Monster Media 1996 #15/Monster Media Number 15 (Monster Media)(July 1996).ISO/business/pics15.zip/UNPACK.EXE/MANUAL1.DOC

Text File | 1996-04-06 | 118KB | 2,691 lines

                  Positive Inventory Control System
                             PICS Lite





                            User's Guide




                        English Mountain Software
                            1750 Kingdom Way
                           Newport, TN  37821
                             [phone]









THIS SOFTWARE AND DOCUMENTATION CONSTITUTE PROPRIETARY AND
CONFIDENTIAL INFORMATION OF ENGLISH MOUNTAIN SOFTWARE AND AS SUCH
IS PROTECTED BY INTERNATIONAL, FEDERAL, AND STATE LAW.






                           Copyright (C) 1995
                        English Mountain Software
                           Newport, TN  37821




                           ALL RIGHTS RESERVED








                             LIMITED WARRANTY

This software, manuals, and reference materials in this package
are sold "as is" without warranty as to their performance. The
entire risk as to the results obtained and performance of the
program are assumed by the user. However, to the original
purchaser only, the publisher warrants the magnetic media on
which the program is recorded to be free from defect in material
and workmanship under normal use for a period of thirty (30) days
from the date of purchase (invoice date). If during this period,
the diskette should become defective, it may be returned to the
publisher for replacement free of charge. Proof of purchase may
be required.


                                Chapter 1
                              INTRODUCTION

ABOUT THE MANUAL
     We have made every effort to assure that this manual is
complete in every detail. The features and functions of this
software are described in a manner that seems adequate in most
cases. However, we realize that our users have a wide range of
computer experience and that some of you may be unfamiliar with
this type of software or to computers in general. For this
reason, we have made our technical support department available
to you on an unlimited basis and free of cost. Please avail
yourself of this service if  necessary. Refer to the appendix for
details.
     The section numbers of the manual generally correspond to
the numeric menu options on the Command Bar. This method of
identifying the topics in the manual will enable you to easily
find the corresponding menu option and visa versa.
     We suggest that you progress through the manual while at the
computer console so that you can see the screens as you read
about them. No manual could possibly provide enough illustrations
to substitute for this process.
     Program elements such as menu options and field names are
capitalized. Field contents and other literal expressions are
enclosed in quotes.

BEFORE YOU BEGIN
     1. Before proceeding, be sure you have read and consent to
the terms and conditions of the Software License Agreement.
     2. Make backup copies of the distribution diskettes provided
with this package. Consult your DOS manual for specifics about
the diskcopy command.
     3. Read the appendices!

INSTALLATION
     Please follow these instructions to install PICS...
     1. Type <source drive:>install  and press Enter. For
example, if your distribution diskette is in drive A, type
"a:install" and press Enter.   If you are upgrading from a
previous version of this software, the Install program will
detect and save your existing data, however, always backup before
you install!
     2. Please verify that the files and buffers are properly set
in your config.sys file. The following lines should be present in
the config.sys file.
     1. files = 51
     2. buffers = 30
     These are minimums. If the numbers are greater than those
recommended, the results will be the same. The files should be
set odd because of a bug in some versions of DOS causing too much
memory to be allocated for even numbered handle requests.

SETUP
     Study chapter 2 of this manual carefully and then run the
Setup Program to configure your program. This is a critical
step... your program will not function correctly unless it is
configured to your hardware.  Furthermore, certain system
function depend upon information you enter here.

STARTING PICS
     Assuming that you are in the directory that contains the
PICS system, type "pics" and then press Enter to  run the PICS
program.

SYSTEM DESCRIPTION
     In addition to the Setup program (setup.exe), the Report
Writer (rl.exe), and the Data Base Utility (dbu.exe), the PICS
system is composed of five separate, but fully integrated
programs:  Sales Transaction Management (STM), the Inventory
Control Program (ICP), the Customer Control Program (CCP), the
System Report Generator (SRG), and System Utilities (UTL). A
complete description of these programs can be found in the
respective chapters of this manual.

SCREENS
     All screens in the PICS system consist of a Navigation Bar
and a Command Bar. The Navigation Bar (top bar) on each screen
will always indicate the function or menu choice currently
selected. The Command Bar (bottom bar) will always indicate the
possible choices or options available. The last option, in a list
of menu choices, will usually be RETURN (to the previous screen).
By repeatedly selecting this option, you will progress backward
in the screens until you finally return to the Main Menu. In
contrast, the CONTINUE option will cause you to advance to the
next screen.
     The space between the Navigation Bar and the Command Bar is
known as the Information Window.
     The choices available on the Command Bar are represented
with a numeric prefix. The PICS system is designed to use the
numeric key pad to select the option of your choice. Thus, the
system can be controlled with the fingers of one hand using the
numeric key pad (except, of course, for adding or editing data).
Once you get used to this method of navigating the system, you
will be able to move quickly and easily from one option to
another.

PRINTED FORMS
     PICS generates nine different forms... the invoice, packing
slip, proposal, pick list, work order, statement, ROA receipt,
purchase order and bill-of-material. These forms can be generated
by the system or you can order a "Universal Form Template"
pre-printed with your company name, address, phone, and if you
wish, company logo. The UFT is designed so that you can print any
one of the six forms generated by PICS without having to change
the form in the printer and is available in multi part tractor
feed or single sheet (laser printer) format. If you plan to use
the UFT, you will need to order right away. You have been
supplied with information regarding the ordering process in the
forms inclusion in this package.

BACKUPS
     This version of the PICS system will backup all files in
your ICP directory to the backup directory (\bak) on the hard
drive.  If you desire to backup to floppy disks, exit the program
and use the DOS backup command to archive the ICP directory.

ERROR SYSTEM
     If a system error is encountered, the Error Window will
appear. You will have the following options in this event:
     1. QUIT: Return to the DOS operating system. This may be
your only option if a fatal error occurred. After returning to
DOS, the error program will display certain details concerning
the error. You should print this screen as a record of the error.
If you contact Technical Support concerning an error, we may ask
you to fax this screen so we can isolate thre cause.
     2. RETRY: This is the option to use if the cause of the
error can be corrected. For example, if you attempt to print when
the printer is off-line or turned off, you will generate an error
message. Correct the problem and RETRY.

LAN CONSIDERATIONS
     If you have the multi-user version of PICS and intend to use
the software in a local area network (LAN) environment, you
should verify that the DOS  Share program is passed the following
parameters: "Share /F:2048 L:50". Please refer to your DOS manual
for details.

QUICK START
     If you wish to get started quickly, please read chapters
1,2, and 5. This will give you all the information you need to
start generating invoices. Inventory can be added at any time as
can customer records. Neither of these are necessary in order to
generate a basic invoice.




                               Chapter II
                                  SETUP

INTRODUCTION
     Setup is a separate program that enables you to configure
your PICS System. It has been installed (or copied) along with
all other program files in the directory you have selected for
PICS. Setup is started by typing "setup" at the DOS prompt and
then pressing Enter.
     The Setup Menu has several functions represented on the
Command Bar.
     1. IDENTIFICATION:  Establish system identification options.
     2. HARDWARE: Establish hardware options.
     3. SOFTWARE: Establish software options.
     4. INITIALIZE: Deletes all data files and initializes with
starting values.
     WARNING: Read this chapter carefully then run the Setup
Program. Do not INITIALIZE the system until you are certain you
will no longer require the sample data base provided for
instructional purposes.
     All values set in the Setup Program will remain in effect
until you run Setup again and specifically change them.

1.0 IDENTIFICATION
     This option allows you to enter system identification and
form comment values.

1.1 SYSTEM IDENTIFICATION
     The top line of the Identification screen is the HEADER
TITLE. This title will appear on the Navigation Bar of the PICS
Main Menu to personalize your program. This line cannot be edited
and is added when you install the program.
     Following the HEADER TITLE is your business name and
address. This information will print at the top of certain
reports and forms.
     The first address group is your shipping address. The second
address group is your billing/mailing address.

1.2 FORM COMMENTS
     The following six screens will provide you with up to eight
lines for comments which will be printed at the foot (lower left
corner) of the invoice, proposal, pick list, work order, the
statement, and the purchase order, ROA receipt, and bill-of-
material..

2.0 HARDWARE
     This function allows you to set certain hardware format
para-meters as follows:

2.1 MOUSE
     This option will enable the mouse functions. The mouse can
be used only in the data fields of the ICP and CCP programs (for
adding and editing data).
2.2 FORMS
     If you plan to use the pre-printed  forms, refer to the
information provided with your package for information relating
to ordering these forms. For now, set this option to SYSTEM
GENERATED and then reset the option when your PRE-PRINTED forms
arrive.

2.3 DRAWER
     Set the system format for NO DRAWER until  you have added a
cash drawer to the system. We have included information on cash
drawers and other peripheral devices in the appendix.
     If you select the DRAWER option, you will be prompted to
enter the BEGINNING TILL  TOTAL when you start PICS. The till
balance will be computed and displayed when you READ or RESET the
registers (see chapter 5 for details).

2.4 PRINTER
     These options will enable you to set one printer port for
your invoice/receipt printer and another for all other printer
output. This makes it possible to put your pre-printed forms in
one printer and plain report paper in another so that you will
not have to change the paper in your printer to print forms or
reports. Since all forms are now printed on the "Universal Form
Template", you can enjoy the convenience of being able to print
any one of six different forms also without changing the printer!
     You must specify the control codes for ompressed and
standard print. These are the only control codes required by the
PICS software. They are know as "Escape" (Esc) codes and they
vary from printer to printer. You find them listed in the
documentation for the printer you are using. The codes provided
as defaults in the Setup program are "generic" and will work with
most dot matrix printers. These codes will not work for laser or
ink jet printers.

2.5 DISPLAY
     In most cases, the COLOR display option will provide
satisfactory results regardless of the monitor/graphics card
combination you are using. However, if you are not satisfied with
the results, try the MONOCHROME setting. This may be necessary
with some VGA paper white monitors or laptop computers.

2.6 SCANNER
     If you are using a remote scanner to upload data to the ICP
program, specify the com (serial) port to which the scanner will
be connected. If you are not using a scanner, or if your scanner
is operating through the keyboard, select NONE.

3.0 SOFTWARE
     Theis Program function is used to set various software
options. These values are discussed in detail below.

3.1 TAXBASE
     The tax base is used in the STM to compute sales tax. This
figure must be entered in decimal form. For example, if the tax
rate for your state is 4 1/2% (4.5%), the number you enter will
be .045. If the RATE field in the customer record contains a tax
rate, that rate will over ride the taxbase entered here (Refer to
chapter 4 for details).

3.2 AGEING
     Like the tax rate, the aging factor for accounts receivable
must be entered in decimal form. For example, if your past due
accounts will be aged 1 1/2%/month (1.5%), the number to enter
here is .015.

3.3 SECURITY
     There are two levels of security in the PICS system. The
read code will  enable access to the read only functions of the
system (no data can be  added, edited, or deleted). The write
code grants access to all system functions (data can be  added,
edited, and deleted). If you do not enter a code for either
level, the security system will be disabled. This is the default
setting . You can change the codes to any alpha-numeric sequence
of up to seven characters. The present value of the code will be
displayed and you will be asked to enter the new code. If you
simply press the Enter key, the present value will be retained.
     If you have entered a code for either read or write in the
Setup Program, you will be prompted to enter one of these codes
when you start the PICS program. If you logon with a read code,
the system will permit access to the read only functions of the
program. If you logon with the write code, the system will permit
access to all functions. You can access the security system at
any point in the program by pressing the F6 key. Here, you may
change from read to write privileges and visa versa. If you
forget the code values you have entered, run Setup again and you
will see their present values.

3.4 COSTING
     This option determines the method that will be used to
re-cost inventory when inventory is ordered and received at a new
cost..

