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FREON MANAGER |
Version 1.0 |
USER GUIDE |
|
(C) Copyright 1992 by:
One World Software
P.O. Box 269
Bronston, KY 42518-0269
"Software toward a better world"
LICENSE AND DISCLAIMER
This program is marketed by the shareware method. It is not
free software. User is granted limited license to use this software
for a trial period not to exceed 30 days to determine its usefulness.
Use of this program after this period requires registration. See the
file ORDER.FRM included with this package for more information.
You the user assume all responsibility for the selection of this
program to achieve your intended results and for the installation, use,
and results obtained by use of the program. One World Software and its
agents in no manner assume responsibilty for results obtained by use
of this program or for any damages incurred as a result of use of this
program.
Installation and continued use of this program implies consent
to abide by these terms.
i
LICENSE AND DISCLAIMER.................................... i
TABLE OF CONTENTS......................................... ii
SECTION ONE: Getting Started.............................. 2
1.1 Introduction........................................ 2
1.2 Installation........................................ 2
1.3 Running the Program................................. 3
1.4 Data Entry.......................................... 3
1.5 Modes of Operation.................................. 4
1.6 Getting Help........................................ 6
1.7 Key Summary......................................... 7
1.8 Initial Data Entry.................................. 7
1.9 Closed and Open Records............................. 8
SECTION TWO: Databases.................................... 10
2.1 Freon Types and Inventory........................... 10
2.2 Job Usage History................................... 11
2.3 Freon Acquisitions.................................. 12
2.4 Freon Disposal...................................... 13
2.5 Physical Inventory.................................. 13
2.6 Vender Database..................................... 15
2.7 Customer Database................................... 15
2.8 Technicians Certifications.......................... 16
2.9 Program Configuration............................... 17
SECTION THREE: Reports.................................... 18
3.1 Freon Inventory Report.............................. 19
3.2 Freon Audit Trail................................... 20
3.3 Inventory Worksheets................................ 21
3.4 Job Usage Report.................................... 21
3.5 Acquisitions Report................................. 22
3.6 Disposal Report..................................... 23
3.7 Vendor Listing...................................... 24
3.8 Customer Listing.................................... 24
3.9 Certification Renewals.............................. 25
3.10 Freon Inventory Labels............................. 25
3.11 Vendor Shipping Labels............................. 26
3.12 Customer Mailing Labels............................ 26
SECTION FOUR: Utilities................................... 27
4.1 Backup Data Files................................... 27
4.2 Restore Data Files.................................. 27
4.3 Compress Data Files................................. 28
4.4 Reindex Data Files.................................. 28
APPENDIX A: In Case of Difficulty......................... 29
APPENDIX B: Adding/Editing Printer Codes.................. 30
ii
SECTION ONE: Getting Started
1.1 Introduction
Freon Manager version 1.0 is a comprehensive freon tracking
system for IBM and compatible computer systems. This one package will
handle all your freon management needs. Freon acquisitions, disposal,
losses due to inventory and job usage are tracked separately for each
freon type you handle.
Freon Manager does not attempt to replace systems that handle
your finances or purchase ordering. What Freon Manager does is
maintain a complete audit of all transactions involving freon as
required by the Clean Air Act of 1990.
Some features of Freon Manager are:
- simplified data entry
- complete dBASE III compatibility
- flexible reporting
- customer, vendor, and certification databases
- wide variety of printer support
Freon Manager requires the following hardware/software:
- IBM PC, XT, AT, or close compatible computer
- 640K system memory
- DOS 3.1 or greater
- hard drive with at least 2 megabytes of free space
- printer
- video monitor
- mouse (optional)
Before using the program, please take some time to study this
manual carefully. This will help eliminate time consuming errors and
frustration in program set up and operation. You will save the time you
spend now many times over in the future.
1.2 Installation
To install Freon Manager on your computer system, first exit from
any menu programs or shells to the DOS prompt. Make a copy of the
distribution diskette for installation and archival purposes with the
DOS DISKCOPY command like this:
1. Place the distribution diskette in drive A:.
2. At the DOS prompt, type DISKCOPY A: A: and press <Enter>.
3. When prompted, place a blank disk (of the same type as the
distribution diskette) into drive A: and press <Enter>.
NOTE: If you are using a floppy drive other than A:, substitute the
proper drive letter for A: in the above steps.
Put your original distribution diskette in a safe place. Install
Freon Manager from your new archival backup disk by placing it in drive
A: and entering at the DOS prompt:
A:INSTALL <Enter>
2
The installation program will create a directory named FREON on
your hard drive. The installation program will then copy the required
files to your hard drive.
At this point you are given the option to configure Freon Manager
or exit to DOS. Use the arrow keys to highlight the selection of your
choice and press <Enter>. Section 2.9 covers the configuration of Freon
Manager in detail.
1.3 Running the Program
If you desire to run Freon Manager from a menu program or shell,
consult its documentation for details on how to install new
applications in the menu system. Ensure the menu program sets the
proper directory for Freon Manager or it may not function correctly.
You may start the program from the DOS command line by entering
the following commands:
CD \FREON <Enter>
FREON <Enter>
This will start the program. The title screen will appear on the
screen. Press a key to pass the title screen or wait 15 seconds for the
screen to move on of its own accord. You are now at the main menu.
All menus in Freon Manager behave in a similar fashion. Freon
Manager has three major menus which group program functions by
similarity of function. The main menu permits access to all databases
and other menus. The report menu presents a list of reporting options.
The file utility menu presents functions for maintenance of your
databases.
All menus use a highlight bar to show which function is currently
selected. Use the arrow keys to move this bar to the function of your
choice and press <Enter> to select it. Also, in each choice there is a
single letter printed in high intensity. You may press this "hotkey" to
immediately select a function.
Mouse users may select an option by moving the mouse cursor to
the selection of their choice and clicking the left button once.
Anywhere in the program you may press <Esc> to return to the
previous menu. Pressing <Esc> at the main menu will exit the program.
The program will ask you to confirm the exit. Press "Y" or <Enter> to
exit the program, or press "N" or <Esc> to remain in the program.
