IRWIN Inventory Reconciliation for WINdows USER'S GUIDE Copyright (C) 1996 English Mountain Software, Inc. ALL rights Reserved Published by Spirit7 Software, Ltd. 1750 Kingdom Way Newport, TN 37821 LIMITED WARRANTY This software and reference material is sold "as-is" without warranty as to their performance. The entire risk as to the performance and results obtained from the use of this program are assumed by the user. However, to the original purchaser only, the publisher warrants the magnetic media on which the program is recorded to be free of defect in material and workmanship for a period of thirty (30) days from the date of purchase. INTRODUCTION This "guide" or on-line manual is available to familiarize you with the basic functions of the program. It can be printed from the menu options available as it is viewed. In addition, we have enabled you to edit the document in order to add or expand upon any topic you feel will benefit you or other users. You can search for any topic (or other test) in the guide by pressing the right mouse button as the document is being viewed, DEMO DATA The program includes a demo data base of approximately 35 records. This data base is provided so that you can experiment with the various program functions. Once you are ready to begin entering your own data, select the "File" menu option and "Delete" the inventory data base then "Pack" the data base. THE MENUS The menu bar at the top of the screen varies according to the window that is open. A little experimentation should make these functions obvious. The "Main Menu" contains the following options: 1. File: Options to reindex, delete, recall, and pack each of the system data bases. A. Reindex: This is a "housekeeping" function which can be used to rebuild the index files associated with each data base. Reindexing is not normally required because the program maintains the indexes automatically. However, if "corruption detected" errors occur, this function may correct the problem. If you are unable to "find" a record that you know is in the data base, reindexing may help. B. Delete: This option will delete all records in the selected data base. Deletion does not actually remove the record but causes it to be ignored by the program as if it were. Deleted records can be recalled until they are packed. C. Recall: This function "recalls" all deleted records. D. Pack: This function permanently removes all deleted records. It is recommended to print a "Deletion Report" before packing in order to have a hard copy record of deleted records. NOTE: It is desirable to pack the inventory data base occasionally to remove deleted records. A large accumulation of deleted records will effect the performance of the program. Print a deletion report first to confirm the removal of deleted records. 2. Edit: options to edit each of the system data bases. 3. Utilities: The utility options include functions to initialize the sales history, set the default costing method, and set the starting value for the order number. A. Initialize Sales History: This function will reset the "sold", "total received" and "returned" fields for each record. The values in these fields is automatically maintained by the program and can be edited as well as initialized. B. Edit Order Number: This function sets the starting value for the order number that is automatically assigned to inventory order sessions. This order number can be set manually for each item during the manual order process but if no order number is specified, the order number will be supplied and incremented with each new order session (auto or manual). 4. Reports: Each of the available system reports is listed here. Please consult the appendices for more info about report generation. SPEED SEARCH The Speed Search option will enable you to quickly locate records by item, description, vendor, alternate vendor, manufacturer, or cross reference. If a search is successful, the Browse window will open so that you can isolate duplicate item numbers, serial numbers, or location codes. FILTERS The filter function is a very powerful option that will enable you to segment the data base according to the filter criterion. The acceptable filter operators are : 1. .and. and 2. .or. or 3. str() converts numeric to character 4. val() converts character to numeric 5. = equals 6. <> does not equal 7. > is greater than 8. < is less than 9. dtoc() date to character 10. ctod() character to data Filters act on one or more field according to the filter conditions. The following examples illustrate the use of filters and the operators used to link two or more fields or expressions. 1. vendor="NORVA" isolates all records where the vendor is NORVA. 