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 CoffeeRoaster Mgt Utilities Menu
 Access Form  View QuickBooks Info    This form is designed to test whether a successful connection to QuickBooks can be established.  In most cases, this requires the QuickBooks Company file to be open on either the Server or the computer initiating the connection.  There are some differences here in how QuickBooks Enterprise handles this connection vs QuickBooks Pro and Premier.  There are two other considerations that come into play here, that is the configuration of the intermediary support applications that connect CoffeeRoaster to QuickBooks.  For all QuickBooks versions this would include the QODBC application, and in the case of QuickBooks Pro or QuickBooks Premier another application is required to facilitate this data transfer across a network.  If QODBC is installed on the QuickBooks machine with the QuickBooks Company file this intermediary QB application is unnecessary.  In addition to QODBC another application is needed, the recommended component is from QuickBooks and is called RDS.  In order to transfer QuickBooks data across a network with QuickBooks Pro and Premier, the RDS Server should be installed and configured on the machine that hosts the company file and the RDS Client should be installed and configured on the machine that is connecting to the company file across the network.  The RDS Client and server must be running on their respective computers before a successful connection to QuickBooks can be established. 

In the image below, CoffeeRoaster is unable to contact the QuickBooks Company file.  This can be caused by many factors, the most common are listed below.

1)  QuickBooks needs to be open on the Server machine or on the Client machine
2)  For QuickBooks Pro and QuickBooks Premier the RDS component is not running on the respective machines (only needed when bring QuickBooks data across a network).
3)  A Firewall is blocking the port used by RDS (TCP Port 3790)
4)  The ODBC DSN which is configured in Windows may not be available.  This should be a System DSN named QuickBooks Data.

It is important that a qualified individual on staff be familiar with the configuration and setup of the ODBC component, QODBC and RDS if necessary.  QuickBooks Enterprise does not require the RDS intermediary. 

 CoffeeRoaster Check QuickBooks Info
 Configuration 
  Access Form  Open Configuration Errors Form   Unfinished

 CoffeeRoaster Coffee Configuration Errors Form
 Green/Roasted Beans Formulas and Calculator
  Access Form  Green/Roasted Beans Calculator    The Coffee Bean Calculator provides a tool for calculating Coffee Yields.  In the example below a Roasted Total was entered of 90 followed by a Shrinkage of .17.  CoffeeRoaster calculates that you will need 108.434 lbs of Green Coffee to get this result.  Options 2 and 3 are similar but provide a way to calculate estimated Roast Total from a known Green Lbs and shrinkage, option 3 calculates Shrinkage from an entered GreenLbs and RoastLbs.

  CoffeeRoaster Coffee Bean Calculator
  Access Form  CoffeeRoaster Roast Definitions    Opens a form with recommended CoffeeRoaster definitions for the Roast field.  CoffeeRoaster recommends an 8 character format as shown in the image below.  There are 3 positions reserved for the company description (3-5) and the two Flavoring positions can also be used by the company if Flavors are not used.

 CoffeeRoaster Roast Definitions by Position
 Utilities 
  Access Form  Apply Shelf to Sales    A utility that applies the current Shelf value against sales values to recalculate the Assemble value.  Under normal circumstances it is not necessary to utilize this utility as this is done automatically when values change.  The situation where I would consider using this utility is after a physical inventory has been done and new values entered for coffees.  All rows will be recalculated. 
  Access Form Compact and Repair Database    The Compact and Repair Database procedure is similar to a Backup procedure initiated by the Backup Icon in the Ribbon.  The Compact and Repair process analyzes the data file for errors and dead space created by modifying records.  As the process proceeds it deletes unused data file space making the file smaller (compacted) and also checks and repairs links between database tables (repair).  When it is done it stores the new file in the location specified in the second tab of the CoffeeRoaster Setup Form (Utilities/Setup) with a time stamp as part of the file name as shown below: 

c:\aspire\aspire data\backup\aspire compact and repair 9.20.2016 16_45_41 PM.accdb

If you run the procedure from the Backup Icon in the Ribbon and you are signed into CoffeeRoaster as an administrator then you will have the option to replace the current data file with the compacted and repaired file placed in the original data file location under the same name as the original data file.  The process then reconnects to the new data file.  Other machines will then be able to connect to the new data file under the same name as the old data file. 

