It’s not a surprise that Voice-over-Internet-Protocol (VoIP) has become a great asset to many people around the world. There are all sorts of reasons to use VoIP and it is becoming like a wave for the Internet world. One product that has come out of the VoIP revolution is the VoIP PBX. In order to understand just how VoIP PBX works it is also important to first understand what it really is and how it helps.

Small-to-medium sized businesses are the main benefactors from VoIP PBX technology, but of course large-scale businesses also can take advantage of this technology. What this system is, though, is basically a system that routes incoming telephone calls to one external phone line that can switch the connection between various other phones in the building or office. At this point you may be thinking that this technology is nothing new because standard businesses have used PBX (Private Business Exchange) technology for many years.

This is true, however, VoIP technology allows businesses to use the tool of the internet in order to do the same thing. Instead of paying on a per-minute basis or being afraid that they’ll go outside of their calling area or minutes allotted, businesses are able to pay flat fees for these types of VoIP services.

Essentially, having a VoIP Private Business Exchange (PBX) is probably one of the best things a small-to-medium sized business can invest in in order to not only save money, but also to help their employees. The reason that a VoIP PBX system is less expensive and more cost-effective for a small business is because incoming calls to the business are routed to that single external line first, which is actually connected to the internet. This is where VoIP technology and the software for the PBX come in.

Instead of sending data-packets of information over the internet, VoIP technology sends voice-packets, allowing the caller on the other end and the people inside the business office to talk to each other. Furthermore, a VoIP PBX is mainly software controlled, meaning that individual employees can be added and deleted with ease and calls can be transferred as easily as any other landline telephone PBX system.

Many businesses might think, however, that a VoIP PBX service may be too unreliable or it might not deliver all the calls that come to the business on a daily basis. However, small and large businesses and offices are able to take advantage of the VoIP PBX services. This business system allows all calls to be handled and all employees to be reached through one single telephone number as well as many other different features as well.

For example, voice messaging is allowed through VoIP PBX technology as well as call-waiting and automatic call distributions. Phone extension numbers can even be used to reach individual people and employees in a business so that customers don’t have to wait while their help is found.

All in all, the functionality of a VoIP PBX technology is not only worth it for any type of business in the long run, but is definitely a more cost-effective way to handle daily phone calls to and from the business or organization. They are one-time costs associated with a VoIP Private Business Exchange system, such as the software to manage the PBX, but the benefits of it all definitely outweigh whatever is paid.

Is your email inbox a mess?

I learn a lot about a person from a glance at their email inbox or file management system. I recently worked with a client whose email inbox was, quite frankly, a mess. I define ‘mess’ by one or both of the following: too many unread messages and/or messages that are never deleted. If you fall into either of these categories, you are not alone. However, failure to delete your emails or at least create and move them into folders puts you at risk of missing out on potential new business. Worse, if you allow your messages to pile up without reviewing them, a lack of response may signal to existing customers that you’ve forgotten about them. It is not uncommon to receive 100 or more emails in your inbox in the course of a day’s work.

Here are two simple rules that can help you manage the high volume of emails.

RULE #1: Read the email once and file, flag, delete or reply.

RULE #2: Delete emails that do not contain important information.

Are you bewildered about file management?

It’s equally important to keep the files on your computer organized and up-to-date. The goal of computer file management is to ensure that you can always find what you’re looking for, even years after its creation. What good is all your hard work if you can’t find where you stored your file?

These file management tips will help you keep your files accessible:

1. Organize by file types. Make applications easier to find by creating a folder called Program Files on your drive and keeping all your applications there. For instance, the executables for Word, PowerPoint, QuickBooks, and WinZip should all reside in the Program Files folder.

2. One place for all. Place all documents in the My Documents folder and nowhere else. Whether it’s a spreadsheet, a business letter or a PowerPoint presentation, make sure to save it there. This will make it easier to locate your files and to run backups.

3. Create folders in My Documents. Having trouble naming your folders? Envision your folders as the drawers of your computer’s filing cabinet. Use plain language to name your folders. Otherwise, you may be looking at this list of folders in the future and wonder what ‘rtm’ or some other invented abbreviation means. Create file and folder names that are meaningful to you. Keep business and personal folders separate.

4. Nest folders within folders. Create other folders within these main folders as need arises. For instance, a folder called ‘invoices’ might contain folders called “2007″, and “2008″. A folder named for a client might include the folders “customerdata” and “correspondence”. The goal is to have every file in a folder rather than having a bunch of orphan files listed.

