Chapter 2. Installing and configuring HandiSoft programs. Sage 2015

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Chapter 2. Installing and configuring

HandiSoft programs

Before you begin using your HandiSoft program, you must install it, and then complete the initial program settings. This chapter steps you through the process.

This chapter describes the settings that are common to all the HandiSoft programs. For those that are specific to your program, please refer to the user manual for that program.

System requirements

The system requirements for the operation of HandiSoft products depend on a number of factors. For example, the more programs you run concurrently, the higher the requirements.

The following are recommended specifications for standalone or workstation computers.

HandiSoft programs may run on systems with lower specifications, but the performance could be significantly degraded.

Your computer technician will be able to advise you further on this matter.

Item Recommended specification

RAM

Hard disk

1GB of SDRAM, DDR 400MHz.

The size depends on the number of clients, and the number of transactions or data that you enter. Generally, you should have 40GB with at least 2 GB of disk space free.

Removable disks CD/DVD Drive

Monitor 17” SVGA monitor.

Operating system Windows 7

Windows 8

Other software Microsoft Office 2007, 2010 (32 bit) or 2013 (32 bit).

For HandiTax and HandiRegister, you will require Virtual

Private Network (VPN) software for electronic lodgment.

This is included on the HandiSoft installation CD.

Other hardware Mouse or equivalent pointing device.

A suitable backup device or online service

Modems

Printers

If your computer does not have access to the Internet via a LAN (Local Area Network), you will require a modem for electronic lodgment of forms with the ATO (HandiTax) and ASIC (HandiRegister).

Note: Access to the Internet is recommended for downloading software updates.

Graphics capable printer. Laser printers are recommended.

Note: HandiSoft does not currently support label printers.

For more information on system requirements, see http://www.sagehandisoft.com.au/System_Requirements.aspx

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Chapter 2. Installing and configuring HandiSoft programs Advanced Features 2015

Installing the program

Please follow the installation instructions that are provided on and with your HandiSoft program installation CD.

After you have installed the program, you must configure it. This manual covers configuration settings that are common to all HandiSoft programs. Settings that are specific to the individual programs are described in their respective manuals.

Fonts

Font styles specify the way in which text is displayed in reports, mailing labels, cheques, receipts, and deposit slips. Font styles nominate the font type, size, and effect to be used in a particular section of the report, for example Arial, 14 Point, and Bold.

A style comprises four components:

 The name of the Style

 The font

Type, for example Arial, Times New Roman, etc

 The font

Size (nominated in points). The smaller the font size the smaller the size of the print and the more you will fit on a line.

 The font Effects; for example Bold, Italics or Underline

The smaller the font size the smaller the size of the print, and the more you will fit on a line.

Normally 6 point is considered very small and difficult for people to read, 10-12 point is considered an acceptable point size for normal text (the text in this manual is 10 point) and 72 point would be considered very large.

The use of styles in reports is important, as it allows you to see at a glance what font type and size is in use at any given part of the report, without having to highlight it to display that information.

The "Fonts" window stores the Font Styles used by your HandiSoft programs. A considerable number of default styles are supplied for use with your reports. You can also create as many of your own styles as required.

You can change any of the default Styles as required. If you accidentally change the default styles, you can click Load Default to load all the default styles as supplied with the program.

Operating the "Fonts" window

Using the "Fonts" window, you can do the following:

Add a font style

1. From the

Options menu, click Fonts to open the "Fonts" window.

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Advanced Features 2015 Fonts

Figure 2: The "Fonts" window

2. On the "Fonts" window, click New.

3. On the “Font style” window, type in the new font style name.

4. Click OK

5. In the “Fonts” window, under Font, highlight the required font type.

6. Under Size, either type in the exact font size or highlight it on the list.

7. Under Effects, choose the effect required (bold, italic, underline). You can choose one or more of the Effects (that is, bold and italics and underline). You are not restricted to just one effect for a style.

8. Click OK

Edit a font style

To edit an existing style:

1. From the Options menu, click Fonts.

2. On the "Fonts" window, under Fonts, highlight the style name requiring change.

3. Press the TAB key or use your mouse to move to the Font field.

4. Highlight the required font type from the list supplied.

5. Press the TAB key or use your mouse to move to the font Size field “

6. Either type the exact font size or choose a size from the list supplied.

7. Press the TAB key or mouse to move to the font Effects field.

8. Choose the effects required ( bold, italic, underline).

9. Click OK.

Delete a font style

1. From the

Options menu, click Fonts.

2. On the "Fonts" window, under Style, highlight the style name to delete.

3. Click Delete.

Note: If you delete a style name inadvertently, you can click Cancel to undo the deletion.

Note: Default styles cannot be deleted.

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Chapter 2. Installing and configuring HandiSoft programs Advanced Features 2015

Page Setup

The Page Setup section is used to ensure the correct printing of forms, reports, documents and mailing labels. You may specify the printer, paper size paper orientation and margins.

