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Track-It 3.04 1
______________________________________________________________________
Track-It 3.04
User Manual
_______
____|__ | (R)
--| |------------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
Track-It 3.04
An Inventory control/Point of sale system
Copyright (c) Millennium Software 1991-1993
All rights reserved worldwide.
Millennium Software
PO Box 2209
Dublin, CA 94568
Terry Swiers, Author
Voice (510)828-5892
BBS (510)828-4153
CompuServe 72560,2466
Track-It 3.04 2
______________________________________________________________________
Introduction ..................................................... 5
License Agreement ................................................ 5
About Track-It ................................................... 6
Ombudsman Statement .............................................. 7
Authenticity ..................................................... 7
How to Contact Millennium Software ............................... 7
Why Register? .................................................... 8
How to Register .................................................. 9
Hardware and Software Requirements ............................... 10
What's New ....................................................... 11
Installation ..................................................... 12
Installing on a Network ...................................... 12
First Time Shareware Installation ............................ 13
Installing a Registered Copy ................................. 15
Installing an Upgrade ........................................ 15
Converting 2.x data .......................................... 16
General Notes .................................................... 17
Getting Started .................................................. 18
Command Line Options ......................................... 18
Adding Existing Inventory .................................... 18
Adding Existing Serialized Inventory ......................... 20
Program Customization ............................................ 21
Printer Output ................................................... 21
Opening Menu ..................................................... 22
Sales Functions .................................................. 23
Invoice ...................................................... 23
Order Entry .................................................. 26
Edit Order ................................................... 29
Reprint Invoice .............................................. 29
Returns ...................................................... 30
Ship Order ................................................... 31
View Invoice ................................................. 32
Edit Invoice ................................................. 33
Invoice Payment .............................................. 34
Track-It 3.04 3
______________________________________________________________________
Inventory Functions .............................................. 35
Clone ........................................................ 35
Edit / New ................................................... 35
Delete ....................................................... 37
Merge ........................................................ 38
Query ........................................................ 38
Rename ....................................................... 39
Edit Serial Number ........................................... 40
Undelete ..................................................... 41
Purchase Order Functions ......................................... 42
Create ....................................................... 42
Direct Receiving ............................................. 43
Edit ......................................................... 45
Print ........................................................ 45
Receive ...................................................... 46
View ......................................................... 47
Vendor Functions ................................................. 48
Add .......................................................... 48
Edit ......................................................... 49
Delete ....................................................... 49
Customer Functions ............................................... 50
Add .......................................................... 50
Edit ......................................................... 51
Merge ........................................................ 52
Undelete ..................................................... 53
Reports .......................................................... 53
Customer Reports ............................................. 53
Account Status ........................................... 53
Customer Lists ........................................... 54
Purchases ................................................ 54
Statement Processing ..................................... 55
Summary Purchases ........................................ 56
Export ................................................... 56
Zip Code Count ........................................... 56
Inventory Reports ............................................ 57
Stock Report by Code ..................................... 57
Discount List ................................................ 57
Overstock Report ......................................... 58
Price List ............................................... 58
Reorder Report ........................................... 58
Serialized Stock Report .................................. 59
Selective Stock Report ................................... 60
Query Report ............................................. 60
Order Entry Reports .......................................... 60
Outstanding Orders ....................................... 61
Summary / Detailed Order History ......................... 61
Track-It 3.04 4
______________________________________________________________________
Reprint Order ............................................ 62
Purchase Order Reports ....................................... 62
Backorder Report ......................................... 62
Summary / Detailed Purchase History ...................... 63
Reprint P.O. ............................................. 64
Sales Reports ................................................ 64
Summary Daily Sales ...................................... 65
Invoice Balance .......................................... 65
Custom Sales Report ...................................... 66
Daily Sales .............................................. 67
Invoice Report ........................................... 67
Month to Date Sales ...................................... 68
Summary Month to Date .................................... 68
Custom Summary Sales ..................................... 69
Reprint Invoice .......................................... 69
Vendor Reports ............................................... 69
Options .......................................................... 70
Batch Operations ............................................. 70
Backup Functions ............................................. 70
Backup ................................................... 71
Restore .................................................. 71
Customization ................................................ 71
Colors ................................................... 72
Company Information ...................................... 73
Disclaimer Lines ......................................... 74
Printer Setup ............................................ 75
Custom Printer Setup ..................................... 75
Data Location ................................................ 77
DOS Shell .................................................... 78
File Viewer .................................................. 78
Purge History ................................................ 78
Number Sequence .............................................. 79
Verify Indexes ............................................... 79
Summary .......................................................... 79
Track-It 3.04 5
______________________________________________________________________
Introduction
Track-It is an easy to use inventory control/point of sale
package intended for the business that desires complete control over
stock levels and tracking. Here are just some of its features:
* Provides serialized and non-serialized stock tracking
* Point of sale invoicing (sales and returns)
* Purchase Orders
* Order entry
* Systemized processing of customer orders
* Automatic stock adjustments
* Detailed and summary sales reports
* Reorder and overstock reports
* Partial searches for stock codes, customers, ...
* Supports Canadian and Zip+4 zip codes
* Full mouse support
* Network and multi-user compatible
* B-Tree style indexing for fast data retrieval
* Context sensitive, cross referenced, on-line help
This package of Track-It is a complete functional copy of version
3.x. Use of this copy of Track-It is authorized for the sole purpose
of evaluation for a period of no more than 30 days, after which
continued use without registration constitutes a violation of the
software license. This package IS PROTECTED against unauthorized LONG
TERM use beyond the evaluation period.
License Agreement
This copy of Track-It is NOT "Public Domain" and it is NOT
"Freeware". Track-It is a copyrighted software product
developed and owned by Millennium Software. Millennium
Software grants you without charge the right to reproduce,
distribute and use copies of this shareware version of
Track-It, subject to the limitations specified below, and on
the express condition that you do not receive any payment,
commercial benefit, or other consideration for such
reproduction or distribution, or change this license agreement
or the following copyright notice which appears in the
software, documentation, user interface, menus and magnetic
media: (C) Copyright 1991, 1993 Millennium Software. All
rights reserved worldwide.
Limitations: You may make and keep one (1)back-up copy of this
software for your personal use, provided that you copy all the
copyright, trademark, and other information indicated on the
Track-It 3.04 6
______________________________________________________________________
initial screen display or on the diskette label onto your
backup diskette label. You may also distribute copies of the
shareware version to other persons, but solely for their
evaluation (i.e., to decide whether to continue using the
product and therefore register) and solely for evaluation by
such other persons during that thirty (30) day period. No non
shareware copy of Track-It may ever be distributed. Track-It
must NOT be sold or otherwise provided as part of a larger
system, or as a part of a more inclusive product or service,
without express written consent and licensing from Millennium
Software. Use of the program is limited to 5 individual
systems at one location at any time.
The rights to receive any such financial or other benefit,
and to modify the product or employ its components in any kind
of derivative work, are reserved exclusively by Millennium
Software.
THIS PRODUCT IS LICENSED "AS IS" WITHOUT ANY WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE,
PERFORMANCE, OR OTHERWISE; ALL WARRANTIES ARE EXPRESSLY
DISCLAIMED. BY USING THE TRACK-IT PRODUCT, YOU AGREE THAT
NEITHER MILLENNIUM SOFTWARE NOR ANY OFFICERS, DIRECTORS,
EMPLOYEES, SHAREHOLDERS, AFFILIATES, OWNERS, OR OTHER RELATED
PARTIES WILL BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY USE OF
(OR INABILITY TO USE) OR PERFORMANCE OF THIS PRODUCT, OR FOR
ANY DAMAGES, WHATSOEVER WHETHER BASED ON CONTRACT, TORT OR
OTHERWISE. EVEN IF WE ARE NOTIFIED OF SUCH POSSIBILITY IN
ADVANCE. (SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION
OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE FOREGOING
LIMITATION MAY NOT APPLY TO YOU.)
You may not reverse-engineer, disassemble, modify, decompile or
create derivative works of the product. You acknowledge that
the product includes certain trade secrets and confidential
information, all of which is the copyrighted property of
Millennium Software. All rights are reserved worldwide. IBM,
PC, XT, AT, PS/2 and Personal System/2 are registered
trademarks of IBM Corporation. Borland C++ is a registered
trademarks of Borland International Inc., Desqview 386 is a
registered trademark of Quarterdeck Office Systems, Windows is
a registered trademark of Microsoft Corporation.
About Track-It
The Track-It 3.x program package was written entirely with
Borland C++ and application frameworks. Only because of the
outstanding technical support provided by Borland International was
Track-It made possible, and we express much gratitude to the technical
support personnel for their assistance.
Track-It 3.04 7
______________________________________________________________________
This manual was written using Ami Pro 3.0 from Lotus Development
Corporation.
Ombudsman Statement
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 or send a CompuServe
message via CompuServe Mail to ASP Ombudsman 70007,3536.
Authenticity
The Track-It package is distributed through shareware as a single
compressed file created with PKZip which provides a method of
verifying that the original compressed files have not been modified.
If when decompressed, any files do not have the -AV authenticity
verification tag or PKUnzip indicates that the zip file has been
tampered with, please obtain another copy of Track-It for evaluation.
This means of verifying the authenticity of the program has been
implemented to reduce the possibility of a virus infecting your
system, ensure that you receive the entire Track-It package, and are
not getting any files that have been added by someone other than
Millennium Software.
How to Contact Millennium Software
You can reach Millennium Software for additional information or
technical support, between the hours of 9 a.m. and 5 p.m. pacific
time, at (510) 828-5892 or at the following address:
Millennium Software
P.O. Box 2209
Dublin, CA. 94568
You can also contact Millennium Software through CompuServe. Our
E-Mail box number is 72560,2466.
If you are not a CompuServe subscriber, but would still like to
contact Millennium Software via electronic means, you can call our own
bulletin board at (510) 828-4153. Set your modem to N-8-1, and dial
in at any speed up to 14400 baud. The latest revision of Track-It
will always be available on our BBS as TRKIT###.ZIP where ### is the
version number. Beta versions of the next release are always posted
Track-It 3.04 8
______________________________________________________________________
as TR###Bn where ### is the next version number, and n is the beta
release.
Address all mail on our BBS regarding Track-It to the Sysop under
the Track-It technical support message section.
Please feel free to contribute your ideas regarding desired
additional product features and functionality through any of the above
methods of contacting Millennium Software. Even if you do not choose
to register Track-It, your opinions would be greatly appreciated.
Track-It version 3.xx has been in use and testing since September
1992. All attempts have been made to produce a bug free program, but
some things just never show up on the programmers system. If you find
a portion of Track-It that does not perform as expected, please
contact Millennium Software and report the problem.
When reporting a bug or problem, please supply information that
is as specific as possible, especially the steps to reproduce the
problem.
Why Register?
Registering this software financially supports the author of
Track-It, and encourages the enhancement of existing software, and the
development of additional packages and features.
Many authors of software distributed in the shareware fashion
rely heavily on the registration of their software for their
livelihood. Many countless hours of work have gone into the
development and testing of this product to provide you with a high
quality product at a cost far less than that of general market
software.
By supporting the authors of shareware software, you not only
support the author, you also keep the shareware method or distribution
alive. Shareware is one of the few methods of distribution that let
the user try the software without any risk. If you like the software,
register it. If you do not like the software and you do not use the
package, you are out nothing but the time you spent evaluating the
package.
Registration also benefits you directly by allowing Millennium
Software to notify you of product fixes, upgrades, new products, or
any changes in Millennium Software's address or phone number. It also
entitles you to technical support if needed. If you do not register,
how will Millennium Software be able to contact you, and if the author
is not compensated for his or her time and effort, why bother writing
the software?
Millennium Software also has a commission program for registered
users. When you register, you will receive TWO copies of Track-It.
The first is your registered copy with your personalized serial
Track-It 3.04 9
______________________________________________________________________
number. You MAY NOT distribute the registered copy of Track-It,
either in part or whole, in any manner. This copy is for your use
only.
The second copy is a shareware version of Track-It with your
registered serial number included in the software. Reproduce as many
copies of the shareware copy as you wish and distribute them at will
through any legal manner you choose. For every shareware copy of the
software that is registered with your serial number, you will receive
a check from Millennium Software in the amount of $15.00. This is our
way of saying thank you for helping us distribute our software.
No commissions will be paid on registrations of registered copies
of Track-It.
Commissions will be calculated and mailed the third week of each
yearly quarter.
How to Register
Visa and Mastercard orders can be made by phone by calling
Millennium Software at (510) 828-5892.
Please have the version and serial number available from the copy
that you are registering. To retrieve the version and serial number,
press the F3 key from any menu.
To register by mail, print the file REGISTER.FRM, fill out the
form in its entirety, and mail the form to Millennium Software along
with the registration fee. To print REGISTER.FRM, change to the
directory that you have placed Track-It and type:
COPY REGISTER.FRM PRN <ret>
The name that you wish to register under can be either a personal
or company name. If a company name is used for registration, please
include an individuals name for Millennium Software to ask for when
contacting your organization.
The phone number should be a number where you may be reached
between 9 am and 5 p.m. pacific time. Shortly after receiving the
order, Millennium Software will contact you to confirm your order.
Next, you need to get the serial number from the copy that you
are registering. To do this, press the F3 key from any menu. Write
the version and serial number down on the line provided.
The registration fee for Track-It version 3.0x is $149.00, plus
any applicable sales tax and $5.00 shipping and handling, payable to
Millennium Software in the form of a check, cashiers check, or money
order, Visa, or Mastercard. For your protection, please do not send
cash.
Track-It 3.04 10
______________________________________________________________________
Included in the registration fee is a complete registered copy of
Track-It 3.xx, a shareware copy of Track-It 3.0x with your serial
number for your distribution, free technical support, low cost minor
upgrades, notification of new and updated products, a substantially
reduced price for major upgrades, and a license to operate Track-It on
up to 5 systems at one location at any one time.
Please contact Millennium Software regarding licensing for
operation on more that 5 systems, site licenses, quantity discounts,
or reseller pricing.
All orders are shipped as soon as possible, but please allow 3 to
4 weeks for delivery.
Hardware and Software Requirements
Track-It was designed to run on the IBM PC family of computers
including the XT, AT, the PS/2 series, and IBM compatibles. It is
recommended that Track-It be operated on an 80286 class system or
higher simply for the consideration of speed. Track-It will operate
on any system with an 80 column monitor in either color or monochrome.
DOS 3.0 or higher is required, and at least 480K of available RAM
after DOS and any TSR programs. Track-It is fully compatible with DOS
5.0.
Track-It requires the presence of SHARE.EXE or it's equivalent to
safely provide multi-user access.
A Hard disk with at least 2 Megabytes of free space is required.
As additional information is added, more drive space may be required.
At least 384K of disk caching is highly recommended to increase
program performance. Some reports generated by Track-It are disk
intensive, and the presence of disk caching can greatly increase the
speed of the reports, as well as reduce wear and tear on your hard
drive. If you do not currently have any disk caching software, check
with your local shareware distributor or contact Millennium Software
about how to acquire a disk caching package.
Track-It does not require or use a math coprocessor chip.
All header information for all reports and Invoices are printed
by Track-It. This allows the use of two or three part blank
carbonless paper to be used for invoices. Plain invoices may not be
the most elegant invoices ever seen, but they are usually very easy to
read and cost less than a tenth the cost of printed invoices. The
company information at the top of the invoices can be omitted upon
request of the user.