1.4 Data Entry
After selecting a data base you will be presented a data entry
screen, or form. This form is your interface to the data bases. All
data entry forms in Freon Manager function in an identical manner.
3
The top line of the data entry form provides information
concerning the form or database name, the current mode of operation
(section 1.5), the record status (open or closed, section 1.9) and
the current time. For menus this line conveys the menu name and time.
Report forms indicate the report name and time.
The section of the form enclosed by a box is the actual data
entry area of the form. This area consists of field names printed in
high intensity and fields, printed in inverse. Your data goes in to
the fields. The field names tell you the purpose of the field. You may
move from field to field within a data entry form in one of several
ways:
- Press the TAB or ENTER key to advance one field.
- Press SHIFT-TAB to retreat one field.
- Use the up/down arrow keys to move forward or back.
- Click the mouse on a field.
The cursor is always located on the active field.
This collection of data fields make up a data record. A
collection of data records together in one file make up a database.
Therefore, each data entry form in Freon Manager is really an interface
to a database.
At the bottom of the form are buttons that perform special
operations. Printed on each button is the key stroke that activates it
and what the button does. These buttons may be operated in one of three
ways:
- Move the cursor to the button with the movement keys and
press <Enter>.
- Press the key stroke combination printed on the button.
- Click the mouse on the button.
Each form has at least two buttons at the bottom. The first
button will produce a help screen for whatever you may be doing, and
the second will exit the form.
At times on each form there may be a field name highlighted in
bright blue (bright inverse on monochrome monitors). The meaning of the
highlighted field name varies with the mode of operation, and is
explained in the next section.
1.5 Modes of Operation
There are three general modes of operation each form may operate
in: add mode, browse mode, and search mode. Each mode works as the
name implies: adding records, browsing records, and searching for
records. The current mode of operation is printed in the upper left
corner of the form.
You change the current mode of operation by pressing:
F1 - Go into add mode
F2 - Go into browse mode
F3 - Go into search mode
4
Mouse users may click on the mode display to pop up a mode change
menu. This menu lists the modes of operation and functions like all
other menus in the program.
Once you have added records to a database, you may change modes
at will. You may add records, browse, or search as you desire without
concern.
Add mode is for entering new records. When entering a form that
has no records, you are automatically placed in add mode. When in add
mode, all fields on the form are empty. To enter a record, type
information into each field. Use the movement keys to go from field to
field entering all desired information.
When the desired information has been entered into the form,
press <F10> (the action key). The data you entered will be saved into
the database, the program will sound one high pitched beep, and the
fields will again clear to accept new data.
You will note as you enter some fields in add mode the field name
may become highlighted in bright blue (bright inverse on monochrome
monitors). The highlighted field name indicates there is an associated
look-up table for this field. A look up table is a menu of records in
another database you may use for this field. Many fields throughout the
program have look-up tables associated with them.
To activate a look-up table, press the <F8> key when the field
name is highlighted. This will produce a pop-up menu on the right side
of your screen containing items you may select. Move the highlight bar
with the arrow keys to highlight your choice and press <Enter> to use
it. If there are more records available than will fit on the screen,
the menu can be browsed with the PgUp, PgDn, Home and End keys. If you
decide not to select an item from the menu you may press <Esc> to
return to the data entry form.
Browse mode is for looking over and editing your records. When
you first enter a form you are placed in browse mode (if records are
available). Initially you are shown the first active record in the
database. If you leave a form and later return, the record you last
accessed will appear.
The browsing of records is done by indexing. An index is a list
of records stored in a particular sorted order. Browse mode uses an
index to find your records, based on the current index field (the index
fields vary from database to database). Indexing is performed
completely by the program: this information is provided only to help
you become familiar with record access.
Browsing records is possible using the PgUp and PgDn keys.
Pressing PgDn will bring the next record in the index to the screen.
PgUp will bring the previous record to the screen. If you are at the
end of an index, pressing the page keys will produce a low beep to
inform you the end of the index has been reached.
You may move directly to the end of an index by pressing and
holding the Ctrl key and tapping PgDn. Likewise you may move directly
to the beginning of an index by pressing Ctrl-PgUp.
5
When in browse mode, one field name will be highlighted in bright
blue. This highlighted field name is the field used for the current
index. All browsing is done on this index. Many forms have more than
one index field available. Pressing <F5> will change the current index
if more than one index is available. Pressing <F5> continually will
cycle through all available index fields.
Editing of records may be performed while in browse mode. To make
a change to a record, first bring the record to the screen using the
browsing keys. Use the cursor movement keys to place the cursor on the
field to be edited. Make the desired changes to the record and press
<F10>. The program will update all records and indexes required by the
change and sound one high pitched beep. CHANGES WILL NOT BE SAVED
UNLESS <F10> IS PRESSED!
Records may also be deleted while in browse mode. To delete a
record, first bring the record to the screen using the browsing keys.
Press <F4> to delete the record. The program will sound a high pitched
beep and ask you to confirm the deletion. Answer the question by
pressing "Y" or <Enter> to delete the record, or press "N" or <Esc> if
you decide not to delete the record. If you confirm the deletion, the
program will delete the record and associated fields, and sound two
high pitched beeps. The next record in the index is automatically
brought to the screen.
WARNING: Once you delete a record there is no way to get it back!
Search mode is used to locate any particular record in the
database. When entering search mode, all fields will clear and the
cursor is placed in the current index field. Enter the data to search
for and press <F10>. The closest match to the text you entered will be
found and the record brought to the screen. You are then placed into
browse mode.
Searches are performed on index fields. Pressing <F5> will cycle
the current index field if more than one index is available. Changing
the index field in search mode will change the index field for browse
mode as well.
Most search fields have look-up tables associated with them.
Look-up tables are available when the field name is highlighted in
bright blue. Press <F8> to access the look-up table. A look-up table
will appear with all the available records in the database.
1.6 Getting Help
On any form or menu you may press <Alt-H> to access a help screen
on whatever you may be doing at the time. This help screen will list
your options and provide other information about the task at hand.
