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The DECUS Point-of-Sale System
The DECUS Point-of-Sale System has undergone numerous changes
since it was first developed. The following documentation should
provide fairly concise information as to its use, however, several
new functions that appear in various menus of the program
have not yet been included in the documentation but should be
intuitive as to their functionality.
The POS System is a very customized program and was designed to
meet a specific purpose. It is highly unlikely that the program
can be used in its present state for general purpose point-of-
sale and inventory applications without considerable modifica-
tions. The intent of releasing this application into public
domain is to provide a number of various dBASE III routines and
procedures to assist you in developing your own applications.
Please feel free to use any portion of these programs for your
own development.
Joe Tomas
i
P O S T A B L E O F C O N T E N T S
1. POS SYSTEM OVERVIEW...................................1
2. POS INSTALLATION......................................2
2.1. SYSTEM CONFIGURATION.............................2
2.1.1. Hardware..................................2
2.1.2. Software..................................2
2.1.3. Supplies..................................2
2.2. PROCEDURES.......................................2
3. USING THE POS SYSTEM..................................3
3.1. STARTING POS FOR THE FIRST TIME..................3
3.2. POS MAIN MENU....................................3
3.2.1 Getting Help...............................4
3.3. SYSTEM MANAGER FUNCTIONS.........................4
3.4. FILE MAINTENANCE.................................5
3.4.1. Creating a New Database...................5
3.4.2. Edit/Delete Existing Items................6
3.4.3. Beginning Inventory.......................7
3.4.4. Ending Inventory..........................7
3.4.5. Creating PRODUC file......................7
3.4.6. Setting Product Discounts.................8
3.5. SETTING SYSTEM PARAMETERS........................9
3.5.1. Transaction #.............................10
3.5.2. State Sales Tax...........................10
3.5.3. System Password...........................10
3.5.4. Valid Dates...............................10
3.5.6 Message Receipts..........................11
3.6. ORDER ENTRY......................................11
3.6.1. Forms Alignment...........................11
3.6.2. Order Entry Processing....................12
3.7. DAILY CASHOUT & BACKUP...........................16
3.7.1. Backup Procedures.........................17
3.7.2. Cashout Procedures........................17
4. AFTER DECUS - WHAT'S NEXT.............................18
4.1. CONSOLIDATE PRODUCT DATA FILES...................18
4.2. FINANCIAL REPORTS................................20
4.2.1. Price List................................20
4.2.2. Summary Product Status Report.............20
4.2.3. Financial Revenue Reports.................21
4.2.4. Inventory Worksheet.......................21è ii
SUMMARY..................................................21
APPENDICES
A FILE DESCRIPTIONS..................................A-1
A.1 Memory Files (*.MEM)...........................A-1
A.2 Database Files (*.DBF).........................A-1
A.3 Index Files (*.NDX)............................A-2
B DATA FILE STRUCTURES
B.3.1 MASTER FILE (MASTER.DBF)..................B-81
B.3.2 PRODUC FILE (PRODUC.DBF)..................B-82
B.3.3 ORDERS FILE (ORDERS.DBF)..................B-83
B.3.4 HELP FILE (HELP.DBF)......................B-83
iii
L I S T O F P O S S C R E E N S
3-1: POS MAIN MENU........................................3
3-2: SYSTEM MANAGER MENU..................................4
3-3: FILE MAINTENANCE MENU................................5
3-4: ADDING ITEMS TO DATA FILE............................6
3-5: ENTERING DISCOUNTS...................................9
3-6: SYSTEM PARAMETERS MENU...............................10
3-7: ORDER ENTRY SCREEN...................................12
3-8: CASHOUT/BACKUP SCREEN................................16
4-1: SYSTEM REPORTS MENU..................................20
DECUS POINT-OF-SALE SYSTEM
1. POS SYSTEM OVERVIEW
The DECUS Point-of-Sale (POS) System, Version 4.2, is a real-time
inventory control and order entry system. Developed to run under
dBASE III V1.1, the POS System is designed to provide an
efficient and reliable means of tracking product sales and rev-
enues generated within the DECUS Bookstore.
As orders are entered and processed, all database files are
immediately updated to reflect changes in income revenue and
quantities sold. A numbered sales receipt is printed with full
details of the transaction.
Sales transactions are categorized by the method of payment (i.e.
cash, check, Visa, P.O., etc) and by taxable or tax-exempt sales.
A number of various financial reports are printed by the system
providing both detailed and summary information by all sales
categories and payment types. A price list can be printed for
use at the DECUS Symposium as well as a "Product Status Report"
that can be printed for either the entire price file or a select-
ed range of products.
From the "System Manager Menu", the system manager can define
various system-wide parameters such as password, valid DECUS
dates, starting transaction number, sales tax percent and
messages to be printed on the Decus Purchase Receipt. File
maintenance facilities are availble to create, edit and delete
items in the database file. Password protection is implemented
where necessary to provide adequate security. Data entered at
various prompts within the POS System is verified to help assure
maximum integrity of the system. Error messages are displayed
when an improper or invalid response is made.
To assist in the daily reconciliation of the cash drawer, the POS
system prints a detailed cashout report with a breakdown of each
transaction by payment method with subtotals and totals. During
the cashout procedures, a backup of the daily ORDERS and PRODUCT
data files to floppy disk is forced to help assure complete
integrity of the POS System.
