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INVENTORY/ORDER PROCESS By Neil Petlock 3029 N. Wilshire Ln. Arlington Hts., IL 60004 Copyright 1987 This manual may not be copied or reproduced without written permission of from the author. Page 1 I N D E X Accounting (General)........................27,28 Accounts Payable Credit........................26 Accounts Payable Entry.........................26 Appendix.......................................33 Business Order Entry...........................16 Charge Form.................................18,33 COD Form....................................17,18 Credit Entry................................23,24 Customer ID Number.............................12 Customer Order Entry........................12-17 Debit Entry.................................23,24 Disk Drive Selection............................5 Drone Stock Number.............................16 File Correction Utility........................18 General Ledger Categories.......................9 Getting Started.................................4 Hidden Cost Multiplier..........................6 Introduction....................................3 Inventory Change routine.......................19 Inventory Entry (Initial)...................11,12 Inventory (Check Status).......................11 Inventory Printouts............................20 Inventory Printouts............................20 Labels (Stock Id.)..........................20,21 Labels (Mailing)...............................22 Labels (Mailing Sort).......................22,27 Labels (Shipping)...........................17,22 Main Menu......................................10 Media File...............................13,14,27 Memo Form......................................16 Password (Main Program)........................11 Password (Program/Cost restriction).............7 Printer Designation...........................8,9 Profit Status File..............................8 Purchase Orders................................16 Quotation Form................................16 Return Authorization Form......................16 Registration form.............................34 Requirements....................................4 Start-Up Entry routine........................6-9 Statement Printout.............................16 Stock Numbers (SKU's)...........................7 Stored Notes....................................9 UPS Info......................................6,7 UPS Shipper....................................18 Warranty.......................................33 Page 3 What will Inventory/order process do. There is probably more here than I can remember but I will try to cover everything. This program was designed as a Inventory Control Program and is therefore still primarily a Inventory Control Program with lots of whipped cream. Just a little background information with regard to the development of this program. First devised as a method to control the inventory of a small business, it is now able to process orders, type invoices, purchase orders, memos, RA's, and statements. You may also Process mailing list from information entered at the time of the order. Each entry may be recalled and used for future orders, thus saving re-entry time. While in the order process mode a constant activity ledger is kept and printed out every 54 entries. At the end of the Month a Complete total is printed out as well as at the end of the year. The entries from your checking activity will also be entered into the ledger. At the end of the order, the shipping label will be printed, A UPS shipper will be printed, if COD a UPS COD form will be printed, if VISA/MC the charge form will be printed. The Checking portion of this program will Print checks for payroll, Payables etc., in addition it will keep track of up to 40 accounts and 8 Ledger categories. Rather than taking a lot of time, outlining this program we will just walk you three the functions one at a time and explain each as we come to it. Please Note: This is only a sample copy. As this is a Business program, I feel that more than just $ 5.00 Covers the work that went into this program. The Freeware Diskette will only run for 54 entries or orders. A Reset program is necessary for continuation of this program and is available from the author. See order form (Page 34) at the end of this manual. Page 4 Starting the program The Freeware Diskette should contain the following programs. more than what is listed here should be ERASED. INSCREEN.INV NEWYEAR.INV ADNEWSTK.INV DATAETRY.INV PRINTOUT.INV INVENTRY.INV AUTOEXEC.BAT 1.BAT 2.BAT 3.BAT 4.BAT MAILLIST.BUS FIRSTIME.BUS MENU.BUS STARTUP.BUS SORT.BUS PRINTOUT.ACT CKBOOKBL.ACT ACCOUNTS.ACT CHANGEIT.ACT OPENACTS.ACT ACCTETRY.ACT MANUAL.DOC CHECKING.DOC README.BAT In Addition YOU should copy BASICA or GWBASIC to the disk. After coping GWBASIC.EXE to the disk rename it to BASICA.COM The AUTOEXEC file Enclosed with the diskette should not be altered and should contain the following command: BASICA FIRSTIME.BUS/Se:256 If you do not have a Hard Drive, Place your System Disk in and Format a disk with the system on it. Enter FORMAT [Drive <A:>]/S or FORMAT B:/S Upon completion put the formatted diskette in the B: drive and the distribution disk in the A: drive and enter; COPY A:*.* B: Once completed remove both diskettes and mark the New Disk Inventory/Order Process Programs. Place the DOS diskette back in A: drive and Enter; FORMAT B: Place a Blank Diskette in Drive B and hit return. If you have three floppy drives than Format another Diskette. Page 5 Once complete, Mark the formatted non-system diskettes as Data disk B drive. If you have three drives than mark the third diskette as Data Diskette E Drive. Remove all diskettes from the Computer and put the Diskette marked Inventory/Order Process programs in the A drive. Depress at the same time the ALT CTRL and DEL keys. After all the clacking you should have on your screen Please Enter your Data Drives Now Are you running only ONE DRIVE? Enter Y or N If you only have one Drive Enter Y and Proceed to: Enter Company Name (page 6) If you have Two or more drives or a Hard Drive Enter N Please Enter your Data Drives Now Are you running only TWO DRIVES? Enter Y or N If you have Two Drives Enter Y and proceed to: Enter Company Name (page 6) If you have More than two drives or a Hard Drive enter N Please Enter your Data Drives Now If you are running a HARD Drive or more than two drives please designate which files you wish stored to which drives. LETTER & COLON <A:> Program Files A or C Drive ? Data Files A, B or C Drive Customer Records B, C or D Drive It is Recommended that if you have Two drives to Enter A: for question one and B: for question 2 and 3 If you have a Hard Drive than Enter C: to all Questions. PROCEED TO PAGE 6 The File DISK.BUS has been Created. Its Format is X: X: X: where x is the Drive Letter. (See page 28 for changes) Page 6 USE NO COMMAS UNLESS TOLD TO DO SO. Enter Company Name? Enter your companies name as you wish it printed out Enter Company Address? Enter your companies address as you wish it printed out Enter Company City <comma> State & Zip? Enter your City, then a Comma then the State and Zip. EXAMPLE Anytown, IL 60004 Enter Company Phone Number I would suggest you add the area code. EXAMPLE 312-555-1212 Enter Buyer's Name The name you wish printed on documents. Enter Resale Tax Number Enter your State Resale tax number here Enter Access Password Now Enter the main program access code now Enter VISA/MC Merchant Number Enter your Merchant number here Enter Number of Stock Keeping Units (SKU's)[>20] You must enter a number here and it must be greater than 21. We did this to conserve disk space, However, Since that time we have found that over 2000 SKU's will easily fit on one disk. You will need a second disk for your mailing label files. Enter Hidden Cost Multiplier [1.nn] Where 1 will multiply cost by 1 a 1.25 will add 25% to the cost displayed. A 1.50 will add 50% to the cost displayed. There will be more on this item later on. Good for when someone you know wants things at cost. See display cost password for more on this subject. See page 7 Enter Sales Tax Multiplier [.nn] If you have to charge Sales Tax, enter the amount here. .07 would be 7% sales tax. Enter Visa/MC Discount Rate [.nn] If you pay 3% on your Charge card sales then enter .03 here. Enter UPS Additional COD Charge [n.nn] If the COD fee is $1.90 and you wish to add more than enter the amount here. Example 2.25 would add $2.25 to the shipping fee. Enter UPS Additional Insurance Charge [n.nn] UPS charges .25 cent for each $100 over $100. An order for $520 would have an additional $1.25 due. If you make this Item .50 than you would make and additional $1.25 and $2.50 would be added to the shipping. This will NOT be shown on the screen total but will be added to the printed total on the Invoice. Page 7 Enter Your UPS Shipper Number Enter the number you stamp on your packages. Enter Terms