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Inventory Control Program ICP User's Guide English Mountain Software, Inc. 1750 Kingdom Way Newport, TN 37821 (423) 625-9866 THIS SOFTWARE AND DOCUMENTATION CONSTITUTE PROPRIETARY AND CONFIDENTIAL INFORMATION OF ENGLISH MOUNTAIN SOFTWARE, INC. AND AS SUCH IS PROTECTED BY INTERNATIONAL, FEDERAL, AND STATE LAW. Copyright (C) 1996 English Mountain Software, Inc. Newport, TN 37821 ALL RIGHTS RESERVED LIMITED WARRANTY This software, manuals, and reference materials in this package are sold "as is" without warranty as to their performance. The entire risk as to the results obtained and performance of the program are assumed by the user. However, to the original purchaser only, the publisher warrants the magnetic media on which the program is recorded to be free from defect in material and workmanship under normal use for a period of thirty (30) days from the date of purchase (invoice date). If during this period, the diskette should become defective, it may be returned to the publisher for replacement free of charge. Proof of purchase may be required. Chapter 1 INTRODUCTION ABOUT THE MANUAL We have made every effort to assure that this manual is complete in every detail. The features and functions of this software are described in a manner that seems adequate in most cases. However, we realize that our users have a wide range of computer experience and that some of you may be unfamiliar with this type of software or to computers in general. For this reason, we have made our technical support department available to you on an unlimited basis and free of cost. Please avail yourself of this service if necessary. Refer to the appendix for details. The section numbers of the manual generally correspond to the numeric menu options on the Command Bar. This method of identifying the topics in the manual will enable you to easily find the corresponding menu option and visa versa. We suggest that you progress through the manual while at the computer console so that you can see the screens as you read about them. No manual could possibly provide enough illustrations to substitute for this process. Program elements such as menu options and field names are capitalized. Field contents and other literal expressions are enclosed in quotes. BEFORE YOU BEGIN 1. Before proceeding, be sure you have read and consent to the terms and conditions of the Software License Agreement. 2. Make backup copies of the distribution diskettes provided with this package. Consult your DOS manual for specifics about the diskcopy command. 3. Read the appendices! INSTALLATION Please follow these instructions to install ICP... 1. Type <source drive:>install and press Enter. For example, if your distribution diskette is in drive A, type "a:install" and press Enter. If you are upgrading from a previous version of this software, the Install program will detect and save your existing data, however, always backup before you install! 2. Please verify that the files and buffers are properly set in your config.sys file. The following lines should be present in the config.sys file. 1. files = 51 2. buffers = 30 These are minimums. If the numbers are greater than those recommended, the results will be the same. The files should be set odd because of a bug in some versions of DOS causing too much memory to be allocated for even numbered handle requests. SETUP Study chapter 2 of this manual carefully and then run the Setup Program to configure your program. This is a critical step... your program will not function correctly unless it is configured to your hardware. Furthermore, certain system function depend upon information you enter here. STARTING ICP Assuming that you are in the directory that contains the ICP system, type "icp" and then press Enter to run the ICP program. SCREENS All screens in the ICP system consist of a Navigation Bar and a Command Bar. The Navigation Bar (top bar) on each screen will always indicate the function or menu choice currently selected. The Command Bar (bottom bar) will always indicate the possible choices or options available. The last option, in a list of menu choices, will usually be RETURN (to the previous screen). By repeatedly selecting this option, you will progress backward in the screens until you finally return to the Main Menu. In contrast, the CONTINUE option will cause you to advance to the next screen. The space between the Navigation Bar and the Command Bar is known as the Information Window. The choices available on the Command Bar are represented with a numeric prefix. The ICP system is designed to use the numeric key pad to select the option of your choice. Thus, the system can be controlled with the fingers of one hand using the numeric key pad (except, of course, for adding or editing data). Once you get used to this method of navigating the system, you will be able to move quickly and easily from one option to another. PRINTED FORMS ICP generates a purchase order. This form can be generated by the system or you can order a "Universal Form Template" pre-printed with your company name, address, phone, and if you wish, company logo. The UFT is available in multi part tractor feed or single sheet (laser printer) format. If you plan to use the UFT, you will need to order right away. You have been supplied with information regarding the ordering process in the forms inclusion in this package. BACKUPS This version of the ICP system will backup all files in your ICP directory to the backup directory (\bak) on the hard drive. If you desire to backup to floppy disks, exit the program and use the DOS backup command to archive the ICP directory. ERROR SYSTEM If a system error is encountered, the Error Window will appear. You will have the following options in this event: 1. QUIT: Return to the DOS operating system. This may be your only option if a fatal error occurred. After returning to DOS, the error program will display certain details concerning the error. You should print this screen as a record of the error. If you contact Technical Support concerning an error, we may ask you to fax this screen so we can isolate the cause. 2. RETRY: This is the option to use if the cause of the error can be corrected. For example, if you attempt to print when the printer is off-line or turned off, you will generate an error message. Correct the problem and RETRY. LAN CONSIDERATIONS If you have the multi-user version of ICP and intend to use the software in a local area network (LAN) environment, you should verify that the DOS Share program is passed the following parameters: "Share /F:2048 L:50". Please refer to your DOS manual for details. Chapter 2 SETUP INTRODUCTION Setup is a separate program that enables you to configure your ICP System. It has been installed (or copied) along with all other program files in the directory you have selected for ICP. Setup is started by typing "setup" at the DOS prompt and then pressing Enter. The Setup Menu has several functions represented on the Command Bar. 1. IDENTIFICATION: Establish system identification options. 2. HARDWARE: Establish hardware options. 3. SOFTWARE: Establish software options. 4. INITIALIZE: Deletes all data files and initialize with starting values. WARNING: Read this chapter carefully then run the Setup Program. Do not INITIALIZE the system until you are certain you will no longer require the sample data base provided for instructional purposes. All values set in the Setup Program will remain in effect until you run Setup again and specifically change them. 1.0 IDENTIFICATION This option allows you to enter system identification and form comment values. 1.1 SYSTEM IDENTIFICATION The top line of the Identification screen is the HEADER TITLE. This title will appear on the Navigation Bar of the ICP Main Menu to personalize your program Following the HEADER TITLE is your business name and address. This information will print at the top of certain reports and forms. The first address group is your shipping address. The second address group is your billing/mailing address. 1.2 FORM COMMENTS The following screen will provide you with up to eight lines for comments which will be printed at the foot (lower left corner) of the purchase order. 2.0 HARDWARE This function allows you to set certain hardware format para-meters as follows: 2.1 FORMS If you plan to use the pre-printed forms, refer to the information provided with your package for information relating to ordering these forms. For now, set this option to SYSTEM GENERATED and then reset the option when your PRE-PRINTED forms arrive. 