The HandiSoft programs are supplied to you with the following standard page setups. These may be modified as required. You are also able to create your own page setups using New.

 Standard

 Wide

 Large

 Label

The settings are user specific. This means that each user in your firm can have the options set up differently.

To access the Page Setup

To access the Page Setup for reports, do the following:

1. From the Options menu, click Page Setup.

The “Page Setup” window will open.

Figure 3: The "Page Setup" window

2. There are three important sections to the “Page Setup” window:

 Setup Name.



Paper size.



Page Margins

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Advanced Features 2015 Page Setup

Setup name

The Setup Name is your description for the size of paper, orientation and margins you are ultimately going to use. The program is supplied with the following four default paper sizes:

Default Setup Name Paper Page Orientation

Standard

Wide

Large

Label

A4.

A3.

A4.

Portrait.

Landscape.

Portrait.

These defaults can be changed to suit your requirements. Additionally, you can create any number of new Setup Names specific to the size paper, orientation and margins that you require.

The buttons at the bottom of the “Page Setup” window allow you to do the following:

Button Description

Load default button If you inadvertently changed or deleted the above default setup names and do not know what settings were used, then clicking

Load

default will reinstate the default setup names and settings as supplied with the program.

New button

Click

New to create a new setup name for a specific paper size, orientation and margins.

Delete button

OK button

Click Delete to delete the highlighted setup name.

Click

OK to accept the changes made.

Cancel button Click Cancel to discards any changes made.

Editing a Setup name

To make changes to a Setup Name:

1. From the Options menu, click Page Setup to open the “Page Setup” window.

2. Highlight the Setup Name requiring the change.

3. Choose Paper Size and change the appropriate options.

4. Choose Paper Margins and change the appropriate parameters.

5. Click OK.

Paper size

After highlighting a Setup name, you can then choose the Paper size that you want to use with it. To alter the

Paper size associated with a specific Setup name:

1. From the

Options menu, click Page Setup to open the “Page Setup” window.

2. Highlight the Setup name requiring the change, or click New to create a new Setup Name.

3. On the Paper size page, select the appropriate options.

The Paper Size will allow you to specify the following:

Option Description

Printer

Select the printer to be used to print the report. If you are on a network and there are various printers available, then you can choose the printer from a list.

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Chapter 2. Installing and configuring HandiSoft programs

Option Description

Paper size

Select the appropriate paper size to be used for this report.

Please note that the paper sizes available are those that your printer is capable of printing.

Orientation

Select whether the report is to be printed in either Portrait or

Landscape mode.

Advanced Features 2015

Paper margins

After completing the

Paper Size options for the highlighted Setup Name you then need to complete the Page Margins options.

1. From the Options menu, click Page Setup to open the “Page Setup” window.

2. Highlight the

Setup Name requiring change or click New to create a new setup name.

3. Click the

Page Margins tab.

4. Type the appropriate

Page Margins required for this report.

Option Description

Top (mm)

Right (mm)

Bottom (mm)

Left (mm)

The margin at the top edge of a report in millimetres.

The margin at the right edge of a report in millimetres.

The margin at the bottom edge of a report in millimetres.

The margin at the left edge of a report in millimetres.

Passwords and security

All HandiSoft products can be set up so that a password is required to access them.

If you have Practice Manager – Security installed and enabled, each user of the HandiSoft programs is assigned a unique user name and password by your Administrator. The

Administrator can also allocate users to groups that can have restricted access to the programs and the data.

If you do not have Practice Manager – Security installed and enabled, the HandiSoft programs can have passwords set up for an Operator and a Supervisor user. Users running the program using Supervisor Access can access every menu option within the program. Those using

Operator Access will only be able to use certain menu options.

Establishing passwords without Security 2015

This section describes how you would establish Supervisor and Operator passwords if you do not have Practice Manager – Security installed and enabled.

If you do not want to restrict access to the HandiSoft products, please skip this section.

Caution: If an Operator and no Supervisor password is specified, then the operator will have supervisor access (that is, the operator would be able to access all areas of the program).

1. From the

Options menu, click Passwords to open the "Passwords" window.

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Advanced Features 2015 Passwords and security

Figure 4: The "Passwords" window

2. If necessary, click Defaults to clear any existing passwords.

3. Type in the Supervisor and Operator passwords. You will be required to type in each password twice.

The passwords are case insensitive (for example, you could type in either SUPERVISOR or supervisor, and the program would read them as the same password).

4. Click

OK to save the new passwords and close the “Passwords” window.

Note: If you forget the Supervisor password, you will need to contact HandiSoft by telephone.

Establishing passwords with Security 2015

If you have Practice Manager – Security installed and enabled, your Administrator would have had to set up your user name before you could run your HandiSoft programs. When you first run a program, the "New Password" window will open for you to enter your password.

Figure 5: The "New Password" window

You can also change your password as follows:

1. From the

Options menu, click Passwords. The "Change Password" window will open.

