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SohoOSUserManual

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SohoOSUserManual

Tableofcontents
3 4 4 5 6 6 6 6 6 7 8 8 9 10 10 11 12 13 14 14 15 16 17 17 18 18 19 20 21 22 23 24 25 26 26 27 28 29 30 31 31 32 33 34 36 37

Creatinganaccount StartingupPersonalizingyourSohoOSaccount Companyinformationanddetails Importingyourcontacts Systemcounters Currencies&exchangerates Taxcalculations Termsandconditions Usermanagement Webmailsettings Changingyourpassword Accountbalanceandactivitymonitor Yourpersonaldashboard Utilities Documentmanagement Projectmanagement Calendar Email Communication SMSmessages VoIPtelephonecalls Massmailing Sendingfaxes Contactmanagement Sales&Marketing Managingaccounts Trackingleads Salesquotes Salesorders Potentials Campaigntracking Invoices Requestingpayment Inventory Products Services Vendormanagement Pricebooks Purchaseorders Tools Freelancearenaandprojectboard Businessdocuments&templates Generatingreports PersonalizingamoduleviewinSohoOS SohoOSMeOnlinebusinessdirectory LeadsWidgetGetmorecustomers

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SohoOSUserManual

CreatinganaccountwithSohoOS
TouseSohoOS,youfirstneedtocreateanaccount.Todoso,pleasegototheSohoOS homepagelocatedathttp://www.sohoos.comandclicktheSignUpbuttononthetop righthandofyourscreen.Aboxrequestinginitialdetailswillappear.Pleasefillinyour desired business name, your user name as well as your email address. These will be usedinordertocreateapersonalizedaccountwithyourbusinessname.Theusername youenterwillbedefinedastheadministratorfortheaccount. Make sure you enter a valid email address. This is crucial since all notifications regardingyournewaccountwillbesenttothatemailaddress.Thisemailaddresswill alsobeusedforpasswordrecovery,somakesureitsoneyoucheckoften.Youmayalso choosetoenteraninternationalphonenumber.ThiswillbeusedtosendyouanSMS notificationtellingyouwhenyouraccountisreadyforuse.

Image1SohoOSSignUpscreen

Onceyoucompletedenteringallofyourdetails,anemailwillbesenttoyoutellingyou that your request was received. It takes approximately 3 minutes to create your account, so stay tuned. Once your account is created, another email will be sent with thelogindetails. Everytimeyoulogintoyouraccount,anonintrusiveBecomeAVIP Memberwillshowonthebottomrighthandsideofthescreen.VIP membership not only allows full usage of all premium services available in the system, it also provides you with extra cash, direct supportfromourteamandeventraining.Makesureyoucheckitout tojoinourVIPmemberprogram. 3

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SohoOSUserManual

StartingupPersonalizingyourSohoOSaccount
Everybusinessisdifferentwithdifferentinformationanddifferentneeds.Thefirstthing youshoulddoonceyouhavesuccessfullyloggedintoyouraccountistomakesurethat you update all of the company details, counters, user base etc. It is recommended to enterasmanydetailsaspossibleregardingthecompany.Thiswillenableyoutostart usingthesystemassmoothlyaspossibleandwithminimalconfigurationinthefuture. Click the Settings link on the top righthand side of your screen to choose from the different modules you wish to customize, or skip to the next item for a stepby step guide. Companyinformationanddetails By default, this screen will automatically appear when you first log in, since the first thingthatneedstobedoneistosetupthedetailsofyourbusiness.Thesedetailswill aggregate to every feature in the system such as your invoices, purchase orders etc. ThesedetailswillalsoappearonyourSohoOSMebusinesspage.

Image2CompanyDetails 4

AllrightsreservedSohoOS.Com SohoOSUserManual ClicktheCompanyInformationbuttonontherightsideofyourdashboard.Bydefault, company information already holds data in it. Click Edit and enter the correct informationforyourbusiness.Youmayalsouploadapersonalizedlogotothesystem. Thislogowillbeyourstationeryheaderforalldocumentsleavingthesystem. Onceyouaredoneenteringalloftherelevantinformation,clicksaveandmoveonto thenextphase. Importingyourcontacts To start using SohoOS efficiently, it is important that your contacts are already there whenyoustart.ClicktheGetyourcontactsbuttonlocatedonyourdashboard. Importing your contacts is a very easy process. SohoOS allows you to import them directlyfromallmajorwebmailaccountssuchasgmail,Yahoo!Mail,HotmailetcAll youhavetodoisenteryouremailaddressfollowedbythepasswordyouusetologin toyouremailproviderandclickRetrieveContacts.

Importantnote:Yourprivacyiscrucialtous.Yourpasswordwillonlybeusedtoretrieve yourcontactsandisnotstoredonoursystem. Once you click Retrieve Contacts a screen will appear with all of the contacts from yourwebmailprovider.Ontherightsideofeverycontactisadropdownbox.Youcan choose to import your contact as a lead, an account, a vendor or just as a contact. Finishingtheprocessmeansthatthecontactsselectedwillbesentanemailnotification informing them and inviting them to join as well, so you can collaborate better in the environment.Ifyoudontwishaninvitetobesentout,simplyuncheckthecontactnext toitsnameandaninvitationwillnotbesent. 5

