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********************************************************************** * * * Office Supplies Tracker v1.42 * * Copyright (c) 1993 by BlueCollar Software * * * * Published exclusively by: * * RMH Computer Services * * PO Box 657 * * Beech Grove IN 46107-0657 * * (317) 782-9903 * * * ********************************************************************** _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER RMH Computer Services is a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442-9427 USA, FAX 616-788-2765 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536. WARRANTY -------- Neither BlueCollar Software nor RMH Computer Services make warranty of any kind, express or implied, including without limitation, any warranties of merchantability and/or fitness for a particular purpose. Neither BlueCollar Software nor RMH Computer Services shall be liable for any damages, whether direct, indirect, special or consequential arising from a failure of this program to operate in the manner desired by the user. Neither BlueCollar Software nor RMH Computer Services shall be liable for any damage to data or property which may be caused directly or indirectly by use of the program. IN NO EVENT WILL BLUECOLLAR SOFTWARE OR RMH COMPUTER SERVICES BE LIABLE FOR ANY DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF YOUR USE OR INABILITY TO USE THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY. TABLE OF CONTENTS Inventory Menu . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Product Code List. . . . . . . . . . . . . . . . . . . . . . . . 1 Inventory File . . . . . . . . . . . . . . . . . . . . . . . . . 3 Vendor List. . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . 7 Line Items File. . . . . . . . . . . . . . . . . . . . . . . . . 8 Receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Process Line Items . . . . . . . . . . . . . . . . . . . . . . . 10 Inventory History. . . . . . . . . . . . . . . . . . . . . . . . 10 Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Fill Requisitions. . . . . . . . . . . . . . . . . . . . . . . . 13 Department List. . . . . . . . . . . . . . . . . . . . . . . . . 14 Reports Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Printer Setup Utility. . . . . . . . . . . . . . . . . . . . . . 15 User-Defined Reports . . . . . . . . . . . . . . . . . . . . . . 18 Print Purchase Orders. . . . . . . . . . . . . . . . . . . . . . 20 Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Sort Files . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Color Selection. . . . . . . . . . . . . . . . . . . . . . . . . 20 Purge Files. . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Purge History. . . . . . . . . . . . . . . . . . . . . . . . . . 22 System Parameters. . . . . . . . . . . . . . . . . . . . . . . . 22 Print User's Manual. . . . . . . . . . . . . . . . . . . . . . . 23 Registration Form. . . . . . . . . . . . . . . . . . . . . . . . 23 Other Stuff. . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Hot Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 [F1] Help . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 [F2] Help Topics . . . . . . . . . . . . . . . . . . . . . . . 24 [F3] Calculator . . . . . . . . . . . . . . . . . . . . . . . . 24 [F4] Appointment Calendar . . . . . . . . . . . . . . . . . . . 25 [F5] Edit Company Information . . . . . . . . . . . . . . . . . 28 [F10] Change Index . . . . . . . . . . . . . . . . . . . . . . . 28 Ordering Information . . . . . . . . . . . . . . . . . . . . . . . 29 Product Support . . . . . . . . . . . . . . . . . . . . . . . . . . 29 OFFICE SUPPLY TRACKER - v1.42 Page 1 ====================================================================== ***** Welcome to "Office Supplies Tracker" ***** Three things to remember: ------------------------- [INS] The insert key will add a record. [ENTER] The Enter key will edit a record. [DEL] The delete key will delete a record. Other stuff: ------------ Press [ESC] to exit any screen or keep pressing [ESC] to exit the program. Press [F1] or [F2] for Help inside the program. ================================================== INVENTORY MENU ================================================== ----------------- Product Code List ----------------- Selecting this menu option gives you direct access to the product code list. The product code list is a file of all currently defined product codes. To add inventory to the inventory file, to place a purchase order, or to ship a product, this file must contain an entry for the product you are dealing with. You do not have to put all your product codes in this file before performing any of these activities, however. You can add them as the activities are performed if they are not on file already. Selecting this menu option brings up a browse window into the Product Code List. If the file is empty, you will automatically be put into a screen for adding your first product code. From the browse window thereafter, your choices are as follows: [INS] Press the insert key to add a product code. [DEL] Press the delete key to delete the currently highlighted product code. Note, however, that if the purchase order line items file, the inventory file, or the inventory history file contains an entry for this product code, you will not be allowed to delete it. OFFICE SUPPLY TRACKER - v1.42 Page 2 ====================================================================== [ENTER] Press the enter key to edit the currently highlighted record. The product code edit screen will come up, and you will be able to change the product code, the description, and/or the standard cost. If you change the product code, the inventory, inventory history, and purchase order line items files will be automatically updated so that all reference to the old product code will be changed to the new product code (global update). [ESC] Press escape to return to the main menu. You may navigate through the product code list using the cursor navigation keys, [PgUp], and [PgDn]. Pressing [HOME] moves you to the top of the file, pressing [END] moves you to the end of the file. Pressing the left and right arrows shifts the fields being displayed left and right. You may also navigate through the file by entering a key expression. There are two keys for this file. The default is on product code. Therefore entering a product code or a portion of a product code will move you to the first matching record. The other key is on product description. You can switch to this key by pressing [F10]. Note that only one record may exist for each product code (that is, product code is a unique key). If you try to put the same product code on twice or if you try to change an existing product code to one that already exists, you will not be permitted. Product Code ------------ To complete a transaction, you must enter something at this prompt. You are not allowed to have more than one entry in the product code list with the same product code. If you change an existing product code, it will also be changed automatically in the inventory, inventory history, and purchase order line items files. When you are adding a new record to this file, you can cancel your transaction by pressing [ESC] when you are at the product code