home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
Chestnut's Multimedia Mania
/
MM_MANIA.ISO
/
home
/
oybi565
/
oyb-doc.exe
/
OYB.DOC
< prev
next >
Wrap
Text File
|
1993-02-25
|
268KB
|
5,591 lines
ORGANIZE! YOUR BUSINESS
-- Industrial Version --
A Complete Database For Organizing An
Industrial Plant or Mill
The Professional Software Group
P.O. Box 974
Tualatin, OR 97062
Voice: (503) 692-3732
Fax: (503) 692-0382
Compuserve: 71450,254
GEnie: S.HUDGIK
HomeCraft BBS: (503) 692-0382
_______
____|__ | (tm)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
This manual and accompanying software copyright 1991, 1992 by Steven C. Hudgik.
Portions Copyright 1985, 1986, 1987, 1988 Microsoft Corporation.
WELCOME TO SHAREWARE
This software is distributed as shareware. This means you can
try this software to see whether it provides what you need before
you pay for it. There are no limits in this software nor is it
crippled in any way. It is true "try before you buy" software.
You may have obtained this software from a shareware disk vendor,
a bulletin board or a friend. I hope you also feel free to share
copies of it with your friends and upload it to your favorite
bulletin board(s). If you find you like this software and you've
been using it for more than 60 days, you must register as a user
by purchasing a registered copy. This software may not be used
for more than 60 days without registering.
Registration Information
This is a copyrighted software program protected by both U.S. and
international copyright law. If you are using this software for
more than 60 days you must purchase a registered copy in order to
continue to use it. The registration for a single copy is $79.95
(plus $5.00 S&H - $10.00 outside North America). Please note that
even though you may have purchased this disk from a retail store
or via mail order, you have not purchased a registered copy.
What you've paid for this disk was a fee that compensates the
vendor for their costs, time and effort in making this disk
available. If you'd like us to, we will be happy to refund the
price you paid for the shareware disk. Just include a copy
the receipt showing the purchase of the shareware disk and
we'll deduct that amount from the registration price.
We accept company checks, personal checks, VISA and Master Card.
All amounts shown are in U.S. dollars. All checks in U.S.
dollars must be drawn on a U.S. bank. Users outside the U.S.:
We accept cheques in your local currency from users in
Canada, Mexico, Australia, the United Kingdom, New Zealand,
Sweden, Norway, France, Germany, Denmark, The Netherlands, Japan
and Switzerland. We will add other countries as our bank allows.
You can register as a user via Compuserve or GEnie
using the ID numbers listed on the first (cover) page. Just
send us an E-Mail giving your name, address, credit card
number, the disk size you need and the name of the program.
For additional information about registering, please see the
order form (also included on the disk as the ORDER.FRM file)
When you register you will receive:
[] The right to continue to use the software and an upgrade
to the current version.
[] Access to future software upgrades. We are constantly
making improvements and adding features suggested by users.
Typically upgrades are issued once a year, but, if there is
a new feature you need, you can upgrade as soon as it is ready
to ship. Our upgrade service is part of our commitment to
provide the best and highest quality customer service possible.
[] A copy of the illustrated, printed and bound manual with
quick reference card.
[] One year of free unlimited technical support via telephone,
fax, mail or electronic mail.
[] A free subscription to our newsletter which includes user
tips, help with using your computer, information about upgrades
and new cataloging systems.
[] Ten additional business organizational formats including:
office inventory, book & magazine cataloging; sales planning;
project planning; customer list and more!
[] Additional utilities that provide features such as search
and replace (for editing), the ability to set the Quick View
capacity and the width of the lines displayed in Quick View. A
feature to delete blocks of entries. The ability to set the
top margin on reports. An improved "set starting point" feature
The ability to create formatted ASCII documents. And More!
[] Discounts on HomeCraft's cataloging software for collectors.
Catalog your stamps, music, video tapes, baseball cards & more!
MULTIPLE COMPUTERS AND NETWORKS
If you wish to use this software on a network or simultaneously
on more than one computer (eg. on a computer at home and
another computer at work or in another office or building) you
will need a site license. Please see appendix C for information
on site licenses.
DISTRIBUTION OF THE SHAREWARE VERSION OF THIS SOFTWARE
(Please see the VENDOR.DOC file).
Feel free to give away copies of the shareware version of
this software to friends, relatives, acquaintances or even
strangers.
You may NOT sell copies of this software, even if the purchase
price is just to cover duplication costs; nor may you include
this shareware on a CD-ROM or other type of package produced by
any user group, commercial library, or any for profit or non-
profit organization; nor may you distribute it with any other
product or as an incentive to purchase any other product, without
the express written permission of H.C.P. Services, Inc. The
purpose of this is so that we will know who you are and we can
then keep you supplied with updates. The only exception to this
is that ASP approved disk vendors (except for PsL) may sell this
software without prior approval.
OUR GUARANTEE
If you have any problems with this program or the disk it is on,
without regard to where you obtained it, you may send it to
H.C.P. Services, Inc. (HomeCraft Software) for a free update to
the current version.
SPECIALTY DATABASE
U S E R L I C E N S E A G R E E M E N T
NOTICE! - This manual and the enclosed software is provided to
you on the express condition that you agree to this software
license. By using this software you agree to the following
provisions.
<1> This manual, the enclosed software and the disks on which it
is contained are licensed to you, for your own use only. This is
copyrighted software. You are not obtaining title to the
software or any copyright rights. You may not sublicense, rent,
lease, modify, translate, convert to another programming
language, decompile, or disassemble the software for any purpose.
<2> You may make as many copies of this software as you need for
backup purposes and copies may be given away provided no fee is
charged. Private individuals may use this software on more than
one computer, provided there is no chance it will be used
simultaneously on more than one computer. This software may not
be used on more than one computer, nor installed on more than one
hard disk, nor installed on a network when used by a business,
corporation, government agency or department, or institution of
any kind. If you need to install this software on more than one
computer or on a network, please contact us for information about
a site license.
WARRANTY - HCP SERVICES INC. DISCLAIMS ALL WARRANTIES RELATING TO
THIS SOFTWARE, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT
LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS
FOR A PARTICULAR PURPOSE, AND ALL SUCH WARRANTIES ARE EXPRESSLY
AND SPECIFICALLY DISCLAIMED. NEITHER HCP SERVICES, INC. NOR
ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR
DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY INDIRECT,
CONSEQUENTIAL, OR INCIDENTAL DAMAGES ARISING OUT OF THE USE OR
INABILITY TO USE SUCH SOFTWARE EVEN IF HCP SERVICES, INC. HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS. IN NO
EVENT SHALL HCP SERVICES, INC.'s LIABILITY FOR ANY DAMAGES EVER
EXCEED THE PRICE PAID FOR THE LICENSE TO USE THE SOFTWARE,
REGARDLESS OF THE FORM OF CLAIM. THE PERSON USING THE SOFTWARE
BEARS ALL RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE.
Some states do not allow the exclusion of the limit of liability
for consequential or incidental damages, so the above limitation
may not apply to you.
This agreement shall be governed by the laws of the State of
Oregon and shall inure to the benefit of HCP Services, Inc. and
any successors, administrators, heirs and assigns. Any action or
proceeding brought by either party against the other arising out
of or related to this agreement shall be brought only in a STATE
or FEDERAL COURT of competent jurisdiction located in Multnomah
County, Oregon. The parties hereby consent to in personam
jurisdiction of said courts."
Information in this manual is subject to change without notice
and does not represent a commitment on the part of H.C.P.
Services, Inc. or HomeCraft Software. This manual and
accompanying software is copyrighted and protected under both
Federal Law and the Berne Convention (international law).
This manual is copyright 1991 & 1992 by Steven C. Hudgik
All Rights Reserved
WordPerfect is a trademark of WordPerfect Corporation
IBM is a trademark of International Business Machines
Microsoft and MS-DOS are trademarks of Microsoft Corporation
dBase III is a trademark of Ashton-Tate
Organize! is a trademark of H.C.P. Services, Inc.
Part number: 002-001B
This program is produced by 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 or send a Compuserve message via CompuServe Mail to
ASP Ombudsman 70007,3536
HomeCraft Software
P.O. Box 974
Tualatin, OR 97062
(503) 692-3732
(503) 692-0382 (FAX) (503) 692-0382 (BBS)
TABLE OF CONTENTS
SECTION ONE - INTRODUCTION 1
Terminology 2
Using This Manual 3
Technical Support 4
SECTION TWO - INSTALLATION 6
SECTION THREE - QUICK START 9
Starting The Software 9
Using The Menus 11
Make A New Entry 12
Editing 13
Searching And Printed Reports 14
Printed Reports 15
Utilities 16
SECTION FOUR - REFERENCE SECTION
(USING ORGANIZE!) 20
The Main Screen 20
Memos 22
The Menus 23
Make Entries Menu 23
Edit Menu 25
Search Menu 27
List All Entries 27
Sequential Searches 28
Alphabetical Searches 29
Global Searches 31
Utilities Menu 33
Copy Entries 33
Import dBase File 36
Reindex 37
Sorting 38
Set Up New Format 41
Set Up Macro 45
Set Security Code 45
Delete Catalog 47
Select Catalog 47
Report Menu 48
Send (Report) To 48
Page Length 50
Set Up Report Format 51
Printing Reports 54
Exit Menu 55
Backing Up Your Catalog 55
Help Menu 56
Return (Menu Selection) 56
Calculator 56
Graphic Images 57
SECTION FIVE - PREDEFINED CATALOG FORMATS
Mailing List Manager 60
Bill of Material 61
Warehouse Inventory 64
Tool Inventory 66
Parts Inventory 69
Maintenance Records 71
Engineeering Drawings 74
Vehicle Records 80
Photographs 83
Motors & Drives 85
Equipment Inventory 87
Charity Records 90
APPENDIX A - PROBLEM SOLVING 92
APPENDIX B - FILE NAMES 95
APPENDIX C - SITE LICENSES 98
INDEX 100
______________________ORGANIZE YOUR BUSINESS - INTRODUCTION - 1
SECTION ONE - INTRODUCTION
HomeCraft's ORGANIZE YOUR BUSINESS is an easy-to-use data-
base/cataloging program designed specifically for organizing
information about your business or needed by your business.
Eleven cataloging systems are provided with this program to
quickly get you started. Plus you can design your own
cataloging systems to meet the requirements of your business.
This software was developed as an extension of HomeCraft's
collector's series of software. Since 1986 HomeCraft has been
recognized internationally as the leading publisher of software
for cataloging collectibles such as records and CDs, business
cards and books - and many people have already been using our
collector's software in their businesses. Here's what the press
has said about our software:
"menu driven and easy" - PC Magazine
"Helping the insatiable collector stay organized." - Business
Week
"The best are available from HomeCraft." - Jerry Osborn writing
in his nationally syndicated newspaper column.
"first class support is what separates HomeCraft's software
from the rest of the pack." - review in Goldmine magazine in
which our software was rated the best available for cataloging a
record/CD collection.
The author of this program, Steve Hudgik, has extensive business
experience both in running his own businesses and in working
for large, international corporations. He is the publisher
of the HomeCraft Small Business Journal, is the author of a
book on running a small business (published by McGraw-Hill),
and has worked as a small business consultant for over six
years.
This is version 5 in our series of specialized databases. With
this program we are introducing a much more powerful and flexible
program than any previous software we've published. However, it
still maintains the easy-to-use interface and the clear screen
displays that have become a HomeCraft trademark. Unlike previous
versions you now have the flexibility to choose the specific
lines (fields) you want to use, rename fields and adjust their
length. You can design your own report formats. Alphabetize any
line and sort any combination of lines into a multiple level
alphabetical listing. A Quick View screen lets you see 20
entries at one time. Macros and copy functions make entering
information quicker and easier.
______________________ORGANIZE YOUR BUSINESS - INTRODUCTION - 2
USING EXISTING DATA FILES
If you have your office information cataloged using a program
such as dBase, this software will directly import your files if
they are in a dBase III format.
If you've been using any of HomeCraft's previous cataloging
programs, the registered version of this software includes
a conversion utility that will convert your existing files
for use with this software.
A standard we maintain at HomeCraft, above all else, is
that we will never make a change in our software that results
in your having to retype all of your entries. If we do
need to change the data format, all registered users of the
new version will be supplied with a free conversion utility.
TERMINOLOGY
Throughout this manual we will be using a few standard computer
terms you should be familiar with. I've tried to write this
manual using plain English, but since we are talking about using
a computer we will need to use a few computer terms.
DATABASE - the "catalog" created by this software is called a
database. A database is a collection of information. Software
such as ORGANIZE YOUR BUSINESS can search, print, list and
manipulate the information in a database and is thus referred to
as database software.
FLOPPY DISK - any software you purchase is supplied on a floppy
disk. Floppy disks come in two sizes - 5-1/4 inch square and 3-
1/2 inch square. Although 5-1/4" disks are flexible (floppy) 3-
1/2" disks are made from rigid plastic. Thus the term "floppy
disk" is not an accurate descriptive term. Floppy disks can
typically contain from 0.360 mb to 1.44 mb of information.
Floppy disk drives are usually designated as A and B.
HARD DISK - a hard disk is installed inside your computer and can
not typically be removed. Hard disks operate much faster and
hold a lot more information than a floppy disk. Typical hard
______________________ORGANIZE YOUR BUSINESS - INTRODUCTION - 3
disks can hold from 40 mb to 100 mb (and more). Hard disk drives
are designated by the letter C or greater. Hard disks are never
designated as drive A or B. Not all computers have hard disks.
The speed of database software is highly dependent on the speed
of the disk containing the data. Thus I recommend that your
ORGANIZE! catalog be stored on a hard disk.
mb - this is an abbreviation for megabyte which is a measure of
how much information can be stored on a disk. Typically a 40 mb
hard disk is sufficient for most database files created by
ORGANIZE!
DIRECTORY/SUB-DIRECTORY - your computer can create separate
"rooms" on disks. Each "room" is separate from the others and is
called a directory. (Sub directories are "rooms" within the main
directory "room"). Directories and sub-directories provide a way
to keep the files on your disks organized. You should create a
separate directory for each program you use. This will keep all
of the files associated with that program together in one place
and prevent them from becoming mixed with (and thus confused
with) files used by other programs.
FILE and FILENAME - a computer stores information and programs in
"files" on either a floppy disk or a hard disk. Each file has a
name that is called its filename. A filename may have up to
eight characters followed by a period and then a three letter
filename extension. The name of the ORGANIZE! program file is
OYB.EXE. "EXE" is the filename extension and "OYB" is the
filename. By the way, OYB stands for Organize Your Business.
USING THIS MANUAL
This manual is divided into five sections plus appendixes. Part
one is the section you are now reading and it contains the
introductory information. Part two describes how to install this
software on your computer.
The third section provides quick start instructions. Please read
this section before starting to use this software. It is short
and has been designed to provide the key information needed to
get you quickly started using the basic functions provided by
this software.
______________________ORGANIZE YOUR BUSINESS - INTRODUCTION - 4
The fourth section is a reference section that describes in
detail all of the features in this software.
Section five provides the details about the various organiza
-tional systems provided with this software
No computer experience is required to use this software, however
you will need to know which letter designates each disk drive on
your computer. For example, a hard disk is usually drive C and
floppy disks are drives A and B. Check your computer's manual
for the letters used to designate the drives on your computer.
NOTE: Please check the README.TXT file for information about
changes to the software since the manual was printed. To get a
printed copy of the README.TXT file do the following:
1) Get the DOS prompt for the disk containing the README.TXT
file.
2) Type COPY README.TXT LPT1: and push enter.
SYSTEM REQUIREMENTS: this software will only run on computers
that are fully IBM compatible and have at least 380K of memory
available. A color monitor is required for some of the features.
A hard disk is recommended, but this software will run on floppy
disks provided there is a minimum of 720K of disk space
available. If you have a hard disk, please put this software on
your hard disk and store your database files on the hard disk.
Database software such as this software is very disk intensive.
Because of the slow speed of floppy disks using the software on a
floppy disk will slow it down considerably.
TECHNICAL SUPPORT: If you have problems using this software,
please read this manual first. Appendix B provides a trouble
shooting guide that may be helpful in solving problems. If you
are unable to solve the problem by reading the manual, feel free
to give us a call. We do provide limited basic technical support
for unregistered users (full support is available for registered
users only). The number is (503) 692-3732. Technical support is
available from 9am till 5pm pacific time monday through friday.
You may also contact us by writing to us at:
HomeCraft Fax: 503-692-0382
P.O. Box 974 HomeCraft BBS: 503-692-0382
Tualatin, OR 97062 GEnie: S.HUDGIK
______________________ORGANIZE YOUR BUSINESS - INTRODUCTION - 5
MAKE BACK UP COPIES
The most important suggestion I can pass on to you is to make
back up copies of your data files (the ones that end with DAT).
If you have a hard disk I recommend using software such as
FastBack or PC Tools. You also could use the DOS back up
utilities, but personally I don't use them. I've heard of too
many problems with the DOS backup utilities. Problems such as
only being able to restore lost files onto a similar computer
using the same version of DOS. (That may not always be
possible). For something as critical as making backup copies I
prefer software that will backup and restore from and to any hard
disk using any version of DOS on any computer.
This version does include a backup utility. This utility will
backup files that are approximately up to 1.3 megabytes big using
a 360K floppy disk (larger files can be backed up using higher
capacity floppy disks). This utility is provided in order to
insure you have something you can use to backup up your data.
However, this utility is not intended as a permanent solution.
First, it is limited in that once your catalog exceeds the size
that can be backed-up on a single floppy this utility will no
longer be able to back it up. Second, it provides no tracking of
the files that have been backed up. Unless you carefully label
your backup disks you can lose track of what files are on which
disks.
______________________ORGANIZE YOUR BUSINESS - INSTALLATION - 6
SECTION TWO - INSTALLATION
Installation of this software is straight forward. First make a
backup copy of this disk. You'll need to check the manuals that
came with your computer to see how to make copies of a disk.
Generally you can use the DOS DISKCOPY utility to copy a floppy
disk. The commands you need to type to use DISKCOPY vary
depending on the version of DOS you have and the floppy disk
configuration in your computer.
If you should damage or lose your only copy of this software, you
can get another shareware disk from HomeCraft by sending us a
blank floppy disk plus 50 cents for the return postage. (Outside
the U.S. please include $2.00 US, or the equivalent in your
currency, for air mail postage).
There are three disk configurations for which this software can
be installed.
Hard Disk Installation
To install on a hard disk:
+ Put the backup copy of the floppy disk in a floppy drive.
+ Get the DOS prompt on the screen and change it so that it is
set for the disk drive that contains the this software floppy
disk. For example, if the floppy disk is in the "A" drive and
your computer has a "C>" prompt on the screen, type A: and push
ENTER. You can change the DOS prompt so it is set for a
different drive by typing the letter representing the drive you
want to use, a colon, and then pushing ENTER. (See Appendix E
for help with using DOS).
+ Type INSTALL and follow the instructions that appear on the
screen.
______________________ORGANIZE YOUR BUSINESS - INSTALLATION - 7
Single Drive Floppy Disk Installation
If your computer only has a single floppy drive you will have to
install the software manually. The easiest way might be to
install the software on someone else's hard drive and then copy
all of the files from the hard drive to your floppy disk.
Please note that this software can not be used on a
with single 360K floppy drive and no hard disk. If
you have a single floppy drive it must have a capacity
of at least a 720K.
NOTE: This software may only be used on two computers if there is
no chance that it can be used simultaneously on both computers.
Please see the user license at the front of this manual.
Once installed most of the files on the disk are data (DAT) or
set (SET) files. These are the formats for the various
organizing systems. The name of each file indicates what
it is used for and corresponds to the catalog names given in
section 5 of this manual. You can erase any DAT and SET
files that are used for areas you are not interested in
organizing.
To install the software manually:
You'll need to de-archive the main set of files. To do this
type LHA E ORGANIZE and push ENTER. Once all of the files have
been de-archived you can erase the ORGANIZE.LZH file. The disk
can now be used. Just type OYB to start the software.
Dual Floppy Drive Installation
If your computer has two floppy drives you can install this
software just as if one of the floppy drives is a hard disk.
First put the backup copy of the enclosed disk in the "A" drive.
Put a blank formatted disk in the "B" drive. At the "A>" prompt
type INSTALL and follow the directions that appear on the screen.
In this case the drive you want to install the software on is the
"B" drive so the required files will be copied to the blank disk.
When the installation asks for the name of a directory, a default
name of \OYB will be shown. Type a backslash "\" and then push
the DEL key until only the backslash remains. This will install
the software in the root directory on the floppy disk.