Image3Importingyourcontacts

AllrightsreservedSohoOS.Com SohoOSUserManual Systemcounters Systemcountersarethenumberidentifierthatisautogeneratedwhenyoucreatean invoice,aproduct,aleadoranyotheritemonthesystem.Theyaretherecordnumbers foreachandeverymodule.Tobegin,clicktheSettingslinkonthetoprighthandside ofyourscreenandchoosetoeditCounters.Onceinsidethemodule,choosefromthe drop down box on the righthand side the module you wish to edit and set the prefix youwant,togetherwithstartnumbersequence.Tofinishtheprocess,clickSave. Currencies&exchangerates By default, SohoOS uses U.S. Dollars as the default currency. You may edit any of the currenciesavailableonthesystembydefault,orchoosetoaddanewone.Ifyouwish to change your default currency, create a new user with administrative privileges and sethisdefaultcurrencyassomethingelse.Youcanalsochooseadifferentcurrencyin every transaction screen all over the system. Each currency comes with a default exchangerate.ClickEditnexttothecurrencyyouwishtomodifyandpersonalizeitto yourconvenience. Taxcalculations Everycountryhasitsowntaxlawsandeverybusinessneedstocomplywiththelocaltax regulation. Click the Settings link on the top right of your screen, followed by Tax Calculations.Youcanchoosetoeditapredefinedtaxcalculationorcreateanewone by clicking the Add Tax button. Once clicked, enter the name of the desired (or undesired)taxanditsvalue,aspercentage,clickSaveandyourereadytogo. Terms&conditions Thisisthefooterthatwillbeattachedtoalllegaldocumentsleavingthesystemonyour behalf. Click the Settings link on the righthand side and edit your T&C. We already entered a default message on your behalf, so make sure you change it to fit your businessneeds. Usermanagement Bydefault,thepersonwhoopenedthebusinessaccountisdefinedastheadministrator ofthesystem.Anadministratormaychoosetoadduserswhohavecertainrolesinthe business,withcertainpermissions.Tobeginsettingupusersforyourbusiness,clickthe Settingslinkonthetoprighthandside,followedbyUsers.Youmayalsoaddauser directlyfromyourdashboardbyclickingtheAddNewUserbuttonontherighthand side. When adding a new user, fill in all the relevant fields for that specific user and click Next. You will be redirected to a screen where user permissions can be set. Every usercanbedefinedasaregularuserwithlimitedpermissions,orasanadministrator. Setthecorrectpermissions,thedosanddontsforeachuser,andclickSave.Oncethe userisgeneratedinthesystem,anemailwillbesenttothemwithlogindetails. Importanttip:Youcanchangethedefaultcurrencyforanewuser. 6

AllrightsreservedSohoOS.Com SohoOSUserManual Webmailsettings WorkingwithSohoOSismucheasierifyoualsouseitasyouremailclient.Todoso,you needtodefinetheemailserversandoptionsusedtoaccessyouremailaccount.Ifyou do not know the correct configuration, please check with your mail provider for the settingsrequired.Forexample,ifyouareusingagmailaccount,thesettingsshouldbe asfollows: Incomingserver:imap.gmail.com Username:yourwebmailusername Password:yourwebmailpassword Mailprotocol:IMAP2 SSLOptions:SSL Certificatevalidation:DonotvalidateSSLcert

Oncefinished,clickSaveChangesontherighthandsideandyourmailisconfigured and fully operational for work. You can now access it directly by clicking Utilities followedbyEmailonyournavigationalbar. 7

Image4SettingupWebMail

AllrightsreservedSohoOS.Com SohoOSUserManual Changingyourpassword Tochangeyourpassword,clickthePasswordlinkonthetoprighthandside.Youwill be redirected to a screen asking you to enter a new password. Validate it one more timeandyouredone. Accountbalanceandactivitymonitor Youraccountbalanceappearsonthetoprighthandsideofyourscreen.Foradetailed viewonwhatsbeengoingoninyouraccount,youmayalsoclickbalancelinkonyour toprighthandside. Mybalancenotonlyspecifiestheremainderoffundsavailableforyouruse,italsoacts asanactivitylogforyouraccount.Thebottomtableshowsyouallpremiumusagesin youraccount.Ourpricebookforpremiumservicesislocatedontheright.Depositfunds intoyouraccounttotakefulluseofallpremiumservicesavailableinthesystem.Adding fundstoyouraccountisdoneusingasecuretransactionserver.

Image5Viewingyouraccountbalanceandactivities

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SohoOSUserManual

Yourpersonaldashboard

Uponloggingintothesystem,youareautomaticallyshownyourpersonaldashboard. Yourdashboardallowsforatopdownviewofyouraccountactivity,combinedwitha socialfeedgeneratedfromstatusupdatesbytheSohoOScommunity. From here you can directly createanaccount,a lead,an invoiceoranythingelse that generates a record in your system. The table on the bottom righthand side provides you with generalstatisticsaboutyouraccount.Youmayadda newuserdirectly from the dashboard, edit your company information or import your contacts. By entering a messageinthestatusboxyoucaneasilyshareinformationwiththerestoftheSohoOS community as well as reply to the feed directly. Feel free to engage your business surroundingsusingthesocialfeed.Youdbesurprisedhowhelpfulpeoplecanbe. Onthelefthandsideofyourscreenarethreegreenbuttons.Thetopbuttonprovides you with a tool tip for whatever features you are currently working on. The middle button opens a navigational bar, which provides shortcuts to the most important features. The bottom button provides an online help module that offers frequently askedquestionsandanswers.Iftheanswerdoesnotexistinourdatabase,youcansend aquestiondirectlytooursupportteamfromwithinthehelpsection.

