ATTACHMENT 2_SOFA MANUAL.pdf

User Manual Training and Instruction for Using SOFA

Version 2.0

National Archives and Records Administration (NARA) 8601 Adelphi Road College Park, MD 20740-6001

SOFA

SOFA User Manual A NARA ii

Table of Contents 1 Terminology That Has Changed ................................................................................ 1-1

2 Process Maps ............................................................................................................. 2-1

3 Getting Started ........................................................................................................... 3-1

3.1 Login to SOFA .................................................................................................. 3-1

3.2 Change Password .............................................................................................. 3-2

3.3 Customize the Home Screen Tab ...................................................................... 3-1

4 Basic SOFA Functionality ......................................................................................... 4-1

4.1 Columns ............................................................................................................ 4-1

4.1.1 Moving Columns ....................................................................................... 4-1

4.1.2 Hiding / Displaying Columns .................................................................... 4-2

4.2 Queries .............................................................................................................. 4-6

4.2.1 Perform a Query ......................................................................................... 4-6

4.2.2 Save Queries .............................................................................................. 4-8

4.2.3 Refine Queries ......................................................................................... 4-10

4.2.4 Delete Queries .......................................................................................... 4-13

4.3 Create Record.................................................................................................. 4-14

4.3.1 Standard Method ...................................................................................... 4-14

4.3.2 Alternate Method ..................................................................................... 4-14

4.4 Cancel Record ................................................................................................. 4-16

4.4.1 Standard Method ...................................................................................... 4-16

4.4.2 Alternate Method ..................................................................................... 4-16

4.5 Delete Record.................................................................................................. 4-17

4.6 Running and Printing Reports ......................................................................... 4-18

4.6.1 Research Tickets ...................................................................................... 4-18

4.6.2 Packing Slips ............................................................................................ 4-19

4.6.3 Draft and Final Quotes ............................................................................. 4-20

4.7 Order Summary Report ................................................................................... 4-22

Keyboard Shortcuts ................................................................................................ 4-23

5 Contacts...................................................................................................................... 5-1

5.1 Access and Edit Contacts .................................................................................. 5-1

5.2 Create Contacts ................................................................................................. 5-2

5.3 Add Addresses to a Contact .............................................................................. 5-5

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5.4 Add Credit Card Information to a Contact ....................................................... 5-6

5.5 Access and Edit Company Accounts ................................................................ 5-8

5.6 Create Company Accounts with Discounts .................................................... 5-10

5.7 Disassociate a Contact from a Company ........................................................ 5-11

6 Quotes ........................................................................................................................ 6-2

6.1 Create Quotes – Standard Method .................................................................... 6-2

6.2 Print Quotes ...................................................................................................... 6-6

6.3 Create Quotes – Alternate Method ................................................................... 6-9

6.4 Audit View Tab............................................................................................... 6-13

7 Orders ....................................................................................................................... 7-15

7.1 Create Orders – Standard Method................................................................... 7-15

7.2 Create Redo Orders – From Contacts Tab ...................................................... 7-22

7.3 Work with Orders in “Administrative” Status – From Contacts Screen ........ 7-25

Upload Scanned Attachment – From Contacts Screen ............................................ 7-27

7.4 Create Orders – Alternate Method .................................................................. 7-29

7.5 Audit View Tab............................................................................................... 7-36

8 Service Tickets ........................................................................................................... 8-1

8.1 8-1

8.2 Access Service Tickets ..................................................................................... 8-1

8.3 Update Service Ticket Billing and Shipping Information ................................ 8-2

8.4 Update Service Ticket Status and Print Research Ticket .................................. 8-4

8.5 Fulfill Service Ticket and Print Packing Slips .................................................. 8-6

8.5.1 Form 80s .................................................................................................... 8-6

8.5.2 Form 72 ...................................................................................................... 8-8

8.5.3 Form 72 – Partial Fulfillment .................................................................. 8-10

8.6 Overage Process .............................................................................................. 8-12

8.7 Batch Update of Service Ticket Status ........................................................... 8-14

8.8 Changing the Site for a Service Ticket ............................................................. 8-1

8.9 Audit View Tab................................................................................................. 8-1

9 Appendices ................................................................................................................. 9-1

Appendix A – Quotes................................................................................................. 9-2

Appendix B – Orders ................................................................................................. 9-3

Appendix C – Service Tickets ................................................................................... 9-4

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Key Symbols Meaning

Critical information for performing the activity.

Helpful hints for performing the activity.

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1 Terminology That Has Changed Old Term (OFAS) New Term (SOFA) Description of New Term

SOP Number - - Replaced with Siebel Number (Quote #, Order #, Service Ticket #).

- This number remains the same throughout the fulfillment process.

Qty BackOrder - - Term not used in SOFA.

Quote #

- Tracking number for all Quotes, Orders, and Service Tickets. This number remains with the record throughout the fulfillment process. Order #

Service Ticket #

Customer Name First Name - Field used to capture the Customer's First Name.