prompt. Description ----------- Enter Description. This is any expression up to 30 characters in length to further describe this particular product code. The description is utilized as follows: The description is a key field in the product code list. You can view the product code list in description order, and find a specific product code by entering its description (press [F10] when browsing the product code file to switch to the description key). OFFICE SUPPLY TRACKER - v1.42 Page 3 ====================================================================== The description is a related field to the Inventory File, the Inventory History File, and the Purchase Order Line Items File. That is, when viewing either of these files, the description for the product code of the current record will come up automatically. Standard Cost ------------- This is the default cost for this product. Whenever this product is added to a purchase order, or if you add an inventory record directly to the inventory file, this value will be picked up automatically. Minumum Stock ------------- This is the inventory level at which you will be notified that inventory is getting low. If inventory drops below this level when you are shipping this product, you will be notified of the current inventory level, the quantity on order, and what the balance will be after the shipment. You do not have to assign a minimum stock level for a product. -------------- Inventory File -------------- Selecting this menu option gives you direct access to the inventory file. The inventory file contains records of each product on file, what locations they are stored in, how many units are on hand, and what their costs are. There is a seperate record for each product, location, and cost combination. Thus, product code, location, and cost make a record unique. Attempts to create more than one record in the inventory file with the same product code, location, and cost combination will not be permitted. While viewing the inventory file, you will also be able to see the product description, standard cost for the product code, the number of units on hand both in the location for the record you are looking at and a total for the product you are looking at. You will also be able to see the standard cost for the product, even though this may be different from the actual cost of the inventory record you are looking at. The product description, quantity on order, total quantity on hand, and standard cost are not fields in this file, they are fields in the product code list and are picked up for display purposes only. Selecting this menu option brings up a browse window into the Inventory File. If the file is empty, you will automatically be put into a screen for adding your first inventory record. From the browse window thereafter, your choices are as follows: OFFICE SUPPLY TRACKER - v1.42 Page 4 ====================================================================== [INS] Press the insert key to add an inventory record. [DEL] Press the delete key to delete the currently highlighted inventory record. [ENTER] Press the enter key to edit the currently highlighted record. The inventory edit screen will come up, and you will be able to change the product code, location, unit cost, or quantity in this record. Any changes you make will be reflected in the Qty On Hand in the Product Code List. Also, any changes you make will result in history records being written to the inventory history file. [ESC] Press escape to return to the main menu. You may navigate through the inventory file using the cursor navigation keys, [PgUp], [PgDn]. Pressing [HOME] moves you to the top of the file, pressing [END] moves you to the end of the file. Pressing the left and right arrows shifts the fields being displayed left and right. You may also navigate through the file by entering a key expression. There are two keys for this file. The default is on product code. Therefore entering a product code or a portion of a product code will move you to the first matching record. The other key is on location. You can switch to this key by pressing [F10]. Product Code ------------ You must make an entry here to continue. Once you do, the product code list will be checked to see if there is a match. If there is more than one possible product code to match your entry, a browse window into the product code list will appear and you can select the desired record by highlighting it and pressing the enter key. If you do not find the desired product code, press escape. If you enter a product code and there is not a match on the product code list, you will be asked whether you want to add it. If you say yes, the edit screen for the product code list will come up. If you say no, you will be returned to the product code prompt. Cost ---- This is the actual unit cost of the product in this location. By default it starts with the standard cost from the product code list, but you can change it if the actual cost is different. Location -------- This is the location in the warehouse that this product is being stored in. You can store the same product in as many locations as you need to. OFFICE SUPPLY TRACKER - v1.42 Page 5 ====================================================================== Quantity -------- This represents the unit balance of this product for this inventory record. You can enter a quantity of zero, but you cannot enter a negative balance. ----------- Vendor List ----------- This is the vendor list. The vendor list maintains a list of valid vendor names and addresses. Validation is performed on this file whenever a new purchase order is placed. Also, the vendor name and address is picked up from here and printed on purchase orders. The file is maintained in the same manner as the product code list in that the insert,enter,delete, and escape keys are pressed from the vendor list browse window to perform editing functions and exiting. The vendor list has two key fields: Vendor ID and Vendor Name. You can view the vendor list in either order by pressing [F10] while in the vendor list browse window. Vendor ID --------- This is the vendor ID number. Each vendor has a unique ID assigned. If you try to add the same vendor ID twice to the vendor list, you will be notified that it has already been assigned. If you change an existing vendor ID, the purchase order master file will be updated so that each purchase order is updated with the new vendor ID number. Vendor Name ----------- This is the name of the vendor. You must make an entry here. If you enter a name that already exists for another vendor, you will be notified that it is a duplicate. However, you are allowed to assign the same vendor name to different records in the vendor list. This enables you to set up more than one record for the same vendor with different addresses and accounts. Contact Name ------------ Type in the name of a person to contact, if applicable. Street ------ The vendor's address consists of a street, city, state, and zip code. This address will appear on the screen with each purchase order as will as on all printed purchase orders. Note that none of these fields will be in the purchase order master file, but will be picked up as relational fields from the vendor list. OFFICE SUPPLY TRACKER - v1.42 Page 6 ====================================================================== Street 2 -------- Enter a second line of the address, if applicable. City ---- The vendor's address consists of a street, city, state, and zip code. This address will appear on the screen with each purchase order as will as on all printed purchase orders. Note that none of these fields will be in the purchase order master file, but will be picked up as relational fields from the vendor list. State ----- Type in the name of the State, or Province, or whatever. Zip Code -------- Type in the Zip or Postal Code. Country ------- Enter the country, if applicable. First Phone ----------- Type in a phone number. Phone For1 ---------- Type in what the number is for (Voice, FAX, etc). Second Phone ------------ Type in a phone number. Phone For2 ---------- Type in what the number is for (Voice, FAX, etc). Third Phone ----------- Type in a phone number. Phone For3 ---------- Type in what the number is for (Voice, FAX, etc). OFFICE SUPPLY TRACKER - v1.42 Page 7 ====================================================================== --------------- Purchase Orders --------------- Selecting this menu option gives you direct access to the purchase order master file and the associated line items subsidiary file. The purchase order file is a listing of all open purchase orders. Selecting this menu option brings up a browse window into the Purchase order master file. Purchase order numbers are assigned automatically each time you add a purchase order. When adding a purchase order, you enter a vendor ID to indicate which vendor the purchase order was placed with. If you enter a vendor ID that is not in the vendor list, you can add it from this screen. After a purchase order is added, a purchase order number is automatically assigned, and you are placed into the line items subsidiary file where you begin adding line items to the purchase order. Each line item entered is validated against the product code list to make sure you enter a valid product code. Product codes can be added to the product code list if your entry is not on file. Note that you can enter the same product code more than once, but the order price must be different. This enables you to order the same product from the same vendor at different prices without having to place more than one purchase order. Once a purchase order has been placed on file, you can gain access to the line items by 1) highlighting the desired purchase order in the purchase order browse window and pressing the [ENTER] key, or 2) position the edit arrow next to "Line Items", then press the [ENTER] key. Only the line items placed on the purchase order you are viewing will be displayed. You navigate through both the purchase order master file and the line items file in the same way as you do in the product code list. That is, using the arrow keys, [PgUp], [PgDn], entering a key expression (in the purchase order master file the keys are on purchase order number and vendor ID. In the purchase order line items file, the only key is on product code). Vendor ID --------- This is the vendor list. The vendor list maintains a list of valid vendor names and addresses. Validation is performed on this file whenever a new purchase order is placed. Also, the vendor name and address is picked up from here and printed on purchase orders. The file is maintained in the same manner as the product code list in that the insert,enter,delete, and escape keys are pressed from the vendor list browse window to perform editing functions and exiting. OFFICE SUPPLY TRACKER - v1.42 Page 8 ====================================================================== The vendor list has two key fields: Vendor ID and Vendor Name. You can view the vendor list in either order by pressing [F10] while in the vendor list browse window. Order Date ---------- This is the date the purchase order was placed. The default is today, but you can change it to whatever date is correct. Line Items File --------------- This is the Purchase Order Line Items file. Each time you are in this procedure, any actions you perform relate to the purchase order which you selected prior to getting into this procedure. From here you can do the following: [INS] Press the insert key to add a new line item to the purchase order. [DEL] Highlight a line item then press the delete key to remove a line item from the purchase order. [ENTER] Highlight a line item then press the enter key to edit or view a line item. [ESC] Press the escape key to return to the purchase order screen. Product Code ------------ You must make an entry here to continue. Once you do, the product code list will be checked to see if there is a match. If there is more than one possible product code to match your entry, a browse window into the product code list will appear and you can select the desired record by highlighting it and pressing the enter key. If you do not find the desired product code, press escape. If you enter a product code and there is not a match on the product code list, you will be asked whether you want to add it. If you say yes, the edit screen for the product code list will come up. If you say no, you will be returned to the product code prompt. Quantity -------- This is the number of units of this product on order for this record. You do not have enter a value, but if you do it cannot be less than zero. OFFICE SUPPLY TRACKER - v1.42 Page 9 ====================================================================== Unit Cost --------- This is the actual unit cost of the product stored in this location. By default it starts with the standard cost from the product code list, but you can change it if the actual cost is different. --------- Receiving --------- This menu option allows you to receive inventory against open purchase orders. You will be prompted to enter a purchase order number and date received. The purchase order master file will be checked to see if you entered a valid purchase order number. If it is valid, all the open line items (that is, line item records where the outstanding balance is not zero) from the purchase order line items file will come up on the screen one at a time. Each time, you will be prompted to enter a location and quantity received. If a particular line item was not received, you can skip over it by pressing the [ESC] key at the location prompt. At the quantity prompt you enter the actual quantity received. By default, the open balance of the line item will come up. The actual quantity received cannot exceed the open balance by more than 10%. That is, overshipments of 10% are allowed from vendors. Each time you finish receiving a purchase order, you will be prompted for a new purchase order. When you have finished all your receiving, press the [ESC] key at the purchase order prompt and you will be returned to the menu. Purchase Order Number --------------------- Enter the purchase order number you are receiving against. The number you enter must be a valid open purchase order in the purchase order master file. If you do not know the number, press the [ENTER] key without making an entry, and the purchase order master file will come up so you can select the correct one. If you enter a purchase order number that is not on file, you cannot add it. When you have finished receiving, press the [ESC] key at this prompt and you will be returned to the menu. OFFICE SUPPLY TRACKER - v1.42 Page 10 ====================================================================== Date Received ------------- Enter the actual date received. If it is today, you can press the [ENTER] key without entering a date. Process Line Items ------------------ Location -------- Enter the warehouse location this product was received into. If this item was not received at all, type in any location (XXX, for example) and enter the quantity as zero (0). This will take you to the next record. You can delete all "Inventory" records with 'zero' quantity by using the "Purge Files" utility option (discussed later). Quantity -------- Enter the amount actually received for this line item. The amount received cannot be greater that 10% more than the balance of this line item. ----------------- Inventory History ----------------- This is the inventory history file. This file contains a record for each transaction that affects the inventory file. Each time inventory is received, shipped, and each time you directly edit the inventory file through menu option number 2, a record is written to this file to record the affects of your entries. Note that you cannot make changes to this file directly. You can only view it on the screen through its browse window. Key fields include the product code, location, and transaction date. When browsing the file, you can switch between key fields by pressing [F10]. OFFICE SUPPLY TRACKER - v1.42 Page 11 ====================================================================== ================================================== REQUISITIONS ================================================== ------------ Requisitions ------------ Selecting this menu option gives you direct access to the requisition master file and the associated line items subsidiary file. The requisition file is a listing of all open requisitions. Selecting this menu option brings up a browse window into the Requisition master file. Requisition numbers are assigned automatically each time you add a requisition. When adding a requisition, you enter a vendor ID to indicate which vendor the requisition was placed with. If you enter a vendor ID that is not in the vendor list, you can not add it from this screen. After a requisition is added, a requisition number is automatically assigned, and you are placed into the line items subsidiary file where you begin adding line items to the requisition. Each line item entered is validated against the product code list to make sure you enter a valid product code. Product codes can not be added to the product code list if your entry is not on file. Note that you can enter the same product code more than once, but the order price must be different. This enables you to order the same product from the same vendor at different prices without having to place more than one requisition. Once a requisition has been placed on file, you can gain access to the line items by 1) highlighting the desired requisition in the browse window and striking the [ENTER] key, or 2) position the edit arrow next to "Line Items", then press the [ENTER] key. Only the line items placed on the requisition you are viewing will be displayed. You navigate through both the requisition master file and the line items file in the same way as you do in the product code list. That is, using the arrow keys, [PgUp], [PgDn], entering a key expression (in the purchase order master file the keys are on requisition number and vendor ID. In the requisition line items file, the only key is on product code). OFFICE SUPPLY TRACKER - v1.42 Page 12 ====================================================================== Department Number ----------------- Enter the department number. When you make an entry in this field for the first time, you will see a 'box' telling you the entry is not on file and ask if you want to add it. Select yes, and type in your entry. After entries have been made to this field, you can press [ENTER] in the blank field and choose from a list of the departments you have previously entered. Ordered By ---------- Enter the name of the person in this department who placed the order. Order Date ---------- This is the date the requisition was placed. The default is today, but you can change it to whatever date is correct. Line Items File --------------- This is the Requisition Line Items file. Each time you are in this procedure, any actions you perform relate to the requisition which you selected prior to getting into this procedure. From here you can do the following: [INS] Press the insert key to add a new line item to the requisition. [DEL] Highlight a line item then press the delete key to remove a line item from the requisition. [ENTER] Highlight a line item then press the enter key to edit or view a line item. [ESC] Press the escape key to return to the requisition screen. Product Code ------------ You must make an entry here to continue. Once you do, the product code list will be checked to see if there is a match. If there is more than one possible product code to match your entry, a browse window into the product code list will appear and you can select the desired record by highlighting it and pressing the enter key. If you do not find the desired product code, press escape. Press the [ENTER] key for choices. OFFICE SUPPLY TRACKER - v1.42 Page 13 ====================================================================== Quantity -------- This is the number of units of this product on order for this record. You do not have enter a value, but if you do it cannot be less than zero. Print Requisition ----------------- This option will print a single requisition. ----------------- Fill Requisitions ----------------- This menu option enables you to fill requisitions against the inventory. You enter a product code to fill, a quantity filled, and a date. When you enter the product code, the inventory file is checked to see if there are any inventory records for this product code. If there is more than one, a window will come up that you can scroll through to find the inventory record you want to fill from. When you have finished all your inventory requisitions you can return to the menu by pressing the escape key at the prompt to enter a product code. Product Code ------------ Enter the product code you are filling. The inventory file will be checked to see if there are any records for the product code you entered. If there is more than one, a window will come up which you can scroll until the desired record is highlighted. Each time you are at the product code prompt marks the beginning of a transaction. When you have finished all requisitions, press the escape key at the product code prompt, and you will be returned to the menu. Quantity -------- Enter the quantity filled. This quantity represents the number of units filled from the inventory record you selected. Therefore, the quantity you enter cannot exceed the balance on hand in this inventory record. Transaction Date ---------------- Enter the date this item was filled. If it was today, you can press the enter key without entering a date, and today's date will be picked up automatically. OFFICE SUPPLY TRACKER - v1.42 Page 14 ====================================================================== Department