2.2 PRINTER This option allows you to specify the printer port for printed output. After you specify the port, you must specify the control codes for oppressed and standard print. These are the only control codes required by the ICP software. They are know as "Escape" (Esc) codes and they vary from printer to printer. You find them listed in the documentation for the printer you are using. The codes provided as defaults in the Setup program are "generic" and will work with most dot matrix printers. These codes will not work for laser or ink jet printers. 2.3 DISPLAY In most cases, the COLOR display option will provide satisfactory results regardless of the monitor/graphics card combination you are using. However, if you are not satisfied with the results, try the MONOCHROME setting. This may be necessary with some VGA paper white monitors or laptop computers. 2.4 SCANNER If you are using a remote scanner to upload data to the ICP program, specify the com (serial) port to which the scanner will be connected. If you are not using a scanner, or if your scanner is operating through the keyboard, select NONE. 3.0 SOFTWARE This Program function is used to set various software options. These values are discussed in detail below. 3.1 SECURITY There are two levels of security in the ICP system. The read code will enable access to the read only functions of the system (no data can be added, edited, or deleted). The write code grants access to all system functions (data can be added, edited, and deleted). If you do not enter a code for either level, the security system will be disabled. This is the default setting . You can change the codes to any alpha-numeric sequence of up to seven characters. The present value of the code will be displayed and you will be asked to enter the new code. If you simply press the Enter key, the present value will be retained. If you have entered a code for either read or write in the Setup Program, you will be prompted to enter one of these codes when you start the ICP program. If you logon with a read code, the system will permit access to the read only functions of the program. If you logon with the write code, the system will permit access to all functions. You can access the security system at any point in the program by pressing the F6 key. Here, you may change from read to write privileges and visa versa. If you forget the code values you have entered, run Setup again and you will see their present values. 3.2 COSTING This option determines the method that will be used to re-cost inventory when inventory is ordered and received at a new cost.. 3.2.1 LIFO (Last-in-first-out) When this costing method is selected, the last items received at the newest pricing are sold first (in inverse order of date received). 3.2.2 FIFO (First-in-First-out) When this costing method is selected, the first items received at the oldest pricing are sold first (in order of date received). 3.2.3 WEIGHTED AVERAGE This method computes the weighted average of the original cost and the new cost. The cost will be replaced with this average. 3.2.4 REPLACE This option will simply cause the old cost to be replaced by the new cost. 3.2.5 NONE This option will disable costing. 3.3 SHOW COST If you select the HIDE option, the cost will not be visible in the inventory records. Pressing F5 when viewing an inventory record will reveal the cost for that record. Alternately, if you select the SHOW option, the cost will be visible and pressing F5 will cause the cost to disappear for the displayed record. 4.0 INITIALIZE The initialize function will result in all data bases being deleted (cleared) and reset with starting values. Do not initialize the system until you are sure you will have no further need of the sample data bases supplied with the system. Chapter 3 INVENTORY CONTROL PROGRAM INTRODUCTION The Inventory Control Program (ICP) is accessed from the PICS Main Menu by selecting option #2 (ICP) The ICP Menu presents the following options: 1. SOR (Sell, Order, Receive inventory) 2. ADD (Add records) 3. EDT (Edit records) 4. FND (Find records) 5. BRO (Browse records) 6. FTR (Filter data base) 7. DSC (Inventory Discount Schedule) 8. UTL (Utilities) 9. RPT (Report generator) NOTE: We recommended that you begin by studying sections 2 through 9 and then return to section 1 for a discussion of the SOR function. We also recommend that you print an Inventory Summary Report by selecting option #9 (RPT), then select the I_SUMMAR (summary) report and print a full (i.e. unfiltered) report of the demo inventory data base. This report will be useful in the sections that follow. SPECIAL KEYS In addition to the numeric keys, certain other keys are important: PgUp and ArrowUp keys will move to the previous record. PgDn and ArrowDn keys will move to the next record. Ctrl+PgUp will move to the beginning (first record) of the file. If the record pointer is at the beginning of the file, <bof> will flash on the status line in the lower left corner of the screen. Ctrl+PgDn will move to the end (last record) of the file. If the record pointer is at the end of the file, <eof> will flash on the status line in the lower left corner of the screen. The Del key toggles between deleting and undeleting a record. If a record is deleted, <deleted> will flash on the Status Line in the lower right corner of the screen. However, once you move to another record, the deleted record will no longer be visible and will, in fact, be ignored by the system. Notice that records marked for deletion in this manner must be Packed in order to permanently remove them from the data base and may be recalled unless they have been packed. Refer to Section 8.1 for details. Alt+M will display the available (free) memory. Alt+A will display information "about" the current software. The F2 key will display available serial numbers for the displayed item. If the SERIAL number field is vacant (indication that the displayed item is a non-serialized item), this function is disabled. To select a serial number from the list, highlight the desired serial number and press Esc. The F3 key will allow you to access the item history for the displayed item. If you are using the ICP as a stand-alone program, this will be the Transaction History. If you are using the ICP as part of the PICS system, this will be the Sales History . The F4 key will allow you to view the vendor record associated with the displayed inventory record. The vendor record contains the vendor name, address, phone number, fax number and contact person. If there is no vendor record for the displayed inventory item, you will see a blank record displayed in the Vendor Window. You may add the vendor information by first pressing Enter to retrieve the cursor. Type the vendor name and press Enter again. The cursor will disappear and you will be able to use the ArrowLt key to move to the next field. Press Enter again and repeat the process for each field of information. After Entering data in the last field, press Enter to remove the cursor and then press Esc to exit the window. If you desire to delete a vendor, locate any item with the desired vendor using the FND function then open the vendor file by pressing F4 and highlight the VENDOR field. Use the delete key to remove the VENDOR name and press Enter once again to remove the cursor. Press Esc to exit the window and the vendor will be deleted. Remember, to make changes in the fields of the vendor file you must have a cursor present. To move from field to field, the cursor must be absent. If the VENDOR name is missing, the record will be deleted when you exit the window. In order to print the vendor information on the purchase order, you must have the information recorded here. The F5 key will cause the COST field to appear if it is currently hidden. Conversely, if it is visible, this key will hide the COST. The F6 key activates system security. This topic was discussed in the previous chapter in Section 3.3. The F7 key activates the memo processor. This function allows you to enter a note for each item. The Memo Window is actually a mini word processor which facilitates word wrap and scrolling. To save a note, press the Ctrl+w keys together. To abort an edit, press the Esc key. If the displayed record has an associated memo, the MEMO flag will appear on the status line. To delete a memo, use the Ctrl+y key to delete each line of the memo, then press Ctrl+w to save the deleted memo. The F8 key allows you to select a specific location code for inventory. This topic will be discussed in detail in Section 2.0 of this chapter. The F9 key prints a bin/price label for the displayed record.. The F10 key will cause a vendor mailing label to be printed for the displayed record. STATUS LINE The status line (bottom row on the screen) has several indicators which provide useful information