How to use the COSMOS manual

b
How to…
COSMOS Manual
1. Teil / Version 0.9
A.-K. Öller / G. Schröder / F. Steinkopf

18.11.2011
How to…
COSMOS b
Page 2/164 Version 0.9 How to…

b COSMOS
Index
1 GENERAL ............................................................................................................................. 7
1.1 COSMOS STORY
1.1.1 TOP 1 Optimize Sales Activity
1.1.2 TOP 2 Scheduling .......................................................................................................... 8
1.1.3 TOP 3 Process Optimization......................................................................................... 8
1.1.4 TOP 4 Accounting
1.1.5 TOP 5 Learning management ...................................................................................... 8
1.2 WHAT IS NEW OR DIFFERENT IN COSMOS ? ...................................................................... 9
1.3 NUMBERING RULES .......................................................................................................... 10
2 COSMOS MENU ................................................................................................................. 11
2.1 MANDATORY
2.2 LIST BOX
2.2.1 Description ................................................................................................................... 13
2.3 CHECKBOX
2.4 RADIO BUTTON
2.5 PARTIAL MATCH
2.5.1 Example ....................................................................................................................... 15
2.6 LOG ON .............................................................................................................................. 16
2.7 CHANGE LC
2.8 COSMOS MENU ............................................................................................................... 17
2.8.1 Context Menu (Customer
2.8.2 Context Menu (Group
2.8.3 Context Menu (Company
2.8.4 Context Menu (Employee
2.8.5 Context Menu (Accounting
2.8.6 Context Menu (Material
2.8.7 Context Menu (Administrative) ................................................................................. 18
2.9 CALENDAR
2.10 TIME PICKER
2.10.1 Description ............................................................................................................... 20
2.11 BALANCES ......................................................................................................................... 21
2.12 LEVEL ............................................................................................................................... 21
2.12.1 Start Level
2.12.2 Goal Level
2.13 CUSTOMER
2.13.1 Info ........................................................................................................................... 22
3 INQUIRY
3.1 ENTER A NEW INQUIRY
3.1.1 Path .............................................................................................................................. 25
3.1.2 Info ............................................................................................................................... 25
3.2 ADDITIONAL INQUIRY
3.2.1 Path .............................................................................................................................. 28
3.2.2 Info ............................................................................................................................... 28
3.3 VIEW INQUIRY
3.3.1 Path .............................................................................................................................. 30
3.3.2 Info ............................................................................................................................... 30
3.4 EDIT EXISTING INQUIRY
3.4.1 Path .............................................................................................................................. 32
3.4.2 Info ............................................................................................................................... 32
4 CUSTOMER
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COSMOS b
4.1 NEW CUSTOMER
4.1.1 Path .............................................................................................................................. 34
4.1.2 Info ............................................................................................................................... 34
4.2 MANAGE CUSTOMER
4.2.1 Path .............................................................................................................................. 36
4.2.2 Info ............................................................................................................................... 36
4.3 MANAGE CUSTOMER
4.3.1 Path .............................................................................................................................. 38
4.3.2 Info ............................................................................................................................... 38
4.4 MANAGE CUSTOMER
4.4.1 Path .............................................................................................................................. 39
4.4.2 Info ............................................................................................................................... 39
5 NEEDS ASSESSMENT
5.1 ENTER NEEDS ASSESSMENT
5.1.1 Path .............................................................................................................................. 40
5.1.2 Info ............................................................................................................................... 40
5.2 ENTER NEEDS ASSESSMENT
5.2.1 Path .............................................................................................................................. 44
5.2.2 Info ............................................................................................................................... 44
5.3 CHANGE NEEDS ASSESSMENT
5.3.1 Path .............................................................................................................................. 48
5.3.2 Info ............................................................................................................................... 48
5.4 VIEW NEEDS ASSESSMENT
5.4.1 Path .............................................................................................................................. 50
5.4.2 Info ............................................................................................................................... 50
5.5 CONSULTATION PREPARATION
5.5.1 Consultation Preparation
6 OFFER
6.1 OVERVIEW ........................................................................................................................ 57
6.2 CREATE OFFER
6.2.1 Path .............................................................................................................................. 58
6.2.2 Info ............................................................................................................................... 58
6.3 OFFER
6.3.1 Offer
6.3.2 Offer
6.3.3 Offer
6.4 MANAGE OFFER
6.4.1 Path .............................................................................................................................. 66
6.4.2 Info ............................................................................................................................... 66
6.5 VIEW OFFER
6.5.1 Path .............................................................................................................................. 68
6.5.2 Info ............................................................................................................................... 68
6.6 CREATE CONTRACT
7 CONTRACT
7.1 IMPORTANT ....................................................................................................................... 70
7.1.1 Following steps you have to take with a contract: .................................................... 70
7.2 PAYMENT
7.3 CONTRACT
7.4 DELIVERY LC
7.5 CREATE CUSTOMER
7.5.1 Path .............................................................................................................................. 75
7.5.2 Info ............................................................................................................................... 75
7.5.3 Other ............................................................................................................................ 83

b COSMOS
7.6 CREATE CONTRACT
7.6.1 Path .............................................................................................................................. 85
7.7 EDIT CUSTOMER
7.7.1 Path .............................................................................................................................. 87
7.7.2 Info ............................................................................................................................... 87
7.8 VIEW CUSTOMER
7.8.1 Path .............................................................................................................................. 89
7.8.2 Info ............................................................................................................................... 89
7.9 COMPANY
7.9.1 Path .............................................................................................................................. 91
7.9.2 Info ............................................................................................................................... 91
7.10 FIX TERM
7.10.1 Path .......................................................................................................................... 95
7.10.2 Info ........................................................................................................................... 95
7.11 ACTIVATE
7.11.1 Path .......................................................................................................................... 98
7.11.2 Info ........................................................................................................................... 98
7.12 ADDITIONAL CONTRACT (SUBCONTRACT
7.12.1 Path ........................................................................................................................ 100
7.12.2 Info ......................................................................................................................... 100
7.12.3 Important ............................................................................................................... 102
7.13 LESSON RATE TOO LOW – APPROVAL NEEDED FOR NEW CONTRACT ................................ 103
7.14 CONVERSION OF EXISTING CONTRACT............................................................................. 105
7.15 CONTRACT
8 PROGRAM
8.1 ADD NEW PROGRAM
8.1.1 Path ............................................................................................................................ 107
8.1.2 Info ............................................................................................................................. 107
8.2 ADD NEW PROGRAM
8.2.1 Path ............................................................................................................................ 109
8.2.2 Info ............................................................................................................................. 109
8.3 ADD NEW PROGRAM
8.3.1 Path ............................................................................................................................ 111
8.3.2 Info ............................................................................................................................. 111
8.4 CHANGE EXISTING PROGRAM
8.4.1 Path ............................................................................................................................ 113
8.4.2 Info ............................................................................................................................. 113
9 PROGRAM
9.1 VIEW PROGRAM
9.1.1 Path ............................................................................................................................ 115
9.1.2 Info ............................................................................................................................. 115
9.2 EDIT EXISTING COUNSELING
9.2.1 Path ............................................................................................................................ 118
9.2.2 Info ............................................................................................................................. 118
9.3 ADD COUNSELING
9.3.1 Path ............................................................................................................................ 122
9.3.2 Info ............................................................................................................................. 122
9.4 REARRANGE COUNSELING
9.4.1 Path ............................................................................................................................ 126
9.4.2 Info ............................................................................................................................. 126
9.5 COUNSELING
9.5.1 COUNSELING STEPS ............................................................................................. 130
9.5.2 These are the learning cycle documents / counseling documents: ......................... 132
9.6 PRINT PED CARD
9.7 PRINT LEARNING DOCUMENTS (EXCEPT FROM THE PED CARD) ....................................... 134