On the bottom of each help screen are hyperlinks to other related
help topics. A hyperlink is text enclosed by the characters "". Each
hyperlink leads to screens containing information on the topic enclosed
by the hyperlink markers. To use a hyperlink, use the Tab, Shift-Tab
or arrow keys to move the cursor to the topic of your choice and press
<Enter>.
Mouse users may use hyperlinks by clicking the mouse on the
hyperlink of their choice.
6
When you are ready to exit help press <Esc>. Mouse users may exit
help by clicking on the upper left corner of the help window. Exiting
help will close the help window and return you to the data entry form.
1.7 Key Summary
The following chart lists all keys with special functions
associated with them. These keys function the same throughout the
program.
ALT-H........................ Help
F1........................... Go into Add Mode
F2........................... Go into Browse Mode
F3........................... Go into Search Mode
F4........................... Delete Current Record
F5........................... Change active index
F8........................... Bring up look up table
F10.......................... Action key (complete pending action)
ESC.......................... Exit current form or program
TAB.......................... Move cursor to next field
ENTER........................ Same as Tab (form) or select item (menu)
SHIFT-TAB.................... Move cursor to previous field
UP/DOWN ARROWS............... Select item (menu) or move cursor (form)
PGUP......................... Display previous record in index
PGDN......................... Display next record in index
CTRL-PGUP.................... Display first record in index
CTRL-PGDOWN.................. Display last record in index
1.8 Initial Data Entry
The most important part of any computer-based database system is
the initial data entry. Without a good base from which to start a
computerized system cannot deliver meaningful results for some time.
Please try to set aside some time to compile and enter as much data as
possible. The order in which data is entered is also important and will
determine how long the initial data entry will take. Some thought
should be given to the process.
If you use more than one or two vendors to supply your freon
needs, enter vendor information in the vendor database first. The
program will save considerable typing effort later by supplying the
vendor's name, address and phone number when selected from a look-up
table.
Next enter technician names in the certification database. At
this point it is not important to completely fill every field for each
technician's record. Rather, by defining each employee in the database
you will be able to select their names from a look-up table instead of
typing them in. The remainder of each technician's certification record
may be completed at a later date.
You will have to perform a physical inventory of the different
freon types used by your business. Compile a list of the types you use,
the amounts on hand, and where you store them. Now enter the freon
types in the types and inventory database. Enter the quantity on hand
for each freon type in the physical inventory database. Your initial
data entry is now complete.
7
You will note it is not possible to modify the inventory level
from the freon types and inventory screen. The entire purpose of the
program is to record every transaction that affects your inventory
level. For this reason you may not directly modify the freon inventory
level field. Inventory levels are adjusted by physical inventory
records, job usage records, and records of acquisitions and disposal.
Before using the program on a daily basis you may wish to enter
customer information in the customer database. Enter just those
customers serviced on a regular basis. This will save time later by
supplying the customer's name and address when selected from a look-up
table.
From this point forward expect to spend 10-15 minutes a day
updating freon transactions. Each day you should enter job usages,
freon acquisitions and freon disposal. Only by dedicated effort can you
sufficiently track your freon transactions to meet current government
standards.
1.9 Closed and Open Records
There are two transaction record types in Freon Manager: open and
closed. An open record may be modified or deleted at will. A closed
record may not be deleted or modified. The purpose of open and closed
records will be discussed momentarily. First of all, let's find out
what makes a record open or closed.
A closed record is a transaction record whose date is prior or
equal to the latest physical inventory on file for a freon type. An
open record is a record whose date is later than the last physical
inventory for that freon type. The status of a transaction record is
listed on top of the data entry form for your reference.
There are many reasons for the open/closed record system. Of
primary importance, an open/closed system will maintain the tightest
possible record of your freon inventory. Once a physical inventory of a
particular freon type has been entered, it is not possible to alter the
usages, acquisitions, disposal, etc. prior to the inventory date. These
records determine the freon type's audit trail leading up to the
inventory and must be preserved.
When a physical inventory record is entered, it is assumed you
have reconciled all outstanding transactions and accounted for losses
and gains of freon due to inventory. Since these losses or gains have
been reconciled, no further transactions leading up to the inventory
date are possible. Thus, the period prior to inventory becomes closed.
You may not modify a record in the closed period nor may you enter new
records in this period.
The only method by which modification of a closed record is
possible is by deleting physical inventory records until the date range
in question becomes open. This practice is not recommended, as every
change entered will affect the reported freon inventory level.
Remember, it is not possible to make a change to freon inventory
without having a record of the transaction.
8
The result of this open/closed record system is a tightly
controlled record of freon transactions. With this system you will be
able to show a complete history of freon in your business as required
by law. This audit trail is the only way to protect yourself and your
business.
9
SECTION TWO: Databases
This section covers the field structure of each database and each
field's purpose. Also covered here are any special considerations or
instructions required for each database.
2.1 Freon Types and Inventory
The Freon Types and Inventory screen is used to record freon
types used by your business. This screen also has the current amount of
each type of freon present in your inventory.
This database is the focal point of the entire program. All
transaction databases and reports use this database as an anchor. Any
changes made to this database will be reflected in others. Deleting a
freon type record will delete all associated acquisition, disposal, job
usage and physical inventory records for that freon type.
Below is a breakdown of fields in this database.
Freon Type
This is the trade name used to reference this particular freon
record. This field is the primary index field for the freon
database. A look-up table of entered freon types is available
while in search mode.
Chemical Name
Use this field to hold the chemical name for this particular
freon type.
Class, Group
Record of the class and group for this freon type.
Storage Locations
You have three lines to list the storage locations for this freon
type. This information is printed on inventory worksheets and is
an option for other reports.
Vendor
Use this field to record the primary vendor of this freon type.
An associated look-up table of entered vendors is available while
in add mode.
Vendor Phone
The phone number used to reach the primary vendor. If a vendor
was selected from the vendor look-up table, this field is filled
from the vendor file.
Current Inventory
This is the amount of this particular freon type you have on
hand. You can not modify this field directly. This field is
kept current by usage, disposal, and physical inventory records.
In this manner no undocumented change can be made to the amount
of inventory on hand. When adding new freon types this field is
set to zero.
Comments
Two lines are provided for comments about this freon type.