about the operation of the ICP. The fraction in the left most position on the status line represents the record number of the displayed record (numerator) and the total record count for the data base (denominator). The record number is the order in which the displayed record was added to the data base and will not appear in sequence due to indexing (ordering according to item number, serial, description, manufacturer, vendor, alternate or cross reference). The active index (record sequence indicator) is displayed next. This indicator refers to the active index mentioned in the previous paragraph. Refer to the discussion of the find (FND) function for more details. The filter status is displayed next. You will see this indicator only if a filter is active. Refer to the discussion of the filter (FTR) function The location flag appears just to the right of the filter status and is visible only if a specific location has been selected. The deletion status indicator is next. The indicator will be visible only if the displayed record is marked for deletion. Finally, the MMO indicator will flash in the right most position on the status line only if a memo exists for the displayed item. DEMO DATA BASE ICP is shipped with a fifty record sample inventory data base. You will refer to this information while learning to use the system. When you are certain that you no longer need these records, use the INITIALIZE option in the Setup Program to delete these records. Although the demo data base consists of small engine parts, the data base structure is generic enough to accommodate almost any inventory. WARNING: Do not enter extensive inventory records in the demo (shareware) version of the ICP. The registered version may or may not be compatible with this version!!! DEFINITIONS 1. DATA BASE: A data base is an organized collection of data and is composed of repeating units of information in some sorted order or sequence. An example would be a telephone directory. 2. RECORD: A record is one of the repeating units of information mentioned above. In the example of the phone book, these units are composed of the last name, first name, address, and phone number. 3. FIELD: The last name, first name, address, and phone number which make up the records in the phone book data base are fields of data and are common to all the records in the data base. 4. DATA STRING: The data contained in the fields of a record is known as a data string. For example, "Smith" would be a data string in the last name field. WARNING: Make a habit of watching the screen. Menu driven programs such as this one require that you watch the screen carefully until you become familiar with the operation of the system and the flow of the program. You will save yourself much confusion and grief if you heed this suggestion! READ THE SCREEN. 1.0 SOR This is the SELL/ORDER/RECEIVE module of the ICP. It is designed primarily to enable you to order and receive inventory. Entering the inventory data base into the computer can be a time consuming and tedious process. To further complicate the situation, inventory sold must be subtracted from the inventory balance and inventory received must be added. We have included the SELL function so that the integrity of the data base can be maintained during the period of time required to key-in the inventory data base. This function is a convenient way to move inventory out of the data base. 1.1 SELL Select the SELL option from the SOR Menu. The item currently displayed will be the item to be sold. If you desire to sell a different item, use the find (FND) or browse (BRO) option to display the item then select SELL. You will be prompted to enter the quantity to sell, the date, and a reference number. The reference number is usually a customer purchase order, Etc. The number sold will be subtracted from the count for this item. If the new count is less that the minimum (MIN) set for the item, and if the maximum (MAX) is greater than zero, the item will be flagged for reorder and added to the Order Report. If, however, the maximum is zero, the item will be deleted. This feature enables inventory items that are not to be reordered to be deleted from the data base when the count reaches zero. In either case, the number sold will also be added to the total sold (TL_SOLD) field for this item and the Transaction History Report (I_TRANHX) will be updated. WARNING: It is possible to sell more than the quantity actually available (on hand) resulting in negative counts. 1.2 ORDER Inventory orders are based upon the Order Report. This report lists all items where the count is less than the minimum (MIN) you have set for the item. Refer to Section 2.0 for a discussion of the relationship between the COUNT, MINimum, and MAXimum fields. Orders will be recorded in the Transaction history Report (I-TRANHX) 1.2.1 ORDER INVENTORY Inventory can be ordered either automatically (from the order report) or manually (item by item). 1.2.1.1 AUTO ORDER The AUTO ORDER option will order (i.e. add to Order Report) all inventory items where the count is less than the minimum (MIN) set for the item. The quantity ordered will be the quantity necessary to bring the count to the maximum (MAX). If a previous order exists, the quantity already on order will be subtracted from the current order quantity to avoid stacking orders. The filter function can be used to restrict the auto order to a single vendor. 1.2.1.2 MANUAL ORDER The MANUAL ORDER option will allow you to order by the item. You will be able to order any item in any quantity regardless of the count, minimum, or maximum. You can add to an existing purchase order or order under a new PO. Negative numbers can be used as order quantities to reduce or cancel an ordered item. In other words, you can use the manual order option to edit existing orders. The manual order option will also enable you to enter a new cost for the item ordered. If the cost has changed since the last order, this is the option to use. If this new cost differs from the cost displayed for the item, the item will be recosted according to the costing method selected in the Setup Program when it is received . 1.2.2 PRINT REPORTS Two order reports are available. The Purchase Order Report (I_PUROR1) and the Inventory Order Report (I_ORDER). Both reports are available for the full data base, or for a filtered segment. The Purchase Order is also printed from this menu. 1.2.2.1 PURCHASE ORDER First, you will be prompted to enter the purchase order number. (Examine the Purchase Order Report to determine which purchase order you wish to print). After entering the PO number, you will be prompted for the PRIMARY VENDOR. This will determine the items to be included on the PO... any items appearing for this vendor on the Purchase Order Report will also be included on the PO. If you desire to include others, use the manual order option to first add them to the report. If you desire to exclude items that are on the report from the PO, edit the report using the manual order option and negative order quantities. If you are ordering from a vendor other than the indicated (primary) vendor, enter a SUBSTITUTE VENDOR. This may be any vendor for which an entry exists in the vendor data base (see Section 7.0). Remember, the PRIMARY VENDOR determines the items that will appear on the purchase order. These will be the items on order for the vendor on the Purchase Order Report. The SUBSTITUTE VENDOR will determine the vendor name and address that will be printed on the actual Purchase order. Next, supply the DUE DATE, SHIP VIA, FOB, and CREDIT TERMS. 1.2.2.2 PURCHASE ORDER REPORT All inventory orders in the ICP require a purchase order. Purchase orders are used to group orders. The Purchase Order Report lists active PO's and the inventory on order under that PO. 1.2.2.3 INVENTORY ORDER REPORT The Inventory Order Report lists all items where the count is less than the minimum set for the item. Compare the Inventory Order Report and the Purchase Order Report to better understand the relationship between these reports. 1.2.3 INITIALIZE REPORTS This option will allow you to reset the order reports. The Purchase Order Report and the Inventory Order Report are closely related and adjustments to one report must also be applied to the other. This happens automatically when the initialize option is used. 1.2.3.1 PURCHASE ORDER/INVENTORY ORDER If no filter is set, this function will initialize both the Inventory Order Report and Purchase Order Report. The Inventory Order Report will be cleared and reset to include all current items where the count is less than the minimum. The Purchase Order Report will be deleted and can be regenerated by the auto order or manual order process. The filter function can be used to initialize a single PO or single item number from both reports. 