Image6Yourpersonaldashboard 9

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SohoOSUserManual

Utilities

Documentmanagement TheSohoOSsolutionprovidesyou,amongmanyotherthings,afullyfeatureddocument managementsystem.Hereyoucaneasilycreatefoldersandstoredocumentsthatwill beaccessiblefromanywhereinyouraccount.Tobegintheprocess,clicktheUtilities tabfollowedbyMyDocs. Start by organizing your documents in a folderlike structure. Click the Add Folder buttonandgiveyournewfolderanameandadescription.Oncesaved,yourfolderwill appearonthefolderlist.

Image7DocumentManagement NowclickNewDocument.Giveyournewdocumentatitle,chooseinwhichfolderyou wantitstored,chooseafiletouploadandclickUploadDocument.Youdonthaveto uploadadocument;youcanalsocreateonefromscratchusingthebuiltineditor.Once saved,thedocumentwillbeaccessiblethroughthefolderview.Clickingthetitleofthe documentyouuploadedwilltakeyoutoeditmode.Clickingthefilenamewillallowyou todownloadthefiledirectlyfromyourwebbrowser. Youmayalsochoosetoassignthedocumenttoaspecificusereitherwhenyoucreateit orafterithasbeencreated,ineditmode. 10

AllrightsreservedSohoOS.Com SohoOSUserManual Projectmanagement Managingaprojectisalwaysapain.Thatswhyyoucanfindacompletelyfreeproject management solution embedded in SohoOS. To begin, click Utilities followed by Projects. Start by clicking the New Project button on the top. Fill in the relevant detailsfortheprojectincludingthestartandenddate,assignittoaspecificuseraswell asanyotherinformationyouthinkisnecessary.

Image8ProjectManagement

Once the project was created, you can edit it and go directly into the Activities tab. Here you can create and assign tasks & milestones, attach relevant documents and muchmore.SimplyclicktheAddNewbuttonnexttothedesiredactivityandfillinthe details. The bottom part of the activities screen provides you with chartlike information regardingtheprogressofyourproject.Itisdependentonthedatathatwasfilledinper taskintheproject. 11

AllrightsreservedSohoOS.Com SohoOSUserManual Calendar Fullyintegratedintoyourplatformisacalendarthatinterfaceswitheverymoduleinthe system.Itisdesignedsothatyoucanaccessitfromwhereveryouareandassignevents fromwhereveryouwant.Tobegin,clicktheUtilitiestabonthetopnavigationalbar followedbyCalendar. Beforeyouwillappearthedefaultweeklyview.Hoveringoveraspecifictimeslotwill show a little plus sign. Clicking it will open a small window where you can fill in the relevant data for your event. Remember than the system will not let you schedule an eventifthetimeforthateventhadalreadypassed.

Youcaneasilyswitchviewsbychoosingeitheradaily,weekly,monthlyoryearlyviewon thetop.Toeditaspecificevent,clicktheeventitselfanditwillautomaticallyswitchto editview. NexttotheEventstabisanothertablabeledToDos.Clickingitopensaminiature taskmanagerwhereyoucancreatelistitems,assignthemtoaccountusersandtrack theiractivity. 12

Image9Yourpersonalcalendar

AllrightsreservedSohoOS.Com SohoOSUserManual EMail SohoOSallowsyoutoimportyouremailaccountdirectlyintothesystem.Thisfeature was made available in order to complete the cycle needed to make the system a completeturnkeysolutionforyourbusiness.Addingyouremailaccountletsyousend business documents and interact with your clients, leads and vendors directly from withintheplatform,usingyourpreexistingemail. Tobegin,clicktheUtilitiestabfollowedbyEmail.Ifyouhavealreadydefinedyour email server configuration in the Web Mail Settings, part of setting up your system, you should seeyour inboxinan easytouseinterfacebuilttomakeeverythingsimple and structured. If you did not complete the relevant web mail settings, you will automaticallybetakentothesettingspage.FillintherelevantdetailsandclickSave.

Image10WorkingwithEmails

Managing your email directly from within SohoOS is extremely simple. On the left are thefoldersorlabelsyoupredefinedinyourwebmail,thetoprightboxshowsthelist view of the emails available and the bottom part shows the actual messages. The SohoOS email application behaves just like any other email application but it is now linkeddirectlytoyourSohoOSaccount. Tocomposeanewmessage,clicktheComposeMailbuttononthetop.Ifyouwishto replytoamessage,chooseitfromthelistviewandclickReply.Sincewebelievethat youknowhowtouseemail,nofurtherinstructionsareneededhere. 13

AllrightsreservedSohoOS.Com SohoOSUserManual Communication SohoOS integrates numerous communication services directly into your account. To access these services, click the Communication tab on the navigational bar. Communicationservicesarepremiumservices,andhencefundsneedtobedeposited into your account balance for you to use them. To deposit funds into your SohoOS account,clicktheBecomeaVIPbuttononthebottomrightsiteofyourscreen. SMSmessages SendingSMSmessagestoyourcontactsdirectlyfromwithinSohoOSisextremelyeasy. All you have to do is click Communication on the top navigational bar, followed by SMS. On the righthand side is your contact list. Only contacts that have a mobile number entered into their details will appear on the list. You can either choose a contactdirectlyfromthelist,ortypeintherecipientsnumberdirectly.