Track-It 3.04 11
______________________________________________________________________
All reports and printouts are designed for 8.5x11 inch continuous
feed computer paper, or 8.5x11 cut sheets.
Track-It has been tested for proper operation with many TSR
programs including several disk caching packages, Sidekick, Sidekick
Plus, and several Expanded memory managers. Track-It has also been
tested under Windows 3.0, 3.1, and Desqview 386 without any problems.
If you have a problem running Track-It with a TSR or another type of
program, please contact Millennium Software.
What's New
Version 3.0x of Track-It has added many functions to make the
package more complete as well as enhanced the performance of existing
functions. Some of the changes from Track-It version 2.x are as
follows:
* The Track-It user interface has been completely reworked to
provide a consistent look and feel throughout the entire program.
The new interface now includes full mouse support, push button
controls, movable windows, and context sensitive cross referenced
help.
* Track-It is now fully multi-user through the use of record level
locks.
* Track-It now directly supports Netware, PC LAN, LAN Manager, and
Banyan Vines networks. Track-It will operate on other networks,
but requires the presence of Share to provide locking
capabilities.
* Partial searches for stock codes are now available. You no longer
need to know the exact stock code that you wish to search for,
just enter in as much as you know and pick from the list provided.
* Three discount pricing levels in addition to the retail sale
price.
* The ability to merge and clone stock codes provides greater
flexibility and control over your stock codes.
* B-Tree style indexing has been incorporated into Track-It to
significantly reduce the time required to retrieve data.
* The addition of a printable pick list for filling of customer
orders speeds up order processing.
* The ability to override the systemized order allocation allows
high priority orders to be filled ahead of their chronological
order.
* Track-It now has the ability to view completed invoices without
the need to print a hardcopy.
* Track-It now allows you to print almost all reports to disk, and
provides a file viewer to view the reports.
* A new option has been installed to allow the user to select
rounding to two or three decimal points for stock code prices and
costs. This allows for pricing of items that are priced or cost
less than a penny.
Track-It 3.04 12
______________________________________________________________________
* Addition of Backup and Restore functions.
* Undelete capabilities for stock codes and customers.
* Added a bad debt warning for customers who have outstanding debts.
* Added basic accounts receivable processing.
* Tracking of write-offs and invoice adjustments.
* Added a simple on line calculator.
* Color customization.
* Added indicator for non depleting stock items.
* Added a warning if an item is being sold below cost.
* Ability to shell to DOS without exiting the program.
* Limitiation of stock code selection to manufacturer, model, or
description.
Installation
Before you continue any further into the installation of the
program, stop and make backups of you original diskettes. It is also
recommended that the entire manual be read prior to the installation
and use of the Track-It package. If you have existing serialized
inventory that you wish to enter into the system, it is essential that
you read the sections concerning purchase order creation and receiving
prior to the installation.
If you received this copy of Track-It from either a bulletin
board, CompuServe, or a shareware distributor, the following
installation procedure may not work. In general, installing a copy
received from a bulletin board involves simply copying the compressed
distribution files to the directory in which you wish to place
Track-It and decompressing the distribution files using the correct
decompression utility. Contact your shareware distributor or the
bulletin board system operator if you have any questions regarding the
correct decompression utility to use.
WARNING: If you are already using any version of Track-It below
3.x and you wish to preserve any data that already exists, you MUST
install the new copy of Track-It as an upgrade. If you do not wish to
use the existing data, you must delete all *.DAT files prior to using
the new version or data corruption will occur because of different
data formats. Minor upgrades to any 3.x version of Track-It does not
require any data conversion.
To reduce the size of the shareware distribution file, the
program required to convert data from version 2.x to version 3.x is
not included in the general distribution file, but available directly
from Millennium Software. Please contact Millennium Software by any
of the means above to obtain the conversion program. The conversion
program is available on our BBS as CVT2X-3X.ZIP.
Installing on a Network
Track-It 3.04 13
______________________________________________________________________
The installation procedure for installing Track-It on a network
is identical to that of installing Track-It on a standalone system
with only minor differences. Follow the instructions for the type of
installation that you are performing while keeping the following
information in mind. If you are not installing Track-It on a network,
please skip this section.
Because Track-It is a heavily overlaid software package, it is
required that Track-It be installed on each system attached to the
network and set up to access shared data on a network drive. This
will reduce the traffic across the network when Track-It has to
retrieve overlays.
Track-It also stores printer setup information in the same
directory as the program itself. Thus by installing the program on a
network drive, only one printer configuration is available.
Installing Track-It on each system attached to the network is the only
method of installation that will allow individual printer setups for
each system.
Track-It requires the presence of DOS 3.x file locking
capabilities to correctly manage multiple users simultaneously
accessing data. To facilitate this requirement, Track-It detects and
uses the file locking capabilities of Netware, PC Lan, Lan
Manager, and Banyan Vines networks.
If you are currently operating a network other than those
listed above, and intend to allow multiple users simultaneous
access to the data, you must load SHARE.EXE prior to using Track-It.
Failure to provide file locking services for Track-It may result in
the loss of data.
To load SHARE, simply type 'SHARE' (without the quotes) on the
DOS command line and press enter. If SHARE.EXE is present, you will
see the words 'share installed' on the screen. It would be a good
idea to modify your AUTOEXEC.BAT file to load SHARE each time the
system is started to ensure that SHARE is loaded.
If you do not, SHARE.EXE is not present or is located somewhere
on your drive that is not in your path statement. Please locate
SHARE.EXE and load it prior to using Track-It.
If you are running a network other than those listed above, and
wish to determine if your network software provides file locking
services, contact Millennium Software to obtain a copy of Locktest.
Locktest will determine if file locking services are available on your
network. If locking services are available, you can eliminate the use
of SHARE and retain the use of the memory that SHARE normally uses.
Locktest was not included in the shareware distribution files to
reduce the size of the distribution file.
First Time Shareware Installation
Track-It 3.04 14
______________________________________________________________________
The first time installation of Track-It is a fairly simple
process. Because Track-It is distributed by many different sources
such as shareware distributors and bulletin boards, the shareware
installation instructions are fairly generic.
Some shareware distributors may have installed their own batch
files to decompress the shareware files into the directory that you
create. If the disk that you receive from a shareware indicates that
it has its own routine, please follow the instructions included with
the diskette to decompress the files.
The first step is to change to the drive that you wish to install
Track-It. This manual will assume that you are installing Track-It on
your C: drive. If you wish to install Track-It on a different drive,
simply replace C: with the drive letter that you wish to use. Change
to the C: drive by typing:
C: <ret>
(NOTE: do not type the "<ret>" part of the lines, this simply
means press the return or enter key.)
Use a utility program or the DOS MD command to create the
subdirectory that is to contain Track-It. This can be done using DOS
by typing the following:
CD\ <ret>
MD TRACKIT <ret>
CD\TRACKIT <ret>
Copy all the files from the diskette(s) into the directory from
which you wish to operate Track-It. Most shareware distributors will
have a batch file to copy and decompress the files into the directory.
If the shareware distributor provides a batch file, follow the
instructions provided from the distributor.
If a batch file is not provided, copy all the files from the
diskette(s) by typing the following at the DOS prompt.
COPY A:\*.* C:\TRACKIT
If there is not a batch file to decompress the files, or you
downloaded the file from a BBS, you will need to decompress the files.
To do this, you will need a copy of PKUnzip 2.04. If you do not have
the PKZip package, contact your shareware distributor or Millennium
Software. Type the following at the DOS prompt:
PKUNZIP TRACKIT.ZIP <ret>
If no error messages appear, then you are ready to run Track-It.
Track-It 3.04 15
______________________________________________________________________
Installing a Registered Copy
If you are installing a registered copy of Track-It onto a system
that was operating a shareware version of Track-It 3.x, the
installation process is only a little different.
The first and most important step is to make two complete backups
of all the data from the previous version of Track-It as well as all
of the program files. This will protect your data from any data loss
if the installation is unsuccessful for any reason.
Change to the drive and directory in which you wish to place the
registered copy of Track-It. This is usually the same directory that
you have been using.
Next, copy all files from the disk(s) supplied by Millennium
Software along with the file entitled EXTRACT.BAT.
The third and final step is to execute the EXTRACT.BAT batch file
to decompress the files. The extraction batch file will automatically
take care of removing the old Track-It files, decompression of the new
Track-It files, and deletion of the archive files used for
distribution.
Installing an Upgrade
If you are installing a copy of Track-It onto a system that was
operating a previous version of Track-It, or an upgrade and installing
a registered copy simultaneously, the installation of Track-It 3.x
must be performed as an upgrade.
The first and most important step is to make two complete backups
of all the data from the previous version of Track-It as well as all
of the program files. This will protect your data from any data loss
if the installation is unsuccessful for any reason.
Change to the drive and directory in which you wish to place the
registered copy of Track-It. This is usually the same directory that
you have been using.
Next, copy all the files from the disk(s) supplied by Millennium
Software along with the file entitled EXTRACT.BAT.
The final step of the software installation is to execute the
EXTRACT.BAT batch file to decompress the files. The extraction batch
file will automatically take care of removing the old Track-It files,
Track-It 3.04 16
______________________________________________________________________
decompression of the new Track-It files, and deletion of the archive
files used for distribution.
Converting 2.x data
At this point, the program portion of the installation of
Track-It 3.x should be complete, and only the data conversion remains
which consists of three steps that MUST be performed in the following
order.
The first step in the upgrade process is to execute the program
designed to convert the existing data formats from version 2.x to
version 3.x. To do this, copy CVT2X-3X.EXE to the directory that
contains the Track-It 2.x data. Execute CVT2X-3X.EXE by typing
CVT2X-3X at the DOS prompt.
This conversion can take an extended period of time, ranging from
seconds to an hour depending on the amount of data, the speed of your
system, and the presence of any disk caching.
After the conversion process is complete, CVT2X-3X.EXE can be
deleted from the system as it is no longer needed.
The second step is to index all of the data using the actual
Track-It program. Start Track-It by typing TRACKIT at the DOS prompt.
After Track-It starts, press enter or the Esc key to remove the
program information window. Press Alt-O to bring up the options menu,
and press enter to select batch processing.
After being presented with the batch processing window, deselect
the two report functions from the list of batch functions that will be
executed. Use the tab key to highlight the reports section, and the
space bar to toggle the report selections. Press enter when this is
done.
Track-It will automatically create and update indexes for all
data. This will take about 6 times as long as conversion of the data.
Track-It will return you to the main menu after completion.
After the status windows disappear and Track-It is idle, press
and hold the control key and tap the F8 function key. This will
initiate a non menu function that updates the invoice balances. This
function is not available from a menu as it is only used once during
the data conversion process.
After the status window disappears, all your data has been
successfully converted from version 2.x to 3.x. All reports and data
will be available.
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General Notes
Pressing the Esc key will cause the currently displayed window to
close as if you had pressed the cancel button. Closing a window
usually backs you out to the parent window, and allows you to continue
from where you were before opening the window. However, in some
instances such as the invoicing function, Esc exits to the menu rather
than stepping backwards. Two functions, the file viewer and the
on-line calculator, require you to press Alt-F3 to remove them from
the screen.
Context sensitive help is available by pressing the F1 key. Help
is available anytime that Track-It is waiting for user input. The
on-line calculator is always available by pressing the F5 key.
If you are entering data into a screen with multiple data fields
available for edit, pressing the Enter key accepts all the fields as
being correct and allows the program to move forward. Pressing the
enter key generally has the same effect as pressing the OK button.
When editing multiple fields, use the TAB key to move forward
through the fields, or SHIFT-TAB to move backwards through the fields.
Track-It uses check boxes to indicate true or false. A check box
is two brackets separated by a space. A checkbox that looks like [X]
is true and [ ] is false. To toggle between true and false, use the
tab key to highlight the check box, and then press the space bar. You
can also change the state of a checkbox by clicking on it with the
mouse.
Most fields in a window have a "hot key" to allow quick selection
of that field for editing. The highlighted letter of a fields
description is the hot key for that field. Pressing and holding the
Alt key, and then pressing the highlighted character of the field that
you wish to edit causes Track-It to select that field for editing.
When using Track-It, it is imperative that the computer date and
time be correct. If the date and time are not correct, it is possible
to invalidate many of the sales reports that Track-It generates.
Track-It relies heavily on the data indexes which must remain in
sync with the data. If for any reason you suspect that the indexes
are no longer synchronized with the data, you must verify the indexes.
See the section regarding index verification or batch processing for
more information.
Remember to back up ALL of your data AND the program on a regular
rotating basis. The time and effort that you put into entering all
your stock and sales information will pale compared to the frustration
and pain caused by irretrievably lost data. If you have questions
about back up procedures, please contact Millennium Software for
assistance.
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The time displayed in the upper right hand corner of the screen
is updated when Track-It is either waiting for input, or when the
program specifically updates the time. Under normal circumstances,
you may see that the clock misses a few seconds while either reading
or writing data to the drive. This is normal and nothing to be
concerned about.
The number in the lower right hand corner of the screen is the
available memory in the system. Please do not be concerned that the
number decreases slightly throughout a session. When a window is
displayed for the first time, a small amount of memory is reserved for
the window color palette, and is not released when the window is
closed. Subsequent opening and closing of the window will not cause
further memory loss.
Getting Started
To start Track-It, change directories to the subdirectory which
contains all the programs which make up Track-It. At the DOS prompt
type:
TRACKIT <ret >
Command Line Options
Track-It has three command line options which allow you to choose
a different display palette if the default selection is unacceptable.
Upon startup, Track-It determines which type of display that the
system is currently using, and sets the palette accordingly.
Unfortunately some systems, especially LCD laptops, incorrectly report
the screen capabilities. This usually results in the display being
very difficult to see.
To force Track-It to use a different palette selection, choose
one of the following command line options. Each command line option
must be preceded with a - or a / for Track-It to recognize the option.
MONO Sets the screen display to monochrome colors.
BW Sets the screen to black & white (LCD).
COLOR Sets the screen to display in color.
For example, to run Track-It in the monochrome mode, start
Track-It with either of the following command lines:
TRACKIT -MONO <ret>
TRACKIT /MONO <ret>
Adding Existing Inventory
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Before Track-It can be used for invoicing, all existing inventory
must be entered into the Track-It data base. If you are performing an
upgrade, skip to the section titled Program Customization.
The first step towards entering inventory into Track-It is
selecting stock codes to represent individual products. Be very
careful when selecting the codes that you wish to use and remember
that a stock code can only be used once. Most manufacturers provide
part numbers for replacement or optional parts for their products and
it is recommended that these part numbers be used if possible.
Sometimes two manufacturers use the same part number for two entirely
different parts. If this situation arises, it is up to you to
determine a method of assigning practical stock codes.
Under the inventory segment of the program is a selection titled
"New". Either highlight this selection and then press enter or press
the letter "N" to initiate the "New" function.
You will be prompted to enter in a new stock code. After
entering the stock code, press enter. If the stock code is currently
in use, Track-It will prompt you to reenter a different stock code.
The screen will then display a set of stock code editing fields.
The first field highlighted is the category. This field can be up to
seven characters in length, and is used in the selection criteria for
sales reports.
The subcategory field is a three character extension of the
category to further differentiate between categories of stock. Both
numbers and letters can be used for the category and subcategory
fields. By using both letters and digits, there are over 42,000
different subcategories possible.
After the categories, enter in the items manufacturer, the model
number, a description of the item, and the list price.
The minimum and maximum stock levels are very important. It is
though the values that you set here that reorder requests and
overstock reports are selected. When the quantity on hand of an item
falls below the minimum stock level, it will automatically be included
in the reorder report. The suggested reorder number is the quantity
that will bring the on hand quantity after receiving the items to the
midpoint of the maximum and minimum stock levels. Choose these values
carefully.