A "HELP" database facility has also been implemented to provide
the user with "on-line" assistance to various menu options. A
"HELP" screen will appear and briefly describe the selected
option plus a reference to the section within this documentation
that describes the function in greater detail.
2. POS INSTALLATION
2.1. SYSTEM CONFIGURATION
Following is the recommended configuration for using
the POS System:
2.1.1. Hardware
Rainbow 100A/B/+ with 5 or 10Mb Winchester
320Kb of memory (minimum)
Monochrome or color monitor
LK-201 keyboard
LA-50 printer with printer cable
2.1.2. Software
MS-DOS V2.11
dBASE III V1.1
DECUS POS V4.2 SYSTEM "MASTER PROGRAM DISK"
DECUS POS V4.2 SYSTEM "MASTER DATA DISK"
2.1.3. Supplies
Paper, 9.5x11", fanfold - for printing reports
1 Box/10/system, RX-50 diskettes - for daily backups
DECUS Purchase Receipts - for printing receipts
Prior to performing the following steps, it is assumed that the
Winchester hard disk system on the Rainbow has already been
formatted and partitioned accordingly, and the MS-DOS operating
system copied to the E: drive of the hard disk (if "booting" from
the Winchester on a PC-100B/+). If you have not done this yet,
refer to the Rainbow/Winchester "Getting Started" documentation
before continuing.
2.2. PROCEDURES
1. Turn the Rainbow system on and log on to the E: drive
where all the dBASE and POS files are to reside.
2. The DECUS POS SYSTEM is supplied on two diskettes.
Insert the disk labeled "MASTER PROGRAM DISK" into disk
drive A: and the disk labeled "MASTER DATA DISK" into
drive B:.
3. At the MS-DOS "E:>" prompt, type the following:
COPY A:*.* E: <RETURN>
This will transfer all the program files to the hard
disk.
4. When all the files from the "MASTER PROGRAM DISK" have
been copied to the hard disk, type the following:
COPY B:*.* E: <RETURN>
This will transfer all the data files to the hard disk.
5. Remove the POS disks from the drives and insert the dBASE
program disk into drive A: and type the following:
COPY A:*.* E: <RETURN>
This completes the POS installation procedure. Place the POS and
dBASE diskettes back in their disk jackets and store them in a
safe place.
The above procedures and all following instructions must be
performed for each POS system that is to be used at the DECUS
Symposium.
3. USING THE POS SYSTEM
3.1. STARTING POS FOR THE FIRST TIME
To start the POS System, at the E:> prompt, type:
DBASE OPMENU <RETURN>
3.2. POS MAIN MENU
After a few seconds, the "sign-on" screen will appear follow
ed by the "POS MAIN MENU" screen.
----------------------------------
| *** POS MAIN MENU *** |
| |
| 1 Align Printer Forms |
| 2 Enter Orders |
| 3 System Manager Functions |
| E Exit |
| |
| Selection: |
| |
| PRESS ?n FOR HELP |
----------------------------------
Table 3-1: POS MAIN MENU
3.2.1 GETTING HELP
At the bottom of several of the POS Menu screens, you
will see "PRESS ?n FOR HELP". If you enter "?" and
the number of the menu selection, a HELP screen will
appear, briefly describing that particular function. In
the upper right corner of the HELP screen, a reference
will be made to the section of this documentation that
gives a detailed description of that function. If an
invalid response is entered at any of these screens, a
"HELP" screen will appear explaining how to use the
"HELP" facilities.
3.2.2 Daily Totals
Although it does not appear as an option from the Main
POS Menu, if you press "DT" (Daily Total) as your
selection, a running sales total will briefly appear on
the screen to reflect the daily sales total for the
day.
3.3. SYSTEM MANAGER FUNCTIONS
The System Manager Functions provide the ability to
maintain the data files used within the POS System,
setting various system parameters, performing the daily
cashout and data backup procedures and printing of
various financial reports.
Assuming you are starting the POS System for the first
time, it will be necessary to create a new DECUS
product data file. Actually, two product files are
created by the system. The first is the MASTER data
file where new items are entered into the system.
After the MASTER file is completed a second data file
called PRODUC is created as the working data file for
the order entry functions. Creation of this file will
be dicussed later. From the POS Main Menu, select
Option 3 for System Manager Functions. You will be
asked to enter the system password, simply PRESS THE
<RETURN> KEY. Do not attempt to enter a password at
this time.
-------------------------------------------
| *** SYSTEM MANAGER FUNCTIONS *** |
| |
| 1 Data File Maintenance |
| 2 Set System Parameters |
| 3 Daily Cashout & Backup |
| 4 Print System Summary Reports |
| E Exit |
| |
| Selection: |
| |
| PRESS ?n FOR HELP |
-------------------------------------------
Table 3-2: SYSTEM MANAGER MENU
After the System Manager Functions menu appears, select
Option 1 to select Data File Maintenance.
3.4. FILE MAINTENANCE
This is the first step in creating a working POS
System. The Data File Maintenance menu will appear as
follows:
---------------------------------------
| *** DATA FILE MAINTENANCE *** |
| |
| 1 Create/Add New Items |
| 2 Edit/Delete Existing Items |
| 3 Enter Beginning Inventory |
| 4 Enter Ending Inventory |
| 5 Enter Discount Percentages |
| 6 Consolidate Product Data Files |
| 7 Create PRODUC file from MASTER |
| E Exit |
| |
| Selection: |
| |
| PRESS ?n FOR HELP |
---------------------------------------
Table 3-3: FILE MAINTENANCE MENU
3.4.1. Creating a New Database
From the File Maintenance Menu, select Option 1 to
create or add new items to the MASTER data file.