______________________ORGANIZE YOUR BUSINESS - INSTALLATION - 8
CONFIG.SYS File
Your computer uses a CONFIG.SYS file to tell it how to configure
itself when it is first turned on. The CONFIG.SYS file is an
ASCII text file that contains a series of instructions used by
your computer. For this software to run these instructions must
tell your computer to set itself up so up to 20 files may be
opened at the same time. This is done by including a FILES=20
(or any number greater than 20) statement in the CONFIG.SYS file.
If you are running a Graphical User Interface such as Windows,
your computer may need to be set to open as many as 50 or 60
files.
The CONFIG.SYS file needs to be in the root directory on your
hard disk. If you use a floppy disk to boot your computer, the
CONFIG.SYS file must be on the floppy disk used to boot your
computer. The CONFIG.SYS file is not part of the this software.
You can look at the contents of a CONFIG.SYS file by going to the
root directory on your hard disk and typing: TYPE CONFIG.SYS at
the DOS prompt. Then push ENTER.
You can change a CONFIG.SYS file by using your word processing
software, editing it as you would any other document and then
saving it as a DOS text file (ASCII file).
If you do not have a CONFIG.SYS file, or if it does not include a
FILES=20 line, you can create one during the installation
process. When you run the INSTALL utility you will be given a
chance to install a CONFIG.SYS file with a FILES=20 line. This
will not change any of the other lines in your CONFIG.SYS file.
_______________________ORGANIZE YOUR BUSINESS - QUICK START - 9
SECTION THREE - QUICK START
STARTING THE SOFTWARE
As you read through this section I recommend you have the
software installed and running on your computer. When you
first start OYB it will be set to use the Mailing List format
and all of the examples in this manual are based on that
format. As I describe examples, I suggest that you duplicate
the steps I'm describing using your computer.
This section will take you through all the main functions in
the software. The Quick Start section does not describe all of
the functions available, just those you need in order to use the
basic capabilities of the software. For explanations of all of
the functions and features in this software you will need to read
the reference section of this manual.
To start this software type OYB at the DOS prompt and push ENTER.
If you are using this software on a hard disk, you will need to
be in the directory or subdirectory in which the software was
installed before you type OYB. If when your computer first
starts it displays the DOS prompt, type CD \ and the name of the
directory in which this software was installed. If you used the
default directory name of OYB supplied by the installation
software, you would type:
CD \OYB
The letters "CD" stand for Change Directory. Typing CD \OYB will
put you in the OYB directory. Once in the OYB directory you can
type OYB to start the software.
User Tip (This is not required in order to use the this software.
It is only provided to help make using your computer easier).
Some computer "experts" suggest you include the directory name
for all your major programs in the PATH statement contained in
the AUTOEXEC.BAT file. This allows you to start the program from
any directory. I'd like to offer another suggestion. Include a
directory called BATCH in your path statement. In the BATCH
directory put batch files that first change to the directory
containing the program they run and then run that program. If
this software is on the "C" drive, the batch file for this
software would look like:
______________________ORGANIZE YOUR BUSINESS - QUICK START - 10
C:
CD \OYB
OYB
You also can use this technique with other programs such as
WordPerfect. The batch file that starts WordPerfect might look
like:
C:
CD \WP51
WP %1
The %1 symbol allows WordPerfect (or any other program) to use a
parameter. For example, if you start WordPerfect by typing WP
WORK.DOC, WordPerfect will run and automatically load the
WORK.DOC document. When used this way WORK.DOC is called a
parameter.
COMMAND LINE - When starting the software you may enter the
name of the catalog you want to use as a part of the command
that starts the software. In normal circumstances the
software will boot up and use the same catalog that was in
use when you last exited the software. If you'd like to use
a different catalog type OYB, then a space, then the name of
the catalog you want to use. For example, if you want
to use MAIL, you would type OYB MAIL at the DOS prompt.
THE MAIN SCREEN
After typing OYB (and pushing ENTER) the software will start
running and display the complete cataloging format for your
business. Throughout this manual I will refer to this initial
screen as the "Main Screen."
The key parts of the Main Screen are the top and bottom two
lines. They provide status information and menu
selections. The majority of the screen is used to display the
information lines (fields) in use.
When the software first starts the Main Screen is displayed. You
can return to the Main Screen from any other function such as
editing, searching or making new entries, by pushing F7. The F7
key is used to clear the screen and reset everything back to
the default settings. With the Main Screen displayed you can
immediately start typing and saving new entries. But, before
getting started let's go over how to use the drop-down menus.
OYB provides drop-down menus that show you, at a
glance, all of your options. The names of the menus are
displayed across the top of the screen. They are: Make entries,
Edit, Search, Utilities, Reports, eXit and Help.
______________________ORGANIZE YOUR BUSINESS - QUICK START - 11
Using The Menus
To select a menu hold down the ALT key and push the capitalized
letter included as a part of the name of the menu you want to
display. To start let's look at the Make entries menu. Hold
down the ALT key and push the letter M. You'll see the screen
shown in figure three.
Once any of the drop-down menus is displayed you can move
from one menu to another by using the left and right cursor keys.
Take a look at the other menus by pushing the right cursor key
until the Make entries menu is displayed again.
A scroll bar within each drop-down menu is used to select the
function you want to use. The scroll bar is moved using the up
and down cursor keys. When the scroll bar is at the top of the
menu it can be directly moved to the bottom selection by pushing
the up cursor key once. It can also be move from the bottom
selection directly to the top by pushing the down cursor key.
Some of the functions can be used directly without going through
a menu. These have an "F key" designation next to them when the
menu is displayed. Looking at the Make entries menu you'll see
"<F5>" next to the word "Save". This means you can push F5 to
save an entry without using the drop-down menu.
To select an item on a menu first highlight it with the scroll
bar and then push the ENTER key.
For example, to exit from the program push the right cursor key
until the "eXit" drop-down menu appears, then highlight "Exit
Program" and push ENTER. (If you just exited from the software
type OYB and push ENTER to get started again). By the way, you
should never turn your computer off while a program (any program,
except for a shell or menu program) is running. Always exit from
the software before turning your computer off.
If you do not want to make a selection from a menu you can return
to the main screen from the drop-down menus by pushing the ESC
key. You can also select "Return" on the menu bar at the top of
the screen.
If a drop-down menu is displayed push ESC to return to the main
screen.
USING A MOUSE
A mouse may be used to operate most of the functions in OYB.
A rectangular mouse cursor will appear on the screen whenever
the mouse is active. If you know the mouse is active, but you
do not see the mouse cursor try moving the mouse slightly.
The left button on the mouse serves as the "ENTER" key. To
make a selection place the mouse cursor on the item you want to
______________________ORGANIZE YOUR BUSINESS - QUICK START - 12
select and push the left mouse button. When making a selection
from a menu you will need to "double" click the mouse. Double
clicking means to push the left mouse button twice in rapid
succession. Pushing the left mouse button once will move the
highlight bar to the menu selection marked by the mouse cursor.
Pushing it a second time selects that option.
The right mouse button serves as an ESC key. In many cases when
the software asks you to push the ESC key, you can also push
the right mouse button.
Please note that a series of prompts across the bottom of the
Main Screen provides direct mouse access to the short cut keys.
The numbers in these prompts refer to the "F" key numbers.
The mouse can be used at nearly every prompt in OYB. With
prompts that request a (Y/N) response, place the mouse cursor
on either the "Y" or "N" and push the left mouse key once.
Anytime a prompt asks you to push a letter to make a selection
you can place the mouse cursor on that letter (in the prompt)
and push the left mouse key.
You can even bypass the opening copyright screen by clicking
the left mouse key after the copyright screen appears.
MAKING NEW ENTRIES
When you pushed ESC the drop-down menus should have disappeared
and the cursor will be in the left hand space on the LAST NAME
line.
The names of the lines are listed along the left side of the
screen. To the right of each name is a shaded area that shows
the space available for entering information related to the line
name. The cursor can be moved around in the shaded area using
the four cursor keys. Whenever the cursor is at the beginning or
end of a line, and can go no further, your computer will beep.
To enter the information you want to catalog, just type it on the
appropriate line.
Using the Mailing List format as an example, you can immediately
start typing in the first name. Type the person's last name
and push ENTER. That will move the cursor down to the first
character of the next line.
NOTE: The Mailing List format as it appears on your screen may not
be the format you want to use. You can eliminate unused lines,
add other additional lines, and change the titles of most lines.
We'll be discussing how to do that shortly.
Then enter the rest of this person's name and address to fill
in the rest of the lines in this format.
______________________ORGANIZE YOUR BUSINESS - QUICK START - 13
You may change anything you've typed by using the cursor keys to
put the cursor at the spot where a correction is needed and
just typing the new information. When the entry is complete
and correct push ALT-M. The "Save" option will already be
highlighted so all you need to do next is push ENTER and the
entry will be saved.
Pushing ENTER to select "Save" from the drop-down menu will clear
the screen and leave it ready for the next entry to be typed.
Notice that the entry number is displayed in the upper right hand
corner. It should now say "Entry 2" as the next entry you type
will be number 2.
Now type in your second entry. To save this entry push F5. The
F5 key is short cut key that saves entries. Push ALT-M and
notice that the word "Save" has "<F5>" next to it. This means
pushing F5 performs the same function as selecting "Save" on the
drop-down menu. You can also use the mouse to save entries
by clicking on the "5 Save" prompt at the bottom of the screen.
That's it. That's all there is to entering information into your
catalog. Push ESC to clear the drop-down menu from the screen.
EDITING
Now let's see if the information you just typed is really stored
in the database. The Editor lets you look at any entry
and browse forward and backward through all of your
entries. To use the editor push ALT-E. The "Select Number"
option will be highlighted as shown in figure five. Push the
ENTER key and a window will appear asking you to type an entry
number. Push number 1 and then push ENTER. The first entry will
be displayed.
You can now do any of several things.
You can modify this entry by moving the cursor to the word(s)
to be modified and typing the changes. When the changes are
complete push ALT-E and move the scroll bar to "Save Changes."
Then push the ENTER key to save the changes you just made. Also
notice that you can push F5 to save the changes without using the
drop-down menu.
The editor also offers a browse capability. If the drop-down
menu is on the screen, push ESC to return to the editing screen.
To browse use the F1 and F2 keys to move backward and forward
through the mailing list. Push F2 now. Then push F1 to go back
to the previous entry. That's about all you can do with just two
entries. Once you have more entries this becomes an easy way to
page through all of them.
The drop-down menus always show all of the available options.
Push ALT-E. Notice that Page Backward and Page Forward are
______________________ORGANIZE YOUR BUSINESS - QUICK START - 14
identified as being operated by the F1 and F2 keys. You can
browse by selecting Page Forward or Page Backward from this drop-
down menu or by pushing F1 or F2. You can also use the mouse
to browse forward and backward by clicking on either the
"1 Back" or "2 Fwd" prompts at the bottom of the screen.
When an entry is no longer needed it can be deleted using the
Edit menu.
Push the right cursor key and we'll look at the search
capabilities of Organize Your Business (OYB).
SEARCHING AND PRINTED REPORTS
Two types of "searches" are provided by OYB. The first is a
listing. There are two types of listings. These are shown in
the top box of the Search menu shown in figure six. They are:
List Entries: allows you to enter a starting and ending entry
number and have all of the entries between (and including) the
two numbers listed in sequence.
List Alphabetically: allows you to list entries in alphabetical
or numerical order. To use this function you need to be using
the indexes.
The second box down from the top on the Search menu lists the
various types of searches you can do. Let's take a look at how
these work. Push ESC to clear the drop-down menu from the
screen then push F7 to clear the screen. (F7 is identified on
the Make entries menu as the key that erases the screen). You
can also use the mouse by clicking on the "7 Clr" prompt.
Sequential Searches
To search for something first enter the information you want to
find on the appropriate line. For example, let's search for a
a specifics company. Move the cursor to the COMPANY line.
Let's say you wanted to find everyone who works for the AJAX
corporation. To start this search first type AJAX on the
COMPANY line. Push ALT-S to drop-down the Search menu.
Move the scroll bar to the "Sequential Search" selection and push
the ENTER key. The first, and in this case the only, matching
entry will be displayed.
If you want to search for AJAX again push ALT-S and move the
scroll bar to "Search Again" and push ENTER. If you do this,
you will see a "NO OTHER MATCHES FOUND" message at the bottom
of the screen - unless you happened to have entered AJAX on
the COMPANY line as you were trying out the software.
Sequential searches will find the specified search criteria,
which in this case is AJAX on the COMPANY line, without
______________________ORGANIZE YOUR BUSINESS - QUICK START - 15
regard to where it is located on the line. The word (or phrase)
you are searching for can even be within another word.
There are short cut keys you can use for starting a sequential
search. Push ALT-S to display the Search menu. Notice that
sequential searches can be started by pushing F8. Also notice
that you can find additional matches (Search Again) by pushing
F2.
When a match is found during a search it is displayed on the
screen and the software automatically goes into the edit mode.
You can make any changes or additions you want and then push F5
to save them.
Other types of searches are shown on the Search menu (figure
six). The "Alphabetical Search" will list entries alphabetically
based on the search criteria and using indexes created by the
software. The "Find Deleted" search will list all of the entries
that have been deleted and the "Global Search" finds a word or
phrase regardless of what field it is in.
Printed Reports
NOTE: For more detailed information on how to print reports see
the section on the Report Menu in Section Four of this manual.
The search you just conducted displayed matching entries on the
screen. You can also print reports or save them in disk files.
If the Search menu is still on the screen push the right cursor
key twice to display the Reports menu. The first selection on
this menu is called "Send To" and it is currently set for
MONITOR. To send the report to the printer or a disk file push
the ENTER key. This will open a window in the middle of the
screen as shown in figure seven.
Within this window the "X" next to MONITOR tells you the results
of a search or listing will be displayed on the screen. Push
the TAB key to move the X through the available settings. When
the option you want is marked by the "X" push ENTER. The other
options are:
PRINTER-Continuous Paper: will print the report on continuous
feed paper such as used by dot matrix or laser printers.
PRINTER-Single Sheet Feed: prints the report on printers that
handle only one sheet of paper at a time
ASCII File: saves the report as a text document in a disk file.
You can specify the name of the file.
dBase File: saves the report in a file on the disk using dBase
III format. This report can be used for transferring information
______________________ORGANIZE YOUR BUSINESS - QUICK START - 16
between various programs. Most other database software and
spreadsheets can read dBase III files.
QUICK VIEW: displays a list on the screen. You can then select
specific items from the list. (Note: the Quick View feature
requires video memory that is usually only available with color
monitors. If you get an error when trying to use this feature,
your computer does not have the required memory or other software
is using this memory).
LABELS: for use in printing labels. The other printed reports
include form feeds that advance the paper to the next page. If
the LABELS option is selected the form feeds are not included.
Push the TAB key until the software is set for PRINTER-Continuous
Paper. Then push the ENTER key to return to the Reports menu.
Notice that the report type listed on the menu has changed to
"PRINTER-C". Push the ESC key to clear the drop-down menus from
the screen.
Let's try the same search as before. Put "AJAX" on the COMPANY
line and push F8. A prompt, asking for a title, will
appear at the bottom of the screen. You can type a single line
title that will be printed on the top of the first page of your
report. If you just push ENTER, without typing a title, the
software will automatically print the search criteria on the top
of the first page of the report. You can eliminate the title by
pushing the space bar once and then pushing ENTER. For this
example just push ENTER.
The matching entries will be displayed on the screen as they are
sent to the printer. When no other matches are found the "NO OTHER
MATCHES FOUND" message will appear at the bottom of the screen.
When you push any key you will be returned to the main screen.
UTILITIES
The Utilities menu provides a variety of functions that range
from selecting the catalog you want to use to deleting catalog
files. I'll discuss the two most important functions here.
Catalogs
You can create as many catalogs (database files) as you wish,
giving each it's own name. Each catalog can have a different
format. To change to a different catalog push ALT-U to display
the Utilities menu. The last selection on this menu is "Select
Catalog Name." Push the up cursor key to immediately move the
scroll bar to this selection. Then push ENTER.
A window will display the names of the catalogs in the current
directory. You can use the cursor keys to highlight any one of
them and then push ENTER to select that catalog. You can also
create a new catalog (database) by pushing ESC and typing the
______________________ORGANIZE YOUR BUSINESS - QUICK START - 17
name you wish to use for the new catalog. Please note that
catalog names can not contain numbers and they must be eight
characters or less in length.
If you enter a new catalog name you will need to set up a format
for that new catalog. How to set up a catalog format is
discussed next.
The names of the existing catalogs will be displayed on the
screen you are now looking at. Highlight a catalog name and push
ENTER. You are now ready to start entering information or to
modify this format to meet your needs.
Modifying An Existing Catalog Format
To modify a catalog format push ALT-U to display the Utilities
menu. Move the scroll bar to the "Set Up New Cat. Format" option
and push ENTER. This will display a screen similar to the one
shown in figure eight. This set-up screen replicates the way the
information entry area looks on the main screen. There are four
things you can set on this screen:
1. The line (field) title.
2. Change the lengths of lines (fields).
3. Select the lines to be indexed (alphabetized).
4. Select the lines to be totaled.
Please note that once you have saved one or more entries in a
catalog you can not change the length of the lines for that
catalog. You can change the titles, indexing and totalling
settings at any time. However, unless you set the software
to use a new catalog name, the F2 prompt for "LENGTH" will no
longer appear on this set up screen.
Because there is an entry in the mailing list we're using as
an example, you can not change the length of the lines.
On the Set Up Catalog Format screen the F2 key is used to select
what you wish to set/modify. When working with a new catalog, in
which no entries have been saved, the brackets next to the F2
prompt at the bottom of the screen will contain the word TITLES.
This means you can type new titles or modify existing titles.
Setting Line Titles
OYB comes with eleven preset cataloging formats. These formats
can be modified using the Set Up Catalog Format feature on the
Utilities Menu.
______________________ORGANIZE YOUR BUSINESS - QUICK START - 18
Using the cursor keys a scroll bar can be moved up and down
through the list of line titles. Place the scroll bar on the line
you wish to change and type the new title. Then push ENTER to
move the scroll bar down to the next line. If you wish to have a
blank title, push the space bar and then push ENTER. Line titles
may be up to 14 characters long and can contain letters, numbers,
spaces and any other keyboard characters. You do not have to put
a title on every line and you can skip lines.
The next step is to select which lines you want to use and set
their lengths. Push F2 once and the word "LENGTH" appears in the
brackets next to the F2 prompt. Position the scroll bar on the
line whose length is to be set and enter a number from 2 to
64. A highlight bar showing the length of the line will appear
and a number showing length will be displayed. For information
about the line lengths and intended purpose of the default
settings of the line titles see section 5.
If a title is entered for a line that is turned off (set to zero
length), that line will not appear on the main screen. On the
other hand a line does not need to have a title in order appear
on the main screen and be available in the catalog. You can
include lines that have no titles as a part of a format. The
factor that determines whether or not a line and its associated
title is displayed as a part of a format is whether or not that
line has a length greater than 0.
Notice at the bottom of the screen that there is a bar containing
the abbreviation "EST". The number shown here provides an
estimate of the number of entries you'll be able to store in a
megabyte of space. As lines are set up, there lengths adjusted,
and lines to be indexed are added or deleted, this number will
change.
Selecting Lines To Index
Once you have set the line lengths push F2 again. You'll
now be able to select the lines you want to have indexed. An
index for a computer is the same thing as it is for a book. If
you need to quickly find something in a book, you look in the
index. It's the same for a computer. An index is an alpha-
betical listing that allows the computer to find entries quickly.
To select a line to be indexed put the scroll bar on that line
and push ENTER. Please remember this will only work if the
word "INDEXING" appears in the brackets next to the F2 prompt.
When you push ENTER to select a line to be indexed a starburst
symbol will appear next to that line. This symbol indicates that
the line will be indexed. On the main screen the starburst
symbol indicates the lines which are indexed and thus it shows
which lines can be listed alphabetically.
______________________ORGANIZE YOUR BUSINESS - QUICK START - 19
Getting Total Values
Push F2 one more time and the word in the brackets will change to
"VALUE". You can now select lines you want to have totaled at
the end of a report. Select the lines to be totaled in the same
way you selected lines to be indexed. In this case three
horizontal bars will appear to the right of the line to indicate
that any values entered on the line will be totaled. This
capability is used, for example, to get the total value of all
items listed for insurance purposes.
Push F2 again to return to the TITLE setting.
Once you have set-up the format to be as you need it, push F5 to
save it. You will be returned to the main screen.
DISPLAYING TOTAL VALUES
The total value of all items listed in a printed report will be
shown at the end of all printed reports. However, you can
get the total value of everything in a catalog without
printing a report. When you are at the Main Screen hold down
the CTRL key and push the ENTER key. The values will be
totalled and displayed along the right side of the screen.
