Introduction - Classifications

In Scorekeeper, products can be assigned a Classification when entering in the system. These are used to categorise products into logical levels for reporting purposes. There is no limit on the number of classifications that can be added in the system.

There are 3 classification levels that can be setup in the system. The levels named Default are setup when the application is initialised. However, we strongly recommend setting up a more meaningful set of product classifications to categorise your trial products.

Classifications in Scorekeeper are made up of two parts, which can be customised to suit any business:

• Classification Titles - Classification Titles in Scorekeeper are not fixed. These can be customised to suit your business terminology. By default, each of these levels have been given a title, called Level 1, Level 2 and Level 3. These titles can be modified in the system to provide a familiar interface when working in the application.
• Classification Levels - Scorekeeper provides a method to setup a heirarchy of three Classification Levels to suit requirements of any business.
Note: - Products can be assigned a Classification at any time.

An overview of Classifications Section

Add a new Title

To add a new title:

• Go to Classifications > Click on next to classification titles.
• Select a tab - Level 1, Level 2 or Level 3 or a tab with an existing title




• Enter New Title
• Click on Update to update record

Add a new Classification

To add a new classsification:

• Go to Classifications > Click on
• Select a tab for the Classification Level to add



Note: - For Level 2 and Level 3, select Level 1 and Level 1 / 2 respectively to maintain the Classification heirarchy.
• Click on Update to update record

Update an existing Classification

To update an existing classification:

• Go to Classifications > Click on in the header
• Select the Classification name to modify




• Enter New Name
Note: - For Classifications Level 2 and Level 3, select Level 1 and Level 1 / 2 respectively to maintain the Classification heirarchy.
• Click on Update to update record

Introduction - Suppliers

In Scorekeeper, you can add Suppliers whose products & stock items are being trialed. There is no limit on the number of suppliers that can be added in the system.

An overview of Suppliers Section

Add a new Supplier

To add a new supplier:

• Go to Suppliers > Click on
• Enter Supplier Code, Name & a valid Email address




• Enter Supplier's Phone & Mobile Numbers
Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
• Enter Business Registration & Website address
• Enter Supplier's Business Address
• Click on Add to save record

Update an existing Supplier

To update an existing supplier:

• Go to Suppliers > Click on next to the supplier's name
• Update Email address, Phone, Business Address, Registration Number and Website address as required



Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
• Click on Update to update record

Add a new Contact (Supplier)

To add a new contact (supplier):

• Go to Suppliers > Click on next to the supplier's name
• Enter Contact's First & Last Names, a valid Email Address and Position in the organisation




• Enter valid Phone and Mobile Numbers
Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
• Click on Add to save record

Introduction - Products

In Scorekeeper, you can add products for conducting trials. There is no limit on the number of products that can be added for running your trials. Before adding a new product, please ensure that the following modules have been setup in the system:

• Suppliers - A Supplier record is required to enter a new product. A product can only be recorded under a supplier account.


• Classifications (Product) - You will also require Classification setup to assign to a product. We generate a Default level of classifications at the initial setup stage; however, we strongly recommend setting up a more meaningful set of product classifications to categorise your trial products.
  Note: A product can be assigned classification at any time after it has been added. All reports after this update will reflect the new classification.

An overview of Products Section

Add A Product

To add a new product:

• Go to Products > Click on
• Select a Supplier




• Enter product Code, Name and Description
• Assign Classifications - select from drop-down lists for each level. If no new classification has been added, select Default classification.
• Click on Add to save record

Update A Product

To update an existing product:

• Go to Products > Click on next to the product's name
• Update Name, Description, Summary (Internal / External use)




• Assign New Class - to assign new classifications, click on next to 'New Classes'
• Click on Update to update record

Introduction - Stock / Inventory

In Scorekeeper, you can add stock items / inventory for conducting trials. There is no limit on the number of stock items that can be added under each product. A stock item can be entered with Lot No and / or Serial No, which can be used for tracking stock in one or more trials. Before adding a new stock item, please ensure that the following modules have been setup in the system:

• Product - A Product record is required to receive a stock item as stocks can only be recorded for a supplier > product.

