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1993-11-13
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FREON MANAGER 1.1 USER'S GUIDE |
|
(C) 1993 One World Software |
All Rights Reserved |
Table of Contents
TABLE OF CONTENTS........................................... i
WHAT IS SHAREWARE?......................................... ii
WARRANTY STATEMENT......................................... ii
LICENSE AGREEMENT.......................................... ii
SECTION ONE: Getting Started................................ 1
1.1 Introduction...................................... 1
1.2 Installation...................................... 1
1.3 Running the Program............................... 2
1.4 General Operation................................. 3
1.5 Modes of Operation................................ 3
1.6 Getting Help...................................... 5
1.7 Key Summary....................................... 6
1.8 Initial Data Entry................................ 6
1.9 Closed and Open Records........................... 7
SECTION TWO: Databases..................................... 9
2.1 Refrigerant Types and Inventory................... 9
2.2 Refrigerant Usage History........................ 10
2.3 Refrigerant Acquisitions......................... 11
2.4 Refrigerant Disposal............................. 12
2.5 Physical Inventory............................... 13
2.6 Vendor Database.................................. 14
2.7 Customer Database................................ 15
2.8 Technician Certifications........................ 16
2.9 Recycle/Recovery Equipment Certifications........ 16
SECTION THREE: Reports.................................... 18
3.1 Refrigerant Inventory Report..................... 18
3.2 Refrigerant Audit Trail.......................... 19
3.3 Job Usage Report................................. 20
3.4 Acquisitions Report.............................. 20
3.5 Disposal Report.................................. 21
3.6 Vendor Listing................................... 22
3.7 Customer Listing................................. 22
3.8 Technician Listing............................... 23
3.9 Recovery/Recycle Equipment Listing............... 23
3.10 Refrigerant Inventory Labels.................... 24
3.11 Vendor Shipping Labels.......................... 24
3.12 Customer Mailing Labels......................... 25
SECTION FOUR: Utilities................................... 26
4.1 Archive Data..................................... 26
4.2 Unarchive Data................................... 26
4.3 Compress Data Files.............................. 27
4.4 Reindex Data Files............................... 27
APPENDIX A: Program Configuration.......................... 28
APPENDIX B: Adding/Editing Printer Codes................... 29
APPENDIX C: In Case of Difficulty.......................... 30
WHAT IS SHAREWARE?
Shareware is a means of marketing and not a type of software.
With the shareware distribution method, you are encouraged to try the
software on your system for a limited period of time free of charge.
Then, when you detemine the software is right for you, you pay the fee
requested by the author. This provides you the ultimate money-back
guarrantee: if the software is not right for you, simply erase it from
your system.
Shareware authors encourage you to share the shareware version of
their programs with friends and associates, and to upload the program
to bulletin board systems (BBSes) provided you follow some simple
terms. These terms generally differ from author to author and can be
found in the accompanying documentation.
The major benefit of shareware is that software developers can
save huge amounts of money on distribution and advertising costs. These
savings are passed on to you, the customer by means of high quality low
cost software. By sending in the requested fee for a program you are
using, the author can continue to bring you these great deals. In
addtion, most developers will provide some additional benefit from
registering.
Shareware can only work if you do your part! If you are using a
program, then by all means send in the registration!
WARRANTY STATEMENT
This program is provided as-is with no warranty or guarrantee of
any kind. One World Software and its agents are in no manner
responsible for results obtained by use of this program or for damages
incurred as a result of use of this program. One World Software does
not guarrantee the suitability of this software to any given intent or
purpose. You as Customer assume the responsibility for the selection of
this software to achieve your intended results, and for the
installation, use, and results obtained from the program.
In no case shall the liability of One World Software exceed the
paid purchase price of this program.This disclaimer may not be valid in
some states, and you may have other rights that vary from state to
state.
LICENSE AGREEMENT
You are permitted to install and use this software on your system
for a trial period not to exceed 30 days. Use of the program after this
period requires a fee to be paid and a license to be granted by One
World Software. See the file REGISTER.DOC included with this package
for more registration details.
You are encouraged to give a copy of this program to your friends
and upload it to your favorite BBS provided you follow this simple
giudelines:
1. Commercial software vendors and business interests must comply with
the terms outlined in VENDOR.DOC included with this package.
2. You must include all files from this package in complete and
unmodified form.
3. You may not charge a fee for the program.
That's it. Thank you for taking the time to look this package
over. For any questions or comments, please contact One World Software
by one of the methods listed in REGISTER.DOC.
SECTION ONE: Getting Started
1.1 Introduction
Freon Manager is a comprehensive refrigerant tracking system for
IBM and compatible computer systems. This package will handle all your
day to day refrigerant management needs. Freon Manager tracks
refrigerant acquisitions, disposal, losses due to inventory and job
usage separately for every refrigerant type you handle. Additional data
bases included keep up with vendors, customers, technician
certifications, and refrigerant recovery equipment.
Freon Manager does not attempt to replace systems handling your
finances or purchase orders. Freon Manager instead maintains complete
records of all transactions involving refrigerants as required by the
Clean Air Act of 1990.
Some features of Freon Manager are:
* simplified data entry
* complete dBASE III compatibility
* flexible reporting
* customer, vendor, certification, and recovery equipment databases
* wide variety of printer support
Freon Manager requires the following hardware and software: * IBM
PC, XT, AT, or close compatible computer * 640K system memory * DOS 3.1
or greater * hard drive with at least 2 megabytes of free space *
printer * video monitor * mouse (optional)
Please take the time to study this manual carefully before using
the program. This will eliminate time consuming errors and frustration
with getting the program set up and operating. You will save the time
you spend reading the manual now many times over in the future.
1.2 Installation
Freon Manager is easy to install on your computer system. Exit
from any menu program or DOS shells you may be running. Now, make a
copy of the distribution diskette(s) for installation and archival
purposes with the DOS DISK COPY command like this:
1. Place the distribution diskette in drive A:.
2. At the DOS prompt, type DISKCOPY A: A: and press <Enter>.
3. When prompted, place a blank disk (of the same type as the
distribution diskette) into drive A: and press <Enter>.
4. Repeat steps 1 through 3 for the second diskette (if present).
NOTE: If you are using a floppy drive other than A: then substitute
the proper drive letter for A: in the steps listed above.
Put your original distribution diskette(s) in a safe place.
Install Freon Manager from your new archival backup disk by placing it
in drive A: (or other appropriate drive) and entering at the DOS
prompt:
1
A:INSTALL <Enter>
This starts the installation program.
The installation program creates a directory named FREON on your
hard drive and copies the required files from the floppy disk. If you
are upgrading from a previous version of the program, the installation
program:
* copies your original data files to a new directory named FROLDDAT in your FREON
directory, and
* converts your data into the new format (registered version only)
At this point you can either run Freon Manager or exit to DOS.
Use the arrow keys to highlight the selection of your choice and press
<Enter>.
1.3 Running the Program
If you are running Freon Manager from a menu or shell program,
consult its documentation for details on how to install new
applications. Ensure the menu program sets the active directory to
FREON or Freon Manager may not function correctly.