Discount <2% 10 N30> The default is shown. Enter Something else if you wish. The default will only be active when you enter the Discount terms on the order entry Enter Discount Multiplier <.02> 2% will be deducted if paid in 10 days. Enter 0 if you wish none or more if you wish more. Default is 2% Enter Past Due Interest Rate <.02> This is the amount of interest you wish to charge accounts payable after the 30 day limit. It will be compounded for each 30 days. The default is 2% Enter Statement Reminder Frequency (1-30 <30>) Will remind you to print statements at the set frequency. If you enter 5 then each 5 days you will be reminded to print statements. Enter Display Cost Password <None> If you just hit Return NO password is required. The question asking you if you wish to display cost will be displayed before menu items 2 and 3. If you hit return, Cost will be shown as entered, If you hit N and return then Cost will not be shown. if you hit Y and return then Cost will be shown times the Hidden Cost Multiplier as entered on page 6. If you enter a password then the statement will be displayed, 'Hit return to start program' If you hit return the COST will not be shown. If you enter the password the Cost will be displayed. All restricted programs will require the password in order to run. This is helpful when you have employees that can enter orders but you do not wish them to view the cost or access restricted programs. If you select NONE as the Password, the Cost will be shown times the rate entered in Hidden Cost Multiplier. Page 6 The next two questions require answers. Return will re-ask Enter Length of Stock Number <MAX 12> You may enter a stock number up to 12 characters. We have found a all number system works best. Some old Inventory control tricks work best here. Conform yourself to the fact that you will have to have your own numbering system for best results. Try this system. Two or three numbers followed by a - then four or five numbers. Example 99-0000. Here you could have up to 100 categories or departments (00-99) and up to 10000 items per Department. (0000-9999). If you stock 200 colors of nail polish, you could give Nail polish the dept. number of 20 and each color a different number. A red shade would be 20-2001 and a green shade could be 20-5001. In some cases the vendors part number could be incorporated. If light green was mfr. part # 5102 then you could call your number 20-5102. Likewise the 20 could be used for a certain manufacture or vendor. If you doubt this system's benefits, just check your latest Sears or Wards Catalogs. DON'T TRY TO OPERATE THE INVENTORY BY USING THE MANUFACTURES NUMBERS. There is simply to much possibility of a repeat. We choose the 99-9999 System. More about this in order entry. Page 8 Enter Printer Width <80 or 132> Sets the maximum width to 80 or 132 columns. I suggest 132 and use the condensed mode if necessary. This option will only work with the Inventory Printout routine, the Account printout routine will require a 132 column printer. Future additions of the account printout will printout only in a condensed mode. For now, Most printing is set to 10 CPI Print Reports in Condensed Mode Y/N <N> If you have an 80 column printer enter Y otherwise enter N or just hit return. Only applies to the Inventory Printout routine (Menu option 8) List Profit/Status Files to Drive Y/N <N> If you select Y here, be advised that each time an order is written in 2 & 3, a file will be saved to the disk. This will crash the program if you exceed the number of files the drive can handle. Floppy drives can handle 112 files and the Hard Drive 512. Your going to have a lot of files saved in most cases and you will find this will fill the drive rather fast. For this reason it is suggested you purge the disk at a regular interval. This will vary with the amount of orders you enter. To Purge, Exit the Program by hitting return on the Main Menu, Then enter Y. Make sure your printer has paper in it and type; A>COPY *.STS PRN When the process is finished type; A>DEL *.STS This will clear the files from the disk. Each file will be printed before the disk is cleared. This file will list the order number, the amount of profit dollars, the percentage of profit and the type of payment. If system has Auto Clock & Date enter 'Y' <N> If you have a built in clock calendar and access it with your autoexec file then hit Y. The program will not ask you for the date and time each time you boot up. The next three questions deal with the printer routing. You may select up to three different printers or by entering the same for each question all data may be directed to one printer. Enter First Printer Designation <LPT1:> The Default is LPT1:. This printer will print All Invoices, PO's, RA's, Quotes, Memos and Statements. This printer will also printing anything typed from the system. As mentioned above, the STS files will print to this printer along with the Payable and Receivable listings. Need be only 80 column. May be Tractor Feed only. Push type is preferred. Enter Second Printer Designation <LPT2:> The Default is LPT2:. If used this printer should be able to accept friction feed forms. Its width should be 132 column. All information From Main menu options #8 and 17 will be sent to this printer. In addition, All Shipping labels, Mailing labels and the UPS Shipping Manifest will be printer on this printer. Page 9 Enter Third Printer Designation <LPT3:> The Default is LPT3:. This printer need be only 80 columns wide and should be Friction/Tractor Feed. Push type is preferred. The UPS COD FORM and the VISA/MC forms are printed via this printer. The UPS COD FORM (Tractor Feed) is available thru your UPS REP. The VISA Form used was the standard form (3"x8") supplied by your bank. Used in the friction feed mode. See Appendix for form numbers. As you can see, This system uses a number of forms. It will take you some time to get use to where to line them up in your printer. One friction/tractor feed printer will do the job. We use two at this time, keeping one dedicated to the generic invoice/statement tractor form. All other printing is done by a printer that will do tractor or friction printing. It may be necessary to disable the paper out alarm on the second printer. Be patient, and try a few forms out, once you get use to the alignment of each form, It will only take seconds to change each. It sure beats filling each one out by hand. After you select the third printer, the drive will run for a second writing the file PRINTER.DVR Its Format is LPTn: LPTn: LPTn: n is the Drive number selected. (See page 28 for Corrections.) Title of 1 of 7 Stored Notes You'll see this statement 7 times. These are good for canned that you may wish to add to the end of a order or PO. Statements like: Order Shipped Complete - Thank You. Item < > is Back-ordered - We expect to Ship on or about Warranty for < > Starts on < > for < > Parts < > Labor Items with Starting stock numbers of 95 or 96 are Tax Free these are just a few ideas you could use. You can put up to seven of these notes in here. Don't put any comma's in the line. Use a dash if you must pause. A file called MEMO.DAT will be saved to disk. Its format is a line for each of the seven notes you stored. Enter 1 of 8 General Ledger Categories <Limit 8 Char> Like the stored notes you will be asked this question 6 times. Auto Expense and Freight are reserved for items 7 and 8. You should not change these items as they are used in other files. Statements like: Rent Utilities Inventory Advertising Misc. Office Supplies You will save only the first 8 characters. So be brief. If more than 8 are entered like, Office Supplies, You will get Office S. After the sixth entry the disk will come on. See next page. Page 10 The Main Menu Screen. ----------------------------------------------------------- The XYZ Company Inc. Inventory Menu 1 - Inventory Process 2 - Consumer Order Process 3 - Business Order Process 4 - Purchase Order Process 5 - Statement Process 6 - Add New Stock Number 7 - Change Data Base 8 - Inventory Printouts 9 - Mail Label Entry Routine 10 - Quotation Form 11 - Return Authorization 12 - Memo Form 13 - Manual Credit/Debit Entry 14 - Credit/Debit Account Receivable 15 - Checking Account 16 - Mailing Label Process 17 - Tax/GL/Account Printouts 18 - Change File Information Choose Program You Wish to Run <END> ? -------------------------------------------------------------- Page 11 Wow, it was easier to write the program. At this point, If all went well, You should have the Main menu on your screen. See page 10 We'll take each Option, in order of its importance or use. All of these programs are menu or self prompting. PLEASE READ WHAT IS BEING ASKED. Don't use comma's unless told to do so. For starters, YOU MUST HAVE AN INVENTORY BASE BEFORE YOU CAN USE SOME OF THE PROGRAMS. If you try to access them you will be sent to OPTION 6 - Add New Stock Numbers. So, lets avoid this and start with OPTION 6. This is