An overview of Stock / Inventory Section

Add Stock Item

To add a new stock item:

• Go to Stock > Click on
• Select a Supplier




• Enter Stock Received Date and Unit of Measure
• Enter Qty Received (up to 3 decimal points)
• Enter Cost ($) if required
• Enter Lot Number, Serial Number & Notes, if required
• Click on Add to save record

Update an existing Stock Item

To update an existing stock item:

• Go to Stock > Click on next to the product's name
• Update Date Received & Unit




• Update Qty Received & Cost
• Update / Record Lot Number, Serial Number & Note
• Click on Update to update record
Note: Qty Received field value can be updated if this stock item hasn't been allocated to a Trial.

Introduction - Locations

In Scorekeeper, you can add Locations that can be linked to trials. A location in Scorekeeper can be a warehouse, a research lab, grower's field, a production facility or an office. So, any place where trials are being conducted can be setup as a location in Scorekeeper. There is no limit on the number of locations that can be added in the system.

An overview of Locations Section

Add a new Location

To add a new location:

• Go to Locations > Click on
• Enter Location Name




• Enter Address to search & select - Scorekeeper utilises Google Maps' extensive database to search and provide accurate location addresses
Note: The Address, Latitude and Longitude fields are auto-completed from the above selected search result.
• Click on Add to save record

Update an existing Location

To update an existing location:

• Go to Locations > Click on next to the location's name
• Enter a new address to search



Note: The Address, Latitude and Longitude fields are auto-completed from the above selected search result.
• Click on Update to update record

Add a new Contact (Location)

To add a new contact (location):

• Go to Locations > Click on next to the location's name
• Enter Contact's First & Last Names, a valid Email Address and Position in the organisation




• Enter valid Phone and Mobile Numbers
Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
• Click on Add to save record

Introduction - Templates

In Scorekeeper, you can create new Trial Templates to record your trial values. The templating function in Scorekeeper provides a flexible design. The application allows to add up to 30 record fields from a pre-defined set of field-types. Besides, certain field types such as 'color (range)' allow recording of values up to 10 parameters each for user-selection.

When setting up a template, you can pre-define certain values, such as, number range or colour range. Other field types remain empty for the users to fill actual trial values, such as, dates or number (single).

Each business has a different set of requirements when conducting Trials. These requirements vary from one business to another and from one Trial to another. That is why we do not restrict you to work with a fixed template. We have built flexibility in our software design. As a result, you can add custom templates that suit your specific requirements.

Trial Template Stages - Published & Status

• Active / Inactive: When a new Trial Template is created, they are set to Active stage by default and will become available to every user once published.
  Note: Trial templates can be set to Inactive state even when these have been assigned to a Trial. Once the Trial templates have been made Inactive, these will be marked for archiving / deletion in the database.
• Published (Yes / No): When a new Trial Template is created, they are set to Published - No stage by default. The templates become available to assign only after these have been Published. Once published, the Trials become available to every user to assign when setting up new Trials.
  Note: Trial templates can be Unpublished even when these have been assigned to a Trial.

An overview of Trial Templates Section

Add A New Trial Template

A Trial template can combine up to 30 required fields from the pre-defined field types. The field types that are available to select are as below:

• Color (range) - When selected, this provides an option to choose up to 10 colors from the colour palette. Or add your own colour codes.
• Date (range) - When selected, this provides two date fields to enter a range of dates.
• Date (single) - When selected, this provides a single date field.
• Number (range) - When selected, this provides you three boxes to enter Minimum, Maximum and Default number values. This field is displayed as a Slider when actual field values are recorded.
• Number (single) - When selected, this provides a single number field.
• Text (score) - When selected, this provides you an option to pre-define up to 10 parameter values. These values are presented as radio buttons. Users can select a single value when recording actual field values.
• Photo (count) - By default, users can upload one photo per set of trial values. But, you can enter a number up to 3 to define a count of total photos that a user can upload per set.
• Text (remark) - This field provides a text box to record comments or remarks up to a maximum of 300 character.

Note: Only Account Managers and Administrators can create Trial Templates for all users.

