Power Bytes: Money & Finance

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Text File | 1987-05-24 | 39.5 KB | 1,035 lines | [TEXT/SKPR]

39 38 About ShopKeeper READ ME -1 READ ME -2 READ ME -3 READ ME -4 READ ME -5 READ ME 6- ?Cust -BUTTON ?Item Button- Add Changes- Address- Adjust.=Adjustment Adjust.=Adjustment 2 Balance- Bids Calc =Calculate Cancel -Button- Company/Individual Names Cost/Unit- Current Balance- Cust.ID.- Date- Deleting Customers- Deleting Inventory Items- Deleting Invoices Description- Discount- Disk Requirements- Done- Errors- Floorplan- Freight- Invoice #- Item No.= Item Number Item No.=Item Number MFG's #- Name of Contact- New- Next- No Print -Button- On Account-A/P Paid-Print -Button- PO -Purch.Orders Quant.= Quantity Retail- Returns & Credits Ser. No.- Ship To- Slsmn= Salesman Supplier- Tax- Sales Tax Tax Exempt No. Telephone Number- M-Cashier's Report M-Clear Sales File M-Customer File M-Customer Labels M-Customer List M-Daily Sales Report M-Edit Invent. Desc. M-Edit Invent. No. M-End Of Month *EOM Check List* M-Find Sales Ticket M-Floorplan Report M-History M-Inventory Report M-Mgr. Exit M-Paper M-Password Power Failures M-Price Labels M-Quit M-Sales Ticket M-Sort Customer File Special Orders M-Special Order Cost M-Statements M-Supplier Invoice ZULU ~1 About ShopKeeper ShopKeeper is not copy protected. Make as many copies as you need for your own use. We only ask that you use it on one machine at a time. ShopKeeper⌐ Software Copyright 1984-1987, Mike Nudd ShopKeeper Software P.O. Box 38160 Tallahassee, FL 32315-8160 904/222-8808 ~2 READ ME -1 This and the next 8 help screens will give you some short notes about using ShopKeeper. 1. Sales Ticket is an invoice that you write for the sale of merchandise or services to one of your customers. 2. Supplier Invoice is an invoice that you receive from one of the vendors that sell you something that you keep in inventory. 3. Clicking the mouse once on the 'Cancel' button will get you out of just about anything. 4. Any button with a double border can be pushed either with the mouse or by just hitting the <Return> key. ~3 READ ME -2 5. To avoid slowing down the experienced user ShopKeeper will accept most information directly from the keyboard. Just enter the information (if you know it) and hit the <Tab> key. For information you don't remember use the ?Cust and ?Item buttons to have the computer look it up for you. 6. At first the movement between the keyboard and the mouse will feel awkward but you will soon be doing it without even thinking about it. There are however a few of places in the program where you will be forced to use the mouse (such as buttons on the customer file). These were put in to make you stop for a second and think - thus avoiding errors. 7. Hitting the <Return> key on widows that have only one box for you to fill in will cause ShopKeeper to continue. (Same as pushing the 'OK' or 'Done' button.) ~4 READ ME -3 8. On screens that have a lot of boxes the <Tab> key will move you one box forward and the <Shift> & <Tab> keys together will move you one box backward. 9. The * (asterisk) is reserved for ShopKeeper's own use - don't use it accept when deleting an inventory item, or marking an item no. to require a serial number 10. Don't be afraid to go exploring. The best way to learn any new program is to make a copy of the data disk and just go try everything you can think of. If you are like most Macintosh owners (myself included) you tend to judge any new program by how far you can get without having to open the manual. Try it! 11. There are some things (such as printing a large inventory file) that just take some time to do. ShopKeeper will display a 'Working Please Wait' window during these procedures. Most only take a few seconds, some can take several minutes. ~5 READ ME -4 12. There are three inventory numbers (Item No.s)that are reserved for the use of the program: Item No.1/A-Used for PAID ON ACCOUNT. 2/ - Used for entering SPECIAL ORDERS into sales tickets (you must add the proper sales category letter) 3/A- Used for SERVICE CHARGES on overdue accounts. ******DO NOT CHANGE THESE ITEM NUMBERS.****** 13. SALES TICKET (or customer invoice) number ONE is used by the program to represent monthly statements that have been sent. 14. Some of the Edit Fields (or BOXES with square corners) will hold more than they can display. For example: Shopkeeper will store the first 10 characters in the serial number field even if you seem to have typed right out of the box. ~6 READ ME -5 15. The PASSWORD selection under the 'Mgr' menu must be done before you can edit balances etc. in the 'Customer File'. None of the choices under the 'Mgr' menu are accessible until 'Password' is completed. 