Number ----------------- Enter the department number. When you make an entry in this field for the first time, you will see a 'box' telling you the entry is not on file and ask if you want to add it. Select yes, and type in your entry. After entries have been made to this field, you can press [ENTER] in the blank field and choose from a list of the departments you have previously entered. Ordered By ---------- Enter the name of the person in this department. --------------- Department List --------------- This option will maintain a list of all the departments in the office. It will store the department number, names of personnel in each department, and a short description of the department's function. When filling requisitions, you can use the list to select the person who ordered the supplies. Department Number ----------------- Enter the department number. When you make an entry in this field for the first time, you will see a 'box' telling you the entry is not on file and ask if you want to add it. Select yes, and type in your entry. After entries have been made to this field, you can press [ENTER] in the blank field and choose from a list of the departments you have previously entered. Department Description ---------------------- Enter a brief description of this department. ================================================== REPORTS MENU ================================================== This menu option brings up a sub-menu of options. The options available are as follows: Printer Setup Utility User-Defined Reports OFFICE SUPPLY TRACKER - v1.42 Page 15 ====================================================================== Print Purchase Orders When you are at this menu, you can get back to the main menu by pressing the [ESC] key, or you can select one of the available options. --------------------- Printer Setup Utility --------------------- The Printer Setup Utility will allow you to define your own printer configurations for this application. NOTE that the configuration here pertains to ONLY the User-Defined Reports Utility. Four standard printer configurations have been provided for your convenience. The Printer Setup Utility is to be used in conjunction with the built-in Report Generator. This utility enables you to define an unlimited number of printer configurations for each report. When you are ready to use this utility, highlight Printer Setup, then press [ENTER], or Press the [S]. Once selected, the 'List of Printer Configurations' will appear. This browse window will contain the four standard printer configurations that are provided with this applications. To add a new configuration, press [INS] from this browse window. The Report Generator uses three different Setup Strings to determine how to layout the lines of text before printing begins. These strings also determine when to skip to the next page, and what escape sequence should be sent to the printer. The Report generator automatically selects the setup string and the page size that best fits the report. If one line of the report will fit in the width specified in Width 1, the Level 1 setup string will be used. If the line of the report is too wide for Level 1 Width, but is less than or equal to the Level 2 Width, the Level 2 setup string will be used. If the report is too wide for the Level 2 Width, but is less than or equal to the Level 3 Width, the Level 3 setup string will be used. If the report is still too wide, the report generator will utilize more than one line of the page per record printed, and will print on one line as many fields as will print without breaking, and will then wrap to the next line. OFFICE SUPPLY TRACKER - v1.42 Page 16 ====================================================================== ******* * TIP * ******* You can force the report generator to use the same setup string, width and line all the time by setting all three levels to the same value. This is a good idea when you are using 80 column paper in a 130 column printer. Explanation of each of the fields used to define Printer configurations are listed below. Configuration ID ---------------- Assigns Identification Number To Configuration Configuration ID is a unique identifier that you assign to each new configuration. When you want to print reports, simply add the Configuration ID Number that corresponds to the printer that will be used to print the report. Don't use the numbers 1 - 4 since these numbers have already been assigned to the standard printer configurations. Printer Description ------------------- Provide Brief Description Of Printer This Field is where you enter a brief description of the printer that this configuration will be set for. The easiest description is the brand and type of printer. If there are several printers of the same brand and type, you need an additional identifier such as an extra number or letter appended. Network Printer Number ---------------------- Printer That Reports Are Routed TO This field contains the printer number that all reports with this configuration should be routed to. If the program is running on a Novell network, this number should correspond to the network-assigned printer number, where the first network printer is number 1, the second network printer is 2, and so on. If the program will be running on a stand-alone PC, or if the reports with this configuration are to be routed to a printer connected to the first parallel port on the PC, the Network Printer Number should be set to 0 (zero). OFFICE SUPPLY TRACKER - v1.42 Page 17 ====================================================================== Reset String ------------ Printer Escape Sequence This field contains the escape sequence that will be sent to the printer when the report is finished printing. This should be a string that will rest the printer to its default powerup condition. ******* * TIP * ******* You should refer to the User's Manual that came with the printer for the proper escape sequence string. Level1/Width/Length ------------------- Define Page Parameters This field is used to enter setup strings, line widths, and maximum lines per page. The number of lines per page should allow room for printing header information. Refer to the HP Laser Jet II example below for more information on these fields. Level2/Width/Length ------------------- Define Page Parameters This field is used on a page when a report width does not fit in the width defined in Level 1. Level3/Width/Length ------------------- Define Page Parameters This field is used on a page when a report width does not fit in the width defined in Level 2. When you are satisfied with the new Printer Configuration, press [A] to Accept your entries. The new configuration will be written to the Printer Setup File. If you need to make a change, press [R] and you will be able to make changes to the appropriate field.. Press [C] to cancel the entire entry. Repeat the above steps for each new Printer Configuration you want to add. OFFICE SUPPLY TRACKER - v1.42 Page 18 ====================================================================== ************************ * SAMPLE PRINTER SETUP * ************************ To follow along with this example you need to select Configuration ID 'HP', Printer Name 'HewlittPackard Laser Jet II' from the List Of