This completes the quick start section. In this section I
have provided the basic information needed to use the software.
There is a lot more you can do with this software and there
are many additional features that make using the software
easier and faster. This Quick Start section is only provided
as a brief summary of the major features so you can quickly
start using the software.
At this point I'd suggest trying out the software. Type in
a few test entries. Try a few searches and maybe try running
a printed report. Then read the next section which provides
a detailed description of each feature - including such
things as designing your own reports, multiple level
alphabetical listings, and creating your own catalog formats.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 20
SECTION FOUR - REFERENCE SECTION
This section of the manual provides detailed descriptions of each
function on the drop-down menus. We'll start with the Make
entries menu and work from left to right through the menus and
cover each item on each menu. But first let's go over the
information and options presented on the main screen.
THE MAIN SCREEN
Most of the time you'll be using functions that are accessed from
the main screen. This screen includes a listing of menus across
the top of the screen. The top line also includes the current
entry number in the upper right corner of the screen. When
typing a new entry the number displayed in the upper right is the
entry number that will be assigned to the new entry. When
editing or displaying the results of a search, the number
displayed is the entry number associated with the information
currently on the screen.
Some people have tried using the entry number as a catalog
number. I understand we all have different requirements and need
to use the software in different ways, but I do not recommend
using the entry number as a catalog number. My reason is that
the entry number associated with a specific item can change if
you delete an item from your database. The entry number is only
intended to help you see how many total items you have in the
database and to help you navigate around your catalog.
The second space from the top of the screen includes a horizontal
double line. This is a status line. The current catalog
name in use will be displayed in the middle of this line.
The function currently being used (i.e. make entries, editing,
searching, etc.) is identified on the right side of this line.
The left side of this line also includes status information. For
example, if you push the INS key to put the software into the
character insert mode, the letters "INS" will be displayed at the
left edge of this line. As long as INS is shown there, the
software is in the character insert mode.
The space at the bottom of the screen also contains a horizontal
double line. This bottom line is a prompt/status line. At some
times prompts for F-Key functions are shown. You can use the
mouse to click on any of these prompts to quickly use the
features they represent.
The bottom line also displays status, such as telling you when
a search is complete.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 21
The second line from the bottom is a double line. The center
of this line contains a word that shows where reports would
be "sent to" should you start a search or listing.
Clearing The Screen
There is one key that is very handy, the F7 key. Pushing F7 will
clear the screen of all catalog information and return you to the
Main Screen. If you are in the search or edit mode, and want to
go to the make entries mode, push F7. If you need to erase a
screen full of information, push F7. If you are using a mouse,
you can click on the "7 Clr" prompt at the bottom of the screen
to accomplish the same thing as pushing F7.
Typing Information Into A Catalog
Whether you are making a new entry or entering search criteria
typing information on the main screen is done in the same way.
The cursor can be moved around using the up/down and right/left
cursor keys. When using the up/down cursor keys the cursor will
move directly up and down - it will not return to the beginning
of a line when moved to a new line. You can move the cursor to a
new line and return it to the beginning of that line by pushing
the ENTER key. Each time you push the ENTER key the cursor will
move down by one line. When the cursor is on the bottom line,
pushing ENTER will move it to the top line.
To quickly move the cursor to the right you can use the TAB key.
Each time the TAB key is pushed the cursor will move five spaces
to the right. Pushing the END key will move the cursor to the
end of the line. The HOME key moves it to the beginning of
the line. Holding the CTRL key and pushing either the left or
right cursor key will move the cursor to the left or right
by one word.
Whenever the cursor reaches the beginning or end of a line your
computer will beep to indicate it can go no further. If you
do not want to hear this "beep", you can turn it off by push-
ing CTRL-A. This will display the Screen Set-Up options. Push
the F1 key to toggle the beep off. Then push ESC to return to
the Main Screen.
You can type information at any time. The character you type
will be placed at the cursor location and the cursor will move
one space to the right. The software will accept accented
characters, characters used in some European languages as well
as all English language characters. It will not accept most
graphics characters.
Insert & Delete
If you need to insert characters, place the cursor at the point
where the characters are to be inserted. Push the INS key. The
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 22
letters INS will appear on the upper left of the screen (second
line). You can now type the characters or words you want to
insert. As you type, any information to the right of the cursor
will move to the right. If the existing information reaches the
right edge of the line, it will disappear and be lost - one
character will disappear for each character you insert.
To get out of the insert mode either push the INS key again.
Characters can be deleted by pushing the DEL key. When the DEL
key is pushed the character at the cursor location will be erased
and everything to the right of the cursor will move left by one
space. The Backspace key will also delete characters. When
the Backspace is pushed the character to the left of the
cursor will be erased.
Memos
Each entry may include a memo. To display the memo screen
push the PgDn key. A word processor-like memo screen with 20
lines will appear. You can type anything you want on the
memo screen. However, information typed on the memo screen can
not be included in searches nor is it included on the printed
reports. This screen is just for keeping notes and miscellaneous
information.
When using the memo screen all normal word processing features
will work. The INS and DEL keys work as they do in a word
processor. The memo screen also includes word wrapping
eliminating the need to push the ENTER key at the end of each
line.
When you have finished typing the memo push ESC to return to
the main screen. The memo you just typed will be permanently
attached to the entry you are making or editing.
NOTE: A graphic image can be included as a part of each entry
Graphic images are discussed at the end of this section.
General Guidelines For New Entries
When making entries be consistent. Anytime you use an
abbreviation be sure it is typed the same way every time. Be
consistent in how you capitalize words. For example, don't
capitalize all of the words on a line one time and then use upper
and lower case on that same line with a later entry. If you use
commas to separate items in a list, always use commas to separate
items in a list.
When entering numbers first determine what the largest number
will be and then always use the same number of digits to the left
of the decimal point for all numbers. For example, if you expect
to have numbers as high as 10000 then number one should be
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 23
entered as 00001. Entering numbers this way is necessary if you
want the computer to sort them into numerical order. You can
include decimals (eg. 001.52), but you do not need to include
".00" if there is nothing to the right of the decimal point.
THE MENUS
OYB uses drop-down menus. All of the capabilities of OYB
are accessed through these menus. Some of the frequently used
functions can be used directly by pushing the appropriate "F"
key. The names of the menus are listed across the top
of the screen as shown in figure nine.
The name of each menu contains one capitalized word. To select a
menu hold down the ALT key and press the capitalized letter in
the menu's name. For example, to select the "Make entries" menu
push the ALT key and the letter M. You can pull down a menu
using a mouse by putting the mouse cursor on the menu's name at
the top of the screen and clicking the left mouse button.
Once any menu is displayed (dropped down) you can move
from one menu to the next using the left/right cursor keys.
When a menu is displayed the top selection on the menu will be
highlighted by a scroll bar. The scroll bar can be moved up and
down through the menu selections using the up/down cursor keys.
To select an item on a menu first highlight it with the scroll
bar and then push the ENTER key. If you are using a mouse,
put the mouse cursor on the menu selection you wish to use
and click the left mouse button twice (double click).
Make entries Menu - Save <F5>
The "Save" function is used after you have typed a new entry.
Once you have typed all the information you want to enter select
the "Save" option to save it in your catalog. You can also push
F5 to directly save the entry without going through the menus.
Or you can use the mouse to click on the "5 Save" prompt at
the bottom of the screen.
Make entries Menu - Copy Any Previous
The "Copy Any Previous" function allows you to copy any previous
entry you've made. When you select this option you will be
prompted for an entry number to copy (see figure 10). This
prompt will also display a default entry number. In figure 10
the default setting is 2. To copy the default entry number just
push ENTER. Otherwise you can type in any other entry number you
wish to copy.
The default entry number will be set to the last entry that was
copied. This way you can repeatedly copy a previous entry by
just pushing the ENTER key at this point.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 24
Make entries Menu - Copy Last <F3>
The "Copy Last" feature allows you to quickly copy the last entry
you made. This copy method does not prompt for an entry number
to copy and thus it is faster than the "Copy Any Previous" feature.
The quickest way to copy the previous entry is to push F3 or
use the mouse to click on the "3 Copy" prompt at the bottom of
the screen.
The "Copy Last" feature is used when you have a series
of similar entries to type. You can type the first one, push F5
to save it, then push F3 to repeat the information you just
entered. You then only need to change a few lines or characters
and save the modified entry as a new entry.
Copy A Single Line
You can also copy individual lines from the previous entry. To
copy a single line put the cursor on the line you wish to fill
with information copied from the same line in the previous entry.
Then hold down the ALT key and push F3.
For example, if you are entering information about a series of
books all written by the same author, you would start by entering
the information about the first book in the series. Then push F5
to save that entry. When you are ready to enter the author's
name for the second book put the cursor on the AUTHOR line, hold
down the ALT key and push F3. This will copy the author's name
from the previous entry.
Make entries Menu - Erase Screen <F7>
The "Erase Screen" feature is used to completely clear all of the
information from all lines. Selecting this option from the menu,
or pushing F7, will immediately clear all of the lines. You
can also use the mouse to clear the screen by clicking on the
"7 Clr" prompt at the bottom of the screen.
If you need to clear just one line or part of one line you can
use the macro feature discussed later in this section. For
example, pushing ALT-B will erase every on a line that is to
the right of the cursor.
Make entries - Make Entries
The "Make Entries" selection provides a way for you to leave any
of the other functions and go to the basic make new entries
screen. For example, if you are in the search mode and would
like to make a new entry, select this option on the Make entries
menu.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 25
THE EDIT MENU
The edit function provides a way for you to display any entry on
the screen and browse backward and forward through your catalog.
Once an entry is displayed on the screen it can be modified or
deleted.
Edit Menu - Select Number
The "Select Number" option is how you tell the software which
entry number you want displayed on the screen. You may enter
any valid entry number.
Once an entry is displayed on the screen you may make changes
using the same methods used to originally type the entry. The
TAB, INS and DEL keys all will work as they do in word processing
software. Once you've made changes push F5 to save the changes.
If you want to edit a different entry you do not need to pull
down the Edit Menu again. Just push F9 to open the window
in which a new entry number to edit may be entered.
Edit Menu - Page Backward <F1>
When the "Page Backward" function is selected the software will
display the entry that comes directly before the entry that is
currently displayed. You can also press F1, without using the
drop-down menu, to move backward by one entry.
Edit Menu - Page Forward <F2>
The "Page Forward" function displays the next entry in sequence.
You can also press F2 to see the next entry without using the
drop-down menus. There are prompts at the bottom of the
screen - "1 Back" and "2 Fwd" - that you can click on with
a mouse to move backward and forward through your catalog.
The "Page Backward" and "Page Forward" functions provide an easy
way for you to browse through all of your entries. Computers are
nice, they can quickly search for and find any entry you need.
However, sometimes it's nice to just look through your catalog
to see what's there. You may discover items you forgot you
had. The Page Forward/Backward features give you a way to do
some browsing.
Edit Menu - Delete Entry <F4>
If you need to eliminate an item from your catalog use the
"Select Number" option to enter the entry number to be deleted.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 26
Once it is displayed on the screen push ALT-E and select the
"Delete Entry" option.
When an item is deleted it is not permanently removed from your
catalog. The deleted entry will no longer be included in
searches, but you can display it using the edit feature. All of
the information still exists and can be brought back.
With computers mistakes sometimes seem to be very easy to make.
A common mistake is to start deleting something and just as the
final key is pushed to make the deletion final you realize that
you did not want to delete this item. However, that realization
comes just a half a second too late. If this should happen with
OYB, you can recover the deleted entry.
When a deleted entry is displayed on the screen the words
"Deleted Entry" will be displayed on the second line from the top
of the screen.
Edit Menu - Undelete Entry
Deleted entries can be returned to the catalog by first
displaying the entry on the screen and then selecting the
"Undelete Entry" option on the Edit Menu. Or you can just
push F5 to undelete the entry by saving it.
Edit Menu - Remove Memo
Whenever you go to the memo screen (by pushing PgDn) a memo will
be attached to the current entry. Even if nothing is typed in
the memo, there will still be a memo attached to the current
entry. That memo can be removed by going to the Edit Menu and
selecting the Remove Memo option. If the current entry has a
memo attached to it, that memo will be removed.
Edit Menu - Save Changes <F5>
The final selection on the Edit menu will save any changes you've
made to an entry. You may make changes to an entry anytime it is
displayed on the screen. First type the changes then select
"Save Changes" on the Edit menu. You can also push F5 without
using the drop-down menus.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 27
THE SEARCH MENU
Figure 11 shows the Search menu. This menu is used to start all
of the listings and searches. The top box on the Search menu
includes the two types of listings available. The second box
down includes all of the searches. The third box includes
controls for searches.
Whenever a search has displayed an entry on the screen you
may edit and resave the modified entry. Just type the
changes and push F5 to save them.
During a search or listing you can look at each entry on the
screen and browse forward and backward using the F1 and F2 keys.
Pushing F2 will display the next matching entry. Pushing F1
moves you backward to look at the previous entry.
NOTE: for information on how to print a report go to the Reports
Menu section of this chapter. The software is normally set to
display the results of listings and searches on the screen. By
changing the "Send To" option on the Reports Menu you can send
your report to your printer or a disk file.
Search Menu - List Entries
Starting at the top of the Search Menu the first item is
the "List Entries" feature. It will list entries in the
order they were typed into your catalog. When you select "List
Entries" on the Search Menu you will be prompted for the entry
number to start the listing with. Then you will be prompted
for the last entry number to be included in the listing.
The software will list all of the entries between, and
including, the entry numbers you specify.
One of the key uses for this feature is proof reading. Some
people find it easier to proof read a printed copy of their
entries instead of reviewing them on the screen. After typing
a series of new entries use this feature to print a listing
of just the new entries. You can then look over the listing to
find typos and errors. Be sure to use a report format that
prints all of the information you've entered.
Search Menu - List Alphabetically
You can list the information on any of the lines in alphabetical
order by selecting this option. However, the line must first be
indexed. Lines that are indexed are marked by a starburst
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 28
symbol on the left end of the line. (Indexing is discussed
in the Utility menu section).
To get an alphabetical listing first put the cursor on the line
to be listed alphabetically. Then push ALT-S to display the
Search menu. Move the scroll bar to the "List Alphabetically"
option and push ENTER. The entries will be listed in
alphabetical order based on the line on which the cursor is
located.
Search Menu - Sequential Search
There are two basic types of searches in OYB - sequential
searches and alphabetical searches. A sequential
search looks at each entry, one at a time in "sequence",
examining each to see if it contains a match for the search
criteria. This type of search has the advantage of being able to
find matches even if the matching word or phrase is not the first
word or phrase on the line.
For example, if you use a sequential search to look for the word
RED the following will be found as matches:
RED FILING CABINET
LITTLE RED WAGON
SLEEPY AND TIRED (the RED is at the end of "TIRED")
Notice that the search criteria, RED, is capitalized and all of
the matches are capitalized. Searches will only find EXACT
matches. If the letter, word or phrase you are searching for is
capitalized, the search criteria must be capitalized. If you
search for RED, you will not find "Red Cabinet" because the
capitalization does not match. However, there is a way to find
things when the capitalization does not match. It will be
discussed when we talk about the "Case" option on the Search menu.
With sequential searches you can search for any part of the
information entered on a line. Notice in the above example that
searching for "RED" found matches at the beginning, middle and
end of the line. This is particularly useful if you can only
remember a part of what you want to find. It's also useful for
keyword searches where several keywords are listed on a line.
For example, if you cataloged a photograph of a beach with the
following keywords: BEACH, SUNSET, SAILBOATS & SEA GULLS and used
a sequential search to search for "SUNSET", this photograph would
be identified as matching the search criteria.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 29
You can start a sequential search by first entering the
word or phrase you want to find on the appropriate line
and then selecting the "Sequential Search" option on the
Search Menu; or push F8; or use the mouse cursor to click
on the "8 Srch" prompt at the bottom of the screen.
Cross References
Any of the information you've entered can be cross referenced
with any or everything else. All you need to do is enter the
information you want to find on the appropriate lines and the
software will automatically take care of the cross referencing
during the search. Let's assume you've got a mailing list and
want to send a newsletter to everyone with the last name of SMITH
who lives in California. That's a cross reference between the
last name and the state. Start by entering "SMITH" on the Last
Name line and " CA " on the City/State line. Then start a
sequential search. All of the Smiths living in California will
be listed.
I included a space before and after the abbreviation for
California on purpose. With the way the sample mailing list
is set up, with the city and state on the same line, if
you search for "CA" the search will not only find the
abbreviation CA, it will also find every city with CA in
its name. Putting a space before and after "CA" limits the
search to just the abbreviation for California because the
abbreviation for the name of a state will always have a space
before and after it.
Search Menu - Alphabetical Search <F6>
To use the alphabetical searches you must be using the indexing.
A line must be indexed, and must have a starburst next to it in
order to be used as the basis of an alphabetical search.
Alphabetical searches provide several advantages. First, they
are very fast. While sequential searches may take several
minutes, if you have a large catalog, alphabetical searches can
find matches almost immediately. The indexing quickly determines
whether there is a match and where the match is located. Second,
alphabetical searches list matches in alphabetical order. The
disadvantage of alphabetical searches is that they will only find
exact matches. For example, an alphabetical search can not find
matching words or phrases if they are within a line. The match
must be exact starting at the beginning, left edge of the line.
For example, using an alphabetical search to find the word "RED"
would find RED FILING CABINET, but it will not find LITTLE
RED WAGON.
There are several ways to conduct an alphabetical search. The
first is a straight alphabetical search. Enter the information
you want to find on one of the lines marked by a sunburst, leave
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 30
the cursor on that line, push ALT-S to drop-down the Search menu,
highlight "Alphabetical Search" and push ENTER. You can also
start an alphabetical search without going through the menus by
pushing F6 or my clicking on "6 Alpha" at the bottom of the
screen.
Alphabetical searches can perform cross references. To do this
fill in the appropriate lines with the information you want to
find, put the cursor on the line you wish alphabetized, and push
F6 to start the search.
NOTE: When starting an alphabetical search the cursor must be on
a line that has been indexed. The alphabetical searches use the
location of the cursor to determine the primary search criteria.
If the cursor is not on a line that has been indexed, you will
get a "Can't find required index" error message.
The alphabetical searches can also be used to get partial
alphabetical listings. For example, if you want an alphabetical
listing of everything that starts with the letter "A", put an "A"
on the line to be listed (that line must be indexed) and start
the alphabetical search.
Alphabetical searches will first find all exact matches based on
the indexes. When no other matches can be found in the indexes a
message will appear at the bottom of the screen that says:
NO MATCHES FOUND. ESC to end, F1 for new entry
or ENTER to continue search.
If you wish to end the search push the ESC key.
If you did not find what you were looking for using the
alphabetical search you may wish to try a sequential search.
Push the ENTER key at this point and the software will
automatically go into a sequential search.
What do you do if you are typing entries and want to be sure you
are not duplicating entries already in your database. Type part
of the entry, such as the last name on a mailing list, and push
F6 to perform an alphabetical search. If the name is found push
ESC. If the name is not found push F1 and them complete the
entry. Anytime a search does not find a matches you can push F1.
This switches OYB to the Make Entries screen and the information
entered as the search criteria will be pre-entered on the
appropriate lines. If OYB found a match pushing F1 will put the
information from that matching entry on the Make Entries screen.
Search Menu - Find Deleted
Once an entry has been deleted it will no longer show up
during searches. To recover that entry use the editor to display
it and then undelete it. However, if you don't remember its
entry number, you can't use the editor to display it. The "Find
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 31
Deleted" search provides another way to locate deleted entries.
Select "Find Deleted" on the Search Menu and the software will
automatically list all entries that have been deleted.
Whenever a deleted entry is on the screen it may be undeleted by
pushing ALT-E for the Edit Menu and then selecting "Undelete
Entry". You can also push F5 or use the mouse to click on the
"5 Save" prompt. If you are searching for deleted entries the
software remains in the search mode and pushing F2 will find
the next deleted entry.
Search Menu - Global Search
The term "Global Search" means that the software will search
everything to find a match for the specified search criteria.
In all of the other searches the search criteria must be on
the same line as the information you want to find. If you are
searching for a specific last name, the name you want to find
must be entered on the LAST NAME line.
With a Global Search you can find a word or phrase without
regard to the line it is located on. To start a Global Search
select "Global Search" from the Search Menu. A window will
open in the middle of the screen and you will be prompted to
enter the word or phrase you want to find. Type the search
criteria and push the ENTER key. A sequential search will be
conducted based on the search criteria you entered. Remember a
Global Search will find the specified search criteria wherever it
is located. There may be times when an entry is displayed as
matching the search criteria, but it may not be obvious why it
matches. However, the match may be taking place in the middle of
a line or even in the middle of a word.
Search Menu - Set Starting Point
This option is used to start an alphabetical listing at any point
in the alphabet. For example, let's assume you were printing an
alphabetical list of everything in your catalog and the printer
ran out of paper in the middle of the M's. After putting more
paper in your printer you can start a second listing that picks
up where the first ended.
To set a starting point first position the cursor on the line you
wish to list alphabetically. Then push ALT-S and select the "Set
Starting Point" option on the Search Menu. You will be prompted
to enter a letter or word to be used as the starting point. You
can also enter a phrase. If you were printing a copy of your
mailing list alphabetically by last name and the last name listed
was MORRIS, then enter "MORRIS" as the starting point. When you
push ENTER you'll be returned to the Search Menu. Highlight
"List Alphabetically" option and the listing will start with
MORRIS.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 32
This feature is very useful in producing reports for your
insurance agent. For example, for each item in an office
inventory you should enter a value. If you index the value
line you can set a starting value, such as $500, and list
every item with a value greater than that minimum value.
Search Menu - Case [ Sensitive ]
When I discussed sequential searches I said they will only
find exact matches. The capitalization of the search criteria
and the information you are searching for must match. For
example, searching for "Red Cabinet" will not find "RED
CABINET". The "Case" option on the Search Menu allows OYB to
find matches in which the capitalization does not match.
This option is a toggle. When the word "Sensitive" is in the
brackets sequential searches will be case sensitive. This means
the capitalization of the search criteria and the information you
are looking for must match. Highlight the "Case" prompt and push
ENTER to toggle it to "Insensitive". When set to insensitive
sequential searches will not be case sensitive. This means you
can search for "Red Cabinet" and "RED CABINET" will be found.
When set this way sequential searches will also find "red
cabinet" and "Red cabinet" as matches.
Search Menu - Save Changes <F5>
Anytime an entry is displayed on the screen you may make
changes. If a search finds a matching entry, that entry
can be modified. After you have typed the changes you want
to make push ALT-S and then select "Save Changes" to save the
modifications. You can also push F5 without using the drop-down
menus or click on the "5 Save" prompt.
Search Menu - Search Again <F2>
If you are displaying the results of a search on the monitor, the
software will display matching entries one at a time. To find
and display the next matching entry select the "Search Again"
option on the Search Menu. Please note that when the Search Menu
drops down the "List Entries" option will be highlighted. You
can move the scroll bar directly to the "Search Again" option by
pushing the up cursor key. You can also use the F2 key, without
going through the Search Menu, to go to the next entry.
Screen Print Feature
Anytime an entry is displayed on the screen as a result of a
search (or when it is called up using the editor) a copy of the
entry can be printed by holding down the CTRL key and pushing P.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 33
The entry will be printed using the current report format.
If a report format has not been set-up, then nothing will
print. (Please see the section on the Report Menu for
information about report formats and printing).
Finding The Total Value Of Your Inventory
You can quickly get a total value for your inventory by holding
down the CTRL key and pushing ENTER. The software will search
your entire catalog and provide a total value, based on the
line(s) you have set to be totalled. The amount of time this
takes will depend on the number of entries. If you need to
interrupt the totaling process, push ESC. (See the following
section on the Utilities Menu for information on setting
the lines to be totaled).
THE UTILITIES MENU
The Utilities Menu provides a variety of functions for copying
entries, indexing and setting up your catalog. Press ALT-U to
drop-down the Utilities Menu. The Utilities Menu is shown in
figure 13.
Utilities - Copy Entries
The "Copy Entries" feature is used to copy the entries in one
catalog to another catalog. This feature allows you to copy a
catalog to a new catalog that uses a different format. You
can rearrange the information by sending it to different lines
in the new catalog, if you wish.
One circumstance in which you would use this feature would be if
you should find that the catalog format you're using is not
adequate for what you need to do. Since you can not modify the
line lengths of an existing format you will need to set-up a
new catalog with a lines lengths that are suitable. Then use
the "Copy Entries" feature to copy the entries from the old
catalog to the new catalog and format.
To use the "Copy Entries" feature use the scroll bar to highlight
"Copy Entries" on the Utilities Menu and push the ENTER key.
This brings up a series of screens that let you select the
catalog to copy from, the catalog to copy to and what infor-
mation will be stored on which line in the new catalog.
Figure 14 shows the screen used to select the file you wish to
copy from. The box in the on the left side of the screen shows
the names of the catalogs in the current directory. Use the
cursor keys to highlight the catalog you wish to copy from and
push ENTER.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 34
You can select a catalog using the mouse by putting the mouse
cursor on the catalog name you want to select and pushing
the left mouse button twice.
If you want to copy a catalog located in a different directory,
push the ESC key and enter the drive and path to designate
where the catalog is located. When entering the drive and
path you must use standard DOS notation. The drive letter
must be followed by a colon and each directory or subdirectory
name proceeded by a backslash. If the drive and path you enter
does not contain a OYB catalog, an error message will appear in
the box. If data files exist they will be listed in the box
and you can then highlight the one you wish to copy and select
it by pushing ENTER.
NOTE: If you do not keep your programs in separate directories
the listing of catalogs may include the names of data
files used by other programs. Normally you should keep all
files used by the OYB in the same directory. That helps
keep your hard disk organized and makes it easier for you
to identify what files go with which program when you are
cleaning up and organizing your hard disk.
To exit at this point you need to push the ESC key twice. First
push the ESC key to get the prompt asking for a new drive and
path. Then press the ESC key again.
Once you have selected a file to copy from a second similar
screen will appear. (Note, the "copy from" menu will be on
the left side of the screen. The "copy to" menu will be on
the right side of the screen. The name of the catalog you
are copying from will be shown at the top of the screen.
Select the catalog you want to copy to by highlighting it and
pushing the ENTER key.
If you want to create a new file to copy to then push the ESC
key when the "copy to" menu is displayed. You will be prompted
to enter a new drive, path and catalog name. When you do this
a new catalog will be created that has the same format as the
catalog being copied.
When entering a new catalog name do not enter a filename
extension. You must enter a valid drive letter and directory
path. The software will not create a new directory if the path
you've entered is not correct. If you use a new catalog name
OYB will automatically create a file with a format that
matches that of the catalog you are copying from.
The next screen, shown in figure 15, allows you to select which
information is copied to which field. First let's go over the
information provided on this screen. If you are not running
the OYB software, I suggest that you boot it up and go into
the entry copy feature so that the screen we are now discussing
is displayed on your monitor.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 35
At the top left of the screen the drive, path and catalog you
are copying from will be shown. The same information for the
catalog you are copying to will be shown on the top right side
of the screen.
The format of the catalog you are copying from will be shown on
the left side of the screen. Each line is identified by a
letter and the title of each line is shown. The line titles
of the catalog you are copying to are shown on the right side
of the screen. A set of dashed lines in the center of the
screen are provided only to help you see how the two formats
line-up.
At the bottom of the screen the total number of entries in
each catalog is shown. When the copy process is started the data
from the catalog shown on the left will be ** added to ** the
data in the catalog on the right.
You can start copying entries from the catalog on the left to
the one shown on the right by pushing F6. However, there is
more information shown on this screen.
Figure 15 shows a situation in which we want to change how
information in a catalog is arranged. The format on the right
puts the ZIP CODE at the top of the format and adds a new
line for a CUSTOMER CODE. In addition, the COMPANY line is not
included in the new format. (Below is figure 15).
________________________________________________________________
From: C:\HOME\NEW\MAIL To: C:\HOME\NEW\MAILLIST
A LAST NAME 15 ---------------- ZIP CODE 12
B FIRST NAME 15 LAST NAME 25
C COMPANY 25 FIRST NAME 15
D ADDRESS 30 ---------------- ADDRESS 30
E ADDRESS 30 ADDRESS 30
F CITY/STATE 20 CITY/STATE 20
G ZIP CODE 10 ---------------- 0
H 0 CUSTOMER CODE 20
I PHONE 14 PHONE 14
J 0 ---------------- 0
________________________________________________________________
figure 15 - shows part of the copy entries screen.
When the screen shown in figure 15 first appears it will be set
to copy the information from each line on the left to the line
directly opposite on the right. If there is no line on the
right, the space on the right will be highlighted and a left
pointing arrow head will be displayed. For example, in figure 15
the format is set so the ZIP CODE line will be copied to the a line
that is shut off. This means this information will not be copied.
A scroll bar is provided to move through the line descriptions on
the left side of the screen. This scroll bar is used to re-
position lines until they are set in the proper order for copying
information to the new catalog. For example, the LAST NAME
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 36
line on the left is currently set to be copied to the ZIP
CODE line on the right. To change this use the scroll bar to
highlight the location you wish to move another line to and then
push the letter associated with the line you wish to move. The
two lines will be swapped. Let's look at an example.
Looking at the left side of the screen. In this case we want to
move the LAST NAME line to the spot where the FIRST NAME
line currently is located. To do this use the scroll bar to
highlight "LAST NAME" and push the letter "B" (the letter that
indicates where "FIRST NAME" is located).
This will put the "FIRST NAME" on the top line and the "LAST
NAME" on the second line. Now highlight the "COMPANY" line
and push the letter "K". Since there is no COMPANY line in
the format to the left, by moving "COMPANY" to line "K"
it will not be copied to the catalog shown on the left.
Next move the "FIRST NAME" to the spot where company used to be
located and then move the "ZIP CODE" to the top line.
Shareware users note: this is difficult to describe without
the illustrations provided in the printed manual. To see
how this works try highlighting various lines and
push the letters associated with other lines.
You'll see how the lines are moved around. You can
leave this screen without making any changes by
pushing the ESC key.
If you move a line so that its contents will be copied to a
shorter line, that shorter line will be highlighted in red
to indicate that some of the information on the original
line may be cut off because it will not fit on the
shorter line.
You should now see a screen that looks like the one shown in
figure 18. All of the lines have been positioned to be copied to
the correct locations. We can now push F6 to start the copy
process.
If there are any entries in the catalog on the right side of
the screen, the new entries copied from the catalog on the left
will be added to those already in the file on the right.
You can exit the copy process by pushing the ESC key.
Utility Menu - Import dBase File
You can import the information contained in most dBase III files.
To do this select the "Import dBase File" option on the Utilities
Menu. You will then go through a series of screens that are
exactly like those in the "Copy Entries" feature. (Please read
the previous section which discusses the "Copy Entries" feature).
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 37
The first screen that appears is used to select the dBase file
you wish to copy from. Any dBase III files in the current
directory will be listed in a box in the middle of the screen.
If the file you want to copy from is on another drive or in
another directory, push the ESC key and enter the drive and path
you want to use. If there are dBase III files on the specified
drive and path they will be listed in the box and you can select
the one you want.
Next the list of existing catalog files will be displayed. You
can copy the dBase file to an existing catalog or create a new
catalog. To create a new catalog push the ESC key and enter the
drive, path and catalog name. If you enter a new catalog name
the software will automatically create a format that matches that
of the dBase file you are copying from.
Next you will see a screen that allows you to set which
information gets copied to which line (figure 19). This is the
same screen as described in the section on Copy Entries and it
works in exactly the same way.
NOTE: this utility will only copy nonrelational dBase files.
Relational dBase files can not be imported into OYB.
Utilities Menu - Reindex
First, what is an index and why does this software need to use
indexes?
A computer based index is just like an index in a book. When you
need to find something in a book you look in the index. The
index lists information alphabetically and allows you to quickly
find what you need. A computer index works in the same way. It
is an alphabetical listing that allows the computer to quickly
find the information you are searching for.
Just like in a book a computer has two ways to find information.
If you are looking for specific information in a book you can
start reading the book at page one and read until you find what
you want. As you can imagine this could take a lot of time,
especially if the information you are looking for is at the end
of the book. Your other option is to look in the index and
go directly to the page that has the information you want. This
is exactly what a computer does. A sequential search is similar
to starting at the front of a book and reading every page until
the required information is found. To find information quickly
the alphabetical search uses an index to look up the required
information and then go directly to the entry that has that
information.
Indexes are also required to list information in alphabetical
order. The software uses the indexes, which are in alphabetical
order, to generate the alphabetical listings.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 38
The lines to be indexed are selected when the format is set up.
I'll discuss that in the section on "Set Up New Format". The
software will normally keep all indexes up to date - adding new
entries as you type them. However, there may be some
circumstances in which you need to rebuild your indexes. If the
software does not properly detect an index that should be there,
an error message will appear. This message will tell
you that the indexes need rebuilding.
You can add additional lines to be indexed at any time. For
example, you may originally start a mailing list in which only
the ZIP CODE is indexed. If you later decide to index by last
name, you would use the "ReIndex" feature to put the existing
entries into this new index.
Indexes are separate files that maintain a fragile relation-
ship among many separate words and phrases. If the files
on your disk become fragmented or cross linked the indexes
can be damaged. Although indexes do not effect your catalog
files, if the results of a search do not seem to make
sense, try making new indexes by using the "ReIndex" feature.
The "ReIndex" feature is completely automatic. To reindex just
use the scroll bar to highlight "ReIndex" on the Utilities Menu
and push ENTER.
Utilities Menu - Sort [ Off ]
This software has the capability to do multiple level sorting.
Sorting means to put entries into alphabetical order. The
alphabetization provided by the indexing puts entries in
alphabetical/numerical order one line at a time. Sorting, on
the other hand, can include up to 10 lines in alphabetical
order. For example, you could produce a listing in numerical
order by ZIP CODE and for each zip code have people listed
alphabetically by their last name. This would be a two
level sort.
If your catalog has not been sorted the word "OFF" will be in the
brackets after the word SORT. If it is in a sorted condition,
the word "ON" will be in the brackets. Now let's see how to
sort.
Start by selecting the "Sort" option on the Utilities Menu. The
Sort Menu, shown in figure 21, will appear. The line titles used
by the current database will be listed along the left side of the
screen. There will be a series of F-key prompts along the bottom
of the screen.
To set the order in which you want the catalog to be sorted push
the letter associated with the line to be sorted. Do this in the
order you wish the lines to be sorted. For example, if you want
a mailing list sorted into zip code order and then for each zip
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 39
code you want it to be in order by last name, you would first
select the zip code line. In figure 21 the zip code line is line
"G". Push the letter G to select the zip code line.
Next select the last name line by pushing the letter A. As you
push each letter a diagram will appear that shows the sorted
order of the lines you have selected (figure 22). Once the order
displayed matches what you want push F6 to start the sorting.
From this point on the software will take care of everything
automatically.
Once the sorting is complete you can get a printed copy of your
mailing list, in the correct sorted order, by doing an
alphabetical listing based on the zip code.
NOTE: You can include any line you wish in doing a sort.
However, to produce an alphabetical listing the line used as the
basis of that listing must be indexed and must be marked by a
"starburst" symbol. For example, to list a mailing list in order
by zip code and for each zip code have each entry listed
alphabetically by last name, the ZIP CODE line must have a
starburst symbol. The LAST NAME line does not need to have a
starburst symbol unless you wish to get an alphabetical listing
solely by last name.
Getting back to setting up the sorted order of the lines, if you
start selecting lines to sort and want to make a change, push F3.
The F3 key will clear any sorted order that exists and clear the
diagram from the screen.
The F8 key is used to clear a sort. What does this mean?
Sorting rearranges the entries so they are in the specified
sorted order. Once sorted, for example, a sequential search will
look through a mailing list based on the sorted order instead of
the order the entries where originally typed. The "F8 - Clear
Sort" function instantly returns your catalog to its original
unsorted order. The indexes will still be in the sorted order,
but sequential searches will no longer follow the sorted order.
If you also wish to return the indexes to an unsorted condition
all you need to do is ReIndex.
Indexes use space on your disk. The more entries you have the
more space an index will use. If you have an index you no longer
need you can delete that index by pushing F9. You will be
prompted to enter the letter that is next to the line for which
you want to erase the index. If you do not want to erase a index
at this point, push ESC. Otherwise push the appropriate letter.
The circumstances in which you might want to erase an index would
be if you find you had originally set up a line to be indexed,
but you are not using that index. You would first use the "Set
Up New Format" feature to turn off that index, then go to the
Sort screen to erase the index that was just turned off.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 40
Utility Menu - Reserve Space
Next on the Utility Menu is the "Reserve Space" feature. This
feature will set aside space on a hard disk for future entries.
When the "Reserve Space" option is selected a window will open,
display the number of entries currently in your catalog and
prompt you for the amount of space you want to reserve. Estimate
the total number of entries you expect to have and enter a number
that will reserve enough space to hold them, but generally you
should not reserve space for more than 500 or so new entries.
Reserving too much space can result in a lot of wasted disk
space, if you later change your mind about how many entries
you'll have.
Reserving space does not set a limit on the number of entries you
can have. For example, if you reserve space for 100 entries, you
can still make as many entries as you wish. The software will
fill the 100 reserved spaces and then continue on without any
problems. Also, you do not need to reserve space in order to use
this software.
The purpose of reserving space is two-fold. First, if you expect
to have a lot of entries in your catalog, and you are using other
software on the same disk, the reserve space feature is used to
set aside disk space for use by OYB. This will insure the
disk space you want to use for your OYB catalog is not used
up by files created by other software.
The reserve space feature is also used to help prevent the
catalog file from becoming fragmented. Fragmented files
are a normal result of using a computer. When a computer stores
information on a disk it puts it into the next available sector
on the disk. The next available sector may not be physically
located anywhere near the previous sectors the computer was
using. As you add to a data file it tends to be broken into
small pieces that are scattered in various sectors all over the
disk.
The problem with fragmented files is that they slow down your
computer because it takes more time for the heads in your disk
drive to move from piece to piece of a file that is scattered all
over a disk. With serious file fragmentation the computer can
actually lose track of pieces of a file or start to get cross
linked files. As a result the computer can become "confused" and
lock-up, you might start getting strange results for searches or
be unable to access some entries. (I've had this happen with
WordPerfect, Lotus 123 and Microsoft Works files).
Reserving space helps prevent your this software files from
getting fragmented. If you start by reserving space and then
defragment your hard disk, the OYB catalog file that will
stay together in one piece regardless of any other activity that
affects the disk. Notice that I said you will need to
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 41
defragment your hard disk. How do you de-fragment a disk?
You will need a utility that has been designed to do that. Take
a look in Appendix B for a further discussion of fragmented files
and descriptions of several utilities I recommend.
Utilities Menu - Eliminate Deleted
When an entry is deleted (using the Edit function) it is not
erased. It still exists. What the software does is mark the
entry as being deleted so it will not show up during searches or
listings. If you want to permanently remove an entry from your
catalog you need to use the "Eliminate Deleted" feature.
When you select the "Eliminate Deleted" feature on the Utilities
menu the software will go through your entire catalog and
permanently remove all deleted entries. The disk space used by
the deleted entries will be recovered and made available for new
entries. This process is automatic and there is nothing you need
to do.
Once started you can not interrupt this process. If it should be
interrupted your catalog might be left with an entry duplicated
(entered twice). There is no risk of losing data however, so if
this process is interrupted by a power failure for example, all
of your entries will still be there.
Eliminating deleted entries will change the entry numbers for
many of the entries in your catalog. You should reindex after
using this feature.
If you want to eliminate deleted entries without having the entry
numbers change you can use the editor to individually type a new
entry that replaces the old, deleted entry.
Utilities Menu - Set Up New Format
This feature is used to both set up new catalog formats and to
modify an existing format. The "Set Up New Format" feature is
also used to select lines to be indexed and totaled.
Push ALT-U to drop-down the Utility menu and use the scroll bar
to highlight the "Set Up New Format" option. Then push ENTER to
select it. Figure 23 shows the set up screen as it appears for a
file that has not been set up previously. If you are modifying
an existing format that format will be displayed on this screen.
Let's start by looking at the F-key prompts at the bottom of the
screen.
At the lower left of the screen is a prompt that says, "F2 - [
TITLES ]". This prompt indicates the current mode the software
is set for. There are four possible modes. These are:
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 42
TITLES - allows you to enter or change line titles.
LENGTHS - used to set the lengths of lines.
INDEXING - this mode used to mark the lines that are to be
indexed. You may index up to 10 lines, however we suggest that
no more than five or six lines be indexed. Keep in mind that
indexes use disk space and the more lines you index, the more
space each entry will use on the disk.
VALUE - used to mark the lines you want to have totalled. For
example, if you are using a line to keep track of the value of
items, you can mark that line so all the values are totalled.
Each time you conduct a search or listing the total value of all
items listed will be displayed (or printed on the report).
Starting A New Catalog
There are two ways to start a new catalog. You can start
from scratch or copy any existing catalog.
To start from scratch push ALT-U for the Utilities Menu and
highlight the bottom selection, "Select Catalog". Push ENTER
and when the catalog selection menu appears push the ESC key.
You can now enter the name you want to use for your new catalog.
Once a new name is entered you'll be returned to the Main
Screen where you should push ALT-U and select the "Set Up Cat.
Format Option."
To copy any existing catalog format go to the "Set Up Cat.
Format" screen. Push F3 to activate the copy feature. You'll
be prompted to enter the name for the new catalog you want to
create. Enter a new catalog name and push ENTER. The set up
screen will switch to the new name and will use the format
copied from the catalog OYB was initially using.
Setting Line Titles
To start setting up a new format set the F2 toggle to TITLES.
There is a scroll bar that can be moved up and down along the
left side of the screen. If you just installed the software the
default titles will be displayed. If you have started a new
catalog all of the line titles will display "NOT SET".
Move the scroll bar to a line you want to use and type the title
for that line. You may enter up to 14 characters including
letters, numbers, spaces and punctuation. If you make a mistake
in typing a title, just highlight it with the scroll bar again
and type the corrected title.
Titles do not have to be on consecutive lines. You can skip
lines in order to create groups of lines. You can also have
untitled lines. The LINE TGL determines whether that line will
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 43
be a part of your catalog format. If you set a line to be on,
that line will be part of the format regardless of whether it has
a title.
Setting Line Lengths
Once you have put a title on each line you intend to use push F2
to switch to the LENGTHS mode. The software will now allow you
to set or modify the lengths of each line. If you are starting a
new format, you will need to set lengths for all of the lines.
To set the length of a line move the highlight bar to that line,
enter a number from 2 to 64 and push ENTER. Lines may be no
shorter than 2 characters and no longer than 64 characters.
Go through all of the lines using the scroll bar to highlight
each line title and enter the desired length for each. When you
enter a line length the software will display a bar that
graphically shows the length of the line. The number of
characters in each line will be shown in a highlighted section at
the left side of each line (figure 23).
NOTE: Line lengths can not be changed once an entry has been
saved in a catalog. You can change the titles, indexing and
totalling at any time. If you need to change your format, to
add, delete or change the length of a line, after saving entries
in a catalog, do the following: 1) Set up a new catalog format,
using a different name, that has the lines lengths set the way
you need them. There is a copy function (F3) on the Catalog
Format Set Up screen that makes doing this quick and easy. 2)
Then use the copy feature to copy your entries from the old
format to the new format.
Setting Lines To Be Indexed
Push F2 again to switch to the Indexing mode. To mark a line to
be indexed move the scroll bar to that line and push the ENTER
key. A "starburst" symbol will appear next to that line to
indicate it will be indexed. To remove a line from being indexed
move the scroll bar to that line and push the ENTER key. The
"starburst" symbol will disappear.
You may index as many lines as you wish, however I recommend you
only index important lines. Each index uses additional space on
your disk. If you create a lot of indexes that you don't use,
then you've wasted a lot of disk space.
Totaling Values
Once you've selected all of the lines to be indexed push F2 again
to put the software into the Value mode. You can now move the
scroll bar to any line and push the ENTER key to mark it as a
line to be totaled. This will result in the numerical values
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 44
on the marked line being totaled during searches and
listings. When entering information the value must be the only
information on the line. If letters are included on the line
being totaled they may cause the total to be incorrect.
When you push F2 again the software will return to the Titles
mode. You can then modify any of the titles or use the F2 toggle
to change the mode and modify anything you've set up on this
screen. When everything is set as you want it push F5 to save
the format. This will return you to the Main Screen.
You can modify a format anytime before you save the first entry.
Just select the "Set Up Cat. Format" option on the Utilities menu
and make any required modifications. Once the first entry has
been saved you only can change the line titles, and the lines
marked to be indexed or totaled. You can not change the line
lengths.
Take a look at figure 24. At the bottom of the screen is a
status line that says "EST: 5,025 ENTRIES/MB". This is saying
that, based on the current format, OYB can store approximately
5,025 entries per megabyte of space. As you change the lengths
of lines and the number of lines indexed this number will change.
It can be used to give you a good idea of the amount of space
your format uses.
Copying A Catalog Format
If you are creating a new catalog format that is similar to that
of an existing catalog, you may find it easier to start by
copying that existing format. To copy an existing catalog format
start at the Main Screen and set the software so it is using the
catalog name you want to copy. The catalog name you want to copy
should be displayed in the center of the second line down from
the top of the screen.
Next select the Set Up Catalog Format option on the Utilities
Menu. With the format set up screen displayed push F3 and then
enter the name you want to use for the new format. The set up
screen will change to the new name while retaining the old
format. You may now modify the format or push F5 to save it.
Catalog Design
Before we go on to the next item on the Utilities menu I'd like
to talk a little bit about catalog design. When designing a
catalog format there is the temptation use the longest lines
available. However, this can waste a lot of disk space. In many
cases you can select a line that has a shorter length and will
handle 98% of everything you'll need to enter. Getting that last
2% is what will use a lot of disk space. Consider using
abbreviations to shorten information that exceeds the length of a
line.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 45
Another suggestion is that you should always include a line for
miscellaneous information. Unless you're copying information
from an established file (such as a card catalog or existing
list) it is difficult to predict everything you might want to
enter in the future. Having a miscellaneous line, even a
short one, gives you the flexibility of having space to
enter information you did not anticipate.
Utilities Menu - Set Up Macro
A macro is a way to enter complete lines of information with just
a single ALT key combination. Using a macro ALT-key combination
you can enter preset information at the cursor location.
First let's look at how to set up the information in the macros.
Select the "Set Up Macro" option on the Utilities Menu. This
will display a window in the middle of the screen as shown in
figure 25.
You can have up to 30 macros. The ALT-key combination that
activates each macro is shown along the left side of the window.
To set up a macro just type the information you want to
automatically enter in your catalog next to one the ALT-key
designations. After typing each macro line push ENTER. When you
are done entering macros push the ESC key.
Macros can be changed at any time by returning to the screen
shown in figure 25 and making whatever changes you need. When
you're done push the ESC key to return to the Main Screen.
I recommend leaving one of the macro lines blank, possibly the
ALT-B line. This gives you a way to erase (blank) a line or part
of a line when entering or editing an entry. For example, if you
leave ALT-B blank you can place the cursor on the NAME line in a
mailing list, push ALT-B and that line will be blanked. You
could also blank part of a line by putting the cursor anywhere on
the line and pushing ALT-B. Everything from the cursor and to
the right of the cursor will be erased.
Utility Menu - Set Security Code
This software provides a three level security system.
Level 1 - provides access only to people who know the three digit
access code.
Level 2 - provides full access to anyone who knows the correct
security code and read-only access to everyone else. With read-
only access you can look up and read any of the entries, but you
can not modify entries. With read-only access some selections on
the drop-down menus, that would have allowed changes to be made,
no longer appear on the menu. Figure 26 shows what the edit menu
looks like when the software is set for read-only access.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 46
Level 2 security might be used in a library where only the
librarian has access to change entries while patrons of the
library have read-only access for looking up books and magazines.
Level 3 - allows full access to anyone.
To set a security code select the "Set Security Code" option on
the Utilities menu. You will then be prompted to enter a three
digit security code. If you enter a number between 001 and 250
the software will run at level one security. You will need to
enter the correct security code number before getting access to
the software.
Entering a number from 251 to 500 provides level 2 security. If
you enter the correct code you have full access. Entering any
other number provides read-only access.
Setting the security code to any number greater than 500 allows
full, level 3, access to everyone.
If you've set a security code that is 500 or lower, when the
software first boots a screen with just a plus (+) symbol will
appear. The cursor will be next to the plus symbol. Type your
security code at this point and push ENTER.
The security code is stored in the HOMECRAF.SET file. If this
file should be erased, you will not be able to use the software.
You will need to either replace the HOMECRAF.SET file using a
backup copy or from your original disk, or use the RESET.EXE
utility (available only in the registered version).
Another problem you might run into is forgetting your security
code. Should this happen you can still get into the software
once you have the registered version. On the registered disk
you'll get from us we have provided a file called RESET.EXE.
This utility serves as a "skeleton" key that will reset the
security code to allow full access. To use RESET copy it to the
same disk and directory that has the this software program. Run
RESET and the security code will automatically be reset. This
utility also resets all of the other settings to their defaults.
Thus the software will be returned to monochrome operation and
the default filename of CATALOG.
If you are using the security feature be sure to put any disks
containing RESET.EXE away in a safe place.
The RESET.EXE utility is not provided on the shareware disk in
order to prevent people whom you do not want to have access to
your files from getting a copy of the RESET.EXE file. So please
be careful if you are using the security feature in the shareware
version of this software.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 47
Utilities Menu - Set Screen Colors
OYB will initially start running in the black & white
mode. To switch it to color select "Set Screen Colors" on the
Utilities menu. You can also push CTRL-A to jump directly
to this screen. Five possible color settings will be displayed.
Push a number, from 0 to 4, that indicates the color combination
you want to use. (Generally #1 provides the best setting).
This set up screen also allows you to control the BEEP that
sounds when the cursor reaches the end of a line Push F1 to
toggle the BEEP on or off.
Utilities Menu - Delete Catalog
If you are no longer using a catalog, it can be deleted using
the "Delete Catalog" option on the Utilities menu. Select
"Delete Catalog" and a listing of catalogs will be displayed.
Use the scroll bar to highlight the catalog you want to delete
and push ENTER. If there are entries in the file OYB will
tell you how many entries it has (see figure 27) and ask you
to confirm that this is the correct file to delete.
Do not try to delete the catalog if OYB is set to use that
catalog. If you do, the catalog will be deleted and then
immediately recreated as OYB tries to use that catalog.
Utilities Menu - Select Catalog
The last selection on the Utilities menu allows you to select a
catalog or create a new catalog file. You can have as many
catalog files as you wish, limited only by the limitations of the
version of DOS you are using. When deciding on names for your
catalogs you can not use numbers as a part of the catalog name.
Numbers are used to identify the index files. Using a number in
a catalog name might cause some confusion in the index files.
Also, catalog names can not be longer than eight characters.
Although you can create as many catalogs as you wish I recommend
using as few as possible. Using multiple catalogs can become
very confusing. In many cases you can enter all of your
information in one catalog and let the software sort it out.
This makes it a lot easier to find specific entries because you
do not first have to figure out which file it is in. For
example, for some people it may make sense to have separate
personal and business catalogs. But, if your business serves
several different industries do not make a separate catalogs for
each industry. Use one catalog and include a line that allows
that list to be sorted by industry.
To change catalog names select "Select Catalog Name" on the
Utilities menu. The existing catalogs will be shown in a box in
the center of the screen. You can use the cursor keys to
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 48
highlight a catalog or push ESC to enter a new catalog name. To
use an existing catalog use the scroll bar to highlight it and
then push ENTER.
The menu for selecting the catalog name is designed to make
selecting the correct catalog quick and easy. For example,
you can move the scroll bar directly to the catalog you want
to highlight by pushing the first letter of the catalog name.
If several catalogs start with the same letter, push that
letter until the correct catalog is highlighted.
A mouse can be used to select a catalog name by placing the
mouse cursor on the catalog to be selected and pushing
the left mouse button twice. You can move through the
list of catalogs by using the diamond shaped slider along
the right edge of the menu. Put the mouse cursor on the
"slider", hold the left mouse button down and move the
mouse cursor up or down.
THE REPORT MENU
The Report Menu allows you to select where a report will be sent
(the printer, a disk file, the monitor, etc.). This menu is also
used to design reports, set the report lengths and enter some of
the final report design options.
Report Menu - Send To [ Monitor ]
There are seven places you can send a report. These are:
MONITOR: Displays the results of a search or listing one entry at
a time on the monitor. The complete entry is displayed on the
screen.
PRINTER - Continuous Paper: The results of a search or listing
will be sent to your printer. This type of report is designed
for printers with continuous feed paper such as dot matrix and
laser printers.
To send a report to the printer you first need to have designed a
report format (which I'll discuss in a moment). The software
comes with a standard format that will print everything in each
entry. You can design your own report formats to look any way
you want.
PRINTER - Single Sheet Feed: This is the same type of report as
the "PRINTER-Continuous Paper" report except that it is designed
for printers that only handle one sheet of paper at a time. A
daisy wheel printer would be an example of this type of printer.
ASCII (document) File: You can save the results of a search or
listing in a file on your disk. It will be stored as an ASCII
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 49
text file which means it can be imported into any word processor.
This allows you to include, for example, product lists in letters
you send to your customers.
dBase File: Selecting this option will save the results of a
search or listing in a dBase III file. This file can be used by
any software that can read dBase III files.
QUICK VIEW: This option puts the results of a search or
listing into a list, in which each entry is shown on one line,
on the screen that shows 21 entries per screen. You can then
move a scroll bar through the list and pick individual entries
to display. (Note: this feature requires the additional
video memory that is normally only available with color monitors
The Quick View also uses your disk for temporary storage.
Thus you must have space available on your disk).
The Quick View listing contains all of the information in the
entry. If the combined length of the lines in your catalog
format exceeds 80 characters (the width of the screen), you
can move the Quick View display to the right or left using
the right or left cursor keys. Each time you push either
cursor key the display will move by the amount of space
used by one column of information.
When the Quick View list is on the screen use the up/down cursor
keys to move the scroll bar up and down. The PgDn and PgUp keys
change the display by a complete page. The Home and End keys
will take you directly to the beginning or end of the list.
To get more detail on any entry use the scroll bar to highlight
that entry and then push the ENTER key. You can return to the
Quick View screen by pushing F2.
With the Quick View screen displayed pushing the ESC key will
exit from the Quick View function.
LABELS: The labels settings produces the same type of report as
the "PRINTER-Continuous" report except that page feeds are not
included. This setting should be used anytime you are printing
continuous feed labels.
Selecting Where You Want To Send Your Report (Send To)
To select a report type use the scroll bar to highlight the "Send
To" option on the Report Menu and push ENTER. This will open a
window in the middle of the screen (see figure 29). All of the
report types will be listed and there will be an "X" in the box
next to Monitor. This indicates that the results of a search or
listing will be displayed on the monitor. Push the TAB key to
change the setting. Each time you press the TAB key the "X" will
move to the next box changing and changing the setting. Press
TAB until the software is set for the type of report you want to
use and then press the ENTER key.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 50
Report Menu - Page Length
The "Page Length" option allows you to set the number of lines
that can be printed on a sheet of paper by your printer. For
example, most dot matrix printers will print 66 lines on an 11
inch page while laser printers print 60 lines per page. When you
select this option a window will appear in the middle of the
screen. The current page length will be displayed. You can then
enter a new page length, which can be up to 999 lines.
Report Menu - Dashed Line
If you wish, you can have the software print a dashed line
between each entry listed on a report. In some cases
this helps to separate entries making them easier to read. The
dashed line will also contain the entry number providing a means
of determining which entry numbers are being printed.
The "Dashed Line" selection on the Reports menu is a toggle.
Highlighting the "Dashed Line" option and pushing ENTER will
change the setting between on and off. The setting will be
stored on the disk. Once set it will not change until you
use this toggle again.
Report Menu - Column Headings
You can have column headings printed at the top of the page. The
line titles you've set-up will be used as the column headings.
With the "Column Headings" option toggled "On" they will be
printed using the same format as you've set up for the printed
report.
This option is a toggle. When you highlight the "Column
Headings" menu selection and push ENTER the setting will be
toggled between on and off.
A typical use for column headings is with single line reports.
You can set up a report format that prints all of the information
on a single line (up to 250 characters wide - set your printer to
use condensed print to get more characters per line). What
you'll get using this type of format are columns of information
with an identifying title at the top of each column.
Lock Top Line - this can be a very useful feature. When toggled
ON the Lock Top Line will print the first line of the report
only when it differs from the first line of the previous entry
printed. For example, if you had a report (for an office
inventory) that puts the office occupant's name on the first line
and the contents on the second line, you would get a printed
report looking like:
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 51
DAVE JOHNSON
Oak 60" Desk w/three drawers 012665
Oak 48" Bookcase 780099
IBM PS/2-30 Computer CO0087
4 Drawer file cabinet 780123
BILL SMITH
Metal Desk w/four drawers 012077
Metal 36" Bookcase 780123
IBM PS/2-50 Computer CO0065
4 Drawer file cabinet 780060
With the LOCK TOP LINE option set to "OFF" the person's name
would be printed for every item listed. To print a listing
like the one shown above you will need to set up a two line
report format. The person's name goes on the first line
and all of the other information on the second line.
Report Menu - Set Up Report Format
OYB gives you a way to design your reports to look any way
you want them to. You can include just the lines of information
you want and design reports that print small labels or full sized
reports. The "Set Up Report Format" option on the Reports menu
brings up the screen used to design report formats. You may
design and use as many different report formats as you wish,
giving each format its own name.
Figure 30 shows the screen used for designing a report. This is
what the screen looks like before starting to design a report.
Let's start by looking at the F-key prompts at the bottom of the
screen.
The first F-key prompt you'll need to use is "F6 - RPRT LENGTH"
The F6 key is used to set the length of the report. Please note
this is different from the page length that is set on the Report
menu. The report length is the number of lines used to print the
information about one entry. A report can have from one line up
to 21 lines.
There are two bars that graphically show the report length. The
top bar contains the screen title and cursor position indicator.
The lower bar is a solid line.
Push F6 and a blank space will appear in the brackets next to the
RPRT LENGTH prompt. Enter the number of lines you want to use to
print each entry. The lower bar will then drop down to show the
size of the report. Figure 30 shows the lower bar set for the
minimum report length, one line. Entering 21 as a length will
place the lower bar at the bottom of the screen. We'll look at
an example of a report set for six lines (figure 31).
The F2 key is used to select the line you want to put on the
report. Each time you push F2 the line name in the brackets will
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 52
change. In addition to the title of the line the length of the
line is also shown. In addition to the 21 line titles you can
also place the entry number on your reports. The entry number
will appear as the 22nd title when pushing F2 to change the title
shown in the brackets.
The F3 key is used to place a line on the report. Use the cursor
keys to move the cursor to the location where you wish to place a
line. Notice that a counter in the upper right corner gives the
row and column where the cursor is located. When you push the F3
key the line shown in the brackets next to the F2 prompt will be
placed on the report at the cursor location.
If you try to place a line in a location that would result in two
lines overlapping, your computer will beep and the placement of
the line will not be accepted.
You can relocate a line you've already placed by pushing the F2
key until the name of the line you want to replace is in the
brackets next to the F2 prompt, positioning the cursor at the new
location and then pushing F3.
The screen can only show reports that are 80 characters wide,
however you can set up and print reports that are up to 250
characters wide. As you place lines at locations that go beyond
the 80 character width of your screen the display will scroll to
the left in 40 character increments. You can move the cursor
forty characters to the left or right by holding down the CTRL
key and pushing the left or right cursor keys. (Watch the column
numbers in the upper right corner).
Figure 31 shows what the screen looks like after five lines have
be placed. The asterisks after each line name show the amount of
space the line will use when printed.
To make things fit better you can shorten the length of the lines
to be printed. For example, if you only wanted to include the
first 15 characters of the company name push F2 until the COMPANY
line title is shown in the brackets. Then push F4. The F4 key
is used to change the length of any line. When you push F4 the
line length number within the F2 brackets will be replaced by a
blank space. You can then enter a new line length.
Line lengths can not be set to be longer than they are in the
catalog format. Thus, if the length of a line in the catalog
format is 4 characters, then you can not set that line to be
longer than 4 characters on the report format. Since the name
of the line is used to show how much space the line will use
when printed, if the line is only 4 characters long, then only
the first four characters of the line name will be displayed on
the report format setup screen.
If you place a line on the report and then decide that you don't
want to include it in the report, use the F2 key to put the line
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 53
name in the brackets. Then push F9. The F9 key is used to
delete a line from the report.
You can have the titles of the lines printed on your reports.
OYB will print the line title, a colon and the information on
that line. Do not use this feature when printing in columns.
The line titles are toggled on or off when by pushing CTRL-T
("T" for title). The status of the line title setting will be
displayed as a part of the top line.
When the line titles are toggled on an additional 16 spaces
will be used to print each line. This will be shown on the
"Set Report Format" screen by an increase in the displayed
length of the lines. Please note that the name of the line
will always be shown as a part of the line - without regard
to whether the line titles are on or off. The amount of space
that will be used to print the line, or the title plus the line,
will be indicated by a combination of the name of the line plus
a series of asterisks.
Please note that, if you switch the titles between being toggled
on and off it may appear that some of the lines have disappeared.
This just means that the line locations can not be displayed on
the screen as it is set up. Should this happen you should re-
arrange the location of the affected items. Before saving a report
format be sure you can see all of the lines you want to print
and that none of them are overlapping.
If you are going to include the titles on your printed reports
you might want to use the "Set Up Catalog" function on the
Utilities Menu to right justify the line titles. This will result
in a cleaner looking report.
Once you have a report designed the way you want it to be push F5
to save it. You can save as many different report formats as
you'd like, giving a different format name to each. The F7 key
allows you to select the format name of an existing report or
assign a name to a new report format. For example, in figure 33
I have changed the format name to bring up the STANDARD report
format for a mailing list. (This format is supplied with the
software).
To return to the Main Screen push F10 (or the ESC key).
Report Menu - Report Format
You can also change report names using the "Report Format" option
on the Report menu. The current setting for the report format
will be shown in brackets next to this menu item. When you
select this option a box will appear that shows all of the format
names currently used. You can select one by highlighting it with
the scroll bar and pushing ENTER. You may also push the ESC key
to enter a new format name.
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 54
Please note that if you have the software set to use a format
name for which no format has been defined, your printed reports
will be blank.
Printing A Report
Here are the steps you would follow to print a report:
1) Design and save the report format you want to use. This needs
to be done only one time. Once a report format has been saved it
is available whenever you needed it.
2a) If you are searching for something, enter the search criteria
on the appropriate line(s).
2b) If you wish to list your catalog in alphabetical order, move
the cursor to the line you wish the alphabetical order to be
based on. This line must be marked with a starburst symbol.
3) Push ALT-R for the Report Menu. The highlight bar will be on
the "Send To" option. Push ENTER. A window displaying report
options will open in the middle of the screen. Most people will
want to use the CONTINUOUS PAPER setting, so push ENTER once to
move the "X" to that setting. If you want to pause after each
page is printed, put the "X" next to SINGLE SHT. FEED.
4) Push ESC to close the window and return to the Report Menu.
5) Check the Dashed Line, Column Headings and Lock Top Line
settings to be sure they are set the way you want them to be.
6) Push the left cursor key until the Search Menu is displayed.
Highlight the search option you want to use and push ENTER. A
prompt will now appear, at the bottom of the screen, asking for a
title for this report. You can enter anything you like as a
title as long as the number of characters in the title does not
exceed 80 characters or the width of your report format,
whichever is greater. If you push ENTER at this point, without
entering a title, the software will put a default title on your
report. If you do not want any title at all, push the space bar
and then push ENTER.
Your report will now start printing.
I have taken you through printing a report in a step-by-step
detailed manner. Once you have become familiar with using this
software you can skip some of these steps and use the short cut
keys. For example, if you've already printed one report you can
print a second simply by entering your search criteria and
pushing F6 (or F8).
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 55
EXIT MENU
You can drop-down the eXit menu by either pushing ALT-X or by
pushing the ESC key.
The eXit menu provides three options. The first is "Exit
Program" and selecting this returns you to the DOS prompt (or a
DOS shell program, if you are using one). You should always exit
from this software before turning off your computer. Turning off
your computer while any program is still running can result in
the partial loss of data should that data still be in your
computer's internal buffers.
Backing Up Your Catalog
Entering the information about your business takes a lot of
time and it's not something most people want to do twice. That's
why maintaining current backup copies of all your catalog files
is very important. The second selection on the Exit Menu
provides a limited, but effective way to backup your catalog
files.
Please note, this utility is not intended to be a complete hard
disk backup system. I strongly recommend that you purchase
software such as PC Tools, Fastback, or any of the many other
backup utilities available. We are only including this utility
because a large number of users create catalogs having several
thousand entries and then lose them when their computers
encounter a hard disk problem. This utility is only intended to
provide something you can use while your catalog is small and
until you can purchase a normal backup utility program.
The backup utility will backup the current catalog in use. The
name of this catalog is displayed as a part of the Main Screen in
the middle of the status line (second line down from the top).
Each catalog must be backed up separately.
To use the backup utility select "Backup" on the Exit Menu. Read
the first screen that appears and then push ENTER. When the next
screen appears you can push "E" to exit, "B" to start a backup,
or "R" to recover backup copies from a floppy disk. On the next
screen push the letter that identifies the disk drive containing
the backup floppy disk.
You should start your backup using a blank formatted disk and use
a separate disk for each catalog. I suggest keeping a set of
three backup disks for each catalog. Rotate through this set
always using the oldest one for the current backup. That way, if
your current backup should turn out to be a backup copy of files
that have already been damaged (it happens a lot), you can go
back to an older copy and still recover most of your catalog.
Note: you do not need to erase or reformat backup floppies before
using them a second, third, forth, etc. time for the same
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 56
catalog. If the backup floppy is always used for the same
catalog, the backup process will erase the previous backup copy.
You only need to start with a blank floppy the first time that
disk is used.
You can recover a backup copy by following essentially the same
sequence of steps. Just push "R" for recover instead of "B" for
backup on the appropriate screen.
NOTE: When files are being recovered the utility will not allow a
file with an older date to overwrite a more recent file. If you
have lost a catalog and in looking for it have created another
catalog using the same name, the more recent catalog will have to
be erased before the backup utility will copy the old files to
your disk. There is a selection of the Utilities Menu that is
used to delete catalogs.
The backup utility uses an archiving utility called LHA. It is
a separate program that OYB runs by shelling to DOS. This
utility was written by Yoshi and is copyrighted 1991 by Yoshi.
The documentation for this utility is included on the disk in a
text file called LHA.DOC. You may use this utility for other
things and I recommend you read the documentation. Please
note that LHA may not be used with any software that uses
copy protection.
The final option on the Exit Menu is "Shell To DOS." This
option gets you to the DOS prompt without exiting the program
OYB remains in your computer's memory and you can return to
where you left off by typing the word EXIT at the DOS prompt.
You might use the "Shell To DOS" option, for example, to use the
DOS directory (DIR) command to check for files on your disk or to
format a floppy disk.
HELP MENU
OYB includes a series of help screens that have key
information about the main functions. Push ALT-H to drop-down
the Help Menu. Then use the scroll bar to select the topic you
want information on.
RETURN
The final selection only appears at the top of the screen when a
drop-down menu is displayed. The Return selection removes the
drop-down menus from the screen and returns you to the Main
Screen. You can also return to the Main Screen by pushing the
ESC key.
CALCULATOR
A pop-up calculator is included in OYB and can be accessed from
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 57
the Main Screen, Edit Screen, or Make Entries Screen. To
display the calculator push CTRL-C.
The calculator displays a "tape" of the calculation. Use the
numeric keypad just as you would a normal calculator. (The
ENTER key functions as the = key). As you use the numeric keypad
to enter calculations you will see them printed on the "tape"
that appears on the screen.
GRAPHIC IMAGES
The OYB software can display PCX graphics images. There can
be a separate graphics image for each entry in your catalog.
The number of graphic images is only limited by the size
of your hard disk.
The software uses the 21st line of the catalog format to specify
the filename for the graphics image. If you already have an
existing OYB catalog in which the 21st line is not used, you
will need to set up a new catalog (with the 21st line set for
at least 8 characters) and then copy the entries from the old
catalog to the catalog you just set up. You would use the
same procedure as is used to change the length of a line and which
is described earlier in this manual.
When you set-up line 21 you do not need to limit it to 8
characters in length. However, only the first 8 characters will
be used to identify graphics images. Provided you put a space
after the PCX filename, you can use any additional space on this
line for other information. This line still functions in the
same way as all of the other lines. It can be indexed, searched,
and cross referenced.
Please note that the mailing list catalog we've been using as
an example is set up to display a graphics image called SAMPLE.
Once you have a catalog with line 21 set-up all you need to do is
enter the filename used by a PCX graphics image on that line.
Just enter the filename, you do not need to enter the PCX filename
extension. For example, if the name of the PCX file is SAMPLE.PCX,
then just enter SAMPLE on line 21.
Graphics images can only be displayed after an entry has been saved.
Once an entry has been saved use either a search or the editor
to display the catalog entry. You can also push F1, immediately
after saving an entry, to directly go into the edit mode and
display the entry you just saved.
To display a graphics image push CTRL-PgDn.
You can also display graphic images stored in other formats such
as GIF files. Instead of building the graphics display software
into the OYB.EXE file we have provided it in a separate OYBOVL.EXE
file. The OYBOVL.EXE file supplied with OYB will display only
________________ORGANIZE YOUR BUSINESS - REFERENCE SECTION - 58
PCX graphic images. However, by supplying these feature using
a separate utility you can upgrade OYB yourself to display
nearly any type of graphics image. Here's how the OYB graphics
display works:
The command OYB sends to display a graphic image is
OYCOVL filename
Where "filename" is the name of the graphic image file to be
displayed.
To display a GIF (or any other format) file you will need a
utility that will display GIF files. Rename the utility
as OYCOVL.EXE and put it in the directory containing the OYB
software. Now when OYB runs the OYCOVL utility it will run the
utility you supplied to display the GIF file.
You can also display EXE graphics files by replacing OYCOVL.EXE
with a batch file called OYCOVL.BAT. The batch file should have
one line with "%1" followed by a carriage return. If any
switches are required put a space after the "1" and then
include the switches.
If when you push CTRL-PgDn to see a graphics image you get a
blank screen instead, then one of the following has happened:
1) The graphic image is in the wrong format.
2) Your computer can not display graphic images
of the size and/or type stored in this file.
3) The image file does note exist.
__________________________________PREDEFINED CATALOG FORMATS - 59
SECTION FIVE - PREDEFINED CATALOG FORMATS
This section provides information about the formats supplied
with ORGANIZE! YOUR BUSINESS - Industrial Version.
A format consists of a set of files that provide the database
and report formats for a specific application. Each format has
been designed based on the authors extensive business experience
and in consultation with existing users of this software.
During the installation of ORGANIZE! all of the formats where
installed. Each format uses about 300 bytes of disk space. If
there are formats you do not plan to use, use the delete function
on the Utilities Menu to erase those.
Each format provides a catalog designed for a specific use.
You can use the catalog as it has been designed, or modify
it so it is adapted to your specific needs. In most cases you
will want to delete some of the lines we've included in the
format we've supplied (and possibly add some others). I suggest
setting up a format you think will work for you and then trying
it with 10 or 15 entries. This will give you a feel for how the
software works and the type of information you can catalog with
the format you've set up. You might find the format we supplied
to be perfect for what you need. Or you might then find you need
to create a new catalog format that is significantly different
from the one we supplied. In most cases you'll find that
modifying the format we've provided to adapt it to your
requirements is all you need to do.
The needs of every business are different. We do not claim
the formats we've supplied here are perfectly suitable for
any specific type of business. Some of you will be able to
use them with no modifications. In other cases you may not
be able to use the format at all, but you still may get some
ideas for setting up your own. That's why we've made OYB so
flexible. It gives you the ability to do things your way!
To modify an existing format or create a new format please follow
the instructions in the Reference Section of this manual.
___________________________PREDEFINED CATALOG FORMATS - MAIL - 60
MAILING LIST MANAGER
This template supplies a simple mailing list format that is used
to provide examples in this manual. When you first boot your
software this template will be the one in use.
This format is designed for maintaining a simple business mailing
list. This could be a Christmas card list, newsletter mailing
list or a client list. It will store names of contacts, their
company, address and phone number. It is set to print names and
address in numerical order by Zip Code or alphabetically by last
name.
The catalog name used for this format is MAIL. A report format
that prints 4" X 1-7/16" mailing labels is included and is called
LABELS.
The lines supplied as a part of this template are:
LAST NAME: enter the person's last name, including any
abbreviations such as Jr., PhD, etc.
FIRST NAME: enter the person's first name. If a title such as
Mr., Mrs., Dr., etc. is to be included, put it on this line
before the person's first name. (Note, if you do not know a
person's sex, but wish to include a title, use M. as the title.
This is an accepted abbreviation for Mr., Mrs., Ms., and Mrs.)
COMPANY: enter the name of the company for which this person
works.
ADDRESS: two address lines are provided in order to
accommodate both a street address and suite number. There may
also be addresses that include the name of a building, suite
number and street address. In that case put the name of the
building and suite number on the first ADDRESS line.
CITY/STATE: type the name of the city, a comma, a few spaces and
then the abbreviation for the state.
ZIP CODE: this line provides enough room to enter a ten digit zip
code. This accommodates the ZIP+FOUR codes.
PHONE NUMBER: enter the person's phone number, including the area
code. Even if this person is located in the same area code as
you, include the area code. There may be circumstances that
arise in which you need to send a copy of your mailing list to
someone in another state and that person may need the correct
area codes. (You can never tell what the future will bring).
_______________________________ORGANIZE! - BILL OF MATERIAL - 61
ORGANIZE! - BILL OF MATERIAL
This format is used to create Bills of Material (BMs). You
can use this format for any type of equipment and combine as
many pieces of equipment as you'd like in a single catalog.
The OYC software can then sort out the information and create
a BM for any specified piece of equipment, or it can list
all of the equipment that uses a specified part, or list
every part used in your plant in alpha-numeric order by
part number. Once you have entered the BMs for the equipment
in your plant, you have complete flexibility in how it is
listed, searched and organized.
The catalog name is: BM
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to BM and push ENTER.
The following describes how each line is used. If a line
title means something different to you, or you'd like to put
other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
EQUIPMENT NAME - enter the name or description of the equipment
for which the Bill of Material is being put together. If
there is an item number, equipment number, or other identifying
number for this machine, include that on this line also.
EQUIPment LOCATION - identify where this equipment is located
in your plant. If the same equipment is located in various
places throughout the plant, you might identify the person
or file that can identify specific locations.
ITEM NUMBER - enter the item number for this specific part
or component. This number usually corresponds to the
item number on the manufacturer's Bill of Material or
drawing.
DESCRIPTION - enter the name of this part/component or a
description.
_______________________________ORGANIZE! - BILL OF MATERIAL - 62
OUR PART # - enter the part number your company has assigned
to this part or component. If this part is composed of several
other parts, you could include the number or description that
identifies the BM for this component. In this case you might
also include a code (such as the letters BM) that indicates
that this part can be further broken down into smaller parts
shown on another BM.
MFGR. PART # - enter the original manufacturer's part number
on this line.
SIZE - enter any size specifications related to this part.
SPECIFICATION - use this line for information that is used
to specify this part. If the part must have a certain
hardness, or temperature resistance, or be explosion
proof, that information should be entered here.
MATERIAL - if the material used to manufacturer this part
is important, enter the material specifications here.
OTHER SPECifications - use this line for any additional
specifications required for this part.
DRAWING # - enter the drawing number, and any other information
used to identify a specific drawing, for drawings that
provide more information about this part or how it is
installed/used.
RSP - if the part is on the Recommended Spare Parts list,
put the letter "Y" on this line. Otherwise put the letter
"N" on this line. This allows you to quickly identify
parts which should be in your inventory as recommended
spare parts.
NOTE - use this line for miscellaneous information and notes.
VENDOR - identify the vendor who normally supplies this part.
The vendor may be different than the manufacturer.
VENDOR ADDRESS, CITY, STATE, ZIP - the next four lines are
used for the vendor's address.
_______________________________ORGANIZE! - BILL OF MATERIAL - 63
CONTACT/PHONE - use this line for the name of the person you
normally talk with and their phone number.
QUANity/COST - enter the quantity you normally order and how
much you have paid for this part in the past. This gives
you a way to immediately see whether the price of this
part has been increased and helps you decide whether you
need to look for a new supplier.
____________________________________ORGANIZE! YOUR WAREHOUSE - 64
ORGANIZE! YOUR WAREHOUSE
This format is designed to help organize a tool, equipment and
spare parts warehouse. It helps you keep track of what is in
your warehouse (or multiple warehouses and multiple locations),
where it is stored in the warehouse, when you need to order more,
and who you normally purchase this item from.
The format name is: WAREHOUS
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to WAREHOUS and push ENTER.
The following describes what each line is used for. If a line
title means something different to you, or you'd like to put
other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
ITEM NUMBER - enter the item number your company has assigned
to this item.
DESCRIPTION - put the name of this item and a short description
on this line.
QUANITY - enter the total number of this item you currently
have in stock. If you are using this format to track equip-
ment that is loaned out, you may want to use this line to
keep track of the number of these items you own.
RE-ORDER POINT - enter in-stock quanity at which more of this
item should be ordered.
STORED - describe where this item is stored. This might be
a building number, a yard number, or a shelf number.
USED ON - describe the primary use for this item.
SIZE - enter the physical dimensions.
____________________________________ORGANIZE! YOUR WAREHOUSE - 65
IN USE (ID) - if this is equipment that is loaned out and
will be returned to your warehouse, use this line to indicate
that this item is in use and enter the name of the person
who is using it (or is responsible for its use). Also include
the date this item was borrowed.
The next three lines are also used for items that are loaned
out.
PROJECT/USE - if you need to keep track of an account, project,
or department number which needs to be charged for the use of
this equipment, put that information on this line.
CONTACT - use this line for the name of the person to contact
concerning charges (costs and expenses) for this equipment.
DUE BACK - enter the date when this item is due back into
the warehouse.
MANUFACTURER'S NAME - enter the name of the company that made
this item.
MANUFACTURER'S PART # - enter the original manufacturer's
part number for this item.
VENDOR - enter the name ofthe vendor from whom you normally
buy this item.
VENDOR ADDRESS - the next two lines are used for the above
vendor's address.
CITY/STATE/ZIP - this line is used for the remainer of the
above vendor's address.
CONTACT - enter the name of the person, with the above vendor,
who you normally talk with.
PHONE - use this line for the above person's phone number.
NOTE - this last line is used for miscellaneous notes and
comments about this item.
__________________________________ORGANIZE! - TOOL INVENTORY - 66
ORGANIZE! - TOOL INVENTORY
This format is used to maintain your tool inventory records.
It provides an easy-to-use system for keeping track of what
tools you have, where they are stored, who is responsible
for them, and who has borrowed them or what project they
are currently being used on.
The format name is: TOOLS
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to TOOLS and push ENTER.
The following describes how each line is used. If a line
title means something different to you, or you'd like to put
other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
TOOL NUMBER - enter the number you use to identify this tool.
DESCRIPTION - enter a description of this tool. Is it a
hammer? A pneumatic wrench? Or a 12 inch radial saw?
TYPE - what type of tool is this? Enter a further description
of the tool that will help the craftsman or warehouse worker
know whether this is the right type of tool for the job they
need to do.
SIZE - what size is this tool? Is it a 10 lb. hammer? A
3/4 inch wrench?
METRIC (Y/N) - enter a "Y" if this is a metric tool or "N"
if it is not metric. (You can come up with any other code
to indicate metric/english, if you wish). This information
can be useful, if you need to quickly find metric (or
english) tools.
SUPPORT REQUIRED - some tools require supporting material or
services. Electric tools will require either 110v, 220v or
possibly a welding outlet. Pneumatic tools require an air
__________________________________ORGANIZE! - TOOL INVENTORY - 67
supply of a certain pressure. Cutting tools may require
cooling water. Use this line to identify what the craftsman
will need in order to use this tool.
You can also use this line to identify any supplies that are
needed by this tool.
AVAILABILITY - use this line to identify the availability of
supporting material, services or supplies. If, for example,
it requires 440v electric power, you might identify where
the user of the tool can expect to find 440v outlets. If
special supplies are needed, identify where those supplies
can be obtained.
MATERIAL - identify the material this tool is made from. In
some cases it may be important that a tool be non-magnetic
or a non-conductor (or electricity). In other cases a
rubber hammer may be needed instead of a steel hammer.
STORAGE LOCATION - where is this tool stored. If I need to
use it, where do I go to find it?
QUANTITY - how many of this tool are there?
AVAILABILITY - identify whether this tool is available for
general use or whether it belongs to a specific department
and its use may be restricted. Is this tool immediately
available, or do you need to send to another location
to get it and it will take two days to be delivered?
CONTACT - enter the name of the person to contact when
this tool is needed.
SERIAL NUMBER - put the tool's serial number on this line.
COLOR CODE - in some companies tools are color coded to identify
the department they belong to, or to identify them as company
owned tools. If you use color codes, enter the color for
this tool on this line.
LENT TO - if this tool is loaned out, enter the name
of the person who is using it. It is generally not worthwhile
to keep track of small tools this way. However, this line
is very useful for tracking large or specialized tools. If
someone else needs to use this tool, you can quickly find who
currently has the tool and check to see if it is available.
__________________________________ORGANIZE! - TOOL INVENTORY - 68
EMPLOYEE ID - enter the employee ID number for the person
who is using the tool.
CONTACT - this line is used to keep track of the person you
need to contact should someone else need to use this tool.
In some cases the person using the tool can not release it
for someone else to use and you need to talk to that person's
supervisor or manager. If that is the case, use this line
to enter that person's name.
The purpose of keeping track of this information is to prevent
wasting time going from one person to another trying to get
the tool released to be use by someone else.
NOTE - the last three lines are for notes. This may be
information about using this tool or special instructions
such as, "This tool must be returned at the end of each
day."
_________________________________ORGANIZE! - PARTS INVENTORY - 69
ORGANIZE! - PARTS INVENTORY
This format is used for maintaining inventory records for
spare and replacement parts. It allows you to find a needed
part quickly, and to keep track of what is available, where
it is stored, who supplied it and how many are available.
The catalog name is: PARTS
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to PARTS and push ENTER.
The following describes how each line is intended to be used. If
a line title means something different to you, or you'd like to
put other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
OUR PART # - enter the part number your company has assigned to
to this part.
DESCRIPTION - use this line for a description of this part.
You can describe the part and identify the equipment it is
used in, if appropriate.
MANUFACTURER - put the name of the company that originally
manufactured this part on this line. This should not be the
name of the company that manufacturers the part you are
buying, if that is not the original manufacturer.
MFGR. PART # - enter the manufacturer's part number.
DRAWING # - if this part is identified by a drawing number,
or if there is a drawing (this refers to engineering draw-
ings) used as a reference for this part, put that drawing
number on this line.
SIZE - enter the size specification for this part.
SPECIFICATION - use this line for information that is used
to specify this part. If the part must have a certain
_________________________________ORGANIZE! - PARTS INVENTORY - 70
hardness, or temperature resistance, or be explosion
proof, that information should be entered here.
MATERIAL - if the material used to manufacturer this part
is important, enter the material specifications here.
COLOR - if this part needs to be a specific color, or if
the color is important, enter the color of this part here.
OTHER SPECifications - use this line for any additional
specifications required for this part.
OTHER PARTS ReQuired - this line is used to identify any
parts that are used with this part. For example, if "O"
rings are required to install this part, use this line
to identify the needed "O" rings. This allows anyone
who is drawing this part out of inventory, to see what
other parts they need to get at the same time.
USED IN - if this part is a special part used in a specific
piece of equipment, identify that equipment on this line.
You can then search for any equipment in your plant and
get a listing of all the spare parts you currently have in
stock for that equipment.
NOTE - the next two lines are note lines used for miscellaneous
information and notes.
VENDOR - identify the vendor who normally supplies this part.
The vendor may be different than the manufacturer.
VENDOR ADDRESS, CITY, STATE, ZIP - the next four lines are
used for the vendor's address.
CONTACT/PHONE - use this line for the name of the person you
normally talk with and their phone number.
QUANity/COST - enter the quantity you normally order and how
much you have paid for this part in the past. This gives
you a way to immediately see whether the price of this
part has been increased and helps you decide whether you
need to look for a new supplier.
_____________________________ORGANIZE! - MAINTENANCE RECORDS - 71
ORGANIZE! - MAINTENANCE RECORDS
This format, called ORGANIZE! - MAINTENANCE RECORDS is designed
for use in industrial plants or manufacturing facilities where
there is a need to keep track of the maintenance requirements
of equipment. This format will help you with scheduled
maintenance and it will help you to improve productivity by
providing key information about tools, parts, and the location
of maintenance procedures and drawings. You can also keep track
of any special requirements or idiosyncrasies of any piece of
equipment so that you are not dependent on people's memory or
one person's experience.
The format name is: MAINT
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to MAINT and push ENTER.
The following describes what each line was designed to be used
for. If a line title means something different to you, or
you'd like to put other types of information on a line, do it.
There is nothing in this software that restricts what can be
entered on any line. Also keep in mind that you can change
the title or length of any line. (See "Utility Menu - Set Up
New Format" starting on page 66 in the manual).
EQUIPment / ID # - enter the description of this item. Some
examples would be: 3B Coal Pulverizer; Plant Cooling Water
Pump; and #7 Lathe.
If you've assigned an identifying number to this equipment,
that number can also be included on this line.
COMPONENT - if this is a large piece of equipment, with
components that require maintenance, each component should
be listed separately, using a separate entry. (The F3, Copy
feature, makes entering repetitive information easy, if
there are a lot of similar components). Use this line for
the name of the component.
LOCATION - describe where this equipment is located.
CONTACT - enter the name of the person that should be contacted
before any work is done on this equipment. This might be
a department supervisor, operations manager or plant manager.
_____________________________ORGANIZE! - MAINTENANCE RECORDS - 72
SCHEDuled MAINTenance - enter the schedule on which normal
periodic maintenance should be performed. This might be: Weekly
on Fridays; or 20th Of The Month; or During Annual Overhaul.
DESCRIPTION - the next two lines are used to describe what
should be done during normal scheduled maintenance.
PARTS REQUIRED - list any replacement parts that are required
for normal maintenance. By listing the required parts here,
the person doing the repairs can quickly see what will be
needed.
TOOLS REQUIRED - list any special tools required for normal
maintenance. This allows the person doing the maintenance
to quickly see the tools they will need.
MAINTenance PROCedures - use this line to identify where the
written maintenance procedures are stored. You might enter
a file number, book number (include the page number), or
drawing number. Be sure to include enough information so that
the maintenance procedures can be quickly found.
FILE # - if you have a file of maintenance records that needs
to be updated each time maintenance is performed, put the
number used to locate that file here. This line can also
be used to refer to a maintenance log or maintenance request
tickets.
REPAIR REQUESTS - if a maintenance request is needed before this
equipment can be worked on, use this line to identify the
people who are authorized to issue MR's for this equipment.
PRIORITY - use this line to indicate how important it is to
work on this equipment. You'll need to come up with your
own system for identifying the priority for maintenance and
repairs. For example, you might have some equipment - critical
to plant operation - that must be maintained once a week,
with no exceptions. Other, lower priority equipment, can have
maintenance (or repairs) delayed - if there is no enough time
to complete that work.
SPECIALIST - is there a person in your plant who is a specialist
in repairing/maintaining this equipment? This may even be a
person who no longer works in your department. If there is
_____________________________ORGANIZE! - MAINTENANCE RECORDS - 73
someone you can call to help with a difficult problem, or who
should be assigned to fixing this equipment, enter that person's
name here. You can also enter the phone number used to reach
this person.
NOTE - the next five lines are for notes about what can be
expected when working on this equipment. What problems do
you normally encounter? What areas require special attention?
VENDOR CONTACT - enter the name and phone number of a contact,
with the vendor who supplied this equipment, who can provide
help if you run into any difficult problems.
____________________________ORGANIZE! - ENGINEERING DRAWINGS - 74
ORGANIZE! - ENGINEERING DRAWINGS
To be able to find the information you need, without wasting time
and when you need it, there needs to be a quick and easy way to
look up drawings by any of several criteria. In most cases
drawings are filed by number or type of equipment. Using this
format you can quickly find the drawing you need based on any
criteria - drawing number, drawing title, equipment type,
reference drawings and more.
This format name is: DRAWINGS
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to DRAWINGS and push ENTER.
The following describes what each line was designed to be used for.
If a line title means something different to you, or you'd like to
put other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page 66
in the manual).
Keep in mind that you can search for anything entered on any
of the lines shown here. You can also perform cross-reference
searches that combine information on several lines.
TITLE - enter the drawing title on this line.
COMPONENT NAME - use this line for the name of the component,
machine, panel, equipment,. etc. shown on this drawing. The
name entered here should be the name commonly used in your
plant.
DRAWING NUMBER - put the drawing number on this line. There
should be at least one entry in ORGANIZE! for each drawing.
However, there can be more than one entry for a drawing and
thus the same drawing number may be repeated for several
entries. For example, if a drawing shows several components,
or has several detail sections that you want to individually
identify, then make several entries for that drawing. Each
entry might have a different component name and description.
REVISION NUMBER - enter the drawing revision number. If you
are keeping several revisions in your files, then make a
____________________________ORGANIZE! - ENGINEERING DRAWINGS - 75
separate entry for each revision and use the comment line
to describe the changes in each revision.
DATE - enter the drawing date.
SUPPLIED BY - use this line for the name of the company that
supplied this drawing.
DESCRIPTION - this line is used for a short description of
what the drawing shows.
DETAILS - the next three lines are used to describe details
shown by this drawing. With the format set up this way, if
you are searching for a specific detail, you will need to use
the "Global Search." The Global Search searches all lines of
all entries for a matching word or phrase.
Another approach is to use just one line in each entry to
describe details. (Use the "Set Up Catalog Format" option
on the Utilities Menu to take off the other two detail lines).
If a drawing has multiple details that need to be cataloged,
then a separate entry is made for each detail. This allows
you to search the single detail line and find all drawings
that have detail information about the item you are interested
in.
STORED - describe where this drawing is stored. Some drawings
may be in engineering files; others in maintenance files; and
still others in the operating department's files. Use this line
to describe where this drawing is physically located.
FILE NUMBER - if your company assigns a file (or drawing) number
to this drawing, enter that number here.
CONTACT - enter the name of the person you need to contact in
order to get a copy of this drawing or for permission to
borrow this drawing.
LENT TO - if you are the person responsible for drawings, use
this line to keep track of the name of the person who has
borrowed this drawing. You might also put this person's
phone number on this line, so that if someone else needs the
drawing, you can quickly get in touch with the person who
has the drawing.
____________________________ORGANIZE! - ENGINEERING DRAWINGS - 76
REFerence DRAWING - The next six lines are used to identify
any reference drawings that are associated with this drawing.
COMMENTS - use this line for notes and miscellaneous infor-
mation. For example, if this drawing contains proprietary
information, indicate that on this line. You might also
use this line to indicate that a drawing is scheduled to
be revised.
_______________________________ORGANIZE! EMPLOYEE CANDIDATES - 77
ORGANIZE! EMPLOYEE CANDIDATES
This format, called ORGANIZE! EMPLOYEE CANDIDATES is designed to
help you keep track of job applicants. It can also be used
to keep track of people within your company who want to be
considered for other positions. It allows you to quickly search
through available candidates to find those that match the require-
ments of an open position.
The format name is: CANDIDAT
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to CANDIDATE and push ENTER.
The following describes the type of information we intended each
line to be used for. If a line title means something different
to you, or you'd like to put other types of information on a
line, do it. There is nothing in this software that restricts
what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
LAST NAME - the candidate's last name. If you wish to list
candidates alphabetically, by their last name, then the last
name must be entered on it's own line. If you do not need
an alphabetical listing by last name, you can combine both
the first and last name on the same line.
You can also combine the first and last names on a single line,
and get an alphabetical listing by last name, if you enter the
last name first, then type a comma, and enter the first name.
FIRST NAME- enter the canidae's first name.
DATE OF APPLIcation - enter the date this candidate submitted
an application or resume. This date should be changed any time
the information for this candidate is updated.
POSITION(s) - use this line for the names of the position or
positions this person is applying for. You can enter a specific
job title or a broad-based generic description of the type of
job the person is looking for.
_______________________________ORGANIZE! EMPLOYEE CANDIDATES - 78
ADDRESS - the next two lines are used for the candidate's home
address. Two lines are provided so that there is room for a
street address, apartment number or P.O. Box number.
CITY, STATE & ZIP - the next three lines are used for the city,
state (or province) and zip code for the above address.
PHONE - enter the candidate's home phone number. You can lengthen
this line, if you wish, to include a second phone number, such
as a daytime, work number.
SS NUMBER - this line is used for the candidate's Social Security
number.
CURRent EMPLOYER - use this line for the name of the candidate's
current employer. If you'd like, you can lengthen this line to
provide room for the current employer's address or phone
number.
AVAILABILITY - enter the date when this candidate is available
to start work.
TRAVEL - this line is used to indicate whether this candidate is
willing to travel and to what areas of the country or world
this candidate is willing to (or can) travel.
COMMENTS - use this line for any comments you have concerning
this candidate. These might be medical related or comments
about citizenship status.
The next six lines are used to record information that will
help you judge the candidate's ability to do a specific job.
PREVIOUS EXPerience - enter a few words that describe this
candidate's previous work experience. Have they worked as a
mechanical engineer, graphic artist, secretary or carpenter?
SKILLS - list the key skills, related to they type of work your
company may need them to do, this candidate has. This information
is very important, because it allows you to do a quick search to
find people that have the skills required by a specific job.
EDUCATION - list the highest grade or the names of the degrees
this candidate has achieved.
_______________________________ORGANIZE! EMPLOYEE CANDIDATES - 79
ACCOMPLISHMENTS - list keywords that describe the major
accomplishments this person has achieved. For a secretary
you might enter, "Types 90wpm" or "Former secretary to
president of IBM." For an engineer it might be something
such as, "Designed first oval-concentric bearing."
Generally the information on this line helps you have a better
understanding of who the person is and what they can do. If
a candidate has a lot of significant accomplishments you could
also put, "See Memo" on this line and then use the memo screen
to list accomplishments.
LANGUAGES - enter the names of any foreign languages which
this candidate speaks.
COMMENTS - this comments line is used for comments related to
the candidate's skills and experience.
________________________________ORGANIZE! - VEHICLE RECORDS - 80
ORGANIZE! - VEHICLE RECORDS
This format is designed for maintaining records about the
vehicles owned by your business. It provides a way to keep
track of each vehicle, who it is assigned to, how it can be
used, and it's maintenance record.
The format name is: VEHICLES
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to VEHICLE and push ENTER.
The following describes what each line was designed to be used
for. If a line title means something different to you, or
you'd like to put other types of information on a line, do it.
There is nothing in this software that restricts what can be
entered on any line. Also keep in mind that you can change the
title or length of any line. (See "Utility Menu - Set Up New
Format" starting on page 66 in the manual).
VEHICLE # - enter the number you have assigned to this vehicle.
MANUFACTURER - enter the name of the manufacturer: Ford, Toyota,
Volvo, General Motors, etc.
YEAR - enter the model year for this vehicle.
NAME - enter the brand name for this vehicle. For example,
Aerostar, Blazer, Caravan, G-10 Cargo Van, etc.
VIN - use this line for the Vehicle Identification Number.
COLOR - put a description of the vehicles color on this line.
TYPE - describe what type of vehicle this is. A fork lift, mini-
van, two-door sedan, bus, etc.
OPTIONS - list the options included in the vehicle.
SEATS - enter the number of people this vehicle seats.
________________________________ORGANIZE! - VEHICLE RECORDS - 81
Information describing the vehicle, its options and the number
of people it can seat is important if you have a large fleet
and need to identify available vehicles for specific needs.
For example, if a salesman needs to take eight clients to
lunch, then you need to find a minivan that can seat eight -
and if it's a hot day, you want it to have air conditioning.
If you have a smaller number of cars, or if vehicles are
assigned to individuals instead of to a fleet pool, you
may want to redefine these lines and use them for some-
thing else.
LOAD CAPACITY - enter the load carrying capacity of this
vehicle.
SIZE CAPACITY - if this vehicle is used for shipping or
freight, or carrying things, enter the inside physical
dimensions.
DEPT/DRIVE - enter the name of the department or drive to
whom this vehicle is assigned. You may also want to include
a phone number at which this person can be contacted.
SUGGESTED USE - how is this vehicle normally used? This
line is included so that, if you need a vehicle for a
specified use (such as moving a 5 ton motor) you can quickly
search and find the appropriate vehicle.
AVAILABILITY - use this line to indicate whether this vehicle
is available for use by people/departments other than who it
is assigned to. Is this vehicle available for use through-
out your company, or just by a specified department or
person.
MILEAGE (date) - enter the current mileage on this vehicle
and include the date of when that mileage was recorded.
LAST MAINTained - enter the date this vehicle last underwent
normal maintenance. You could also include the date for the
next scheduled maintenance on this line.
PROBLEMS - list a short description of any reoccurring problems
or limitations this vehicle has.
________________________________ORGANIZE! - VEHICLE RECORDS - 82
MAJOR REPAIRS - list any major repairs done to this vehicle.
You can, if needed, also use the memo screen to describe major
problems or repairs.
NOTE - the last three lines are for notes about this vehicle.
You can use these lines, or redefine some of the above lines,
to keep track of information such as the name of the shop
that handles repairs/maintenance, the purchase date, the
scheduled replacement date, or a list of changes that you want
to be sure are provided in a replacement vehicle. (For
example, if this is a gas guzzler and you want to be sure
to replace it with a more efficient car).
____________________________________ORGANIZE! YOUR PHOTOGRAPHS - 83
ORGANIZE! YOUR PHOTOGRAPHS
This format, called ORGANIZE! YOUR PHOTOGRAPHS, is designed for use
by both people who have a few family photographs in their home and
by the professional as a cataloging tool. It allows you to quickly
catalog your collection and then locate a photograph, negative or
slide by any one of up to 21 characteristics. For example, you'll
be able to get a list of all of the sunset pictures taken at the
beach; or all of the photographs of New York city.
Another nice feature of this format is that it can be used with
photographs, negatives, slides or almost any other photographic
material. Entries can be made for individual pictures allowing you
to list the individually unique information about each picture.
The catalog name is: PHOTO
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highligh "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to PHOTO and push ENTER.
The following describes what I intended each line to be used for.
If a line title means something different to you, or you'd like to
put other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page 62
in the manual).
Title - The title of this photograph.
Subject - Who or what is shown in the photograph.
Description - A description of the photograph.
Cat/Neg Number - The identifing number used to find the print or
negative in your files.
Note - This line is provided for miscellaneous information. You
can enter an abbreviation for the type of entry; or describe the
condition of the print; or any other information you feel is
valuable.
Value - Enter the current value of the print. This information is
useful for insurance purposes.
____________________________________ORGANIZE! YOUR PHOTOGRAPHS - 84
Subtopic-1 - Addition information about content of the photograph.
Subtopic-2 - Additional information about the content of the
photograph.
Other - Like the NOTE line you can enter whatever information you
feel is useful.
Type - Use this line to classify entrys by type. The
classifications you use will depend on your requirements.
Date - You can use this line for the copyright date or the date you
took this picture.
Grouping - Several individual pictures can belong to a group or set
of photographs. For example, a set of wedding photographs. This
line is used to identify the group (or set) the individual picture
belongs with.
Equipment, Film/Processing & Printing - Use these three lines to
describe the equipment used to take the picture, the type of film
and film processing, and the printing equipment and procedure.
Client - The name of the person who paid for this photograph.
Address - The above person's street address.
City/State - The city and state the address is in.
Zip - The zip code.
Phone - Telephone number where this personal can be reached.
Fee - The fee charged (enter only once for a group of pictures).
This line title can be changed using the customize feature.
_______________________________________ORGANIZE! - MOTORS - 85
ORGANIZE! - MOTORS AND DRIVES
Motors are generally found throughout a plant and keeping track
of which type and size motor(s) is used on the various machines
throughout the plant can be a big task. This ORGANIZE! format
is designed to do exactly that - keep track of all of the motors
in use throughtout our plant. You can quickly know what size
motor is in use, whether a direct replacement is available,
where and how it is used.
This format can also be used to inventory drives in general.
For example, there are six unused lines that can be used to
catalog information such as steam pressure, exhaust pressure,
maximum inlet temperature, maximum back pressure, ect. for
turbine drives.
The format name is: MOTORS
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to MOTORS and push ENTER.
The following describes what each line was designed for. If a
line title means something different to you, or you'd like to
put other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
MANUFACTURER - the name of the manufacturer who made this motor.
SIZE - use this line for the motor size.
HORSE POWER - enter the horse power rating on this line.
SPEED - put the shaft rotational speed on this line, in RPM.
VOLTAGE - enter the required voltage.
CURRENT - enter the amount of current the motor draws.
SHAFT SIZE - put the shaft diameter here.
WEIGHT - use this line for the weight of the motor.
_______________________________________ORGANIZE! - MOTORS - 86
BREAKER # - enter the breaker number that is used to
shut off the power to this motor. You can also enter
MCC information on this line (or set up a separate line).
OUR PART # - enter your company's part number that identifies
this motor.
APPLICATION - describe how this motor is used; the type of
machine it is used on.
LOCATION - describe where this motor is physically located.
You can include spare motors, that are in your warehouse,
and use this line to show they are in the warehouse and not
in use.
MOUNTING - describe this motor's mounting and any special
requirements.
NOTES - the next three lines are provided for additional
information and notes.
_________________________ORGANIZE! - EQUIPMENT INVENTORY - 87
ORGANIZE! - EQUIPMENT INVENTORY
This format is used to help you keep track of the major equip-
ment in your plant or mill. It can be used for large
stationary equipment or smaller, mobile, equipment. You'll
be able to keep track of the equipment your company owns,
leases, or rents; what it does; how it is used; who is
responsible for it; and where to find relevant operating and
maintenance information.
The format name is: EQUIPMNT
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to EQUIPMNT and push ENTER.
The following describes what each line is designed to do. If a
line title means something different to you, or you'd like to put
other types of information on a line, do it. There is nothing
in this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
NAME - enter the name commonly used in your plant for this
equipment.