10
2.2 Job Usage History
This database will keep a record of service calls involving
freon. In addition to tracking the customer, freon type and amount
used, it will update the current inventory level of the freon type
indicated.
Deleting a job usage record will add any freon usage back into
inventory for the freon type specified. In this manner you may not
have an undocumented loss or gain of freon.
Below is a breakdown of fields in this database.
Invoice #
This is the job ticket or invoice number of the service call.
This field is the primary index of the job usage database. A
look-up table of entered invoice numbers is available while in
search mode.
Date
This is the date of the job. This date may not be earlier than
the date of the last physical inventory. This field is required.
Technician
Use this field to record the person responsible for the freon
usage on this job. An associated look-up table of entered
technicians is available while in add mode.
Customer Name
This is the customer for whom the job was performed. This field
is a secondary index for the job usage database. An associated
look-up table of entered customers is available in add mode, and
in search mode if this is the current index.
Customer Address, City, State, Zip Code
These fields are self-explanatory. If a customer is selected from
the look-up table, these fields are filled from the customer
database.
Freon Type
This is the type of freon used on this job. If more than one type
was used on the job, a separate job usage record for other freon
types must be entered. This is a secondary index for the job
usage database. An associated look-up table of freon types is
available in add mode, and in search mode if this is the current
index. This field is required.
Amt. Recovered
Use this field to document freon reclaimed as part of this job.
This together with the next field determine your overall freon
usage for the job. If unused this field will default to zero.
Expended
This is the amount of freon used on the job. This may be the same
freon reclaimed in the above field. If unused this field will
default to zero.
11
Balance
This field is calculated by taking the amount of freon recovered
on this job and subtracting the amount of freon expended. The
balance of usage may be greater or less than zero, depending upon
the amounts. This balance is then added to the freon inventory
level in the freon types and inventory database. You do not have
direct access to this field.
Comments
You have two lines to enter any comments about this job usage
record.
2.3 Freon Acquisitions
This database will keep a history of every freon purchase by your
business. When adding records, this database will add the amount you
provide to the inventory level of the freon type given.
Deleting a record of acquisition will subtract the amount of the
record from current inventory levels. In this manner you cannot have
an undocumented gain of freon.
Below is a breakdown of fields in this database.
Invoice #
This is the purchase order or invoice number for the sale
transaction. This field is the primary index for this database. A
look-up table of entered invoice numbers is available in search
mode.
Date
This is the date of the transaction. This date may not be earlier
than the date of the last physical inventory. This field is
required.
Freon Type
This is the type of freon purchased. If more than one type of
freon has been purchased, a separate acquisition record must be
completed for each. This is a secondary index for this database,
and is required. An associated look-up table of entered freon
types is available in add mode, and in search mode if this is the
current index.
Amount Purchased
Enter the amount of freon purchased in this field. This field is
required. When adding new records this amount is added to the
current inventory level for the freon type given.
Purchased From
This is the vendor from whom you purchased the freon. This is a
secondary index for this database. An associated look-up table of
entered vendors is available in add mode, and in search mode if
this is the current index.
Address, City, State, Zip
These fields are self explanatory. If the vendor name was chosen
from the look-up table these fields are filled from the vendor
database.
12
Comments
You have two lines to enter any comments you may have about this
acquisition record.
2.4 Freon Disposal
This database will keep a history of every freon disposal made by
your business. When adding records, this database will subtract the
amount you provide from the inventory level of the freon type given.
Deleting a record of disposal will add the amount of the record
to the current inventory level. In this manner you cannot have an
undocumented disposal of freon.
Below is a breakdown of fields in this database.
Invoice #
This is the purchase order or invoice number for the sale
transaction. This field is the primary index for this database. A
look-up table of entered invoice numbers is available in search
mode.
Date
This is the date of the transaction. This date may not be earlier
than the date of the last physical inventory. This field is
required.
Freon Type
This is the type of freon sold. If more than one type of freon
has been sold, a separate disposal record must be completed. This
is a secondary index for this database, and is required. An
associated look-up table of entered freon types is available in
add mode, and in search mode if this is the current index.
Amount Sold
Enter the amount of freon sold in this field. This field is
required. When adding new records this amount is subtracted from
the current inventory level for the freon type given.
Sold To
This is the vendor to whom you sold the freon. This is a
secondary index for this database. An associated look-up table of
entered vendors is available in add mode, and in search mode if
this is the current index.
Address, City, State, Zip
These fields are self explanatory. If the vendor name was chosen
from the look-up table these fields are filled from the vendor
database.
Comments
You have two lines to enter any comments you may have about this
disposal record.
2.5 Physical Inventory
The physical inventory form tracks physical inventories performed
by your business. This database is an important part of maintaining an
accurate count of freon types in your possession. A physical inventory
of each freon type should be performed on a regular basis.
13
Adding an inventory record does several things in Freon Manager.
First of all, any loss or gain due to inventory is added to the
current inventory level of the freon type specified.
Adding an inventory record will close the date range up to and
including the date of the inventory. That is, any transaction (usage,
acquisition, disposal, or previous inventory record) for the freon
type specified with a date equal to or before the date of the
inventory record will become closed. You will no longer be able to
modify these records. You will not be able to enter a new record with
a date in the closed date range.
The latest inventory record for a freon type remains open. You
are able to modify this record. However, all previous records for
this freon type are closed.
If you absolutely must modify a locked record, you must delete
inventory records starting with the newest until the date range in
question becomes open. The reason for this strict requirement is
modification of a transaction record prior to an inventory record can
destroy the integrity of the freon type's audit trail.
Deleting an inventory record will return the balance of freon on
the record to the freon type's current inventory level. This deletion
will also open the date range between the deleted record and the
record immediately prior to the deleted record.
Below is a breakdown of fields in this database.
Date Conducted
Enter the date the inventory was performed. This field is the
primary index for this database. This field is required. There
is no associated look-up table available in any mode.
Freon Type
The freon type being inventoried. This field is a secondary
index for this database. There is an associated look-up table of
entered freon types available in add mode, and in search mode if
this is the current index. This field is required.