2. vendor="NORVA" .and. mfgr="TEC" isolates all records where the vendor is NORVA and the manufacturer is TEC. 3. vendor="NORVA" .or. mfgr="TEC" isolates all records where the vendor is NORVA or the manufacturer is TEC. 4. cost>100.00 .and. cost<200.00 isolates all records where the cost is between 100.00 and 200.00 5. vendor="NORVA" .and. str(cost)>100.00 isolates all records where the vendor is NORVA and the cost is greater than 100.00 ("<" indicates less than) Notice the use of the "str" function to convert the numeric field (cost) to a character field. Filters must be expressed in all character or all numeric (val) data. To set a filter, highlight an existing filter condition or add a new filter condition by pressing the right mouse button and select "Add Records". Once set, the filter will remain in effect until you clear it and will effect all program functions such as searches, report generation and browses. SELLING INVENTORY Click on the "SL" button to open the "sell window". Once the window is open, enter the reference number and quantity to sell for the desired item(s). You may press the right mouse button and select "Find Record" to locate the item you wish to sell (or press Atl+F). After entering the reference number (optional) and quantity sold for each item, close the window to process the transactions. ORDERING INVENTORY Inventory may be ordered automatically or manually. The auto order function will compare the count to the minimum and will order whatever quantity is necessary to bring the count to the maximum. The manual order function will allow you to order any item regardless of the count. If you do not specify an order number for the order, the system will supply it automatically. The order number will be automatically incremented each time it is used and may be reset in the "utility" menu. RECEIVING INVENTORY Inventory may be received automatically or manually. The auto receive function will receive all inventory that has been ordered using the specified costing method for each item. You may set a filter and auto receive only those records which meet the filter criterion. For example, you might set a filter for a single order number and auto receive all items on order under that number. WARNING: if you set a filter for auto receive, you must clear the filter before printing an order report! Manually received inventory can be received item by item and the costing method can be specified separately for each item if desired. If a quantity less than the quantity ordered is received, the difference is expressed as a backorder. ADDING AND EDITING INVENTORY To create a new record or edit an existing record, click on the "ADD/EDIT" button. You are now in "edit" mode and may edit any of the existing records. To add new records, press the right mouse button and select "Add Records" (or press "Ctrl+A"). The last record entered will be copied into the newly created record. This feature allows you to enter a succession of records by changing only the necessary fields from one record to the next. for example, if you are entering a series of serialized inventory items, you need change only the serial number field in the newly created record. To add a memo for the new record, double click on the memo icon in the "comments" field. To save the new record once it is entered, simply close the window. 1. ITEM: Alpha numeric/15 The item number is the "key" field for the system. Assign unique item numbers for each record and avoid duplicated unless the serial number or location fields are different for the duplicates. 2. SERIAL: Alpha numeric/15 Must be unique for each item. Therefore, if the item is "serialized", the count, minimum, and maximum must be "0" or "1". 3. DESCRIPTION: Alpha numeric/25 4. MFGR: Alpha numeric/5 5. MODEL: Alpha numeric/8 6. LOCATION: Alpha numeric/8 The location code usually consists of two groups of designator. The first group represents the building or warehouse for the item location while the remaining six characters represent the "bin" location in that warehouse. For example, the location code might be "14-A45". This code would represent warehouse number 14, first floor, rowA, bin 5. 7. STD_PACK: Numeric/5 This is the standard packaging for the item. For example, if the item number refers to a package of six and the pricing is for this package, the std_pack would be "6". If the pricing is for a single item, the std_pack would be "1" and the count should reflect the total number of such single items. 8. COUNT: Numeric/5 9. COST: Numeric/5.3 10. RETAIL: Numeric/5.3 11. WHOLESALE: Numeric 5.3 12. MAXIMUM: Numeric/5 13. MINIMUM: Numeric/5 14. TAXABLE: Logical/T or F or Y or N 15. VENDOR:Alpha numeric/17 16. ALT VENDOR: Alpha numeric/17 17. DEPARTMENT: Numeric/2 18. CROSS REF: Alpha numeric/15 This field lists an item number that can be substituted for the primary item number. 19. SUPERSEDE: Alpha numeric/15 This field is used to indicate an item number that has superseded the primary item number. 20. COMPOSITE: Logical This field designates the item as a "composite". Composites are inventory items that are made-up of other inventory items. An example would be a box of bandaids. The box would be a composite and the individual types of bandaids in the box would be "composite members". When the box is sold, the individual composite members would be sold in the quantities designated. (refer to the discussion of the "composites Browser" for additional details. 21. LAST RECD: Date 22. SOLD: Numeric/8 The "sold", "total recd", and "returned" fields make-up the sales history for this item. These fields can be edited but are automatically maintained by the program. 23. TOTAL RECD: Numeric/8 This is the total number of this items which has been received into inventory. 24. RETURNED: Numeric/8 This is the total number of this item which has been returned (defective). This field is not used in the stand-alone inventory program but is automatically maintained when the program is integrated into the complete point-of-sale system. 