The screen will clear and you will be asked:
"ARE YOU CREATING THE MASTER FILE FOR THE FIRST TIME? (Y/N)"
If you respond with a "Y", any and all data in the
MASTER and PRODUC data files will be destroyed.
Be sure that you DO NOT attempt to perform this
function after you have already entered items into
the MASTER file.
If you respond with a "N" for no, it is assumed
that you have previously performed the above
operation and have begun to enter new items into
the data file.
The system will then prompt you to enter the
required information as shown below.
-------------------------------------------
| LAST PRODUCT ENTERED WAS... |
| 100 GOING ON LINE: COMM DEC RAINBO |
| DECUS PRODUCT CODE... 101 |
| DEC PART NUMBER...... ___________ |
| ITEM DESCRIPTION..... _______________ |
| DEC MLP.............. ___________ |
| NEW ITEM (Y/N)....... __ |
| |
| OK TO ADD? (Y/N) _ |
-------------------------------------------
Table 3-4: ADDING ITEMS TO DATA FILE
Note that with the exception of the very first
item entered into the data file, the DECUS Product
Code will automatically be incremented by 1 to
minimize keyboard entry. If the system generated
code is not suitable, simply reenter a new code.
Also, the last product code and item description
will be displayed on the 2nd line to assist you in
keeping track of the last item entered.
Enter your information and press <RETURN> after
completing each field. If you make a mistake, use
the cursor arrow keys to move up or down to the
appropriate field to make your correction. After
all the data is correct, please respond with a "Y"
to the screen prompt "OK TO ADD? (Y/N)". If you
realize that there is a mistake after you have
added the item to the data file, note the DECUS
Product Code and you may use the Edit function toè correct it. This function will be described
shortly.
The "NEW ITEM" field is designed to reflect
whether you wish to have this part identified as a
new product on the "PRICE LIST". Respond with
either a "Y" or "N".
When you are done entering new items to the MASTER
file, type "END" into the DECUS Product Code field
and press <RETURN> several times. You will then
return to the File Maintenance Menu.
3.4.2. Edit/Delete Existing Items
Should you need to make any edits or deletions to
inventory items that exist in the MASTER file,
select Option 2 from the File Maintenance menu.
You will be prompted to enter the DECUS Product
Code. If the code is invalid, an error message
will tell you that the code is invalid and does
not exist in the data base.
After a valid code is entered, the product
description for that item will be displayed to
further verify that it is, in fact, the proper
item desired. You will then be asked if you want
to edit or delete the item. To delete the item,
you must type "DEL", otherwise, any other entry
will put you into the edit mode.
In the edit mode, you now have the opportunity to
change any of the information in the following
fields: DEC part number, item description, MLP or
whether you want the item listed as a "NEW"
product on the price list.
When all edits and deletions are completed, type
"END" in the DECUS Product Code field and press
<RETURN>. If there have been any item deletions,
the data base file must be updated and a message
will appear on the screen saying:
"NOW UPDATING DATABASE...PLEASE WAIT"
This process may take several minutes, so please
do not interrupt the system. After updating has
completed, you will return to the File Maintenance
Menu.
è 3.4.3. Beginning Inventory
After the MASTER file has been created, beginning
inventory counts may be entered by selecting
Option 3 from the File Maintenance Menu. This
function may be used either prior to the DECUS
Symposium or the inventory counts may be entered
after the show from the Physical Inventory
Worksheets. The only impact that the beginning
and ending inventory counts have are in the
financial reports. These counts are used against
the consolidated quantities sold to help pinpoint
shortages, overages or security issues.
3.4.4. Ending Inventory
Ending inventory counts are entered by selecting
Option 4 from the File Maintenance Menu. These
counts, as with the entering of the beginning
inventory, are taken from the Physical Inventory
Worksheet and will usually be entered after
returning from the DECUS Symposium.
3.4.5. Creating PRODUC file
After the complete inventory product set has been
entered into the MASTER file as previously
described in the "Create and Add" section, it is
necessary to create the PRODUC data file from the
MASTER before order entry can be performed. This
procedure simply copies the MASTER data file to
the PRODUC data file and indexes the PRODUC file
as needed by the system. DO NOT perform this
function until the entire inventory has been
entered, and DO NOT add any new items to the
MASTER file after this procedure has been
performed as the PRODUC file will not reflect
those added items.
When you are ready to create the PRODUC data file,
select Option 7 from the File Maintenance Menu.
The screen will clear and then display a warning
message describing what will occur, essentially,
what was explained in the previous paragraph. The
following message will then display:
"SHALL WE CREATE THE PRODUC FILE NOW ? (YES/NO)"
You must respond with "YES", not "Y", in order to
create the PRODUC file. Any other response will
not create the PRODUC file and will return you to
the File Maintenance Menu. If you respond with
"YES", a message will appear indicating that theè PRODUC file is being created and not to interrupt
the process. Again, when the procedure has
finished, the File Maintenance Menu will appear.