The serialized indicator field indicates if the stock code is a
serialized item. If you wish to track the sale of this item by serial
number, check this box by either clicking on it with the mouse, or
pressing the space bar when this field is highlighted.
If the item is taxable, check the taxable indicator by pressing
the space bar when this field is highlighter, or by clicking on the
indicator with the mouse. If the item is not taxable, then leave this
box unchecked. This indicator has no effect on invoices or orders
that are designated for resale, as no sales tax is applicable on items
sold for resale.
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If the item is a non-depleting item, set the non-depleting toggle
by checking the check box. By setting this indicator, Track-It will
not update the quantity on hand via invoices, orders, or purchase
orders. This is handy for stock codes such as labor. Also, by
setting the on hand quantity of a non depleting item to zero, it will
not appear in your inventory value totals.
The sale price field is provided so that item sale prices are
easily available to sales people. When invoicing an item, the sale
price of the item is automatically entered into the price field of the
invoicing function.
Track-It also provides three discount level fields for each stock
code. Use these fields to set default price levels for your volume or
discount customers. The discount levels are directly associated with
the pricing levels on the customer records. While the appropriate
discount pricing will automatically be entered into the price field
when invoicing a stock code, it can be easily changed if desired.
If you are entering in a new code, the cost field should be set
to the cost of the last item purchased under this stock code,
otherwise edit as necessary.
The current stock count field should only be edited when the item
is not tagged for serialized tracking. If the item is set to have the
serial numbers tracked, leave this field at zero or the stock count
will be incorrect after the serialized items have been added to the
system via the purchase order functions.
At this point if all the fields are correct, press Enter or the
OK button to accept the new code.
Repeat this process until all your current inventory stock codes
are into the system.
Adding Existing Serialized Inventory
Adding existing serialized inventory into the system requires the
use of the purchase order functions of Track-It. Please refer to the
purchase order section of the manual for detailed instructions on
purchase order creation. If you do not have existing serialized
inventory or this is a new installation, skip to the next section of
this manual.
First group all the serialized items that are part of an
individual stock code together or at least get a list of the serial
numbers and the cost of each individual item. If another system was
in use previously and assigned each item a stock number, a list of
these will also be needed.
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Create a fictitious vendor name and code and create a purchase
order containing a list of all the stock codes that you have that are
serialized. See the section regarding purchase order creation for
specific instructions on purchase order creation.
When all the purchase orders are created, you are ready to
receive the items into inventory.
Under the PO section of Track-It, there is a function called
receiving. Highlight this option and press enter or press 'R'. A
list of the outstanding purchase orders will be displayed. Highlight
the first outstanding order and press Enter.
A list of the individual items on the order will be displayed.
Highlight each of the items in order and enter the serial numbers that
are currently in stock for that item. Track-It will assign each item
its own stock number when saved to disk.
If you wish to use stock numbers other than those assigned by
Track-It, you must manually change each items stock number using the
edit serialized function provided under the inventory segment of
Track-It.
Continue to add the serialized inventory until all the
outstanding orders have been completed.
After all the existing inventory is entered, you will be ready to
start point of sale invoicing.
Program Customization
Several components of the Track-It package can be modified to
your specific needs. These items include company information, printer
specification, and cost calculation methods. Refer to the
customization section under the options menu for more information.
Printer Output
Prior to sending any output to the printer, regardless of the
function sending the output, Track-It provides a means of directing
the output to either LPT1 or LPT2. This allows you to choose where
output will be sent. your
If you have two printers attached to your system, use the printer
setup under the options-customization menu to specify which type of
printers you have attached.
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There are three different printer output selection windows. The
first simply allows you to select between LPT1 and LPT2.
The second window also allows you to indicate how many copies of
the printout to send to the printer in addition to selecting between
printer ports. This window is only used prior to small print
functions such as invoices, orders, and purchase order printing.
The third window allows you to direct a printout to LPT1, LPT2,
or a disk File. This window is used for printer selection prior to
many of the larger reports. This allows the printing of large reports
to be sent to disk rather than to a printer, and view the file at a
later time.
Opening Menu
The Track-It package is broken down into several sections into
which a type of functions are available. Each section of the program
has the following functionality as described below. For more details
about the individual functions of each section, refer to the
description of that function later in this manual.
'Sales' contains all the functions required to create and edit
customer orders, create invoices, process returns, and receive invoice
payments. It is through this section of the program that all sales
type transactions are conducted.
'Inventory' contains all the functions needed to add, edit, change, or
delete stock codes, as well as edit serial numbers and query stock
information.
'P.O.' contains all the functions required to create, maintain, view,
or print purchase orders, as well as inventory receiving.
'Vendor' contains functions to search for and edit existing vendors,
or add new vendors.
'Customer' contains functions to search, edit, delete, merge existing
customers, or add new customers for future sales.
'Reports' contains functions to create reports for all sections of
Track-It.
'Options' allows access to many functions that are either not specific
to any one section of the program, or span multiple sections. It is
under this section of Track-It that you can customize Track-It for
your company, set up printers, access batch processing, and cross
section data maintenance.
Each menu selection has a highlighted letter to provide access to that
menu. The highlighted letter is a hot key. To access a selection,
press (and hold) the Alt key and then press the highlighted letter of
Track-It 3.04 23
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the selection you choose, or you can also click on your selection with
the mouse. If you wish to use the cursor keys to select a selection,
press F10 to access the menu, and use the cursor keys to move the
highlight. When your selection is highlighted, press the Enter key.
Sales Functions
This section of the manual covers in detail all functions
included under the sales section of the program.
Invoice
The Invoice function is probably be one of the most often used
functions of Track-It. The Invoice selection allow you to select and
invoice items to your patrons, and will automatically update stock
quantities and sales history.
Upon selecting the invoice function, you will be prompted to
enter the customers last name. If the exact last name is known or
this is a new customer, enter in the entire last name. If the name is
not known exactly, a search for the customers information can be
performed with a partial name. Correctly enter as much of the name as
possible and then add a "?" to the end of what you have entered.
Press Enter to accept the entry.
Track-It will compare the name entered against all existing
customer names. If the last letter of the name entered is not a "?",
Track-It will select only names that exactly match the name entered.
If the last letter is a "?", Track-It will select all names that
exactly match the partial name before the question mark.
If there are no matches, Track-It will assume that this is a new
customer and initiate the functions associated with entering a new
customer into the system. Refer to the section regarding new customer
entry for more information about recording information about a
customer.
If you know the customer number assigned by Track-It for the
customer that you are invoicing, you can enter # followed by the
customer number to retrieve that specific customer without going
through the customer selection window.
NOTE: If there are no matches, skip the next paragraph.
After retrieving the customer matches, Track-It will display a
window that contains all the customer names that fit the criteria.
The customers are sorted by last name, and then by first name. Use
the arrow keys, or click on the scroll bar with the mouse, to
highlight the customer that you wish to retrieve. Once the desired
Track-It 3.04 24
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customer is highlighted, press enter to select that customer. You can
also select a customer by double clicking on a selection. Press Esc
to return to the customer name entry window.
The next step in invoicing is to enter information specific to
this individual invoice.
The first field to enter is the name or number of the salesperson
who made the sale. It is up to the owner or manager of the business
to determine how to differentiate between salespeople.
Next, enter in the customers purchase order number if any.
The reference field is provided to allow the referencing of
repair orders, or any other related information that you choose. The
only time that Track-It uses the reference field is to indicate the
original invoice number for a return.
If the invoice is to a customer who is purchasing items for
resale or are for some other reason exempt from sales tax, then toggle
the tax exempt field by pressing the space bar when that field is
highlighted, or by clicking on it with the mouse. If this field is
checked, no sales tax will be calculated on the invoice.
If the items are to be shipped to an area that has a different
sales tax percentage, enter the correct sales tax percentage for the
destination in the field corresponding to the tax rate. All taxable
items will be taxed at the rate entered in this field.
Pressing Enter or the OK button will accept all the information
as being correct and move you to the next phase of invoicing.
At this point, the invoice window will appear, and you will be
prompted to enter in the stock code of the first line item on the
invoice. Note that the customers name and pricing level are displayed
in the upper left hand corner of the invoice window.
When prompted, enter in a stock code to invoice. If the exact
stock code is not known, enter in as much of the code that you know
followed by a question mark to bring up a selection window. To select
stock codes limited by either manufacturer, model, or description,
enter in the partial stock code followed by two question marks.
If the code entered is not currently in use in the system, you
will be asked if the code is a new product. If not, press Esc or the
no button to enter another stock code. If you press the yes button,
Track-It will initiate the addition of the new stock code to the
system.
The quantity sold can be any number capable of fitting in the
field provided. If the item that you are invoicing is serialized, the
quantity field will not be available for editing, and will
automatically reflect the number of serial numbers entered for this
stock code.
Track-It will automatically enter the price corresponding to the
customers pricing level into the price field. This number is entered
Track-It 3.04 25
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automatically as a convenience and can be changed by typing in a
different price. The number entered need not be a decimal, as
Track-It will add the decimal point and trailing zeros if needed.
When all the fields are correct, press Enter to accept the data.
If the code is not serialized, the code will be added to the list of
codes included on the invoice, and displayed. If the stock code is
serialized, pressing Enter will bring you to the serialized entry
screen.
Enter in a individual serial number or serial number range for
the current stock code and press enter. It is impossible to enter in
a serial number for an item that is not in stock or does not exist.
Even though a serial number may be valid, the serial number entered
must be for an item with the same code as you are invoicing at the
present time. It is impossible to incorrectly invoice a serial number
for an item that is of a different stock code.
Duplicate or blank serial numbers are ignored.
Pressing the insert key or the Add button will allow the entry of
additional serial numbers. To edit a serial number, press enter after
highlighting the desired serial number.
After all serial numbers have been entered correctly, pressing
Alt-O or the OK button will accept the listed serial numbers as being
correct and return to the code entry screen. Track-It will count the
number of serial numbers entered and place the value in the quantity
field.
Once returned to the stock code entry screen, there are several
options. Pressing Esc will terminate the invoicing segment and return
to the inventory menu.
If a line item needs to be revised, highlight the line item and
press enter. Correct the information and enter it as if it were the
first time entering the code. If the item is serialized, that the
serial numbers will only need to be confirmed rather than reentered.
To delete a line item, highlight the code to be deleted and press
the delete key. You will be prompted to confirm the deletion before
it is performed.
To enter additional line items, press the insert key or the Add
button.
Pressing Alt-O or the OK button will accept all the stock codes
displayed as well as all entered serial numbers, and move to the final
step of the invoicing function.
The final step of the invoice process is the entry of payment
information. The payment information window contains 5 fields, four
fields to enter an amount for a specific transaction type, and one to
enter the terms of an account transaction.
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If you wish to process an invoice and offer a percentage discount
if the invoice is paid within a specific number of days, enter the
terms as x% nn Days, where x is the percent discount, and nn is the
number of days. Capitalization is not important, and Track-It will
handle up to 99% discounts. If properly entered, Track-It will print
the appropriate discount amount on the invoice. When processing
percentage terms discounts, you MUST use the payments function to
process the payments to properly account for the discounts.
When the amounts of each transaction type are correct and the
terms have been entered, press Enter or the OK button to save the
invoice and move to the printer selection. Press Esc to exit the
invoice function without saving the invoice. This is the last point
for which the invoice can be terminated without adding the invoice to
the system and adjusting stock levels.
Track-It will always use the next sequential invoice number above
the largest invoice number in the system beginning with the number 2.
Invoice number 1 is reserved for use by Track-It. The invoice number
sequence can be modified under the options menu.
Track-It will automatically adjust stock levels, remove the
correct serialized items from stock, and print an invoice. After the
invoice is printed, you will be returned to the Sales selection menu.
Order Entry
The "Order Entry" selection contains all functions necessary to
create and record customer orders.
Upon selecting the order entry function, you will be prompted to
enter the customers last name. If the exact last name is known or
this is a new customer, enter in the entire last name. If the name is
not known exactly, a search for the customers information can be
performed with a partial name. Correctly enter as much of the name as
possible and then add a "?" to the end of what you have entered.
Press Enter to accept the entry.
Track-It will compare the name entered against all existing
customer names. If the last letter of the name entered is not a "?",
Track-It will select only names that are exactly the same as the name
entered. If the last letter is a "?", Track-It will select all names
that exactly match the partial name before the question mark.
If there are no matches, Track-It will assume that this is a new
customer and initiate the functions associated with entering a new
customer into the system. Refer to the section regarding new customer
entry for more information about recording information about a
customer.
Track-It 3.04 27
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If you know the customer number assigned by Track-It for the
customer that you are invoicing, you can enter # followed by the
customer number to retrieve that specific customer without going
through the customer selection window.
NOTE: If there are no matches, skip the next paragraph.
After retrieving the customer matches, Track-It will display a
window that contains all the customer names that fit the criteria.
The customers are sorted by last name, and then by first name. Use
the arrow keys, or click on the scroll bar with the mouse, to
highlight the customer that you wish to retrieve. Once the desired
customer is highlighted, press enter to select that customer. You can
also select a customer by double clicking on a selection. Press Esc
to return to the customer name entry window.
The next step in order entry is to record information specific to
this individual customer order.
The first field to enter is the name or number of the salesperson
who received the order, or the salesperson who is to be credited with
the order. It is up to the owner or manager of the business to
determine how to differentiate between salespeople.
Next, enter in the customers purchase order number if any.
The reference field is provided to allow the referencing of
repair orders, or any other related information.
If the order is for a customer who is purchasing items for resale
or are for some other reason exempt from sales tax, then toggle the
tax exempt field by pressing the space bar when the resale field is
highlighted, or by clicking on it with the mouse. If this field is
checked, no sales tax will be calculated on the invoice.
If the items are to be shipped to an area that has a different
sales tax rate, enter the correct sales tax percentage for the
destination in the field corresponding to the tax rate.
The ship via field is provided to designate the shipping method
desired when filling the order. This field is automatically populated
by Track-It with the text entered in the customization section of
Track-It. If it is incorrect, simply type in the desired method of
shipping.
If the order is to be held until all items are available for
shipping in one batch, the ship partial field should be left checked.
If the items on the order are to be shipped as they are available,
check the field by either pressing the space bar when the field is
highlighted or by clicking on the box with the mouse.
If the order is prepaid, use the cursor keys or the mouse to
check the method of payment. Track-It will assume that shipments for
this order are paid in full at the time of shipping and indicate so on
the invoice created at shipping time. The method of payment can be
changed at shipping time. When processing percentage terms discounts,
the beginning date of the terms is the date of the invoice, not the
order.
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Track-It provides no means of tracking partial payments of
orders, and thus it is advisable that orders be prepaid in full, or
payable in full upon delivery.
Pressing Enter or OK will accept all the information as being
correct and move you to the next phase of order entry.
At this point, the order window will appear, and you will be
prompted to enter in the stock code of the first line item on the
invoice. Note that the customers name and pricing level are displayed
in the upper left hand corner of the invoice window.
When prompted, enter in a stock code to add to the order. If the
exact stock code is not known, enter in as much of the code that you
know followed by a question mark to bring up a selection window. To
select stock codes limited by either manufacturer, model, or
description, enter in the partial stock code followed by two question
marks.
If the code entered is not currently in use in the system, you
will be asked if the code is a new product. If not, press Esc or the
no button to enter another stock code. If you press the yes button,
Track-It will initiate the functions necessary to add the new stock
code to the system.