25. ORDERED: Numeric/5 The "ordered" , "received", and "backorder" fields make-up the order history for this item. These fields can be edited but are automatically maintained by the program. 26. RECEIVED: Numeric/5 27. BACKORDER: Numeric/5 28. COMMENTS: Memo NOTE: Certain rules apply to the data being entered in these fields: 1. If the item is serialized, and the count is "0", the count will be replaced with "1" 2. If the maximum is "0" and the count is "0", the count will be replaced with "1" 3. If the maximum is less than the minimum and the maximum is greater than "0", the maximum will be replaced with the minimum. 4. If the composite id "T" and the item has a superseding number, the composite will be replaced with "F". 5. If the count is less than the minimum, the item will be added to the re-order report. 6.If the count is greater than or equal to the minimum and the maximum is greater than "0", the item will be removed from the order report. 7. If the count is less than or equal to "0" and the maximum="0", the item will be deleted (not packed). 8. If the item is a composite (composite="T"), the composite data base will be searched and if the composite is found to be the composite member of another composite, the composite field will be changed to "F". THE BROWSERS The browsers will enable you to browse (add/edit) each of the data bases in the system. Press the right mouse button to find a specific item. TECHNICAL SUPPORT You must register your program with English Mountain Software to be eligible for technical support! If you purchased your program directly from S7S, you are automatically registered. If you purchased it from any other source, you must send us the completed registration form provided with the package in order to become registered. There are two levels of support available. Standard Support and Extended (BBS) Support. They are discussed below. STANDARD PRODUCT SUPPORT Standard Product Support is unlimited and free of charge to the registered user. You may contact our support department with questions regarding the operation of the program or with any other difficulty you may encounter with its use. Support is available through any of the four channels listed below. 1. Telephone: (423) 625-9866 Telephone support is available from 9:00 am to 4:30 pm (est). It is unlikely that we will return calls for tech support, however, we are normally available during the hours listed above and you should have no difficulty reaching us. 2. Mail: English Mountain Software, Inc. 1750 Kingdom Way Newport, TN 37821 3. Compuserve electronic mail: PPN # 73530,3234 4. Internet: http://ourworld.compuserve.com/homepages/spirit7 5. Fax (423) 625-9866 EXTENDED PRODUCT SUPPORT Extended Support is available for an annual fee of $75.00 and includes access to the Extended Support Library in our support BBS. This library provides continuously updated versions of our products and associated documentation assuring you of the latest in terms of both features and bug-fixes. In addition, the BBS serves as a electronic mail box for passing custom programming or other special files. The BBS also includes a large library of Association of Shareware Professionals (ASP) approved shareware which you may download at no additional cost! We update these libraries on a continuous basis and are an ASP approved BBS. Give it a try! (703) 949-4464 We will endeavor to support our users in the most professional and thorough manner. If you find a "bug" or simply need assistance in using the software, please contact us immediately. We will accept collect calls only if the problem involves a "bug" or anomaly. PROGRAM OPTIONS 1. Crystal Reports option: Crystal Reports combines the ease-of-use of a leading Windows based application with report design and data analysis features to make reporting tasks highly efficient. You can sort and subtotal in just one step, sort on groups, export reports to many file formats, distribute reports via integrated e-mail and much more... 2. Bar code option: IRWIN is capable of reading and writing bar codes with the optional bar code module. Contact EMS for additional details. CUSTOMIZING IRWIN We will make custom changes to the IRWIN program to suit you specific needs. These changes can include such things as special report generation, screen design, and even data base structure modifications. The cost for such changes usually ranges from $50.00 to 250.00. If you would like to adapt this software to your exact needs, we will be happy to give you an estimate. Here are some thing to keep in mind if you are considering custom changes to the IRWIN program... 1. Review the system thoroughly enough to know all of the changes you will require. Although changes can be made at any time and as often as necessary, it is frequently less expensive to do all modifications at one time. 2. Make up mock reports showing all report headings and any totals you wish to calculate. The report designs should be as complete as possible. We will make every effort to duplicate your design. EMS charges $25 for each custom report. Alternatively, you may purchase the Crystal Reports software which will enable you to create custom reports, labels, and more. Contact EMS for details. REGISTRATION Thank you for the opportunity to demonstrate IRWIN. If you decide to use this software beyond the evaluation period (60 days), you must register your copy with English Mountain Software The registration fee is $85.00 FOR EACH COPY IN USE. These are the benefits of registering the software... 