a self prompting program and I am only going to go over the special meaning's or necessary requirements if required. This program will query the inventory each time you enter a number. If it is a duplicate you will be so warned not to use this number. You may enter up to 100 numbers each time you use this program. At the 100 mark the program will write to file and sort. Upon completion of the sort it will return back to the add stock number (option 6). ONCE IN THIS PROGRAM YOU MUST ENTER AT LEAST 24 NUMBERS. You will be asked. What is the NEW part number Enter your stock number here YOU MAY NOT CHANGE THIS NUMBER ONCE ENTERED. BE SURE IT IS THE ONE YOU WANT. AFTER YOU HIT THE ENTER KEY THIS NUMBER MAY ONLY BE CHANGED IN THE CORRECTION ROUTINE (OPTION # 7) What is the Description You have up to 18 characters. Be brief. What is the Current quantity Enter the amount you have in inventory What is the Cost You may got to the next tenth or a cost of $10.024 may be entered. Enter Selling Price Self-explanatory Enter Item Status. There is space for only 4 characters. Words like OPEN, SURP-Surplus, DROP for deleted Item, and ACTV for an Active item. Enter Vendor Code There is space for only 4 characters. Abbreviations should be the order here. Each vendor should have his own code. Use whatever is best for your needs. Enter re-order level Once the quantity in stock is equal or below this quantity it will be included on your re-order list. Page 11 Enter amount sold Year to Date. If you have sold 5 of this number so far this year then enter 5 here. Enter Total amount sold If you have sold 5 this year and have sold 25 since you started the item, enter 25 here. What is the amount on order. If you have 6 items in stock and 25 on order than enter 25 here. Entries correct Y/N Default is Y and program will query for another number To end the program hit Enter at this point. If you enter N here you will be taken back to the Description line and asked to re-enter everything. EACH ITEM MUST BE RE-ENTERED. Once again, Enter at least 24 numbers the first time you use this program. Once complete, return to the menu. Lets look at option 1 now. Enter 1 Now you may get three responses depending on what you entered in the start up routine. This will be the same for options 2,3 and 7 If you did not require a password then you will get the response; Immediate entry to the program If you required a password the response will be To Activate program hit return If return is entered - no cost will be shown If the password is entered and then return - the cost will be displayed If the word NONE, None or none is entered - the cost will be displayed times the figure you entered in the start up routine. At this point the display will be on the screen with the following option list |---------------------------------------------| | ACTIVITY MONITOR | P/N | |----------------------|----------------------| 1 - Kit List | TIME | DSN | 2 - Check Stock |----------------------|----------------------| 3 - Add Stock | DATE | ON HAND | 4 - Subtract Stock |----------------------|----------------------| | VENDOR CODE | COST | |----------------------|----------------------| | LOW POINT | LAST COST | |----------------------|----------------------| | ON ORDER | LIST PRICE | |----------------------|----------------------| | YEAR 87 | STATUS | |----------------------|----------------------| | TOTAL | TOTAL SALES | |---------------------------------------------| Page 12 The Enter on all options will return you to the Program menu. Option 1 (Kit List) will printout to LPT2 a list with all cost and descriptions of one or more quantity of items you may wish to group together as a kit or package of items. Option 2 (Check Stock) allows you to look at a stock number. The return to option list is a return for the stock number. No changes may be made in this option. Option 3 (Add Stock) allows you to enter inventory to the data base. If you select Y for Delete from on order quantity, the amount in the on order column will be reduced by the amount you enter. Option 4 (Subtract Stock) will subtract the amount of stock entered from the amount in the data base. The Sale amount after the desired amount to be subtracted is entered will be added to the total sale column. No entry here will add nothing to the total sale column. Return to the main menu and select option 2. Consumer Order Process. This program, along with option 3 comprise the heart of this system. This program is completely self prompting. What we shall look into here is some of the interpretations of what is being asked. For starters, in each of the following options you will be asked this question the first time you use the option. After which you will not be asked anything about the Starting Order number. Option 2 Consumer Order Process Option 3 Business Order Process Option 4 Purchase Order Process Option 5 Statement Process Option 10 Quotation Form Option 11 Return Authorization Option 12 Memo Form Each of the above will require a five digit starting number. The first time each option is used you will be asked to enter the number. We suggest you use different series for each item. Try to keep the blocks separated by 10000. Once you have selected the number, you will be asked to enter the customer ID number. This should be the ZIP of each customer and the first three letters of his last name. If a duplicate occurs then we recommend you use the Zip plus his first two letters of his last name and the a numerical number. Example here would be, First entry 60000XYZ, Second would be 60000XY1, Third would be 60000XY2 and so on. You could also use the customers phone number if you do not expect to do much business outside your calling area. We recommend the Zip thou as when you print your mailing list, It will be in the order of Zip from 00001 to 99999 which is the way the Post Office wants if for bulk mailings. The Entry of CASH will skip questions to the Stock Number Entry. The Entry 00 Will return you to the MENU. Page 13 The next Entry is the Salesman's Identifier. Initials will be fine here or whatever system you may use. At this point, the program will check the mailing list data base, If the name is on file you will be asked if it is the correct name, If not then enter N and enter the Customer Id as shown above. If it is correct then hit Enter and proceed. If no name is found, you will be asked to enter it. The cursor will be located by the Bill To: location on the screen form. As shown on the screen the first entry will be for the name. Just enter the name as shown and press enter. Place the customer's address on the second line and press return. The third line will be handled a little bit different than the first two lines. As stated, Do not use a comma unless told to do so. First enter the customers City. After the City enter a comma and then the Customers State and ZIP. Use the two letter designation for the State and a space than the Zip. When you have all this entered press the enter key. The computer will track on the five number zip. You may enter the new nine number zip if you wish. Enter examples: John C. Doe 1234 N. Anystreet Dr. Any City, ST 00000 or Any City, ST 00000-0000 This is the format the computer has been set to handle for the billing and mailing name. The next line will ask to Enter Special Note <Attn:> This line may be used a a fourth Address line or an Attn: line, Apartment Etc. The Doe Company Attn: John Doe - Apt C 1234 Any Street Dr. Any City, ST 00000-0000 From this point on the questions will appear on the 25th line. Entries Correct Y/N <Y> An enter here will save the name to the mailing list and place you at the next prompt. A n here will allow you to re-enter the customers complete name and address again. If his name is correct just move the cursor with the left arrow key over to the end of the entry and press the enter key. Ship To Different Address Y/N <N> A enter or n here moves you to the next question, Y here will move you to the ship to format line. Repeat the entry as you did with the Sold to name and address. Enter Media Code <Hit Caps Lock Key> The Media Code. What is it. This entry is very important Page 14 By definition, the Media Code is the method the customer heard about you. There have been several approaches to determine where the customer saw your ad. Using a Dept. in the address sometimes works, but for the most part you cannot depend on the customer to use it. By affixing a letter to the end of your stock number, 99-1234K, The customer will use the code to be sure he is getting the right product. We do not use the media code in our inventory data base but do use it as a letter at the beginning of the customer order number. This method allows you the merchant to determine at a glance where the order came from and allows you to watch the amount of revenue generated by a magazine or newspaper. Each Ad would carry the same stock number but a different media code. To monitor the media's draw, Option 17 allows