16. The HELP selection is available at almost all points in the program. There are certain operations that will force 'Help' to wait until they are completed. If you find yourself needing help at one of these points - hit the Cancel button and back up one screen. This will allow you into 'Help'. Then you can continue. 17. Once you become comfortable with ShopKeeper (or if you find yourself in desperate need of disk space) the 'Help.SK' file can be removed from the disk with no ill effects. ~7 READ ME 6- 18. ShopKeeper looks for information to fill in or check after you hit the <Tab> key (as it enters the next field). If you jump around the boxes with the mouse it may not fill in information. To correct this, just go back to the box and hit <Tab>. 19. After entering a Customer ID or an Item No.-WAIT- it may take two to four seconds for ShopKeeper to verify the entry and retrieve the information from the disk. It will take you a little while to get the feel of the pace of the program. ~8 ?Cust -BUTTON Clicking this button will open a window which asks for an initial. Enter the initial (one letter) and a list of matching customers will be displayed. Just click on the customer you want and all information will be automatically filled in on the sales ticket or Customer ID box. If you put more than one letter in the edit box ShopKeeper will search every field of the customer file for matching entries (use this to find a customer by city or address). Since selecting the customer with the ?Cust button will replace the current contents of the customer information on the sales ticket, this is also the way to correct an unwanted selection with the correct entry. ~9 ?Item Button- Used when you don't know the item number. A box will appear into which you enter some part of the item's description that you know must be in the file. If you choose the 'Search Entire File' button it will search all fields not just Description. Example: You are trying to find the book 'Multiplan Made Easy.' You could give the description 'Easy' or 'Multiplan' or just 'plan'. ShopKeeper will go and search the entire inventory for any matching item descriptions then give you a list. Just click on the box appearing to the left of the proper item and it will be automatically filled into the row that you selected last. Note: Since the selected item will fill in the row that you last selected, it is also the method of replacing an incorrect entry previously made. If you do not want any rows replaced, make sure the cursor is not on any row you wish to keep. ~10 Add Changes- This button will save any changes made to existing or new customers and while editing the inventory file. On screens that have this button you must click on the button to save your changes to the disk. If you don't use the 'Add Changes' button everything will be as it was before you started making changes. ~11 Address- Example: John Smith 123 E. Main Midtown, KS 99999 Always make sure that city state and zip code are all on the same line. Note: Changing any character of the address on the Sales Ticket will cause ShopKeeper to assume that you are entering a 'Ship To' address. Both the address contained in the customer file (Bill To) and the 'Ship To' address will be printed on the Sales Ticket. ~12 Adjust.=Adjustment This represents the amount of discount off of retail. It may be filled in 4 different ways. 1. Type in a number and the percent sign (%). 2. Type in a dollar amount (No $ sign). 3. Use the discount code table; ie) A =5% B =10% C =15% D = 20% E = 25% Y =Actual Cost Z = Cost divided by .875. 4. Cost Plus a percentage is handled by typing in a number followed by the'+' sign. Example: to charge cost plus 15% enter '15+'. Legal Discount Entries: 12.3%, 12.50, A, 23.8+ Illegal Discount Entries: $12.50, letters F thru X, %12.3, +15 <MORE> ~13 Adjust.=Adjustment 2 Adjustments aren't shown until the Calc Button is pushed. The customer's Cost = Quantity * (Retail - Adjustment). *NOTE-When using the item number 2/ (SPECIAL ORDER), the system doesn't have the actual cost; for report purposes it will estimate the cost which will have to be corrected later. Very few, if any,items should have to go through the system as item number 2/. ~14 Balance- This is the amount that has not been paid (or in the case of a negative number the amount of credit) to be applied to a customer's account. The Balance must be zero if the customer has not been set up in the customer file or if the customer is CASH. Balance Last Statement- This will show you how much the customer owed the last time that statements were run. If it is a new customer a zero balance will be present until after the first statement is run. NOTE-You may only enter something into this field when first setting up the customer. ~15 Bids There is a 'Bid' button on the 'Sales Ticket' window. It is there to allow you to prepare and print a bid or estimate using the information in your customer and inventory files. Prepare a bid as if it were an actual 'Sales Ticket' changing discounts ('Adjust.') and