Part 1 - Admin User Guide

Part 1 - Admin User Guide

This is Part One of a multi part document designed to support the Administrator/s of a sourceit instance.

A sourceit instance can be for your own organization or if you are partner client, it may be a site that has been set up specifically created for a client who will be using the software inhouse.

This manual focuses on Admin area of sourceit and how you (as the administrator) have the ability to manage all aspects of the software.

In the Admin area you have total access to all orders, quotes and jobs. You can view all users, clients and suppliers. You can run Admin reports from the module and set up site wide business rules.

Take time to work through the document as it will provide a step by step guide to all Admin areas and is resource tool for ongoing reference.

How to log into the Admin Module
To login into the Admin Module, simply log into sourceit with the administration user and password provided to you. You will either be in the Admin module:



or, you will need to switch to that by selecting Log in as Admin.



When you make this selection, you are taken to the following screen.

This is the Dashboard or Home screen for your Admin Module.

Note: the system advises you are in the Admin module.



Menu bar options
As you move across the menu bar from left to right, you will notice that various options will be made available to you via the dropdown lists that will appear.



Each dropdown deals with different functions within sourceit and in the following pages you’re provided details on the definitions and functionality within each option.

Accounts
The first option is Accounts, this is where you will find all information and requirements for Users, Customers, Suppliers and Supplier Invitations.

Users
A user is anyone who will have a log in to access any of the modules within sourceit, this includes both buyers and suppliers.



You can view all users within your instance of sourceit by selecting Show all users.

To Create a new user, simply select this option and you can work through the process (creating new users in covered in a separate guide).

Customers
A Customer is any company that has access to either of the modules within sourceit.



In the view above you will see that there are 35 active customers and 87 customers in total. How to create a new customer is covered in a separate guide).

Suppliers
A supplier is invited to by you to join your organizations supplier chain within sourceit. Here you can view your suppliers or even create new suppliers if required.



In the screenshot above, you can also see that there are 3 suppliers Pending activation, these are suppliers that have completed the supplier self-registration process and are awaiting you as the Administrator to approve them to join the supply chain.

You can filter your supplier view, refer below:



Supplier Invitations
In this view you see all suppliers that have been invited to join your supply chain. You can filter by various status options, check the supplier name and view the date sent.



If you wish to invite further suppliers to join your supply-chain, simply select Invite a supplier.

Production
As the Administrator, you can access and view all Orders, Quote Requests and Jobs that have been placed by all your Clients within the market and catalog modules.



Orders
Orders are generated in the catalog module by buyers/shoppers.

An Administrator can access and view all orders placed. To access, simply select the Order option under the Production dropdown.

When Orders is selected you can view a summary list of all orders in the system for all clients, the supplier, # of items on the order and the time the order has been in the system, this means it has not yet been dispatched by the warehouse (inventory) or supplier (on demand).



You have the ability to view all orders or you can use the Order Filters option to help you refine the search for specific orders.

You can view orders by their current status, refer below.



You can elect to filter your order search by selecting Next milestone, refer below.



To view orders in detail, simply select the View option on the far right-hand side.

When you select View, you are provided all detail relating to the order and you have the option to cancel the order if required.


Quote Requests
The second option is Quote Requests and by selecting this option you will be provided a list of all the quotes In Progress in the market module.



You will be provided a Summary of the number of quotes in Progress and how many in total have been Awarded.

You also have the option to search; by status or text.



In the summary page you will see the product name, who the end customer is, and which client created the quote. You can select View on the far right-hand side, and this will take you a detailed view of the quote request, refer below.



Jobs
The third option is Jobs, selecting this option provides a list of all the Jobs in Progress within the market module.



You will be provided a Summary of the number of Jobs in Progress and how many in total have been Completed.

You also have the option to search for by status or text.



In the summary page you will see the product name, who the end customer is, and which client created the job. You can select View on the far right-hand side, and this will take you a detailed view of the job, refer below.



System
Here you find a number of key system management options, most important of all is the Email tracking module.



Email Tracking
As sourceit is a business-critical application for all clients, the ability to track and monitor emails being sent by the system is a critical function.

Administrators have the ability to view emails that have been pushed to buyers and suppliers ensuring they have been successfully sent. To access simply select the Email Tracking option and the following page will appear.