COSMOS b
9.7.1 Your first impressions .............................................................................................. 135
9.7.2 Grading Sheet
9.7.3 Grading Sheet
9.7.4 Grading sheet for certificate .................................................................................... 140
9.7.5 Last feedback form .................................................................................................... 142
10 CUSTOMER
10.1 ADD NEW FOLLOW UP
10.1.1 Info ......................................................................................................................... 154
10.2 EDIT FOLLOW UP
10.2.1 Path ........................................................................................................................ 156
10.2.2 Info ......................................................................................................................... 156
10.3 VIEW FOLLOW UP
10.3.1 Path ........................................................................................................................ 158
10.3.2 Info ......................................................................................................................... 158
11 CUSTOMER
11.1 CUSTOMER
11.1.1 Path ........................................................................................................................ 159
11.1.2 Info ......................................................................................................................... 159
11.1.3 Pedagogical History
11.1.4 Accounting
11.1.5 Follow Up
11.1.6 Comments

b COSMOS
1 General
General
1.1 Cosmos Story
LCMS was introduced in 1999 and there are different versions in each country.
Today we all, and so do our customers, have more expectations on what a
computer program can do to improve our work in a Berlitz language center.
That’s why a survey was conducted in different schools and departments all over
the world to get information about the special needs and wishes for a new
worldwide computer program with one database per country: COSMOS.
After more than a year of putting together ideas, developing, programming, getting
together with an international team (Japan, USA, Europe), the first LC’s in
Switzerland have started working with the first version of COSMOS in March 2011.
This first version of COSMOS is new and different from LCMS in many ways but it
is not a definite and final version. Now the whole COSMOS team needs your
feedback on the program and how it fits in the daily LC life: please let us know
what you like, what you think could be improved and what is missing. A lot of
additional points, options, activities, are already being prepared for the release of
the second version. So here you really have the chance to help us create the
program that will suit you best!
This is the COSMOS support email address: cosmos_support@berlitz.de

COSMOS b
COSMOS TOP priorities
General
1.1.1 TOP 1 Optimize Sales Activity
8 There will be only one COSMOS database per country.  Customer
8 data will get easier to be managed. Better overview about the detailed corporate
data. More marketing data is available for projects. All employees have access to
the system.  The team communication will be improved. The communication
ways are shorter, more professional and customer-orientated.
Management of prices and compliancy  All rates are managed within one and
only system. If a different price is entered an approval is necessary.
Track and manage sales  better follow-up structure possible (alerts/ LC To-do
list will appear to remind you of specific tasks: counseling, hand out material,
receivables, etc.). Offers are being generated within the system and not manually
anymore = everyone has access; quicker reaction with the customer is possible.
1.1.2 TOP 2 Scheduling
The schedule board is now in colors and not only shows the planned lessons,
activities (meetings, counseling, etc.) but also the teachers’ availability. If you have
a look at the point, you will get a great impression on how the new schedule board
could look like.
1.1.3 TOP 3 Process Optimization
Works tasks become more efficient thanks to the To Do List and the available
reminders. Handling documents is also simplified, for example: the ped cards are
generated directly from COSMOS and have to be scanned in on a regular basis.
The inter LC communication has also been improved which makes exchanging
information about a customer easier. Because there will be only one COSMOS
database per country the communication and information flow is much easier.
1.1.4 TOP 4 Accounting
Customized invoicing is now possible. A pack of invoices can be printed out at

once. To minimize errors and to have better audit results, the control aspect is
there to help.
1.1.5 TOP 5 Learning management
In COSMOS everything is interactive, the complete learning cycle can be found

within the system, from the customer needs (needs assessment) to the certificate,
all these information are available for everyone.

b COSMOS
1.2 What is new or different in COSMOS ?
General
• Balances:
Per contract / per customer and per company
• different contract designs for program types like language
instruction / kids camp / Berlitz Seminars / Translation etc.
• One or more offers per customer
Customer • Follow up: more detailed and better overview
• 45 and 60 min. units are possible
• Payments not allocated to an invoice will be part of the
unallocated funds
• Migrated Invoice - here you find all invoice items which are
not allocated to a contract
• Follow up info and comments
• Each instructor has a profile including skills

• Availability is easier to enter
Employee • Centralized employee database = COSMOS employee
information in each LC the same
• Simple handling to grant an instructor to another LC
Learning • Counseling lessons are scheduable

• Counseling information is stored in COSMOS
• Schedule view is colored

• Assistance for the schedule: filtered by available and prefered
Scheduling teacher
• Travel Schedule directly together with the lesson schedule
based on units or amount
• NTA is a question of editing rights of a customer

• Material order could be organized by COSMOS
Accounting • Material items could be defined as Material Kit
• Manage LC / Delivery LC: a customer can take some or all
lessons at another center within the country
General: per country a centralized COSMOS database. Processes between the

LC’s are now without manual steps possible.

COSMOS b
1.3 Numbering Rules
General

b COSMOS
2 COSMOS Menu
Cosmos Menu
2.1 Mandatory
Fields where you have to enter data (=mandatory fields) are marked with a red
star ( * )
Here are some examples.

COSMOS
Cosmos Menu b

b COSMOS
2.2 List Box
Cosmos Menu
2.2.1 13 Description
A List box is a commonly-used graphical user interface element. It is a

combination of a drop-down list and a single-line textbox, allowing the user to
choose from the list of existing options. When click List box, the list is shown. Then
select a value from the list and the value will be displayed.
1List Box
2.3 Checkbox
A checkbox is a graphical user interface element that permits the user to make
multiple selections from a number of options. Click a checkbox once and it will be
selected. Click again and the box is unchecked again.
2-12 Checkbox
2-34 Checkbox
2.4 17Radio Button

A radio button or option button is a type of graphical user interface element that
allows the user to choose only one of a predefined set of options. Once clicked the
radio button cannot be deselected by clicking again, only by selecting a different
button.

COSMOS
Cosmos Menu
b
2-56 Radio Button
2-78 Radio Button
You can only choose one of a predefined set of options. Cannot select 2 buttons
(If you choose a different button, checked button is unchecked automatically)

b COSMOS
2.5 Partial Match
Cosmos Menu
On search operation, with partial match it is possible to use partial match retrieval.
Search condition is controlled by checkbox of partial match.
9 Partial Match
2.5.1 Example
2.5.1.1 Example Case A: Enter “A” for First Name
*With partial match (when partial checkbox is checked), all customers whose First
Name include an “A” are displayed.
*Without partial match (when partial checkbox is not checked), all customers
whose First Name start with an “A” are displayed.
(In any case, neither the capital letter nor the small letter is distinguished.)
10 Partial Match
(Example Case A: Enter “A” for First Name)
2.5.1.2 Example Case B: Enter “A” for First Name & Last Name
*With partial match (when partial checkbox is checked), all customers whose First
and Last Name include an “A” are displayed.
*Without partial match (when partial checkbox is not checked), all customers
whose First and Last Name start with an “A” are displayed.
(In any case, neither the capital letter nor the small letter is distinguished.)
11 Partial Match