Printer Configurations. Once selected, read the following explanation of the Level 1, Level 2, Level 3, Width and Length fields. Notice the \027 in each of the Setup strings and Reset strings. Any time you want to include a character in a string that cannot be entered through the keyboard, you must enter a backslash (\) followed by the character's ASCII value. You MUST use three positions for the ASCII value even if it is less than 100. On a HewlittPackard Laser Printer, the Escape key has an ASCII value of 27. \027 was entered because three positions need to be filled. This value (\027) tells the printer that the text to follow is not to be printed, but is to be interpreted as the configuration information. The Level 1 Setup String tells the report generator to set the printer to Courier font, that 80 characters will fit on one line and that no more than 55 lines of the page will be used. The Level 2 Setup Sting tells the report generator to switch to the 16.6 Pica font and that 130 characters will fit on one line. The Level 3 Setup String tells the report to stay at 16.6 characters per inch, but to switch to Landscape (sideways) printing. Now, 170 characters will fit on one line (Width = 170) and the page length will be reduced (Length = 40). -------------------- User-Defined Reports -------------------- Each report is based on a primary database you select from a window. You select the fields you want in the report, specify upper and lower limits of field values to select for the report, and you select a printer configuration. If the configuration you want does not exist, you can add a new one. You can define as many reports as you want for each file. All reports print in a columnar format with headings. Based on the printer configuration you select, an effort will be made to print one record per line by switching between print sizes and types. If a complete record does not fit on one line, it will wrap to the next line between two fields. OFFICE SUPPLY TRACKER - v1.42 Page 19 ====================================================================== **************** * Sample Usage * **************** First, highlight "User-Defined Reports" and press [ENTER]. You will see a window with the heading "List of Files". These are all the databases in your application. IF THIS LIST IS NOT PRESENT, GO TO THE "UTILITIES MENU" AND USE THE 'SORT FILES' OPTION. For now, let's say you want a print-out of all the Inventory History between the months of January and June 1993. Highlight "Inventory History" and press [ENTER]. The bottom of the screen will ask you to 'Enter report title or esc to cancel', type in 'Inventory History Jan to June 1993' and press [ENTER]. It will then ask for the 'Printer Configuration ID for this report', type in any three-letter ID defined in the Printer Setup Utility (CIT will work with most Dot Matrix printers), then press [ENTER]. After doing this, your screen will be a list of reports for "Inventory History" It should be the only on there, so highlight it and press [ENTER]. This will bring up a "List Of Fields" screen. These are all the fields in the "Inventory History" database. Highlight "Transaction Date" and press [ENTER]. A "Field Definition" screen will appear. "Transaction Date" will be the only one there, press [ENTER]. The screen will ask you for the lower and upper limit. This is a way to filter out unwanted records. We will do the filtering here. In the lower limit field type 01/01/93, press [ENTER] to accept. In the upper limit field type 06/30/93, press [ENTER] to accept. The report will now print only the "Inventory History" between those two dates. Now we're back at the "List Of Fields" screen, press [INS] to add a new field. Using the down arrow key, highlight "Product Code" and press [ENTER]. Continue adding fields to the report, until you have inserted the ones you want to print out. Upper And Lower Limit --------------------- If you wanted a report listing all the 'Descriptions' in the files up to, and including, those starting with the letter 'P'. Type [A] in lower limit and [P] in upper limit. Or if you only wanted all the 'Widgets' listed, type 'Widget' in both lower and upper limits. In any field that is numeric, you will see an additional option with the 'Upper and Lower Limit'. It will ask you if you want a total. Type [Y], if you want the report to total this field. OFFICE SUPPLY TRACKER - v1.42 Page 20 ====================================================================== That's it, we're finished. Press [ESC]. The program will ask you if you want to print the report now. Highlight 'Yes' or 'No' and press [ENTER]. If you have reports already defined and want to print one of them. Select the database the report was defined from and press [ENTER]. Then select the report you defined and press [ENTER]. And at the "Field Definition" screen, press [ESC]. --------------------- Print Purchase Orders --------------------- This menu option prints all purchase orders from the purchase order master file where the open balance of the purchase order is not zero. It prints on each form the open line items for the purchase order as well. When you select this option, you will be asked whether you really want to print the reports. If you reply with anything other than "Y" or "y", the reports will not print. ================================================== UTILITIES ================================================== ---------- Sort Files ---------- This menu option packs and re-indexes all files in the system. --------------- Color Selection --------------- If you are using a color or composite monitor, this utility will let you change the color settings for the screens. You can also specify whether you want windows to explode and implode. Press [ENTER], a screen with various color combinations will appear. Selecting different colors for your program is simple. First, move the edit arrow next to the area you want to re-set the colors for (GRAPHICS, DATA FIELDS, ENHANCED, or SCREEN TEXT), then press [ENTER]. Using the arrow keys to select a color combination, move the edit arrow to the left of the color you want to select, then press [ENTER] again. A sample of the color combination will appear in the field for which it has been chosen. OFFICE SUPPLY TRACKER - v1.42 Page 21 ====================================================================== Graphics -------- Graphics characters include menu boxes and screen borders. Data Fields ----------- Data fields are the regions of data input(reverses video region). For example, aa data field has a field length of 10, 10 spaces of the color selected here will appear on the screen. It is in these 10 spaces that you will make your entries. Enhanced -------- This changes the colors of the SELECTED menu choices and other highlight bar options. Screen Text ----------- All text displayed on the screen will use this color combination. Exploding Windows ----------------- This is a YES/NO option. It is used to determine whether or not your application will have windows that explode onto the screen or sneak into view. ----------- Purge Files ----------- This menu option, when selected, automatically performs the following: Deletes from the inventory file all records where the inventory quantity is zero. Deletes from the purchase order master