1.2.3.2 PURCHASE ORDER YTD This function will reset the purchase order year-to-date report. 1.3 RECEIVE Just as ordering inventory is based upon the Inventory Order Report, so receiving inventory is based upon the Purchase Order Report. Inventory is received in much the same way as it is ordered, either automatically or manually. Inventory is always received into the Purchase Order under which it was ordered. All PO's received are recorded in the Transaction History Report (I_TRANHX). 1.3.1 AUTO RECEIVE Enter the Purchase Order number and the rest is automatic! The quantity on order will be added to the count, the order cleared and the total received (TOTAL_RECD) field incremented for each item on order under that PO. This is the option to use if all items on order under the PO are received in the quantities ordered (no backorders). If the cost for the item on the PO Report is different from the cost in the inventory data base, the item will be recosted according to the costing method selected in the Setup Program. The filter function can be used to auto receive a single PO or single vendor. 1.3.2 MANUAL RECEIVE This option will allow you to enter backorders. First enter the PO to receive (examine the PO Report). If this PO is located, you will be prompted to enter the item number to receive. In this way, you can receive only specific item numbers in a given PO. If you press Enter without entering an item number, you will progress through the PO item by item from first item to the last. For each item in the PO, you will be prompted to enter the quantity received and the quantity backordered. If the cost on the PO Report is different from the cost in the inventory data base, you will be prompted to verify the new cost. The item will the be recosted according to the method selected in the Setup Program. 1.4 TRANSFER This function is available to transfer inventory from one location to another. You will be prompted to enter the quantity to transfer and the LOCation to transfer to. If the item number and location (destination) are not located and verified, the transfer will, of course, fail. All inventory transfers are recorded in the Transaction History Report (I_TRANHX). 1.5 HISTORY This function will allow you to edit or print the Transaction History. 2.0 ADD The methodology used to number and describe your inventory items is left entirely up to you. Nevertheless, there are a few things to keep in mind. All entries are converted to upper case in order to standardize searches. You will not be able to use upper and lower case combinations in the ICP. The item number, serial number, description, manufacturer , vendor, alternate vendor (ALTERNATE), and cross reference (XREF) are searchable fields. This means that records can be located and displayed by searching for information contained in these fields. Blank spaces preceding the character strings in these fields will affect the results of a search... a string with a blank space preceding it is not the same as the string without the leading blank space. In order to make the entry of data more efficient and rapid, the ICP is designed to use an existing record as a template for adding new records. New records are added over the top of existing records (which serve as templates). If you desire to retain the information in a given field, simply press Enter and go on to the next field. If you press any key other than Enter, the data in the field will disappear and you will be able to enter new data. The template record will remain unchanged and the new record will be added to the data base. If you are entering a succession of records where subsequent records have certain fields in common with previous records (for example, the same vendor and manufacturer), this process can save you much time and reduces the chance of error. You may locate the desired template using the find (FND) or browse (BRO) options and then enter the new record over the top of the template displayed. In order to avoid unintentional duplicates, you will be warned if the item number you are entering already exists. 1. ITEM (number): Item numbers can be any alpha-numeric string of up to 15 characters and should be unique unless the item is serialized. 2. SERIAL (number): Serialized inventory is simply inventory (items) that have the same item number but different serial numbers. Use the original record as a pattern template to create additional records which differ only in the serial number. You may then locate a serialized item using the find (FND) function then browse (BRO) to locate the desired serial number in the range of identical item numbers. 3. DESCription: Descriptions should be consistent among like items. Alpha-numeric strings of up to 25 characters are permitted. 4. MFGR: is the manufacturer for the item. 5. MODEL: if applicable. 6. LOCation: This is the location code of the item. This information is useful because it enables the FND function to be used as an inventory locator. It is also beneficial when recounting inventory because it forms the basis of the Abstract Report. The location code consists of two numbers followed by six characters. The numbers (1-99) represent the store (or warehouse) location and the six characters that follow represent the location (bin or aisle) in the store. If you are using only one location, all location codes should begin with "01". Single locations can be isolated by using the filter function or the F8 Location function. Once a location has been specified, you must enter the location code "00" to recall the other locations. 7. STD PACK: This is the number of items contained in the package identified by the item number. 8. COUNT: The current inventory level. 9. COST: This is the current cost of the item (what you paid). 10. RETAIL: The retail (selling) price. 11. WHOLESALE: The wholesale (dealer) price. 12. MAXimum: The maximum inventory level is the amount that the system will order to when the count is below the minimum. WARNING:If the maximum is set at 0, the item will be deleted when the count reaches zero rather than being added to the Order Report! 13. MINimum: The minimum (MIN) and maximum (MAX) inventory levels should be considered carefully. The minimum is the order point for the item and the maximum is useful in determining the quantity to order. If there is a price break for certain minimum quantity order, the minimum should be set to reflect this quantity (maximum-price break quantity=minimum). For example, if you receive a price break at one dozen of a certain item, and you wish to maintain a count of 120 items, set the minimum at 120-12=108. This will technique will cause the auto order function to order in price break quantities. 14. TAX: The taxable field is used to indicate non-taxable items (such as labor). In the Transaction Management Program, both the inventory TAX field and the customer TAXABLE fields must be set to "Y" in order for tax to be charged by default for any item. 15. VENDOR: The source for this item. The address, etc. for the vendor is entered using the F4 function key. Although several records may have same vendor, it is necessary to enter this information only once for each vendor. It is important to keep the vendor information current because it is required for the purchase order. 16. ALTERNATE: The alternate vendor and is for reference only. 17. DEPARTMENT: Departments are used to group inventory. This version of the PICS system will accumulate totals for 14 departments (1-14). Key the inventory item to one of the 14 departments if you wish to track department totals. 18. XREF: The Cross Reference is the vendor item number and prints on the purchase order in addition to the item number. 19. SUPR: If the item number has been superseded by another item number, enter the superseding number here. If a superseding number is present in this field, the system will automatically substitute the superseding number for any transactions involving the original number. For example, if you attempt to find (FND) an item number that has been superseded, the system will locate and display the superseding item number as if it had been the target of the original search. 20. COMPOSITE: Composite inventory items are made up of other inventory items. If you enter a "Y" in this field, the item may be linked to other items. See below for details. 