Image11SendingSMSmessages Nowfillinyournumber.ThisisthenumberthatwillbeshowninthesentSMSasthe reply to number. Write down your message and click Send SMS. Since SMS is a premium feature, the predefined price per SMS sending will be deducted from your accountbalance. Importantnote:WhenenteringtheSMSrecipientsnumber,enterthecountrycodeon theleftusingthe+sign.Forexample,anSMSsenttoaU.S.Numbershouldbeginwith a+1followedbythenumberitself. 14

AllrightsreservedSohoOS.Com SohoOSUserManual VoIPtelephonecalls VoIPstandsforVoiceOverIP,andisbecomingthestandardfortelephonecallsasthe world moves towards internetbased infrastructure. The quality of the call is amazing and the pricing is unbelievable. You can use SohoOS to make telephone calls, and nothingissimpler.Simplychoosethecontactyouwishtocallfromthelistlocatedon therighthandside(onlycontactswhohaveatelephonenumberdefinedwillshow),or enter their number manually in the VoIP Recipients box. Enter your number below andclickCall. SohoOSwillnowhookupbothlinesdirectly.Yourtelephonewillring.Pickitupandwait tobeconnected.Oncetheotherpartyanswersthecall,theVoIPcallwillbegin.

Image12MakingVoIPcalls SinceVoIPcallsareapremiumfeature,thepredefinedpricepercallwillbededucted fromyouraccountbalance. Importantnote:Whenenteringthecallrecipientsnumber,enterthecountrycodeon the left using the + sign. For example, calls to the U.S. should begin with a +1 followedbythenumberitself. 15

AllrightsreservedSohoOS.Com SohoOSUserManual Massmailing Beingabletosendoutemailsinmassdistributioniskeywhenwantingtosendageneral message to a large number of people, or for marketing campaign distribution in the formofnewsletters,productupdatesetc. Built into the SohoOS platform is a simple to use a mass mailer. Simply navigate to CommunicationonthetopnavigationalbarfollowedbyMassMail. Thelistontheleftshowsallofthecontactsthatweresuppliedwithanemailaddress. YoumaychooseasmanycontactsasyouwantorchooseSelectAllonthetopofthe list.Selectedcontactswillbemarkedingreen. Nowtypeinyourdetailsandthemessageyouwanttosend.Bydefault,theeditorisa textonlyeditor.IfyouwishtoformatamessageinHTML,clicktheLookingforaplain texthtmleditor?link.Finished?ClickSend.

Image13Sendingmassemails Massmailisapremiumfeature.Youraccountwillbechargedwiththerelevantfeein accordancewiththenumberofemailssent.Youwillbechargedonlyforsendingmass mails.Regularemailssendfromtheemailfeaturearefreeofcharge. Importantnote:Noonelikesspam.BysigningupwithSohoOSyouagreednottosend anykindofspammailwhatsoever. 16

AllrightsreservedSohoOS.Com SohoOSUserManual Sendingfaxes Inordertosendafaxmessagedirectlyfromthesystem,clicktheCommunicationtab onyournavigationalbarfollowedbyFax.Choosethecontacttowhomyouwishto sendthefaxfromthelistontheleft,orentertheirfaxnumbermanually.Chooseafile to send and click Send. Fax sending is a premium feature. Your account will be chargedwiththerelevantfeeinaccordancewiththenumberoffaxessent.

Contactmanagement

OnyournavigationalbarisalinktoContacts.Thisisaunifiedviewofallthecontacts you have in your account. It includes contacts, accounts, leads & vendors. When a contactisdefinedsimplyasacontact,itwillstillshowuponallthecommunication screens,buttheyarenotassociatedwithanyothermoduleinthesystem. Tocreateacontact,simplyclicktheNewContactbuttononthetop.Alistwillpopup askingyouwhattypeofcontactyouwishtocreate.Choosetherelevanttypefromthe listandfillinthedetailssuchasname,address,phonenumberetc.andclickSave.

Youcanalsosearchthroughyourcontactsbyclickingthemagnifyingglassicon.Ifyou wishtoimportacontactlistinbulk,clicktheiconnexttothesearchandimportyour contactsdirectlyfromyouwebmail. 17

Image14Contactmanagement

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SohoOSUserManual

Sales&Marketing

TheSohoOSsolutioncomeswithbuiltinfeaturesdesignedtoassistyouinmanagingall of your marketing activities. These activities include keeping an eye on your clients (called Accounts), marketing leads, quotes, sales orders, potential clients and campaigns.Allofthesefeaturesworktogetherinordertohelpyoubestmanageyour business from a single location. Simply click Sales & Marketing from the top navigationalbar. Managingaccounts These are the contact details of your clients. To create a new account, click the New Account button located on the top lefthand side. It is imperative to fill in as many details as possible, including mobile numbers, fax numbers and billing address. These willbelinkedtocommunicationfeaturesaswellastofinancialservicessuchasinvoices.

Tosearchthroughyouraccounts,clickthemagnifyingglassicon.Clickingthe iconwill allow you to import accounts using a CSV type file, while the icon allows you to export them. Clicking the icon will take you directly to the relevant page in the Settingsmodule,whereyoucaneasilychangethewayAccountsworksforyou. 18

Image15Managingyourclients

AllrightsreservedSohoOS.Com SohoOSUserManual Trackingleads Marketingleadsarecontactdetailsofpeoplewhomayturnouttobecustomers.They canbegeneratedthroughawidevarietyofwayssuchasmarketingcampaigns;wordof mouth,tradeshowsetc.Trackingyourmarketingleadsisakeycomponentofcustomer generationandretention. BeginbyclickingSales&Marketingonthenavigationalbar,followedbyLeads.You will see a list containing all the leads that currently need addressing. You may search yourleadsusingthemagnifyingglassicononthetop.Inordertocreateanewlead,click theNewLeadbutton.Youmayalsoeditaleadbyclickingthename.

