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******************************* * * * SBICS * * * * Users Manual * * * ******************************* A Small Business Inventory Control System Edward E. Davis 8 Delaware Ave. Danvers, Ma. 01923 (508) 777-2898 Copyright (C) 1986, 1989, 1990, 1991 Version 3.10 April 18, 1987 Davis Software will not be liable for any damages, including any lost profits, lost savings or other incidental or consequential damages arising out of the use of or inability to use SBICS.EXE, even if we have been advised of the possibility of such damages, or for any claim by any other party. Table Of Contents User Supported Software . . . . . . . . . . . . . . . . . . . . . . . . . . 1 INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Running The Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Shareware Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Add Item To File:. . . . . . . . . . . . . . . . . . . . . . . . . . . 4 List Menu: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Sales And Receipts:. . . . . . . . . . . . . . . . . . . . . . . . . . 4 File Maintenance:. . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Begin New Period:. . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Edit Menu: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Sort File: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Delete Item: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 EXIT PROGRAM:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 ADD ITEM TO FILE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 List Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Complete List: . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 List One Item: . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 List By Class: . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 List Non Billable: . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Activity Report: . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Return To Main Menu: . . . . . . . . . . . . . . . . . . . . . . . . . 6 EXIT PROGRAM:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Sales And Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 File Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Read Inventory File: . . . . . . . . . . . . . . . . . . . . . . . . . 8 Save Inventory File: . . . . . . . . . . . . . . . . . . . . . . . . . 8 Change Company Information:. . . . . . . . . . . . . . . . . . . . . . 8 Password Maintenance:. . . . . . . . . . . . . . . . . . . . . . . . . 8 Return To Main Menu: . . . . . . . . . . . . . . . . . . . . . . . . . 8 BEGIN NEW PERIOD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Edit Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 SORT FILE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 DELETE ITEM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 EXIT PROGRAM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 User Supported Software If you use this program and like it, your contribution of $15.00 would be greatly appreciated. For your $15.00, you will receive a registered copy with the password protection option. You will also receive a copy of other programs written by us and that are on the shareware market. We currently have two others and are now in the process of making another one. Regardless of whether you make a contribution or not, you are encouraged to copy and distribute this program to others, with the stipulation that this notice not be removed. If you do not have printed documentation, it resides on your distribution diskette with the name SBICS.DOC. New features are being added to this program regularly, either at the suggestion of users, or as I see the need. I am always open to suggestions on how to improve this program or any other program that is written by me. 1 INTRODUCTION SBICS is an in memory inventory control system. What in memory means in this case, is that all manipulations involving the master inventory file are performed while the entire file lies in the main computer memory. You are allowed to store the master file on disk and may recall it at any time. Because it is an in memory program it will only allow space for about 175 items. The commercial version of SBICS is called ICS and has no limit for records. Be sure to ask for the commercial version if you have more than 175 inventory