Night Owl 6/Night Owl's Shareware - PDSI-006 - Night Owl Corp (1990).iso/013a/pmp_213.zip/MANUAL.213

Text File | 1990-08-24 | 19KB | 489 lines

                 P M P  User's Guide



Introduction

The Postal Mailing Program (PMP) is an address/phone list
management system which can be used to print labels and
envelopes with Postnet barcodes.  This User's Guide, extensive
on-line help screens, and a friendly interface combine to make
PMP very easy to learn and use.


Requirements

IBM PC Compatible, 256KB memory, DOS 2.0+.  HP LaserJet Series
Printer and/or Epson/IBM Proprinter Dot Matrix Printer
directed to LPT1.
The majority of printers are parallel printers connected to
the parallel output port which is called LPT1.  Some printers
use a serial port called COM1 to COM4.  If you are having a
problem printing from PMP you should use the DOS MODE command
to redirect your output.  If you have a serial printer
attached to COM1 the command would be MODE LPT1:=COM1.  Please
consult your DOS and Printer manual for details.


Installing PMP

YOUR CONFIG.SYS FILE - This file should have a line that lists
the number of open files your system will permit (e.g.
FILES=25).  Make sure the number is at least 20.  See your DOS
manual for instructions on how to create a CONFIG.SYS file if
one does not exists on your system.

No additional installation procedures are required (other than
the note concerning printers in Requirements above).  You can
run PMP from the distribution disk directly, however, for
safety's sake, you will probably want to make a backup copy.
If you want to install on a hard disk make sure all the files
on the distribution disk are copied into the same sub-
directory.  Since there are many different methods for copying
files (DOS COPY, various utilities, shell programs, etc.)
please check the appropriate reference in regards to making
sub-directories, and copying programs.

Read the README file on the distribution disk for current
changes and additions to PMP and User's Guide.


Limitations

PMP was designed and tested to work on IBM Compatible systems
with at least 256KB memory, hard and floppy drives, and an HP
LaserJet and/or IBM/Epson Dot Matrix parallel printer.  There
are many other configurations that may or may not cause PMP
problems; please understand this limitation and proceed
accordingly.  There is nothing coded into PMP that can cause
any damage to your computer or printer regardless of how your
system is setup.


Features

- No Program Cost
- Low Hardware Requirements
- Little or No Training Required
- On Line Help Messages
- Friendly User Interface
- Postnet Barcodes on Envelopes (must have a laser printer)
- Print FIMS on Blank Standard Size Envelopes
- Various Sized Labels on Dot Matrix Printers
- Postnet Barcodes on Labels for Dot Matrix Printers
- Unlimited Number of Records
- Creates Sorted Report Listings
- Backup and Restore Options
- Fast Searching of Records
- Automatic Saving of Inputted Data
- dBase Compatible Database/Index Files


Using and Selecting Menu Options

The menus in PMP use a Lotus style interface which operate as
they would in Lotus 1-2-3.  You have the following options:
(1) You may ARROW left or right and then press ENTER or (2)
you may simply press the first letter or number of the menu
entry.
All main menu entries have the Function Keys F1 - F10 assigned
to each selection as listed on the lower part of the main menu
screen. You may use these keys for making selections as well
as using the Lotus style menuing options.


Getting Started

To start PMP just type PMP [ENTER] at the DOS prompt where the
files from the distribution disk are located.  The menus and
help screens pretty much explain how the program runs and
although it will be helpful to read the reference section of
this User's Guide it is really not necessary.  You may want to
try adding some data, editing, deleting, etc. just to see how
things work.  One menu item that should be chosen is the main
menu selection titled UTILITY (see the Reference section for a
complete description).  This option allows you to set/change
the system defaults such as Backup Drive, Default File Name,
Envelope Size, Label Size, and Printer Type (Laser or Dot
Matrix).  Be sure and set these options as they pertain to
your system.
The HELP choice displays, in an on-screen window, information
regarding each selection of the main menu.  By using the help
option and trying each selection you can very quickly learn
how to use PMP.

One caution, remember that the defaults mentioned above play a
large role in the way PMP works.  As an example, if you
designated an envelope size and actually use a different size
then you will have problems, also if the wrong printer is
chosen undesirable results will be obtained.


Reference Section

The following pages describe each of the items listed on the
main menu of PMP.  As mentioned above in Getting Started the
HELP option also includes an abbreviated listing of each PMP
menu selection.

                            F1 - HELP

      When the HELP selection is executed you will see the
      list of all main menu items just as they normally
      appear.  To read information on each of these areas
      simply select the items as you would do using the
      main menu (see Using and Selecting Menu Items
      above).

      Nearly all of the on-line help screens are taken
      directly from the User's Guide.  Keep in mind there
      will normally be somewhat more the information found
      in the written documentation.