experiment with different combinations then print out an estimate by clicking on the 'Bid' button. ShopKeeper will handle it just like a 'Sales Ticket' except that it will not change your sales or inventory files. Like an invoice a bid may be retrieved at a later date by using the 'Find Sales TIcket' selection. ~16 Calc =Calculate This button causes the entire screen to be recomputed and does error checking. *NOTE-Always do Calc and check the completed screen before pushing the Print or No Print Button. ~17 Cancel -Button- This wipes out everything on that window; nothing is saved and nothing is recorded. It will then take you back to to the main menu. When in doubt 'Cancel' out. Cancel gets you out of just about anything. ~18 Company/Individual Name- This is used to put in the person's or company's entire name such as John Smith or Brown's Electronics, Inc. Type it in exactly as you want it to appear on Sales Tickets, Statements, etc. *Only the first 30 characters will be stored.* ~19 Cost/Unit- This is the price that the supplier charges you for each separate item on the invoice. Make sure that the unit used in the Quantity field is the same as you are using for the cost. Example: If you buy 2 cases of floppy disks (in cases of twelve boxes of disks) for $180/case but you want them in your inventory by the box then the Quant. field should have 24 and the cost/unit field should have $15. ~20 Current Balance- This tells you how much the customer owes at that particular moment in time. ShopKeeper will keep this balance up to date as long as you enter all transactions that affect that person's account into the computer. NOTE-You may only enter something in this field when first setting up the customer. ~21 Cust.ID.- This is filled in by ?Cust Button. or if you know the CustID for this customer just type it in the CustID box and hit the <Tab> key. Customer IDentification- May be a number (up to 9 digits long) or it may be up to 10 alphabetical characters. Example: If the customer's name is John's Auto Parts the easiest CustID for everyone to remember would be something like 'JOHNSAUTO'. Just be consistent in creating new CustID's. If you are not going to put in spaces and punctuation marks then make sure everyone does it the same way. ~22 Date- This is automatically generated by the computer but may be changed on Sales Tickets and Supplier Invoices. It cannot be changed on Statements or Reports. Last Payment or '/D'- The date the customer last made a payment on his account or a '/D' (for delete) if you want to make the customer inactive. ~23 Deleting Customers- In the Customer File in the box 'Last Payment or '/D' ' is normally the date of the customer's last payment on the account. If you put '/D' in this edit field it marks the customer to be automatically deleted as soon as they have no more active invoices. The 'Store Old Data' under the 'Mgr' menu will present a box which allows you to have any customer which no longer has any invoices active in the invoice (A/R_File.SK) file automatically added to a file called Customer.Old on the Old Data disk. It will look at each customer for the '/D' and, if present, check to see if it should be moved from active (.SK) to inactive (.Old) customer files. ~24 Deleting Inventory Items- To delete an inventory item, put an '*' in both 'Description' and 'Retail'. Save your changes and then go on. The next time the system starts up and a new item is entered on Supplier Invoice, the space will be reused before the system starts adding records to the end of the file. Note: ShopKeeper will not delete an inventory item unless the balance on hand is zero. ~25 Deleting Invoices- Any invoice may be deleted from appearing on the customers statement by choosing 'Find Sales Ticket' from the 'Sales' menu, then pushing the 'Delete' button when the ticket appears. This will actually create a complete set of reversing entries in your files. The ticket number on the deleted invoice will be changed to '1D/'+the last 3 characters of the sales ticket number. The reversing entries will be preceded by a '1C/' in your files. Note-if an invoice has already been billed to the customer on a statement then the next statement will show the credits. If it has not gone on a statement it will be ignored completely. If the invoice had cash paid on it SK will assume the cash payment was real and apply it to other unpaid invoices. To remove the cash you must make a new sales ticket and enter a negative amount for paid on account. ~26 Description- This is automatically filled in if you use an existing item number. If you don't have the correct item number or if it is an item never entered before you must type in the name of the product. When entering a description of a new item keep in mind that the inventory is sorted on this field. To keep items of the same kind together on the printed inventory describe them with