items. The registration fee for the commercial version is $25.00. Be sure to check the correct version on the order form. This program was written in basic and compiled using QBASIC V 2.0. Although there have been many changes in this program since the first writing, each and every one of the features have been found useful to me. One feature in this program that you will not find in most other inventory programs is the tracking of damaged or non billable items. I feel that as a manager of a company, one of the easiest ways of not making a profit is not to track the damaged goods as well as the goods sold. Not tracking these items can cost a company thousands of dollars each year. (which I proved to myself before implementing this feature.) Once your employees know that damaged items are also being tracked, the damaged items begin to be less and less each month. If you feel that this program is in need of any other features, please let me know. The registered version of this program also has a password protection for the EDIT, DELETE and BEGIN NEW PERIOD options. This was implemented for security reasons. Now you can have someone use the program for updating and printing lists without the worry of them changing anything that you do not want changed. This program will also call your data file into memory automatically when ever you run the program. It also saves the data file when you are done using the program. This was done to prevent anyone from using the program without the data file and forgetting to save it when finished. The data file that comes with the program has a few items in it. The file itself should not be deleted itself, however you should get a printout of these items and then delete them using the delete feature after you are done viewing the program. 2 Running The Program To run the program type SBICS and hit <ENTER>. This will start the program and you will be shown the ShareWare screen. Press enter again and the system will set up and now display the last date that the system was used. Shareware Screen ╔═════════════════════════════════════════════════════════════════════════════╗ ║ SMALL BUSINESS INVENTORY CONTROL SYSTEM ║ ║ By Edward E. Davis ║ ║ V 3.14 ║ ╠═════════════════════════════════════════════════════════════════════════════╣ ║ This software is a user supported software package and is protected ║ ║ by a federal copyright. The use of this software program is expressly ║ ║ prohibited, except as authorized herein. If you have received this ║ ║ from another user and found this software useful, the author would ║ ║ appreciate your sending a contribution of fifteen dollars. Without ║ ║ the written consent of the author, users of this software and it's ║ ║ documentation are granted a limited license to make an evaluation ║ ║ copy for trial use on a private, non-commercial basis. This license ║ ║ does not include distribution of this software package: ║ ║ ║ ║ 1. In conjunction with any other product or service ║ ║ 2. For any consideration or `Disk' fee ║ ║ 3. Distribution in modified form ║ ║ Contributions can be sent to: ║ ║ Edward E. Davis ║ ║ 8 Delaware Ave. ║ ║ Danvers, Ma. 01923 ║ ╚═════════════════════════════════════════════════════════════════════════════╝ You will be prompted for todays date. Type in the date that you wish to be on all of the printouts. If you put nothing here and just hit enter, the system date will be used. 3 Next you will be taken to the main menu. Main Menu ╔═════════════════════════════════════════════════════════════════════════════╗ ║ SMALL BUSINESS INVENTORY CONTROL SYSTEM ║ ║ By Edward E. Davis ║ ║ V 3.14 ║ ╠═══════════════════════════════╦════════════╦════════════════════════════════╣ ║ ║ MAIN MENU ║ ║ ║ ╚════════════╝ ║ ║ ║ ║ 1. Add Item To File ║ ║ 2. List Menu ║ ║ 3. Sales And Receipts ║ ║ 4. File Maintenance ║ ║ 5. Begin New Period ║ ║ 6. Edit Menu ║ ║ 7. Sort File ║ ║ 8. Delete Item ║ ║ 9. EXIT PROGRAM ║ ║ ║ ║ Enter Your Selection ║ ║ ║ ║ ║ ║ ║ ╚═════════════════════════════════════════════════════════════════════════════╝ 1. Add Item To File: This will take you to a screen where you can add items to the inventory file. 2. List Menu: This will take you to the List Menu where you can choose the type of printout that you desire. 3. Sales And Receipts: This is where you will add to or delete from the inventory. 