3.4.6. Setting Product Discounts
At this point, if you need to establish any
discounts for the product set, select Option 5
from the File Maintenance Menu. This function is
performed AFTER the PRODUC data file is created as
discount percentages are calculated against the
MLP and entered in the PRODUC file, not the MASTER
file, for use during order entry time. If you
attempt to perform this function before creating
the PRODUC file, a message will appear on the
screen indicating as such and will not allow you
to continue.
Discounting can be performed at any time during
the show, and may be performed for either a single
product or a large range of products. For this
reason, it is important that items entered into
the inventory during the "Create/Add" function be
entered in a logical and grouped sequence. It is
important to remember that if any discounts are
entered during the show, this procedure should be
performed on all the POS Systems in use at the
same time to maintain consistancy.
After selecting Option 5, the following screen
will appear:
-------------------------------------------------------------
| *** ENTER DISCOUNT PERCENTAGES *** |
| |
| Enter the LOWER and UPPER range of product codes and the |
| discount percentage to apply to that range. For a single |
| line item change, use the same product code for BOTH the |
| LOWER and UPPER range. |
| |
| ENTER LOWER RANGE.... ___ |
| ENTER UPPER RANGE.... ___ |
| ENTER DISCOUNT % .... ___ |
-------------------------------------------------------------
Table 3-5: ENTERING DISCOUNTS
Enter the LOWER and UPPER range as indicated and
the discount percentage to apply to that range. An
error message will be displayed if either the
UPPER or LOWER range is invalid or the discount
percentage is negative or greater than 100%.
For example, to discount a product or product
range by 25%, enter "25" and press <RETURN>. Do
not enter ".25" as this will discount the products
by only 1/4%. If the discount is, for example,
15.75%, then you will enter "15.75" as the discount.
To return products to the original MLP, simply
enter "00.00" as the discount percentage. To exit
discounting, enter "END" into either the UPPER or
LOWER range and press <RETURN> several times and
you will return to the File Maintenance Menu.
3.5. SETTING SYSTEM PARAMETERS
At this point, you are almost ready to start using the
POS System. The last step to setting up the system is
to establish certain system parameters used within the
POS System during order entry time.
There are four system parameters that can be set or
reset from the "Set System Parameters" menu, the
starting transaction number, the state sales tax
percentage, the system password, and the valid starting
and ending dates for the DECUS show.
è ------------------------------------
| *** SET SYSTEM PARAMETERS *** |
| |
| 1 Set/Reset Transaction # |
| 2 Set/Reset Sales Tax % |
| 3 Set/Reset Password |
| 4 Set/Reset DECUS Dates |
| 5 Set/Reset Receipt Messages |
| E Exit |
| |
| Selection: |
| |
| PRESS ?n FOR HELP |
------------------------------------
Table 3-6: SYSTEM PARAMETERS MENU
3.5.1. Transaction #
Selecting Option 1 allows you to set or reset the
starting transaction number. This transaction
number will be displayed on the order entry screen
as well as printed on the sales receipt. The
Cashout Report also prints this number to provide
detail for reconciliation purposes. It is
suggested that each system used start with its own
sequence of numbers in groups of 1000. (i.e. system
# 1 starts with 1001, system # 2 with 2001, etc.)
3.5.2. State Sales Tax
Option 2 allows you to establish the applicable
state sales tax percentage. Simply enter the
proper rate when prompted to "Enter New Sales Tax %".
3.5.3. System Password
Option 3 sets the system password that is required
to perform any System Manager functions. When
prompted, enter your password. The password may
be any combination of upper-case letters or
numbers but should not exceed 8 characters in
length. PLEASE REMEMBER IT! If you forget the
password, you will not be allowed access to the
System Manager functions. Contact the author of
this program for a "skeleton key" password to gain
access.
3.5.4. Valid Dates
Option #4 allows you to set the starting and
ending dates for the DECUS Symposium. The purpose
of this is to help minimize date entry errors at
order entry time by requiring the current date to
be within a specified range.
3.5.5 Message Receipts
The last available option allows you to create up
to three message lines of text that will be
printed at the lower left portion of the DECUS
Purchase Receipt. These messages may be changed
at any time.
Press "E" to exit this menu after all system parameters
have been set or reset. You will be returned to the
System Manager Functions menu.
At this point, all databases and system parameters have
been established for a working POS System. You should
now exit the POS System and create several master data
disks with the appropriate data, index and system
parameter files to be used to load the POS systems at
DECUS.
From the POS Main Menu, select "E" to exit to the MS-
DOS operating system. You should have several blank,
formatted disks before proceeding with the following
instructions.
Insert a blank disk into drive A: and type each of the
following command lines successively, waiting for the
MS-DOS prompt to appear before typing the next.
COPY E:*.DBF A: <RETURN>
COPY E:*.NDX A: <RETURN>
COPY E:*.MEM A: <RETURN>
These commands will copy the appropriate files to the
disk. After you have completed the first disk, remove
it and replace it with another blank formatted disk and
repeat the above steps as many times as necessary for
each POS systems to be used. Be sure to label these
disks as "DECUS MASTER DATA DISK - STARTUP". They must
be loaded onto each POS system to be used at the DECUS
Symposium.
3.6. ORDER ENTRY
After the MASTER and PRODUC data files have been
created, system parameters established, and any
discounts made, you are now ready to start processing
orders into the system. If the POS Main Menu is not
displayed on the screen, continue pressing "E" for exit
until the POS Main Menu appears on the screen.