You may start the program from the DOS command line by entering
the following commands:
CD \FREON <Enter>
FREON <Enter>
This starts the program. The title screen will appear on the
screen. Press a key to pass the title screen or wait 10 seconds for the
screen to move on of its own accord. The main menu appears next, unless
this is the first time you have run the program. If this is the first
time you have run the program, the configuration screen is the first
thing you see. Briefly, the configuration screen is where you set up
Freon Manager to work with your system. See Appendix A for more
information on configuring the program.
All menus in Freon Manager behave in a similar fashion. Freon
Manager has three major menus which group program functions by
similarity of function. The main menu provides access to all databases
and other menus. The report menu presents a list of reporting options.
The file utility menu presents functions for maintenance and repair of
your databases.
Each menu has a highlight bar showing which option is selected.
Make a selection by using the arrow keys to move this bar to the option
of your choice and pressing <Enter>. Also, each option has a single
letter printed in high intensity. You can press this "hotkey" to
immediately select an option. Mouse users can select an option by
moving the mouse cursor to the selection of their choice and clicking
the left button once.
Anywhere in the program you may press <Esc> to back up one step.
Pressing <Esc> at the main menu exits the program. The program asks you
to confirm the exit. Press "Y" or <Enter> to exit the program, or press
"N" or <Esc> to remain in the program.
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1.4 General Operation
This section provides details concerning screen layout, data
entry, and other general information concerning the operation of Freon
Manager. For more information on the best approach to initial data
entry, consult section 1.8, "Initial Data Entry"
A data entry screen or form appears on the screen when you select
a database. This form is your interface to the data base. All data
entry forms in Freon Manager are similar in appearance and behave in a
similar fashion.
The top line of the data entry form shows information concerning
the form or database. Information provided on this line is the name of
the data base, the current time, the current mode of operation (section
1.5), and on some forms the record status (section 1.9). On menus, the
top line shows the menu name and time. For reports this line shows the
report name and time.
The section of the form enclosed by a large box is the actual
data entry area of the form. This area contains field names printed in
high intensity and fields, printed in inverse. You type data into these
fields and read data displayed in the fields. Field names tell you the
purpose of each field.
The cursor is always on the active field. You can move to
different fields while entering or editing data in one of several ways:
* Press the <Tab> or <Enter> key to advance one field.
* Press <Shift- Tab> to retreat one field.
* Use the up or down arrow keys to move forward or back.
* Click the mouse on a field.
This collection of data fields on the screen makes up a data
record. A collection of data records together in one file makes up a
data base. Therefore, each data entry form in Freon Manager is really a
template for a data base.
Buttons located at the bottom of the form perform special
operations within the program. Printed on each button is the key stroke
that activates it and what the button does. Each form has at least two
buttons. The leftmost button always produces a help summary for
whatever you may be doing, while the second button exits the form.
Operate these buttons in one of three ways:
* Move the cursor to the button with the movement keys and press <Enter>.
* Press the key stroke combination printed on the button.
* Click the mouse on the button.
On each form there may be a field name highlighted in bright blue
(or bright inverse on monochrome monitors). The meaning of the
highlight changes with the mode of operation and is explained in
greater detail in the next section.
1.5 Modes of Operation
Each form works in one of three general modes of operation: add
mode, browse mode, and search mode. Each mode works as the name
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implies: add mode adds records, browse mode looks at records, and
search mode searches for records. The current mode of operation shows
in the upper left corner of the form.
Change the current mode of operation by using the following
function keys:
F1 -- Go into add mode
F2 -- Go into browse mode
F3 -- Go into search mode
Mouse users can click on the mode display to pop up a mode change
menu. This menu lists all modes of operation and functions like all
other menus in the program.
Once records are available in a database, you may change modes at
will. You can add new records, look over existing records or search for
records without concern.
Add mode adds new records to a database. All fields on the form
go blank when you start add mode. The program automatically goes into
add mode whenever there are no records in a data base to show.
Enter a record by typing information into each field. Use the
movement keys to move between fields, entering all desired information.
When the information is in the fields, press <F10> to save it. The
program saves the data you entered into the database, the program
sounds one high pitched beep, and the fields clear again to accept new
data.
You will note as you enter some fields in add mode that the field
name becomes highlighted in bright blue (bright inverse on monochrome
monitors). This highlighting indicates an associated look-up table is
available for this field. A look up table is a menu of records in
another area of the program you can use as information for the current
field. Many fields throughout the program have look-up tables
associated with them.
Press the <F8> key while the field name is highlighted to access
the look up table. This produces a pop-up menu on the right side of
your screen containing items you may select. Move the highlight bar
with the arrow keys to highlight a choice and press <Enter>. The
program fills the field with the contents from the look up table. If
there are more records in the table than what fits on the screen,
browse the look up table using the <PgUp>, <PgDn>, <Home> and <End>
keys. If you decide not to select an item from the look up table you
can press <Esc> to return to the data entry form.
Browse mode lets you look over and edit your records. When you
enter a form for the first time you start in browse mode if there are
records in the data base. The first record in the data base shows on
the screen. If you leave a form and later return, the record you last
accessed will appear.
Browsing records is accomplished by indexing. An index is a list
of records stored in a particular sorted order. Browse mode uses an
index to look through your records, on the basis of the current indexed
order (index fields vary between data bases). Indexing is performed
completely by the program: this information is provided only to help
you become familiar with record access.
4
Browse records by using the <PgUp> and <PgDn> keys. Pressing
<PgDn> brings the next record in the index to the screen. <PgUp> brings
the previous record to the screen. The program sounds a low pitched
beep to let you know when you reach the end of an index. You can move
directly to the last record in an index by pressing and holding the
<Ctrl> key and tapping <PgDn.> Likewise, you may move directly to the
first record of an index by pressing <Ctrl- PgUp>. You can also move
directly to any record in the data base by using search mode (described
in more detail a few paragraphs ahead).
While in browse mode one field name is highlighted in bright
blue. This highlighting indicates the field used for the current index.
For example, if the highlighted field name is Invoice Number, then
pressing <PgDn> shows successively higher invoice numbers. <PgUp> shows
successively lower invoice numbers. Many forms have more than one index
field available. Pressing <F5> changes the current index whenever more
than one index is available. Pressing <F5> continually will cycle
through all available index fields.
You can edit records while in browse mode. To edit a record,
bring the record you wish to edit to the screen. Use the cursor
movement keys to move the cursor to the field(s) to edit. Make any
desired changes to the record. After you have made all the changes,
press <F10>. The program updates all records and indexes required by
the changes, then sounds one high pitched beep. CHANGES TO RECORDS ARE
NOT SAVED UNLESS <F10> IS PRESSED!
You may also delete records while in browse mode. To delete a
record, bring the record you wish to delete to the screen. Press <F4>
to delete the record. The program sounds a high pitched beep and asks
you to confirm the deletion. Answer the question by pressing "Y" or
<Enter> to delete the record, or by pressing "N" or <Esc> if you decide
not to delete the record. Once you confirm the deletion, the program
deletes the record and sounds two high pitched beeps. The next record
in the index is automatically shown on the screen.
WARNING: Once you delete a record there is no way to get it back!
