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  1. 1. UserGuide1. Installation:Please refer and ensure that you have downloadedthe recent version of the Cybercafe Billing Software.2. Settings (for server):Do the following settings in the server program, to suit your cybercafe.Run the Server program.Run the Client program.When the client program is running for the first time, it may not be able to identify the server.You may see the Not-Ready signal at the top right corner of the client program entry window ifthe connection is not established between server and client.If so, please use the menu Settings -> Advanced in the client program, to enter the serversIP_Address or Name.During the first time running of client program, the client program runs in Demo Mode.You may have to change the Client Administrators password using the menuOptions -> Change Password in the client program.After the password is changed the client program will function as the registered version.It is also possible to change the passwords in all client machines, by using the menu Tools->UpdateClients->Password in server program.*Only the registered users will be able to change the Administrator passwords.To login as Administrator in the server, use the menu Exit->Login As->Adminstrator2.a. Schemes:♦ Different Membership schemes can be created using Schemes ⇒ AddNew With the following parameters. Scheme Name Type Scheme Name for example, Student. Total amount to be paid to purchased the allotted Amount minutes.
  2. 2. Total Minutes allotted to the member in that Allotted Minutes particular scheme. If the scheme is to be valid for example, only for a Number of Valid Days 60 days, enter 60 If the Minimum Slot is set to 30 minutes, and if the Minimum Slot member used only 12 minutes, 30 minutes will be reduced from his remaining minutes. This limits the maximum amount of time, each time Maximum Slot member logins. This restricts the member from login to the next Time Interval Between session, after the specified time interval. For exmple, Successive Logins if this is set to 12 hours, the member can relogin, only after 12 hours. If this is set to 5 minutes, and if the member used Browsed Minutes Rounded in only for 12 minutes, the browsing minutes will be steps considered as 15 minutes. If this option is selected as yes, the members Can be restricted from launching some programs. Restricted Program Running CyberCafe Administrators can edit this Restricted program list, in the client program. If this feature is enabled then more than more than Enable Multiple Logins one person is allowed to use the same member- account Simultaneously. Add Scheme in Slot-Scheme If this feature is enabled then this scheme will be Group available in the Slot-Sale Menu in the server. It is possible to restrict the members to work only in the specified machines having names starting with Allow Only if Machine Name xxxxx. If you want to allow the members of this Starts with _____ scheme in machines named as Machine1, Machine2, Machine3, etc., then enter Machine in the text box.example: If the Time Interval between successive logins is set to 24 hours and the Maximum Slot is set to 1 hour, the scheme will allow the customer to browse, only one hour per day at the MAXIMUM.2.a.(i) Walk-in Schemes The Charges for Walk-in-Schemes can be entered using the Menu Schemes ⇒ Walkin - Walk-in Scheme can be constructed with the table (Minutes Vs Amount)
  3. 3. For Example: Minutes Amount 1 10 2 10 3 10 4 10 5 10 . . . . . . - By default, considering the café is having only the same charges during all working time, the first Walk-In scheme table is set to occupy the major portion of the day. - It may be tedious to fill the table as it is necessary to enter the amount for each minute. You may use Auto-Increment button at the bottom of the table to repeat the entry to fill the table quickly. Note: Other Walk-in Scheme tables can also be constructed and the Start_Time and End_Time to be set, to suit the CyberCafes Different Schemes at Different Time Intervals. - Click the menu Options -> Scheme Captions - Walk-in Schemes can be enabled/disabled or Scheme Captions can be changed or Scheme can be made as default. - Walk-in customers have to enter their name and click login. - Members can be created in the server, using the menus Member ⇒ Add - Members details can be viewed in the server, using the menus Member ⇒ View2.a.(ii) Walk-in-Special SchemesIf your CyberCafe has two sets of Walk-In customers, having two different charges, consider oneset of Walk-in Customers as Walk-in-Special group. -The Charges for Walk-in-Schemes can be entered using the Menu Schemes ⇒WalkinSpecial -Walk-in-Special Scheme can be constructed with the table (MINUTES Vs Amount) For Example: Minutes Amount 1 10 2 10 3 10 4 10 5 10 . . . . . .