The quantity ordered can be any number capable of fitting in the
field provided.
Track-It will automatically enter the price corresponding to the
customers pricing level into the price field. This number is entered
automatically as a convenience and can be changed by typing in a
different price. The number entered need not be a decimal, as
Track-It will add the decimal point and trailing zeros if needed.
When all the fields are correct, press Enter to accept the data
and return to the order window.
Once returned to the order entry screen, there are several
options. Pressing Esc will terminate the order entry and return to
the sales menu.
If a line item needs to be revised, highlight the line item and
press enter. Correct the information and enter it as if it were the
first time entering the code.
To delete a line item, highlight the code to be deleted and press
the delete key. You will be prompted to confirm the deletion before
it is performed.
To enter additional line items, press the insert key or the Add
button and enter them as you entered the first stock code.
Pressing Alt-O or the OK button will accept all the stock codes
displayed, store the order, and print a customer order.
Track-It 3.04 29
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Track-It will always use the next sequential order number above
the largest invoice number in the system. The order number sequence
can be modified under the options menu.
Edit Order
Upon initiating the order editing function, you will be presented
with a list of outstanding customer orders. Orders that have been
completed cannot be edited.
Use the arrow and page keys to highlight the order that you wish
to edit. Press enter to retrieve the highlighted order.
Once the order is selected, Track-It will retrieve the
information regarding this order and display it exactly as if this
were the order creation function.
Once the information is retrieved and displayed, use the cursor
keys to highlight the item that you wish to modify and press the enter
key.
Information on the individual line item such as the quantity
ordered, and price will be displayed in a format identical to that of
the order creation. Edit the information for the stock code and press
Enter or the OK button when the information is correct.
If you wish to replace a line item with a different stock code,
the item being replaced must first be deleted, and the new stock code
inserted into the order. Only line items that have not had any
quantity shipped can be deleted.
The quantity ordered may be changed with the following
restriction; the lowest number that may be entered into the quantity
ordered field, is the number that has been previously shipped. Thus,
if two items have already been invoiced and delivered to the customer,
then the lowest number that will be accepted is 2.00.
When the information about the individual item is correct, press
Enter or the OK button to temporarily accept the new data into memory.
After all the changes have been made to the order, press Alt-O or
the OK button to make the changes permanent. If you do not wish to
save the modifications, pressing Esc will back you out of the
function.
Reprint Invoice
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The reprint invoice function is simply a means by which an
invoice can be reprinted if lost by the customer, or after a mistake
has been corrected in the sales information.
When prompted, enter in the number of the invoice to be
reprinted. An invoice number that does not correspond to an invoice
in the current sales history will be rejected.
Track-It will retrieve basic information regarding the invoice
and display a confirmation window containing the invoice number,
customer last name, and the invoice date. If the information is
incorrect, press Esc to return to the menu. If the information is
correct, press enter or Alt-O. After confirmation, Track-It will
retrieve all information regarding the invoice and continue.
After receiving the invoice information and line items, you will
be prompted to select the printer to which the output will be
directed.
After the invoice is retrieved printed, you will be returned to
the sales menu.
Returns
The "Returns" function provides a means of tracking and
controlling customer returns. The "Returns" function is very similar
to the invoicing function in many aspects, but with a few additional
restrictions.
Upon entering the function, you will be prompted to enter the
invoice number on which the items to be returned were originally sold.
Only when a valid invoice number is entered will Track-It allow you to
move to the next step.
Track-It will retrieve basic information regarding the invoice
and display a confirmation window containing the invoice number,
customer last name, and the invoice date. If the information is
incorrect, press Esc to return to the menu. If the information is
correct, press enter or Alt-O. After confirmation, Track-It will
retrieve all information regarding the invoice and continue.
A window will appear requesting the stock code of an item to be
returned. The code entered must be a valid stock code, and must also
appear on the original invoice. Because the stock code to be returned
must exactly match a code on the original invoice, it is recommended
that the original invoice be required to accompany returns. Also, be
aware that the stock codes on the invoice may have been changed. If
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needed, use the customer purchase report to determine the correct part
number.
After a code is accepted, enter in the quantity and the amount
credited per item. The original purchase price will automatically be
entered as the amount, but can be overridden by typing in any amount.
Like the invoice function, if an item is serialized, the quantity
equal to the number of serial numbers entered will be automatically
entered by Track-It.
The steps for adding, editing, or deleting stock codes under the
"Returns" function are identical to those in the "Invoice" functions
of Track-It. Refer to the invoice section for more detail.
Once all the items to be returned are entered, pressing Alt-O or
the OK button will accept the information, and print an invoice. The
amount paid is automatically set to 0, and the terms are set to
"CREDIT". After the invoice is printed, you are returned to the
sales menu.
Ship Order
The ship order function provides an intelligent method of filling
customer orders such that orders are automatically filled in the order
that they are entered. This provides a way of ensuring that the
customer who placed their order first receives their order first. The
automated order filling can be overridden.
When the fill order function is selected, each outstanding order
is checked to determine if there are items on the order that can
either be shipped or set aside for future shipping. An order is
tagged for shipping if there is sufficient quantity on hand to fill
all orders for the individual items on prior customer orders plus
sufficient quantity for filling the current order in its entirety, or
if there is any items available and the order is tagged for partial
shipments. If only parts of the order are available, you can pick the
items and set them aside to reserve them for this customer.
In other words, if there are two different orders for an
individual part or item, Track-It fills the first order in it's
entirety before any quantity can be applied to the second order.
All outstanding orders will be displayed regardless of their
shipping state and will be displayed in the order that they were
created. Each line of the order selection shows the order number, the
customer's last name, and the date of the order. Just to the right of
the order date is the indicator field which indicates the status of
the order. If the field is blank, then no items are available on the
order if the order filling logic is followed. A 'P' in the indictor
field indicates that there are items that can be picked and set aside
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for the customer. A 'S' in the field indicates that the order is
shipable either in part or in it's entirety.
Using the cursor keys or the mouse, highlight an order and press
enter or double click on the order with the mouse. Track-It will
retrieve the order and assume the mode indicated in the status field.
Thus if the order has a 'P' after the date, you will be moved into the
order picking mode of Track-It. If an 'S' was displayed, you will be
moved into the order shipping mode. If the field was blank, Track-It
will not do anything.
If you wish to override the shipping mode of an order, use the
cursor keys or the mouse to highlight the order that you choose.
After the order is highlighted, press Alt-P to process the order in
picking mode, or Alt-S to process the order in shipping mode.
After selecting an order to process, Track-It will retrieve and
display the line items contained on the selected order.
To process the items, use the cursor or mouse to select the items
that you wish to process. Items that can be processed using the
standard filling logic have an asterisk to the right of the quantity.
When picking, only the quantity field is available. When
shipping, the order shipping function operates identically to the
invoice section in that the quantity field is populated by Track-It if
the item is serialized.
When shipping an order with items that have been previously set
aside, Track-It assumes that the items that have been set aside are
the first to be shipped, and thus reduces the quantity set aside as
items are shipped.
When all items have been either set aside or packaged for
shipping, press Alt-O or the OK button.
If you are completing an order picking session, Track-It will
update the order data indicating the number set aside and return you
to the order selection menu.
If you are completing an order shipping session, an invoice is
automatically printed prior to being returned to the order selection
menu. A shipper can also be printed at this time. A shipper is
simply a list of items and quantities being shipped, and contains no
pricing information.
View Invoice
The view invoice function is simply a means by which an existing
invoice can be viewed without the need to print a paper copy.
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When prompted, enter in the number of the invoice to be
reprinted. An invoice number that does not correspond to an invoice
in the current sales history will be rejected.
Track-It will retrieve basic information regarding the invoice
and display a confirmation window containing the invoice number,
customer last name, and the invoice date. If the information is
incorrect, press Esc to return to the menu. If the information is
correct, press enter or Alt-O. After confirmation, Track-It will
retrieve all information regarding the invoice and continue.
After receiving the invoice information and line items, the
invoice contents will be displayed in the same format as the invoice
creation, with the exception that you cannot modify the contents of
the Invoice.
Use the cursor keys or the mouse to move the highlight and
display additional items.
When you are done browsing the invoice, press Esc to return to
the menu.
Edit Invoice
Through the invoice editing function, information regarding an
individual invoice can be changed. Only the sales information for the
invoice can be modified, the actual items and quantities on the
invoice cannot be modified. This function is considered to be one of
the more dangerous functions in Track-It. Entering in invalid data
during this function can invalidate several of the reports that
Track-It generates.
Please note that modifications to invoice data will only effect
reports that include the original date of an invoice. If you wish to
show payments or adjustments to an invoice which effect current
reports, you must use the invoice payment function.
The actual customer under which the invoice was created cannot be
changed through this function or any other function in Track-It. Once
an invoice is created for a customer, it is permanently associated
with that customer.
When prompted, enter in the number of the invoice to be edited.
An invoice number that does not correspond to an invoice in the
current sales history will be rejected.
Track-It will retrieve basic information regarding the invoice
and display a confirmation window containing the invoice number,
customer last name, and the invoice date. If the information is
incorrect, press Esc to return to the menu. If the information is
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correct, press enter or Alt-O. After confirmation, Track-It will
retrieve all information regarding the invoice and continue.
Track-It will retrieve the invoice information and display a
small window with four buttons. The first button, accessed by
pressing Alt-I, allows you to modify the salesperson, customer
purchase order number, reference information, tax rate, and the
shipping method. The second button, accessed by pressing Alt-P,
allows you to modify the amounts and terms paid by the customer.
After all the information is correct, pressing Alt-O or the OK
button will update the invoice data file. Pressing Esc will abort
any changes made and return you to the menu.
Invoice Payment
The invoice payment function allows the association of a payment
to an existing invoice with an outstanding balance.
When prompted, enter in the number of the invoice to be edited.
An invoice number that does not correspond to an invoice in the
current sales history will be rejected.
Track-It will retrieve basic information regarding the invoice
and display a confirmation window containing the invoice number,
customer last name, and the invoice date. If the information is
incorrect, press Esc to return to the menu. If the information is
correct, press enter or Alt-O. After confirmation, Track-It will
retrieve all information regarding the invoice and continue.
Track-It will retrieve the invoice information and display it in
a window. The window will indicate the invoice total, the amount
previously paid, and the balance. The amount previously paid includes
all payments, adjustments, and any amount paid at the time of
invoicing. The top of the window will display the invoice date with
the number of days since the original invoice in parentheses, the
terms, and any applicable discount.
As this is a payment function, the method of payment is limited
to Cash, Check, or Credit Card. An adjustment field is provided to
allow for the entry of discounts for timely payment.
Enter in the amount paid under the correct payment method, and
any applicable discount for timely payment in the adjustment field.
Pressing the tab key will move the input focus to a different field.
Each time the tab key is pressed, the balance is recalculated.
Once the amount paid has been entered, press enter or Alt-O to
save the payment and print a payment invoice, Press Esc to return to
the menu.
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Inventory Functions
This section of the manual covers functions included under the
inventory segment of the program.
Clone
The clone function allows the creation of a new stock code using
the information for an existing stock code as a template. It is
basically a way of making a copy of a stock code.
After selecting the clone function, you will be prompted to enter
in the stock code that you wish to clone. Enter in the stock code, or
perform a partial search for the desired source stock code. Once the
desired source stock code has been selected, you will be prompted to
enter in the target stock code.
The target stock code must be a unique stock code not currently
in use by the system. Enter in the desired target stock code and
press enter. If the target stock code that you entered already
exists, you will be prompted to enter a different stock code.
After a target code is accepted, Track-It will retrieve the
information about the source stock code and display the stock code
modification window. Edit any of the information as needed for the
new stock code. See the inventory edit function for more detail about
editing stock codes and the significance of each field.
When all the information is correct, press Enter or the OK button
to save the new stock code, or Esc to return to the menu without
making any changes.
Edit / New
Under the inventory segment of the program there is a selection
titled "New Code", and a selection entitled "Edit". Because these two
selections are so similar in function, they will be discussed
concurrently.
When prompted, enter in a stock code to edit or create.
If you are in the Edit function, the code entered must be that an
existing stock code. Entering in an unused stock code will display a
message indicating that the code you entered is not in use, and ask
you to reenter the code.
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If the exact stock code is not known, enter in as much of the
code that you know followed by a question mark to bring up a selection
window. Stock code selection is not available under the New Code
selection. To select stock codes limited by either manufacturer,
model, or description, enter in the partial stock code followed by two
question marks.
If you are in the New function, the stock code entered must be a
unique, unused stock code. Entering a currently used stock code will
result in an error message indicating that the code is already in use,
and prompt you to enter another stock code.
After either retrieving or initializing the stock code, the stock
code modification window will be displayed. The first line of the
window displays the stock code. This line is not available for
editing. To change the actual stock code, you must use the rename
function.
The second line is the stock code category. This field can be up
to seven characters in length, and is used in the selection criteria
for sales reports.
The subcategory field is a three character extension of the
category to further differentiate between categories of stock. Both
numbers and letters can be used for the category and subcategory
fields. By using both letters and digits, there are over 42,000
different category and subcategory combinations possible.
After the categories, enter in the items manufacturer, the model
number, a description of the item, the stock location, and the
manufacturers suggested list price.
The minimum and maximum stock levels are very important if you
intend to use the reorder and overstock reports. It is though the
values that you set here that reorder requests and overstock reports
are selected. When the quantity on hand of an item falls below the
minimum stock level, it will automatically be included in the reorder
report. The suggested reorder number is the quantity that will bring
the on hand quantity after receiving the items to the midpoint of the
maximum and minimum stock levels. Choose these values carefully.
The serialized indicator field indicates if the stock code is a
serialized item. If you wish to track the sale of this item by serial
number, check this box by either clicking on it with the mouse, or
pressing the space bar when this field is highlighted.
If the item is taxable, check the taxable indicator by pressing
the space bar when this field is highlighter, or by clicking on the
indicator with the mouse. If the item is not taxable, then leave this
box unchecked. This indicator has no effect on invoices or orders
that are designated for resale, as no sales tax is applicable on items
sold for resale.
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The sale price field is provided so that sale prices are easily
available to sales people. When invoicing an item, the sale price of
the item is automatically entered into the price field of the
invoicing function when the customer you are invoicing is assigned a
pricing level of 0. If the automatically entered price is not the
desired selling price, simply type the correct amount over the
incorrect amount.
Track-It also provides three discount level fields for each stock
code. Use these fields to set default price levels for your volume or
discount customers. The discount levels are directly associated with
the pricing levels on the customer records. While the appropriate
discount pricing will automatically be entered into the price field
when invoicing a stock code, it can be easily changed if desired.
If you are entering in a new code, the cost field should be set
to the cost of the last item purchased under this stock code,
otherwise edit as necessary.
If the item is a non-depleting item, set the non-depleting toggle
by checking the check box. By setting this indicator, Track-It will
not update the quantity on hand via invoices, orders, or purchase
orders. This is handy for stock codes such as labor. Also, by
setting the on hand quantity of a non depleting item to zero, it will
not appear in your inventory value totals.
The current stock count field should only be edited when the item
is not tagged for serialized tracking. If the item is set to have the
serial numbers tracked, leave this field at zero or the stock count
will be incorrect after the serialized items have been added to the
system via the purchase order functions.
this point if all the fields are correct, press the Enter or At
OK button to accept the displayed data. Pressing Esc will allow you
to exit the function without saving any changes.