COSMOS b
2.6 Log on
Cosmos Menu
The Log On screen is for logon on COSMOS system. After checking User ID,
Password and Choose Culture (Language), COSMOS menu will be showed when
those inputs were correct.
The culture selection is important because of the settings for date format, default
currency and time format.
2.7 Change LC
The Change LC screen is for changing LC of log on user. When the screen shows,
other screens are compulsorily closed (because of changing LC) Only the user
who has the authority can change LC during operation.

b COSMOS
2.8 COSMOS Menu
Cosmos Menu
As for COSMOS, this menu is operated as a starting point.
The display of COSMOS menu changes depending on user's authority.
12 COSMOS Menu
2.8.1 Context Menu (Customer
13 Context Menu (Customer
2.8.2 Context Menu (Group
14 Context Menu (Group
2.8.3 Context Menu (Company
15 Context Menu (Company
2.8.4 Context Menu (Employee
16 Context Menu (Employee
2.8.5 Context Menu (Accounting

COSMOS
Cosmos Menu
b
17 Context Menu (Accounting
2.8.5.1 Visual Representation (GL)
(GL)
2.8.5.2 Visual Representation (Payroll)
(Payroll)
2.8.6 Context Menu (Material
20 Context Menu (Material
2.8.7 Context Menu (Administrative)
21 Context Menu (Administrative)

b COSMOS
2.9 Calendar
Cosmos Menu
This screen is for selecting date (month/date/year). And there are 4 modes of the
Calendar screen, date, month, year and 10 year. Click to the Header (e.g. to
"November 2010") of the calendar to get to the next screen
22 Calendar
As soon as you made a selection (just click to it) you get one step back (year -
month - day).

COSMOS b
2.10 Time Picker
Cosmos Menu
2.10.1 Description
This screen is for selecting time (hour, minute, and morning or afternoon).
23 Time Picker

b COSMOS
Customer
Customer
70
You will get an alert to hand out the welcome kit to the customer. To remove this
alert you have to mark “Welcome kit issued” (Customer– Customer Profile ).
Only one customer profile status exists: draft. With an Inquiry or Contract the
status changes automatically to active.
Customer status complete – the expiry date must be exceeded. After that the
status can be changed in Accounting - Expire contract.
Customer status can be draft, active and inactive You can enter several Inquiries,
offers and contracts for one customer
2.11 Balances
Each customer contract has its separate balance = contract balance
Payments which are not allocated to an invoice of a customer or company are part
of the Unallocated Funds
On Customer/Company level there is the total sum of the balances for this
customer/Company = Total customer/company balance. This balance includes
the contract balances and the Unallocated Funds.
2.12 Level
2.12.1 Start Level
The level the customer has now.
Example:
Customer has level 2 – that means his Start Level is level 2.
2.12.2 Goal Level
The level the customer wants to reach.
Example:
Customer signs a contract for level 3 and 4 – that means the Goal Level is level 4
2.13 Customer Search

COSMOS b
With this search you will get a list of active and inactive customers of your LC.
Customer Search
Deselect "Manage LC and you can search within your country to find a customer.
The Lesson Type which is shown here is the one from the oldest active contract.
2.13.1 Info
1. Open COSMOS
2. You get a screen with this menu on top
3. Click the tab” Customer and you get this screen
4. Type for example the first letters or the complete name of the Customer
5. you want to find in the field “Last Name”. Mark “partial match” to find all
customers whose the names include these letters (the letter/s could be in
this case somewhere in the name). Without partial match the search result
show only names with these letters in the beginning.
6. If you enter nothing and you click search you get a complete list of all
customers, but only up to 70 names. If that list does not contain the wanted
customer you need to refine your search.
7. You can search within your LC (“Manage LC) or if no Manage LC is
selected also within your country. Click “Search
8. You get a screen like you see on the next page.

b COSMOS
Customer Search
9. At the bottom part of the window you will find a list with the results of your
search
10. Instead of the customer name (or letters of the customer name) you can
also search with the help of one of the other fields.
11. When you click “Advanced Search you get more search criteria (see next
page)

COSMOS
Customer Search
b
12. Now you can also search for one of these options:
Manage LC, Delivery LC, Lesson Type 161, Inquiry Date, Active Offer
Created, Program Expiry Date.
13. As soon as you click again on “Advanced Search” this part of the screen
will be reduced as before.

b COSMOS
3 Inquiry
Inquiry
 Inquiry has to be entered, but only when really an Inquiry took place.
Otherwise go directly to point 4 “Customer Profile”.
 Contact details of an Inquiry will also appear under Customer Profile and do
not need to be entered again.
 You can enter more than one inquiry for the same customer. If there are
several inquiries you have to enter manually which one is the primary one.
 Inquiry has no status. “Delete” will delete the inquiry in the database
3.1 Enter a new Inquiry

3.1.1 Path
1. Start Cosmos and open the tab Customer

2. Create New Inquiry
3.1.2 Info

2. Click to Search to check if this customer already exists.

COSMOS
Inquiry b
24 Search Customer
3. Does the customer exist go on with point 3.2 (Additional Inquiry page 28)
4. If don’t exist click here to the button “Create New Inquiry”
25 Create Inquiry
5. Select here the program type of the Inquiry
26 Create Inquiry
6. Click the button “Select” and you get the following screen

b COSMOS
Inquiry
27 Create Inquiry
7. Enter data
8. To and save this Inquiry click to “Save”

COSMOS b
3.2 Additional Inquiry
Inquiry
3.2.1 Path

2. Search and open the customer
3. Select tab “Inquiry”
4. Create additional (new) Inquiry
3.2.2 Info

2. Click to Search to find the customer
28 Search Customer
3. Click to the blue Customer ID of the customer you need
29 Customer

b COSMOS
Inquiry
4. Click here to the tab “Inquiry”
5. Click to „Create New Inquiry“ to add a new Inquiry for this customer
6. Click “Primary” in the Inquiry screen to transfer info for sales consultation,
offer, contract, etc.

COSMOS b
3.3 View Inquiry
Inquiry
3.3.1 Path

2. Search and open customer
4. View Inquiry
3.3.2 Info

2. Click to Search for the customer
30 Customer Search

4. You get this screen
5. Click here to the tab “Inquiry”

b COSMOS
Inquiry
6. Click the blue Inquiry No and you will get the Inquiry screen
31 Customer Inquiry
7. Click to Close to finish the View

COSMOS b
3.4 Edit existing Inquiry
Inquiry
3.4.1 Path

2. Search and open customer
4. Open existing Inquiry
5. Edit data
3.4.2 Info

2. Click to Search for the customer
32 Customer Profile
4. Click here the tab “Inquiry”

b COSMOS
Inquiry
5. Mark the Inquiry you need
6. Click to Edit
33 Customer Inquiry
7. Add or change the entries

8. Save

COSMOS b
4 Customer Profile
Customer Profile
4.1 New Customer Profile

4.1.1 Path

2. Click “Create New Customer Profile”
3. Enter data
4. Save
4.1.2 Info

6. Click “Search” to be sure that this customer does not exist in your
center/country (you need to change the Manage LC for that)
7. Click “Create New Customer Profile” and enter the basic data for this new
customer (name, address etc.)

b COSMOS
8. Enter data
Customer Profile
34 New Customer Profile
9. Save the entries

10. Click Activate

COSMOS b
4.2 Manage Customer Address
Customer Profile
Box “Primary” has to be checked  for address, phone number and email
This “Primary” info is used for contract, invoice etc.
4.2.1 Path

2. Open Customer Profile
3. Add/Edit Address
4. Enter data
5. Save
4.2.2 Info

2. Search for your customer
3. Click on radio button on the left side from your customer or directly on the
blue customer ID
4. Click Edit
5. Click Add/Edit for the address
35 Customer Address

b COSMOS
6. Enter new address or change existing data
Customer Profile
7. All fields are mandatory except the field “State”
8. One of the addresses of the customer has to be the Primary one
9. Scroll down and save