      All on-line help text is located in the file
      PMP_HELP.TXT, which you may wish to print and use as
      a quick reference guide.

                            F2 - EDIT

      When it is necessary to change information for an
      existing record use the EDIT function.  You may only
      EDIT the record that is currently shown on the
      screen; therefore, use the SEARCH command, or the
      Record Movement Keys to locate the desired record.


      When you are in the EDIT mode the fields of the
      record will change intensity and the cursor will be
      located in the first field of the record.  The
      screen will also display the ADD/EDIT AND FIELD
      MOVEMENT KEYS in the bottom portion of the screen.
      You may now begin changing any of the database
      fields.

      At any time prior to leaving the last field you may
      exit EDIT without saving the modifications by
      pressing the ESC key.  On the other hand you may
      exit and save your changes by passing through all
      the fields, or by pressing the PG DN key from any
      field.

      Normally if you do not have a great number of
      entries simply scrolling through your database is
      the fastest and easiest method for finding the
      record you wish to EDIT.  Enter the EDIT mode, move
      to the field you wish to change, make the changes,
      next press PG DN to exit the EDIT mode and save your
      corrections.

                            F3 - ADD

      The ADD selection works very much as EDIT.  When
      entering the ADD mode you see the same type of
      screen as in EDIT but the fields are all blank,
      waiting for you to enter new data into your list of
      records.

      All the rules of the EDIT mode also apply to ADD.
      At any time prior to leaving the last field you may
      exit EDIT without saving the modifications by
      pressing the ESC key.  On the other hand you may
      exit and save your changes by passing through all
      the fields, or by pressing the PG DN key from any
      field.

      Often you may only want to use PMP to print either
      envelopes or labels for one address that will never
      be used again.  Simply use the ADD selection, enter
      the data, output to the printer using PRINT, and
      then remove the record with the DELETE option.

                          F4 - DELETE

      There are two methods used to erase records when you
      select the DELETE option.  You may remove the
      current record (that data currently shown on the
      screen), or you may remove all the records that have
      been previously "tagged" (see TAG and MASS TAG for
      more information).  In either case it is important
      to understand that once you delete a record it is
      permanently removed from your database.

      Although there are many caution message windows to
      prevent you from accidently deleting records it is a
      good idea to back up your data prior to performing
      any major deletion action.

      If you wish to remove many records, first print a
      listing in the most helpful sorting order.  Next,
      select those records you wish deleted by using the
      SEARCH command then tag each record.  When finished
      activate DELETE and select the "all tagged records"
      option.

                            F5 - TAG

      The TAG option works as a toggle only on the current
      record.  By pressing the TAG key the message "Tagged
      Record" will either appear or disappear.  When you
      see it on the screen that means your record has been
      marked tagged and will be included in any option
      that uses tagged records (as in DELETE and PRINT).

      The TAG and MASS TAG commands are very closely
      related and should be used in conjunction to save
      time and give a user the ability to fine tune the
      DELETE and PRINT options.

      Caution must always be exercised when using DELETE
      and PRINT along with the tagged records feature.  It
      is a good idea to be assured all tags are cleared by
      using the MASS TAG as explained below.

                          F6 - MASS TAG

      This option works as a toggle that passes through
      every record of the database and either untags or
      tags depending on the state of any one record.  If
      there is at least one tagged record than MASS TAG
      will untag every tagged record.  If no records are
      tagged then all records will be marked tagged.

      The TAG and MASS TAG commands are very closely
      related and should be used in conjunction to save
      time and give a user the ability to fine tune the
      DELETE and PRINT options.

      Since you can only see the current record it is
      sometimes advisable to use the MASS TAG command in
      order to know just how any records not shown are
      marked.  By activating MASS TAG two times you can
      tag and untag (or untag and tag) all records.  by
      observing the current record you would know for sure
      the state of all records in the database.

                           F7 - PRINT

      PRINT has options to output labels, envelopes,
      reports, and postnet labels.  It is very important
      to understand that the manner in which data is
      printed depends primarily on the items you
      designated using the UTILITY select defaults option.
      Make certain you are using the same size envelopes
      or labels that have been previously specified, and
      that the correct printer is selected.

      When printing envelopes be sure you feed the stock
      face up with the top to the left.  You will be
      prompted to manually feed the envelope then insert
      your blank stock and press any key.  Continue for
      each envelope to print.

      Check the current output indicators prior to
      printing labels and envelopes. These indicators will
      be listed when you choose the number of sets you
      request printed.

      Envelopes - The various sizes are expressed by USPS
      stock number EP-XXX and by inch dimensions.  The EP-
      192 is the standard business envelope, and the Small
      Ltr size is the smaller standard envelope.

      Labels - Be sure and align your label prior to
      printing the actual records.  You can print as many
      align labels as is necessary.  This option is
      available for Dot Matrix printers only.