An example of a new Trial Template

To add a new Trial template:

• Go to Templates > Click on
• Enter date, name and a brief description
• Add a Row (minimum 1 up to a maximum of 30) - define header column, scoring order, field type (see for more detail below), required (tick for 'yes')
• Define values (maximum 10) for field types, if selected - color (range), number (range), text (score)
• Click on Add Template to save record

Update An Existing Trial Template

To update an existing Trial template:

• Go to Template > Click on next to the template's number.
• This will open the selected Trial template in a new page
• Update / Edit fields as required
• Mark any row as 'Remove'. Rows that have been marked for removal will be deleted from the template when the record is saved/updated
• Add a new Row, if required and define header column, scoring order, field type and required flag
• Click on Update Template to save record

Copy (Duplicate) An Existing Trial Template

To copy an existing Trial template:

• Go to Template > Click on next to the template's number.
• This will open the selected Trial template in a new page
• Click on Copy Template to create a copy (duplicate) of the selected template
• The copy of an existing template can now be modified by following the Update Trial Template steps

Introduction - Trials

You can add Trials after users, products, stocks, locations and Trial templates have been setup. The Trials bring together all the above to provide a place to record actual Trial values.

Trial Stages - Published & Archived

• Published (Yes / No): When a new Trial is created, they are set to Published - No stage by default. The Trials become available to users to record values only after these have been Published. Once published, the Trials become available to the assigned user to record values.
  Note: Trials cannot be Unpublished after Trial values have been recorded for any stock item that has been assigned to this Trial.
• Archived (Yes / No): When a new Trial is created, they are set to Archived - No stage by default and will become available to record values to assigned user once published.
  Note: Trials can be set to Archived - Yes status anytime. We recommend to archive Trials only after the Trial values have been recorded and analysed and these are no longer required to be in an active state. Once the Trials have been Archived, these will be marked for archiving / deletion in the database.

Managing Buttons - Enabled & Disabled States - to avoid duplication and accidental deletion of Trial records, we manage enabled and/or disabled states of various buttons when following conditions are met:

• Assign Template
  • Enabled: Trial Template has not been assigned
  • Disabled: Trial has been published, Trial Values have been recorded
• Assign Stock / Products
  • Enabled: Trial Template has been assigned
  • Disabled: Trial Template has not been assigned, Trial has been published, Trial Values have been recorded
• Remove Stock / Products
  • Enabled: Trial Template has been assigned, Product has been assigned
  • Disabled: Trial Template has not been assigned, Product has not been assigned, Trial has been published, Trial Values have been recorded

An overview of Trial Section

Steps to add a new Trial

• Step 1 = Add a new Trial - Start a new Trial and assign a user (staff) and a location.
• Step 2 = Assign a Trial Template - Assign a Trial Template to create a list of fields that will be required to record actual Trial values.
• Step 3 = Assign a Product & Stock - Assign Products and Stock lines that are being trialled and need to be tracked for the trial values.
• Step 4 = Publish - Publish the Trial to record values.

Add A New Trial

To add a new Trial:

• Go to Trials > Click on
• This will open the form to add a new Trial
• Select Date Created or leave as current date
• Select Trial Review Date - the date can be used to filter Trials that are coming up for a review
• Select User (Staff) - assign Trial to a staff. Account Manager and Administartors can assign Trials to any staff, whereas users with User access level can assign Trials only to themselves
• SelectLocation - assign a location to the Trial
• AddTrial Name and Trial Description
• Click on Add Trial to save record

Assign A Trial Template

To assign Trial template to a new Trial:

• Click on under Template header column.
• This will open the form to assign a Trial template
• Select Trial Template from the available list
• Click on Assign to save record

Assign a Product & Stock

To assign a product and stock to a Trial:

• Click on under Products header column.
• This will open the form to assign a product and stock
• Select Product from the available list
• Select Stock - select from the stock lines that are available for the selected product
• Enter Qty Allocated- enter quantity allocated to this Trial. This allocation cannot be more than the available quantity
• Click on Assign to save record
Notes:
• Allowed Products & Stocks - Total up to 10 - You can assign up to 10 different products or up to 10 different stock lines for a single product or a combination of different products and multiple stock lines under a Trial
• Same Product or a Stock Line cannot be repeated under a Trial

Remove a Product & Stock

To remove a product and stock from a Trial:

• Click on under Products header column.
• This will open the form to delete a product and stock
• Select Product to remove from the available list
• Select Stock to remove - select from the stock lines that are available for the selected product
• Click on Remove to remove the selected product & stock
Notes:
• After a stock line has been removed, the allocated quantities and quantity balances will be re-adjusted with the quantity removed