Before you can do a successful backup a valid backup destination must be specified in the Utilities/Setup Form, second tab.

If you are working with an encrypted CoffeeRoaster data file (recommended), you will be prompted for the data fie password before the Compact and Repair procedure can proceed. 
Event Table
  Access Form  Open Event Table    The Open Event Table option opens a form showing events and possibly logged errors that CoffeeRoaster has encountered.  This information is generally not useful to an end user, but can be useful to Aspire in troubleshooting. 
  Access Form  Email Event Table    The Email Event Table option can be useful to transfer the Event/Error information to Aspire.  By selecting this option an Excel Worksheet is created with the Event/Error information and the results sent to your default Email Client.  Micrisoft Outlook is recommended as the default email client, most other email clients may not work to automate this process, especially web based email systems such as Google Mail.
 Datasheet Font Size
  Access Form  Font Size 10    Many CoffeeRoaster datasheets have the ability to resize the Font Size for better readability.  If you want to resize type in different data forms you will need to open them individually and then select from one of the size options in this menu.  The Font Size 10 resizes datasheet text to 10 pixels.  Not all CoffeeRoaster forms can be resized.  The recommended Font Size is 12 pixels. 
  Access Form  Font Size 11    Changes datasheet font size to 11 pixels.
  Access Form  Font Size 12    Changes datasheet font size to 12 pixels.
  Access Form  Font Size 13    Changes datasheet font size to 13 pixels.
  Access Form  Font Size 14    Changes datasheet font size to 14 pixels.
  Access Form  Font Size 15    Changes datasheet font size to 15 pixels.
  Forms
 Access Form  Setup   
  • The CoffeeRoaster Setup Form is an important tool for the CoffeeRoaster administrator to be familiar with.  The data in this form can only be changed by CoffeeRoaster admins but it can be viewed by other CoffeeRoaster users.  On the left side of the form are Captions used as Field Names in CoffeeRoaster.  These are not editable. 

    On the bottom of the form you have several important pieces of information along with the ability to configure the data path that CoffeeRoaster will use when backing up data.  It is recommended that this path be on a different computer or hard drive than the CoffeeRoaster data file so that in the event of hard drive failure of the computer hosting the data file a usable backup is available.  Use the Browse button to set your preferred backup folder.  I recommend setting up a Shared folder on the 'c:\aspire\aspire data\ folder of a CoffeeRoaster client machine and then create a subfolder in this location called Backup.  You may need to configure Network permissions and NTFS security permissions appropriate to the level of security required in your business.  Once this is done, any CoffeeRoaster machine can initiate a Compact/Repair procedure to this backup location, admins will have the option of replacing the current data file with the newly compacted and repaired file under the same location and file name as the original data file.

    The grey box to the right contains mostly configurable settings, some of which may be important to your shop.  This information is generally stored in the data file and so installing new CoffeeRoaster software should not change it, but it is a good idea to review this info each time new CoffeeRoaster software is installed.