Middle Initial - Field used to capture the Customer's Middle Initial.

Last Name - Field used to capture the Customer's Last Name.

Order Comment Comments - Field (up to 256 characters) used to capture details about the customer's order request.

Description Description

- Field (up to 2000 characters) used to capture details about a particular line item on an order. This field may be used to identify the record group and stack location of the requested item.

Customer ID - - Term not used in SOFA.

Class ID: Public - - Term not used in SOFA.

Class ID: Trust Fund - - Term not used in SOFA.

Class ID: Walkin - - Term not used in SOFA.

- Contact Type: Paper Form User - Customer who submits orders via paper forms.

- Contact Type: Web Registered User - Customer who submits orders via Order Online! (Internet).

- Contact Type: Manually Registered User - Customer whose contact information is submitted directly to the NARA user.

Research Ticket Service Ticket

- Breakdown of an order record aligned to the business unit that must fulfill the specified line items. For Form 80s Orders, there is only one Service Ticket per Order.

- In SOFA, Research Ticket refers to the printed report that is used when fulfilling a Service Ticket.

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Old Term (OFAS) New Term (SOFA) Description of New Term

- Site

- Name of the business unit/NARA organization associated with a record. Field is automatically populated with the site of the user who created the record; the site may be changed as necessary.

- Shipping Method

- Indicates the shipping method the customer selects to deliver the requested order. These include Standard Method, Express Mail, Federal Express, UPS Red/Blue, UPS Ground 2nd Day, US Postal Service, and Call for Pick-Up. The default is Standard Method.

- Shipping Account #

- Field used to capture the account number for the customer's shipping method, if the method is not the Standard Method. When the customer has no account number, the NARA Group E user may enter the customer's credit card number.

- Redo - Function used when an order must be recreated. Redo Orders are automatically established at an “Urgent” Priority.

- Redo Reason - Field used when a Redo Order is established. This field must be completed to indicate the reason for the Redo Order.

- Parent Order Number - Field is automatically updated when a Redo Order is established to align it with the original order.

- Line Total

- Field used to indicate the cost for one line item on a Service Ticket. The cost is calculated by multiplying the unit cost of the product selected by the Quantity Ordered. Field is automatically updated.

- Order Source

- Indicates the method that the order was initiated. Order Source types include

Manual Order, Non Quoted Order, Paper Order, Quoted Order, Web Order, and Back Office Order.

- Records Processed - Field on the Barcode Update Screen Tab that indicates the number of Service Tickets selected during the Bar Code selection process.

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Old Term (OFAS) New Term (SOFA) Description of New Term

- Records Updated - Field on the Barcode Update Screen Tab that indicates the number of Service Tickets successfully updated during the batch update status.

- Overage Approval

- Field used to indicate that the NARA user has contacted the customer to gain approval to fulfill an order for more than the quantity ordered. Required when the Order Quantity increases the Order Total by $25.01 to $100.00.

- Overage Reason - Field used to record the customer's approval to fulfill the order for more than the Quantity Ordered. Field is required when the "Overage Approval" box is selected.

- Partial Fulfillment - Function that allows the user to fulfill and ship a portion of a line item.

A packing slip is generated for each partial shipment.

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Creating Quotes and

Orders

Accessing Service Tickets/ Printing

Research Tickets

Fulfilling Service Tickets

Creating Redo Orders

Working with Orders in

Administrative Status

Adding Scanned

Attachments

Login Customer Found?

Create Contact No

Login

Query for Customer

Quoted Order

Create Quote

Yes

Yes

Create Order

No

Print Quote

Email Quote End

Query for Service Ticket(s)

Select Service Ticket

Record(s)

Print Research Ticket(s) Mark Printed Update Status End

Login Query for Service Ticket

Select Service Ticket Record

Update Quantity

Create Partial Fulfillment

Record

Update Status

End

Order Type?

Quoted Partial

Fulfillment?

Print Packing Slip

Yes

No

Update Page Count Update Status

Print Packing Slip and

Invoice (if needed)

Fixed Fee

Login Query for Order Select Order Click "Redo"

Button

Update Line Items (if needed)

Confirm "Shipped"

Status

Change Status to "Received" End

Login Query for Order Select Order Change Status to "Received"

Verify/Update Order

Information End

Login Query for Order Select Order

Attach Scanned

Document End

2 Process Maps

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3 Getting Started

3.1 Login to SOFA

1. Go to the SOFA Web site. The SOFA application can be directly accessed through https://qahms.nara.gov/hms/start.swe

2. Type the user name into the “User ID” field.

3. Type the password into the “Password” field.

4. Press enter or click the Log In button.

The SOFA Home Screen Tab will appear.

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Do not use the Internet Explorer navigation buttons/arrows.

3.2 Change Password

To change your password for HMS:

1. At the top of the HMS screen, click the View menu.

2. Select the User Preferences option.

3. Enter your new password in the Password field.

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4. Then re-enter your new password in the Verify Password field.