21.RECEIVED: The date received provides the basis of the FIFO and FIFO costing capability of the system. The system date is entered into this field when a record is added or received into inventory. Always press Enter after completing the entry for any field. If you fail to do this (i.e. if you use the cursor keys to move to the next field), the data you entered will be lost. The cursor keys may be used to move to the next field (ArrowDn ) or to a previous field (ArrowUp ) but if changes are made, you must press Enter before leaving the field. The bottom two rows of fields are calculated fields and as such are maintained automatically by the program. The first of these two rows contains the TL SOLD, TL RE-CEIVED, and TL RETURNED fields. These fields together comprise the item history for this item. The TL SOLD field is incremented automatically every time one of these items is sold. The TL RECEIVED field is a record of the number of these items received into inventory. The TL RETURNED field is incremented each time one of these items is returned by way of a merchandise return transaction in the STM. The Item History can be reset in the ICP initialize (INI) function . The bottom row of fields includes QTY ORDERED, QTY RECEIVED, and QTY BACKORD. This comprises the order status of the item. The QTY ORDERED is automatically incremented whenever the item is ordered in the SOR module. QTY RECEIVED is incremented when the item is received. If the quantity received is equal to the quantity ordered, the order status will be cleared and these three fields will be set to zero (0). The order status can be reset in the SOR function by initializing the Order Report . After the record has been completed for this item, you will be able to enter a memo for the item. Memos may be added at any time hereafter by pressing the F7 key. Remember to press Ctrl+w to save the memo or Esc to abort. If you entered a "Y" in the composite field for this item, you will now be able to add or edit composite members. In the pop-up window, add the item number and quantity you wish to link. You may add as many composite members as you wish and when the item number (composite) is sold, the composite members will also be sold in the quantities entered here. This is useful for kit items which are composed of other items. 3.0 EDT The edit function (EDT) is used to change information in the record. After the field is changed, press Enter to assure that the changes are permanent. When you have finished editing the record, press Esc if you wish to pass over any remaining fields. Notice that you cannot edit the item number field. This is so that duplicate item numbers will not be inadvertently created. The Edit mode also provides opportunity to edit the memo for this item (if any) and the list of composite members if the item is a composite. 4.0 FND Locating a certain record can be accomplished most quickly with the find (FND) function. You will be able to locate records by the item number, serial number, description, manufacturer, vendor, alternate vendor, or cross reference. The system will find the best match for the target data entered. For example, if you are attempting to find all records with "CARBURETOR" as the description, and you enter "CARB", the system will find the first record in the data base that matches this target. This may be "CARB", "CARBURETOR", "CARB KIT", or "CARBURETOR GASKET", etc. The more specific the target, the more precise the results and the more general the target, the more general the results. Notice that the field you search on (item, serial, description, manufacturer, vendor, alternate, or xref will determine the order of the records in the data base. For example, if you search on vendor, the records will be sequenced in order of the vendor name (alphabetic). If you search for a specific vendor and then browse (BRO) the data base, you will see that the records are in order by vendor. The order of the records will be indicated in the lower left corner of the screen by a single word (ITEM, SERL, DESC, MFGR, VEND, ALTR, XREF) representing the index in use. This index will remain in use until changed. If, for example, you wish to return to a record sequence based upon the item number, search (FND) on ITEM and simply press Enter when prompted for an item number to find. It is not necessary to enter target data when setting the index (record sequence). 5.0 BRO The browse function enables you to view a range of records. You may browse the entire data base or a restricted segment of the data. Browsing a certain range of records can be facilitated in one of two ways. You can set the filter to include only those records you wish to view or you can locate the first record in the data base containing the desired information (using the FND function) and then browse the range of records matching this criteria. The difference between these two methods is the fact that the filtered data base will give you an end-of-file (<eof>) signal at the end of the range and you will not be able to browse beyond this point. Alternately, if you used the FND function to locate the first record in the data base containing the desired data, you would be able to browse through the information you desire to view and continue on to the actual end of the file. Furthermore, a filter can be set for any field or combination of fields, whereas the FND function only operates on the "searchable" fields. Notice that when you press Enter while in the Browse Window, the highlighted record will be displayed in full screen mode. Alternately, when you select Browse, the displayed record becomes the starting point for the Browse. 6.0 FTR The filter function is one of the most powerful and useful functions of the system. With this feature you will be able to cause the data base to act as if it contains only those records which match the filter criterion established. You can set a simple filter isolating a single field or a complex filter including, excluding and relating fields by using the and/or logical operators. Once a filter is established, it will remain in effect until you cancel or modify it. You will see the FILTERED flag on the status line if a filter is in effect. Filters can be used to limit most ICP functions including viewing, browsing, ordering and receiving inventory, and report generation. The Filter function is case sensitive and you must pay attention to case in the target value. As an example of the use of filters, suppose we desire to isolate all records in the inventory data base where the vendor is "NORVA" and the manufacturer is "TEC". Select the filter option from the Main Menu (option #6). Next, highlight the CREATE NEW FILTER option. You will be presented with a field list from which to select the fields you wish to filter. In this example, highlight the VENDOR field and press Enter. Next, highlight the EQUALS option. Enter the vendor name "NORVA" as the target value. Notice that the vendor name must be entered in caps if the vendor names are in caps in the data base because the filter function is case sensitive. Highlight the AND option next and repeat the process for the MFGR = "TEC". Finally, select the DONE option and the filter will be set. At this point, the data base will act as if it contained only records where the vendor is "NORVA" and the manufacturer is "TEC". 7.0 DSC This window will enable you to enter the Inventory Discount Schedule for the displayed record. The start date and the end date determine the date range for the specified discounts to be in effect. This feature allows you to set an item on sale for a special sale (seasonal or promotional). If you want the applied discounts to always be in effect, enter "01/01/99" for the end date. The QTY1/DISC1 combination determines the first quantity discount level. If the quantity sold is from 0 to QTY1, DISC1 will be applied. If the quantity sold is from QTY1+1 to QTY2, DISC2 will apply, etc. If the quantity sold is from QTY2+1 to QTY3, DISC3 will apply. If the quantity sold is greater than QTY3, DISC4 will apply. 8.0 UTL The utility function includes Pack, Backup, Index, Reprice, Initialize, Deletion utilities and Import/Export utilities. 8.1 PAK Packing the data base permanently removes the deleted records from the data base. Therefore, before packing it is desirable to print a Deletion Report in order to verify the records to be removed. It is also a good idea to keep the Deletion Reports as a permanent hard copy record of all deletions. Prior to the actual packing of the data base, deleted records can be recalled. In addition to the toggle feature in the Del key, you may specify a range to recall and undelete a large number of records all at once. 8.2 BKU The backup utility is provided here, in the Utility function of the CCP and at the logoff screen of the Main Menu. This function will copy all data files into the backup directory (\bak). 