MainBoss Newswire

June 2003

Topics:

The importance of Smart Coding
MainBoss 2.9, Update 3 now available!
MainBoss welcomes a new Dealer!
Special Reminders

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1. The importance of Smart Coding

Setting up a new table or a whole new MainBoss database can be very time consuming so you want to make sure everything is done right the first time. The most common reason why customers choose to redo one or more of their tables months or sometimes years after they purchased the software is because they coded their data in such a way that it is nearly impossible to work with. The following are commonly reported coding errors:

The codes are set up in such a way that two similar records are not grouped together.
The codes do not use a combination of letters and numbers to identify the record
The codes are too short to be able to decipher their meaning
There are duplicate codes/descriptions in the table
The codes are random numbers or letters that have no relation to the actual record, i.e. 1, 2,3, etc.
There is no consistency in the coding format
Codes are misspelled

When the above coding errors have been made, the following problems can occur:

If equipment, for example, is coded so that it is not grouped together, then it will be difficult to create meaningful reports
If duplicate codes or descriptions occur, you may create a work order for the wrong unit and will not be able to accurately track your costs
If your coding is too short or uses just numbers to identify it, new personnel will have a hard time learning the software and what each code stands for

Proper coding of equipment, spaces and all other tables in your MainBoss database is key to ensuring that the data is easy to work with, makes sense and produces meaningful reports for decision making. Here are some tips that MainBoss trainers often give customers during a training session:

Be consistent. If you have five window air conditioning units in five different offices and one central air conditioning system, code your equipment as follows:

AC-CENTRAL

AC-WIN-OFF101

AC-WIN-OFF103

AC-WIN-OFF104

AC-WIN-OFF203

AC-WIN-OFF205

As you can see, all codes start with AC, ensuring that these units will be grouped together in the equipment list. The next portion of the code describes what kind of air conditioning unit it is. The last portion (if needed) describes where the air conditioning unit is located (ie Office 101 etc). The above coding structure has the following features:

1. It is easy to decipher the exact unit just by looking at the code

2. The coding is consistent (different portions of the code are separated by dashes and the spelling is accurate and consistent)

3. The coding is set up to group similar units together

4. The codes are unique

Please take some time to review the coding in your database to determine if it is allowing you to use the program easily and effectively. If you have any questions, feel free to contact us to set up a training session.

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2. MainBoss 2.9, Update 3 now available!

MainBoss 2.9, Update 3 is now available for downloading from the support section of the MainBoss website. Please use the following link to access the download page:

http://www.mainboss.com/english/support/login/update-mb293.shtml

Note: You must be a subscriber to the MainBoss Annual Support Plan in order to access the Support section of the Mainboss website and to be able to download the new update. If you are subscriber, you will have already received the latest password by email. If you are not a subscriber but would like to find out how to become a Support Plan member please contact us at 1-800-563-0894 or email contact@mainboss.com

MainBoss 2.9, Update 3 includes the following changes:

1. If a user does not have permission to browse work orders, the user will not be given permission to close a work order from the work order edit window (i.e. the "Close & Save" button will be disabled).
2. The Receiving Report now includes the "Unit Cost" beside the quantity received. This is where the Waybill field used to be. The Waybill number is now on a new detail line after the first line.
3. The Overdue Work Order report lists work orders whose "Work End" date has already passed (i.e. due yesterday or before).
4. MainBoss places restrictions on the ability to delete records shown in browsers?you can only delete such items if you are logged in to ADMINISTRATOR or to a user who has permission to Reindex the database. However, Update 3 allows all users to delete records, which have been created as part of creating other records.

5. The Purchase History report now makes note of items received but not ordered.
6. Work orders will now have two lines for each material reserved or used. Previous versions only had one line, so information about materials was sometimes cut short.
7. A bug prevented you from editing item records if you selected a single storeroom in the Status section. This bug has been corrected.
8. Under certain conditions, the archiver could create invalid DV records. This problem has been fixed.
9. The audit facilities previously ignored storeroom references in inventory transactions. Now this information is scanned as part of the audit.

A complete list of changes for 2.9, Update 3 can be found on the download page.
To download and install 2.9, Update 3, please carefully read and follow the instructions posted on the download page.

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3. MainBoss welcomes a new Dealer!

· Frank Parks from Ezbizpartner, Inc. now represents MainBoss in the following states: Illinois, Wisconsin, Indiana, Iowa, Michigan, Minnesota and Kentucky

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4. Special Reminders

MainBoss offers some great programs and services. Don’t forget to take advantage of them:

· The MainBoss Referral Program allows current MainBoss customers to make referrals and get great rewards in return! We recently had a successful referral in Saskatchewan, Canada. And the person received CDN$150 in cash! For more information on the referral program, visit http://www.mainboss.com/english/support/referral.shtml

· MainBoss Training services are offered by either MainBoss head office or a MainBoss representative in your area and are invaluable to expanding your proficiency with MainBoss. Email info@mainboss.com for further details

· Would you like to email your work requests directly to MainBoss? You can do this with MainBoss @Requests. Click here to find out more: http://www.mainboss.com/english/products/product-requests.shtml

· Interested in becoming a MainBoss dealer and promoting an exceptional maintenance solution package in your area? Click here: http://www.dealers.mainboss.com/english/newdealer/index.shtml