the common part of the description first. Example if you are entering a blue dress and a red dress enter them as 'dress red' and 'dress blue'. (MAXIMUM OF 25 CHARACTERS) ~27 Discount-Enter the dollar amount or percentage taken off of your cost by the supplier (on Supplier Invoice window). Discount Level-This is an optional entry in the Customer File. You can enter one of the choices that are explained under the Help- 'Adjustments' or you can use it to store some other information about the customer. Discounts are not automatically applied to any Sales Ticket for a customer unless the last character of the discount is an '*'. ex. 10%* (automatic 10% discount from retail) 12.5+* (automatic cost plus 12.5%) ~28 Disk Requirements ShopKeeper expects all data files to be on the same disk volume. To approximate how much disk space you will need use the following formulas. Add up the totals then add 15% for a safety net. ['*' means multiplied by (same as 'x')] 1.number of customers * 260 bytes 2.number of inventory items * 110 bytes 3.number of individual items that require serial numbers be stored {floorplanned or consignment items} * 95 bytes 4.number of Sales Tickets (customer invoices) to be kept active {average of 200 invoices active for 3 month =600} * 80 bytes 5.average number of items per Sales Ticket*135* (#4 above) {ex. 3 items per ticket *600 tickets active*135 bytes=243K} 6.number of invoices received per month* 60 bytes 7.average no. of items received per invoice*(#5 above)*70 bytes * A $100,000/mo. computer store should require about 390K to keep 90 days active* ~29 Done- This button means the same as an 'OK' button. You have finished making changes in this window and are ready to continue. ~30 Errors- Should a disk error occur make sure that you shut down and eject the disk before trying again. This insures that all the files were properly closed. If the error occurs again try a different copy of ShopKeeper. Strange characters indicate an empty file. THE MOST COMMON ERROR IS - OUT OF DISK SPACE - CHECK THAT FIRST. YOU SHOULD HAVE EMPTY DISK SPACE ON YOUR DATA DISK EQUAL TO THE SIZE OF YOUR LARGEST FILE FOR SK TO WORK PROPERLY. ~31 Floorplan- This is the name of the finance company the merchandise was purchased through. An example of this would be ITT Commercial Credit. When this field is filled in you will get a small window asking for floorplan payment information. Fill in the date box, then click the 'All Due on Date' button. (The use of floorplan/consignment is optional. It will be ignored if none of the inventory items has an '*' as the second character from the right end.) Example: Item No. 23*H would mean that a serial number is expected for this item. ~32 Freight- This has to be manually entered and represents the amount of freight charges you paid (Supplier Invoice) or you are charging your customer (Sales Ticket). As with any box in ShopKeeper do not enter any dollar signs. ~33 Invoice #- Invoice or Sales Ticket Number. This is automatically generated by the computer but may be changed by the user to any 6 characters or 5 numbers. Note: Each Invoice# should be unique. Meaning there should not be more than one with the same number or code. The 'Find Sales Ticket' menu choice under the 'Sales' menu will find only the newest Sales Ticket still stored in the file (A/R_File.SK) with the same Invoice# you requested. ~34 Item No.= Item Number The Number assigned to an item in the inventory. This consists of three parts. Example: 345E*S or JK45/F. 1. Your Code-This is the first 1 to 10 characters. May be numbers or characters. Then add either an '*', a '/' or an '@'. 2. Product Category-This is a letter which is the last character in the item number (Sales breakdown of categories- ie; H=hardware, P=programs, and S=supplies.) 3. If the item requires a serial number (or is being financed on a floorplan basis or is a consignment item) an asterisk(*) will be between the number and the last character of the item number, otherwise use a '/'. 4. If the item requires a serial number and it is from a supplier in your floorplan or consignment list you will be given a list of serial numbers on hand from which to select the proper serial number. <MORE> ~35 Item No.=Item Number 2 5. If the item is on file in the inventory, the description and retail are filled in automatically. 6. When entering anything that requires an item number, only the part before the '*' or '/' is needed for the system to look up the rest of the information. 7. In all systems, the number 1/ is reserved for Paid on Accounts, the number 2/ is reserved for Special Orders (entering items not in the inventory file), and the number 3/ is reserved for interest (service charges) to a customer's account *NOTE-When using the number 2/, it comes up as '2/'; you must add a sales category letter to fit the item you are selling. 