Delete
The delete function removes a stock code from the index of valid
stock codes. A stock code that has an on hand quantity other than
zero, or is currently on an invoice, customer order, or purchase order
cannot be deleted. If the stock code that you wish to delete is tagged
as serialized, Track-It will automatically delete all serialized items
that are associated with the stock code you are deleting.
Enter the stock code that you wish to remove from the system and
press enter.
Track-It will scan the data files to determine if the stock code
is currently in use. If so, a warning will be displayed indicating
that the code can not be deleted.
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A confirmation screen will be displayed prior to deleting the
stock code. Press Alt-O or the OK button to confirm the delete.
Press Esc to return to the menu.
After deleting the stock code, you will be returned to the menu.
Merge
The inventory merge function combines two stock codes into one.
All references to the source code will be renamed to point to the
target stock code, and the source stock code will be deleted.
After selecting the merge function, you will be prompted to enter
in the source stock code. Remember that the source code will no
longer exist after the merge. Enter in the stock code, or perform a
partial search for the desired stock code. Once the desired source
stock code has been selected, you will be prompted to enter in the
target stock code.
The target stock code that you enter must be an existing stock
code. Enter in the stock code, or perform a partial search for the
desired target stock code. If the target stock code that you enter
does not already exists, you will be prompted to enter a different
stock code.
After a target code is accepted, you will be asked to confirm
that both the source stock code and the target stock code are correct.
If you press enter or Alt-O in the confirmation window, the program
will systematically replace all references to the source stock code
with the target stock code. The only history that is not updated is
the Query history.
If Track-It cannot update all of the references to the source
stock code, both the source and the target stock codes will exist
after the merge. This may happen if an a reference to the source
stock code was locked by another terminal. If this happens, Track-It
will notify you if it does happen, rerun the merge function to combine
the two stock codes at a later time.
After the update is completed, you will be returned to the
selection menu.
Query
The query function is a quick means of determining the list and
sale price of an item along with the quantity currently on hand, on
order, and on outstanding customer orders.
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After selecting the query function, Track-It will ask you to
enter the stock code that you wish to query. The code that you enter
must be a valid stock code that is currently in use by the Track-It
system. If an invalid code is entered, a message will indicate that
the code was invalid and ask you to reenter the code.
If you do not know the exact stock code, enter as much of the
code that you know followed by a question mark to bring up a selection
list. To select stock codes limited by either manufacturer, model, or
description, enter in the partial stock code followed by two question
marks.
After a code is accepted, Track-It will search for information on
the code that you entered. The stock code, a description,
manufacturer, model number, list price, sale price, quantity on hand,
and quantity on order will be displayed, along with the quantity that
is currently allocated for customer orders.
The quantity on hand does not take into consideration any
quantity allocated for customers, and is simply the quantity that is
currently in stock at the time of the query.
Pressing Enter or Esc will close the information window. If the
calculated available quantity zero or less, you will be asked if you
wish to save the query. If a sale would have been made given
sufficient quantity on hand, answer yes to the prompt. If you are
simply checking a price or getting information about a code, answer no
to the prompt.
By correctly tracking queries, you can determine which non
stocking items should be stocked or which items should have higher
minimum stock values. A list of queries for specific time periods can
be printed under the reports segment.
After the query is completed, you will be returned to the
inventory selection menu.
Rename
The inventory rename function provides the means to change a
stock code and ALL references to a NEW stock code. All information
with respect to the original stock code will be transferred to the new
stock code.
After selecting the rename function, you will be prompted to
enter in the stock code that you wish to rename. Enter in the stock
code, or perform a partial search for the desired stock code. Once
the desired source stock code has been selected, you will be prompted
to enter in the target stock code.
The target stock code must be a unique stock code and cannot be
currently in use by the system. Enter in the desired target stock
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code and press enter. If the target stock code that you entered
already exists, you will be prompted to enter a different stock code.
After a target code is accepted, you will be asked to confirm
that both the source stock code and the target stock code are correct.
If you press enter or Alt-O in the confirmation window, the program
will systematically replace all references to the original stock code
with the target stock code. The only history that is not updated is
the Query history.
If Track-It cannot update all of the references of the original
stock code, both the source and the target stock codes will exist
after the rename. This may happen if an a reference to the source
stock code was locked by another terminal. If this happens, Track-It
will notify you if it does happen, use the merge function to combine
the two stock codes at a later time.
After the update is completed, you will be returned to the
selection menu.
Edit Serial Number
The edit serial number option allows the editing of information
specific to an individual serialized item. When using this option,
remember that the information that is entered using this function MUST
be correct. If you are not completely sure of what you are doing or
the accuracy of the data you intend to enter, do not use this
function.
When prompted to enter in the serial number of the item to be
changed. If the exact serial number is not known, enter in as much of
the number that you know followed by a question mark. A list of
serialized items that match the serial number criteria entered will be
retrieved and displayed. Use the cursor keys or the mouse to select
the item that you wish to edit.
After selecting the item, Track-It will retrieve the items
information and display the serial number modification window.
The first field available is the items stock code. If the stock
code is incorrect, enter in the new code. Prior to saving the
modified information, Track-It verifies that the stock code entered
exists and is serialized.
The next available field available for editing is the serial
number field. If the serial number is incorrect, enter in the correct
serial number.
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The stock number field is very important to Track-It, even if you
are not using stock numbers. If the stock number must be changed, be
very sure that the stock number that you reassign the item is not
duplicated in the system.
If the cost is incorrect, reenter the correct cost. This field
is specific to the individual serialized item and does not modify the
stock code cost information.
The invoice number field is also another very important field.
If the item is currently in stock, the number in the invoice number
field should be zero. If the number is anything other than zero, the
item is not in stock.
Track-It automatically reserves invoice number 1 to provide a
invoice number to assign serialized items that are stolen, lost, or
used internally to be able to remove them from the system. Thus to
simply remove an item from the inventory, without removing the
information, simply enter in 1 as the invoice number.
If you wish to permanently remove a serialized item from the
system, blank out the stock code.
If the invoice number is incorrect, enter in the correct invoice
number. Be very careful when changing the invoice number. By
entering in an incorrect invoice number, the item cannot be correctly
traced to the correct customer, and all the effort made to track the
item is wasted.
When all the fields are correct, press Enter or OK to save the
changes, or press Esc to return to the menu without saving any
changes.
Undelete
The inventory undelete function allows the recovery of a stock
code that has been deleted from the system.
Upon selecting the undelete function, Track-It will scan the
inventory data files for any deleted items that still exist. Deleted
items are available for recovery only until the storage reclamation
function, under batch processing, is run. Once the storage
reclamation function has completed, a deleted item no longer exists
and cannot be recovered.
After selecting the items that can be undeleted, Track-It will
list them and allow you to select the specific code to undelete. Each
stock code will be displayed with the first character replaced with a
question mark. Use the cursor keys to highlight the item you want to
recover and press enter, or double click on your selection with the
mouse.
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You will then be prompted to enter a valid stock code to replace
the stock code on the screen. Upon entering the stock code, Track-It
will verify that the stock code is unique prior to reinserting the
stock code into the system.
Purchase Order Functions
This section of the manual covers functions under the P.O.
segment of the Track-It program.
Create
The purchase order creation portion of Track-It provides an easy
method of creating new purchase orders for products acquired from
vendors or distributors.
Purchase order numbers created under Track-It consist of two
parts; the calendar year the order is created, and the order number.
The year segment of the order number is taken from the date provided
by the system clock and cannot be modified. The user of Track-It only
has control over the second half of the order number.
The purchase order number sequence can be changed under the
options menu.
Upon initiating the creation of a new purchase order, you will be
prompted to enter the code for the vendor from which the items entered
on the order will be purchased. You can search for a vendor by
entering as much of the vendor code that you know followed by a
question mark. This will bring up a list of vendors that match the
criteria entered.
If the vendor code is entered is valid, then you will be moved to
the item entry section of the purchase order. If the vendor code is
not in use, then you will be asked if the code entered is for a new
vendor. If you press the no button, then you will be prompted to
reenter the vendor code. If you press the yes button, Track-It will
initiate the function for adding a new vendor to the system. Please
refer to the "Add" selection under the Vendor segment of Track-It for
more information regarding new vendors.
At this point, the stock code entry window will appear, and you
will be prompted to enter in the stock code of the first line item on
the purchase order. Note that the customers name and pricing level
are displayed in the upper left hand corner of the invoice window.
When prompted, enter in a stock code. If the exact stock code is
not known, enter in as much of the code that you know followed by a
question mark to bring up a selection window. To select stock codes
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limited by either manufacturer, model, or description, enter in the
partial stock code followed by two question marks.
If the code entered is not currently in use in the system, you
will be asked if the code is a new product. If not, press Esc or the
no button to enter another stock code. If you press the yes button,
Track-It will initiate the addition of the new stock code to the
system.
When a code is accepted, the description, manufacturer, and the
current stock on hand values will be displayed in their respective
fields.
The quantity ordered can be any number capable of fitting within
the field.
The calculated cost for the stock code is automatically entered
from the cost field on the stock code to provide a reference to the
last purchase cost of the item. If the value is incorrect, simply type
the correct value over the incorrect cost.
When the values are correct, pressing Enter or OK will add the
code to the list of items on the current purchase order.
If an item needs to be changed, highlight the desired code and
press enter. The item will be retrieved and displayed in the item
information window. Edit the fields as needed and then press Enter or
OK to accept the code.
When all items are entered, press Alt-O or the OK button to
accept the codes and update the purchase order history files.
Direct Receiving
The direct receiving function allows you to receive items into
inventory without the need to create a purchase order. Use this
function only if you choose not to track the acquisition of stock.
At this point, the stock code entry window will appear, and you
will be prompted to enter in the first stock code to be received.
When prompted, enter in a stock code. If the exact stock code is
not known, enter in as much of the code that you know followed by a
question mark to bring up a selection window. To select stock codes
limited by either manufacturer, model, or description, enter in the
partial stock code followed by two question marks.
If the code entered is not currently in use in the system, you
will be asked if the code is a new product. If not, press Esc or the
no button to enter another stock code. If you press the yes button,
Track-It will initiate the addition of the new stock code to the
system.
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After entering an item, the receiving window will appear. In
this window you can enter the number of items that you are actually
receiving into stock. You can also adjust the cost of the item being
received if it is incorrect or has changed since the time of the last
receiving session.
If the item that you are receiving is serialized, then you will
not be able to edit the quantity received field. Instead, you will be
prompted to enter the serial numbers of the items received. The total
number of unique serial numbers entered will be inserted into the
quantity received field by Track-It.
The serialized receiving section of Track-It was created to allow
multiple serial numbers to be received at once. If for instance you
receive a set of items of the same stock code with sequential serial
numbers, enter the smallest serial number in the beginning field, and
the largest of the series in the ending field, and then press Enter.
All serial numbers from the beginning to the ending serial numbers,
will be added to the list of received serial numbers.
Note that Track-It will not accept duplicate serial numbers.
If a serial number is entered incorrectly, highlight the
incorrect serial number and press enter. The individual serial number
will be retrieved and available for edit.
After all the serial numbers have been entered, press Alt-O or OK
to accept them into the system.
Each line item of the window will show the quantity ordered, the
individual item cost, and the extended amount. The total amount
received will be displayed at the bottom of the window.
If an items quantity or cost needs to be modified, highlight the
item using the cursor keys or the mouse, and press enter. You will
again be presented with the receiving dialog where you can correct the
incorrect amounts. If a stock code is incorrect, you must delete the
item and insert the correct item.
Continue selecting and receiving individual stock codes from the
purchase order until all stock codes from the purchase order have been
received. When all the items have been entered, press Alt-O or the OK
button to accept all the items that you have entered in this session.
After completion of the receiving, you will be asked if you wish
to print a list of the items that you have just received. This is the
only opportunity you will have to print a list of the actual
quantities you have received in this session, so it is generally a
good idea to answer Yes to this prompt. If you do not choose to print
the list, you will be returned to the main menu.
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After printing the receiving list, you will be returned to the
main menu.
Edit
The purchase order edit function allows the revision of items
entered on an outstanding purchase order.
When you enter the edit function, you will be presented with a
list of purchase orders that have at least one item yet to be
received. The outstanding purchase orders are sorted by purchase
order number, and each is listed with the corresponding vendor code,
vendor name, and the date on which the order was created.
Highlight the purchase order that you wish to edit and press
enter, or Esc to return to the P.O. selection menu. You may also
select a P.O. via the mouse.
A listing of the items on the order will be displayed, along with
a description, the quantity ordered, and the quantity received.
Highlight the item that needs to be revised using the cursor keys
or the mouse. Select the item by pressing Enter or the edit button.
If the stock code of an item needs to be changed, the line item
must be deleted and reentered as a new line item.
Edit the quantity ordered field as necessary. Note that you will
not be able to enter a number for the quantity ordered that is lower
than the number already received.
If the cost of the item ordered has changed, type over the old
cost with the new cost.
When all the codes that require alteration have been changed,
press Alt-O or the OK button to update the purchase order history.
The changes made can be aborted by pressing Esc and returning to the
menu.
Print
The print function allows an individual purchase order to be
reprinted.
When prompted for the purchase order number to print, the number
must be entered according to the following format.
The first four digits of the purchase order must be the four
digit calendar year in which the purchase order was created. The year
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must then be followed, (without any spaces), with a dash. The order
number must immediately follow the dash.
The following are examples of valid purchase order numbers to be
reprinted:
1988-22
1990-89
1990-123456798
The following are examples of invalid purchase order numbers:
1990 - 78
1977- 100
90-78
Once a valid purchase order number is entered, the order
information will be retrieved and you will be prompted to enter the
printout destination.
Select the desired printer port and press enter.
After the order is printed, you will be returned to the P.O.
selection menu.
Receive
The receive function provides a means of receiving items ordered
under a purchase order. This function will automatically update all
purchase order files and stock levels.
A list of purchase orders with items outstanding will be
displayed.
Use the arrow keys to highlight the purchase order which contains
the items you wish to receive. When the correct purchase order is
highlighted, press Enter or double click with the mouse to retrieve
the purchase order.
After retrieving the purchase order information, the P.O.
receiving window will be displayed. Each line item will show the
stock code, a description of the item, manufacturer, quantity ordered,
and the number previously received. Use the arrow keys to highlight
the individual item that you wish to receive, and press enter, or
double click on the item with the mouse.
Please note that you cannot select an item for which the number
of items previously received is equal to the number ordered. This
program assumes that when all the items ordered have been received
that any additional items that have been received with the same stock
code are either part of another purchase order, or were mistakenly
shipped from the vendor.
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After selecting an item, the receiving window will appear. In
this window you can enter the number of items that you are actually
receiving into stock. You can also adjust the cost of the item being
received if it is incorrect or has changed since the time of the
original purchase order creation.
If the item that you are receiving is serialized, then you will
not be able to edit the quantity received field. Instead, after
pressing Enter or OK to accept the edit fields, you will be prompted
to enter the serial numbers of the items received. The total number
of different serial numbers entered will be inserted into the quantity
received field by Track-It.
The serialized receiving section of Track-It was created to allow
multiple serial numbers to be received at once. If for instance you
receive a set of items of the same stock code with sequential serial
numbers, enter the smallest serial number in the beginning field, and
the largest of the series in the ending field, and then press Enter.
All serial numbers from the beginning to the ending serial numbers,
will be added to the list of received serial numbers.
Note that Track-It will not accept duplicate serial numbers.
If a serial number is entered incorrectly, highlight the
incorrect serial number and press enter. The individual serial number
will be retrieved and available for edit.