Image16LeadManagement Whencreatinganewlead,makesurethatyoufillinasmanydetailsaspossible.Once youconvertthelead,youwanttohaveasmanydetailsaspossibleavailableforyouto startworkingwith.Oncetheleadiscontacted,editthedetailsandchangethestatus.If yourleadconvertedintoaclient,editthedetailsandclicktheConvertbuttononthe top right. Converting a lead turns it into a potential client. If you wish to convert it directly into a client, uncheck the Do not create a New Potential upon Conversion checkboxandclickSave. Clickingthe iconwillallowyoutoimportleadsusingaCSVtypefile,whilethe icon allows you to export them. Clicking the icon will take you directly to the relevant page in the Settings module, where you caneasilychangetheway Leads worksforyou. 19

AllrightsreservedSohoOS.Com SohoOSUserManual Salesquotes A sales quote is a document offering basic information regarding a product or service youwishtosupply.Onceaccepteditwillbecomeasalesorder,followedbyaninvoice. Itdetailstheworkorproductsyouareabouttosupplyaswellasthepriceitwillcost. Makesureyouupdateyourproductinventoryandyouraccountspriortostartingwork with quotes. It will make the whole process much easier. Begin with clicking Sales & Marketingonthetopbar,followedbyQuotes.

WhenyoucreateasalesquotebyclickingtheNewQuotebuttononthetoplefthand side,youmustfillinnotonlythecontactdetailsoftheprospectiveclient,butalsothe listofproductsandservices.Thepricesforproductsandservicesaretakendirectlyfrom the Products module under Inventory, as well as Services. Tax calculations are based on the tax settings definable under Settings. If you wish to change the terms andconditionsforthisspecificquote,clicktheMoretabandchangethem. Once a quote is created and saved, click the quote name in the quotes table. On the right are action buttons that allow for different activities such as Create Invoice, CreateSalesOrderetc.Onceclicked,youwillberedirectedtotherelevantscreen. Whenaquoteisturnedintoasalesorderoraninvoice,itdoesnotdisappearfromthe quotes list. Once you click the quote name, you will see all the relevant activities performedonthequoteundertheActivitiestab. You can also click the icon that will take you directly to the relevant page in the Settingsmodule,whereyoucaneasilychangethewayQuotesworksforyou. 20

Image17QuotesList

AllrightsreservedSohoOS.Com SohoOSUserManual Salesorders Onceaquoteisgenerated,sentouttoaclientandaccepted,asalesorderneedstobe createdandsent.Onceasalesorderiscreatedandsent,aninvoiceneedstobeissued. Youcanstarttheprocessbychoosingtherelevantquoteandconvertingitintoasales order,asdescribedintheQuotessection,orgenerateasalesorderfromscratch.To dothat,clickSales&MarketingfollowedbySalesOrders. Asalesordercontainsalloftheinformationdefinedinaquote,togetherwithpayment detailssuchaspaymentduration.

Oncethesalesorderiscreatedandsaved,youcanemailitasaPDFdirectlyfromwithin yoursystembyclickingMailPDFontherighthandside,orbyclickingCreateInvoice if you have already received confirmation from your client. When clicking Create Invoice,allofthedetailsthatappearedonthesalesorderwillbetransferredintoyour invoicingmodule. To change the way your sales order screen behaves, as well as adding or removing custom fields, click the icon on the top and go directly to appropriate settings screenwhereyoucancustomizeittofityourneeds. 21

Image18SampleSalesOrder

AllrightsreservedSohoOS.Com SohoOSUserManual Potentials These are leads that have expressed interest in becoming clients, but had not yet convertedinfull.Theyareprospecting,shoppingaround,orjusthangingintherewhile you negotiate with them. You can start by clicking Sales & Marketing on your top navigationalbar,followedbyPotentials. You can create a new potential client from scratch by clicking the New Potential button on the top, or choose a marketing lead and click Convert. Once a lead is converted,itbecomesapotentialclientbydefault.

Image19SamplePotentialClient

Different activities can be performed on a potential, such as related products, documents,services,activityhistory.Toperformtheseactions,clicktheActivitiestab locatednexttotheDetailstab. Youcaneasilyimportpotentialclientsbyclickingthe icon.Youwillberequestedto provideaCSVtypefile,whilethe iconallowsyoutoexportthem.Clickingthe iconwilltakeyoudirectlytotherelevantpageintheSettingsmodule,whereyoucan customizethewaythisfeatureworksforyou. 22

AllrightsreservedSohoOS.Com SohoOSUserManual Campaigntracking Marketingcampaignsareintendedsolelytogenerateclients.Clientsaregeneratedfrom leads. Start by clicking Sales & Marketing on the top navigational bar followed by Campaigns. You should begin with creating a new campaign by clicking the New Campaignbuttononthetop. Whenenteringalloftherelevantcampaigninformation,makesureyouattachdifferent activities,leads,accountsandsuchtoitbyclickingtheActivitiestabontherightside.