5. Click the button.

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3.3 Customize the Home Screen Tab

The Home Screen Tab layout can be customized. Customizing the layout will ensure that the preferred setup is present the next time the user logs into SOFA.

1. Click the Edit Layout button.

The Edit Layout screen will appear.

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2. From the Edit Layout screen, use the section control buttons to customize the Home Screen Tab layout.

The Expand and Collapse buttons define whether a section’s records are displayed on the Home Screen Tab as a default.

Click the Expand button next to a section to display records.

Click the Collapse button next to a section to hide records.

The user can change all of the sections to be expanded or collapsed by selecting the Expand All or Collapse All options from the Edit Layout tab drop down.

The Show and Hide buttons define whether a section is displayed on the Home Screen Tab.

Click the Show button next to a section to ensure the section is visible on the Home Screen Tab.

Click the Hide button next to a section to ensure the section is not displayed on the Home Screen Tab.

The user can toggle all of the sections to be shown or hidden by selecting the Hide All Applets or Show All Applets options from the Edit Layout Menu drop down.

The Move Up and Move Down buttons define the order in which sections will appear on the Home Screen Tab.

Click the Move Up button next to a section to move the section higher in position on the Home Screen Tab.

Click the Move Down button next to a section to move the section lower in position on the Home Screen Tab.

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3. Click the Done button to save the customizations.

Click the Default Layout button to return all sections to their original layout.

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SOFA User Manual A NARA 3-5

SOFA Tour

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Application Menus – There are four Application Menus, which can be accessed regardless of what page is active. The functionality available in each menu will vary based on which Screen and View Tabs are active. The menus and functionality that may be found in each include:

File: Log Out

Edit: Delete Record, Copy Record, Query

View: Site Map, Reports, Columns Displayed, User Preferences, Search

Help: Contents and Index

Application Toolbar – Tools that are available regardless of what process the user is completing include:

Show drop down – Displays all items for all business units or just those items related to the user’s business unit.

Some users may not have the option to display items for all business units.

History button – Displays the history of the pages that have been accessed.

Navigation arrows – Allow the user to move forward and backward between pages that have been accessed in the application. While in SOFA, use these buttons instead of the Internet Explorer navigation buttons.

Site Map button – Displays the organization of pages within SOFA.

Search button – Displays an applet that enables the user to search for records throughout SOFA.

Screen Tabs – The main screens for SOFA include:

Home

Contacts

Quotes (Not available to all users)

Orders (Not available to all users)

Service Tickets (Not available to all users)

Reports (Not available to all users)

List Applet – Displays information for a particular set of records.

Form Applet – Displays a form for editing, creating and viewing individual records.

View Tabs – Each screen tab has multiple view tabs, which display editable information related to a specific record. The available view tabs depend on which screen tab is active.

Menu button – Provides functionality appropriate for that applet.

Show more/Show less button –Allows users to view more/fewer rows of information in a list applet.

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Text Editor Button – Where available, (e.g., Comments) users can click the button in the field to key in additional information.

New button – Creates a new record.

Query button – Displays a blank applet for entering query parameters.

Execute Query button – Executes the query and displays the query results.

New Query button – Displays a blank applet for entering query parameters.

Pick Button – Displays a pop-up containing a list of records.

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4 Basic SOFA Functionality The following reviews basic SOFA functionality.

4.1 Columns

4.1.1 Moving Columns

The order that columns are displayed can be changed.

1. Select the column to be moved by left-clicking and holding the column title.

2. Drag the column to the desired location.

The red line shows where the user will be moving the column.

3. Release the mouse button to place the column in the new location.

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4.1.2 Hiding / Displaying Columns

The Columns Displayed pop-up allows users to see what columns are visible or hidden on the screen. Also users can change which columns are visible or hidden through this pop-up.

1. Click the Menu button.

2. Select the Columns Displayed… menu option.

The Columns Displayed pop-up will appear.

Columns that appear in the “Selected Columns” list are visible in the associated list applet. As shown above, all of the columns for the Contact Screen Tab list applet are displayed.

Columns that appear in the “Available Columns” list are not visible in the associated list applet.

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The following procedure will hide columns in the associated list applet:

1. Select the column from the “Selected Columns” list.

Multiple columns can be selected. Hold down the “Ctrl” key on the keyboard while left clicking on the desired columns with the mouse.

2. Click the Hide button ( ) between the “Available Columns” and “Selected Columns” list.

The selected columns will move from the “Selected Columns” list to the “Available Columns” list.

3. Click the Save button ( ) in the lower right corner of the pop-up for changes to take effect.

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The following procedure will show columns that are not displayed in the associated list applet.

1. Select the column name in the “Available Columns” list that should be displayed in the list applet.

Multiple columns can be selected. Simply hold down the “Ctrl” key on the keyboard while clicking on the desired columns’ names with the mouse.

2. Click the Show button ( ) between the “Available Columns” and “Selected Columns” list.

The selected columns will move from the “Available Columns” list to the “Selected Columns” list.