You have the option to filter by email status, time range or you can search email address or subject.

Note: As an administrator you will be sent an automated email providing a report weekly on failed emails.

Reports
Administrators you can create and view reports at the Admin level. Reporting in the Admin module is at parent level and allows administrators to construct reports based on all customer data within your sourceit instance.



The functionality works in the same way as the general reporting functionality within sourceit at a Client level. The key difference is that you will use the Filter option to determine which Clients you will wish to view report from.

Please review the reporting manual for more detail on reporting.

Please be aware that as the Administrator some reports you are creating could be very large and complex and can take some time to run and be returned to you.

We would recommend that when creating large reports these are scheduled to run outside of normal business hours to improve efficiency.

Settings
The Settings selection at Admin level is very different to the same option at Customer level.

It is within the Settings dropdown that the Administrator can access a number of key features that establish/configure business rules and other functionality at an instance/site level to meet your overall business requirements.



System Settings (section one)
This is the where you create the overall settings that govern what users will see. Let’s deal with the first part of the System Settings.

sourceit is highly configurable at both instance and client level, for instance you can upload different document base art at client level and change the management fee at a client level.



Account Type and Management Fees
If buying on behalf of other companies you can determine a specific account type.



Any changes here will apply to all future quotes and jobs.

Note that if Prepay is selected, a buyer will be able to create a new customer, generate quotes but will not be able to convert the quote to a job until an Administrator has changed the new customer from Prepay to Postpay or AccountOnly.

Fees applied at this level will be applied to all quotes created in sourceit market. You can override the management fee at Customer level if required.

sourceit market applies a margin % to fees, the following table will help determine the correct margin or markup % you may want to apply.




Setting Up Default Base Art
You can upload Default Base Art in the Settings menu, this will ensure that all documentation that is generated by sourceit, (quote letters, purchase orders, pick slips, advanced shipping notices, invoices, recipient created tax invoices) will be branded with your correct corporate letterhead branding.

Simply upload a PDF document with your logo’s and any other information within the area highlighted below.




Note: You can override this default base art at Customer level if desired.

System Settings (section two)
In this area you will be establishing some key business rules that will apply across all clients within your instance of sourceit.



To have any of the rules below apply, simply select or de-select the option.

Classifications
Supplier classifications are used by buyers to help them select the right suppliers for any quote request and you can configure these classifications to meet your specific business requirements.

This is an important feature in sourceit and should be implemented from the initial onboarding process. We would recommend that you communicate with your buyers to ensure your supplier classifications meet your business needs.

Supplier classifications can include anything, but most commonly they refer to diversity, environmental and certifications, we recommend you be creative in how you apply supplier classifications.

In the screenshot below, you can see the different types of classifications that have been created. There is no limit to the number nor type of supplier classifications you can create.



When your suppliers go through the supplier self-registration process, they will be provided the list of classifications you have created. Alternatively, they can self-manage by updating their profile the Company Settings option within their own sourceit dashboard.

It is very important to note that if you make any changes to your Supplier Classifications that you notify your suppliers, so they can access their company settings and update accordingly.

Import Paper Stocks
While the software comes out-of-the box with generic paper stock and a custom paper stock option, sourceit allows you to upload a database of your own paper stocks for the market module which is customized to your site.



While a great feature of sourceit market, it’s important to understand that you will need to manage the paper stock database on an ongoing basis.

In order to start the process, simply select the Acknowledge at the base of the page and the following screen will appear.



Select Download template and you will be provided an excel spreadsheet to complete. Note we have provided the correct headers in the file, you simply need to input the correct detail in each of the columns, refer the sample below.



When you have completed the file, simply save to your computer drive and then you can upload. If and when you need to make any changes, access the base file you have saved, make the changes, save and upload a new file and the new selection will be available.

There is a feature in sourceit market that will notify a buyer if there has been any change to the paper stocks available since the job was last created.

Password Reset Requests
Administrators can view which users have requested to have their passwords updated. Simply select the option from the dropdown selection and view the information as displayed. Administrators you can create and view reports at the Admin level. Reporting in the Admin module is at parent level and allows administrators to construct reports based on all customer data within your sourceit instance.

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