  4. 4. - By default, the first Walk-In-Special scheme table is occupying the major portion of the day. Second and Thrird Walk-in-Special Scheme tables can also be constructed and the Start_Time and End_Time to be set, to suit the CyberCafes Different Schemes at Different Time Intervals. - If the customer is logged in as Walk-In-Special, the client screen is also updated with Walk-In-Special Charges. - If both Walkin-Normal and Special schemes are applied in the cybercafe, It is the Receptionists responsibility to differentiate the Walk-in-Customers And Walk-in-Special Customers (may be with the membership cards or photo identity). - DayReport will also reflect the details of Walk-in-customers.2.b. MEMBERS: 2.b.(i) Add New Members: New members can be added using the menu Members ⇒ Add_New. Before adding the members in a particular scheme, the Administrator can compare the schemes nearby. The Amount will be reflected automatically in the DAY-REPORT and used for account balancing. Members are allowed to change their password themselves, in the client machines, after login. 2.b.(ii) Renewal Members: Members’ account can be renewed using this menu. Members ⇒ Renewal 2.b.(iii) Edit Members: Members details such as password can be changed using the menu Members ⇒ edit. This feature can be used by cybercafe administrators to change the member’s password or to lock the member accounts. If the customer has forgotten his password, the receptionist can use this feature and instruct the password to the customer.
  5. 5. 2.b.(iv) View Members: Members details such as remaining minutes can be viewed This feature can be used to update the Paper records of members. After the member has logged out, he must come to reception and get updated his membership card, verify and sign it.2.c. TOOLS: Items Charge: The Charges of Miscellaneous Items (to be sold from reception) can be entered here. Remote Shutdown Client Machines: All the client machines can be shutdown, by a single click at the end of the day. Update Clients: -Start Page: Default start pages in all the client machines can be updated using this. - Item Details: Item Details in the client machines (to be ordered by customers while browsing) can be updated using this menu. All the items can also be cleared by using this. - Logo Path: Logo or Advertisement banner shown in the client machines can be changed by changing the location of the banner file, using this. - Restriction: Customers can be prevented from running the selected programs in the Client machines, by giving the program windows titles suitably.2.d. EXPENSES: All the Day-To-Day expenses such as Priting Paper purchase, Ink-Refilling can be added Using the Expense Window. These expenses will be reflected in the DAY-BOOK and used for account balancing.2.e. REPORT: DAY_REPORT:DayBook-Leaf can be printed. At the end of the day, it is just enough to count the denominations of thecurrency collected, and enter it in the Day-Book-Leaf. The DayBook will be created within seconds andcan be printed. By default, the DayBook-Leaf is prepared between morning (when the Server Program started working) and night (when the CyberCafe is to be closed). However, the time intervals can be changed and the same DAY-REPORT can ALSO be used for printing WEEKLY and MONTHLY REPORTS.
  6. 6. If the menu Options => Mail Report is enabled, just before printing the daybook report, an email report will be emailed to the specified email address. DAY_SHEET: By default, Day_Sheet menu will be showing the daily transctions of - Session details - Item details (floppy, scan, etc) - Bill details - User details The time intervals can be changed and the DaySheet can be printed for WEEKLY, MONTHLY REPORTS.2.f. Option:At the right bottom, a Graph (between Time Vs UsedHours) is visible, by default.This can be made visible/invisible by using Options => Graph Visible.2.f.(i) MailReport:This excellent feature is used to send the Day-Book-Report AUTOMATICALLY to the cybercafeAdministrator’s email address.To enable this feature, do the following steps:Using the menu Options => MailReport, enter the demo password.1. click and enable the checkbox near “Enable Sending Reports by Email”2. Cybercafe’s name = Type Name of the CyberCafe Name.3. CyberCafe Email ID = Type the Adminstrators Email Address.4. SMTP Address = Type the outgoing mail server’s name or IP address.To Check this facility, you can click “Send Me a Sample Report” Button, wait for sometime and click“OK” button. This will email a sample message to the specified email address.