Image20CampaignDetails

Associating marketing leads with a specific campaign is crucial to understanding how well it performed (the conversion rate). Understanding the conversion rate will allow youtogetthefullpictureofyourROI(returnoninvestment). Ifyouwanttochangethewaythecampaignmoduleisdefined,clickthe changeitsbehaviorunderSettings. 23 iconand

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SohoOSUserManual

Invoices

Aninvoiceisthelaststageinaclientscycle.Yourclientalreadyreceivedaninitialquote and approved it, a sales order was generated and sent, the work was completed, and now its time to get paid. You can generate an invoice directly from a sales order or quote,asdescribedintherelevantsections,oryoucangenerateaninvoicefromscratch byclickingInvoicesonthetopnavigationalbar. Invoices are numbered. If you havent yet done so go to Settings and define your invoice start number and prefix as described in the Personalizing your SohoOS Accountsection.

Image21NewInvoice Ifyoucreatedyourinvoicefromasalesorderoraquote,alloftherelevantdatawillbe automaticallyaddedtoyournewinvoice.Ifyouarestartingfromscratch,makesureto add the relevant products or services, as well as choosing the relevant account. A productthatsaddedtoaninvoicewillbedeductedfromyourinventory. Onceyoure doneinputtingthedataandsavingtheinvoice,youcaneasilymailitinPDFformator directlyrequestapaymentfromyourclient. You can also click the icon and be taken directly to the relevant page in the Settingsmoduleandpersonalizeyourinvoicemodule. 24

AllrightsreservedSohoOS.Com SohoOSUserManual Requestingpayment Integrated into the SohoOS platform is full PayPal support. This means that you can requestdirectpaymentfromyourclientsusingaPayPalinterfaceandhavethemoney depositeddirectlyintoyourSohoOSaccount. The icon Request Payment is located on the righthand side of theinvoice.Clickingitwillinitiallyopenupasmallwindowasking you for your primary PayPal email. Fill in the relevant email and click Submit. Now close the window and click Request Payment again. This time an email window will show with a message to your client. You can change the message to fit your needs.TheinvoicewillbeattachedinPDFformattotherequest, andalinkwillbesuppliedallowingyourclienttopayyoudirectly. All transactions are secure and do not incur extra charges other thanthosechargedbyPayPal. Importantnote:Youcanrequestpaymentfromaclientonlyiftheinvoiceisrelatedtoa specific account. Every account has a contact person and must have an email address defined. 25

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SohoOSUserManual

Inventory

Keepingtabsonyourinventoryiscrucialwhenrunningabusiness.ThatswhySohoOS comeswithabuiltininventoryfeature,helpingyoutoalwaysknowwhatsgoingonin yourwarehouse.Butinventoryisnotjustproductsandtangiblegoods.Aserviceisalso regarded as a product. Vendors who supply you with products need purchase orders andproductscanbebundledtogetherinpricebooks. Products Tobegin,selectInventoryfollowedbyProductsonyourtopnavigationalbar.Ifyou alreadyhavealistofproducts,youcaneasilyimportthemintothesystembyclicking the icon.YouwillberequestedtoprovideaCSVtypefile,whilethe iconallows youtoexportyourproducts.

Image22Products

StartbyclickingtheNewProductbuttononthetoplefthandside.Makesureyoufill inalloftherelevantinformationontheproductpage,includingassigningavendorand assigning a price. Clicking the More tab will allow you to define how many of these productsareinyouractualinventory. The Product page allows you to not only view your product inventory status, but also directlycreateasalesquote,asalesorder,apurchaseorderoraninvoice. 26

AllrightsreservedSohoOS.Com SohoOSUserManual Services Not every business sells products. Freelancers and service providers who bill by time spentortypeofjobrequireaspecificwaytobilltheirclients.SohoOSprovidessolutions to both. Start by clicking Inventory followed by Services on your top navigational bar. Services, just like products, are the things that you sell. Therefore it makes sense that you should be able to connect them directly to a sales quote, a sales order, an invoice, or a purchase order if these are services that you are buying from someone else.

Image23Managingservices

Tocreateaserviceinyoursystem,clicktheNewServicebuttononthetoplefthand side.Oncetheserviceiscreated,youcanperformandviewawidevarietyofactivities linked to the service such as assigned invoices, documents, accounts etc. To bring the process into fulfillment, click one of the icons on the righthand side to create a sales quote, an invoice, a sales order or a purchase order. All of the data will be inserted automaticallywithyourpreferredaction. Ifyoualreadyhavealistofservices,youcaneasilyimportthembyclickingthe icon. YouwillberequestedtoprovideaCSVtypefile,whilethe iconallowsyoutoexport them.Clickingthe iconwilltakeyoudirectlytotherelevantpageintheSettings module,whereyoucanpersonalizeyourservicesmodule. 27

AllrightsreservedSohoOS.Com SohoOSUserManual Vendormanagement Ifyouareabusinessthatbuysitsgoodsfromdifferentsuppliers,youneedtobeableto keep tabs on your vendors. Click the Inventory tab followed by Vendors to start working. Avendorcanbeaddeddirectlyfromwithinthisscreen,oraddedthroughthecontacts featuredescribedinaprevioussection.ClicktheNewVendorbuttonlocatedonthe top lefthand side and enter all of the relevant details. Dont forget to include their telephonenumberandemailaddress,sincethesedetailswillbeneededforusagewith thedifferentcommunicationservicesbundledinthesystem. Ifyoualreadyhavealistofvendors,youcanimportaCSVfilebyclickingthe icon. The iconallowsyoutoexportallofyourvendordata.Ifyouwishtocustomizeyour vendorspage,simplyclickthe theSettingsmodule. iconandyouwillbetakentotherelevantpagein