8.3 IDX This is a general housekeeping utility that is provided as a means of repairing damaged or corrupted index files. If you are unable to locate a record that you have good reason to believe is in the data base... reindex! It is good data base management practice to reindex the data base periodically in any case. 8.4 REP Repricing inventory is accomplished by entering a formula which will be used to replace the specified price level. For example, if you wish to replace the LIST field with cost+35%, enter the formula as cost*1.35 (the asterisk is the multiplication symbol). You will be prompted for the price level to replace with the formula and, in this case, specify the LIST field. The result will be that the contents of the LIST field will be replaced with the contents of the cost field + 35% (of the cost). Only the COST,RETAIL, and WHOLESALE fields and mathematical expressions acting on these fields are permitted in the formula. 8.5 INI This function will reset the Sales History, The Transaction History, or both. 8.6 DEL The (global) deletion utility is provided so that a range of records can be deleted at one time. An entire vendor or manufacturer can be deleted at one time by setting the appropriate filter. 8.7 IMP The Import/Export functions are available so that data can be exported to and from external data files as explained in detail below. 8.7.1 IMPORT The IMPORT function will cause the data in the transfer data base (tinven.dbf and tinven.dbt) to be appended to the inventory data base (inven.dbf and inven.dbt). The data in the transfer data base might be data imported from an external ASCII file via the DBU program (refer to Chapter 9) or it may be data previously exported by the ICP program. The IMPORT function checks for existing item number matches in the inventory data base as data is being imported. If a match is found, the COST field only is updated. If no match is found, the record is added to the inventory data base. 8.7.2 EXPORT These are the inventory import and export functions as described below. 8.7.2.1 BARCODE FILE This function will cause the ITEM NUMBER, DESCRIPTion, and MINimum to be exported to a comma delimited ASCII file for use by the optional bar code printing software. 8.7.2.2 INVENTORY FILE This function will cause the inventory data base (inven.dbf and inven.dbt) to be exported (copied) to another file (tinven.dbf and tinven.dbt) on the disk drive of choice. 8.7.2.3 LOCATIONS This option will cause the inventory records with the specified location codes to be exported. 8.7.3 UPLOAD This option is available as part of the optional bar code module so that input from remote scanners can be uploaded through the serial port to update inventory balances (count). 8.8 FIL The File Manager is a very handy (and powerful) utility that will enable you to manage the files on your hard drive including the PICS system files. File manager displays a list of files in a scrolling pick list. Navigating through the list of files is accomplished by the ArrowUp and ArrowDn keys. The ArrowLt and ArrowRt keys are used to move through the menu options at the top of the window. Pressing Enter will activate the highlighted menu option for the file that is currently highlighted. The copy and delete options can also be performed on tagged files. Tagging a file is accomplished by pressing the Space Bar while the file is highlighted. A "tag all" option, F5, can be used to tag all files. F6 will "untag" the files. 8.8.1 LOOK Views the currently selected file. 8.8.2 COPY Copies the selected file to another location either on another drive or in another directory. When you desire to archive the monthly directories or the \bak (backup) directory to floppy disks for permanent storage, this is the utility to use. 8.8.3 RENAME Renames the selected file. 8.8.4 DELETE Deletes the selected file. 8.8.5 PRINT Prints the selected ASCII file. 8.8.6 OPEN Not in use here. 9.0 RPT This option prints reports and labels. 9.1 REPORTS A descriptive list of all reports in the system can be obtained by printing the I_REPORT report. To print a report, select the RPT option (#9) from the Main Menu. You will see a list of reports in the window. Highlight the desired report and press Enter. Next, you will be given the opportunity to enter a filter, to proceed, or to abort the printing process and return to the Main Menu. Following the filter option, you will be asked to enter a KEY EXPRESSION for the report. This is the index key and will determine the sequencing of the records in the report. The default for most ICP reports is "vendor+item". This means that the reports will appear in vendor order with item numbers in order within each vendor. You may index the reports on any field or combination of fields. For example, the Abstract Report is in order of location+item because this report is used for taking inventory and it is desirable for the records to be in order of location for this purpose. Refer to Chapter 8 for details. 9.1.1 I_ABSTRA The Inventory Abstract is provided to assist the re-counting of inventory. The report is arranged in order of item location code and then by item number. It will be of great help when taking inventory. 9.1.2 I_BACKOR The Back Order Report is a listing of all items which have been back ordered from the vendor. 9.1.3 I_COMPOS This report lists all composites and associated composite members. 9.1.4 I_DELETI The inventory Deletion Report is a list of all inventory items which have been marked for deletion. 9.1.5 I_DISCNT This report details the Inventory Discount Schedule. 9.1.6 I_INVORD The Inventory Order Report is a listing of all items where the count is less than the min (i.e. ord_status = "y"). 9.1.7 I_PRICEB This price list includes both the retail and wholesale prices. 9.1.8 I_PRICER This price list includes only the retail price. 9.1.9 I_PRICEW This price list includes only the wholesale price. 9.1.10 I_PUROR1 This is the Purchase Order Report. 9.1.11 I_PUROR2 This is the Purchase Order Summary Report. 9.1.12 I_PURYTD This is the Purchase Order Year-To-Date Report. 9.1.13 I_REPORT This is a listing of all ICP reports and their definitions. 9.1.14 I_REPRI1 This is the Pre-repricing Report. 9.1.15 I_REPRI2 This is the Post-Repricing Report. 9.1.16 I_SKVAL1 This is the Stock Value Report. 9.1.17 I_SKVAL2 This is the Stock Value Summary Report. 9.1.18 I_SUMMAR This is the Inventory Summary Report. 9.1.19 I_TRANHX This is the Transaction History Report. 9.1.20 I_VENLST This is the vendor mailing list. 9.2 LABELS The bin label and vendor mailing label are included with the system as examples. You may make others with the RL program. If you set a filter to cause a label to be printed for a single item number, you will be prompted to enter the number of labels to print. Multiple labels can be printed for a single item number only. 9.2.1 I_BINLBL This is a bin/price label. This label is also available by pressing the F6 key. 9.2.2 I_VENLBL This is a vendor mailing label. It is also available by pressing the ) key. 9.2.3 I_INVCRD This option prints an inventory card (3x5 card). APPENDIX A TECHNICAL SUPPORT You must register your program with EMS to be eligible for technical support! If you purchased your program directly from English Mountain Software you are automatically registered. If you purchased it from any other source, you must send us the compleated registration/invoice form provided with the package in order to become registered. There are two levels of support available. Standard Support and Extended (BBS) Support. They are discussed below. STANDARD PRODUCT SUPPORT Standard Product Support is unlimited and free of charge to the registered user. You may contact our support department with questions regarding the operation of the program or with any other difficulty you may encounter with its use. Support is available through any of the four channels listed below. 