Before processing orders, however, you must be certain
that the DECUS Purchase Receipts are loaded into the
LA-50 printer and properly aligned. From the POS Main
Menu, select Option 1 to align the forms.
3.6.1. Forms Alignment
A message will appear on the screen asking you if
you want to align another form. Respond with a
"Y" until you are satisfied that the forms are
properly aligned in the printer. The form
alignment utility will print a number of "X's" on
the purchase receipt at locations where
information will be printed during order entry.
When the forms are aligned, respond with "N" to
return to the POS Main Menu.
3.6.2. Order Entry Processing
Select Option 2 from the POS Main Menu to start
order processing. The screen will then ask you to
enter the operators initials, the current date and
time (using military time standards).
This information is not only required, but the
date entered must be within the valid DECUS
Symposium date range previously established by the
Set System Parameters function. If any invalid
dates are entered or the operators initials are
ommitted, the system will display an error message
and the user will have to reenter valid data.
After the operator's initials, a valid date and
the time have been entered, press <RETURN> and the
Order Entry screen will appear.
ORDER ENTRY TX # : 1001
______________________________________________________________________________
|Customer ............................. | | ** PAYMENT METHOD ==> __ |
|Address ............................. | | CA = Cash VI = Visa |
|Address Line 2 ............................. | | CK = Check MC = MstrCrd |
|City State Zip ...................... .. .. | | PO = P.O.'s EX = EXIT |
|Attention ............................. | |____________________________|
|Tax Exempt # .................. | | PO # ............... |
|_____________________________________________| |____________________________|
Qty Code Part Number Decription Price Total
______________________________________________________________________________
| 1 ... ... ...................................... ......... ...... |
| 2 ... ... ...................................... ......... ...... |
| 3 ... ... ...................................... ......... ...... |
| 4 ... ... ...................................... ......... ...... |
| 5 ... ... ...................................... ......... ...... |
| 6 ... ... ...................................... ......... ...... |
| 7 ... ... ...................................... ......... ...... |
| 8 ... ... ...................................... ......... ...... |
| 9 ... ... ...................................... ......... ...... |
|____________________________________________________________________________|
| Subtotal ...... |
| Sales Tax ...... |
| TOTAL ...... |
_______________________
Table 3-7: ORDER ENTRY SCREEN
In the upper right corner of the screen, you
will notice a transaction number. This number
will increment by one after every transaction
has completed and will be recorded in the
ORDERS data file.
The first field to be entered is the method of
payment. The valid payment codes are CA, CK,
PO, VI, and MC. Any other entry will result in
an error message displayed in the lower left
corner of the screen. If the payment type is
a purchase order, a purchase order number must
be entered, otherwise, an error message will
display indicating that it is required.
After entering the above information, the
cursor will then move to the "Customer" field.
Enter the infor- mation as needed and press
<RETURN> when each data field is completed.
The cursor will automatically move to the next
field if the entire field is filled.
The last field in the upper portion of the
screen is the "Tax Exemption #". If the
customer gives you a tax exempt number, enterè it here. An entry of six characters or less
will result in an error message and will not
allow you to continue until a valid tax number
has been entered. The sales tax percentage
will then be set to zero (00.00) and the
transaction will not be taxed.
When you start entering a new order, you
should ask the customer for the method of
payment and whether the sale is tax exempt.
If the sale is no tax exempt, and after
entering the method of payment, you may press
<CTRL W> or the <DO> key to accept the
information in the upper portion of the
screen.
After completing the upper portion of the
screen, the system will perform a validation
on some of the critical fields. Any errors or
invalid data will present an error message and
you will be required to correct the data
before proceeding.
Assuming the first part of the order entry
screen is valid, the cursor will move to the
first line item "QTY" field. Enter the
quantity amount and press the <RETURN> key.
If you need to make a correction in the "QTY"
field after pressing the <RETURN> key, simply
press the left-arrow key " <- " to move back.
The order entry screen can also be used to
"return" or refund items from the customer.
The only difference in the order processing
procedure is that a NEGATIVE quantity is
entered in the "QTY" field. If there was a
price override on the original transaction,
override the price accordingly. The extended
line total will display a negative dollar
amount based on the quantity and price.
The next field required is the DECUS Product
Code. This field is a 3-digit, numeric only
field.
After the DECUS Product Code has been entered,
the system will locate the item within its
data base and display the item description and
DECUS price. If the product code cannot be
found, an error message will display
indicating the item code is invalid and to try
again.
è The system will then calculate the extended
total for the current item line based on the
quantity and price and display a "running"
subtotal and total in the lower right portion
of the screen. The cursor will then move to
the next line for entry of the next item.
Continue this process until all items have
been entered, or, the maximum of nine (9) line
items per order has been entered. If the
customer has more than nine items, you will
need to process another order for those
products. If there are fewer than nine items
to enter, simply press <RETURN> twice at the
"QTY" and "CODE" fields to end product entry.
At this point, the system will display the
following message in the lower left of the
screen:
"ANY LINE ITEM EDITS (Y/N)"
If you need to make corrections to either the
product code, quantities, or prices, or would
like to add additional items to the order (not
to exceed 9), respond with "Y" at the prompt.
You will then be asked to enter the line
number to edit.