COSMOS b
4.3 Manage Customer Phone Number
Customer Profile
4.3.1 Path

3. Add/Edit phone number
4. Enter data
5. Save
4.3.2 Info

2. Search for customer
blue customer ID
4. Click Edit
5. Click add/edit for phone number
6. Enter new number or change existing data
7. All fields are mandatory

8. As soon as you select a country (it’s automatically the country of the LC),
the international dialing code for the phone number change
9. One of the phone numbers of the customer has to be the Primary one
10. Save

b COSMOS
Customer Profile
4.4 Manage Customer Email
4.4.1 Path

3. Add/Edit email number
4. Enter data
5. Save
4.4.2 Info

2. Search for customer
blue customer ID
4. Click Edit
5. Click add/edit for email
6. Add new email address
7. All fields are mandatory fields

8. One of the Email addresses of the customer has to be the Primary one
9. Save

b COSMO
5 Needs Assessment
Needs Assessment
Here you can enter the Pre-Sales information (Interview). The date is the interview
date.
5.1 Enter Needs Assessment for new customer

5.1.1 Path

2. Create New Customer Profile
3. Tab Needs Assessment
4. New Customer Needs
5.1.2 Info

2. Search for the customer to be sure that he doesn’t exist in your LC or
Country
3. Click to Create New Customer Profile to enter the basic data for this new
customer (name, address etc.)
36 Search Customer
Page 40/164 Version 0.9 How to

b COSMOS
Needs Assessment
37 New Customer Profile
4. Save the entries

5. You are back in the customer screen

COSMOS b
6. Select now the tab “Needs Assessment” and then “New Customer Needs”
Needs Assessment
38 Needs Assessment List
7. You get the following screen
8. Enter the recommended data.

9. Add if the results of an placement test exist (Add Button)

b COSMOS
Needs Assessment
10. When you mark “Proceed to record sales consultation details” you will get
more fields for entering data.

12. Add if exist the results of the placement test. Therefore you have to click to
the “Add” button.
13. Save
14. Finish the entries for the Needs Assessment screen
How to… Page 43/164

COSMOS b
5.2 Enter Needs Assessment for existing customer
Needs Assessment
5.2.1 Path

2. Search for the customer
3. Open customer
4. Select Needs Assessment
5. New customer Needs
5.2.2 Info

2. Click Search to find the customer
3. Click the blue customer ID of the customer you need
4. The customer window opens

5. Select the tab „Needs Assessment“ and then “New Customer Needs”

Info

b COSMOS
6. Click to “New Customer Needs”
Needs Assessment
40 Placement Test

9. Add if the results of an placement test exist (Add Button)

COSMOS
Needs Assessment
b
10. When you mark “Proceed to record sales consultation details” you will get
more fields for entering data.

OSMOS b
12. Add if exist the results of the placement test. Therefore you have to click to
Needs Assessment
the “Add” button.
13.
14. Save
ge 47/164 How to…

COSMOS b
5.3 Change Needs Assessment
Needs Assessment
5.3.1 Path

3. Open customer
5. New customer Needs
5.3.2 Info


5. Select the tab „Needs Assessment“

b COSMOS
Needs Assessment
6. The existing Consultation (Needs Assessment) is listed. Mark it and click
Edit
7. Change/add data
8. Save the data

COSMOS b
5.4 View Needs Assessment
Needs Assessment
5.4.1 Path

3. Open customer
5. Open existing Needs (Interview)
5.4.2 Info


b COSMOS
Needs Assessment
5. Select the tab „Needs Assessment“
6. The existing Interview Consultation (Needs Assessment) is listed.

7. Open it by clicking the blue Consultation No

b COSMO
5.5 Consultation Preparation
To print the Consultation Form select the customer, go to Needs Assessment and
Click to “Print Consultation Form”.
5.5.1 Consultation Preparation English
How to… Page 52/1

b COSMOS
Consultation Preparation

COSMOS b
5.5.2 Consultation Preparation French

b COSMOS
5.5.3 Consultation Preparation German

COSMOS b

b COSMOS
6 Offer
Offer
The offer is a combination between the information in the offer tab and the contract
tab. In the offer tab you need only to enter some information. To enter the offer
detail information you click in the offer screen the button “Create offer details”
Offer screen – click offer details to see the details of the offer (“contract” details)
info
In contract list screen all contracts and offers are listed.
Manually change offer status to closed if no contract is created
Deactivated contract = closed offer
6.1 Overview
Customer – Offer – Create

Offer New Offer
Customer – Offer – Create

Offer Details Offer Details
Customer – Offer – Mark

Print Offer Offer - Print

COSMOS b
6.2 Create Offer
Offer
6.2.1 Path

3. Open customer
4. Select Offer
5. Enter data
6. Open Offer Details
7. Enter Data
8. Print/Save
6.2.2 Info

2. Search customer
3. Open customer by clicking the customer ID

b COSMOS
Offer
Offer
4. Click on “Offer”
5. Click on “Create New Offer”
6. Select the Program Type and confirm with “Select”

COSMOS b
7. Enter the offer data
Offer
Offer
8. When all data is entered click “Save” to finish this screen

9. You are back in the Offer List screen
10. To enter now the offer details mark the offer
11. After that click “Create offer details”
12. In the next screen you enter the offer details

b COSMOS
Offer

COSMOS
Offer
b
13. Enter all data

14. Check with “Can Activate” if all relevant data is entered
15. Save and close the screen
16. You are back in the Offer List. Mark here the offer and click to Print
17. To see complete offer with details, click blue offer details link.

b COSMOS
6.3 Offer print out
Offer
Offer
6.3.1 Offer english

COSMOS b
6.3.2 Offer french
Offer

OSMOS b
6.3.3 Offer german
Offer
ge 65/164 How to…

b COSMO
Offer
Offer
6.4 Manage Offer

6.4.1 Path

2. Search customer
3. Open customer
4. Select “Offer”, then click “edit”
5. Enter changes and save
6.4.2 Info

2. Search customer


b COSMOS
Offer
5. Select the offer you need by clicking the blue Offer ID
6. Click now Edit
7. Change or add the offer data

8. When all data is entered click Save to finish this screen

COSMOS
Offer
b
6.5 View Offer

6.5.1 Path

2. Search customer
3. Open customer
5. Click on blue offer ID link
6.5.2 Info

2. Search customer


b COSMOS
Offer
5. Click on the blue offer-ID link
6. You see now the offer
6.6 Create Contract from Offer

See 7.6 Create Contract from Offer starting page 85

COSMOS b
7 Contract
Contract
Can activate button – serves as check if entries are complete for contract
activation
Level info = important for ped card
7.1 Important
7.1.1 Following steps you have to take with a contract:
1. Enter the contract

2. Add the information
Valid to start transaction
Contract is signed
as soon as the customer did
3. Activate the contract to be able
to start with scheduling and trans-
actions
With “Valid to start transaction” you can enter the schedule.
If “Contract signed” is missing you get an alert
7.1.1.1 Start and End Date
Refers to the length of the course. These fields from the contract are used for the
Ped Card and the Program Progress.
7.1.1.2 Expiry Date
Once the expiry date is reached, nothing can be done anymore with the contract.
Please refer to your country configurations how long a contract is meant to be
valid. This should be defined in the terms of business.
7.1.1.3 Start and Goal Level
These fields are editable after activating the contract
7.1.1.4 Activated contract
To reverse the activation no transaction and no schedule must exist.

b COSMOS
7.2 Payment Schedule
Contract
To be able to create payment schedule for a corporate (partial or full sponsorship)
you have to mark “allow sending detail information…” in the customer contract.
7.3 Contract Type

 Could be Enrollment or Re-enrollment but only for active contracts
 If it is an additional contract (in this case you see in the column “Original
contract” an ID) you will see there the “Display Name” (field from the
contract).