1. Telephone: (423) 625-9866 Telephone support is available from 9:00 am to 4:30 pm (est). It is unlikely that we will return calls for tech support, however, we are normally available during the hours listed above and you should have no difficulty reaching us. 2. Mail: English Mountain Software, Inc. 1750 Kingdom Way Newport, TN 37821 3. Compuserve electronic mail: PPN # 73530,3234 4. Internet: http://ourworld.compuserve.com/homepages/spirit7 5. Fax (423) 625-9866 EXTENDED PRODUCT SUPPORT Extended Support is available for an anual fee of $75.00 and includes access to the Extended Support Library in our support BBS. This library provides continuously updated versions of our products and associated documentation assuring you of the latest in terms of both features and bug-fixes. In addition, the BBS serves as a electronic mail box for passing custom programming or other special files. The BBS also includes a large library of Association of Shareware Professionals (ASP) approved shareware which you may download at no additional cost! We update these libraries on a continuous basis and are an ASP approved BBS. Give it a try! (423) 625-0376 We will endeavor to support our users in the most professional and thorough manner. If you find a "bug" or simply need assistance in using the software, please contact us immediately. We will accept collect calls only if the problem involves a "bug" or anomaly. APPENDIX B CUSTOMIZING ICP We will make custom changes to the ICP program to suit you specific needs. These changes can include such things as special report generation, screen design, and even data base structure modifications. The cost for such changes USUALLY ranges from $50.00 to 250.00. If you would like to adapt this software to your exact needs, we will be happy to give you an estimate. Here are some thing to keep in mind if you are considering custom changes to the PICS program... 1. Review the system thoroughly enough to know all of the changes you will require. Although changes can be made at any time and as often as necessary, it is frequently less expensive to do all modifications at one time. 2. You can print a copy of any screen in the ICP system by pressing the "Shift + Print Screen" keys. Make notes of any desired changes to the screens in this manner. 3. Make up mock reports showing all report headings and any totals you wish to calculate. The report designs should be as complete as possible. We will make every effort to duplicate your design. Over the years, we have adapted this software to the requirements of numerous specific busineses and industries. Some examples include: 1. tool crib management 2. sporting goods and firearm dealers 3. oriental rug dealers 4. print shops 5. hospital Central Supply and laboratory departments 6. outdoor power equipment/small engine shops 7. tack shops 8. book stores 9. electronic equipment dealers/manufacturers 10. automobile dealers and repair shops APPENDIX C PROGRAM OPTIONS 1. There is an optional bar code module for the ICP program. This module will allow you to print bar code labels from within the ICP program. Contact EMS for details. 2. The ICP system is designed to accept data input from a variety of remote barcode scanners. If you desire additional information on these devices, please contact EMS. APPENDIX D SITE LICENSE A site license is an inexpensive way for more than one person to legally use one copy of a program on more than one computer at a time. Site licenses are designed for companies, offices or workgroups where more than one person in the organization needs to use a product, but does not need additional manuals or disks. Site licensing enables companies, departments, government agences, etc., to equip their personnel with the tools they need at a minimal cost. Here's how it works: The company purchasing a site license (the licensee) provides a single point of contact for shipping, technical support, upgrades, etc., and we (the licensor) provide a "golden master" of the diskettes, manual, and any other parts of the package. These "masters" may be copied and distributed according to the terms of the site license. If you are interested in a site license, please contact us during normal business hours for additional information. English Mountain Software, Inc. 1750 Kingdom Way Newport, TN 37821 phone and fax (423) 625-9866 support BBS (423) 625-0376 Compuserve PIN 73530,3236 Internet http://ourworld.compuserve.com/homepages/spirit7 APPENDIX E PICS WHAT IS PICS The PICS (Positive Inventory Control System) was originally classified as a "point-of-sale" inventory control program. POS systems are typically used at the sales counter and coupled to a cash drawer much like the old familiar cash register. While PICS is well suited to this type of application, the system is also an ideal tool for tracking the distribution of inventory to departments within the organization or for order fulfillment in a warehouse or manufacturing plant. The PICS system combines order processing, inventory control, and customer control into a complete inventory distribution and management system and we now refer to PICS as Inventory Distribution and Management (IDM) software. PICS is useful in any situation where sales processing, order processing, order fullfilment, or inventory distribution tracking is critical. INVENTORY CONTROL The ICP (Inventory Control Program) is the heart of the PICS system and is described in detail on another page. The ICP is available as a stand-alone or as an intergrated part of the complete PICS program. CUSTOMER CONTROL The CCP (Customer Control Program) manages your customer data base. In PICS, a customer can be an individual, company, department, vehicle or any other entity to which inventory is distributed. The CCP enables you to set parameters for each customer record defining such things as the default discount, price level, terms, credit limit, taxable status and others. In addition, the system maintains a complete customer history detailing all customer transactions. With the CCP, you can print several types of customer lists, mailing, and shipping labels. ACCOUNTING Although PICS is not an accounting program, it supports many advanced accounting functions. For example, PICS tracks accounts receivable and prints statements optionally aged from the invoice date. PICS also tracks accounts payable, prints checks and manages payroll. MANAGEMENT REPORTING PICS prints a wide assortment of very useful management and reconcilliation reports. Some of these include the Transaction Journal, Monthly Register Report (group and department totals breakdown), Yearly Register, Cost-of-Goods-Sold Report, Clerk Activity (commission) Report, Item History Summary, Customer History Summary, Accounts Receivable Summary, Accounts Payable Summary, YTD Accounts Payable Summary, Chart-Of-Accounts, Payroll Summary, Check Register, and more. SOME OF THE FEATURES AND BENEFITS OF PICS 1. PICS will automatically update your inventory data base as transactions are processed. 2. Know when and how much to order every time... no more guessing! 3. Track orders, purchase orders, backorders (from your vendors and to your customers), and vendors. 4. Identify your fastest and slowest moving items and easily determine trends. 5. Instant price look-up. 6. Supports cash,credit,account or split transactions. 7. Print invoices, proposals, pick lists or work orders and easily convert from one form to another. 8. Store a form as a work-in-progress to be recalled and completed at any time. 9. Recall and re-print forms transacted years ago. 10. Print formal purcase orders. 11. Reminds you of the suggested discount and correct price level for each customer. 12. Alerts the clerk when the customer credit limit has been exceeded or when the account is past due! 13. Customer dollar volume discounts by vendor or invoice totals. 14. Inventory volume discounts by date range (seasonal or promotional). 15. Track cost-of-goods sold. 16. Track transaction, customer and commission histories. 17. Easy and complete check out procedures which detail your sales activity in all departments and categories. 18. Track ROAs, paid outs and merchandise returns. 19. Print statements optionally aged from the invoice date. 20. Print customer mailing list, mailing labels and shipping labels. 21. Track payables, payments and balances. 22. Prints checks and manages payroll. WHO USES IT? PICS was first introduced in the summer of 1987 and has undergone many significant revisions in response to the suggestions of our users and the continuing research of EMS. This is the 15th major revision of the system since its introduction. Currently, our user base exceeds 2000 ranging from large fortune 500 companies to small business. We have provided a few examples. Some of these names you will recognize and some you will not. They were selected at random to illustrate the diverse range of application , adaptability, and usefulness of this system. Complete references available upon request... State of Arkansas, Akron Fire Department, Aero-Space T.V., American Red Cross, First Union Bank, Vulcan-Brunswick, Bic Corp, B&L Repair Service, Bud's Small Engine Shop, Coca-Cola, Chevron U.S.A., Clasic M.G. Shop, Country Toys Plus, Digital Equipment Corp., Dollar Buster, Dudley's Tire Service, Emergency Animal Clinic, Galaxy Carpet Mills, General Dynamics, Georgetown University Hospital, Haskel Marine, Howard's Repair, Home Federal, Honeywell, Intel Corp., IBM, University of Calgary, Northrop Corp., Pitney Bowes, Ricoh Corp, South Dakota Department of Transportation, State of Iowa, Toco Bell, U.S. Navy, U.S. Air Force, U.S. Army Corps of Engineers, U.S. Marine Corps. APPENDIX F REGISTRATION Thank you for the opportunity to demonstrate the ICP system. If you decide to use this software beyond the evaluation period (60 days), you must register your copy with English Mountain Software, Inc. The registration fee is $85.00 FOR EACH COPY IN USE. These are the benefits of registering the software... 