4. File Maintenance: This will take you to another menu where you can change the password, (registered version only), change the company information or work with the inventory file as needed. 5. Begin New Period: This is used at the end of any period. Month, Quarter, Week or whatever you use in your Business. You may also update the year. 6. Edit Menu: This will sort your inventory file according to the item no. 7. Sort File: This will take you to the Edit Menu so that you may Edit one or more of the items in inventory. 8. Delete Item: This will allow you to delete any item from the inventory. 9. EXIT PROGRAM: This is what you should use to exit the program properly. 4 ADD ITEM TO FILE When you want to add an item to the inventory file you will be taken to a screen and prompted at each field that you must put some kind of information into. When it comes to a dollar figure you must use a decimal whenever it is not an even figure. ╔═════════════════════════════════════════════════════════════════════════════╗ ║ SMALL BUSINESS INVENTORY CONTROL SYSTEM ║ ║ By Edward E. Davis ║ ║ V 3.14 ║ ╠═══════════════════════════════╦═══════════╦═════════════════════════════════╣ ║ ║ Add Item ║ ║ ║ ╚═══════════╝ On Last Average ║ ║ Item No. Class No. Description Hand Cost Cost ║ ╠═════════╦═══════════╦══════════════════════════╦═════════╦════════╦═════════╣ ║ ║ ║ ║ ║ ║ ║ ╠═════════╩═══════════╩══════════════════════════╩═════════╩════════╩═════════╣ ║ ║ ║ ║ ║ Retail Maximum Current Last Prev. Y.T.D. Total Total ║ ║ Price Invent Sales Sales Sales Sales Cost Retail ║ ╠═════════╦═══════╦═══════╦═══════╦═══════╦═════════╦════════════╦════════════╣ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╠═════════╩═══════╩═══════╩═══════╩═══════╩═════════╩════════════╩════════════╣ ║ Damaged At Cost At Retail G.P.M. ║ ╠═════════╦══════════╦═══════════╗ ╔═══════════╣ ║ ║ ║ ║ ║ ║ ╠═════════╩══════════╩═══════════╝ ╚═══════════╣ ╚═════════════════════════════════════════════════════════════════════════════╝ 5 List Menu When your choice is to go to the list menu, you will see the following: ╔═════════════════════════════════════════════════════════════════════════════╗ ║ SMALL BUSINESS INVENTORY CONTROL SYSTEM ║ ║ By Edward E. Davis ║ ║ V 3.14 ║ ╠══════════════════════════════╦════════════╦═════════════════════════════════╣ ║ ║ List Menu ║ ║ ║ ╚════════════╝ ║ ║ ║ ║ 1. Complete List ║ ║ 2. List One Item ║ ║ 3. List By Class ║ ║ 4. List Non Billable ║ ║ 5. Activity Report ║ ║ 6. Return To Main Menu ║ ║ 7. EXIT PROGRAM ║ ║ ║ ║ ║ ║ Enter Your Selection ║ ║ ║ ║ ║ ╚═════════════════════════════════════════════════════════════════════════════╝ 1. Complete List: This will give you a complete list of everything that you have in the file. 2. List One Item: This will list one item only. 3. List By Class: You may list all of items with the same class no. 4. List Non Billable: This gives you a list of any item or items that have a number in the damaged (or non billable) field. 5. Activity Report: This gives you an activity report that shows the sales for the last three periods and the sales to Y.T.D. along with the dollar figures. 6. Return To Main Menu: This will return you to the Main Menu. 7. EXIT PROGRAM: You may use this to exit the program. Whenever you use any of the list functions you will be given a choice as to whether you want the list on the screen or printer. 6 Sales And Receipts At the end of each day you should gather your copies of all invoices and receipts for merchandise sold or received. The program will not allow your inventory to fall below zero because there is no such thing. Therefore first start with the receipts and add the items to inventory. If you try to remove items from inventory in which you do not have enough, until you receive a shipment on the same day, the system will tell you that you do not have enough in the inventory file. After typing the item number of the product received, type A to add inventory. Type in the amount received and the total cost of all of the items received. e.g. if you received 144 of item no. 0011 at a total cost of $132.50 you would use $132.50 as the cost and not the cost per item. The system will figure the cost per item by itself. Next answer whether the received item was a return or an order received. Now take all transfer and invoice slips and remove the sales and damaged items from inventory. Use the same format from above to remove the items. You will not have to type in the retail amount as the system already knows the selling price. In order to track the damaged goods you must insist that your employees submit a transfer slip for all damaged goods with an explanation as to why it is being trashed. 