a printout at any time of any media in use. By pressing the enter key, The default media code is ST which we used for a STORE designation. With this Code the SALES TAX will be charged to all orders. Only part of the Visa form will be Printed, The Customer's number and name in addition to your information will not be printed on the form. The proceeds from the order will be added to the MEDIAST file. Enter Terms 1 Cash 2 COD 3 Charge 4 Account Select #1 Cash Computers response is Enter Check # MO CASH Where you may Enter what type of payment was made. Enter CK for check or the check number or MO for Money order or cash for a cash payment Select #2 COD Computers response is Special COD Instructions Where you may enter COMPANY CK OK or Cert CK or CASH or any other note you wish to enter. Cash Only Enter Y or enter for a print nothing default. Select #3 Charge Computers response is Charge Card # Enter the VISA/MC number Expiration Date Enter the expiration date. Select Option #4 Account Computer will respond with 1 Net 2 Net 30 3 2%10 N 30 4 Other # 3 will be what you entered as terms in the setup routine. Pick one option. If you select option 3 the computer will respond with the terms due date. If the order is placed on May 19 1987 and you allow 2% for ten days then the entry here would be MAY 29 1987. If you select option 4 and enter COD the cod fee will not be added to the shipping. Page 15 Enter PO Number <8 Characters> We use this for type order VERBAL, MAIL or if no PO and you wish to enter nothing just press enter. Back Order # If the shipment if from a previous order then put the initial order number here Call/Per If the order is for a company, put the buyers or person placing the order here Telephone Number Up to 10 numbers or 312-555-1212 Ship Date Hit enter if Today's date otherwise enter the shipping date. Ship Via <UPS> <Max 8 Char> Enter will put UPS here or you may wish to use FCM for First Class mail or P/P for Parcel post or P/U for pick- up. Zone Applies to UPS, Check their Chart and enter the number Package Weight Once again, Applies to UPS selection. If you know the weight enter it here. Just the enter key will log 1 lb. Shipping Prepaid Default is Yes If tax Exempt Enter # Applies to Sales Tax exempt. Any entry here will delete sales tax from the order. A enter key alone will charge sales tax. Shipping Enclosed Enter the amount of freight included with the order or the amount you wish to charge. Enter Total Amount Enclosed. Enter any money include with the order. A down-payment, or cash in advance or the amount the customer is presenting. If the order is for $ 10 and the customer gives you $20 the computer will respond at the bottom of the form with a credit due of $ 10.00 If a down-payment is cash and the balance is on a charge card, enter it here as the down-payment will be deducted from the amount printed on the charge form. Entries Correct Y/N Default here is Y and will start to process the order. N will return you to the Media Code entry. All Entries will have to be re-entered. Some of the above responses may vary depending on the path you have chosen. Some questions will not be asked under certain conditions. If you enter something other then UPS you will not be asked the Zone or Weight. If you select ST as a media Code Many of the questions will not be asked. Other than minor differences Options 2,3,4,5,10,11 & 12 will follow the same format as above. Page 16 Option 2 & 3 are generally the same except that option 3 allows for a different invoice number. We suggest you use a different block of numbers here than you did from option 2. The business selection will also write and update a vendor file and log up to 16 entries placing the most current last. The top entry is removed each time a new order is placed after the sixteenth has been established. The Statement option uses this file for its data base. Option 4 is for creating Purchase Orders. A vendor code of up to 4 characters may be used here and may also be listed in the inventory data base. When entered, the Vendor's data will appear on the screen. Option 5 is for Statement Generation. If an order is over 30 days enter the amount of day's since the order was placed. The computer will figure the interest at the rate you entered in the set-up routine. This interest is also compounded at the 60 and 90 day intervals. Option's 10,11 and 12 have no special functions and are all self prompting. Depending on the option selected some questions will vary however most will follow the same format. A new screen will appear. >Enter Part Number Select the stock number you wish to list. A return here with no number will start the exit process. The Drone number could be entered here. This number is one you should have in your inventory base that should be stocked with 9000 items at no cost or resale value. The first character in the description should be a *. We used a 97-3000 stock number and an 96-3000 stock number as a no tax drone number. This number allows you to put anything not listed in the database on the order. The * in the description will prompt >Enter Item Description. You may enter anything up to 18 characters long. The uses for this number are unlimited and only experience will reveal its necessity. >Enter Quantity Ordered <149> 149 is the amount of stock on hand. Enter the amount ordered. Don't enter the amount you are shipping at this point. 0 quantity entered here or just enter will delete the entry and return you to >Enter Part Number Negative amounts or amounts higher that listed will not be accepted. You will be prompted to re-enter. If the item came up 0 here and you know you have stock then just hit return and use the 97-3000 (Drone) number to select in the item. >Price Ea. <$ 12.95> $ 12.95 is the Current price. A return or enter here will lock that price in. If a different price is desired, just enter it here. A 0 entry will lock in the current price. This is considered a return. To get a 0 price to appear on the inventory enter .0000001 or .0001. Page 17 >Enter Cost. This will only appear if the cost in the data base is listed as 0.00 or when a drone number is used. >Amount to be Shipped Enter the amount you wish to ship. Very possibly it will be different from the number ordered, in which case a back- ordered amount will be indicated on the order form. If you really blow some of the above items, just enter 0 here and re-do the line item. When finished just line out the error entry. The screen will now update. One interesting function is located at the bottom left of the screen. Each time you enter a item, and you have the cost option selected for view, the total cost of the order will be displayed. The Cost password must be selected When the amount of the item is over $1000, The screen may read $%1000.00. This is an overflow indicator. Do let it bother you as the printout line accounts for this and it will not be shown on the order form unless the item is priced over $9999.99 The 25th line now reads >Enter Part Number again. Keep repeating this process until finished. The form will accept up to 17 entries, at which time it will total out the form and proceed to layout page 2 of the order and line 18 will appear at the top. This will go on as long as you have items. The grand total will be listed on the bottom of the last page. Once complete, these things will happen. >How Many Notes <Max 3> Your next entry will be for the 8 canned messages. 7 of these messages are canned with the STARTUP.BUS program the first time the program is used. Item 8 may be used for whatever special note you wish to include. First select the number you wish as long as it is not more than what is listed in the brackets <Max 3>. The number in the brackets is the available lines left for notes. After selecting the quantity of notes, enter the number of each note to be printed. Once the above is complete the form will finish its printout. >Print Shipping Label Y/N <Y> Only practice will aid you in knowing where to aline the shipping label in the printer. We used a friction feed printer for multiple forms use. See appendix for recommended shipping label sizes. IF THE ORDER IS A COD ORDER >Number of COD Forms To be Printed <1> Default is one. If you enter more than one, >Enter Amount if Different from Total If the order is $300 and you have three packages to ship on this order then enter $100 here. Each label will be printed and listed as a $100 value. Page 18 >For UPS shipper hit return This is the form in the UPS book. We tear ours out and put it through the printer. On the first entry of the day line it at top of the form so the printer prints on the first line of the form. Set the head to start at the left top corner. Your Name, Address, UPS shipper number and date will be printed on the first order. After the first order, line the form at the left of the desired line and hit return. Some practice will be necessary here, but once you get the feel for it you'll have no problems. IF THE