AugTool Documentation
Navigation, Glossary and User Profile
Based on the user rights that you have been given, menu’s, features and functions, reports, workflow icons and buttons will be visible to you. If you can see it, you can use it. If you cant see it and need to, then ask your system administrator to enable that feature for you.
Glossary
To understand what we mean when we explain the system here are a few definitions to understand:
Document – Any business document such as an invoice, delivery note, stock move, payment receipt that can be created to reflect a business transaction. These documents can also be printed for internal and external use.
Report – any report within our system that shows information on the screen and that can be downloaded into excel.
Download – Any list view or report that has been downloaded into excel.
Print Out – The actual print view, print to pdf or printer of a business document that can be printed.
View mode – The view mode of a business document that is shown when you post or complete a business document or open from the list view of the list or click on the magnifying glass of the document.
Edit mode – The edit mode of a business document that is shown when you first create it or edit a draft business document.
Flow - Documents are set to be in a flow depending on how the user operates on each document. If a user creates a sales order and then an invoice off the sales order, the sales order will be in Invoice first flow. This means that you have created an invoice off the sales order first and will now not be allowed to create another document off the sales order besides an invoice. There are multiple flow locks on each document. Delivery first flow, weigh ticket first flow, invoice first flow. Once a flow is chosen on one document, the document is locked for that flow.
Linked document – The listing of a document that has been linked to the currently viewed document. This list is categorised and viewed at the bottom of the open document.
Popup – To show the state of any line item of a business document a popup is shown by hovering your mouse over the information icon to the far right of the line item.
System Hang – Should your system for any reason hang due to some error that has not been caught by us, the loading screen (small screen with a turning circle that normally appears when the system is processing) will not go away. Should you see this and want to report this to us, please close the box with the close link and right click on the white space of the screen, click on inspect, and then click on the Network tab of that inspect window. Then do what you just did before the system hung. An error in red will be shown on that screen which we would like to see from a screen shot from you. It is very difficult for us to reproduce these errors and fix them without seeing that error
Colour code – Many of the lists that you see in the system change colour based on their state. For instance, a sales invoice that is not paid and is overdue will show in red.
Workflow Icon – All the icons at the top of a business document that allow you to do things to the current document or create new documents off the current document.
Status Button – All the green buttons at the bottom of a document that allow you to move the current document into another status. Some documents have a send for approval button for instance and a post button. A user that has the rights to send for approval but not post will only see the send for approval button. If they click on that, the document will change its status for another user to approve.
Status – The status of the document that is linked to the Status Button that you have clicked on the document. These statuses include but are not limited to Draft, Approval, Approved, Posted and others.
State – The state of the document is based on the state of the line items of the document. Each line items state changes based on the linked documents that have been created. For instance, the state of a line item on an invoice that has been partially delivered would be Invoiced. The state of a line item on an invoice that has been fully delivered would be delivered. This state of the line items affect the state of the document and can be filtered on the list views.
Line Item – A line item with an item added to it on a business document.
Multi company
The system is a multi company system which means that you do not need to log out of one company and back into another to transact in the company you wish to work in. Should you have the access rights to transact in multiple companies, you will have a business unit drop down list next to a create button when creating a transaction. You simply need to select the appropriate business unit to transact in. Once you have selected a business unit to transact in, the system will default that drop down list to that business unit for creating future transactions (which you can change at any time).
There is a business unit drop down list next to the create button of any document and also in the list views. We have had to separate that because they are associated with different rights for a user. One user can create and another can potentially view.
Web based multi tab
Seeing that Augtool is a web based system you are able to open multiple tabs within your browser to view or transact in multiple modules or documents at the same time. Many users keep the document list such as Sales Invoices open on one tab and keep reports and the list of organisations and even items open on other tabs. Please try holding down your Ctrl button on your keyboard before you click on a link or button within the system. You will see that, it will automatically open, what you have tried to open in another tab. The slower way to do this is to right click on the button or link and open in a new tab.
Consistent look and feel
The system is designed in a way that each document and list view looks the same. On every list view if you click on an item in the list it will open it in view mode which you can change to edit mode if the document allows it by clicking on the edit icon. You can also go back to view mode by clicking on the magnifying glass icon. Different information and icons are shown in view and edit mode. For example, you cannot create another document of a document that is in edit mode. You will need to either be in view mode or post the document to enable workflow.
On the fly creation of items and organisations and other things within the system has not been done yet and is part of our development plan. Should you have opened the invoice screen to invoice a customer that does not yet exist, you cannot create the customer on the fly, on the invoice yet. You can however, keep the invoice screen open in edit mode, open the organisations screen in a new tab, create the customer or supplier, go back to the invoice and the organisation will now exist to transact against.
If you have had to create something within the system that is not already in a drop down list of the document that you are editing you will need to refresh the document with the browser refresh button to use or select it.
We are improving the navigation of the system as an ongoing process and based on the feedback of our users. Please let us know if you are wasting time navigating the software. Our aim is to save you time and make the system work for you, not the other way around. Should you feel blind or unable to do things quickly with confidence, please let us know.
User Profile
Under the System Menu you will be able to change your password, see what business units you have access to, and set the default business unit you transact in by clicking on the link icon next to the business unit as seen below
In AugTool you have an ability to flag sales made by salespeople. These salespeople can either be a user of the system or simply a flag used by a sales manager to tag sales made by specific sales people. Under the profile, you can see which salesperson flag you are associated to or which salesperson you are allowed to flag.
Your user also has an ability to access AugTool through other systems in a secure way. To do this, you will need to generate a security token to use in other systems. Please talk to Augative about integrating AugTool with other systems.