1. You will receive a registered copy of the CURRENT version of IRWIN and you will be added to our mailing list so that you are assured of receiving upgrades, revisions, and new product information. UPGRADES ARE FREE TO REGISTERED USERS. 2. Your registered program includes the BDE configuration utilility. With this utiltiy you will be able to read data files from other systems such as Paradox. The utiltiy also enables you to inport and export data to and from ASCII files. 3. You will be able to purchase the "Chrystal Reports" Windows report writer at a special discount price. 4. You will become eligible to receive unlimited FREE telephone support as outlined in the appendix to the Manual (Manual.doc). 5. We will make custom changes to registered software as outlined herein. 6. If you discover a "bug" or anomaly in the software, we will attempt to resolve the problem within 5 days from the date that we receive the notice of the bug. 7. It's the right thing to do! Shareware is a distribution method NOT a type of software. We encourage you to copy this program (shareware version) and distribute it to anyone you feel would benefit from it's use. However, if you plan to use the program beyond the evaluation period, please register your copy with S7S. This is not "FREE" software in any sense of the word. We depend upon the honesty and integrity of those who use this software in order to continue to provide the top quality software in this "try before you buy" format. 8. It's the law! Shareware is copy righted software just like any you would purchase form a retail store. English Mountain Software is a member of the association of Shareware Professionals. For more information about shareware or the ASP, please contact the ASP: Association of Shareware Professionals Jan Abbot, Executive Director 545 Grover Road Muskegon, MI 49442-9427 616-788-5131 (phone) 616-788-2765 (fax) HOW DO I REGISTER? 1. You may order with MC, VISA, AMEX, or DISCOVER from the Public (Software) Library by calling 800-242-4775 or 713-524-6394 or by FAX to 713-524-6398 or by CIS Email to 71355,470. You can also mail credit card orders to PsL at PO Box 35705, Houston, TX 77235-5705 2. You may register IRWIN on Compuserve (GO SWREG). 3. You may order via E-Mail: 73530.3236@compuserve.com or http://ourworld.compuserve.com/homepages/spirit7 4. You may Complete the following registration form and send it to EMS along with the registration fee or use the "REGISTER" button in the program to complete and print the form. 5. You may call our order processing dept at 1-800-450-4661 (orders only, please). ORDER FORM/INVOICE Please complete this form and return to the address below. Enclose a check in the amount indicated on the completed invoice. YOUR NAME:_______________________________________________________ BUSINESS NAME:___________________________________________________ ADDRESS:_________________________________________________________ CITY:________________________________ ST:______ ZIP:_____________ PHONE:_______________________________ NAME OF PRODUCT:_IRWIN____ SERIAL NUMBER:__________VERSION:_1.02_ WHERE DID YOU OBTAIN YOUR COPY OF THIS SOFTWARE?:________________ PLEASE INDICATE THE DISKETTE SIZE REQUIRED: ____3 1/2 ____ 5 1/4 ____ IRWIN registration................. $85.00 ea $_____________ ____ BBS Extended Support (1st year).....$75.00 ea $_____________ Tennessee residents add .065% sales tax ...........$_____________ TOTAL DUE:.(US Funds only, please).................$_____________ Please make cecks, etc. payable to : English Mountain Software, Inc. 1750 Kingdom Way Newport, TN 37821 (423) 625-9866 CREDIT CARD ORDERS You can order with MC, VISA, AMEX, or DISCOVER from the Public (Software) Library by calling 800-242-4775 or 713-524-6394 or by FAX to 713-524-6398 or by CIS E-mail to 71355,470. You can also mail credit card orders to PsL at PO Box 35705, Houston, TX 77235-5705 SITE LICENSE A site license is an inexpensive way for more than one person to legally use one copy of a program on more than one computer at a time. Site licenses are designed for companies, offices or workgroups where more than one person in the organization needs to use a product, but does not need additional manuals or disks. Site licensing enables companies, departments, government agencies, etc., to equip their personnel with the tools they need at a minimal cost. Here's how it works: The company purchasing a site license (the licensee) provides a single point of contact for shipping, technical support, upgrades, etc., and we (the licensor) provide a "golden master" of the diskettes, manual, and any other parts of the package. These "masters" may be copied and distributed according to the terms of the site license. If you are interested in a site license, please contact us during normal business hours for additional information. English Mountain Software 1750 Kingdom Way Newport, TN 37821 phone and fax (423) 625-9866 support BBS (423) 625-0376 Compuserve PIN 73530,3236 Internet http://ourworld.compuserve.com/homepages/spirit7