After all the serial numbers have been entered, press Alt-O or OK
to accept them into the system.
Continue selecting and receiving individual stock codes from the
purchase order until all stock codes from the purchase order have been
received. When all the items have been entered, press Alt-O or the OK
button to accept all the items that you have entered in this session.
After completing the receiving of a purchase order, you will be
asked if you wish to print a list of the items that you have just
received. This is the only opportunity you will have to print a list
of the actual quantities you have received in this session, so it is
generally a good idea to answer Yes to this prompt. If you do not
choose to print the list, you will be returned to the main menu.
After printing the receiving list, you will be returned to the
main menu.
View
This view function allows you to view the contents of any
existing purchase order, regardless of its status, that has not been
purged from the system.
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To select the purchase order to view, enter in the P.O. number
you desire. The purchase order number is made up of two components,
the year the P.O. was created and the number of the P.O. An example
of a correct P.O. number to enter is "1990-23".
If the purchase order number that you enter is invalid or does
not exist, you will be returned to the P.O. number entry window.
Once the information is retrieved, the P.O. will be displayed in
the format as the purchase order editing or creation functions with
the exception that the contents cannot be modified.
When you are done viewing the order, press Esc to return to the
menu.
Vendor Functions
This section of the manual covers the functions related to
maintaining vendor information.
Add
The "Add" function of the vendor segment of Track-It permits the
addition of new vendors to the list of vendors available for use in
the creation of purchase orders.
After selecting this function, you will be prompted to enter a
vendor code. The vendor code is a twelve digit code comprised of
characters or numbers which is associated with all purchase orders for
a given vendor. After a code is selected and entered, Track-It will
check the code for originality. If the code is already in use, you
will be prompted to enter in another code.
After a code is accepted, enter in the information about the new
vendor as prompted.
A description of each field will not be given as the descriptions
provided before each field provide a good idea of what information the
field should contain.
Two sets of fields are provided for addresses. The first is for
a mailing address for regular correspondence and a shipping address to
which product returns should be shipped. Two fields are given for the
street address in each address to accommodate both a street number and
a suite number.
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A field is provided to enter in the name of the primary contact
at the company as well and the phone number for the sales, customer
service, and technical support departments.
The miscellaneous information section contains two fields. The
first is a place to store your customer number for this vendor. The
second field contains the terms under which you purchase from this
vendor.
When all the information is entered, pressing Alt-O or OK will
accept the information and store it in the vendor information file on
disk. Pressing Esc will abort the entry of the information and return
you to the menu without saving any of the information entered.
Edit
The vendor edit function provides a means of modifying vendor
information if it changes.
Enter in the code of the vendor that needs to be altered. If the
exact vendor code is not known, enter in as much of the code that is
known followed by a question mark. All vendors with codes that match
the entered criteria will be displayed.
Use the cursor keys or the mouse to highlight the desired vendor
and press enter.
At this point, you will Track-It will initiate the editing
portion of the function. All the information with the exception of
the vendor code is available for editing.
Edit any of the fields that need to be changed, and press Enter
or Ok to accept the changes and update the vendor information file.
If the vendor displayed on the edit screen is incorrect or you wish to
abort the changes already made, press Esc.
Delete
The vendor delete function allows the removal of a vendor from
the system.
Enter in the code of the vendor that needs to be deleted. If the
exact vendor code is not known, enter in as much of the code that is
known followed by a question mark. All vendors with codes that match
the entered criteria will be displayed.
Use the cursor keys or the mouse to highlight the desired vendor
and press enter.
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After confirming the delete request, Track-It will scan the
purchase orders to ensure that vendor is not in use. If the vendor
code is currently in use, a warning message will be displayed
indicating that the vendor cannot be deleted.
After performing the delete, you will be returned to the main
menu.
Customer Functions
This section of the manual covers the functions related to
maintaining customer information.
Add
The customer add function of the vendor segment of Track-It
permits the addition of new customers to the Track-It customer data
base without going through the invoice segment of the program.
The first field available for information is the customers last
name. If the customer is a business, enter in the complete name of
the business in the last name field. It is by customer last name that
all searches and invoicing is tracked.
Enter all information available about the customer. If the
shipping and billing address are the same, you only need enter
information in the billing fields.
Two sets of fields are provided for addresses. The first is for
a shipping address, and the second for a billing address if it is
different from the shipping address. Two fields are given for the
street address in each address to accommodate both a street number and
a suite number.
A field is provided to enter in the name of the primary contact
at the company as well and the phone number of the customer.
If the customer is able to purchase on special terms, enter the
terms available in the terms field. This ensures that the terms
authorized for this customer are readily available.
The salesperson field allows the association of a customer with a
particular salesperson. The salespersons name entered on this field
will be automatically entered on invoices or orders. This field is
provided so that if a salesperson other than the designated sales
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representative is processing an invoice, that the correct salesperson
gets credit for the sale.
The pricing level field allows you to set the default pricing for
the customer. A value of 0 indicates that they pay the regular sale
price. A 1, 2, or 3 indicates the default pricing level that they
will receive. This allows you to ensure that your volume and discount
customers get the discounts that you have indicated that they will
receive.
The alternate name field allows you to use the first and last
name fields as two separate names on invoices, shippers, and orders.
When this field is checked, the last name field is used as the bill to
name and will be printed above the bill to address on invoices,
shippers, and orders. The first name will then be associated with the
ship to address. This allows you to sell and item to a company and
have it shipped to another.
The bad check/account field is a indicator that the customer has
an outstanding check or is past due on their account. When this field
is checked, Track-It will display a warning to the salesperson taking
an order or creating an invoice, indicating that the manager should be
contacted prior to taking a check or any type of credit from this
customer. When used properly, this field will significantly reduce
the amount of bad debt that your company incurs.
The no delete field prevents the customer from being deleted when
the dead data function provided in the batch processing is run. Thus
you can store information about a customer or potential customer that
has no sales history and prevent them from being automatically deleted
as dead data.
If the customer that you are entering will predominantly be
purchasing items for resale, or is otherwise exempt from sales tax,
toggle the tax exempt field. This will automatically toggle the
resale/tax exempt indicator when creating an invoice or order for this
customer.
When all the information is entered, pressing Enter or Ok will
accept the information and store it in the customer database file on
disk. Pressing Esc will abort the entry of the information and return
you to the menu without saving any of the information entered.
Edit
The customer "Edit" function provides a means of modifying
customer information if it changes.
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After selecting this function, you will be prompted to enter the
last name of the customer that you wish to edit. Enter in the name of
the customer that needs to be altered. If the name is not known
exactly, enter in as much of the name as known followed by a question
mark.
Track-It will retrieve a list of all customers whose last name
matches the criteria entered. Us the cursor keys or the mouse to
highlight the customer that you wish to edit. Once highlighted, press
Enter or the Ok button.
After retrieving the customer information, the customer edit
window will be displayed. Edit any of the fields that need to be
changed, and press Enter or Ok to accept the changes and update the
customer information file. If you wish to abort the changes already
made, press Esc.
Merge
The customer merge function provides a means of merging two
customers into one. The most common reason for using this function is
when a customer is entered into the system twice under different names
because of a misspelling.
After selecting the merge function, you will be prompted to enter
the last name of the source customer. Enter in the name of the
customer that needs to be altered. If the name is not known exactly,
enter in as much of the name as known followed by a question mark.
Track-It will retrieve a list of all customers whose last name
matches the criteria entered. Use the cursor keys or the mouse to
highlight the customer that you wish to edit. Once highlighted, press
Enter or the OK button to select the source customer.
After selecting the source customer, you will be prompted to
enter target customer. This is the name of the customer that will
remain in the system. Enter the name and select the customer just as
you did for the source customer..
Once the two customers are selected, and the names are confirmed,
Track-It will merge the two customers.
All references to the source customer will systematically be
replaced with the target customer.
If Track-It cannot update all of the references to the source
customer, both the source and the target customers will exist after
the merge. This may happen if an a reference to the source customer
was locked by another terminal. If this happens, Track-It will notify
you if it does happen, rerun the merge function to combine the two
customers at a later time.
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Undelete
The customer undelete function allows the recovery of a customer
that has been deleted from the system.
Upon selecting the undelete function, Track-It will scan the
customer data files for any deleted items that still exist. Deleted
items are available for recovery only until the storage reclamation
function, under batch processing, is run. Once the storage
reclamation function has completed, a deleted item no longer exists
and cannot be recovered.
After selecting the items that can be undeleted, Track-It will
list them and allow you to select the specific customer to undelete.
Each customer will be displayed with the first character of the last
name replaced with a question mark. Use the cursor keys to highlight
the customer you want to recover and press enter, or double click on
your selection with the mouse.
You will then be prompted to enter the last name of the customer
to replace the last name presented on the screen. Upon entering the
last name, Track-It will verify that the customer number assigned to
the customer is still unique prior to reinserting the customer into
the system. If the customer number has already been reassigned, then
the undeleted customer will be assigned the next available customer
number.
Reports
The reports segment of Track-It provides an array of different
reports for a variety of purposes. This section of the Track-It
manual will briefly describe the output, options and operation of each
of the reports available. The reports will be discussed in the order
that they appear in their respective selection menu.
Customer Reports
This section of the manual covers all the functions related to
reports pertaining to customer information.
Account Status
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The account status report prints a list of all invoices created
for a specific period of time that are associated with a specific
customer, and calculates a total balance for that period of time.
After selecting this function, you will be prompted to enter the
last name of the customer that you wish to edit. Enter in the name of
the customer that needs to be altered. If the name is not known
exactly, enter in as much of the name as known followed by a question
mark.
Track-It will retrieve a list of all customers whose last name
matches the criteria entered. Us the cursor keys or the mouse to
highlight the customer that you wish to edit. Once highlighted, press
Enter or the OK button.
After selecting a customer, you will be prompted to enter the
date range search. Enter the beginning and ending dates as desired
and press enter to continue. The dates must be entered in the format
of MM/DD/YYYY. Invalid dates will cause invalid reports.
The printout will contain a list of all the invoices that match
the entered criteria. The total sales, total paid, and outstanding
balance for the selected customer will be printed.
Please note that the amount in the paid column includes any
adjustments and write-offs on an invoice.
After printing the report, you will be returned to the main menu.
Customer Lists
Track-It provides two customer list functions; one sorted by last
name, and one sorted by the customer's zip code.
There are no options for this report other than the ability to
designate the beginning and last name for the report by name, or the
beginning and ending zip codes for the report by zip code. The names
and zip codes entered will be compared as partial criteria, thus if
the beginning name entered is "MA", then all names that begin with the
letters "MA" will be included in the report. The same approach is
taken for the zip code report.
By selecting the desired report, the customer list will be
printed sorted either by the last name, or by the zip code in which
the customer resides.
Note that the customer list that is sorted by zip code is not
sorted by name within a given zip code.
Purchases
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The customer "Purchases" report is a non printing report, thus no
printer output is produced.
When the customer purchases function is initiated, you will be
prompted to enter in the customers last name, or company name. If the
exact name of the customer is not known, enter as much of the name
that is known followed by a question mark. If you know the customer,
enter # followed by the customer number to directly select the
customer.
Track-It will retrieve a list of all customers whose last name
matches the criteria entered. Use the cursor keys or the mouse to
highlight the customer that you wish to query. Once highlighted,
press Enter or the OK button to select the source customer.
After selecting a customer, you will be prompted to enter the
date range search. Enter the beginning and ending dates as desired
and press enter to continue. The dates must be entered in the format
of MM/DD/YYYY. Invalid dates will cause invalid reports.
Each line item invoiced for the customer is displayed in the
order that it appeared on the invoice. Each item will show the date
of purchase, the invoice number it was purchased on, the items stock
code, quantity purchased, and the price.
Use the page up, page down, and arrow keys to display additional
items.
After viewing the purchase history, press Esc to return to the
menu.
Statement Processing
The statement processing function of Track-It will print a
mailable statement for all customers that have an outstanding balance
for invoices created within the specified period of time.
After selecting the function, you will be prompted to enter the
date range search. Enter the beginning and ending dates as desired
and press enter to continue. The dates must be entered in the format
of MM/DD/YYYY. Invalid dates will cause invalid reports.
Each printout will contain a list of all the invoices that match
the entered criteria for the current customer. The total sales, total
paid, and outstanding balance for the selected customer will be
printed.
Please note that the amount in the paid column includes any
adjustments and write-offs on an invoice.
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After printing all reports, you will be returned to the main
menu.
Summary Purchases
The summary purchases report produces a summarized listing of the
purchases for a given customer over a specified period of time.
After selecting this function, you will be prompted to enter the
last name of the customer that you wish to edit. Enter in the name of
the customer that needs to be altered. If the name is not known
exactly, enter in as much of the name as known followed by a question
mark.
Track-It will retrieve a list of all customers whose last name
matches the criteria entered. Us the cursor keys or the mouse to
highlight the customer that you wish to edit. Once highlighted, press
Enter or the OK button.
After selecting a customer, you will be prompted to enter the
date range search. Enter the beginning and ending dates as desired
and press enter to continue. The dates must be entered in the format
of MM/DD/YYYY. Invalid dates will cause invalid reports.
You will then be prompted to enter the sorting method for the
report. Sort by stock code will simply print a listing of all the
stock codes that a customer has purchased along with the totals for
each stock code. Sort by category will group all purchases by stock
code category and provide you with total sales for each category of
stock code.
Each line item in the report, regardless of the sorting method,
will have the stock code, description, total sales, total cost, and
the total gross profit.
After printing the report, you will be returned to the main menu.
Export
The customer export report is a simple report which creates a
file containing a list of all customers in a comma delimited format.
This list can then be retrieved into a separate program to print
mailing labels.
Zip Code Count
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The zip code count provides a list of the zip codes in the
customer data file. This report was included in Track-It to provide a
rough geographical impression of where your customers are coming from.
This will allow you to determine where your advertising and sales
efforts are working, and where they need to be intensified.
For each zip code that has three or more customers, the following
information is printed; the number of customers residing in that zip
code, the percentage of your customers in that zip code, the zip code,
city, and state which that zip code is in.
The last line of the report shows the number of customers that do
not reside in a valid zip code or where there were less than three
customers in a zip code. A customer whose zip code was left blank at
the time of being entered into the system will be counted as invalid
zip codes.
Because the value printed for the percentage of customers in an
individual zip code is rounded, the total percentage of customers
included in the report may not equal exactly 100 percent.
Inventory Reports
This section covers the reports available under the inventory
section of available reports.
Stock Report by Code
This report prints a complete listing of all stock codes in the
system sorted by stock code. The report consists of each items stock
code, a description, the manufacturer, category, subcategory, stock
location, minimum and maximum stock levels, on hand quantity, last
cost, and extended value.
There are no options for this report other than selecting the
printer output location.
Discount List
The discount list is almost identical to the price list with the
exception that it prints the discount pricing levels as well as the
list and sale prices. For a report which includes the discount
pricing levels, run the discount price list.
When prompted, enter the criteria for which you wish to print a
price list. Only items that fit within the entered criteria will be
included on the list.
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When the criteria is entered, press Enter or OK to initiate the
report.
Overstock Report
The overstock report provides a list of stock codes which have a
calculated on hand quantity greater than the set maximum stock level.
This function scans the purchase order and customer order
history, and then reads straight through the stock code data file and
determines if the code is overstock. The overstock report takes into
consideration the quantities of items on outstanding purchase orders
and customer orders when determining if the item should be included in
the report.