After entering the line item, the cursor will
move to the "QTY" field for the requested
line. Either re-enter the quantity amount if
it has changed, or press <RETURN> to move to
the "Code" field. If the "Code" field is
wrong, simply type in the new DECUS code.
The system will then find the product
requested and the cursor will move to the
price field. You may enter a new price if you
wish to override the existing price, other-
wise, simply press the <RETURN> key to accept
the displayed value.
To delete an item from the order, simply edit
that particular line item and enter zeros
(000) for BOTH the quantity and DECUS code.
That line will then be cleared and the order
totals updated.
After all line item edits are completed, or,
if there are none, the system will then ask:
"OK? (Y/N/CANCEL)"
è If the order is not "OK" or information is
incomplete in the upper portion of the screen,
reply with "N". After a few seconds, the
cursor will move to "Payment Method" in the
upper right of the screen and you may change
any of the data as needed. Repeat all the
steps as discussed previously to this point.
Note that by responding with "N", the entire
order must be re-entered, including all
product line items. This will slow the entire
order processing time considerably and should
be avoided if possible. For that reason, it
is important that you be certain that the
information entered is correct the first time!
If, for any reason, the customer changes their
mind and decides not to purchase, the entire
order may be cancelled by typing "CANCEL" at
the prompt. The screen will then be cleared
for a new transaction and the transaction
number will not be incremented. Data files
will not be updated.
If everything is acceptable, type "Y" to
proceed with the transaction. If the payment
method selected was "CA" for cash, the system
will ask you for the amount of money tendered
to you by the customer. Enter this amount
exactly, and the correct change due to the
customer will display on the screen and will
also be printed on the purchase receipt. This
prompt will not appear for any other payment
method.
The purchase receipt will now start printing
and the ORDERS and PRODUC data files will be
updated accordingly. After the receipt has
printed, carefully tear the receipt along the
perforation and give the customer the top,
original copy (white). The yellow copy should
then be filed as the bookstore copy and should
be kept in numerical sequence.
The order entry screen will now clear all data
from the previous transaction, increment the
transaction number and be ready to procces the
next order.
To exit the order entry mode, type "EX" in the
"Payment Method" field and press <RETURN>. You
will then return to the POS Main Menu.
è 3.7. DAILY CASHOUT & BACKUP
The Daily Cashout & Backup utility is used at the close
of each day for cash drawer reconciliation and is
performed on each POS System in use. This function MUST
be performed before any additional order processing on
following days can occur. The Cashout & Backup utility
does the following:
1. Creates a backup diskette of the ORDERS and PRODUC
data files. The system will instruct you as to the
procedure to follow.
2. Prints a Cashout Report that details all the
transactions that were recorded, by transaction number,
payment method and tax amount. Subtotals of tax
collected by payment method and grand totals are
printed. The system date is also printed.
From the POS Main Menu, select System Manager Functions,
enter your password, and from the System Manager menu,
select Option 3. The Cashout & Backup screen will
appear. If you respond "N" to the prompt below, you will
be returned to the System Manager menu.
--------------------------------------------------------------
| *** CASHOUT & BACKUP UTILITY *** |
| |
| You must have a formatted blank disk to perform the data |
| file backups BEFORE cashing out. Also, replace the sales |
| forms with blank paper for the cashout report. |
| |
| CONTINUE (Y/N)? |
--------------------------------------------------------------
Table 3-8: CASHOUT/BACKUP SCREEN
3.7.1. Backup Procedures
By responding with "Y" at the above screen, the
Disk Backup screen will display. You will then be
prompted as follows:
"INSERT A FORMATTED DISK INTO DRIVE A:
AND PRESS <RETURN> TO CONTINUE."
Insert a blank, formatted diskette into drive A:,
close the drive door and press the <RETURN> key. A
message will appear telling you that the backup is
in progress and not to interrupt the procedure.
è When the backup has completed, you are then
instructed to label the disk with the appropriate
date and system number. Remove the diskette and
place it in its protective jacket.
IMPORTANT: It is highly recommended that you make
a SECOND backup of the diskette using the BACKUP
utility from the File Maintenance Menu. Label the
second backup accordingly and store both diskettes
in a SAFE PLACE. Treat them with care as they
contain valuable data.
3.7.2. Cashout Procedures
When the Disk Backup Utility has completed, the
Daily Cashout Report screen will display and
instruct you to:
"Make sure printer is turned on and blank paper loaded."
When you are ready to print the report, press
<RETURN>. The report will start printing and a
message will display telling you not to interrupt
the process.
After the report has completed, another message
will appear:
WARNING: The next process will DELETE today's ORDERS
file to prepare for tomorrow's new orders.
Please be sure that everything is OK. If all
is OK, respond with "DELETE" at the prompt.
Otherwise, respond with "N", return to the Main
Menu and repeat this process.
CONTINUE? TYPE <DELETE> OR <N>
You must type the complete word "DELETE". Any
other response will not delete the ORDERS file and
will return you to the System Manager menu. If you
DO NOT "DELETE" the ORDERS file as prompted, the
system will know this and will not allow you to
process orders the next day until this function has
been performed. The entire Cashout & Backup
procedure must then be done again before you can
proceed.
The purpose of this function is to eliminate any
possibilty of duplicating or appending orders into
the ORDERS data file from the previous day. This
would result in an inaccurate Cashout Report.
After both Backup and Cashout have completed, you
may exit the POS System and reconcile the cash
drawer.
4. AFTER DECUS - WHAT'S NEXT
When the DECUS Symposium is over, a physical inventory must
be taken and recorded on the Physical Inventory Worksheet.
After returning to your office, several steps must be
performed. First, both the beginning and ending inventory
counts must be entered into the POS System. Next, and
perhaps one of the most important steps within the entire POS
System, the backup data disks must be consolidated from each
of the systems that were in use during the show.
4.1. CONSOLIDATE PRODUCT DATA FILES
This function is used AFTER the end of the show and will
generally be performed after you have returned to your
office. The purpose of this function is to consolidate
all the PRODUC data files from each system used at the
show back into the MASTER file from which the financialè reports are printed. This procedure is not only critical
to maintaining complete accuracy to the entire system, the
financial reports cannot be printed until this procedure
has been performed. Further, the integrity and accuracy of
the reports is dependant upon performing this function
properly.
To consolidate the PRODUC data files, you MUST have the
LAST day's data disk from each system used. If one POS
System is used only for the first two days, then the
backup data disk created from the Cashout procedures on
the second day is the disk required for that system. It
is extremely important that all backup data disks be
labeled to reflect both the date and the system number
that created it.
To start the consolidation function, select Option 6
from the File Maintenance Menu. The screen will clear
and you will be asked if you want to continue. This is
your opportunity to change your mind by entering an "N"
for no, so be sure that you have all the required data
disks to complete this function.
Responding with a "Y" at the prompt, you will see the
following appear on the screen:
"HOW MANY DATA DISKS DO YOU HAVE?"
Enter the total number of disks. This number should be
the same as the total number of POS Systems used at the
show, regardless of the number of days they were in use.
After entering that number, you will be asked to confirm
the number by entering it again.
The system will then ask you to place the first disk in
drive A: and press <RETURN> to start the updating. When
the disk has been updated to the MASTER file, you will
then be asked to replace the updated disk with another
back-up disk. Should you accidentally insert a data
disk that has already been updated, an error message
will appear indicating that the disk has been updated
and to replace it with another, thus avoiding any
duplication of data.
After all back-up data disks have been updated, a
message will appear as follows and you will be returned
to the File Maintenance Menu.
"UPDATES ARE NOW COMPLETE.
You may now print financial reports."
After the consolidation has been performed, the final
step is to print the Financial Reports. These reports
will provide accurate summary information by product,
revenues, quantities sold and inventory discrepancies.
Reports are also printed by the various methods of
payment.
4.2. FINANCIAL REPORTS
From the System Manager Menu, select Option 4 for the
System Reports Menu.
--------------------------------------------------
| *** SYSTEM REPORTS MENU *** |
| |
| 1 Print Price List |
| 2 Print Summary Product Status Report |
| 3 Print Cash Sales (Taxable) Report |
| 4 Print Cash Sales (Tax Exempt) Report |
| 5 Print Credit Card (Taxable) Report |
| 6 Print Credit Card (Tax Exempt) Report |
| 7 Print Purchase Order (Taxable) Report |
| 8 Print Purchase Order (Tax Exempt) Report |
| 9 Print Physical Inventory Worksheet |
| E Exit |
| |
| Selection: |
--------------------------------------------------
Table 4-1: SYSTEM REPORTS MENU
The System Reports Menu allows you to print a number of
various forms or reports. Remember, however, that the
financial reports cannot be printed until the
consolidation procedure has been performed. Sample
reports can be found in Appendix A for each of the
available reports.
4.2.1. Price List
The "DECUS Bookstore Price List" can be printed
after the MASTER and PRODUC files have been
completed. The price list uses the PRODUC file as
any discounts entered into the system are entered
into the PRODUC file (not the MASTER file) and
reflect the price at which the products will be
sold. This price list can be used as a master from
which copies can be made for distribution at the
DECUS Symposium. Therefore, it is suggested that a
fresh printer ribbon be installed in the LA50
printer.
The price list can be printed for the entire
product set, or you may select an upper and lower
range. The procedure for selecting the ranges is
the same as for entering discounts into the POS
System.
4.2.2. Summary Product Status Report
This report summarizes each product and prints
totals for quantities sold, revenues collected,
allowances and inventory discrepancies. Again,
this report can be printed for selected product
ranges.
4.2.3. Financial Revenue Reports
There are six financial revenue reports printed by
the system. They are categorized by the method of
payment (cash, credit cards & purchase orders) and
taxable and tax-exempt sales. Examples of these
reports can be found in Appendix A. (Note: these
sample reports are not included in the public
domain release.)
4.2.4. Inventory Worksheet
The Physical Inventory Worksheet should be printed
by selected product ranges according to the product
set sequences as entered into the MASTER data file.
Two sets of worksheets should be printed for each
range, one for beginning inventory count and one
for the ending.
è5. SUMMARY
DECUS POS SYSTEM, V4.2 has been designed to provide a fast and
accurate method of tracking product sales within the DECUS
Bookstore. Version 4.2 has had numerous modifications and
improvements made over previous versions to help assure more
accurate tracking of data. Considerable effort has gone into this
version to provide enhanced ease-of-use, increase speed within the
order entry function and still maintain a high level of data
integrity.
Any problems or suggested enhancements to the POS System should be
forwarded to the author.