COSMOS
Contract
b
7.4 Delivery LC
If a customer is going to take some of his lessons at one center and the other
lessons at another center, you can manage that with “Delivery LC”
Usually you will see there automatically the total number of contract lessons.
If you need to add another LC, click to “Add” and select the LC and the number of
lessons
If the other LC gives more lessons than decided before, they can do that. The
limitations are the total contract lessons.

b COSMOS
After
Action
Group Additiona Origianal
Additio Replace Transacti
Program Chang l Contract New Contract B
nal Material on has
Change e Lessons/ A
Material s occurred
(Non- (Non- Travel
contractu contra lessons
s (Non- for the Action Custo
(Contra contract original mer's
al ctual (Contract
ctual ual Contract Contract Is sub- Contrac Signat
change) chang ual Contract Type
change) change) A Status contract? t Status ure
e) change)
Requi
red
Customer needs
Re-enrollment/
additional (no
1 x Yes/No - Create new Contract B Additional(anot No/Yes Active Yes
lessons/travel change)
her Ped)
lessons
Customer's program
- Deactivate Contract A
needs to change Deactivate
2-A x x No (Or delete Contract A) Enrollment(*) No Active Yes
and total contract d
- Create new Contract B
amount changes
- Uncheck "Valid to start
transaction" of Contract A
- Convert and create new
Contract B from Contract A
Customer's program with the remaining
needs to change lessons, unposted
2-B x x Yes Complete Re-enrollment No Active Yes
and total contract materials, fee.
amount changes - New contract should be
created as Re-enrollment.
Converted shoudn't be
used for the case to
change total amount.

COSMOS b
- Reverse activation if
already activated Active ->
3-A x No - Update the original Valid -> - - - -
Customer's program
Contract A and re-activate Active
needs to change
it
without changing
total contract
amount
3-B x Yes with the remaining Complete Converted Yes Active No
lessons, unposted
materials, fee
Contract A and re-activate Active
Customer needs to
it
switch group due to
level difference
4-B x Yes with the remaining Complete Converted Yes Active No
lessons, unposted
materials, fee.
Comple
te after
Customer needs - Create new Contract B (no
5 x Yes/No Additional Yes materia Yes
additional materials for additional material change)
l is
posted
Material on the Contract A and re-activate Active
original contract was it
wrong and needs to - Create new Contract B
Comple
be replaced if the for the right material
te after
price is not changed. - Do not post material on (no
6-B x Yes Additional Yes materia No
Contract A (ignored) change)
l is
- Post material on
posted
Contract B

b COSMOS
Contract
7.5 Create Customer contract for existing customer profile
7.5.1 Path

3. Open customer
4. Select Contract
7.5.2 Info

2. Click on Search to find the customer
3. Click on the blue customer ID of the customer you need

COSMOS b
Contract
Contract
4. You get the customer profile window

5. Click on tab “Contract”
6. Click on the button “Create new contract”

8. Select the appropriate Program Type

9. Depending on the Program Type the contract data will be different.

b COSMOS
Contract
7.5.2.1 Language instruction

COSMOS
Contract
b

b COSMOS
Contract
7.5.2.2 Kids Language Instruction
7.5.2.3 Kids Camp

COSMOS
Contract
b
7.5.2.4 Government Business Language Instruction

b COSMOS
Contract
7.5.2.5 Business / Management Training

COSMOS b
7.5.2.6 BSA (Berlitz Study Abroad)
Contract
7.5.2.7 Online / eBerlitz

b COSMOS
Contract
7.5.2.8 Testing
7.5.3 Other

COSMOS
Contract
b
10. Enter the contract data

11. Check with “Can Activate” if all entries are made to be able to activate
this contract
12. Save the data

OSMOS b
Contract
7.6 Create Contract from Offer
7.6.1 Path

2. Search customer
3. Click the tab “Offer”
4. Click on the link for Offer Details

5. Add or change missing data
Page 85/164 How to…

COSMOS
Contract
b
6. Set the check mark for “Valid to start transaction” and “Contract is signed”
as soon as this is done by the customer
7. Click to “Can Activate” to check if all necessary entries are done.

8. Save
9. You are back in the offer list
10. Click on the tab “Contract”
11. Select the contract
12. Click “Activate” to activate the contract

b COSMOS
Contract
7.7 Edit Customer Contract
As long as a contract is not activated the contract data can be changed.
Is a contract activated but not posted, you can click on “reverse activate” and
change entries as well. Do not forget to activate afterwards again.
Is a contract activated and lessons or activities posted, only very few things can be
changed.
7.7.1 Path

3. Mark the contract
4. Click on Edit
5. Go to tab Contract
6. Enter data
7. Save
7.7.2 Info

2. Click “Search” to find the customer
3. Click on the blue written customer ID of the customer you need

5. Click on the contract ID you need

COSMOS
Contract
b
6. Scroll to the end of the contract

7. Click on Edit and change the necessary data
8. Check with “Can Activate” if all entries are done to be able to activate this
contract
9. Save the contract

b COSMOS
Contract
7.8 View Customer Contract
7.8.1 Path

4. Click on Edit
5. Go to tab Contract
6. Enter data
7. Save
7.8.2 Info

3. Click the blue written customer ID of the customer you need
4. Click on the Contract tab

5. Click on the contract ID you need

COSMOS
Contract
b
6. To finish the view click on Close

b COSMOS
7.9 Company Customer contract
Contract
7.9.1 Path

3. Open customer
4. Select Contract
7.9.2 Info

3. Click the blue written customer ID of the customer you need

COSMOS b
Contract
Contract

14. Select the tab “Contract”
15. Click on the button “Create new contract”


18. Depending on the Program Type the contract data will be different.

b COSMOS
Contract
4. Enter in the part “Corporate Affiliation” the company information (the
company has to exist in COSMOS to be able to select data here).
5. Corporate Sponsorship – how many percent of the contract amount is
paid by company?

COSMOS
Contract b
6. If you have a percentage other than 0% or 100% you have to enter two
payment schedules (customer and company) here.
7. To be able to use both payment schedules you have to mark “Allow
sending detailed information to company” (see page before)
8. Enter the contract data
contract
10. Save the data

b COSMOS
7.10 Fix Term Contract
Contract
7.10.1 Path

3. Open customer
4. Select Contract
7.10.2 Info


COSMOS b
Contract
Contract

5. Click the tab “Contract”
6. Click to the button “Create new contract”


9. Because of the Program Type the contract data is different.

b COSMOS
Contract
10. Enter all data
contract
12. Beyond the Expiry date no schedule or lesson post is possible.

COSMOS
Contract
b
7.11 Activate Contract

To reverse the activation no transaction and no schedule must exist.
7.11.1 Path

3. Open customer
4. Select Contract
5. Activate
7.11.2 Info


OSMOS b
Contract
6. Click on “Activate”

COSMOS
Contract
b
7.12 Additional contract (Subcontract)

If the customer needs additional material or travel for an existing contract and this
contract is already activated and transactions are posted, you have to enter an
additional contract (Subcontract)
7.12.1 Path

3. Open customer
4. Mark the contract you want to create a subcontract for
5. Click on “Addition”
7.12.2 Info

3. Click on the tab Contract
4. Mark the contract for which you will create a additional contract
5. You get the contract window.