3. Click the Save ( ) in the lower right corner of the pop-up for the

To return columns to their original layout, conduct the following steps:

1. Click Reset Defaults button ( ) in the lower right corner of the pop-up.

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2. Click the Save ( ) in the lower right corner of the pop-up for the

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4.2 Queries

4.2.1 Perform a Query

Queries allow users to search for specific records within a list applet.

1. Click the Query button.

2. Enter the relevant information for the query (e.g., a customer’s last name in the “Last Name” column, an order number in the “Order #” column, or the service ticket number in the “Service Ticket #” column).

Queries in SOFA are case-sensitive. To query for both upper and lowercase, type “~LIKE <space>” before the query information.

The following example shows a query for a Research Ticket where the first name of the customer is known.

Queries can be created using more than one column. For example, a query can be created using the customer’s first and last name.

Increasing the number of fields used to query will help refine the search.

3. Click the Go button or press the Enter key to run the query based upon the information supplied.

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The records that meet the query criteria are displayed.

Queries can be created using Operators to help locate specific records. The following is a list of query operators:

Operator Purpose

* Wildcard. Placed anywhere in a string, returns records containing the string or containing the string plus any additional characters at the position at which the asterisk appears, including a space: Car* finds Car, Carson, and Carbon.

? Wildcard. Placed anywhere in the string, returns records containing the characters specified in the string, such that any single character may appear at the location of the ?: t?pe find type, tape.

= Placed before a value, returns records containing a value equal to the query value: = CA in the state field returns records in CA.

<,>,<> Any of these, placed before a value, returns records containing a value that is greater than, less than, or not equal to the query value.

<= , >= Placed before a value, returns records containing a value that is greater than or equal to or less than and equal to the query value.

LIKE, like

NOT LIKE,

not like

Placed before a value, returns records containing the value: LIKE Smi* finds records in which the value in the query field starts with Smi.

Use NOT LIKE to find records where the value in the query does not start with Smi.

IS NULL, is null, IS NOT NULL, is not null

Placed in the query field, returns records for which the query field is blank.

Enter IS NULL in the Due Date field to find all records for which the Due Date field is blank.

Use IS NOT NULL in the Due Date field to find those records in which the Due Date field is not blank.

~LIKE <space> Place before a value to query for both upper and lower case words.

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4.2.2 Save Queries

Queries can be saved for future use.

1. After performing a query, click the Menu button.

2. Click the Save Query As menu option.

The Save Query As pop-up will appear.

3. Type a name for the query in the “Query Name” field.

4. Click the OK button in the lower right hand corner of the pop-up.

The saved query is available in the Queries drop down menu in the application toolbar.

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A Saved query can be run by selecting it from the Queries drop down menu.

To view all the records of a Screen Tab, ensure the Queries drop down menu is set to the “all” option for the Screen Tab.

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4.2.3 Refine Queries

Saved queries can be refined using the following steps:

1. From the Queries drop down menu, select the query to refine.

2. Click the Edit Application Menu.

3. Highlight the Query menu option.

4. Select the Refine option.

The query values will appear in the list applet.

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5. Edit the query by entering or removing terms from the appropriate column(s).

6. When completed, click the Edit Application Menu.

7. Highlight the Query menu option.

8. Select the Save menu option.

Select the Save option, not the Save As… option (Save As… will not save the refined query).

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4.2.4 Delete Queries

Saved queries can be deleted using the following steps:

1. Click the Edit Application Menu.

2. Highlight the Query menu option.

3. Select the Delete… menu option.

The Delete Record pop-up will appear.

4. Click the name of the query to delete from the Query Name list.

5. Click the OK button.

6. The selected query is removed from the Queries drop down menu.

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4.3 Create Record

New contact, new quote, new order, and new line item records can be created using two methods. The following examples are from the Quotes Screen Tab.

4.3.1 Standard Method

The standard method for creating a new record utilizes the New button on the list applet.

1. Click the New button.

2. Click in the empty field under each column and type/select the appropriate information.

Fields that are required have an asterisk (such as: “*Last Name”) and must be completed prior to saving the record.

4.3.2 Alternate Method

The alternate method for creating a new record requires the user to select New Record from the Menu button drop down.

2. Click the New Record menu option.

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3. Click the field under each column and type/select the appropriate

Fields that are required have an asterisk (such as: “*Last Name”) and must be completed prior to saving the record.

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4.4 Cancel Record

New contact, new quote, new order, and new line item records can be cancelled using two methods. The following examples are from the Quotes Screen Tab.

4.4.1 Standard Method

The standard method for canceling a new record utilizes the Cancel button on the list applet.

1. Click the Cancel button.

4.4.2 Alternate Method

The alternate method for canceling a new record requires the user to select Undo Record from the Menu button drop down.

2. Click the Undo Record menu option.

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4.5 Delete Record

The following types of records can be deleted: Quotes in the In Progress Status, Quotes in the Draft Status (See Appendix for status definitions.)