8. Other item numbers can be reserved and defined for other purposes specific to your business-ie; you could use the numbers 4-10 for keeping track of other expenses or 4/ could be hourly labor charges. ~36 MFG's #- This is the part number or inventory number assigned by the manufacturer. (This field is optional and does not have to be filled in.) It may also be used for storing some other information on the item that you want stored in the inventory file. MFG.- This is the name of the company who made the items. It is not always the same as the supplier. (This field is optional and doesn't have to be filled in.) When a company has no Floorplanning. All occurrences of spaces for serial number will automatically be replaced with MGF. ~37 Name of Contact- This is used for your convenience. The name that goes in this field is the person you would contact in the company if you needed to talk to them about their account or get a hold of them to tell them of an upcoming event. ~38 New- This will save the records and then generate a new blank window to work on. ~39 Next- This will bring up the customer file (or other record) immediately following the current record. ~40 No Print -Button- This recomputes the screen and saves to the disk but does not print an invoice. When it is done saving the material to the disk the computer will generate a new sales ticket screen. If you don't need a new one just Cancel at that point and go back to the main menu. Used primarily to enter a hand written sales ticket into ShopKeeper without having to print a customer invoice each time. ~41 On Account-A/P This tells you that it was charged to your existing account with that supplier. ~42 Paid- On the Supplier Invoice window. When this button is pushed, the edit field to the right is highlighted in black with the words 'Cash or Ck No.' You must type in either the word Cash or a check number (just the number-it will only store 5 characters) to complete the window. Paid Cash-on the Sales Ticket window This is the actual amount of cash collected. *NOTE-Balance = Total - Cash Paid. If the Customer ID is Cash, you cannot leave the screen until the Balance is $0.00. Print -Button- This recomputes the screen, prints an invoice and saves all information to disk files. ~43 PO -Purch.Orders To use ShopKeeper to prepare and store purchase order information. 1. Set up each vendor as if they were a customer in the 'Customer File'. 2. Use 'Sales Ticket' and fill it out as if it were a purchase order. 3. When done push the 'PO' button. A purchase order will be printed, the information will be recorded in the sales files, and inventory will not be changed. You may recall any purchase order with 'Find Sales Ticket' and the customer history of the vendor will allow you to review what has been ordered. This function is informational only! PO will not effect the inventory or purchases and, since the vendor will always have a zero balance, no statement will be printed. (All PO's will have a sales ticket no. starting with '1P/'. ~44 Quant.= Quantity This is how many of each item was purchased or sold. The system will accept any number less than 9999. *Note-This also includes negative numbers for merchandise being.returned. A '-1' in the quantity plus correct item number will pull item description and retail from the inventory file and will add back the merchandise being returned into the inventory This is the BEST way to handle merchandise returns. Quantity may also refer to hours. Caution: it deals with everything in terms of decimals. (2.50 would be two and 1/2 hours not two hours and fifty minutes.) ~45 Retail- Your suggested selling price. This is automatically filled in by the system if you have an existing item number. If it is a new inventory item or a Special Order you must enter the retail selling price. ~46 Returns & Credits Handle a return for credit or for a refund just like it was any other Sales Ticket. The only difference is that the Quant. (quantity) will be a negative number (ex. -2) and if they want a cash refund the Cash Paid will also be a negative number. ~47 Ser. No.- This is the serial number off of major pieces of merchandise. If the item number requires a serial number (indicated by an asterisk [*] in the item no.) you must fill in this edit field. If you are receiving more than one piece that needs a serial number a window will appear. 1. The first edit field will have the number you just typed in on the supplier invoice. 2. Push the 'Next' button to get to a blank field to fill in the next serial number. Continue to do this until you have as many serial numbers as you do pieces of merchandise. 