ORDER IS A COD ORDER >For COD Form <SKIP to Skip NO omit $ amt or Enter to print. Type SKIP if you do not wish to print the form. Type no if you do not wish the amount to be listed on the form Hit enter or return if you wish the form printed. Once again, Get the feel of where you must put the form in the printer. This is a hard cardboard form and may require some help on your part. The layout is for a tractor feed UPS COD form available from your UPS Representative. Usually free. Get a Stack from them. I don't think the standard form available from your driver will work here. See appendix for form size. Depending on the number chosen you may have to repeat this process here. If you selected four forms you will have to to this four times. >Charge Form-Enter <SKIP to Skip NO omit $ amt or ENTER to print Same format as COD form. Only one Visa/MC form is printed here. This form is the standard 3 1/4 x 7 inch form. We use the friction feed mode and line the form up about 1/2 down from the top and left side lined up with first column. Once again only practice will do here. Once you get it down it will be a snap. See appendix for form size. After this form, The computer will make some file entries and return to the main menu. Page 19 CHANGE DATA BASE XYZ COMPANY INC. Inventory Program |--------------------|----------------------| |ACTIVITY MONITOR |P/N | |--------------------|----------------------| 1 - Part Number |TIME |DSN | 2 - Description |--------------------|----------------------| 3 - Current Stock |DATE |ON HAND | 4 - Reorder Level |--------------------|----------------------| 5 - Unit Cost |VENDOR CODE |COST | 6 - Selling Price |--------------------|----------------------| 7 - Vendor Code |LOW POINT |LAST COST | 8 - Year to Date/Total |--------------------|----------------------| 9 - Quantity on Order |ON ORDER |LIST PRICE | 10 - Item Status |--------------------|----------------------| 11 - Grand Total Only |YEAR 00 |STATUS | 12 - Total Sales |--------------------|----------------------| |TOTAL |TOTAL SALES | Choose Option <END>? |--------------------|----------------------| What is the Part Number The above screen will be displayed using option #7 Change Data Base. The mini menu to the left will appear after the Part number has been selected. Each is self explanatory except some extra explanation will be necessary on item 1,8 and 11. With Item 1 it is suggested you do this as the only change. If you have more than one change to make, make them and then re-select the stock number again and do item 1. Once 1 is complete, the program will exit and a sort will run. Depending on the number of stock numbers, the speed of your machine and weather it is a XT or AT machine, this sort could run up to 10 minutes. Item 8 - If you wish to change the yearly totals to something other that what is listed, enter the new amount desired. If you have 21 listed and wish it to read 19, enter 19. The total will be deducted by 2 also. So if the total read 125 it would automatically read 123 after the entry. You may also change the total amount alone by selecting option 11. Note: If you get a return of 2 parts, you would have to make changes to Item 3, 8 and 12. If the last cost is shown as $15.00 and you wish it to read 0.00 as the last cost, then select item 5 and enter a cost of 0 press enter, select Item 5 again and now enter the new cost. when complete the last cost will read 0.00 Cost will not be displayed if you are using a password option, and you did not enter the password before entry to this option. When selected, a RESTRICTED label will appear. Page 20 OPTION 8 - Inventory Printouts Select Menu option 8 Display will read ------------------------------------------------------------------------------- Your Company Name Inventory Printout Routine 1. Daily Printout 2. Part No., Description, & Price (Sales counter printout) 3. Reorder List 4. Complete run of Stock Labels 5. One Label - Multiple Times 6. Select part numbers to be printed 7. Send F/F to Printer 8. End What is your Choice? <9=RETURN> ------------------------------------------------------------------------------- Item 1. Printout will be a complete run of stock numbers in the data base. All information will be displayed if you have a 132 Column printer. If you have an 80 column printer some supplemental information will not be printed because of size restrictions A totals listing will be printed on the last sheet. Item 2. Printout will consist of the Part number, Description, resale price and quantity on order. All information will be displayed on an 80 column printer. Item 3. Printout will consist of all SKU's that have a lower quantity on hand then the re-order level entered when the SKU was originated. Item 4. A complete run of labels will be printed of all SKU's Choice of a two line 1/2" x 2-1/2" tractor feed label or a three line 1" x 4" tractor feed label is available. Stock number, Description and price will be printed on each label. Page 21 Item 5. If 20 labels of one SKU is desired, enter option 5. S for small (1/2"x2-1/2") or L for large (1"x4") labels may be selected. Enter the Stock number Enter the quantity of Labels Enter the Package quantity <1> Enter the Price <$ 12.95> Item 6. You may select a starting and finishing stock number to be printed. These must be numbers in the Database. Once selected you may choose the above option 1 thru 4. Item 7. Send a form feed to the printer. For page alignment. Item 8. Ends program and returns to Main menu. Item 9. Restarts program. Returns to printout menu. If you enter the word LABEL rather than a stock number (must be in caps) A self prompting label making routine can be accessed. The label can be printed from the database or you can assign a file name to the label and recall it for later use. It may be printed as many times as you wish. Page 22 OPTION 9 - MAILING LABEL ENTRY ROUTINE As with Options 2,3,4,5,10,11 & 12 the opening line will be the same. With options 2, 3 and 9 you must enter an 8 digit code. The index Code should start with the ZIP code and the first three letters of the last name. For Business we use the most descriptive name, SMITH Computers we use SMI. For GENERAL COMPUTER SPECIALIST Corp. we use GCS. For JOHN DOE we use DOE. In any case these three letters should be standard and all in either caps or lower case but not both. If you have a duplicate, like two DOE'S from the same ZIP area, we have found using the code 60000DOE for the first and 60000DO1 for the second. A third could be 60000DO2. ANYTHING less than or greater than 8 digits will be rejected. Once entered then database will be checked to see if the number is on file. If so, the name & address assigned to that number will be displayed. If it is the same just enter the next number, if it is different from the new name, the above system may be used. Names from orders are logged to this file also as the order is created. These names will not be accessible until a SORT has been run. In some cases NAMES already in the database will not be Accessible as long as the new names are at the end of the file and the SORT routine has not been run. It is advisable to run the SORT routine at regular intervals. To run a SORT only without entering new names, Select Option 9 from the main menu and enter 00 for the number. This will end the program and run the SORT routine. ONCE OPTION 9 is Selected as SORT ROUTINE will be run With each sort running from 5 to 10 minutes, it is very impractical to run a sort each time a new name is entered from the order entry programs. For this reason we do not sort after a new name has been added unless it is from option 9. You should remember that if a Customer comes back before the sort has been run, his name will NOT come up on the order form. If you re-enter his name, IT will appear twice on the database. When this situation arises, and you recognize the customer as being entered earlier, just enter CASH for his order and the name entry will be skipped. Example of name entry 60000SMI John H. Smith 1234 N. Anystreet Dr. Anycity, IL 60000-0000 The last four digits in the ZIP are optional. They will be stored. Page 23 OPTION 13 - Manual Credit/Debit Entry This program will do manually what the Checking and Order Entry programs do automatically. Its needs occur in periods when the computer is doing a sort or printout and cannot be used to enter a order. The order should be written on a manual invoice form. When this happens, Remember to change via the MAIN MENU A - Delete the inventory using OPTION 1. B - Check for the customers name in the data base using OPTION 16-7 and if not use OPTION 9 to Enter his name. C - Enter the order number and amount to the totals using OPTION 13 (This program) Another need is a return of all or part of an order or a change in status of an order. Like VISA to COD. In these cases, for part of an order being returned we enter the order number, amount of the item and necessary tax, weather for resale or tax exempt. This is