DESCRIPTION - enter the proper technical description of this
equipment. Include the manufacturer's part number, if
appropriate, on this line.
MODEL NUMBER - enter the manufacturer's model number.
SERIAL NUMBER - enter the serial number on this specific
machine. If you have more than one machine, then a separate
entry should be made for each. This will allow you to keep
track of the individual characteristics of each and where
each is located.
PART NUMBER - use this line for the part number, or
identifying number, your company has assigned to this
machine.
SIZE - if the size is important for this machine or
equipment, enter the size specification here.
_________________________ORGANIZE! - EQUIPMENT INVENTORY - 88
SPECIFICATION - use this line for information used to
specify what this equipment is. This is the key information
that typically would be used when purchasing a replacement,
or another, machine like this one.
APPLICATION - what is this specific machine used for? There
may be several different uses for this type of machine
throughout your plant, however, use this line to keep track
of how this specific machine is being used.
LOCATION - identify where this equipment is located in your
plant. You can also use this software to keep track of
equipment not located in your plant or even owned by your
company. If you need to rent equipment, use this line to
identify the company you normally rent this equipment from.
By cataloging the type of equipment and how it is used,
when you need a machine to perform a specific job you can
search the APPLICATION line in ORGANIZE! and quickly find
information about the equipment you've used in the past.
DEPARTMENT - use this line to identify the department in
your company that is responsible for this specific equipment.
CONTACT - The name and phone number of the person
responsible for this equipment.
OPERATING PROcedures - The number or other identifying means
used to located the file, folder, drawing, or book that
contains the operating instructions for this equipment.
MAINTenance PROCEDures - The number or other identifying
system used to locate the file, folder, drawing or book
that contains the maintenance instructions for this
equipment.
PARTS REQUIRED - the next two lines are used to identify
the parts that are required to be available for both
normal maintenance and emergency repairs. This line
can refer to a recommended spare parts list, a bill of
material, or - if there are just a few parts - list
those parts here.
SCHEDULED MAINtenance - use this line to show the normal
preventive maintenance schedule for this equipment.
_________________________ORGANIZE! - EQUIPMENT INVENTORY - 89
NOTE - the last four lines are used for miscellaneous
information and notes about this equipment.
The line above the four NOTE lines may also be used. In
the format supplied it is not used and its length is set
to zero. If you need additional lines, you can use this
spare line.
________________________________ORGANIZE! - CHARITY RECORDS - 90
ORGANIZE! - CHARITY RECORDS
This format helps you keep track of the charities your company
supports and the type of support you have provided in the past.
The catalog name is: CHARITY
To access this format boot the ORGANIZE! software and then hold
down the ALT key and push the letter U. Next push the up cursor
key once to highlight "Select Catalog". Push ENTER. Now use the
cursor keys to move the highlight bar to CHARITY and push ENTER.
The following describes how each line is used. If a line title
means something different to you, or you'd like to put other
types of information on a line, do it. There is nothing in
this software that restricts what can be entered on any line.
Also keep in mind that you can change the title or length of any
line. (See "Utility Menu - Set Up New Format" starting on page
66 in the manual).
CHARITY NAME - enter the name of the charity.
ADDRESS, CITY, STATE, ZIP - use the next five lines for the
charity's address. Two "address" lines are provided so that
there is room for a street address and suite or department
number.
CONTACT - if there is a specific person you normally talk
with at this charity, enter that person's name on this line.
PHONE NUMBER - enter the charity's phone number.
PURPOSE - use this line to describe the purpose of this
charity. Do they provide shelter for the homeless? Are
they working to cure a disease? Do they provide disaster
relief or help battered woman?
DONATE (Y/N) - does you company normally donate to this
charity. Business' are generally contacted by numerous
charities, but may only be able to support a few of those.
This line allows you to keep track of all the charities who
have contacted you, or in which you are interested. While
you may not be currently donating to a charity, current
events may result in your wanting to get in touch with a
charity and offer them support. By keeping track of
________________________________ORGANIZE! - CHARITY RECORDS - 91
those charities you do not support, but may be interested
in, you immediately have information about them available.
HISTORY - this line is used to keep track of what you
have donated in the past. For example, you might enter
information for cash donations for the past three years as:
1993: $200 / 1992: $200 / 1991: $175.00
Use this line for historical information about money you
have given this charity in the past.
OTHER SUPPORT - use this line to identify non-monetary support
you have provided this charity in the past.
MEETINGS - if you attend or participate in any of the meetings
held by this charity, use this line to identify the dates
and locations of up coming meetings. You could also include
the name of the person, in your company, who will be attending
the meeting.
ACTIVITY 1,2,3 - the next three lines are used to keep track of
activities, sponsored or run by the charity, in which you
participate.
OUR CONTACT - enter the name of the person in your company who
is the normal contact for this charity.
INVOLVED - these two lines are used to keep track of people,
other than the key contact person, who are involved, on your
company's behalf, with this charity.
NOTE - the last two lines are note lines for miscellaneous
information about this charity.
_____________________ORGANIZE YOUR BUSINESS APPENDIX A - 92
APPENDIX A - PROBLEM SOLVING
This section describes some of the errors and problems other
users have encountered and recommends solutions. In most cases
the software will detect problems, diagnose them and put a
message on the screen.
Permission Denied - this is a DOS error message. It means that
you are using a disk that is write protected. Remove the write
protection and the problem will be solved. This problem might
also be caused by a directory that is full. You can have a full
directory even if there is space available on your disk.
Depending on the version of DOS you have there is a limit on the
number of files you can have in a directory. In most cases this
limit is 128 files. If you try to create more than 128 files you
may get the "Permission Denied" error message.
Unable To Change The Length Of A Line - If you want to change the
length of a line in your catalog format, but the prompt for the
line lengths does not appear on the Catalog Format Set Up screen,
then the software is telling you that at least one entry has
already been saved. Once an entry has been saved the length of
the lines can not be changed.
OYB uses what is called a fixed length random access
data file. This allows entries to be found very quickly, but it
means that if you change the lengths of any of the lines the
software will no longer be able to read the data file. Thus, the
software will not allow you to change the length of a line after
an entry has been saved.
If you need to change your catalog format after saving an entry
you can do this by creating a new catalog format with the line
lengths you want. Then use the copy feature to copy the entries
from your old format to the new format. Once all of the entries
have been copied (use the editor to see that they are correctly
copied) the old catalog can be deleted. There is a Utility Menu
option that is used to delete catalogs.
The Software Won't Start - if when you type OYB the software does
not start there are several possibilities:
1. If you get a message that says "Bad Command or Filename" then
your computer can not find the OYB.EXE file. Be sure you are in
the directory that contains the OYB.EXE file. To do this type
DIR *.EXE and check to see that OYB.EXE is listed in the
directory. If it is not listed you most likely will need to use
the DOS CD command to change to the correct directory.
_______________________ORGANIZE YOUR BUSINESS APPENDIX B - 93
2. If nothing happens or your computer locks up when you type
OYB, you may have fragmented or cross linked files. Please see
the section which discusses fragmented files.
All Data Files Have Disappeared - I've had many people call me
with this problem. Yesterday they were typing entry 4000 and
today the software says they are on entry #1. What happened?
Usually the cause of this problem is that the database filename
has been changed. All 4000 entries still exist, they are just
stored using a different filename than the current filename. In
many cases the two filenames may be very similar such as PHOTO
and PHOTOS. Its easy to get them mixed up, so be sure you are
using the right filename.
The Software Can't Find A Database Filename You Know Exists - in
addition to the filename you can also set a PATH. This allows
you to store data in other directories. If you are looking for a
database file that is stored in a different directory, you will
need to specify the PATH to that directory as a part of the
filename.
I generally recommend you keep all of your database files in the
same directory as the OYB.EXE file. This makes it easier to keep
track of what these files are used for and which program they go
with.
Fragmented Files - there is no error message that will tell you
that your computer has fragmented files. Fragmented files are a
normal result of using a computer. When a computer stores
information on a disk it puts it into the next available sector
on the disk. The next available sector may not be physically
located anywhere near the previous sectors the computer was
using. As you add to a data file it tends to be broken into
small pieces that are scattered in various sectors all over the
disk.
The problem with fragmented files is that they slow down your
computer because it takes more time for the heads in your disk
drive to move from piece to piece of a file that is scattered all
over a disk. With serious file fragmentation the computer can
actually lose track of pieces of a file or start to get cross
linked files. As a result the computer can become "confused" and
lock-up, you might start getting strange results for searches or
be unable to access some entries.
If your computer was working fine yesterday and today seems to be
giving you strange results and problems, the cause may be the
result of fragmented files. I've seen all kinds of problems the
range from software locking up to files becoming inaccessible.
To solve and prevent this problem you'll need utility software
such as PC Tools or the Norton Utilities. Both of these programs
provide file de-fragmentation.
_________________________ORGANIZE YOUR BUSINESS APPENDIX B - 94
You should defragment your hard disk on a regular basis. I've
found my computer can get fragmented files after just one day of
use (one day of use for me is probably a lot for someone else).
In most cases you should perform preventive maintenance by
defragmenting your hard disk after every 50 to 100 hours of use.
An Asterisks Appears When The Software Is Started - If when you
boot this software you get a blank screen with just an asterisks,
then the security feature is activated. If you are unable to get
past that screen, then you will need to use the RESET.EXE utility
to regain access to this software. RESET.EXE is provided on the
original this software disk. Because it serves as a generic key
that will "open" the software, the install procedure leaves it on
the original disk where other people can not use it.
To use RESET.EXE you can copy it to the directory containing the
this software (if you are not concerned about security). It may
also be run from the original floppy disk. If you run it from a
floppy disk, first set your computer so that the directory
containing this software is the current directory on your hard
drive. Get the DOS prompt for the disk drive where RESET.EXE is
located. Type RESET. The utility will ask you to push the
letter that identifies your hard disk. The utility will then
reset the security function.
_________________________ORGANIZE YOUR BUSINESS APPENDIX B - 95
APPENDIX B - FILE NAMES
OYB uses file naming standards such that each catalog
will have a set of files with the same basic filename and various
filename extensions. A filename extension is the three letter
"code" the follows the eight (or fewer) letter filename. For
example, in OYB.EXE the filename extension is EXE. This
indicates this is an executable program file that the software
can run.
When you first receive your this software disk the main program
files are stored in a compressed format in an archive file called
ORGANIZE.LZH. The files which are archived in ORGANIZE.LZH are:
OYB.EXE - the main program file.
HOMECRAF.SET - contains the basic configuration settings such as
the current database filename, the security code and the display
color setting.
BRUN30.EXE - a support file required for the software to run.
HOMECRAF.HLP - contains help information and error messages used
by the software.
MAIL*.* - there are set of files containing MAIL in their
filenames. These are the sample mailing list manager files.
When used in a filename an asterisk is a wildcard. Thus MAIL*.*
identifies are filenames that start with "MAIL" and which can
have any filename extension. This would include MAIL.DAT,
MAIL.SET and MAILXX01.NDX.
The files in ORGANIZE.LZH are all that are required to use the
software. If you want to use the software without using the
installation utility, all you need to do is de-archive these
files and copy them to where-ever you want to use this software.
The LHA.EXE utility is used to de-archive files. To de-archive
the files type:
LHA E ORGANIZE
The letter "E" tells LHA to extract the files from the ORGANIZE
file. You will need to have copied both LHA.EXE and ORGANIZE.LZH
to a disk with at least 300K of space available (after copying
these two files to it).
Other files that you'll find on the disk include:
RESET.EXE - resets the HOMECRAF.SET file to its default settings.
This ius a utility used to open the software should you be using
the security codes and you've forgotten your code.
_________________________ORGANIZE YOUR BUSINESS APPENDIX B - 96
INSTALL.EXE - the utility for installing this software.
CONFIG.OYB - a generic configuration file. This file is provided
for computers on which there is no CONFIG.SYS file. This file
will need to be renamed as CONFIG.SYS before it can be used.
LHA.EXE, LHA.DOC and LHA.HLP - these three files make up the
compression utility used by the catalog backup feature. LHA.DOC
contains the documentation for using LHA.EXE. This utility may
be used to compress and archive any files. It is not limited to
the files used by this software.
Any other files on the disk are files created by this software or
format files. These files will all use the filename you select
and add a filename extension that indicates the file's function.
For example, if the filename is CATALOG the following files will
be used (or created if they do not already exist).
CATALOG.DAT - contains the information you've typed in your
catalog. The DAT files are all ASCII files. This means that in
an emergency you could read a this software DAT file using word
processing software.
CATALOG.SET - contains the settings associated with the specific
file. These settings include the identification of the lines to
be indexed or totaled. This file should always stay on the same
disk and in the same directory as the DAT file.
CATALOG.MCR - contains the information for any macros that have
been set up.
_________________________ORGANIZE YOUR BUSINESS APPENDIX B - 97
CATALOG.FMT - any filename ending with "FMT" contains the
specifications for a printed report format.
CATALOG.DBF - the letters "DBF" are used by dBase to indicate a
dBase data file. Files with a "DBF" filename extension will be
created if you export a file to a file in dBase format. If you
want to import a dBase file, that file must have a filename
extension of DBF.
CATALOG.MEM - the letters MEM indicate that this is the file
containing the memos attached to entries in the data file of the
same name. If this file is erased the software will try to
automatically recover it. If you want to erase the memos, please
use the Remove Memo option on the Reports Menu. Using the Remove
Memo feature will not erase the MEM file. If you want to erase
the MEM file, first Remove all of the memos then use the DOS DEL
command to erase the file.
____________________ORGANIZE YOUR BUSINESS - SITE LICENSES - 98
APPENDIX C - SITE LICENSES
HCP Services, Inc.
HomeCraft Software
Site License Agreement
If you intend to use this software on more than one computer a
site license is required. A site license allows internal use and
copying of the software for as many sites/computers as contracted
for. An unlimited site license allows unlimited copying of the
software for internal use only. This is copyrighted software and
any distribution or reselling of the software to third parties is
not allowed.
HCP Services, Inc. grants ____________________________ a site
license for the use of the following software program(s):
This is a perpetual license for the use of the software within
your company or organization, and is not transferable. This site
license allows internal use and copying of the software for use
by/on ______ users/computers.
HCP Services will provide technical support for one year of the
date of this agreement to one person, designated as the key
contact within your company or organization.
HCP Services, Inc. warrants that it is the sole owner of the
software and has full power and authority to grant the site
license without the consent of any other party.
HCP SERVICES INC. DISCLAIMS ALL WARRANTIES RELATING TO THIS
SOFTWARE, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED
TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE, AND ALL SUCH WARRANTIES ARE EXPRESSLY AND
SPECIFICALLY DISCLAIMED. NEITHER HCP SERVICES, INC. NOR ANYONE
ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION, OR
DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY DIRECT,
INDIRECT, CONSEQUENTIAL, OR INCIDENTAL DAMAGES ARISING OUT OF THE
USE OR INABILITY TO USE SUCH SOFTWARE EVEN IF HCP SERVICES, INC.
HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS.
IN NO EVENT SHALL HCP SERVICES, INC.'s LIABILITY FOR ANY DAMAGES
EVER EXCEED THE PRICE PAID FOR THE LICENSE TO USE THE SOFTWARE,
REGARDLESS OF THE FORM OF CLAIM. THE PERSON USING THE SOFTWARE
BEARS ALL RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE.
____________________ORGANIZE YOUR BUSINESS - SITE LICENSES - 99
This agreement shall be governed by the laws of the State of
Oregon and shall inure to the benefit of HCP Services, Inc. and
any successors, administrators, heirs and assigns. Any action or
proceeding brought by either party against the other arising out
of or related to this agreement shall be brought only in a STATE
or FEDERAL COURT of competent jurisdiction located in Multnomah
County, Oregon. The parties hereby consent to in personam
jurisdiction of said courts.
Company:________________________________________________
Address:________________________________________________
City:_________________ State/Prov:_______ Zip:________
Country:_______________________ Phone:_________________
______________________ __________________ ____________
Authorized Signature Print or Type Name Title
_________
Date
__________________________ ___________
Steven C. Hudgik, President HomeCraft Software Date
____________________ORGANIZE YOUR BUSINESS - SITE LICENSES - 100
HomeCraft Software
P.O. Box 974
Tualatin, OR 97062
U.S.A.
(503) 692-3732
Site License Price List
The following include one diskette and one copy of the
documentation. These may be copied for the number of machines
contracted for. (Prices are based on one registered copy already
have been purchased).
1 to 5 add'l computers at $40@: # of computers: ____ X $40 = _____
6 to 10 add'l computers at $36@: # of computers: ____ X $36 = _____
11 to 20 add'l computers at $33@: # of computers: ____ X $33 = _____
21 to 50 add'l computers at $30@: # of computers: ____ X $30 = _____
51 add'l or more computers $1,200 one time fee
plus $5.00 per computer/hard disk/terminal ______
Additional manuals are available for $22 each: ______
Subtotal >>>>>> ______
Add $4.00 for S&H, Shipping >>>>>> ______
($5.00 for Canada or $8.00 outside No. America)
TOTAL ORDER >>> ______
Diskette format (choose one) [] 3-1/2" [] 5-1/4"
Terms: ALL LICENSES ARE PREPAID ONLY. Master card, VISA,
checks or money orders drawn in U.S. dollars drawn
on a U.S. bank are accepted. Corporate purchase
orders (Net 30 days) accepted. Please make
checks and money orders payable to HomeCraft.
I N D E X
ASCII file, 15
Alphabetical searches, 14, 28, 29
Asterisks, 79
Backing up, 5, 54
Browsing, 13, 25
CONFIG.SYS file, 8
Calculator, 56
Catalogs, Changing Names, 16
Catalogs, Setting Name, 16
Catalog format, Copying,44
Catalog Format, Indexing, 18
Catalog Format, Line Lengths, 43
Catalog Format, Line Titles, 17, 42
Catalog Format, Modifying, 17
Catalog Format, Setting Up, 17
Catalog Format, Totals, 18
Catalog line lengths, changing, 87
Clearing the screen, 21
Column headings, 50
Continuous Paper, 15
Copy previous entry, 23
Copy last entry, 24
Copy a single line, 24
Copy entries, 33
Cross referencing, 29
Dashed line, 50
Data files, existing, 2
Database, definition, 2
dBase file, importing, 36
Delete key, 21
Deleted entries, finding, 31
Deleted entries, eliminate, 41
Directory, definition, 3
Editing Entries, 12
Edit menu, 25
Edit menu, select number, 25
Edit menu, page backward, 25
Edit menu, page forward, 25
Edit menu, undelete entry, 26
Edit menu, remove memo, 26
Edit menu, save changes, 26
Entry number, 20
Erase screen, 24
Exit menu, 54
F1 key, 25
F2 Key, 25, 33
F3 key, 24
F6 key, 29
F7 key, 24
Filenames, 90 Find deleted entries, 31
Floppy disk, definition, 2
Fragmented files, 40, 54
Global search, 31
Graphic Images, 57
Hard disk, definition, 2
INSTALL.EXE, 6
Indexing, 18, 43
Insert key, 21
Installation, 6
Installation, floppy disk,7
Installation, hard disk, 6
LHA.EXE, 55
Line Titles, 17
Line Lengths, 43
List entries, 27
Macros, 45
Main Screen, 10, 20
Make new entries, saving, 23
mb, definition, 3
Memos, 22
Memo, removing (erasing), 26
Menus, Using the, 10
Music cataloging, 59
New Entries, Making, 11
New Entries, Saving, 12
New catalog format, set up, 42
OYB.EXE, 9
OYCOVL file, 58
Page backward, 25
Page forward, 25
Page length, 50
Permission denied error, 91
PgDn key, 22
Printed Reports, 15
Quick View, 15
RESET.EXE, 65
Reindex, 37
Report menu, 48
Report menu, send to, 48
Report menu, dashed line, 50
Report menu, column headings, 50
Report menu, page length, 50
Report menu, set up format, 51
Report format, set up, 51
Reports, printing, 53
Reserve space, 40
Saving entries, 23
Screen print feature, 33
Screen colors, 47
Searching, 13
Search menu, 27
Search menu, list entries, 27
Search menu, alphabetically, 28
Search menu, sequential, 28
Search menu, global search, 31
Search menu, set starting point, 31
Search menu, case setting, 32
Search menu, save changes, 32
Search again, 33
Security code, 46
Sequential Searches, 14, 28
Site licenses, 97
Sorting, 38
System requirements, 4
Technical support, 4
Total Values, 18, 33
Undelete entry, 26
Using this manual, 3
Utilities, 16
Utilities menu, 33
Utility menu, copy feature, 33
Utilities menu, reindex, 37
Utilities menu, sort, 38
Utilities menu, reserve space, 40