If the item is overstocked, the code is printed along with a
description, the manufacturer, the category and subcategory, minimum
and maximum stock levels, the quantity on order, the quantity
allocated to customer orders, and the number of items over the maximum
stock level after receiving the purchase orders and customer orders.
When the report is finished, you are returned to the inventory
reports selection menu.
The overstock report will probably not be the most useful of
reports to most businesses, but to those who have a large parts
inventory to track, it can be a good way to determine which items
should be included on the next clearance sale.
Remember that having too much stock can sometimes be a greater
detriment than having too little stock as it ties up working capital
that could otherwise be used for more popular items.
Price List
The price list report is just that, a price list.
When prompted, enter the criteria for which you wish to print a
price list. Only items that fit within the entered criteria will be
included on the list.
The price list report only prints the list and sale price. For a
report which includes the discount pricing levels, run the discount
price list.
When the criteria is entered, press Enter or OK to initiate the
report.
Reorder Report
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When each new stock code was entered into the system, minimum and
maximum stock levels for each code were either set by the user or
defaulted to zero. By properly setting the max and min stock levels
combined with this reorder report, an adequate stock level for all
items can be maintained.
There are no options for the reorder report other than selecting
the printer output location, thus the report starts almost
immediately.
The function scans the purchase order and customer order history,
and then reads straight through the stock code data file and
determines if the item should be on the reorder report. The quantity
on hand for each item is adjusted up for any quantity on order in the
purchase order system, and down for any quantity allocated for
customer purchase. If the resulting stock on hand value for an item
is greater than the set minimum stock level it is not printed.
If the resulting quantity on hand is lower than the minimum stock
level, the item is included on the reorder report along with a
suggested reorder quantity.
The reorder quantity printed is the number of items that when
received will place the on hand quantity, (after receiving outstanding
purchase orders and filling customer orders), at the mid point between
the minimum and maximum stock levels for that stock code.
For example, if you have a resulting quantity on hand of 4 for
the stock code "XYZ" and the minimum and maximum stock levels are 10
and 20 respectively, the reorder quantity if determined as follows:
add the quantity required to bring the stock level up to the minimum
level, (6), plus one half of the difference between the minimum and
maximum stock levels, (5). Thus the suggested minimum reorder number
for stock code "XYZ" would be 11.
The printout for each line item consists of the stock code, a
description, the manufacturer, model number, category, subcategory,
minimum and maximum stock levels, the quantity on order, the quantity
on customer orders, the on hand quantity, last cost, and the suggested
reorder quantity.
After the printout is complete, you will be returned to the
inventory reports selection menu.
Serialized Stock Report
This report prints a selective listing of serialized items
currently in stock.
When prompted, enter the criteria for the current report. All
fields will be handled as partial searches. If a list of all
serialized items is desired, leave all the fields blank.
The printout consists of the following information: the stock
code for each line item, the individual serial number, its respective
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stock number, a description, the manufacturer, the category and
subcategory, date received, and the individual items cost.
After each set of items for a given stock code, the number of
items on hand for that code and the total value on hand for the stock
code is printed.
Selective Stock Report
The selective stock report is very similar to the stock by code
report, with the exception that the items included on the report can
be designated by the user.
Upon initiating the function, you will be prompted to enter in
the criteria for the report. All fields will be treated as partial
search criteria, and thus any items that fit within the parameters
entered will be included in the report.
When the criteria is entered correctly, press Enter or OK to
start the report. Pressing Esc will return you to the menu.
Query Report
The query report prints a list of items contained in the query
data file for a user determined period of time. The query report
compiles the query information for the requested period of time and
prints a list of the items, sorted by stock number, and the number of
recorded queries.
The only variables available in the query report for the user to
define are the beginning and ending dates. The beginning date is
automatically set to six months prior to the current date. The
ending date is automatically set to the current date. If the dates
are correct, press Enter or OK to begin the report. If the dates are
incorrect, enter in the correct dates and press Enter or OK. Pressing
Esc will return you to the menu.
The following information will be printed for each line item of
the report: the stock code, a description, the manufacturer, the
category and subcategory, minimum and maximum stock levels, the
quantity currently on hand, the last cost, and the number of queries.
Order Entry Reports
This section covers the reports available under the order entry
section of available reports.
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Outstanding Orders
The outstanding order report prints a list of items ordered by
customers but have not been delivered.
The outstanding order report reads straight through the order
entry data files to locate items still on order. For each item still
on order, the following information is printed: the stock code, the
order number it was ordered on, a partial customer name, the date the
order was created, a description, the manufacturer, quantity ordered,
quantity shipped, and the quoted price.
After the report is finished, you will be returned to the menu.
Summary / Detailed Order History
The summary and detailed order history reports are very similar
in function except for the way that the format in which the
information is printed, and thus will be discussed concurrently.
The summary report prints a list of items and the quantity of
each item ordered that matches the selection criteria. Each line item
is printed only once, and the quantities ordered and shipped are the
total quantities for the entire period rather than for one customer
order. Because the report is a summary, no price values are printed.
The detailed report prints a complete list of items exactly as
they appeared on individual customer orders. The quantities printed
are for that item on the individual order being examined. Thus a
single stock code can appear many times on one report.
The detailed report also contains the prices at which each item
was quoted for a given customer order.
All of the selection criteria fields, with the exception of the
date fields, are treated as partial searches. For example, if the
beginning customer name was entered as "MA" and the ending code
entered as "TECH", then all customers that have last names between
"MA" and "TECH" will be included in the reports. The longer the data
entered in each field, the more specific the report. Depending the
information entered into each field, the report produced can be very
specific or very comprehensive.
The selection criteria ranges available are the customer name,
date of order creation, stock code, product category, and product
subcategory. Each of which range can be as detailed or as broad as
desired.
If an field is left blank, then all data compared against that
field will be considered a match. This allows open ended search
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criteria. If both the beginning and ending field for a given criteria
set are blank, then that criteria will not be checked during the
sorting of the data. Do not leave either of the date fields blank as
this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to accept the
data and begin the report. A report will be printed even if no data
was found to match the criteria.
NOTE: The search criteria fields are not checked for invalid
ranges. If an ending field is entered that is lower than the
beginning field, or visa versa, then no data will fit the criteria,
and thus no information will be included in the report.
Reprint Order
The print function allows an individual customer order to be
reprinted.
When prompted for the order number to print, the number entered
must correspond to an order that is currently in the order history.
Entering an invalid order number will cause the field to be cleared,
and you will again be prompted to enter in another order number.
Track-It will retrieve basic information regarding the order and
display a confirmation window containing the order number, customer
last name, and the order date. If the information is incorrect, press
Esc to return to the menu. If the information is correct, press enter
or Alt-O. After confirmation, Track-It will retrieve all information
regarding the order and continue.
After retrieving the entered order, you will be prompted to
select the output location. Select the output destination and press
enter.
After the order is printed, you will be returned to the main
menu.
Purchase Order Reports
This section covers the reports available under the purchase
order section of available reports.
Backorder Report
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The backorder report prints a list of items ordered but not
received.
The backorder report reads straight through the purchase order
data files to locate items still on order. For each item still on
order, the following information is printed: the stock code, the
purchase order it was ordered on, the vendor order from, the date the
order was created, a description, the manufacturer, category and
subcategory, quantity ordered, quantity received, and the items unit
cost.
After the report is finished, you will be returned to the menu.
Summary / Detailed Purchase History
The summary and detailed purchase history reports are very
similar in function except for the way that the format in which the
information is printed, thus they will be discussed concurrently.
The summary report prints a list of items and the quantity of
each item purchased that matches the selection criteria. Each line
item is printed only once, and the quantities ordered and received are
the total quantities for the entire period rather than for one
purchase order. Because the report is a summary, no price values are
printed.
The detailed report prints a complete list of items exactly as
they appeared on individual purchase orders. The quantities printed
are for that item on the individual purchase order being examined.
Thus a single stock code can appear many times on one report. The
detailed report also contains the prices at which each item was
purchased for a given purchase order.
All of the selection criteria fields, with the exception of the
date fields, are treated as partial searches. For example, if the
vendor beginning code was entered as "MA" and the ending code entered
as "TECH", then all vendors that have assigned codes between "MA" and
"TECH" will be included in the reports. The longer the data entered
in each field, the more specific the report. Depending the
information entered into each field, the report produced can be very
specific or very comprehensive.
The selection criteria ranges available are the vendor code, date
of purchase order creation, stock code, product category, and product
subcategory. Each of which range can be as detailed or as broad as
desired.
If an field is left blank, then all data compared against that
field will be considered a match. This allows open ended search
criteria. If both the beginning and ending field for a given criteria
set are blank, then that criteria will not be checked during the
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sorting of the data. Do not leave either of the date fields blank as
this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to accept the
data and begin the report. A report will be printed even if no data
was found to match the criteria.
NOTE: The search criteria fields are not checked for invalid
ranges. If an ending field is entered that is lower than the
beginning field, or visa versa, then no data will fit the criteria,
and thus no information will be included in the report.
Reprint P.O.
The print function allows an individual purchase order to be
reprinted.
When prompted for the purchase order number to print, the number
must be entered according to the following format.
The first four digits of the purchase order must be the four
digit calendar year in which the purchase order was created. The year
must then be followed, (without any spaces), with a dash. The order
number must immediately follow the dash.
The following are examples of valid purchase order numbers to be
reprinted:
1988-22
1990-89
1990-123456798
The following are examples of invalid purchase order numbers:
1990 - 78
1977- 100
90-78
Once a valid purchase order number is entered, the order
information will be retrieved and you will be prompted to enter the
printout destination.
Select the desired printer port and press enter.
After the order is printed, you will be returned to the P.O.
selection menu.
Sales Reports
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This section of the Track-It manual covers all sales reports
provided by Track-It.
Summary Daily Sales
The summary daily sales report is identical in operation to the
daily sales report, but only displays the total sales volume
information on the screen. The daily and month to date summary
reports were included to allow easy retrieval of sales information
without an extensive use of paper printouts.
The displayed data from the daily sales summary report is simply
the totals that would be printed at the end of the detailed daily
sales report. No information about specific invoices or items is
displayed.
When the information is no longer needed, press Enter or Esc to
clear window from the screen and return to the menu.
Invoice Balance
The invoice balance report prints a list of invoices that have an
outstanding balance. An invoice will be included on the report if its
total less any payments, adjustments, and write-offs is greater than
zero.
After selecting this function, you will be presented with the
sales reports criteria window.
The selection criteria ranges available are the customer last
name, date of purchase, and the salesperson. For this function, the
stock code and category fields are not used, and any criteria entered
in these fields will be ignored.
If an field is left blank, then all data compared against that
field will be considered a match. This allows open ended search
criteria. If both the beginning and ending field for a given criteria
set are blank, then that criteria will not be checked during the
sorting of the data. Do not leave either of the date fields blank as
this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to accept the
data and begin the report. A report will be printed even if no data
was found to match the criteria.
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NOTE: The search criteria fields are not checked for invalid
ranges. If an ending field is entered that is lower than the
beginning field, or visa versa, then no data will fit the criteria,
and thus no information will be included in the report.
The printout will contain a list of all the invoices that have an
outstanding balance. The invoices will be grouped by customer. The
total outstanding balance of each customer is printed after each
group, and a total outstanding balance for all invoices on the report
is printed at the end of the report.
Please note that the amount in the paid column includes any
adjustments and write-offs on an invoice.
After printing the report, you will be returned to the main menu.
Custom Sales Report
The custom sales report provides a means of determining the
quantity of specific items sold within a given period of time.
Upon selecting this report, you will be presented with the sales
report criteria dialog. The first two edit fields allow you to enter
the beginning and ending names of the customers that you wish to
include in the report. All invoices that do not have customer names
within the range entered will be excluded from this report.
The second pair of edit field available to modify is the
beginning date of the report. This field is automatically set to
January first of the current year, and the ending field is
automatically set to the current date. If the beginning or ending
date is incorrect, enter in the desired dates.
If a comprehensive report including all items sold within the
entered period of time, press Enter or OK with all blank fields to
begin the report. If only a specific group of items is desired, they
can be selected by the stock code, the product category, the product
subcategory, or an combination of the three criteria.
A pair of fields for a range is provided to allow the selection
of items to be linked to a range of salespeople.
Open ended criteria is also possible by leaving either the
beginning or ending fields blank. For instance, if the beginning
stock code is entered as "SX", and the ending field is left blank, all
items with the a stock code starting with the letters "SX" through
"XXXXXXXXXXXXXXX" will be included in the report.
Each line item on the report will include the stock code, a brief
description, the manufacturer, model number, the product category,
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subcategory, and the quantity sold within the designated period of
time.
After the report is complete, you will be returned to the main
menu.
Daily Sales
The daily sales report prints a list of all items sold on the
specific date entered.
There are no options for this report other than to change the
date of the report.
After the date is entered, Track-It will compile all available
sales information for the date entered. The printed report will list
each line item for all invoices created on the desired date in no
specific order.
Each line item will show the stock code of the item, a
description, the items manufacturer, the invoice number, the per unit
price, the quantity, calculated tax, the per item cost, and the profit
for the line item.
If the stock code is designated as serialized, each serial number
currently associated with the stock code and invoice will also be
printed. The cost of each serial number along with the profit for
each serial number will be printed instead of an overall cost and
profit for the line item.
The totals of each column for all serialized items will be
calculated and printed.
Under the serialized totals will be the column totals of all
items sold regardless of their serialized status.
It is highly recommended that a daily sales report be run each
night after closing to provide a secondary method of tracking sales
history.
Invoice Report
The invoice report prints a list of all invoices that were
created for a specific period of time regardless of the invoice
balance.
After selecting this function, you will be presented with the
sales reports criteria window.
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The selection criteria ranges available are the customer last
name, date of purchase, and the salesperson. For this function, the
stock code and category fields are not used, and any criteria entered
in these fields will be ignored.
If an field is left blank, then all data compared against that
field will be considered a match. This allows open ended search
criteria. If both the beginning and ending field for a given criteria
set are blank, then that criteria will not be checked during the
sorting of the data. Do not leave either of the date fields blank as
this will cause invalid reports.
Enter in the criteria desired and press Enter or OK to accept the
data and begin the report. A report will be printed even if no data
was found to match the criteria.
NOTE: The search criteria fields are not checked for invalid
ranges. If an ending field is entered that is lower than the
beginning field, or visa versa, then no data will fit the criteria,
and thus no information will be included in the report.
The printout will contain a list of all the invoices that match
the entered criteria. The invoices will be grouped by customer. The
total sales and outstanding balance of each customer is printed after
each group, and a total for sales and balances for all invoices on the
report is printed at the end of the report.
Please note that the amount in the paid column includes any
adjustments and write-offs on an invoice.
After printing the report, you will be returned to the main menu.
Month to Date Sales
The month to date sales report is almost identical to that of the
daily sales report with the exception that it deals with a larger time
period.
When the function is started, you will be prompted to confirm the
displayed month or enter a different month. Press enter to accept the
current month. If the month entered is already completed, such as the
prior calendar month, then all sales within that month will be
printed. If the current month is selected, all sales within the
current month will be included up to the current date.
If a date is entered that is in the future, the report will
simply print that there were no sales and return as normal.
Summary Month to Date
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The summary month to date report is identical in function to the
detailed month to date report except in the amount of detail.
The only information that is produced is simply the sales totals
that would be printed at the end of the detailed month to date sales
report. No information about specific invoices or items is displayed.
When the displayed information is no longer needed, press any key
to clear the window and return to the menu.
Custom Summary Sales
The custom summary sales report is similar to that of the custom
sales report with the exception that the data is summarized.