all done using option 1-4 explained below. Remember that the returned item must be replaced back in inventory using MAIN MENU Option 7 items 3,8 and 12 For a canceled order the Above is necessary and the answers to Adding or Subtracting an order should be Y and Y to are you sure. If the status of an order changes from VISA to COD due to a decline from VISA Approval, we find it best to use MAIN MENU OPTION 13 (This program) and Delete the Entire order using 1/4 and re-enter it using 1/2. This is the least complicated way to change an orders status to COD or OPEN ACCOUNT. In either case THIS MUST BE DONE to put the COD and OPEN ACCOUNT record files in proper order. Failure to do so will result in a COD or OPEN ACCOUNT order not recorded to the record files. Page 24 Screen will be displayed as ------------------------------------------------------------------------------- Your company name Bookkeeping Program 16-May-87 |-------------------------------------------| Todays Sales $00000.00 |YEARLY CREDITS | $ 10,000.00 | --------------------- |--------------------|----------------------| | | |YEARLY DEBITS | $ | | | |--------------------|----------------------| | Second | |MONTHLY CREDITS | $ | | Menu | |--------------------|----------------------| | Box | |MONTHLY DEBITS | $ | | | |--------------------|----------------------| | | |ACCOUNTS RECEIVABLE | $ | |-------------------| |--------------------|----------------------| CURRENT LINE NUMBER 45 |ACCOUNTS PAYABLE | $ | |--------------------|----------------------| 1 - Credit Entry |PROFIT/LOSS | $ | 2 - Debit Entry |--------------------|----------------------| |CHECKING ACT.BAL. | $ | |-------------------------------------------| Choose Type Entry <END> If Selection one is made the following will appear in the second menu box. 1 - Cash or Charge 2 - COD 3 - Open Account 4 - Canceled Order In each case the following will appear at the bottom of the display >Order Number Enter the order number to be entered. >Tax If tax is charged on the order, enter it here. >Freight If freight is charged on the order, enter it here. If no tax was entered above, >Is item for Resale Y/N If order was sold for the purpose of re-sale, enter Y if not just hit enter. >Enter amount of Tax Exempt on order. If some or all of the items purchased were tax exempt then enter the dollar amount here >Are you Adding or Subtracting an order Y/N You must enter Y or N to this question. If the order is entered as a new order, the answer would be Y. If you are merely adding something missed or making an adjustment to a previous order then hit N. >Are You Sure Y/N You must enter Y or N to this question. The same format is followed for all 4 options. Option 1-4 will Subtract from the totals. Page 25 Option 2 will ask for the COD amount, if different from the order amount then enter the new amount to be recorded and hit Enter. If the COD amount is the same as the amount entered above then just hit return. Option 3 will ask For the more information pertaining to the vendor in order to enter it to the proper account file. These questions are self-explanatory and need no special explanation. If option 2 is selected then the following menu will be displayed in the second menu box. 1 - GL Category 1 2 - GL Category 2 3 - GL Category 3 4 - GL Category 4 5 - GL Category 5 6 - GL Category 6 7 - Car Expense 8 - Freight Items one thru six were those selected in the start-up routine. (See page 9, lower third) This option will enter bills paid to the General Ledger sheet. This is a manual entry for those not done in the Checking routine automatically using options 2/1 or 2/2. All questions asked here are self explanatory. If any fields are limited, it will be so stated between the <>. Page 26 Credit/Debit Accounts Receivables OPTION 14 This programs function is to delete the COD orders from the disk as they are paid, Update the Accounts as bills are paid and enter NEW bills that you have to pay. These are entered to the disk and may be accesed from the disk while in DOS. The command to type for a listing is A>COPY *.RCV PRN for receivables and A>COPY *.PBL PRN for payables. Both groups of files will printed to the printer used as LPT1. (Normally used for Invoice forms.) Most of this program is menu driven. In option 2/2 for open accounts the customer ID number should be entered first then the order number. (See page 12 last paragraph.) When in option number 2/2 of this program it is advisable to have the invoices on hand as a payment line will be printed on the invoice to up-date its status. This is the hard copy or confirming copy in the event the record is lost on the disk. In option 3, have the bills handy as a payment due date will be printed on the bill or the envelope. This date will be thirty days from the day you enter it. CHECKING ACCOUNT - OPTION 15. The checking account program used is a advanced version of a previous written program to handle home accounting and budget task. Other then some minor differences the program follows the same path. We have included the DOC file on this disk and to get a feel of the checking program, we suggest you read it. I have noted changes in the business version at the end of the file. See page 29 for complete instructions. MAILING LABEL PROCESS - OPTION 16 Another MENU driven program which will manage your mailing needs. 1. Complete Label Printout 2. Change Routine 3. Print Rolodex Card 4. Print Single Label 5. Print Single Zip Area 6. Select Label Numbers to be printed 7. Check Name in Data Base Option 1 will print the mailing list from first to last name. These labels are printed one wide on a 1 x 4 inch label in Zip order starting from Zip 00000 to 99999 Page 27 Option 2 will display the name selected on the bottom third of the screen. Each item to be changed may be selected. It is advisable to change all the information except the number, #1. Make other changes first, enter 8 then re-select the same number and do number one. Once number one has been selected the program will exit to a sort routine. Each ID NUMBER change will require an immediate sort. Option 3 will print on a standard tractor feed Rolodex form. the 2 x 3 format is used. See appendix for vendor information. Option 4 will print a single label from the data base. This may be printed to a shipping label (S) or a mailing label (L). Option 5 will search and then print a single Zip area. Option 6 will print from one label to another label (First to last) and all in between. To get the correct index listings you may wish to exit to DOS and enter A>TYPE MAILINDX.LBL and use the control Num-Lock key to locate the numbers you wish to start and stop at. Option 7 will call any name in the data base up on the bottom third of the screen for your inspection. All above options that require printing will print to the LPT2 printer. Second printer selection. Tax/GL/Account Printout - OPTION 17 Once again, this is a MENU driven program. Each option may be printed at will. I would strongly advise you use this program on December 31 each year. Print each option as most will be automatically deleted once the new year is entered. Granted they will be printed before deletion, but why wait. This program has year end routines that HAVE NOT BEEN TESTED IN ACTUAL COMBAT TYPE SITUATIONS. New updates will be issued if any problems are encountered. It would be advisable to have complete back-up data disk on December 31. 1. - Monthly Printout 2. - Yearly Printout 3. - Sales Tax Printout 4. - Statement Printout 5. - Accounts Due Printout 6. - Accounts Payable Printout 7. - Media Status Printout 8. - Resale Status Printout. Options 1, 2 and 3 should be backed up and printed on Dec 31. Printout will occur on LPT2 printer selection Option 4 will exit you to OPTION 5 of the MAIN menu. And will act as a normal statement type printout. Printout will occur on the LPT1 printer selection. Options 5 & 6 will Exit you to DOS. For Payables type A>COPY *.PBL PRN For Receivables type A>COPY *.RCV PRN Printouts will occur on the LPT1 printout selection Page 28 Option 7 will print the MEDIA status report. You will be prompted to enter the media code. To clear the system of this type report you should enter the command in DOS A>DEL MEDIA--.ADS Where -- or - is the Letter code used. A media code of P would read A>DEL MEDIAP.ADS Option 8 should be printed on Dec. 31. It should be Deleted from the disk and re-started on Jan. 1 of the New year. After the first sale, Check it to see if it reads the same amount. If not you will have to delete it manually by entering the DOS command A>DEL RESALE.YTD Both options 7 & 8 print to the LPT2 printer Selection. FILE CORRECTION ROUTINE - OPTION 18 Many files are created and stored on the disk. From time to time you may wish to change information in these files. This correction routine has been written to aid you in making these changes. Good Grief - Don't change anything you do not under stand or are not sure of. Just to be sure you have things correct you may wish to print the screen before you make a change. This way you will have hard printout of what was in the file. Be especially careful in the OURDATA and TRANSFER files. A change in the wrong place will have you up to late hours trying to re-construct many files. For obvious reasons we did not write any routine to change the General ledger files. One change here would screw up the accuracy of the other files. Errors made here should be corrected thru Main menu option # 13. One other important note, Keep in mind that no matter how deep you get yourself into trouble, as long as you don't end the program, most destructive damage you could do to a file won't happen. THESE ARE BASIC FILES AND ANYTIME YOU WISH TO RE-START THINGS JUST HIT CONTROL C OR CONTROL BREAK THEN ESC AND THEN RUN. THE PROGRAM WILL RE-START. YOU WILL HAVE TO RE-ENTER ALL THE DATA, BUT AT LEAST YOU WILL NOT HAVE WRITTEN IT TO DISK. I find this most useful in the main menu options 13 and 15. Especially option 15, The checking routine. The only damage here will be a double entry on the check printout, which is only for reference and a double entry will not do damage, and the EMPLOYEE RECORDS will be updated even thou you abort the program. If this happens go to DOS, Get the back-up disk marked 1 and enter the command COPY [Data Disk letter & :]*.PAY to the master storage disk. The EMPLOYEE records will only have to be recopied if you use option 2/3 otherwise don't worry about it. Well --- have fun!!! Page 29 CHECKING ACCOUNT -- OPTION 17 For starters this accounting system will take one year to implement. The budget program, once completed, will derive a weekly figure that must be met. If you spend more than the allotment stated or if you just don't meet the weekly figure then the account will create a deficit amount which will have to be made up. If you bring in more money then the weekly figure you may subtract it from the deficit or add it to a surplus amount. As stated it will take one year to get the going properly. The reason it takes one year is certain accounts will have to be built up before they are paid. Weekly accounts need not be counted however a monthly bill should have at least four weeks of deposits made. Example, Say the electric bill comes once a month, You start on the 15th of the month, by the end of the month when the electric bill is due you have only credited two weeks of payments to its account. The rest of the money (slightly over two weeks worth) will have to be made up to balance. It is best to start this budget on the first of one month. Quarterly bills (due every three months) like insurance payments will also have to be made up if they are due say the second month after the budget has started. Only one third of the quarterly payment (one month) will have to be made up. If it falls due on the third month then nothing need made up. The same applies for bi-yearly and yearly bills. If a bi-yearly bill falls due on the third month after the budget started only three months of payments will have been credited to its account and three will have to be made up over and above the weekly figure needed. An ideal one year payment is your House mortgage. The number of months need to be made up is 12 minus the number of months the budget has been in force. After the first year is completed only the weekly deposit figure need be met The first program to run is the BUDGET.HAS. This program will auto load the LISTING.HAS program if no listing file is found. You will be asked to supply the number of listings you wish, ie, Electric, Heating, Food, Etc. Once you enter the number you will be asked for the first listings title. After entry of the listing title you will be asked for the amount you wish applied to this account and finally you will be asked for a cycle time. This is merely how often the bill is going to be paid. Quarterly and bi-yearly payments should be computed to a yearly figure. If you have a quarterly bill for life insurance and it is say 50.00 they you would enter the amount of 200.00 and for cycle time enter 'Y'. If your weekly Food bill is 100.00 then enter the figure 100.00 and the for cycle time enter'W'.Upon completion of the final listing you will be asked if there any credits other then your weekly deposit that you expect to make. Ours was a 70.00 per month expense allotment. This could be such things as interest, dividends Etc. Once this entry is made the program will exit back to BUDGET.HAS. Now that you have the listing file created the budget program will ask you if you wish to ad any listings.If not then you will be asked if you wish to make any corrections in the listings. If the answer is no you will go to a printout of the budget. Upon its completion the program will return to the menu. Page 30 This page will deal with the Checking account portion of the program. This program will create a file called CHECKACT.BAL. All the necessary date entered as you write a check out will be logged here with the exclusion of entries made under option 2 which only enters amounts to account totals and nothing to the checking account. We will explain more about this feature later on in the doc. Another File is created here is called PAYMENTS.YTD and is used to store the totals spent with each account entered. This file should be printed, then deleted at the years end, unless you wish a running total. To operate the program enter #1 on the menu. The first time you operate this program you will be asked a few questions, The name of the program, the number of characters in the password and the password. Once completed some files will be created you will be asked to enter the number of accounts you wish. These may differ from the listings in the budget program and you can have more of these accounts.An example is on the budget you may have several listings for insurance such as life, car, house etc. while in this program you may wish to just have one listing for insurance to log the money spent on this listing.Once the last account is entered the program will exit to the checkbook balancing program. Enter N for additional accounts if you do not wish to add more to your account file. The Checking program has four functions which are listed on the menu. The first is Add Deposit. When selected the amount of the deposit will be queried. If your budget requires an amount of say $300.00 and your deposit is $400.00 the answer to the next question would be 100.00, if your deposit is $250.00 and requires $300.00 then the answer would be -50.00. Any deposit over the weekly budget amount would be a positive figure for the amount over while a negative amount would be a negative figure. After this question the checking balance will be increased and you will return to the menu. Selection #2 Print/Debit Check will prompt the entry of 1 for a check and 2 for a cash payment. #2 is used for credit to accounts only and has no effect on the checking balance. Selection #1 Check Entry > Enter - Check Number > Enter - To Whom the check was written > Enter - Account number - If a check is divided into several accounts then do not enter a number here. After the check has been processed and you are returned to the menu, Enter #2,and then enter #2 again for cash payment. If your check was for 2 or more accounts, you would enter as follows: A $70.00 Check was written of which $20. was for gas and $50. for allowance you would enter 2 and then 2 again then the amount of $20.and then the account for Gasoline.Then you would enter 2 and 2 and then the amount of $50. and the account for the allowance. If all the amount is credited to one account the enter the number for the account. > Enter - If you wish a Envelope to be printed Enter Y,if not any character. If Y is entered you will be asked for the address and then, city state and zip. > Enter - + or - of Budget target. If the Electric budget target amount was for $100.00 for one month and the bill was for $120.00 for the same month then enter -20.00. If the bill was for $80.00 then enter 20.00 with no minus sign. > Enter - Written Amount of Check, Ex. One Hundred Twenty and No/100. Do not use comma's on this line, separate by a dash. > Enter - Memo -If you wish a comment to be on the check and the report then enter it here. Page 31 After printing is completed, the balance and target values will be adjusted and you will be returned to the menu for another selection. Selection #3 Print Balance Sheet The Following printout will be printed when you select #3. The initial set ups was a Diablo (Xerox 1700) with 80 column format. See example below. John Doe Household Checking Account Record As of 30-Jan-82 ---------------------------------------------------------------------------- DATE NUMBER ISSUED TO DEPOSIT CHECK AM BALANCE MEMO ---------------------------------------------------------------------------- 03-Jan-82 | | |$500.00 |------- |$ 500.00| 03-Jan-82 | 5525 | Jewel Foods |------- |$ 25.00 |$ 475.00|Food Selection #4 - Account Totals With