3. The 'prev.' button is to look at the serial number just before the one you see now. 4. After you have entered all the serial numbers push the 'Done' button and continue. ~48 Ship To When the information on the customer is filled into the name and address fields on the Sales Ticket the information is taken from the Customer.SK file. This file contains the billing information. Your sales ticket will be correct if you are shipping to and billing to the same address. If the shipping address is not to be the same as the billing address go back and change the address under 'Ship To' on the Sales Ticket. ~49 Slsmn= Salesman This can be up to three characters; either the salesman's initials or a salesman number.(1-99). Again, just be consistent. The salesman report will consider salesman JV to be a different person than salesman JHV. ~50 Supplier- This is the name of the company or wholesaler from which you purchased the merchandise (vendor). ~51 Tax- Sales Tax This is automatically figured by the computer for Sales Tickets but must be entered on Supplier Invoices. The sales tax figure for your area is entered originally when the system is set up using the New Company program. ~52 Tax Exempt No. -This is used to tell the computer that this customer is not to be charged sales tax. The field can be filled in with anything but an '*' (asterisk) or left blank. This means that you can use any dummy information and the program will automatically know not to charge sales tax. An example would be to just fill the field with a string of x's.(XXXXXXXX) until you get the correct tax exempt number from the customer or to enter the State for an out of state customer. ~53 Telephone Number- This should be the number at which the person can be most easily reached; be it home or office. Enter as 904/222-8808 Total- This is the amount on the bottom of the Supplier Invoice that you must type in. If it doesn't match the computed total at the top of the screen you cannot exit until it does. ~54 M-Cashier's Report This is a report that can be run after a shift change at the cash drawer. It will give you a complete list of all sales tickets, how much cash was taken in, and how much was charged on account. This is the equivalent of an 'X' reading on a cash register which allows you to read the register without clearing the totals for the day. The 'Clear Sales File' menu choice under the Mgr menu is the equivalent of a cash register's 'Z' reading which also clears the daily totals. ~55 M-Clear Sales File Daily print out of each invoice and item sold: a summary by salesman, and by sales category as well as a cashiers report. The equivalent of a 'Z' reading on a cash register. This should be done on a daily basis. ~56 M-Customer File This lets you set up new customers in the accounts receivable file or edit information on existing customers. To enter a new customer - Make up a new Customer ID (or customer number) then hit <Return>. ShopKeeper will go and check that this Customer ID is not already in use. If it is not in use, you will get a window saying 'This Customer is Not on File' click on the 'OK' button then continue entering information for the new customer. When done click on the 'Add Changes' button and the information will be recorded. Click on the 'Cancel' button to return to the 'Make Selection' window. To edit existing customer's information - Enter Customer ID or use the '? Cust' button. and the customer's information will be brought to the window. Make any changes then save them with the 'Add Changes' button. Information on each box in the customer file can be found in 'Help'. ~57 M-Customer Labels This prints out mailing labels for everyone in your customer file. Note: It is set up for one across 3.5 x 11/16 inch mailing labels. ~58 M-Customer List The computer will print a list of all the customers in the file. This list will not contain any information except name, address, and telephone number. ~59 M-Daily Sales Report It gives you a breakdown of every item sold. It also gives the total amount of sales by sales category and by salesman. When you choose this report the computer automatically prints a sales report but does not clear the day. To clear the day the manager must run a 'Clear Sales File.' ~60 M-Edit Invent. Desc. This is any part of the 25 character description field without commas or quotes. The computer will search the inventory and generate a list of all the items that contain what you have entered in the description field. Just click on the box next to the item you want to change and a window will appear on the right side of the screen with the information about that certain item. Same as (see using the '? Item' button.) ~61 M-Edit Invent. No. When you type in the inventory number, the computer takes you directly to that item for editing. ~62 M-End Of Month Generates summaries or complete details of all transactions since the last time the EOM was closed. If you have been running 'Clear Sales File' on a regular basis you will only need to run summaries. 