Conducted By
This is the person who conducted the inventory. There is an
associated look-up table of entered technicians available in add
mode.
Amount Reported
The amount of freon as reported by the program. If a freon type
was selected from the look-up table, this field is filled from
the freon database. It is important this field reflect the
program's reported inventory!
Actual Amount
Enter the results of your physical count in this field. This
field is required.
14
Balance
This field is calculated by subtracting the actual amount of
freon from the amount reported by the program. This field may be
greater than or less than zero (depending upon the amounts
entered) and is your gain or loss of freon due to inventory. You
do not have direct access to this field. The freon type inventory
is adjusted by this amount.
Comments
You have four lines to enter your comments about this inventory
record. Use these fields to justify any difference of freon
levels reported.
2.6 Vendor Database
This database is used to keep a handy record of your major
suppliers and vendors with whom you do business. This database is
used in look-up tables in many parts of the program. Using this
database can greatly reduce time required to perform data entry in
other areas.
Modifying a vendor name, address or phone number will change this
information in any record that references this particular vendor. In
this manner all transaction records will contain up to-date vendor
information.
Deleting a vendor will simply remove the vendor from the
database. No changes are made to any other records.
Below is a breakdown of fields in this database.
Vendor Name
Enter the name of the vendor here. This field is the only index
field for this database. A look-up table of entered vendors is
available while in search mode. This field is required to add a
new record.
Vendor Address, City, State, Zip Code
These fields are self-explanatory.
Phone 1, Ext., Phone 2, Ext.
Enter the primary and secondary phone numbers and extensions for
the vendor. The primary number is referenced by the vendor field
of the freon types and inventory form.
Contacts
Use this field to enter names of salesmen.
Products
You have two lines to enter the primary products purchased from
this vendor.
2.7 Customer Database
This database is used to keep a handy record of your major
customers with whom you do business. This database is used in look-up
tables in many parts of the program. Using this database can greatly
reduce time required to perform data entry in other areas.
15
Modifying a customer name, address or phone number will change
this information in any record that references this particular
customer. In this manner all transaction records will contain
up-to-date customer information.
Deleting a customer will simply remove the customer from the
database. No changes are made to any other records.
Below is a breakdown of fields in this database.
Customer Name
Enter the customer's name here. This field is the primary index
field for this database. A look-up table of entered customers is
available while in search mode. This field is required to add a
new record.
Customer Address, City, State, Zip Code
These fields are self-explanatory.
Phone
Enter the phone number for the customer.
Contact
Use this field to enter the primary contact for this customer.
PM Agreement
If you have a PM agreement with the customer, answer this field
with a "Y". Otherwise this field defaults to "N".
Contract Number
Use this field to record the PM contract number for the customer.
This field is a secondary index for this database. A look-up
table of entered contract numbers is available while in search
mode if this is the current index.
2.8 Technician Certifications
This database is intended to track certification information
about your service technicians. The technician names entered here are
used in many other areas of the program in look-up tables. Using this
database can greatly reduce the time required for data entry elsewhere
in the program.
Below is a breakdown of fields in this database.
Technician Name
Enter the technician's name in this field in the format last,
first, MI.
Certification Number
Enter the technician's certification number here.
Social Security
Use this field to record the technician's social security number.
Technician Address, City, State, Zip
These fields are self-explanatory.
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Phone
This field is a phone number where the technician may be reached
in the event of an emergency.
Comments
You have two lines to enter any comments you may have about this
technician.
2.9 Program Configuration
This form contains information vital to the operation of the
program. The configuration screen will come up automatically if the
program cannot locate its configuration file or if the program has yet
to been configured.
The information contained on this screen is used throughout the
program. You should know a little about your system hardware before
configuring the program.
Below is a breakdown of fields contained on this form.
Company Name
Enter your company name as you wish it to appear on printed
reports and output.
Company Address, City, State, Zip
These fields are self-explanatory.
Printer Type
In this field you must enter the name of one of the supported
printer types. When the cursor is on this field, press <F8> to
bring up a look-up table of the supported types. Use the arrow
keys, PgUp and PgDn keys to locate a printer type matching your
equipment. If your exact printer is not present you may either
select a printer close to your model or add your printer to the
printer list. Entering a device not present on the list will
result in your printer not functioning correctly! At present
Freon Manager supports 163 printer types, many of which group
printers by manufacturer (ex: EPSON - MOST). See Appendix B for
information on adding printers to the list.
Port
This is the parallel port to which your printer is attached.
This field defaults to printer port one, and is generally correct
for most systems. Modify this field only if you are certain you
are using a different printer port on your system.
Form Width
This is the width of paper used in the printer measured in
columns. Standard 8.5" x 11" printer paper is 80 columns wide.
Wide carriage printers may use either standard paper or wide
paper. Set this value to 132 if using a wide carriage printer
with wide paper, otherwise use the default value of 80.
Height
This is the height of paper used in the printer measured in
lines. 66 lines is standard for 11" paper. Change this value only
if you are sure the paper size used is different.
17
DOS Directory
Enter the directory name in which your DOS utilities are stored
or press <Enter> to accept the default of C:\DOS. This directory
name should be the directory where Freon Manager can find BACKUP
and RESTORE as supplied by your DOS version.
When all information has been entered, press the <F10> key to
save the configuration and return to the main menu. You may change the
configuration at any time by selecting "Program Configuration" from the
main menu.
18
SECTION THREE: Reports
This section will outline reporting options available within
Freon Manager. Reports are selected from a menu similar to the main
menu.
When a report is selected, you are presented a form similar to
other data entry forms. Each form has several fields for entering
information. This information determines what the output of the report
will be and in many cases, what the contents are.
Every report form operates in an identical manner. At the top of
the form are the form title and a time display. The area in the box is
the data entry and instruction area. At the bottom of the form are
buttons to receive help and exit the form. Many fields in the reports
have associated look-up tables as denoted by the field name highlighted
in bright blue. Pressing <F8> while on these fields will pop up a
look-up table.
Each report has a field labeled "Send output to". The contents
of this field determine where the output of the report is sent. When
you first enter the form, this field will contain "PRINTER". This
will send the report output to your printer formatted for the printer
selected in the program configuration.