selection 4 the account shown in the account list of the checkbook program with the amount spent year to date will be printed. It is important to note that on 31-Dec with the last entry and printout this file should be deleted if you intend to start a new listing of amount spent year to date. To do this enter in DOS - DELETE PAYMENTS.YTD. OPTIONAL FEATURES Non-Overdraw If a check is written which is larger then the balance amount,a warning will appear and default to re-entry if Y is not selected. No Data Printout If there is no balance records,ie the first of a new month a notice will be displayed that there is not data to be printed if selection 3 is entered. Print New Page. This will automatically happen at 51 entries or you may select it any time after a page is printed. Once selected in it will destroy the past pages records. This will also be automatically selected in upon entry of a new month in the start up date. Auto Entry Every 20 entries will be automatically logged to file and the program will will be restarted. Ver 06.20.83 Modified herein to automatically put in the memo the account selected if nothing is entered at the time the memo is entered. Ver 02.20.84 Logs up to 50 checks to the data drive and will recall any or all the checks to be reviewed. The storage files will be emptied after 25 entries have been made. A hard copy will be printed on the 25th entry per account. The existing file will then be deleted. Page 32 AMENDMENTS Ver. 08.02.87 Aug. 2, 1987 Multi-Tax Change in CHANGEIT.ACT, DATAETRY.INV, STARTUP.BUS and INSCREEN.INV programs. The multi-tax concept is used as a Sales tax tracking aid. With the multi-tax option selected in (Main menu OPTION 18 then Change Menu OPTION 3, select item #03) a CAPITAL Y here selects in the MULTI-TAX option, which will track up to 10 tax rates. Each Rate is selected in the STARTUP routine or manually in the CHANGE Routine. The Tax Rate is the amount of Sales Tax you wish to charge when that rate is selected in. If Tax Rate #1 were to have .07 entered the tax rate would be 7%. By entering #1 when questioned in the DATAETRY program, 7% sales tax would be charged to the line item selected. The next Item may only have a sales tax of 2% and if we had selected .02 for rate #2, we would enter 2 for this tax rate. Only 2% sales tax would be charge for the selected line item. This option will track up to 10 sales tax rates. The amount of tax collected at each rate will be recorded along with the total taxable sales in each rate. The total tax figures are not altered by this tax rate division and reflect the total tax collected. The use of MULTI-TAX is especially helpful in States where items have different tax rates as well as the same items which may have different tax rates for the uses intended. If the MULTI-TAX option is not selected, it's presence will not be detected by the user. Printouts of the multi-tax reports may be obtained from OPTION 17 of the main menu then OPTION 9 of the Printout Menu. Version 08.02.87 Aug. 2, 1987 MULTI-INVENTORY Changes in DATAETRY.INV, ADNEWSTK.INV, SORT.BUS INVENTRY.INV, NEWYEAR.INV, PRINTOUT.INV programs When the Multi-Inventory is selected (Main menu OPTION 18 then the change menu OPTION 14, Select Item 13 and change to 1) or in the STARTUP routine, several inventory data bases may be formed. Unless you have a hard drive, it is advisable to keep each inventory on different disk. Multi inventory is especially helpful for track of inventory in different locations. Each location may be described by a 1 to 3 digit code. This code can be Alpha, numeric or both. In some cases, Selection of a code which is not located on the disk, will cause the program to exit to the ADNEWSTK program or in some cases it will cause the running program to crash. If a crash occurs, type CONTROL-C and type RUN to re-start. Once Multi-inventory is selected you will be asked to identify the CODE each time you enter a inventory program. If only one program is used and multi-inventory is not selected, you will be un-aware of its existence and no question will be asked at the start of each program. The ARE YOU SURE questions require a Y or N answer. Any other entry at this point will default back to the Multi-inventory code selection. Page 33 APPENDIX Form Size Use Vendor 1/2" x 2-1/2 Stock Number desc. Micro-Format Pres. Sen. Label Used to label stock 644 Milwaukee Ave. Tractor Feed in the store. Prospect Hts, IL 60070 Quill # 871-7-10769 312-520-4699 15/16 x 3-1/2 Stock Description Micro-Format Pres. Sen. Label Mailing Label or Quill Tractor Feed Quill # 871-5615-SW or # 871-7-10768 2-7/8 x 3-7/8 Package shipping NEBS Pres. Sen. Label label 1-800-225-6380 Tractor Feed Prod # 1233-1 VISA/MC Form Charge form Your Bank Standard 3-1/4 x 7 Friction Feed. 3 part slip (8/84) Safetperf General Credit Form, St. Louis 63045. # 2489C COD Form COD orders UPS Rep. Tractor Feed. Form # U1102 1-86 (50mm1-86)U The driver will not supply you with this form, You must request it from your UPS REP. Rolodex Form 2x3 Address/Phone Cards Micro-Format Tractor Feed. Generic Order Form Invoices,PO's,RA's Quill Office Supply Part Quill Stock # ETC. Lincolnshire, IL 2 871-8521-2 3 871-8521-3 4 871-8521-4 Checks Payment & Payroll NEBS NEBS # 00a 9024-1 see above In addition to the above, a case of green bar paper (Wide Format) 15 inch would be advisable and ream of white bond paper (8-1/2x11) Would be advisable to have on hand. The Wide paper is used for each GL report, Monthly and Yearly as well as all inventory printouts. The 8-1/2 x 11 is used for Checking printouts as well as media and resale files in option 17 Page 34 LIMITED WARRANTY ALL PROGRAMS USING THE EXTENSION .BUS,.INV & .ACT ON THIS DISK ARE COPYRIGHT 1987 BY NEIL PETLOCK, 3029 N. WILSHIRE LN., ARLINGTON HTS., IL 60004 AND THE SALE OF THIS PROGRAMS IN FULL OR PART IS FORBIDDEN UNLESS AUTHORIZATION IS OBTAINED FROM THE AUTHOR OR DAYTAPRO ELECTRONICS The programs listed in the directory using the extension listed and the MANUAL.DOC file are provided on an "AS IS" basis without warranty of any kind, expressed or implied, including but not limited to the implied warranties of merchantability and fitness for a particular purpose. The entire risk as to quality and performance of these programs and the DOC. files rests solely with the user. Should any part of these programs or DOC file prove defective, the user will assume the entire cost of all necessary repair, servicing, and correction. In no event will Daytapro Electronics be liable to you for any damages, including loss of profits, lost savings, or other incidental or consequential damages arising out of the use or inability to use these programs or DOC files, even if the Daytapro Electronics Company has been advised of the possibility of such damages. This warranty gives you specific legal rights, and you may have other rights which may vary from state to state. Some states do not allow the exclusion of implied or consequential damages so parts of the above may not apply to you. By operating any of the programs supplied under the HAS extension or using any part of the DOC, you acknowledge that you have read this agreement, understand it, and agree to be bound by its terms and conditions. You further agree that it is the complete and exclusive statement of the agreement between us, which supersedes any proposal or prior agreement, oral or written, and any other communications between us. If you have registered, feel free to write us with any questions you might have concerning our products. WE WILL OFFER ABSOLUTELY NO SUPPORT TO UN-REGISTERED USERS. IF YOU DO NOT CHOOSE TO REGISTER, YOU ARE COMPLETELY ON YOUR OWN! ANY LETTERS OR QUEST- IONS FROM UN-REGISTERED USERS WILL BE IGNORED. SO THERE! Page 35 REGISTRATION FROM Send registration to: Daytapro Electronics Inc. 3029 N. Wilshire Ln. Arlington Hts., IL 60004 A $40.00 registration fee entitles you to the following * A new updated version will be sent to you with a receipt. * Notices of updates will be sent to you for three years. * Complete Support by mail * Commission eligibility. A $5.00 commission will be sent to you each time an registration is received with your serial number on it. This serial number is the label on the disk and may be viewed by the DIR command in DOS. No commissions will be paid to non-registered users. If you do not wish to be paid any commissions the fee is only $35.00 for registration. Check one ___ Registered user with commissions to be sent. $40.00 ___ Registered user with no commissions to be sent. $35.00 Label number when directory is listed _______________ Name____________________________________________Date___________________ Address_________________________________________Phone #________________ City______________________________State_________Zip____________________ Method Of Payment (Circle) Check Money Order VISA MC If Charge Card - Your Number ___________________________Exp. Date______ Signature_______________________________