'Close Month' will do the following: run a 'Clear Sales File'; summarize sales by both sales category and by salesman; summarize the inventory by sales category; summarize the purchases by sales category; print out a detail of the purchases for the month and start a new purchases file; total the 'current balance' in the customer files; and mark on the disk all transactions that have been posted (with the letter 'M'). ~63 *EOM Check List* Recommended sequence: End Of Month 1. Make sure all purchases have been entered. 2. Run 'Special Order Cost' 3. Take your physical inventory and make the necessary adjustments to the inventory file; 4. Run Clear Sales File; 5. Run EOM but do not close; 6. Carefully examine reports from 4 and 5 for errors that you want to correct before the closing; 7. Make corrections (if any); 8. Run EOM close. 9. Running EOM Close will automatically run 'Store Old Data'. so make sure you have a blank initialized disk on hand before closing the month. ~64 M-Find Sales Ticket This is used to look up an old Sales Ticket (customer invoice) from a previous sale. 1) Fill in the box with the number of the Sales Ticket. 2) The computer will reconstruct the ticket and will also allow you to print a copy of it. (If you don't know the Sales Ticket number, you can print a Customer History and find it that way.) ~65 M-Floorplan Report Produces a report for the manager of what items on floorplan or consignment have been sold as well as a list of items that are due to be paid because they have been in stock long enough for the invoices to become due. ~66 M-History Allows you to prepare a customer history report either on the printer or on the screen. Print History sends the output to the printer while Screen History sends the same report to the screen. If a customer should have a question about their statement you can get a detailed list of invoices, service charges, and statements send using this feature. Then call up and print a copy of any invoice using the 'Find Sales Ticket' selection under the 'Sales' Menu. Just note the invoice no. that you will need before closing the Screen History report. (Note: Screen History is the only window in ShopKeeper that you close by clicking on the little 'go-away' box in the upper left hand corner of the window- same as Cancel.) ~67 M-Inventory Report This will print a complete list of your inventory (with or without the items with a zero balance on hand). The report will be sorted and subtotaled by sales category. Within each sales category the information will be sorted on the description field. The Inventory Report may be run at any time and does not affect any totals by running it. So, if you need a printed report to write down your physical inventory as you are taking it, go ahead and print one out before you begin. ~68 M-Mgr. Exit This makes all the choices under the Mgr menu unavailable until the Password is used again. ~69 M-Paper Allows you to choose to print your Sales Tickets and Statements on standard preprinted forms (with or without your name and address imprinted on them). Just remember that you must change to regular 9 1/5 x 11 in. continuous paper for all reports. To align preprinted forms on printer merely place them down as far as you can get them while still holding the top of the form in place with the Imagewriter's paper guide rollers. A little bit of practice will let you align them perfectly every time without loosing the first form every time you change paper. Preprinted forms use NEBS #9051 or equivalent. ~70 M-Password This is an optional protection system for the other items under the Mgr. Menu. This can make those choices inaccessible to unauthorized persons. The financial information in the Customer File is also inaccessible until the Password is turned on. IF NO PASSWORD IS USED ENTER <Backspace> key when asked for a password. Sample files uses "SK" as the password. ~71 Power Failures The ShopKeeper program records every transaction to disk as soon as it is possible to do so. You will notice that when finishing every window it will take a few seconds while the program does its filing. This short delay is your insurance against a major loss of data. If you loose power while ShopKeeper is running, the most you should loose will probably be just the information on the window at the time of the interruption. Just restart ShopKeeper, check the last few items you were working on, and continue. For the very rare occurrence where there seems to be a problem with one of your files, don't panic. They may be recovered with a word processing program. See ShopKeeper reference manual for instructions. ~72 M-Price Labels This is used to print the price labels of the items you just entered through Supplier Invoice or to make a new label for an old item. It is currently set up to use standard mailing labels (one across 3.5x11/16 in.). You do not have to use this function. The information for the labels will accumulate in the 'LabelFile.SK' file on the disk until you are ready to print them. Remember that ShopKeeper