Search mode can locate any particular record in the data base.
When initiating search mode, all fields on the form clear and the
cursor is placed on the current index field. Enter the data (either
full or partial) to search for and press <F10>. The program looks for
the closest match to the text you entered and shows it on the screen.
You are then placed into browse mode.
Searches are performed only index fields. Pressing <F5> cycles
through all index fields if more than one index is available. Changing
the index field in search mode changes the index field for browse mode
as well.
Most search fields have associated look-up tables. Look-up tables
are available whenever the index field name is highlighted in bright
blue. Pressing <F8> accesses a look-up table showing all available
records in the data base.
1.6 Getting Help
Pressing <Alt-H> on any menu or form accesses a help screen on
5
whatever you may be doing at the time. This help screen lists your
options and provides other information about the task at hand. Mouse
users can click on the help button located on the bottom of each
screen.
At the bottom of each help screen are hyper links to other
related help topics. A hyperlink is text enclosed by the characters "U"
that leads to screens containing related information. Use a hyperlink
by pressing <Tab>, <Shift-Tab> or arrow keys to move the cursor to a
link of your choice and pressing <Enter>. The related information pops
on to the screen. Mouse users can click the mouse on a hyperlink.
Press <Esc> when you are ready to exit help. Mouse users can exit
help by clicking on the upper left corner of the help window. Exiting
help closes the help window and returns you to whatever you were
previously doing.
1.7 Key Summary
The following chart lists all keys with special meanings
associated with them. These keys function the same throughout the
program.
KEY PRESS FUNCTION
-----------------------------------------------------------------
ALT-H Help
F1 Go into Add Mode
F2 Go into Browse Mode
F3 Go into Search Mode
F4 Delete Current Record
F5 Change active index
F8 Bring up look up table
F10 Action key (complete pending action)
ESC Exit current form or program
TAB Move cursor to next field
ENTER Same as Tab (form) or select item (menu)
SHIFT-TAB Move cursor to previous field
UP/DOWN ARROWS Select item (menu) or move cursor (form)
PgUp Display previous record in index
PgDn Display next record in index
CTRL-PgUp Display first record in index
CTRL-PgDn Display last record in index
1.8 Initial Data Entry
A most important part of any computer-based data base system is
how well you perform the initial data entry. Without a good base from
which to start, a computerized data base system cannot deliver
meaningful results for some time. Please try to set aside some time to
compile and enter as much data as possible right from the start.
The order in which you enter data is also important and will
determine how long the initial data entry takes. By following the
procedure outlined below, you can reduce the initial data entry time
down to a minimum:
* If you use more than one or two vendors to supply your refrigerant
needs, enter vendor information in the vendor database first. The
6
program saves considerable typing effort by supplying the vendor's
name, address and phone number when selected from a look-up table.
* Enter technician names in the technician database next. At this
point it is not important to completely fill every field for each
technician. Rather, by defining each employee in the database you can
select their names from a look-up table instead of typing them.
* Perform a physical inventory of the different refrigerant types
used by your business. Compile a list of the types you use, the amounts
on hand, and where you store them. Enter the refrigerant types in the
types and inventory database. Enter the quantity on hand for each
refrigerant type in the physical inventory database. Your initial data
entry is now complete.
* Note it is not possible to modify the inventory level from the
refrigerant types and inventory screen. The entire purpose of the
program is recording every transaction that affects your inventory
level. For this reason you may not directly modify the refrigerant
inventory level field. Inventory levels are adjusted by the program
based on physical inventory records, job usage records, and records of
acquisitions and disposal.
* You may wish to enter customer information in the customer
database. Enter just those customers serviced on a regular basis. This
saves time later by supplying the customer's name and address when
selected from a look-up table.
From this point forward expect to spend 10-15 minutes a day
updating refrigerant transactions. Each day you should enter job usage,
refrigerant acquisitions and refrigerant disposal. Only by dedicated
effort can you adequately track your refrigerant transactions to meet
current government standards.
1.9 Closed and Open Records
Freon Manager maintains two types of records for those that
change the inventory level of refrigerant types (those records are job
usage, acquisition, disposal, and physical inventory records -
otherwise known as transaction records). You can modify or delete an
open record at will. A closed record may not be deleted or modified.
The program displays a record's status on the upper left side of the
data entry form. The purpose of open and closed records is discussed
momentarily; first, let's find out what makes a record open or closed.
A closed record is a transaction record whose date is prior or
equal to the latest physical inventory on file for a refrigerant type.
An open record is a record whose date is later than the latest physical
inventory for that refrigerant type.
There are many reasons for the open and closed record system. Of
primary importance, this open and closed system maintains the tightest
possible record of your refrigerant inventory. Once you enter a
physical inventory record for a refrigerant type, it is not possible to
alter any usage, acquisition, disposal, or earlier inventory records
prior to the inventory date. These records determine the refrigerant
type's audit trail leading up to the inventory.
Once you have entered a physical inventory record, the program
assumes you have reconciled all outstanding transactions and have
7
accounted for losses or gains of refrigerant due to inventory. Since
these losses or gains are reconciled, no further transactions leading
up to the inventory date are possible. Thus, the period prior to
inventory date becomes closed. You may not modify any record in the
closed period, nor may you enter new records in this period.
The only method by which modification of closed records is
possible is by deleting physical inventory records until the date range
in question becomes open. Remember that every change entered will
affect the reported refrigerant inventory level. It is not possible to
make a change in refrigerant inventory without having some record of
the transaction.
The open and closed record system results in a tightly controlled
record of refrigerant transactions. With this system you can show a
complete history of refrigerant transactions in your business.
8
SECTION TWO: Databases
This section covers the structure of each data base, and each
field's intended purpose. Special considerations are mentioned as
required for each data base.
2.1 Refrigerant Types and Inventory
The Refrigerant Types and Inventory screen tracks refrigerant
types used by your business. This screen also shows current amount of
each type of refrigerant present in your inventory.
This data base is the focal point for the entire program. All
refrigerant transaction data bases and reports use this database as an
anchor. Changes made to this data base reflect in others that use
refrigerant fields. Deleting a record from this data base deletes all
acquisition, disposal, job usage and physical inventory records for the
refrigerant type.
Refrigerant Type
This is the trade name or common name you use to reference this
particular refrigerant. This field is the only index field for the
refrigerant data base. A look up-table containing refrigerant types is
available by pressing <F8> while in search mode. You must enter this
field while entering new records.
Chemical Name
Use this field to record the chemical name for this particular
refrigerant type.
Class, Group
Record the EPA class and group for this refrigerant type here.
The program prints this information on inventory labels.
Storage Locations
You have three lines for typing storage locations for this
refrigerant type. This information is an option for some reports.
Vendor
Use this field for documenting your primary vendor of this
refrigerant type. Pressing <F8> here while in add mode produces a
look-up table of vendors.
Vendor Phone
Enter the phone number used to reach your primary vendor. If you
selected a vendor from the vendor look-up table, the program fills this
field from the vendor file for you.
Current Inventory
This is the amount of this particular refrigerant type you have
on hand. You can not directly modify this field. Rather, the program
keeps this field current from the usage, acquisition, disposal, and
physical inventory records you enter elsewhere. This way you have no
undocumented changes in the amount of refrigerant you have on hand. The
program sets this field to zero when you add a new refrigerant type.
Comments
The screen provides two lines for any comments you may have about
this refrigerant type.
9
2.2 Refrigerant Usage History
This data base tracks service calls made by your company
involving refrigerant usage. In addition to showing the customer,
refrigerant type and amount used, it also updates the program's current
inventory level for the refrigerant type indicated.
Deleting a job usage record adds any refrigerant loss to (or
subtracts any refrigerant gain from) the program's inventory of the
refrigerant type in the record. This way you cannot have an
undocumented loss or gain of refrigerant.
Invoice #
This field is a record of the job ticket or invoice number for
the service call. The program uses this field as the primary index of
the data base. A look-up table of invoice numbers is available by
pressing <F8> while in search mode.
Although you can use the same invoice number more than once in
this data base, the program does not let you use the same refrigerant
type with the same invoice number more than once. The program assumes
you will enter a separate record for each unique refrigerant type used,
even if there are several types on one ticket. To assist you to this
end, the program watches the invoice numbers you enter while in add
mode. If you enter an invoice number that is already in the data base,
the program retrieves the date, technician, and customer information
you used on the previous record and places it into the appropriate
fields. The program then moves the cursor right to the refrigerant
field.
Date
Put the date the job was performed in this field. This date may
not be earlier than the date of the last physical inventory for the
refrigerant type specified. The program requires this field.
Technician
Use this field to record the person responsible for the
refrigerant usage on this job. A look-up table of technicians is
available in add mode by pressing <F8>.
Customer Name
Record the customer name in this field. The program uses this
field as a secondary index for the data base. A look-up table of
customers is available by pressing <F8> while in add mode, and in
search mode if this field is the current index field.
Customer Address, City, State, Zip Code, Phone
These fields are self-explanatory. If you selected a customer
name from the look-up table, the program automatically fills these
fields from the customer data base for you.
Refrigerant Type
Use this field to track the type of refrigerant used on this job.
The program requires this field to create a new record. If the
technician used more than one refrigerant type on this invoice number,
then you must complete a separate job usage record for the other types.
The program uses this field as a secondary index. A look-up table of
refrigerant types is available by pressing <F8> while in add mode, or
10
while in search mode if this field is the current index field.
Amt. Recovered
Use this field to document refrigerant reclaimed as part of this
job. This field, together with the next, determines your overall
refrigerant usage for the job. This field defaults to zero if you do
not enter an amount.
Expended
Enter the amount of refrigerant used on the job in this field.
This amount can be the same refrigerant reclaimed in the above field.
This field defaults to zero if you do not enter an amount.
Balance
The program calculates this field by taking the amount of
refrigerant recovered on this job and subtracting the amount of
refrigerant expended. The resulting balance can be greater or less than
zero, depending on the contents of the previous two fields. The program
adds this balance to the refrigerant's current inventory level. You do
not have access to this field.
Comments
You have two lines to enter comments about this job usage record.
2.3 Refrigerant Acquisitions
This data base keeps track of every refrigerant purchase made by
your business. In addition to showing the vendor, refrigerant type and
amount purchased, this data base also updates the program's current
inventory level for the refrigerant type specified.
Deleting an acquisition record subtracts the amount of
refrigerant purchased (from the record) from the current inventory
level of the refrigerant type specified. This way you cannot have an
undocumented gain of refrigerant.
Invoice #
This field is a record of the purchase order or invoice number
for the sale transaction. This field is the primary index field for
this data base. A look-up table of invoice numbers is available by
pressing <F8> while in search mode if this field is the current index
field.
Although you can use the same invoice number more than once in
this data base, the program does not let you use the same refrigerant
type with the same invoice number more than once. The program assumes
you will enter a separate record for each unique refrigerant type
purchased, even if several different types are all on one ticket. To
assist you to this end, the program watches the invoice numbers you
enter while in add mode. If you enter an invoice number that is already
in the data base, the program retrieves the date and vendor information
you used on the previous record and places it into the appropriate
fields. The program then moves the cursor right to the refrigerant
field.
Date
Put the date of the transaction in this field. This date may not
be earlier than the date of the last physical inventory for the
refrigerant type specified. The program requires you to fill in this
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field.
Refrigerant Type
This field is for the type of refrigerant purchased. The program
requires this field to create a new record. If you purchased more than
one type of refrigerant on this invoice number, then you must complete
a separate acquisition record for each refrigerant type included. The
program uses this field as a secondary index for this data base. A
look-up table of refrigerant types is available by pressing <F8> while
in add mode, or while in search mode if this field is the current index
field.
Amount Purchased
Enter the amount of refrigerant purchased on this invoice in this
field. The program requires this field to create a new record. The
program adds this amount to the current inventory level for the
refrigerant type specified.
Purchased From
This field is the vendor from whom you purchased the refrigerant.
The program uses this field as a secondary index for this data base. A
look-up table of vendors is available by pressing <F8> while in add
mode, or while in search mode if this field is the current index field.
Address, City, State, Zip, Phone
These fields are self explanatory. If you chose a vendor from the
look-up table the program fills these fields from the vendor database.
Comments
You have three lines to enter any comments you may have about
this acquisition record.
2.4 Refrigerant Disposal
This data base keeps track of every refrigerant sale (other than
to customers) made by your business. In addition to showing the vendor,
refrigerant type and amount sold, this data base also updates the
program's current inventory level for the refrigerant type specified.
Deleting a disposal record adds the amount of refrigerant sold
(from the record) to the current inventory level of the refrigerant
type specified. This way you cannot have an undocumented loss of
refrigerant.
Invoice #
This field is a record of the purchase order or invoice number
for the sale transaction. This field is the primary index field for
this data base. A look-up table of invoice numbers is available by
pressing <F8> while in search mode if this field is the current index
field.
Although you can use the same invoice number more than once in
this data base, the program does not let you use the same refrigerant
type with the same invoice number more than once. The program assumes
you will enter a separate record for each unique refrigerant type sold,
even if several different types are all on one ticket. To assist you to
this end, the program watches the invoice numbers you enter while in
add mode. If you enter an invoice number that is already in the data
base, the program retrieves the date and vendor information you used on
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the previous record and places it into the appropriate fields. The
program then moves the cursor right to the refrigerant field.
Date
Put the date of the transaction in this field. This date may not
be earlier than the date of the last physical inventory. The program
requires this date.
Refrigerant Type
Enter the type of refrigerant sold in this field. This field is
required for adding a new record. If you sold more than one type of
refrigerant on this invoice number, then you must complete a separate
disposal record for each refrigerant type included. The program uses
this field as a secondary index for this data base. A look-up table of
refrigerant types is available by pressing <F8> while in add mode, or
while in search mode if this field is the current index field.
Amount Sold
Enter the amount of refrigerant sold on this invoice in this
field. This field is required for adding new records. The program
subtracts this amount from the current inventory level for the
refrigerant type specified.
Sold To
This is the vendor to whom you sold the refrigerant. The program
uses this field as a secondary index for this data base. A look-up
table of vendors is available by pressing <F8> while in add mode, and
while in search mode if this field is the current index field.
Address, City, State, Zip, Phone
These fields are self explanatory. If you chose a vendor from the
look-up table, the program automatically fills these fields from the
vendor data base.
Comments
You have three lines to enter any comments you may have about
this disposal record.
2.5 Physical Inventory
The physical inventory form tracks physical inventories performed
by your business. This data base plays an important part of maintaining
an accurate count of refrigerant types in your possession. You should
perform a physical inventory of each refrigerant type on a regular
basis.
Adding a new inventory record does several things in Freon
Manager. First the program adds any losses or gains of refrigerant due
to inventory to the inventory level of the refrigerant type specified
in the record. Then the program closes the date range up to and
including the date of the inventory. This means any transaction (usage,
acquisition, disposal, or previous inventory) for the refrigerant type
specified having a date equal to or before the date of the inventory
will become closed. You will no longer be able to modify these records.
You will not be able to enter a new record with a date in the closed
date range.
The latest inventory record for a refrigerant type remains open.
You can modify this record should you desire to do. However, all
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earlier records for this refrigerant type remain closed.
If you absolutely must modify a locked record, delete inventory
records (starting with the newest) until the date range in question
becomes open. The reasoning of this strict requirement is any
modification of a transaction record prior to an inventory record can
possibly destroy the integrity of the refrigerant type's audit trail.
Deleting an inventory record returns the balance of refrigerant
from the record back to the refrigerant type's inventory level. This
deletion also opens the date range between the date of the deleted
record and the date of the record immediately prior to the deleted one.
Date Conducted
Enter the date of the inventory in this field. This field is the
primary index field for this data base, and is required by the program
for adding a new record.
Refrigerant Type
Enter the refrigerant type being inventoried here. The program
uses this field as a secondary index field for this data base. The
program requires a refrigerant type to add new records. A look-up table
of refrigerant types is available by pressing <F8> while in add mode,
or while in search mode if this field is the current index field.
Conducted By
Record the person conducting the inventory. A look-up table of
technicians is available by pressing <F8> while in add mode.
Amount Reported
This field is amount of refrigerant that the program thinks you
have. After you enter a refrigerant type the program places the
reported inventory level from the refrigerant types and inventory data
base here. Although you may modify this field, it is important this
field reflects the program's reported inventory! Changing this value
may destroy the integrity of the refrigerant audit trail.
Actual Amount
Enter the results of your physical count in this field. The
program requires this field to add a new record.
Balance
The program calculates this field by subtracting the actual
amount of refrigerant from the amount reported by the program. This
field may be greater than or less than zero depending upon the amounts
entered. You do not have direct access to this field.
Comments
You have four lines to enter your comments about this inventory
record. Use these fields to justify any difference of refrigerant
levels reported.
2.6 Vendor Database
This data base keeps a handy record of major suppliers and
vendors with whom you do business. The program uses this data base as
information for look-up tables in other parts of the program. Using
this database greatly reduces time required for performing general data
entry.
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Modifying a vendor name, address or phone number changes this
information in every record referencing this vendor. Deleting a vendor
simply removes the vendor from this data base and does not affect any
other data base.
Vendor Name
Enter the name of the vendor here. This field is the only index
field used for this database. A look-up table of vendors is available
by pressing <F8> while in search mode. This field is required for
adding new records.
Vendor Address, City, State, Zip Code
These fields are self-explanatory.
Phone 1, Ext., Phone 2, Ext.
Enter the primary and secondary phone numbers and extensions for
the vendor here. The program references the primary phone number if you
use the vendor look-up table in the refrigerant types and inventory
form.
Contacts
Use this field for entering names of salesmen.
Products
You have two lines for entering the primary products purchased
from this vendor.
2.7 Customer Database
This data base keeps a handy record of major customers with whom
you do business. The program uses this database as information for
look-up tables in other parts of the program. Using this database can
greatly reduce time required for performing general data entry.
Modifying a customer's name, address or phone number changes this
information in every record referencing this customer. Deleting a
customer simply removes the customer from this data base and does not
affect any other data base.
Customer Name
Enter the customer's name here. This field is the primary index
field for this database. A look-up table of customers is available by
pressing <F8> while in search mode. This field is required for adding a
new record.
Customer Address, City, State, Zip Code
These fields are self-explanatory.
Phone
Enter the phone number for the customer here.
Contact
Use this field for entering the primary contact person for this
customer.
PM Agreement
If you have a PM agreement with the customer, answer this field
with a "Y". Otherwise this field defaults to "N".
15
Contract Number
Use this field for recording the PM contract number for the
customer. This field is a secondary index field for this database. A
look-up table of contract numbers is available by pressing <F8> while
in search mode if this field is the current index field.
2.8 Technician Certifications
This data base tracks information about your service technicians.
The program uses the names entered here as information for look-up
tables in other areas of the program. Using this data base greatly
reduces the time required for general data entry.
Changing a technician's name in this data base changes all
occurrences of the name in other data bases using the name. Deleting a
technician removes the technician from this data base only and does not
affect records from any other data base.
Technician Name
Enter the technician's name in this field in the format last,
first, MI. This field is the only index field. The program requires
this field for adding new records.
Certification By
Enter the certifying agency's name here.
Certification Type
Put the technician's certification type here.
Social Security
Use this field for recording the technician's social security
number.
Technician Address, City, State, Zip, Phone
These fields are self-explanatory.
Comments
You have three lines to enter any comments you may have about
this technician.
2.9 Recycle/Recovery Equipment Certifications
This data base keeps a handy record of reclaim or recycle
equipment.
Equip. Name
Use this field for recording names of equipment items. This field
is the only index field for this data base. The program requires this
field for adding new records.
Self Contained?
Answer this field with either a "Y" or "N" to indicate whether or
not this piece of equipment is self contained.
Model Number
Record the equipment model number.
Date Purchased
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The date the equipment was purchased.
Serial Number
Record the equipment serial number here.
Manufacturer
Quite simply the name of the manufacturer.
Mfg. Address, City, State, Zip, Phone
These fields are self-explanatory.
Last Certified
Enter the date the equipment was certified as operational here.
There is as of yet no standard for equipment testing and certification,
but you should consider having your equipment tested at least annually.
Vacuum Level Achieved
This field records the vacuum level the equipment was able to
achieve on the certification test. As stated above, there are as of yet
no set standards in this area.
By Whom
Enter the certifying agency's name here. A look up table of
vendors is available by pressing <F8> while in add mode.
17
SECTION THREE: Reports
This section outlines the reporting options available to you from
within Freon Manager. Reports are selected from a menu similar in
operation to the main menu. When you select a report, a form similar to
other data entry forms appears on the screen. Each form has several
fields for entering information to determine what the output of the
report will be and in many cases, what the contents of the report are.
Every report form is identical in layout and operation. At the
top of the form are the form title and a time display. The area inside
the large box is the data entry and instruction area. Buttons at the
bottom of the form provide help and exit the form. Many fields in the
reports use look-up tables by pressing <F8> when the field name
highlights in bright blue.
Each report has a field labeled "Send output to". This field
determines where the program sends the output of the report. When you
first enter the form, this field contains PRINTER. PRINTER sends the
report output to the printer selected in the program configuration. You
can use this field to send output to a text file by entering a DOS file
name in this field. Freon Manager creates a disk file of this name and
sends the report output there in standard ASCII format.
You can also use this field to view the report output directly on
the screen by putting "SCREEN" in this field. After the report
finishes, the program displays the first page of the report on the
screen. Use the <PgUp>, <PgDn>, <Home>, <End>, and arrow keys to browse
the report. If the report is wider than 80 columns the right arrow key
will scroll the screen horizontally. Press the <Esc> key to return to
Freon Manager.
Enter all desired data in the fields and press the <F10> key to
start the report. Press <Esc> if you wish to interrupt the report
before finishes.
You are not restricted to using just this program for obtaining
reports from your data. Freon Manager uses industry standard dBASE III
files and indexes. You can use any program that can import dBASE files
for report generation. Some other packages with this ability include
FoxPro, PC Tools and dBASE itself. One word of caution: DO NOT MODIFY
THE DATA FILES WITH THESE OTHER PACKAGES! Doing so may disturb the
interrelations maintained by Freon Manager.
3.1 Refrigerant Inventory Report
The Refrigerant Inventory Report prints a list of all entered
refrigerant types and the current amount of inventory for each. This
report is 80 columns wide.
Starting Refrigerant Type
Use this field for starting the report at any given refrigerant
type. Refrigerant types are reported alphabetically, in ascending
order. If this field is left blank the report starts with the first
refrigerant type on file. A look-up table of refrigerant types is
available by pressing <F8>.
Ending Refrigerant Type
This field stops the report at any given refrigerant type.
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Refrigerant types are reported alphabetically, in ascending order. If
this field is left blank, the report ends with the last refrigerant
type on file. A look-up table of refrigerant types is available by
pressing <F8>.
Include Storage Locations?
You can include storage locations for each refrigerant type by
answering this field with a "Y" for yes. This field defaults to "N" so
as not to include storage locations in the report.
Include Comments?
Entering a "Y" for yes in this field prints the comments for each
refrigerant type. This field defaults to "N" so as not to include
comments in the report.
Include Vendor?
The listed vendor and phone number for each refrigerant type may
be included in the report by entering a "Y" in this field. This field
defaults to "N" so as not to include vendor information in the report.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.2 Refrigerant Audit Trail
This report is a complete accounting of all transactions for any
refrigerant type for any specified date range. The report starts with a
physical inventory record (for the refrigerant type given) closest to
the date you specified. For this reason, audit trails may not be run
for any refrigerant type that does not have at least one physical
inventory record on file. For more information on this subject, see
section 1.9 of this manual.
This report is 132 columns wide. If you specified a 132 column
printer in the program configuration the report prints 14" wide. If 80
columns was specified then compressed print is used for the report.
Refrigerant Type
Specify the refrigerant type to report. A look-up table of
refrigerant types is available by pressing <F8>. You must give a
refrigerant type before the report can run.
Start Date
Enter the date from which you wish to report. If this field is
left blank, the report starts with the date of the earliest physical
inventory record for the refrigerant type specified.
End Date
This is the last date you wish to report. If this field is left
blank, the report lists all transactions later than the start date.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
19
3.3 Job Usage Report
The job usage report lists job usage records for date ranges,
refrigerant types, customers and technicians you specify. This
information is presented in ascending date order.
This report is 132 columns wide. If you specified a 132 column
printer in the program configuration the report prints 14" wide. If 80
columns was specified then compressed print is used for the report.
Start Date
Enter the date from which you wish the report to start. If this
field is left blank the report starts with the first job usage record
on file.
End Date
This is the date to which to report. If this field is left blank
the report lists all job usage records dated later than the specified
start date.
Starting Refrigerant Type
Use this field to start the report with any given refrigerant
type. Refrigerant types are reported alphabetically in ascending order.
If this field is left blank, the report starts with the first
refrigerant type on file. A look-up table of refrigerant types is
available by pressing <F8>.
Ending Refrigerant Type
This field stops the report at any given refrigerant type.
Refrigerant types are reported alphabetically in ascending order. If
this field is left blank, the report ends with the last refrigerant
type on file. A look-up table of refrigerant types is available by
pressing <F8>.
Customer Filter
Use this field if you desire to limit the report to jobs
performed for a particular customer. If used, this field should match
the desired customer name exactly. A look-up table of customers is
available by pressing <F8>.
Technician Filter
Use this field to limit the report to jobs performed by a single
technician. If used, this field should match the technician's name
exactly. A look- up table of technicians available by pressing <F8>.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.4 Acquisitions Report
This report presents a list of acquisition records for date
ranges, refrigerant type and vendor of your selection. This report is
80 columns wide.
Start Date
Enter the date from which you wish to start the report. If this
field is left blank the report starts with the earliest acquisition
record on file.
20
End Date
This is ending date for the report. If this field is left blank
the report lists all acquisitions later than the report start date.
Refrigerant Type Filter
Use this field to limit reporting to acquisitions of a particular
refrigerant type. If used, this field should match the desired
refrigerant type exactly. A look-up table of refrigerant types is
available by pressing <F8>.
Vendor Filter
Use this field to limit reporting to acquisitions from a
particular vendor. If used, this field should match the vendor name
exactly. A look-up table of vendors available by pressing <F8>.
Include Vendor Address?
Putting a "Y" in this field includes the vendor's address in the
report. This field defaults to "N" so as to not print the vendor's
address.
Include Comments?
Placing a "Y" in this field includes comments from the vendor's
record. This field defaults to "N" so as to not print comments.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.5 Disposal Report
This report lists disposal records for the date ranges,
refrigerant type and vendor of your choice. This report is 80 columns
wide.
Start Date
Enter the starting date for the report. If this field is left
blank the report starts with the earliest disposal record on file.
End Date
This is the date to end the report. If this field is left blank
the report lists all disposal records later than the start date.
Refrigerant Type Filter
Using this field limits reporting to disposal of any particular
refrigerant type. If used, this field should match the desired
refrigerant type exactly. A look-up table of refrigerant types is
available by pressing <F8>.
Vendor Filter
Using this field limits reporting to disposals made to any
particular vendor. If used, this field should match the vendor name
exactly. A look-up table of vendors available by pressing <F8>.
Include Vendor Address?
Placing a "Y" in this field includes the vendor's address in the
report. This field defaults to "N" so as not to print the vendor
address.
Include Comments?
21
Putting a "Y" in this field includes comments in the report. This
field defaults to "N" so as not to print the comments.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.6 Vendor Listing
This report lists vendors from the vendor database. This report
is 80 columns wide.
Starting Vendor
This field is the vendor with which to start the report. Vendors
are reported in ascending alphabetical order. If this field is left
blank the report starts with the first vendor on file. A look-up table
of vendors is available by pressing <F8>.
Ending Vendor
Enter the vendor with which to end the report here. If left blank
the report will end with the last vendor on file. There is an
associated look-up table of entered vendors available.
Include Contacts?
Entering a "Y" here includes contacts for each vendor as stored
in the vendor file. This field defaults to "N" so as not to print
vendor contacts.
Include Products?
A "Y" in this field lists products sold by the vendor. This field
defaults to "N" so as not to include vendor products in the report.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.7 Customer Listing
This report lists customers from the customer database. This
report is 80 columns wide.
Starting Customer
Enter the customer with which to start the report in this field.
Customers are reported in ascending alphabetical order. If this field
is left blank the report starts with the first customer on file. A
look-up table of customers is available by pressing <F8>.
Ending Customer
Enter the customer with whom to end the report here. If this
field is left blank the report ends with the last customer on file. A
look-up table of customers is available by pressing <F8>.
Include Contact?
Entering a "Y" in this field includes the customer's contact.
This field defaults to "N" so as not to print the customer contact.
Include Equipment?
A "Y" in this field includes the customer's equipment on the
22
report. This field defaults to "N" so as not to print the customer
equipment.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.8 Technician Listing
This report lists technicians from the technician data base. This
report is 80 columns.
Start Technician
Enter a starting technician in this field. Technicians are
reported in ascending alphabetical order. If this field is left blank
the report starts with the first technician on file. A look-up table of
technicians is available by pressing <F8>.
End Technician
Enter the ending technician in this field. If this field is left
blank the report ends with the last technician on file. A look-up table
of technicians is available by pressing <F8>.
Include Address?
Placing a "Y" in this field includes the technician's address in
the report. This field defaults to "N" so as not to print the address.
Include Certifying Agency?
Put a "Y" in this field if you desire to include the certifying
agency on the report. This field defaults to "N" so as not to include
the agency.
Include Comments?
Entering a "Y" in this field causes the report to include
comments with the report. This field defaults to "N" so as not to
include the comments.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.9 Recovery/Recycle Equipment Listing
This report lists recovery/recycle equipment. This report is 132
columns wide. If you specified a 132 column printer in the program
configuration the report prints 14" wide. If 80 columns was specified
then compressed print is used for the report.
Starting Equipment
Enter the starting equipment name here. Equipment items are
stored in ascending alphabetical order. A look-up table of equipment is
available by pressing <F8>. If this field is left blank the report
starts with the first equipment record on file.
Ending Equipment
Put the last equipment item to report in this field. A look up
table of equipment is available by pressing <F8>. If this field is left
blank, the report ends with the last equipment item on file.
23
Include Mfg. Address?
Placing a "Y" in this field includes the manufacturer's address
on the report. This field defaults to "N" so as not to include the
address on the report.
Include Certifying Agency?
Enter a "Y" here if you desire to include the certifying agency
on the report. This field defaults to "N" so as not to include the
agency.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.10 Refrigerant Inventory Labels
This report is not an actual report, but is a label printing
routine instead. This report prints labels for placement on your
refrigerant containers. Information placed on labels includes your
business name, the refrigerant type, chemical name, class and group.
Output is formatted for 1 7/16" by 4" by one across form feed label
stock.
Start Refrigerant Type
This field is the refrigerant type with which to start label
printing. Refrigerant types are stored in ascending alphabetical order.
If this field is left blank the program starts printing with the first
refrigerant type on file. A look-up table of refrigerant types is
available by pressing <F8>.
End Refrigerant Type
Enter the last refrigerant type to print in this field. If this
field is left blank the program ends with the last refrigerant type on
file. A look-up table of refrigerant types is available by pressing
<F8>.
Copies to Generate
Enter the number of duplicate labels for each refrigerant type
here. You may print up to 99 labels for each refrigerant type. This
field defaults to one label for each refrigerant type.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.11 Vendor Shipping Labels
This is not an actual report, but is a label printing routine
instead. This report prints labels for shipping things to your vendors
or distributors. Output is formatted for 1 7/16" by 4" by one across
form feed label stock.
Start Vendor
This field is the vendor with which to start label printing.
Vendors are stored in ascending alphabetical order. If this field is
left blank the program starts printing with the first vendor on file. A
look-up table of vendors is available by pressing <F8>.
24
End Vendor
Enter the last vendor to print here. If this field is left blank
the program ends with the last vendor on file. A look-up table of
vendors is available by pressing <F8>.
Copies to Generate
Enter the number of duplicate shipping labels to print here. You
may print up to 99 labels at one time for each vendor. This field
defaults to printing one label.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
3.12 Customer Mailing Labels
This is not an actual report, but is a label printing routine
instead. This report prints labels for mailing to your customers.
Output is formatted for 1 7/16" by 4" by one across form feed label
stock.
Start Customer
Place the customer with which to start printing here. Customers
are stored in ascending alphabetical order. If this field is left blank
the report starts with the first customer on file. A look- up table of
customers is available by pressing <F8>.
End Customer
Enter the last customer name to print in this field. If this
field is left blank the report ends with the last customer on file. A
look-up table of customers is available by pressing <F8>.
Send Output To
This field defaults to "PRINTER". Entering a file name sends the
output to a disk file. "SCREEN" shows the report on the screen.
25
SECTION FOUR: Utilities
Freon Manager has four built-in utilities to help manage and
safeguard your data files. These utilities are accessed from the
Utility Menu. The following sections tell you important information
about the operation of these file utilities and the correct situations
to use them.
Although these utilities are designed with the utmost safety for
your data in mind, by their very nature they deal with your files in a
very low-level way. Your files are susceptible to damage from power
outages, brownouts, and other external events while the utilities are
running. The chances of actual damage are very small, but they do
exist. Therefore, YOU SHOULD ALWAYS PERFORM A DATA BACK UP BEFORE
RUNNING THESE UTILITIES! This point cannot be stressed enough. You may
never need to use the back up, but why gamble?
Due to the number of high quality back up utilities available,
Freon Manager does not provide a back up service. You may use whatever
package suits your needs best. When performing a back up of Freon
Manager's data you need save only files having a .DBF or .NDX
extension.
4.1 Archive Data
This utility removes closed records from your data files. During
the normal course of using the program, closed records accumulate on
your system. These records are useful for determining refrigerant audit
trails, purchasing trends, and other information. After a period of
time you will want to remove old records from active status.
This utility does not entirely remove the old records from your
system. These records are simply moved to a new data file and deleted
from the active data files. Records involved in these archival
transfers are acquisition, disposal, physical inventory and job usage
records. Note that only closed records are removed.
To use the utility, simply enter the record date range you wish
to archive and press <F10>. The program handles all further processing.
Leaving the date fields empty removes all closed records from your
system. You cannot stop the utility once it has started so be sure to
allow plenty of time for running this utility to completion. The
program sounds two beeps when finished.
Records are not physically removed from your data files by this
utility. If you want to reclaim the disk space used by these old
records then run the compression utility described below.
Data can be restored at any time using the Unarchiving utility,
described next.
4.2 Unarchive Data
This utility retrieves records archived using the archive
utility. Simply enter the date ranges of records you wish to unarchive
and press <F10>. Leaving the date fields blank restores all data. You
cannot interrupt this utility once it is running.
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4.3 Compress Data Files
As you enter and delete records, the files on disk can grow to a
large size. Deleted records are not physically removed from disk when
they are deleted. Instead, they are removed from all indexes and just
marked as deleted in the data file. They still consume space on your
hard drive.