5. Follow the file naming conventions. Do not use spaces in file names, keep file names under 27 characters, and use all lower case. So a file named for a client should be “susansmith” rather than “Susan Smith”. If you break any of these rules, be consistent about it.

6. Be specific. Give files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and review. So if the document is a letter to a customer reminding him that payment is overdue, call it “overdue091207″ rather than “letter”. This allows you to know to whom the letter was written without opening it.

7. File as you go. The best time to file a document is when you first create it. So get in the habit of using the “Save As” dialogue box to file and name your document. Put it in the right place in the first place.

8. Order your files for your convenience. If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a “1″ or an “aa” at the beginning of the file name.

9. Clear out your files regularly. Sometimes what’s old is obvious as in the example of the folder named “invoices” above. If it’s not, keep your folders uncluttered by clearing out the old files. Do NOT delete business related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders in

Documents, create a folder called “old” or “inactive” and move old files into it as you come across them.

10. Back up your files regularly. Whether you’re copying your files onto a flash drive, a disk, or an online storage site, it’s important to set up and follow a regular back up regimen. Protect your files from loss due to viruses, hackers, and damage.

Save often but know where you’re saving. There is a place for everything and everything in its place.

Digital and video Cameras,scanners,mp3 players,and just about every other electronic device are designed to be connected to your computer.

And all new computers make it simple to connect these devices with the use of the USB or Universal Serial Bus port.But with the many devices you may have,you can still run short of these ports.

If you find your computer using all of its USB ports,you can get your hands on a USB Hub.This hub contains several usb ports.So rather than unplugging one device to plug in another,a usb hub allows you to connect multiple devices.

To setup a usb hub on your computer you need to be sure your system allow you to connect the hub.If your computer was made before 1997 it most likely won’t support a USB. Check your computer to see if there is a usb port available.

You should consider the reason you want to purchase a USB hub.This will help in deciding the type of usb hub you want to purchase.And research the device you want to connect, as not all devices can be connected to USB hubs.

The two types of USB hubs are the Self Powered which draws power from an external power supply and the bus powered hub which is inserted in an expansion slot and draws power from the motherboard.

Some devices that use large amounts of power work poorly with bus powered hubs.A scanner for example,will wotk much better connected to a self powered USB hub.

When connecting a device to the USB hub,see what version of usb it may be.USB 1.0 was the first version released and today the fast version is the usb 2.0 All USB 2.0 hubs are backward compatible.

This allows them to run the slower USB 1.0 devices. The price of a hub 2.0 hub varies from about $25.00 to $65.00 and comes in several brands.The price depends on the number of ports you want on the hub.

INSTALLING YOUR NEW USB HUB Its always a good practice to backup your files before you work in your computer.Remove the hub from its packing and carefully inspect it for damaged and be sure all components are present.

Stop and carefully read the hub manual for instructions such as turn the computer off first or that you must install the software before connecting the hub to the computer.

If you have a powered hub,plug the power cord in an outlet and connect the usb cable from the usb hub into an open USB port.With the hub connected place the cdrom that come with the hub and install the software onto the hard drive.

Set the USB hub in a location where you can easily connect your scanner,modem,or other devices.Remember that your computer only runs at the highest usb speed.If your hub is a USB 2.0 but your computer only supports USB 1.0 then the 1.0 connection will be your max speed.

If your USB hub is self powered,install the card in an empty expansion slot by removing the system unit cover,removing the retaining ***** and cover from the slot,firmly slide the card in the slot,and use the retaining ***** to secure it to the motherboard.

Start your computer and your operating system should recognize the new device.Install any software that came with the hub.You may need to install a device driver to allow the computer to communicate with the hub.

Its that easy and why not make it something fun to do. Learn as you go and be in the state of mind to enjoy your task.You will look forward to perform other tasks in the same state of mind.

EDI Reference

EDI stand for Electronic Data Interchange, and is being used for over 30 years in different industries al over the world. When EDI first started there was not internet and communication between computer devices was limited mainly to phone line. Companies from the Food Industries began using EDI due to the time and man power saving, and also in order to reduce errors that human usually makes when they create data. EDI is made of files and is basically a way to transfer files in a structures format agreed on by some standards (X12, EDIFACT) between different companies.

Each file has a file format/structure and that format called document or Transaction Set , and the whole goal of these file formats is that the receiver will know how to read the file when he gets it. There are many document types. The most popular EDI documents for X12 are:

• 850 which is a Purchase Order

• 810 which is an Invoice

• 997 Acknowledgment.