waits until you have put labels into the printer and then will print all the labels that have accumulated in the 'LabelFile.SK' file. Even if you have just requested that one label be printed, if there are other labels to be printed in the file they will be printed now. If you are not using this function just throw the 'LabelFile.SK'. file into the trash occasionally to free disk space and make sure the 'Make Labels' button is not on in the Supplier Invoice window. ~73 M-Quit This lets you close down at the end of the day in an orderly fashion and is the proper way to shut down at night. Using 'Quit' the computer will do some housekeeping Customer file and properly close all the files. You do not have to run 'Clear Sales File' before shutting down. The computer will remind you to make a backup copy then return you to the 'Finder'. Your time is worth much more than the cost of an extra disk. COPY THE ENTIRE DATA DISK TO A BACKUP COPY AT LEAST ONCE DAILY. If you are using a hard disk, copy all the files that end in .SK to floppy disks. ~74 M-Sales Ticket This is used to record a sale of merchandise for cash or to be charged to a customer's account. It is also used to record payments to customer's accounts and the return of merchandise. The 'Print' button will generate a printed invoice and return you to a new blank Sales Ticket window. The 'No Print' button is used for entering batches of hand written Sales Tickets. It will not print a new invoice and will return you to a new, blank Sales Ticket window. To exit use the 'Cancel' button when a new window appears. *Notes: The <Tab> key will move you one field to the right and the <Shift><Tab> keys will move you one space to the left. The 'Calc' button means recalculate the Sales Ticket. It may be done at any time and as many times as you want until everything is the way you want it. ALWAYS do a 'Calc' at least once before using the 'Print' or 'No Print' button. ~75 M-Sort Customer File This will go through and alphabetize all the Customer ID's in the customer file and remove any customers marked for deletion. Nothing is printed out with this choice. Note: This choice writes a new sorted copy of the customer file to the disk. You must have at least as much free disk space as the size of the current 'Customer.SK' file before starting this procedure. ~76 Special Order Is used for those times when one of your customers comes in and wants something that is either not in stock or you don't normally carry. Fill out a Sales Ticket using Item No. '2/' then use the 'P.O.' button. This will print a purchase order and enter the information into the customer's history. ~77 M-Special Order Cost To insure maximum flexibility ShopKeeper will let you sell something that is not in your inventory file by assigning the ItemNo as 2/. Since ShopKeeper has no idea of the true cost of this item it will estimate it. To get the true cost into the system you should run 'Special Order Cost' at least once a month before closing the month. This selection reviews the sales file for any ItemNo 2/ that has not had a true cost entered for it and lets you correct the cost (or to tell the system what it's true Item No. should be). Note: You can only do Special Order Cost once on each item that ShopKeeper needs a price for. Once an item is screened it is marked and will not be screened again. If you make no changes the program assumes that you wish to PERMANENTLY retain the estimated cost as the actual cost. ~78 M-Statements This allows you to print out all your statements or just one in particular. Any or all statements may be run at any time. 1) All Statements automatically starts the printer and prints statements for all customers who have a balance that is not zero and for any customer that had transactions in their account since the last statements were sent (even though the final balance may be zero). When the statements are printed any service charges (interest on unpaid balances) is computed and billed. All you do is wait. 2) One Statement will ask you for a customer ID and then ShopKeeper does the rest. ~79 M-Supplier Invoice This is used to record any merchandise coming in as inventory (merchandise received). It was designed to look exactly like most invoices you will receive from your vendors. Just copy the information from the vendor's invoice to this form. The only thing that will not be on the paper in front of you is the Item No. (this refers to YOUR inventory Item No., not the vendor's. If you don't know your Item No use the '? Item' button to find it. Using an 'N' where it asks for the Item No will automatically generate a new Item Number and enter the new item's information into your inventory file. See- '? Item'. *Note: If there are more than ten items on the invoice, you must give the computer a false total to match the computed total in order to continue on to the next window. ~80 ZULU