3.4.1 LIFO (Last-in-first-out)
     When this costing method is selected, the last items
received at the newest pricing are sold first (in inverse order
of date received).

3.4.2 FIFO (First-in-First-out)
     When this costing method is selected, the first items
received at the oldest pricing  are sold first (in order of date
received).

3.4.3 WEIGHTED AVERAGE
     This method computes the weighted average of the original
cost and the new cost. The cost will be replaced with this
average.

3.4.4 REPLACE
     This option will cause the old price to be replaced with the
new one.

3.4.5 NONE
     This option will simply "turn off" the costing functions so
that costing is ignored.

3.5 SHOW COST
      If you select  the HIDE option, the cost will not be
visible in the inventory records. Pressing F5 when viewing an
inventory record will reveal the cost for that record.
Alternately, if you select the SHOW option, the cost will be
visible and pressing F5 will cause the cost to disappear for the
displayed record.

4.0 INITIALIZE
     The initialize function will result in all data bases being
deleted (cleared) and reset with starting values. Do not
initialize the system until you are sure you will have no further
need of the sample data bases supplied with the system.


                               Chapter III
                        INVENTORY CONTROL PROGRAM

INTRODUCTION
     The Inventory Control Program (ICP) is accessed from the
PICS Main Menu by selecting option #2 (ICP)
     The ICP Menu presents the following options:
     1. SOR (Sell, Order, Receive inventory)
     2. ADD (Add records)
     3. EDT (Edit records)
     4. FND (Find records)
     5. BRO (Browse records)
     6. FTR (Filter data base)
     7. DSC (Inventory Discount Schedule)
     8. UTL (Utilities)
     9. RPT (Report generator)
     NOTE: We recommended that you begin by studying  sections 2
through 9  and  then return to section 1 for a discussion  of
the  SOR function.
     We also recommend that you print  an  Inventory Summary
Report by selecting  option  #9 (RPT), then select the I_SUMMAR
(summary) report and print a  full  (i.e. unfiltered)  report of
the demo inventory data base. This  report will be useful in the
sections that follow.

SPECIAL KEYS
     In addition  to the numeric keys, certain  other  keys  are
important:
     PgUp and ArrowUp keys will move to the previous record.
     PgDn and ArrowDn keys will move  to the next record.
     Ctrl+PgUp will move to the beginning (first record) of  the
file.  If  the record pointer is at the beginning  of  the  file,
<bof> will flash on the status line in the lower left corner of
the screen.
     Ctrl+PgDn will move to the end (last record) of the file. If
the record pointer is at the end of the file,  <eof> will flash
on the status line in the lower left corner of the screen.
     The Del key toggles between deleting and undeleting a
record. If a record is deleted, <deleted> will flash on the
Status Line in  the  lower right corner of the screen. However,
once you move to another record, the deleted record will no
longer be visible and will, in fact, be ignored by the system.
Notice that records marked for deletion in this manner must be
Packed in order to permanently remove them from the data base and
may be recalled unless they have been packed. Refer to Section
8.1 for details.
     The F2 key activates the serial number window only if the
displayed item is erialized (has a serial number in the SERIAL
field). Serial numbers for the displayed item may be added,
edited, or deleted in this way. To add a number, press the
ArrowUp key to insert a blank line in the window. Press Enter to
retreive the cursor then enter the desired serial number. Press
'Enter'again to eliminate the cursor then press Esc to exit the
window. The serial number highlighted when the Esc key is pressed
will be the serial nu,mber selected.
     The F3 key will allw you to access the item history for the
displayed item.  If you are using the ICP as a stand-alone
program, this will be the Transaction History. If you are using
the ICP as part of the PICS system, this will be the Sales
History .
     The F4 key will allow you to view  the  vendor record
associated with the displayed inventory record. The vendor record
contains  the  vendor name, address,  phone  number, fax number
and contact person. If  there  is no vendor record for the
displayed  inventory item, you will see a blank record displayed
in the Vendor Window. You may add the vendor information by first
pressing Enter  to retrieve the cursor. Type the vendor name and
press  Enter again. The cursor will disappear and you will be
able to  use the ArrowLt key to move to the next  field.  Press
Enter again and repeat the process for each  field  of
information.  After  Entering data in the last field,  press
Enter to remove the cursor and then press Esc to exit  the
window. If you desire to delete a vendor, locate any item with
the desired  vendor using  the FND function then open the vendor
file by pressing F4 and highlight  the VENDOR field. Use the
delete key to remove the VENDOR name and  press Enter once again
to remove the cursor. Press Esc to exit the window and the vendor
will be deleted.
     Remember, to make changes in the fields of the vendor file
you must have a cursor present. To move from field to field,  the
cursor  must be absent. If the VENDOR name is missing,  the
record will be deleted when you exit the window. In order to
print the vendor information on the purchase order, you must have
the information recorded here.
     The F5 key will cause the COST field to appear if it is
currently hidden. Conversely, if it is visible, this key will
hide the COST.
     The F6 key activates system security. This topic was
discussed in the previous chapter in Section 3.3.
     The F7 key activates the memo processor. This function
allows you to enter a note for each item. The Memo Window is
actually a mini word processor which facilitates word wrap and
scrolling. To save a note, press the Ctrl+w keys together. To
abort an edit, press the Esc key. If the displayed record has an
associated memo, the MEMO flag will appear on the status line. To
delete a memo, use the Ctrl+y key to delete each line of the
memo, then press Ctrl+w to save the deleted memo.
     The F8 key allows you to select a specific location code for
inventory. This topic will be discussed in detail in Section 2.0
of this chapter.
     The F9 key prints a bin/price label for the displayed
record..
     The F10 key will cause a vendor mailing label to be printed
for the displayed record.

STATUS LINE
     The  status line  (bottom row on the  screen)  has  several
indicators  which provide useful information about the  operation
of the ICP.
     The fraction in the left most position on the status line
represents the record number of the displayed record  (numerator)
and the total record count for the data base (denominator). The
record number is the order in which the displayed record was
added to the data base and will not appear in sequence due to
indexing (ordering according to item number, serial, description,
manufacturer, vendor,  alternate or cross reference).
     The  active index (record sequence indicator) is displayed
next. This indicator refers to the active index mentioned in the
previous paragraph. Refer  to the discussion of the find  (FND)
function for more details.
     The  filter  status  is displayed next. You  will  see  this
indicator only if a filter is active. Refer to the discussion of
the filter (FTR) function
     The location flag appears just to the right of the filter
status and is visible only if a specific location has been
selected.
     The deletion status indicator is next. The indicator will be
visible only if the displayed record is marked for deletion.
     Finally, the MMO  indicator  will flash in the right most
position  on  the status line only if a memo exists for the
displayed item.

DEMO DATA BASE
     ICP  is  shipped with a fifty record sample  inventory  data
base.  You will refer to this information while learning  to  use
the  system. When you are certain that you no longer  need  these
records,  use  the INITIALIZE option in the Setup Program to
delete these records.
     Although the demo data base consists of small engine parts,
the data base structure is generic enough to accommodate almost
any inventory.

DEFINITIONS
     1. DATA BASE: A data base is an organized collection of data
and  is  composed  of repeating units of  information  in  some
sorted order or sequence. An example would be a telephone
directory.
     2.  RECORD:  A  record is one of the  repeating  units  of
information  mentioned above. In the example of the  phone  book,
these units are composed of the last name, first name, address,
and phone number.
     3.  FIELD: The last name, first name, address, and phone
number which  make  up  the  records in the phone  book  data
base  are fields  of data and are common to all the records in
the  data base.
     4. DATA STRING: The data contained in the fields of a record
is  known as a data string. For example, "Smith" would be a  data
string in the last name field.
     WARNING:   Make a  habit of watching the  screen.  Menu
driven programs  such  as  this one require that you  watch the
screen  carefully  until  you become familiar with the  operation
of  the system  and the flow of the program. You will save
yourself  much confusion and grief  if you heed this suggestion!
READ THE SCREEN.

1.0 SOR
     This  is  the SELL/ORDER/RECEIVE module of the  ICP.  It  is
designed primarily to enable you to order and receive  inventory.
     Entering the inventory data base into the computer can be a
time consuming  and tedious process. To further complicate the
situation,  inventory sold must be subtracted from the inventory
balance  and inventory received must be added. We have included
the SELL  function  so  that the integrity of the data  base  can
be maintained  during  the period of time required to  key-in
the inventory data base. This function is a convenient way to
move inventory  out of the data base.

1.1 SELL
     Select the SELL option from the SOR Menu. The item currently
displayed will be the item to be sold. If you desire to sell a
different item, use the find (FND) or browse (BRO) option to
display the item then select SELL. You will be prompted to enter
the quantity to sell, the date, and a reference number. The
reference number is usually a customer purchase order, Etc. The
number sold will  be subtracted from the count for this item. If
the  new count is less that the minimum (MIN) set for the item,
and if the maximum (MAX) is greater than zero, the item will be
flagged  for  reorder and added to the Order Report. If, however,
the maximum is zero, the item will be deleted. This feature
enables inventory items that are not to be reordered to be
deleted from the data base when the count reaches zero. In either
case, the  number sold  will  also be added to the total sold
(TL_SOLD)  field  for this item and the Transaction History
Report (I_TRANHX) will be updated.
     WARNING: It is possible to sell  more than the quantity
actually available (on hand) resulting in negative counts.

1.2 ORDER
     Inventory  orders  are  based upon the  Order  Report. This
report  lists all items where the count is less than the  minimum
(MIN) you have set for the item. Refer to Section 2.0 for a
discussion of the relationship between the COUNT, MINimum, and
MAXimum fields.
     Orders will be recorded in the Transaction history Report
(I-TRANHX)

1.2.1 ORDER INVENTORY
     Inventory can be ordered either automatically (from the
order report) or manually (item by item).

1.2.1.1 AUTO ORDER
     The  AUTO ORDER option will order (i.e. add to Order
Report) all  inventory  items where the count is less  than  the
minimum (MIN) set for the item. The quantity ordered will be the
quantity necessary  to bring the count to the maximum (MAX). If a
previous order exists, the quantity already on order will be
subtracted from the current order quantity to avoid stacking
orders. The filter function can be used to restrict the auto
order to a single vendor.

1.2.1.2 MANUAL ORDER
     The MANUAL ORDER option will allow you to order by the item.
You  will be able to order any item in any quantity regardless of
the count, minimum, or maximum. You can  add to an existing
purchase order or order under a new PO.
     Negative  numbers can be used as order quantities to  reduce
or cancel an ordered item. In other words, you can use the manual
order option to edit existing orders.
     The manual order option will also enable you to enter a new
cost for the item ordered. If the cost has changed since the last
order, this is the option to use. If this new cost differs from
the cost displayed for the item, the item will be recosted
according to the costing method selected in the Setup Program
when it is received .

1.2.2 PRINT REPORTS
     Two  order reports are available. The Purchase Order  Report
(I_PUROR1) and  the Inventory Order Report (I_ORDER). Both
reports are  available  for the full data base, or for a filtered
segment. The Purchase Order is also printed from this menu.

1.2.2.1 PURCHASE ORDER
     First, you will be prompted to enter the purchase order
number. (Examine the Purchase Order Report to determine which
purchase order you wish to print). After entering the PO number,
you will be prompted for the PRIMARY VENDOR. This will determine
the items to be included on the PO... any items appearing for
this vendor on the Purchase Order Report will also be included on
the PO. If you desire to include others, use the manual order
option to first add them to the report. If you desire to exclude
items that are on the report from the PO, edit the report using
the manual order option and negative order quantities.
     If you are ordering from a vendor other than the indicated
(primary) vendor, enter a SUBSTITUTE VENDOR. This may be any
vendor for which an entry exists in the vendor data base (see
Section 7.0). Remember, the PRIMARY VENDOR determines the items
that will appear on the purchase order. These will be the items
on order for the vendor on the Purchase Order Report. The
SUBSTITUTE VENDOR will determine the vendor name and address that
will be printed on the actual Purchase order.
     Next, supply the DUE DATE, SHIP VIA, FOB, and CREDIT TERMS.