Image24Vendordetails

Orderingpartsfromavendorismadethroughapurchaseorder,soitsimperativethat your vendors contact details are correct. You can automatically generate a purchase orderbyclickingtheiconontherighthandside. 28

AllrightsreservedSohoOS.Com SohoOSUserManual Pricebooks SohoOSallowsyoutobundleproductsandservicestogetherinpricebooks.Thereason for this is that you dont always want to offer the same quote to different clients. Bundlingproductsorservicestogetherhelpsyouworkwithgreaterease. StartbyclickingtheInventorytabonthetopnavigationalbar.NowclickPricebooks. Tocreateapricebook,clicktheNewPricebookonthetoplefthandside.

Image25Availableproductsinapricebook

You will be asked to provide some basic information regarding your pricebook. Once entered and saved, you will be shown a detailed view. Click the Activities tab and select all of the relevant products and services that need to be included in the pricebook. ClickSelectontherighthandsideandawindowwillopenwithalltheproductsyouve inputtedintoyouraccount.ChecktherelevantproductsandclickAddtopricebooks. Clickingthe iconwilltakeyoudirectlytotherelevantpageintheSettingsmodule, whereyoucancustomizethewaythepricebooksfeaturelooksandfeels. Important tip: You can define a different list price when adding a product to a pricebook.Thishelpsyouinassigningdifferentpricedcatalogues. 29

AllrightsreservedSohoOS.Com SohoOSUserManual Purchaseorders When you order parts from a vendor you must first issue a purchase order. Purchase ordersaresimilartosalesorders,onlythistimeyouaretheonewhoispaying.Youcan create a purchase order directly from a product page, a vendor page etc. Start by clickingtheInventorytabfollowedbyPurchaseOrders. Click New PO on the lefthand side to start the process. Enter the relevant data required.Youcanincludeproductsorserviceswithadesignatedprice.Dontforgetto assignthepurchaseordertoaspecificvendororyouwillnotbeabletoemailitdirectly fromwithinyoursystem.

Image26Detailedpurchaseorder

OncethepurchaseorderiscreatedyoucanexportitinPDFformatandsaveittoyour computer, or email it directly from within the system by choosing Mail PDF on the righthandside. Clickingthe iconwilltakeyoudirectlytotherelevantpageintheSettingsmodule, where you can customize the way purchase orders behave in your platform, including assigningspecificcustomfields.

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SohoOSUserManual

Tools

Freelancearenaandprojectboard The SohoOS project board is a wonderful tool to help every business find work and locate freelance suppliers all over the world. It combines the largest freelance arena online,withglobalofferingseasilyaccessibledirectlyfromyourplatform.Tobegin,click theToolssectiononthenavigationalbar,followedbyProjectBoard. Youmayeitherapplytoaprojectdirectlyfromthelistinfrontofyou,showingthetop projects available, browse by category from the righthand side pane, or search the project board by entering your skills or interests directly in the search box on the top righthandside.Seeaprojectyouareinterestedin?ClickApplyandgetallthedetails abouttheproject.

Image27Freelancearenaandprojectboard

You may also post a project to the project board. Simply click the Post a Project button on the righthand side and enter the relevant details, including the skill set requiredandthebudget.Makesureyoupostastartandenddateforyourprojectas well. Important note: This is a premium service, and therefore posting a project to the projectboardincursafee.Foradditionalinformationregardingthecostofthisfeature, pleasegototheprojectboardpageunderTools. 31

AllrightsreservedSohoOS.Com SohoOSUserManual Businessdocumentsandtemplates SohoOSmakesanefforttoprovideitsuserswithasmanybusinesstoolsaswecanin order to make the experience of running a business a complete one. One of the numerous features we provide is a database of over 700 business documents and templates, all available directly from within your platform. These business documents rangefromdocumentsregardingentrepreneurshiptotechnology,frombusinessplans tostandardforms.Whateveryouneed,youcanfindithere. Tobegin,clicktheToolstabfollowedbySohoDocs.Youcaneitherbeginbytyping thenameofthedocumentyouarelookingforintothesearchboxinfrontofyou,oryou can choose a category to which the document you need relates. Once this is done a windowwillshowyouapreviewofthedocumentyourequested.Nowyoucanchoose topurchasethisdocumentorsimplydownloadit,ifitsprovidedforfree.

Important note: Business documents and templates are a premium feature, and the majorityofthedocumentsareofferedatasignificantlyreducedcost.Ifyouchooseto buythedocument,thepricewillbedeductedfromyouraccountbalance.Toaddfunds to your account, please deposit funds into your account via the Utilities > My BalanceorbecomeaVIPmemberbyclickingtheBecomeaVIPmembericononthe bottomrighthandsideofyourscreen.

Image28Businessdocumentsandtemplates

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SohoOSUserManual

Generatingreports

Every business owner needs to be fully aware about whats going on in the business. Reporting is a key feature when trying to achieve better business practices. SohoOS offers a complete reporting system that gathers information from each and every moduleinthesystemandanalyzesitextensively.Tobegin,clickReportsonthetop navigationalbar.