6. You see the information for the Original (main) contract
7. Some fields (e.g. start/end date) are already filled in

b COSMOS
Contract
8. Enter the additional data

9. Display name: enter free text (appears on printed contract under “Course
Content”, e.g. “Course Content: additional travel units”)
contract
11. Save the contract

COSMOS
Contract
b
12. When you are back in the Contract List you see this new contract with
some special information
7.12.3 Important
1. Contract Type = Display Name

2. For a travel contract a schedule of the travel is possible but the posting
has to be done in “Activity”
3. It’s possible to schedule more lessons, but you can’t post them.
4. For Travel-Only or Material-Only Subcontracts there are separate
programs: Material/Service and Travel. Use this description for searching.

b COSMOS
Contract
7.13 Lesson rate too low – approval needed for new contract
Geneva received a new ITA contract with a rate à 77.00 CHF per unit. The status
here was pending since the rate needed to be approved because it was too low.
The only two options are now: APPROVE CONTRACT or DISAPPROVE

CONTRACT:
If I click on DISAPPROVE, I have to enter a reason:

COSMOS
Contract
b
Then the contract status gets changed to INVALID:
I can now change the rate in the contract and make it valid, then active.

OSMOS b
Contract
7.14 Conversion of existing contract
If there is nothing posted and no invoice created you can change the status of the
contract back to „Valid“ (reverse activate). That will enable you to change the
details of the contract and – if necessary - also of the Group Course.
If items have already been posted you have to create a new contract. To enter this
kind of contract, mark the original contract and click on „Convert“. Enter a new
contract with the remaining lessons. If it is a group contract you have to enter a
new group course as well

COSMOS
Contract
b
7.15 Contract with a group of another LC

You can also enroll a customer in a group course of a different LC. In order to do
that the Delivery LC needs to have created the group and group course already
and let you know the name of it.
1. Create a customer contract following the steps described under 7.5.

2. Additionally click on the magnifying glass next to the field for “Group”. You
will get a search screen. Click on “Advanced Search” and add under
Delivery LC the LC where the group course will take place.
3. Enter the group name on top and click on “Search”. The course of the other
LC will also be listed. Select it and continue creating your contract.
4. Don’t forget to add the other LC as Delivery LC in your contract as well.
5. Activate.

b COSMOS
Program Profile
8 Program Profile
Do not schedule – means that you can add here unfavorable instructors for this
customer (be very careful with this function and check whether this is aligned with
company regulations, i.e. work council regulations)
8.1 Add new Program Profile (Language Instruction)

8.1.1 Path

3. Open customer
4. Select Program Profile
8.1.2 Info

4. Click on the tab Program Profile

COSMOS
Program Profile b
5. Select the Program Type (only necessary when the customer has more
than one contract)
6. Click on “Create”
7. Enter data
8. Save

b COSMOS
8.2 Add new Program Profile (BSA)
Program Profile
Program Profile
8.2.1 Path

3. Open customer
8.2.2 Info

4. Click to the tab Program Profile

COSMOS b
than one contract)
Program Profile
7. Enter data
8. Save

b COSMOS
8.3 Add new Program Profile (Kids Camp)
Program Profile
8.3.1 Path

3. Open customer
8.3.2 Info


COSMOS
Program Profile
b
than one contract)
7. Enter data
8. Save

b COSMOS
8.4 Change existing Program Profile
Program Profile
8.4.1 Path

3. Open customer
8.4.2 Info


COSMOS
Program Profile b
than one contract)
6. Click on “Edit”
7. Enter data
8. Save

b COSMOS
Program Progress
9 Program Progress
9.1 View Program Progress
9.1.1 Path

3. Open customer
4. Select Program Progress
5. Mark course
6. Click on “View Counseling Progress”
9.1.2 Info

2. Click on “Search” to find the customer
4. Click on the tab Program Progress

COSMOS
Program Progress b
5. Click on “View Counseling Schedule”

6. You see the list of counseling items which are already defined because of
the program you selected in the contract. They are highlighted in red as
there are no dates scheduled, yet.
7. Once you have added a schedule for this course, the counseling items
will be given a date automatically (please refer to point 23 Schedule)

b COSMOS
Program Progress
Important: The counseling schedule is generated automatically when the lesson
schedule is entered. The assigned teacher will also be the assigned counselor.
Those counseling items that need to be taken care of by a sales person or
someone other than the teacher need to be changed manually.

COSMOS b
9.2 Edit Existing Counseling / Program Progress
Program Progress
9.2.1 Path

3. Open customer
5. Mark course
7. Select counseling
8. Click on “Edit Counseling Schedule”
9.2.2 Info

3. Click to the blue written customer id of the customer you need
4. Click to the tab Program Progress

b COSMOS
Program Progress
5. All courses of this customer are listed
6. Mark the course you need
8. You see the list of counseling items which are already defined because of
the program you selected in the contract. They are highlighted in red as
there are no dates scheduled, yet.
9. Date – show the number of the lesson when the counseling will take
place

COSMOS b
10. If the lessons for this contract are already scheduled, you will see next to
the Number of lesson, the date of the schedule
Program Progress
11. If you need to edit a counseling mark this counseling and click on “Edit
counseling Schedule”

b COSMOS
Program Progress
12. You see the schedule for this contract
13. Changes may affect the complete schedule, starting from the date of the
chosen counseling item
14. When you open the counseling item via the blue link you can then also
enter the information for that particular counseling item (e.g. first
impressions, progress report)

COSMOS b
15. After posting you can also scan the documents (e.g. feedback forms,
progress reports, certificates etc.).
Program Progress
9.3 Add Counseling / Customer Progress

9.3.1 Path

3. Open customer
5. Mark course
7. Click on “Add Counseling Schedule”
9.3.2 Info


b COSMOS
Program Progress
8. If you want to add another counseling appointment click on “Add New

Counseling”
9. In the following screen you can choose between 3 different counseling

types (Orientation, Counseling, Retention)

COSMOS
Program Progress b
10. Add data

11. Save
12. You are back on the counseling overview
13. In order to assign a counselor and to set the date and time for the
appointment select the counseling item and click on “Edit Counseling
Schedule”

b COSMOS
Program Progress
14. Add data
15. Save

COSMOS b
9.4 Rearrange Counseling
Program Progress
If a lesson schedule is changed (e.g. cancellation of lessons) the counseling

schedule might be affected as well. In this case you will get an according warning.
It is then necessary to rearrange the counseling schedule as well.
9.4.1 Path

3. Open customer
5. Mark course
7. Select “Auto Rearrange Counseling”
9.4.2 Info


b COSMOS
Program Progress

7. Click on “View Counseling Schedule

COSMOS
Program Progress
b
8. If the lesson schedule was changed and not all the lessons have been
rescheduled then those counseling dates that are affected by the change
or cancellation of lessons are highlighted in red
9. Click on “select All”
10. Click on “Auto Rearrange Counseling”

b COSMOS
Program Progress
11. You might get the information that not all counseling items could be
rearranged. This can be the case when lessons were cancelled and (at
least some of them) not rescheduled. Click on “OK”
12. Those counseling items that cannot be scheduled because the according
lessons have not been scheduled yet remain highlighted in red.
13. Once remaining lessons are scheduled, the missing counseling items will
be planned in automatically again.