1.2.2.2 PURCHASE ORDER REPORT
     All inventory orders in the ICP require a purchase order.
Purchase orders are used to group orders. The Purchase Order
Report lists active PO's and the inventory on order under that
PO.

1.2.2.3 INVENTORY ORDER REPORT
     The Inventory Order Report lists all items where the count
is less than the minimum set for the item. Compare the Inventory
Order Report and the Purchase Order Report to better understand
the relationship between these reports.

1.2.3 INITIALIZE REPORTS
     This option will allow you to reset the order reports. The
Purchase Order Report and the Inventory Order Report are closely
related and adjustments to one report must also be applied to the
other. This happens automatically when the initialize option is
used.

1.2.3.1 PURCHASE ORDER/INVENTORY ORDER
     If no filter is set, this  function will  initialize both
the Inventory Order  Report and Purchase Order Report. The
Inventory Order Report will be cleared and reset to include all
current items where the count is less than the minimum. The
Purchase Order Report will be deleted and can be regenerated by
the auto order or manual order process. The filter function can
be used to initialize a single PO or single item number from both
reports.

1.2.3.2 PURCHASE ORDER YTD
     This function will reset the purchase order year-to-date
report.

1.3 RECEIVE
     Just as ordering inventory is based upon the Inventory Order
Report, so receiving inventory is based upon the Purchase Order
Report. Inventory  is  received in much the same way as it is
ordered, either automatically or manually.
     Inventory is always received into the Purchase Order under
which it was ordered.
     All PO's received are recorded in the Transaction History
Report (I_TRANHX).

1.3.1 AUTO RECEIVE
     Enter  the Purchase Order number and the  rest is
automatic! The quantity on order will be added to the  count, the
order cleared and the total received (TOTAL_RECD) field
incremented for each item on order under that PO. This is the
option to use if all items on order under the PO are received in
the quantities ordered (no backorders).
     If the cost for the item on the PO Report is different from
the cost in the inventory data base, the item will be recosted
according to the costing method selected in the Setup Program.
     The filter function can be used to auto receive a single PO
or single vendor.

1.3.2 MANUAL RECEIVE
     This option will allow you to enter backorders.  First enter
the PO to receive (examine the PO Report). If this PO is located,
you will be prompted to enter the item number to receive. In this
way, you can receive only specific item numbers in a given PO. If
you press Enter without entering an item number, you will
progress through the PO item by item from first item to the last.
     For each item in the PO, you will be prompted to enter the
quantity  received and the quantity backordered. If the cost on
the PO Report is different from the cost in the inventory data
base, you will be prompted to verify the new cost. The item will
the be recosted according to the method selected in the Setup
Program.

1.4 TRANSFER
     This function is available to transfer inventory from one
location to another. You will be prompted to enter the quantity
to transfer and the LOCation to transfer to. If the item number
and location (destination) are not located and verified, the
transfer will, of course, fail.
     All inventory transfers are recorded in the Transaction
History Report (I_TRANHX).

1.5 HISTORY
     This function will allow you to edit or print the
Transaction History.

2.0 ADD
     The  methodology used to number and describe your  inventory
items  is left entirely up to you. Nevertheless, there are a  few
things to keep in mind.
     All  entries are converted to upper case in order to
standardize searches. You will not be able to use upper and lower
case combinations in the ICP.
     The  item  number,  serial number, description,
manufacturer ,  vendor, alternate vendor (ALTERNATE), and cross
reference (XREF) are searchable fields. This means that records
can  be located  and displayed by searching for information
contained  in these fields. Blank spaces preceding the character
strings in these fields  will  affect the results of a search...
a  string with a blank space preceding it is not the same as the
string  without the leading blank space.
     In order to make the entry of data more efficient and rapid,
the ICP is designed to use an existing record as a template for
adding  new records. New records are added over the top of
existing records (which serve as templates). If you desire to
retain the information in a given field,  simply press Enter and
go on to the next field. If you press any key other than Enter,
the data in the field will disappear and you will be able to
enter new data. The template record will remain unchanged and the
new record will be added to the data base. If you are entering a
succession of  records where  subsequent  records  have certain
fields in  common  with previous records (for example, the same
vendor and manufacturer), this  process can save you much time
and reduces the chance of error.
     You may locate the desired template using the find (FND) or
browse  (BRO) options and then enter the new record over the  top
of the template displayed.
     In order to avoid unintentional duplicates, you will be
warned if the item number you are entering already exists.
     1.  ITEM (number): Item numbers  can  be any alpha-numeric
string of  up  to  15 characters and should be unique unless the
item is serialized.
     2. SERIAL (number):  Serialized inventory is simply
inventory (items) that have the same item number but different
serial numbers.   Press the F2 key to open the serial number
window. Serial numbers are added, edited, and selected in this
window. Highlight the desired serial number and press Esc to
select. Thi selected number will be copied to the SERIAl field of
the displayed item.
     3. DESCription: Descriptions should be consistent among like
items.  Alpha-numeric strings of up to 25 characters are
permitted.
     4. MFGR: is the manufacturer for the item.
     5. MODEL: if applicable.
     6. LOCation: This is the location code of the item. This
information  is useful because it enables the FND function to  be
used as an inventory locator. It is also beneficial when
recounting inventory because it forms the basis of the Abstract
Report.
     The location code consists of two numbers followed by six
characters. The numbers (1-99) represent the store (or warehouse)
location and the six characters that follow represent the
location (bin or aisle) in the store. If you are using only one
location, all location codes should begin with "01". Single
locations can be isolated by using the filter function  or the F8
Location function. Once a location has been specified, you must
enter the location code "00" to recall the other locations.
     7.  STD  PACK: This is the number  of  items contained in
the package identified by the item number.
     8. COUNT: The current inventory level.
     9. COST: This is the current cost of the item (what you
paid).
     10. RETAIL: The retail (selling) price.
     11. WHOLESALE: The wholesale (dealer) price.
     12. MAXimum: The maximum inventory level is the amount that
the system will order to when the count is below the minimum.
WARNING:If the maximum is set at 0, the item will be deleted when
the count reaches zero rather than being added to the Order
Report!
     13.  MINimum: The minimum (MIN) and maximum (MAX) inventory
levels should be considered carefully. The minimum is the order
point for the item and the maximum is useful in determining the
quantity to order. If there is a price break for certain minimum
quantity order, the minimum should be set to reflect this
quantity (maximum-price break quantity=minimum). For example, if
you receive a price break at one dozen of a certain item, and you
wish to maintain a count of 120 items, set the minimum at
120-12=108. This will technique will cause the auto order
function to order in price break quantities.
     14. TAX: The taxable field is used to indicate non-taxable
items (such as labor). In the Transaction Management Program,
both the inventory TAX field and the customer TAXABLE fields must
be set to "Y" in order for tax to be charged by default for any
item.
     15.  VENDOR: The source for this item. The  address,  etc.
for the vendor is entered using the F4 function key. Although
several records may have same vendor, it is necessary to enter
this information only once for each vendor.
     It is important to keep the vendor information current
because it is required for the purchase order.
     16. ALTERNATE: The alternate vendor and  is for reference
only.
     17. DEPARTMENT: Departments are used to group inventory.
This version of the PICS system will accumulate totals for 14
departments (1-14). Key the inventory item to one  of the  14
departments  if you wish  to  track  department  totals.
     18. XREF: The Cross Reference is the vendor item number and
prints on the purchase order in addition to the item number.
     19. SUPR: If the item number has been superseded by another
item number, enter the superseding number here. If a superseding
number is present in this field, the system will automatically
substitute the superseding number for any transactions involving
the original number. For example, if you attempt to find (FND) an
item number that has been superseded, the system will locate and
display  the superseding item number as if it had been the target
of the original search.
     20. COMPOSITE: Composite inventory items are made up of
other inventory items. If you enter a "Y" in this field, the item
may be linked to other items. See below for details.
     21.RECEIVED: The date received provides the basis of the
FIFO and FIFO costing capability of the system. The system date
is entered into this field when a record is added or received
into inventory.
     Always press Enter after completing the entry  for any
field. If you fail to do this (i.e. if you use the cursor keys to
move to the next field), the data you entered will  be  lost. The
cursor keys may be used to move to the next field (ArrowDn ) or
to a previous field (ArrowUp )  but  if changes are made, you
must  press Enter before leaving the field.
     The bottom two rows of fields are calculated fields and as
such are maintained automatically by the program.
     The  first  of these two rows contains the TL SOLD,  TL
RE-CEIVED,  and TL RETURNED fields. These fields  together
comprise
the item history for this item. The TL SOLD field is incremented
automatically every time one of these items is sold.  The  TL
RECEIVED field is a record of the number of these items  received
into  inventory. The TL RETURNED field is incremented  each  time
one  of  these items is returned by way of a  merchandise  return
transaction in the STM. The Item History can be reset in the  ICP
initialize (INI) function .
     The bottom row of fields includes QTY ORDERED, QTY RECEIVED,
and  QTY BACKORD. This comprises the order status of the  item.
The QTY  ORDERED  is automatically incremented whenever the  item
is ordered in the SOR module. QTY RECEIVED is incremented when
the item is received. If the quantity received is equal to the
quantity  ordered, the order status will be cleared and  these
three fields will be set to zero (0). The order status can be
reset  in the SOR function by initializing the Order Report .
     After the record has been completed for this item, you will
be able to enter a memo for the item. Memos may be added at any
time hereafter by pressing the F7 key. Remember to press Ctrl+w
to save the memo or Esc to abort.
     If you entered a "Y" in the composite field for this item,
you will now be able to  add or edit composite members. In the
pop-up window, add the item number and quantity you wish to link.
You may add as many composite members as you wish and when the
item number (composite) is sold, the composite members will also
be sold in the quantities entered here. This is useful for kit
items which are composed of other items.

3.0 EDT
     The edit function (EDT) is used to change information in the
record.  After  the field is changed, press Enter  to assure
that  the changes are permanent. When you  have  finished editing
the record, press Esc if you wish to pass  over any remaining
fields.
     Notice that you cannot edit the item number field. This is
so that duplicate item numbers will not be inadvertently created.
     The Edit mode also provides opportunity to edit the memo for
this item (if any) and the list of composite members if the item
is a composite.

4.0 FND
     Locating  a certain record can be accomplished most  quickly
with the find (FND) function. You will be able to locate records
by  the item number, serial number, description, manufacturer,
vendor, alternate vendor, or cross reference.
     The  system  will find the best match for  the  target  data
entered.  For example, if you are attempting to find all  records
with  "CARBURETOR" as the description, and you enter "CARB",  the
system will find  the first record in the data base that matches
this target. This may be "CARB", "CARBURETOR", "CARB KIT", or
"CARBURETOR  GASKET", etc. The more specific the target, the more
precise the results and the more general the target, the more
general the results.
     Notice  that  the field you search  on  (item,  serial,
description, manufacturer, vendor,  alternate, or xref  will
determine the order of  the  records in the data base. For
example, if you search on vendor, the records will be sequenced
in order of the vendor name  (alphabetic).  If you search for a
specific vendor and then  browse  (BRO) the  data  base, you will
see that the records are  in  order  by vendor.  The order of the
records will be indicated in the  lower left  corner  of the
screen by a single word (ITEM, SERL, DESC, MFGR, VEND, ALTR,
XREF) representing the index in use. This index will  remain in
use  until  changed.  If, for example, you wish to  return  to  a
record sequence based upon the item number, search (FND) on  ITEM
and  simply press Enter when prompted for an item  number to
find. It is not necessary to enter target data when setting the
index (record sequence).