      1 List Add  and 2 List Ph - These reports can be
      generated on either a Laser or Dot Matrix printers.
      The first report lists address data and the second
      phone information along with the notes/comments
      field.

      Postnet - This option will print postnet barcodes on
      your selected label stock, and is available for Dot
      Matrix printers only.  The selected ZIP Code will
      also print just above the barcode.


                               F8 - SEARCH

      As the number of addresses in your database
      increases it will become more and more time
      consuming to use the Record Movement Keys to locate
      any particular record.  SEARCH will find any record
      in less than a second regardless of the size of your
      database.

      You can SEARCH using the following keys:  Name,
      Title, Company Name, City, ZIP, or by Record Number.
      When you activate SEARCH the sort order of your
      database will change to the key you selected and the
      search you requested will become the current record.
      If no match is found you will see a prompt that will
      allow you to continue or exit to the main menu.

      It is not necessary to enter the entire field in
      order to match a record.  If you were searching for
      the Name "SMITH" you could enter simply "S" and that
      would take you to the first record that has "S" in
      the Name, such as "SHORT".  From that point you
      could then use the Record Movement Keys to go
      forward to the "SMITH" record.  The same is true
      with a ZIP code, if you enter 917 the current record
      would be the first that had 917, such as 91701.

                           F9 - INDEX

      Database files, such as those used by PMP, keep your
      data in various sort orders so that it is easier to
      maintain and manipulate your records.  There are
      times, especially when you have had to exit PMP
      incorrectly, that these files will become corrupt.
      If you load PMP and get various error messages,
      proceed to the main menu and select INDEX before any
      other selection.

      If you feel that PMP is sorting your data
      incorrectly, or has trouble locating searches that
      are obviously in your database, then you may want to
      INDEX; by doing so you will probably resolve any
      difficulty.

      Many of the option in PMP automatically perform the
      INDEX function.

                          F10 - UTILITY

      Backup/Restore, Changing the Sort Order, and
      Settings are the options to be found under UTILITY.

      Backup/Restore copies the current database from or
      to the designated backup drive using DOS copy.

      You may change the order in which your records are
      output by selecting the Changing the Sort Order
      option.

      The Settings option changes the system defaults.
      These defaults determine what you are printing, how
      you are printing, what disk you use for backup and
      the name of the current database file.

      Backup/Restore - The files copied are the current
      database and the configuration file PMP_CFG.DBF.
      When restored these files are reindexed.

      Changing the Sort Order - When you set the order of
      your database this information will be saved and
      used the next time you enter PMP.

      Settings - If you wish to create a new database just
      enter a name under Default File that does not
      exists; that file will then be created and become
      the working database.


Edit/Add and Field Movement Keys

Enter or TAB      Moves to the next field.  If the cursor is in
                  the last field, the edit/add is completed and
                  the data is saved.

Shift TAB         Moves to the previous field.

Left Arrow        Moves the cursor one position to the left.

Right Arrow       Moves the cursor one position to the right.

INS Key           Toggles between the replace and insert modes.
                  When you are in insert mode the cursor is
                  slightly larger.

DEL               Deletes the character under the cursor.

Back Space        Deletes the character to the left of the
                  cursor.
ESC Key           Aborts and does not save the current edit/add
                  process.

HOME  Moves the cursor to the first position of the field.

END               Moves the cursor to the end of the field.

Ctlr HOME         Moves to the first field.

Ctlr END          Moves to the last field.

The following keys can be used to end the edit/add process and
save the data as entered:
            PG DN - PG UP - Ctrl W - Ctrl Q - Ctrl Left - Ctrl
Right


Database File Structures

The file structure of the configuration file, PMP_CFG.DBF:

Fld #   Field          Width
    1   ENVELOPE       1
    2   PRINTER        1
    3   LABEL          1
    4   DEFAULT        8
    5   BACKUP         1
    6   ORDER          1
    7   FIM            1
Total Number           15


The file structure of the data files:

Fld #   Field Name     Width
    1   FIRST          12
    2   LAST           18
    3   TITLE          30
    4   COMPANY        30
    5   STREET         30
    6   CITY           20
    7   STATE          2
    8   ZIP            10
    9   AC1            3
   10   PH1            8
   11   EXT1           4
   12   AC2            3
   13   PH2            8
   14   EXT2           4
   15   COMMENT        50
   16   TAG            1
Total Number           234

Indexes Maintained:

Index Name             Field Used
Name                   Last + First
Title                  Title
Company                Company
City                   City
Zip                    ZIP Code



Note

PMP was written entirely in C and the source code is
compatible, without modification, for use with the Turbo C 2.0
and Microsoft C 6.0 compilers.

All data and index files are compatible with dBase III and
dBase IV.

If you have any questions or comments please direct them to:

                      Management Information Systems
                      Alhambra MSC
                      Alhambra CA 91899-9540
                      PEN 795-6616 [phone]