Reportsarestoredinfolders,sothefirstthingyoushoulddoistoclicktheNewFolder button.Giveyourfolderanameandadescription.NowclickNewReportonthetop lefthandside.Adropdownlistwillappearaskingyoutospecifyarelatedmoduletothe report.Thesemodulesincludeeveryaspectofthesystem,fromaccountmanagement toproductsorservices.Choosetherelevantmoduleandawindowwillopen. Generatingareportconsistsof8steps.First,enterthebasicdetailsofthereport.Next choosetherelatedmodulefromthelist.OnceyouveclickedNext,choosethereport type,followedbythespecificcolumnsyouwishthereporttocontain.Youcangroupthe data,addcalculationsandspecifyfilters.Thefinalpartofreportgenerationistospecify sharing,whichmeansassigningpermissionstoaccountuserstoviewthereport. SohoOS comes with builtin with sample reports. The data in these reports is taken directly from your account. You may choose to edit one of these reports instead of creatinganewonefromscratch. 33

Image29Generatingreports

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SohoOSUserManual

Personalizingamoduleinthesystem
Every module in the system can be customized to fit your needs. You can add text blocks, add and remove custom fields for each block, arrange the relevance list and muchmore.Todoso,navigatetothemoduleyouwishtoeditandclickthe iconon thetop.Clickingitwilltakeyoudirectlytotheeditorwhereyoucanperformanychange youwant.FordemonstrationpurposeswechosetoedittheProjectsmodule.

Image30Personalizingamodule Onceinsidethepersonalizationscreen,thereareseveralthingsyoumaychoosetodo: 1. Everyblockoffieldscanbechanged.ClickingtheEditlinknexttoafieldwillopen a box with the operations you can perform on the specific field. Using the arrows youcanchoosetheirorderofappearanceandclickingthe iconwilladdacustom fieldofyourchoice. 2. ClickingArrangeRelatedListonthetopallowsyoutoviewthemodulesrelated. Projects are related to Project tasks, milestones and documents. You can use the arrows on the right to move them up and down. This will change the view on the Activitiestabwheneditingaproject. 3. Clickingthe+AddBlockbuttonallowsyoutoaddablockcontainingcurrentand customfieldstoyourmoduleview.Youcanchoosewheretoplacetheblockinyour editview. 34

AllrightsreservedSohoOS.Com SohoOSUserManual 4. Ineveryblockyoucreate,youcanalsoaddpredefinedaswellascustomfields.In ordertodoso,clickthe iconandaboxwillappearcontainingthetypesoffields you can choose from. Make sure you choose the correct type for your field. If the fieldwillcontainnumbersonly,chooseaNumberfield.Ifitsalistyouwishtoadd, choosePickListfromthelistanddefinethevaluesyouwishforittohold.

Thesecustomfieldswillbemadeavailableinyourmoduleview.Onceyouhavefinished all of the modifications for your module view and made sure that all of your changes weresaved,gobacktothemoduleyouwereeditingthroughthenavigationalbarand seehowthechangesaffectedthebehaviorofyourpage. Custom fields can also be seen when creating a report. They are an integral part of makingsurethatSohoOSisfullycustomizedforyourbusinesspractices. 35

Image31Creatingcustomfields

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SohoOSUserManual

SohoOSMe Online Business Directory

SohoOS provides each business with a personalized landing page inside the SohoOS businessdirectory.Sincethegoalistonotonlyprovideabusinessmanagementsolution butalsotoassistbusinessesincollaborating,theSohoOSdirectorymeetstheseneeds. WhenyoucreateanaccountinSohoOS,uponfirstlogin,youwillbeaskedtofillinyour company information. This information is represented on all business documents comingoutofyouraccount(e.g.invoices,salesorders,salesquotesetc.)aswellason your business contact page. In addition to basic company information, you can also chooseacolorthemeandaddlinkstovariousURLsanddocumentsTomakeyourweb presence even easier to access, your permanent address will be located at http://sohoos.me/YOURBUSINESSNAME

Youronlinebusinessprofilecomesequippedwithacontactform.Whensomeonefills theformandsubmitsit,aleadwillautomaticallybeinsertedintoyourLeadsmodule, and a notification email will be sent out to the relevant contact person. On your dashboard is a counter telling you how many people viewed your online business profile. 36

Image32YourpersonalizedlistingontheSohoOSBusinessdirectory

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SohoOSUserManual

LeadsWidgetGetmorecustomersforyourbusiness
ThispowerfulnewtoolisanextensiontotheSohoOSbusinessdirectory.Itallowsyouto receiveleadsfromanywhereonthewebbysimplyembeddingonelineofcodetoany web presence available. This widget is easily placed on all web presences, including sites,blogs,socialnetworksandmanymore. LeadsWidget is, in essence, a portable contact form. To start using it, simply log into youraccountandclickthenewLeadsWidgeticononyourdashboard,orgotoTools followed by Leadwidget. In the screen in front of you is an easy to use wizard that generatestherequiredcode. Allyouhavetodoischoosetherequiredthemeforyourcontactformbyclickingthe desiredbackgroundcolorforyourcontactform.Inthetextboxonyourrightapieceof codeisavailable.Simplycopythecode(markitwithyourmouseandclickcopy),goto yourwebsiteorblogeditor,choosetherequiredlocationandclickpaste.Saveitand yourdone!

All contact details sent through the widget from anywhere on the web will be automatically added to the Leads section of your Sales&Marketing tab. It will also appearonyourbusinessdashboard. 37

Image33GrabbingLeadsWidgetfromSohoOS