5.0 BRO
     The browse function enables you to view a range of  records.
You  may browse the entire data base or a restricted  segment of
the data.
     Browsing a certain range of records can be  facilitated in
one of two ways. You  can  set the filter to include only those
records  you wish to view or you can locate the first record in
the data  base containing the desired information (using the FND
function)  and then  browse  the range of records matching this
criteria.  The difference  between these two methods is the fact
that  the filtered data base will give you an end-of-file (<eof>)
signal at the end of the range and you will not be able to browse
beyond this  point. Alternately, if you used the FND function to
locate the  first record in the data base containing the  desired
data, you would be able to browse through the information you
desire  to view and continue on to the actual end of the file.
Furthermore, a  filter can be set for any field or combination of
fields, whereas the FND function only operates on the
"searchable" fields.
     Notice  that  when you press Enter  while  in  the Browse
Window, the highlighted record will be displayed in  full screen
mode. Alternately, when you select Browse, the  displayed record
becomes the starting point for the Browse.

6.0 FTR
     The  filter function is one of the most powerful and useful
functions  of the system. With this feature you will be  able  to
cause  the data base to act as if it contains only those records
which match the filter criterion established. You can set a
simple  filter isolating a single field or a  complex  filter
including,  excluding and relating fields by using
the  and/or logical operators.
     Once  a filter is established, it will remain in effect
until you cancel  or modify  it. You will see the FILTERED flag
on the status line  if a filter is in effect.
     Filters  can be used to limit most ICP  functions  including
viewing,  browsing, ordering and receiving inventory, and  report
generation.
     The  Filter  function is case sensitive and you  must  pay
attention to case in the target value.
     As an example of the use of filters, suppose we desire to
isolate all records in the inventory data base where the vendor
is "NORVA" and the manufacturer is "TEC". Select the filter
option from the Main Menu (option #6). Next, highlight the CREATE
NEW FILTER option. You will be presented with a field list from
which to select the fields you wish to filter. In this example,
highlight the VENDOR field and press Enter. Next, highlight the
EQUALS option. Enter the vendor name "NORVA" as the target value.
Notice that the vendor name must be entered in caps if the vendor
names are in caps in the data base because the filter function is
case sensitive. Highlight the AND option next and repeat the
process for the MFGR = "TEC". Finally, select the DONE option and
the filter will be set. At this point, the data base will act as
if it contained only records where the vendor is "NORVA" and the
manufacturer is "TEC".

7.0 DSC
     This window will enable you to enter the Inventory Discount
Schedule for the displayed record. The start date and the end
date determine the date range for the specified discounts to be
in effect. This feature allows you to set an item on sale for a
special sale (seasonal or promotional). If you want the applied
discounts to always be in effect, enter "01/01/99" for the end
date.
     The QTY1/DISC1 combination determines the first quantity
discount level. If the quantity sold is from 0 to QTY1, DISC1
will be applied. If the quantity sold is from QTY1+1 to QTY2,
DISC2 will apply, etc. If the quantity sold is from QTY2+1 to
QTY3, DISC3 will apply. If the quantity sold is greater than
QTY3, DISC4 will apply.

8.0 UTL
     The  utility  function includes Pack,  Backup,  Index,
Reprice, Initialize, Deletion utilities and Import/Export
utilities.

8.1 PAK
     Packing  the data base permanently removes the  deleted
records from the data base. Therefore, before packing it is
desirable to print a Deletion Report in order to verify the
records  to be  removed. It is also a good idea to keep the
Deletion  Reports as a permanent hard copy record of all
deletions.
     Prior  to the actual packing of the data base,  deleted
records  can be recalled. In addition to the toggle feature in
the Del key, you may specify a range to recall and  undelete  a
large number of records all at once.

8.2 BKU
     The backup utility is provided here, in the Utility function
of  the CCP and at the logoff screen of the Main Menu. This
function will copy all data files into the backup directory
(\bak).

8.3 IDX
     This is a general housekeeping utility that is provided as a
means of repairing damaged or corrupted index files. If you are
unable to locate a record that you have good reason to believe is
in the data base... reindex! It is good data base management
practice to reindex the data base periodically in any case.

8.4 REP
     Repricing  inventory is accomplished by entering  a  formula
which  will  be used to replace the specified  price  level.  For
example,  if  you wish to replace the LIST field  with  cost+35%,
enter  the formula as cost*1.35 (the asterisk is the
multiplication symbol). You will be  prompted  for the  price
level to replace with the formula and, in  this  case, specify
the LIST field. The result will be that the contents  of the
LIST  field will be replaced with the contents of  the  cost
field + 35% (of the cost).
     Only the COST,RETAIL, and WHOLESALE fields and mathematical
expressions acting on these fields are permitted in the formula.

8.5 INI
     This function will reset the Sales History, The Transaction
History, or both.

8.6 DEL
     The (global) deletion utility is provided so that a range of
records  can be deleted at one time. An entire vendor or
manufacturer  can be deleted at one time by setting the
appropriate filter.
8.7 IMP
     The Import/Export functions are available so that data can
be exported to and from external data files as explained in
detail below.

8.7.1 IMPORT
     The IMPORT function will cause the data in the transfer data
base (tinven.dbf and tinven.dbt) to be appended to the inventory
data base (inven.dbf and inven.dbt). The data in the transfer
data base might be data imported from an external ASCII file via
the DBU program (refer to Chapter 9) or it may be data previously
exported by the ICP program.
     The IMPORT function checks for existing item number matches
in the inventory data base as data is being imported. If a match
is found, the COST field only is updated. If no match is found,
the record is added to the inventory data base.

8.7.2 EXPORT
     These are the inventory import and export functions as
described below.

8.7.2.1 BARCODE FILE
     This function will cause the ITEM NUMBER, DESCRIPTion, and
MINimum to be exported to a comma delimited ASCII file for use by
the optional bar code printing software.

8.7.2.2 INVENTORY FILE
     This function will cause the inventory data base (inven.dbf
and inven.dbt) to be exported (copied) to another file
(tinven.dbf and tinven.dbt) on the disk drive of choice.

8.7.2.3 LOCATIONS
     This option will cause the inventory records with the
specified location codes to be exported.

8.7.3 UPLOAD
     This option is available as part of the optional bar code
module so that input from remote scanners can be uploaded through
the serial port to update inventory balances (count).

8.8 FIL
     The File Manager is a very handy (and powerful) utility that
will enable you to manage the files on your hard drive including
the PICS system files.
     File manager displays a list of files in a scrolling pick
list. Navigating through the list of files is accomplished by the
ArrowUp and ArrowDn keys. The ArrowLt and ArrowRt keys are used
to move through the menu options at the top of the window.
Pressing Enter will activate the highlighted menu option for the
file that is currently highlighted. The copy and delete options
can also be performed on tagged files. Tagging a file is
accomplished by pressing the Space Bar while the file is
highlighted. A "tag all" option, F5, can be used to tag all
files. F6 will "untag" the files.

8.8.1 LOOK
     Views the currently selected file.

8.8.2 COPY
     Copies the selected file to another location either on
another drive or in another directory. When you desire to archive
the monthly directories or the \bak (backup) directory  to floppy
disks for permanent storage, this is the utility to use.

8.8.3 RENAME
     Renames the selected file.

8.8.4 DELETE
     Deletes the selected file.

8.8.5 PRINT
     Prints the selected ASCII file.

8.8.6 OPEN
     Not in use here.

9.0 RPT
     This option prints reports and labels.

9.1 REPORTS
     A descriptive list of all reports in the system can be
obtained by printing the I_REPORT report.
     To print a report, select the RPT option (#9) from the Main
Menu. You will see a list of reports in the window. Highlight the
desired report and press Enter.
     Next, you will be given the opportunity to enter a filter,
to proceed, or to abort the printing process and return to the
Main Menu.
     Following the filter option, you will be asked to enter a
KEY EXPRESSION for the report. This is the index key and will
determine the sequencing of the records in the report. The
default for most ICP reports is "vendor+item". This means that
the reports will appear in vendor order with item numbers in
order within each vendor. You may index the reports on any field
or combination of fields. For example, the Abstract Report is in
order of location+item because this report is used for taking
inventory and it is desirable for the records to be in order of
location for this purpose. Refer to Chapter 8 for details.

9.1.1 I_ABSTRA
     The Inventory Abstract is provided to assist the re-counting
of  inventory. The report is arranged in order of  item  location
code  and  then  by item number. It will be of  great  help  when
taking inventory.

9.1.2 I_BACKOR
     The Back Order Report is a  listing  of all items which have
been back ordered from the vendor.

9.1.3 I_COMPOS
     This report lists all composites and associated composite
members.

9.1.4 I_COSTIN
     The inventory costing report. This report should be printed
along with the Stock Value Report (I_SKVAL1) to show items which
have been costed according to LIFO or FIFO methods.

9.1.5 I_DELETI
     The inventory Deletion Report is a list of all inventory
items which have been marked for deletion.

9.1.6 I_DISCNT
     This report details the Inventory Discount Schedule.

9.1.7 I_INVORD
     The Inventory Order Report is a listing of all items where
the count is less than the min (i.e. ord_status = "y").

9.1.8 I_PRICEB
     This price list includes both the retail and wholesale
prices.

9.1.9 I_PRICER
     This price list includes only the retail price.

9.1.10 I_PRICEW
     This price list includes only the wholesale price.

9.1.11 I_PUROR1
     This is the Purchase Order Report.

9.1.12 I_PUROR2
     This is the Purchase Order Summary Report.

9.1.13 I_PURYTD
     This is the Purchase Order Year-To-Date Report.

9.1.14 I_REPORT
     This is a listing of all ICP reports and their definitions.

9.1.15 I_REPRI1
     This is the Pre-repricing Report.

9.1.16 I_REPRI2
     This is the Post-Repricing Report.

9.1.17 I_SERIAL
     This is the inventory serial number report. It lists all
available serial numbers for each serialized item.

9.1.18 I_SKVAL1
     This is the Stock Value Report. The Costing Report
(I_COSTIN) should be printed with this report to show items which
have been costed according to LIFO or FIFO methods.

9.1.19 I_SKVAL2
     This is the Stock Value Summary Report.

9.1.20 I_SUMMAR
     This is the Inventory Summary Report.

9.1.21 I_TRANHX
     This is the Transaction History Report.

9.1.22 I_VENLST
     This is the vendor mailing list.

9.2 LABELS
     The bin label and vendor mailing label are included with the
system as examples. You may make others with the RL program.
     If you set a filter to cause a label to be printed for a
single item number, you will be prompted to enter the number of
labels to  print. Multiple labels can be printed for a single
item number only.

9.2.1 I_BINLBL
     This is a bin/price label. This label is also available by
pressing the F6 key.

9.2.2 I_CRDFIL
     This option prints an inventory card (3x5 card).

9.2.3 I_PRILBL
     This is the inventory price label.

9.2.4 I_VENLBL
     This is a vendor mailing label. It is also available by
pressing the ) key.


                               Chapter IV
                        CUSTOMER CONTROL PROGRAM

INTRODUCTION
     The Customer Control Program (CCP) is accessed through the
PICS Main Menu by selecting option #3 (CCP).
     The CCP Menu presents the following options:
     1. CHX (Customer History)
     2. ADD (Add records)
     3. EDT (Edit records)
     4. FND (Find records)
     5. BRO (Browse records)
     6. FTR (Filter data base)
     7. DSC (Customer Discount Schedule)
     8. UTL (utilities)
     9. RPT (Report generator)
     The operation of the CCP is very similar to the ICP so that
most of what you learned in Chapter 3 (ICP) will transfer to this
module. Study Chapter 3 carefully, then read this chapter for a
discussion of any differences.
     The screens and the status line function exactly the same in
the CCP as in the ICP. Refer to Chapter 3 for details.
     The F3 key will allow you to view and edit the customer
history for the displayed customer. The history file is
automatically maintained by the STM system as transactions occur.
You may add or edit the history information by first pressing the
Enter key to retrieve the cursor. Type the appropriate
information  and press the Enter key again. The cursor will
disappear and you will be able to use the ArrowRt key to move to
the next field. Press the Enter key again and repeat the process
for each field of information. After entering data in the last
field, press the Enter key to remove the cursor and then press
Esc to exit the window.
     If you desire to delete a line of history, locate the
desired customer with FND function and open the history file and
press Enter to retrieve the cursor. Use the Del key to remove the
customer number (CNUM) and press the Enter key once again to
remove the cursor. Press the Esc key to exit the window and the
history line will be deleted.
     Remember, to make changes in the fields of the history file
you must have a cursor present. To move from field to field, the
cursor must be absent. If the CNUM is missing, the record will be
deleted when you exit the window.
     The F6 key activates system security.
     The F7 key activates the memo processor.
     The F8 key prints a statement for the displayed record.
     The F9 key prints a customer history for the displayed
record.
     The F10 key prints a mailing label for the displayed record.

1.0 PHX
     This function will print the customer history for the
displayed customer.


1.0 ADD
     Because names and addresses are typically a combination of
upper/lower case, the CCP does not force upper case as does the
ICP. For this reason, you must be consistent in the way you enter
information so that searching will yield consistent results.
     The customer number, name, and contact name are searchable
fields. This means that records can be located and displayed by
searching for information contained in these fields. Blank spaces
before the character strings of these fields will effect the
results of a search. That is, a string with a blank space
preceding is not the same as the string without the leading blank
space.
     In order to make the entry of data more efficient and rapid,
the CCP is designed to use a record template for adding new
records. If you are entering a succession of records where
subsequent records have certain fields in common with previous
records (for example, the same city, state, zip codes), this
process can save you much time. The only field that absolutely
must be changed is the customer number. You will not be allowed
to have two records with the same customer number. Beyond this,
if you desire to retain the information in a given field, simply
hit the Enter key and go on to the next field. If you press any
key other than the Enter key, the data in the field will
disappear and you will be able to enter new data.
     Alternately, you may locate the desired template using the
find (FND) or browse (BRO) options and then enter the new record
over the top of the template.
     1. CUSTOMER #: It is absolutely critical to the operation of
the system that each customer be given a distinct customer
number! Numbers can be any alpha-numeric string of up to 5
characters. We recommend using the first initial of the last name
followed by the last four digits of the phone number. In this
way, customers will always know their customer number without
having to memorize a new number and there is little chance of
duplication.
     2. CLASS: The class is used to group customer records into a
category. If you want to be able to print a customer list (or
labels) for a certain group of customers only (perhaps those who
buy a specific product), you will need to identify these
customers with the class you have selected for that type of
customer. We recommend using a single digit or letter for each
class group. If the customer belongs to more than one class,
simply add the additional class codes to the string. For example,
If you choose the number 1 as the class for widget users and  2
as the class for happy campers, you would enter the string "12"
as the class for all customers who are happy campers and widget
users. This enables you to use the filter function to isolate all
widget users  who are also happy campers by setting the filter to
CLASS CONTAINS 1 AND CLASS CONTAINS 2. Alternately, you could
isolate just the widget users by setting the filter to CLASS
CONTAINS 1. Note that if you set the filter to CLASS EQUALS 1,
you will isolate customers who are widget users and have no other
code numbers in the string!
     3. CUSTOMER NAME: This is the business name unless the
record describes an individual.  We recommend  you enter
individual names as last name, first name, initial so that all
customers with the same last name may be easily located. It is
important to be consistent if you put a space between the comma
and the first letter of the first name.
     Fields 4-9 are the  shipping address (or home address if
this record is for an individual) for the customer. Fields 15-20
are the billing/mailing address (work address if this record is
an individual). In the add record mode, the shipping address
group will be copied to the billing/mailing address group. You
can change these entries if the addresses are different.
     4. ADDRESS1: The first address line. For example, "123 Any
Street".
     5. ADDRESS2: The second line of the address. For example,
"Suite 1".
     6-9. CITY, STATE, ZIP, PHONE: Completes the mailing address.
     10. DEALER: If the record describes a dealer who will
receive the wholesale price for items you sell, put a "Y" in this
field. You will be able to edit the selling price but the dealer
(wholesale) price will be the default price level used in the
STM.
     11. TERMS: Customer credit terms.
     12. LIMIT: This is the credit limit for the customer.
     13. STATEMENT: If you enter a "0" in this field, no
statement will be printed for this customer. A "1" will cause a
statement to be printed without interest added. A "2" will cause
a statement to be printed and interest will be computed.
     14. TAX: Enter a "Y" if this customer is taxed. Remember, in
order for an inventory item to have a taxable default in the STM,
both this field and the inventory item TAX field must be "Y".
     15. TAXRATE: This is the tax rate for this customer (state).
If there is an entry in this field, , it will be used as the
basis of any sales tax computed for this customer during a sales
transaction rather than the tax entry made in the Setup Program
     16. TAX ID: This is the customer's sales tax ID number, if
applicable. This number is not used by the system. It is recorded
for reference only.
     17. CONTACT: This is the name of the contact person for this
customer (business). In addition, this is the name that will be
printed on mailing labels. Enter the name exactly as you want it
to appear on labels. For, example, "Mr. J. Scott Bigler".
     18. FAX: This is the fax number.
     19-24: This is the shipping address (or work address if this
record is for an individual) information for this customer.
     Always press the Enter key after completing the entry for a
field. If you fail to do this (i.e. if you use the cursor keys to
move to the next field), the data you entered will be lost. The
cursor keys may be used to move to the next field (ArrowDn or
ArrowRt) or to a previous field (ArrowUp or ArrowLt) but if
changes are made, you must press Enter  before leaving the field.

3.0 EDT
     The edit function (EDT) is used to change information in the
record. After the field is changed, press the Enter key to assure
that the changes are permanent. Press the Esc key if you wish to
pass over any remaining fields.
     Notice that you cannot edit thew customer number. This
prevents inadvertently duplication of customer number in the edit
mode.

4.0 FND
     Locating a certain record can be accomplished most quickly
with the FND function. You will be able to locate records by the
(customer) NUMBER, NAME, CONTACT.
     Notice that the field you search on (number, name, contact)
will determine the order of the records in the data base. For
example, if you search on name, the records will be sequenced in
order of the customer name (alphabetic). If you search for a
specific name and then browse (BRO) the data base, you will see
that the records remain in order by name. The order of the
records will be indicated in the lower left corner of the screen
by a single word (CNUM, NAME, CONT,) representing the index in
use. This index will remain in use until changed. If, for
example, you wish to return to a record sequence based upon the
customer number, search (FND) on CNUM and simply hit the Enter
key when prompted for a customer number to find.

5.0 BRO
     The browse function enables you to view a range of records.
You may browse the entire data base or a restricted segment of
the data. Browsing a certain range of records can be facilitated
in one of two ways.
     You can set the filter to include only those records you
wish to view or you can locate the first record in the data base
containing that desired information (using the FND function) and
then browse the range of records matching this criterion. The
difference between these two methods lies in the fact that the
filtered data base will give you an end-of-file (<eof>) signal at
the end of the range and you will not be able to browse beyond
this point. Alternately, if you used the FND function to locate
the first record in the data base containing the desired
information, you will be able to browse through the data you
desire to view and on to the actual end of the file. Furthermore,
a filter can be set for any field or combination of fields
whereas the FND function only operates on the searchable fields.
     Notice that if you press the Enter key while in the Browse
Window, the highlighted record will be displayed in full-screen
mode. Alternately, when you select Browse, the displayed record
becomes the starting point for the Browse.

6.0 FTR
     The filter function is one of the most powerful and useful
function of the system. With this feature you will be able to
cause the data base to act as if it contains only the desired
range of records. You can set a simple filter isolating a single
record or a complex filter including, excluding and relating
fields by using the and/or logical operators.
     Once set a filter will remain in effect until you cancel or
modify it. You will see the <filtered> flag at the bottom left
corner of the screen if a filter is in effect.
     Filters can be used to limit most of the CCP functions
including viewing, browsing, ordering and receiving inventory and
report generation.
     The Filter function is case sensitive and you must pay
attention to case in the target value.

7.0 DSC
     This is the Customer Discount Schedule for the displayed
customer. Enter the VENDOR to be discounted or enter "ALL" for
all vendors. If the sales (dollar) volume of the transaction is
from 0 to VOLUME1, DISC1 will apply. Sales from VOLUME1+1 to
VOLUME2 will be discounted at the DISC2 rate, etc. Sales
exceeding VOLUME3 will be discounted at the DISC4 rate. If, for
example, all vendors are to discounted 10% for this customer,
enter "999999.99" for VOLUME1 and "10" for DISC1.

8.0 UTL
     The utility function includes the Pack, Backup, Reindex, and
Deletion utilities.

8.1 PAK
     Packing the data base permanently removes the deleted
records. Therefore, before packing it is desirable to print a
Deletion Report in order to verify the records to be removed. It
is also a good idea to keep the Deletion Reports as a permanent
hard copy record of all deletions.
     Prior to the actual packing of the data base, deleted
records can be recalled. In addition to the toggle feature in the
Del key, you may specify a range to recall and undelete a large
number of records all at once.

8.2 BKU
     The Backup utility is provided here, in the ICP Utility
function and in the logoff screen of the main system. Files are
backed up into the \bak directory.

8.3 IDX
     This is a general housekeeping utility that is provided as a
means of repairing damaged or corrupted index files. If you are
unable to locate a record that you have good reason to believe is
in the data base... reindex!

8.4 MRG
     This function causes the address data base to be copied to
the merge.txt file as a comma delimited ASCII (text) file. From
here, the information can be merged by most standard word
processors.

8.5 DEL
     The (global) deletion utility is provided so that a range of
records can be deleted at one time.

8.6 IMP
     This is the CCP Import/Export Utility. As in the ICP
Program, data can be exported to and imported from a floppy disk.

8.6 FIL
     The FileManager is provided here, in the UTL menu of the ICP
program and in the System Utilities Menu. Please consult Chapter
3 for details.

9.0 RPT
     The CCP report generator currently includes many different
reports and labels.

9.1 REPORTS
     To print a report, select the RPT option from the Command
Bar of the Main Menu. You will see a list of reports in the
window. Highlight the desired report and press the Enter key.
     Next, you will be given the opportunity to enter a filter
expression for the report. , to proceed, or to abort the printing
process.
     Following the filter option, you will be asked to enter a
KEY EXPRESSION for the report. This is the index key and will
determine the sequence of the records in the report. You may
index on any field or combination of fields as long as the fields
are of the same type.

9.1.1 C_BACKOR
     This is the Customer Backorder Report. It is a list of
inventory items backordered to a specific customer.

9.1.2 C_CUSTHX
     This is the Customer History Report and is a list of each
customer's purchases.

9.1.3 C_CUSTLI1
     This is the standard customer list.

9.1.4 C_CUSTLI2
     This is the Customer Number Reference and includes only the
customer number and customer name.

9.1.5 C_DELETI
     The Deletion Report for the customer data base.

9.1.6 C_DISCNT
     This is the Customer Discount Schedule.

9.1.7 C_REPORT
     Lists all customer reports.

9.1.8 C_STMTSU
     This is the Receivables Summary.

9.2 LABELS
     This option allows you to print any one of the ten
pre-defined labels described below.
     If you set a filter to cause a label to be printed for a
single customer number, you will be prompted to enter the number
of labels to print. Multiple labels can be printed for single
customer numbers only.

9.2.1 C_LABL1M
     3 1/2 x 15/16 x 1 mailing label.

9.2.2 C_LABL1S
     3 1/2 x 15/16 x 1 shipping label.

9.2.3 C_LABL2M
     3 1/2 x 15/16 x 2 mailing label.

9.2.4 C_LABL2S
     3 1/2 x 15/16 x 2 shipping label.

9.2.5 C_LABL3M
     3 1/2 x 15/16 x 3 mailing label.

9.2.6 C_LABL3S
     3 1/2 x 15/16 x 3 shipping label.

9.2.7 C_LABL4M
     3 1/2 x 15/16 x 4 mailing label.

9.1.8 C_LABL4S
     3 1/2 x 15/16 x 4 shipping label.

9.2.9 C_LABL5M
     4 x 7/16 x 1 mailing label

9.2.10 C_LABL5S
     4 x 7/16 x 1 shipping label.8.2.11 C_ORGAN
     Prints address labels for a daily organizer. This label is
provided for reference. Study it for details about creating
labels.



                                Chapter V
                      SALES TRANSACTION MANAGEMENT

INTRODUCTION
     The Sales Transaction Management Program is accessed through
the PICS Main Menu by selecting option #1 (STM).
     The STM Menu presents the following options:
     1. SELL: Sell inventory.
     2. ROA: Receive On Account.
     3. PAY OUT: Pay out of the cash drawer.
     4. CREDIT: Return merchandise.
     5. MANAGER: This is the system manager module.

1.0 SELL
     Before a sale transaction can be processed, it is necessary
to identify the sales person  to which the transaction applies.
The name entered here will remain until changed. This name can be
a sales person's actual name or code.

1.1 ENTER CUSTOMER CODE
     You can enter the customer number directly if it is known.
This is the fastest method of identifying the customer.
     Customer number 1 is reserved for cash customer/retail and
customer number 2 is reserved for cash customer/wholesale. These
two customer numbers are options when you do not desire, for
whatever reason, to identify the customer more specifically (by
name).

1.2 ADD/LOCATE CUSTOMER
     Selecting this option causes the CCP screen to appear.
Locate the desired customer using the find (FND) or browse (BRO)
function. Once the customer has been located, simply RETURN to
the transaction and proceed. The customer record will be locked
in and the transaction will be processed for this customer. Refer
to Chapter 4 for discussions of the FND and BRO functions
respectively.
     Generally, it is desirable to use customer #1 (or customer
#2 for wholesale customers) for new customers and then add them
to the customer data base at a more convenient time. Be sure to
have the customer fill out an information card while you process
the sale so that you will have the necessary information. Of
course, the customer information must be added to the data base
before the transaction occurs if it is to be a charge sale. Refer
to chapter 4 for detailed information about entering new customer
records.
     If you decide to enter the new customer at the time of the
sale, select the ADD option from the CCP Menu and enter the new
record. Then  simply RETURN to the transaction and proceed. The
customer record will be locked-in and the transaction will be
processed for this customer.
     If the selected customer has exceeded his credit limit or if
he is past due on a credit account, you will be alerted as to the
customer status before proceeding with the transaction.

1.2 RESTORE
     This option allows you to restore an invoice that was
previously saved. After selecting this option the Invoice
Selection Window appears and you will have a number of options
available regarding saved invoices. These options appear at the
top of the window. Use the ArrowUp or ArrowDn keys to highlight
the desired invoice then use the ArrowRt or ArrowLt keys to
highlight the desired option (discussed below) and press the
Enter key.  You can also select the desired option by pressing
the first letter of the option name followed by the Enter key.
For example, to "Open" the highlighted invoice, press "O" and
then Enter.

1.2.1 LOOK
     This option will open the invoice in full screen view only
mode so that you can see the details of the invoice before
selecting it. Press the Esc key to return to the Selection
Window.

1.2.2 COPY
     This option will enable you to copy an invoice to or from
another directory.

1.2.3 RENAME
     This option will allow you to rename an invoice. This is not
recommended because the original invoice number will remain in
the customer history file, journal and other registers.

1.2.4 DELETE
     This option can be used to delete a single invoice or,
alternately, you can tag a series of invoices for deletion by
pressing the Space Bar. (See Chapter 8 for details). Again, this
is not recommended because deleting the invoice here does not
remove it from the customer history file or from the sales
journal and registers.

1.2.5 PRINT
     This option is not enabled in this function. To re-print an
invoice you must OPEN it then select the PRNT option at the
conclusion of the transaction as discussed below.  This option is
able to print ASCII (text) files only.

1.2.6 OPEN
     This option will open the invoice into the transaction
window.
     If you press the F10 key while the list of invoices is
displayed in the Selection Window, another window will be opened
which will enable you to browse the Journal. This will help you
to isolate the invoice you need by relating the customer number,
date, and time to each invoice. After identifying the invoice
number, press the Esc key to close the Journal and select the
invoice as described above.

1.3 CONTINUE
     Select this option if you are creating a new invoice rather
than restoring  a previously transacted one.

1.4 ITEMIZATION
     Once the Transaction Window appears, you will see that the
SOLD field is highlighted but no cursor is visible. To retrieve
the cursor so that information can be entered into the field,
press the Enter key.  Once you have entered the information for
the highlighted field, press the Enter key again to remove the
cursor so that you may move to other fields using the ArrowRt or
ArrowLt keys. Remember, the cursor must be visible in order to
enter information into a field and it must be absent in order to
move to another field.
     Enter the quantity sold (SOLD) and the quantity backordered
(BKORD). The quantity backordered will be subtracted from the
quantity sold and the customer will be invoiced for this amount.
The quantity sold will appear on the invoice as the quantity
ordered. The difference between the quantity sold and the
quantity backordered will appear on the invoice as the quantity
shipped. Examine the invoice you received from EMS as an example.
     Customer backorders will be recorded in the customer
backorder file. Print the C_BACKOR report to see a list of
current customer backorders.
     To clear a backorder, enter the quantity being shipped in
the SOLD field and the negative of this amount in the backorder
(BKORD) field. If this number  is equal to or greater than the
amount on backorder for this customer and item number, the
backorder will be cleared.
      After entering the quantity sold and the quantity to
backorder (if any), enter the item number. If the item number is
located in the inventory data base, the price and extended price
(price x sold) will be displayed in the Transaction Window (To
view the description and other fields, simply pan right using the
ArrowRt key). Once you have entered an item number and pressed
the Enter key, the item, description, and count will be displayed
just below the Navigation Bar. If the count is zero for the item,
a tone will sound and the count will flash. This does not mean
the item transaction cannot continue but rather is a warning to
verify stock levels. PICS will allow you to sell items not in
inventory and to sell more than the quantity on hand.
     If an entry exists in the SUPR (superseded) field for the
item number in the inventory record, you will be prompted about
substituting the superseded number for the one entered.
     Enter any discounts for the item in the DISC field. Enter
the discount as a percent. For example, 10  will be interpreted
as 10%. You will be able to enter an overall invoice discount
when the transaction terminates.
     The symbol in the TAX field is determined by the entry in
the TAX field of the inventory record and by the entry in the
TAXABLE field of the customer record. If either of these fields
contain a "N", the tax default  here will be "N" (or nothing at
all if the item was not located ) , however, you may change it if
necessary. You may also edit the price of the item if you wish.
The price will be extended (sold x price) automatically.
     It makes no difference what order of entry is used. If you
enter the item number first, the price will be displayed (if the
item is located in the inventory data base). This is great for
checking the price of an item. If you have nothing (or 0) entered
in the SOLD field, the item will be deleted from the transaction
when the invoice is printed.
     It is possible to sell items not in inventory. Simply enter
the item as usual. You will have to supply the price and
description since that information will not be available
otherwise.
     To add a new item, press the Enter key to remove the cursor
then press the ArrowUp key. A blank line will be inserted.
     If you are not certain of an item number, you may search the
inventory data base without terminating the transaction. Pressing
the F10 key while in the Transaction Window will open the
Inventory Browse Window. You will be prompted to select the
active index for the browse. This determines the sequence of
records for the browse. This feature makes it possible to look-up
an item number if you know only the description, etc.
     You will be prompted for a locator after you select the
index for the browse. This will position you in the data base so
that you can begin the browse at the point of interest. Remember
to use caps in the locator if the information is in the data base
is in caps.
     When you locate the desired item, highlight that item in the
Browse Window and press the Enter key. The item will be copied
into the Transaction Window automatically.
     If you are selling a serialized item, you will be prompted
to select the correct serial number from all available serial
numbers for that item.
     You may comment an invoice by pressing the Ctrl+End keys.
Enter the comment in the field provided then press the ArrowUp
key to enter another line of comment. When you have finished
commenting, press the Ctrl+Home keys to return to the invoice
form. You can have as many comments as necessary placed anywhere
in the body of the invoice.
     The transaction is built up using this full screen editing
capability until you terminate the transaction by pressing the
Esc key. You are then prompted to enter the invoice discount,
labor and shipping charges.

1.5 INVOICE DISCOUNT
     The invoice discount will effect the overall invoice (all
items). This prompt will not appear if the customer or inventory
discount schedules are active (customer or inventory item
discounts have been entered).

1.6 LABOR
     The overall labor charges are entered next. You may also
set-up an inventory record for a unit of labor (hourly) and enter
the labor charge as a line item on the invoice. This is useful if
you have different labor rates.

1.7 SHIPPING
     Shipping charges are entered here. The ship via information
will be printed on the invoice.

1.7 TERMINATE TRANSACTION
     The Command Bar now contains a series of options for
resolving the transaction. The comment that appears in the popup
window will print on the invoice just below the last item listed.
If you press Esc when the window appears, no comment will be
printed. If you press Enter the displayed comment will print. If
you type a new comment in the window and press Enter, the new
comment will print but will not be saved. If you precede the new
comment with "*", the new comment will be saved.

1.7.1 CASH
     If the method of payment is cash, select this option.
     The COMMENT displayed will print in the body of the invoice
after the last line item. You may change the comment by typing
whatever you like. If you want to make the new comment the
default in place of the original comment, proceed it with "*".
For example, "*HAVE A NICE DAY" will become the default comment.
     Enter the check number or PO in the REFERENCE field then
enter the amount tendered. Notice that the amount tendered cannot
be less than the amount due. It is possible, however, for the
amount tendered to be greater than the amount due. In this case,
change will be computed and displayed when the transaction is
complete.
     If you elect to save the invoice, the number displayed will
be the last invoice printed + 1. You will be asked to verify the
invoice number. If the invoice number you entered already exists,
you be prompted to overwrite, correct (the invoice number) or
continue (which will NOT save the current invoice in favor of the
existing invoice).
     Finally, either PRINT the invoice or CONTINUE. If you elect
to continue, the transaction will be concluded and terminated
without printing the invoice. The journal, monthly register,
customer history, inventory data base (COUNT and TL_SOLD) will be
updated.

1.7.2 CHRG
     Two types of charges are supported by the PIC System, Credit
card charges and customer accounts.

1.7.2.1 CREDIT CARD
     This option as well as the customer account option will
allow the transaction to be split between cash and charge. Enter
the amount of the cash first, then the amount charge.

1.7.2.2 CUSTOMER ACCOUNT
     This option will cause the amount of the charge to be posted
to the customer account where balances due will be aged according
to the interest specified in the Setup Program.

1.7.3 PRNT
     This option allows you to print (or re-print) an invoice
then terminates without effecting the inventory, registers or
journals.

1.7.4 PROP
     If you desire to produce a proposal (including labor and
shipping charges if any), simply enter the transaction as usual
then select the PROPosal option. The invoice generated will be
identified as "PROPOSAL" and the registers and data bases will
not be effected. You may restore this invoice later for
conversion to a cash or charge transaction.

1.7.5 PKLS
     This option will print a pick list which can be passed to
the warehouse, etc. so that the order can be filled. After the
order is filled, the pick list can be converted by recalling the
pick list (invoice) and completing the transaction as a sale
(cash or charge).

1.7.6 WKOR
     This option prints a work order. Comment the invoice to
indicate the equipment to be repaired and the work to be done.
See Section 1.4 for details.

1.7.7 SAVE
     This option allows you to save an invoice (work-in-progress)
to be recalled at another time. The default file name for the
invoice is the current invoice number.
     This feature also allows you to do automatic invoicing. For
example, if you invoice several customers the same amount each
month for a service contract, etc., simply invoice any one of
them and save the invoice as described above. Then, invoice each
of the others by restoring the invoice saved here. Also, you may
save an invoice then restore it in another transaction to print
as an estimate. This makes it possible to print the estimate as
many times as necessary before converting it to a transaction of
a different type.

1.8 ABORT
     If this option is selected, the sale will be aborted and all
registers and the data bases will be unaffected.

2.0 ROA (RECEIVE ON ACCOUNT)
     This module will enable you to process payments received
against previous charge sales.  The ROA function is "invoice
specific" in that ROA's must be posted to a specific invoice.
However, the CREDIT function (Sec 4.0) may be used to post to a
customers account in general.

2.1 ENTER CUSTOMER CODE
     It is first necessary to identify the customer account to
which the ROA will be applied. You can enter the customer number
directly if it is known

2.2 LOCATE CUSTOMER
     You may search for the customer record just as in the sale
transaction. If there are no account balances for the customer,
ACCOUNT NOT LOCATED  will appear and you will be prompted to TRY
AGAIN or to RETURN to the STM Menu. If, on the other hand, a
balance does exist for the customer, the Statement Window will
appear indicating the DATE (of the transaction), INVOICE, DEBIT,
CREDIT, INTEREST, and BALANCE.

2.3 BROWSE
     This option will enable you to browse invoices for all
customers. You may post to any invoice for any customer.
     ROAs are invoice specific. That is, each ROA is posted to a
specific invoice balance and not to the customers account
balance. Notice that the first invoice in the customers statement
is displayed. There may be others and you can view these by using
the NEXT INVOICE and PREVIOUS INVOICE options discussed below.
ROAs are usually posted to the oldest invoice in the statement
first and in the event that the amount tendered is greater than
the balance in the oldest invoice, you will need to move to the
next oldest invoice to post the balance of the receivable. Post
only the amount you wish to credit to the displayed invoice. If
you post more than is due, a credit memo will be generated for
this invoice. Excess amounts are NOT automatically carried over
to the next invoice. This must be done manually.

2.4 PREVIOUS INVOICE
     This option will move the display in the Statement Window to
the next invoice in the statement for this customer.

2.5 NEXT INVOICE
     Moves the display to previous invoice.

2.6 POST CREDIT
     Enter the amount of the ROA. Remember, the amount here
cannot be greater than the balance due for this invoice unless
you intend to create a credit memo. You may have to split the
amount between the two oldest invoices for this customer.

2.6.1 CORRECT
     This option allows you to change the amount of the credit
(ROA) for this invoice. Notice that if you select this option,
the original credit and balance is restored to the display.

2.6.2 CONTINUE
     You must finally select this option before the amount posted
will be applied to this account. From here, you will have the
option of verifying the invoice (receipt) number for this
transaction. Even if you do not intend to print the invoice,
verify the number for the journal record and then select CONTINUE
instead of PRINT when these options are presented.

2.6.3 ABORT
     Select this option if you desire to return to the STM Menu.

3.0 PAID OUT
     The paid-out transaction is very simple and involves only
entering the amount that you are removing from the till. This
amount will be subtracted from the cash total in the Monthly
Register and the transaction will be recorded in the Monthly
Journal.

4.0 CREDIT (MERCHANDISE RETURN)
     Merchandise is returned almost exactly as it is sold. The
customer is identified and the original invoice is restored or
reconstructed (hopefully from the original invoice) just as it
was originally entered. If the original transaction was a charge,
then the corresponding credit (merchandise return) transaction
should also be a charge transaction in order to credit the
customers charge account.
     For each inventory item on the invoice you will be prompted
about whether you desire to return the item to stock or not.
Obviously, you will not be returning damaged  merchandise to
inventory, however, you will be allowed to make that choice for
each item returned.  Obviously, if the item being returned does
not currently exist in the inventory data base, you will not be
so prompted.
     The CREDIT function may also be used to post ROA,s to the
customer's account rather than to a specific invoice. In this
case, simply enter the amount of the credit and as a negative
number and conclude the credit transaction as a charge

5.0 MANAGER
     This is the  system management module.

5.1 READ REGSTRS
     Use this option to produce register printouts without
affecting the contents of the various registers (as described
below).

5.1.1 PRINT COVER SHEET
     The cover sheet lists the registers printed and also
contains a non-disclosure warning

5.1.2 PRINT JOURNAL
     Prints the Journal. This is a record of all transactions
that have occurred on the system.

5.1.3 PRINT MONTHLY REGISTER
     Prints the Monthly Register. These are the department and
"group" totals for the system.

5.1.4 PRINT YEARLY REGISTER
     This register contains totals as of the last time the
Monthly Register was initialized (reset). It does not include the
current contents of the Monthly Register.

5.1.5 PRINT STOCK VALUE SUMMARY
     Prints Stock Value Summary .

5.1.6 PRINT ITEM HISTORY SUMMARY
     Prints a summary of sales  totals by item number. A similar
report is the Customer History Summary  which lists sales totals
by customer.

5.1.7 PRINT CUSTOMER HISTORY SUMMARY
     Prints a summary of sales totals by customer. A similar
report is the Item History Summary  which lists sales totals by
item number.

5.1.8 PRINT RECEIVABLE SUMMARY
     Prints the Receivable (statement) Summary.

5.1.9 PRINT YEARLY REGISTER
     The yearly register contains the accumulated monthly
register totals. Each time the monthly register is reset, the
totals are transfered to the yearly register.

5.2 RESET REGSTRS
     Resets the registers and prints a read-out of the totals.
This process should be accomplished on a regular basis. We
recommend at least monthly.

5.2.1 DATE
     The date prompt is available so that you can specify the
month  to be reset.

5.2.2 BACKUP
     Select this option to backup all registers and other data to
the "/bak" directory before resetting.

5.2.3 ARCHIVE DIRECTORY
     You must specify the directory into which archived files
will be copied. We recommend the number of the month be used for
directory names. By default, this will be the month of the DATE
entered above.

5.2.4 PRINT COVER SHEET
     Prints the cover sheet for the Management Group.

5.2.5 ARCHIVE INVOICES
     This option will copy all invoices in your active directory
to the archive directory specified above.

5.2.6 INITIALIZE INVOICES
     This option will delete the invoices from the active
directory.

5.2.7 PRINT JOURNAL
     This option will print a copy of the current journal.

5.2.8 ARCHIVE JOURNAL
     This option will copy the journal to the archive directory.
You will be prompted for a file name for the journal. The default
file name will be the "JNL"+the number of the current month+the
number of the day (for example, "JNL603" would be the journal for
the third day of the sixth month.

5.2.9 INITIALIZE JOURNAL
     This option will cause the journal to be reset.

5.2.10 PRINT MONTHLY REGISTER
     Prints the Monthly Register.

5.2.11 ARCHIVE MONTHLY REGISTER
     This option will transfer the totals to the Yearly Register.

5.2.12 INITIALIZE MONTHLY REGISTER
     This option will reset the monthly register.

5.1.16 PRINT STOCK VALUE SUMMARY
     Prints Stock Value Summary.

5.2.17 PRINT ITEM HISTORY SUMMARY
     Prints the Item History Summary.

5.2.18 PRINT CUSTOMER HISTORY SUMMARY
     Prints the Customer History Summary.

5.2.19 ARCHIVE CUSTOMER HISTORY
     You will be prompted for a file name for the Customer
History. The default file name will be the "CHX"+the number of
the current month+the number of the day (for example, "CHX603"
would be the customer history for the third day of the sixth
month. Only the customer history activity for the current month
will be archived.

5.2.20 INITIALIZE CUSTOMER HISTORY
     This option will delete  the current month of the customer
history file.

5.2.21 PRINT RECEIVABLE SUMMARY
     Prints the Receivable Summary.

5.2.22 PRINT YEARLY REGISTER
     Prints the yearly register

5.2.23 ARCHIVE YEARLY REGISTER
     Archives the yearly register.

5.2.24 INITIALIZE YEARLY REGISTER
     Initializes (deletes) the yearly register.

5.2.31 INITIALIZE INVENTORY HISTORY
     There are two inventory histories. The Inventory Sales
History is derived form the Customer History and the Inventory
Transaction History includes the sell, order, receive, and
transfer transactions. Both may be initialized here.

NOTE: We recommend the following schedule for the read/reset
functions: 1. Read the Journal at the close of business daily. 2.
Reset all registers (except the yearly registers) on the last day
of each month.You may read (print) these registers as often as
required. 4. Reset the yearly registers at the end of the year
only. You may read (print) these registers as often as required.

5.3 EDIT REGSTRS
     This function allows for direct editing of the register
contents.

5.3.1 JOURNAL
     Edit the Journal.

5.3.2 MONTHLY
     Edit the Monthly Register.

5.3.3 YEARLY
     Edit the Yearly Register.

5.4 EDIT BKORD
     This function allows you to directly edit the customer
backorders.

5.4.1 PRINT REPORT
     Prints Customer Backorder Report.

5.4.2 EDIT
     Edit Customer backorders.

5.4.3 INITIALIZE
     Initialize (delete) customer backorders.





                               Chapter VII
                         SYSTEM REPORT GENERATOR

INTRODUCTION
     The System Report Generator produces STM, ICP, and CCP
Reports.  All of the reports produced in the ICP and CCP modules
can also be generated here. Additionally, the STM (system)
reports are generated in the SRG. Reports can be created and
modified using the Report Writer, therefore, this section
describes those reports which are provided with the system.

1.0 SYSTEM
     In addition to the ICP and CP reports, certain system
reports are available.

1.1 S_CUSTHXC
     This is the customer history summary.

1.2 S_CUSTHXI
     This is the item history summary.

1.6 S_JOURNA
     This is the Journal Report.

1.7 S_REPORT
     This is a list of all system reports and their definitions.

2.0 ICP
     The ICP reports generated here are identical to those of the
ICP Report Generator.

3.0 CCP
     The CCP reports generated here are identical to those of the
CCP Report Generator.



                              Chapter VIII
                            SYSTEM UTILITIES

INTRODUCTION
     The utilities module contains certain programs which are
intended to supplement your PICS system and provide extended
capability.

1.0 INDEX
     Index files contain data base records arranged in a specific
sequence so that items can be located quickly and easily. For
example, the "item" index arranges all inventory records in order
by item number. Therefore, when you search for a certain item
number, the program can locate the required record very quickly.
Occasionally, these index files become "corrupted" and are no
longer useful for locating records. This happens as a result of
power outages, surges, improper system shut-down, etc.
     We have provided this utility so that damaged index files
can be rebuilt.

2.0 FILE MANAGER
     The File Manager is a very handy (and powerful) utility that
will enable you to manage the files on your hard drive including
the PICS system files. Please consult Chapter 3 for details.





                            APPENDIX A
                        TECHNICAL SUPPORT

You must register your program with EMS to be eligible for
technical support! If you purchased your program directly from
English Mountain Software you are automatically registered. If
you purchased it from any other source, you must send us the
compleated registration/invoice form provided with the package in
order to become registered.  There are two levels of support
available.  Standard Support and Extended (BBS) Support.  They
are discussed below.

STANDARD PRODUCT SUPPORT
Standard Product Support is unlimited and free of charge to the
registered user. You may contact our support department with
questions regarding the operation of the program or with any
other difficulty you may encounter with its use. Support is
available through any of the four channels listed below.

1. Telephone: [phone]
Telephone support is available from 9:00 am to 4:30 pm (est). It
is unlikely that we will return calls for tech support, however,
we are normally available during the hours listed above and you
should have no difficulty reaching us.

2. Mail:
English Mountain Software, Inc.
1750 Kingdom Way
Newport, TN  37821

3. Compuserve electronic mail:
PPN # 73530,3234

4. Internet: http://ourworld.compuserve.com/homepages/spirit7

5. Fax
[phone]

                    EXTENDED PRODUCT SUPPORT
Extended Support is available for an anual fee of $75.00 and
includes access to the Extended Support Library in our support
BBS. This library provides continuously updated versions of our
products and associated documentation assuring you of the latest
in terms of both features and bug-fixes.  In addition, the BBS
serves as a electronic mail box for passing custom programming or
other special files.  The BBS also includes a large library of
Association of Shareware Professionals  (ASP) approved shareware
which you may download at no additional cost! We update these
libraries on a continuous basis and are an ASP approved BBS.
Give it a try! [phone]


We will endeavor to support our users in the most professional
and thorough manner. If you find a "bug" or simply need
assistance in using the software, please contact us immediately.
We will accept collect calls only if the problem involves a "bug"
or anomaly.



                           APPENDIX B
                         CUSTOMIZING PICS

We  will make custom changes to the PICS program  to  suit you
specific  needs. These changes can include  such  things  as
special  report  generation, screen design, and  even  data base
structure modifications. The cost for such changes USUALLY ranges
from $50.00 to 250.00. If you would like to  adapt this  software
to  your exact needs, we will be happy to give you  an  estimate.
Here are some thing to keep in mind if you are considering custom
changes to the PICS program...

     1. Review the system thoroughly enough to know all of the
changes  you  will require. Although changes can be made  at  any
time  and as often as necessary, it is frequently less  expensive
to do all modifications at one  time.

     2.  You can print a copy of any screen in the ICP  system by
pressing the "Shift + Print Screen" keys. Make notes  of  any
desired changes to the screens  in this manner.

     3.  Make up mock reports showing all report headings  and
any totals you wish to calculate. The report designs should be as
complete as possible. We will make every effort to duplicate your
design.

Over the years, we have adapted this software to the requirements
of numerous specific busineses and industries. Some examples
include:
     1. tool crib management
     2. sporting goods and firearm dealers
     3. oriental rug dealers
     4. print shops
     5. hospital Central Supply and laboratory departments
     6. outdoor power equipment/small engine shops
     7. tack shops
     8. book stores
     9. electronic equipment dealers/manufacturers
     10. automobile dealers and repair shops



                            APPENDIX C
                         PROGRAM OPTIONS

1. There is an optional bar code module for the PICS program. This
module will allow you to print bar code labels from within the
PICS program. Contact EMS for details.

2. The PICS system is designed to accept data input from a variety
of remote barcode scanners. If you desire additional information
on these devices, please contact EMS.

3. Pre-printed forms are available with your company name,
address,  and logo printed on the header of the form. These forms
are available in multiple part tractor feed or single sheet laser
format. Contact EMS for additional details.

4. The ICP module is available as a stand-alone program. The cost
is $85.00 + $8 s/h.

5. PICS can be upgraded to include accounting functions. The
accounting module supports payables and check writing (including
payroll) capability


                            APPENDIX D
                           SITE LICENSE

A site license is an inexpensive way for more than one person to
legally use one copy of a program on more than one computer at a
time. Site licenses are designed for companies, offices or
workgroups where more than one person in the organization needs
to use a product, but does not need additional manuals or disks.
Site licensing enables companies, departments, government
agences, etc., to equip their personnel with the tools they need
at a minimal cost.

Here's how it works: The company purchasing a site license (the
licensee) provides a single point of contact for shipping,
technical support, upgrades, etc., and we (the licensor)  provide
a  "golden master" of the diskettes, manual, and any other  parts
of the package. These "masters" may be copied and distributed
according to the terms of the site license.

If  you are interested in a site license, please contact  us
during normal business hours for additional information.

English Mountain Software, Inc.
1750 Kingdom Way
Newport, TN  37821

phone and fax
[phone]
support BBS
[phone]
Compuserve PIN
73530,3236
Internet
http://ourworld.compuserve.com/homepages/spirit7




                         APPENDIX E
                        REGISTRATION
Thank you for the opportunity to demonstrate the PICS system. If
you decide to use this software beyond the evaluation period (60
days), you must register your copy with English Mountain
Software, Inc. The registration fee is $129.00 FOR EACH COPY IN
USE.

These are the benefits of registering the software...

1. You will receive a registered copy of the CURRENT version of
the PICS system and you will be added to our mailing list so that
you are assured of receiving upgrades, revisions, and new product
information. UPGRADES ARE FREE TO REGISTERED USERS. The
registered version does not include the opening screen which
requires you to enter a random number access code, and, is not
limited as to the number of records which can be entered.

2. You will receive TWO additional utility programs free...
   a.You will receive the RL program which will enable you to
create or modify PICS reports and labels. This program will enable
you to add a custom report heading (identifying your company,
dept, etc.). You will be able to change (or eliminate) grouping
(currently, most PICS reports are grouped by vendor); add, change,
or eliminate any field in any report; add calculated fields for
special purposes; create special reports form scratch.
   b. You will receive a very powerful interactive data base
utility which will enable you to append data to your PICS data
base from any other "dbf" file or from ascii files. The utility
also includes many other useful functions to enable  you to work
with your data and index files.

3. You will become eligable to receive unlimited FREE telephone
support as outlined in the appendix to the Manual (Manual.doc).

4. We will make custom changes to registered software as outlind
in the appendix to the manual (Manual.doc).

5. If you discover a "bug" or anomaly in the  software, we will
attempt to resolve the problem within 5 days from the  date that
we receive the notice of the bug.

6. It's the right thing to do! Shareware is a distribution method
NOT a type of software. We encourage you to copy this program
(shareware version) and distribute it to anyone you feel would
benefit from it's use. However, if you plan to use the program
beyond the evaluation period, please register your copy with EMS.
This is not "FREE" software in any sence of the word. We depend
upon the honesty and integrity of those who use this software in
order to continue to provide the top quality software in this
"try before you buy" format.

7. It's the law! Shareware is copy righted software just like any
you would purchase form a retail store. English Mountain Software
is a member of the association of Shareware Professionals. For
more information about shareware or the ASP, please contact the
ASP:

Association of Shareware Professionals
Jan Abbot, Executive Director
545 Grover Road
Muskegon, MI  49442-9427
616-788-5131 (phone)
616-788-2765 (fax)


                     HOW DO I REGISTER?
1. You may order with MC, VISA, AMEX, or DISCOVER from the Public
(Software) Library by calling 800-242-4775 or 713-524-6394 or by
FAX to 713-524-6398 or by CIS Email to 71355,470. You can also
mail credit card orders to PsL at PO Box 35705, Houston, TX
77235-5705

2. You may register your PICS program on Compuserve (GO SWREG).

3. You may order via E-Mail: [e-mail] or
http://ourworld.compuserve.com/homepages/spirit7

4. You may Complete the following registration form and send it
to EMS along with the registration fee.

5. You may call our order processing dept at 1-800-450-4661
(orders only, please).



                     ORDER FORM/INVOICE
Please  complete this form and return to the address below.
Enclose a check in the amount indicated on the completed invoice.

YOUR NAME:_______________________________________________________

BUSINESS NAME:___________________________________________________

ADDRESS:_________________________________________________________

CITY:________________________________ ST:______ ZIP:_____________

PHONE:_______________________________

NAME OF PRODUCT:__________ SERIAL NUMBER:__________VERSION:______

WHERE DID YOU OBTAIN YOUR COPY OF THIS SOFTWARE?:________________

PLEASE INDICATE THE DISKETTE SIZE REQUIRED: ____3 1/2  ____ 5 1/4

____ ICP software registration..........$ 85.00 ea $_____________
          (This is a single/multi-user program.)

____ PICS package (complete)............$295.00 ea $_____________
          (Includes ICP.)

____ PICS Multi-User Version............$395.00 ea $_____________
          (Includes ICP.)

____ PICS LITE Single User version......$129.00 ea $_____________
          (same as PICS but without accounting functions)

____ PICS LITE Multi-User version.......$195.00 ea $_____________
          (same as PICS but without accounting functions)

____ IRWIN software registration........$ 85.00 ea $_____________
          (Inventory Reconciliation for WINdows)

____ BBS Extended Support (1st year)....$ 75.00 ea $_____________

Tennessee residents add .065% sales tax ...........$_____________

Domestic orders add $ 8.00 shipping and handling...$_____________

Overseas orders add $12.00 shipping and handling...$_____________

TOTAL DUE:.(US Funds only, please).................$_____________


REMIT TO:
English Mountain Software
1750 Kingdom Way
Newport, TN  37821
[phone]


                       CREDIT CARD ORDERS

You can order with MC, VISA, AMEX, or DISCOVER from the Public
(Software) Library by calling 800-242-4775 or 713-524-6394 or by
FAX to 713-524-6398 or by CIS E-mail to 71355,470. You can also
mail credit card orders to PsL at PO Box 35705, Houston, TX
77235-5705


                           APPENDIX G
                        RESELLER PROGRAM
If you wish to become an authorized distributor of our software
(ICP & PICS), you must complete the application form provided
below and return it to EMS at the address provided.

As a reseller...

1. You will be provided with a "master" of the ICP demo program
which you may duplicate as required for distribution to your
prospective clients. You may charge a fee for installation and
training associated with the demo version but not for the demo
version itself.

2. Your company name and address will appear in the intro screen
of the ICP demo version in place of ours.

3. You may establish your own pricing for the registered versions
of the ICP/PICS software.  Our current retail pricing is detailed
below for reference. As a value added reseller (VAR), you may
charge for any installation and training required by your client.
We recommend an initial setup fee (including about 1 HR of
training) of $150-$200 for the ICP with additional training at
the rate of $50/HR or $300/day.  One hour is usually sufficient
for the ICP and we recommend 1-2 days for PICS.

4. You will be automatically granted extended (BBS) support
privileges and will be supplied with our BBS "Door" software for
access to the support BBS.

5. Your cost for the registered versions of the ICP/PICS retail
software will depend upon your order history (accumulative) for
each program as follows: a. Programs 2-5 = 20% discount.  b.
Programs 6-10 = 30% discount.  c. Programs 11-20 = 40% discount.
d. programs 21- = call

Therefore, if you have ordered 5 ICP programs and 3 PICS programs
to date, your next ICP will be discounted 30% and and your next
PICS package will be discounted 20%.

*****************************************************************
Although the discount schedule for the ICP\PICS software
represents a reasonable profit margin, your primary profit center
is likely to be installation, training and support. You should
realize a $150-$200 profit from the sale of each ICP program with
the typical 1-2 hr installation and training period. Your profit
from each PICS installation should be between $300 and $600 with
installation fees and the recommended 1 to 2 day training period.
*****************************************************************



                      RE-SELLER APPLICATION

You must complete the reseller application form included below
and return to EMS BEFORE your first order as a reseller.

YOUR NAME:_______________________________________________________

BUSINESS NAME:___________________________________________________

ADDRESS:_________________________________________________________

CITY:________________________________ ST:______ ZIP:_____________

PHONE:______________________ FAX:________________________________

WHAT IS YOUR EXPERIENCE WITH THIS TYPE OF SOFTWARE?______________

_________________________________________________________________

_________________________________________________________________


PLEASE INDICATE THE DISKETTE SIZE REQUIRED: ____3 1/2  ____ 5 1/4


English Mountain Software
1750 Kingdom Way
Newport, TN  37821

phone and fax
[phone]
support BBS
[phone]
Compuserve PIN
73530,3236
internet
http://ourworld.compuserve.com/homepages/spirit7