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The "Change Password" window

Chapter 2. Installing and configuring HandiSoft programs Advanced Features 2015

2. Enter your current password and then your new password twice.

3. Click OK to save the new password.

If you forget your password, your Administrator can reset it for you using Practice Manager –

Security.

Customising colours

The HandiSoft programs allow users to change the colours of the screen displays to suit their individual tastes. These settings are user specific.

To change the screen colours:

1. From the Options menu, click Customise Colours or Colour Setup. The program will open the “Controls Colour Setup” window.

Figure 6: The "Controls Colour Setup" window

The “Controls Colour Setup” window allows you to specify the colours for the following areas:

Options Description

Row Colours

Gridlines

Other

Select

Enable row colouring to have background colours for rows in tables.

The Colour1 and Colour2 fields specify the background colours for alternate rows in tables.

Select Horizontal to have gridlines between rows in tables, and Vertical to have gridlines between columns in tables.

The Colour field specifies the colour for the gridlines.

The Focused field option specifies the colour for the currently highlighted data entry field.

The Icon bar option specifies the background colour for the Access Panel.

The Application background option specifies the background colour for the HandiSoft program.

2. Set the screen colours as required. To do this, click the button next the relevant field, and select the colour from the “Colour” window.

The Preview area will show you how the new colours would appear.

Advanced Features 2015 Partners, managers, staff and offices

3. If necessary, click Load Default to revert the colours to the original settings.

4. Click OK to confirm the new colour settings and close the “Controls Colour Setup” window.

The colours have now been set up for the logged in user.

Partners, managers, staff and offices

When you enter or edit clients in the “Clients Detail” window, you can allocate them to a specific partner, manager, staff member and office. You can also indicate whether the client is current.

The “Clients” and “Clients Detail” windows have three fields, Client Type, ID Type and ID

Member, which enable you to filter the clients that are displayed or listed in the windows.

 The Client Type field lets you select whether All Clients, or only those that are Current or

Non-current are displayed.

 If you select the Client Type to be Current or non Current, the ID Type and ID Member fields provide further filtering by enabling you to specify that only those clients allocated to a specific Manager, Partner, Staff member or Office will be displayed. The ID Member field is used for selecting the required

Manager, Partner, Staff member or Office.

For example, you may want to view only those clients who are current and are with your Perth office. To do this, select the following:

Client Type

ID Type

ID Member

Current

Office

Perth

Tip: In the ID Member field, you can select No Member, which will list clients that are not allocated to the selected ID Type. For example, if you want to list those clients that do not have a manager assigned to them, in the ID Type field, select Manager, and in the ID

Member field, select No member.

Designating partners and managers

All the 2015 HandiSoft programs have a “Users” or ‘Select a User” window that lists details of your staff that use the programs. The “Users” window allows you to add and edit users, and to set them to be managers and partners.

To view user details

The ‘Users” window shows some of the users’ details. To view all a user’s details, do the following:

1. From the

Client, View or Company menu (depending on the program), click Users to open the "Users" or “Select a User” window.

Chapter 2. Installing and configuring HandiSoft programs Advanced Features 2015

Figure 7: The "Users” window

2. Highlight the required user, and click View to open the “View User” window.

Figure 8: The "View User" window

Tip: It is not possible to edit the fields in the “View User” window; however, you can click Edit to open the “Edit User” window.

3. Click Close to exit the “View User” window.

To add a user

When new staff members join your firm, you can add them to the “Users” list.

1. From the Client, View or Company menu (depending on the program), click Users to open the "Users" or “Select a User” window.

2. Click New to open the “New User” window.

Advanced Features 2015 Partners, managers, staff and offices

Figure 9: The "New User" window

3. Add the required information about the new user.

4. Click

Save and then Close.

To set a user to be a partner and/or manager:

1. From the Client, View or Company menu (depending on the program), click Users to open the "Users" or “Select a User” window.

2. Highlight the user to be designated as a partner or manager, and click

Edit to open the “Edit

User” window.

Figure 10: The "Edit User" window

3. Select either or both the Partner and Manager check boxes.

4. Click save and Close.

The user names will be available for selection under

ID in the “Clients Detail” window.

Chapter 2. Installing and configuring HandiSoft programs Advanced Features 2015

To remove a user

If user leaves your firm, you can click Delete to delete them from the “Users” list. You can also mark them as ‘Resigned’ so that they cannot be selected in the “Clients” and “Clients Detail” windows.

1. From the Client, View or Company menu (depending on the program), click Users to open the "Users" or “Select a User” window.

2. Highlight the user who has resigned, and click Edit to open the “Edit User” window.

3. In the Resigned field, enter the date that the user resigned.

4. Click Save and then Close.

Adding and editing offices

If you run your business from more than one office location, you can list these offices in the

“Offices” window.

1. From the Client menu, click Offices. The “Offices” window will open.

Figure 11: The "Offices" window

2. Use the New, Edit and Delete buttons to set up your offices as required.

The offices listed will be available for selection in the Office field in the “Clients Detail” window.

3. Click Save and then Close to exit the “Offices” window.