file all records where the purchase order value is zero. Deletes from the purchase order line items file all records where the quantity on order for a line item is zero. This process takes place automatically. When it is complete, you are returned to the menu. OFFICE SUPPLY TRACKER - v1.42 Page 22 ====================================================================== ------------- Purge History ------------- This menu option prompts you to enter a date through which to delete records from the inventory history file. Date through which to purge --------------------------- All records with a transaction date prior to the date you enter will be deleted from the inventory history file. For your protection, the date must be at least 30 days ago. If you have changed your mind about performing this process, press the [ESC] key at the date prompt and you will be returned to the menu. ----------------- System Parameters ----------------- This menu option gives you access to the system parameters file. This file keeps track of the last purchase order number used as well as the various tone toggles. Last Purchase Order Number: You can increase it by increments no greater than 100 at a time, and you cannot reduce it. Tone Toggles: You can turn on/off the various tones that sound when running this program. Last P.O. --------- This field keeps track of the last purchase order number assigned to a purchase order. Each time a purchase order is placed, this field is incremented by one. You can change the value of this field, but there are limitations. First, you cannot reduce it, since you may cause a duplicate purchase order number to be assigned. Second, you can increase it by no more than 100 at a time. This is for your protection. If you were to increase it by a large value, you would be skipping over many purchase order numbers, and would not be able to switch it back. Under normal circumstances, you should have no reason to change this field at all. OFFICE SUPPLY TRACKER - v1.42 Page 23 ====================================================================== Get Beep -------- If this field is set to TRUE, a tone will sound whenever the user fills a field. Error Beep ---------- If this field is set to TRUE, a tone will sound whenever the user makes a data entry error. Alert Beep ---------- If this field is set to TRUE, a tone will sound at certain points to make the user aware of various conditions. These are conditions that are not necessarily wrong, but the user should still be made aware. ------------------- Print User's Manual ------------------- Print the User's Manual, or view it on-screen. ----------------- Registration Form ----------------- Print the Registration form, or view it on-screen. ----------- OTHER STUFF ----------- The arrow keys will move the calculator around on the screen to get it out of the way of something you might want to look at. Pressing ALT-F10 will bring up a screen that allows you to change the colors of the calculator. It works pretty similar to the color selection utility. I'm not typing out all the information about that again, I've been sitting here too long already. Play around with it, you'll figure it out. OFFICE SUPPLY TRACKER - v1.42 Page 24 ====================================================================== ================================================= HOT KEYS ================================================= There are various "Hot Keys" available, which are active throughout the program. Pressing any of these Hot Keys will activate the feature, and it will "pop up" over the current screen. --------- F1 - HELP --------- Pressing [F1] will bring up a Help window corresponding to the field that you are currently in. ---------------- F2 - HELP TOPICS ---------------- Pressing [F2] will bring up a scrollable listing of all the various Help Topics. You can scroll through the list using the Up and Down Arrow keys, and then press [ENTER] on the selected topic for detailed Help. --------------- F3 - CALCULATOR --------------- This HotKey will pop up a calculator. ACTIVE KEYS ACTION ------------------------------------------------------------ [+] Addition [-] Subtraction [*] Multiplication [/] Division [^] Exponentiation [%] Percentage [C] Clear current total [E] Clear current entry [D] Change number of decimals displayed [R] Round to specific number of decimals [P] Print (adding machine mode) [M] Memory operations (see "Memory Functions") [=] Process operation [Enter] Process operation [Backspace] Erase last digit entered [Esc] Exit Calculator OFFICE SUPPLY TRACKER - v1.42 Page 25 ====================================================================== Memory Functions ---------------- To access the Memory Functions, press [M]. ACTIVE KEYS: ACTION: ----------------------------------------------------- [R] Recall number stored in memory [C] Clear memory (reset to zero) [+] Add current number to memory [-] Subtract current number from memory [*] Multiply memory by current number [/] Divide memory by current number Print--Adding Machine Mode -------------------------- By pressing [P] for print, the calculator emulates an adding machine. This will be noted by a small 'P' next to the numbers window. Each calculation will be sent to the printer (if it is on- line). After all, if you've invested several thousands of dollars in PC hardware and software, why spend more for a ten-digit adding machine? Press [P] again to toggle adding machine mode off. ----------------- F4 - APPOINTMENTS ----------------- This is a multi-user calendar with an appointment tracker. You can point and shoot at any date and add, edit, and delete appointments for that date. You may also print and delete appointments for any range of dates. More advanced featured allow you to add periodically recurring appointments, and to view days and weeks at a glance to determine when you have free time to schedule an appointment. When you first enter the calendar, the current month will be displayed along with the first two weeks of the following month. The current day will blink, and holidays will be in red (on color monitors). If there are any appointments for the current day, the first seven will be displayed in a window at the bottom of the screen. Other days that have appointments will be displayed in reverse video on the calendar. OFFICE SUPPLY TRACKER - v1.42 Page 26 ====================================================================== ACTIVE KEYS ACTION -------------------------------------------------------------- [Left Arrow] Go backward one day [Right Arrow] Go forward one day [Up Arrow] Go backward one week [Down Arrow] Go forward one week [PgUp] Go back one month [PgDown] Go forward one month [HOME] Jump to first day of month [END] Jump to last day of month [ENTER] Add/Edit/View appointments [P] Print appointments [D] Delete appointments [T] Daily time block [W] Weekly time blocks [C] Jump to current date (system) [S] Search for text in either description or notes of an appointment. [ESC] Exit calendar Adding/Editing/Viewing Appointments ----------------------------------- Use the navigation keys to move to the desired date, the press [ENTER]. A browse window will appear near the bottom of the screen showing the time and description for all appointments. If there are no appointments for that date, you will automatically be placed in the Add mode. The following options are available at this point: [A] Add new appointments [E] Edit highlighted appointment [D] Delete highlighted appointment [M] Move highlighted appointment [R] Recurring appointment [N] edit Notes for highlighted appointment [ESC] Exit calendar To add a new appointment press [A]. Enter the user ID (This is who the appointment is for, not who it is with), along with the starting and ending time and a brief description of the appointment. *** NOTE *** The TIME is a twenty-four hour clock. 