  7. 7. 3. Settings (for clients):Do the following steps in the Client Programs:If the client program is not able to find the server program, there will be a ‘Not Ready’ status shown inthe client program window. You may have to use the Settings -> Advanced menu in the client to enterthe servers IP number or Name.It is recommended that you use the IP-number of the server to connect.3.a. EditEdit => Announcement windowYour CyberCafe Announcements can be placed in the Announcement Box, at the bottomportion of the client window. You can paste your announcements in this announcement box.To paste your announcement, click this Edit menu, copy the text and paste in the announcementwindow and press enter to save.3.b. OptionsOptions => Item DetailsNew items with the details such as Name, Rate per Unit, Tax % can be added, using this menu.*The item details can be individually entered in each machine, manually. If you feel it wouldtake more time, you may update all the client machines by using the server menu Tools->Update Clients -> Item Details.Options => RestrictedUsing this menu, you can prevent selected programs from running.To specify, which programs to be prevented, ‘exact title’ of the program or ‘Any text in the tite’of the programs can be entered in the appropriate window.
  8. 8. 3.c. SettingsSettings => AdvancedThis feature can be used to solve any connectivity problem between server and clients, but youneed to know the server’s IP address. You may consult your network administrator / technicianto know the server’s IP address.However, it must be noted that the server should have a Static IP address. If you prefer toconnect using IP number.Find Server Using IP address checkbox => Enable Server IP addresses => type the server’s IP Address (eg. OK to update the changes and close the client program and ReRUN.3. How to Use:Please ensure the server program must be running before starting the client programs.Note: The server and client programs can be added in the startup folder so that server and clientprograms are running whenever the computers are switched on. However, it is to be ensuredthat the server program is running before starting the client programs. In any case, the server isrebooted, the connectivity will be lost and the client programs are to be closed and ReRUN.Do the following steps before allowing the customers to use the client machines.Ensure the server program is running.Ensure you have enabled your required schemes, in the server.Ensure the client program is running.Ensure the Ready (Green) Signal is obtained, in the client programs right top of the window.Now the customers are allowed to enter their Name or (username and passwords for members)and login. After login, another timer window will popup, displays the user’s status andautomatically minimized down.The user can always restore the timer window and see the time elapsed and other details.Timer window has the following features:1. Logout - Users can logout his current session go to reception to pay.2. Order - Users can place orders for items such as floppy, coke, etc., to reception.
  9. 9. 3. Remaining Minutes – Users can choose whether he wants to be reminded after certain minutes.4. Change Password: Member users can change his member password using this facility.To Force Logout A Customer, from Server:Server program will record and display all the currently logged members and walkin customers.The session details such as Machine Name, Starting Time, MemberID, etc will also bedisplayed.If the customer forgets to logout his current session, the receptionist can terminate (forcedlogout) the customer, by selecting the customer by clicking ‘Select’ button and clicking‘logout’ button.To Bill A Customer:(a)Walk-In customer onlyWalk-Customers session will be waiting in the session window to be billed. To bill a logged-outcustomer, click the customer’s session in the session-grid, and click the ‘select’ button, andclick the ‘bill’ button.This will dislpay the BILL, with UsedMinutes, Amount and ordered-delivered-ItemDetails.The BILL also shows the amount and the scheme he has selected while logging in.Receptionist can accept the customer’s selected walk-in scheme or change the scheme, ifthe customer has selected the walk-in-scheme wrongly.(b)Member customer onlyMembers session will be automatically finished after they logout.If the member has ordered for any items, the member will come to reception and tell hismember username. Receptionist will click only the ‘Item Bill - Member’ button, to bill theitems ordered by members. Receptionist can select the member username from the comboboxdisplayed.
  10. 10. (b)Miscellaneous Bill (without browsing time):If the Receptionist has sold only items (such as floppy, paper etc), he can click thisMiscellaneous Bill’ button.Order Window in the Client Machines:Customers can place the order for Drinks, etc, or call the Reception, by clicking the ORDER button inthe client program timer window.As soon as the ORDER button is clicked in the client machine, an item window will be displayed withthe item details.The orders will be flashing in the server’s order-status-window, and waiting for the receptionist fordelivery confirmation.If the receptionist wants to deliver the ordered items, he should click checkbox near the order.A Delivery Confirmation Windows will appear. When the receptionist clicks ‘Yes’ in the confirmationwindow, the items will be added in the particular customer’s details.For Further help, please contact: