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POSi-Track 4.1 _____________________________________________________________________ POSi-Track(tm) 4.1 Users Guide _______ ____|__ | (R) --| |------------------------ | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER POSi-Track(tm) 4.1 An Inventory control/Point of sale system Copyright (c) Millennium Software 1991-1995 All rights reserved worldwide. Millennium Software PO Box 2209 Dublin, CA 94568 Terry Swiers, Author Voice (510) 828-5892 Facsimile (510) 829-1851 BBS (510) 828-4153 CompuServe 72560,2466 POSi-Track 4.1 _____________________________________________________________________ Chapter 1: Introduction ........................................ 1 Introducing POSi-Track's Features ............................ 1 Hardware and Software Requirements ........................... 1 Network Support .............................................. 2 License Agreement & Disclaimer ............................... 2 About POSi-Track ............................................. 3 Ombudsman Statement .......................................... 4 Authenticity ................................................. 4 How to Contact Millennium Software ........................... 4 Why Register? ................................................ 5 How to Register .............................................. 6 Installation ................................................. 7 Before Installing POSi-Track ......................... 7 Installing on a Network .............................. 7 Installing POSi-Track ................................ 7 Installing an Upgrade ........................ 8 To Install the Windows version of POSi-Track . 8 To Install the DOS version of POSi-Track ..... 8 Installing the Bar Code Fonts ........................ 8 Converting 3.x Data .......................................... 9 Getting Around POSi-Track ................................... 10 Selecting Items and Moving Around Windows ........... 10 Saving and Canceling ................................ 10 Editing ............................................. 11 Printing ............................................ 11 Online Help ......................................... 11 Check Boxes ......................................... 12 Radio Buttons ....................................... 12 Exiting ............................................. 12 POSi-Track Function Key Reference ................... 12 General Notes ............................................... 13 Partial Searches ............................................ 14 Understanding Partial Searches ...................... 14 Partial Search by Customer Name or User ID .......... 14 Partial Search by Invoice, Order, or PO Number ...... 15 Partial Search by Stock or Vendor Code .............. 15 Partial Search by Serial Number ..................... 15 Serial Numbers .............................................. 15 Bar Code Support ............................................ 16 Adjusting the Bar Code Font Size ............................ 16 Getting Started ............................................. 17 Starting the Windows Version ........................ 17 Starting the DOS Version ............................ 17 Adding Existing Inventory ........................... 17 Adding Existing Serialized Inventory ................ 18 Program Customization ............................... 19 Custom Formats .............................................. 19 Implementation ...................................... 19 Report Setup ........................................ 20 POSi-Track 4.1 _____________________________________________________________________ Report Definition ................................... 20 General Variables ........................... 20 Header Information .......................... 21 Line Item Information ....................... 22 Footer Information .......................... 22 Printer Control ............................. 22 Custom Format Example ............................... 23 Main Menu ................................................... 24 Chapter 2: Sales Functions .................................... 26 Invoice ..................................................... 26 Returns ..................................................... 29 Edit Invoice ................................................ 30 Void Invoice ................................................ 31 Order ....................................................... 31 Edit Order .................................................. 34 Ship Order .................................................. 35 Void Order .................................................. 37 Exit ........................................................ 37 Chapter 3: Inventory Functions ................................ 38 Clone ....................................................... 38 Delete ...................................................... 38 Edit/New .................................................... 39 Edit Serial ................................................. 41 Labels ...................................................... 42 Merge ....................................................... 43 Query ....................................................... 44 Rename ...................................................... 44 Undelete .................................................... 45 Chapter 4: PO Functions ....................................... 46 Direct Receiving ............................................ 46 Edit ........................................................ 48 New ......................................................... 49 Online Creation ............................................. 50 Receiving ................................................... 51 Void ........................................................ 53 Chapter 5: Customer Functions .................................. 55 Edit ........................................................ 55 Delete ...................................................... 55 Merge ....................................................... 56 New ......................................................... 56 Undelete .................................................... 58 POSi-Track 4.1 _____________________________________________________________________ Chapter 6: Vendor Functions ................................... 59 Edit ........................................................ 59 Delete ...................................................... 59 New ......................................................... 60 Chapter 7: AR Functions ....................................... 61 Statement Processing ........................................ 61 Statement Processing ................................ 61 Single Statement .................................... 61 Payments .................................................... 62 Adjust Account .............................................. 63 Customer Balance ............................................ 64 Purge Single ................................................ 65 Post Unposted ............................................... 65 Reset Account ............................................... 66 Chapter 8: User Functions ..................................... 68 New User .................................................... 68 Reset Password .............................................. 70 Edit User ................................................... 70 Change Your Password ........................................ 70 Delete User ................................................. 71 Logoff ...................................................... 71 Chapter 9: RMA Functions ...................................... 72 New RMA ..................................................... 72 Edit RMA .................................................... 74 RMA Receiving ............................................... 75 Chapter 10: Service Functions ................................. 78 New SO ...................................................... 78 Edit SO ..................................................... 81 Complete SO ................................................. 82 Chapter 11: Reports ........................................... 84 Using Selection Criteria Fields ............................. 84 AR .......................................................... 84 Account History ..................................... 84 Revenue Report ...................................... 85 Balance Report ...................................... 85 Transaction History ................................. 85 Outstanding Transactions ............................ 86 Reprint Statements .................................. 86 Customer .................................................... 87 Customer List ....................................... 87 Zip Code Count ...................................... 87 Purchases ........................................... 88 Summary Purchases ................................... 88 POSi-Track 4.1 _____________________________________________________________________ Export .............................................. 89 Mailing Labels ...................................... 89 Inventory ................................................... 90 Exclude Non-Stock Items ............................. 90 Stock By Code ....................................... 90 Discount List ....................................... 90 Margin List ......................................... 91 Overstock ........................................... 91 Reorder ............................................. 92 Price List .......................................... 92 Serialized .......................................... 93 Selective Stock ..................................... 93 Adjusted Stock ...................................... 94 Export .............................................. 94 POs ......................................................... 94 Reprint PO .......................................... 94 Backorder ........................................... 95 Summary History/Detailed History .................... 95 Order ....................................................... 95 Reprint Order ....................................... 96 Outstanding ......................................... 96 Summary History/Detailed History .................... 96 Vendor ...................................................... 97 Vendors by Code/Vendors by Name ..................... 97 Sales ....................................................... 97 Reprint Invoice ..................................... 97 Summary Daily ....................................... 97 Summary Month to Date ............................... 98 Daily Sales ......................................... 98 MTD Sales ........................................... 99 Custom Summary ...................................... 99 Custom Sales ........................................ 99 Sales Analysis ..................................... 100 Service .................................................... 100 Reprint Service Order .............................. 100 Open Service Orders ................................ 101 Parts Allocated .................................... 101 Warranty Jobs ...................................... 101 Summary Daily ...................................... 102 Summary Month to Date .............................. 102 Daily Sales ........................................ 102 MTD Sales .......................................... 103 RMA ........................................................ 104 Reprint RMA ........................................ 104 Outstanding ........................................ 104 Summary History/Detailed History ................... 104 Chapter 12: Options .......................................... 106 Batch Processing ........................................... 106 Backup/Restore ............................................. 107 POSi-Track 4.1 _____________________________________________________________________ Customization .............................................. 107 Company Information ................................ 107 Disclaimer Lines ................................... 108 Default Values ..................................... 108 Service Order Defaults ............................. 110 Security ........................................... 110 Dot Matrix Printer ................................. 111 Data Location .............................................. 111 Number Sequence ............................................ 112 Purge History .............................................. 112 Verify Indexes ............................................. 112 File Viewer ................................................ 113 Regitster POSi-Track ....................................... 113 Help ....................................................... 113 Authors Note .................................................. 114 Appendix A: Available Variables .............................. 115 Available Invoice and Shipper Variables .................... 115 Available Purchase Order Variables ......................... 117 Available Customer Order Variables ......................... 118 Appendix B: Manual Adjustments ............................... 120 INI Sections for Label Adjustments ......................... 120 INI Section for Security Adjustments ....................... 121 INI Section for Bar Code Adjustments ....................... 121 POSi-Track 4.1 1 _____________________________________________________________________ Chapter 1: Introduction Introducing POSi-Track's Features POSi-Track is a comprehensive, easy to use, inventory control/point of sale package intended for the business that desires complete control over stock levels and tracking. POSi-Track 4.1 is available for two operating environments, Microsoft Windows and DOS. POSi-Track provides: * Tracking of serialized and non-serialized stock codes * Point of Sale Invoicing, Multi-job Service Orders, Order Entry, and Purchase Orders * Automatic stock adjustments * Customer account tracking * RMA (returned merchandise authorization) tracking * Over 45 reporting functions * Reorder and overstock reports * Partial searches for stock codes, customers, ... * Support for Canadian GST and postal codes * Full mouse support * Network and multi-user compatibility * B-Tree style indexing for fast data retrieval * Context sensitive, cross-referenced, online help * Bar-code support Hardware and Software Requirements Windows Version System Requirements: * Microsoft Windows 3.1 or higher * DOS 3.3 or higher * 3 Megabytes RAM (4 Recommended) * 4 Meg hard disk space DOS Version System Requirements: * DOS 3.3 or higher * 80286 Processor or better * 3 Megabytes RAM (4 Recommended) * 4 Meg hard disk space * EGA, VGA, Hercules compatible video POSi-Track requires the presence of SHARE.EXE or its equivalent to safely provide multi-user access on non-supported networks. While a laser printer is not required, it is highly recommended due to the printing speed of dot matrix printers under Windows or POSi-Track 4.1 2 _____________________________________________________________________ other graphical user interfaces. An inkjet printer is the next best choice after a laser printer. At least 384K of disk caching is highly recommended to increase program performance. All header information for reports and invoices are printed by POSi-Track. This allows the use of plain paper or blank carbonless paper to be used for invoicing. Plain invoices may not be the most elegant, but they are usually very easy to read and cost less than a tenth of the cost of printed invoices. The company information at the top of the invoices may be omitted for use on letterhead. All standard reports and printouts are designed for 9.5x11 inch continuous feed computer paper, or 8.5x11 cut sheets. Network Support POSi-Track provides support for any network that provides record locking capabilities. By default, Netware, PC LAN, LAN Manager, and Banyan Vines networks all provide locking capabilities for data stored on a network drive. POSi-Track will operate on other networks, but requires the presence of SHARE.EXE to provide locking. When in doubt about the locking capabilities of your network, load SHARE.EXE. License Agreement & Disclaimer This copy of POSi-Track is NOT "Public Domain" and it is NOT "Freeware". POSi-Track is a copyrighted software product developed and owned by Millennium Software. Millennium Software grants you without charge the right to reproduce, distribute and use copies of this shareware version of POSi-Track, subject to the limitations specified below, and on the express condition that you do not receive any payment, commercial benefit, or other consideration for such reproduction or distribution, or change this license agreement or the following copyright notice which appears in the software, documentation, user interface, menus and magnetic media: c Copyright 1991 - 1995 Millennium Software. Limitations: You may make and keep one (1) backup copy of this software for your personal use, provided that you copy all the copyright, trademark, and other information indicated on the initial screen display or on the diskette label onto your backup diskette label. You may also distribute copies of the shareware version to other persons, but solely for their evaluation (i.e., to decide whether to continue using the product and therefore register) and solely for evaluation by such other persons during that sixty (60) day period. No registered or non-shareware copy of POSi-Track may ever be POSi-Track 4.1 3 _____________________________________________________________________ distributed. POSi-Track must NOT be sold or otherwise provided as part of a larger system, or as a part of a more inclusive product or service, without express written consent and licensing from Millennium Software. Use of the program is limited to one (1) individual system at one (1) location at any time. The rights to receive any such financial or other benefit, and to modify the product or employ its components in any kind of derivative work, are reserved exclusively by Millennium Software. THIS PRODUCT IS LICENSED "AS IS" WITHOUT ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, PERFORMANCE, OR OTHERWISE; ALL WARRANTIES ARE EXPRESSLY DISCLAIMED. BY USING THE POSI-TRACK PRODUCT, YOU AGREE THAT NEITHER MILLENNIUM SOFTWARE NOR ANY OFFICERS, DIRECTORS, EMPLOYEES, SHAREHOLDERS, AFFILIATES, OWNERS, OR OTHER RELATED PARTIES WILL BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY USE OF (OR INABILITY TO USE) OR PERFORMANCE OF THIS PRODUCT, OR FOR ANY DAMAGES WHATSOEVER, WHETHER BASED ON CONTRACT, TORT OR OTHERWISE, EVEN IF WE ARE NOTIFIED OF SUCH POSSIBILITY IN ADVANCE. (SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE FOREGOING LIMITATION MAY NOT APPLY TO YOU.) You may not reverse-engineer, disassemble, modify, decompile or create derivative works of the product. You acknowledge that the product includes certain trade secrets and confidential information, all of which is the copyrighted property of Millennium Software. All rights are reserved worldwide. IBM, AT, PS/2 and Personal System/2 are registered trademarks of IBM Corporation; Borland C++ is a registered trademark of Borland International Inc.; Desqview 386 is a registered trademark of Quarterdeck Office Systems; Windows is a registered trademark of Microsoft Corporation; zApp is a registered trademark of Inmark Corporation; Ami Pro is a registered trademark of Lotus Development Corporation. About POSi-Track The POSi-Track 4.1 Windows version was written using Borland C++ 4.02, and zApp for Windows application framework from Inmark Corporation. The POSi-Track 4.1 DOS version was written using Borland C++ 4.02 with the Borland Powerpak DOS extender, zApp for DOS Graphics application framework from Inmark Corporation, the Genus graphics engine, and the Mewel Windowing library from Magma Systems. This manual was written using Ami Pro 3.0 from Lotus Development Corporation. POSi-Track 4.1 4 _____________________________________________________________________ For those who are interested in the kind of work required for a project of this size, it took the following to produce POSi-Track: * Over 32,000 typed lines of C++ code * 123 menu selections * 125 unique dialogs * 26 custom bitmaps * Over 1600 hours spanning a period of 54 weeks * Approximately 90 pounds of coffee Ombudsman Statement This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536. Authenticity The POSi-Track package is distributed through shareware as a single compressed file created with PKZip which provides a method of verifying that the original compressed files have not been modified. If any files do not have the -AV authenticity verification tag or PKUnzip, when decompressed, this indicates that the zip file has been altered. Please obtain another copy of POSi-Track for evaluation, or contact Millennium Software. This means of verifying the authenticity of POSi-Track has been implemented to reduce the possibility of a virus infecting your system, to ensure that you receive the entire POSi-Track package, and to ensure that you are not getting any files that have been added by a source other than Millennium Software. How to Contact Millennium Software If you have any questions or comments regarding the POSi-Track package, Millennium Software offers several options for contacting us. * Voice - Our phone number is (510) 828-5892 between 9 a.m. and 5 p.m. (Pacific time). * Facsimile - Our 24 hour facsimile number is (510) 829-1851. * BBS - Millennium Software operates a bulletin board system 24 hours a day to allow access to the latest version of POSi-Track as well as leave questions regarding the package. Set your POSi-Track 4.1 5 _____________________________________________________________________ modem to N-8-1 and dial in at any speed up to 14.4kbps. Our BBS phone number is (510) 828-4153. * CompuServe - You may send electronic mail to the author of POSi-Track at 72560,2466. * Mail - Our mailing address is PO Box 2209, Dublin, CA, 94568. The latest revision of POSi-Track will always be available on our BBS as TRAKW###.ZIP (where ### is the version number) for the Windows version, and TRAKD###.ZIP for the DOS version. Please feel free to contribute your ideas regarding desired additional product features and functionality. Even if you do not choose to register POSi-Track, your opinions would be greatly appreciated. When contacting Millennium Software to report a bug or problem, please supply information that is as specific as possible, especially the steps to reproduce the problem. Why Register? The author of this package, as do many shareware authors, relies heavily on the registration of their software for their livelihood. Many countless hours of work have gone into the development and testing of POSi-Track to provide you with a high quality product at a cost far less than that of general market software. By supporting the authors of shareware software, you also help keep the shareware method of distribution alive. Shareware is one of the few methods of software distribution that let the user try the product without any risk whatsoever. Registration of this product benefits you directly by allowing Millennium Software to notify you of product fixes, upgrades, new products, and any changes in Millennium Software's address or phone number. Millennium Software offers a commission program for registered users. When you register, you will receive TWO copies of POSi-Track. One will be your registered copy with your personalized serial number which is for your use only. You MAY NOT distribute the registered copy of POSi-Track, either in part or whole, in any manner. The second copy is a shareware version of POSi-Track with your registered serial number included in the software. Reproduce as many copies of the shareware copy as you wish and distribute them at will through any legal manner you choose. For every shareware copy of POSi-Track that is registered with your serial number, you will receive a check from Millennium Software in the amount of $15.00. This is our way of saying thank you for helping us distribute our software. POSi-Track 4.1 6 _____________________________________________________________________ No commissions will be paid on registrations of registered copies of POSi-Track. Commissions will be calculated and mailed the third week of each yearly quarter. How to Register Visa and Mastercard orders can be made by phone by calling Millennium Software. Please have the serial number available from the copy that you are registering. To retrieve the serial number, press the F4 key from any menu. To register by mail, select the Options menu, and select the Register POSi-Track menu selection. This will retrieve the file REGISTER.FRM in the Windows notepad editor. Once retrieved, fill out the form in its entirety, and mail it to Millennium Software along with the registration fee. To print the registration form, select the File menu from the notepad editor menu, then select the print menu selection. The name that you wish to register under can be either a personal or company name. If a company name is used for registration, please include an individual's name for Millennium Software to ask for when contacting your organization. The phone number should be a number where you may be reached between 9 a.m. and 5 p.m. (Pacific time). Retrieve the serial number by pressing the F3 key from the Main menu and write it on the line provided. The registration fee for POSi-Track version 4.x is $159.00, plus $10.00 shipping and handling, payable to Millennium Software in the form of a check, cashiers check, money order, Visa, or Mastercard. For your protection, please do not send cash. In addition, California residents must add 8.25% sales tax. Included in the registration fee is a complete registered copy of POSi-Track 4.xx, a shareware copy of POSi-Track 4.xx with your serial number for your distribution, free technical support, notification of new and updated products, low cost minor upgrades, substantially reduced prices for major upgrades, and a license to operate POSi-Track on one personal computer system at any one time. Please contact Millennium Software regarding the registration of multiple copies of POSi-Track, site licenses, quantity discounts, or resale pricing. All orders are shipped as soon as possible, but please allow 3 to 4 weeks for delivery. POSi-Track 4.1 7 _____________________________________________________________________ Installation Before Installing POSi-Track Before installing POSi-Track, please make backups of your original diskettes. It is also recommended that the entire manual be read prior to the installation and use of the POSi-Track package. If you have existing serialized inventory that you wish to enter into POSi-Track, it is essential that you read the PO Direct Receiving section of this manual prior to installation. WARNING: If you are already using any version of POSi-Track below version 4.1 and you wish to preserve the existing data, you MUST install the new copy of POSi-Track as an upgrade. If you do not wish to use the existing data, you must delete all files that end in .IDX and .DAT prior to using the new version or data corruption will occur due to different data formats. Upgrades from any 4.x version do not require data conversion. Please contact Millennium Software to obtain the conversion program to convert data from version 3.x to version 4.x. The conversion program is also available on our BBS as CVT3X-4X.ZIP. Installing on a Network The procedure for installing POSi-Track on a network is almost identical to that of installing POSi-Track on a standalone system. If you are not installing POSi-Track on a network, please skip this section. While POSi-Track can be loaded in a central location on the network, it is recommended that you install a copy of POSi-Track on each system. This will greatly reduce network traffic and ensure that POSi-Track runs as efficiently as possible. POSi-Track requires the presence of DOS 3.x compatible file locking capabilities to safely manage multiple users simultaneously accessing data. PC Lan, Lan Manager, Banyan Vines, and Novel networks all automatically provide record locking. If you are currently operating a network other than one of those listed above, and intend to allow multiple users simultaneous access to the data, you must load SHARE.EXE prior to using POSi-Track. Failure to provide file locking services for POSi-Track may result in data loss. Installing POSi-Track There are two installation routines depending on which version of POSi-Track you purchased. POSi-Track 4.1 8 _____________________________________________________________________ Installing an Upgrade If you are installing an upgrade to an existing version of POSi-Track, the instructions are the same. Before you begin you must decide whether to install over the existing installation or install the software in a different subdirectory. Also, make two complete backups of all the data from previous versions of POSi-Track as well as all of the program files. This will protect you from any data loss if the installation is unsuccessful for any reason. To Install the Windows version of POSi-Track . 1 Start Windows. . 2 Insert the POSi-Track disk into the A: drive of your computer (B: can be substituted for A:). . 3 From the File menu in the Windows Program Manager, select Run. . 4 In the Run dialog, type A:\INSTALL and click Ok. . 5 Enter the information as requested to indicate where you wish to install POSi-Track or click Ok to accept the defaults. . 6 When returned to the Program Manager, the installation is complete.* To Install the DOS version of POSi-Track . 1 Insert the POSi-Track disk into the A: drive of your computer (B: can be substituted for A:). 2. At the DOS prompt, type A:\INSTALL and press Enter. 3. Enter the information as requested to indicate where you wish to install POSi-Track or press Enter to accept the defaults. . 4 When returned to the DOS prompt, the installation is complete.* *The last step for both installation routines is to make sure that your CONFIG.SYS file sets the correct number of files. If your CONFIG.SYS does not have a line that says FILES = 20, or the number is less than 20, you must add the line or change the number using an ASCII text editor. Failure to allow up to 20 files open will cause POSi-Track to abort while printing invoices due to the large number of files open at that time. Refer to your DOS manual for more information about editing your CONFIG.SYS. Installing the Bar Code Fonts Two True Type bar code fonts come with the POSi-Track package. These fonts are the 3 of 9 (a.k.a.. Code 39) and Codabar bar codes. NOTE: POSi-Track must already be installed. To Install the Bar Code Fonts Included with the POSi-Track Package 1. Start Windows. POSi-Track 4.1 9 _____________________________________________________________________ 2. From the Window menu in the Windows Program Manager, select Control Panel. . 3 In the Control Panel window, select Fonts. . 4 The fonts already installed are listed in the Installed Fonts box. . 5 Select the Add function. 6. Select the drive and directory where POSi-Track is installed using the selection boxes provided. . 7 Upon selecting the POSi-Track directory two fonts, 3 of 9 bar code and Codabar, will be displayed. . 8 Select the Select All function. . 9 Verify that the Copy Fonts to Windows Directory check box is checked. This will insure that the fonts can be found if POSi-Track is moved to another directory at a later time. 10 Click the OK button. . 11 Select the True Type... function. . 12 Verify that the Enable True Type Fonts check box is checked. . 13 Click the OK button. . 14 From the Fonts window, select the Close function. . 15.Restart Windows to enable the newly installed fonts. For more information on installing fonts refer to your Windows manual. Converting 3.x Data The conversion of data from version 3.x is a two-part process. The first part is done by running a routine to convert the physical data into the 4.x format. The second part is automatically performed by POSi-Track, and consists of verifying the indexes, recalculating each invoice, and updating the customer account information. The first step is to execute the program to convert the existing data formats from version 3.x to version 4.x. To do this, copy CVT3X-4X.EXE to the directory that contains the POSi-Track 3.x data. Execute CVT3X-4X.EXE by typing CVT3X-4X at the DOS prompt. This process will run for a few moments and indicate it's progress on the screen. Don't be alarmed by any "File Not Found" messages that this process may produce. After the conversion process is complete, CVT3X-4X.EXE can be deleted from the system as it is no longer needed. The second half of the conversion is done automatically by POSi-Track. When you start POSi-Track, it will detect that the data has been partially converted. Once it detects this, it will systematically re-index all of your data, and then recalculate each invoice. During the recalculation, POSi-Track will also update the customer accounts. NOTE: The second portion of the conversion can take an extended amount of time. Depending on the speed of your system, the presence of any disk caching, and the amount of data, the POSi-Track 4.1 10 _____________________________________________________________________ re-indexing and recalculation can take anywhere from minutes to hours. Once all your data has been successfully converted from version 3.x to 4.x, the status window will disappear. Getting Around POSi-Track Selecting Items and Moving Around Windows Selecting menus, menu items, and functions in POSi-Track can be done three different ways. The first is through Hot Keys. Each menu, menu selection, and function contains a hot letter (a letter in the word that is underlined). To access menus and functions, press and hold the Alt key and then press the Hot Key. To access menu items simply press the Hot Key. Most fields inside the various windows of POSi-Track have a Hot Key to allow quick selection of that field for editing. The underlined letter in the field's name is its Hot Key. Press and hold the Alt key, and then press the Hot Key of the field you want to select (move the cursor). Using the mouse is the second way to select items in POSi-Track. Single clicking on any menu, menu selection, or function will give you access to that item. Also, single clicking in any window field will select that field for editing. The third way to select items is by using the keyboard. To select a menu press F10 and use the left and right arrow keys to highlight menus and press Enter or the down arrow key to open menus. Use the up and down arrow keys to highlight menu selections and press Enter to select. Once inside a function window the Tab key can be used to move forward between fields and Shift-Tab to move backwards through the fields (press and hold the Shift key and then press the Tab key while still holding the Shift key down). NOTE: Pressing Enter inside a function window will save the function and exit. Saving and Canceling Once inside any function window you can save the work you have done by pressing Enter at anytime, by pressing Alt-O or by clicking the Ok button . In some instances pressing Enter will not work and you will have to implement one of the other two options. POSi-Track 4.1 11 _____________________________________________________________________ If you want to exit any function without saving the information press the Esc key or click the Cancel button. In some instances a confirmation window will appear to confirm that you want to cancel the function, press Enter to cancel and return to the Main menu. Editing To edit fields inside of a function window simply select the field you want to change. This can be done by tabbing to the desired field, clicking on it with the mouse, highlighting the input field by dragging the mouse, or using the arrow keys. If the data inside the field is highlighted, simply type over the information and the old data will automatically be deleted and replaced. If the cursor is in the field, but the data is not highlighted, first delete the old information (use the delete key) and then input the new. Printing Upon completing any function that will produce printed output, you will be presented with the Printer Selection window. Select the printer and number of copies you want. When all the information is correct, press Enter to begin printing or press Esc to cancel the print job. For several functions and reports an Output Destination window will appear. Select the output destination you want and press Enter. There are three output destination options. The first, Print, makes a hard copy on paper. When selected the Printer Selection window will appear. The second Output Destination option, Screen, displays the output on the monitor. When finished viewing, open the File menu in the upper left-hand corner of the output window. Select Print to print or Close to close. You can also press Alt-F4 or double click on the control box in the upper left-hand corner of the output window to close. The last Output Destination option, File, allows you to save the printout as an ASCII file. When selected, the Save Report As window will appear and prompt you to enter in the file name. Enter the file name in the input field, or select the file from the list in the list box. Press Enter when the file name is either highlighted or entered in the input field. Online Help There are two ways to access POSi-Track's online help. The first is by pressing the F1 key. The second method is by selecting the Help function in the Options menu. POSi-Track 4.1 12 _____________________________________________________________________ POSi-Track's online help is context sensitive which means that help is available by simply pressing the F1 key any time the program is waiting for user input. This will give you help specific to the area of the program you are currently using. When you are finished viewing the help, press Alt-F4 or double click on the control box in the upper left-hand corner of the window with the mouse. Check Boxes POSi-Track uses check boxes to indicate true or false. A check box is a single square. A check box looks like when true and when false. To toggle between true and false, use the Tab key to highlight the check box, and then press the space bar. You can also click a check box with the mouse to either check or deselect it. Radio Buttons POSi-Track uses radio buttons to indicate either/or instances. A radio button is a group of diamond shaped boxes in which only one of the group can be selected. When a radio button is selected it has a in it and when it is not selected it is empty. To change the status of a radio button use the Tab key to highlight the radio button field, and then press the arrow keys as needed. You can also click on a radio button with the mouse to select it. Exiting There are three ways to exit POSi-Track. The first is by double clicking the control bar in the upper left-hand corner. You must be at the Main menu for this to work. The second way to exit POSi-Track is by selecting the Exit function in the Sales menu. The third method is to press Alt-F4 when at the Main menu. POSi-Track Function Key Reference Moving forward between fields Tab Moving backward between fields Shift-Tab Partial search indicator/selection list ? Search by telephone number ! Search by customer number # Help F1 AR Payment Alt-F1 AR Adjustment Ctrl-F1 Customer Balance Shift-F1 POSi-Track 4.1 13 _____________________________________________________________________ New Stock Code F2 Edit Stock Code Alt-F2 Clone Stock Code Ctrl-F2 Query Stock Code Shift-F2 About POSi-Track F4 Exit POSi-Track Alt-F4 New Invoice F5 Edit Invoice Alt-F5 Return Ctrl-F5 Reprint Invoice Shift-F5 New Order F6 Edit Order Alt-F6 Ship Order Ctrl-F6 Reprint Order Shift-F6 New Service Order F8 Edit Service Order Alt-F8 Complete Service Order Ctrl-F8 Reprint Service Order Shift-F8 New Purchase Order F9 Edit Purchase Order Alt-F9 Receive Purchase Order Ctrl-F9 Preprint Purchase Order Shift-F9 Direct Receiving Ctrl-Alt-F9 Select Menu F10 New RMA F11 Edit RMA Alt-F11 Receive RMA Ctrl-F11 Preprint RMA Shift-F11 General Notes The file viewer requires you to press Alt-F4 or double click on the control box in the upper left-hand corner of the window to remove it from the screen when finished. The gray status bar at the bottom of the screen will give a brief description of each menu selection when highlighted. In many of the function windows in POSi-Track there is a Notes button. When selected the Notes Entry window will appear. Here you can type in general information or notes on the current item. The Notes fields are for reference only, they do not print on Invoices, Orders, etc. NOTE: The check box next to the Notes button is used by POSi-Track to indicate if there are notes for POSi-Track 4.1 14 _____________________________________________________________________ the current item. If this box is checked there are notes and if the box is blank there are no notes for the current item. Anytime a Stock Code Selection list is generated or while invoicing (Invoice Item Information window) there is a View Code button. When selected the Stock Code Information window will appear. Here you can view additional information about the currently selected stock code. This is especially useful for viewing the cost of an item while invoicing. Refer to the Query section in the Inventory chapter for detailed information on the Stock Code Information window. When using POSi-Track, it is imperative that the computer date and time be correct. If the date and time are not correct, it is possible to invalidate many of the sales reports. POSi-Track relies heavily on the data indexes. If for any reason you suspect that the indexes are no longer synchronized with the data, you must verify the indexes. Refer to the Batch Processing or Verify Indexes sections under the Options chapter for more information. Partial Searches Understanding Partial Searches In many entry fields, POSi-Track provides for partial searches, in addition to providing exact match searches. An exact match search is where POSi-Track retrieves only information that exactly matches the criteria you enter. POSi-Track automatically defaults to performing exact match searches. Often times, you will not know the exact criteria for which you are searching. To allow you to find items when you do not know the exact spelling, number, or stock code, POSi-Track can perform a partial search. A partial search is when you specify search criteria that ends with a question mark. When POSi-Track retrieves information for a partial search, it will select and display each and every item that matches the criteria prior to the question mark. NOTE: To perform a search of all items enter only a question mark. Partial Search by Customer Name or User ID When prompted to enter in a customer or user, but the exact spelling or ID is not known, enter in as much of the name or ID that is known followed by a question mark. This will bring up a selection window of all customers or users who match the entered criteria. NOTE: To directly select a customer, by customer POSi-Track 4.1 15 _____________________________________________________________________ number or phone number, enter a # followed by the customer number or enter a ! followed by the customer's phone number (without the area code and with the hyphen). Partial Search by Invoice, Order, or PO Number When prompted to enter in an invoice, order or purchase order number, but the exact number is not known, enter in a question mark. The Date Range Entry window will appear. Enter in the beginning and ending dates for the search and press Enter. This will bring up a selection window of all numbers that fall within the entered dates. Partial Search by Stock or Vendor Code When prompted to enter in a stock or vendor code, but the exact code is not known, enter in as much of the code that is known followed by a question mark. This will bring up a selection window of all codes that match the entered criteria. NOTE: To select stock codes limited by either manufacturer, model, or description, enter in the partial stock code followed by two question marks. Partial Search by Serial Number When prompted to enter in a serial number, but the exact number is not known, enter in as much of the number that is known followed by a question mark. This will bring up a selection window of all serial numbers that match the entered criteria. NOTE: Partial searches by serial number are not available in any of the PO functions. This manual will indicate which fields support partial searches. In addition to the regular partial searches, some fields offer additional methods of retrieving information. These will be discussed in the manual as they apply. Serial Numbers POSi-Track provides full support for alphanumeric serial numbers up to fifteen characters. The only restrictions on alphanumeric serial numbers are that when you enter a range of serial numbers that contain letters, the beginning and ending serial numbers must be the same length, and the differing portions of the serial numbers must contain only numeric characters. The entry of single serial numbers, or serial numbers with numbers only, do not have these restrictions. Below are a few examples of valid and invalid serial number ranges. Valid: Acceptable POSi-Track 4.1 16 _____________________________________________________________________ Beginning: A101W82 Ending: A101W88 Invalid: Differing portion contains letters Beginning: A101W8A Ending: A101W8B Valid: Acceptable Beginning: A101W01 Ending: A101W12 Invalid: Different lengths Beginning: A101W1 Ending: A101W12 Bar Code Support In general, POSi-Track supports any bar code input that is translated and entered directly into the keyboard buffer as regular text. As a result, any information from any bar code symbology which can be translated by your bar code reader will be accepted. The most common, and most easy to set up, bar code reader is one that connects between the keyboard and the computer. These types of bar code readers, scan the bar code via a wand or a laser, translate the bar code into text, and enter it into the computer as if the user typed in the characters on the keyboard. POSi-Track expects that any leading or trailing characters are removed prior to sending the input into the keyboard buffer. This is the default behavior of most bar code readers. In addition, POSi-Track can print 3 of 9 (a.k.a.. Code 39) and Codabar bar codes. NOTE: The 3 of 9 bar code will support alphanumeric stock codes, while the Codabar will only support numeric stock codes. Please contact Millennium Software if you wish to add a bar code reader to your system. Adjusting the Bar Code Font Size Some printers, particularly dot matrix printers, are picky about which bar code font sizes are printed correctly. Indications that your printer cannot print at the default font size are completely unreadable bar codes or bar codes that do not read correctly on a consistent basis. To change the bar code font size, you will need to edit the POSITRAK.INI file. In the POSITRAK.INI file under the [Settings] section, SCBarcodeWidth controls the width of the bar code, and POSi-Track 4.1 17 _____________________________________________________________________ SCBarcodeHeight controls the height. These default to 140 and 160 respectively. To find the best settings for your printer, adjust the bar code width by increments of 5 or 10 and test each font size for readability using your bar code reader. Leave the bar code width at the setting where your bar code reader can read the printed bar code reliably. It is best to keep the bar code as small as possible, since using a large bar code font will result in the bar code being cut off at the edge of labels. The following shows the settings required to make a bar code that is 160 wide and 180 high: [Settings] SCBarcodeWidth=160 SCBarcodeHeight=180 Getting Started Starting the Windows Version . 1 Locate and maximize the POSi-Track program group created by the installation routine. . 2 Double click on the POSi-Track icon. Starting the DOS Version . 1 Change to the drive and subdirectory where POSi-Track is installed. . 2 Type POSITRAK at the DOS prompt and press Enter. Adding Existing Inventory Before POSi-Track can be used for invoicing, all existing inventory must be entered into the POSi-Track data base. If you are performing an upgrade, it is not necessary to read this section. The first step for entering inventory into POSi-Track is selecting stock codes to represent individual items. Be very careful when selecting the codes and remember that a stock code can only be used once. Most manufacturers provide part numbers for replacement or optional parts for their products and it is recommended that these part numbers be used if possible. Unfortunately, two different manufacturers sometimes use the same part number for two entirely different parts. If this situation arises, it is up to you to determine a method of assigning practical stock codes. POSi-Track 4.1 18 _____________________________________________________________________ Under the Inventory menu of POSi-Track is a function titled New. Upon selecting the New function you will be prompted to enter in a new stock code. Enter the stock code and press Enter. If the stock code is currently in use, POSi-Track will inform you that the stock code already exists. After confirming this you will be returned to the Stock Code Entry window. Once a new code has been entered the Stock Code Information window will appear. The description and functionality of the data fields are self-explanatory. Please refer to either the Online Help or the Edit/New section in the Inventory Functions chapter for detailed explanations of each field. Enter the information for each field as needed and press Enter when finished. Repeat this process until all your current inventory stock codes are in POSi-Track. Adding Existing Serialized Inventory Adding existing serialized inventory into POSi-Track requires the use of the Direct Receiving PO function. Refer to the PO Functions chapter of this manual for detailed instructions on direct receiving. If you do not have existing serialized inventory or if this is a new installation, skip this section of the manual. First group all the serialized items that are part of an individual stock code together (or at least get a list of the serial numbers and the cost of each individual item). If another program or manual method was in use previously, which assigned each item a stock number, a list of these will also be needed. Under the PO menu of POSi-Track, there is a function titled Direct Receiving. Upon selecting the Direct Receiving function, you will be prompted to enter a vendor code. Enter the vendor code and press Enter. Partial searches are supported in this field. Upon selecting a vendor, you will be presented with the Direct Receiving window. Select Insert to receive your first item. Enter in the first serialized stock code and press Enter. Partial searches are supported in this field. (NOTE: If the stock code does not exist you will be asked if it is new. If you respond Yes, you will be presented with the Stock Code Information window. Enter the information for the new stock code and save it. If you respond No, you will be returned to the Stock Code Entry field.) After either confirming the item cost, or updating the item cost, press Enter to move to the Serial Number Processing window. Select the Insert function to add the serial numbers into POSi-Track. You may enter in either a single serial number or a range of serial numbers for each item. POSi-Track will count the number of serial numbers and adjust your stock count by that number. POSi-Track 4.1 19 _____________________________________________________________________ When all the serial numbers for the stock code have been entered, press Enter to return to the Serial Number Processing window. Select the Insert function to add additional serialized stock into POSi-Track, or press Alt-O, or click the Ok button to return to the Direct Receiving window. As the serial numbers are saved, POSi-Track will assign each item its own stock number. If you wish to use stock numbers other than those assigned by POSi-Track, you must manually change each item's stock number using the Edit Serial function provided under the Inventory menu of POSi-Track. When finished, press Alt-O or click the Ok button. You will then be asked if you wish to print a list of items just received. Answer Yes or No. You will then be asked if you wish to print labels for the items just received. Again, answer Yes or No. After all the existing inventory is entered, you will be ready to start point of sale invoicing. Program Customization Several components of the POSi-Track package can be modified to your specific needs. These items include company information, cost calculation methods, and support for the Canadian GST. Refer to the Customization section under the Options chapter for more information regarding internal customization of POSi-Track. Or refer to the Customization function under the Options menu in POSi-Track. Several printouts can be customized to use a format different from that of the internal formats in POSi-Track. The printouts that can be customized are Invoices, Purchase Orders, Customer Orders, and Shippers. Refer to the following section, Custom Formats, for information on how to customize these printouts. Custom Formats Many sleepless nights went into determining how to allow for the customization of printouts without incurring the overhead of managing different versions of POSi-Track for many different users. The results of this effort allows for printout customization of four reports: Invoices, Purchase Orders, Customer Orders, and Shippers. Implementation POSi-Track 4.1 20 _____________________________________________________________________ Output customization functionality has been made possible by allowing you to create a template for each of the four custom reports using an ASCII text editor and placing it in the same location as the program data. POSi-Track will read the template and replace the indicators with the variables as specified by you. A list of available variables for each type of printout is supplied in Appendix A at the end of this manual. This will allow you to select what to include on the custom printout. Each variable is assigned a number to represent the data that will be printed. The foundation to all of the custom formats is the FORMAT.DEF. FORMAT.DEF is an ASCII text file that defines the print format and type for each available variable. Each line can contain only one variable definition, consisting of four sections separated by commas. The format of each line must be as follows: variable number, printout format, variable type, comments ...... Failure to keep each line in this format will result in unpredictable results. The least serious being an incorrect printout, and the most serious being a complete lockup of the system. In most instances, the custom formats match the default formats used internally by POSi-Track and will not need modification. If FORMAT.DEF is not present, none of the custom printouts will work, and the printouts will use the internal default formats. Report Setup Each of the four reports, that allow custom formatting, have a format file specified for them. Custom invoices will be defined in INVOICE.DEF, purchase orders in PO.DEF, customer orders in ORDER.DEF, and shippers in SHIPPER.DEF. If the corresponding custom definition is not present, the printout will be printed using the internal default formats for the current printout. Report Definition A printout definition file is broken down into five sections: general variables, header information, line item information, footer information, and printer control. Following is a detailed description of each of the five sections and a complete custom format example. General Variables General variables allow the user to set three variables that directly impact the output of a printout. Any of the variables that are omitted or are left black will automatically be set to their default values. Each must appear, one to a line, on the POSi-Track 4.1 21 _____________________________________________________________________ report definition. #LENGTH sets the maximum number of lines to print on a page prior to sending a form feed. The page length default is 55. #WIDTH sets the number of columns to print when printing normal print. The page width default is 80 columns. #CWIDTH sets the maximum number of columns to print when printing compressed print. The column number default is 132 columns. If you want to print receipts on register type tape, you will need to set the #LENGTH variable to 32767 and manually enter enough line feeds at the end of the printout to allow removal of the receipt. NOTE: The #WIDTH corresponds to 10cpi, and the #CWIDTH corresponds to 17cpi; the #CWIDTH value will be 1.7 times the value in #WIDTH. Header Information The header information is printed at the top of each page prior to any line item information. The header can contain an unlimited number of text lines and variables. Each line begins with a quotation mark followed by the text to appear in the header, a quotation mark to indicate the end of the text, and a list of the variables you select (separated by commas). Each variable corresponds to a caret (^) to indicate where it is to be placed on the line. To indicate that you are defining the header section of the definition, enter #HEADER on a line all by itself. POSi-Track will record the following lines as being part of the header. Suppose you wish to print a line in the header that includes the page number, date, and the invoice number that looks like the following: Invoice #: 1042 Date: 07/04/1993 Page: 001 To implement this you would add a line to the report definition as follows: "Invoice #: ^ Date: ^ Page: ^", 35, 29, 37 The first variable, number 35, tells POSi-Track to place the invoice number at the location of the first caret. The 29 indicates to place the invoice date at the location of the second caret. And the 37 indicates to place the page number at the location of the third caret. The carets indicate the beginning point of insertion for each variable, regardless of the length of the item being displayed, and may overwrite other information if sufficient space is not available. For example, a stock code description can be up to 20 characters in length. If sufficient space is not allowed for POSi-Track 4.1 22 _____________________________________________________________________ after the caret for that variable, it may overwrite anything that is within that 20 character range. Another thing to take into consideration is that almost all decimal point variables, such as prices, totals, and tax, are right justified. These variables pad the first portion of their allocated space with spaces. This allows for aligned decimal points. Line Item Information The line item definitions follow the same format as the header with the exception that you are only allowed one line. To indicate that you are defining the line item section of the definition, enter #ITEM on a line all by itself. POSi-Track will record the following line as being the line item definition. To indicate that you are defining the serial information section of the definition, enter #SERIAL on a line all by itself. POSi-Track will record the following line as being the serial information definition. Footer Information The footer information prints only at the very end of the printout, and generally contains total values for the printout. An example would be the subtotal, tax, and total printed on the bottom of an invoice. The footer can contain an unlimited number of text lines and variables. Each line begins with a quotation mark followed by the text to appear in the header, a quotation mark to indicate the end of the text, and a list of the variables you select (separated by commas). Each variable corresponds to a caret (^) to indicate where it is to be placed on the line. To indicate that you are defining the footer section of the definition, enter #FOOTER on a line all by itself. POSi-Track will record the following lines as being part of the footer. Printer Control The header and footer sections of a report definition have the capability to change the pitch and line spacing on the printer. When defining the header or footer, place one of the following commands on a line by itself to change the pitch or line spacing: &17CPI &10CPI The &17CPI command changes the pitch of the printer to 17cpi (132 columns per line). The &10CPI command changes the pitch of the printer to 10cpi (80 columns per line). POSi-Track 4.1 23 _____________________________________________________________________ Entire printouts can be printed in compressed format simply by entering the &COMPRESSED command as the first line of the header information. Custom Format Example The following is an example of a custom invoice format which is printed on a form that is 40 lines long, with a normal width of 50 characters. The calculated compressed width is 85 characters (50 times 1.7). NOTE: The quotation marks indicate the printable area, and on some lines, the right quotation mark is not placed last on the column. This is because POSi-Track will only print the information between the quotes, and then move to the next line. This allows for blank lines by entering just two quotes on a line as seen in line 9 of this example. In the following example, line 4 begins the definition of the header information, and all the lines that follow, up until the #ITEM line, will be included in the header. The lines following the #ITEM and #SERIAL indicators are the definitions for the line item printout and any serialized information. The 9 lines following #FOOTER define the footer information. This footer definition includes the &17CPI and &10CPI commands. This information will be printed only once at the end of the printout. #LENGTH 40 #WIDTH 50 #CWIDTH 85 #HEADER "Millennium Software ^", 29 "PO Box 2209 Invoice: ^", 35 "Dublin, CA 94568-0220" "(510) 828-5892" "" "Sold To:" "^", 9 "^", 13 "^", 18 "" "Salesperson: ^" 34 "Reference: ^ Customer : ^", 31, 12 "************************************************" "Quantity Stock Code Price" "************************************************" #ITEM "^ ^ ^", 42, 43, 48 #SERIAL " Serial #: ^ Stock #: ^", 56, 57 #FOOTER " Sub Total: ^", 58 " Tax @ ^ %: ^", 38, 60 POSi-Track 4.1 24 _____________________________________________________________________ " Total: ^", 62 " Paid: ^", 70 " Balance: ^", 67 &17CPI "All returns must be accompanied by the original receipt." "Refunds by check only. Non-defective returns - 15% restock fee" &10CPI One thing to note regarding the relationship between the carets and the variable number: When POSi-Track processes a line, it looks for the first caret, and replaces it with the first variable. It then looks for the second caret and replaces it with the second variable. This is repeated until it either runs out of carets or variables. Also, not every line in a printout must contain a variable. If you wish a line to contain previously defined text only, simply enter the text in-between quotes on a line by itself. Main Menu POSi-Track is broken down into several sections, each of which corresponds to a Main menu selection. "Sales" contains the functions required to create and edit customer orders, create invoices, process returns, and receive payments. It is through this section of POSi-Track that all sales transactions are conducted. "Inventory" contains the functions needed to add, edit, change, and delete stock codes, as well as edit serial numbers and query stock information. "PO" contains the functions required to create, maintain, and print purchase orders, as well as conduct inventory receiving. "Cust" contains functions to search, edit, delete, merge existing customers, and add new customers for future sales. "Vendor" contains functions to search for and edit existing vendors, and add new vendors. "AR" contains functions to process customer accounts, receive payments, and make account adjustments. "User" contains all the functions required to maintain POSi-Track user and security information. "RMA" contains functions for tracking returned merchandise authorizations. "Service" contains functions for processing service orders. POSi-Track 4.1 25 _____________________________________________________________________ "Reports" contains functions required to create reports for all sections of POSi-Track. "Options" offers access to many functions that are either not specific to any one section of POSi-Track, or cover multiple sections. It is under this section that you can customize POSi-Track for your company, change the data location, and access batch processing. POSi-Track 4.1 26 _____________________________________________________________________ Chapter 2: Sales Functions This chapter covers in detail all functions available under the Sales menu of POSi-Track. Invoice The Invoice function is one of the most often used functions of POSi-Track. This function provides the means to select and invoice items to your customers, while automatically updating stock quantities and sales histories. Upon selecting the Invoice function, the Customer Name Entry window will appear. Enter the customer you are invoicing and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer you are invoicing. If the window is empty, select the New function to add a new customer to POSi-Track. Invoice Information After selecting a customer, the Invoice Information Entry window will appear. In the first field enter the name or ID of the salesperson who made the sale. NOTE: If the security is enabled POSi-Track will automatically insert the ID of the user currently logged onto the system if no salesperson is associated with the selected customer. Next, enter in the customer's purchase order number, if any. The Reference field is provided to allow the referencing of repair orders, or any other related information that you choose. The only time that POSi-Track uses the Reference field is to indicate the original invoice number for a return. If the items are to be shipped to an area that has a different sales tax rate, enter the correct sales tax percentage for the destination in the Tax Rate field. All taxable items will be taxed at the rate entered in this field. The Ship Via field is provided to designate the shipping method desired when filling the invoice. This field is automatically populated by POSi-Track with the text entered in the Default Values section under Options-Customization. If it is incorrect, simply type in the desired method of shipping. If the invoice is for a customer who is purchasing items for resale or is, for some other reason, sales tax exempt, toggle the POSi-Track 4.1 27 _____________________________________________________________________ Resale/Tax Exempt check box. If this field is checked, no sales tax will be calculated on the invoice. Ship To: To specify a shipping address other than the normal shipping address for the customer, select the Ship To function. This is a one time change specific to the current invoice. If you have set the GST Applies option while customizing POSi-Track for your company, you will see two additional fields. The first, GST Rate, will allow you to change the GST rate, and the second, GST Exempt, is a check box to indicate whether or not the current invoice is exempt from GST. Press Enter when all the information is correct. Stock Code/Serial Number Information At this point, the Invoice Creation/Editing window will appear. NOTE: The customer's name is displayed in the upper left-hand corner and the pricing level is displayed in the upper right-hand corner. You will automatically be prompted to enter the first item. Enter in a stock code to invoice and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new item. If not, select No to return to the Stock Code Entry window. If you select Yes, POSi-Track will initiate the addition of the new stock code. Enter the information for the new stock code and save it. Upon selecting a stock code, the Invoice Item Information window will appear. This function allows you to input the number of items being invoiced and verify the price. The quantity sold can be any number capable of fitting in the field provided. If the item that you are invoicing is serialized, the Quantity field will not be available for editing. POSi-Track will automatically enter the price corresponding to the customer's pricing level. This number can be changed by typing in a different price. View Code: When selected the Stock Code Information window will appear. Here you can view additional information about the currently selected stock code. This is especially useful for viewing the cost of an item while invoicing. Refer to the Query section in the Inventory chapter for detailed information on the Stock Code Information window. When the fields are correct, press Enter. If the code is not serialized, it will be added to the list of codes included on the invoice, and displayed. If the stock code is serialized, you will be brought to the Serial Number Processing window upon saving the information. POSi-Track 4.1 28 _____________________________________________________________________ Select the Insert function and enter in an individual serial number or serial number range for the current stock code and press Enter. It is impossible to enter in a serial number for an item that is not in stock or does not exist. Even though a serial number may be valid, the serial number entered must be for an item with the same code that you are invoicing at the present time. Partial searches are supported in this field. Selecting the Insert function will allow the entry of additional serial numbers. To edit a serial number, highlight the serial number and select the Edit function. After all serial numbers have been entered correctly, press Alt-O or click the Ok button to save the list. POSi-Track will count the number of serial numbers entered and place the value in the quantity field. Upon saving the serial number list you will be returned to the Invoice Creation/Editing window. If a line item needs to be revised, highlight the item and then select the Edit function. Correct the information and press Enter. To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To enter additional line items, select the Insert function. Press Alt-O or click the Ok button to save all the stock codes displayed, as well as all entered serial numbers, to move to the final step of the Invoice function. Payment Information The final step of the invoice process is the entry of payment information. The Payment Information window contains five edit fields, four to enter amounts for specific transaction types, and one to enter the terms of the account transaction. The Terms field is to be used if you wish to process an invoice and offer a percentage discount if the invoice is paid within a specific number of days. Enter the terms as x% nn Days x% nn Days x% nn Days, where x is the percent discount, and nn is the number of days. POSi-Track will handle up to 99% discounts. If properly entered, POSi-Track will print the appropriate discount amount on the invoice. Card Info: To enter credit card information for this payment, select the Card Info function. Upon selecting the Card Info function, the Credit Card Information window will appear. In the first field enter the credit card number. Next, enter the authorization number. Finally, select the credit card type. To select a card type, click on the down arrow to the right of the POSi-Track 4.1 29 _____________________________________________________________________ Card Type selection field to display the card type option menu. Then single click on the credit card option you want (available options include: N/A, Visa, MasterCard, American Express, Discover, Internal, Other). When all the information is correct press Enter. IMPORTANT: If the Card Type field is used when taking credit payments the Revenue report will give sales totals for each card type. When the amounts of each transaction type are correct and the terms have been entered, press Enter to save the invoice and move to the Printer Selection window. This is the last point from which the invoice can be terminated without saving it to POSi-Track and adjusting stock levels. If the invoice has a negative balance (you owe the customer), you will be asked if you wish to treat the balance as change returned to the customer. If you answer Yes, POSi-Track will subtract the balance from the Cash field and save the invoice with a zero balance. If you answer No, POSi-Track will save the invoice with the negative balance. POSi-Track will always use the next sequential invoice number above the largest invoice number beginning with the number 2. Invoice number 1 is reserved for use by POSi-Track. The invoice number sequence can be modified under the Options menu. POSi-Track will automatically adjust stock levels, remove the correct serialized items from stock, and print the invoice. Returns The Returns function provides a means of tracking and controlling customer returns. The Returns function is very similar to the invoicing function in many aspects, but with a few additional restrictions. Upon selecting the Returns function, the Invoice Number Entry window will appear. Enter the invoice number for the returned items and press Enter. Partial searches are supported in this field. Only when a valid invoice number is entered will POSi-Track allow you to move to the next step. POSi-Track will retrieve basic information regarding the invoice and display a confirmation window containing the invoice number, the invoice date, and the customer's last name. If the information is incorrect, press Esc to return to the Main menu. If the information is correct, press Enter. Once the invoice information is received, the Invoice Creation/Editing window will appear. Select the Insert function and enter the returned items stock code. The code entered must be a valid stock code, and must also appear on the original invoice. Because the stock code of the items(s) to be returned must exactly POSi-Track 4.1 30 _____________________________________________________________________ match the code on the original invoice, it is recommended that the original invoice be required to accompany returns. Also, be aware that the stock codes on the invoice may have since been changed. If needed, use the Customer Purchases report to determine the correct stock code. After the code is accepted, the Invoice Item Information window will appear. Enter in the quantity and the amount credited per item. The original purchase price will automatically be entered as the amount, but can be overridden by typing in any amount. Like the Invoice function, if an item is serialized, the quantity will not be available for editing. After confirming the price the Serial Number Processing window will appear. Select the Insert function and enter the serial number of the returned item and save the information. The steps for adding, editing, or deleting stock codes under the Returns function are identical to those in the Invoice function of POSi-Track. Refer to the Invoice section of this chapter for more detail. Once all the items to be returned are entered, press Alt-O or click the Ok button to accept the information. Finally, the Payment Information window will appear. If the return has been paid, enter the amount credited in the appropriate field and press Enter. Edit Invoice The Edit Invoice function provides a means of modifying invoices' sales information and items. This function should only be used to correct mistakes that were made during invoice creation, and not to process payments or account adjustments. NOTE: Modifications to invoice data will only effect reports that include the original date of the invoice. The actual customer under which the invoice was created cannot be changed through this function or any other function in POSi-Track. Once an invoice is created for a customer, it is permanently associated with that customer. Upon selecting the Edit Invoice function, the Invoice Number Entry window will appear. Enter the number of the invoice you wish to edit and press Enter. Partial searches are supported in this field. An invoice number that does not correspond to an invoice in the current sales history will be rejected. After retrieving the invoice information, POSi-Track will display a confirmation window containing the invoice number, the invoice date, and the customer last name. If the information is incorrect, press Esc to return to the Main menu. If the information is correct, press Enter. After receiving POSi-Track 4.1 31 _____________________________________________________________________ confirmation, POSi-Track will retrieve all information regarding the invoice and continue. Once the invoice information is confirmed, the Edit function will progress in the same manner as when you created the invoice using the Invoice function. When all of the changes have been made and saved, you will be asked if you want to reprint the invoice. Answer Yes or No. Refer to the Invoice section at the beginning of this chapter for detailed information on the Invoice windows and fields. Void Invoice The Void Invoice function provides the means to completely remove an invoice from the system. After voiding an invoice, all items that were on the invoice will be returned to stock and the stock values will be adjusted accordingly. Upon selecting the Void Invoice function, the Invoice Number Entry window will appear. Enter the number of the invoice you wish to void and press Enter. Partial searches are supported in this field. An invoice number that does not correspond to an invoice in the current sales history will be rejected. POSi-Track will retrieve basic information regarding the invoice and display a confirmation window containing the invoice number, the invoice date, and the customer name. If the information is incorrect, press Esc to return to the Main menu. If the information is correct, press Enter. After receiving confirmation, POSi-Track will then request a confirmation of the void request. After confirming the void request, POSi-Track will void the invoice and return the items to stock. Order The Order function provides the means to create customer orders. Upon selecting the Order function, the Customer Name Entry window will appear. Enter in the customer for whom you are placing an order and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer for whom you are placing an order. If the window is empty, select the New function to add a new customer to POSi-Track. POSi-Track 4.1 32 _____________________________________________________________________ Order Information After selecting a customer, the Order Information Entry window will appear. In the first field enter the name or ID of the salesperson who received the order, or the salesperson who is to be credited with the order. NOTE: If the security is enabled POSi-Track will automatically insert the ID of the user currently logged onto the system if no salesperson is associated with the selected customer. Next, enter in the customer's purchase order number, if any. The Reference field is provided to allow the referencing of repair orders, or any other related information that you choose. If the items are to be shipped to an area that has a different sales tax rate, enter the correct sales tax percentage for the destination in the Tax Rate field. All taxable items will be taxed at the rate entered in this field. The Ship Via field is provided to designate the shipping method desired when filling the order. This field is automatically populated by POSi-Track with the text entered in the Default Values section under Options-Customization. If it is incorrect, simply type in the desired method of shipping. If the order is for a customer who is purchasing items for resale or is for some other reason sales tax exempt, toggle the Resale/Tax Exempt check box. If this field is checked, no sales tax will be calculated on the order. If the order is to be held until all items are available for shipping in one batch, the Ship Partial check box should be left unchecked. If the items on the order are to be shipped as they are available, check this field. Ship To: To specify a shipping address other than the normal shipping address for the customer, select the Ship To function. This is a one time change specific to the current order. The temporary shipping address will be transferred over to the invoice(s) created when the order is shipped. If you have set the GST Applies option while customizing POSi-Track for your company, you will see two additional fields. The first, GST Rate, will allow you to change the GST rate, and the second, GST Exempt, is a check box to indicate whether or not the current order is exempt from GST. Press Enter when all the information is correct. Stock Code/Serial Number Information At this point, the Order Creation/Editing window will appear. NOTE: The customer's name is displayed in the upper left-hand POSi-Track 4.1 33 _____________________________________________________________________ corner and the pricing level is displayed in the upper right-hand corner of the window. You will automatically be prompted to enter the first item. Enter in a stock code to order and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new item. If not, select No to return to the Stock Code Entry window. If you select Yes, POSi-Track will initiate the addition of the new stock code. Enter the information for the new stock code and save it. Upon entering a stock code, the Order Item Information window will appear. This function allows you to input the quantity being ordered and verify the price. The quantity ordered can be any number capable of fitting in the field provided. POSi-Track will automatically enter the price corresponding to the customer's pricing level. This number can be changed by typing in a different price. Since this is only an order, the Quantity field will be available for editing even if the item is serialized. When all the fields are correct, press Enter to accept the data. You will then be returned to the Order Creation/Editing window. If a line item needs to be revised, highlight the item and then select the Edit function. Correct the information and press Enter to save the changes. To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To enter additional line items, select the Insert function. Press Alt-O or click the Ok button to accept all the stock codes displayed, as well as all entered serial numbers, to move to the final step of the Order function. Payment Information Finally the Payment Information window will appear. If the order is prepaid, fill in the amount and method paid. POSi-Track will assume that shipments for this order are paid-in-full at the time of shipping and indicate so on the invoice created at shipping time. The method of payment can be changed at shipping time. When processing percentage terms discounts, the beginning date of the terms is the date of the invoice, not the order. Card Info: To enter credit card information for this payment, select the Card Info function. Upon selecting the Card Info function, the Credit Card Information window will appear. In the POSi-Track 4.1 34 _____________________________________________________________________ first field enter the credit card number. Next, enter the authorization number. Finally, select the credit card type. To select a card type, click on the down arrow to the right of the Card Type selection field to display the card type option menu. Then single click on the credit card option you want (available options include: N/A, Visa, MasterCard, American Express, Discover, Internal, Other). When all the information is correct press Enter. IMPORTANT: If the Card Type field is used when taking credit payments the Revenue report will give sales totals for each card type. POSi-Track will always use the next sequential order number above the largest order number. The order number sequence can be modified under the Options menu. Edit Order The Edit Order function provides a means of modifying outstanding customer orders. Upon selecting the Edit Order function, the Order Number Entry window will appear. Enter the number of the order you wish to edit and press Enter. Partial searches are supported in this field. After retrieving the order information, POSi-Track will display the Order Information Entry window. Make any necessary changes and press Enter. Next, the Order Creation/Editing window will appear. Information on individual line items, such as the quantity ordered and price, will be displayed in a format identical to when the order was created using the Order function. Highlight the line item you wish to edit and then select the Edit function. Make the necessary changes and press Enter. If you wish to replace a line item with a different stock code, the item being replaced must first be deleted, before the new stock code can be inserted into the order. Only line items that have not had any quantity shipped can be deleted. The quantity ordered may be changed with the following restriction: the lowest number that may be entered into the Quantity field, is the number that has been previously shipped. For example, if two items have already been invoiced and delivered to the customer, then the lowest number that will be accepted is 2.00. When all of the changes have been made and saved, you will be asked if you want to reprint the order. Answer Yes or No. POSi-Track 4.1 35 _____________________________________________________________________ Ship Order The Ship Order function provides a professional method of automatically filling customer orders in the order in which they were entered. This provides a system of ensuring that the customer who placed their order first receives their order first. When the Ship Order function is initiated, each outstanding order is checked to determine if there are items on the order that can be shipped. An order is tagged for shipping if there is sufficient quantity on hand to fill all orders for the individual items on prior customer orders plus sufficient quantity for filling the current order in its entirety, or if there are any items available and the order is tagged for partial shipments. Simply put, if there are two different orders for a particular part or item, POSi-Track fills the first order in its entirety before any quantity can be applied to the second order. Upon selecting the Ship Order function, all outstanding orders will be displayed regardless of their shipping state. Each line of the order selection shows the order number, the customer's last name, and the date the order was placed. Just to the right of the order date is the indicator field which indicates the status of the order. If the field is blank, no items are available on the order if the order filling logic is followed. The letter S indicates that the order can be shipped in whole and a P indicates that the order can be shipped in part. Order Shipping Information Once an order is selected, the Order Shipping window will appear. Information on individual items, such as the quantity ordered and quantity already shipped, will be displayed. Highlight the item you are processing and then select the Ship function. Items that can be processed using the standard filling logic have an asterisk to the right of the quantity. Ship All: To process all items on the order, select the Ship All function. This will adjust all the quantities shipped to the quantity ordered for all non-serialized items and will assume the default pricing level for the customer. NOTE: This function does not check stock quantities. Pick List: To print a list of all available items on the order, select the Pick List function. This is helpful if you have to go to another location to pick the items for packaging. NOTE: The Order Shipping window will stay on the screen. After selecting an item to ship, the Order Item Shipping Information window will appear. This function allows you to input the number of items being shipped and verify the price. If the item you are shipping is serialized, the Quantity field will not POSi-Track 4.1 36 _____________________________________________________________________ be available for editing. POSi-Track will automatically enter the price corresponding to the customer's pricing level. This number can be changed by typing in a different price. When the fields are correct, press Enter. If the code is not serialized, its quantity received will be adjusted and displayed. If the stock code is serialized, you will be brought to the Serial Number Processing window upon saving the information. Select the Insert function and enter in an individual serial number or serial number range for the current stock code and press Enter. It is impossible to enter in a serial number for an item that is not in stock or does not exist. Even though a serial number may be valid, the serial number entered must be for an item with the same code that you are shipping at the present time. Partial searches are supported in this field. Selecting the Insert function will allow the entry of additional serial numbers. To edit a serial number, highlight the serial number and select the Edit function. After all serial numbers have been entered correctly, press Alt-O or click the Ok button to save the list. POSi-Track will count the number of serial numbers entered and place the value in the quantity field. Upon saving the serial number list you will be returned to the Order Shipping window. To process additional line items, highlight the item and then select the Ship function. When all items have been adjusted and packaged for shipping, press Alt-O or click the Ok button. Payment Information The final step of the shipping process is the entry of payment information for the invoice. The Payment Information window contains five edit fields, four to enter amounts for specific transaction types, and one to enter the terms of the account transaction. The Terms field is to be used if you wish to process an invoice and offer a percentage discount if the invoice is paid within a specific number of days. Enter the terms as x% nn Days, where x is the percent discount, and nn is the number of days. POSi-Track will handle up to 99% discounts. If properly entered, POSi-Track will print the appropriate discount amount on the invoice. When the amounts of each transaction type are correct and the terms have been entered, press Enter to save the invoice and move to the Printer Selection window. This is the last point from which the shipment can be terminated without saving it to POSi-Track and adjusting stock levels. POSi-Track 4.1 37 _____________________________________________________________________ If the invoice has a negative balance (you owe the customer), you will be asked if you wish to treat the balance as change returned to the customer. If you answer Yes, POSi-Track will subtract the balance from the Cash field and save the invoice with a zero balance. If you answer No, POSi-Track will save the invoice with the negative balance. POSi-Track will always use the next sequential invoice number above the largest invoice number beginning with the number 2. Invoice number 1 is reserved for use by POSi-Track. The invoice number sequence can be modified under the Options menu. POSi-Track will automatically adjust stock levels, remove the correct serialized items from stock, and print the invoice. After printing the invoice, you will be asked if you wish to print a Shipper. A Shipper is simply a list of items and quantities being shipped, and contains no pricing information. Void Order The Void Order function provides the means to completely remove an outstanding order from the system. Upon selecting the Void Order function, the Order Number Entry window will appear. Enter the number of the outstanding order you wish to void and press Enter. Partial searches are supported in this field. An order number that does not correspond to an order in the current sales history will be rejected. POSi-Track will retrieve basic information regarding the order and display a confirmation window containing the order number, the order date, and the customer's name. If the information is incorrect, press Esc to return to the Main menu. If the information is correct, press Enter. After receiving confirmation, POSi-Track will then request a confirmation of the void request. After confirming the void request, POSi-Track will void the order and remove it from the system. Exit The Exit function terminates the POSi-Track program. POSi-Track 4.1 38 _____________________________________________________________________ Chapter 3: Inventory Functions This chapter covers in detail all functions available under the Inventory menu of POSi-Track. Clone The Clone function provides a means of creating a new stock code using the information for an existing stock code as a template. Basically, it is a way of making a copy of a stock code. Upon selecting the Clone function, you will be prompted to enter in the source stock code, which is the stock code that you wish to clone. Enter the source stock code and press Enter. Partial searches are supported in this field. Once the desired source stock code has been selected, you