3:00 PM would be 15:00, 9:00 AM would be 09:00 (You have to add the preceding '0' before 9:00. The ending time cannot be earlier than the starting time. In addition, if you try to enter an appointment that creates a time conflict with an already existing appointment, you will get an error message to that effect. Press [CTRL]-[W] to save the new appointment or [ESC] to exit without saving. OFFICE SUPPLY TRACKER - v1.42 Page 27 ====================================================================== To edit a highlighted appointment, press [E]. Make your changes, but the same rules apply from the Add mode. Press [CTRL]-[W] to save the new appointment or [ESC] to exit without saving. To delete a highlighted appointment, press [D]. You will be asked to confirm your request, respond by pressing [Y]es or [N]o. You may move appointments from one day to another by pressing [M]. A window will appear and ask you for the new date for this appointment. To add a recurring date, press [R]. Follow the same steps as when adding a single appointment. After you press [CTRL]-[W], you will be given the following options: i Every day of the week (Mon, Tues, etc.) ii Every other day of week iii Every...day of the month (1st, etc.) iv Every day v Every...day-of-week (e.g. 3rd Monday, etc.) vi Every weekday Highlight the desired option and press [ENTER]. To add or edit notes for the highlighted appointment, press [N]. A window will open below the appointment window, into which you may type away to your heart's content. Press [CTRL]-[W] to save your edits, or [ESC] to exit without saving. Appointments that have notes attached to them will have a checkmark displayed to the right of the description. To exit back to the calendar, press [ESC]. Printing Appointments --------------------- To print an appointment, press [P]. You then have the option of printing for the current week, or for a range of dates. If you print for a week, you will be asked for a specific user ID (or "ALL" if you print for all users). If you print for a range of dates, you will be prompted to enter the starting and ending dates. If there are no appointments in that range, you will be informed. Otherwise, you will be asked if you want to include the Notes. Deleting Appointments --------------------- To delete all appointments for a range of dates, press [D]. You will be asked to enter the starting and ending dates. The number of effected appointments will be displayed, and you will be asked to confirm your request. Press [Y]es, if you want to delete them, or [N]o, if you chicken out. OFFICE SUPPLY TRACKER - v1.42 Page 28 ====================================================================== Time Blocks--Daily ------------------ As previously mentioned, when you are in the calendar and appointments exist for the current date, they will be displayed in a window near the bottom of the screen. However, let's say your in a hurry and need to know what times are available during the day. Press [T]. A graph showing available and used time blocks will be displayed. The graph starts at 06:00 and ends at 22:00. Each block represents a fifteen minute interval. There will be one row for each person who has an appointment on this date. Time Blocks--Weekly ------------------- Weekly time blocks are similar to daily time blocks, but not as detailed. When you press [W], you will be presented with a daily breakdown of appointments for the current week. In this display, each daily graph begins at 06:00 and ends at 17:00, and each block represents an interval of one hour. -------------------------------- F5 - Edit Company Name & Address -------------------------------- This option will bring up the Company Name & Address window, where you can edit and update the information. This windows comes up automatically when the program is 1st run, and the F5 HotKey allows you to edit or update it later. Please note that this information is not used for "printed" output in the shareware version. However, the registered version will use this information automatically when printed output requires the company name & address. --------------------- F10 - CHANGE INDEXING --------------------- In any browse screen you may choose a different way to index that particular file by pressing [F10]. Use the arrow keys to select the desired index and press [ENTER]. The browse screen will sort the files the way you tell it to. OFFICE SUPPLY TRACKER - v1.42 Page 29 ====================================================================== ================================================= ORDERING INFORMATION ================================================= To register your copy of Office Supplies Tracker, you can mail a check or money order directly to us. Simply print a copy of the registration for, which is supplied in the file REGISTER.TXT. This form may be printed from within the program by selecting the "Registration Form" option from the UTILITIES pull-down menu. Alternately, you can print it directly from the DOS command line by issuing the following command: COPY REGISTER.TXT PRN Then, just fill it out and mail it any your payment to the address shown on the form. CREDIT CARD PAYMENTS: --------------------- You can also register your copy of Office Supplies Tracker using your credit card (VISA/MasterCard only) by calling 317-782-9903. ================================================= PRODUCT SUPPORT ================================================= Registered users are entitled to full product support via mail or telephone for a period of not less than 90 days. Support may also be obtained via Compuserve email, and other electronic services. If technical problems in the software are discovered within 90 days of registration, RMH Computer Services will, at their option, either provide a workable solution to the problem or a refund of the registration cost. After the initial 90 days, RMH Computer Services is only obligated to make reasonable effort to supply a revised copy of the software. Support for unregistered users will be available in regards to product installation and basic program operation. Support via mail is available at RMH Computer Services, PO Box 657, Beech Grove IN 46107-0657 USA. Telephone support is available at 317-782-9903 between the hours of 08:00am - 06:00pm EST. Email support is also available via our BBS at 317-784-2147 24hrs/day (*). You may also direct email to Richard Holler via Compuserve [73567,1547], INTERNET:73567.1547@compuserve.com, FidoNet NetMail 1:231/290, and RIME private/routed email ->5056. (*) When logging on to the BBS, using the name RMH COMPUTER, and a password of SERVICES will take you directly to the RMH Computer Services support/distribution area, and will bypass all of the 1st time caller questionnaires.