    CoffeeRoaster Configuration Settings
    1)  CoffeeProductionDataEntryModel -there are two data entry models for CoffeeRoaster, the preferred method is RealTime where data is entered at the bagging station immediately as Coffees are bagged.  For some locations this may not be practical and a second option for Delayed data entry is available from the Pull Down Menu.
  • 2)  Coffee Production Form Decimals to Display - the recommended value is 0, some may want a larger value
  • 3)  Roastersize /Roast Threshold (lbs) - this value sets the threshold where CoffeeRoaster recommends Roasting.  If you maintain a Shelf Value for most coffees then this value should be about the size of your Roaster or a little below.
  • 4)  Include Future Orders # of Days:  QuickBooks allows you to post date orders, by setting this value greater than 0 then CoffeeRoaster will import the 'future' orders up to the number of days indicated so that production can begin before the order actually comes in.  For some shops this value should be 0.
  • 5)  ShowFinishedCoffeeSeconds - this option allows you to configure the length of time in seconds that CoffeeRoaster shows you a confirmation message after Finishing Coffee. In order for this form to be shown the ShowFinishedCoffee check box must also be checked.
  • 6)  Display CR System Warnings - this can help suppress Windows System messages, most shops will want this value unchecked
  • 7)  Manage Stages - turning this value on impacts data entry on Finished Coffees requiring the operator to specify where coffee for packaging came from.  Shops that are interested in production speed will want this switched off (unchecked)
  • 8)  Update Ribbon - the Ribbon in CoffeeRoaster is designed to display summary information from the CoffeeRoaster data file, but it requires time to calculate this information so it slows data entry and switching between forms.  The newer CoffeeRoaster software (V4.xx and later) allows you to switch Ribbon Updating on and off with the mouse in the upper left hand group of the Ribbon.
  • 9)  Run Timer - the Run Timer switch needs to be turned on for CoffeeRoaster to operate in Auto mode where it automatically checks the QuickBooks file for new coffees by a predetermined interval.  Most CoffeeRoaster users find this to interfere with data entry and other operations and prefer working in Semi Auto mode.  It is recommended that this switch be unchecked. 
  • 10)  Require Lot - the Require Lot switch applies to the optional Green Bean Module.  When the Require Lot switch is checked CoffeeRoaster users will be prompted to fill in a lot value when appropriate.  This is generally during receipts of new Coffee in the Receipts Log form and in the Roast Forms when creating a new Roast.
  • 11)  RequireFlavorLot - the same as Require Lot above except that the prompts appear when entering receipts of Flavoring and Flavor Logs.
  • 12)  ShowFinishedCoffee - when this switch is checked CoffeeRoaster will display a confirmation form when entering Finished coffees for the time specified in the ShowFinishedCoffeeSeconds drop down menu.
  • 13)  ConvertToShelf - obsolete, recommend that the value be 'checked'
  • 14)  QBItemLineChangeWarning - turning this switch on and off manages messaging prompts for when CoffeeRoaster sees changes in QuickBooks Line Items during the import process
  • 15)  LogAndMessageQBNulls - when users create Invoices in QuickBooks they sometimes select an item and then miss entering a quantity for the item.  CoffeeRoaster can detect these anomolies and log these occurrences in the Event log and prompt the CoffeeRoaster user with a notification.  This can slow down the CoffeeRoaster import process so most users prefer it to be unchecked.

The CoffeeRoaster Setup Form is shown below.

 CoffeeRoaster Setup Form
 Access Form  New Coffee    Opens the CoffeeRoaster New Coffee Wizard form.  This form can also be launched from either the Tables or Coffees Ribbon Icon.
 CR Ribbon Updating
 Access Form  Update Ribbon On    Turns Ribbon Updating On
 Access Form  Update Ribbon Off    Turns Ribbon Updating Off
 Create Training File
 Access Form  Create Training File    Creates a new file from your existing data but modifies the file for use as a Training File.  After a CoffeeRoaster Admin creates a training file it must be linked to temporarily for Training.  Following Training the computer must be relinked to the actual CoffeeRoaster data file.  The CoffeeRoaster Training File uses a different color scheme from the Production data file so that you can easily tell the difference.  There are also screen prompts when opening CoffeeRoaster with a training file so that you are aware the you are not working with an actual data file.  An example of the Color Scheme changes is shown below, note the deep Blue in the form header and Bold Red Title Text as opposed to dark grey and orange for production data files. 
 CoffeeRoaster Training Mode Header