1. Select the record (e.g. line items) to be deleted.

2. Click the Menu button.

3. Click the Delete Record menu option.

The Delete Confirmation pop-up will be displayed.

4. Click the OK button.

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4.6 Running and Printing Reports

4.6.1 Research Tickets

Research Tickets can only be printed by clicking the Print Research Ticket button on the Service Tickets Screen Tab.

1. From the Service Tickets Screen Tab, select the service ticket to print.

2. Click Print Research Ticket button.

3. In the Marked as Printed pop-up, click the OK button to print and mark as printed; click the Cancel button to print but not mark as printed.

4. If OK is selected in the preceding pop-up, click the OK button in the Records are marked as printed pop-up.

The Research Ticket will print regardless of whether the record was marked as printed.

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4.6.2 Packing Slips

Packing Slips can only be printed by clicking the Print Packing Slip button on the Service Tickets Screen Tab.

1. From the Service Tickets Screen Tab, select the service ticket to print.

2. Click Print Packing Slip button.

3. In the Records are marked as printed pop-up, click the OK button.

For orders where the “Bill Me” column is checked, in addition to the packing slip, two copies of the invoice will print.

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4.6.3 Draft and Final Quotes

1. From the Quotes Screen Tab, select the quote to be printed.

2. Click the Report button Application Toolbar

3. Select the report from the list of options

4. From the Report drop down, select Draft Quote or Final Quote as appropriate.

The report is displayed on the user’s screen in Portable Document Format (pdf) in Adobe Reader.

The user may save the report to a user specified location by clicking the Save a Copy button in Adobe Reader. The saved pdf report may be emailed as an attachment to the customer.

The user may print the report clicking the button in Adobe Reader.

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4.6.4

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4.7 Order Summary Report

1. From the Orders Screen Tab, run a query for the order(s) to be printed.

2. Click the Report button Application Toolbar

3. Select Order Summary option from the list.

The Reports pop-up will open.

4. Click the button to get a hardcopy of the report.

The report(s) are displayed on the user’s screen in pdf in Adobe Reader.

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Keyboard Shortcuts

Record Management Shortcut Record

Management Shortcut

New Record CTRL + N Go to Site Map CTRL + SHIFT + A

Edit Record CTRL + E Go to Next Record (in list) CTRL + down arrow

Save Record CTRL + S Go to Next Record Set (in list) ALT + down arrow

Delete Record CTRL + D Go to Previous Record (in list) CTRL + up arrow

Copy Record CTRL + B Go to Previous Record Set (in list) ALT + up arrow

Select All CTRL + A Go to Last Record ALT + L

Undo Record

CTRL + U

or

ESC

Go to First Record ALT + F

New Query ALT + Q Open Search Center CTRL + F

Execute Query ENTER Print Reports CTRL + SHIFT + R

Refine Query ALT + R Go to History Button CTRL + SHIFT + H

Save Query As ALT + S Open List View/ Sub Tab Menu CTRL + SHIFT + M

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5 Contacts This chapter details the steps for accessing and editing existing customer records, as well as the steps for creating customer records.

5.1 Access and Edit Contacts

1. Click the Contacts Screen Tab.

2. Run a query for the contact. (See Perform a Query section in Chapter 6.)

The Contacts List Applet will display all of the contacts that match the query parameters.

If no contacts are presented, there are no matches. A new contact record can be added by following the steps in the Create Contacts section of this chapter.

If the contact is found, verify the detailed information for the contact as follows:

a. Select the contact.

b. Click the Edit button.

c. Update the details for the contact as needed by selecting the field and typing/selecting the appropriate information in the form or list applet.

d. Click the Save button.

Edits to the contact record are saved.

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5.2 Create Contacts

Before creating a new contact, check to see if the contact is already in the database. (See Access Contacts section in this chapter.)

2. Click the New button in the Contacts List Applet.

A new contact record is created.

3. In the form applet, select each of the fields and type/select the appropriate information. The following fields are required:

First Name

Last Name

Shipping Method

“Shipping Account #” is a required field, when “Shipping Method” is not Standard Method.

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4. To associate an Address with the contact, click on the button in “Street Address1:” field.

The Street Address pop-up appears.

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Query for the desired company name. If the desired company is not listed, there are no matches. A new company account can be created by using the following steps:

I. Click the New button in the Pick Company Name pop-up.

The Company Name pop-up appears.

II. Click in the field in the Company Name column.

III. Enter the new company name in the field.

IV. Click the Save button.

The Company Name pop-up closes and the new Company is added in the “Company Name” field.

a. Select the company from the Add Company Name pop-up.

b. Click the Pick button in the Company Name pop-up.

The Company Name pop-up closes and the new Company is added in the “Company Name” field.

5. Click the Save button on the Contacts List Applet.

The contact is displayed the Contacts List Applet.

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5.3 Add Addresses to a Contact

One or more addresses can be added to a Contact record.

1. Click on the Contacts Screen Tab.

2. Query for the contact. (See Perform a Query section in Chapter 6.)

3. Select the contact.

4. Click the Addresses View Tab.

5. Click the New button.

A new address record will appear.

6. Click each field and type/select the appropriate information. A description of each field is below.

Primary - Each contact has only one primary address. Select the check box in the Primary column to denote the address as primary.

Street Address 1 – required

Street Address 2

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City – required

State – required

Abbreviations for US States and Canadian Provinces may be selected from the drop down.

If the address is for a country other than US or Canada, then either type the name of the State or select None from the drop down.

Zip Code – required

Country – required

Once all required fields are completed, click “Ctrl + S” to save the new address.

5.4 Add Credit Card Information to a Contact

One or more credit cards can be added to a Contact record.

1. Click on the Contacts Screen Tab.

2. Query for the contact to add credit card information. (See Perform a Query section in Chapter 6.)

4. Click the Credit Cards View Tab.

5. Click the New button

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A new credit card record is created.

Click each field and type/select the appropriate information. The following fields are required.

Credit Card #

Cardholder Name

Credit Card Type

Expiration Month

Expiration Year

Billing Street Address 1

Billing City

Billing State

Billing Zip Code

Billing Country

Billing Information is the contact information on file with the credit card company and may be different than the Shipping Information.

1. Once all required fields are completed, click the Save button to save the credit card information.

5.5

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Access and Edit Company Accounts Users can access and edit company names and associated discounts from the Company Names Screen Tab.

1. Click the Site Map button.

2. Click the Company Name link.

The Company Names Screen Tab appears on the screen.

3. Run a query for the company. (See Perform a Query section in Chapter 6.)

The Company Name List Applet will display all of the company names that match your query parameters.

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If the desired company is not listed, there are no matches. A new company account can be added by following the steps in the Create Company Account section of Chapter 7.

If the company name is found, edit the detailed information for the company as follows:

a. Update the details for the company as needed by selecting the field and typing the appropriate information in the form or list applet.

b. Click “Ctrl + S” button.

Edits to the company account record are saved.

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5.6 Create Company Accounts with Discounts

Users can create company names and associate discounts from the Company Names Screen Tab. Before creating a new company account, query to see if the company is already in the database. (See Access and Edit Company Accounts section in Chapter 7.)

2. Click the Company Name link.

3. Click the New button in the Company Names List Applet.

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4. In the form applet, select each of the fields and type the appropriate

Company Name

Discount

A new company account is created.

5.7 Disassociate a Contact from a Company

Users can inactivate a contact so that the contact is no longer associated with a company name using the Company Names Screen Tab accessed via the Site Map.

Inactive contacts do not display in the Contacts Screen Tab.

1. . Click the Site Map button.

5. Click the Company Name link.

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6. Run a query for the company. (See Perform a Query section in Chapter 6.)

The Company Name List Applet will display all of the company names that match the query parameters.

7. Select a company.

The bottom applet on the screen displays all the contacts associated with the selected company.

8. Select the contact to be disassociated from the company.

9. Select Inactive from the Contact Status drop down.

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10. Step off the record and click “Ctrl + S” to save the record.

Inactive contacts can be re-activated using the steps detailed above except selecting “Active” in step 6.

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6 Quotes This chapter details the steps for creating a quote, as well as printing and emailing a quote.

6.1 Create Quotes – Standard Method

Users can create quotes for existing contacts or new contacts from the Contacts Screen Tab.

2. Run a Query for the contact. (See Perform a Query section in Chapter 6.)

If no contacts are presented, there are no matches. See Create

Contacts Section in Chapter 7.

4. Click the Quotes View Tab.

5. Click the New button on the Quotes View Tab to create a new quote.

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A new quote record is created for the selected contact.

Click the New button in the Line Items List Applet to add new line items to the new Quote.

6. Click the empty field in the “Item #” column.

7. Click the button in the “Item #” column.

The Pick Product pop-up will appear on the screen.

8. In the “Starting With” field, enter the first few letters of the desired product.

Queries in SOFA are case-sensitive. To query for both upper and lowercase, type “~LIKE <space>” before the query information.

9. Click the Go button.

10. Select the product from the list.

11. Click the OK button.

The Pick Product pop-up will close and the selected product will be added to the line item.

12. Click the field in the “Qty” column.

13. Type the number of items desired.

When creating a line item for a Microfilm product, enter the roll quantity in the “Qty” field, the publication number in the “Publication

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#” field, and the full microfilm reproduction description in the “Description” field using the following format:

<Publication>: <Roll #> <Quantity>, <Roll #> <Quantity> e.g. “T529: 2(6), 31(2)”

When creating a line item for a Paper to Paper Reproduction, enter the Record Group and the Stack Location in the “Description” field using the following format:

RG: <Record Group>

SL: <Stack Location>

14. If the line item needs to be assigned to a different business unit, follow these steps:

a. Click in the field in the “Site” column.

b. Click the button in the “Site” column.

The Pick Site pop-up will appear on the screen.

c. In the “Starting With” field, enter the first few letters of the desired site.

d. Click the Go button.

e. Select the site from the list.

f. Click the OK button.

15. Repeat steps 6-15 to add additional line items, as necessary.

16. In the Shipping/Billing Form Applet, update fields as needed by clicking on each and typing/selecting the appropriate information.

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17. In the Quotes View Tab List Applet, click the field in the “Status” column (should be In Progress) and select Draft or Final from the drop down as

See Appendix A for Quote Status Definitions.

For a minimum charge quote – where the quote total is less than $10 and the “Min Charge” column’s box is checked for one or more line items (indicating it is a minimum charge item) – changing the status to Final will automatically generate the following:

All line items will be 100% discounted.

The line item total will be zero ($0.00).

A minimum mail order charge line item will be added (Line Item Total=$10.00).

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6.2 Print Quotes

Draft and Final Quotes can be printed from Report button Application Toolbar

1. Click the Contacts Screen Tab.

2. Run a Query for the contact. (See Perform a Query section in Chapter 6.)

4. Click the Quotes View Tab.

5. Click the Quote # for this quote.

This will open the Quotes Screen Tab.

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6. Click the Report button Application Toolbar

7. Select the report from the list of options

8. From the Report drop down, select Draft Quote or Final Quote as

9. Save and email, or print and send the quote to the customer.

The user may save the report to a user specified location by clicking the Save a Copy button in Adobe Reader. The saved pdf report may be emailed as an attachment to the customer.

The user may print the report clicking the Print button in Adobe Reader.

The user should not use the Email button in Adobe Reader.

The report is displayed on the user’s screen in Adobe Reader.

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6.2.1 For a minimum charge quote – where the quote total is less than $10 and the “Min Charge” column’s box is checked for one or more line items (indicating it is a minimum charge item) – the draft and final quote reports will not display the unit price, line item total, or minimum mail order charge line item.

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6.3 Create Quotes – Alternate Method

Draft and Final Quotes can be created from the Quotes Screen Tab.

1. Click the Quotes Screen Tab.

2. Click the New button on Quotes List Applet.

A new quote record is created.

3. Click in the empty field in the “Last Name” column.

4. Click the button in the “Last Name” column.

The Pick Contact pop-up appears on the screen.

5. From the Find drop down, select the information type for the query.

6. In the “Starting With” field, enter the first few letters of that information.

7. Click the Go Button.

8. Select the contact (if the contact is not listed see instructions below).

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9. Click the Pick button. The Pick Contact pop-up will close.

If the contact is not listed, create a new contact by following these steps:

a. In the Pick Contact pop-up, click the New button.

b. Click each field and type/select the appropriate information. The following fields are required.

Last Name

First Name

c. Click the OK button.

10. Click the Line Item Details View Tab.

11. Click the New button on the Line Item Details View Tab.

A new line item record is created for the quote.

12. Click in the empty field in the “Item #” column.

13. Click the button in the “Item #” column.

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The Pick Product pop-up appears on the screen.

14. In the “Starting With” field, enter the first few letters of the product.

15. Click the Go button.

The search results will display.

16. Select the desired product.

17. Click the OK button.

The Pick Product pop-up closes and the new line item is populated with the product information.

18. Click the field in the “Qty” column.

19. Type the number of items desired.

When creating a line item for a Microfilm product, enter the roll quantity in the “Qty” field, the publication number in the “Publication #” field, and the full microfilm reproduction description in the “Description” field using the following format:

<Publication>: <Roll #> <Quantity>, <Roll #> <Quantity> e.g. “T529: 2(6), 31(2)”

When creating a line item for a Paper to Paper Reproduction, enter the Record Group and the Stack Location in the “Description” field using the following format:

RG: <Record Group>

SL: <Stack Location>

20. If the line item needs to be assigned to a different business unit, follow these steps:

a. Click in the “Site” column.

b. Click the button shown in the “Site” column.

SOFA User Manual A NARA 6-12 site.

d. Click the Go button.

e. Select the site from the list.

f. Click the OK button.

21. Click the Billing/Shipping View Tab.

22. Update fields as needed by clicking on each and typing/selecting the appropriate information

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23. In the Quotes Form Applet, select either Draft or Final from the Status drop down as appropriate.

See Appendix A for Quote Status Definitions.

For a minimum charge quote – where the quote total is less than $10 and the “Min Charge” column’s box is checked for one or more line items (indicating it is a minimum charge item) – changing the status to Final will automatically generate the following:

All line items will be 100% discounted.

The line item total will be zero ($0.00).

A Minimum mail order charge line item will be added (Line Item Total=$10).

6.4 Audit View Tab

The Audit View Tab keeps track of all the status changes made for a quote record. This view can be used to provide users with a history of the record, including when statuses where changed and by whom.

1. Click the Quotes View Tab.

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2. Run a query for the quote. (See Perform a Query section in Chapter 6.)