COSMOS b
9.5 Counseling – Learning cycle in COSMOS
Program Progress
9.5.1 COUNSELING STEPS
 Orientation lesson (1st lesson)

 First Impressions Survey (15% of course)
 Progress Report (45% of course)
 Retention Counseling (90% of course)
 Customer Satisfaction Survey (end of course)
 Certificate (end of course)
ORIENTATION LESSON
 The orientation takes places during the first lesson of the learning cycle.
The student will be told about pedagogical as well as administrative
matters.
 There‘s a notice on the ped card.
 The orientation lesson can be conducted by either the instructor, the LIS or
LCD depending on the customer’s level.
FIRST IMPRESSIONS
 These are surveys that the student fills in to let us know if they are satisfied
with their course so far. They should be given out after 15% of the course
has been completed.
 The instructor can receive these forms from the LCD, LIS or receptionist.
The survey must then be completed and handed back to the instructor (off-
site classes) or the receptionist (on-site classes).
PROGRESS REPORTS
 In addition to our instructors giving verbal feedback concerning the

customer’s progress throughout the course, we offer mid-level feedback in
the form of Progress Reports. This is an essential step in helping customers
achieve their goals.
 The Ped Cards will let the instructor know that grades for the students
should be entered in the appropriate field.
 This is to be done after 45% of the course has been completed.
 Progress Reports will then be placed with the Ped Card so that the
instructor can distribute them in the next lesson.

b COSMOS
Program Progress
RETENTION COUNSELING
 This is to be done after 90% of the course has been completed.

 The LCD or Sales Person will talk to the customer about the customer’s
satisfaction and whether or not the customer would like to continue taking
lessons with Berlitz.
LEVEL TEST – CERTIFICATE
 Once the customer has completed a level he can take a written level check
(40 min) or online level check (40 min).
 The instructor will use the Progress Reporting Grade Sheet and give grades
for the communication skills (speaking) as well as the total grade for the
written level check.
 If the customer took an online level check, the grades will automatically go
to both the customer and the LC. Online test results can be called up at any
time at: www.berlitz-europe.com/admintool.
 Standardized Berlitz certificates will then be prepared.
CUSTOMER SATISFACTION SURVEY
 At the end of the course the customer is asked to complete a Customer

Satisfaction Survey. The instructor should distribute the survey and either
collect it or ask the customer to hand it to the reception.

COSMOS
Program Progress
b
9.5.2 These are the learning cycle documents / counseling documents:
 Orientation lesson (Ped Card: to be printed out)

 “Your first impressions” (1st feedback form: to be printed out)
 Mid-counseling = Progress Report (Grading sheet: to be printed out)
 Retention counseling (appointment with sales person: it will appear in alert
system)
 Customer Satisfaction Survey (Last feedback form: to be printed out)
 Grading sheet for certificate (to be printed out)
 Certificate (to be printed out)
Adding more counselings is possible (see “add new counseling”), these

appointments will appear in purple on the schedule board. The minimum for an
additional counseling is 15 minutes, if it’s less, it doesn’t appear on the schedule
board.
To print out the learning reports (except ped card): go to each customer or group,
then program progress and there you can print out the document. You will find all
of them in the alert list and as a note on the ped card.
Please remember to scan in all counseling documents so you can save everything
and have an overview (see ABBY, not first COSMOS version).

b COSMOS
Program Progress
9.6 Print Ped Card
Two options to print a ped card:

1. customer – program progress – view lesson record – select open lessons
– print ped card
2. schedule – print report – select for all lessons or select lessons – print

COSMOS b
9.7 Print learning documents (except from the ped card)
Program Progress
1. Go to customer
2. Go to program progress
3. Go to view counseling schedule
4. Click on subject
5. Click on required report name
6. Print report

b COSMOS
9.7.1 Your first impressions
Program Progress

COSMOS
Program Progress b

b COSMOS
9.7.2 Grading Sheet for Progress report (Customer)
Program Progress

COSMOS
Program Progress
b
9.7.3 Grading Sheet for Progress Report (Group)

b COSMOS
Program Progress
To enter the progress report grades, you have to go to:
Customer – Program Progress – select contract – View Counseling Schedule –

Select first “Mid-Counseling” item and click on “Edit Counseling Results”
To print out the progress report you need to go to:
Customer – Program Progress – select contract – View Counseling Schedule –

click on the blue link of the second “Mid-Counseling” item

COSMOS b
9.7.4 Grading sheet for certificate
Program Progress

b COSMOS
Program Progress

COSMOS b
9.7.5 Last feedback form
Program Progress

b COSMOS
Program Progress

COSMOS
Program Progress
b

b COSMOS
Program Progress
Program Progress

COSMOS
Program Progress
b

b COSMOS
Program Progress

COSMOS
Program Progress
b

b COSMOS
Program Progress

COSMOS
Program Progress b

b COSMOS
Program Progress

COSMOS
Program Progress b

b COSMOS
Program Progress

COSMOS
Customer Follow Up
b
10 Customer Follow Up
10.1 Add new Follow Up
3. Open customer
4. Select Follow Up
5. Click on “Add”
10.1.1 Info

2. Click on Search
3. Click on the blue customer ID

4. Click now on the tab “Follow Up”
5. Click on Add

b COSMOS
Customer Follow Up
6. Enter data
7. Save

COSMOS b
10.2 Edit Follow Up
Customer Follow Up
10.2.1 Path

3. Open customer
4. Select Follow Up
5. Mark Follow Up
6. Click on “Edit”
10.2.2 Info

9. Click on Search
10. Click to the blue customer ID
11. Mark the Follow Up entry and click to “Edit”

b COSMOS
Customer Follow Up
12. Edit the entries
13. Save

COSMOS b
10.3 View Follow Up
Customer Follow Up
10.3.1 Path

3. Open customer
4. Select Follow Up
10.3.2 Info

2. Click to Search
3. Click to the blue customer ID
4. Click now to the tab “Follow Up”

b COSMOS
11 Customer History
Customer History
11.1 Customer History Details
11.1.1 Path

3. Open customer
5. Open customer
6. Select Customer History
11.1.2 Info

3. Click on the blue written customer id of the customer you need
4. Click to the tab Customer History

COSMOS
Customer History
b
5. This screen is subdivided into 4 sections

6. On top of the screen you can select one of the contracts. If you don’t
select you get all customer information

b COSMOS
Customer History
11.1.3 Pedagogical History
Here you can see the counseling dates, if they are already scheduled
and/or posted. Details (View Details) you can see as soon as a counseling
is posted and/ or results are entered.
11.1.4 Accounting History
All posted transactions are listed here. If the customer has more than one
contract all details are listed. With “View History” you get a report with all
transactions and more detailed information.
11.1.5 Follow Up
All Follow up information is entered here and shown here
11.1.6 Comments
In this section you can add specific information about this customer. Some
typical categories will help you to enter useful data.