You may use this field to send output to a text file. Entering a
file name in this field (instead of PRINTER) will tell Freon Manager
to create a disk file of this name and send the report output there.
Output is standard ASCII text with no embedded printer codes.
You may also use this field to view the report output directly on
the screen by putting "SCREEN" in this field. The report will finish,
and the first page of the report will be on the screen. Use the PgUp,
PgDn, Home, End, and arrow keys to browse the report. If the report is
wider than 80 columns the right arrow key will scroll the screen
horizontally. Press the <Esc> key to return to Freon Manager.
Once all report parameters are entered, pressing the <F10> key
will start the report. Press <Esc> if you wish to interrupt the
report.
The following sections detail each report and option.
3.1 Freon Inventory Report
The Freon Inventory Report will print a list of all entered freon
types and the current amount of inventory as reported by the program.
This report is 80 columns wide. Below is a breakdown of each parameter
for this report.
Starting Freon Type
Use this field to start the report at any given freon type.
Freon types are reported alphabetically in ascending order. If
left blank, the report will start with the first freon type on
file. This field has an associated look-up table of entered
freon types available.
19
Ending Freon Type
This field will stop the report at any given freon type. Freon
types are reported alphabetically in ascending order. If left
blank, the report will end with the last freon type on file.
This field has an associated look-up table of entered freon types
available.
Include Storage Locations?
You can include storage locations for each freon type by
answering this field with a "Y" for yes. This field defaults to
"N" so as not to include storage locations in the report.
Include Comments?
Entering a "Y" for yes in this field will print all comments
associated with each freon type. This field defaults to "N" so
as not to include comments in the report.
Include Vendor?
The listed vendor and phone number for each freon type may be
included in the report by entering a "Y" in this field. This
field defaults to "N" so as not to include vendor information in
the report.
Send Output To
This field defaults to the "PRINTER". Enter a file name to send
the output to a disk file, or "SCREEN" to show the report on the
screen.
3.2 Freon Audit Trail
This report is a complete accounting of all transactions for any
freon type for any specified date range. The report will start with a
physical inventory record for the freon type given closest to the date
specified. For this reason, an audit trail may not be run for any
freon type without at least one physical inventory on file. For more
information on this subject, see section 1.9 of this manual.
This report is 132 columns wide. If wide paper was specified in
the program configuration the report will be printed 14" wide. If
standard width paper was specified then compressed print will be used
for the report.
Below is a breakdown of each parameter for this report.
Freon Type
Specify the freon type for which to report. An associated
look-up table of entered freon types is available. An entered
freon type is required for this field.
Start Date
Enter the date from which you wish the report to start. If left
blank the report will start with the date of the earliest
physical inventory record of the freon type specified.
End Date
This is the date you wish to report to. If left blank the report
will list all transactions later than the start date.
20
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.3 Inventory Worksheets
This report will print handy forms for conducting physical
inventories of your freon. It contains each freon type, storage
locations, the amount of freon the program says you have and a space
for writing down the actual amount. This report is 80 columns wide.
Below is a breakdown of each parameter of this report.
Starting Freon Type
Use this field to start the report at any given freon type.
Freon types are reported alphabetically in ascending order. If
left blank, the report will start with the first freon type on
file. This field has an associated look-up table of entered
freon types available.
Ending Freon Type
This field will stop the report at any given freon type. Freon
types are reported in alphabetically in ascending order. If left
blank, the report will end with the last freon type on file.
This field has an associated look-up table of entered freon types
available.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.4 Job Usage Report
The job usage report will list job usage records for the date
ranges, freon types, customers and technicians you specify. This
information is presented in ascending date order.
This report is 132 columns wide. If wide paper was specified in
the program configuration the report will be printed 14" wide. If
standard width paper was specified then compressed print will be used
for the report.
Below is a breakdown of each parameter for this report.
Start Date
Enter the date from which you wish the report to start. If left
blank the report will start with the first job usage record on
file.
End Date
This is the date you wish to report to. If left blank the report
will list all job usage records dated later than the specified
start date.
21
Starting Freon Type
Use this field to start the report with any given freon type.
Freon types are reported alphabetically in ascending order. If
left blank, the report will start with the first freon type on
file. This field has an associated look-up table of entered
freon types available.
Ending Freon Type
This field will stop the report at any given freon type. Freon
types are reported in alphabetically in ascending order. If left
blank, the report will end with the last freon type on file. This
field has an associated look-up table of entered freon types
available.
Customer Filter
Use this field if you desire to limit the report to jobs
performed for a particular customer. If used, this field should
match the desired customer name exactly. This field has an
associated look-up table of entered customers available.
Technician Filter
Use this field if you desire to limit the report to jobs
performed by a particular technician. If used, this field should
match the technician's name exactly. There is an associated
look up table of entered technicians available.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.5 Acquisitions Report
This report will present a list of acquisition records for the
date ranges, freon type and vendor of your selection. This report is
80 columns wide. Below is a breakdown of the parameters of this
report.
Start Date
Enter the date from which you wish the report to start. If left
blank the report will start with the earliest acquisition record
on file.
End Date
This is the date you wish to report to. If left blank the report
will list all acquisitions later than the start date.
Freon Type Filter
Use this field to limit the report to acquisitions of a
particular freon type. If used, this field should match the
desired freon type exactly. This field has an associated look-up
table of entered freon types available.
Vendor Filter
Use this field to limit the report to acquisitions from a
particular vendor. If used, this field should match the vendor
name exactly. This field has an associated look-up table of
entered vendors available.
22
Include Vendor Address?
Place a "Y" in this field to include vendor addresses in the
report. This field defaults to "N" which will not print the
vendor address.
Include Comments?
Place a "Y" in this field to include comments from the records in
the report. This field defaults to "N" which will omit comments
from the report.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.6 Disposal Report
This report will present a list of disposal records for the date
ranges, freon type and vendor of your selection. This report is 80
columns wide. Below is a breakdown of the parameters of this report.
Start Date
Enter the date from which you wish the report to start. If left
blank the report will start with the earliest disposal record on
file.
End Date
This is the date you wish to report to. If left blank the report
will list all disposal records later than the start date.