B - 1
APPENDIX B
B.1 FILE DESCRIPTIONS
B.1.1 *.MEM Files
DATES.MEM Stores beginning and ending DECUS dates for Order Entry
verification. Created from SETPARMS.PRG.
TAXPCT.MEM Stores local sales tax percentage. Created from
SETPARMS.PRG.
OE-OK.MEM Memory file created from MAKEPROD.PRG that creates the
working PRODUC.DBF data file. If it is not created, order
entry cannot be performed.
TRANSNUM.MEM Stores the last transaction number used in the order entry
file, NEWORDER.PRG. It may be set or reset from SETPARMS.PRG.
PSWD.MEM Stores the system password. It may be changed from
SETPARMS.PRG. The password is a <CR> when first used.
OK.MEM Memory file created after the data consolidation function
has been performed. Used as a "flag" when attempting to
print reports. If it is not present, then consolidation has
not been performed. Created from CONSOL.PRG.
MESSAGES.MEM Stores 3 lines of text messages to be printed on the DECUS
Purchase Receipt.
B.1.2 *.DBF Files
MASTER.DBF The main or "master" data file created from DECUSINV.PRG.
All new items are entered into this file during startup.
PRODUC.DBF This file is the same structure as the MASTER data file,
and is created from MAKEPROD.P af data entry into the
MASTER file is complete. Any product discounts are made
into this file and all product updating from order entry
affects this file only and not the MASTER file.
HELP.DBF Data file for on-line HELP facilities.
ORDERS.DBF This data file stores the daily order entry transaction
information. The Cashout Report uses the data from this
file. The data is purged after it is backed up to disk on a
daily basis.
è
B.1.3 *.NDX Index Files
MASTER.NDX Index file for MASTER.DBF. Index is on the "PROCOD" field.
PRODUC.NDX Index file for PRODUC.DBF. Index is on the "PROCOD" field.
HELP.NDX Index file for HELP.DBF.
B.2 PROGRAM SOURCE CODE (not included)
B.3 DATA FILE STRUCTURES
B.3.1 MASTER FILE
STRUCTURE FOR FILE: F:MASTER .DBF
NUMBER OF RECORDS: 00000
DATE OF LAST UPDATE: 00/00/00
INDEXED ON PROCOD
FLD NAME TYPE WIDTH DEC
001 PROCOD C 003
002 PARTNO C 011
003 DESCRI C 030
004 MLP N 007 002
005 PRICE N 007 002
006 DISC N 004 002
007 STARTCNT N 004
008 ENDCNT N 004
009 CATQTY N 004
010 CATNET N 008 002
011 CATEQTY N 004
012 CATENET N 008 002
013 CCTQTY N 004
014 CCTNET N 008 002
015 CCTEQTY N 004
016 CCTENET N 008 002
017 POTQTY N 004
018 POTNET N 008 002
019 POTEQTY N 004
020 POTENET N 008 002
021 NEW C 003
** TOTAL ** 00146
B.3.2 PRODUC FILE
STRUCTURE FOR FILE: F:PRODUC .DBF
NUMBER OF RECORDS: 00000
DATE OF LAST UPDATE: 00/00/00
INDEXED ON PROCOD
FLD NAME TYPE WIDTH DEC
001 PROCOD C 003
002 PARTNO C 011
003 DESCRI C 030
004 MLP N 007 002
005 PRICE N 007 002
006 DISC N 004 002
007 STARTCNT N 004
008 ENDCNT N 004
009 CATQTY N 004
010 CATNET N 008 002
011 CATEQTY N 004
012 CATENET N 008 002
013 CCTQTY N 004
014 CCTNET N 008 002
015 CCTEQTY N 004
016 CCTENET N 008 002
017 POTQTY N 004
018 POTNET N 008 002
019 POTEQTY N 004
020 POTENET N 008 002
021 NEW C 003
** TOTAL ** 00146
B.3.3 ORDER FILE
STRUCTURE FOR FILE: F:ORDERS .DBF
NUMBER OF RECORDS: 00000
DATE OF LAST UPDATE: 00/00/00
NO INDEXED FIELD
FLD NAME TYPE WIDTH DEC
001 INVNUM N 004
002 CONTAC C 030
003 COMPAN C 030
004 ADDRES C 030
005 ADDRE2 C 030
006 CITY C 020
007 STATE C 002
008 ZIP C 005
009 PAYTYP C 002
010 ITEM01 C 013
011 ITEM02 C 013
012 ITEM03 C 013
013 ITEM04 C 013
014 ITEM05 C 013
015 ITEM06 C 013
016 ITEM07 C 013
017 ITEM08 C 013
018 ITEM09 C 013
019 OPERAT C 003
020 ORDDAT C 006
021 EXEMPT C 020
022 SUBAMT N 008 002
023 TAXAMT N 007 002
** TOTAL ** 00315
B.3.4 HELP FILE
STRUCTURE FOR FILE: F:HELP .DBF
NUMBER OF RECORDS: 00000
DATE OF LAST UPDATE: 00/00/00
INDEX FIELD IS KEY
FLD NAME TYPE WIDTH DEC
001 KEY C 002
002 FUNCTION C 034
003 PAGE C 006
004 T1 C 068
005 T2 C 068
006 T3 C 068
007 T4 C 068
008 T5 C 068
** TOTAL ** 00383