3. Select the quote record.

4. Click the Audit View Tab.

The Audit View Tab for the selected quote record is displayed. The view displays the following columns:

Field – denotes the field in the application for which audit history is being tracked. In the screen shot below, it is the “Status” field.

Old Value – displays the old value for the field being tracked.

New Value – displays the new value for the field being tracked.

Date – displays the date the change was made.

Changed By – displays the SOFA User ID of the user who made the change.

Operation – denotes the kind of change made by the user e.g., “Modify” which means a record status has been modified.

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7 Orders This chapter details the steps for creating an order, creating redo orders, working with orders in administrative status, and uploading scanned attachments to an order record.

7.1 Create Orders – Standard Method

Orders can be created from the Contacts Screen Tab.

2. Query for the contact. (See Perform a Query section in Chapter 6.)

If no contacts are presented, there are no matches. The user may want to try refining the Query on other information.

4. Click the Orders View Tab.

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5. Click the New button on the Orders View Tab.

A new order record is created for the selected contact record.

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6. Click the New button on the Line Items List Applet.

A new line item is created for the order record.

7. Click in the empty field in the “Item #” column.

8. Click the button in the “Item #” column.

9. In the “Starting With” field, type the first few letters of the desired

10. Click the Go button.

The query results are displayed.

11. Select the desired product.

12. Click the OK button.

This will fill in the fields for the new line item.

13. Click the field in the “Qty Ordered” column.

14. Type the number of items desired.

1. When creating a line item for a Microfilm product, enter the roll quantity in the “Qty Ordered” field, the publication number in the “Publication #” field, and the full microfilm reproduction description in the “Description” field using the following format:

<Publication>: <Roll #> <Quantity>, <Roll #> <Quantity> e.g. “T529: 2(6), 31(2)”

2. When creating a line item for a Paper to Paper Reproduction, enter the Record Group and the Stack Location in the “Description” field using the following format:

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RG: <Record Group>

SL: <Stack Location>

15. If the line item needs to be assigned to a different business unit, follow these steps:

a. Click in the “Site” column field.

b. Click the button in the “Site” column.

d. Click the Go button.

The query results are displayed.

e. Select the site from the list.

f. Click the OK button.

The Pick Site pop-up will close and the selected site will populate the Site field for that line item.

16. Repeat steps 9-18 to add additional line items as necessary.

17. Scroll down to the Credit Card Form Applet

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18. Click the New button on the Credit Card list applet.

a. Click the empty field in the “Card Holder Name” column.

b. Click the button in the “Card Holder Name” column.

The Select Credit Card pop-up appears on the screen.

c. Use the Select Credit Card pop-up to select the appropriate credit card if it is available.

d. Click the OK button.

The Select Credit Card pop-up will close.

If the appropriate credit card is not listed, follow these steps:

I. Click the New button in the Select Credit Card pop-up.

II. Click each field and type/select the appropriate information.

The following fields are required:

Card Holder Name

Credit Card #

Credit Card Type

Expiration Month

Expiration Year

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Billing Phone

Billing Address Line 1

Billing City

Billing State

Billing Zip Code

Billing Country

III. Click the OK button.

The Credit Card pop-up will close.

The customer’s credit card may be changed at any time while the order is in administrative status. If the customer wishes to change the credit card to one that has not been input into the system, follow these steps:

I. Click in the “Cardholder Name” field in the Credit Card details applet.

II. Click the button in the “Card Holder Name” field. The Select Credit Card pop-up appears on the screen.

III. Click the New button in the Select Credit Card pop-up.

IV. Enter the necessary credit card information for the customer and click the Save button.

V. The new credit card will be listed along with any previously input credit cards associated with that customer. Select the credit card the customer wishes to have billed.

VI. Click the Pick button.

19. Scroll up to the Orders List Applet.

20. In the Orders List Applet, scroll to the “Status” column.

21. Click in the “Status” column for this order.

22. Update the status by selecting the appropriate status from the drop down.

VII. See Appendix B for the Order status definitions.

VIII. For a minimum charge order – where the order total is less than $10 and the “Min Charge” column’s box is checked for one or more line items (indicating it is a

SOFA User Manual A NARA 7-21 minimum charge item) – changing the status to Received will automatically generate the following:

IX. All line items will be 100% discounted.

X. The line item total will be zero ($0.00).

XI. A Minimum mail order charge line item will be added (Line Item Total=$10).

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7.2 Create Redo Orders – From Contacts Tab

This functionality allows users to recreate an entire order, or one or more line items within an order, while maintaining all other information (e.g., contacts, shipping, and billing) for that order. In addition, the Redo Order is linked to the original order through the “Parent Order Number” column in the Orders List Applet. All line items on the new order will be 100% discounted.

2. Query for the contact associated with the order that needs to be recreated.

4. Click on the Orders View Tab.

5. Select the order that needs to be recreated.

6. Click the Redo Order button.

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A new order record is created.

7. Scroll to the “Redo Reason” column.

8. Select the reason why the order needs to be recreated from the drop down in the “Redo…