The selection criteria available is identical to that of the
custom sales report.
Each line of the report includes the stock code, a description of
the item, the manufacturer, the category and subcategory, the total
quantity ordered, and the total quantity shipped for all items that
fit the criteria.
After the report is finished, you will be returned to the reports
selection menu.
Reprint Invoice
The reprint invoice function is simply a means by which an
invoice can be recreated if lost by the customer, or reprint if a
mistake was made when entering in the sales information.
When prompted, enter in the number of the invoice to be
reprinted. An invoice number that does not correspond to an invoice
in the current sales history will be rejected.
After receiving the invoice information and line items, you will
be prompted to select the printer to which the output will be
directed. Select the correct printer and press enter.
After the invoice is printed, you will be returned to the main
menu.
Vendor Reports
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There are two vendor reports available; selection and sorting by
vendor name, and selection and sorting by vendor code.
Upon entering either report, you will be prompted to enter the
range of vendors you wish to print, either by code or name. Enter the
vendor range and press Enter or OK. Pressing Esc will back you out of
the report and return you to the menu.
Options
This segment of the Track-It manual covers the functions
available under the options menu.
Batch Operations
This function allows the user to run several functions from each
of the programs segments. Most of these functions can take extended
periods of time, and thus have been included in the batch option to
allow them to run without user input whenever time allows or after
normal business hours.
Use the tab key to move between sections of the batch function,
and the cursor keys to move the highlight. Press the space bar or
click on each selection to select or deselect each item. Every
function that is checked will be run in the order that they appear on
the screen.
The verify indexes section of the batch processing will verify
the contents of the indexes of each section checked. This ensures that
the indexes match the data.
The purge dead data function scans the selected data files and
determines if each entry is currently in use. If an item is not in
use, it is deleted from the system.
The storage reclamation section actually recovers the space used
by deleted data.
The only user input required after confirming the start of the
batch, is to confirm or enter in the correct month for the MTD sales
report.
It is recommended that the entire batch be run at the end of each
calendar month.
Backup Functions
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The backup submenu provides access to an internal method of
creating backups of the data created and stored by Track-It.
Backup
The backup function will create a backup of all .DAT files in the
current data location. This function uses the DOS backup command to
provide functionality.
Restoral of the data can either be performed from the restoral
function provided by Track-It or can be run manually from the DOS
command line.
Upon selecting this function, Track-It will prompt you to enter
the drive letter to where the backup will be sent. Entry of either A
or B is required.
Track-It will then use the current data location information to
call the DOS backup function. All files that match *.DAT will be
backed up.
*Note: The backup function does NOT make copies of the indexes. Thus
if the data ever requires restoring, all indexes must be verified
prior to use to prevent data corruption.
Restore
The restore function replaces the data currently in the data path
with a copy of the same files from an earlier date. This function uses
the DOS restore command to provide functionality.
Upon selecting this function, Track-It will prompt you to enter
the drive letter from where the backup will be restored. Entry of
either A or B is required.
Track-It will then use the current data location information to
call the DOS restore function. All files that match *.DAT will be
overwritten with the data contained in the backup.
*Note: The restore function does NOT replace copies of the indexes.
Thus all indexes must be verified prior to use to prevent data
corruption.
Customization
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Several elements of Track-It are customizable. The elements
include the default colors, company information, cost calculation
method, invoice disclaimer lines, and the printer configuration.
Colors
Upon selecting the colors menu selection, you will be presented
with the color modification dialog box. The Colors dialog box
consists of two list boxes, a text display area, the standard OK,
Cancel, and Help buttons, and one of the following:
_ On color and black-and-white systems, it also contains two color
palettes.
_ On monochrome systems, it contains a set of radio buttons instead
of the palettes.
The first list box contains a list of all the different areas
where you can control the colors. Use the arrow keys or the mouse to
select which area to modify.
+- Group -------------+
| Desktop |
| Menus |
| Dialogs/Calc |
| |
+---------------------+
The Group list box contains the names of the different regions of
the program within an area that you can customize.
+- Item --------------+
| Color |
| |
+---------------------+
When you select a group from the Group list, the Item list box
displays the names of the different views in that region. Each item
displayed in Track-It has a Foreground and a Background associated
with it. As you select different Foreground and Background
selections, the display region will show you what the item would look
like after saving the changes.
+ Foreground + + Background +
| __________ | | __________ |
| __________ | | __________ |
| __________ | +------------+
+------------+
On color and black-and-white systems, you use the Foreground and
Background palettes to modify colors.
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+ Colors --------------+
| (_) Mono low |
| ( ) Mono high |
| ( ) Mono underscore |
| ( ) Mono inverse |
+----------------------+
On monochrome systems, you use the Colors set of radio buttons
systems to modify the character attributes.
+----------------+
| Text Text Text |
| Text Text Text |
+----------------+
On all systems, the display text (above the Help button) shows
the current color or attribute settings.
Changes do not take effect on the desktop until you close the
Colors dialog box by choosing OK. When you close the dialog
box with the OK button, the new colors are stored in a file called
PALETTE.DAT in the same location as the program. Delete this file if
you wish to quickly restore the default colors.
It takes a little while to get used to the way that Track-It
manages colors, but the manner in which we handle colors ensures that
colors are consistent throughout the program.
Company Information
Upon selecting the company information menu selection, you will
be presented with the company information entry window.
Enter in the information requested for each field. Most of the
information that you enter in these fields will be printed at the top
of invoices and customer orders. No special considerations are needed
for centering as this is done immediately prior to printing for each
invoice or order.
The contents of the default ship via field is inserted
automatically on each invoice and customer order. Enter in the most
common method of product shipment into this field.
The next field is an indicator as to whether or not the company
information is printed at the top of invoices and customer orders. If
you are printing invoices on letterhead, leave this box unchecked. If
you wish Track-It to print the invoice and order headers, check this
box.
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The print all payment types indicator tells Track-It if you want
to simply print the total amount paid on an invoice, or if you wish to
print the specific amounts of each payment type on the invoice. Leave
this field unchecked to print the total paid, or checked to print each
payment type on the invoices.
The check stock on order/invoice option determines if Track-It
checks
the quantity available for an item as it is processed or simply
display the quantity on hand. If you have Track-It check available
quantities, Track-It will scan the outstanding orders each time an
item is invoiced and subtract the quantity on order from the quantity
on hand. Please take into consideration that there is considerable
overhead involved with checking the quantity available each time an
item is brought up for invoicing or ordering before selecting this
option.
The cost calculation method buttons tell Track-It how to
calculate the cost of a stock code. If you check the last cost
method, Track-It will assume the cost of a stock code is the cost of
the item the last time it was received. If you check the cost
averaging method, Track-It will calculate the weighted average cost
of the stock code.
The precision field allows you to set Track-It to round to either
two or three decimal places for stock code prices and costs. Set this
option to three decimal places only if you will be dealing with stock
codes that are either priced or cost less than a penny.
When all the fields are correct, press Enter or OK to save the
changes. Press Esc or the cancel button to close the window without
saving the changes.
The company information is stored in the same location as the
program's data. Thus by modifying the company information, all
systems that access shared data pick up the changes the next time each
system starts Track-It.
Disclaimer Lines
The disclaimer lines menu selection allows you to modify the text
that is printed in small print at the bottom of every invoice.
You can use the disclaimer lines to display text that describes
your return policy, you monthly specials, or anything that you wish
your customers to see at the end of their invoice.
The disclaimer line text is stored in the same location as the
data files to ensure that all terminals access the same information.
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Each line can contain up to 132 characters of text and will be
printed exactly as typed in the field. The field will scroll to allow
the entry of more text than what will appear on the screen.
When both fields are correct, press Enter or the OK button to
save the changes. Press the Esc or cancel button to close the window
without saving your changes.
Printer Setup
The printer setup section of Track-It allows you to tell Track-It
which type of printer(s) you have attached to your system.
After selecting this menu selection, you will be presented with a
dialog box that lists your current printer selections, and the current
default printer port.
If either of the printers listed are incorrect, you need to
change the printer information for Track-It to correctly print your
reports. Press Alt-1 to change the printer attached to LPT1, or Alt-2
to change the printer attached to LPT2.
If you wish to change the default printer port, move the indicator of
the default printer port to the port that you wish to have as the
default. By changing the default port to either LPT1 or LPT2, you can
indicate to Track-It where a majority of your printouts will be sent,
and relieve you from having to change the port each print.
After selecting a printer to change, you will be presented with a
list of four printer selections. The selections in the order that
they appear are; Epson, HP Laserjet, IBM Proprinter, and User Defined.
If your printer is compatible with any of the first three
selections, use the cursor keys and space bar, or select the correct
printer with the mouse. When the correct printer for that port is
selected, press Enter. Press Esc to return to the printer setup
window without making changes. The printer setup window will
immediately show any changes that you have made.
If your printer is not compatible with any of the printers
listed, select the user defined option to enter the setup strings for
your printer. This will allow your printer to work correctly with
Track-It. See the next section, custom printer setup, for specific
information about user defined printers.
When the printer information is correct, press Alt-O or the OK
button to save the information. Press Esc or Cancel to return to the
menu without saving changes.
Custom Printer Setup
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After selecting a user defined printer, you will be presented a
window with several fields. This screen allows you to enter in the
command strings for printers that are not compatible directly
supported printers. The command strings are sent by Track-It to tell
the printer to change how it will print. Printer commands are also
commonly known as escape sequences or escape codes since most printer
commands begin with the Escape character, 27. Because many printers
have their own command strings, which are not compatible with the
available selections, you have to enter in the commands that were
provided to you in your users manual. If you do not have your printer
users manual, please contact the manufacturer of your printer for the
correct commands.
Each line in the window represents one command string for one
function on your printer. Each character of the string, with the
exception of the printer name, should be entered as a decimal number
and separated by a '\' symbol. Thus if the command for your printer
to set it to 17 characters per inch (compressed print) is:
27 38 107 50 83 0
you would enter 27\38\107\50\83\0 on the line for 17 CPI.
Enter the name of the printer that you are setting up in the
printer name field. This field is used to indicate to you the
printers which are attached to which port at printer selection time.
The 17 CPI field is where you will place the command to set your
printer to 17 characters per inch, also known as compressed print.
The 10 CPI field is where you will place the command to set your
printer to 10 characters per inch, which is also known as PICA print.
Some printers have a specific command to release the compressed
print setting rather than just setting the printer back to 10 CPI. If
your printer has a specific command to release compressed print, enter
it in the Release 17 CPI field. Your printer may not have this
command.
The 6 LPI field is where you will place the command to set your
printer to 6 lines per inch.
The 8 LPI field is where you will place the command to set your
printer to 8 lines per inch.
The initialize field is where you will place the command that
initializes your printer. Many times a printer needs to be set to a
specific state prior to printing, such as changing the margin. By
entering in the initialize printer command, you can ensure that
Track-It sets your printer exactly how you want it prior to printing.
Most printers will not need this field.
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The reset field is where you will place the command to reset your
printer. If your printer has a reset command, please enter it in the
field. This will ensure that Track-It can set your printer back to
its power on state after each print. By resetting the printer after
each print, Track-It makes it easier on other users by not leaving the
printer in an unknown state.
Track-It will print invoices and customer orders in a high
quality print mode if your printer has the capabilities. The NLQ/LQ
field is where you will enter the command to set your printer to a
higher print quality. This command generally has no effect on laser
printers as they always print letter quality print and thus can be
left blank.
The release NLQ/LQ field is where you will place the command to
reset your printer back to its default print quality. Again, this
command generally has no effect on laser printers as they always print
letter quality print and thus can be left blank.
When all the fields are set correctly, press the Enter key or the
OK button to save the changes. Press the Esc key or the cancel button
to cancel the edit and return without any changes.
Data Location
The data location menu selection allows you to change where
Track-It stores the data. Track-It assumes that you intend to store
data in the same directory that you placed the program unless you
specifically tell Track-It to look some other place for the data. If
you are running on a network, you must set the data location on each
system.
Upon selecting the data location option, you will be presented
with a dialog box that contains an input field, a directory tree, and
several buttons.
If you already know the exact location where Track-It is to store
the data, enter it in the input field. You must specify the entire
path, including the drive, to ensure that Track-It can find the data.
If you are storing the data in a subdirectory called 'TRDATA' on
the 'E' driver, enter 'E:\TRDATA' on the input line and press Enter or
the OK button.
If you do not know the exact location, you can scan through the
directory tree with the cursor keys or the mouse.
To change the drive that the directory tree is displaying,
highlight the line that says 'Drives' and press enter. Track-It will
display a list of available drives.
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To select a directory, use the cursor keys or the mouse to move
the highlight to the correct directory. After the correct directory
is highlighted, press Enter twice to change the directory. The first
Enter accepts the highlighted directory, and the second Enter tells
Track-It to actually change directories.
The data location that you entered will now be retrieved and used
each time that Track-It is started.
DOS Shell
The DOS shell menu selection lets you temporarily leave the program to
perform a DOS command or run another program. Track-It will swap all
but about 10K of ram occupied by the program down to disk, leaving you
with almost all of the available system memory to work with.
After you have completed the desired tasks in the DOS shell, type EXIT
at the DOS prompt to return to Track-It.
File Viewer
The file viewer menu selection is a simple ASCII text viewer.
This viewer can read any report created by Track-It and display it on
the screen.
For reports that are wider than the screen, the viewer is capable
of scrolling left and right as well as up and down.
After selecting this option, you will be prompted to enter a file
name to view. Track-It automatically displays a list of files that
match *.TXT.
Enter in the file name that you wish to view in the input line,
or select the file from the list in the file list box. Press enter
when the file name is either highlighted or entered in the input line.
After retrieving the file, Track-It will display the file in a
large window. Use the cursor keys to move the text in the window.
The mouse can also be used to click on the scroll bars to move the
window.
When you are done viewing the test, press ALT-F3 or click on the
little square box in the upper left hand corner of the window with the
mouse. Pressing Esc does not close this window.
Purge History
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This segment of the Track-It allows the user to remove outdated
sales, purchase order, or order entry history from the system to both
recover drive space and increase the performance of Track-It.
After selecting the data that you wish to purge, you will be
asked to enter the purge date. All history for the data that you have
selected that is dated earlier than the date you enter will be removed
from the system.
The changes made by the purge history functions are permanent, as
Track-It has no way to recover items once they have been purged.
Please make a backup prior to running any of these functions.
Number Sequence
The number sequence functions allow you to change the number
sequence of the purchase orders, invoices, orders, or stock numbers.
Upon choosing this menu selection, you will be presented with a
second menu of the number sequences that are available for
modification. Select the area that you wish to modify.
Enter in the next number you wish to use for the selected number
sequence and press enter. Track-It will not allow you to enter in a
number that is equal to or less than the next available number. This
prevents you from entering in the number 900 when the next number
would already be 950.
Verify Indexes
The index verification functions compare the contents of an
individual set indexes with the actual data in the data files and
corrects any discrepancies. These functions do not modify data in any
way.
Select the indexes that you wish to verify and press enter. A
status window will indicate that the verification process if
progressing.
You will be returned to the main menu when the verification is
complete.
Summary
If you have made it this far, you know most everything there is
to know about Track-It and how to operate it. We at Millennium
Software hope that this manual has been of some help and worth your
time to read it.
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If you have found part of this manual to be incorrect or simply
not clear enough, please contact us, and we will attempt to make any
necessary changes.
If you have any problems, questions, or suggestions, we would
very much like to hear about them.
We wish you good fortune and prosperity in your business.