1. You will receive a registered copy of the CURRENT version of the ICP system and you will be added to our mailing list so that you are assured of receiving upgrades, revisions, and new product information. UPGRADES ARE FREE TO REGISTERED USERS. The registered version does not include the opening screen which requires you to enter a random number access code, and, is not limited as to the number of records which can be entered. 2. You will receive TWO additional utility programs free... a.You will receive the RL program which will enable you to create or modify icp reports and labels. This program will enable you to add a custom report heading (identifying your company, dept, etc.). You will be able to change (or eliminate) grouping (currently, most icp reports are grouped by vendor); add, change, or eliminate any field in any report; add calculated fields for special purposes; create special reports form scratch. b. You will receive a very powerful interactive data base utility which will enable you to append data to your icp data base from any other "dbf" file or from ascii files. The utility also includes many other useful functions to enable you to work with your data and index files. 3. You will become eligable to receive unlimited FREE telephone support as outlined in the appendix to the Manual (Manual.doc). 4. We will make custom changes to registered software as outlind in the appendix to the manual (Manual.doc). 5. If you discover a "bug" or anomaly in the software, we will attempt to resolve the problem within 5 days from the date that we receive the notice of the bug. 6. It's the right thing to do! Shareware is a distribution method NOT a type of software. We encourage you to copy this program (shareware version) and distribute it to anyone you feel would benefit from it's use. However, if you plan to use the program beyond the evaluation period, please register your copy with EMS. This is not "FREE" software in any sence of the word. We depend upon the honesty and integrity of those who use this software in order to continue to provide the top quality software in this "try before you buy" format. 7. It's the law! Shareware is copy righted software just like any you would purchase form a retail store. English Mountain Software is a member of the association of Shareware Professionals. For more information about shareware or the ASP, please contact the ASP: Association of Shareware Professionals Jan Abbot, Executive Director 545 Grover Road Muskegon, MI 49442-9427 616-788-5131 (phone) 616-788-2765 (fax) HOW DO I REGISTER? 1. You may order with MC, VISA, AMEX, or DISCOVER from the Public (Software) Library by calling 800-242-4775 or 713-524-6394 or by FAX to 713-524-6398 or by CIS Email to 71355,470. You can also mail credit card orders to PsL at PO Box 35705, Houston, TX 77235-5705 2. You may register your icp program on Compuserve (GO SWREG). 3. You may order via E-Mail: 73530.3236@compuserve.com or http://ourworld.compuserve.com/homepages/spirit7 4. You may Complete the following registration form and send it to EMS along with the registration fee. 5. You may call our order processing dept at 1-800-450-4661 (orders only, please). ORDER FORM/INVOICE Please complete this form and return to the address below. Enclose a check in the amount indicated on the completed invoice. YOUR NAME:_______________________________________________________ BUSINESS NAME:___________________________________________________ ADDRESS:_________________________________________________________ CITY:________________________________ ST:______ ZIP:_____________ PHONE:_______________________________ NAME OF PRODUCT:__________ SERIAL NUMBER:__________VERSION:______ WHERE DID YOU OBTAIN YOUR COPY OF THIS SOFTWARE?:________________ PLEASE INDICATE THE DISKETTE SIZE REQUIRED: ____3 1/2 ____ 5 1/4 ____ ICP software registration..........$ 85.00 ea $_____________ (This is a single/multi-user program.) ____ PICS package (complete)............$295.00 ea $_____________ (Includes ICP.) ____ PICS Multi-User Version............$395.00 ea $_____________ (Includes ICP.) ____ PICS LITE Single User version......$129.00 ea $_____________ (same as PICS but without accounting functions) ____ PICS LITE Multi-User version.......$195.00 ea $_____________ (same as PICS but without accounting functions) ____ IRWIN software registration........$ 85.00 ea $_____________ (Inventory Reconciliation for WINdows) ____ BBS Extended Support (1st year)....$ 75.00 ea $_____________ Tennessee residents add .065% sales tax ...........$_____________ Domestic orders add $ 8.00 shipping and handling...$_____________ Overseas orders add $12.00 shipping and handling...$_____________ TOTAL DUE:.(US Funds only, please).................$_____________ REMIT TO: English Mountain Software 1750 Kingdom Way Newport, TN 37821 (423) 625-9866 CREDIT CARD ORDERS You can order with MC, VISA, AMEX, or DISCOVER from the Public (Software) Library by calling 800-242-4775 or 713-524-6394 or by FAX to 713-524-6398 or by CIS E-mail to 71355,470. You can also mail credit card orders to PsL at PO Box 35705, Houston, TX 77235-5705 APPENDIX G RESELLER PROGRAM If you wish to become an authorized distributor of our software (ICP & PICS), you must complete the application form provided below and return it to EMS at the address provided. As a reseller... 1. You will be provided with a "master" of the ICP demo program which you may duplicate as required for distribution to your prospective clients. You may charge a fee for installation and training associated with the demo version but not for the demo version itself. 2. Your company name and address will appear in the intro screen of the ICP demo version in place of ours. 3. You may establish your own pricing for the registered versions of the ICP/PICS software. Our current retail pricing is detailed below for reference. As a value added reseller (VAR), you may charge for any installation and training required by your client. We recommend an initial setup fee (including about 1 HR of training) of $150-$200 for the ICP with additional training at the rate of $50/HR or $300/day. One hour is usually sufficient for the ICP and we recommend 1-2 days for PICS. 4. You will be automatically granted extended (BBS) support privileges and will be supplied with our BBS "Door" software for access to the support BBS. 5. Your cost for the registered versions of the ICP/PICS retail software will depend upon your order history (accumulative) for each program as follows: a. Programs 2-5 = 20% discount. b. Programs 6-10 = 30% discount. c. Programs 11-20 = 40% discount. d. programs 21- = call Therefore, if you have ordered 5 ICP programs and 3 PICS programs to date, your next ICP will be discounted 30% and and your next PICS package will be discounted 20%. ***************************************************************** Although the discount schedule for the ICP\PICS software represents a reasonable profit margin, your primary profit center is likely to be installation, training and support. You should realize a $150-$200 profit from the sale of each ICP program with the typical 1-2 hr installation and training period. Your profit from each PICS installation should be between $300 and $600 with installation fees and the recommended 1 to 2 day training period. ***************************************************************** RE-SELLER APPLICATION You must complete the reseller application form included below and return to EMS BEFORE your first order as a reseller. YOUR NAME:_______________________________________________________ BUSINESS NAME:___________________________________________________ ADDRESS:_________________________________________________________ CITY:________________________________ ST:______ ZIP:_____________ PHONE:______________________ FAX:________________________________ WHAT IS YOUR EXPERIENCE WITH THIS TYPE OF SOFTWARE?______________ _________________________________________________________________ _________________________________________________________________ PLEASE INDICATE THE DISKETTE SIZE REQUIRED: ____3 1/2 ____ 5 1/4 English Mountain Software 1750 Kingdom Way Newport, TN 37821 phone and fax (423) 625-9866 support BBS (423) 625-0376 Compuserve PIN 73530,3236 internet http://ourworld.compuserve.com/homepages/spirit7