that is done, the data entry form will appear, it will look something like this:
Do not try to edit the 'Id Number', simply leave it as it is. All the text
boxes are which not disabled (appear grey, like the ID number) are
supposed to have data in them. Simply key in the data that is known,
if it is not known, simply leave it blank. Some text boxes (those
designated to the phone numbers, or post codes) will only allow the
correct type of character (number or letter) to be entered in the
correct place. If you see this happen, do not fear, this is intended.

Once all of the required data has been entered, press the 'Submit'
button. All of the text boxes will go blank, and the ID number will
increase by one, ready for the next record to be entered.
Viewing/Editing/Deleting Records
Browse to the sub-menu of your choice (as shown in the above section(s)) but this time, select
'Search Existing', 'Delete a' or 'Edit a' and you will see the following menu:
The text box that you see, is where you enter the
text of the item that you are looking for. The drop-
down menu is where you select which field you
are searching through for the text in the text box,
and the check-box is ticked when you want only
results that are an exact match to be displayed,
while it is to be left unchecked if you are simply
looking for results that contain the text entered into
the text box.

Once you have made all of the above

modifications to the search form, press the search
button, and a screen similar to the one shown
below should appear:

As you can see, towards the top of the form, there is a

list box, simply click on the item that you wish to see
additional data for, and that data will then appear in the
corresponding text boxes below. You will also see two
buttons towards the bottom of the screen, that will be
enabled or disabled based on your selection at the sub-
menu. Their functions are self explanatory, given their
names and their functions will be applied to the record
selected in the list box,. Both will also return you to the
previous menu.
View the Details of an Existing Company
Inside the company sub-menu, there is a function that will show you all of the salespeople, and sites
associated with that company. Simply search in the same fashion as in the section above, and you
shall see a form like this:
Firstly, select the company of your choice, from the drop-down menu
at the top of the form.

From there, you may select either a site, or customer from the two
corresponding list boxes below that drop-down menu

The details of the selected site/customer will then be output to the

below text boxes, which are labelled, and the labels change in
accordance with which of the two types (customer or site) has been
selected.

View Forecast Statistics

There are various statistics regarding customers, and salespeople that
can be found in the 'View Statistics' form, located in the 'Forecasts'
sub-menu. Browse to it, and you will see the following form:

Simply select your required statistics from the drop down menu,
and press the 'Run Search' button. These statistics will then be
displayed in the list box below.
Reports
The reports section has a very similar layout to the 'View Statistics' form found in the forecasts sub-
menu. The form for reports is almost identical. Simply select what data you would like to view from
the drop-down box. This is where the difference begins. As before, the data you selected, will be
displayed in a list box, a check-box will also appear between the list box and the text box. Click it,
and the form will expand a little, and show you a graphical representation of the data that you
requested.
The printing of this data is not handled by SSAS itself. Simply take a print screen (if you are not
sure how to do this, please read below)
1. Press the print-screen button (located above 'home' on your keyboard)
Once this is done, run OpenOffice.org Writer, paste the screen-dump into a page, cropping and
resizing it to your needs (Sun Microsystems should have trained you in the use of a word processor)
and then, in the usual manner for OpenOffice.org Writer, print the document.
Security

What Not to Do
What follows, is a list of things that in the name of both SSAS's functionality, and security, you
should NEVER do:
1. Keep the same encryption key for more than one month
2. Keep the same administrator password for more than one month
3. Allow your staff to keep the same password for more than one month
4. Allow anyone but the administrator access to the folder in which the data is kept
(C:\Program Files\SSAS\Data\)
5. Access the text files holding the data with anything, Except either the BatchEncrypter, or
SSAS itself
6. Use SSAS without the data backed up on an appropriate data storage device.

Changing Your Encryption Key

There is, in the 'C:\Program Files\SSAS\' directory, a program named BatchEncrypter, written to
handle this for you. Simply open it, enter the old encryption key, the new encryption key, and
confirmation of the new encryption key in the appropriate text boxes. The program will handle the
rest.

What To Do If Something Goes Wrong

If something goes wrong with the data (but the program itself is functioning normally) simply
replace the data with the most recent backup, and change en encryption key, as well as all the
passwords on the system.
If the program malfunctions, and a Windows error message comes up, send an error report to
Microsoft, and make a copy of that error report, sending it to: big_jkd2@hotmail.com, where the
developer of the system will review it, and make any changes needed to repair and improve the
system.
If something happens that does not conform to the above symptoms, contact the developer at
big_jkd2@hotmail.com with screenshots of the problem, and a written description, which he will
then rectify.
If new functionality becomes a necessity for the system, then please call 07859 896162, and arrange
a meeting, at which new additions to the system can be discussed with the developer of the original
system.