This utility physically removes deleted records from your data
files. This is accomplished by reading active records from each data
file and creating a new one. Since this utility possibly requires
several hours to complete, it is best run after hours, or during the
weekend. BE CERTAIN TO PERFORM A DATA BACK UP BEFORE RUNNING THIS
UTILITY! Freon Manager takes the best possible care of your data, but
you should always create a data back up before any major operation
takes place.
There are no parameters for this utility - simply press <F10> to
start it. The program sounds two beeps when it finishes.
4.4 ReIndex Data Files
This utility creates a new index for each data file used by the
program. Reindexing may be required if power is interrupted during a
record update, while a utility is running, or other such occurring
calamity. Run this utility if you experience errors accessing your
data.
This utility possibly requires several hours to run to
completion. It is best run after hours or during the weekend. BE
CERTAIN TO PERFORM A DATA BACKUP BEFORE RUNNING THIS UTILITY! Freon
Manager takes the best possible care of your data, but you should
always create a data backup before any major operation takes place.
There are no parameters to enter for this utility - simply press
<F10> to start it. The program sounds two beeps when it finishes.
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APPENDIX A: Program Configuration
Configuration of the program is performed on the program set up
screen. This screen contains information vital to the operation of the
program. The configuration screen appears automatically if the program
cannot locate its configuration file (like you are running the program
for the first time).
The program uses the information contained on this screen in many
different areas of the program. You should know a little about your
system hardware before configuring the program.
Company Name
Enter your company name as you wish it to appear on printed
reports and output.
Company Address, City, State, Zip
These fields are self-explanatory.
Printer Type
In this field put the name of one of the supported printer types.
Press <F8> when the field name is highlighted in bright blue to pop up
a look-up table of all supported types. Use the arrow keys, <PgUp>,
<PgDn>, <Home> or <End> keys to locate a printer matching your
equipment. If you do not see your exact printer on the list, you can
either select a printer close to your model or add your printer to the
printer list. If you do not see a printer type close to yours, then
check your printer's manual to see if it supports any emulations
supported by Freon Manager.
Entering a printer name not present on the list will result in
your printer not functioning correctly! At present Freon Manager
supports 163 printer types, many of which group printers by
manufacturer (ex: EPSON - MOST). If you are still unable to find a
printer type matching yours, see Appendix B for information on how to
add a new printer to the list.
Port
This is the parallel port to which your printer is attached. This
field defaults to printer port one and is generally correct for most
systems. Change this field only if you are certain your printer is
attached to a different port. Freon Manager supports LPT1 through LPT3.
Form Width
This field is for entering the width of paper you are using in
the printer, measured in columns. Standard 8.5" x 11" printer paper is
considered to be 80 columns wide. Wide carriage printers may use either
standard paper or wide paper. Set this field to 132 columns if you are
using a wide carriage printer with wide paper; otherwise use the
default value of 80.
Height
This is the height of the paper you are using with your printer,
measured in character lines. 66 lines is standard for 11" paper. Change
this value only if you are sure the paper size used is different.
After entering all the information in the above fields press
<F10>. The program saves the information you entered and returns to the
main menu. Freon Manager is now configured for your system.
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APPENDIX B: Adding/Editing Printer Codes
Although Freon Manager supports a wide variety of printers, it is
possible the program does not directly support your printer. If this is
the case you may either add new printer support yourself or change an
existing printer definition to suit your needs.
Before editing or adding new printers, you should consult your
printer manual to see what emulation modes are available to you. Many
printers can emulate other printers, and perhaps Freon Manager can
support the emulation. Adding or editing the printer definitions may
not be needed at all.
Start printer code editing from the program configuration screen
by pressing <Alt-P>. The printer editing window appears on the screen.
This window is actually a data entry form for editing printer
definitions and operates like other forms in the program. Like all
other data entry forms, the printers may be browsed by using the
regular browsing keys. This form also has Add and Search modes just
like all other forms in the program. On this form are the printer name
and two sets of fields for the actual printer codes.
You will need your printer manual to proceed further. If you are
adding a new definition to the data base, press <F1> to place the form
into add mode and skip the next paragraph.
To modify an existing printer definition, press <F3> to enter
search mode. A look-up table of all the printers is available by
pressing <F8>. Select a printer to modify and press <Enter>. The
printer definition you selected will be shown on the form.
The top field of the data entry form is the name of the printer
as it appears in the program. Type in or edit the name to suit your
needs. The next field is actually a set of eight fields. These fields
contain the numeric codes required by your printer to set pica print
(10 characters per inch, or the printer default mode). The codes are
presented to the printer from left to right. In these fields place the
numeric codes required by your printer to set pica mode. If there are
fewer than eight codes required, fill the remaining fields with zero.
The bottom set of eight fields is for codes required to place
your printer in condensed mode. Fill these fields just as you filled
the pica codes.
When the codes are entered press <F10> to save them to disk. If
you are in add mode, the fields clear to permit a new entry. At this
point you may enter another printer definition, press <F2> to switch to
Browse mode, or press <Esc> to return to the configuration screen.
Please note that editing a printer definition does not
necessarily change your configured printer. You should make sure the
printer definition you want shows on the configuration screen. If it
does not, just use the look-up table for the field (available by
pressing <F8> when the field is highlighted in bright blue) and select
it. Then press <F10> to save your new configuration.
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APPENDIX C: In Case of Difficulty
Freon Manager consists of 9 separate data bases, all controlled
by one program. There is a large amount of "behind the scenes"
manipulation of these files. The program does its best at all times to
ensure file integrity. However, during the course of normal operations
the power may fail, the computer can be accidentally unplugged, or
other problems may occur while files are being updated. The result is
data bases may become "out of sync" with each other.
Out of sync data files will cause access errors. When Freon
Manager encounters an error while accessing data, it tells you about it
and exits to prevent further damage to the files. At this point you
should run the reindexing utility.
Before performing any operation that directly modifies your data
files (such as executing a utility), always back up your data. It is a
good idea to back up on a regular basis. A data backup should be
performed no less than once a week.
If errors are encountered during reindexing or data file
compression, then you may have more serious problems. This indicates
there may be a problem with the data files themselves. In this case,
the first thing to do is create a backup of your data files. DO NOT USE
A PREVIOUS SET OF BACK UP DISKETTES! This creates a "snapshot" of how
your files are without destroying your last known good back up set.
Next, exit to the DOS prompt. Change to the FREON sub directory
by giving the command
CD \FREON <Enter>
Determine if any utility has been interrupted by looking for
files with the ".OLD" extension. Give the command
DIR *.OLD <Enter>
DOS should reply with "File not found". If you find any matching
files, delete them with the command
DEL *.OLD <Enter>
See your DOS operating manual for more information on the DEL
command. Now perform the reindex or compression utility again. If the
utility completes without errors, you are finished.
If errors still occur, a problem with the data files themselves
is indicated. Freon Manager's data files are 100% compatible with dBASE
III. Any dBASE file repair utility (such as those included with PC
Tools or Norton Utilities) or even dBASE itself can be used to repair
the data files. After repairing the files you should run the reindexing
utility.
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