Freon Type Filter
Use this field to limit the report to disposal of any particular
freon type. If used, this field should match the desired freon
type exactly. This field has an associated look-up table of
entered freon types available.
Vendor Filter
Use this field to limit the report to disposal to any particular
vendor. If used, this field should match the vendor name
exactly. This field has an associated look-up table of entered
vendors available.
Include Vendor Address?
Place a "Y" in this field to include vendor addresses in the
report. This field defaults to "N" which will not print the
vendor address.
Include Comments?
Place a "Y" in this field to include comments from the records in
the report. This field defaults to "N" which will omit comments
from the report.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
23
3.7 Vendor Listing
This report will list vendors entered in the vendor database.
This report is 80 columns wide. Below is a breakdown of the parameters
in this report.
Starting Vendor
This is the vendor with which to start the report. Vendors are
reported in ascending alphabetical order. If left blank the
report will start with the first vendor on file. An associated
look-up table of entered vendors is available.
Ending Vendor
Enter the vendor with which to end the report here. If left
blank the report will end with the last vendor on file. There is
an associated look-up table of entered vendors available.
Include Contacts?
Enter a "Y" here if you desire to print the contacts for each
vendor as stored in the vendor file. This field defaults to "N"
which will not print vendor contacts.
Include Products?
A "Y" in this field will list products sold by the vendor as
stored in the vendor file. This field defaults to "N" which will
not include vendor products.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.8 Customer Listing
This report will list customers entered in the customer database.
This report is 80 columns wide. Below is a breakdown of the parameters
for this report.
Starting Customer
This is the customer with which to start the report. Customers
are stored in ascending alphabetical order. If left blank the
report will start with the first customer on file. An associated
look-up table of entered customers is available.
Ending Customer
Enter the customer with whom to end the report. If left blank
the report will end with the last customer on file. An
associated look-up table of entered customers is available.
Include Contact?
Enter a "Y" in this field to include each customer's contact on
the report. This field defaults to "N" which will not print the
customer contact.
Include Equipment?
A "Y" in this field will include customer equipment on the
report. This field defaults to "N" which will not print the
customer equipment.
24
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.9 Certification Renewals
This report will list technicians requiring recertification for
the period you specify. This report is 80 columns. Below is a
breakdown of the parameters of this report.
Starting Date
This is the date to begin searching for certification expiration
dates. A valid date for this field is required.
Ending Date
This is the date to stop searching for certification expiration
dates. A valid date for this field is required.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.10 Freon Inventory Labels
This is not an actual report, but instead a label printing
routine. This report will print labels for placement on your freon
containers. Information included on the label is your business name,
the freon type, chemical name, class and group. Output is formatted
for 1 7/16" by 4" by one across form feed label stock. Below is a
breakdown of your options.
Starting Freon Type
This field is the freon type with which to start label printing.
Freon types are stored in ascending alphabetical order. If left
blank the program will start printing with the first freon type
on file. There is an associated look-up table of entered freon
types available.
Ending Freon Type
Enter the last freon type to print. If left blank the program
will end with the last freon type on file. There is an
associated look-up table of entered freon types available.
Copies to Generate
Enter the number of duplicate labels for each freon type here.
You may print from 1 to 99 labels. This field defaults to one
label for each freon type.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
25
3.11 Vendor Shipping Labels
This is not an actual report, but instead a label printing
routine. This report will print labels for shipping freon to your
vendors or distributors. Output is formatted for 1 7/16" by 4" by one
across form feed label stock. Below is a breakdown of your printing
options.
Start Vendor
This field is the vendor with which to start label printing.
Vendors are stored in ascending alphabetical order. If left blank
the program will start printing with the first vendor on file.
There is an associated look-up table of entered vendors
available.
End Vendor
Enter the last vendor to print. If left blank the program will
end with the last vendor on file. There is an associated look-up
table of entered freon types available.
Copies to Generate
Enter the number of duplicate shipping labels for each vendor.
You may print from 1 to 99 labels. This field defaults to one
label for each vendor.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
3.12 Customer Mailing Labels
This is not an actual report, but instead a label printing
routine. This report will print labels for mailing to your customers.
Output is formatted for 1 7/16" by 4" by one across form feed label
stock. Below is a breakdown of your printing options.
Start Customer
This is the customer with which to start printing. Customers are
stored in ascending alphabetical order. If left blank the report
will start with the first customer on file. There is an
associated look-up table of entered customers available.
End Customer
Enter the last customer name to print in this field. If left
blank the report will end with the last customer on file. There
is an associated look-up table of entered customers available.
Send Output To
This field defaults to "PRINTER". Enter a file name to send the
output to a disk file, or "SCREEN" to show the report on the
screen.
26
SECTION FOUR: Utilities
File Manager has four built-in utilities to help manage and
safeguard your data files. File utilities are accessed from the
Utility Menu. The following sections outline important information
concerning the operation of these file utilities.
4.1 Backup Data Files
This utility will assist in backing up your important data files
to floppy disk for safe-keeping. Performing a data backup on a regular
basis is the single most important step you can take to safeguard your
data. Try to perform a data backup at least once a week.
This utility does not perform the actual backup of the data
files. Instead, this utility calls the DOS program BACKUP.EXE to
perform the actual backup. Freon Manager expects to find this program
in the directory specified as your DOS directory in the program
configuration.
When the utility screen appears, a box toward the center of the
screen will tell you the approximate number of floppy diskettes
required for the data back up. Before proceeding further, ensure you
have this number of formatted diskettes ready. Consult your DOS
documentation for more information on formatting diskettes.
Next enter the floppy drive letter to back up to. This can be
any valid disk drive on your system. Do not back up data to your hard
drive. When ready, press the <F10> key to start. File Manager will
give the necessary commands to back up your data files.
Please note you may perform a backup without the use of Freon
Manager. If desired you may call BACKUP.EXE yourself from the DOS
command line. This utility is provided to act as a buffer between you
and the back up program. See your DOS documentation for more
information on performing a direct backup.
4.2 Restore Data Files
This utility will assist in restoring data from backup diskettes
should that become necessary.