will be prompted to enter in the target stock code. The target stock code is the new stock code. The target stock code must be unique and not currently in use. Enter in the target stock code and press Enter. If the target stock code that you enter already exists, you will be prompted to enter a different stock code. Once the target stock code is accepted, POSi-Track will retrieve the information about the source stock code and display the Stock Code Information window. Edit any of the fields that need to be changed and press Enter. When all the information is correct, press Enter. Refer to the Edit/New section later in this chapter for detailed information on editing stock codes, the different fields and their use. Delete The Delete function is a means by which an individual stock code can be removed from POSi-Track. A stock code that has an on-hand quantity other than zero, or is currently on an invoice, customer order, or purchase order cannot be deleted. If the stock code that you wish to delete is tagged as serialized, POSi-Track will automatically delete all serialized items that are associated with that stock code. Upon selecting the Delete function, the Stock Code Entry window will appear. Enter the stock code you wish to delete and press Enter. Partial searches are supported in this field. After selecting a stock code, POSi-Track will scan the data files to ensure that the stock code is not in use. If the stock code is POSi-Track 4.1 39 _____________________________________________________________________ currently in use, a warning will be displayed indicating that the stock code cannot be deleted. If the stock code can be deleted, a Confirmation window will be displayed. Press Enter to confirm the deletion. Edit/New Under the Inventory menu there is a selection entitled Edit, and a selection entitled New. The Edit function provides a means of modifying existing stock code information and the New function provides an easy method for adding new stock codes to the list of stock codes for use in POSi-Track. Since these two functions are highly similar, they will be discussed concurrently. Upon selecting either the Edit or New function, the Stock Code Entry window will appear. If you are in the Edit function, you will be prompted to enter the stock code you wish to edit. Enter the stock code and press Enter. Partial searches are supported in this field. A stock code that does not correspond to a stock code in the current inventory history will be rejected. If you are in the New function, you will be prompted to enter in the new stock code. Enter the new stock code and press Enter. If the stock code that you enter already exists, you will be prompted to enter a different stock code. After either retrieving or initializing the stock code, POSi-Track will display the Stock Code Information window. This window consists of three sections and displays the stock code in the upper left-hand corner. The stock code is not available for editing. To change the stock code, you must utilize the Rename function. The first and third sections contain nine edit fields each, and the second section contains three or four check boxes (depending on customization). The first edit field, Category, can be up to seven characters in length, and is used in the selection criteria for Sales reports. The Subcategory field is a three character extension of the category to further differentiate between categories of stock. Both numbers and letters can be used for the category and subcategory fields. By using both letters and digits, there are over 42,000 different category and subcategory combinations possible. In the next four fields enter in the item's manufacturer, model number, description, and stock location. The minimum and maximum stock levels are very important if you intend to use the Reorder and Overstock reports. It is through the values you set here that Reorder and Overstock reports get their data. When the quantity on hand for an item falls below the POSi-Track 4.1 40 _____________________________________________________________________ minimum stock level, it will automatically be included in the Reorder report. The suggested reorder number is the quantity that will bring the on hand quantity, after receiving the items, to the midpoint of the maximum and minimum stock levels. Choose these values carefully. The Unit field is provided for entering the unit of measure for the selected stock code. Such designations would be: single, box, bag, case and gross. The first check box, Serialized, indicates whether or not the stock code is a serialized item. If you wish to track the sale of this item by serial number, check this box. If the item is taxable, check the Taxable check box. If the item is not taxable, then leave the check box unchecked. This indicator has no effect on invoices or orders that are designated for resale, as no sales tax is applicable on items sold for resale. If you have set the GST Applies option while customizing POSi-Track for your company, you will see an additional check box. This check box, GST Applies, is provided for indicating whether or not the current item is subject to GST. If the item is non-depleting, check the Non Depleting check box. By setting this indicator, POSi-Track will not update the quantity on hand via invoices, orders, or purchase orders. This is handy for stock codes such as labor. Also, by setting the on hand quantity of a non-depleting item to zero, it will not appear in your inventory value totals. The first edit field in the third section is List Price. Enter the manufacturers suggested list price. The Sale Price field is provided so that sale prices are easily available. When invoicing an item, the sale price of the item is automatically entered into the price field of the Invoicing function when the customer you are invoicing is assigned to the sale pricing level. In addition, POSi-Track provides three discount level fields for each stock code. Use these fields to set default price levels for your volume or discount customers. The discount levels are directly associated with the pricing levels on the customer records. While the appropriate discount pricing will automatically be entered into the price field when invoicing a stock code, it can be easily changed. If you are entering in a new code, the Item Cost field should be set to the cost of the last item purchased under this stock code, otherwise edit as necessary. POSi-Track 4.1 41 _____________________________________________________________________ The Qty on Hand field should only be edited when the item is not tagged for serialized tracking. If the item is set to have the serial numbers tracked, leave this field at zero or the stock count will be incorrect after the serialized items have been added to POSi-Track via the PO functions. The Vendor field is provided for entering the vendor code, which corresponds to the vendor from which the item was last purchased. The Weight field is provided for entering the weight of the item. The weight field will be used to calculate the shipping weight of invoices or orders to aid in the collection of shipping charges. When all the information is correct, press Enter. Edit Serial The Edit Serial function provides a means of modifying existing serialized item information. When using this function, remember that the information entered MUST be correct. If you are not completely sure of what you are doing or the accuracy of the data you intend to enter, do not use this function. Upon selecting the Edit Serial function, the Serial Number Entry window will appear. Enter the serial number you wish to edit and press Enter. Partial searches are supported in this field. POSi-Track will display the Serial Number Selection window which contains all the serial numbers that match the entered criteria. The serial numbers are sorted by serial number, stock number and stock code. Select the serial number you wish to edit. After selecting the serial number, the Serial Item Information window will appear. This window consists of three sections. The first section contains three edit fields. The first edit field is Stock Code. If the stock code is incorrect, enter in the new code. Prior to saving the modified information, POSi-Track verifies that the stock code entered exists and is serialized. The next field is Serial Number. If the serial number is incorrect, enter in the correct serial number. The third field, Stock Number, is extremely important to POSi-Track, even if you are not using stock numbers. If the stock number must be changed, be sure that the stock number that you reassign to the item is unique and not currently in use by POSi-Track. The second section displays the PO number and the date this serial number was received. POSi-Track 4.1 42 _____________________________________________________________________ The third section contains three edit fields and one check box. The first edit field is Cost. If the cost is incorrect, reenter the correct cost. This field is specific to the individual serialized item and does not modify the stock code cost information. The next field, Invoice #, is also extremely important. If the item is currently in stock, the number in the invoice number field should be zero. If the number is anything other than zero, the item is not in stock. POSi-Track automatically reserves invoice number 1 to provide an invoice number to assign serialized items that are stolen, lost, or used internally to be able to remove them from POSi-Track. To remove an item from the inventory, without removing the information, simply enter in 1 as the invoice number. The last field, SO #, field displays the service order number with which the selected serial number is associated. If you wish to permanently remove a serialized item from POSi-Track, check the Deleted check box in the lower left corner of this section. If this box is checked, POSi-Track will remove the item from the system. When all the fields are correct, press Enter. Labels The Labels function provides the means to print labels for your inventory, either with or without bar codes. Upon selecting the Labels function, you will be presented with the Stock Code Label Printing window. Select the Insert function to enter your first item. When prompted, enter in a stock code for which you wish to print labels and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new item. If not, select No to return to the Stock Code Entry window. If you select Yes, POSi-Track will initiate the addition of the new stock code. Enter the information for the new stock code and save it. Upon selecting a stock code, the Label Quantity window will appear. This function allows you to input the number of labels that you wish to print for this stock code. The quantity printed can be any number capable of fitting in the field provided. When the field is correct press Enter. POSi-Track 4.1 43 _____________________________________________________________________ If a line item quantity needs to be revised, highlight the item and then select the Edit function. Correct the quantity and press Enter. To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To enter additional line items, select the Insert function. If you wish to have POSi-Track print labels with bar codes, you must select the bar code type to print. Three selections are available in the Bar Code Type selection field: None indicates that you do not wish to print bar codes on the printed labels. 3 of 9 Bar Code indicates that you wish to print bar codes using the 3 of 9 (a.k.a. Code 39) symbology. Codabar indicates that you wish to print bar codes using the Codabar symbology. Please remember that the Codabar bar code only supports numeric stock codes. IMPORTANT: Only the bar codes that have been installed will show on the Bar Code Type selection list. See Installing the Bar Code Fonts in Chapter One for more information. To select a bar code symbology, click on the down arrow to the right of the Bar Code Type selection field to display the bar code option menu. Then single click on the bar code option you want. NOTE: POSi-Track automatically selects the Bar Code Type that was used the last time labels were printed. When all the stock codes and quantities have been entered, press Alt-O or click the Ok button to save the information. Next, the Label Layout window will appear. Select the label format and press Enter. Two different label formats are available for you to choose from. The first is 2 1/2" x 15/16" x 1 column, which corresponds to Avery label 4104 for dot matrix printers. The second is 2 1/2" x 15/16" x 3 columns, which corresponds to Avery label 4144 for dot matrix printers. These two formats were chosen due to their popularity. Press Enter to move to the Printer Selection window. Merge The Merge function provides a means of merging two stock codes into one. The most common reason for using this function is when an item is entered into POSi-Track twice under different stock codes due to a typographical error. Upon selecting the Merge function, you will be prompted to enter in the source stock code, which is the first of two that you wish to merge and is the one that will no longer exist after the merge. POSi-Track 4.1 44 _____________________________________________________________________ Enter the source stock code and press Enter. Partial searches are supported in this field. Once the desired source stock code has been selected, you will be prompted to enter in the target stock code. The target stock code is the second stock code you wish to merge and will be the one that will remain in POSi-Track. Enter in the target stock code and press Enter. Partial searches are supported in this field. Once the target stock code is accepted, you will be asked to confirm that both the source and target stock codes are correct. Upon receiving confirmation, POSi-Track will systematically replace all references to the source stock code with the target stock code. If POSi-Track cannot update all of the references to the source stock code, both the source and target stock codes will still exist after the merge. This may happen if a reference to the source stock code was locked by another terminal. If this happens, POSi-Track will notify you of this situation and indicate that you should run the Merge function to combine the two stock codes at a later time. Query The Query function is a quick means of determining the list and sale price of stock codes along with the quantities currently on hand, on order, and on outstanding customer orders. Upon selecting the Query function, the Stock Code Entry window will appear. Enter the stock code you wish to query and press Enter. Partial searches are supported in this field. A stock code that does not correspond to a stock code in the current inventory history will be rejected. After a stock code is accepted, the Stock Code Information window will appear, displaying the stock code, manufacturer, model number, description, unit, list price, sale price, discounts, quantity on hand, quantity allocated for customer orders, quantity on order, and the quantity available for immediate sale. The quantity on hand is simply the quantity that is currently in stock at the time of the query. The available quantity is the quantity calculated by subtracting the quantity already allocated to customers from the quantity on hand. When finished viewing the Query information, press Enter. Rename POSi-Track 4.1 45 _____________________________________________________________________ The Rename function provides a means of changing a stock code and ALL its references to a NEW stock code. All information with respect to the original stock code will be transferred to the new stock code. Upon selecting the Rename function, you will be prompted to enter in the source stock code, which is the stock code that you wish to rename. Enter the source stock code and press Enter. Partial searches are supported in this field. Once the desired source stock code has been selected, you will be prompted to enter in the target stock code. The target stock code is the new stock code. The target stock code must be unique and not currently in use. Enter in the target stock code and press Enter. If the target stock code that you enter already exists, you will be prompted to enter a different stock code. Once the target stock code is accepted, you will be asked to confirm that both the source and target stock codes are correct. Upon receiving confirmation, POSi-Track will systematically replace all references to the source stock code with the target stock code. If POSi-Track cannot update all of the references to the source stock code, both the source and target stock codes will exist after the rename. This may happen if a reference to the source stock code was locked by another terminal. If this happens, POSi-Track will notify you of this situation and indicate that you should run the Rename function to rename the stock code at a later time. Undelete The Undelete function provides a quick method for recovering a stock code that has been deleted from POSi-Track. When the Undelete function is initiated, POSi-Track will scan the inventory data files for any deleted stock codes that still exist. Deleted stock codes are available for recovery only until the Storage Reclamation function, under Options-Batch Processing, is run. Once the Storage Reclamation function has completed, deleted stock codes no longer exist and cannot be recovered. Upon selecting the Undelete function, the Stock Code Undelete Selection window will appear. Highlight the stock code you wish to recover and press Enter. POSi-Track 4.1 46 _____________________________________________________________________ Chapter 4: PO Functions This chapter covers in detail all functions available under the PO menu of POSi-Track. Direct Receiving The Direct Receiving function provides a quick and easy method for receiving items into inventory without the need to first create a purchase order. Use this function only if you choose not to track the stock acquisition. Upon selecting the Direct Receiving function, the Vendor Code Entry window will appear. Enter the code of the vendor from whom you are receiving and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new vendor. If not, select No to enter another vendor code. If you select Yes, POSi-Track will initiate the addition of the new vendor. Enter the information for the new vendor and save it. At this point, the Direct Receiving window will appear. Select the Insert function, and enter the first stock code to be received. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new item. If not, select No to enter another stock code. If you select Yes, POSi-Track will initiate the addition of the new stock code. Enter the information for the new stock code and save it. Upon selecting a stock code, the PO Item Receiving window will appear. This function allows you to input the number of items being received and verify the price. The quantity received can be any number capable of fitting in the field provided. If the item that you are receiving is serialized, the Quantity field will not be available for editing. POSi-Track will automatically enter the price corresponding to the last time this item was received. This number can be changed by typing in a different price. When the fields are correct, press Enter. If the code is not serialized, it will be added to the list of codes received, and displayed. If the stock code is serialized, you will be brought to the Serial Number Processing window upon saving the information. Select the Insert function and enter in an individual serial number or a serial number range for the current stock code and press Enter. It is impossible to enter in a serial number for an item that is not in stock or does not exist. Even though a serial POSi-Track 4.1 47 _____________________________________________________________________ number may be valid, the serial number entered must be for an item with the same code that you are receiving at the present time. The Serialized Receiving section of POSi-Track was created to allow multiple serial numbers to be received at once. If, for instance, you receive a set of items of the same stock code with sequential serial numbers, enter the smallest serial number in the Beginning field, and the largest of the series in the Ending field, and then press Enter. All serial numbers from the beginning to the ending serial numbers, will be added to the list of received serial numbers. NOTE: POSi-Track will not accept duplicate serial numbers. Selecting the Insert function will allow the entry of additional serial numbers. To edit a serial number, highlight the serial number and select the Edit function. After all serial numbers have been entered correctly, press Alt-O or click the Ok button to save the list. POSi-Track will count the number of serial numbers entered and place the value in the quantity field. Upon saving the serial number list, you will be returned to the Direct Receiving window. If a line item needs to be revised, highlight the item and then select the Edit function. Correct the information and press Enter. To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To receive additional items, select the Insert function. Press Alt-O or click the Ok button to save all the stock codes displayed and all entered serial numbers. After completion of the receiving, you will be asked if you wish to Print a List of the items that you have just received. This is the only opportunity you will have to print a list of the actual quantities you received in this session, so it is generally a good idea to answer Yes to this prompt. Next, you will be asked if you wish to Update Pricing Information. If you have set the Price Adjustments While Receiving option while customizing POSi-Track for your company, and one or more items have changed in cost during this receiving session, this function allows you to update the pricing information for those stock code(s). NOTE: This function will only work if you adjusted the cost of one or more items while receiving. POSi-Track 4.1 48 _____________________________________________________________________ If you answer Yes, the Price Modification window will appear. This window will display the stock code, quantity received, old cost, and the new cost for each stock code whose cost changed. To adjust the pricing information for an item, highlight the item and then select the Edit function. Upon selecting an item, the Pricing Adjustment window will appear. This function allows you to you to adjust the pricing levels of the currently selected stock code to compensate for the change in the item's cost. NOTE: The stock code, current cost, and new cost are displayed in the upper left-hand corner. Each of the five pricing levels will be display along with their current price, profit margin (based upon the old cost), and suggested new price to keep the profit margin at the same level. Also, for each of the pricing levels there will be an edit field for entering the new price. Change All: To accept all of the suggested prices, select the Change All function. Make any necessary price adjustments and press Alt-O or click the Ok button to save the changes. When all the price adjustments have been made for each item, press Enter. Finally, you will be asked if you wish to Print Labels for the items just received. Answer Yes or No. Edit The Edit function provides a means of modifying outstanding purchase orders. Upon selecting the Edit function, the PO Number Entry window will appear. Enter the number of the purchase order you wish to edit and press Enter. Partial searches are supported in this field. A purchase order number that does not correspond to a purchase order in the current PO history will be rejected. After retrieving the purchase order information, POSi-Track will display the Purchase Order Creation/Editing window. Information on individual line items (such as the quantity ordered and price) will be displayed in a format identical to when the purchase order was created using the New function. Highlight the line item you wish to edit and then select the Edit function. If you wish to replace a line item with a different stock code, the item being replaced must first be deleted, before the new stock code can be inserted into the purchase order. POSi-Track 4.1 49 _____________________________________________________________________ Edit the quantity ordered field as necessary. NOTE: You will not be able to enter a number for the quantity ordered that is lower than the number already received. If the cost of the item ordered has changed, type over the old cost with the new cost. When all the changes have been made, press Alt-O or click the Ok button to update the purchase order history. New The New function provides an easy method of creating new purchase orders for items acquired from vendors or distributors. The purchase order number sequence can be changed using the Options-Number Sequence function. Upon selecting the New function, the Vendor Code Entry window will appear. Enter the code of the vendor from whom you are ordering and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new vendor. If not, select No to enter another vendor code. If you select Yes, POSi-Track will initiate the addition of the new vendor. Enter the information for the new vendor and save it. At this point, the Purchase Order Creation/Editing window will appear. You will automatically be prompted to enter the first item. Enter in a stock code to be ordered and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new item. If not, select No to enter another stock code. If you select Yes, POSi-Track will initiate the addition of the new stock code. Enter the information for the new stock code and save it. Upon selecting a stock code, the PO Item Receiving window will appear. This function allows you to input the number of items being ordered and verify the price. The quantity received can be any number capable of fitting in the field provided. If the item that you are invoicing is serialized, the Quantity field will not be available for editing. POSi-Track will automatically enter the price corresponding to the last time this item was received. This number can be changed by typing in a different price. When the fields are correct, press Enter. If a line item needs to be revised, highlight the item and then select the Edit function. Correct the information and press Enter. POSi-Track 4.1 50 _____________________________________________________________________ To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To order additional items, select the Insert function. Press Alt-O or click the Ok button to save all the stock codes ordered. The final window will be the Output Destination box. Select the desired destination and press Enter. Online Creation The Online Creation function provides a quick method for creating purchase orders for numerous items from multiple vendors all in a single session. Upon selecting the Online Creation function, POSi-Track will scan the inventory database files and retrieve a list of all items that need to be reordered, and display the list in the Online PO Creation window. This list will show the stock code, the item description, the quantity ordered, the last cost of the item, and the vendor from which it was last ordered. If the vendor has not been ordered from, through the Purchase Order system, the vendor column will be blank. NOTE: Stock codes tagged as non-depleting items will not be retrieved. At this point, you may select a line item to order. Upon selecting a stock code, the Online PO Item Information window will appear. This function allows you to input the number of items being ordered and verify the price. The quantity received can be any number capable of fitting in the field provided. If the item that you are ordering is serialized, the Quantity field will not be available for editing. POSi-Track will automatically enter the price corresponding to the last time this item was received. This number can be changed by typing in a different price. To change the vendor from whom you are ordering select the Vendor function. When prompted, enter the vendor code and press Enter. Partial searches are supported in this field. The box in the upper left corner of the Online PO Item Information window will display information about the currently selected item. This information includes the stock code, manufacturer, model, and description. In addition, it will show the quantity currently on hand, the quantity that has been allocated to customers, the quantity already on order, the suggested order quantity, as well as the vendor from which it is set to be ordered. POSi-Track 4.1 51 _____________________________________________________________________ The box in the upper right corner displays the last five vendors from which this item has been ordered. If the item has not been previously received via the PO functions, this box will be empty. When the fields are correct, press Enter. If a line item needs to be revised, highlight the item and then select the Edit function. Correct the information and press Enter. To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To order additional items, select the Insert function. Press Alt-O or click the Ok button to save all the stock codes ordered. The final window will be the Output Destination box. Select the desired destination and press Enter. POSi-Track will then remove any item from the list that has a zero quantity ordered or does not have a valid vendor associated with it. It will then create a purchase order for each vendor from whom you've ordered items. All the stock codes that were selected to be ordered will appear on the purchase order for the vendor from whom they are being ordered. Receiving The Receiving function provides a means of receiving items on an outstanding purchase order. This function will automatically update all purchase order files and stock levels. Upon selecting the Receiving function, POSi-Track will scan the purchase order database files and retrieve a list of all purchase orders with outstanding items. This list will be displayed in the Purchase Order Selection window. Select the purchase order that contains the items you wish to receive. After retrieving the purchase order information, the Purchase Order Receiving window will be displayed. Each line item will show the stock code, description, model, quantity ordered, and the quantity already received. Highlight the item you are receiving and then select the Receive function. NOTE: You cannot select an item for which the number of items previously received is equal to the number ordered. POSi-Track assumes that when all the items ordered have been received that any additional items that are being received with the same stock POSi-Track 4.1 52 _____________________________________________________________________ code are either part of another purchase order, or were mistakenly shipped from the vendor. Receive All: To receive all items on the purchase order, select the Receive All function. This will adjust all the quantities received to the quantity ordered for all non-serialized items. Upon selecting a line item, the PO Item Receiving window will appear. This function allows you to input the number of items being received and verify the price. If the item that you are receiving is serialized, the Quantity field will not be available for editing. POSi-Track will automatically enter the price corresponding to the last time this item was received. This number can be changed by typing in a different price. When the fields are correct, press Enter. If the code is not serialized, the quantity received will be adjusted, and displayed. If the stock code is serialized, you will be brought to the Serial Number Processing window upon saving the information. Select the Insert function and enter in an individual serial number or a serial number range for the current stock code and press Enter. It is impossible to enter in a serial number for an item that is not in stock or does not exist. Even though a serial number may be valid, the serial number entered must be for an item with the same code that you are receiving at the present time. The Serialized Receiving section of POSi-Track was created to allow multiple serial numbers to be received at once. For instance, if you receive a set of items of the same stock code with sequential serial numbers, enter the smallest serial number in the Beginning field, and the largest of the series in the Ending field, and then press Enter. All serial numbers from the beginning to the ending serial numbers, will be added to the list of received serial numbers. NOTE: POSi-Track will not accept duplicate serial numbers. Selecting the Insert function will allow the entry of additional serial numbers. To edit a serial number, highlight the serial number and select the Edit function. After all serial numbers have been entered correctly, press Alt-O or click the Ok button to save the list. POSi-Track will count the number of serial numbers entered and place the value in the quantity field. Upon saving the serial number list, you will be returned to the Purchase Order Receiving window. To receive additional items, highlight the line item and then select the Receive function. Press Alt-O or click the Ok button to save all the stock codes displayed and all entered serial numbers. POSi-Track 4.1 53 _____________________________________________________________________ After completion of the receiving, you will be asked if you wish to Print a List of the items that you have just received. This is the only opportunity you will have to print a list of the actual quantities you received in this session, so it is generally a good idea to answer Yes to this prompt. Next, you will be asked if you wish to Update Pricing Information. If you have set the Price Adjustments While Receiving option while customizing POSi-Track for your company, and one or more items have changed in cost during this receiving session, this function allows you to update the pricing information for those stock code(s). NOTE: This function will only work if you adjusted the cost of one or more items while receiving. If you answer Yes, the Price Modification window will appear. This window will display the stock code, quantity received, old cost, and the new cost for each stock code whose cost changed. To adjust the pricing information for an item, highlight the item and then select the Edit function. Upon selecting an item, the Pricing Adjustment window will appear. This function allows you to you to adjust the pricing levels of the currently selected stock code to compensate for the change in the item's cost. NOTE: The stock code, current cost, and new cost are displayed in the upper left-hand corner. Each of the five pricing levels will be display along with their current price, profit margin (based upon the old cost), and suggested new price to keep the profit margin at the same level. Also, for each of the pricing levels there will be an edit field for entering the new price. Change All: To accept all of the suggested prices, select the Change All function. Make any necessary price adjustments and press Alt-O or click the Ok button to save the changes. When all the price adjustments have been made for each item, press Enter. Finally, you will be asked if you wish to Print Labels for the items just received. Answer Yes or No. Void The Void function provides the means to completely remove a purchase order from the system. Upon selecting the Void function, the PO Number Entry window will appear. Enter the number of the purchase order you wish to void POSi-Track 4.1 54 _____________________________________________________________________ and press Enter. Partial searches are supported in this field. A purchase order number that does not correspond to a purchase order in the current PO history will be rejected. After selecting a PO, you will be asked to confirm the void request. After confirming the void request, POSi-Track will void the purchase order and remove it from the system. POSi-Track 4.1 55 _____________________________________________________________________ Chapter 5: Customer Functions This chapter covers in detail all functions available under the Cust menu of POSi-Track. Edit The Edit function provides a means of modifying existing customer information. Upon selecting the Edit function, the Customer Name Entry window will appear. Enter the customer you wish to edit and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer you wish to edit. After retrieving the customer information, POSi-Track will display the Customer Information Entry window. Edit any of the fields that need to be changed, and press Enter to save the changes and update the customer information file. All information with the exception of the customer number is available for editing. Refer to the New section later in this chapter for detailed information on the different fields and their use. Delete The Delete function is a means by which an individual customer can be removed from POSi-Track. Upon selecting the Delete function, the Customer Name Entry window will appear. Enter the customer you wish to delete and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer you wish to delete. After retrieving the customer information, a Confirmation window will appear. Upon confirming the delete request, POSi-Track will scan the sales history along with the service order history to ensure that the customer is not associated with any transactions. If the customer is currently in use, a warning message will be displayed indicating that the customer cannot be deleted. If the customer can be deleted POSi-Track will then remove them from the system. POSi-Track 4.1 56 _____________________________________________________________________ Merge The Merge function provides a means of merging two customers into one. The most common reason for using this function is when a customer is entered into POSi-Track twice under different names due to a misspelling. Upon selecting the Merge function, you will be prompted to enter the source customer, which is the first of two that you wish to merge and is the one that will no longer exist after the merge. Enter the source customer and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the source customer. After selecting the source customer, you will be prompted to enter the target customer. The target customer is the second customer you wish to merge and will be the one that will remain in POSi-Track. Enter the target customer and press Enter. Partial searches are supported in this field. Select the target customer just as you did for the source customer. Once the target customer is accepted, you will be asked to confirm that both the source and target customers are correct. Upon receiving confirmation, POSi-Track will systematically replace all references to the source customer with the target customer. If POSi-Track cannot update all of the references to the source customer, both the source and target customers will still exist after the merge. This may happen if a reference to the source customer was locked by another terminal. If this happens, POSi-Track will notify you of this situation and indicate that you should run the Merge function to combine the two stock codes at a later time. New The New function provides an easy method for adding new customers to the list of customers for use in POSi-Track. Upon selecting the New function, the Customer Information Entry window will appear. Enter in the information about the customer as prompted. The first field available for information is Last Name. If the customer is a business, enter in the complete name of the business in the last name field. All searches and invoicing are tracked by customer's last name. POSi-Track 4.1 57 _____________________________________________________________________ Two sets of fields are provided for addresses. The first is for a shipping address, and the second is for a mailing address. If the shipping and mailing addresses are the same, you only need to enter the information in the shipping field. Two lines are supplied for the street address to accommodate both a street number and a suite number. New customers are temporarily assigned a number of zero. When the customer is saved, they will be assigned a unique number which will be displayed in the Cust # field, of the Customer Information Entry window, when editing. The Mailing = Shipping check box informs POSi-Track whether or not you want to copy the contents of the Shipping Address fields into the Mailing Address fields. If checked, POSi-Track will automatically copy the information when the customer is saved, saving you the effort of entering the address twice. Fields are provided to enter in the name of the primary contact at the company, the phone number, extension, and facsimile number. If the customer is able to purchase on special terms, enter this information into the Terms field. This ensures that the terms authorized for this customer are readily available when invoicing. The Resale # field provides a readily assessable location to enter customers' resale numbers. The Salesperson field allows the association of a customer with a particular salesperson. The name entered in this field will automatically be entered on invoices or orders. This field is provided so that if a salesperson, other than the designated sales representative, is processing an invoice, the salesperson associated with the customer gets credit for the sale. The Pricing field allows you to set the default pricing level for the customer. There are five pricing levels to choose from. The first, Sale, indicates payment of the regular item price. The next three, Discount 1, 2, and 3, represent the three discount pricing levels. And the last, List, indicates payment of the manufacturer's list price. Using one of these indicators allows you to ensure that your volume and discount customers get the proper discounts. To select a pricing level, click on the down arrow to the right of the Pricing selection field to display the pricing level option menu. Then single click on the pricing level option you want. The Discount % field allows you to provide capabilities of giving a customer a discount in addition to the pricing level discounts. This discount percentage is taken off the price for each line item at the time of invoicing. If a customer is set to the Discount 1 pricing level, the additional discount will be applied to the Discount 1 price. POSi-Track 4.1 58 _____________________________________________________________________ The Bad Check/Balance check box is to be used as an indicator if the customer has an outstanding check or is past due on their account. When this field is checked, POSi-Track will display a warning to the salesperson taking an order or creating an invoice, indicating that the manager should be contacted prior to taking a check or any type of credit from this customer. When used properly, this field will significantly reduce the amount of bad debts that your company incurs. The No Delete check box prevents a customer from being deleted when the Dead Data Removal function, under Options-Batch Processing, is run. You can store information about a customer or potential customer that has no sales history and prevent them from being automatically deleted as dead data. If the customer that you are entering will predominantly be purchasing items for resale, or is otherwise exempt from sales tax, check the Tax Exempt check box. This will automatically toggle the Resale/Tax Exempt indicator when creating an invoice or order for this customer. When all the information is entered, press Alt-O or click the Ok button to save the information in the customer database file on disk. Undelete The Undelete function provides a quick method for recovering a customer that has been deleted from POSi-Track. When the Undelete function is initiated, POSi-Track will scan the customer data files for any deleted customers that still exist. Deleted customers are available for recovery only until the Storage Reclamation function, under Options-Batch Processing, is run. Once the Storage Reclamation function has been completed, deleted customers no longer exist and cannot be recovered. Upon selecting the Undelete function, the Customer Undelete Selection window will appear. Highlight the customer you wish to recover and press Enter. POSi-Track 4.1 59 _____________________________________________________________________ Chapter 6: Vendor Functions This chapter covers in detail all functions available under the Vendor menu of POSi-Track. Edit The Edit function provides a means of modifying existing vendor information. Upon selecting the Edit function, the Vendor Code Entry window will appear. Enter the code of the vendor you wish to edit and press Enter. Partial searches are supported in this field. POSi-Track will display the Vendor Selection window which contains all the vendors with codes that match the entered criteria. The vendors are sorted by code, and then by name. Select the vendor you wish to edit. After retrieving the vendor information, POSi-Track will display the Vendor Information Entry window. Edit any of the fields that need to be changed, and press Enter to save the changes and update the vendor information file. All information with the exception of the vendor code is available for editing. Refer to the New section later in this chapter for detailed information on the different fields and their use. Delete The Delete function is a means by which an individual vendor can be removed from POSi-Track. Upon selecting the Delete function, the Vendor Code Entry window will appear. Enter the code of the vendor you wish to delete and press Enter. Partial searches are supported in this field. POSi-Track will display the Vendor Selection window which contains all the vendors with codes that match the entered criteria. The vendors are sorted by code, and then by name. Select the vendor you wish to delete. After retrieving the vendor information, a Confirmation window will appear. Upon confirming the delete request, POSi-Track will scan the purchase order history to ensure that vendor is not associated with any transactions. If the vendor code is currently in use, a warning message will be displayed indicating that the vendor cannot be deleted. If the vendor can be deleted, POSi-Track will then remove them from the system. POSi-Track 4.1 60 _____________________________________________________________________ NOTE: Deletions made using this function are permanent. POSi-Track has no way to recover vendors once they have been deleted. Make your selections carefully. New The New function provides an easy method for adding new vendors to the list of vendors available for use in the creation of purchase orders. Upon selecting the New function, Vendor Code Entry window will appear. Enter the code for the new vendor and press Enter. The vendor code is a fifteen digit code comprised of characters or numbers which are associated with all purchase orders for a given vendor. After a code is selected and entered, POSi-Track will check the code for uniqueness. If the code is already in use, you will be prompted to enter in another code. After a code is accepted, the Vendor Information Entry window will appear. Enter in the information about the new vendor as prompted. A description of each field will not be given here as the descriptions provided before each field in the Vendor Information Entry window provides a good idea of what information the field should contain. Two sets of fields are provided for addresses. The first is for a shipping address for returned items. The second is for a mailing address for regular correspondence. If the shipping and mailing addresses are the same, you only need to enter the information in the shipping field. Two lines are supplied for the street address to accommodate both a street number and a suite number. Several fields are provided to enter in the name of the primary contact at the company, the phone number, an extension, facsimile number, customer service number, and technical support number. The Additional Info section contains two edit fields. The first edit field is for entering your customer number for this vendor. The second field is provided for entering the terms under which you purchase from this vendor. When all the information is entered, press Alt-O or click the Ok button to save the information in the vendor database file on disk. POSi-Track 4.1 61 _____________________________________________________________________ Chapter 7: AR Functions This chapter covers in detail all functions available under the AR menu of POSi-Track. Statement Processing There are two Statement Processing functions available: Statement Processing and Single Statement. A mailable statement will only be processed for customers that have an outstanding balance. A statement is not printed if the customer has a negative balance or a zero balance. If the customer has never had a statement processed via POSi-Track, the statement will include all of the customer's transactions. The first transaction line on each statement will display the customer's previous balance. Subsequent lines will display a list of all transactions that transpired between the last statement and the current statement. Each line will indicate the type of transaction, date, total due, total paid, total adjustments to the transaction, and the customer balance after that transaction. After the transactions, the customer's new balance will be printed. At the end of the statement, a line will be printed displaying the aged amounts that the customer owes. Statement Processing The Statement Processing function provides the means to process a statement for all eligible customers. The only option for the Statement Processing function is selecting the output destination. Single Statement The Single Statement function provides the means to process a statement for an individual eligible customer. Upon selecting the Single Statement function, the Customer Name Entry window will appear. Enter the customer for whom you wish to process a statement and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customers names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer for whom you wish to run a statement. POSi-Track 4.1 62 _____________________________________________________________________ The final window will be the Output Destination box. Select the desired destination and press Enter. Payments The Payments function provides the means to post payments to a customer account. Upon selecting the Payments function, you will be prompted to select the method of retrieving the customer account. If you wish to select the customer account by customer name, customer number, or customer phone number, select Customer Name/Number and press Enter. To retrieve the customer account by invoice number, select Invoice Number and press Enter. When prompted, enter in the retrieval criteria and press Enter. NOTE: When using the Customer Name/Number option, type a # and then the customer number, a ! and then the phone number (without the area code and with the hyphen) or just the customer last name. When using the Invoice Number option simply type the invoice number. Once the account has been selected, you will be prompted to enter the payment information. The first field is for the date the payment was received, regardless of the date upon which it is being entered. This date is used to determine the period of time between the payment receipt date and the date of individual transactions. The remaining three fields are for entering the amount received. Make sure that you enter the amounts received in the correct fields as these fields are used in the Revenue report. When the fields are correct, press Enter to continue to the Transaction Selection window. IMPORTANT: The amount fields are required. If left empty you will not be able to continue. Card Info: To enter credit card information for this payment, select the Card Info function. Upon selecting the Card Info function, the Credit Card Information window will appear. In the first field enter the credit card number. Next, enter the authorization number. Finally, select the credit card type. To select a card type, click on the down arrow to the right of the Card Type selection field to display the card type option menu. Then single click on the credit card option you want (available options include: N/A, Visa, MasterCard, American Express, Discover, Internal, Other). When all the information is correct press Enter. IMPORTANT: If the Card Type field is used when taking credit payments the Revenue report will give sales totals for each card type. Before moving to the Transaction Selection window you will be asked if you wish to post the payment now. Answer Yes to continue POSi-Track 4.1 63 _____________________________________________________________________ or No to defer posting of the payment. If you select No you will be asked if you wish to print a Receipt. Answer Yes or No. Refer to the Post Unposted section later in this chapter for information on posting unposted payments. NOTE: POSi-Track is designed to allow you to apply one payment to multiple invoices, and it is very important that you correctly apply the payments. Applying a payment to one transaction that was meant to be applied to several will result in transactions being left unpaid while others are overpaid. Even though the customer account will be balanced, it will still have transactions with outstanding balances which will accrue finance charges. The Transaction Selection window will display a list of all transactions that have a positive balance for the current account. Each line will display the transaction, date, total, total paid, total credits, and the balance of each transaction. The bottom of the window will show the total amount received for this payment, the amount applied to invoices, and the amount that is still available for application. To apply payment to a transaction, highlight the transaction you wish to update, and select the Edit function. The Payment Application window will then be displayed. The Payment Application window has three sections. The first section displays the transaction date, the number of days from the date of the transaction to the date that the payment was received, the terms of the transaction, and any applicable discount that was determined from the terms of the transaction. The second section displays the current payment status of the transaction. The third has two edit fields which allow you to enter the amount of the payment to apply to this transaction and any discounts. As you enter in the amounts, the transaction balance will be adjusted. When the fields are correct press Enter to save the changes. IMPORTANT: The amount applied to all transactions must equal the amount received. When the entire payment has been dispersed to the proper transactions, press Alt-O or click the Ok button to save the payment to disk. Finally you will be asked if you wish to print a Receipt. Answer Yes or No. Adjust Account The Adjust Account function provides the means to make adjustments to a customer account. POSi-Track 4.1 64 _____________________________________________________________________ Upon selecting the Adjust Account function, you will be prompted to select the method of retrieving the customer account. If you wish to select the customer account by customer name, customer number, or customer phone number, select Customer Name/Number and press Enter. To retrieve the customer account by invoice number, select Invoice Number and press Enter. When prompted, enter in the retrieval criteria and press Enter. NOTE: When using the Customer Name/Number option, type a # and then the customer number, a ! and then the phone number (without the area code and with the hyphen) or just the customer last name. When using the Invoice Number option simply type the invoice number. The Transaction Selection window will appear and display a list of all the transactions for the current account. Each line will display the transaction, date, total, total paid, total credits, and the balance of each transaction. To apply an adjustment to a transaction, highlight the transaction you wish to update, and select the Edit function. The Adjustment Application window will then be displayed. This Adjustment Application window has three sections. The first section displays the transaction date and the number of days from the date of the transaction to the current date. The second section displays the current payment status of the transaction. The third has two edit fields which allow you to enter the amount of credit to apply to this transaction and any amount that you wish to write-off for this transaction. As you enter in the amounts, the transaction balance will be adjusted. When the fields are correct press Enter to save the changes. When all the adjustments have been made to the proper transactions, press Alt-O or click the Ok button to save the adjustment to disk. Customer Balance The Customer Balance function provides a quick and easy method of determining the current balance of any customer in the system. Upon selecting the Customer Balance function, the Customer Name Entry window will appear. Enter the customer whose balance you wish to retrieve and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. POSi-Track 4.1 65 _____________________________________________________________________ The customers are sorted by last name, and then by first name. Select the customer who's balance you wish to retrieve. After retrieving the customer information, the Customer Balance window will be displayed. When you are finished viewing the customer balance, press Enter. Purge Single The Purge Single function provides the means to purge the accounts receivable history of a single customer. Upon selecting the Purge Single function, a Confirmation window will appear. After confirming that you wish to continue, the Customer Name Entry window will appear. Enter the customer whose accounts receivable history you wish to delete and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer whose accounts receivable history you wish to delete. After selecting a customer, the Date Entry window will appear. Enter in the date for which you want the purge to stop and press Enter. The date must be entered in the format of MM/DD/YYYY. All accounts receivable history for the customer dated earlier than the date you enter will be removed from POSi-Track. POSi-Track defaults to a purge date of one year from the current date. The changes made by the Purge Single function are permanent. POSi-Track has no way to recover items once they have been purged. Please make a backup prior to running the Purge Single function. Post Unposted The Post Unposted function provides the means to post unposted payments to a customer account. Upon selecting the Post Unposted function, POSi-Track will scan the accounts receivable database files and retrieve a list of all unposted payments that need to be posted, and display the list in the Unposted Payment Selection window. This list will show the date the payment was made, the customer's number, and the customer's last name. At this point, you may select a payment to post. Upon selecting a payment, the Transaction Selection window will appear. NOTE: POSi-Track is designed to allow you to apply one payment to multiple invoices, and it is very important that you correctly POSi-Track 4.1 66 _____________________________________________________________________ apply the payments. Applying a payment to one transaction that was meant to be applied to several will result in transactions being left unpaid while others are overpaid. Even though the customer account will be balanced, it will still have transactions with outstanding balances which will accrue finance charges. The Transaction Selection window will display a list of all transactions that have a positive balance for the current account. Each line will display the transaction, date, total, total paid, total credits, and the balance of each transaction. The bottom of the window will show the total amount received for this payment, the amount applied to invoices, and the amount that is still available for application. To apply payment to a transaction, highlight the transaction you wish to update, and select the Edit function. The Payment Application window will then be displayed. The Payment Application window has three sections. The first section displays the transaction date, the number of days from the date of the transaction to the date that the payment was received, the terms of the transaction, and any applicable discount that was determined from the terms of the transaction. The second section displays the current payment status of the transaction. The third has two edit fields which allow you to enter the amount of the payment to apply to this transaction and any discounts. As you enter in the amounts, the transaction balance will be adjusted. When the fields are correct press Enter to save the changes. IMPORTANT: The amount applied to all invoices must equal the amount received. When the entire payment has been dispersed to the proper transactions, press Alt-O or click the Ok button to save the payment to disk. Reset Account The Reset Account function provides the means to reset a customer's account balance to a different amount. Upon selecting the Reset Account function, the Customer Name Entry window will appear. Enter the customer whose account balance you wish to reset and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. POSi-Track 4.1 67 _____________________________________________________________________ Select the customer who's account you wish to reset. The Account Reset window will then be displayed. The Account Reset window has two sections. The first section displays the customer's name, the customer's number, and the current balance. The second section consists of one edit field and a check box. The edit field, New Balance, is for entering the selected customer's new balance. The check box, Zero Past Due Transactions, is an indicator as to whether or not you want to zero out the balance on any outstanding transactions. If this box is checked, after confirming the account adjustment, each transaction that has an outstanding balance will be displayed, one at a time, to provide the opportunity to zero out the transaction. Make the necessary changes and press Enter when finished. If the Zero Past Due Transactions check box is checked POSi-Track will display a confirmation window containing the first past due transaction (if there are any). Select Yes to zero this transaction or select No to move to the next outstanding transaction without making any changes. POSi-Track 4.1 68 _____________________________________________________________________ Chapter 8: User Functions This chapter covers in detail all functions available under the User menu of POSi-Track. New User The New User function provides a simple method for adding new users to the security system provided by POSi-Track. Upon selecting the New User function, POSi-Track will display the User Information window. This window will allow you to enter a new user ID and associate it with a specific employee, as well as set the sections and functions of POSi-Track that the new user may access. The first field is for the user ID which must be unique for each user. The second field is for the new user's name. It is recommended that you enter the user name in the following format to allow easy retrieval: Last Name, First Name, Middle Initial. NOTE: NOTE: NOTE: All new users are assigned a password of TEMP4U, which should be changed as soon as possible by the user. This should be done using the Change Your Password function. The Manager check box, in the upper right corner, is an indicator that the user should or should not have total access to POSi-Track. If this is checked, the user will have access to all sections and functions of the program, regardless of any other security flags set in the individual areas of the security functions. If the check box is unchecked, access to the program will be limited to the functions checked in the individual program security sections. The next step in entering a new user is to set the security flags. Each of the ten Individual Program Security Sections are represented as a function button and each opens up into a second window. Open each section as needed and check the functions the new user should be able to access. Individual Program Security Sections: Sales * Create Invoices - Allows the user to create new invoices. * Process Returns - Allows the user to process returns. * Edit Invoices - Allows the user to edit existing invoices. * Void Invoices - Allows the user to void existing invoices. * Create Orders - Allows the user to create new customer orders. * Edit Orders - Allows the user to edit existing customer orders. * Ship Orders - Allows the user to ship customer orders. POSi-Track 4.1 69 _____________________________________________________________________ * Void Orders - Allows the user to void existing orders. Inventory * Add New Codes - Allows the user to add new stock codes. * Modify Existing Codes - Allows the user to perform modifications to existing stock codes. These modifications include cloning, deleting, editing, merging, renaming, and undeleting. * Query Stock Codes - Allows the user to retrieve stock code information via the Query function. Not permitting access to this function also disables the View Code function. PO * Create/Edit POs - Allows the user to create, edit, and void purchase orders. Setting this flag also allows access to the online purchase order creation. * Receive POs - Allows the user to receive items through both the purchase order Receiving and the Direct Receiving functions. Vendor * Create Vendors - Allows the user to create new vendors. * Edit Vendors - Allows the user to edit, merge, and delete existing vendors. AR * Process Statements - Allows the user to process customer statements. * Payments/Adjustments - Allows the user to receive and process customer payments, and make adjustments to customer accounts. * View Customer Balance - Allows the user to retrieve and view customer balances. RMA * Create/Edit RMAs - Allows the user to create and edit RMAs. * Receive RMAs - Allows the user to receive items through the RMA Receiving function. Service * Create Service Orders - Allows the user to create new service orders. * Edit Service Orders - Allows the user to edit and update existing service orders. * Complete Service Orders - Allows the user to complete and invoice existing service orders. Reports * Allows the user to perform AR, Customer, Inventory, PO, Order, Vendor, Sales, Service, or RMA reports. Options * Batch Processing - Allows the user access to the Batch Processing functions. * Customization - Allows the user to change the company information, invoice and service order defaults, and enable or disable program security. POSi-Track 4.1 70 _____________________________________________________________________ * Purge History - Allows the user to purge outdated history. * Number Sequences - Allows the user to change the next available number for invoices, orders, POs, service orders, and stock codes. User * Add/Edit Users - Allows the user access to the user addition and modification functions. Reset Password The Reset Password function provides the means to reset the password assigned to a user ID back to the system default value without knowing the current password. This will allow the person administering security to reset a user's password if it is forgotten. Upon selecting the Reset Password function the ID Entry window will appear. Enter the ID of the user who's password needs to be reset and press Enter. Partial searches are supported in this field. Once a valid user ID is entered, that user's password will be set back to TEMP4U. Edit User The Edit User function provides a means of modifying existing user security information. Refer to the New User section at the beginning of this chapter for an explanation of the security flags. Upon selecting the Edit User function, the ID Entry window will appear. Enter the ID of the user you wish to edit and press Enter. Partial searches are supported in this field. After retrieving the user information, POSi-Track will display the User Information window. Make the necessary changes and press Enter. Change Your Password The Change Your Password function is a means by which any user can change their current password. It is recommended that users change their passwords periodically to prevent unauthorized use. NOTE: This function will not be available if the POSi-Track security is disabled. Upon selecting the Change Your Password function, the Password Entry window will appear. Enter your current password and press Enter. If the current password is not known, you will not be able POSi-Track 4.1 71 _____________________________________________________________________ to change the password. Refer to the Reset Password section earlier in this chapter. Next, another Password Entry window will appear. Enter your new password and press Enter. You will then be asked to confirm the new password. Type it in again and press Enter. If the new password is not entered correctly the second time, the password will not be changed and you will be returned to the first Password Entry window. Delete User The Delete User function is a means by which an individual user can be removed from POSi-Track. Upon selecting the Delete User function the ID Entry window will appear. Enter the ID of the user you wish to delete and press Enter. Partial searches are supported in this field. After selecting a user, a Confirmation window will then appear, press Enter to confirm the deletion. NOTE: Deletions made using this function are permanent, as POSi-Track has no way to recover users once they have been deleted. Make your selections carefully. Logoff The Logoff function provides an easy method for simultaneously logging the current user out of POSi-Track while allowing another to log into the system. NOTE: This function only works when the Security function has been enabled. Upon selecting the Logoff function, the POSi-Track Login window will appear. This allows the next user to login as usual, without the current user first having to close the program. POSi-Track 4.1 72 _____________________________________________________________________ Chapter 9: RMA Functions This chapter covers in detail all functions available under the RMA (returned merchandise authorization) menu of POSi-Track. The RMA section of POSi-Track allows you to track items returned to your suppliers for repair, replacement, or credit. New RMA The New RMA function provides an easy method for creating new RMAs for items returned to vendors. NOTE: The RMA number sequence can be changed using the Options-Number Sequence function. Upon selecting the New RMA function, the Vendor Code Entry window will appear. Enter the code of the vendor to whom you are returning items and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new vendor. If not, select No to enter another vendor code. If you select Yes, POSi-Track will initiate the addition of the new vendor. Enter the information for the new vendor and save it. RMA Information After selecting a vendor, the RMA Creation/Editing window will appear. You will automatically be prompted to enter the first item. Enter in a stock code to be returned and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new item. If not, select No to enter another stock code. If you select Yes, POSi-Track will initiate the addition of the new stock code. Enter the information for the new stock code and save it. Upon selecting a stock code, the RMA Item Information window will appear. This window is used to enter in information specific to this RMA and consists of six sections. The first section displays the stock code, manufacturer, model, and cost. The second section contains two edit fields for entering the quantities of this item being returned. The first edit field, Stock Quantity, should contain the number of items that are coming out of your in stock quantities. The second field, Non-Stock Quantity, should contain the number of items that are not being POSi-Track 4.1 73 _____________________________________________________________________ removed from stock. For example, non-stock items would be items that have already been sold or are being returned for a customer. NOTE: If the item being returned is serialized, these fields will not be available for input. These quantities will be determined by POSi-Track from the information entered in the Serial Number Processing window. The third section, Description of Problem, contains a single edit field. This field is available for entering an expanded reason why the items are being returned. Keep in mind that the information entered into this field will be printed directly on the RMA. The forth section, Notes, also contains a single edit field. This field is available for entering information about the RMA in general. The fifth section, Reason for Return, consists of three radio boxes which allow you to set the reason for return as Defective, Misordered, or Incorrect Item. The sixth and final section, Expected Resolution, consists of three radio buttons which allow you to set the expected outcome as Repair, Credit/Refund, or Replacement. When the information is correct, press Enter. If the code is not serialized, it will be added to the list of codes included on the RMA, and displayed. If the code is serialized, you will be brought to the Serial Number Processing window upon saving the information. You will automatically be prompted to enter the first serial number. Enter an individual serial number or serial number range for the current stock code and press Enter. Partial searches are supported in this field. Selecting the Insert function will allow the entry of additional serial numbers. To edit a serial number, highlight the serial number and select the Edit function. After all serial numbers have been entered correctly, press Alt-O or click the Ok button to save the list. POSi-Track will count the number of serial numbers entered and place the proper values in the Stock Quantity and Non-Stock Quantity fields. Upon saving the serial number list you will be returned to the RMA Creation/Editing window. If a line item needs to be revised, highlight the item and then select the Edit function. Correct the information and press Enter. POSi-Track 4.1 74 _____________________________________________________________________ To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To enter additional items, select the Insert function. Press Alt-O or click the Ok button to save all the displayed items being returned, as well as all entered serial numbers, to move to the final step of the New RMA function. Vendor/Shipping Information The final step of the New RMA process is the entry of vendor and shipping information. The RMA Information Entry window contains three edit fields. The Vendor RMA field is for entering the RMA number assigned by the vendor. The Shipped Via field is for entering the carrier used to ship to items back to the vendor. Finally, the Tracking #s field is an open field available for entering the shipping tracking numbers provided by the carrier. When the fields are correct, press Enter to save the RMA and move to the Output Destination window. Select the desired destination and press Enter. Please note the following items when creating RMAs: * Quantities shipped back to the vendor are not removed from your on-hand quantities. The items returned to the vendor are considered part of your inventory, and are only subtracted from your inventory when you receive a credit for an item taken from your in-stock quantities. * The in-stock status of serialized items is automatically determined from the information on the serialized items data record. You cannot designate whether a serialized item is being removed from stock or from a non-stock source. Edit RMA The Edit RMA function provides a means of modifying an existing RMA.. Upon selecting the Edit RMA function, the RMA Selection window will appear. Highlight the RMA you wish to edit and press Enter. After retrieving the RMA information, the RMA Creation/Editing window will be displayed. Information on individual line items will be displayed in a format identical to when the RMA was created using the New RMA function. Highlight the line item you wish to edit and then select the Edit function. Make any necessary changes and press Enter. POSi-Track 4.1 75 _____________________________________________________________________ If you wish to replace a line item with a different stock code, the item being replaced must first be deleted, before the new stock code can be inserted into the RMA. The quantity shipped may be changed with the following restriction: the lowest number that may be entered into the Stock Quantity and Non-Stock Quantity fields, is the number that has been previously received. For example, if two items have already been repaired, replaced, or credited and returned to you, the lowest number that will be accepted is 2.00. When all the changes have been made, press Alt-O or click the Ok button to update the purchase order history. RMA Receiving The RMA Receiving function provides an easy method for receiving items on outstanding RMAs. This function will automatically update all RMA files and adjust stock quantities as needed. Upon selecting the Receiving function, POSi-Track will scan the RMA database files and retrieve a list of all RMAs with outstanding items. This list will be displayed in the RMA Selection window. Select the RMA that contains the items you wish to receive. After retrieving the RMA information, the RMA Receiving window will be displayed. Each line item will show the stock code, description, quantity replaced, quantity credited, and the non-stock quantity already received. Highlight the item you are receiving and then select the Edit function. NOTE: You cannot select an item for which the number of items previously received is equal to the number shipped. POSi-Track assumes that when all the items shipped have been received that any additional items that are being received with the same stock code are either part of another RMA, or were mistakenly shipped from the vendor. Upon selecting a line item, either the RMA Return Information or RMA Serialized Receiving window will appear. RMA Return Information Window The RMA Return Information window allows you to input the number of items being received for non-serialized stock codes. The first edit field, Stock Quantity Received, is for entering the number of items being returned to stock. The second edit field, Stock Quantity Credit, is for entering the number of items for which you are receiving credit. The third edit field, Non-Stock Quantity Received, is for entering the number of non-stock items POSi-Track 4.1 76 _____________________________________________________________________ that you are receiving. When the fields are correct, press Enter. RMA Serialized Receiving Window The RMA Serialized Receiving window allows you to process the serial numbers of items being received for serialized stock codes. This window will display a list of all the serial numbers for the current stock code the action that is being taken for each item. A blank Action column indicates that the item will remain outstanding. Highlight the serial item you are receiving and then select the Edit function. Upon selecting a serial item, the RMA Serialized Return Information window will appear. This window contains four radio buttons which allow you to indicate how the currently selected serial number will be processed. The options are: outstanding, repaired, credited, and replaced (replaced contains an edit field for entering the new serial number). When finished making your selection, press Enter. After selecting an action you will be returned to the RMA Serialized Receiving window. The Action column will now reflect your changes. To receive additional serial items, highlight the line item and then select the Edit function. Once all the serial items have been received, press Alt-O or click the Ok button to save all the serial number changes. Upon saving the serial number list, you will be returned to the RMA Receiving window. To receive additional items, highlight the line item and then select the Edit function. Press Alt-O or click the Ok button to save all the stock codes displayed and all the serial number changes. POSi-Track 4.1 77 _____________________________________________________________________ POSi-Track 4.1 78 _____________________________________________________________________ Chapter 10: Service Functions This chapter covers in detail all functions available under the Service menu of POSi-Track. New SO The New SO function provides an easy method for creating new service orders for specific customers. POSi-Track's service order allows you to track multiple repair jobs, and the parts associated with each job, for service performed on a single item. The Service portion of POSi-Track is designed to be flexible enough to be used in multiple industries. Upon selecting the New SO function, the Customer Name Entry window will appear. Enter the customer for whom you are creating the service order and press Enter. Partial searches are supported in this field. Service Order Information After selecting a customer, the Service Order Information window will appear. This window is used to enter in information specific to this service order and consists of five sections. The first section displays the customer's name. The second section contains six edit fields. The first edit field, Service Rep, should contain the name or ID of the employee who is in charge of this service order. The next three fields, Manufacturer, Model, and Serial Number, should contain the aforementioned information for the item being repaired. The fifth field, Alternate ID, is provided for the entry of a secondary method of identification, such as a frame number, or vehicle ID number. If the repair is a potential warranty repair, enter the purchase date in the last field. The third section contains two edit fields. The first edit field, Date Due, should contain the date on which the service is to be completed. The second edit field, Alt Phone, is available for entering an alternate phone number for contacting the selected customer. The fourth section contains three edit fields. The first edit field, Labor Rate, will set the rate for all labor for all jobs associated with this service order. The second and third fields, Pickup and Delivery Charge, are available to add flat fee charges for pickup and delivery of the item being repaired. The fifth and final section, General Notes, contains a single edit field. This field is available for entering information about the service order in general, such as existing damage, or special POSi-Track 4.1 79 _____________________________________________________________________ instructions. Space is also available for each job to describe the repair indications and resolution. When all the information is correct, press Enter. Job Information Next, the Service Order-Main Window will be displayed. This window allows you to access each individual job associated with this service order, or to access the general service order information. NOTE: The service order number, the due date, and the customer's name are displayed at the top of this window. Also, displayed are the current totals for the service order followed by the Job List. Job Information: To access the general service order information, select the Job Information function. Select the Insert function to enter the first job. This will open the Job Information window which consists of five sections that provides fields for one specific job associated with the current service order. The first section contains two edit fields. The first edit field, Job Code, is for entering a specific job code. If the job is a warranty repair, it is suggested that you enter in the job code for this repair that was assigned by the item's manufacturer. The second field, Technician, allows you to assign the repair job to a specific technician. The second section, Indications, contains a single edit field. This field is available for entering the symptoms of the problem to be repaired, such as "Idles extremely rough", or "Will not record". The third section, Work Performed, also contains a single edit field. This field is intended for entering a brief description of the work performed on the item, such as "Replaced cracked distributor cap", or "Replaced recording logic circuit". Keep in mind that the information entered into these two fields will be printed directly on the customer invoice. NOTE: The Indications field is required. If left empty you will not be able to save the job. The forth section contains two check boxes. The first check box, Warranty, is for indicating if this specific job is a warranty repair. The second, Completed, is for indicating if this particular portion of the service order is completed. The fifth and final section contains three edit fields. The first edit field, Labor Hours, is for entering the total cumulative labor hours for the job. The second field, Disposal, is for entering any fees that your company charges for disposal of old parts or waste products, such as motor oil. The last field, Sublet, is for entering the total amount of labor or charges POSi-Track 4.1 80 _____________________________________________________________________ incurred by a third company. This section also displays the labor, parts and job totals. Part Information Select the Parts function to add or edit parts to this job. This will open the Job Parts List window. The Job Parts List window allows you to enter the parts used in completing this job along with the price of each part. You will automatically be prompted to enter the first part. Enter in a stock code and press Enter. Partial searches are supported in this field. If the code entered is not currently in use, you will be asked if the code is a new item. If not, select No to return to enter another stock code. If you select Yes, POSi-Track will initiate the addition of the new stock code. Enter the information for the new stock code and save it. Upon selecting a stock code, the Invoice Item Information window will appear. This function allows you to input the number of parts being used and verify the price. The quantity used can be any number capable of fitting in the field provided. If the item that you are using is serialized, the Quantity field will not be available for editing. POSi-Track will automatically enter the price corresponding to the customer's pricing level. This number can be changed by typing in a different price. When the fields are correct, press Enter. If the code is not serialized, it will be added to the list of codes included on the parts list and displayed. If the stock code is serialized, you will be brought to the Serial Number Processing window upon saving the information. Select the Insert function and enter in an individual serial number or serial number range for the current stock code and press Enter. It is impossible to enter in a serial number for an item that is not in stock or does not exist. Even though a serial number may be valid, the serial number entered must be for an item with the same code that you are using at the present time. Partial searches are supported in this field. Selecting the Insert function will allow the entry of additional serial numbers. To edit a serial number, highlight the serial number and select the Edit function. After all serial numbers have been entered correctly, press Alt-O or click the Ok button to save the list. POSi-Track will count the number of serial numbers entered and place the value in the quantity field. Upon saving the serial number list, you will be returned to the Job Parts List window.. POSi-Track 4.1 81 _____________________________________________________________________ If a line item needs to be revised, highlight the item and then select the Edit function. Correct the information and press Enter. To delete a line item, highlight the item and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To enter additional line items, select the Insert function. When all the parts are entered, press Alt-O or click the Ok button. You will then be returned to the Job Information window. When all the information is correct, press Alt-O or click the Ok button to save the information and return to the Service Order-Main Window If a job needs to be revised, highlight the job and then select the Edit function. Correct the information and press Enter. To delete a job, highlight the job and then select the Delete function. You will be prompted to confirm the deletion before it is performed. To enter additional jobs, select the Insert function. When all the jobs are entered, press Alt-O or click the Ok button to save the service order. Payment Information After saving the service order, you will be asked if you wish to take a deposit against this service order. If not, select No. If you select Yes, the Payment Information window will appear. Enter the amount of the deposit in the appropriate field and press Enter. Edit SO The Edit SO function provides a means of modifying and updating the status of outstanding service orders. This may include the addition of parts used, adjustment of labor charges, or updating the work performed fields. Upon selecting the Edit SO function, the Order Selection window will appear. Highlight the service order you wish to edit and press Enter. After retrieving the service order information, the Service Order-Main Window will be displayed. From this point, Edit SO will perform almost exactly as the New SO function. The only difference between the New SO and the Edit SO functions is that POSi-Track 4.1 82 _____________________________________________________________________ the Editing SO function will not ask if you wish to take a deposit upon saving. When all of the changes have been made and saved, you will be asked if you want to reprint the service order. Answer Yes or No. Refer to the New SO section earlier in this chapter for detailed information on the Service Order windows and fields. Complete SO The Complete SO function provides an easy method for completing outstanding service orders and creating invoices for the work performed. Upon selecting the Complete SO function, the Order Selection window will appear. Highlight the service order you wish to complete and press Enter. After retrieving the service order information, the Service Order-Main Window will be displayed. This is to allow you to enter any last minute part additions, verify the correctness of all the information, and add any additional comments prior to printing the completed order. Press Alt-O or click the Ok button to save all the information. The final step of the service order completion process is the entry of payment information. The Payment Information window contains five edit fields, four fields to enter an amount for a specific transaction type, and one to enter the terms of an account transaction. The Terms field is to be used if you wish to process an invoice and offer a percentage discount if the invoice is paid within a specific number of days. Enter the terms as x% nn Days, where x is the percent discount, and nn is the number of days. POSi-Track will handle up to 99% discounts. If properly entered, POSi-Track will print the appropriate discount amount on the invoice. Card Info: To enter credit card information for this payment, select the Card Info function. Upon selecting the Card Info function, the Credit Card Information window will appear. In the first field enter the credit card number. Next, enter the authorization number. Finally, select the credit card type. To select a card type, click on the down arrow to the right of the Card Type selection field to display the card type option menu. Then single click on the credit card option you want (available options include: N/A, Visa, MasterCard, American Express, Discover, Internal, Other). When all the information is correct press Enter. IMPORTANT: If the Card Type field is used when taking credit payments the Revenue report will give sales totals for each card type. POSi-Track 4.1 83 _____________________________________________________________________ When the amounts of each transaction type are correct and the terms have been entered, press Enter to save the completed service order and move to the Printer Selection window. If the completed order has a negative balance (you owe the customer), you will be asked if you wish to treat the balance as change returned to the customer. If you answer Yes, POSi-Track will subtract the balance from the Cash field and save the service order with a zero balance. If you answer No, POSi-Track will save the service order with the negative balance. POSi-Track will automatically adjust stock levels, remove the correct serialized items from stock, and print the completed service order. POSi-Track 4.1 84 _____________________________________________________________________ Chapter 11: Reports The Reports segment of POSi-Track provides an array of different reports for a variety of purposes. This chapter briefly describes the output, options and operation of each available report. The reports will be discussed in the order in which they appear in their respective selection menu. Using Selection Criteria Fields In many reports, POSi-Track offers selection criteria entry fields. These fields allow you to enter a range of criteria for different types of information. The longer the data entered in each field, the more specific the report. Depending on the information entered, the report produced can be exceedingly specific or comprehensive. If a selection criteria field is left blank, then all data compared against that field will be considered a match. This allows open-ended search criteria. If both the beginning and ending fields for a given criteria set are blank, then that criteria will not be checked during the retrieval of the data. Do not leave date fields blank as this will cause invalid reports. NOTE: The search criteria fields are not checked for invalid ranges. If an ending field entered is lower than the beginning field no data will fit the criteria, and no information will be included in the report. The exception of this rule is if the ending field is left blank. Invalid dates and/or selection criteria will cause invalid reports. AR This section covers all the reports related to accounts receivable information. Account History The Account History report prints detailed history information for a given time period for a single customer. Each line in the report shows the transaction type, date, transaction total, balance of the transaction when it was initially completed, payments applied to the transaction, adjustments to the transaction, and the customer balance at the time the transaction was saved. Upon selecting the Account History report, the Customer Name Entry window will appear. Enter the customer and press Enter. Partial searches are supported in this field. POSi-Track 4.1 85 _____________________________________________________________________ POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer for whom you wish to run an Account History report. After selecting a customer, you will be prompted to enter the date range for the search. Enter the beginning and ending dates and press Enter. The dates must be entered in the format of MM/DD/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. Revenue Report The Revenue Report prints a listing of all the transactions for a given period of time, along with the amount of money received as cash, check, credit card, or the amount applied towards the customer account. Following the transaction listing is the total for each monetary category, which can be used to balance your receipts at the end of the day. Finally, there will be a breakdown of the credit card amounts for each card type. Upon selecting the Revenue Report, the Date Range Entry window will appear. Enter the beginning and ending dates and press Enter. The dates must be entered in the format of MM/DD/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. Balance Report The Balance Report prints a listing of all customers who have a non-zero balance. The only option for the Balance Report is selecting the output destination. Each line will display the customer name and number, the current charges, the current customer balance, and the amounts due that are aged 30+, 60+, and 90+ days. The last line of the report will display the totals for each column. Transaction History POSi-Track 4.1 86 _____________________________________________________________________ The Transaction History report prints each transaction for a given time period for a single customer. Each line in the report shows the transaction type, date, transaction total, payments applied to the transaction, adjustments to the transaction, and the current balance for the transaction. Upon selecting the Transaction History report, the Customer Name Entry window will appear. Enter the customer and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer for whom you wish to run a Transaction History report. After selecting a customer, you will be prompted to enter the date range for the search. Enter the beginning and ending dates and press Enter. The dates must be entered in the format of MM/DD/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. Outstanding Transactions The Outstanding Transactions report prints a listing of all the outstanding transactions for a given period of time. Upon selecting the Outstanding Transactions report, the Date Range Entry window will appear. Enter the beginning and ending dates and press Enter. The dates must be entered in the format of MM/DD/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. Reprint Statements The Reprint Statements report is a means by which an individual statement or multiple statements can be reprinted. Upon selecting the Reprint Statements report, the Date Range Entry window will appear. Enter the beginning and ending dates and press Enter. The dates must be entered in the format of MM/DD/YYYY. POSi-Track will display the Statement Selection window which contains all the statements that were processed within the entered date range. The statements are listed by date and customer name. Select the statement you wish to reprint. POSi-Track 4.1 87 _____________________________________________________________________ NOTE: The Reprint Statements report allows for multiple statements to be reprinted at one time. Highlight all the statements you want reprinted, and press Enter. The final window will be the Output Destination box. Select the desired destination and press Enter. Customer This section covers all the reports related to customer information. Customer List The Customer List report provides a means of printing customer lists. The options for the Customer List report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Customer List report are, customer and zip code. The names and zip codes entered can be entered as partial search criteria. This report can be sorted by customer name or zip code. NOTE: The customer list that is sorted by zip code is not sorted by name within a given zip code. Zip Code Count The Zip Code Count report provides a list of the zip codes in the customer data file. This report was included in POSi-Track to provide a rough geographical impression of where your customers live. This will allow you to evaluate and direct your advertising and sales efforts. The only option for the Zip Code Count report is selecting the output destination. For each zip code assigned to four or more customers, the following information is printed: the number of customers residing in that zip code area, the percentage of your customers from that zip code area, the zip code, and the city and state where that zip code is located. The last line of the report shows the number of customers that do not reside in a valid zip code or where there were less than four customers in a zip code. A customer whose zip code was left blank at the time of being entered into POSi-Track will be counted as having an invalid zip code. POSi-Track 4.1 88 _____________________________________________________________________ Since the value printed for the percentage of customers in an individual zip code is rounded, the total percentage of customers included in the Zip Code Count report may not equal exactly 100 percent. Purchases The Purchases report is a non-printing report which displays a detailed listing of a customer purchases for any given period of time. Upon selecting the Purchases report, the Customer Name Entry window will appear. Enter the customer and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer for whom you wish to run a Purchases report. After selecting a customer, you will be prompted to enter the date range for the search. Enter the beginning and ending dates and press Enter. The dates must be entered in the format of MM/DD/YYYY. Each line item invoiced for the selected customer is displayed in the order that it appeared on the invoice. Each item will show the invoice number, date of purchase, stock code, quantity purchased, and unit price. When finished viewing the Purchases report, press Esc. Summary Purchases The Summary Purchases report is a non-printing report which displays a summarized listing of the purchases for a given customer over a specified period of time. Upon selecting the Summary Purchases report, the Customer Name Entry window will appear. Enter the customer and press Enter. Partial searches are supported in this field. POSi-Track will display the Customer Selection window which contains all the customer names that match the entered criteria. The customers are sorted by last name, and then by first name. Select the customer for whom you wish to run a Summary Purchases report. After selecting a customer, you will be prompted to enter the date range for the search. Enter the beginning and ending dates and press Enter. The dates must be entered in the format of MM/DD/YYYY. POSi-Track 4.1 89 _____________________________________________________________________ Each line item in the report will have the stock code, description, and quantity displayed. When finished viewing the Summary Purchases report, press Esc. Export There are two Export reports, Customer Export and Sales Based Export. The Customer Export report exports selected customers based entirely on customer information (and creates a file containing the exported customers in a comma delimited format) while the Sales Based Export report exports selected customers using information from the sales history. Since both Export reports only differ in selection criteria, they will be discussed concurrently. The options for either the Customer Export report or the Sales Based Export report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Customer Export report are customer and zip code. The selection criteria for the items that you wish to include on the Sales Based Export report are customer, date, stock code, category, subcategory, and salesperson. Both Export reports can be sorted by customer name or zip code. Mailing Labels There are two Mailing Labels reports, Mailing Labels and Sales Based Labels. The Mailing Labels report prints a mailing label for selected customers based entirely on customer information while the Sales Based Labels report prints a mailing label for selected customers using information from the sales history. Since both Mailing Labels reports only differ in selection criteria, they will be discussed concurrently. NOTE: Customers who have blank zip codes will not be printed. Upon selecting either the Mailing Labels report or the Sales Based Labels report, a report criteria selection window will appear. Enter the beginning and ending criteria and select the sort by method. The selection criteria for the items that you wish to include on the Mailing Labels report are customer and zip code. POSi-Track 4.1 90 _____________________________________________________________________ The selection criteria for the items that you wish to include on the Sales Based Labels report are customer, date, stock code, category, subcategory, and salesperson. Both Mailing Labels reports can be sorted by customer name or zip code. When all the information is correct press Enter. Next, the Label Layout window will appear. Select the label format and press Enter. Two different label formats are available. The first is 2 1/2" x 15/16" x 1 column, which corresponds to Avery label 4104 for dot matrix printers. The second is 2 1/2" x 15/16" x 3 columns, which corresponds to Avery label 4144 for dot matrix printers. These two formats were chosen due to their popularity. Press Enter to move to the Printer Selection window. Inventory This section covers all the reports related to inventory information. Exclude Non-Stock Items All of the sorted inventory reports have the ability to exclude non-stock items. These reports are, Discount List, Margin List, Price List, Selective Stock, Adjusted Stock, and Export. If the Exclude Non-Stock Items check box is checked, only in stock items will appear on the report. Non-stock items are stock codes that have a zero on-hand quantity, are not currently on a customer order or purchase order, and have the maximum quantity field set to zero. Stock By Code The Stock By Code report prints a complete listing of all stock codes in POSi-Track, sorted by stock code. The report consists of each item's stock code, description, manufacturer, category, location, minimum and maximum stock levels, quantity in-stock, cost, and value. Also printed, at the end of the report, are the total number of stock codes/line items, the total number of items in-stock, and the total stock value. The only option for the Stock By Code report is selecting the output destination. Discount List POSi-Track 4.1 91 _____________________________________________________________________ The Discount List report is almost identical to the Price List report with the exception that it prints the discount pricing levels as well as the list and sale prices. The options for the Discount List report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Discount List report are, stock code, category, and subcategory. This report can be sorted by stock code, category, manufacturer, or description. Only items that fit within the entered criteria will be included on the list. Margin List The Margin List report prints a selective listing of stock codes along with the pricing levels, as well as the profit margin for each pricing level based upon the current cost. The profit margin is calculated as (((Price - Cost)/Cost) x 100). The options for the Margin List report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Margin List report are stock code, category, and subcategory. This report can be sorted by stock code, category, manufacturer, or description. Only items that fit within the entered criteria will be included on the list. Overstock The Overstock report provides a list of stock codes which have a calculated on-hand quantity greater than the set maximum stock level. The only option for the Overstock report is selecting the output destination. This function scans the purchase order and customer order history, and then reads straight through the stock code data file and determines if the code is overstock. The Overstock report takes into consideration the quantities of items on outstanding purchase orders and customer orders when determining if the item should be included in the report. If an item is overstocked, the stock code is printed along with the description, manufacturer, model, minimum and maximum stock levels, quantity allocated to customer orders, quantity on order, quantity on hand, cost, and the number of items over the maximum POSi-Track 4.1 92 _____________________________________________________________________ stock level after receiving the purchase orders and customer orders. The Overstock report may not be useful to most businesses, but to those who have a large parts inventory to track, it is a good way to determine which items should be included on the next clearance sale. Reorder When each new stock code was entered into POSi-Track, minimum and maximum stock levels for each code were either set by you or defaulted to zero. By properly setting the maximum and minimum stock levels combined with the Reorder report, an adequate stock level for all items can be maintained. The only option for the Reorder report is selecting the output destination. This function scans the purchase order and customer order history, and then reads straight through the stock code data file and determines if the item should be on the reorder report. The quantity on hand for each item is adjusted up for any quantity on order in the purchase order system, and down for any quantity allocated for customer purchase. If the resulting stock on-hand value for an item is greater than the set minimum stock level, it is not printed. If the resulting quantity on hand is lower than the minimum stock level, the item is included on the reorder report along with a suggested reorder quantity. The reorder quantity printed is the number of items, that when received, will place the on-hand quantity (after receiving outstanding purchase orders and filling customer orders) at the mid point between the minimum and maximum stock levels for that stock code. For example, if you have a resulting quantity on hand of 4 for the stock code XYZ and the minimum and maximum stock levels are 10 and 20 respectively, the reorder quantity is determined as follows: add the quantity required to bring the stock level up to the minimum level (6), plus one half of the difference between the minimum and maximum stock levels (5). The suggested minimum reorder number for stock code XYZ would be 11. If an item is undersupplied, the stock code is printed along with the description, manufacturer, model number, minimum and maximum stock levels, quantity allocated on customer orders, quantity on order, quantity on hand, cost, and the suggested reorder quantity. Price List POSi-Track 4.1 93 _____________________________________________________________________ The price list report is just that, a price list. The options for the Price List report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Price List report are stock code, category, and subcategory. This report can be sorted by stock code, category, manufacturer, or description. NOTE: NOTE: NOTE: The Price List report only prints the list and sale price. For a report that includes the discount pricing levels, run the Discount List report. Only items that fit within the entered criteria will be included on the list. Serialized The Serialized report prints a selective listing of serialized items currently in stock. The options for the Serialized report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Serialized report are stock code, category, and subcategory. Only items that fit within the entered criteria will be included on the report. Serialized report printouts consist of the following information for each line item: stock code, serial number and its respective stock number, description, manufacturer, category and subcategory, date received, and cost. After each set of items for each stock code, the number of items on hand and the total value on hand for that stock code are printed. And at the end the report, the total number of items and stock values for the report are printed. Selective Stock The Selective Stock report is identical in operation to the Stock By Code report, except it allows you to limit the contents of the report to a specific range of stock codes, categories, or subcategories. The options for the Selective Stock report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Selective Stock report are stock code, category, and POSi-Track 4.1 94 _____________________________________________________________________ subcategory. This report can be sorted by stock code, category, manufacturer, or description. Adjusted Stock The Adjusted Stock report prints a selective listing of stock codes along with the quantity on hand, quantity on RMAs, quantity allocated to customer orders, and the quantity available after RMA and order allocations. The options for the Adjusted Stock report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Adjusted Stock report are stock code, category, and subcategory. This report can be sorted by stock code, category, manufacturer, or description. Export The Export report exports selected stock codes based entirely on inventory information (and creates a file containing the exported stock codes in a comma delimited format). The options for the Export report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Export report are stock code, category, and subcategory. This report can be sorted by stock code, category, manufacturer, or description. POs This section covers all the reports related to purchase order information. Reprint PO The Reprint PO report is a means by which an individual purchase order can be reprinted. Upon selecting the Reprint PO report, the PO Number Entry window will appear. Enter the PO number and press Enter. Partial searches are supported in this field. Once a valid purchase order number is entered, the order information will be retrieved and you will be prompted to select POSi-Track 4.1 95 _____________________________________________________________________ the output destination. Select the desired destination and press Enter. Backorder The Backorder report prints a list of items that have been ordered, but have not yet been received. The only option for the Backorder report is selecting the output destination. The Backorder report reads straight through the purchase order data files to locate items still on order. For each item still on order, the following information is printed: stock code, purchase order number, vendor ordered from, date the order was created, description, quantity ordered, quantity received, and the item's cost. Summary History/Detailed History The Summary and Detailed History reports are identical except for the format in which the information is printed, so they will be discussed concurrently. The Summary History report prints a list of items and the quantity of each item purchased that matches the selection criteria. Each line item is printed only once, and the quantities ordered and received are the total quantities for the entire period, rather than for one purchase order. Since this report is a summary, no price values are printed. The Detailed History report prints a complete list of items exactly as they appeared on individual purchase orders. The quantities printed are for the item on the individual purchase order being examined. Due to this, a single stock code may appear many times on one report. The Detailed History report also contains the prices at which each item was purchased for a given purchase order. The options for either the Summary History report or Detailed History report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria ranges available for both reports are vendor, date, stock code, category, and subcategory. These reports can be sorted by stock code or PO number. Order This section covers all the reports related to order information. POSi-Track 4.1 96 _____________________________________________________________________ Reprint Order The Reprint Order report is a means by which an individual customer order can be reprinted. Upon selecting the Reprint Order report, the Order Number Entry window will appear. Enter the order number and press Enter. Partial searches are supported in this field. Once a valid order number is entered, the order information will be retrieved and you will be prompted to select the output destination. Select the desired destination and press Enter. Outstanding The Outstanding report prints a list of items ordered by customers, but have not yet been delivered. The only option for the Outstanding report is selecting the output destination. This function reads straight through the order entry data files to locate items still on order. For each item still on order, the following information is printed: stock code, order number, partial customer name, date the order was created, description, manufacturer, quantity ordered, quantity shipped, and the quoted price. Summary History/Detailed History The Summary and Detailed History reports are identical except for the format in which the information is printed, so they will be discussed concurrently. The Summary History report prints a list of items and the quantity of each item ordered that matches the selection criteria. Each line item is printed only once, and the quantities ordered and shipped are the total quantities for the entire period rather than for one customer order. Since this report is a summary, no price values are printed. The Detailed History report prints a complete list of items exactly as they appeared on individual customer orders. The quantities printed are for the item on the individual order being examined. Due to this, a single stock code may appear many times on one report. The Detailed Report also contains the prices at which each item was quoted for a given customer order. The options for either the Summary History report or Detailed History report include selecting the beginning and ending criteria, the sort by method, and the output destination. POSi-Track 4.1 97 _____________________________________________________________________ The selection criteria ranges available for both reports are, customer, date, stock code, category, subcategory, and salesperson. These reports can be sorted by stock code, category, or manufacturer. Vendor This section covers all the reports related to vendor information. Vendors by Code/Vendors by Name There are two Vendor reports available: selecting and sorting Vendors by Code, and selecting and sorting Vendors by Name. The only option for these reports is selecting the output destination. Sales This section covers all the reports related to sales information. Reprint Invoice The Reprint Invoice report is a means by which an invoice can be reprinted. Upon selecting the Reprint Invoice report, the Invoice Number Entry window will appear. Enter the invoice number and press Enter. Partial searches are supported in this field. Once a valid invoice number is entered, the invoice information will be retrieved and you will be prompted to select the output destination. Select the desired destination and press Enter. Summary Daily The Summary Daily report is identical in operation to the Daily Sales report, except it displays the total sales volume information on the screen (this report is not printed). The Summary Daily and Summary Month to Date reports were included in POSi-Track to allow easy retrieval of sales information without an extensive use of paper printouts. Upon selecting the Summary Daily report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/DD/YYYY. The displayed data from the Summary Daily report is simply the totals that would be printed at the end of the Daily Sales report. No information about specific invoices or items is displayed. POSi-Track 4.1 98 _____________________________________________________________________ When finished viewing the Summary Daily report, press Enter. Summary Month to Date The Summary Month to Date report is identical in operation to the MTD Sales report, except it displays the total sales volume information on the screen (this report is not printed). Upon selecting the Summary Month to Date report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/YYYY. The displayed data from the Summary Month to Date report is simply the totals that would be printed at the end of the MTD Sales report. No information about specific invoices or items is displayed. When finished viewing the Summary Month to Date report, press Enter. Daily Sales The Daily Sales report prints a list of all items sold on a specific date. Upon selecting the Daily Sales report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/DD/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. When initiated, POSi-Track will compile all available sales information for the date entered. The printed report will list each line item for all invoices created on the desired date in no specific order. Each line item will show the stock code, description, manufacturer, invoice number, per unit price, quantity, calculated tax, GST, per item cost, and the profit for the line item. If the stock code is designated as serialized, each serial number currently associated with the stock code and invoice will also be printed. At the end of the report, the totals of each column for all serialized items will be calculated and printed. Next, the column totals of all items sold, regardless of their serialized status, will be calculated and printed, along with the total taxable sales and total nontaxable sales. POSi-Track 4.1 99 _____________________________________________________________________ Finally, there will be a breakdown of parts and shipping charges. It is highly recommended that a Daily Sales report be run each night after closing to provide a secondary method of tracking sales history. MTD Sales The MTD Sales report is identical to the Daily Sales report with the exception that it covers the total sales for a months time instead of just a days time. Upon selecting the MTD Sales report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. If the month entered is already past, such as the prior calendar month, then all sales within that month will be printed. If the current month is selected, all sales up to the current date will be included. If a date entered is in the future, the report will have no line items and the totals will be zero. Custom Summary The Custom Summary report provides a means of determining and summarizing the quantity of specific items sold within a given period of time. The options for the Customer Summary report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria ranges available are customer, date, stock code, category, subcategory, and salesperson. This report can be sorted by stock code, category, or manufacturer. Each line of the Custom Summary report includes the stock code, description, manufacturer, model, category and subcategory, and quantity sold. At the end of the report, the total item sold will be printed. Custom Sales The Custom Sales report is similar to the Custom Summary report with the exception that it is more detailed. POSi-Track 4.1 100 The options for the Customer Sales report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria and the sort by methods for the Custom Sales report are identical to that of the Custom Summary report. For a comprehensive report including all items sold within the entered period of time, leave all fields blank and begin the report. If only a specific group of items is desired, they can be selected by the stock code, the item category, the item subcategory, or a combination of the three criteria. Each line item will show the stock code, description, manufacturer, invoice number, per unit price, quantity, calculated tax, GST, per item cost, and the profit for the line item. If the stock code is designated as serialized, each serial number currently associated with the stock code and invoice will also be printed. At the end of the report, the totals of each column for all serialized items will be calculated and printed. Next, the column totals of all items sold, regardless of their serialized status, will be calculated and printed, along with the total taxable sales and total nontaxable sales. Sales Analysis The Sales Analysis report can assist you in determining which items are your best sellers or highest profit items. It can also assist you in determining which items are your worst sellers, or have the lowest profit margins. The options for the Sales Analysis report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria for the items that you wish to include on the Sales Analysis report are customer, date, stock code, category, subcategory, and sales person. This report can be sorted by quantity sold or profit percentage. Only items that fit within the entered criteria will be included on the list. Service This section covers all the reports related to service order information. Reprint Service Order POSi-Track 4.1 101 The Reprint Service Order report is a means by which an individual service order can be reprinted. Upon selecting the Reprint Service Order report, the Service Order Number Entry window will appear. Enter the service order number you wish to reprint and press Enter. Partial searches are supported in this field. Once a valid service order number is entered, the order information will be retrieved and you will be prompted to select the output destination. Select the desired destination and press Enter. Open Service Orders The Open Service Orders report prints a list of all uncompleted service orders. The only option for the Open Service Orders report is selecting the output destination. This function reads straight through the service order data files to locate open orders. For each open order, the following information is printed: job number, partial customer name, manufacturer of the item to be serviced, model number, serial number, date the order was created, and date the order is scheduled to be completed. Parts Allocated The Parts Allocated report prints a list of all stock codes that have quantities allocated for open service orders. The only option for the Parts Allocated report is selecting the output destination. This function reads straight through the service order data files to locate open orders. For each open order, the parts allocated to the orders will be retrieved and added to a summary list. Being a summary listing, each stock code is only listed once with the total allocated for all outstanding orders. Warranty Jobs The Warrant Jobs report prints a list of warranty jobs on completed service orders that were completed within the specified date range. This list will include all parts and labor under the individual job to allow quick and easy processing of warranty claims. Upon selecting the Warranty Jobs report, the Date Range Entry window will appear. Enter the beginning and ending dates and POSi-Track 4.1 102 press Enter. The dates must be entered in the format of MM/DD/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. This function reads straight through the service order data files to locate completed open orders. For each completed order, the following warranty job information is printed: job number, stock codes, description, quantity, price, cost, extended price, and extended cost. Summary Daily The Summary Daily report is identical in operation to the Daily Sales report, except it displays the total sales volume information on the screen (this report is not printed). The Summary Daily and Summary Month to Date reports were included in POSi-Track to allow easy retrieval of sales information without an extensive use of paper printouts. Upon selecting the Summary Daily report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/DD/YYYY. The displayed data from the Summary Daily report is simply the totals that would be printed at the end of the Daily Sales report. No information about specific invoices or items is displayed. When finished viewing the Summary Daily report, press Enter. Summary Month to Date The Summary Month to Date report is identical in operation to the MTD Sales report, except it displays the total sales volume information on the screen (this report is not printed). Upon selecting the Summary Month to Date report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/YYYY. The displayed data from the Summary Month to Date report is simply the totals that would be printed at the end of the MTD Sales report. No information about specific invoices or items is displayed. When finished viewing the Summary Month to Date report, press Enter. Daily Sales POSi-Track 4.1 103 The Daily Sales report prints a list of all items sold on a specific date. Upon selecting the Daily Sales report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/DD/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. When initiated, POSi-Track will compile all available sales information for the date entered. The printed report will list each line item for all invoices created on the desired date in no specific order. Each line item will show the stock code, description, manufacturer, invoice number, per unit price, quantity, calculated tax, GST, per item cost, and the profit for the line item. If the stock code is designated as serialized, each serial number currently associated with the stock code and invoice will also be printed. At the end of the report, the totals of each column for all serialized items will be calculated and printed. Next, the column totals of all items sold, regardless of their serialized status, will be calculated and printed, along with the total taxable sales and total nontaxable sales. Finally, there will be a breakdown of parts, labor, delivery/pickup, disposal, and sublet amounts. It is highly recommended that a Daily Sales report be run each night after closing to provide a secondary method of tracking sales history. MTD Sales The MTD Sales report is identical to the Daily Sales report with the exception that it covers the total sales for a months time instead of just a days time. Upon selecting the MTD Sales report, the Date Entry window will appear. Enter the date for the report and press Enter. The date must be entered in the format of MM/YYYY. The final window will be the Output Destination box. Select the desired destination and press Enter. If the month entered is already past, such as the prior calendar month, then all sales within that month will be printed. If the current month is selected, all sales up to the current date will be included. POSi-Track 4.1 104 If a date entered is in the future, the report will have no line items and the totals will be zero. RMA This section covers all the reports related to RMA (returned merchandise authorization) information. Reprint RMA The Reprint RMA report is a means by which an individual RMA can be reprinted. Upon selecting the Reprint RMA report, the RMA Number Entry window will appear. Enter the RMA number you wish to reprint and press Enter. Partial searches are supported in this field. Once a valid RMA number is entered, the RMA information will be retrieved and you will be prompted to select the output destination. Select the desired destination and press Enter Outstanding The Outstanding report prints a list of items on RMAs that have not yet been received. The only option for the Outstanding report is selecting the output destination. This function reads straight through the RMA entry data files to locate items still outstanding. For each item still to be received, the following information is printed: stock code, RMA number, partial vendor name, vendor RMA number, date the order was created, description, manufacturer, stock quantity returned, non-stock quantity returned, and the amount received. Summary History/Detailed History The Summary and Detailed History reports are identical except for the format in which the information is printed, so they will be discussed concurrently. The Summary History report prints a list of items and the quantity of each item returned that matches the selection criteria. Each line item is printed only once, and the quantities shipped and received are the total quantities for the entire period rather than for one RMA. The Detailed History report prints a complete list of items exactly as they appeared on individual RMAs. The quantities printed are for the item on the individual RMA being examined. POSi-Track 4.1 105 Due to this, a single stock code may appear many times on one report. The options for either the Summary History report or Detailed History report include selecting the beginning and ending criteria, the sort by method, and the output destination. The selection criteria ranges available for both reports are, vendor, date, stock code, category, and subcategory. These reports can be sorted by stock code or RMA number. POSi-Track 4.1 106 Chapter 12: Options This chapter covers in detail all functions available under the Options menu of POSi-Track. Batch Processing Batch Processing allows you to run several functions from each of POSi-Track's sections. Most of these functions can take extended periods of time, and have been included in Batch Processing to allow them to run without user input whenever time allows or after normal business hours. There are five Batch Processing functions: Index Verification, Validation, Dead Data Removal, Storage Reclamation, and Reports. Each of these functions have several subfunctions within them. * The Index Verification function will verify the contents of the indexes of each subfunction checked. This ensures that the indexes match the data. * The Validation function recalculates the stock code quantities for customer orders, purchase orders, serialized items, and RMAs. * The Dead Data Removal function scans the selected data files and determines if each entry is currently in use. If an item is not in use, it is deleted from POSi-Track. * The Storage Reclamation function recovers the space used by deleted data. * The Reports function allows multiple reports to be printed as part of batch processing instead of having to select the reports manually. Upon selecting Batch Processing, the Batch Processing window will appear. Each of the five functions will be listed. Select the function you want. You will then be presented with the option window for that function. Select the subfunction(s) you want and press Enter. Every subfunction that is checked will be run in the order that they appear on the screen. When all subfunctions in each function are selected, press Enter. The only user input required after confirming the start of the batch, is to confirm or enter in the correct month for the Reports MTD Sales subfunction, and select a printout destination. It is recommended that you run all of the Batch Processing functions at the end of each calendar month. POSi-Track 4.1 107 Backup/Restore The Backup/Restore function allows you to easily make a copy of your data for storage in another location in case of fire, theft, or the occasional system failure. This function also allows for easy restoration of backed-up data. Since there are several different versions of DOS backup functions available, all of which require different command lines and some require quite a bit of PC knowledge, POSi-Track uses PKZip to perform backups and PKUnzip to perform restorations. Upon selecting the Backup/Restore function, the Backup/Restore window will appear. This window consists of two Function radio buttons and two Drive radio buttons. The first two buttons indicate whether you want to make a backup copy of your data, or restore from a previous backup. The second two buttons indicate which floppy drive to use for the backup or restoration. When your selections are correct, press the Enter. If PKZip/PKUnzip is not present in the POSi-Track subdirectory or in the DOS Path, you will simply be returned to the Main menu. If PKZip/PKUnzip is present, it will appear as a full screen DOS window. Customization Several elements of POSi-Track are customizable. These elements are company information, disclaimer lines, default values, service order defaults, and security. Company Information The Company Information function provides the means to have invoices and orders printed with your company information. Most of the information entered using this function will be printed at the top of invoices and customer orders. Upon selecting the Company Information function, the Company Information window will appear. Enter in the information requested for each field. No special considerations are needed for centering as this is done automatically. When all fields are correct, press Enter. POSi-Track 4.1 108 The company information text is stored in the same location as the data files to ensure that all terminals access the same information. Disclaimer Lines The Disclaimer Lines function provides the means to modify the text that is printed in small print at the bottom of every invoice. You can use the disclaimer lines to display your return policy, monthly specials, seasonal messages or anything that you wish your customers to see at the end of their invoice. Upon selecting the Disclaimer Lines function, the Disclaimer Entry window will appear. This window contains two edit fields, Disclaimer Line 1 and Disclaimer Line 2. Each line can contain up to 132 characters of text and will be printed exactly as typed in the field. The field will scroll to allow the entry of more text than what will appear on the screen. When both fields are correct, press Enter. The disclaimer line text is stored in the same location as the data files to ensure that all terminals access the same information. Default Values The Default Values function provides the means to set default values for tax rates, shipping method, options, late charges, cost calculation, and decimal placement. Upon selecting the Default Values function, the Defaults & Options window will appear. This window consists of six sections. Enter in the information requested for each field. The first section is Tax Rates and has two edit fields. The first field is Local Tax Rate and should be set to the tax rate for transactions that occur at your place of business. The second Tax Rates field is GST Rate. If you are subject to this tax, enter your GST rate. After entering the amount, invoices and orders will display your GST rate. If you are not subject to the Canadian General Sales Tax, you may ignore the contents of the GST Rate field. The second section is Ship Via and contains a single edit field. The contents of the default Ship Via field is inserted automatically on each invoice and customer order. Enter in your most common method shipment. The third section is Options which consists of six check boxes. The first check box, GST Applies, indicates if POSi-Track is supposed to calculate and display information for the Canadian POSi-Track 4.1 109 GST. If you are subject to this tax, you must check this box to have GST information displayed on invoices and orders. All sales reports will display a column for GST information regardless of the status of this check box. The next Options check box, Local Tax Taxes GST, indicates whether or not local tax taxes Canadian GST. If you have checked the GST Applies box and your local tax taxes GST check this box. The third Options check box, Print Company Info on Invoices, is an indicator as to whether or not the company information is printed at the top of invoices and customer orders. If you are printing invoices on letterhead, leave this box unchecked. If you want POSi-Track to print the invoice and order headers, check this box. The fourth Options check box, Print All Payment Types, indicates whether you want to print the total amount paid on an invoice, or print the specific amounts of each payment type on the invoice. Leave this field unchecked to print the total paid, or check it to print each payment type on invoices. The fifth Options check box, Price Adjustments While Receiving, indicates whether or not you wish to be able to adjust stock code pricing at the time of receiving. If this box is checked, and the cost of an item changes while receiving it via the purchase order functions, you can adjust the pricing information at the time of receiving instead of having to do it manually at a later time. The sixth and final Options check box, Insertion Loop, indicates whether or not POSi-Track should process item insertions as a loop. If this box is checked, POSi-Track will loop after processing an insertion until the user selects Cancel. For example, while invoicing the Stock Code Entry window will automatically appear after each line item is entered until Cancel is selected. The fourth section is Late Charge Percentage and consists of a single edit field. This field should contain the monthly percentage rate that you wish to apply towards balances older than 30 days. The fifth section is Cost Calculation which consists of two radio boxes which tell POSi-Track how to calculate the cost of a stock code. If you select the Last Cost method, POSi-Track will assume the cost of a stock code is the cost from the last time it was received. If you select the Average Cost method, POSi-Track will calculate the weighted average cost of the stock code. The sixth and final section is Precision which consists of three radio boxes which allow you to set POSi-Track to round to two, three, or four decimal places for stock code prices and costs. Set this option to 3 or 4 Places only if you will be dealing with stock codes that are either priced at or cost less than a penny. POSi-Track 4.1 110 When all the fields are correct, press Enter. Service Order Defaults The Service Order Defaults function provides the means to set default values specifically for the Service section of POSi-Track. Upon selecting the Service Order Defaults function, the Service Order Defaults window will appear. This window consists of three sections. The first section consists of a single edit field, Labor Rate. This field allows you to set the default labor rate charged on new service orders. This is only a default value and can be easily adjusted on individual service orders. The second section consists of two check boxes which indicate whether or not labor should be taxed by the local tax and/or the GST. In most cases, labor is not taxable. The third and final section, Service Order Disclaimer, contains an 180 byte field in which you should put your disclaimer for services performed in your shop. In general, this field will be used to inform your customers of liability limitations . When all the fields are correct, press Enter. Security The Security function provides a means to enable or disable the security features of POSi-Track. When initially installed, the Security function of POSi-Track is disabled. By enabling the security function, POSi-Track will require the entry of a valid user ID and password when entering the program. Once a user is logged into the program, the menu selections will be limited depending on the security flags set for the user. Upon selecting the Security function, the Security Control window will appear. This window consists of two radio buttons. Make your selection and press Enter. WARNING: You must create at least one user ID with either the manager flag set, or with authority to customize POSi-Track prior to exiting the program after enabling the security. Failure to create such a user will result in the inability to disable the security functions. Refer to the User Functions chapter for more information on setting user security flags. POSi-Track 4.1 111 Dot Matrix Printer The Dot Matrix Printer function allows you to have a single direct mapped dot matrix printer. This printer will print directly through the printer port, and as a result will not print in graphics mode. Using this function will allow dot matrix printers to print at the printer's capacity in text mode rather than in graphics mode. In other words, this allows dot matrix printers to print much faster. Upon selecting the Dot Matrix Printer function, the Dot Matrix Printer Setup window will appear. This window contains twelve edit fields and a drop down list box. The first edit field is for entering the name of your printer. The next nine fields are for entering the printer codes (reference your printer's user's guide). All characters of the printer code should be entered as decimal numbers and must be separated by commas. For example, if the command for your printer to set it to 17 characters per inch (compressed print) is: 27 38 107 50 83 0 you would enter: 27,38,107,50,83,0 in the 17 CPI field. The last two fields are for specifying the number of printable lines on a page when printing in normal print (10 CPI) and compressed print (17 CPI) respectively. These numbers default to 59 and 75. Finally, select the printer port you want to print to using the drop down list box in the bottom left-hand corner. When all the printer codes have been entered, press Alt-O or click the Ok button to save the information. Data Location The Data Location function allows you to change where POSi-Track stores your data. POSi-Track assumes that you intend to store the data in the same directory that you placed the program, unless you specifically tell POSi-Track to look some other place for the data. Upon selecting the Data Location function, the Data Location Entry window will appear. Enter in the new data location, and press Enter. If the data location does not exist, you will be asked if you want to create it. If you answer Yes, POSi-Track will create the directory, set the program to access the new location, and return you to the Main menu. If you answer No, you will be returned to the Data Location Entry window. NOTE: It is not recommended to place the POSi-Track data in the root directory of a drive. POSi-Track 4.1 112 The new data location that you just entered will now be retrieved and used each time POSi-Track is started. Number Sequence The Number Sequence function allows you to change the number sequence of invoices, orders, purchase orders, stock numbers, service orders, and RMAs. Upon selecting the Number Sequence function, you will be presented with a second menu of the items (listed above) which can have their number sequences modified. Select the item whose number sequence you wish to modify. After selecting an item, the Number Sequence Entry window will appear. Enter in the next number you wish to use for the selected number sequence and press Enter. POSi-Track will not allow you to enter in a number that is equal to or less than the next available number. This prevents you, for example, from entering in number 900 when the next number would already have been 950. Purge History The Purge History function provides a means to remove outdated account, invoice, customer order, purchase order, service order, and RMA history. Purging allows POSi-Track to recover drive space and increase performance. Upon selecting the Purge History function, you will be presented with a second menu of the items (listed above) which can have their history purged Select the item whose history you wish to purge. After selecting an item, the Date Entry window will appear. Enter in the date for which you want the purge to stop and press Enter. The date must be entered in the format of MM/DD/YYYY. All history for the data dated earlier than the date you enter will be removed from POSi-Track. POSi-Track defaults to a purge date of one year from the current date. The changes made by the Purge History functions are permanent. POSi-Track has no way to recover items once they have been purged. Please make a backup prior to running any of the Purge History functions. Verify Indexes The Verify Indexes function compares the contents of invoice, order, purchase order, stock code, customer, serialized, vendor, accounts receivable, service order, user, and RMA index files with the actual information in the data files and corrects any POSi-Track 4.1 113 discrepancies in the indexes. These functions do not modify data in any way. Upon selecting the Verify Indexes function, you will be presented with a second menu of the indexes (listed above) which can be verified. Select the index you wish to verify. The verification will begin immediately and a status window will appear indicating that the verification process is progressing. When the status window disappears, the verification is complete and you will be returned to the Main menu. File Viewer The File Viewer function is a simple ASCII text viewer which can read and display any ASCII text file. For files that are wider than the screen, the viewer is capable of scrolling left and right as well as up and down. Upon selecting the File Viewer function, the Select File window will appear. You will be prompted to enter in a file name. POSi-Track automatically displays a list of files that match *.TXT. Enter in the file name you wish to view in the input field, or select the file from the list in the file list box. Press Enter when the file name is either highlighted or entered in the input field. NOTE: If the file does not exist you will be prompted to enter another file name. After retrieving the file, POSi-Track will display the file in a large window. When you are finished viewing the file, press Alt-F4 or double click on the control box in the upper left-hand corner of the window with the mouse. Regitster POSi-Track The Register POSi-Track function brings up the REGISTER.FRM in the Windows notepad editor. Here you can fill out the register form and print it. Help The Help function opens POSi-Track's online help. POSi-Track 4.1 114 Authors Note If you have made it this far, you know most everything there is to know about POSi-Track. We at Millennium Software hope that this manual has been helpful and worth your time to read. If you have any problems, questions, or suggestions, we would very much like to hear about them. We wish you good fortune and prosperity in your business. POSi-Track 4.1 115 Appendix A: Available Variables The following is a list of the available variables for each type of report. Some of the variable numbers are repeated and reused for different reports and are actually the same item. Make sure that you only use variables that are available for the report that you are defining. Use of a variable that is not available for a report may simply result in a bad printout or, in a worst case scenario, may lock up the entire system. Available Invoice and Shipper Variables _____ Numbe ___ Max ___________ Description _ r ______ Length 8 52 Alternate shipping name (defaults to # 9 if blank) 9 52 Customer, aggregate name, (last, first) 10 30 Customer first name 11 30 Customer last name 12 8 Customer number 13 25 Customer shipping address line 1 14 25 Customer shipping address line 2 15 20 Customer shipping city 16 20 Customer shipping state 17 10 Customer shipping zip code 18 30 Aggregate shipping address (city, state, zip) 19 12 Customer phone number 22 12 Customer facsimile number 23 25 Customer billing address line 1 24 25 Customer billing address line 2 25 20 Customer billing city 26 20 Customer billing state 27 10 Customer billing zip code 28 30 Aggregate billing address (city, state, zip) 29 10 Invoice date (MM/DD/YYYY) 30 13 Customer purchase order POSi-Track 4.1 116 31 13 Invoice reference information 32 15 Invoice terms 33 12 Ship via 34 15 Salesperson 35 8 Invoice number 36 8 Original order number 37 3 Page number 38 4 Tax rate 41 9 Item quantity 42 15 Item stock code 43 20 Item description 44 1 Taxable indicator, Y if taxable, N if not 45 1 Taxable indicator, * if taxable, blank if not 46 9 Item list price 47 9 Actual invoice price (sale price) 48 9 Extended list price (Quantity * List) 49 9 Extended sale price (Quantity * Sale) 50 9 Extended difference (List - Sale)*Quantity 51 8 Percentage difference (List - Sale)/Sale*100 52 20 Item manufacturer 53 10 Item model 56 10 Item serial number 57 8 Item stock number 58 9 Invoice subtotal 59 8 Nontaxable total 60 8 Taxable total 61 8 Total tax 62 10 Grand total, (subtotal + tax) 63 9 Amount paid - cash 64 9 Amount paid - check 65 9 Amount paid - charge 66 10 Amount applied to in house account 67 10 Invoice balance POSi-Track 4.1 117 68 8 Number of line items 70 10 Total amount paid 71 132 Disclaimer line 1 72 132 Disclaimer line 2 80 0 Carriage return/line feed combination 81 8 Canadian GST total 82 8 Invoice/Order item text Available Purchase Order Variables _____ Numbe ___ Max ___________ Description _ r ______ Length 9 52 Vendor name 13 25 Vendor shipping address line 1 14 25 Vendor shipping address line 2 15 20 Vendor shipping city 16 20 Vendor shipping state 17 10 Vendor shipping zip code 18 30 Aggregate shipping address (city, state, zip) 19 12 Order desk phone number 20 12 Customer service number 21 12 Technical support number 22 12 Vendor facsimile number 23 25 Vendor mailing address line 1 24 25 Vendor mailing address line 2 25 20 Vendor mailing city 26 20 Vendor mailing state 27 10 Vendor mailing zip code 28 30 Aggregate mailing address (city, state, zip) 29 10 Purchase order date (MM/DD/YYYY) 31 13 Reference information 37 3 Page number 39 4 Purchase order year 40 8 Purchase order number 41 9 Item quantity 42 15 Item stock code POSi-Track 4.1 118 43 20 Item description 52 20 Item manufacturer 53 10 Item model 54 8 Item cost 55 8 Item extended cost (Quantity * cost) 62 10 Grand total 68 8 Number of line items 69 8 Total items ordered Available Customer Order Variables _____ Numbe ___ Max ___________ Description _ r ______ Length 9 52 Customer, aggregate name, (last, first) 10 30 Customer first name 11 30 Customer last name 12 8 Customer number 13 25 Customer shipping address line 1 14 25 Customer shipping address line 2 15 15 Customer shipping city 16 2 Customer shipping state 17 10 Customer shipping zip code 18 30 Aggregate shipping address (city, state, zip) 19 12 Customer phone number 22 12 Customer facsimile number 23 25 Customer billing address line 1 24 25 Customer billing address line 2 25 15 Customer billing city 26 2 Customer billing State 27 10 Customer billing zip code 28 30 Aggregate billing address (city, state, zip) 29 10 Order date (MM/DD/YYYY) 30 13 Customer purchase order 31 13 Order reference information 32 15 Order terms POSi-Track 4.1 119 33 12 Ship via 34 15 Salesperson 35 8 Order number 37 3 Page number 38 4 Tax rate 41 9 Item quantity 42 15 Item stock code 43 20 Item description 44 1 Taxable indicator, Y if taxable, N if not 45 1 Taxable indicator, * if taxable, blank if not 46 9 Item list price 47 9 Actual order price (sale price) 48 9 Extended list price (Quantity * List) 49 9 Extended sale price (Quantity * Sale) 50 9 Extended difference (List - Sale)*Quantity 51 8 Percentage difference (List - Sale)/Sale*100 52 20 Item manufacturer 53 10 Item model 56 10 Item serial number 57 8 Item stock number 58 9 Invoice subtotal 59 8 Nontaxable total 60 8 Taxable total 61 8 Total tax 62 10 Grand total, (subtotal + tax) 68 8 Number of line items 70 10 Total amount paid POSi-Track 4.1 120 Appendix B: Manual Adjustments The following are the available ini file options for manually adjusting some of POSi-Track's functions. These fields may or may not be present in the POSITRAK.INI file which will exist in the same subdirectory as the program. You may edit the POSITRAK.INI file with the Windows Notepad editor, or any other ASCII text editor. INI Sections for Label Adjustments These settings override the selected label. [CustomLabel] Width=2.5 (sets label width in inches) Height=.9375 (sets label height in inches) VertSpace=.0625 (sets vertical spacing in inches) HortzSpace=.125 (sets horizontal spacing in inches) POSi-Track 4.1 121 Columns=3 (sets number of columns) Rows=11 (sets number of rows per page) VertOffset=.125 (sets top margin) HortzOffset=0 (sets left margin) INI Section for Security Adjustments These settings automatically log out of the program if the security functions are enabled and these settings are set to one (1). [Settings] SalesLogout=1 CodesLogout=1 INI Section for Bar Code Adjustments The following shows the settings required to make a bar code that is 160 wide and 180 high: [Settings] SCBarcodeWidth=160 SCBarcodeHeight=180