COSMOS
Index
b
12 Index
Accounting .................................................................................. 3, 6, 8, 18, 21, 159
Accounting History .......................................................................................... 6, 159
Activate ................................................. 5, 35, 60, 68, 82, 84, 86, 92, 95, 96, 97, 99
Activity ......................................................................................................... 3, 8, 100
Addition ................................................................................................................. 98
Address ........................................................................................... 4, 36, 37, 38, 39
BSA ........................................................................................................... 5, 80, 107
Calendar ........................................................................................................... 3, 19
Can Activate ...................................................................... 60, 82, 84, 86, 92, 95, 99
Certificate .................................................................................................... 128, 130
Change LC ........................................................................................................ 3, 16
Checkbox .......................................................................................................... 3, 13
Checkbox deselect ................................................................................................ 13
Checkbox selected ................................................................................................ 13
Comb Box (show list) ............................................................................................ 13
Comments ....................................................................................................... 6, 159
Company ........................................................................................... 3, 5, 17, 21, 89
Consultation Preparation ....................................................................... 4, 52, 53, 54
Contact .................................................................................................................. 25
Context Menu (Accounting) (GL)........................................................................... 18
Context Menu (Accounting) (Payroll) .................................................................... 18
Contract . 4, 5, 21, 67, 68, 69, 71, 72, 73, 74, 83, 84, 85, 87, 89, 90, 93, 94, 96, 97,
98, 100, 104
Contract Type...................................................................................... 4, 69, 71, 100
Corporate Affiliation ............................................................................................... 91
Cosmos Story...................................................................................................... 3, 7
Counseling .............. 5, 113, 114, 116, 117, 120, 121, 122, 124, 125, 126, 128, 137
Culture .................................................................................................................. 16
Customer 3, 4, 5, 6, 8, 17, 21, 22, 25, 26, 28, 30, 31, 32, 33, 34, 35, 36, 38, 39, 40,
41, 42, 44, 45, 48, 50, 56, 64, 66, 71, 72, 73, 83, 85, 87, 89, 93, 96, 98, 105, 107,
109, 111, 113, 116, 120, 124, 128, 129, 130, 135, 137, 152, 154, 156, 157
Customer History ............................................................................................ 6, 157
Customer ID .............................................................................................. 28, 30, 32
Customer Profile ......................................... 3, 21, 25, 32, 34, 35, 36, 38, 39, 40, 41
Delivery LC.......................................................................................... 4, 24, 70, 104
Display Name ................................................................................................ 69, 100
Email ................................................................................................................. 4, 39
Employee .......................................................................................................... 3, 17
End Date ............................................................................................................... 68
First Impression................................................................................................... 128
Fix Term ............................................................................................................ 5, 93
Follow Up ................................................................................ 6, 152, 154, 156, 159
Goal Level ................................................................................................... 3, 21, 68
Government Business ........................................................................................... 78
Grading Sheet ......................................................................................... 6, 135, 136

b COSMOS
Group .............................................................................. 3, 6, 17, 71, 103, 104, 136
Index
Group Course ..................................................................................................... 103
Inquiry ................................................... 3, 21, 24, 25, 26, 27, 28, 29, 30, 31, 32, 33
Interview ................................................................................................... 40, 50, 51
Kids Language Instruction .................................................................................... 77
Language Instruction .......................................................................... 5, 77, 78, 105
Lesson Type ................................................................................................... 22, 24
List Box ............................................................................................................. 3, 13
Log On .................................................................................................................. 16
Manage LC ............................................................................................... 22, 24, 34
Mandatory ......................................................................................................... 3, 11
Material ............................................................................................... 3, 18, 72, 100
Mid-Counseling ................................................................................................... 137
Needs Assessment ........................................... 4, 40, 42, 43, 44, 48, 49, 50, 51, 52
Offer .....................................4, 24, 55, 56, 57, 58, 60, 61, 62, 63, 64, 65, 66, 67, 83
Offer Details .................................................................................................... 56, 83
Online ........................................................................................................... 80, 129
Orientation .......................................................................................... 121, 128, 130
Partial Match ..................................................................................................... 3, 15
Partial Match (Example Case A Enter “A” for First Name) .................................... 15
Partial Match (Example Case B Enter “A” for First Name & Last Name) .............. 15
Partial Match (with partial match) .......................................................................... 15
Payment............................................................................................................ 4, 69
Payment Schedule ............................................................................................ 4, 69
Ped Card................................................................................... 5, 68, 128, 130, 131
Pedagogical History ........................................................................................ 6, 159
Phone Number .................................................................................................. 4, 38
Placement Test ..................................................................................................... 45
Post....................................................................................................................... 72
Primary ......................................................................................... 29, 36, 37, 38, 39
Program 5, 24, 57, 68, 71, 74, 90, 94, 105, 106, 107, 108, 109, 110, 111, 112, 113,
116, 120, 124, 125, 137
Program Profile ....................................................................... 5, 105, 107, 109, 111
Program Progress ............................................. 5, 68, 113, 116, 120, 124, 125, 137
Program Type ..................................................... 57, 74, 90, 94, 106, 108, 110, 112
Progress Report ...................................................................... 6, 128, 129, 130, 136
Radio Button ..................................................................................................... 3, 14
Radio Button after select....................................................................................... 14
Radio Button default position ................................................................................ 14
Report ......................................................................................................... 128, 130
Reports ............................................................................................................... 128
Retention ............................................................................................ 121, 128, 130
Reverse ................................................................................................................ 72
Satisfaction Survey ............................................................................. 128, 129, 130
Schedule ........................................69, 114, 116, 117, 118, 120, 121, 122, 125, 137
Search .. 3, 15, 22, 23, 24, 25, 26, 28, 30, 32, 34, 36, 38, 39, 40, 44, 48, 50, 56, 64,
66, 73, 83, 85, 87, 89, 93, 96, 98, 104, 105, 107, 109, 111, 113, 116, 120, 124,
152, 154, 156, 157
Seminar Business ................................................................................................. 79

COSMOS b
Service ................................................................................................................ 100
Sponsorship .......................................................................................................... 91
Index
Start Level ......................................................................................................... 3, 21

Subcontract ....................................................................................................... 5, 98
Testing .................................................................................................................. 81
Time Picker ....................................................................................................... 3, 20
Travel ............................................................................................................ 71, 100
Unallocated Funds ................................................................................................ 21

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A.-K. Öller / G. Schröder / F. Steinkopf

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This is the COSMOS support email address: cosmos_support@berlitz.de

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1.1.1 TOP 1 Optimize Sales Activity

8 There will be only one COSMOS database per country.  Customer

1.1.2 TOP 2 Scheduling

1.1.3 TOP 3 Process Optimization

1.1.4 TOP 4 Accounting

Customized invoicing is now possible. A pack of invoices can be printed out at

1.1.5 TOP 5 Learning management

In COSMOS everything is interactive, the complete learning cycle can be found

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• Each instructor has a profile including skills

Learning • Counseling lessons are scheduable

• Schedule view is colored

• NTA is a question of editing rights of a customer

General: per country a centralized COSMOS database. Processes between the

How to… Version 0.9 Page 9/164

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Here are some examples.

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A List box is a commonly-used graphical user interface element. It is a

2.4 17Radio Button

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2-56 Radio Button

2-78 Radio Button

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2.5.1.1 Example Case A: Enter “A” for First Name

(Example Case A: Enter “A” for First Name)

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The display of COSMOS menu changes depending on user's authority.

2.8.1 Context Menu (Customer

13 Context Menu (Customer

2.8.2 Context Menu (Group

14 Context Menu (Group

2.8.3 Context Menu (Company

15 Context Menu (Company

2.8.4 Context Menu (Employee

16 Context Menu (Employee

2.8.5 Context Menu (Accounting

How to… Version 0.9 Page 17/164

17 Context Menu (Accounting

2.8.5.1 Visual Representation (GL)

18 Context Menu (Accounting

2.8.5.2 Visual Representation (Payroll)

19 Context Menu (Accounting

2.8.6 Context Menu (Material

20 Context Menu (Material

2.8.7 Context Menu (Administrative)

21 Context Menu (Administrative)

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The level the customer has now.

2.12.2 Goal Level