This utility does not perform the restoration of your data files.
Instead, this utility calls the DOS program RESTORE.EXE to perform the
actual restoration. Freon Manager expects to find this program in the
directory specified as your DOS directory in the program configuration.
CAUTION: Restoring data from a floppy disk will overwrite your
existing data files! Make sure this is really what you wish to
do! Freon Manager will ask you to confirm this operation. Press
"Y" or <Enter> to proceed with the restore, or press "N" or <Esc>
to abort the operation.
The only field presented on the screen is the drive from which
you wish to restore files. Enter this drive and press <F10> to start
the process.
27
Freon Manager is not required to restore files. If desired you
may invoke RESTORE directly from the command line. Consult your DOS
reference for more information on RESTORE.EXE.
4.3 Compress Data Files
As you enter and delete records, the files on disk can grow to a
large size. Deleted records are not physically removed from disk when
they are deleted. In the interest of speed they are removed from the
indexes and marked as deleted. They still take up space on your hard
drive.
This utility will physically remove deleted records from your
data files. This is accomplished by creating a new data file from the
active records then deleting the old one. Freon Manager will ensure
the amount of available disk space is at least as large as your largest
data file.
This utility can possibly require several hours to complete. It
is best run after hours, or during the weekend. BE CERTAIN TO PERFORM A
DATA BACKUP BEFORE RUNNING THIS UTILITY! Freon Manager takes the best
possible care of your data, but you should always create a data backup
before any major operation takes place. In the unlikely event
catastrophe strikes you will be protected.
There are no parameters to enter for this utility. When the
compression utility comes to the screen, press <F10> to start. When
the utility finishes it will sound two beeps and return to the utility
menu.
4.4 ReIndex Data Files
This utility will create a new index for each data file.
Reindexing may be required if power is interrupted during a record
update or other such calamity occurs. Execute this utility if you
start experiencing errors with the database.
This utility can possibly require several hours to complete. It
is best run after hours, or during the weekend. BE CERTAIN TO PERFORM
A DATA BACKUP BEFORE RUNNING THIS UTILITY! Freon Manager takes the
best possible care of your data, but you should always create a data
backup before any major operation takes place. In the unlikely event
catastrophe strikes you will be protected.
There are no parameters to enter for this utility. When ready,
press <F10> to start. When the utility finishes it will sound two
beeps and return to the utility menu.
28
APPENDIX A: In Case of Difficulty
Freon Manager is actually 10 separate databases controlled by one
program. There is alot of "behind the scenes" manipulation of these
files. The program does its best to maintain the integrity of the
files and their interrelations. However, during the course of normal
operation the power may fail, the computer can be accidently unplugged,
or other problems may occur while the files are being updated. The end
result is the data bases will become "out of sync" with each other.
This is evidenced by errors appearing while performing data
entry, or by a freon audit trail report that does not reconcile with
the current reported inventory. To fix this problem you must reindex
your data files.
Before performing any operation that directly modifies your data
files (such as executing a utility), always back up your data. It is a
good idea to back up on a regular basis. A data backup should be
performed no less than once a week.
If errors are encountered during reindexing or data file
compression, then you may have more serious problems. This indicates
there may be a problem with the data files themselves. In this case,
the first thing to do is create a backup of your data files. DO NOT
USE PREVIOUS BACKUP DISKETTES! This will create a "snapshot" of where
you were without destroying your last known good backup set.
Next, exit to the DOS prompt. Change to the FREON subdirectory by
giving the command
CD \FREON <Enter>
Determine if any utility has been interrupted by looking for
files with the ".OLD" extension. Give the command
DIR *.OLD <Enter>
DOS should reply with "File not found". If there are any matching
files, delete them with the DEL command (see your DOS operating manual
for more information on the DEL command). The presence of these files
might cause an error. Now perform the reindex utility. If the utility
completes without errors then you are finished.
If errors still occur, a problem with the data files themselves
is indicated. Freon Manager's data files are 100% compatible with
dBASE III. Any dBASE file repair utility (such as those included with
PC Tools or Norton Utilities) or dBASE itself can be used to repair the
data files. After repair you should run the reindexing utility.
If problems still persist then call us for help. We will assist
you in repairing your damaged data files. The number is (606) 561-5644
from 5:00 pm to 7:00 pm EST.
29
APPENDIX B: Adding/Editing Printer Codes
Although Freon Manager supports a wide variety of printers, it is
possible your printer may not be directly supported. If this is the
case you may either add new printer support or edit an existing printer
definition to suit your needs.
Before editing or adding new printers, you may wish to consult
your printer manual for possible emulation modes. Many printers will
emulate other printers. Adding or editing the printer definitions may
not be required.
Printer editing is possible from the program configuration
screen. Press and hold down the Alt key and press P. This will pop up
the printer editing window. This window is actually a data entry form
identical in operation to other forms in the program. When the window
is opened you are placed in browse mode. Like other data entry forms,
the printers may be browsed by using the browsing keys. On this form
are the printer name and two sets of fields for the actual printer
codes.
You will need your printer manual to proceed further. The actual
editing of a definition is the same whether you are editing an existing
definition of entering a new one. If you are adding a new definition
press <F1> to place the form into add mode and skip the next paragraph.
To modify an existing printer definition, press <F3> to enter
search mode. A look-up table of all the printers is available by
pressing <F8>. Select a printer to modify and press <Enter>. The
printer definition selected will be shown in the form.
The top field of the data entry form is the name of the printer
as it will appear in the program. Type in or edit the name to suit your
needs. The next field is actually a set of eight fields. These fields
contain the numeric codes required by your printer to set pica print
(10 characters per inch, or the printer default mode). The codes are
presented to the printer from left to right.
In these fields place the numeric codes required by your printer
to set pica mode. If there are fewer than eight codes required, fill
the remaining fields with zero.
The final field is another set of eight fields for the codes to
place your printer in condensed mode. Fill these fields just as you
filled the pica codes.
When the codes are entered press <F10> to save them. If you are
in add mode the fields will clear for a new entry. At this point you
may enter another printer definition, press <F2> to browse the
definitions, or press <Esc> to return to the configuration screen.
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