In order for a company to send Purchase order to the Supplier/Vendor, both companies, sometimes called Trading Partner need to setup their EDI System to recognize the sender. Each sender is begin recognize by a unique ID that the company and it Trading Partner agree on, for example DUNS Number, and then they can start sending EDI documents to each other. The way it work is that the sender/buyer will send an EDI 850 document to the supplier. After the supplier receive the document purchase order, the supplier EDI automatically send back to the sender an 997 Acknowledgment document so the sender will know that his order was received successfully. After the supplier fill in the order he send another EDI document, but this time this is an EDI 810 documents which is an Invoice. When the Sender/Buyer receive the Invoice his EDI system send automatically an Acknowledgment using the EDI 997 document that they got the Invoice Successfully. Since today this all done electronically without any human intervention, the Purchase Order and the Invoice are less likely to have errors. Some companies today, connect their EDI system to their ERP system, so every Purchase order that they get, immediately goes into the ERP system, Accounting system, update the warehouse items future inventory, something that may eliminate double orders by mistakes, and eliminate loosing the paper purchase order and Invoice.

There are also different EDI standards. EDI standards are basically different file format for the same document regulated by different organization. Today the most used standard is X12 and is being used all over the world especially in the U.S. and Canada. In addition there is the EDIFACT that is just like the X12 but has its own file format for the same type of documents (i.e. Purchase Order and Invoice) but is mostly used in Europe. The most popular EDI documents for EDIFACT are:

• ORDERS

• INVOIC (this is not a mistake, its really spelled without an ‘E’ at the end!)

Hopefully one day they will be united into one standard that is accepted all over the world.

Every Year there is new EDI version that comes out and published by the parent organization which is ASC X12 and usually there are minor changes to existing documents and sometimes new documents, so if your going to pick an EDI solution, make sure that comply with all the previous version or at least all the version that you use + all the versions that your trading partner uses. Because most changes are minor, even if you use older version, your EDI software should be able to process the documents it was configured initially to process, but in some cases you might get error messages about invalid file format or invalid segment or invalid element.

EDI X12 file structure is made of four levels:

1. ISA – Interchange Segment

2. GS – Group Segment

3. ST – Segment Transaction

4. Transaction Segments for specific ST

So what we got here is a tree view that look like this:

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp ISA

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspGS

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspST

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspG50

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspG72

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspSE

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspGE

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspISE

ST has multiple segments

GS may have one or more Transactions

ISA may have one or more Group segments

ISA, IEA GS, GE ST and SE are being called Control Segments where all the segments inside the ST being called Data Segments.

Sample of EDI 810 document:

ISA*00* *00* *08*9251730000 *12*7142569388T *050215*1514*U*00401*000005132*0*P*>~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspGS*IN*2137279234*7142569388*040713*1514*000000001*X*004010UCS~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspST*810*0001~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspBIG*040713*1001*040625*P89320~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN1*BT*ACME DISTRIBUTING COMPANY~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN3*P.O. BOX 33327~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN4*ANYTOWN*NJ*44509~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN1*ST*THE CORNER STORE~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN3*601 FIRST STREET~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN4*CROSSROADS*MI*48106~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN1*RI*SMITH CORPORATION~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN3*900 EASY STREET~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspN4*BIG CITY*NJ*15455~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspPER*AD*C.P.JONES*TE*6185558230~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspITD*01*3*2**10~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspIT1**3*CA*12.75**VC*6900~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspIT1**12*EA*.475**VC*P450~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspIT1**4*EA*.94**VC*1640Y~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspIT1**1*DZ*3.4**VC*1507~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspTDS*5111*~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspCAD*M****CONSOLIDATED TRUCK~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspCTT*4*20~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspSE*21*0001~

&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbsp&nbspGE*1*000000001~

IEA*1*000005132~

A closer look at one of the Data Segments:

BIG*040713*1001*040625*P89320~

Each part between the asterisk sign called Element and the asterisk separates the elements from each other. In other cases, there could be a different character that separates the Element from each other. The same goes for the ~ which is the Segment Terminator.

The ~ sign tells the EDI system when the segment ends.

The first tokens, BIG, tells the EDI what this segments is all about, in this case BIG tell the system that this is ‘Beginning Segment Invoice’

The second token, 040713, is the Invoice date formatted as YYMMDD, which is Year Month and Day, so in this case the Invoice Date would be July 13 2004

The third token 1001, is the Invoice Number.

The fourth element 040625, the date assigned by the purchaser to purchase order.

The fifth element P89320, Purchase Order Number for that Invoice.

The BIG data segment has more elements, but not all of them must be used. The ASC X12 define specifically which element are mandatory and which are optional.