7 File Maintenance ╔═════════════════════════════════════════════════════════════════════════════╗ ║ SMALL BUSINESS INVENTORY CONTROL SYSTEM ║ ║ By Edward E. Davis ║ ║ V 3.14 ║ ╠═══════════════════════════════╦════════════╦════════════════════════════════╣ ║ ║ File Maint ║ ║ ║ ╚════════════╝ ║ ║ ║ ║ 1. Read Inventory File ║ ║ 2. Save Inventory File ║ ║ 3. Change Company Information ║ ║ 4. Password Maintenance ║ ║ 5. Return To Main Menu ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ Make Your Selection ║ ║ ║ ║ ║ ╚═════════════════════════════════════════════════════════════════════════════╝ 1. Read Inventory File: This will read the inventory into memory again. You would only use this if a mistake was made and you did not want to edit or delete the mistake. 2. Save Inventory File: This will save the inventory file to disk. Use this after adding a few items. This is a safeguard against anything happening to the file if for some reason your computer turns off. 3. Change Company Information: This is where you will put your company name for printouts. 4. Password Maintenance: This is where you will change the password to the system. (registered copy only) 5. Return To Main Menu: This will take you back to the main menu. 8 BEGIN NEW PERIOD This is where you will update a period. You can choose a single period or a year. This is how the program knows how many items were sold for the past three periods and then the year to date sales also. 9 Edit Menu ╔═════════════════════════════════════════════════════════════════════════════╗ ║ SMALL BUSINESS INVENTORY CONTROL SYSTEM ║ ║ By Edward E. Davis ║ ║ V 3.14 ║ ╠═══════════════════════════════╦════════════╦════════════════════════════════╣ ║ ║ Edit Menu ║ ║ ║ ╚════════════╝ ║ ║ ║ ║ 1. Edit Everything 6. Change Last Cost 11. Change Current Sales ║ ║ 2. Change Item No. 7. Change Ave. Cost 12. Change Last Sales ║ ║ 3. Change Class No. 8. Change Retail Price 13. Change Prev. Sales ║ ║ 4. Change Description 9. Change Damaged 14. Change Y.T.D. Sales ║ ║ 5. Change On Hand 10. Change Max. Invent. 15. Return To Main Menu ║ ║ ║ ║ ║ ║ ║ ║ Enter Your Selection ║ ║ ║ ║ ║ ║ ║ ╚═════════════════════════════════════════════════════════════════════════════╝ Choosing any of the above will show you the next screen after selecting the item number and will prompt you for the correct category which will allow you to change that category. If you choose no. 1. from above it will allow you to change all categories for the item that you are working on. ╔═════════════════════════════════════════════════════════════════════════════╗ ║ SMALL BUSINESS INVENTORY CONTROL SYSTEM ║ ║ By Edward E. Davis ║ ║ V 3.14 ║ ╠═══════════════════════════════╦═══════════╦═════════════════════════════════╣ ║ ║ View Item ║ ║ ║ ╚═══════════╝ On Last Average ║ ║ Item No. Class No. Description Hand Cost Cost ║ ╠═════════╦═══════════╦══════════════════════════╦═════════╦════════╦═════════╣ ║ ║ ║ ║ ║ ║ ║ ╠═════════╩═══════════╩══════════════════════════╩═════════╩════════╩═════════╣ ║ ║ ║ Retail Maximum Current Last Prev. Y.T.D. Total Total ║ ║ Price Invent Sales Sales Sales Sales Cost Retail ║ ╠═════════╦═══════╦═══════╦═══════╦═══════╦═════════╦════════════╦════════════╣ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╠═════════╩═══════╩═══════╩═══════╩═══════╩═════════╩════════════╩════════════╣ ║ Damaged At Cost At Retail G.P.M. ║ ╠═════════╦══════════╦═══════════╗ ╔═══════════╣ ║ ║ ║ ║ ║ ║ ╠═════════╩══════════╩═══════════╝ ╚═══════════╣ ╚═════════════════════════════════════════════════════════════════════════════╝ 10 SORT FILE This will sort your inventory file automatically. 11 DELETE ITEM This will allow you to delete an item from the inventory file. You will be prompted as to what number you want to delete. After entering the number it will be deleted automatically. 12 EXIT PROGRAM This is how you should exit the program. It will save the data file and exit the program. You should always backup your files in case of a disk crash and there is no reason why you should not with this program. 13